1-RFQ032550 BID BOOK Resurfacing - Pavement Management Services 2026.pdf

City of Columbus

Solicitation Number: RFQ032550

Request for Proposals for Pavement Management Services 2026

Department of Public Service

Capital Improvement Project No: 530282-962026

Version Dated: 4/8/26

Response Due Date and Time:

May 6, 2026, 10:00 AM, Eastern Time

Submit Electronic Proposal Package through Bonfire at:

https://columbus.bonfirehub.com/login

CITY MBE/WBE GOAL FOR THIS PROJECT: 0%

NEW PROPOSAL PAGE LIMIT OF 12 PAGES. SEE SECTIONS 6.5 AND 6.6 FOR

DETAILS.

THERE HAVE BEEN MANY CHANGES TO THE RFP DOCUMENTS. PLEASE REVIEW

ALL SECTIONS OF THE DOCUMENTS.

PROPOSAL SIGNATURE FORM

This page, signed by an officer of the offering firm or a designated agent empowered to bind that entity in a contract with the Department of Public Service, should accompany each proposal submitted for consideration.

I, the undersigned, having carefully examined the Request for Proposals (RFP), propose to furnish services in accordance therewith as set forth in the attached proposal.

I hereby certify that, to the best of my knowledge, this submission is complete and all statements made therein are true and accurate.

I also affirm I am duly authorized to sign and submit this response on behalf of the Offeror named below.

I further acknowledge that by signing this form I am representing that, in the event this proposal is accepted, the Offeror is willing and able to execute a contract in the form shown in the RFP with no changes to the terms and conditions unless approved by the Department of Public Service, with the understanding that the scope and compensation provisions will be negotiated and included in the final contract.

By my signature below, I attest that I have read, understand and agree to the terms, conditions and requirements set forth in the RFP and associated documents.

Failure to sign and return this form may result in the rejection of the proposal.

OFFEROR CONTACT INFORMATION:

OFFEROR (Company Name): ______________________________________________________________

ADDRESS: ____________________________________________________________________________

CITY, STATE, ZIP: _______________________________________________________________________

CONTACT PERSON: _____________________________________________________________________

CONTACT PERSON PHONE: _________________________

CONTACT PERSON EMAIL: _____________________________________________

AUTHORIZATION TO PROPOSE:

Signature Date

Printed Name Title

LOCATION OF LEAD OFFEROR FORM

This form will be used to determine the scoring for the location of the lead offeror per Evaluation Criteria Section 7.1 of this Request for Proposal (RFP). Failure to submit this form will result in the proposal receiving one point for the location of the lead offeror. This form does not count toward the submission page limit for this RFP.

Location of Lead Offeror status (check only one box below):

Lead Offeror meets the definition of a City of Columbus local business (has a current and fixed local occupancy and is a taxpayer in good standing) by meeting all of the following criteria (10 points):

• Owns or leases office space within the corporate limits of the City of Columbus.

• The office space is occupied and used by at least one executive officer of the business entity.

• The office space has been owned or leased by this business for no less than twenty-four consecutive months immediately prior to the due date of this RFP; or if the business has relocated within the City of Columbus during the preceding twenty-four months, it has owned or leased office space within the City of Columbus for twenty-four consecutive months immediately prior to the due date of this RFP.

• The office space is not just a Post Office box or similar mailing address; is not a moveable work site such as a construction trailer or offices at a construction job site; is not a location zoned for residential use, unless such a location is the sole office space owned and/or leased by the business entity; and is not a location rented or used by the business entity for temporary business functions such as meetings or teleconferences.

• Has filed tax returns for both net profits and payroll taxes with the City of Columbus for no less than two consecutive fiscal years preceding the due date of this RFP.

• Is current and compliant in the payment of any City of Columbus taxes on payroll and net profits; of, if not current and compliant, has entered into an agreement to pay any delinquency and is abiding by the terms of the agreement at the due date of the RFP.

Lead Offeror is located within Franklin County, either not within the City’s corporate limits or within the City’s corporate limits does not meet all of the criteria for a City of Columbus local business as detailed above (7 points).

Lead Offeror is located within one of the counties adjoining Franklin County, Ohio (5 points).

Lead Offeror is located within the State of Ohio (3 points).

Lead Offeror is located outside the State of Ohio (1 point).

