RFQ #01-2026.pdf

Swain County Schools 50 Main Street, Suite 200, Bryson City, NC 28713

REQUEST FOR QUALIFICATIONS

RFQ# 01-2026

REQUEST FOR QUALIFICATIONS FOR

ARCHITECTURAL DESIGN SERVICES

A ROOF REPLACEMENT AT SWAIN COUNTY

HIGH SCHOOL

ISSUE DATE: SEPTEMBER 28, 2026

ISSUING DEPARTMENT:

SWAIN COUNTY SCHOOLS

PO Box 2340 Bryson City, NC 28713

Millie Hines- Finance Officer 828-488-3129 ext 5141

RESPONSES WILL BE RECEIVED UNTIL

OCTOBER 12, 2026 AT 4:00 p.m.

RFQ NO. 01-2026

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SWAIN COUNTY SCHOOLS

NORTH CAROLINA

RFP No.01-2026 September 28, 2026

REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL SERVICES FOR AROOF

REPLACEMENT AT SWAIN COUNTY HIGH SCHOOL

Pursuant to General Statutes of North Carolina, Section 143-64.31, as amended, responses to Request for Qualifications, subject to the conditions and specifications herein, are invited for furnishing architectural services. Responses to Requestfor Qualifications will be received by Swain County Schools until 4:00 p.m. local time October 12, 2026.

MAILING INSTRUCTIONS

1. Bidder shall submit a complete, fully executed RFQ document.

2. If mailed, response should be forwarded by certified U.S. Postal Service. Please address and mark your bid as shown below.

Swain County Schools Attn: Brandon Sutton

PO Box 2340 Bryson City, NC 28713

RFQ- 01-2026

If forwarded other than by U.S. Postal Service, delivery must be made directly to Swain County Schools, 50 Main Street Suite 200, Bryson City, NC 28713

NOTE: IF MAIL OR DELIVERY BY ANY OTHER MEANS IS DELAYED BEYOND THE DEADLINE FOR

RESPONSES TO REQUEST FOR QUALIFICATIONS, RESPONSES THUS DELAYED WILLNOTBE

CONSIDERED.

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INTRODUCTION

Swain County Schools invites all qualified and interested architectural firms to submit proposals to perform consultation, planning, design and project administration services for the roof replacement at Swain County High School.

SCOPE OF WORK

The scope of work is to plan and design the replacement of existing roofs at Swain County High School. Architectural services are to include complete engineering consultants as required for the scope of this project.

The scope of work is anticipated to include the following:

❏ Project planning to include documentation of existing conditions as required.

❏ Complete design services Schematic Design through Construction Documents ❏ Facilitate the construction contract bidding and award process for Owner preferred construction delivery method to be determined.

❏ Provide construction administration and management services for the project including final project closeout.

There will be meaningful interaction with the Swain County Board of Education, the Superintendent of Schools and District Facilities personnel throughout the project.

The selected firm shall indemnify, defend, and hold harmless the County, the School System, and its subsidiaries, divisions, officers, directors and employees from all liability, loss, costs, claims, damages, expenses, attorney fees, judgments and awards arising or claimed to have arisen, from any injury caused by or allegedly caused by, any act or omission of the Contractor or any employee agent or assign.

The selected firm will be required to furnish proof of Professional Liability Insurance coverage in the minimum amount of $1,000,000.

MINIMUM REQUIREMENTS AND QUALIFICATIONS

Respondents, both corporate and individual, must be fully licensed and certified for the type of work to be performed in the State of North Carolina, at the time of submittal to their response to this Request for Qualifications (RFQ). Should the Respondent not be fully licensed and certified, its submittal will be rejected.

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CONTENT OF RESPONSE TO REQUEST FOR QUALIFICATIONS AND SUBMISSION

REQUIREMENTS

The Respondent shall submit the following required information/documents with sufficient depth and breadth necessary to substantiate his or her ability to perform the services being sought by the School System. Failure to provide the required information may result in rejection of the submittal.

1. Introductory Letter: An informative, narrative letterpertinent to your firm’s capabilities and services.

2. Experience of Firm and References:

a. Firm name, address, telephone number, email address and contact person, NC License number, the state the entity is incorporated in and chiefly located.

b. Firm biography, profile and current workload.

c. Listings and detailed descriptions of similar projects successfully completed by the firm during the past three (3) years. Include the name and telephone number of a contact person for each client who can verify the information provided.

d. Firm’s K12 Education design experience, including but not limited to, Swain County and North Carolina.

e. Provide a brief photographic and written overview of similar work in Education Design.

f. Any judgments against firm within the last five (5) years or pending litigation related to professional conduct or services.

