DOWNTOWN DURHAM WAYFINDING PROGRAM– CEI SERVICES

REQUEST FOR LETTERS OF INTEREST
(RFLOI) CEI SERVICES - DOWNTOWN
DURHAM WAYFINDING (TIP C-5605H)
CITY OF DURHAM - TRANSPORTATION DEPARTMENT
REQUEST for LETTERS of INTEREST (RFLOI)
CONTRACT TYPE CEI
TITLE: DOWNTOWN DURHAM WAYFINDING PROGRAM- CEI SERVICES
ISSUE DATE: JUNE 1, 2026
SUBMITTAL DEADLINE: JULY 7, 2026
ISSUING AGENCY: CITY OF DURHAM - TRANSPORTATION DEPARTMENT
SYNOPSIS
SUBCONSULTANTS ARE PERMITTED UNDER THIS CONTRACT.
This contract will be partially reimbursed with Federal Highways Administration (FHWA) Federal aid
administered by the North Carolina Department of Transportation (NCDOT). The solicitation, selection, and
negotiation of a contract shall be conducted in accordance with all NCDOT requirements and guidelines.
The primary and/or subconsultant firm(s) shall be pre-qualified by the Department to perform the Discipline
Codes listed below:
* 000195 - ROADWAY CONSTRUCTION ENGINEERING AND INSPECTION.
* 000233 - STRUCTURES CONSTRUCTION ENGINEERING & INSPECTIONS.
WORK CODES for each primary and/or subconsultant firm(s) (if Subconsultants are allowed under this RFLOI)
SHALL be listed on the respective RS-2 FORMS (see section 'SUBMISSION ORGANIZATION AND INFORMATION
REQUIREMENTS).
The City of Durham desires to engage qualified Private Engineering Firm (PEF) to provide Construction
Engineering and Inspection services (CEI) for the following construction project:
Project TIP Num
DOWNTOWN DURHAM WAYFINDING C-5605H
This Request for Letters of Interest (RFLOI) is open only to firms pre-qualified as a Private Consulting Firm
with NCDOT. Firms shall demonstrate proficiency in the management of Federally Funded/Locally Managed
projects as well as Durham City/County Inspections. Submittal teams shall demonstrate previous experience in
the planning, administration and inspection of similar infrastructure projects.
Page 1 of 10

REQUEST FOR LETTERS OF INTEREST
(RFLOI) CEI SERVICES - DOWNTOWN
DURHAM WAYFINDING (TIP C-5605H)
PROPOSED CONTRACT SCOPE SUMMARY
The project will provide wayfinding signage throughout Downtown Durham to direct users to parking areas,
visitor centers, major destinations, and district zones identified during the design process.
The construction scope includes the fabrication, construction, and installation of custom signs with custom
finishes on new and existing structures, including new structural foundations. Site conditions vary and include
heavy subsurface infrastructure.
The CEI firm will serve as the City's authorized representative and will ensure that all work is performed in
accordance with the approved plans, specifications, contract requirements, and applicable NCDOT and FHWA
standards. Acting independently, the CEI will exercise professional judgment to protect public safety, maintain
quality, and verify compliance with all contractual and regulatory requirements. The CEI will also oversee and
document critical field activities, including soil borings, foundation verification, and sign installation, to
confirm that all work meets the required safety, quality, and engineering standards established by the City of
Durham and NCDOT.
Except as provided below any firm wishing to be considered must be properly registered with the Office of the
Secretary of State and with the North Carolina Board of Examiners for Engineers and Surveyors. Any firm
proposing to use corporate subsidiaries or subcontractors must include a statement that these companies are
properly registered with the North Carolina Board of Examiners for Engineers and Surveyors and/or the NC
Board for Licensing of Geologists. The Engineers performing the work and in responsible charge of the work
must be registered Professional Engineers in the State of North Carolina and must have a good ethical and
professional standing. It will be the responsibility of the selected private firm to verify the registration of any
corporate subsidiary or subcontractor prior to submitting a Letter of Interest. Firms which are not providing
engineering services need not be registered with the North Carolina Board of Examiners for Engineers and
Surveyors. Some of the services being solicited MAY not require a license. It is the responsibility of each firm
to adhere to all laws of the State of North Carolina.
