Construction Engineering and Inspection Services.pdf

REQUEST FOR QUALIFICATIONS

PROFESSIONAL SERVICES FOR

CONSTRUCTION ENGINEERING AND INSPECTION (CEI)

SERVICES

BID: #26-1079

TRANSPORTATION DEPARTMENT

DURHAM, NORTH CAROLINA

August 2026

Request for Qualifications

Transportation Department

Construction Engineering and Inspection (CEI) Professional Services Contract

PROPOSED SCOPE OF WORK

I. BACKGROUND

Through this Request for Qualifications (RFQ), the City of Durham’s (“City”) Transportation Department seeks professional Construction Engineering and Inspection (CEI) services to ensure compliance with project specifications, regulatory requirements, and quality standards for the construction phase of the following three projects:

1) Access to Transit - Horton Road – Guess Road to Sugarwood Place Pedestrian Improvements [Locally Funded]

2) Holloway Transit Emphasis Corridor (TEC) and Village Transit Center Quick-Builds [FTA Funded]

3) Fayetteville Transit Emphasis Corridor (TEC) [FTA Funded]

The Holloway and Fayetteville TEC Corridors serve high-ridership GoDurham routes, requiring continuous coordination with transit operations and field verification of temporary conditions.

These services are critical for maintaining safety, schedule adherence, and cost control while delivering durable and efficient improvements to the public roadway network. In addition, the selected firm(s) will be expected to maintain proactive communication and coordination with project stakeholders, including City staff, contractors, utility providers, and the public, to minimize disruptions and ensure timely resolution of issues throughout the construction process.

These projects occur within dense residential corridors with numerous driveway tie‑ins and high transit ridership where continuous transit operations must be maintained throughout all stages of construction. CEI services must demonstrate experience in complex urban, multimodal, transit, and pedestrian‑intensive environments.

The City anticipates awarding up to three Agreements for the three scopes of work outlined above.

The agreement(s) will be partially City funded and partially federally funded. The project timeline is 24 months. Final signed/sealed plans are included within this RFI.

II. PURPOSE

The purpose of this project is to provide Construction Engineering and Inspection (CEI) services that ensure the successful delivery of transportation and transit infrastructure improvements in compliance with all applicable standards and regulations. The selected consultant will support the City in maintaining quality, safety, and efficiency throughout the construction process.

The City of Durham (the “City”) requests proposals from interested Professional Services firms to complete any/all of the following tasks:

Construction Oversight and Quality Assurance;

Documentation and Reporting;

Stakeholder Coordination and Issue Resolution

Each consulting firm is responsible for indicating each task(s) they intend to complete. It is not mandatory to propose on every task or every project in this RFQ. The consultant must clearly demonstrate their expertise/qualifications to complete each task. The City expects to enter into a standard lump-sum contract with the selected firm(s).

Proposals must reflect an understanding of the high‑profile nature of the Holloway and Fayetteville TEC projects and their public visibility.

Expected RFQ Proposal Timeline is as follows:

DATE REQUEST FOR INTEREST (RFQ) ISSUED: Thursday, August 13, 2026

OPTIONAL PRE-PROPOSAL MEETING (Via Teams): 11:00 AM , Tuesday, August 25, 2026

DUE DATE FOR RFQ QUESTIONS: 2:00 PM Friday, August 28, 2026

CITY RESPONSE TO RFQ QUESTIONS: 4:00 PM Wednesday, September 2, 2026

DUE DATE FOR RFQ PROPOSALS: 3:00 PM Thursday, September 17, 2026

III. NOTICES

All notices and formal communication relating to this project shall be directed in writing to the Project Manager:

Eric Simpson, PE, PMP, TSSP-Bus Construction Project Management Team Manager City of Durham Transportation Department Phone: (919) 560-4366 x 36495 eric.simpson@durhamnc.gov

Cc: Tom Devlin at tom.devlin@durhamnc.gov

IV. SCOPE OF WORK TASKS

The City of Durham anticipates a 24-month timeline for the following scope of work.

All services that are necessary to progress the project from inception through bid award are to be included in the scope of work. These services are to include, but are not limited to the following:

Task 1 – Project Management and Pre-Construction Coordination

The consultant will begin by conducting a comprehensive kickoff meeting to establish communication protocols, escalation paths, and deliverable schedules. They will review all project plans, specifications, permits, and right-of-way constraints, ensuring accessibility compliance and identifying potential utility conflicts. Submittals and shop drawings will be verified for conformance with approved standards, and traffic management plans will be developed or reviewed to maintain safety during construction. A detailed construction oversight plan outlining inspection frequencies, documentation standards, and quality control measures. Coordination with City Departments, NCDOT, businesses, homeowners/neighborhoods, emergency services, transit agencies, schools, and utility owners will be maintained throughout the pre-construction phase. The consultant will ensure City staff are fully integrated into coordination, inspection, and documentation activities as appropriate throughout the duration of the project. Initial project logs—including the submittal log, RFI log, and change order log—will be established and maintained throughout the project.

