Maple Hill Infrastructure Improvements.pdf

1 | P a g e

R E Q U E S T F O R Q U A L I F I C A T I O N S

Pender County Finance

PO Box 1578

805 S. Walker Street

Burgaw, NC 28425

Maple Hill Infrastructure Improvements

RFQ# 26-453

Issued: 05/28/2026

Responses Due: 06/25/2026 at 4:00pm

Contact: Margaret Blue, Finance Director

Phone: 910.259.1282

Email: purchasing@pendercountync.gov

2 | P a g e

CONTENTS

GENERAL INFORMATION

SCHEDULE

INSTRUCTIONS

OVERVIEW

SCOPE OF SERVICES

ADDITIONAL REQUIREMENTS

RFQ PROVISIONS

TERMS AND CONDITIONS

EVALUATION AND SELECTION

GENERAL INFORMATION

Pursuant to N.C. G.S. 143-64.31, Pender County Government is seeking Statements of

Qualifications (“SOQ”) from a firm to conduct the professional services as described in the Scope of Services section of this Request for Qualifications (“RFQ”).

Pender County Government will be accepting responses from experienced firms interested in providing these services according to the schedule and instructions to follow. A written record of all questions and answers will be provided by email to all Proposers who have notified the

County of their intent to submit a Statement of Qualifications, as well as on the County website.

Questions about this RFQ shall be directed to Margaret Blue, Finance Director, purchasing@pendercountync.gov. Answers to questions will be provided via an addendum as soon as possible thereafter. Firms who intend to respond to this RFQ, may provide an email address for updates as a courtesy. However, Proposers are ultimately responsible for monitoring the Pender County website for Addenda. Submissions must be sealed. There will not be a public bid opening.

3 | P a g e

SCHEDULE

Advertisement of RFQ May 28, 2026

Deadline for Questions June 19, 2026 by 4:00pm

Deadline for receipt of SOQs June 25, 2026 by 4:00pm

Interviews (if needed) June 26, 2026

Board of Commissioners Meeting July 13, 2026

Desired Effective Date Negotiations complete prior to BOCC meeting

County reserves the right, at its sole discretion, to adjust this schedule as it deems necessary.

ADDRESS

Pender County Finance Department ATTN: Margaret Blue, Finance Director By Mail: PO Box 1578, Burgaw NC 28425 By Courier: 805 S. Walker Street, Burgaw NC 28425 Electronic copy: purchasing@pendercountync.gov

INSTRUCTIONS

This RFQ and related documents may be obtained on the County website at www.pendercountync.gov. Click on “I Want To…”, scroll down to “Open RFQ’s and Bids”. SOQ should be presented in the general format specified below:

1. Introduction: Description of the professional qualifications of the firm and staff proposed for the assessment services. Clearly indicate each staff members’ role in the project. Include information about the firm’s professional registration in North Carolina.

2. Work Plan: A detailed description of the services to be provided and schedule of estimated timeframes for implementation/provision of those services.

3. References: A brief description of at least 3-5 projects that are similar in scope and size. For each project listed, please include the name of the entity and the name and contact information for personnel who would be familiar with the work performed. Preference is to list similar North Carolina projects first.

4. Fee Schedule: Breakdown of potential fixed and/or variable costs to be incurred for these services.

SOQs should be submitted bound, using standard paper, and sections should be appropriately labeled for easy reference. Proposers must provide one original bound and one electronic submission. The hard copy submission must be received at the address above prior to the deadline for consideration. The electronic proposal may be provided on a USB drive or emailed to purchasing@pendercountync.gov. Any proposals received after the deadline will not be considered and shall be retained as documentation for the RFQ file. Pender County encourages all qualified businesses, including DBE, Minority, and Women owned and operated businesses to respond to this RFQ.

4 | P a g e

OVERVIEW

Pender County seeks qualifications from highly qualified engineering firms licensed to practice in the State of North Carolina to provide professional engineering services associated with wastewater treatment plant improvements at the Pender County Utilities Wastewater Treatment Plant located in Maple Hill, North Carolina.

The project generally includes planning, evaluation, design, permitting, bidding, construction administration, startup assistance, and related engineering services for the following improvements:

• Installation of a new ultraviolet (UV) disinfection system

• Inflow and Infiltration (I&I) investigation and corrective action recommendations

• Design of tertiary treatment improvements, including tertiary/sand filtration systems

• Associated civil, structural, mechanical, electrical, instrumentation, controls, and site improvements necessary to support the project.