I hereby certify that the Location of Lead Offeror status claimed above is true and accurate. I also affirm I am duly authorized to sign and submit this information on behalf of the Offeror.

Signature Date

Printed Name Title

TERMS AND CONDITIONS FOR SUBMITTING PROPOSALS

SPECIAL CONDITIONS

Special conditions included in the specifications, if inconsistent with provisions included in this "Terms and Conditions for Submitting Proposals" section, shall take precedence over any provisions in this "Terms and Conditions for Submitting Proposals” section.

SUBMISSION OF PROPOSAL

Proposals must be submitted according to the information contained in the Request for Proposal form.

All proposals and other material submitted in response to this Request for Proposal (RFP) become the property of the City of Columbus. The City may choose to retain or return these materials to the offeror, at the offeror’s expense.

ACCEPTANCE AND REJECTION

This proposal submitted by the Consultant to the City of Columbus will be accepted or rejected within a period of 180 days from proposal due date. The City reserves the right to waive technicalities and to request new proposals (rebid) for the advertised project. Each Request for Statements of Qualifications and Request for Proposals issued by the City may be cancelled and a proposal may be rejected in whole or in part when it is for good cause and in the best interests of the City.

WITHDRAWAL OF PROPOSALS

Consultants may withdraw their proposals at any time prior to the time specified in the advertisement as the closing time for the receipt of proposals. However, no Consultant shall withdraw or cancel a proposal for a period of 180 calendar days after said advertised closing time for the receipt of proposals.

DEFAULT PROVISION

In case of default by the Consultant, the City of Columbus may terminate any resultant contract and may procure the articles or services from other sources and hold the Consultant responsible for any excess costs occasioned or incurred thereby.

SIGNATURE REQUIRED

By submitting this response electronically, offeror is affixing an electronic signature as defined by the Ohio Uniform Transactions Act. Said signature represents that he/she has the authority to bind the entity to the terms and conditions contained herein

APPLICABLE LAWS

The Revised Code of the State of Ohio, the Charter of the City of Columbus, and all City ordinances insofar as they apply to the laws of competitive bidding, contracts, purchases, and wage theft prevention, are made a part hereof.

REMEDIES

All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Consultant arising out of or relating to this Contract or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio. Terms and conditions, submitted with this proposal, which are contrary to City Code or Charter shall be disregarded for the purpose of any subsequent contract.

CONTRACT

The Consultant to whom an award is made will be required to execute a written contract with the City of Columbus, Ohio, within seven days after receiving such contract for execution.

TAXES

The City, being a municipality, is tax exempt.

Federal and/or State Taxes are not to be included in prices quoted. The successful Consultant will be furnished an exemption certificate if needed.

PUBLIC RECORDS REQUESTS

The City of Columbus, as a political subdivision of the State of Ohio, is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Act. Accordingly, the Bidder understands that ALL records submitted in response to this RFP are generally considered public records and WILL be released in response to valid request for public records, unless said records are legally exempt or non-record per the Ohio Public Records Act.

Upon receipt of a valid request for public records for this submittal, the City will send notice of said request to Bidder, via electronic mail, to the most recent electronic email address on record for the Bidder. The City will initially review the submittal and redact records that it believes it can legally justify under the Ohio Public Records Act. However, Bidder has the sole responsibility of identifying records that it believe may contain proprietary trade-secrets from release under the Ohio Revised Code. If Bidder believes the submittal does contain proprietary trade-secrets, the City will NOT assert the legal position of Bidder that said records are protected. Instead, Bidder must obtain an order from a Court of competent jurisdiction in Franklin County, Ohio enjoining the release of said records. The City will delay release of records for seven (7) calendar days after the notice was sent to the Bidder to allow for Bidder to obtain a court order. Failure to take timely action will result in the release of records.

THE CITY STRONGLY ENCOURAGES

BIDDER TO NOT INCLUDE ANY

RECORDS IN SUBMITTAL THAT CONTAIN

PROPRIETARY TRADE-SECRETS.

COSTS INCURRED FOR PROPOSAL SUBMISSIONS

The City is not liable for any cost associated with the preparation of the proposal or any other costs incurred by any offeror prior to the execution of the Contract. The rejection of any proposal in whole or in part, at the City’s sole discretion, will not render the City liable for incurring any cost or damage.

