Carolina Springs Park Master Plan.pdf

Town of Holly Springs, North Carolina

REQUEST FOR QUALIFICATIONS

RFQ 27-0928 Carolina Springs Park Master Plan Issue Date: September 30, 2026

Due Date: November 4, 2026, at 2:00 PM

RFQ 27-0928 Carolina Springs Park Master Plan Page 1 of 11

I. PURPOSE

The Town of Holly Springs is seeking a Statement of Qualifications from licensed Engineering and Landscape Architecture firms to provide professional master planning and design services for the Carolina Springs Park Master Planning Project.

II. SCOPE OF WORK

The Town of Holly Springs is seeking professional master planning and design services for the development of a comprehensive master plan for a 25-acre Town of Holly Springs Park located at 7300 Woods Creek Road (PIN 0730624667). The selected consultant will work closely with Town staff, stakeholders, and the community to evaluate existing conditions, identify opportunities and constraints, establish a vision for the park, and develop a feasible and implementable master plan that reflects the Town’s available resources, goals, and community needs as represented in the Town’s Parks and Recreation Master Plan.

The consultant’s team should include the appropriate combination of licensed landscape architects, engineers, planners, and other qualified professionals necessary to successfully complete the project.

The anticipated scope of services may include, but is not limited to, the following:

1. Project Management and Coordination

• Conduct a project kickoff meeting with Town staff to confirm project goals, objectives, schedule, deliverables, roles, and responsibilities.

• Establish a project schedule and maintain regular communication with Town staff throughout the project.

• Coordinate with Town departments and other agencies, as appropriate.

• Attend project meetings with Town staff, Parks and Recreation leadership, advisory boards, and Town Council, as requested.

• Provide periodic progress updates and identify project issues, decisions, and required Town direction.

2. Existing Conditions Analysis The consultant shall conduct a comprehensive review of existing conditions affecting the park and its potential future development. The analysis should consider, as applicable:

• Existing site conditions and topography.

• Property boundaries, easements, rights-of-way, and known encumbrances.

• Existing vegetation, natural resources, streams, wetlands, floodplains, and other environmental constraints.

• Existing utilities and infrastructure.

• Existing park facilities, amenities, structures, parking, access, circulation, and pedestrian connections.

• Existing trails and greenway connections.

• Vehicular, bicycle, and pedestrian access and circulation.

• ADA accessibility and universal design considerations.

• Existing stormwater management infrastructure and drainage patterns.

• Adjacent land uses and surrounding development.

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• Existing zoning, land use, and applicable Town plans and regulations.

• Relevant Town, County, State, and Federal regulations and permitting considerations.

• Existing park usage, known maintenance concerns, and operational considerations.

• Opportunities for connections to surrounding neighborhoods, schools, parks, greenways, and other community destinations.

The consultant shall identify key opportunities, constraints, deficiencies, and potential areas of concern that should inform the master planning process.

3. Community and Stakeholder Engagement The consultant shall develop and implement a public engagement process appropriate for the project. Engagement may include:

• Development of a public engagement strategy.

• Preparation of presentation materials, exhibits, surveys, and other engagement materials.

• Public meetings, open houses, workshops, or similar engagement opportunities.

• Online engagement opportunities, such as surveys.

• Stakeholder meetings with neighborhood groups, community organizations, park users, and other interested parties.

• Documentation and analysis of public input.

• Coordination with Town staff regarding public communications and outreach.

The consultant shall synthesize public and stakeholder feedback and identify common themes, priorities, and areas requiring further consideration.

4. Program Development and Needs Assessment Based on the existing conditions analysis, public input, Town goals, Town of Holly Springs Parks and Recreation Master Plan, and other applicable planning documents, the consultant shall assist the Town in establishing a recommended park program.

The program development process may include:

• Evaluation of existing park amenities and their condition.

• Identification of unmet community needs and potential service gaps.

• Consideration of the Parks and Recreation Master Plan’s park search areas 1, 2, and 4 and the plan’s recommended park amenities for each.

• Evaluation of existing and potential recreational activities.

• Development of potential new amenities and facilities.

• Evaluation of passive recreation, natural areas, and open space opportunities.

• Evaluation of trail, greenway, pedestrian, and bicycle connections.

• Identification of opportunities for inclusive and accessible recreation.

• Consideration of park operations and long-term maintenance requirements.

• Development of appropriate support facilities, including parking, restrooms, shelters, storage, maintenance areas, and other infrastructure.

• Development of preliminary program quantities and space requirements.

