Request for Qualifications (RFQ) Consultant Project Manager for Water System Planning and Infrastructure Improvement Project
Town of Oakland, Maryland
Request for Qualifications (RFQ)
Consultant Project Manager for Water System Planning and Infrastructure Improvement Project
General
The Town of Oakland, Maryland (“Town”) is soliciting Statements of Qualifications (SOQs) from qualified consulting firms to serve as Project Manager (PM) for Phase I of a multi-phase municipal water system improvement project, consisting of the development of a Comprehensive Engineering and Infrastructure Plan funded in part by the Appalachian Regional Commission (ARC).
The selected firm will act as the Town’s representative and primary coordinator, providing project-wide project management services from initial planning and consultant procurement through design and plan development activities (Phase 1).
Subject to the availability of funding, satisfactory performance, and approval by the Town, the contract may be amended to include future phases, including construction-phase services and project close-out. Nothing in this RFQ shall be construed as a guarantee for future work.
Phase I will evaluate existing water system assets, identify infrastructure deficiencies, and produce design documents and supporting technical analyses for prioritized capital improvements. The selected consultant will oversee project management tasks associated with plan development.
The services procured through this RFQ will be funded by a grant from the Appalachian Regional Commission (ARC). All applicable federal and ARC grant requirements shall apply to the selected firm and any subconsultants engaged under this contract.
Background
The Town of Oakland has identified deficiencies in its drinking water system, including storage capacity, system pressure, and fire protection; and intends to undertake a comprehensive assessment and strategic planning effort to guide major system upgrades.
Phase I of the Project will include but is not limited to, the following elements:
Engineering assessment and strategic planning for the Town’s water system
Prioritization of capital improvements and long‑term infrastructure needs
Engineering design and drawings for water system improvements
Architectural design and drawings for water system facilities, as required
Site planning for a new water storage tank
Civil engineering integrating utilities, grading, and stormwater management
Future phases of the Project may include construction of recommended improvements, subject to the availability of funding and subsequent authorization by the Town.
Due to the scope, complexity, and anticipated funding requirements of this multi‑year effort, the Town seeks an experienced Project Manager to plan, coordinate, and oversee Phase I activities and position the Project for successful implementation of future phases.
Project Scope
The selected consultant will provide comprehensive professional project management services for Phase I of the Oakland Water System Improvements Project, and is anticipated to serve as the Town’s Owner’s Representative throughout the full project lifecycle, subject to funding availability and Town authorization.
Phase I – Planning and Design Management (Base Contract)
The selected consultant shall provide, at a minimum:
Project Planning and Coordination
Develop a project strategy and phased implementation plan
Conduct stakeholder meetings, maintain documentation, and provide regular updates to the Town
Assist in defining scopes of work for engineering, architectural, and civil design services required for Phase I
Establish scheduled, budgets, milestones, and reporting protocols
Provide support in preparing materials necessary for future funding applications, as requested
Procurement Support (Phase I Professional Services Only)
Prepare, issue, and manage requests for proposals, qualifications, quotes for:
Engineering assessment, planning, design, and drawings
Architectural design services
Civil engineering/site planning
Assist the Town with consultant and contractor selection, including evaluations and interviews
Ensure procurement processes comply with applicable federal, ARC, potential future funding, and Town requirements
Consultant Coordination
Coordinate and oversee the work of all retained consultants
Review schedules, deliverables, and cost estimates
Facilitate interdisciplinary coordination to ensure integration of planning and design components
Identify and mitigate scope gaps or redundancies
Funding & Compliance Support
Assist the Town in complying with ARC and other applicable funding requirements
Maintain documentation required for reporting and grant compliance
Support preparation of future funding applications for subsequent phases as requested
Design Oversight (Phase I)
Oversee design development activities for:
Water system improvements
Replacement of the Bradley Run Sewer Pump Station building
Site planning for a new water storage tank
Civil engineering of site integration and stormwater management
Ensure designs align with Town goals, budget constraints, and regulatory needs
Anticipated Future Phases (Optional / Contingent Services)
The Town intends the selected consultant to provide continuity of services through subsequent phases of the Project, including construction, subject to the availability of funding, satisfactory performance, and authorization by the Town.
