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FVW Building Improvements Project



Architectural and Design Services for Franklin Vance Warren Opportunity, Inc.

Project: Building Improvements to 180 S. Beckford Drive, Henderson, NC 27536


I.           Purpose Background


Franklin Vance Warren Opportunity, Inc. (“FVWO”) is a North Carolina non-profit corporation and community action agency organized pursuant Article 2, Chapter 108B of the North Carolina General Statutes. The agency administers social service programs for residents of Franklin, Vance, Warren, Granville, and Nash Counties in partnership with the State and Federal Governments, counties and municipalities, and charitable funders. FVWO is seeking qualifications for architectural and design services for renovations and improvements to its existing building located at 180 S. Beckford Drive, Henderson, NC 27536 and to assist FVWO during the procurement and construction process. 




FVWO is soliciting qualification statements from architectural firms (hereinafter “Firms” or, when singular, “Firm”) for contract services related to the preparation of design drawings, specifications, bid documents, bid recommendation and construction administration for renovations and improvements to its existing building located at 180 S. Beckford Drive, Henderson, NC 27536. The selected Firm will work closely with FVWO’s Chief Executive Officer and other FVWO employees and representatives throughout the contract.  The project site is located at 180 S. Beckford Drive, Henderson, NC 27536 and the work is more particularly described in the Scope of Project and Scope of Services sections set out below.  The project will be financed by the United States Department of Agriculture Rural Development (“USDA”) and preference will be given to Firms with significant experience working with USDA.




The general scope of the project will entail architectural and design services necessary for renovations and improvements to its existing building located at 180 S. Beckford Drive, Henderson, NC 27536. Architectural and design services shall address the following:


  1. Permits as needed

  2. ADA accessible main entrance

  3. Updating the front facade

  4. Masonry related to PTACs

  5. Millwork and Cabinets in breakroom area

  6. Window replacement

  7. Doors and hardware

  8. Drywall and Metal framing as needed

  9. Hard tile

  10. Acoustical ceilings

  11. Flooring and Base-Vinyl Tile, not carpet

  12. Painting

  13. Plumbing (making 3 restrooms ADA accessible)

  14. HVAC (replacing PTACs and adding PTACs in two offices and Board meeting room)

  15. Electrical

  16. IT/Technology




The selected firm will provide architectural and design services for renovations and improvements to its existing building located at 180 S. Beckford Drive, Henderson, NC 27536.  The selected Firm will also communicate with the builder, FVWO, and, if applicable, the State Construction Office during the construction process to coordinate and keep the project on schedule and complete the construction project in a timely manner. The selected Firm shall complete each task in accordance with the schedule shown below:


1.         Help develop preliminary budget and cost estimate for the project;


2.         Meet with FVWO to discuss and clarify any changes, special circumstances and/or topics of importance which may arise during the development of the budget and cost estimate;


3.         Prepare any necessary site plan in accordance with applicable regulations including, but not limited to, County and state development regulations. 


4.         Prepare applications for, and secure, any and all required regulatory permits and/or approvals including but not limited to all necessary encroachment agreements, environmental approvals and permits, utility agreements, easements, and licenses, and any approvals needed from the State of North Carolina or local government agencies;


5.         Prepare complete architectural engineering and construction plans and specifications in accordance with applicable regulations;


6.         Prepare detailed cost estimates;


7.         Prepare complete construction bid package including all required documents for projects subject to Uniform Guidance;


8.         Provide all necessary information for the preparation of the project bid advertisement;


9.         Manage procurement process including the preparation of bid package for prospective bidders in accordance with applicable Uniform Guidance and FVWO’s Procurement Policies and Procedures, respond to bidder inquiries concerning the technical aspects of the project, prepare any and all necessary addenda to the bid packages, attend bid opening to answer any questions as may arise, review bids for accuracy, investigate bid documents for eligibility and completeness, make recommendation to FVWO regarding the acceptance of the lowest responsible bid and other technical assistance as may be requested by FVWO during the bidding process;


10.       Work in coordination with FVWO Attorney to prepare formal contract documents, including any and all documents required for particular financing sources, for execution of the construction contract;


11.       Attend a mandatory pre-construction meeting to clarify the start and completion dates of the project, answer any questions that may arise, review payment policies, and FVWO policies. 


12.       Provide construction inspection and management services as necessary to expedite construction in a timely fashion, ensuring compliance with the general and technical specifications by the successful bidder (the “Contractor”), and that construction is in strict accordance with the plans such that all work is documented as having been completed in accordance with the approved plans, permits, and specifications.