The consultant shall work with Town staff to establish a preferred program that balances community needs, site opportunities and constraints, anticipated costs, and long-term operational considerations.

5. Conceptual Master Plan Alternatives The consultant shall develop three conceptual alternatives that illustrate potential approaches to organizing the park and accommodating the recommended program.

Alternatives should consider, as appropriate:

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• Overall site organization and character.

• Facility and amenity placement.

• Vehicular and pedestrian circulation.

• Parking and access.

• Trail and greenway connections.

• Open space and natural areas.

• Recreation opportunities.

• Landscape character.

• Stormwater management.

• Accessibility.

• Site visibility and safety.

• Phasing and constructability.

• Long-term operations and maintenance.

The consultant shall present alternatives to Town staff, Town Boards and Committees, and to the general public through a public engagement process and incorporate feedback into development of a preferred concept.

6. Preferred Master Plan Following review of the conceptual alternatives, the consultant shall prepare a preferred park master plan for Town review and approval.

The master plan should establish an overall framework for the future development and improvement of the park and may include:

• Illustrative master plan.

• Site organization and circulation.

• Recommended amenities and facilities.

• Trail and greenway connections.

• Parking and access improvements.

• Landscape and planting concepts.

• Open space and natural resource areas.

• Preliminary grading and drainage concepts, as appropriate.

• Stormwater management concepts.

• Accessibility considerations.

• Signage and wayfinding concepts.

• Site furnishings and park character recommendations.

• Utility and infrastructure considerations.

• Phasing recommendations.

• Preliminary implementation priorities.

The master plan should be sufficiently detailed to provide the Town with a clear framework for future design, budgeting, funding, permitting, and construction.

7. Opinion of Probable Cost The consultant shall develop planning-level opinions of probable cost for recommended improvements.

Costs should, where appropriate, be organized by:

• Individual facilities or amenities.

• Major site improvements.

• Infrastructure improvements.

• Parking and circulation.

• Trails and greenways.

• Landscaping and site furnishings.

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• Phases or implementation packages.

The consultant shall identify assumptions, exclusions, and other factors that could substantially affect project costs.

8. Phasing and Implementation Strategy The consultant shall develop a realistic implementation strategy for the master plan.

The implementation strategy should consider:

• Immediate, short-term, and long-term improvements.

• Logical construction phases.

• Project dependencies.

• Available or potential funding sources.

• Grant opportunities.

• Opportunities to coordinate improvements with other Town projects.

• Anticipated permitting requirements.

• Operations, staffing, and maintenance implications.

• Estimated project costs.

• Potential partnerships or other implementation opportunities.

The consultant shall identify priority projects and provide recommendations regarding the logical sequence for implementation.

9. Final Master Plan and Deliverables The consultant shall prepare a final master plan incorporating comments received from Town staff, stakeholders, and the community.

Anticipated final deliverables may include:

• Final park master plan.

• Illustrative master plan graphics.

• Existing conditions and analysis exhibits.

• Recommended program and amenity schedule.

• Planning-level cost estimates.

• Phasing and implementation strategy.

• Supporting diagrams and graphics.

• Public engagement summary.

• Digital GIS/CAD files, as applicable.

• High-resolution presentation graphics suitable for Town presentations and public communications.

• Final report and supporting documentation.

The final master plan shall be provided in electronic formats acceptable to the Town.

10. Optional Services The Town may elect to authorize additional services as part of the project or through subsequent amendments.

Potential optional services may include:

• Surveying.

• Environmental investigations.

• Geotechnical investigations.

• Detailed traffic or parking analysis.

• Utility investigations.

• Stormwater analysis.

• Preliminary engineering.

• Preliminary architectural design.

• Detailed site design.

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• Construction documents.

• Grant application assistance.

• Rendering, visualization, or other presentation materials.

The Town reserves the right to modify, add, or remove tasks from the final scope of services based on project needs, available funding, and recommendations developed during the master planning process.

III. PROCUREMENT SCHEDULE

The following table shows the schedule of events for the conduct of this solicitation. Details for some of the events are described in subsequent sections. All dates are subject to change.

DATE / TIME EVENT

September 30, 2026 Issuance of Solicitation

October 14, 2026, at 4:00 PM Deadline to Submit Questions

By October 21, 2026 Town to Post Answers to Questions (if any)

November 4, 2026, at 2:00 PM Statement of Qualifications Submission Deadline

On or after November 4, 2026 Evaluation begins with contract negotiations to follow

IV. STATEMENT OF QUALIFICATIONS SUBMISSION INSTRUCTIONS

Format Responses shall be submitted in a single, digital PDF file and contain the content described below. The file should be a maximum of 15 pages in length, not including the cover letter or authorized appendices detailed in the content section. Please use size 11 point or larger font for readability.