The selected engineering firm will assist the County in developing reliable, cost-effective, and regulatory-compliant wastewater treatment improvements that support current operational requirements and future growth demands while improving overall treatment efficiency and system reliability.

The project will involve improvements at the Pender County Utilities Wastewater Treatment Plant located at: 306 Maple Hill School Road, Maple Hill, NC 28454

The County intends to upgrade and improve critical wastewater treatment processes to address current operational needs, improve effluent quality, reduce sanitary sewer overflows and excessive wet weather flows, and maintain compliance with applicable North Carolina Department of Environmental Quality (NCDEQ) and federal regulatory requirements.

The primary objectives of this project include:

• Replacement of the existing wastewater disinfection system through installation of a modern ultraviolet (UV) disinfection system

• Investigation and identification of excessive inflow and infiltration (I&I) within the wastewater collection system, design, and development of corrective action recommendations

• Evaluation and design of tertiary filtration improvements, including tertiary/sand filter systems, to improve effluent quality and support permit compliance

• Enhancement of overall wastewater treatment reliability, operational efficiency, and long-term sustainability

The County anticipates the project may require phased implementation and coordination with ongoing plant operations to minimize service interruptions and maintain permit compliance during construction activities.

5 | P a g e

SCOPE OF SERVICES

The awarded firm shall provide all professional engineering services necessary to complete the project, including but not limited to the following tasks:

1. Planning, Evaluation, and Preliminary Engineering The selected firm shall perform comprehensive evaluations of existing wastewater treatment and collection system infrastructure, including:

Existing Facility Assessment

Review existing treatment plant processes, hydraulic capacities, treatment performance, and operational records

Evaluate current disinfection systems and identify deficiencies, operational limitations, and regulatory concerns

Assess existing tertiary treatment capabilities and future treatment requirements

Review historical flow data, peak wet weather conditions, bypass events, and compliance history

Conduct site investigations and field verification of existing facilities and utilities UV Disinfection System Evaluation The engineering firm shall:

Evaluate available ultraviolet disinfection technologies and manufacturers

Determine required UV dosing and treatment performance criteria

Analyze peak flow conditions and redundancy requirements

Evaluate channel configurations, hydraulic profiles, headloss impacts, and flow equalization considerations

Assess maintenance accessibility, lamp replacement requirements, energy consumption, and operational efficiency

Evaluate impacts to existing treatment processes and facility operations

Recommend the most appropriate UV system based on lifecycle cost, reliability, maintainability, and regulatory compliance

Inflow & Infiltration (I&I) Investigation The selected firm shall perform a comprehensive I&I investigation which may include:

Review of collection system maps, historical maintenance records, and flow monitoring data

Flow monitoring and analysis throughout the collection system

Rainfall correlation analysis

Smoke testing, dye testing, and CCTV inspection of sewer mains

Identification of defective manholes, pipe segments, illegal connections, and groundwater infiltration sources

Prioritization of rehabilitation needs based on severity and cost-effectiveness

Development of recommendations for corrective actions and rehabilitation strategies

6 | P a g e

Tertiary/Sand Filter Evaluation The engineering firm shall:

Evaluate existing secondary treatment performance and effluent limitations

Analyze tertiary treatment alternatives including sand filtration and other advanced filtration technologies

Evaluate hydraulic loading rates, backwash requirements, solids loading, and redundancy

Assess compatibility with existing plant infrastructure and future expansion needs

Recommend filtration technologies capable of improving effluent quality and supporting future permit requirements

Funding & Regulatory Coordination

Coordinate with County staff regarding available funding opportunities including state and federal infrastructure funding programs

Assist with grant applications, funding documentation, and supporting technical information as requested

Coordinate with NCDEQ and other regulatory agencies during project development Preliminary Engineering Documentation

Prepare technical memoranda and preliminary engineering reports as required

Develop conceptual layouts, cost estimates, and implementation schedules

Present findings and recommendations to County staff and governing boards as requested

2. Design Services The selected firm shall provide complete engineering design services for all recommended improvements, including:

UV Disinfection System Design

Design UV channels, reactors, piping, valves, and associated appurtenances

Design electrical systems, standby power considerations, controls, SCADA integration, and instrumentation

Design chemical feed modifications or decommissioning requirements if applicable

Design structural improvements and equipment supports

Provide redundancy and bypass capabilities necessary for operational reliability

Coordinate hydraulic profiles and treatment process integration Tertiary/Sand Filter Design

Design tertiary filtration facilities including sand filters, underdrains, piping, valves, and backwash systems

Design filter influent and effluent pumping systems as required

Design process controls and instrumentation

Design associated site grading, drainage, and yard piping improvements

Evaluate and design solids handling modifications associated with filter backwash waste