CONTRACT COMPLIANCE

All consultants shall identify all sub-consultant(s) who will perform any type of contracting on City proposal(s). All consultants shall include in their proposal response the anticipated scope of work and percentage of work that will be performed by all sub-consultant(s), along with their contract compliance number(s).

All consultants, including sub-consultants, who are party to a contract as defined in Columbus City Code 3901.01, must hold valid contract compliance certification numbers before a contract can be executed. The consultant and all sub-consultants must have valid contract compliance certification numbers within seven business days of the City issuing a notification of intent to award the contract. If the consultant or any subconsultants do not all have valid contract compliance certification numbers by that time, the City may rescind the contract award and award another offeror.

Go to Vendor Services to verify that vendors have a valid contract compliance number. Vendor Services can be accessed via:

http://vendorservices.columbus.gov/

Vendor Services contact information is:

Email: vendorservices@columbus.gov Phone: 614-645-8315

Vendors must register on the Vendor Services portal before doing business with the City of Columbus and becoming Minority or Women Business Enterprise (MBE/WBE) certified. To get registered, please visit the following link:

https://new.columbus.gov/Business- Development/Bids-Solicitations/Vendor- Resources.

After vendor registration, you will receive an email inviting you to complete the required Contract Compliance (EBO) Questionnaire. Vendors must be contract compliant in order to do business with the City of Columbus. To get compliant, please visit the following link:

https://new.columbus.gov/Business- Development/Bids-Solicitations/Vendor- Resources.

To complete our online certification application, track the status of your application and receive a copy of your certification approval letter, visit:

https://columbus.diversitycompliance.com/.

For more certification information or questions, contact us at: DiversityCertifications@columbus.gov.

For additional inquires, contact the Office of Diversity and Inclusion at: odi@columbus.gov.

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REQUEST FOR PROPOSAL

1. Project Information

1.1 Project Name: Pavement Management Services 2026

Capital Improvement Project No: 530282-962026

1.2 Project Overview:

The City of Columbus is the 15th largest City in the United States with approximately 2,225 centerline miles of pavement. The Department of Public Service is seeking proposals from experienced Professional Services Consulting Firms to perform automated pavement condition surveys and photo imaging across the City’s network to be utilized in the City’s Pavement Management System. The collected data will support development of Resurfacing Programs and planning activities.

The resulting contract is funded with an initial appropriation of $950,000.

Background In 2020, the City of Columbus collected pavement condition data across the City’s 2,225 miles using the Pavement Condition Index (PCI) based on ASTM D6433. The City collected PCI data for the entire network again in 2023. Additionally, the City has implemented systems that the collected data will be used in such as Asset Information Management System (AIMS), Asset Workorder System (AWOS), a CityWorks application, & Pavement Management System (PMS) a custom development application.

The selected Consultant shall attend a scope meeting anticipated to be held on/about May 29, 2026. If the Project Manager is not available, the Consultant may designate an alternate(s) to attend in his/her place.

1.3 References:

1.3.1 General Design Requirements: https://www.columbus.gov/Business- Development/Design-Construction

1.3.2 Columbus Construction and Material Specifications, Latest edition:

https://www.columbus.gov/Business-Development/Building-Zoning- Services/Documents-Forms/Design-and-Construction-Documents/Document- Library/Construction-and-Material-Specifications

2. Scope of Services:

The scope of services follows; however, the consultant is encouraged to suggest deletions or additions within their understanding of the Project/Project Approach if they believe changes will better meet the objectives of the project. A detailed scope of services will be negotiated with the selected consultant and incorporated into the executed contract.

2.1 Project Initiation & Kick-off Meeting:

2.1.1 Conduct kick-off meeting confirming scope, extent, and content of the pavement condition survey, set schedule milestones, and deliverable formats.

https://www.columbus.gov/Business-Development/Design-Construction https://www.columbus.gov/Business-Development/Building-Zoning-Services/Documents-Forms/Design-and-Construction-Documents/Document-Library/Construction-and-Material-Specifications https://www.columbus.gov/Business-Development/Building-Zoning-Services/Documents-Forms/Design-and-Construction-Documents/Document-Library/Construction-and-Material-Specifications https://www.columbus.gov/Business-Development/Building-Zoning-Services/Documents-Forms/Design-and-Construction-Documents/Document-Library/Construction-and-Material-Specifications https://www.columbus.gov/Business-Development/Building-Zoning-Services/Documents-Forms/Design-and-Construction-Documents/Document-Library/Construction-and-Material-Specifications

2.1.2 Confirm project contacts, roles, responsibilities, and documentation.

2.1.3 Identify all necessary data elements to be provided by the City.

2.2 Perform an automated continuous, objective, and accurate surface condition survey of the City’s entire street network. The consultant shall describe in detail the methodology of their automated data collection and data analysis. If shortlisted, the Consultant will be required to demonstrate the PCI calculation.

