TOWN OF BILTMORE FOREST, NORTH CAROLINA
REQUEST FOR QUALIFICATIONS FOR ON-CALL/AS-NEEDED ENGINEERING SERVICES
1. Purpose & Introduction
The Town of Biltmore Forest is seeking qualified, multi-disciplinary professional engineering firms (or individuals) to provide on-call, as-needed professional civil engineering and related consulting services. The selected firm(s) will provide the Town with a flexible, effective, and responsive mechanism to address a variety of municipal engineering needs as they arise, ensuring ready access to specialized technical services.
The initial contract duration will be for approximately three (3) years, with the option to extend the agreement for an additional two (2) years at the Town’s discretion. Anticipated contract task orders will be dependent upon specific project needs, supplemental engineering requirements, and available municipal funding.
2. Scope of Services
The selected firm(s) will assist the Town with professional civil engineering, project management, and related advisory services including, but not limited to:
• Preliminary Studies & Assessments: Preliminary engineering reports (PERs), master planning, feasibility studies, asset management assessments, and capital improvement plan (CIP) support.
• Grant Support: Grant writing, application assistance, technical documentation, and administrative compliance for state and federal funding sources.
Town of Biltmore Forest
RFQ 2026-01
• Design & Permitting: Design services, preparation of construction drawings, technical specifications, and navigating regulatory permitting through state and local agencies.
• Infrastructure & Public Works Support: Engineering support for stormwater management, drainage systems, roadways, pedestrian infrastructure, public facilities, and water distribution infrastructure.
• Construction Administration: Bidding support, contract management, construction administration, on-site observation, coordination with contractors, and issue resolution.
• Environmental Engineering: Environmental assessments, compliance tracking, and mitigation strategy planning.
• Disaster Response & Emergency Engineering: Provide rapid-response engineering services following natural disasters, severe weather events, or structural failures. This includes immediate post-event structural and safety assessments of municipal infrastructure (bridges, culverts, roadways, public buildings, and utilities); emergency design for temporary or permanent infrastructure restoration; and the preparation of technical documentation, cost estimates, and damage descriptions required for FEMA and state-level public assistance reimbursement programs.
3. Evaluation Criteria
In accordance with North Carolina General Statutes (NCGS § 143-64.31—the Mini-Brooks Act), selection will be a qualification-based process. Estimated costs or fees shall not be submitted with the Statement of Qualifications.
The Town will review and evaluate submissions based on the following criteria:
• Municipal Experience: Demonstrated competence and specific civil engineering experience working with municipal governments, preferably in Western North Carolina.
• Staff Capability: Qualifications, professional certifications, and availability of key personnel assigned to perform work.
• Project Delivery Track Record: Proven ability to meet project schedules and maintain strict budgetary constraints.
• Grant Sourcing Success: Past performance and success rates regarding grant or alternative revenue sourcing for local government infrastructure.
Town of Biltmore Forest
RFQ 2026-01
• Customer Service & Communication: A demonstrated approach to clear communication, collaboration with municipal staff, and responsive project management.
• Regulatory Knowledge: Deep understanding of state and federal environmental and permitting regulations, as well as standard regional construction practices.
• Disaster Recovery & FEMA Compliance: Demonstrated experience in emergency response engineering, including rapid mobilization capabilities and a proven track record of successfully navigating FEMA Public Assistance (PA) program guidelines and documentation requirements to maximize municipal reimbursement.
4. Submission Requirements
Interested firms must submit a Letter of Interest and a Statement of Qualifications containing the following elements:
Part A: Letter of Interest
• Firm Profile: Provide the official firm name, year established, primary office address, telephone number, email, and the designated contact person.
• Executive Summary: Detail your interest in serving as an "engineer on-call" for the Town of Biltmore Forest and outline the unique advantages your team brings to the municipality.
• Operating History: Briefly describe the firm’s operating history, local office footprint, and general stability.
• HUB Status: Identify if the firm is classified as a Historically Underutilized Business (HUB) or plans to utilize HUB sub-consultants.
Part B: Statement of Qualifications
• Team Structure: Outline the organization of your proposed team and any sub-consultants.
• Municipal Project Examples: Provide two (2) to five (5) examples of municipal engineering projects that are either currently in progress or completed within the past five (5) years.
• Organizational Chart: Provide an organizational chart identifying key team members, their respective disciplines, titles, and professional certifications (P.E., etc.). Identify the primary project manager for each major discipline.
Town of Biltmore Forest
RFQ 2026-01
• Quality & Management Controls: Describe how task orders, project timelines, and quality control will be managed effectively across different disciplines.
• Emergency Mobilization Protocol: Briefly describe the firm’s protocol for rapid deployment and availability of technical personnel to assist the Town within 24 to 48 hours of a declared local emergency or natural disaster.
• Resumes: Append brief professional resumes for all key management and technical staff proposed for on-call assignments.
5. Procurement Schedule & Instructions
All questions and formal submittals must be directed to the designated Town representative below.
• RFQ Release Date: June 1, 2026
• Deadline for Written Questions: June 15, 2026 at 5:00 PM
• Town Responses to Questions: June 19, 2026
• Submittal Deadline: June 26, 2026 no later than 3:00 PM
6. Contact & Delivery Information
Questions regarding this RFQ must be submitted via email to the primary contact listed below. Final qualifications packages may be submitted electronically or via hard copy to:
Attn: Mailing Address: Harry Buckner, Town Engineer Town of Biltmore Forest P.O. Box 5352 Biltmore Forest, NC 28813
Physical Address:
Harry Buckner, Town Engineer Town of Biltmore Forest 355 Vanderbilt Road Biltmore Forest, NC 28803
Email: hbuckner@biltmoreforest.org
Phone: (828) 274-3919