Content Responses must satisfy the criteria outlined below to be responsive to this solicitation. Any modifications or enhancements proposed beyond the identified scope of work outlined in this document must be clearly identified.

No work product, design, or costs/fees specific to this project, may be submitted. Failure to meet the requirements listed in this section may deem the submission as non-responsive and be removed from consideration.

Cover Letter [no more than one (1) page] Provide the legal name, address, and telephone number of the firm along with the designated contact’s name, title, email address, and telephone number. Provide the business entity type and the year the business was established. Provide the location in which the majority of the work will be executed and managed.

Provide the same information for each subconsultant or each member of a joint venture, if applicable.

Include a statement attesting to the submittal's accuracy and signed by an individual authorized to execute binding legal documents for the firm. Communicate your understanding of the scope and a brief description of your approach to performing the requested services.

Qualifications and Experience of the Consultant Firm(s) Please describe the prime consultant’s recent experience relevant to the proposed park master planning project. Provide three (3) references for completed projects that are similar in scope and complexity to the services requested in this RFQ. Hyperlinks may be included for past projects.

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Include a brief project profile for each reference that identifies the project name, location, client, scope of services provided, project completion date, and reference contact information. Project profiles should highlight the firm’s experience with park master planning, site planning and design, public engagement, recreational facility planning, implementation planning, cost estimating, and other services relevant to this project, as applicable.

Emphasis should be placed on projects that demonstrate the consultant’s ability to develop comprehensive, implementable park master plans that respond to community needs, site opportunities and constraints, operational considerations, and available funding.

Preference should be given to examples of projects managed by the key personnel proposed for this project.

Qualifications and Experience of Key Staff Identify the key individuals proposed to provide services for this project and include the qualifications, experience, and anticipated responsibilities of each individual.

Provide experience summaries for key personnel, with emphasis on previous experience with park master planning, landscape architecture, site planning and design, public engagement, recreational programming, implementation planning, cost estimating, and related services. Identify the role each individual performed on relevant previous projects.

Resumes for key personnel, including applicable professional licenses and certifications, should be provided in the Appendices and will not be counted toward the page limitation.

For each subconsultant or member of a joint venture, provide a brief description of the firm’s relevant experience and qualifications. Clearly identify the specific services, tasks, and anticipated percentage of work to be performed by each subconsultant or other business entity.

Project Approach This section should demonstrate the proposer’s understanding of the purpose, goals, and objectives of the park master planning project and describe the firm’s proposed approach for successfully completing the work.

The proposer should describe its approach to, at a minimum, the following:

• Project management and coordination.

• Existing conditions analysis and site assessment.

• Community and stakeholder engagement.

• Park programming and needs assessment.

• Development and evaluation of master plan alternatives.

• Development of a preferred master plan.

• Planning-level cost estimating.

• Phasing and implementation planning.

• Coordination with Town staff, Town departments, stakeholders, and project partners.

• Quality control and quality assurance.

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Proposers should identify the methods, tools, and techniques they anticipate using to develop an effective and implementable master plan. The approach should demonstrate how the consultant will balance community input, site opportunities and constraints, recreational needs, accessibility, environmental considerations, operations and maintenance, project costs, and long-term implementation.

The project approach must identify whether subconsultants or other firms will be utilized and clearly describe their anticipated roles and responsibilities.

The proposer should also identify the level of assistance, information, coordination, and decision-making anticipated from the Town and/or project partners throughout the project.

Project Schedule Provide a proposed project schedule demonstrating the consultant’s ability to complete the master planning process in an efficient and timely manner.

The schedule should identify major project phases, milestones, stakeholder and public engagement opportunities, Town staff and committee meetings, review periods, anticipated decision points, and major deliverables.

The proposed schedule should identify the anticipated duration of each major task and demonstrate an understanding of the coordination and review necessary to maintain project progress through completion.

The proposer should identify any critical schedule assumptions, dependencies, or decisions that may affect the project timeline.

Appendices Appendices to include the following (pages will not be counted in the response page limitation):

• Copy of engineering firm license to practice in North Carolina

• Key staff resumes

• Certificate of Insurance evidencing that all coverages, limits, and endorsements required herein are maintained and in effect:

o Professional Liability Insurance greater $5M per occurrence, and per aggregate. OR an umbrella policy of $5M plus general commercial liability of $2M aggregate/$1M per occurrence o Commercial General Liability o Automobile Liability o Worker’s Compensation within statutory limits o Employers Liability

• (Optional) Standard contract language or general conditions that the firm seeks to incorporate.