2.2.1 The selected consultant must demonstrate a minimum of 5 years experience performing automated pavement condition assessments, including data implementations and configuration.

2.2.2 Pavement Condition Assessment/Rating Methodology: The City requires the

Pavement Condition Index (PCI) rating methodology per ASTM D6433 Standard Practice for Roads and Parking Lots Pavement Condition Index Surveys. The survey methodology must be accurate, reproducible, and ingestible with AIMS, AWOS, and the PMS.

2.2.3 Data collection shall be performed on dry pavement and during daylight hours. The data collection shall finish no later than October 2nd, 2026. The consultant shall make the data available to the City as collection is occurring.

2.2.4 The survey test section lengths must be block-to-block maximum with a break at every intersection.

2.2.5 All arterial and collector roadways shall be tested and driven in each direction, resulting in two full passes. Local roadways only need to be tested in a single direction. The City maintains approximately 2,225 centerline miles of roadway, of which approximately 500 miles are designated as arterial and collector roadways.

2.2.6 The City maintains approximately 35 centerline miles of brick roads. Brick pavements are not included in ASTM D6433; the Consultant will use the Pavement Condition Rating assessment methodology from Ohio Department of Transportation at the following link:

• https://www.transportation.ohio.gov/working/engineering/pavement/pavement

-condition-rating/app-f/app-f

2.3 Provide length, width, area, and pavement surface type (asphalt, concrete, brick, bridge deck, etc.) for each roadway segment in a data format acceptable to AIMS and the PMS.

2.4 HD digital imagery shall be collected and delivered to City in 25-foot intervals.

2.4.1 Minimum acceptable resolution of the cameras is 2750 X 2200.

2.4.2 The City is interested in 360 imaging or video.

2.4.3 A minimum of one forward facing view shall be processed and delivered to the

City. Preference is forward, right, and left facing view.

https://www.transportation.ohio.gov/working/engineering/pavement/pavement-condition-rating/app-f/app-f https://www.transportation.ohio.gov/working/engineering/pavement/pavement-condition-rating/app-f/app-f

2.4.4 Images shall be linked to the City’s GIS Linear Referencing System (LRS) and show the NLFID’s on the images.

2.4.5 Digital Images must be captured in JPEG format.

2.4.6 Images must be supplied with the pilot data report (See 2.7) for the first 10 miles comprising of all pavement types represented in the City.

2.5 Consultant shall establish a Structural Index Number for each roadway segment that can be utilized along with the PCI score to assist with selection of rehabilitation candidates.

2.5.1 The Structural Index Number shall be calculated based on the deducts of structural distresses recorded on the roadway

2.5.2 The Structural Index Number is to be provided along with the PCI data for each roadway segment and able to be seen in a GIS map format

2.6 The consultant shall develop a formal data collection Quality Management Plan (QMP).

The QMP shall address data quality control for data collection as well as quality acceptance by City staff.

2.7 The consultant shall provide a pilot data report for the first 10 miles (5 for arterials, 5 for

Local streets) within the first few weeks (Defined at Kickoff) of collection to ensure quality and data integrity. The Pilot shall include all pavement types and route types. The Pilot Data Report must include all collected street data and be in the same format as the final deliverable.

2.8 Pavement Data Load into AIMS & PMS and GIS Configuration: The condition survey data must be imported into the AIMS database and PMS. The following outlines the details required for the consultant to achieve this effort:

2.8.1 Location Based Response System

The City’s street network is recorded on a Location Based Response System (LBRS) that utilizes a unique identifier (SegUniq). Each unique street segment (and it’s attributes of significance) is identified by a “SegUniq” number. To integrate with AIMS & PMS, all ratings and distresses will need to be associated with a street segment and the appropriate “SegUniq” number.

The consultant will be provided with the City’s existing LBRS in a geodatabase file format. The deliverable shall be returned in the desired format of the City.

