Issue Date: October 28, 2026
Submittal Deadline: November 25, 2026, by 2pm (EST)
Submittals can be addressed to Justin Longino, Town Manager and should be emailed to purchasing@troutmannc.gov Subject Line: Troutman Town Hall Expansion SOQ
PURPOSE
The Town of Troutman, North Carolina, is requesting qualifications from experienced design- build firms for the Town Hall Expansion Project. The Town intends to use the design-build delivery method pursuant to N.C. Gen. Stat. § 143-128.1A, subject to all applicable statutory requirements and Town policies. The purpose of this RFQ is to identify and rank the most qualified design-build teams based on demonstrated competence, relevant experience, team qualifications, project understanding, and the ability to manage scope, schedule, cost, and quality.
Respondents shall not include fee or price proposals in their SOQs. Project fees and contract pricing will be negotiated after qualifications-based ranking. Issuance of this RFQ does not obligate the Town to award a contract or reimburse any costs incurred in preparing a response. The Town may amend or cancel this solicitation as permitted by law.
The Town's selection of a design-builder will be subject to applicable North Carolina law, Town approvals, negotiation of acceptable contract terms, and confirmation of the project scope, schedule, budget, and funding plan.
PROJECT DESCRIPTION
The Town of Troutman, North Carolina, is seeking qualifications from experienced design-build firms for the renovation and expansion of Troutman Town Hall. The project will include the renovation and expansion of the existing facility into a three-story building. The selected design builder will work with Town staff to review existing programming and conceptual design materials, refine the project scope, and develop the design and construction plans.
The project will consider departmental space needs, operational requirements, and the Town's long-term goals for the facility. The selected design-builder will work closely with Town staff to further develop the project scope, refine the design, and manage costs and schedule as the project progresses.
The Town's objectives include:
• Develop a functional and durable expanded Town Hall that supports the Town's operational needs.
• Refine the approved conceptual design into a coordinated, code-compliant design and complete construction documents.
• Maintain accessibility, safety, quality, and appropriate public-facing spaces.
• Evaluate scope and design alternatives to manage total project cost and identify potential value opportunities.
• Coordinate design, engineering, construction planning, and project communications through an integrated team.
• Identify realistic schedule efficiencies and cost savings where feasible; such outcomes are objectives and are not guaranteed.
PROJECT SITE
Troutman Town Hall is located at 400 N. Eastway Drive in Troutman, North Carolina. The existing facility is approximately 6,087 square feet and currently houses the Police Department, Finance Department, and Town Council Chambers. The project will build on the Town's conceptual design and will be further developed to address the Town's operational needs, space requirements, and long-term goals for the facility. Preliminary plans add more than 32,000 square feet of interior space between three floors. Plans included in the Appendix are the basis for the intended footprint, location of various departments, and general site organization. The selected team shall develop and validate the concept rather than restart the process, unless there is substantial, demonstrated reasoning.
The Town currently owns the 3.9 acres that the existing Town Hall sits on. The Town also owns the 5.3 acres to the north and 24.8 acres to the east/northeast. Exterior materials and overall appearance shall be compatible with and generally reflect the existing Town Hall and the Town's preliminary renderings. Minor refinements to the footprint, appearance, and departmental layout may be proposed to improve functionality, constructability, compliance, or cost, subject to Town approval. Material changes to the Council-approved conceptual design require Town Council approval.
PROJECT SCOPE AND DESIGN-BUILD SERVICES
The selected design-builder shall provide the professional design, engineering, preconstruction, and construction services necessary to renovate and expand Troutman Town Hall into a three-story facility. The project will build on the Town's existing programming and conceptual design work, which includes departmental space planning and preliminary floor plans, site planning, and renderings. The Town has developed preliminary conceptual renderings and planning drawings with Fuller Architecture. These materials are provided in the Appendix and may be used by the selected team as the basis for further design development, regardless of whether Fuller Architecture is a member of that team. Fuller Architecture may participate as a design professional on a responding design-build team. Its preparation of the preliminary renderings does not confer a preference in the selection process.
CONCEPTUAL RENDERINGS ARE LINKED ON THE TOWN'S WEBSITE
The scope of services is expected to include, but is not limited to, the following:
• Design Development: Review existing programming and conceptual design materials; coordinate with Town staff to confirm space needs and operational requirements; and further develop the architectural, structural, mechanical, electrical, plumbing, and other necessary design plans for the three-story facility.
