RFQ HUNTER STREET PARK SOCCER FIELD EVALUATION

PARKS, RECREATION, AND CULTURAL RESOURCES
53 HUNTER STREET, APEX
Hunter Street Park Soccer Field Evaluation, Rehabilitation, and Expansion
Professional Engineering & Design Services
1. PROJECT OVERVIEW
The Town is seeking a qualified professional engineering, landscape architecture, and
sports field design team to renovate an existing soccer field that is currently experiencing
performance issues at the Town of Apex Hunter Street Park. The scope includes subsurface
investigation, stormwater compliance evaluation, and development of design
recommendations for resurfacing the field. Additionally, the Town seeks to explore the
feasibility of expanding the field footprint westward to provide leveled space for potential
spectator seating.
2. PROJECT BACKGROUND
The existing soccer field artificial turf field has shown signs of deterioration, wear and tear
of the artificial turf, potential drainage issues, and uncertain subsurface performance
impacting the play quality for Town programs. The Town needs to determine if the current
subsurface conditions and stormwater design still meet regulatory standards for
stormwater quality and quantity. There is an opportunity to widen the field area on the
western edge which is currently separated from the walking trail by a vegetated berm and
fence. Regrading of the berm with retaining wall may allow for future spectator seating, but
feasibility depends on survey data, grading constraints, safety of spectators, and
environmental considerations. The selected consultant will assess existing conditions,
identify deficiencies, provide alternatives, and develop conceptual and final plans.
3. SCOPE OF SERVICES
a. Project Management & Coordination
* Conduct a kickoff meeting with Town staff
* Collect and review available asbuilt plans, soil reports (if any), drainage
documents, and maintenance history
* Provide a detailed schedule with milestones
* Maintain communication with Town staff throughout the project
b. Field Assessment & Existing Conditions Evaluation

PARKS, RECREATION, AND CULTURAL RESOURCES
53 HUNTER STREET, APEX
* Topographic and Boundary Survey
* Subsurface Investigation
* Surface Condition Assessment
c. Stormwater Quality & Quantity Compliance Evaluation
* Regulatory Review
* System Evaluation- Existing stormwater conveyance, detention, infiltration, and
discharge
d. Western Expansion & Seating Feasibility
* Grading analysis, cut/fill estimates, and retaining wall needs
* Potential seating areas (bleachers, hillside seating).
* ADA access compliance
* Drainage system improvements or installation of new underdrains
* Irrigation repairs or upgrades
* Provide conceptual layouts and diagrams
e. Public Information Session
* Provide content for presentation to Parks and Recreation Advisory Board
(PRAB) including but not limited to site analysis exhibit, conceptual plan, and
opinion of costs
* Preparation of materials for use to update the project website/ other social
media/ advertise events as needed
f. Construction Documents (30%, 60%, 90% and 100% level), Technical
Specifications, and Permits
* Civil and site plan set
o Demolition plan showing all removals and salvaged items
o Site plan with field layout, fencing, edges, irrigation points, seating areas (if
included)
o Grading and drainage plan
o Stormwater details, structures, pipes, and profiles
o Erosion and sediment control plan
o Utility coordination plans
o ADA access path plans (to seating or new features, if applicable)
* Sports Field Technical Drawings
o Field subgrade and base construction sections
o Pavement/aggregate/turf assembly details

PARKS, RECREATION, AND CULTURAL RESOURCES
53 HUNTER STREET, APEX
o Underdrain layouts and connections
o Infield mix specifications and installation details
o Irrigation modifications or new system design
o Fence details
* Technical Specifications
* Permitting and Regulatory Coordination
o Site Plan approval through Town's Technical Review Committee
o Address plan review comments and provide revised drawings as needed
o Submission and tracking of permits
o Preparation of any stormwater permit applications (if required)
o Any regulatory permits beyond Town of Apex
g. Minor Site Plan Approval
* Submit all required plans, applications and documents in GeoCivix (IDT)
o Preparation of Minor Site plan through approval (including preapplication
meeting and submittal to IDT)
o Construction document development through approval (including
preapplication meeting and submittal to IDT)
o Any required permitting beyond Town of Apex
h. Bidding Assistance
* Bid Phase Support
o Prepare final bid package (drawings, specifications, addenda templates)
o Support posting to Town procurement portal or advertisement platforms
o Respond to Requests for Information (RFIs) from contractors
o Issue addenda as needed (drawings or specification revisions)
* Pre-Bid Meeting
o Attend and assist in conducting a pre-bid/site walkthrough
o Provide clarifications to bidders
i. Cost Estimates
* Provide planninglevel cost estimates for construction
* Detailed itemized Engineer's estimate consistent with construction
documents
j. Construction Administration
* Attendance at pre-construction meeting

