Project Name: SUPPLEMENTAL WATER RESERVOIR TANK AND DOWNTOWN SEWER LINING PROJECT
The Town of West Jefferson desires to engage a Private Engineering Firm (PEF) to provide an engineering report, environmental information document, design, and construction administration and inspection services for a supplemental water reservoir tank and sewer lining in the downtown district. The Town of West Jefferson is the official entity that will make decisions as to the selection of engineering services.
The Town has received funds from the NC Department of Environmental Quality (DEQ) through the State Revolving Fund Supplemental Appropriations for Hurricanes Helene and Milton and the Hawaii Wildfires (referred to as “SRF Helene” funds), which it plans to use in conjunction with other funding sources to complete the Supplemental Water Reservoir Tank and Downtown Sewer Lining Project, herein after referred to as the “Project”.
Supplemental Water Reservoir Tank: SRF Helene Funds $366,812 and SmBiz Funds $370,407.98
Downtown Sewer Lining: SRF Helene Funds $1,100,698 and SmBIZ Funds $780,456.75
Total project budget: SRF Helene Funds $1,467,510 and SmBiz Funds $1,150,864.73
Background:
This project includes the components listed below.
SUPPLEMENTAL RESERVOIR WATER TANK PROJECT DESCRIPTION
The Town of West Jefferson proposes constructing a Supplemental Water Filtration Reservoir Tank at the water filtration plant. The project will install a new supplemental water filtration reservoir tank that will provide approximately 20,000 additional gallons of water storage capacity to the town’s existing municipal water system. This will include all necessary accessories, appurtenances, and connections to the existing water system. Because the existing system relies on limited finished water storage and manual valve controls at the treatment plant, irregular flow conditions can trigger automatic shutdowns designed to protect infrastructure and maintain regulatory compliance. This creates vulnerabilities in water supply reliability, posing risks to sanitation standards and reliable access to potable water. This supplemental tank will provide a stable and redundant water supply, improve system regulation, and enhance the town’s overall infrastructure durability, ensuring continuous water service and long-term economic stability for the Town of West Jefferson.
DOWNTOWN SEWER LINING PROJECT DECRIPTION
The Town of West Jefferson proposes lining a section of existing downtown sewer infrastructure. The existing sewer infrastructure serving West Jefferson’s downtown core has experienced significant deterioration, resulting in cracked, displaced, and structurally compromised sewer mains following the arrival of Hurricane Helene. The aging and damaged sewer lines, which are owned and maintained by the Town of West Jefferson, have contributed to infiltration and inflow, increased maintenance demands, and the risk of sewer overflows that could create public health concerns. The proposed project would line approximately 10,100 feet of sewer infrastructure and the associated mains along Oak Avenue, Ford Street, Mountain Avenue, Ridgecrest Avenue, Barnett Street, Graybeal Avenue, Short Street, East Buck Mountain Road, East Ashe Street, 3rd Avenue, East 1st Avenue, Hwy 221 Business, and 4th Avenue. This rehabilitation effort will restore structural integrity to compromised lines, reduce system vulnerabilities, and improve overall durability against future storm events, ensuring continuous wastewater service and supporting economic recovery for the community.
Scope of Work:
Engineering services for the projects shall include, but are not limited to, standard tasks necessary for the implementation and administration of the project in conformance with DEQ, federal, and state requirements:
- Preparation of an engineering report/environmental information document (ER/EID) that meets DEQ standards to be submitted before 10/01/26. The Town may request an extension for DEQ for this deadline once the selected engineering firm has an estimated timeframe for completing this task.
- Performing or coordinating any necessary surveying, geotechnical investigation, assessments, or other field investigations necessary to support planning, design, permitting, and construction. The extent of these services will be determined based on project needs and available information. The engineers shall identify applicable permits, approvals, and regulatory requirements associated with the proposed work and coordinate with the appropriate agencies. This may include preparation of permit applications, supporting technical documentation, environmental review materials, and coordination required to advance the project through applicable local, state, and federal review processes.
- The engineer shall prepare preliminary and final design documents for the project. This may include engineering drawings, technical specifications, bidding documents, contract documents, engineer’s opinion of probable construction cost, and other materials necessary for procurement and construction. Design shall address, as applicable, temporary erosion and sediment control, and other projects-specific considerations.
- As applicable, the engineer will aid the Town with easement procurement from private parties and/or encroachment agreement with government entities such as DOT.