2.9 Follow Up and Technical Support

2.9.1 The Consultant shall be available for follow-up discussions regarding the deliverables and their integration into the City’s systems.

2.9.2 The Consultant shall provide on-call technical support on an as needed basis during specified City working hours for issues related to the pavement condition data and the use of AIMS/PMS. The exact scope of the on-call services will be defined at the time of the call.

2.10 Project Deliverables:

2.10.1 Pavement condition survey data in a format acceptable to the AIMS and PMS.

At a minimum, the selected consultant must provide data collected in electronic format through an automated system for the following:

A Pavement Condition Index score for every segment in the City’s street network. The selected consultant shall use the ASTM D6433 standard condition survey definitions when conducting the surface distress ratings and generating the Pavement Condition Index for each segment. The data should be analyzed using a 0 – 100 pavement condition assessment scoring scale.

The deducts from a 100 point PCI scale for each distress type should include any additional deductions taken based on both the severity and extent of each distress type. The ASTM Standard deduct values, distresses, and severity definitions will be approved by the City.

The following details will be included for each segment:

• Pavement type, length, and width of each street segment

• Distress Type

• Distress Severity

• Distress Extent

• Any other comments related to the street segment, namely road conditions or areas identified for manual re-inspections.

The data collected must be processed and made available within 4 weeks of collection.

2.10.2 Digital images.

2.10.3 Data should be hosted in a single location while being viewed in multiple remote locations via the internet.

2.10.4 The Consultant will provide a cost proposal for Data hosting inclusive of viewer

2.10.5 Image Viewer requirements:

• Customizable interface

• Satellite imagery paired with layered databases allowing for mapping of assets

• Data can be displayed in a spatial interface.

• Viewing should only require web browser with internet connection

• User definable PCI severity levels with ability to color code at those levels

• Fee should include unlimited number of users and technical support

2.11 Meetings:

2.11.1 The Consultant shall allocate time to attend weekly virtual coordination/progress meetings with the City.

2.11.2 The Consultant shall provide for the following additional, if-authorized, meetings: Two meetings with City officials and other affected parties as applicable where materials shall be presented formally and include a PowerPoint presentation.

3. Consultant/Prequalifications & Personnel (Other) Qualifications

3.1 ODOT Prequalifications: NONE

3.2 Other Prequalifications: NONE

3.3 Other Qualifications

3.3.1 The selected consultant must demonstrate a minimum of 5 years experience performing pavement condition assessments, including data implementations and configuration, at the State and Local levels.

3.3.2 Must illustrate prior experience of on-call technical support and include references of such support for past projects

3.3.3 The Selected consultants must have a minimum of 5 years experience with video imaging/video logging data acquisition at the State and Local levels.

4. Project Schedule:

Deadline for question submittal: April 24, 2026 RFP Due: May 6, 2026 Consultant Selected: May 2026 Scope meeting: May 29, 2026 City Council Legislation: June 2026 Notice to Proceed date: July 2026

5. RFP Pre-Proposal Meeting: None

6. Proposal Submittal Instructions:

6.1 Proposals will be received electronically via Bonfire until 10:00 AM on the due date.

Only proposals received via Bonfire by the due date and time will be reviewed and considered for contract award. Proposals should not be able to be submitted via Bonfire after the due date and time. If any proposals should be received after the due date and time, they will be rejected by the City. Proposals sent or delivered to the City using any other method will not be reviewed.

To submit a proposal via Bonfire go to:

Note: The Bonfire link listed above for submitting proposals is not a help link. See Section 6.2.3 for help with submitting a proposal through Bonfire. See Section 6.3 for information concerning submitting a question concerning this Request for Proposal.

6.2 Electronic Submittals

6.2.1 Proposals shall be submitted as a PDF document. Please do not embed any documents within the uploaded file as such documents will not be accessible or evaluated.

6.2.2 Notes Regarding Submissions

6.2.2.1 Proposals will only be visible and accessible to the Department or evaluators after the due date and time.

6.2.2.2 Uploading large documents may take significant time, depending on the size of the file(s) and the Internet connection speed of the Offeror.

6.2.2.3 Offerors are solely responsible for ensuring their proposals have been successfully uploaded and received by Bonfire before the due date and time specified in the RFP. Technical problems uploading a submission, or longer than expected upload times, causing a response to miss the due date and time will not be considered valid reasons for accepting a late response.

