1. Introduction - The Town of Southern Shores invites qualified firms to submit proposals for the design and installation of a comprehensive irrigation system to serve the cemetery grounds of the Southern Shores Cemetery located at 66 South Dogwood Trail. This system will be a new system providing efficient watering methods, ensure sustainable water use and enhance maintenance of the cemetery.
2. Project Overview - Southern Shores Cemetery is a municipal cemetery located in Southern Shores, NC, spanning approximately 64,000 square feet. The proposed irrigation system will primarily need to accommodate established and non-established grass lawns, while respecting the cemetery’s existing layout and operational needs.
3. Scope of Work - Complete a master plan design for a new irrigation system within the Southern Shores Cemetery that maintains the character of the cemetery grounds. The design will include irrigation planning and design for the area, as well as a new pump house. The cost of installation of the approved plan should be included with the Offeror’s proposal. There is currently no power to the site. The water is supplied through a municipal water tap.
4. Proposal Requirements - Firms submitting proposals must include the following:
A. Cover Letter:
Brief introduction, including firm’s experience and expertise in irrigation system design and installation.
B. Qualifications:
Detailed description of the firm’s relevant experience.
C. Project Approach:
Description of the methodology for completing the scope of work.
Timeline for project completion.
D. References:
Contact information for three recent clients with similar project scopes.
5. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
A. Experience and qualifications.
B. Project approach and methodology.
C. Timeline and availability.
The Town of Southern Shores will review each proposal and reserve the right to accept or reject any or all proposals, wholly or in part, in a manner deemed to be in the best interest of the Town. The Town will follow up with each Offeror after the proposals have been scored and may request an interview to make a final determination of which Offeror will be selected.
6. Submission Instructions - Before submitting a Proposal, Consultant shall carefully read all sections of this Request for Proposal and shall fully inform themselves as to the existing conditions and limitations, which may impact their ability to perform. A non-mandatory preproposal submittal meeting will be held onsite at the Southern Shores Cemetery located at 66 South Dogwood Trail at 10:00 a.m. on October 2, 2025. Consultants may submit questions via email to, David Bradley, Public Works Director, at dbradley [at] southernshores-nc.gov (dbradley[at]southernshores-nc[dot]gov) until 5:00 p.m. on October 3, 2025. Questions will be answered by email to all firms by 5:00 p.m. October 6, 2025. Firms interested in submitting a proposal should notify Mr. Bradley of their interest to ensure all clarifications reach him. Any questions received after the exact time specified for receipt will not be answered.
The Proposal must be submitted by 3:00 p.m. on Friday, October 17, 2025. The proposal must be in a sealed envelope and marked on the outside of the envelope “Cemetery Irrigation System”. Submit two complete proposals too:
The Town of Southern Shores
Attn: David Bradly, Public Works Director
5375 N Virginia Dare Trail
Southern Shores, NC 27949
7. Terms and Conditions
- The Town reserves the right to reject any or all proposals and to waive any irregularities or informalities.
- Proposals must remain valid for 90 days after the submission deadline.
- This RFP does not obligate the Town to award a contract or pay any costs incurred in the preparation or submission of proposals.
8. Schedule
- RFP Issued: September 22, 2025
- Non-mandatory preproposal meeting: October 2, 2025, 10:00 a.m. @ the Town of Southern Shores Cemetery
- Deadline for Questions: October 3, 2025
- Questions answered: October 6, 2025
- Proposal Submission Deadline: October 17, 2025, 3:00 p.m.
- Selection of Consultant: November 6, 2025
9. Background Information - For additional information about Southern Shores Cemetery, including maps and layout details, please visit https://www.southernshores-nc.gov/rfps or contact David Bradley, Public Works Director, at dbradley [at] southernshores-nc.gov (dbradley[at]southernshores-nc[dot]gov) or by calling 252-261-2394