3. Team Organization, Management and General Qualifications:

a. Multiple firms, joint venture or any/all subcontractor(s)/consultant(s) teams shall clearly identify roles, responsibilities and office location of the proposed project personnel.

b. Team and project management structure shall be documented and the principal with the prime firm responsible for the contact shall be identified.

This information may be provided in an organizational chart, including proposed engineering consultants.

c. The Respondent shall demonstrate current staff capacity to provide the services requested and credentials and qualifications of the project team members.

4. Insurance Requirements: Provide a copy of a certificateof insurance that identifies current levels of insurance in areas of general liability, automobile liability, workers compensation and professional liability.

5. Proposed Schedule: The proposed time schedule forthis project is below. Project must be completed in a timely manner and within a reasonable period. Dates are tentative and are subject to change (except the issue date of RFQ, deadline to submit questions, and the due date of RFQ).

Issue date of RFQ: September 28 ,2026 Deadline to submit questions: October 09, 2026 by 4:00 pm Due date of RFQ: October 12, 2026 by 4:00 pm Committee evaluation of RFQ: October 13 through October 15, 2026 Board of Education to approve selection: October 19, 2026.

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6. Format: Submittals shall be printed on 8½” x 11”paper, include front and back covers, cover letter, and Table of Contents. Submittal shall be side bound and include reference tabs for key sections with a page limit of 40 pages.

7. Non-Collusion Affidavit: The Non-Collusion Affidavitattached to this RFQ must be properly executed and submitted.

SUBMITTAL INSTRUCTIONS

Firms/individuals interested in being considered for providing the specified services shall submit one (1) original and three (3) copies of their submittal in addition to one (1) electronic copy of the submittal on a flash drive in response to this RFQ. Submittals must be received on or before 4:00 p.m. local time on Monday, October 12, 2026. All submittals received after the noted deadline will not be considered and will be returned to the Respondent unopened.

INQUIRIES

All requests for clarifications or additional information must be submitted in writing to Brandon Sutton, Superintendent, Swain County Schools via electronic mail:

bsutton@swainmail.org. The School System will recordresponses to inquiries, if any, and address them in the form of a written addendum that will be posted on the School System’s website atwww.swain.k12.nc.us.

ADDENDA

Should revisions to this RFQ become necessary, the School System will post a written addendum on the School System’s website atwww.swain.k12.nc.us.

SUBMITTAL PREPARATION COSTS

The County, and School System, shall not be liable for any expenses incurred by Respondents in connection with the preparation of a response to this RFQ. Respondents should prepare their submittal providing a straightforward and concise description of the Respondent’s ability to meet the requirements of this RFQ. Unnecessarily elaborate brochures, artwork, expensive paper, bindings, visual and presentation materials, beyond that sufficient to present a complete and effective response to this RFQ is not desired.

SELECTION PROCESS

Swain County Schools intends to ensure that all technically qualified individuals/firms are provided the opportunity to be considered for providing professional architectural services to Swain County Schools. The individual/firm that is most qualified to conduct this scope of work and meet the needs of Swain County School System will be selected.

A committee consisting of representatives the School System will evaluate the proposals.

Preliminary design or work product regarding this project in your response is prohibited. The committee will make a selection based on the firm’s level of interest, qualifications and expertise. After the selection has been made, the committee will make a recommendation to the Swain County School Board.

RFQ NO. 01-2026

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mailto:bsutton@swainmail.org http://www.swain.k12.nc.us/ http://www.swain.k12.nc.us/

SELECTION CRITERIA

The committee will use the following criteria to select an individual/firm for further consideration:

1. Completeness of the response to this RFQ.

2. Expertise and qualifications of key professional staff and the firm as a whole in the specific areas of architectural services.

3. Performance history of the firm and its staff members with Swain County and other clients.

4. Availability of resources and current workload of the consultant team proposed for this project to meet project deadline.

5. Proximity to and familiarity with Swain County’s schools.

The most qualified firm will be notified, and the County will commence negotiations with said firm to develop a fee proposal. If the County and firm cannot reach an agreement, negotiations will terminate, and the County will commence fee negotiations with the next most qualified firm.

