REQUEST FOR QUALIFICATIONS (2027) On-Call Engineering and Professional Services

Description: Date Issued: November 02, 2026 Issuing Agency: City of Oxford, North Carolina - Engineering Department RFQ Contact: Kevin Heaphy, P.E., City Engineer Questions Due: November 16, 2026 Answers to Question: November 25, 2026 SOQ Due: January 11, 2027 • 04:00 p.m. ET Contract Term: Three years, with two optional one-year extensions 1 Invitation and Purpose The City of Oxford, North Carolina (City) is soliciting Statements of Qualifications (SOQs) from qualified professional firms to provide on-call engineering, architectural, surveying, planning, funding, and related technical services in support of municipal infrastructure and facility needs. The purpose of this RFQ is to establish a flexible pool of qualified consultants that can supplement City staff and respond to assignments of varying size, complexity, and duration. The City may select one or more firms for each service category. Firms are not required to provide all services identified in this RFQ and should clearly identify the categories for which they wish to be considered. No minimum amount of work is guaranteed. Assignments will be made on an as-needed basis at the City's discretion and in accordance with applicable procurement requirements. 2 On-Call Program and Contract Structure The City anticipates entering into Master Services Agreements (MSAs) with selected firms for an initial term of three (3) years. The City may, at its discretion and subject to written agreement, extend the MSA for up to two (2) additional one-year periods. Work will be authorized through individual task orders or supplemental agreements. Each authorization will define the project-specific scope of services, deliverables, schedule, compensation, project management responsibilities, and other applicable requirements. Selection for an MSA does not guarantee a minimum number or value of assignments. For individual assignments, the City may consider the firm's qualifications, relevant technical expertise, availability and capacity, past performance, project needs, and other factors permitted by applicable procurement requirements. 2.1.1 Task Order Procedures Individual assignments will be authorized through written Task Orders issued under the applicable Master Services Agreement. Each Task Order will establish, as applicable, the project-specific scope of services, deliverables, schedule, compensation, funding requirements, project management responsibilities, assumptions and exclusions, and other special conditions. No work is authorized solely by execution of an MSA. For each assignment, the City may request a scope and fee proposal from the selected consultant. The City and consultant will negotiate the final scope, schedule, and compensation prior to authorization of the Task Order. Changes affecting the authorized scope, schedule, or compensation shall require written approval by the City. The City is not obligated to distribute Task Orders equally among selected firms. Assignments may be made based on the qualifications and expertise required, availability and responsiveness, past performance, continuity with prior work, and the specific needs of the City, subject to applicable qualifications-based selection requirements. 3 Scope of Services Anticipated services may include, but are not limited to, the following: project-specific assignments, multidisciplinary capital projects, development review, regulatory and operational support, staff augmentation, and other technical assistance necessary to supplement City resources. Assignments may range from limited technical consultations and reviews to complete planning, design, bidding, construction, and project-delivery services. Respondents should identify the service categories and technical disciplines for which they are qualified. 3.1 Utility Engineering Planning, evaluation, design, rehabilitation, and construction support for water distribution; wastewater collection and treatment, force mains; booster pump stations, lift stations, storage, and related infrastructure; hydraulic modeling, capacity and condition assessments; SSES and I\&I evaluations; operational optimization; regulatory and permitting support; emergency response; and SCADA and controls improvements. 3.2 Stormwater \& Water Resources Engineering Drainage and watershed studies; development-related drainage plan reviews; hydrologic and hydraulic modeling; floodplain management; field identification and delineation of streams and wetlands; stormwater infrastructure evaluation and design; stream stabilization and restoration; stormwater control measures; MS4 program and permit compliance support; water-quality evaluations; and associated environmental permitting. 