McEver RFP.pdf

REQUEST FOR QUALIFICATIONS

by Town of Davidson, NC for Design-Build Services for the McEver Baseball Fields Rooftop Solar and Solar Field Lighting

Introduction: In accordance with NCGS 143-128.1A and S.L. 2021-189, Section 1.6, the Town of Davidson requests proposals from design-build teams for the design and installation of rooftop solar with battery storage at the McEver Baseball Field concession stand building in addition to upgrading current baseball field lighting for one field (Field 3 with 4 light poles total) to solar field lighting (see Attachment C for McEver Fields layout). The Town of Davidson anticipates awarding a single contract for the services required.

Project Description: McEver Baseball Fields Rooftop Solar and Solar Field Lighting – The McEver Baseball Field facility, located at 626 South Street, Davidson, NC 28036, consists of three baseball fields and one small concession stand building. There are also some smaller shed buildings used as press boxes for the games. The objective of this project is to reduce the facility’s greenhouse gas emissions through the addition of renewable energy.

The chosen team will provide design documents, construction documents, planning, scheduling, permitting, interconnection, construction of the project, and post-construction deliverables. The project budget is $400,000 including design, planning, construction documents, materials, equipment, permitting, interconnection, installation, commissioning, inspection, remote monitoring systems, any post-construction deliverables, and all other costs and fees. The project is funded through a North Carolina Department of Environmental Quality (NCDEQ) Energy Efficiency and Conservation Block Grant (EECBG), and subject to Uniform Guidance requirements. The selected design-build team will be required to obtain a performance bond on the contractor’s part for one hundred (100) percent of the contract price. Note, the total grant funding listed in the linked documents below shows $500,000, but part of the funding is going to a separate project for upgrading field lighting to LED lighting on the two other baseball fields at the facility.

The project scope and budget were shared through subgrant documentation at the September 23, 2025 public meeting of the Town of Davidson Board of Commissioners. Respondents are strongly encouraged to review documents from that meeting, linked below. At the September 23, 2025 meeting, the Board of Commissioners accepted the grant funding and approved Resolution 2025-25 to utilize design-build construction method for this project.

Town of Davidson Board of Commissioners Work Session, Tuesday, September 23, 2025. Agenda Item V.e: https://davidsonnc.portal.civicclerk.com/event/209/files/attachment/992

Town of Davidson Board of Commissioners Work Session, Tuesday, September 23, 2025. Agenda Item V.f: https://davidsonnc.portal.civicclerk.com/event/209/files/attachment/1020

The chosen team and any subcontractors will need to comply with the terms, conditions, restrictions, and requirements set forth in the subgrant documentation including, but not limited to, Davis Bacon Requirement, Buy American Requirement, and 2 CFR 200.323 Procurement of recovered materials. The following list also includes requirements of the grant funding for this project:

• PV System: the system size must be less than 60 kW and will not require the removal of any trees.

• Battery Storage: the system is sized less than 1,000 kWh and will not require any new ground disturbance.

https://www.ncleg.gov/EnactedLegislation/SessionLaws/PDF/2021-2022/SL2021-189.pdf https://davidsonnc.portal.civicclerk.com/event/209/files/attachment/992 https://davidsonnc.portal.civicclerk.com/event/209/files/attachment/1020

For more details relating to these requirements and any other requirements: Energy Efficiency and Conservation Block Grant (EECBG) Request for Proposals (RFP) | NC DEQ

Project Schedule: The following are preliminary milestone dates for this project:

TASK COMPLETION

DESIGN BUILD DETERMINATION Tuesday, September 23, 2025 ISSUE RFQ Wednesday, October 1, 2025

SITE VISIT (1 PM) – MUST RSVP Monday, October 13, 2025

DEADLINE FOR SUBMISSION OF CLARIFYING

QUESTIONS Wednesday, October 22, 2025

ADDENDUM WITH QUESTIONS AND

ANSWERS POSTED Wednesday, October 29, 2025 RFQ RESPONSES DUE (2 PM) Monday, November 10, 2025

RFQ EVALUATION Friday, November 21, 2025 AWARD Monday, November 24, 2023

CONTRACT NEGOTIATION Wednesday, December 3, 2025 CONTRACT APPROVAL Tuesday, December 9, 2025

Site Visit: An optional site visit will be available at 1 PM (Eastern Time) on Monday, October 13, 2025.

To attend, please contact Kayla Kovach, Sustainability Manager at sustainability@townofdavidson.org.

Proposal Content: The written proposal should provide background information about the team, its employees, and its experience with related projects and related clients. It should cover the experience of the team, as well as any consultants on the proposed team. For the purposes of the RFP, the term “team” shall refer to the prime respondent of this RFP, or in other words, the team with whom the Town of Davidson will contract. The term “consultant” shall refer to all consultants whom the prime respondent will include on the project team. The proposal shall clearly delineate any experience, background, etc.

between the prime “team” and “consultants.”