• Site and Engineering Review: Evaluate applicable site conditions, utilities, access, parking, drainage, and other site improvements necessary to support the project.
• Preconstruction Services: Prepare and update construction cost estimates, develop a project schedule, assess constructability, identify potential risks, and recommend alternatives to help manage project costs and schedule.
• Permitting and Approvals: Coordinate required permits, inspections, and regulatory approvals with the Town and other applicable agencies.
• Construction Management and Delivery: Coordinate subcontractors and suppliers, manage construction activities, monitor costs and schedule, maintain quality control, and provide regular progress updates to the Town.
• Project Closeout: Coordinate final inspections, complete punch-list items, and provide record drawings, warranties, equipment manuals, and other required closeout documentation.
The design-builder shall maintain regular communication with designated Town representatives throughout the project and promptly communicate any anticipated changes to the project scope, budget, or schedule.
Respondents should describe their approach to delivering the project, coordinating design and construction activities, managing costs and schedule, and addressing potential project challenges. The final scope of services, deliverables, schedule, and contract requirements will be further defined during the procurement and contract negotiation process.
ANTICIPATED BUDGET
The current preliminary cost estimate for the Town Hall renovation and expansion is slightly more than $17,000,000. This figure is preliminary and subject to further evaluation as the project's scope, design, and construction requirements are developed. A final total project budget and contract amount have not been established through this RFQ. The Town anticipates using funds already set aside for the project (approximately $4 million) and financing the balance. The construction phase is subject to available appropriations, financing, and required approvals. No respondent shall assume that anticipated borrowing is already approved. The amount set aside is not a proposed design fee or an authorization to spend under this RFQ. After selection, the design-builder shall reconcile the planning documents and preliminary estimate with the Town's confirmed budget. Estimates shall distinguish the existing- building renovation, new construction by major component(s), and site work. Savings proposals shall describe their effect on space, function, durability, maintenance, appearance, and schedule. The preliminary build-out estimate is not an approved total project budget, appropriation, or contract amount.
PROJECT SCHEDULE
The Town has not established a final design and construction schedule. The selected design- builder will work with the Town to develop the scope, budget, phasing and schedule. An updated project budget, schedule, and funding plan will be presented to Town Council for consideration before contract execution or authorization of construction.
The Town anticipates the following procurement schedule. This schedule is subject to revision by addenda to this RFQ.
Milestone Date
RFQ issued Wednesday, October 28, 2026
Optional site visit Thursday, November 5, 2026, at 1:00 p.m.
Written questions due Thursday, November 12, 2026, at 5:00 p.m.
Pre-Submission Meeting Monday, November 16, 2026, 11:00 a.m.
Final planned answers/addendum issued Wednesday, November 18, 2026, 5:00 p.m.
Statements of Qualifications due Wednesday, November 25, 2026, 2:00 p.m.
Finalists notified By Monday, December 7, 2026
Finalist interviews December 9-18, 2026
Final ranking and negotiations begin By Friday, December 21, 2026
Target completion of negotiations and legal review Wednesday, January 6, 2027
Anticipated Town Council consideration Thursday, January 14, 2027
Following Council approval, contract execution, and required funding authorization Initial design/preconstruction notice to proceed
Construction authorization and commencement Established during design/preconstruction, subject to required approvals
QUALIFICATION CRITERIA
Project Approach and Methodology (40%)
• Understanding Project Objectives: Understanding the Town's operational needs and approach to developing a functional, durable, accessible, safe, and code-compliant expanded Town Hall.
• Design and Project Delivery: Approach to refining the existing conceptual design, coordinating design and engineering, and preparing complete construction documents.
• Cost and Schedule Management: Methods for evaluating design alternatives, controlling project costs, identifying potential cost savings, and maintaining a realistic project schedule.
• Quality Control and Risk Management: Approach to maintaining construction quality, addressing project risks, and coordinating permitting, construction, and project closeout.
• Team Coordination: Strategy for selecting and coordinating qualified contractors, subcontractors, and design professionals.
Firm Qualifications and Experience (30%)
• Relevant Project Experience: Experience completing renovation and expansion projects of similar size, scope, and complexity, particularly municipal, governmental, or public facilities.
• Licensing and Qualifications: Appropriate North Carolina licenses and registrations required to perform the proposed services.
• Past Performance: Demonstrated ability to deliver projects that meet established requirements for cost, schedule, quality, and functionality.