3.3 Transportation Engineering Planning, evaluation, design, rehabilitation, and construction support for streets and related transportation infrastructure; pavement condition assessments and street improvement programs; roadway and traffic-control design; sidewalk, pedestrian, parking, and accessibility improvements; traffic studies and signal design; coordination with applicable agencies; and related transportation engineering services. 3.4 Architectural, Structural \& Facility Engineering Planning, evaluation, design, renovation, rehabilitation, and expansion of municipal facilities and structures; architectural and structural design and condition assessments; facility planning, accessibility, code compliance, and specialty improvements; alternative project delivery; and Owner's Advisor/Representative services; and multidisciplinary design, constructability, commissioning, and construction-phase support. 3.5 Planning, Asset Management \& Regulatory Support Infrastructure planning and feasibility studies; capital improvement planning; condition assessments; GIS and asset-management support; system data analysis; asset inventories and risk-based renewal/replacement planning; development and maintenance of engineering standards, specifications, standard details, design criteria, technical policies, and ordinance updates; regulatory compliance; permitting; and coordination with applicable local, State, and Federal agencies. 3.6 Development \& Site Plan Review Technical review of development and site plans, including water, sewer, stormwater, transportation, sidewalk, accessibility, grading, drainage, and related infrastructure for compliance with City standards and regulatory requirements; coordination with applicants, design professionals, City departments, and regulatory agencies; and construction-phase review and inspection support. 3.7 Project Development, Design \& Construction Support Preliminary engineering and alternatives evaluation; preparation of plans, specifications, and cost estimates; permitting, bidding, and procurement assistance; construction administration, observation, inspection, and resident project representation; program and project management; alternative project delivery; schedule and budget management; Owner's Representative and technical advisory services; supplemental staff support; and project closeout. 3.8 Funding \& Grant Assistance Identification and evaluation of funding opportunities; preparation of grant and funding applications; development of supporting technical documentation; and assistance with funding-agency requirements and project administration. 3.9 Surveying, GIS, Geotechnical \& Specialty Services Engineering and property surveying; right-of-way and easement services; utility inventory, mapping and GIS data collection; subsurface utility investigations; geotechnical and environmental investigations; materials and coatings testing; structural evaluations; specialty inspections; plat preparation/review, legal-description support, easement exhibits, property research and acquisition support; and other supporting technical services. 4 Statement of Qualifications Requirements SOQs shall be organized in the order below. A submittal that materially fails to address the requested information may be deemed nonresponsive. 4.1 Letter of Interest • Firm name, office location(s), primary contact, and contact information. • Service categories for which the firm wishes to be considered. • Brief statement of interest and the firm's principal advantages for the City's on-call program. • Acknowledgment of all RFQ addenda. • Identification of Disadvantaged Business Enterprise or other applicable certification status, if any. • Disclosure of known conflicts of interest involving the City or the proposed program. 4.2 Firm and Project Team • Organizational chart identifying the proposed on-call program manager, discipline leads, key personnel, and subconsultants. • Relevant licenses, years of experience and certifications for key personnel. • Description of how multiple disciplines and concurrent task orders will be managed. • Quality management and quality control approach. • Availability, workload, and ability to respond to routine and time-sensitive assignments. • Resumes for proposed project managers, discipline leads, and other senior personnel with primary responsibility for oversight and delivery. • Relevant subconsultant relationships, including the nature of services and demonstrated history of collaboration where applicable. 4.3 Understanding and Approach • Understanding of municipal on-call programs and the City's infrastructure and facility needs. • Approach to initiating, scoping, managing, and completing task orders of varying size and complexity. • Approach to communication, coordination, schedule management, budget management, and change management. • Experience coordinating with municipal staff and outside agencies, including NCDOT, NCDEQ, USACE, regional utilities, and other entities as applicable. • Approach to responsiveness, staffing continuity, and urgent or short-duration assignments. 