The firm must have the financial ability to undertake the work and assume the liability. The selected firm(s)
will be required to furnish proof of Professional Liability insurance coverage in the minimum amount of
$1,000,000.00. The firm(s) must have an adequate accounting system to identify costs chargeable to the
project.
FIRMS SUBMITTING LETTERS OF INTEREST (LOIs) ARE ENCOURAGED TO CAREFULLY CHECK THEM FOR
CONFORMANCE TO THE REQUIREMENTS STATED ABOVE. IF LOIS DO NOT MEET ALL OF THESE
REQUIREMENTS THEY WILL BE DISQUALIFIED. NO EXCEPTION WILL BE GRANTED.
Page 2 of 10

REQUEST FOR LETTERS OF INTEREST
(RFLOI) CEI SERVICES - DOWNTOWN
DURHAM WAYFINDING (TIP C-5605H)
SCOPE OF WORK
PROPOSED CONTRACT TIME: Construction Contract - 365 calendar days. Closeout - 120-day estimate.
PROPOSED CONTRACT PAYMENT TYPE: The agreement shall be established on a Cost-Plus-Fixed Fee basis in
compliance with 2 CFR 200.324, including separate profit negotiation and the prohibition on cost-plus-
percentage-of-cost contracting.
The CEI will provide detailed hourly rates by labor category, and payments will be made based on verified time
sheets and approved progress reports. Separate Notices to Proceed (NTPs) will govern payment for each
project phase:
* Phase 1: Pre-Construction Support (limited hours).
* Phase 2: Field Inspection and Construction Administration.
* Phase 3: Project Closeout and Final Documentation.
The CEI shall not invoice for construction inspection services until the construction phase has officially begun.
The CEI firm shall serve as the City of Durham Transportation Department's authorized representative and act
in the City's best interest, with emphasis on public safety, quality, timely completion, and financial
responsibility. The CEI shall exercise independent professional judgment, report directly to the City, and
ensure compliance with the municipal agreement between the City of Durham and NCDOT and all applicable
City, County, NCDOT, and FHWA requirements. The CEI shall also provide qualified personnel and maintain all
required records, reports, correspondence, meeting minutes, and documentation for project administration
and NCDOT/FHWA audit compliance. The CEI firm shall indemnify and hold harmless the City from claims or
liabilities resulting from the negligence, errors, or omissions of the CEI, including those of its engineers,
technicians, and subconsultants.
The desired services include Construction Engineering and Inspection (CEI) and construction contract
administration support for this project. Tasks to be performed include, but are not necessarily limited to, the
following:
* Attend and actively participate in pre-construction meetings, progress meetings, and limited pre-bid
support activities as requested by the City.
* Coordinate with the City, Designer, NCDOT, Contractor, and other stakeholders to resolve field issues
and maintain project momentum.
* Review final bid documents for completeness and constructability and assist the City with bid
preparation and responses to contractor inquiries.
* Attend the pre-bid conference and assist in clarifying scope-related questions.
* Review contractor/fabricator submittals after award, including submittal schedules, soil boring plans,
and shop drawing lists.
* Maintain meeting minutes, correspondence logs, a preliminary project diary, and all project records
required for proper administration and audit compliance.
* Coordinate with the NCDOT Materials & Tests Unit to verify testing requirements and support
Independent Assurance testing as required.
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REQUEST FOR LETTERS OF INTEREST
(RFLOI) CEI SERVICES - DOWNTOWN
DURHAM WAYFINDING (TIP C-5605H)
* Develop and maintain an inspection and testing plan identifying anticipated field activities, required
materials testing, and staffing needs.
* Provide qualified engineers and technicians with required skills and certifications to perform
inspection, materials sampling, materials testing, and NCDOT record keeping.