7 | P a g e

I&I Rehabilitation Design As authorized by the County, the selected firm may:

Prepare rehabilitation plans and specifications for identified sewer system deficiencies

Design sewer main replacement or rehabilitation improvements

Design manhole rehabilitation and replacement improvements

Develop trenchless rehabilitation solutions where appropriate Construction Documents

Prepare preliminary, intermediate, and final design submissions for County review

Prepare detailed plans, specifications, technical provisions, and contract documents suitable for public bidding

Provide engineer’s opinion of probable construction cost at each design milestone

Incorporate County and regulatory agency comments into final documents

3. Permitting and Regulatory Approvals The selected firm shall identify and obtain all permits and regulatory approvals necessary for project implementation, including but not limited to:

NCDEQ permitting and approvals

NPDES permit coordination and modifications

Environmental permitting requirements

Erosion and sedimentation control permits

Stormwater permits

Electrical and building code coordination

Utility coordination and encroachment permits as needed The firm shall:

Prepare and submit permit applications

Coordinate directly with regulatory agencies

Respond to agency comments and requests for additional information

Attend regulatory meetings as required

Obtain all necessary approvals prior to construction

4. Bidding and Procurement Assistance The selected firm shall assist the County during procurement and bidding phases, including:

Preparation of bid advertisements and procurement documents

Assistance with contractor prequalification if required

Conduct pre-bid meetings and site visits

Respond to contractor questions and issue addenda

Review bids for responsiveness and completeness

Prepare bid tabulations and evaluation summaries

Provide recommendation of award

Assist with contract execution and notice-to-proceed documentation All bidding support services shall comply with applicable North Carolina procurement statutes and public bidding requirements.

8 | P a g e

5. Construction Administration Services The selected firm shall provide engineering services during construction, including but not limited to:

Conduct preconstruction meetings

Review contractor submittals and shop drawings

Respond to Requests for Information (RFIs)

Provide construction observation and periodic site visits

Review contractor pay applications

Coordinate with County staff, contractors, and regulatory agencies

Evaluate construction changes and prepare change orders as needed

Monitor construction progress and schedule compliance

Provide startup assistance and operational coordination

Assist with equipment testing and commissioning

Conduct final inspections and prepare punch lists

Assist with project closeout and certification documentation

6. Startup, Training, and Operational Support The selected firm may be requested to provide:

Startup and commissioning assistance

Operator training for UV systems and tertiary filtration equipment

Operational optimization recommendations

Development of operation and maintenance procedures

Performance testing support

Post-construction technical assistance

7. Additional Services (As Needed) The County may request additional engineering or consulting services necessary to support the project, including but not limited to:

Electrical engineering

Instrumentation and controls engineering

SCADA integration

Hydraulic and process modeling

Geotechnical investigations

Environmental and permitting coordination

Asset management planning

Surveying and easement preparation

Construction staking

Grant administration assistance

Funding compliance documentation

9 | P a g e

ADDITIONAL REQUIREMENTS

1.Contract: This RFQ will result in a contract for services provided to Pender County. The awarded Proposer shall provide the County with a sample contract which can be revised by the County’s legal department as needed. The contract shall provide a termination clause in which the County reserves the right to terminate the contract immediately with cause or with ninety days prior written notice without cause.

2. Insurance: Provide a copy of a certificate of insurance which identifies current levels of professional liability insurance.

3. Proposal Form: Please complete and return Attachment 1 included here with submission.

4. Certification Regarding Suspension and Debarment: Please complete and return Attachment 2 included here with submission.

4. Non-Collusion Affidavit: Please complete and return Attachment 3 included here with submission.

10 | P a g e

RFQ PROVISIONS

1. The Request for Qualifications’ Provisions, Scope of Services and Terms and Conditions are integral parts of this RFQ. The Proposer, by submitting a SOQ, agrees to comply with all provisions and conditions of this document.

2. The County reserves the right to amend, at any time, any part of this RFQ upon written notification to Proposers; and to change any of the scheduled dates, including the SOQ due date.

All changes will become part of this RFQ and will be incorporated into the agreement entered between the County and the Proposer.

3. SOQs should be prepared providing a straightforward description of the vendor’s ability to meet the requirements of this RFQ. Responses should be concise and understandable by a “non-technical” audience.

4. The County is not liable for any costs or expenses incurred by the Proposers in the preparation of their SOQs or submissions related to this RFQ.

5. All materials submitted with the SOQ become the property of the County and may be returned only at the discretion of the County Finance Director and Finance Director.

