Carolina Beach Lake Phase 3 Engineering and Design.pdf

REQUEST FOR QUALIFICATIONS

Carolina Beach Lake Phase 3 Engineering and Design

RFQ NO. CBSW-26-2027-012

1. Project Description

Pursuant to N.C.G.S. 143-64.31, the Town of Carolina Beach, North Carolina (Town) invites Statements of Qualifications from firms to provide professional engineering, surveying, design, and permitting services for the Carolina Beach Lake Phase 3 Engineering and Design project.

2. Project Purpose and Background

The Town intends to seek funding through Phase 3 of the North Carolina Department of Environmental

Quality (NCDEQ) Resilient Coastal Communities Program. Carolina Beach Lake is a central component of the Town’s stormwater management system and receives runoff from surrounding streets, neighborhoods, and developed areas through approximately 14 stormwater inflow locations.

Sediment transported through the drainage system has accumulated in the lake, contributing to shallow conditions and increased maintenance needs. The Town actively manages lake levels through pumping and pre-storm drawdowns. The condition and operating capacity of the lake therefore directly affect stormwater management in the surrounding community.

The project is intended to develop a coordinated engineering and permitting approach that addresses accumulated sediment, reduces continued sediment delivery, and incorporates nature-based treatment.

Potential improvements include dredging and sediment management, new or expanded sediment forebays, floating treatment wetlands, and other suitable nature-based measures.

3. Intended Outcome

The selected firm shall prepare a coordinated engineering and permitting package defining how the lake may be dredged, where removed sediment may be managed, and how forebays, floating treatment wetlands, or other nature-based treatments may be incorporated. The design shall be advanced to 90–

100 percent completion and prepared for permit submission, with supporting calculations, construction cost estimates, and a clear description of remaining approvals or implementation requirements.

The work shall evaluate expected benefits, limitations, and operational effects, including water quality, usable storage, pumping, maintenance, access, and coordination with other infrastructure projects.

4. Anticipated Scope of Services

The final scope and fee will be negotiated with the best-qualified firm. Anticipated services include:

1. Project management and coordination. Conduct a kickoff meeting, confirm objectives and constraints, coordinate with Town and NCDEQ representatives, maintain the schedule, and document decisions.

2. Existing-conditions investigation. Review available records; perform required topographic, bathymetric, utility, and boundary survey work; identify inflows, access constraints, lake operations, and related infrastructure.

3. Sediment characterization and management. Determine sediment depths and estimated quantities; identify appropriate sampling or testing needs; evaluate dredging methods, handling, dewatering, transport, reuse, and disposal options.

4. Alternatives analysis. Evaluate dredging, sediment forebays, floating treatment wetlands, and other feasible nature-based measures. Compare expected performance, constructability, operations, maintenance, permitting, cost, and compatibility with pumping and lake-level management.

5. Engineering analysis. Prepare supporting calculations and evaluate effects on usable storage, water quality, stormwater conveyance, pumping, maintenance access, and long-term sediment management.

6. Design development. Prepare plans, technical specifications, quantities, and construction cost estimates progressing through appropriate review milestones to 90–100 percent design completion.

7. Permitting. Identify required federal, state, and local approvals; coordinate with regulatory agencies; prepare permit-ready documentation; and identify remaining requirements.

8. Implementation planning. Recommend phasing, sequencing, procurement considerations, construction access, environmental controls, and coordination with lake operations and other Town projects.

5. Required Deliverables

• Kickoff meeting materials, project schedule, and coordination records.

• Existing-conditions survey and supporting field data.

• Sediment characterization and quantity documentation.

• Alternatives evaluation with a recommended approach.

• Engineering calculations and supporting technical memoranda.

• Design plans and specifications advanced to 90–100 percent completion.

• Permit application materials and permitting matrix.

• Opinion of probable construction cost.

• Implementation, operations, and maintenance recommendations.

6. Anticipated Schedule

The Town intends to proceed promptly with consultant selection and negotiation. The NCDEQ Phase 3 grant application is due by 5:00 p.m. on November 10, 2026. If funding is awarded, the anticipated design period is 18 months, from April 2027 through October 2028. The final schedule and any services required before grant award will be established during contract negotiations.