- Conducting the bid process, including:
- Supervising the bid advertising, tabulation, and award process
- Preparing the advertisement for bid
- Sending direct solicitations
- Handling responses to bidder questions
- Issuing addenda
- Conducting pre-bid meeting
- Conducting bid opening
- Reviewing bids for responsiveness and completeness
- Assisting with recommendation of award
- Issuing the notice to proceed
- Conducting the pre-construction conference
- The engineer shall provide engineering services during construction and project closeout. Services may include review of shop drawings and submittals, responses to requests for information, attendance at project meetings, review of pay applications and change orders, periodic observation of construction progress, coordination with the Town and contractor, assistance substantial and final completion, preparation of recorded documentation and support with project closeout requirements.
- The engineer shall demonstrate familiarity with North Carolina Division of Water Infrastructure funding requirements, procurement expectations, and project documentation standards for publicly funded infrastructure projects. The engineer shall support the Town in complying with all applicable funding, procurement, reporting, and documentation requirements associated with the project. This includes ensuring compliance with all American Iron and Steel and Davis-Bacon requirements and handling all related reporting.
- Providing reproducible plan drawings to the Town upon project completion.
- Conducting final inspection and testing.
- Submitting certified “as-built” drawings to appropriate authorities.
Submission Requirements and Format:
All submittals must contain the following information:
- Format: All letters of interest are limited to eight pages, inclusive of the cover sheet, and shall be typed on 8 1/2” x 11” paper, single-spaced, one-sided.
Section I – Cover/Introductory Letter
The introductory letter should be addressed to Rebecca Eldreth, Assistant Town Manager, is limited to two pages, and should include the following information:
- Individual or Firm information: firm’s legal name, address, email, and telephone number, the principal(s) of the firm and their experience and qualifications. Provide the name and contact information of the individual(s) authorized to represent the firm in negotiations and to sign any agreement resulting from the proposal.
- Expression of the firm’s interest in the work.
- Statement regarding the firm’s possible conflict(s) of interest in performing the work.
- Summation of information contained in the letter of interest.
Section II – Evaluation Factors
This section should contain information regarding evaluation and other factors listed in the advertisement, such as:
- A synopsis of specialized and technical experience of the firm with respect to water/wastewater improvements or related work, including any similar projects funded with State or Federal funds, specifically Division of Water Infrastructure funds, and total construction costs and completion dates.
- Work program timeline showing the estimated length of time for completion of each stage of the Project. Time estimates should be expressed in number of days/weeks without reference to a specific starting date. Firm’s proposed timeline must meet the project milestone dates listed below (Note: The Town can request an extension from DEQ for the ER/EID Submittal if necessary, given the short timeframe, but the selected firm is expected to work on the ER/EID expeditiously to avoid delays in meeting subsequent milestones):
| Milestone | Date |
| Engineering Report/Environmental Information Document Submittal to DWI | 10/01/2026 |
| Engineering Report Approval by DWI | 03/01/2027 |
| Bid and Design Package Submittal to DWI | 09/01/2027 |
| Bid and Design Package Approval by DWI | 01/03/2028 |
| Advertise Project, Receive Bids, Submit Bid Information, and Receive Authority to Award | 05/02/2028 |
| Execute Construction Contract(s) | 08/02/2028 |
- The capacity and capability of the firm to perform the work in question, including specialized services, description of current work activities, and the capability to carry out all aspects of the related activities and firm’s anticipated availability during the term of the project.
- Provide a proposed organizational chart for the services to be provided. Include the names and titles of the personnel anticipated to work on the scope of work. Detailed information on the staff’s experience in the related field and knowledge of the industry should be included.
- A brief description of the firm’s approach to design and construction administration, including the firm’s understanding of its responsibility concerning safety, contract administration, environmental responsibility, claims, and project delivery. Please include any innovative approaches to be used.
Qualification Evaluation Criteria:
Submissions will be evaluated according to the following factors:
| The firm’s experience, knowledge, familiarity, and past performance with design and construction services, especially with respect to water/wastewater projects | 40 pts |
| The qualifications and experience of the key staff to perform the scope of work, especially with respect to water/wastewater projects | 30 pts |
| Quality and completeness of response and adequate understanding of the project-specific issues to perform the scope of work | 20 pts |
| Quality of proposed workplan timeline and ability to meet grant reporting deadlines | 10 pts |
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 Registration for Professional Engineers and Land Surveyors. Any firm proposing to use corporate subsidiaries or subcontractors must include a statement that these companies are properly registered with the NC Board of Registration for Professional Engineers and Land Surveyors. 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 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. The firm must have the financial ability to undertake the work and assume the liability. The selected firm will be required to furnish proof of Professional Liability insurance coverage in the minimum amount of $1,000,000. The firm must have an adequate accounting system to identify costs chargeable to the Project.
