Project Information

Bid Title

RFQ LUMBERTON LOOP MEADOW BRANCH FLOODPLAIN RESTORATION

Issuing Agency

Lumberton city

Location

North Carolina

Published Date

Nov 16, 2025

Closing Date

Dec 18, 2025

Government Level

State & Local

Status

Closed

Ref. #

RFQ#: RFQ2025-033

Original Source

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Bid Documents

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Project Description

Bid Number:	RFQ#: RFQ2025-033
Bid Title:	RFQ LUMBERTON LOOP MEADOW BRANCH FLOODPLAIN RESTORATION
Category:	Public Works
Status:	Open

Publication Date/Time: 11/14/2025 8:00 AM Closing Date/Time: 12/18/2025 5:00 PM Pre-bid Meeting: 12/03/2025 Contact Person: Brandon Love, Deputy City Manager phone: 910-671-3805 email: blove@ci.lumberton.nc.us Related Documents: RFQ Lumberton Meadow Branch Design Engineering

Attachment Preview

City of Lumberton

500 N Cedar St, Lumberton, NC 28358

RFQ#: RFQ2025-033

Date of Issue: November 14, 2025

LUMBERTON LOOP MEADOW BRANCH FLOODPLAIN RESTORATION

DESIGN, ENGINEERING, and PERMITTING SERVICES

REQUEST FOR QUALIFICATIONS (“RFQ”)

The City of Lumberton (the “City”) is seeking statements of qualifications (“SOQ”) from any interested party (the “Design/Engineering Consultant”) for design, engineering, and permitting services (“Services”) related to the Lumberton Loop Meadow Branch Floodplain Restoration Project (the “Project”). The complete RFQ package will be available to view and download on the City of Lumberton website at the following address: https://lumbertonnc.gov/Bids.aspx.

Submittals will be received at Lumberton City Hall (500 N Cedar St, Lumberton, NC 28358) until 4:00pm EST on December 18, 2025. SOQ packages must be delivered in a physical sealed envelope containing: one (1) bounded hard copy print AND one (1) PDF file located on an external thumb drive. Submittals received not containing these required contents and/or

received after this date and time will not be opened.

Please reference the RFQ# (“RFQ2025-033) on the front of the sealed envelope, with attention to: Brandon Love, Deputy City Manager.

Candidates are also invited to attend an optional pre-submittal meeting on December 3, 2025 at 2:00PM to begin at Lumberton City Hall (500 N Cedar St, Lumberton, NC 28358). This meeting will include: (i) a brief overview of the information presented in this RFQ package; and (ii) a site walk with local officials and other members of the project team. If planning to attend the pre-submittal meeting, please RSVP via email to Brandon Love (blove@ci.lumberton.nc.us) and Leslie Bartlebaugh (leslie_bartlebaugh@ncsu.edu) by November 25, 2025.

Please direct questions and inquiries pertaining to this RFQ to the following email addresses:

Project Manager

Brandon Love, Deputy City Manager

phone: 910-671-3805

email: blove@ci.lumberton.nc.us

cc: Leslie Bartlebaugh (email: leslie_bartlebaugh@ncsu.edu)

1. GENERAL DESCRIPTION OF WORK

1.1. Project Title

Lumberton Loop Meadow Branch Floodplain Restoration

1.2. Project Location / Area

The Project area is a reach of Meadow Branch, a stream located within the City of Lumberton (“City”) north of N. Roberts Avenue, between Jerry Giles Park and Fuller Avenue, and is within the “Lumberton Loop'' recreational greenway system near the intersection of Roberts Avenue and Interstate 95.

1.3. Project Background and Goals

Within a two-year span, the City of Lumberton suffered catastrophic damages as a result of flooding from Hurricanes Matthew (2016) and Florence (2018). Rainfall totals in Lumberton were equivalent to 500- and 1,000-year storm events, respectively, with flood levels inundating (and exceeding) mapped floodplain areas along the Lumber River and in connected tributaries. Flooding in Lumberton is wide-spread and long-lasting. Interstate-95, entire residential neighborhoods, and various public utilities have suffered recurring damages in recent years.