6.2.2.4 The City cannot see any uploads in Bonfire prior to the due date and time specified in the RFP. The City is unable to tell you if your upload was successful until after the due date and time specified in the RFP.

6.2.2.5 Minimum system requirements:

• Use a browser supported by Bonfire: Internet Explorer 11 or Microsoft Edge (Windows); Google Chrome (Windows and Mac): or Mozilla Firefox (Windows and Mac).

• JavaScript and browser cookies must be enabled.

These minimum requirements are in place to ensure a secure and stable submission process. If you have a question about system requirements, contact Bonfire per the contact information in Section

6.2.3 of this document.

6.2.3 Bonfire Technical Help

The City of Columbus is using a Bonfire portal for accepting and evaluating proposals digitally. Offerors must contact Bonfire for technical help related to submissions at:

• https://columbus.bonfirehub.com/portal/support

• or Support@GoBonfire.com

• or 1-800-354-8010 (extension 2)

6.3 Questions Concerning the Request for Proposal Information

The deadline for question submittal for this RFP is stated in Section 4. Project Schedule.

Direct questions via e-mail only to: capitalprojects@columbus.gov

The subject line should reference the name of the project.

In order to receive consideration, questions must be received by the “deadline for question submittal for this RFP” listed in section 4, Project Schedule. Any interpretations of questions so raised, which in the opinion of the City or its representative require interpretations, will be issued by addenda posted on the Bonfire website. A notice stating addenda was posted on Bonfire will also be posted on the City’s Vendor Services website. The City or its representative will not be bound by any oral interpretations which are not reduced to writing and included in the addenda.

No contact regarding an RFP is to be made with the City after the RFP has been posted other than through the generic e-mail listed in this section, or in response to an email from the City sent following up on a question submitted to the generic e-mail address. Making contact with anyone else regarding this RFP after it has been issued, and prior to the due date and time, may result in the disqualification of any proposal submitted by the company of the person that made the contact.

For technical questions regarding submissions/Bonfire, see Section 6.2.3.

6.4 Evaluation

Proposals will be evaluated based on the evaluation criteria listed in Section 7 below and in accordance with Columbus City Code, Title 3, Chapter 329.

6.5 Proposal Page Limit and Page Format

6.5.1 Proposals may not exceed a total of twelve (12) letter-size (8.5” x 11”) pages and shall include the information specified in 6.6.3. A “page” is one side of a sheet of 8.5” x 11” paper with text, graphics, etc. If only one side of a sheet of paper has text, graphics, etc., then that is counted as one page. If both sides of a sheet of paper have text, that is counted as two pages. Proposals exceeding the twelve (12) page limit may be rejected.

6.5.2 The Proposal Signature Form and the Location of Lead Offeror form are required forms. Those documents shall be signed by a person authorized to obligate the Offeror’s firm and be uploaded to Bonfire as separate documents.

https://columbus.bonfirehub.com/portal/support mailto:Support@GoBonfire.com mailto:capitalprojects@columbus.gov

6.5.3 Page numbers are desired and requested to be centered at the bottom of each page.

• The page numbering is to start with the first page of the Proposal Content

(Section 6.6 below).

6.5.4 Font size should be 12 point. A font type of Times New Roman or Arial is preferred but any font type can be used. The purpose of this standard font size is for all proposals to have roughly the same amount of space for their response, giving each Offeror an equal opportunity to present their ideas and information, while staying within a 12 page limit. Offerors not following this criteria may be reformatted by Public Service to meet this standard. Reformatted proposals that exceed the 12 page limit will be rejected per 6.5.1.

6.5.5 Cover letters are not required. If submitted, a cover letter will count against the page limit of the proposal.

6.5.6 Unless listed as an exception in Section 6.5.7, appendices or additional information in any form (even if the information is uploaded into Bonfire as an additional document) will be counted against the page limit.

6.5.7 Pages that will not count against the page limit are:

• Proposal Signature Form

• Location of Lead Offeror Form

• Documentation from ODOT verifying ODOT prequalification status or other prequalifications

• Documents uploaded to verify other qualification requirements

• Section tab dividers (unless they contain text other than that necessary to identify the section)

• Title pages (unless they contain more information than just titles)

• ODI required documentation

6.6 Proposal Content

6.6.1 The purpose of this section is to standardize the information received and the order in which it is presented, aiding the evaluation committee in reviewing and scoring proposals by preventing them from having to hunt for information scattered throughout a proposal. Following this format also helps the Offeror as it minimizes the chance that required information, or information critical to scoring of the proposal, will be overlooked.