Pre‑construction coordination shall include developing a Transit Continuity Plan in collaboration with GoDurham, documenting proposed temporary bus stop locations, pedestrian access routes, and agency communication protocols

Task 2 – Construction Inspection & Quality Assurance

During construction, the consultant will provide full-time or part-time inspection services to verify that all work complies with approved plans, special provisions, and applicable standards such as City of Durham/NCDOT specifications, MUTCD, and ADA/PROWAG requirements. Inspections will include monitoring materials handling and installation. Any observed errors will be documented and corrective actions will be tracked to resolution.

Task 3 – Cut Sheet Review and Verification

The consultant will review all cut sheet transmittals for signs, markings, delineation, and signal equipment. Material Certifications such as adherence to Qualified Product Lists (QPL) and/or Project Special Provisions (PSP’s) will be verified. A material submittal/approval log will be maintained to ensure full traceability and compliance.

Task 4 – Documentation and Reporting

Accurate and timely documentation will be a core responsibility. The consultant will prepare daily inspection reports detailing work activities, quantities, weather conditions, and traffic control status, supplemented with photographs. Weekly progress updates will be provided to City staff, along with pay item verification and recommendations for change orders. The consultant will review contractor pay applications for accuracy, verify quantities, and provide a written recommendation to the City for approval or revision.

Task 5 – Work Zone Traffic and Transit Control and Safety Oversight

The consultant will review field-verify and document work zone traffic control setups to ensure compliance with MUTCD/OSHA standards and maintain adequate sight distance. Immediate corrective actions will be issued when safety deficiencies are identified. CEI must verify and document ADA sidewalk detours, pedestrian routing, driveway access, and temporary transit access in constrained urban environments. The consultant will coordinate with the contractor to ensure advance notice of lane closures consistent with City and NCDOT requirements.

Task 6 – Stakeholder and Public Coordination

Proactive communication with stakeholders will be essential. The consultant will prepare outreach materials such as maps, schedules, and FAQs for City review and approval prior to distribution by the consultant. Coordination with businesses, HOAs, and community groups will be maintained to address access needs and minimize disruptions. As part of this effort, the consultant will provide ombudsman support, serving as a field‑level liaison to document concerns, maintain communication with affected residents and businesses, and elevate issues requiring City attention.

A dedicated point of contact will be provided to track and resolve public inquiries promptly.

Task 7 – Utility Coordination

The consultant will confirm utility locates and coordinate with utility owners for any required relocations or adjustments. They will ensure protection of utility assets during construction and document any damages for claim resolution. Work will be scheduled to minimize service disruptions wherever possible.

Task 8 – Schedule, Cost, and Risk Management

The consultant will maintain, provide an individual evaluation of and update the project schedule, including look-ahead forecasts and critical path monitoring. Quantities will be tracked for progress payments, and recommendations for payment of invoices will be provided. Risks such as weather delays, supply chain issues, and design conflicts will be identified early, with mitigation strategies proposed to the City including maintain transit operations at all times. Change orders will be managed with detailed cost and schedule impact analyses.

Task 9 – Compliance and Closeout

Punch list inspections will be conducted, and completion will be tracked to resolution. A comprehensive closeout package will be assembled, including applicable warranties, test results, as-built records, asset inventories, and final quantities. The consultant will assist the City in preparing documentation necessary for substantial completion and final acceptance.

Task 10 – Transit Operations Coordination and Temporary Bus Stop Management

The consultant will review, recommend, and monitor temporary bus stop relocation plans in coordination with GoDurham, ensuring ADA‑compliant pedestrian access to all temporary bus stop locations. The consultant will verify contractor implementation of Work Zone Transit Control, including signs, platforms, lighting, and safe passenger circulation, and will document all transit impacts, decisions, communications, and approvals in daily reports. The consultant will also provide field‑level communication support to GoDurham operations to assist in issuing updates to transit riders during construction phases that require changes.