6. By submitting a SOQ, the Proposer represents that it has thoroughly examined and become familiar with the work required under this RFQ and is capable of providing and performing quality work to achieve the County objectives.

7. The Proposer accepts full responsibility for assuring the prompt and timely submission of the SOQ. The County will make no allowances for late delivery of mail. The SOQ may be hand-delivered or by courier to the physical location specified in the “SCHEDULE” section.

8. If a Proposer requires to take exception to any part of the specifications of this RFQ, please include a letter stating any exceptions along with a thorough explanation. All exceptions will be taken into consideration when evaluating and scoring proposals.

9. The County reserves the right to reject any or all SOQs received or to negotiate separately with competing Proposers to this RFQ and to award a contract based on services other than those set forth in this RFQ. After reviewing the proposals, the County may elect to withdraw the RFQ, make changes, waive technicalities, and issue a modified RFQ in any part thereof deemed to be in the best interest of the County.

10. No assignment of the resulting contract may take place without the express written permission from the County. This includes assignment or sale of the Proposer to another institution.

11 | P a g e

11. The Proposer will assume responsibility for all services offered, whether provided by the Proposer or a subcontractor. The Proposer will identify any subcontractors in its SOQ by providing a list as an attachment to the RFQ. The County will consider the Proposer to be the sole point of contact for contractual matters including payment of any and all charges resulting from the cost of any contract. The County reserves the right to approve or reject any subcontractor prior to use. All references to Proposer requirements throughout this RFQ include subcontractors. If at any time the County determines that any subcontractor is incompetent or undesirable, the County shall notify the successful firm accordingly, and the successful firm shall take immediate steps for cancellation of the subcontract and replacement. Nothing contained in any contract resulting from this RFQ shall create any contractual relationship between any subcontractor and the County of Pender.

12. All procurement documents and contracts will be subject to audit. The Proposer will give full and free access to all records and materials necessary to perform audit fieldwork, including data stored on computer systems, for the County and its authorized representatives. This provision applies to any subcontractor as well.

13. Any material submitted in response to this RFQ will become a “public record” once the Proposer’s document(s) is(are) opened and the Proposer is determined to be a participant in the solicitation process and shall be subject to public disclosure consistent with Chapter 132, North Carolina General Statutes. Proposals submitted under this section shall not be subject to public inspection until a contract is awarded N.C.G.S 143-129.8(d).

14. Trade secrets or proprietary information submitted by a firm in connection with a procurement transaction shall not be subject to the public disclosure under the North Carolina

Public Records Act pursuant to NC General Statutes §66-152(3). However, the firm must invoke the protection of this section prior to or upon submission of the data or other materials, and must identify the data on other materials to be protected and state the reasons why protection is necessary. Each individual page considered a trade secret or proprietary information must be labeled “Confidential” in the top right corner. This right of privacy will be construed as narrowly as possible to protect the interests of the individual responding to the RFQ while attempting to maximize the availability of information to the public.

15. All submissions should be valid for acceptance for at least 90 days from the date of submission. The “Board of Commissioners Meeting” Date listed in the “SCHEDULE” above is the anticipated award date.

12 | P a g e

TERMS AND CONDITIONS

In addition to the RFQ Provisions above, the County requires adherence to the general purchase order Terms & Conditions that can be found at:

http://www.pendercountync.gov/vendortermsandconditons/

Other Terms & Conditions as they apply are:

1. Indemnification: Proposer agrees to defend, indemnify, and hold harmless the County for all loss, liability, claims, or expense (including reasonable attorney's fees) arising from bodily injury, including death or property damage, to any person or persons caused in whole or in part by the negligence or misconduct of the Proposer, except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this section to require Proposer to indemnify Pender County to the extent permitted under North Carolina law.

2. E-Verify: By responding to this RFQ, Proposer agrees to comply with the requirements of Article 2 of Chapter 64 of the General Statutes, as applicable.

3. Availability of Funds: Any resulting contract shall be deemed in force only to the extent of appropriations available to each department for the purchase of such goods and/or services. The County’s extended obligations on contracts that include funding through successive fiscal periods shall be contingent upon actual appropriations for the successive periods (additional years).