North Carolina firms qualified to do the required 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.
Submission:
The above information should be submitted to the Town no later than 2:00 p.m. on Wednesday, September 10th, 2026.
Letters of interest received after this deadline will not be considered. Firms submitting letters of interest are encouraged to carefully check them for conformance to the requirements stated above.
Submissions may be mailed to the Town:
Town of West Jefferson
Attn: Rebecca Eldreth
PO Box 490
West Jefferson, NC 28694
Submissions in person on Monday – Friday 8:00am – 5:00pm:
Town of West Jefferson
Attn: Rebecca Eldreth
1 S Jefferson Ave
West Jefferson, NC 28694
Submissions may be emailed to the Town:
clerk@townofwj.com
Any questions concerning the advertisement should be directed to Rebecca Eldreth, Assistant Town Manager at clerk@townofwj.com or by telephone at 336-246-3551.
If you feel the information provided is inadequate to submit a letter of interest, please contact Rebecca Eldreth, Assistant Town Manager.
Notification:
The firm selected will be notified by September 16, 2026. Notification will not be sent to firms not selected.
The Town reserves the right to reject any and all Letters of Interest.
General Requirements, Comments & Disclosures:
- This solicitation is for services that will be funded by appropriations subject to federal procurement requirements and reporting and therefore all contracted engineers and subconsultants must be eligible to receive federal funds as provided by 2 CFR 200.
- All engineers and their key staff and employees are expected to provide a statement of conflict of interest if any conflict they may have regarding the project set forth hereinabove, and a plan for mitigating the conflict(s). Note that the Town of West Jefferson may in its sole discretion determine whether a conflict disqualifies a firm, and/or whether a conflict mitigation plan is acceptable.
- Any consulting firm and its principals and key personnel and employees may not be debarred or suspended nor otherwise on the Excluded Parties List System (EPLS) in the System for Award Management (SAM). Engineers must include verification that the service provider, as well as its principals and key personnel are not listed (are not debarred) through the System for Award Management (www.SAM.gov). Engineers are expected to enclose a print-out of search results that includes the record date.
- Any engineer selected under this RFQ will not discriminate against any employee or consultant for employment, because of race, color, religion, sex, creed, disability, or national origin. Any selected engineer will take affirmative action to ensure that consultants are employed and that the employees are treated during employment without regard to their age, race, color, religion, sex, creed, disability, or national origin.
- This RFQ is a request for the submission of qualifications and is not itself an offer, nor should it be construed as an offer.
- The Town of West Jefferson expressly reserves the right to modify, reschedule, or cancel this request at any time, whether before or after any proposals have been submitted or received.
- The Town of West Jefferson reserves the right to reject and not consider any or all Engineers in its discretion.
- The Town of West Jefferson reserves the right to reject any or all companies, to waive any informality in the RFQ process, or to terminate the RFQ process at any time, if deemed to be in its best interest.
- In the event the party selected does not enter into the required agreement to carry out the purposes described in this request, the Town of West Jefferson may, in addition to any other rights or remedies available at law or in equity, commence negotiations with another person or entity.
- In no event shall any obligations of any kind be enforceable against the Town of West Jefferson unless and until a written agreement is entered into.
- The Engineer agrees to bear all costs and expenses of its response and there shall be no reimbursement for any costs and expenses relating to the preparation of proposals submitted hereunder or for any costs or expenses incurred during negotiations.
- By submitting a response to this request, the Engineer waives all rights to protest or seek any remedies whatsoever regarding any aspect of this request, the selection of another Engineer or Engineers with whom to negotiate, the rejection of any or all offers to negotiate, or a decision to terminate negotiations.
- The Town of West Jefferson reserves the right not to award a contract pursuant to the RFQ.
- All items become the property of the Town of West Jefferson upon submission and will not be returned to the Engineer.
- Proposals will be evaluated using the factors listed in this RFQ.
- The Town of West Jefferson reserves the right to interview or to choose not to interview Engineers prior to making a final selection.
- Engineers are requested to refrain from contact with the Selection Committee members.
