Civil Site Engineering Plan Review.pdf

Planning and Development Department | On-Call Civil Site Engineering Plan Review RFQ

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Planning and Development Department 101 City Hall Plaza Durham, NC 27701

Request for Qualifications (RFQ)

Date of Issue:8/27/2026 Proposal Submission Due Date: 9/29/2026 at 2:00 PM

Pre-Proposal Conference Date: 9/10/2026 at1 PM on Microsoft Teams

City of Durham - RFQ #27-1082

“On-Call” Professional Services – Civil Site Engineering Development Plan Review

Questions or Concerns about this RFQ should be directed to:

John Sandor

Assistant Director – Planning and Development

City of Durham Planning and Development Department

(919) 560-4326 john.sandor@durhamnc.gov mailto:john.sandor@durhamnc.gov

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I. INTRODUCTION

A. Announcement of Requirements Through this Request for Qualifications (RFQ), the City of Durham (“City”) is soliciting Statements of Qualifications (SOQs) from consultants to provide services for On-Call Professional Engineering Services for Civil Site Engineering Development Plan Review. This solicitation is made on behalf of the City’s Planning and Development Department pursuant to NCGS § 143-64.31 (the “Mini-Brooks Act”). Selection will be based solely on demonstrated competence and qualifications; fee is not considered at this stage.

The City anticipates needing professional services in the following discipline areas:

• Stormwater Conveyance Review

• Stormwater Treatment / Stormwater Control Measure (SCM) Review

• Water Distribution System Review (Mains and Services)

• Wastewater Collection System Review (Mains and Services)

• Street Design Review

Proposers must indicate the discipline area(s) in which they wish to be considered. Please see Section II for technical information on each discipline area.

The City intends to select multiple qualified firms for each discipline area. Each selected firm will execute a Master Service Agreement (MSA) with the City. Supplemental Service Agreements (SSAs) will be executed as plan review tasks arise. The contract length for this MSA will be three (3) years.

Before executing an SSA for a complex or specialized review, the City may issue a Request for Information (RFI) to select the best-qualified on-call consultant for that task. Routine reviews will be offered to on-call consultants on a rotating basis, subject to availability and capacity, with the intent to utilize each qualified consultant once before selecting any consultant more than once.

The City reserves the right to cancel the on-call program at any time and to create a new program as needed. The City also reserves the right to cancel an MSA or SSA at any time, including but not limited to instances where a firm fails to meet performance expectations or routinely declines opportunities.

B. Definitions Unless the context indicates otherwise – (a) The expressions “RFQ,” “this RFQ,” and “the RFQ” refer to this document as it may be amended or updated. (b) “City” and “city” mean the City of Durham. (c) The “SOQ” or “proposal” is the proposal of a person, firm, or corporation responding to this RFQ. (d) The word “Candidate” or “candidate” is the person, firm, or corporation that submits a proposal or is considering doing so. (e) The word “Contractor” or “contractor” is the person, firm, or corporation with which the City enters a contract. (f) The word “should” is used to tell candidates what the City thinks it wants or what is best practice; failure to comply with all “shoulds” will not necessarily result in rejection.

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II. SCOPE OF WORK AND NATURE OF RFQ

The on-call services requested are contained in the following discipline areas. The selected firm(s) will act as an extension of City staff, reviewing civil and site engineering plans submitted by private developers for compliance with applicable City standards, ordinances, and state and federal regulations. Typical tasks include, but are not limited to, reviewing submitted plan sets and calculations, preparing written comment letters, responding to applicant inquiries, attending pre-application and coordination meetings, and recommending approval or requesting resubmittal.

