TIMBER FOR TRANSIT ENGINEERING AND PREDEVELOPMENT SERVICES

1. Project Background and Description

Southwest Region Planning Commission (SWRPC) is seeking Statements of Qualifications from engineering firms for services related to its project “Bridging the Gap: Developing the Timber-to-Transit Value Chain in the Monadnock Region and Beyond.” The initiative is funded through the Timber for Transit Program, administered by the Northern Border Regional Commission (NBRC). This project aims to demonstrate how engineered and conventional wood products could help address the transportation infrastructure needs of rural communities in Cheshire County, NH. The full project proposal is available as Attachment 1 to this RFQ.

2. Scope of Services

The professional services sought through this RFQ will primarily support the following activities.

1. Engineering and predevelopment assistance to assess the feasibility of incorporating innovative timber products into several high-priority transportation infrastructure projects. 

These projects will be selected through an inventory and prioritization project undertaken by SWRPC in coordination with a Project Work Group composed of municipal, transportation sector, and timber industry stakeholders. Engineering services for each selected project will be assigned under individual task orders negotiated on a lump sum basis. Specific engineering activities will depend on the unique characteristics and goals of each project but are anticipated to include tasks such as: inspection of existing assets considered for renovation/replacement; conceptual, preliminary, or final design; permitting assistance; cost estimation; maintenance and life-cycle analysis; other predevelopment work necessary to advance the project. Projects selected for engineering assistance are anticipated to include bridge construction and/or renovation, but other types of transportation infrastructure are eligible. Examples include bus shelters, transit facilities, trail kiosks, parking structures, and more.

2. Update and expansion of existing standard bridge superstructure plans. 

The U.S. Forest Service (USFS) has published a variety of guidance documents that include template designs for short-span timber bridges. One example is “Standard Plans for Timber Bridge Superstructures” (FPL-GTR-125), which includes a variety of template designs for short-span timber bridges. These designs, however, were not developed using the Load and Resistance Factor Design (LFRD) methodology, which AASHTO adopted as a requirement in 2007. In 2019, the USFS published “Standard Plans for Glue-Laminated Timber Bridge Superstructures” (FPL-GTR-260), which included LFRD specifications, but not for species native to northern New England. These two examples are referenced for illustrative purposes—the USFS has developed additional design aids on the subject of timber bridge construction.

Developing standard plans that both comply with the LFRD methodology and incorporate specifications for native species would fill a key gap currently preventing the construction of timber bridges with locally produced timber products—in Cheshire County and across the NBRC service area. The adaptation of these existing bridge plans represents a prime opportunity to leverage previous engineering work, expanding the impact of past investment in the topic. Template plans will help municipalities and other prospective clients save on engineering costs and time when considering designs that rely on timber-based products sourced from species native to northern New England.

The superstructure types and systems to be adapted for Northern New England tree species (eastern hemlock, domestic spruce-pine-fir) will be determined collaboratively with input from the participating firm and the project work group.

Each adapted design aids will be expected to include information similar to that included in the USFS standard bridge plans reference above, including dimensioned drawings, details of connections, material specifications (grade of lumber, connector hardware, preservative treatments if any), and any necessary construction notes. Each design should explicitly state applicable span ranges, loading limits, timber species, and wood volume incorporated.

The engaged firm will be expected to participate in a quality assurance process, incorporate feedback through a review process (e.g., review by NHDOT bridge engineers or USFS experts) to finalize the standard plans. Deliver final documents in both printable (PDF) and editable formats (e.g., AutoCAD drawings and Word specs or similar). SWRPC is also interested in proposals that include MathCAD worksheets to assist with load rating calculations for template superstructure designs.

3. Project Management and Coordination

Throughout tasks described in sections 2.1 and 2.2, above, the consultant will attend project meetings (kick-off, periodic progress meetings, and a wrap-up or presentation meeting). The consultant will coordinate with the SWRPC project manager to provide updates, seek input, and ensure that the work meets the project objectives. The consultant may also be asked to present interim findings or draft materials to stakeholders, for example, presenting work products to municipal officials or introducing the draft standard plans at a regional workshop.

3. Timeframe

SWRPC aims to engage a qualified firm by the end of October 2025. All project activities performed by the engaged firm must be complete by February 2027. The sequencing of project activities is contingent on individual infrastructure projects selected for engineering/predevelopment assistance an execution of corresponding task orders.

4. Statement of Qualifications (SOQ) Requirements

Interested firms should format their Statement of Qualifications to include the following sections. The SOQ should be concise (recommended 15-20 pages max, excluding resumes or appendices) and sufficiently detailed to illustrate the firm’s capabilities.

4. Cover Letter

A brief letter of interest, introducing the firm and summarizing the primary qualifications. The letter should be signed by an authorized representative of the firm and include contact information for the person best suited to answer questions about the submission.

5. Firm Overview

General information about the firm, including full legal name, office location(s), years in business, and areas of specialization. If multiple firms are teaming, provide an overview for each key team member firm and identify the lead contract firm.