* Record daily quantities, materials used, weather, and on-site personnel for each day of field activity.
* Maintain project correspondence, submittal logs, pay records, Inspector's Daily Reports, and Project
Diaries for the duration of the project.
* Submit weekly summary reports to the City identifying progress, challenges, and potential risks.
* Communicate directly with the Contractor regarding inspection needs and field coordination and
promptly report delays, schedule concerns, conflicts, and safety issues to the City.
* Copy the City's Construction Administrator on correspondence and field reports and coordinate
technical questions with the Designer and City staff.
* Ensure required federal posters are displayed on the jobsite and accessible to all employees.
* Perform inspections of major work activities, including soil boring, footing excavation, rebar
placement, concrete pours, and sign installation.
* Verify compliance with sealed structural designs, foundation drawings, approved plans, specifications,
and contract requirements.
* Ensure safe maintenance of pedestrian and vehicular traffic control in accordance with MUTCD and
coordinate lane or sidewalk closures with the City traffic team.
* Direct the Contractor to cease hazardous activities when necessary and immediately report unsafe,
non-conforming, or out-of-compliance work to the City.
* Oversee restoration of sidewalks, pavements, and disturbed areas after installation.
* Verify installation and maintenance of erosion and sediment controls, document post-rainfall
inspections, and ensure NPDES compliance until final stabilization.
* Ensure the Contractor performs required boring and geotechnical testing at new pole and structure
locations and that results and shop drawings are submitted to NCDOT for review and approval before
foundation construction proceeds.
* Oversee compliance of field operations with applicable Contractor, City, State, and regulatory safety
requirements during inspection and testing activities, while recognizing that overall contract schedule,
budget, and risk remain the responsibility of the owner.
* Witness, document, perform, or coordinate materials sampling and testing for soil, compaction,
concrete strength, and other applicable items.
* Maintain, complete, and/or review Materials Received Reports (MRRs) for non-exempt materials
incorporated into the work and assist the City with investigation and follow-up if materials fail testing.
* Verify compliance of installed materials, including sign supports, pole assemblies, bolts, breakaway
hardware, concrete, and other incorporated materials, in accordance with project specifications and
NCDOT requirements.
* Conduct or coordinate required materials testing, including concrete foundation strength, concrete mix
design compliance, subsurface compaction, and concrete testing for footing installations where
required.
* Track and review submittals and shop drawings, including structural, material, geotechnical, and
fabrication packages, and coordinate review comments with the Designer and City staff.
* Maintain submittal logs and Request for Information (RFI) logs.
* Review and verify contractor pay applications, maintain pay records, and provide documentation and
support regarding change orders, time extensions, and additional compensation claims, as requested
Page 4 of 10

REQUEST FOR LETTERS OF INTEREST
(RFLOI) CEI SERVICES - DOWNTOWN
DURHAM WAYFINDING (TIP C-5605H)
by the City.
* Coordinate preparation of the punch list, verify completion of corrective work, and recommend final
acceptance upon satisfactory completion.
* Compile and submit final project documentation, including as-built drawings or field markups if
needed, test results and certifications, final pay quantities, materials records, and all inspection reports
required for NCDOT audit.
SUBMITTAL REQUIREMENTS
LOIs shall be limited to fifteen (15) pages, excluding RS-2 forms and cover page.
LOIs SHALL be received ELECTRONICALLY no later than 4:00 PM, July 7, 2026. Late submissions will not be
considered.
Firms submitting LOIs are encouraged to carefully check them for conformance to the requirements stated
above. If LOIs do not meet ALL of these requirements they will be disqualified. No exception will be granted.
The email addresses for electronic delivery are:
EMAIL : ERIC.SIMPSON@DURHAMNC.GOV, WALEED.ALABSI@DURHAMNC.GOV.
CC: TOM.TENEYCK@DURHAMNC.GOV.
Letters of Interest (LOIs) shall be submitted electronically in PDF format. All firms must be prequalified with
NCDOT prior to submittal.