Discipline 1 – Stormwater Conveyance Review

• Review for compliance with the City of Durham Reference Guide for Development and all applicable City engineering design standards

• Review storm drain pipe, culvert, outfall, open channel, and drainage structure designs

• Review grading plans and peak flow/detention analyses

• Assess compliance with the City of Durham Stormwater Management Design Manual, the Unified Development Ordinance (UDO), and applicable state and federal regulations

• Review drainage reports, hydrologic and hydraulic calculations, and floodplain impact analyses

• Review erosion and sedimentation control plans for consistency with drainage design

• Others as needed/requested

Discipline 2 – Stormwater Treatment / SCM Review

• Review for compliance with the City of Durham Reference Guide for Development and all applicable City engineering design standards

• Review Stormwater Control Measure (SCM) designs for compliance with NCDEQ post-construction stormwater rules (15A NCAC 02H .1000 et seq.) and the City’s Post- Construction Stormwater Program

• Review SCM sizing calculations, outlet and overflow designs, and planting plans

• Review draft Operations and Maintenance (O&M) Agreements for SCMs

• Assess compliance with applicable UDO requirements

Discipline 3 – Water Distribution System Review all applicable City engineering design standards

• Review water main extension and service connection designs for compliance with City of Durham Water Management engineering design standards and North Carolina Rules Governing Public Water Systems (15A NCAC 18C)

• Review pipe sizing, fire flow analyses, and pressure zone compliance

• Review materials specifications, testing requirements, and service connection designs

• Review meter and backflow prevention device designs

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Discipline 4 – Wastewater Collection System Review all applicable City engineering design standards

• Review gravity sewer main and service lateral designs for compliance with City of Durham Water Management engineering design standards and NCDEQ requirements

(15A NCAC 02T)

• Review pipe sizing, manhole spacing and design, and minimum slope compliance

• Review force main and pump station designs where applicable

Discipline 5 – Street Design Review all applicable City engineering design standards

• Review public and private street designs for compliance with the City of Durham Street Design Manual, the UDO, and NCDOT standards where applicable

• Review roadway geometry, pavement section design, curb and gutter, and sidewalk/ADA accessibility

• Review sight distance, right-of-way, and traffic calming designs

• Review private drive and driveway designs

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III. REQUEST FOR QUALIFICATIONS SUBMITTAL PROCESS

A. Schedule This schedule is the City's best estimate of the schedule that will be followed. If a component of this schedule is delayed, the rest of the schedule will be shifted by the same number of days.

Milestone Date / Time

Pre-Submittal Conference (Microsoft Teams) Thursday, September 10, 2026 at

1:00 PM

Due Date for RFQ Questions 9/18/2026 by 2:00 PM

City Reply to Questions / Addenda Issued 9/25 by 1:00 PM

Due Date for Receipt of SOQ Proposals 9/29/2026 at 2:00 PM

Proposal Evaluation Committee Completes Reviews 11/1/2026

City Council Authorizes City Manager to Execute MSA(s)

12/15/2026

City Manager and Successful Candidate(s) Sign MSA(s)

No later than 1/15/2027

If, based on the SOQs submitted, the City decides to conduct presentations, those selected consultants will be notified.

B. Contact Person for Questions All questions related to this RFQ are to be submitted electronically to the following person by the deadline stated in the schedule above:

John Sandor Assistant Director – Planning and Development City of Durham

(919) 560-4326 john.sandor@durhamnc.gov

C. Pre-Submittal Conference Consultants interested in submitting an SOQ are strongly encouraged to attend a pre-submittal conference on the date and time noted in the schedule above via Microsoft Teams. The meeting will include an overview of the services needed, a review of RFQ submittal requirements.

Those who wish to attend must send an email to john.sandor@durhamnc.gov no later than 48 hours before the conference to receive the meeting link. No guarantees shall be made for those who register after that deadline.

mailto:john.sandor@durhamnc.gov

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D. Deadline for Submittals SOQs must be received no later than 2:00 PM on the submission due date via email to john.sandor@durhamnc.gov to be considered eligible.

E. Number of Submittals and Cover Letter Consultants should submit one (1) electronic copy of their SOQ via email to john.sandor@durhamnc.gov in PDF format.