Specifically, the proposal should address the following information. Teams may submit their standard proposal package supplemented by a cover letter or attachments as necessary to comply with this request.

1: Team profile listing: name, address, year established, type of ownership, size of team and staff, and an organization chart. If team has multiple offices, please list where the work for this project will be performed.

2: Information about the overall makeup of the project team, including: the identity of all key personnel, a description of their respective responsibilities and duties and each team member’s experience with similar design projects.

3: Information about any consultants included on the team. Areas of expertise may include architectural, civil engineering, structural engineering, mechanical engineering, fire protection engineering, and electrical engineering. Identify consultant team name, address, telephone number, contact person, and names of key personnel. Identify consultant’s experience with similar projects.

https://www.deq.nc.gov/news/events/energy-efficiency-and-conservation-block-grant-eecbg-request-proposals-rfp https://www.deq.nc.gov/news/events/energy-efficiency-and-conservation-block-grant-eecbg-request-proposals-rfp

4: Team’s experience in installing rooftop solar plus battery storage and any experience installing athletic field lighting. Team shall have demonstrated experience designing, planning, scheduling, permitting, and constructing complete solar PV systems, and have knowledge of local utilities. A summary of similar projects in the past 5 years, for which the team was responsible.

5: Proposed design and installation approach by the team for this project. Proposed timeline if accepted.

6: Design and installation cost itemized breakdown including design, planning, construction documents, materials, equipment, permitting, interconnection, installation, commissioning, inspection, remote monitoring systems, any post-construction deliverables, and all other costs and fees. Note, proposals shall include a sales tax line separately in cost estimation.

7. Include a brief description of the safety practices of your firm and any subcontractors, as well as the OSHA Reporting Indicators for the last 3 years.

8. Proposed Minority and Women Owned Business Enterprise participation

9. List of any pending or settled lawsuits or professional liability claims in which the team was involved during the past ten (10) years.

10: Additional information the respondent believes to be relevant to the selection efforts of the Town of Davidson.

11. Proposal limit 32 pages, including Attachment A and Attachment B.

Proposal Submission: Submit one (1) electronic copy of the proposal, including Attachment A & Attachment B, by Monday, November 10, 2025 at 2 PM. No submittals will be accepted after this time. Submit Proposals to:

Town of Davidson Kayla Kovach, Sustainability Manager sustainability@townofdavidson.org

All questions regarding this package or project shall be emailed to Kayla Kovach at sustainability@townofdavidson.org.

In order that the selection process is as objective as possible, do not contact any Town of Davidson officials other than noted above.

Evaluation: The town will generally evaluate proposals based on the following scoring:

• Experience of the project team and consultants 25%

• Experience in rooftop solar projects with battery storage 20%

• Experience in athletic solar field lighting projects 20%

• Proposed approach and timeline 10%

• Design cost 15%

• MWSBE participation 10%

General Comments:

1: Any cost incurred by respondents in preparing or submitting a proposal for the project shall be the respondents’ sole responsibility.

2: Ownership of all data, materials and documentation originated and prepared for the Town of

Davidson pursuant to the RFP shall belong exclusively to the Town and be subject to public inspection in accordance with the Freedom of Information Act. Trade secrets or proprietary information submitted shall not be subject to public disclosure under the Freedom of Information Act; however, the respondent must invoke the protections of the appropriate section of the Code of North Carolina, in writing, either before or at the time the data or other materials are to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire document, line-item prices and/or total costs as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.

3: The Town of Davidson reserves the right to reject any or all packages received or to request additional information as may be needed to determine qualifications.

4. It is expected that the Town of Davidson may conduct interviews with no more than 3 teams.

Each interview will be conducted in the Town Hall, 251 South Street. The Town of Davidson team will consist of approximately 5- 7 individuals.

5. Following the selection of a design-build team by the Town of Davidson, a contract will be negotiated for services. If negotiations are unsuccessful with the first team selected, a second team will be selected, and negotiations initiated.

6. The team must be licensed in North Carolina.

Attachment A

TOWN OF DAVIDSON

NORTH CAROLINA

REQUEST FORM

FOR

DESIGN-BUILD SERVICES

Date: ____________________________________________

Team Name: ____________________________________________

Address: ____________________________________________

Contact Person: ____________________________________________

Phone #: _________________________

Email address: _________________________

Authorized Signee: ____________________________________________

Print Name: ____________________________________________

Print Title: ____________________________________________

Attachment B

REFERENCES

Respondent must supply three (3) references for clients for whom similar work was performed.

Reference Team Name:

Contact:_____________________________________________ Phone#:_______________________

Nature of work performed:

Contact:_____________________________________________ Phone#:_______________________

Nature of work performed:

Contact:_____________________________________________ Phone#: _______________________

Nature of work performed:

FIELD 3

Concession Stand Building

Attachment C

McEver Baseball Fields Facility

REQUEST FOR QUALIFICATIONS