David G. Barnes, Sk8 and The Meeting Place Park Master Plan - Request for Proposals (RFP)

View the RFP Updated 10.21.2025 (PDF)

Timeline: 

1. Request for Proposals Released: Oct 6, 2025; Updated Oct. 17, 2025; Updated Oct. 21, 2025
2. Written Questions Received: October 17, 2025
3. Response to Questions Released: October 21, 2025
4. Proposals due: October 28, 2025
5. Waxhaw Staff and PCR Committee internal review: November 29, 2025
6. Consultant Interviews (if necessary): November 5-12, 2025
7. Waxhaw BOC Approval (anticipated) : November- December 2025
8. Contract Negotiations and Finalization: November-December 2025
9. Submit to David G. Barnes and Sk8 Park and The Meeting Place Master Plan to BOC for approval, give the Town Manager signing power and notice to proceed: December 2025 (BOC Meeting Dec 9th)
10. Start date Monday, December 15, 2025, and Mid-project check-in with Cost estimates on May 6 for the BOC meeting on May 12, and ETA adoption of the Master Plan in August 2026.

Posted: Received questions from "written Question" period posted Wednesday, Oct. 21 by 4 p.m.

• This is listed as an RFP, but it’s a little unclear whether a fee is being submitted with the qualifications. Fees are not listed under the Submittal Response Requirements but reads like it might be part of the Selection Criteria and Proposal Evaluation? Not Required- update 10.17.25
• If a fee is required has the Town exempted itself from the Mini-Brooks Act? Not Required- update 10.17.25
• PARTF/LWCF is mentioned as being grant-ready. Is the Town preparing the grant application(s) or will the consultant prepare those? The Town needs the components within the Master Plan to provide the maximum points/qualifications for the PARTF / LWCF Grants. The Town is not asking the firm to write the grant.
• For The Meeting Place, is the intent to upgrade/expand the facility or totally replace? The Town is asking that the Meeting Place be considered a key role in the reimagining of the DG Barnes & Sk8 Park location. The intent is to assess the building, suggest upgrades, and upgrade usage.
•  Do you want the six hard copies of the submittal to be stapled, wire bound, paper clipped? Blinder Clipped
• 11 x17 is allowed, not to exceed 5 pages, is that 5 one sided pages? The 5 pages can be two-sided.
• Can you elaborate on what the ‘landfill-related concerns’ are mentioned in RFP Part 1? The site was a brick-making site in the past. It had a house with a well that had collapsed. The site was used for the Hugo debris site (1989), which included (trees/organics, yard equipment debris, concert, etc.). Paper road and easement with other landowners.
•  Any other known easements or encumbrances aside from the paper roads? The Town has an easement with Windstream for a section of the large playground.
•  The RFP references both “design-build plans” and “schematic design”. Can the Town confirm whether the Master Plan should include concept-level design drawings only that meet the needs outlined but allow for future flexibility, or if schematic design documents (for design-build readiness) are required? Update: 10.21.25
• Implementation Plan: Outline a plan for how to "actually fix and implement" the project, including a construction design plan (Design-build /Schematic Design).DS Clarify: DS Conceptual Design- DG Barnes and The Meeting Place; Engineered Redesign- SK8 Park (Design-build /Schematic Design)
• Will the Town provide existing survey data and utility maps for integration into the plan, or should the consultant develop these from field survey? The Town will provide existing surveys that were conducted in the footprint. There might be additional surveys needed, and/or soil tests.
• Should the deliverables include grant application assistance for PARTF or LWCF, or just ensuring the plan is “grant-ready”? The Town needs the components within theMaster Plan to provide the maximum points/qualifications for the PARTF / LWCF Grants. The Town is not asking the firm to write the grant.
• Grant ready, looking at the point system for both grants and making sure the Master plan can ? The Town needs the components within the Master Plan to provide the maximum points/qualifications for the PARTF / LWCF Grants. The Town is not asking the firm to write the grant.
• Is there an expectation for stakeholder interviews (e.g., downtown businesses, user groups, local schools), beyond the general public meetings? Yes, Special user groups (Skating community, business, surrounding landowners)
• Can the Town confirm that 20 pages total (10 double-sided) includes cover, tabs, and resumes, or are those excluded? The pages can be double-sided if you need additional space.
• Are digital submittals required in a specific format (PDF with bookmarks, <20MB size, etc.)? Do not exceed 20MB in size, please.
• Proposal Evaluation lists "Project Budget is reasonable, reflective of project needs, and presented as requested in the RFP." Fees are not requested elsewhere. Is there a request for fees, and if so, what is the preferred format? Not Required- update 10.17.25
• Submittal response requirements note at least three (3) of reference projects should be completed projects. Please confirm if you are looking for completed master plans or built park projects as a result of the master plan. Either would work, but submitting a master plan that resulted in a build would be preferred.

Contact: 

Dena Sabinske, Waxhaw Director of Parks & Recreation
704.843.2195 ext.278