The SOQ should contain a maximum two-page cover letter, signed by a principal of the proposing firm, indicating his or her title and authority to submit the proposed qualifications.

The cover letter should contain the following statements:

The undersigned, whose title and position with the candidate are stated next to or beneath his or her signature, has the authority to submit this proposal (including this cover letter) on behalf of the candidate in response to the City of Durham’s Request for Qualifications.

Unless otherwise clearly stated in this response to the RFQ, our proposal accepts the terms and conditions stated in the RFQ, including the description of services to be performed and the provisions of the contract to be signed.

The cover letter should contain one of the following two paragraphs A or B. If (i) the cover letter lacks both paragraph A and paragraph B, or (ii) the cover letter contains paragraph A but fails to comply with the Trade Secrets and Confidentiality section, the City may treat everything it receives from the candidate as NOT trade secret or confidential.

A. With respect to all trade secrets that the candidate may submit to the City in connection with this proposal or the contract, if the contract is awarded to the candidate, the candidate shall comply with the Trade Secrets and Confidentiality section of this RFQ. The candidate acknowledges that the City will rely on the preceding sentence.

-or-

B. The candidate is not submitting any trade secrets to the City in connection with this proposal or the contract; if the contract is awarded to the candidate, the candidate will not submit any trade secrets to the City. The candidate acknowledges that the City will rely on the preceding sentence.

F. Addenda

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The cover letter should acknowledge the last addendum issued by the City for this RFQ with a statement such as: “The undersigned candidate has read all addenda issued by the City for this RFQ, through and including Addendum No. ____.

H. Prohibited Contact Consultants are prohibited from contacting any member of City staff regarding this proposal other than the contact person listed above or as otherwise authorized by this RFQ. All questions or requests for clarification must be submitted in writing by email. Questions regarding the Underutilized Business Compliance (UBC) Division of Finance matters shall be submitted to the UBC Division directly at (919) 560-4180.

I. Updates and Revisions to RFQ If you have provided the Contact Person with your email address, updates (“addenda”) to this RFQ will be sent to you in that manner. This RFQ and addenda are normally posted on the City’s website on the Purchasing Division’s webpage.

J. Subcontractors Subcontractors may be used to perform work under SSAs but are not required for submission at the MSA stage.

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IV. STATEMENT OF QUALIFICATIONS FORMAT

The submitted proposal shall not exceed five (5) pages in length (11-point Arial font minimum – strictly enforced), excluding the cover letter, title sheets, dividers, etc.

The proposal shall provide the following information in the format listed below.

A. Contact Information (in Cover Letter) Include the candidate’s name and mailing address, and the contact information (name, mailing address, email address, fax number, and telephone number) of the person the City should contact regarding the proposal.

B. Legal Status of the Candidate and Signers (in Cover Letter) State the full, exact legal name of the candidate. State whether the candidate is an individual, corporation, limited partnership, general partnership, limited liability company, professional corporation, professional association, etc. If organized outside North Carolina, specify whether the candidate has received a certificate of authority from the N.C. Secretary of State to transact business in North Carolina. State whether the entity is in existence at the time the proposal is submitted. State the names and titles of the individuals who will sign the contract with the City.

C. Discipline Area Statement (in Cover Letter) In the cover letter the consultant shall clearly list which discipline area(s) (from Section II) the firm intends to submit qualifications for. Proposers are invited to submit qualifications for multiple discipline areas but shall not indicate qualification in an area for which the proposer is not reasonably qualified and/or is not willing to complete work in.

D. Experience and Stated Interest (5 pages total) This section shall include a description of the team’s top three (3) project experiences that illustrate the firm’s achievement in similar work. The project experiences shall include, at a minimum:

• Key elements of the project that relate to civil site engineering plan review or similar development review services;

• Client contact information (phone and email);

• Project duration;

• Project’s current status;

• Project’s adherence to schedule;

• Control of costs; and

• Roles and responsibilities of members of the proposed team on the representative project.