4.4 Representative project experience and References Provide representative projects completed or substantially performed within the past five (5) years that collectively demonstrate the firm's qualifications for the service categories being pursued. Firms are not required to provide separate project examples for each service category. Respondents should clearly identify the applicable service category or categories demonstrated by each project. For each project, provide the following information: • Project name, owner, location, size, and scope. • Services performed and the firm's degree of responsibility. • Original and final schedule, with explanation of material variances where applicable. • Original and final project or construction cost, as applicable, with explanation of material variances. • Funding sources or grant support, where applicable. • Key personnel involved and their responsibilities. • Relevance to the service categories identified in the SOQ. 4.4.1 Consultant Reference Provide three (3) client references for whom your firm has provided professional services within the past five (5) years. References should be representative of the service categories for which your firm is seeking consideration and shall be submitted using the template provided in the RFQ. 4.5 Service Category Qualifications Matrix Complete the matrix by selecting the service categories for which your firm is submitting qualifications and listing the proposed discipline lead for each selected category. 5 Qualifications-Based Selection and Evaluation The City will evaluate and select firms in accordance with N.C.G.S. §143-64.31 based upon demonstrated competence and qualifications for the professional services required, without regard to fee except as permitted by applicable law. Following selection, the City will negotiate the scope, schedule, and fair and reasonable compensation for individual assignments with the best-qualified firm. If negotiations are unsuccessful, the City may terminate negotiations and proceed with the next best-qualified firm. The City may select multiple firms and may select different firms for different service categories. The City is not obligated to distribute assignments equally among selected firms. Individual assignments may be made based upon the specific qualifications required, demonstrated experience, availability, responsiveness, past performance, continuity with prior work, and the needs of the City, subject to applicable qualifications-based selection requirements. Evaluation criteria include Relevant Firm Experience; Qualifications of Key Personnel; Understanding & Approach; Municipal / North Carolina Experience; Capacity & Responsiveness; Relevant Local / Regulatory Knowledge; Quality & Completeness of SOQ. 6 Selection Process SOQs will be reviewed by a committee of City personnel. The City may establish a shortlist, conduct interviews, request clarifications, and select one or more firms within individual service categories. The City reserves the right to reject any or all SOQs, waive informalities or minor irregularities, and cancel or revise the solicitation as permitted by law. The City will use good-faith efforts to notify minority firms of the opportunity to submit qualifications for consideration, consistent with applicable North Carolina law. 7 Questions and Communications Questions regarding this RFQ shall be submitted in writing by email to Kevin Heaphy, P.E., City Engineer, at kevin.heaphy@oxfordnc.org no later than 5:00 PM on November 16, 2026. Questions received after the deadline may not be considered. If the City determines that clarification or modification of the RFQ is necessary, an addendum will be issued. Respondents shall acknowledge all addenda in their SOQ. Prospective firms shall not contact other City officials or employees regarding this solicitation except as expressly authorized by the City. Unauthorized communications may result in disqualification. 8 Submission Instructions Submit three (3) hard copies of the Statement of Qualifications (SOQ) in a sealed package clearly marked: "Statement of Qualifications - Oxford On-Call Engineering and Professional Services". In addition, submit one (1) electronic copy in PDF format via email to kevin.heaphy@oxfordnc.org, USB flash drive, or an approved file transfer service. Electronic submissions shall clearly identify the respondent and include the subject line or file name: "Statement of Qualifications - Oxford On-Call Engineering and Professional Services". The Base Statement of Qualifications (SOQ) shall be limited to sixteen (16) single-sided pages or eight (8) double-sided pages. For each service category submitted, firms may provide up to four (4) additional single-sided pages or two (2) additional double-sided pages. Pages exceeding the stated limits may not be reviewed or considered during the evaluation process. Page limits exclude front and back covers, the Letter of Interest, and resumes of key personnel proposed for project management and service delivery. Resumes for entry-level and support staff are not required. Body text shall be no smaller than 10-point font. Smaller font sizes may be used for figure captions, tables, and graphic labels. Submit to: Kevin Heaphy, P.E., City Engineer City of Oxford Mailing Address: PO Box 1307, Oxford, NC 27565 Physical Address: 300 Williamsboro Street, Oxford, NC 27565 SUBMISSION DEADLINE: January 11, 2027 • 04:00 p.m. ET. Submittals received after the stated deadline may be rejected. 