REQUEST FOR QUALIFICATIONS FOR ON-CALL/AS-NEEDED ENGINEERING SERVICES
REQUEST FOR QUALIFICATIONS FOR ON-CALL/AS-NEEDED ENGINEERING SERVICES
OVERVIEW AND REQUEST
The Town of Weaverville is located in Buncombe County, North Carolina, and is a full-service municipality that manages and maintains a range of public infrastructure and services, including:
- Parks & Public Facilities:
- Lake Louise Park -12 acres with blue line streams and lake with earthen dam
- Main Street Nature Park – 9 acres with blue line streams and 2 ponds
- Transportation Infrastructure: 22 miles of streets, 6 miles of sidewalks
- Public Water System:
- Town-owned water treatment plant located on the Ivy River with a current capacity of 1.5 million gallons per day (MGD); expansion project to increase to 3.0 million GPD in progress; operating under a NC DEQ Water System Permit, NPDES Wastewater Permit, and Lab Certification from NC Division of Water Resources Laboratory Certification Branch
- 71 miles of water distribution lines, 8 water storage tanks, 6 pump stations, and 384 fire hydrants
- Stormwater Management: 5 Town-owned and maintained stormwater control measures; operating under a stormwater management plan as part of an NPDES MS4 stormwater permit approved and issued by NCDEQ
- Solid Waste Services: Comprehensive sanitation services including residential garbage collection, yard waste and debris removal, leaf collection, and mulch distribution
The Town is seeking qualified firms (or individuals) to be considered for supporting on-call/as-needed multi-disciplinary professional engineering services to the Town. The selected engineers are expected to provide the Town with a flexible and effective way to respond to a range of engineering needs with an available firm with ready multi-dimensional services, as needed. The Town is seeking Letters of Interest/Statement of Qualifications from firms/individuals to provide PROFESSIONAL CIVIL ENGINEERING AND RELATED CONSULTING SERVICES including, but not limited to:
- Preliminary engineering studies and reports
- Grant writing, applications, and administration
- Design services (including filed surveys, plans, and specification preparation)
- Public space, greenway, trail, landscape, and streetscape design
- Permitting and regulatory compliance (NCDEQ, NCDOT, USACE, FEMA, etc.)
- Construction services and support (including bidding, contract management, administration, on-site observation, coordination with contractors, issue resolution)
- Environmental engineering
- Land surveying and mapping (boundary surveys; topos; easements; GIS mapping)
- Land development and planning
- Transportation engineering (planning, design, and engineering for streets, intersections, multimodal infrastructure, and transportation systems; traffic impact analysis; paving condition surveys)
- Water resource planning
- Site selection services
- Fire flow evaluation
- Solid waste solutions
- Financial analysis and rate studies
- ADA transitioning
- Additional civil engineering services as may be needed
The Town anticipates selecting one or more firms to provide these services on a wide variety of projects requiring expertise and experience in the following BROAD PROJECT CATEGORIES:
- Water Production and Distribution
- Storm Drainage Conveyance and Stormwater Management
- Parks and Recreational Facilities
- Public Safety Facilities
- Town-Occupied Building and Facilities
- Geographic Information Systems Management
- Asset Management Systems for utilities, pavement, sidewalks, and storm drainage
The initial contract duration will be for approximately three (3) years, with the option of extending the agreement for an additional two (2) years. Anticipated contract amounts for on-call/as-needed services will be dependent upon specific needs for supplemental engineering services and available funding. No work is guaranteed under any contract with work assigned on an as-needed basis to be determined by the Town in its sole and absolute discretion.
It is the intent of the Town to establish a task order-based approach for the provision of engineering services. For larger-scale projects, the Town may continue to procure professional engineering services using a separate qualification-based selection process.
SELECTION PROCESS
Evaluation and selection of firms will be a qualification-based selection process in accordance with the Mini-Brooks Act (NCGS § 143-64.31). Price will NOT be considered in the selection phase. A variety of factors will be considered including, but not limited to:
- Specific municipal engineering experience in the categories outlined above
- Availability of qualified staff to perform the work
- Previous performance with respect to project delivery, particularly schedules and budgets
- Previous performance with respect to success rate for grant and revenue sourcing
- Approach to providing excellent customer service, through effective communication, coordination, and management of projects, especially schedules and budgets
- knowledge of state and federal permitting regulations and standard construction practices
SUBMITTAL PACKAGE REQUIREMENTS
The qualifications package shall consist of the following information, tabbed as identified and in the order indicated. A firm/individual that submits a package that does not follow the order or address each of the sections below may be deemed non-responsive.
LETTER OF INTEREST
The Letter of Interest must be addressed to Scottie Harris, Weaverville Town Manager. The letter should contain the following elements of information:
- Provide firm name, year established, address, telephone number, email address, and contact person. Briefly describe your firm’s operating history.
- Describe your interest in being an “engineer on call” for the Town and the unique advantage your firm and team brings
- Identify if the firms is classified as a historically underutilized business or plans to use any historically underutilized business in their work
- State any conflicts of interest your firm or any key individuals may have with this program or with the Town
STATEMENT OF QUALIFICATIONS
- Provide information concerning the organization of your team
- Provide an organizational chart which identifies the key members of the firm, relevant disciplines, and names of specific staff, including their titles and relevant certifications
- Identify the project manager for each discipline and describe how services and projects will be successfully managed. Also, describe how quality will be controlled and ensured across all disciplines
- Provide resumes detailing the professional qualifications of key management and staff personnel. Please do not list firm staff that will are not expected to be working on Town projects
- Provide 2 to 5 examples of municipal projects that are either currently in progress or that have been completed in the past five (5) years. Each of the project summaries should include:
- Descriptions of municipal projects including size and scope
- Project schedule – initial schedule and final schedule, including explanation of any delays
- Date and times project services were performed
- Description of services rendered by the firm and degree of involvement
- Key principals and associate staff involved including their assigned responsibilities
- Any other information that demonstrates your firm’s ability to perform similar work with municipalities of similar size and complexity
SUBMITTAL FORMAT/DEADLINE AND SELECTION SCHEDULE
Questions related to the RFQ should be submitted by email to Jennifer Jackson, Assistant Town Manager, at jjackson@weavervillenc.org or 828-645-7116, no later than October 14, 2025. Every attempt will be made to respond by October 18, 2025.
Electronic and/or hard copy submittals are due no later than October 24, 2025, at 3:00 pm, to the attention of:
Jennifer Jackson, Assistant Town Manager
Town of Weaverville
30 South Main Street
Weaverville, NC 28787
The Town intends to finalize the selection process by November 1, 2025. It is anticipated that Master Service Agreements with each selected firm will be in place not later than January 1, 2026.
The Town hereby notifies all firms that it is an equal opportunity employer and will affirmatively ensure compliance with all state, federal, and local non-discrimination laws. As such, the awarded firm will not be allowed to discriminate against any person on the basis of race, religious creed, color, national origin, ancestry, disability, medical condition, marital status, age, gender identity, or sec with respect to hiring, application for employment, tenure or terms and conditions of employment. The firm agrees to abide by all federal, state, and local laws, regulations, ordinances and resolutions.
This information is available in additional languages upon request. Please contact Jennifer Jackson, Assistant Town Manager, at 828-645-7116 or jjackson@weavervillenc.org for accommodations for this project.
Hearing impaired persons desiring additional information or having questions regarding this subject should contact Relay North Carolina at 1-800-735-2962.
Posting/Release Date: October 7, 2025