The 8.5-mile “Lumberton Loop” project proposes connecting over 100 parcels to catalyze and connect a chain of nature-based infrastructure across the city. The project will restore stream channels, construct wetlands and reforest floodplains to reduce future flood losses, protect public utilities, and enhance the equity of access to recreational park spaces within underserved communities.

Summary of Project Goals

Serving as the cornerstone project of the “Lumberton Loop” system, the restoration of Meadow Branch converts thirty-tree (33) HMGP “buyout” properties into a green infrastructure system that has been modeled and designed to:

+ restore vacant lots to increase flood storage capacity;

+ reduce future damages to surrounding residential properties;

+ prevent road crossings from overtopping with floodwaters; and

+ fill service gaps in parkspace access.

Data Availability

The City will provide pertinent data and information (i.e. geospatial data, associated technical and planning reports, pertinent granting information and parameters, schematic work done to date, photos and precedent, etc.) to the selected Design/Engineering Consultant upon initiation of work on the Project. Additionally, reports produced during the FEMA BRIC inaugural cycle (Environmental Assessment (EA), Record of Environmental Consideration (REC), and Finding of No Significant Impact (FONSI)) will be provided to the selected Design/Engineering Consultant.

Attachment

The following documents are attached to this RFQ to serve as additional reference material:

● Scope delineation map (“Attachment A”)

2. REQUESTED SERVICES + DELIVERABLES

2.1. Requested Services

The complete scope of services and associated deliverables sought through this RFQ are included below and are organized by the following task categories:

● 2.1.1. Environmental Investigation + Survey

○ Environmental Investigation

○ Topographic / ALTA, SUE, and Boundary Surveys

● 2.1.2. Design / Engineering, Permitting, + Bid Preparation

○ Hydrologic and Hydraulic Modeling / Analysis

○ Site Engineering / Design

○ Permitting

○ Cost Estimating

The selected Design/Engineering Consultant is expected to collaborate with staff from the City and project partners (i.e., NC State University Coastal Dynamics Design Lab (CDDL)) to ensure that the overall project: (i) meets project goals as described in Section 1.3; (ii) utilizes preliminary scoping material generated by the CDDL (see ‘Attachment A’); (iii) remains in compliance with City/County and State regulations, including the HMA Guide to Support Flood Plain Restoration, Part 12, Section A; and (iv) is delivered in a cost-effective and timely fashion to ensure the full completion of the Project within the budget and timeline parameters of external grant programs supporting the effort (see Sections 3.1 and 3.2).

Specific features to be designed and constructed within the Project Area are expected to include, at minimum, the following:

● Improvements to sidewalks and road crossings

● Earthwork and grading to improve drainage and ecology

● Plantings

● Amenity spaces

2.2. Deliverables

Anticipated deliverables include, but are not limited to, the following:

2.2.1. Environmental Investigation + Survey

Environmental Investigation and Survey is to include, at minimum, the following activities:

Task 2.2.1.A: Field Data Collection:

● Such as: field vegetation surveys, existing drainage conditions, and other data needed for design and permitting and/or other ecological assessments

Task 2.2.1.B: Stream / Wetland Delineation:

● Performing a jurisdictional determination of any stream and connected / adjacent wetlands that may be subject to Sections 401 / 404 of the Clean Water Act and may require state- and/or federal-level permitting

Task 2.2.1.C: ALTA, SUE, and Topographic Survey data – specifically tailored to requisite information concerning scopes of work involving ground disturbance within the regulatory stream and floodplain areas – are to be transmitted with the following information, at minimum:

● Parcel Data:

○ Boundaries and ownership information for properties within and immediately adjacent to the anticipated limits of disturbance

● Building Data:

○ Footprints for structures within and immediately adjacent to the anticipated limits of disturbance

○ Confirmation of the First Floor Elevation (FFE) for select structures, as needed

● Encroachments

● Easements

● Utilities:

○ Existing utility lines, structures, and pertinent conditions (both above and below existing grade) within and immediately adjacent to the anticipated limits of disturbance

● Vegetation:

○ Delineation of existing vegetation masses within the anticipated limits of disturbance