Key Personnel and Team Experience (20%)
• Staff Qualifications: Experience, qualifications, and proposed roles of key personnel, including experience with municipal projects, renovations, and expansions.
• Team Availability and Structure: Availability of personnel and adequacy of resources to support the project throughout design and construction.
• Collaboration and Communication: Demonstrated ability to coordinate design, engineering, and construction activities through an integrated team and maintain effective communication with the Town.
References (10%)
• Client References: At least three references from similar projects, demonstrating client satisfaction and the team's ability to meet project objectives, manage costs and schedules, and deliver quality results.
QUALIFICATIONS SUBMISSION GUIDELINES
Qualifications submissions must follow the requirements below:
• Submissions shall not exceed 25 pages, including the cover letter, resumes, project examples, and references.
• Use a font size no smaller than 11 point.
• Include all required sections listed below.
Required submission sections include: Cover Letter; Professional Qualifications and Key Personnel; Team Experience; Project Approach; References and Required Certifications. The RFQ provides detailed requirements for each section, required certifications, and selection statements.
SELECTION PROCESS
The Town will evaluate and rank qualifications using the criteria and weights stated in this RFQ and will follow applicable North Carolina statutory requirements for public notice, evaluation, ranking, subsequent procurement steps, negotiations, and contract award. The Town will rank the most highly qualified respondents as required by law. If interviews or presentations are used, the Town will determine which respondents to invite in accordance with applicable law and the procurement process described in this RFQ. Negotiations and contract award will be conducted in accordance with applicable law, including requirements governing selection and negotiation with the highest-ranked firm and any subsequent firms if negotiations are unsuccessful.
QUESTIONS AND COMMUNICATIONS
Questions and requests for clarification regarding this RFQ must be submitted in writing by email to the Town's designated project contact identified in this section. To be considered, all questions must be received by November 5th at 5pm (EST).
Designated contact: Justin Longino, Town Manager
Email: jlongino@troutmannc.gov
The Town reserves the right to revise this RFQ before the submission deadline. Any revisions will be issued through written addenda. The following procedures will apply:
• Responses to questions and requests for clarification will be provided in writing.
• Any addenda or revisions to this RFQ will be posted to the Town's website.
• Respondents are responsible for reviewing all issued addenda and acknowledging receipt as required by the Town.
• The Town reserves the right to extend the submission deadline through written addendum.
• All communications regarding this procurement must be directed to the designated project contact. Respondents shall not contact other Town officials or staff regarding this procurement unless authorized by the Town.
GENERAL CONDITIONS
Town's Rights: The Town reserves the right to reject any or all qualifications submissions, cancel or modify this RFQ, request clarification of submitted information, revise the procurement schedule or requirements by written addendum, and take other actions permitted by applicable law. Issuance of this RFQ does not obligate the Town to select a respondent, award a contract, or proceed with the project.
Costs of Preparation: All costs incurred in preparing or submitting qualifications, participating in interviews or presentations, or responding to requests for additional information shall be the sole responsibility of the respondent. The Town will not reimburse respondents for these expenses.
Accuracy of Information: Respondents are responsible for ensuring that all information submitted is accurate and complete. The Town reserves the right to verify information provided in a submission, including project experience, references, licenses, certifications, and qualifications.
Compliance with Applicable Laws: The selected design builder shall comply with all applicable federal, state, and local laws, regulations, codes, licensing requirements, and Town ordinances relevant to the project. All required professional licenses and registrations must remain valid throughout the performance of the applicable services.
Conflict of Interest: Respondents shall disclose any actual or potential conflict of interest that could affect their participation in the procurement process or performance of the project.
Public Records: Qualifications submissions and related procurement records may be subject to disclosure under the North Carolina Public Records Act. Respondents should not include confidential or proprietary information unless permitted by applicable law.
Insurance and Contract Requirements: The selected design-builder will be required to satisfy applicable insurance, licensing, and contractual requirements established by the Town. The design-builder shall provide performance and payment bonds as required by N.C. Gen. Stat. § 143-128.1A and other applicable laws. Specific insurance limits, bond forms, and other contract requirements will be stated in subsequent solicitation and contract documents, as applicable.
No Guarantee of Award: The Town makes no guarantee that this RFQ will result in a contract or that any respondent will be selected. Any contract resulting from this procurement will be subject to the required approvals, final negotiated terms, and applicable law.
