Project Information

Bid Title

Assessment and Evaluation of City Facilities: Carolina Theatre and Durham Art Council

Issuing Agency

City of Durham

Location

North Carolina

Published Date

Oct 24, 2025

Closing Date

Nov 24, 2025

Government Level

State & Local

Status

Closed

Ref. #

26-0085

Original Source

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Bid Documents

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Project Description

Bid Number:	26-0085
Bid Title:	Assessment and Evaluation of City Facilities: Carolina Theatre and Durham Art Council
Category:	Requests for Proposals/Qualifications and Services
Status:	Open

Description: **** PRE-SUBMITTAL MEETING date, time and location:  Wednesday November 5, 2025, at 2:00 PM: General Services 2011 Fay Street, Durham, NC, 27704 **** **** RFQ date, time, via EMAIL: Monday November 24, 2025, by 3:00 PM - Send too: For security reasons, you must enable JavaScript to view this E-mail address. **** Publication Date/Time: 10/24/2025 8:00 AM Closing Date/Time: 11/24/2025 3:00 PM Contact Person: Shauna Parker [email protected] Related Documents: Facilities Condition Assessment RFQ - Carolina Theatre and Durham Arts Council (1) Appendix A - Insurance Requirements Appendix B - EBOP Fillable Professional Services Appendix C - Non-Collusion Affidavit Appendix D - Basic Services Contract Template Appendix E - Trade Secrets and Confidentiality Appendix F - Contractor Workforce Diversity Questionnaire Appendix G - High Performance Building Policy

Attachment Preview

Request for Qualifications (RFQ) for

Comprehensive Facilities Condition Assessment

and Evaluation of City Facilities:

Carolina Theatre and Durham Arts Council

Date of Issue: 10/24/2025

A. PURPOSE FOR RFQ

1. Through this request for qualification (RFQ), notice is hereby given that the City of Durham, North

Carolina, General Services Department, is seeking a consulting firm to conduct a detailed and

comprehensive facilities condition assessment and asset inventory of the exterior and interior

conditions of the Carolina Theatre (309 West Morgan St.) and Durham Arts Council (120 Morris St.)

facilities, owned by the City of Durham.

2. This RFQ provides complete information on the services being sought, the submittal requirements,

and timeline. Copies of the RFQ may be downloaded directly from this site:

http://durhamnc.gov/bids.aspx.

Interested firms shall email a Statement of Qualifications, meeting the requirements defined in the

RFQ to:

Shauna Parker, Project Manager

City of Durham, Owner

General Services Department

Phone: 919-560-4197

Email: Shauna.Parker@DurhamNC.gov

3. Emailed Statements of Qualifications must be received by 3:00pm EST on 11/24/2025.

To ensure receipt of any addenda to the RFQ, please contact the person listed above to register as

an interested firm. The City is not responsible for providing updated information/changes to firms

not known by the City as holding a copy of this RFQ.

4. Any questions regarding this RFQ must be received in writing prior to 11/13/2025 by 3:00pm EST.

Questions received after this date may not receive response. Questions should be directed to

Shauna Parker at Shauna.Parker@DurhamNC.gov and will be answered in an addendum posted on

the City’s website: http://durhamnc.gov/bids.aspx. Firms who are registered as interested firms will

receive the addendum via email. Questions received by the Department of General Services after

this date will not receive a response or be the subject of addenda.

5. This RFQ does not obligate the City to pay any costs incurred by respondents in the preparation and

submission of a response. Furthermore, the RFQ does not obligate the City to accept or contract for

any expressed or implied services. The City of Durham reserves the right to reject any and all

submittals. The City of Durham is committed to a program of equal employment opportunity

regardless of race, color, creed, sex, age, nationality or disability.

B. BACKGROUND AND SCOPE OF SERVICES

1. Background:

The City of Durham, North Carolina, General Services Department (GSD) is seeking proposals from

qualified vendors to assist with inspecting, assessing, and reporting on interior and exterior building

systems at Carolina Theatre and Durham Arts Council. The assessment aims to assess the overall

condition of these public-facing performing / visual arts facilities (interior and exterior) along with

their associated assets. The results will serve as a benchmark for future updates, remodels and

refurbishing needed to ensure these GSD facilities are up to standard. The assessment should collect

data that enables the GSD to make decisions on which systems/ assets require updates and the

priority of updates.