SELECTION PROCESS
Following is a general description of the selection process, see the SUBMISSION SCHEDULE section for key
dates.
* Interested firms are strongly encouraged to participate in the virtual pre-submittal Teams meeting
scheduled for Monday, June 8 at 10:00 AM. Meeting minutes will not be provided. For access to the
meeting link, interested parties should contact TOM TEN EYCK at TOM.TENEYCK@DURHAMNC.GOV
by 4:00 PM on Friday, June 5, 2026.
* The City of Durham Selection Committee will review all qualifying LOI submittals.
* For Limited Services Contracts (On-Call type contracts), the Selection Committee may, at the City's
discretion, choose any number of firms to provide the services being solicited.
* For Project-Specific Contracts (non-On-Call type contracts), the Selection Committee may, at the City's
discretion, shortlists a minimum of three (3) firms to be interviewed. If applicable, dates of shortlisting
and dates for interviews are shown in the SUBMISSION SCHEDULE AND KEY DATES section.
* In order to be considered for selection, consultants must submit a complete response to this RFLOI
prior to the specified deadlines. Failure to submit all information in a timely manner will result in
disqualification.
All firms submitting LOIs will be notified of the selection results. Firms MAY request a brief feedback call
following notification.
Page 5 of 10

REQUEST FOR LETTERS OF INTEREST
(RFLOI) CEI SERVICES - DOWNTOWN
DURHAM WAYFINDING (TIP C-5605H)
TITLE VI NONDISCRIMINATION NOTIFICATION
The City of Durham in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42
US.C. 2000d to 2000d-4) and the Regulations, hereby notifies all RESPONDENTS that it will affirmatively
ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will
be afforded full and fair opportunity to submit LETTERS of INTEREST (LOIs) in response to this
ADVERTISEMENT and will not be discriminated against on the grounds of race, color, or national origin in
consideration for an award.
SMALL PROFESSIONAL SERVICE FIRM (SPSF) PARTICIPATION
The Department encourages the use of Small Professional Services Firms (SPSF). Small businesses
determined to be eligible for participation in the SPSF program are those meeting size standards defined
by Small Business Administration (SBA) regulations, 13 CFR Part 121 in Sector 54 under the North American
Industrial Classification System (NAICS). The SPSF program is a race, ethnicity, and gender-neutral
program designed to increase the availability of contracting opportunities for small businesses on federal,
state or locally funded contracts. SPSF participation is not contingent upon the funding source.
The Firm, at the time the Letter of Interest is submitted, shall submit a listing of all known SPSF firms that
will participate in the performance of the identified work. The participation shall be submitted on the
Department's Subconsultant Form RS-2. RS-2 forms MAY be accessed on the Department's website at
NCDOT Connect Guidelines & Forms. The SPSF must be qualified with the Department to perform the
work for which they are listed.
PREQUALIFICATION
The Department maintains on file the qualifications and key personnel for each approved discipline, as well as
any required samples of work. Each year on the anniversary date of the company, the firm shall renew their
prequalified disciplines. If your firm has not renewed its application as required by your anniversary date or if
your firm is not currently prequalified, please submit an application to the Department prior to submittal of
your LOI. An application MAY be accessed on the Department's website at Prequalifying Private Consulting
Firms -- Learn how to become Prequalified as a Private Consulting Firm with NCDOT. Having this data on file
with the Department eliminates the need to resubmit this data with each letter of interest.
Professional Services Contracts are race and gender neutral and do not contain goals. However, the
Respondent is encouraged to give every opportunity to allow Disadvantaged, Minority-Owned and Women-
Owned Business Enterprises (DBE/MBE/WBE) subconsultant utilization on all LOIs, contracts and supplemental
agreements. The Firm, subconsultant and sub firm shall not discriminate on the basis of race, religion, color,
national origin, age, disability or sex in the performance of this contract.