Future phase services may include which may include:
Construction procurement support
Bid package coordination
Construction-phase administration
Schedule and budget oversight
Change order review and coordination
Project close-out and grant compliance documentation
The Town reserves the right to amend the contract or negotiate a subsequent agreement for these services. Nothing herein guarantees award of future phase work.
RFQ Submission Procedures
Submission Format:
Interested consultants shall submit a Statement of Qualifications Package limited to 10 single-sided 8.5”x11”pages (12-point font). SOQs shall be submitted to the Town of Oakland by 4 pm on April 17, 2026. The subject line shall include the words “Statement of Qualifications for Consultant Project Manager for Water System Planning and Infrastructure Improvement Project”. The SOQ shall contain the following:
Cover Letter
Firm Background & Capabilities, including office location
Proposed Project Team with qualifications and resumes
List of Similar Projects (3) completed within the last five years (preferably municipal or water system projects)
Technical Approach, including:
understanding of Oakland’s needs
proposed methodology
project management plan
quality assurance/quality control approach
Conflict of Interest Disclosure (does not count toward 10-page limit)
Delivery Address:
Town of Oakland Attn: Town Administrator 14 N. 8th Street Oakland, MD 21550
Proposals may be submitted in sealed hard copy or electronically.
Proposals must be received no later than April 17, 2026 at 4 pm EST.
Late submissions will not be accepted.
Questions:
All written questions regarding this RFQ shall be submitted to:
Valerie Stemac
Responses to all questions will be posted at:
Oaklandmd.gov
Evaluation Criteria
Statements of Qualifications will be evaluated using the following criteria:
1. Relevant Multi-Phase Infrastructure Experience (30%)
Demonstrated experience serving as Owner’s Representative or Project Manager for comparable municipal water infrastructure projects, including planning, design, and construction phases.
Firms should highlight:
Multi-phase lifecycle management
Water storage and distribution system projects
Experience transitioning projects from planning through construction
2. Experience with State and Federal Funding Programs (25%)
Demonstrated experience managing projects funded through ARC, SRF, USDA, or other federal or federally assisted programs, including:
Procurement compliance
Grant reporting
Construction-phase compliance
Audit readiness
3. Qualifications of Proposed Project Team (20%)
Experience and credentials of key personnel, including:
Project management expertise
Construction administration experience
Federal grant compliance experience
Availability and continuity of key staff
4. Technical and Management Approach (15%)
Quality and clarity of the firm’s proposed approach, including:
Strategy for managing Phase I deliverables
Plan for maintaining continuity into future phases
Risk management and cost control framework
Communication and stakeholder engagement strategy
5. Understanding of the Town’s Objectives (10%)
Demonstrated understanding of:
The Town’s infrastructure deficiencies
Fire protection and capacity issues
Funding constraints
Long-term system sustainability goals
The Town may invite a shortlist of firms for interviews. The Town reserves the right to negotiate scope and fee with the selected firm, reject any or all submissions, or waive informalities.
RFQ Schedule
Milestone
Date
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March 23, 2026
Deadline for Questions
April 3, 2026
Town Response to Questions
April 10, 2026
Proposals Due
April 17, 2026
Interviews (if applicable)
April 20-May 1, 2026
Expected Selection
May 4, 2026
General Conditions
All submitted materials become property of the Town.
Issuance of this RFQ does not commit the Town to awarding a contract.
Any award will be final and without recourse for unsuccessful applicants.
Compliance with state and federal procurement requirements is mandatory.
The Town reserves the right to cancel this RFP at any time.
All proposal preparation costs are the responsibility of the proposer.
The selected firm will be required to enter into a formal written agreement with the Town.