○ Specification of the location, species, and caliber of trees of significance within the anticipated limits of disturbance

● Topographic Data:

○ One-foot (1’) contours within and immediately adjacent to the anticipated limits of disturbance

○ Spot elevations, as needed, for completing hydraulic modeling and site design / engineering scopes of work

2.2.2. Design / Engineering, Permitting, + Cost Estimating

Design, engineering, permitting, and bid preparation activities to include, at minimum, the following activities:

Task 2.2.2.A: Hydrologic and Hydraulic (H&H) Modeling / Analysis:

The flood risk reduction potential for the reach is to be assessed using adequate return periods to satisfy design and permitting requirements.

Task 2.2.2.B: Site Design / Engineering:

The selected Design/Engineering Consultant is expected to provide the City and CDDL with design plans following a 30% (i.e., Schematic Design), 60% (i.e., Design Development), 90% (i.e., Construction Documentation), and 100% (i.e., Bid Set) sequence.

Documentation to include the following contents, at minimum:

● Cover Sheet

● Existing Conditions Plan

● Layout and Materials Plan(s)

● Grading Plan

● Planting Plan

● Site Details

● Specifications / Project Manual

Interim (e.g., 60%, 90%) and final (i.e., 100%) versions are to be provided for review, permitting, and/or bidding purposes.

Task 2.2.2.C: Cost Estimates

● Interim and final cost estimates shall be provided to the City at milestones coinciding with the delivery of interim and final design documentation sets (see Task 2.1.2.B). The final (i.e., 100%) cost estimate shall be formatted to match a bid tabulation set to be used during subsequent bidding phases of the Project.

Task 2.2.2.D: Permit Documentation

● Documentation of permitting activities completed prior to bidding and through construction – in compliance with City/County and State regulations – shall be furnished to the City prior to the conclusion of the project (see Section 3.2). Permitting activities may include but are not limited to: Section 401 / 404 Clean Water Act permits, corresponding NC Water Quality general certifications, FEMA No-Impact or CLOMR / LOMR certifications, and Local Floodplain Development, Erosion and Sediment Control, and Site Plan approvals / permits, among others as necessary.

○ Please Note: approving authorities (e.g., US Army Corps of Engineers, NC Division of Water Resources, etc.) may require the creation and/or transmission of additional data or analyses (e.g., existing and proposed cross sections, calculations, modeling, opinions of probable costs, etc.) that further explain the validity of the proposed design.

3. BUDGET, AND SCHEDULE

3.1. Project Budget

The City has established the following budget maximum for completing the requested Services for this Project: $385,000.00.

3.2. Project Schedule

The selected Design/Engineering Consultant must be able to begin work within 30 days of contract execution. The Project end date is contingent upon the approval and release of construction funds.

4. INSTRUCTIONS FOR SUBMISSION

The following items describe the minimum requirements to be included in a SOQ package for interested Design/Engineering Consultants:

4.1. Cover Letter

● 4.1.1. Project Understanding

○ Statement including an overall understanding of the Project (e.g., location, existing conditions, the community the project is serving, project goals, etc.).

● 4.1.2. Qualifications Statement

○ Explicit explanation of how the Design/Engineering Consultant is uniquely qualified to deliver the requested Services at the highest possible value / quality (e.g., based on precedent experience, success with comparable project scopes / budgets, geographic familiarity, etc.).

○ Confirmation of the Design/Engineering Consultant’s ability and capacity to prioritize this scope of work in accordance with the provided Schedule information (see section 3.2).

4.2. Project Team

● 4.2.1. Project Team

○ An explanation of Project Team selection, including: (i) background information for all participating firms or subconsultants within the Project Team (including classification as a Woman- or Minority-Owned Business, if applicable); and/or (ii) strategies for selecting firms or subcontractors based on the Services being requested to complete the Project.

○ Brief résumés and an explicit description of roles and/or responsibilities of key individual members on the Project Team.

● 4.2.2. Project Approach / Organizational Chart

○ A visual diagram illustrating the relationship between all Project Team entities, including: (i) the explicit roles of the designated prime firm / organization and anticipated subconsultants; and (ii) designation of responsibilities for each Project Team entity as they specifically relate to the Services listed in Section 3.1.