References:

Access to Transit - Horton Road – Sugarwood to Guess Rd

A2T-HortonRd-Sugarwood-Guess

Holloway Transit Emphasis Corridor

Holloway TEC

Online Interactive Map for Holloway and Fayetteville TECs

Fayetteville Transit Emphasis Corridor

Fayetteville TEC

Online Interactive Map for Holloway and Fayetteville TECs

Deliverables The consultant will maintain all project records in an organized digital format compatible with City of Durham systems. This includes daily work logs, transmittals, approvals, meeting agendas and minutes, submittals, issue tracking logs and other project-specific documentation. Documentation will also cover communication records and the management of resident inquiries or disputes. All records will be kept current and submitted to the City at agreed‑upon intervals. Final deliverables will consist of redlined drawings, comprehensive documentation of all communications, and a complete record of project activities, ensuring transparency and accountability throughout the project lifecycle. A complete closeout package will be provided in a format suitable for long‑term City archiving.

V. SUBCONTRACTING

The consultant may use subcontractors to perform work as outlined in this proposal subject to their meeting the required experience or professional qualifications. Qualifications and experience of subcontractors proposed shall be submitted as a part of the proposal. The proposal shall clearly note the type of work they will be performing and the approximate percentage of the total work.

Please note that there should be a copy of the “Intent to Perform as a Sub-Consultant / Subcontractor” form for each sub-consultant.

DISCRETION OF THE CITY

The City reserves the right to reject any or all proposals. NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document, unless the provision refers specifically to this provision, the City reserves the right (i) to negotiate changes of any nature with any firm proposing to do the work with respect to any term, condition, or provision in this document and/or in any proposals, whether or not something is stated to be mandatory and whether or not it is said that a proposal will be rejected if certain information or documentation is not submitted with it, and (ii) to enter into an agreement for the work with one or more firms that do not submit proposals. For example, all deadlines are for the administrative convenience or needs of the City and may be waived by the City in its discretion.

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.

Definitions. In this section (Trade Secrets and Confidentiality) – The term “candidate” includes the candidate as contractor (that is, after it is a party to a contract with the City).

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 existence of a trade secret shall not be negated merely because the information comprising the trade secret has also been developed, used, or owned independently by more than one person, or licensed to other persons.

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 provided to the City as trade secrets unless the candidate has a reasonable and good-faith belief that the material contains a trade secret. When requested by the City, the candidate shall promptly disclose to the City the candidate’s reasoning for designating material as trade secrets; the candidate may need to label parts of that reasoning as trade secrets. In providing materials to the City, the candidate shall make reasonable efforts to separate those designated as trade secrets from those not so designated, both to facilitate the City’s use of the materials and to minimize the opportunity for accidental disclosure. For instance, if only a sentence or paragraph on a page is a trade secret, the page must be marked clearly to communicate that distinction. To avoid mistakes or confusion, it is generally best to have only trade secret information on a page and nothing else on that page.

To the extent authorized by applicable state and federal law, the City shall maintain the confidentiality of records designated “trade secrets” in accordance with this section. Whenever the candidate ceases to have a good-faith belief that a particular record contains a trade secret, it shall promptly notify the City.

(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 in accordance with subsection (a) above, the City may:

(1) decline the request for access,

(2) notify the candidate of the request and that the City has provided, or intends to provide, the person access to the record because applicable law requires that the access be granted, or

(3) notify the candidate of the request and that the City intends to decline the request.

Before declining the request, the City may require the candidate to give further assurances so that the City can be certain that the candidate will comply with subsection (c) below.

(c) Defense of City. If the City declines the request for access to a record designated as trade secrets in accordance with subsection (a), then, in consideration of the promises in (b) above and for considering the candidate’s proposal, the candidate agrees that it shall defend, indemnify, and save harmless Indemnitees from and against all Charges that arise in any manner from, in connection with, or out of the City’s non-disclosure of the records. In providing that defense, the candidate shall at its sole expense defend Indemnitees with legal counsel. The legal counsel shall be limited to attorneys reasonably acceptable to the City Attorney.

Definitions. As used in this subsection (c), “Charges" means claims, judgments, costs, damages, losses, demands, liabilities, fines, penalties, settlements, expenses, attorneys’ fees, and interest.

Indemnitees" means the City, and officers, officials, independent contractors, agents, and employees, of the City. “Indemnitees” does not include the candidate. The City may require the candidate to provide proof of the candidate’s ability to pay the amounts that may reasonably be expected to become monetary obligations of the candidate pursuant to this section. If the candidate fails to provide that proof in a timely manner, the City shall not be required to keep confidential the records whose non-disclosure gives rise to the potential monetary obligation.