The successful vendor will collaborate with the GSD to review the assessment findings and prioritize

recommendations. The vendor may also be required to participate in presentations to City

leadership and staff. The award will be granted to the firm that demonstrates expertise in designing

facilities, conducting assessments of a similar nature, analyzing data and communicating assessment

results, and otherwise meets the requirements of this RFQ.

Carolina Theatre was constructed in 1926 as the Durham Auditorium and was remodeled two years

later into the Carolina Theatre, a movie theatre that also presented stage shows and concerts. The

original structure was renovated and a new cinema wing and backstage support spaces added in

1994. The total square footage is approximately 99,500 square feet and includes a main stage with

two balconies (Fletcher Hall- 1,110 seats) and two Cinemas (226 seats and 49 seats) as well as

function rooms and supporting spaces.

The Durham Arts Council building was constructed in 1906, with later additions and modifications,

including a glass atrium addition in 1986 which serves as the main entrance to the facility. The total

square footage is approximately 52,000 square feet and includes a 174-seat theatre, four galleries,

studios, five meeting spaces, offices, catering kitchen, two dance studios, rehearsal spaces and an

outdoor terrace and gardens.

2. Scope:

The successful vendor will be able to conduct a detailed and comprehensive assessment of the

exterior, interior and asset conditions of public-facing facilities with a theatre/ performance space

focus. The assessments must align with accepted industry standards for safety, ADA accessibility,

and code compliance. The project will include development of a work plan, collection of asset

attribution, asset mapping, on-site assessments, and detailed reporting with findings, ratings,

prioritizations, and risk analyses.

3. Objectives:

 Develop a comprehensive project work plan with cost estimation for replacement or

refurbishment.

 Assess the exterior conditions of Carolina Theatre and Durham Arts Council.

 Assess the interior conditions of Carolina Theatre and Durham Arts Council.

 Assess all individual assets associated with each facility.

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 Catalog attributes and conditions for all associated assets.

 Plot each attributed asset with its geographical location details associated.

 Configure asset data for storage within GIS database and integration within ArcGIS indoors

platform.

 Provide detailed reports on findings, including ratings for each item and overall facility and

asset ratings.

 Prioritize areas that need to be addressed through remodeling, updating, rebuilding or

replacement.

 Highlight risks associated with not addressing identified issues.

4. Scope of Work:

 Project Initiation & Development of Work Plan:

1. Kickoff Meeting: Conduct a project kickoff meeting to align objectives, timelines,

and responsibilities.

2. Work Plan Development: Develop a detailed work plan outlining the assessment

methodology, timelines, resource allocation, and quality assurance processes.

 On-site Assessment:

1. The following are examples of the assets requested to be evaluated as part of an on-

site assessment. This list is not exhaustive.

Exterior Assessment

1. Site Components

 Fencing, gates, and perimeter security

 Site lighting

 Signage

 Retaining walls

 Site furnishings (benches, trash receptacles)

 Landscaping

2. Parking Areas

 Surface condition (asphalt, concrete)

 Striping and signage

 Stormwater management (grates, catch

basins)

 Accessibility compliance (ADA ramps, signage)

3. Walkways and Pavement

 Sidewalks

 Curbs and gutters

 Ramps

 Handrails

4. Building Envelope

 Roof (covering, flashings, drainage)

 Exterior walls (brick, stucco, siding)

 Windows and glazing

 Doors (man doors, overhead doors)

 Exterior stairs and landings

 Foundation (visible signs of movement,

cracking)

5. Utilities and Infrastructure

 Electrical service entry

 Gas meters and piping

 Water and sewer mains

 Backflow preventers

 Emergency generators and enclosures

 Fire protection connection (FDC)

Interior Assessment

1. Interior Finishes

 Flooring (carpet, tile, hardwood)

 Walls (paint, paneling, partitions)

 Ceilings (acoustic tile, drywall)

 Interior doors and hardware

 Millwork and cabinetry

 Furniture

 Staircases

2. Mechanical Systems

 HVAC units (RTUs, AHUs, split systems)

 Boilers and chillers

 Ductwork and diffusers

 Controls and building automation systems

(BAS)

 Exhaust and ventilation fans

3

3. Plumbing Systems

 Water supply piping

 Waste and vent piping

 Fixtures (toilets, sinks, urinals, showers)

 Water heaters

 Sump and sewage ejector pumps

4. Electrical Systems

 Main switchgear and distribution panels

 Lighting systems (fixtures, emergency lighting)