For the Stated Interest, describe how your firm would provide value-added service to the City of Durham. Consider addressing the following:

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• Your firm’s approach to turnaround time and responsiveness for development plan review tasks; and

• Experience with municipal development review programs in North Carolina and familiarity with applicable City of Durham, NCDEQ, and NCDOT standards.

F. Non-Collusion Statement (in Cover Letter) Include and sign the following statement as part of the cover letter or on a separate page at the end of the submission:

I, ________________________________ affirm that I have not engaged in collusion with any City employee(s), other person, corporations or firms relating to this proposal. I understand collusion is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

Signature: _______________________________

V. EVALUATION CRITERIA

Selection of the consultant(s) will be based on the following criteria. In accordance with NCGS § 143-64.31, fee shall NOT be included in the SOQ and will not be considered during the selection phase.

Evaluation Criterion Weight

Qualifications and experience of professional personnel assigned to this work

30%

Firm’s related experience on similar municipal development plan review or civil site engineering projects, including quality of work and ability to meet schedules

25%

Demonstrated knowledge of applicable City of Durham, NCDEQ, and NCDOT standards for the discipline area(s) claimed

20%

Quality and responsiveness of the SOQ submittal 10%

Past performance with the City of Durham (if applicable) 15%

The evaluation criteria are intended to be used to make a recommendation to the City Manager or City Council, who will award the contract but are not bound by the recommendation. The City reserves the right to request presentations from short-listed firms prior to final selection.

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VI. CONTRACT

The City anticipates that the conclusion of the RFQ process will result in one or more Master Service Agreements (MSAs) between the City and the successful consultant(s). Supplemental Service Agreements (SSAs) will be executed as individual review tasks are identified. It is the City’s intention to use a version of its standard professional services contract (modified EJCDC E-500 or comparable form), modified and filled in to reflect the RFQ and the proposal. If a firm objects to any of the contract terms, the firm should state the objections in its proposal.

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VII. TRADE SECRETS AND CONFIDENTIALITY

As a general rule, all submissions to the City are available to any member of the public.

However, if materials qualify as provided in this section, the City will take reasonable steps to keep trade secrets confidential.

The term “trade secret” means business or technical information, including but not limited to a formula, pattern, program, device, compilation of information, method, technique, or process that: (a) derives independent actual or potential commercial value from not being generally known or readily ascertainable through independent development or reverse engineering by persons who can obtain economic value from its disclosure or use; and (b) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

The term “record” means all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form or characteristics, received by the City of Durham in connection with the candidate’s proposal.

(a) Designation of Confidential Records. To the extent that the candidate wishes to maintain the confidentiality of trade secrets contained in materials provided to the City, the candidate shall prominently designate the material with the words “trade secrets” at the time of its initial disclosure to the City. The candidate shall not designate any material as trade secrets unless it has a reasonable and good-faith belief that the material qualifies. In providing materials to the City, the candidate shall make reasonable efforts to separate those designated as trade secrets from those not so designated.

(b) Request by Public for Access to Record. When any person requests the City to provide access to a record designated as a trade secret, the City may (1) decline the request for access;

(2) notify the candidate that the City has provided or intends to provide the person access because applicable law requires it; or (3) notify the candidate that the City intends to decline the request. Before declining the request, the City may require the candidate to give further assurances of compliance with subsection (c) below.

(c) Defense of City. If the City declines a public records request based on a trade secret designation, the candidate agrees to defend, indemnify, and hold harmless the City and its officers, officials, independent contractors, agents, and employees from all claims, judgments, costs, damages, losses, demands, liabilities, fines, penalties, settlements, expenses, attorneys’ fees, and interest arising from the City’s non-disclosure of such records. This subsection is separate from and shall be construed separately from any other indemnification provisions in the contract.