Nothing in this agreement shall require the City to require any person (including the City itself) to be placed in substantial risk of imprisonment, of being found by a court to be in contempt, or of being in violation of a court order. This subsection (c) is separate from and is to be construed separately from any other indemnification and warranty provisions in the contract between the City and the candidate.

DEFINITIONS IN THIS RFQ: CITY, RFQ, PROPOSAL, CANDIDATE, CONTRACTOR, SHOULD

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 “proposal” or "Bid" is the response of a person, firm, or corporation proposing to provide the services sought by this RFQ. (d) The word “Candidate” or “candidate” is the person, firm, or corporation that submits a proposal or that is considering submitting a proposal. (e) The word “Contractor” or “contractor” is the person, firm, or corporation with which the City enters into a contract to provide the services sought by this RFQ. That is, “contractor” generally refers to a successful candidate that has obtained a fully executed contract with the City, while “candidate” is generally reserved to the stage before a contract has been signed. (f) The word “should” is used to tell candidates what the City thinks it wants and/or what the project manager thinks is best.

Candidates that want to increase the likelihood of being selected will, in general, do what the RFQ says candidates “should” do, but failure to comply with all “shoulds” will not necessarily and automatically result in rejection.

CONTRACT

The City anticipates that the conclusion of the RFQ process will be a contract between the City and the successful candidate(s) under which the successful candidate(s) will provide the goods and services generally described in this RFQ. It is the City’s intention to use a version of the agreement that is attached as Exhibit A, modified and filled in to reflect the RFQ and the proposal.

If a candidate objects to any parts of the supplemental agreement, it should state the objections in its proposal.

QUESTIONS

Questions about the RFQ and the RFQ process should be submitted to the project manager identified in the “Notices” section of this RFQ.

VI. REQUEST FOR INTEREST (RFQ) PROPOSALS

Proposals must be received electronically as a PDF electronic file by the Project Manager at the following email address, on or before 3 PM Thursday, September 17, 2026, to:

Eric Simpson at eric.simpson@durhamncgov, and

Tom Devlin at tom.devlin@durhamnc.gov

Proposal Requirements: Proposals must have the following components:

1. Letter of interest (one page max), including:

a. Contact Information

i. the candidate’s name and address, and the contact information (name, mailing address, email address, fax number, and telephone number) of the person whom the City should contact regarding the proposal.

b. Legal Status of the Candidate and Signers

i. State the full, exact 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 it is anything other than an individual or a general partnership, specify the State under which the entity is organized. If the State under which the entity is organized is not 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, and if not, whether and when the candidate intends to officially form the entity. State the names and titles of the individuals who will sign the contract with the City

c. Program Area Statement

i. In the cover letter the consultant shall clearly list which of the three program areas the firm intends to submit qualifications for. Proposers are invited to submit qualifications in any or all categories, but shall not indicate qualification in an area for which the Proposer is not reasonably qualified for and/or is not willing to complete work in.

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

• Key elements of the project that relate to professional engineering services and/or data collection

• Client contact information (phone and email)

• Project duration

• Project’s current status

• Project’s adherence to schedule

• Control of costs

• And the roles and responsibilities of key members of the proposed team on the representative project.

3. Reference Projects (5 pages max) - Listing and description of up to three (3) recent similar reference construction projects by the consultant, at least one (1) project example involving multimodal or transit improvements construction in a dense urban environment, and if applicable, up to one (1) reference project by each proposed sub-consultant;

4. Approach (3 pages max) - A project-specific approach narrative on temporary bus stop relocations, Work Zone Traffic & Transit Control, Residential impacts and driveway access management, and maintaining ADA access during sidewalk and lane closures (3-page maximum), and

5. Other - A copy of the FTA Clauses Checklist signed by the submitting firm acknowledging requirements that must be met for federally funded projects (Holloway TEC/Village Quick Builds and Fayetteville TEC only).

Rating Factors/Evaluation Criteria

1. Technical Approach, Inspection & QA/QC (40%)

a. Managing transit operations during construction;

b. ADA access continuity strategy

c. Methods for coordinating temporary bus stop relocations

d. Dense urban transit improvements, residential sidewalk and driveway construction.

2. Experience and Staffing Qualifications (25%)

3. Project Management, Communications & Stakeholder Coordination (25%)

4. Schedule, Cost & Risk Management (10%)

VII. BUDGET

The City will consider all proposals and negotiate the budget based on the methods proposed.

Under no circumstances shall a proposed budget be submitted with your proposal.