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GENERAL COMMENTS

All qualifications responses, inquiries or correspondence relating to this RFQ will become the property of Swain County Schools when received and will not be returned.

Swain County Schools reserves the right to reject any and all responses, or any portions thereof, or select responses, which, in its opinion, are in the best interest of the School District.

Swain County reserves the right to waive any informalities and any technicalities or to cancel the RFQ in part or in its entirety if it is in the best interest of the School District. This solicitation in no way obligates the School District to award a contract.

Respondents are requested to refrain from contact with the committee members, school system employees, or county employees regarding this solicitation, with the exception of written communication described in this RFQ.

Swain County Schools reserves the right to approve all personnel working on Swain County Schools projects. Key professional staff may not be removed, reassigned or replaced without prior approval from Swain County Schools.

Swain County, and Swain County Schools, encourages participation by minority and women-owned businesses and respondents should be prepared to provide evidence of such classification and/or attempt to engage such firms within the qualification package.

E-VERIFY: Respondent is hereby required to be in compliance with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes concerning e-verification at the time of entering the Contract and at all times during the performance of this Contract. All subcontractors utilized by Respondent are likewise required to comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes concerning e-verification at the time of entering this Contract and at all times during the performance of this Contract. Respondent shall take necessary steps to include this provision in all contracts with its subcontractors who will perform any portion of the work covered by this Contract.

When responding to this RFQ, please follow all instructions carefully. Please submit proposal contents according to the outline specified and submit documents according to the instructions.

By submitting a proposal, Respondents acknowledge that the School District reserves the right to reconsider any submittal at any phase of this procurement process.

Submittals will be received by Swain County Schools at the time and place designated in this document. At that point, Swain County Schools will close the receipt of submittals and begin the evaluation process.

Swain County, and Swain County Schools will not be held responsible for the failure of any mail or delivery service to deliver a proposal response prior to the stated proposal due date and time. It is solely the Respondent's’ responsibility to: (1) ascertain that they have all

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required and necessary information, documents and addenda, prior to submitting a response; (2) ensure that the response is received at the correct location and time. Late responses, regardless of delivery means, will not be accepted. Submittals received by telephone, facsimile, or email will not be accepted.

By submission of a response, the Respondent agrees that at the time of submittal, it: (1) has no interest (including financial benefit, commission, finder’s fee, or any other remuneration) and shall not acquire an interest, either direct or indirect, that would conflict in any manner or degree with the performance of the Respondent’s services, or (2) will not benefit from an award resulting in a “Conflict of Interest.” A “Conflict of Interest” shall include holding or retaining membership, or employment, on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by Swain County.

Swain County, and Swain County Schools, assumes no responsibility for confidentiality of information offered in this submittal. This RFQ does not intend to elicit proprietary information. However, if proprietary information is submitted as part of the proposal, the information is to be labeled as such. Proprietary or confidential information must be clearly labeled as such at the time of initial submission and to the extent provided by N.C.G.S.

Chapter 132, will not be made available for public inspection. In the event that a request for inspection is made under public records law, the Respondents will be notified of the request and may participate in any subsequent civil action to compel disclosure of confidential information.

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NON-COLLUSION AFFIDAVIT

SWAIN COUNTY SCHOOLS

RFQ 01-2026

REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL SERVICES FOR AROOF

REPLACEMENT AT SWAIN COUNTY HIGH SCHOOL

The undersigned affirms that the proposal made herein is made without any connections with any other person, or persons, making any other proposal for the above item(s): that it is in all respects fair and without collusion or fraud:

That______________________________________________ (Firm Name) is not connected in any official capacity with Swain County Schools, and that no person, or persons, acting in such a capacity are directly, or indirectly, interested herein or in any of the profit arising or anticipated from this transaction.

In making this proposal, it is understood and agreed, that the conditions set forth in the advertisement for bids, instructions to bidders, terms and conditions and specifications together with the proposal shall form a part of and be construed with the contract under the same.

The acceptance of this proposal by Swain County Schools, as evidenced by the issuance of a Swain County Schools Purchase Order, will be held to be a mutual agreement as to each and every clause of this proposal and to constitute a contract between the parties hereto.

FIRM NAME: __________________________________________________________________

ADDRESS: ____________________________________________________________________

BY: _________________________________________________________________________

TITLE: _______________________________________________________________________

State of North Carolina County of: _______________

Sworn to and subscribed before me, this __________day of _____________, 20______.

Notary Public

My commission expires: __________________

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