VIII. GENERAL INSURANCE REQUIREMENTS

The Contractor agrees to maintain on a primary basis, at its sole expense, and at all times during the life of this contract the following applicable coverages and limits. The requirements contained herein, as well as the City’s review or acceptance of insurance maintained by the

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Contractor, is not intended to, and shall not in any manner, limit or qualify the liabilities or obligations assumed by the Contractor under this contract.

Commercial General Liability – Combined single limit of no less than $1,000,000 each occurrence and $2,000,000 aggregate. Coverage shall not contain any endorsement excluding or limiting Product/Completed Operations, Contractual Liability, Cross Liability, or Personal and Advertising Injury Liability.

Automobile Liability – Limits of no less than $1,000,000 Combined Single Limit. Coverage shall include liability for Owned, Non-Owned, and Hired automobiles. In the event the Contractor does not own automobiles, the Contractor agrees to maintain coverage for Hired and Non- Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or by separate Auto Liability policy. Automobile coverage is necessary only if vehicles are used in the provision of services under this contract or are brought on a City site.

Umbrella or Excess Liability – The Contractor may satisfy the minimum liability limits required above under an Umbrella or Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability. However, the Annual Aggregate limits shall not be less than the highest “Each Occurrence” limit for required policies. The Contractor agrees to endorse the City as an “Additional Insured” on the Umbrella or Excess Liability unless the certificate of insurance states the Umbrella or Excess Liability provides coverage on a “Follow- Form” basis.

Workers’ Compensation & Employers Liability – The Contractor agrees to maintain Worker’s Compensation Insurance in accordance with Chapter 97 of the North Carolina General Statutes and with Employer Liability limits of no less than $1,000,000 for each accident, each employee, and policy limit. This policy must include a waiver of subrogation.

Professional Liability- The Contractor agrees to maintain Professional Liability Insurance with limits no less than $1,000,000.

Additional Insured – The Contractor agrees to endorse the City as an Additional Insured on the Commercial General Liability. The Additional Insured shall read “City of Durham as its interest may appear is an additional insured under the commercial general liability coverage when required by written contract”.

Certificate of Insurance – The Contractor agrees to provide the City a certificate of insurance evidencing that all coverage, limits, and endorsements required herein are maintained and in full force and effect, and certificates of insurance shall provide a minimum thirty (30) day endeavor to notify, when available, by the Contractor’s insurer. If the Contractor receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein or receives notice that coverage no longer complies with the insurance requirements herein, the Contractor agrees to notify the City within five (5) Business Days with a copy of the non-renewal or the cancellation notice or with written specifics as to which coverage is no longer in compliance.

The Certificate Holder address should appear as follows:

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City of Durham Attn: Planning & Development 101 City Hall Plaza Durham, NC 27701

All primary insurance carriers must be authorized to do business in North Carolina. As used in this contract, “Business Day” is defined as any day other than Saturdays, Sundays, and any legal holiday recognized by the City pursuant to City Code Section 42-16, as amended.

IX. OWNERSHIP OF WORK PRODUCTS

The City shall have exclusive ownership of all intellectual property rights in all designs, plans, specifications, documents, and other work products prepared pursuant to any contract under this RFQ (collectively, the “Intellectual Property”), including without limitation the right to copy, use, disclose, distribute, and make derivations for any purpose. The Intellectual Property shall be the sole and exclusive property of the City whether or not the work contemplated therein is performed. The City will grant the consultant(s) a royalty-free, non-exclusive license to use and copy the Intellectual Property to the extent necessary to perform the contract.

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XI. DISCRETION OF THE CITY

A. The City of Durham reserves the right to reject any or all proposals.

B. Notwithstanding anything to the contrary in this document or in any addenda, the City reserves the right (i) to negotiate changes of any nature with any consultant with respect to any term, condition, or provision, whether or not stated to be mandatory; and (ii) to enter into an agreement with one or more consultants that did not submit proposals. All deadlines are for administrative convenience and may be waived by the City in its discretion. This subparagraph B applies to the entire RFQ.