Submittal Instructions Respondents should submit one (1) navigable PDF file electronically via email to the contact listed below by the response due date. Please reference the solicitation name and number in the email’s subject line. Upon receipt, all responses and supporting materials become the property of the Town and are subject to public record following contract award. Responses received after this deadline will not be considered.

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To: Purchasing Division, purchasing@hollyspringsnc.gov Subject: RFQ 27-0928 Carolina Springs Park Master Plan

Questions Contact Information Respondents must submit all questions, in writing, to the contacts listed below and by the deadline provided in the procurement schedule. When submitting questions, please reference the solicitation name and number, as well as the page and section, if applicable.

Thomas Gull, PLA, Park and Greenway Planner Thomas.Gull@hollyspringsnc.gov

Questions submitted after the deadline do not require a response, though the Town will make reasonable efforts to provide clarification before the response deadline, if possible. Apart from question submissions, respondents should refrain from contacting Town staff prior to the response deadline.

Addenda Responses to question submissions and addenda (if applicable) will be posted on the Town of Holly Springs website at the following hyperlink: https://www.hollyspringsnc.gov/2456/Bids-Requests-for-Proposals.

It is suggested that you sign up for email updates at the bottom of this page to ensure you receive all relevant information, as it is posted. It is the respondent’s responsibility to ensure they have received, reviewed, and understand all posted addenda.

V. EVALUATION CRITERIA

Responses will be reviewed by a Selection Committee designated by the Town and per the evaluation criteria defined below

1. Qualifications and Experience of Consultant Firm(s) – 25 Points The Town will evaluate the firm’s demonstrated experience and qualifications relevant to the proposed park master planning project, including:

• Experience successfully completing park master plans and similar planning projects.

• Experience with projects of similar size, scope, complexity, and community context.

• Experience developing comprehensive and implementable park master plans.

• Experience with site planning and design, recreational programming, public engagement, cost estimating, phasing, and implementation planning.

• Demonstrated ability to balance community needs with site opportunities and constraints, project costs, operations and maintenance, and long-term implementation.

• Quality and relevance of the three project references provided.

• Experience of the prime consultant and any proposed subconsultants or other project partners.

2. Qualifications and Experience of Key Staff – 25 Points The Town will evaluate the qualifications and relevant experience of the individuals proposed to perform the work, including:

• Qualifications and experience of the proposed project manager and key task leaders.

• Previous experience of proposed key staff with park master planning and similar projects.

• Relevant experience in landscape architecture, site planning and design, recreational planning, public mailto:purchasing@hollyspringsnc.gov mailto:Thomas.Gull@hollyspringsnc.gov https://www.hollyspringsnc.gov/2456/Bids-Requests-for-Proposals

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• Demonstrated experience of key personnel in roles like those proposed for this project.

• Professional licenses, certifications, and other qualifications relevant to the scope of services.

• Continuity of the proposed project team.

• Qualifications and clearly defined roles of proposed subconsultants or other project partners.

3. Project Approach – 40 Points The Town will evaluate the proposer’s understanding of the project and the quality and effectiveness of the proposed approach, including:

• Demonstrated understanding of the purpose, goals, and objectives of the project.

• Demonstrated understanding of community needs and recommendations as noted in the Town of Holly Springs Parks and Recreation Master Plan.

• Quality and effectiveness of the proposed project management and coordination approach.

• Approach to existing conditions analysis and identification of site opportunities and constraints.

• Approach to community and stakeholder engagement.

• Approach to park programming and identification of community needs.

• Approach to developing, evaluating, and refining master plan alternatives.

• Approach to developing a preferred master plan that is practical, functional, and implementable.

• Approach to addressing accessibility, environmental considerations, circulation, connectivity, operations and maintenance, and other relevant planning considerations.

• Approach to planning-level cost estimating, phasing, and implementation planning.

• Demonstrated ability to translate community input and technical analysis into a cohesive park master plan.

• Approach to coordination with Town staff, stakeholders, and project partners.

• Quality assurance and quality control procedures.

• Clearly defined roles and responsibilities for subconsultants and other project partners.

• Identification of the level of assistance and decision-making anticipated from the Town.

4. Schedule – 10 Points

• The Town will evaluate the proposer’s ability to provide a realistic and efficient schedule for completing the project, including:

• Completeness and clarity of the proposed project schedule.

• Understanding of the time required for each major project phase.