 Receptacles and outlets

 Fire alarm systems and smoke detection

 Data and telecommunications infrastructure

 Audio/Visual systems

 Kitchen equipment

5. Fire & Life Safety

 Fire alarm panels and annunciators

 Sprinkler systems and fire pumps

 Fire extinguishers

 Emergency signage and lighting

 Egress paths and exit doors

 Emergency showers and eyewash

 First Aid and AEDs

6. Vertical Transportation

 Elevators and lifts

7. Building Envelope – Interior

 Equipment supports/ attachment points to

underside of concrete roof deck at Carolina

Theatre auditorium space.

8. Theatre/ Cinema-Specific Systems

 Stage - structure, sprung flooring, decking

 Orchestra Pit Stage Lift*

 Rigging and counter-weight systems

 Stage drapery/curtains and pipe grids as well

as non-counterweighted lighting positions in

cinema spaces

 FOH, Front light trough, balcony rail and torm

lighting positions, pipes and rigging

 Fire curtain or deluge systems*

 Company Switch stage electrical distribution

components* (audio, video, lighting, auxiliary)

 Backstage communications and paging

systems, show communications (ClearCom)

systems

 Audio equipment and controls, including

house sound, lobby sound, backstage sound,

onstage sound, monitor systems

 Theatre Lighting Systems and Controls

 Stage-view video distribution systems and

components

 Balcony-Rail Projection and distribution

system and components

 Video/audio cueing systems

 Accessibility systems such as hearing

assistance, T-coil loop, open and closed

captioning

 Cinema projection systems, media servers,

and components

 Cinema sound, surround sound, decoding

systems and components

 Cinema and theater seating

 Lobby chimes system

 Dressing rooms and components, back of

house spaces

 Loading dock and equipment entry spaces

and system

 Decorative painting, plaster and other historic

finishes

*May typically fall into other sections such as

electrical or vertical transportation, but require

theater industry specific or historic building

knowledge to evaluate

Facility Sites:

Site

Carolina Theatre (5-Story Building with partial basement)

Durham Arts Council (3-Story Building)

Sq. Footage (±)

99,500

52,000

5. Deliverables:

 Detailed Work Plan:

4

1. Comprehensive work plan should include methodology, timelines, and resource

allocation.

2. Provide accurate and defensible cost estimates for all identified deficiencies,

recommended refurbishments, and replacement of assets, including:

1. Immediate repairs (life safety, critical operations)

2. Short-term needs (within 1–3 years)

3. Long-term needs (4–10+ years)

4. Preventive maintenance recommendations (if applicable)

6. Detailed Assessment Reports:

 Exterior Assessment Report: Including individual ratings for each asset in all categories as

well as an overall exterior facility condition index rating.

 Interior Assessment Report: Including individual ratings for each asset in all categories as

well as an overall interior facility condition index rating.

 Asset Assessment Report: Including individual asset condition ratings for each item and

overall facility condition index ratings. Provide a replacement and refurbishment schedule

for critical infrastructure and asset systems.

7. Developed Asset Inventory

 Asset inventory developed with associated attributes and imagery.

 Plotted assets configured for use within ArcGIS indoors.

 Asset tagging with QR codes.

8. Prioritization List:

 Prioritized list of areas needing attention, categorized by urgency and importance.

9. Risk Assessment:

 Analysis of risks associated with not addressing identified issues, including potential

impacts on safety, functionality, and long-term costs.

10. Methodology:

 All assessments will adhere to accepted industry standards ensuring code compliance and

safety.

 Use of standardized rating systems and checklists to ensure consistency and accuracy in

evaluations.

 Comprehensive documentation and photographic evidence to support findings.

 All proposed remodeling, updating, or rebuilding must comply with the City’s High

Performance Building Policy for Sustainability (See Appendix G)

11. Project Management:

 Project Manager: A dedicated project manager will oversee all aspects of the project to

ensure timely completion and adherence to the scope of work.

 Regular Updates: Weekly progress meetings and status reports to track progress and

address any issues promptly.

12. Quality Assurance:

 Qualified Professionals: All assessments will be conducted by qualified professionals with

expertise in building inspections and facility management.

 Review Process: All reports will undergo a thorough review process to ensure accuracy,

completeness, and adherence to industry standards.

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Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services
• NAICS 561210Facilities Support Services

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