RFQu Water Tank Maintenance.pdf

City of Rocky Mount

Water Resources Department

Request for Qualification: 320-090626FD

Water Tank Maintenance

Date of Issue: 6/25/2026

Response Deadline: 7/28/2026

2:00 p.m.

Direct all inquiries concerning this RFQu to:

Fantashia Dickens

Purchasing Associate III

Email: Fantashia.Dickens@rockymountnc.gov

Phone: 252-972-1352

RFQu #320-090626FD

Contents

I. PROJECT DESCRIPTION

II. OBJECTIVE OF THE REQUEST

III. PROJECT SCHEDULE

IV. QUESTIONS

V. EMAILING OR MAILING INSTRUCTIONS

VI. SELECTION CRITERIA

VII. METHOD OF AWARD

VIII. SCOPE OF WORK

IX. EQUAL OPPORTUNITY RIGHTS

X. CITY OF ROCKY MOUNT RIGHTS

XI. INSURANCE REQUIREMENTS

XII. HISTORICALLY UNDERUTILIZED BUSINESSES

XIII. MINORITY BUSINESS PARTICIPATION

I. PROJECT DESCRIPTION

The city of Rocky Mount is soliciting Requests for Qualifications (RFQu) to qualify firms for the contract to possibly provide long-term (10 years) professional maintenance and asset management for water storage tanks and other structures to include, but not limited to: engineering and inspection services, rehabilitation, repair, repainting, washout, and preventative maintenance of the city's water storage tanks and it is the sole intent of the RFQu to determine the most qualified firm to which the City of Rocky Mount could contract these services. The qualifying firm shall assume full responsibility and accountability for maintenance issues related to the city's water storage tanks and other structures, and ensure strict adherence to all applicable laws, rules, and regulations of the State of North Carolina. Furthermore, all permits, approvals, and other requirements imposed by the State of North Carolina and the local municipality will be the responsibility of the successful firm.

II. OBJECTIVE OF THE REQUEST

The purpose of this RFQu is to select the firm determined to be best able to provide the required Professional Engineering Services based on the criteria specified herein and to generally set forth the terms and conditions whereby the City of Rocky Mount will contract with the selected firm. The Request for Qualifications packet submitted, and possible subsequent interviews shall serve as the basis for selection. The information provided in the RFQu package from the City is intended to give information to the prospective firms concerning the required services and the basis for awarding of the agreement for engineering services. It is not necessarily intended to completely define the selection criteria or contractual relationship to be entered into by the City of Rocky Mount and the successful firm(s).

III. PROJECT SCHEDULE

Event Responsibility Date and Time

Submit Written Questions Designer July 9, 2026 at 2:00 P.M. est

Provide Response to Questions/Addendum City July 16, 2026

Submit Qualifications Designer July 28, 2026 at 2:00 P.M. est

Contract Award City TBD

Estimated Completion Date Designer TBD

IV. QUESTIONS

Purpose: Upon review of the RFQu documents, Vendors may have questions to clarify or interpret the RFQu in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date.

Instructions: Written questions shall be emailed to Fantashia.Dickens@rockymountnc.gov by the date and time specified above. Vendors should enter “RFQu # 320-090626FD: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFQu section and be submitted in a format shown below:

Reference Vendor Question

RFQu Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the City’s response, and any additional terms deemed necessary by the City will be posted in the form of an addendum on the City of Rocky Mount

Purchasing webpage https://www.rockymountnc.gov/Bids.aspx and/or the North Carolina Electronic

Vendor Portal (eVP), https://evp.nc.gov/solicitations/, and shall become an Addendum to this RFQu. No information, instruction, or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFQu, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFQu.

mailto:Fantashia.Dickens@rockymountnc.gov https://www.rockymountnc.gov/Bids.aspx https://evp.nc.gov/solicitations/

V. EMAILING OR MAILING INSTRUCTIONS

Instructions: Proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at the address indicated in the table below, for furnishing and delivering those items as described herein.

MAILING ADDRESS FOR DELIVERY OF

PROPOSAL VIA U.S. POSTAL SERVICE

OFFICE ADDRESS FOR DELIVERY BY ANY OTHER

MEANS, SPECIAL DELIVERY, OVERNIGHT DELIVERY,

OR BY ANY OTHER CARRIER

QUALIFICATION NUMBER: 320-090626FD

Attn: Fantashia Dickens, Purchasing Associate III

Address: PO BOX 1180

Rocky Mount, NC 27802

QUALIFICATION NUMBER: 320-090626FD

Attn: Fantashia Dickens, Purchasing Associate III

Address: 331 S. Franklin Street

Rocky Mount, NC 27804

Vendors shall deliver either one (1) signed electronic emailed copy to fantashia.dickens@rockymountnc.gov or one (1) signed original executed proposal to the address identified in the table in this Section. Address the package and insert the proposal number as shown in the table above.