13.       Prepare and issue necessary change orders, and review any and all requests for change orders from the Contractor, upon approval of the FVWO;


14.       Investigate any and all requests for partial and final payments prior to approval to ensure payment to Contractor in accordance with the contract documents as executed and amended;


15.       Conduct final inspection of construction upon completion of work by the Contractor, and accompany FVWO and FVWO’s designated staff on courtesy inspection prior to approval of final payment to Contractor;


16.       Provide four (4) hard paper copies and one electronic copy of all building construction drawings and specifications, site plans, and computer generated files to FVWO.


17.       Provide FVWO with all inspection reports including Certificate of Occupancy. 




The following submittal requirements are essential:


  1. All materials shall submitted electronically must be in Adobe Acrobat 5.0 (or later) PDF format (preferably in one file) by the date indicated in the schedule below. Submittals may be color or black/white and all portions must be 8½” x 11”. No printing, binding or other paper handling is required of the Firm. Paper submittals will be accepted, but will not be accepted in lieu of the electronic copy.

    2. Submittals may include spreadsheets, graphics, logos and any other "objects" embedded in the file.

    3. A cover letter may be inserted after page one and WILL be counted as part of the total page limitation.

    4. Links or references to websites are not acceptable and will not be allowed.

    5. Submittal (all pages and sheets) must be limited to a maximum of twenty (20) pages in total.

If applicable, clearly disclose all potential conflicts or appearances of conflicts of interest with third parties.  Include (1) present or prior relationships, (2) work in same or different discipline, (3) work in local area or elsewhere, and (4) work as prime or sub-consultant, etc.


The submittal shall address each of the following:




A brief description of the Firm's understanding of and approach to the tasks is required for a successful project.  Include a proposed scope of services listing specific anticipated work tasks.




In detail, describe past experience of your firm with similar projects.  Include specific projects, names and description of the work completed, client names and individuals with telephone numbers of one (1) individual to contact for reference for each project listed. 




Multi-firm “teaming” is acceptable to provide the best-qualified professionals for this contract. Provide a graphical representation of your team organizational chart, including the firm’s name, individuals involved, and the role they will perform (principal-in-charge, project manager, engineer, planner, economist, etc.).   Provide a description of the qualifications and experience of the specific individuals that will be involved in this project, including the staff of other professional firms to be used (provide registration numbers and expiration dates of architects, planners, engineers, etc. for verification).  Identify their experience with similar type projects.




Describe your firm’s method of keeping a project on schedule and within budget.  Creative techniques that minimize research and work redundancy while providing a comprehensive effort should be described.  The Firm shall assure that sufficient staff is available at all times and assigned to the project.




All submittals received by the deadline will be evaluated. Submittals received after the deadline will not be evaluated.


Proposal submittal with fee proposal deadline September 18, 2020 by 12:00 noon.

Selection Committee will review submittals the on a date to be determined during the week of September 212020.

Firm Interviews and perform final selection if necessary--Week of September 28, 2020.

Meeting to finalize scope and request for Fee Proposal--Week of September 28, 2020.

Contract reviewed by FVWO Board—Week of October 5, 2020.

Contract signed by Firm by October 16, 2020.

Estimated beginning date of work on the project October 19, 2020.

Project completed by Firm October 19, 2021.


Qualification submittals are to be received by FVWO by the date shown above. The Selection Committee will review all submittals received by the deadline. Submittals received after the deadline will not be reviewed. Submittals must be e-mailed to Brandon Alexander at and to Abdul Rasheed, Chief Executive Officer at Questions regarding this project should be directed to Brandon Alexander: Telephone: (919)-264-4912;


Firms are strongly encouraged to test-submit proposals to themselves to review format and integrity of the submittal. Submittals that cannot be opened or are otherwise corrupt will not be evaluated.


Firms are strongly encouraged not to wait until the deadline. Submittals that are received after the deadline due to Internet delays, firewalls, large file delivery times, etc. may not be considered.

Firms will receive an e-mail confirmation upon receipt and successful opening of their submittal including that submittal was received before the deadline.


After a review of the submittals, one firm will be selected for the project. Interviews are not anticipated for consultant selection for this project.  The selection decision will likely be made solely upon the merits of the submittal.  However, if interviews are deemed necessary, they will be conducted.




The selection of the Firm shall be based on proposal information exhibited in written and graphic form, and in personal interviews (if conducted).  Criteria for selection will include, but not necessarily be limited to the following:


A.  20%:   Relevant experience of the same or similar projects in content and scope including experience with USDA funded projects

B.  20%:   Firm understanding of the purpose of the project

C.  20%:   The qualifications and experience of the Firm's key project team members who

will be actively involved in the project. (Note: both firm AND team members must have relevant experience with similar projects)

D. 10%:   Approach to cost control and scheduling

E. 10%:   Reference checks

F. 10%:   The submittal itself as an example of the quality of the firm's work

G. 10%:  Proximity to Construction Site







It is the policy of FVWO to provide minorities and women equal opportunity for participating in all aspects of FVWO's contracting and procurement programs, including but not limited to employment, construction development projects, and materials/services, consistent with the laws of the State of North Carolina. The policy of the FVWO prohibits discrimination against any person or business in pursuit of these opportunities on the basis of race, color, national origin, religion, sex, age, disability, or veteran's status. It is further the policy of FVWO to conduct its contracting and procurement programs so as to prevent such discrimination and to resolve any and all claims of such discrimination.