6. Project Team & Key Personnel 

An organization chart and/or descriptions of the proposed project team. Identify key personnel who will be assigned to this project, including the project manager, lead structural engineer(s), and any specialty sub-consultants (e.g., timber material specialists, cost estimators, etc.). For each key individual, provide a brief summary of relevant experience, role in the project, and credentials (education, P.E. license, other certifications). Full resumes can be attached in an appendix for reference.

7. Relevant Experience

Describe the firm’s experience with similar projects or services. Emphasize projects that involved:

1. Timber or Mass Timber Engineering: Examples of bridge designs, structural assessments, or building projects utilizing mass timber, glulam, cross-laminated timber (CLT), or other wood technologies, especially any that demonstrate knowledge of the unique considerations of timber (connections, decay prevention, etc.).
2. Bridge and Infrastructure Design: Experience with highway or pedestrian bridge design, particularly short-span bridges and those in rural or municipal settings. Highlight familiarity with AASHTO standards and if possible, mention any projects using AASHTO LRFD code.
3. Standard Plan Development or Research: Any instances of developing standard designs or contributing to design guides, whether for bridges or other structures. Work done for government agencies or initiatives (e.g., FHWA, state DOTs, USFS) in this vein would be relevant.
4. Feasibility Studies and Life-Cycle Cost Analysis: Projects involving comparative analysis of design alternatives, cost estimation, or life-cycle evaluations, especially with a focus on innovative materials.

For each example project, provide a brief description including the client, location, date or year, scope of the firm’s involvement, and outcomes. Indicate how each project demonstrates the firm’s suitability for the scope of work described in section 2.

8. Approach and Understanding:

Provide a narrative outlining the firm’s understanding of the project and a general approach to fulfilling the tasks. While a detailed work plan is not required at this RFQ stage, this section should convince evaluators that the firm has thoughtful insight into:

1. The challenges and key considerations of using timber in transportation infrastructure (e.g., structural performance, durability, regulatory acceptance).
2. The requirements of updating standard bridge plans to LRFD and integrating local species, including any anticipated technical hurdles and how the firm might address them.
3. Coordination and project management approach, including how the firm will liaise with SWRPC, NBRC (as needed for compliance), and other stakeholders.
4. A high-level timeline or ability to meet schedule demands (if there are specific interim deadlines or sequence, mention understanding of those).
5. Whether the approach would address the project scope of work in its entirety, or only certain elements. (In cases where a candidate firm proposes to address only a portion of the scope of work, they must justify why this is the case, e.g., they are uniquely qualified for certain aspects of the scope.)

This section may also include any initial ideas or innovations the firm would bring to add value to the project, such as use of advanced modeling for life-cycle analysis, strategies for ensuring designs get approved by regulators, or experience in community outreach regarding timber structures.

9. Staff Availability and Capacity

Affirm the availability of the key personnel for the expected duration of the project. Note the current workload of the team and how this project will be integrated to ensure on-time completion. If certain tasks will be subcontracted, identify the subcontractor and their qualifications. Clearly state that the firm has the capacity to begin work promptly upon award and to dedicate resources necessary for a project of this scope.

10. References

Provide at least three (3) client references for recent projects (ideally within the last 5-7 years) that are relevant to the scope of this RFQ. For each reference, include: client organization, name and title of the reference person, phone number and email, the project name/description, and the services your firm provided. These references should be able to speak to the firm’s technical performance, project management, communication, and adherence to schedule/budget. SWRPC may contact these references as part of the evaluation.

11. Additional Information (Optional)

Firms may include any additional information that highlights their qualifications or approach. This could include descriptions of internal quality control processes, awards or recognition for relevant work, involvement in industry groups related to timber engineering, or any unique resources the firm brings (for example, in-house timber testing labs or proprietary design software, etc.). Keep additional content focused and relevant to the project.

5. Evaluation and Selection

SWRPC will evaluate submissions according to a qualifications-based selection process. A selection committee will review each Statement of Qualifications and score them based on the following Evaluation Criteria (with approximate weights):

1. Experience & Qualifications of Team (20%): The expertise, experience, and qualifications of the proposed personnel and team. Emphasis on demonstrated structural engineering competence (especially in timber structures and bridge design) and any unique qualifications in timber material science or innovative infrastructure. Familiarity with Northern New England and working with rural communities will be looked upon favorably.
2. Relevant Project Experience (20%): The firm’s track record with similar projects. Quality and relevance of past work in timber engineering, bridge design, feasibility studies, and knowledge of applicable standards (AASHTO, LRFD, etc.). Successful completion of projects of comparable complexity will rate highly.
3. Project Understanding & Approach (20%): The depth of understanding of the project goals reflected in the SOQ and the soundness of the firm’s proposed approach. This includes recognition of potential challenges and the creativity/practicality of the solutions proposed to meet the project’s objectives.
4. Capacity & Schedule (20%): The firm’s ability to staff the project and meet the timeline. This includes evaluation of current workload, availability of key staff, and confidence that the firm can allocate sufficient resources.
5. Clarity & Quality of SOQ (20%): The overall quality, professionalism, and completeness of the submission. A well-organized, clearly written, and concise SOQ that includes all requested information will reflect positively on the firm.