Proposal number shall be marked on the outside of the sealed envelope with the Vendor’s name and date and time of opening.

IMPORTANT NOTE: It is the responsibility of the Vendor to have the signed proposal physically in this

Office by the specified time and date proposals are due, regardless of the method of delivery. This is an absolute requirement. The time of delivery will be marked on each proposal when received, and any proposal received after the submission deadline will not be accepted or evaluated.

All risk of late arrival due to unanticipated delay—whether delivered by hand, U.S. Postal Service, courier, or other delivery service or method—is entirely on the Vendor. Note that the U.S. Postal Service generally does not deliver mail to the street address above, but to the City’s Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail, including Express Mail, may not be delivered to the purchasing office on the due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when submitting a proposal.

If the proposal is hand-delivered, please note that the Frederick E. Turnage Municipal Building requires all visitors to sign in with the guard stationed on the first floor. Visitors will only have access through the building, accompanied by a city employee.

This is a Request for Qualification (RFQu) for professional services; it does not require a public opening.

VI. SELECTION CRITERIA

Respondents shall address each evaluation criterion below. Proposals will be evaluated based on the firm's qualifications, experience, understanding of the project requirements, and ability to successfully perform the services described in Section VIII, Scope of Work. Response document shall be no more than 20 pages (single-sided). The page limit includes the coversheet but excludes any issued addenda.

mailto:fantashia.dickens@rockymountnc.gov

Evaluation Criterion Max Pts

1. General Project Approach 25

2. Experience & Qualifications 25

3. Project Scope & Services 20

4. Schedule & Responsiveness 15

5. General Management 15

TOTAL 100

1. General Project Approach (25 Points) Describe the firm's overall approach to water storage tank maintenance, inspection, rehabilitation, asset management, and long-term service delivery. Demonstrate understanding of the City's objectives and proposed methods for achieving them.

2. Experience & Qualifications (25 Points) Provide qualifications of key personnel, relevant certifications, and experience with similar water storage tank maintenance and asset management programs. Include representative project examples and references.

3. Project Scope & Services (20 Points) Demonstrate the firm's ability to perform the services identified in Section VIII, including maintenance, inspections, reporting, rehabilitation, safety compliance, and specialized technical services.

4. Schedule & Responsiveness (15 Points) Describe available resources, anticipated response times, project scheduling methods, and the ability to meet service demands throughout the contract term.

5. General Management (15 Points) Describe project management procedures, quality assurance/quality control practices, safety programs, licensing requirements, and overall contract administration approach.

VII. METHOD OF AWARD

Proposals will be reviewed by the City of Rocky Mount and evaluated based on the stated criteria.

Submitting firms may be asked to supplement their initial proposals with additional written material.

Depending on the results of the proposal evaluations, the City of Rocky Mount may select a proposal solely or may develop a shortlist of firms for further consideration and interviews. The number of firms selected for interviews, if any, will be based on the selection panel's recommendation, taking into account all available information.

The City reserves the right to award this contract to the firm that it believes best demonstrates the ability to fulfill the project's requirements. The successful firm(s) will be chosen based on the qualifications, selection criteria evaluation as shown in the proposal, possible interviews, and other available information. All firms submitting a proposal will receive notification once the contract has been awarded.

The firm(s) selected will be given the first right to negotiate an Agreement acceptable to the City. A detailed scope of work will be collaboratively developed by the firms selected under this RFQu and the City, serving as the basis for the fee schedule for the City’s consideration. If an Agreement satisfactory to the City cannot be reached, the City may enter negotiations with one or more of the remaining firms. The successful firm shall commence work only after the execution of an acceptable Agreement and the approval of insurance certificates. The successful firm(s) will perform all services indicated in the proposal in compliance with the negotiated Agreement.

VIII. SCOPE OF WORK

It is the intent of the City of Rocky Mount, to solicit an experienced full-service perpetual maintenance and asset management program from a firm that will provide engineering and inspection services specific to the maintenance of existing water storage tanks and other structures covered by this Request for Qualifications (RFQu), and all services required for engineering, (specific to water tanks listed), inspection, repair, perpetual maintenance, rehabilitation, washout, preventative maintenance, proactive asset management and painting services. The proposal is not a bid. The proposal shall address all the information outlined herein. Additionally, each prospective firm may include such other information as deemed pertinent for the proper evaluation of the proposal.

Proposal Requirements

The proposal shall include information on all the following items. Additionally, each prospective firm may submit any other information it deems appropriate for the proper evaluation of the proposal.

