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					City of Jacksonville, NC

        Request for Qualifications – Planning and Engineering Services
                                         LEJEUNE TRAIL AND GREENWAY

                                                 September 22, 2008

I. INTRODUCTION
The City of Jacksonville is soliciting Statement of Qualifications (SOQ) from engineering firms for
contract services to conduct a Greenway Feasibility Study and to prepare preliminary design drawings
for the proposed greenway, which is envisioned to connect the existing Rails to Trail greenway to
downtown Jacksonville. The anticipated greenway route would cross Scales Creek and pass through the
Beirut Memorial. The selected Firm may also be requested to prepare construction drawings,
specifications, and permit applications for all or part of the infrastructure recommended during the
study and preliminary design phases as well as construction observation and administration services
during the construction of the infrastructure. Execution of the work is expected to occur over three
phases: Feasibility Study, Functional Design, and Final Design.

The selected Firm should be prepared to have the Study Phase completed within 120 calendar days from
receiving a written Notice to Proceed (NTP), the Functional Design should be completed within 210 days
from the NTP, and Final Design is to be completed within 300 days from the NTP. At the City’s option, if
additional work is incorporated, additional calendar days will be added to the project at a negotiated
price with the selected Firm.

II. RECEIPT OF QUALIFICATIONS
Statement of qualifications shall be submitted to Wally Hansen of the Engineering Division, Department
of Public Services, City of Jacksonville, PO Box 128, Jacksonville, NC 28541, no later than 5:00 PM,
October 24, 2008. Five copies shall be submitted.

The City of Jacksonville reserves the right to reject any and all submittals.

III.    SCOPE OF SERVICES
The City of Jacksonville is interested in constructing a greenway from the existing Rails to Trails
greenway, across Scales Creek, through the Beirut Memorial, to a point in downtown Jacksonville. It is
anticipated that this trail will be a 10-foot path in a 16-foot wide easement. In order to account for the
stream crossing, the project will include the development of a preliminary bridge feasibility study to
determine the best alignment for the crossing as well as recommended type of structure. The City
would like to conduct the Feasibility Study and Functional Design Phases so that preliminary cost
estimates can be generated for budgeting purposes. The City desires to engage a qualified firm to
provide these services and may also request that the selected firm provide final design and permitting
services as well as construction administration and observation services after the Feasibility Study and
Functional Design phases. The nature of the work is described below; however, the City may negotiate
changes or additions to the scope of work for these phases or subsequent phases contingent upon the
findings and recommendations of the Feasibility Study and Functional Design phases.
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Post Office Box 128  Jacksonville, North Carolina 28541  (910) 938-5249 TDD# (910) 455-8852  Fax (910) 938-5046
PHASE 1: FEASIBILITY STUDY
The purpose of the Phase 1 work is to identify recommended route alternatives, permitting
requirements, and bridge concepts for the proposed greenway within the defined study area (See
Attached Map). It is anticipated that deliverable for this phase of work shall include a Greenway
Feasibility Study Report which addresses the following:

   A. ROUTE SELECTION
      Develop up to 3 alternative alignments depicted graphically using aerial and GIS images.
      Identify constraints for each alignment including but not limited to wetlands, streams,
      floodplain, easement acquisition, topography, accessibility, length, constructability, threatened
      and endangered species, bridge crossing(s), and aesthetics.

       Address the crossing of Scales Creek by identifying the appropriate crossing location, anticipated
       structure type, and develop a conceptual bridge exhibit. Provide analysis necessary to facilitate
       the identification of a preferred alternative.

   B. STAKEHOLDER COORDINATION
      Coordinate with affected/interested stakeholders including but not limited to City staff, MCB
      Camp Lejeune, Veterans Affairs (Beirut Memorial), Jacksonville Urban Area MPO, and Bettering
      Our Local Downtown (B.O.L.D.) association.