Each criterion will be scored and weighted. The committee may assign numeric scores or rankings for each category and then develop an overall ranking of firms. SWRPC intends to select the top-ranked firm to enter negotiations for a contract. If an acceptable agreement cannot be reached with the top-ranked firm, SWRPC reserves the right to negotiate with the next highest-ranked firm, and so on.

6. Submission Details

Interested firms must submit their Statement of Qualifications by 5:00 PM (EST) on December 19, 2025. Submissions should be made electronically in PDF format. Email the SOQ to:

Todd Horner, Executive Director

Southwest Region Planning Commission

Email: thorner@swrpc.org

Phone: (603) 357-0557

Please use the subject line “SOQ – Timber for Transit Engineering Services” in your email. You should receive a confirmation email upon successful receipt of your submission. If you do not receive confirmation within 2 business days, please contact us to verify receipt.

Optional Hard Copy: In addition to the required electronic submission, firms may deliver one (1) printed copy or a USB drive with the PDF to the SWRPC office at 37 Ashuelot Street, Keene, NH 03431, by the same deadline. However, an email submission is sufficient and preferred. Late submissions will not be accepted under any circumstances.

Questions and Clarifications: Questions regarding this RFQ must be submitted in writing via email to Todd Horner at thorner@swrpc.org by October 30, 2025. Answers to all questions will be compiled and posted as an addendum on the SWRPC website by November 15, 2025, and sent via email to all firms who have formally requested a copy of this RFQ or registered interest. In order to maintain a fair procurement process, please refrain from direct contact with SWRPC staff or committee members regarding this project, aside from the prescribed communications channels for RFQ questions.

Tentative Procurement Schedule: (dates subject to change)

1. RFQ Release: October 8, 2025
2. Deadline for Questions: October 30, 2025
3. Addendum (Q&A) Posted (if needed): November 15, 2025
4. SOQ Submission Deadline: December 19, 2025
5. Evaluation of Submissions: January 9, 2026
6. Selection and Notification of Top-Ranked Firm: January 15, 2026
7. Negotiation of Scope and Contract: January 30, 2026
8. Project Kickoff (anticipated): February 30, 2026

SWRPC aims to have a consultant under contract and beginning work by February 30, 2026. The contract term is expected to run through February 2027 to allow sufficient time for completion of all tasks and deliverables, in line with NBRC project timelines.

7. Contractual Information

The contract awarded will be a Professional Services Agreement (PSA) between SWRPC and the selected firm. The contract will include standard terms and conditions and will incorporate federal requirements associated with the NBRC funding. These requirements include but are not limited to: adherence to 2 CFR 200 procurement standards, civil rights and nondiscrimination clauses, and debarment and suspension verification. A draft contract will be provided during contract negotiations. The consultant will be required to carry adequate insurance (general liability, professional liability, workers comp, etc. as specified by SWRPC) and to indemnify SWRPC and the funding agencies as per standard contract language.

All activities specified by the PSA will be authorized through individual task orders, each on a lump sum basis. The PSA will stipulate a total not-to-exceed contract amount.

All work products developed under the project will become of the property of SWRPC. 

8. NBRC Compliance

This procurement and subsequent project work will adhere to NBRC program requirements as outlined in the NBRC Grant Agreement and Compliance Manual. All services must be performed in a manner consistent with federal grant guidelines and 2 CFR 200. The selected consultant will be expected to assist SWRPC in meeting reporting requirements and ensuring compliance throughout the project.

9. Rights Reserved

SWRPC reserves the right to reject any and all submissions, to waive any informalities or irregularities in submissions, and to cancel or modify the RFQ process at any time if it is in the best interest of SWRPC or the NBRC program. This RFQ does not constitute a contract or an offer of employment. The cost of preparing and submitting an SOQ is the sole responsibility of the consultant team; SWRPC will not reimburse any costs incurred. All submissions become the property of SWRPC and will be kept confidential throughout the evaluation process.

10. Equal Opportunity

SWRPC is an Equal Opportunity Employer. We encourage responses from minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). All qualified firms will receive consideration without regard to race, color, religion, creed, age, sex, sexual orientation, gender identity, national origin, or disability status. The selection of a consultant will be made strictly on the basis of qualifications, in accordance with Title VI of the Civil Rights Act of 1964 and related federal and state nondiscrimination laws.

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Thank you for your interest in the Timber for Transit Engineering Services RFQ. We look forward to reviewing your qualifications. Please do not hesitate to reach out via the contact information above if you have questions or require any clarifications (before the question deadline). https://www.swrpc.org/about/jobs-rfps/