4. Conflict of Interest: All parties (including subconsultants) must maintain compliance with conflicts of interest guidelines that meet or exceed those required under 2 C.F.R. § 200.318(c)(1) for all projects funded in part or whole with federal or State financial assistance (direct or reimbursed). In addition to the prohibition against self-benefiting from a public contract under N.C. G.S. 14-234, no officer, employee, elected official, governing body member, or agent of Pender County may participate directly or indirectly in the selection, award, or administration of a contract supported by a federal or State award if he or she has a real or perceived conflict of interest. A real or perceived conflict exists when any of the following parties has a financial or other interest in or receives a tangible personal benefit from award of a contract: the officer, employee, elected official, governing body member, or agent involved in the selection, award, or administration of a contract; as well as any member of his or her immediate family; his or her partner; or an organization which employs or is about to employ any of these parties. Any such conflict shall be disclosed in writing and included with the Proposal. Contractors that are related to County personnel having any influence over the decisions to consider or award a contract are strictly prohibited from bidding/responding or accepting award of County contracts. Accepting gifts and favors from vendors and contractors is prohibited under N.C. G.S. 133-32, additionally officers, employees, elected officials, governing body members, and agents of Pender County are prohibited from accepting or soliciting gifts, gratuities, favors, or anything of monetary value from contractors, suppliers, or parties to subcontracts. Violating this policy will result in disciplinary action for the employee and termination of the contract and violating firms/persons may not be eligible for future contract awards.

13 | P a g e

EVALUATION AND SELECTION

The selection process will be based on the responses to this RFQ. A committee comprised of members of County Staff and/or other stakeholders in this project will provide a recommendation to the Board of County Commissioners for award of this contract.

Recommendations will be made based on the following criteria and weighted percentages:

Completeness of Proposal – demonstrated competence related to scope

15 %

Experience with Similar Contracts – On time and within budget

35 %

Cost and/or Price Structure – ability to adhere to and control budget parameters

15 %

References – Prior experience and performance with Pender County or similar

35 %

References may be contacted along with other evaluations Pender County feels necessary to accurately determine the criteria listed above in the selection criteria. Scoring and ranking of the submissions will be based on the criteria above. Pender County reserves the right to interview firms who are being considered. In addition, Pender County reserves the right to reject all submissions.

The County reserves the right to reject any or all proposals, to waive any non-material irregularities or informalities in any proposal, to request additional clarification of proposals, to be the sole judge of suitability of the services for its intended use and further, specifically reserves the right to make the award in the best interest of the County.

14 | P a g e

-- END OF RFQ--

15 | P a g e

ATTACHMENT 1

PROPOSAL FORM – Pender County RFQ # _______________

To the County of Pender, North Carolina:

By submitting a response to this Request for Qualifications, the responding firm represents that it has read and understands the Scope of Work and has familiarized itself with all federal, state, and local laws, ordinances, rules, and regulations that in any manner may affect the cost, progress, or performance of the contract work.

I have carefully examined the Request for Qualifications and any other documents, to include addenda, accompanying or make a part of this Request for Qualifications to perform the necessary services.

I certify that all information contained in this proposal is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to submit this proposal on behalf of the

Healthcare Provider as its act and deed and that the Healthcare Provider is ready, willing and able to perform if awarded the contract.

I hereby acknowledge receipt of any Addenda issued by County. It is the responsibility of the

Provider to ensure that all addenda have been received.

Addenda No. ______ dated ___________________

Addenda No. ______ dated ___________________

Company Name: _______________________________________________________________

Address: _____________________________________________________________________

City/State/Zip:_________________________________________________________________

Phone/Fax: ___________________________________________________________________

Email: _______________________________________________________________________

Authorized Signature: __________________________________ Date: ___________________

Printed Name: _____________________________________________________________

16 | P a g e

ATTACHMENT 2

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION

The undersigned applicant certifies to the best of his or her knowledge and belief, that the applicant and its principals:

(a) are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal Department or agency;

(b) have not within a 3-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

(c) are not presently indicted or otherwise criminally or civilly charged by a governmental entitle (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and

(d) have not within a 3-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.

Where the prospective participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

Business Name: _______________________________________

Address: ________________________________________

City/State/Zip: ________________________________________

Signature: _________________________________________

Title: _________________________________________

Date: _________________________________________

17 | P a g e

ATTACHMENT 3

NON-COLLUSION AFFIDAVIT

The firm submitting a Proposal, under penalty of perjury under the laws of the United States, certifies that neither he, nor any official, agent or employee has entered into any agreement, participated in any collusion, or otherwise taken any action which is in restraint of free competitive bidding in connection with any bid or contract.

By execution of any response in this procurement, you attest, for your entire organization and its employees or agents, that you are not aware that any collusion has been offered, accepted, or promised by any employees of your organization.

FIRM NAME:__________________________________________________________

BIDDER/RESPONDING REPRESENTATIVE:

Print Title

Sign Date