A. The proposal shall include an informative narrative report introducing your firm. Additionally, a statement of qualifications and resume detailing the experience of all individuals responsible for providing service under this contract should be submitted. Principals involved should be listed, along with the names and addresses of the individuals responsible for administering the contract's terms and conditions.

Resumes of all full-time employees dedicated to technical services (engineers and employees certified by the National Association of Corrosion Engineers) are required. Additionally, all full-time employees responsible for the maintenance of the city's water storage tanks must be listed. Also to be included: (a) Number of years in business, (b) Size of the firm -annual sales, (c) Percentage of work to be subcontracted, and (d) Reference from a financial institution. The locations of all the firm's operations centers that are expected to support services for this contract should also be identified.

B. The proposal should include details of the firm's general work and renovation capabilities. This shall include, but not be limited to, available equipment and historical project experience.

C. The proposal shall describe the details of all items covered by the proposed maintenance and asset management program. These items must include, but not be limited to, all structural or miscellaneous repairs and maintenance necessary for the tanks. This should include the need for steel replacement, steel parts, foundation repair, expansion joints, water level indicators, sway rods, manhole covers, gaskets, review and coordination of existing/proposed cellular telephone attachments or other communication equipment, all electrical components specific to tank lighting/FAA lighting and any other components of the tanks, but excluding SCADA/Telemetry, pumps, valves, and generators. All coating systems should also be included. The firm shall warrant all work throughout the contract.

D. The proposal should also specify the frequency and degree of inspection and clean-out services the city could expect under the terms of the contract. Additionally, each prospective firm should address the requirement to assume responsibility for all corrections and repairs to the tank necessitated by vandalism and normal deterioration. The anticipated response time for addressing and correcting such issues should also be addressed.

E. The city requires an annual site visit, inspection, and report for each tank, as well as a more detailed engineering report for each tank upon completion of each cleanout and washout. The proposal should specify how this process will be carried out, the scope of these inspections, what information will be included in the reports provided to the city, and the format in which this information will be transmitted.

F. Provide a sample project schedule based on your recommended project approach. The project schedule should include key milestones, reasonable review times for the city, and estimated man-hours per task.

G. The successful firm must demonstrate the capability to fully manage and maintain the professional services as outlined in the RFQu. A detailed outline of the annual process of managing the tanks must be presented.

H. Each proposal should include a detailed sample contract document for the services contained in this RFQu. The specific time frame for the contract document shall be limited to one (1) year. After this period, the contract shall automatically renew upon payment of the annual fee for a total contract term of up to ten (10) years. The contract document shall include a specific cancellation clause that outlines the procedures the City of Rocky Mount may follow to cancel the contract. Annual fees paid by the City of Rocky Mount shall accrue for all major tank maintenance under the terms of the contract. This proposal should exclude the specific price schedule, which will only be required if the City selects the firm(s).

I. Each firm shall submit a formal Safety Program stating the company's policy on all safety measures.

The documented procedures shall include workers' protection, confined space procedures, fall protection, containment procedures, and general safety procedures.

J. Each firm must include additional information to outline capabilities available for any situation arising regarding the city's water storage tanks. Possible issues which may arises in addition to the scope outlines in this RFQu could include but not be limited to: water storage vessel design, fabrication, erection, significant modification to existing tanks; structural engineering and design and installation of commercial communication equipment; and the evaluation of specific tanks in the system that would compare the cost of rehabilitation (washout, stripping, painting) of the tank(s) versus the construction of a replacement water tank and the associated perpetual maintenance.

K. Due to the complexity of this project, the City of Rocky Mount shall require the successful firm to be licensed by the State of North Carolina to practice engineering as a duly licensed contractor corporation under the provisions of 21 NCAC 56.0804(b) and G.S. Section 89C-24. The firm must provide evidence of this in the response to the RFQu. If the firm is not licensed in the State of North Carolina, evidence must be provided to demonstrate how the firm will meet this requirement. The firm must also provide proof to the City that it maintains a Professional liability policy, as required by the Insurance Requirements of this RFQu.

L. The proposal should note if any lawsuits, Federal, State, or Local tax liens, or any potential claims or liabilities pending against you, your firm, or the officers of the firm exist at this time. If yes, please explain.

M. A list of water systems that the firm is currently managing shall be submitted. Include the name of the water system, the name of the contact person, the contact person's telephone number, and the number of tanks in the system under contract.