8.1 Anticipated Procurement Schedule Advertisement: November 2, 2026 Questions Due: November 16, 2026 Response to Questions-Addendum: November 25, 2026 SOQ Submission: January 11, 2027, 4:00 p.m. Evaluation of SOQs: February 17, 2027 Anticipated Board Consideration: March 09, 2027 9 General Conditions • All costs associated with preparing, submitting, and presenting an SOQ are the responsibility of the respondent. • All SOQs become the property of the City of Oxford upon submission and will be handled in accordance with applicable public-records requirements. • The City reserves the right, to the extent permitted by law, to reject any or all SOQs; waive informalities or minor irregularities; request clarifications; cancel, modify, or reissue solicitation; and determine the submittals that best serve the City's interests. • Any SOQ may be withdrawn or modified by written request received before the submission deadline. • Selected firms and applicable professional personnel shall maintain all licenses and registrations required to perform the authorized services in North Carolina. • The City of Oxford is an Equal Opportunity Employer. 9.1 Conflicts of Interest Selected firms shall disclose known or potential conflicts of interest and shall certify, as required by the final agreement, that no prohibited contingent fees have been paid to solicit or secure work under the contract. 9.2 Insurance and Indemnification 9.2.1 Indemnification The successful Proposer(s) shall defend, indemnify, and hold harmless the City of Oxford, its officers, employees, agents, and representatives from and against claims, damages, losses, liabilities, and expenses arising out of or resulting from the performance of services under the Contract, to the extent attributable to the negligent acts, errors, omissions, or willful misconduct of the Proposer(s), its employees, agents, subconsultants, or others for whom the Proposer(s) is legally responsible. 9.2.2 Insurance Requirements The successful Proposer(s) shall maintain, at its own expense, insurance coverage appropriate to the services performed under the Contract and meeting the minimum requirements established by the City. Insurance shall be issued by insurers authorized to conduct business in the State of North Carolina and shall remain in effect for the duration required by the Contract. At a minimum, required coverage shall include: • Commercial General Liability: $1,000,000. • Professional Liability / Errors and Omissions: $1,000,000 per claim and $2,000,000 aggregate • Workers' Compensation: Statutory limits as required by North Carolina law • Employer's Liability: $1,000,000. • Automobile Liability: $1,000,000. • Pollution Liability: $5,000,000 Where applicable to the coverage and permitted by the policy, the City of Oxford, its officers, employees, agents, and representatives shall be named as additional insureds. 9.2.3 Evidence of Insurance Prior to execution of the Contract, the successful Proposer(s) shall provide certificates of insurance and any required endorsements demonstrating compliance with the City's insurance requirements. Required coverage shall be maintained throughout the applicable contract period. If coverage expires during the Contract term, the Proposer(s) shall provide evidence of renewal or replacement coverage as required by the City. 10 About the City The City of Oxford is located in Granville County, North Carolina, and owns, operates, and maintains municipal infrastructure that includes water distribution, wastewater collection and treatment, streets, stormwater infrastructure, and public facilities. The City also coordinates with regional utility partners and local, State, and Federal agencies in the planning, funding, and implementation of capital improvements. Through this on-call program, the City seeks to supplement staff capabilities with readily available professional expertise capable of supporting assignments ranging from focused technical services to multidisciplinary capital improvements. 11 Reservation of Rights Issuance of this RFQ does not commit the City to award a contract, authorize any task order, or reimburse any respondent for costs incurred in preparing an SOQ or participating in the selection process. Contract award and individual assignments remain subject to applicable law, City approval requirements, availability of funding, and execution of appropriate agreements.