C. Where the City asks or tells consultants to do stated things, the City may reject a proposal that does not comply with those requests, so the consultant is adding to its risk of rejection by non-compliance. Still, the City may, in its discretion, waive non-compliance.

D. Once a contract is signed, the parties to the contract may enforce the contract according to its terms as allowed by applicable law.

XII. CANDIDATE TO BEAR EXPENSE; NO CLAIMS AGAINST CITY

No consultant will have any claims or rights against the City arising out of participation in the proposal process. No consultant will have any claims or rights against the City for the City’s failure to award a contract to it or for awarding a contract to another consultant, regardless of whether the other consultant participated in the RFQ process or submitted a compliant proposal.

A notice of award will not constitute acceptance by the City; the City’s only method of acceptance is execution of a formal contract in accordance with law.

XIII. STATE TREASURER’S LISTS REGARDING IRAN AND BOYCOTT OF

ISRAEL

If the value of the contract is $1,000 or more, the following applies unless the consultant otherwise states in its proposal: the consultant affirms (by submitting a proposal) that (1) its name does not appear on the list of companies engaged in a boycott of Israel developed by the N.C. State Treasurer under N.C.G.S. § 147-86.81(a)(1) or on a list created by the Treasurer pursuant to N.C.G.S. § 147-86.58 as a company engaging in investment activities in Iran; and

(2) it has no reason to expect that its name will appear on either list. A contract between a company named on either list and the City may be void.

XIV. NOTICE UNDER THE AMERICANS WITH DISABILITIES ACT

A person with a disability may receive an auxiliary aid or service to effectively participate in City government activities by contacting the ADA Coordinator, voice (919) 560-4197, fax (919) 560-

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4196, TTY (919) 560-1200, or ADA@durhamnc.gov, as soon as possible but no later than 48 hours before the event or deadline date.

Aviso bajo el Acto de Americanos Discapacitados – Una persona con una discapacidad puede recibir asistencia o servicio auxiliar para participar efectivamente en actividades del gobierno de la ciudad con ponerse en contacto con el Coordinador de ADA, buzón de voz (919) 560-4197, fax (919) 560-4196, TTY (919) 560-1200, o ADA@durhamnc.gov, lo más antes posible pero no menos de 48 horas antes del evento o fecha indicada.

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XV. CITY VALUES REGARDING TREATMENT OF EMPLOYEES OF

CONTRACTORS

A. Statement of City EEO Policy The City of Durham opposes discrimination in employment because of race, color, religion, sex, national origin, disability, familial status, military status, sexual orientation, gender identity, and protected hairstyle. Consistent with Chapter 34 (Non-Discrimination) of the Durham City Code, the City requires that firms doing business with the City:

1. Not discriminate against any employee or applicant for employment because of race, color, religion, national origin, sex, disability, familial status, military status, sexual orientation, gender identity, or protected hairstyle.

2. Take affirmative action to ensure that applicants are employed and employees are treated equally during employment, without regard to the above characteristics. This action includes employment, upgrading, demotion, transfer, recruitment or advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

3. State, in solicitations or advertisements for employees, that all qualified applicants will receive consideration for employment without regard to the above characteristics.

4. Include this Statement of City EEO Policy in every purchase order and in every subcontract related to City contracts.

B. Livable Wage The City of Durham desires that consultants doing business with the City pay their workers a livable wage rate while working on City contracts. The current livable wage rate is posted on the City’s website and updated periodically.

XVI. E-VERIFY COMPLIANCE

If this contract is awarded pursuant to North Carolina General Statutes: (i) the contractor represents and covenants that the contractor and its subcontractors comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes (E-Verify); (ii) the words “contractor,” “contractor’s subcontractors,” and “comply” shall have the meanings intended by NCGS § 143-129(j); and (iii) the City is relying on this provision in entering into this contract.