       The selected Firm shall conduct stakeholder meetings which should include:
                 1. An introductory meeting presenting the project and scope of work and soliciting
                     stakeholder concerns and feedback for the project.
                 2. A meeting presenting the 3 alternative alignments and soliciting stakeholder
                     comments.
                 3. A final meeting presenting the preferred alternative

   C. PERMIT IDENTIFICATION
      Identify all necessary permits and permitting documents required for the construction of the
      greenway and associated creek and floodplain crossings.

PHASE 2: FUNCTIONAL DESIGN
The purpose of this Phase 2 work is to prepare functional design plans (30% plans) that generate an
engineer’s opinion of probable construction costs (EOPCC) so that the City can arrange for project
funding for final design and construction. It is anticipated that the deliverable for this phase of work
shall include a set of 30% plans which addresses the following:

   A. PRELIMINARY PLANS
      Develop 30% design plans for the greenway and pedestrian bridge. If applicable, provide a
      design that spans the floodway crossing Scales Creek. Two alternative options should be
      provided for the preparation for (1) No-Rise Certificate and (2) CLOMAR/LOMAR if spanning the
      floodway is not feasible.




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   B. SURVEY
      Preliminary survey work should identify necessary easements and/or right-of-way acquisitions
      and property owner information. This work shall also include general topographic, wetland,
      stream buffer, and other survey information necessary to produce 30% design plans.

   C. GEOTECHNICAL
      Conduct the required geotechnical investigations needed for 30% plans for the proposed Scales
      Creek pedestrian bridge.

   D. ENGINEER’S OPINION OF PROBABLE CONSTRUCTION COSTS (EOPCC)
      Prepare an itemized EOPCC based on the 30% plans and including anticipated right-of-way
      and/or easement acquisitions.

PHASE 3: FINAL DESIGN

   A. DRAWINGS AND SPECIFICATIONS
      The Firm shall prepare detailed drawings, specifications, and contract documents necessary for
      the bidding and construction of the proposed greenway. The Firm shall also furnish documents
      and design data, as may be required, to obtain approvals and permits of all state, federal and
      local agencies as may have jurisdiction over the design and construction of this project, or any
      part thereof.

   B. SURVEY WORK
      The Firm will conduct all surveying and other field work necessary to formulate detailed
      drawings and specifications. If necessary, the Firm will also assist the City in the preparation of
      all documentation such as survey maps and legal descriptions necessary to obtain easements to
      construct and maintain identified improvements.

   C. COST ESTIMATES
      The Firm shall prepare a construction cost estimate for the project. The estimate will include
      bid item description, bid unit, bid quantity, unit price and total price for each bid item. The
      spreadsheet item description shall correspond with the Bid Schedule item description to be used
      when advertising the project for construction bids. The estimate shall include the quantities of
      all work items shown and noted on the plans, and unit prices shall be based on recent bid
      results from similar projects.

   D. UTILITY COORDINATION
      Firm will coordinate improvements with all affected utility companies to obtain precise
      horizontal and vertical locations of their existing facilities. The firm shall also identify and
      coordinate needed relocation, removal or adjustments due to design conflicts. Said information
      shall be clearly shown and noted on the plans and taken into consideration when designing the
      proposed improvements. Firm will keep an accurate record of all correspondence with utility
      company representatives, including copies of comments made concerning design plans.




                                     RFQ – Lejeune Trail and Greenway
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    E. FORMAL MEETINGS
       Firm shall be available for at least one formal meeting of the Jacksonville City Council. This
       meeting will allow the Firm to present findings, outline cost estimates, and make bid award
       recommendations.

        Firm shall prepare the agenda, conduct the pre-bid conference, and shall be responsible for the
        minutes thereof.

        The Firm shall coordinate and attend a pre-construction meeting and respond in writing to all
        questions related to final construction drawings and specifications.

        The Firm may also be requested to coordinate and prepare minutes for monthly progress
        meetings during construction of the project.