DIRECTORY OF FIRMS AND DEPARTMENT ENDORSEMENT
Real-time information about firms doing business with the Department, and information regarding their
prequalification and certifications, is available in the Directory of Transportation Firms. The Directory can
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REQUEST FOR LETTERS OF INTEREST
(RFLOI) CEI SERVICES - DOWNTOWN
DURHAM WAYFINDING (TIP C-5605H)
be accessed on the Department's website at Directory of Firms -- Complete listing of certified and
prequalified firms.
The listing of an individual firm in the Department's directory shall not be construed as an endorsement of
the firm.
SELECTION CRITERIA
All pre-qualified firms who submit responsive letters of interest will be considered.
In selecting a firm/team, the selection committee will take into consideration qualification information
including such factors as:
1. Firm's experience, knowledge, familiarity and past performance with CEI services and NCDOT
projects involving FHWA funding - 25%
2. Familiarity with the Locally Administered Projects Program (LAPP) reporting and documentation
requirements - 25%.
3. The experience of the firm's proposed staff to perform the type of work required - 20%
4. The Firm's ability to communicate with residents, property owners and businesses during the
construction process - 10%
5. Firm understands of the project specific issues and their responsibility in delivering services- 15%.
After reviewing qualifications, if firms are equal on the evaluation review, then those qualified firms with
proposed SPSF participation will be given priority consideration.
SUBMISSION ORGANIZATION AND INFORMATION REQUIREMENTS
The LOI should be addressed to Waleed Alabsi, Construction Project Administrator, and Eric Simpson, Multi-
Modal Construction Project Team Manager, and must include the name, address, telephone number, and e-
mail address of the prime consultant's contact person for this RFLOI.
The LOI must also include the information outlined below:
CHAPTER 1 - INTRODUCTION
The Introduction should demonstrate the consultant's overall qualifications to fulfill the requirements of
the scope of work and should contain the following elements of information:
* Expression of firm's interest in the work.
* Statement of whether firm is on register.
* Date of most recent private engineering firm qualification.
* Statement regarding firm 's possible conflict of interest for the work; and
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REQUEST FOR LETTERS OF INTEREST
(RFLOI) CEI SERVICES - DOWNTOWN
DURHAM WAYFINDING (TIP C-5605H)
* Summation of information contained in the letter of interest.
CHAPTER 2 - TEAM QUALIFICATIONS
This chapter should elaborate on the general information presented in the introduction, to establish the
credentials and experience of the consultant to undertake this type of effort. The following must be
included:
1. Identify recent, similar projects the firm, acting as the prime contractor, has conducted which
demonstrates its ability to conduct and manage the project. Provide a synopsis of each project and
include the complete date and contact person.
2. If subconsultants are involved, provide corresponding information describing their qualifications as
requested in number 1 above.
CHAPTER 3 - TEAM EXPERIENCE
This chapter must provide the names, classifications, and location of the firm's North Carolina employees
and resources to be assigned to the advertised work; and the professional credentials and experience of
the persons assigned to the project, along with any unique qualifications of key personnel.
Although standard personnel resumes MAY be included, identify pertinent team experience to be applied
to this project. Specifically, the Department is interested in the experience, expertise, and total quality of
the consultant's proposed team. If principals of the firm will not be actively involved in the
study/contract/project, do not list them.
The submittal shall clearly indicate the Consultant's Project Manager, other key Team Members and
his/her qualifications for the proposed work. Also, include the team's organization chart for the Project /
Plan. A Capacity Chart / Graph (available work force) should also be included. Any other pertinent
information should also be listed in this section.
Note: If a project team or subconsultant encounters personnel changes, or any other changes of
significance dealing with the company, NCDOT should be notified immediately.
CHAPTER 4 - TECHNICAL APPROACH
The consultant shall provide information on its understanding of, and approach to accomplish, this project,
including their envisioned scope for the work and any innovative ideas/approaches, and a schedule to
achieve the dates outlined in this RFLOI.
SUBMISSION SCHEDULE AND KEY DATES
RFLOI Release - JUNE 1, 2026.
Pre-submittal meeting - JUNE 8, 2026.