PARKS, RECREATION, AND CULTURAL RESOURCES
53 HUNTER STREET, APEX
* Review of contractor submittals (e.g., shop drawings, product data, material
samples)
* Regular site inspections and field observation reports
* Verification of conformance with plans, specifications, and applicable public
codes and standards
* Responses to RFIs during construction
* Review of pay applications and change order requests
* Substantial completion walk and punch list development
* Final completion certification and as-built review
Clearly identify any exclusions to Construction Administration Services. Include fee
structure (e.g., time and materials with not-to-exceed amount, or fixed fee) which includes
the hourly billing rate for key personnel (Do not provide estimated number of hours or any
cost estimate for services). Identify staff that will be assigned to the project to provide
Construction Administration Services and confirm their availability for the duration of the
construction period.
4. QUALIFICATIONS
Consulting teams must demonstrate expertise in:
* Sports field engineering and design
* Subsurface and geotechnical investigation
* Stormwater engineering and regulatory compliance
* Civil site design, grading, and drainage
* Boundary and topographic surveying
* Cost estimation for construction projects
* Experience with municipal athletic facilities projects
5. SUBMISSION REQUIREMENTS
Proposals are limited to 10 pages formatted on 8 12" x 11" paper. Covers, if
provided, will be included in the total page count. Proposals must be submitted in
electronic (PDF) format. Interested firms are encouraged to use succinct writing
with supporting tables, graphics and other visualizations in the proposal submittal.
The proposal shall include the following:
* Understanding - Provide an explanation of your firm's understanding of the scope of
work and the context of the Town.

PARKS, RECREATION, AND CULTURAL RESOURCES
53 HUNTER STREET, APEX
* Team Profile - Provide a general profile of your team. Provide the firm(s) name,
address, contact name(s) and telephone number(s).
* Assigned Personnel - Include an organization chart for personnel who would be
assigned to this effort. Summarize the qualifications assigned personnel possess in
order to prepare the services outlined in this RFQ. Address the availability of
assigned staff to work on this project. Provide the names and resume of the staff
that will be assigned to complete each task.
* Project Experience - Provide a list and brief description of similar projects. Identify
the assigned staff who worked on each project and their role. Give names, email
addresses, and phone numbers of clients.
* Scope of Services - Propose clear tasks and explain the approach to carry out the
scope of work, along with preparing and submitting for approval of Minor Site Plans
and Construction Drawings and contract administration. Show opportunities for the
requested public information outreach, and requirements for client coordination
and review. Describe your firm's approach to construction administration and how
you ensure you will meet the Town's objectives in terms of schedule, cost control,
and quality control. Summarize the basic approach to providing the services, and
any recommendations on improving efficiencies in the process.
* Summary Timeline - Include a timeline for completion of each task, identifying
milestones for public engagement and deliverables.
* Litigation - Describe any previous litigation or arbitration in which your firm has been
involved in the past five (5) years and the outcome.
Proposal Transmittal and Selection Procedures
An electronic document of the proposal in PDF format is the only allowable
format. Please email proposals to: Shweta.Nanekar@apexnc.org
Upon receipt of your proposal, an email response will be provided.
Proposals must be received no later than 4 p.m. on July 24, 2026 to be eligible for
consideration.
Any questions on the request for proposals should be directed to Shweta Nanekar, Parks
Planning Manager at 919-368-1486 or Shweta.Nanekar@apexnc.org. A summary of
inquiries and responses will not be provided.

PARKS, RECREATION, AND CULTURAL RESOURCES
53 HUNTER STREET, APEX
The Town of Apex reserves the right to select the most responsible and responsive proposal
submittal which it finds to be within the best interests of the Town, based on the criteria
described in this Request for Qualifications. The Town of Apex will select the most
qualified and responsive firm based on the combined evaluation of five staff members. The
Town reserves the right to schedule interviews if needed after evaluating proposals. North
Carolina, Women and/ or Minority owned firms qualified to do the work will be given priority
consideration. A North Carolina firm is a firm that maintains an office in North Carolina
staffed with an adequate number of employees judged by the Town to be capable of
performing a majority of the work required.
The Town of Apex reserves the right to reject any and all proposals, to consider alternatives,
to wave irregularities and to re-solicit proposal submittals. All proposal submittals must be
valid for a minimum period of ninety (90) days after the date of the proposal submittal
opening. All materials submitted regarding the RFQ become the property of the Town of
Apex and become public information. Responses may be viewed by any person at the
proposal submittal opening time and after the final selection has been made. The Town is
not liable for any costs incurred by those who have submitted proposal submittals prior to
issuance of a signed contract. The contents of the selected firm will become contractual
obligations if a subsequent agreement is reached. Failure of the selected firm to accept
these obligations may result in cancellation of the award.
The firm(s) selected will be notified by email. Notification will also be sent by email to firms
not selected. The Town will award the contract to the selected firm based on successful
negotiation of the fee for the required work. If unsuccessful, the Town may enter
into negotiations and award the contract to another qualified firm.