7. Statement of Qualifications Requirements

Respondents shall organize the Statement of Qualifications in the order below and include only information relevant to this solicitation:

1. Firm identification. Legal name, business address, telephone number, website, and the office that will perform the work.

2. Authorized representative. Name, title, telephone number, and email address of the individual authorized to provide information and negotiate a contract.

3. Firm profile. Brief history, ownership, size, staffing, areas of practice, and ability to provide services in North Carolina.

4. Relevant project experience. No more than three projects similar in scope or complexity. For each project, identify the client, location, services, completion status, key personnel, and client reference.

5. Project team. Identify key personnel, roles, availability, relevant licenses, and directly applicable experience. Identify subconsultants and the services each will provide.

6. Project approach. Describe the respondent’s understanding of the project, proposed methodology, anticipated challenges, quality-control process, and approach to schedule and coordination.

7. Availability and capacity. Describe the team’s ability to begin promptly and commit sufficient resources throughout the project.

8. Conflicts and certifications. Disclose known conflicts of interest and certify that the information submitted is true, correct, and complete.

General marketing materials that do not directly address these requirements should not be included.

8. Evaluation and Selection

Consultant selection shall be conducted in accordance with N.C.G.S. 143-64.31. Responsive Statements of Qualifications will be evaluated on demonstrated competence and qualifications. Fees will not be considered during initial ranking. After selecting the best-qualified firm, the Town will negotiate a fair and reasonable scope and fee.

Evaluation Criterion Points

Firm qualifications, competence, and reputation

Firm stability, relevant capabilities, similar projects, and references.

Experience and qualifications of project team

Relevant experience, proposed roles, professional credentials, and subconsultant qualifications.

Understanding and project approach

Understanding of local conditions and project requirements; methodology; quality control; and approach to permitting, operations, and maintenance.

Availability and capacity

Ability to begin promptly, provide continuous access to qualified personnel, and commit adequate resources.

Total 100

The Town may conduct interviews or request clarifying information before completing the final ranking.

9. Submission Instructions

Requirement Details

Deadline 2:00 p.m. Eastern Time, Monday, November 2, 2026

Copies Three printed copies of the Statement of Qualifications

Delivery Mail or hand delivery; facsimile and electronic submissions will not be accepted

Recipient Paula Kempton, Senior Project Manager

Town of Carolina Beach

1121 N. Lake Park Blvd.

Carolina Beach, NC 28428

Envelope label “Statement of Qualifications—Carolina Beach Lake Phase 3 Engineering and

Design, RFQ No. CBSW-26-2027-011”

Questions paula.kempton@carolinabeach.gov

910-508-4440

Statements of Qualifications must be received—not merely postmarked—by the deadline. Respondents are responsible for ensuring timely delivery.

10. Contact with Town Staff

To preserve the integrity of the solicitation, respondents shall direct all questions regarding this RFQ and the selection process to Paula Kempton, Senior Project Manager, at paula.kempton@carolinabeach.gov.

Respondents shall not contact other Town staff regarding this solicitation before the selection process concludes. Failure to comply may result in disqualification.

11. Additional Terms and Conditions

1. Accuracy of information. By submitting a response, the respondent represents that all information provided is true, correct, and complete. False, misleading, or materially incomplete information may result in exclusion from consideration.

2. Cost of response. The Town is not responsible for costs incurred in preparing or submitting a response.

3. Contract negotiations. This RFQ is not a contract or commitment. If the Town offers a contract, the final scope, fee, schedule, and other terms will be determined through negotiations with the selected firm.

4. No obligation. The Town reserves the right to waive minor irregularities; request clarification or additional information; accept or reject any or all responses, in whole or in part; and cancel or modify this solicitation when deemed in the Town’s best interest.

5. Professional liability insurance. The selected firm shall maintain appropriate professional liability insurance issued by an insurer authorized to transact business in North Carolina. Required limits and evidence of coverage will be established during contract negotiations.

12. Equal Opportunity and Funding Contingency

Small and minority-owned firms are encouraged to submit qualifications.

Any award resulting from this procurement is contingent upon available funding and required approvals. No funds will be obligated until the appropriate documents are executed and all applicable conditions are satisfied.