4.3. Relevant Project Experience

Information and imagery from three (3) recently completed projects must be provided, and include the following for each:

● 4.3.1. Relevance

○ Summary of project type, client, location, cost, or other factors.

○ Proven ability to meet predetermined budgets and schedules.

○ Key Project Team members associated with the project

● 4.3.2. Contacts / References

○ Name, title, and contact information for one (1) reference per project.

Note: the purpose of this RFQ is to solicit interest and information about firms with qualifications that match the Project’s needs. Design/Engineering Consultants who supply SOQ packages containing cost or design proposals in their responses will be automatically disqualified.

5. EVALUATION CRITERIA AND SELECTION SCHEDULE

Each Design/Engineering Consultant responding to this RFQ will be evaluated using the criteria provided below:

5.1. Evaluation Criteria Table

Criteria Description	Weight
Cover Letter (see Section 4.1)	15 pts
Project Team (see Section 4.2)	35 pts
Relevant Project Experience (see Section 4.3)	50 pts
Total Points Possible	100 pts

The City will enter into contract negotiations with the first-ranked Design/Engineering Consultant respondent that it deems most capable of fulfilling the intent of the Project, in accordance with the provided Evaluation Criteria. If the two parties (i.e., the City and first-ranked Design/Engineering Consultant respondent) negotiating in good faith are unable to reach a contract agreement, the City reserves the right to terminate discussions with the first-ranked Design/Engineering Consultant respondent, in writing, and invite the second-ranked Design/Engineering Consultant respondent to enter into contract discussions. Once the City and a Design/Engineering Consultant have reached an agreement on scope, budget, and schedule, they will enter into a contract agreement.

Note: the City may request proposals and/or interviews (which may include a request for an anticipated work plan) from a “short-list” of qualified Design/Engineering Consultants that respond to this RFQ.

5.2. Selection Schedule

The selection schedule for the Project is tentatively as follows:

DATE	ITEM
November 14, 2025	RFQ release
December 3, 2025	Pre-submittal meeting at City Hall to begin at 2:00pm EST (optional; RSVP by November 25, 2025)
December 9, 2025	Questions due by 4:00pm EST
December 12, 2025 (no later than)	Notes from the pre-submittal meeting (held on December 3, 2025) and responses to questions (due December 9, 2025) to be posted as an Addenda on the City’s website
December 18, 2025	Statement of Qualification (“SOQ”) packages due by 4:00pm EST
January 12-23, 2025	Initial selection or short-list notice + interviews (if needed)
February 9, 2025	Council approval of selected team
March 9, 2026	Council approval of pricing and contract
March 11, 2026	Contract issued and notice to proceed

5.3. Questions + Submission Formatting and Delivery

Please reference the information provided below for responding to this RFQ:

● 5.3.1. Questions

○ All questions are to be submitted via email to Brandon Love (blove@ci.lumberton.nc.us) and Leslie Barltebaugh (leslie_bartlebaugh@ncsu.edu).

● 5.3.2. SOQ Formatting

○ SOQ packages are not to exceed thirty (30) pages (30 sides) with single-spaced, 12-point font minimum. Front / back covers and dividers between sections do not count against the page limit. Limit the Cover Letter to one (1) page (1 side).

● 5.3.3. SOQ Submission

○ Submissions will be received at the City of Lumberton City Hall (500 N Cedar St, Lumberton, NC 28358) until 4:00pm EST on December 18, 2025). SOQ packages must be delivered in a physical sealed envelope containing one (1) bound hard copy print copy AND one (1) digital PDF file saved on an external thumb drive. Submittals received not containing these required contents and/or received after this date and time will not be opened.

○ Please reference the RFQ# (RFQ2025-033) on the front of the sealed envelope, with attention to: Brandon Love, Deputy City Manager.

Note: The City reserves the right to cancel this solicitation and/or reject any or all candidates and assumes no responsibility for costs incurred by entities preparing responses to this solicitation.

Attachment A

Commodity Codes

• NAICS 237990Other Heavy and Civil Engineering Construction

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