Deadline for Questions - JUNE 11, 2026.
Deadline for LOI Submission - JULY 7, 2026.
Interviews (if needed) - TBD
Page 8 of 10

REQUEST FOR LETTERS OF INTEREST
(RFLOI) CEI SERVICES - DOWNTOWN
DURHAM WAYFINDING (TIP C-5605H)
Firm Selection and Notification - TBD.
Notice to proceed (NTP) - TBD.
If the City decided to proceed with an interview phase, Only shortlisted firms will be contacted. Final selection
notification will be issued only to the selected firm.
The construction phase is anticipated to last approximately 365 calendar days follows with 120 days for
project closeout and acceptance. Project expected to go to construction by Fall or Winter of 2026.
The CEI shall plan staffing and budget accordingly to provide adequate coverage during all critical stages of
work.
STAFFING AND SITE PRESENCE
The CEI will provide NCDOT-certified inspectors and materials technicians, and continuous full-time on-site
presence will not be required. Inspection frequency will be determined by the intensity of construction
activities, and the CEI will furnish a weekly anticipated inspection schedule to the City. Billing will be limited to
actual hours worked in the field, and when no field activity occurs, only pre-approved administrative time
MAY be billed.
Submit qualified personnel with detailed resumes to the Construction Project Manager; personnel changes
require Department approval, and removed staff must be replaced within seven days. Staff must have the
necessary qualifications and knowledge of current construction manuals.
DISCRETION OF THE CITY
The City reserves the right to reject any or all proposals. NOTWITHSTANDING anything to the contrary in this
document or in any addendums to this document, unless the provision refers specifically to this provision, the
City reserves the right (i) to negotiate changes of any nature with any firm proposing to do the work with
respect to any term, condition, or provision in this document and/or in any proposals, whether or not
something is stated to be mandatory and whether or not it is said that a proposal will be rejected if certain
information or documentation is not submitted with it, and (ii) to enter into an agreement for the work with
one or more firms that do not submit proposals. For example, all deadlines are for the administrative
convenience or needs of the City and may be waived by the City in its discretion.
QUESTIONS
All questions concerning the RFLOI should be directed to:
Downtown Durham Wayfinding - C5605H - ATTN: PROJECT DELIVERY GROUP.
ERIC.SIMPSON@DURHAMNC.GOV, WALEED.ALABSI@DURHAMNC.GOV.
CC: TOM.TENEYCK@DURHAMNC.GOV
Responses will be issued in the form of an addendum available to all interested parties.
Page 9 of 10

REQUEST FOR LETTERS OF INTEREST
(RFLOI) CEI SERVICES - DOWNTOWN
DURHAM WAYFINDING (TIP C-5605H)
Interested parties should send an email request to be placed on a project correspondence list to ensure
receipt of RFLOI updates. This RFLOI and all Addenda will be posted on the City of Durham Purchasing website:
HTTP://DURHAMNC.GOV/BIDS.ASPX.
APPENDICES
CONSULTANT CERTIFICATION Form RS-2
Completed Form RS-2 forms SHALL be submitted with the firm's letter of interest. This section is limited to
the number of pages required to provide the requested information.
Submit Form RS-2 forms for the following:
* Prime Consultant firm
Prime Consultant Form RS-2 (Contract Solicitations ONLY); and
o
* ANY/ALL Subconsultant firms (If Subconsultants are allowed under this RFLOI) to be, or anticipated to
be, utilized by your firm.
Subconsultant Form RS-2 (Contract Solicitations Only)
o
In the event the firm has no subconsultant, it is required that this be indicated on the
o
Subconsultant Form RS-2 by entering the word "None" or the number "ZERO" and signing the form.
Complete and sign each Form RS-2 (instructions are listed on the form).
The required forms are available on the Department's website at:
https://connect.ncdot.gov/business/consultants/Pages/Guidelines-Forms.aspx
Prime Consultant Form RS-2
Subconsultant Form RS-2
Page 10 of 10