CITY OF ROCKY MOUNT ELEVATED WATER STORAGE TANKS

Tank Name Volume Year Built Last Exterior Painting

Last Interior Painting

Marigold 1,000,000 1934 / Raised

2022 2016

Paul Street 1,000,000 1955 2022 2016

Mitchell 500,000 1972 2020 2026

Whitakers 1,000,000 1982 2023 2017

Gold Rock 500,000 2001 2018 2018

Airport Road 1,000,000 1966 2013 2013

Nash Community College

1,000,000 1973 2013 2013

WWTP Reuse 100,000 (Pedesphere)

1978 2026 2025

Imperial Center N/A

2016 N/A

CITY OF ROCKY MOUNT GROUND STORAGE TANKS

Tank Name Volume Year Built Last Inspected

Sunset WTP 1 1,500,000 1935 2026

Sunset WTP 2 500,000 1935 2026

Tar River WTP 1 1,000,000 1970 2026

Tar River WTP 2 1,000,000 1970 2026

IX. EQUAL OPPORTUNITY RIGHTS

The City of Rocky Mount does not discriminate in any of its projects and activities. The Consultant awarded the contract for work will be required to ensure that no person shall be denied employment or fair treatment, or in any way discriminated against, on the basis of race, sex, religion, age, national origin, or disability.

X. CITY OF ROCKY MOUNT RIGHTS

The City reserves the following rights, which may be exercised at the City’s sole discretion:

• To supplement, amend, substitute, or otherwise modify this RFQu at any time;

• To cancel this RFQu with or without the substitution of another RFQu;

• To take any action affecting this RFQu, this RFQu process, or the Services or facilities subject to this RFQu, that would be in the best interests of the City;

• To issue additional requests for information;

• To require one or more Service Providers to supplement, clarify, or provide additional information in order for the City to evaluate the proposal(s) submitted;

• To conduct investigations with respect to the qualifications and experience of each Service

Provider;

• To waive any defect or irregularity in any received;

• To reject any or all proposal(s);

• To share the s with City employees other than the Evaluation Committee or City advisory committees as deemed necessary;

• To award all, none, or any part of the Services that is in the best interest of the City, with one or more of the Service Providers responding, which may be done with or without re-solicitation.

• To discuss and negotiate with selected Service Provider(s) any terms and conditions in the s including but not limited to financial terms; and

• To enter into any Contract deemed by the City to be in the best interest of the City, with one or more of the Service Providers responding

• The City reserves the right to withhold payment and/or offset any amounts due to the Contractor under this contract against any debt, delinquent taxes, fees, fines, utility charges, judgments, or other obligations owed by the Contractor to the City.

• The City reserves the right to reject the bid of any vendor with an unresolved monetary obligation owed to the City, even if such vendor’s bid represents the lowest price submitted.

XI. INSURANCE REQUIREMENTS

General Insurance Requirements

The Firm shall not begin services or work for the city until obtaining (at its own expense) all of the insurance as required hereunder, and the city has approved such insurance; nor shall the Firm allow any of its subcontractors to commence services or work on any subcontract related to this Contract until all insurance required of such contractors has been obtained and approved by the Firm. Approval of the insurance required of the Firm will be granted only after submission to the City of original certificates of insurance signed by authorized representatives of the insurers or, at the City's request, certified copies of the required insurance policies.

• All insurance policies required hereunder shall be endorsed to provide that the policy is not subject to cancellation, non-renewal, or material reduction in coverage until sixty (60) days' prior written notice has been given to the City.

• No acceptance and/or approval of any insurance by the City shall be construed as relieving or excusing the Firm from any liability or obligation imposed upon either or both by the provisions of this contract.

• If the City is damaged by the failure or neglect of the Firm to purchase and maintain insurance as described and required herein, without notifying the City, then the Firm shall bear all reasonable costs properly attributable thereto.

XII. HISTORICALLY UNDERUTILIZED BUSINESSES

Historically Underutilized Businesses (HUBs) consist of minority, women and disabled business firms that are at least fifty-one percent owned and operated by an individual(s) of the categories. Also included in this category are disabled business enterprises and non-profit work centers for the blind and severely disabled.

Pursuant to G.S. 143B-1361(a), 143-48 and 143-128.4, the City invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises, and non-profit work centers for the blind and severely disabled. This includes utilizing subcontractors to perform the required functions in this IFB. Any questions concerning NC HUB certification, contact the North Carolina Office of Historically Underutilized Businesses at (919) 807- 2330. The Vendor shall respond to questions #1 and #2 below.

a) Is Vendor a Historically Underutilized Business? Yes No

b) Is Vendor Certified with North Carolina as a Historically Underutilized Business? Yes No

If so, state HUB classification:

XIII. MINORITY BUSINESS PARTICIPATION

For professional service contracts, firms submitting responses to this solicitation have the responsibility to make a good faith effort to solicit minority sub-contracting proposals and to attain the aspirational ten percent (10%) goal. We encourage all firms even MWBE/HUB firms to obtain the ten percent (10%) goal where sub-contracting opportunities exist.

http://ncadmin.nc.gov/businesses/hub