Firms submitting responses must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.  Affirmative steps must include: (1) placing qualified small and minority businesses and women's business enterprises on solicitation lists; (2) assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; (3) dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises; (4) establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises; and (5) using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.




FVWO will comply with the Americans with Disabilities Act (ADA) which prohibits discrimination on the basis of a disability.  FVWO will make reasonable accommodations in all programs to enable participation by individuals with disabilities who meet essential eligibility requirements. FVWO programs will be available in the most integrated setting for each individual. If any accommodations are necessary for participation in any program or services, participants are encouraged to notify FVWO staff accordingly.




To the extent permitted by law, the Firm shall indemnify and save harmless FVWO, its elected and appointed officials, officers, agents, employees and assigns from and against all loss, costs, damages, expenses and liability caused by an accident or other occurrence resulting in bodily injury, including death, sickness and disease to any person; or damage or destruction to property, real or personal; arising directly or indirectly from operations, products or services rendered or purchased under the contract by and between the selected consultant and FVWO.  The Firm further agrees to purchase and maintain during the life of the contract for the Project, with an insurance company acceptable to FVWO, authorized to do business in the State of North Carolina the following insurance coverage:


AUTOMOBILE LIABILITY - Bodily injury and property damage liability insurance covering all owned, non-owned, and hired automobiles for limits for bodily injury of not less than $1,000,000 per person/$2,000,000 per accident, and property damage limits of not less than $1,000,000 per accident. The automobile liability insurance coverage amounts may be satisfied with a combination of primary and excess/umbrella coverage.


COMMERCIAL GENERAL LIABILITY - Bodily injury and property damage liability shall protect the contractor, and any subcontractor performing work under the contract, from claims of bodily injury or property damage which arise from operation of this Agreement, whether such operations are performed by contractor, any subcontractor, or anyone directly or indirectly employed by either. The amounts of such insurance shall not be less than $2,000,000 bodily injury each occurrence/$4,000,000 aggregate and $2,000,000 property damage each occurrence/$4,000,000 aggregate.  This insurance shall include coverage for products, completed operations, personal and advertising injury liability, and contractual liability in an amount not less than $2,000,000 each occurrence/$4,000,000 aggregate.  The liability insurance coverage amounts may be satisfied with a combination of primary and excess/umbrella coverage.


WORKERS' COMPENSATION - Meeting the statutory requirements of the State of North Carolina, even if not required by law to maintain such insurance.  Workers’ Compensation insurance shall have at least the following limits: Employers Liability - $100,000 per accident limit, $500,000 disease per policy limit, $100,000 disease each employee limit.


PROFESSIONAL LIABILITY – Insuring against professional negligence, errors, and omissions on an occurrence or claims-made basis with policy limits of $2,000,000 per claim/$4,000,000 annual aggregate.  If insurance is provided on a claims-made basis, “tail” coverage will be required at the completion of this Agreement for duration of thirty-six months, or the maximum time period reasonably available in the marketplace.  Contractor shall furnish certification of “tail” coverage as described or continuous “claims made” liability coverage for thirty-six months following completion of its services under this Agreement.  Continuous “claims made” coverage will be acceptable in lieu of “tail” coverage provided its retroactive date is on or before the effective date of this Agreement.  If Continuous “claims made” coverage is used, Contractor shall be required to keep the coverage in effect for duration of not less than thirty-six months from the end of this Agreement.  This will be a condition of the final acceptance of work or services.


Certificates of such insurance must be furnished and shall contain the provision that FVWO will be given thirty (30) days written notice of any intent to amend or terminate by either the consultant or the insuring company.  In addition, FVWO shall be named an additional insured under such automobile and commercial general liability policies.


D.  OTHER CONTRACT REQUIREMENTS.  The final contract between the parties will be drafted by FVWO’s attorney and may contain standard terms and conditions applicable to contracts which are or may be funded by federal funding sources, which may include but not be limited to those certain contract provisions contained in Appendix II to 2 CFR Part 200 – Contract Provisions for Non-Federal Entity Contracts Under Federal Awards. See 2 CFR § 200.326; 45 CFR § 75.335.



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