    F. BIDDING ASSISTANCE
       Firm may be requested to provide assistance during the bidding phase of the project. Should
       the City choose to include this additional service, the Firm will be responsible for coordinating
       the date and time of the bid with the City. The Firm shall also attend the bid opening and record
       the bid results, review each bid received to ensure that it in compliance with the requirements
       set forth by the bid documents, and provide a written tabulation of the bids to the City to be
       accompanied by a written recommendation of award to the City. This includes the qualification
       of perspective contractors.

    G. CONSTRUCTION ADMINISTRATION
       The City may elect to include Construction Administration into the Scope of Services. Should the
       City choose to include Construction Administration, the Firm will be responsible for issuing all
       instructions to the City and to the contractor(s), prepare routine change orders as required, and
       act as interpreter of the requirements of the contract documents and judge the performance of
       the parties thereto. The Firm will also make recommendations on all claims of the contractor(s)
       related to the execution and performance and progress of the work and all other related
       matters and questions for final decision by the City.

        Based on the Firm’s on-site observations and inspections of the contractor(s) applications for
        payments and the accompanying data and schedules, the Firm will also determine the
        amount(s) owed the contractor(s) and submit to the City written recommendations in regards to
        payment requests made by the contractor(s). The Firm will conduct field inspections during the
        active construction phase of the project and conduct a final inspection to determine if the
        project has been completed in accordance with the contract documents and provide to the City
        a Certification of Project Completion and Acceptance.

IV. CONTENTS OF QUALIFICATION STATEMENTS
GENERAL FORMAT:
The successful firm will assemble a team of professionals with experience in the planning and design of
the trail and greenway facility and all other aspects identified in the Scope of Work. The Qualifications
Statement must clearly describe the credentials of the personnel who will perform the work. It must
also contain a specific plan with timeline for completing the Scope of Work. The statement must include

                                      RFQ – Lejeune Trail and Greenway
                                                 Page 4 of 7
a technical approach that demonstrates a well-structured and reasonable work plan. Specific tasks that
will achieve the stated objectives and result in the defined products should be included.

Qualification Statements shall be submitted on 8 ½” x 11” paper, side bound with Table of Contents and
reference tabs for key sections. Five bound copies should be submitted. The statements must include
the following sections:

   A. TRANSMITTAL LETTER
      This letter will briefly summarize the Firm’s interest in performing the work and the
      commitment of key personnel identified in the submittal. It should also provide a summary of
      the key elements of the qualifications of the Firm and its sub-consultants. It should highlight
      any unique and special qualifications or approaches that the Firm wishes to be considered in the
      evaluation.

   B. FIRM CAPABILITY
      The recent relevant experience of the Firm and any proposed sub-consultants must be
      described. The projects listed should be similar in nature to the Scope of Work described by this
      RFQ. The description will include the manner in which this project would affect the current and
      anticipated workload of the Firm, any special equipment or other resources that would enhance
      the ability to perform the work, and internal procedures for maintaining project schedules and
      quality control. Unique or special qualifications, including working with other governmental
      agencies, related to the substance of the proposed work should be emphasized.

       Firms shall submit contact information for at least three (3) clients who have received similar
       services.

   C. PROJECT UNDERSTANDING AND APPROACH
      A general description of the Firm’s understanding of the project must be provided. This
      description should include a summary of general issues related to the planning, design,
      permitting and construction, specific issues that may apply to the City of Jacksonville. The
      proposed approach for dealing with the tasks and issues of the project must be described. The
      objectives, major tasks, and products described in the Scope of Work of this RFQ should be used
      as the basis for this description. Specific methods of achieving these objectives and tasks to be
      performed should be described. A tentative schedule indicating the duration and relationships
      of the tasks, key events, and major deliverables must be included. Priorities for achieving the
      objectives of the Scope of Work should be included in the proposal.

       The Firm will be expected to work closely with City staff in the completion of the required work.
       The City staff will contribute to the completion of the tasks described in the Scope of Work. The
       Qualification Statement should include a description of the assumptions made concerning the
       nature and extent of the City staff contribution.