• Identification of key milestones, decision points, meetings, public engagement opportunities, review periods, and deliverables.

• Demonstrated ability to maintain project progress and meet the Town’s desired completion date.

• Identification and management of schedule assumptions, dependencies, and potential challenges.

VI. SELECTION

Firms will be selected on the basis of demonstrated competence and qualification for the services required and in accordance with Chapter 143, Article 3D of the North Carolina General Statutes. A resident firm, defined as a firm that has paid unemployment taxes or income taxes and whose principal place of business is located in the state of North Carolina, shall be granted a preference over a nonresident firm. No project-specific work product, design, or costs/fees, with the exception of unit price information, will be considered as part of the selection process.

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VII. CONTRACT AWARD

Upon completion of response evaluations, if the Town has determined a suitable candidate, a contract will then be negotiated, for a fair and reasonable fee, with the most qualified firm. If a contract cannot be negotiated with the most qualified firm, negotiations with that firm shall be terminated and initiated with the next best qualified firm. All respondents will be notified of the contract award decision via email.

It is anticipated that a recommendation will be forwarded to the Town Council for contract award in January 2027. The awarded firm is expected to begin work upon receipt of the notice to proceed shortly after.

VIII. TOWN’S RIGHTS AND OPTIONS

The Town reserves the right, at the Town’s sole discretion, to take any action affecting this solicitation, this solicitation process, or the services or facilities subject to this solicitation, that would be in the best interests of the Town, including:

• To supplement, amend, substitute, or otherwise modify this solicitation, including the schedule, or to cancel this solicitation, at any time;

• To require any respondent to supplement or clarify its submission or provide additional information relating to its response;

• To investigate the qualifications, experience, capabilities, and financial standing of each respondent submitting a response;

• To waive any defect or irregularity in any response received;

• To reject any or all responses;

• To share the responses with Town employees, as deemed necessary by the Town;

• To award all, none, or any part of the services and enter into contracts with one or more of the respondents deemed by the Town to be in the best interest of the Town, which may be done with or without re-solicitation;

• To discuss and negotiate with any respondents their response terms and conditions, including but not limited to financial terms; and

• To terminate discussions and negotiations with any respondent at any time and for any reason.

Accuracy of Solicitation and Related Documents Each respondent must independently evaluate all information provided by the Town. The Town makes no representations or warranties regarding any information presented in, or otherwise made available during this procurement process, and assumes no responsibility for conclusions or interpretations derived from such information. Additionally, the Town will not be bound by or responsible for any explanations or conclusions regarding this or any related documents other than those provided by an addendum issued by the Town.

Respondents may not rely on any oral statement by the Town or its agents, advisors, or consultants.

If a respondent identifies potential errors or omissions in this or any other related documents, the respondent should immediately notify the Purchasing Manager of such potential discrepancy, in writing. The Town may issue a written addendum if it determines correction is necessary.

Expense of Solicitation Process

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The Town accepts no liability and respondents will have no actionable claims for reimbursement of any costs or expenses incurred while participating in this solicitation process. This includes expenses and costs related to response submission, submission of written questions, interview attendance, contract negotiations, or activities required for contract execution.

IX. DISCLOSURES

Confidentiality Responses to the solicitation will become public records and, therefore, will be subject to public disclosure.

However, North Carolina General Statutes Section 132-1.2 provides a method for protecting some documents from public disclosure. If the respondent follows the procedures prescribed by those statutes and designates a document confidential or trade secret, the Town will withhold the document from public disclosure to the extent that is entitled or required to do so by applicable law.

Equal Employment Opportunity The Town of Holly Springs does not discriminate in administering any of its programs and activities. The selected respondent will be required to ensure that no person shall be denied employment, fair treatment or be discriminated against on the basis of race, sex, religion, age, national origin, or handicap.

Contracting Any contract developed for work shall be construed and enforced in accordance with the laws of the state of North Carolina. Any controversy or claim arising because of contracting shall be settled by an action initiated in the appropriate division of the General Court of Justice in Wake County, North Carolina.

Conditions and Limitations The Town reserves the right to reject any or all responses to the solicitation, to advertise for new responses, or to accept any response deemed to be in the best interest of the Town. A response to this solicitation should not be construed as a contract nor an indication of a commitment of any kind on the part of the Town nor does it commit either to pay for costs incurred in the submission of a response to this request or for any cost incurred prior to the execution of a final contract. The Town will reserve the right to dismiss any part or all of the contracted team when, in the Town’s opinion, the project is not moving as scheduled or is hindered in any way by the actions or personalities of team members.