   D. STAFF QUALIFICATIONS
      The staff persons who will comprise the project team must be identified and their assignments
      and qualifications described. Persons from the principal Firm and any sub-consultants should be
      included. Of particular relevance will be experience on similar projects.


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        An organization chart showing the relationship of the individuals to each other and to the tasks
        to be performed should be included. The specific responsibility of each staff member must be
        identified. Of particular relevance are the qualifications of the project manager and the task
        leaders of the various disciplines.

    E. AVAILABILITY /LOCATION OF KEY STAFF
       The location of the offices where the work will be performed should be specified. Of particular
       relevance are the locations of the project manager and other key members of the project team.
       Availability of key staff persons at strategic times during the project must be assured.

    F. RESUMES
       Detailed resumes of key staff members may be included to supplement the description of staff
       qualifications. These resumes may not exceed two pages for each person.

    G. BILLING RATES
       The hourly billing rates charged by the Firm for each position type should be made part of the
       Qualification Statement.

    H. SIGNATURE ON QUALIFICATION SHEET
       The Qualification Statement must be signed by an authorized representatives of the company
       named thereon. The signature on this statement shall be interpreted to signify the Firm’s intent
       to comply with all the terms, conditions and specifications set forth in this solicitation, unless
       specific exceptions are noted on the proposal.

V. EVALUATION CRITERIA
Qualification Statements will be evaluated by a selection committee consisting of City department
representatives. Departments that may be represented include the following: Administration,
Recreation, Planning, and Public Services.

The City will be the sole judge as to which Qualification Statement(s) represents experience that will be
of the most benefit to the City. Statements will be evaluated according to the quality of the submittal
and the following key criteria:

    A. FIRM CAPABILITY
       Of particular importance is the relevant experience of the Firm and its sub-consultants. The
       successful completion of similar projects in other locations will receive favorable evaluation. It
       is essential that the employees who have this experience be assigned to the project. The
       proposal should provide the assurance that the qualified personnel will be available. This
       requirement will apply to all sub-consultants as well as to the principal Firm. It is also essential
       that the proposal demonstrate an ability of the Firm to develop and maintain the project budget
       and schedule. Specific management procedures in these areas should be described. The Firm’s
       quality control program should be described and its successful use on other projects
       documented.

    B. STAFF QUALIFICATIONS
       Similar experience of the key members that will be performing the actual project work will be
       considered; therefore, each key member of the project team must be identified and his or her
                                       RFQ – Lejeune Trail and Greenway
                                                  Page 6 of 7
       qualifications described. The specific assignment of each key staff member must be identified.
       The qualifications of the project manager should be highlighted. The description of the project
       manger should identify major projects completed, unique or innovative accomplishments, the
       time commitment and availability through completion of the project, and the office location
       from which he or she will work. Similar information should be provided for key discipline
       leaders. The manner in which the team will be managed in a cohesive manner to complete the
       work should be summarized. The ability of the consultant staff to work together and with the
       City staff should be demonstrated. Moreover, Firms need to provide any statements of conflict
       that may be relevant to the underlying project and completion of the study.

   C. TIMING AND SCHEDULE
      The evaluation will consider the manner in which the following items are described:
      relationships and relative importance of the project issues; approaches for dealing with all issues
      and tasks; priorities among the various tasks; and realistic timing and scheduling.

   D. AVAILABILITY OF KEY STAFF
      Consideration will be given to the availability of key staff at strategic times during the study.
      Factors to be evaluated include convenience of communications between City staff and the
      consultant team and the availability of the consultant staff for agency coordination activities and
      public meetings.

   E. EXPERIENCE WORKING WITH OTHER GOVERNMENTAL E NTITIES
      Consideration will be given for experience working with the North Carolina Department of
      Transportation (NCDOT) as well as branches of the military.

VI. PRESENTATION BY FIRM
Following review of the evaluation criteria listed in Section V above, the City may determine that it is
advantageous in the selection process to have selected Firms make a verbal presentation of their
qualifications. If so, the presentation will be included in the selection process.




                                      RFQ – Lejeune Trail and Greenway
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