6.6.2 Provide the information requested in response to this RFP in the order outlined below. The Department of Public Service may reject any proposal that does not provide the information in the order stated below.

6.6.3 No more than twelve (12) pages of the proposal should be dedicated to the information below, organizing the required information using the headings provided below. These elements correspond to the evaluation criteria noted in Section 7. Note that page breaks are not required between sections.

Section A. Anticipated Project Team Identify the Project Team, including sub-consultants, the percentage of contract dollars anticipated to be paid to each firm, along with the address of each team member’s office. (The percentage of contract dollars is not to be listed as a range.) The overall subcontracted percentage listed in the contract that results from this RFP is expected to be at least the amount the Offeror listed in the proposal. Also include the CAGE Number or System for Award Management (SAM) Unique Entity ID, City of Columbus contract compliance certification number, the City certification business type, and the contract compliance expiration date for each firm.

Replicate the table below in your proposal, providing the requested information for each firm on your team.

Project Team

Firm Name

Full Address of Firm

CAGE

Number or

SAM

Unique

Entity ID

City Contract

Compliance Number

(CC#)

Current City Certification Type (MAJ, MBE, WBE, etc.)

Contract Compliance Expiration

Date

% of Contract Dollars

Immediately beneath the table state the following:

• Number of Columbus based employees for the Lead Consultant.

• Number of employees company-wide for the Lead Consultant. (State this second number even if the number is the same as the number of Columbus based employees.)

Include an organizational chart showing key individuals that are assigned to the project along with resumes of the Project Manager and key Project Team members’ containing professional information relevant to the project.

Project Manager. Present the education, experience, and availability of the Project Manager. Availability shall be indicated as hours per week on average.

Project Team. Present the education, experience, and availability of the key team members. Availability shall be indicated as hours per week on average.

Also include what the various firms will be assisting with on the project.

ODOT Prequalification. Replicate the table below (minus the information in the

3.1.5 example line) in the proposal, providing the information on ODOT Prequalification of work types (Section 3.1 of this RFP) if ODOT prequalification is required for this project. Include a copy of the ODOT documentation verifying prequalification status issued to each firm named in this section showing they are ODOT prequalified for the work types. The ODOT verification documentation is not to be placed with the other information in this section but is to be uploaded in Bonfire as a separate PDF attachment named “Prequalification

Documentation”. The ODOT documentation uploaded in this manner will not count against the proposal page limit.

ODOT Prequalification Table

RFP Section Prequalification Work Type Firm

3.1.5 Safety Study XYZ, Inc.

Address topics discussed in Section 7.2 and 7.3.

Other Prequalifications Required.

If other prequalifications are required per Section 3.2 of this RFP, replicate the table below (minus the information in the example) in your proposal, and provide the requested information. Any documentation listed as needing to be submitted with the proposal as proof of meeting these prequalifications is to be uploaded in Bonfire as a separate PDF attachment named “Prequalification Documentation”. (Do not include this documentation in the response to this section.) This documentation will not count against the proposal page limit if uploaded in this manner.

Other Prequalification Required Table

RFP Section Prequalification Firm

3.2.1 Level Four Storm Sewer

Design Certification Company A

Other Qualifications Required.

If other qualifications are required per Section 3.3 of this RFP, replicate the table below (minus the information in the example) in your proposal, and provide the requested information.

Other Qualifications Required Table

RFP

Section

Qualification Project Name

Engineer of Record

Firm Columbus Water & Power Project Manager

3.3.1 DOP-

distribution experience

Project P Name Company Name

3.3.2 DOW-large

water main experience

Project W Name Company Name

3.3.3 DOWR-large

sewer experience

Project S Name Company Name

Section B. Relevant Experience and Past Performance Present the proposed Project Manager’s and Project Team members’ experience and past performance on specific projects relevant to this project.

For each project identified include: Team member(s), project name, project owner and contact information, design contract amount, and the date the contract was awarded. Projects with greater relevancy to this project will be given greater consideration.

Address topics discussed in Section 7.4.

Section C. Understanding of the Project/Project Approach Present the Consultant’s understanding of the scope, challenges, and limits within the context of the project. Include an explanation of public involvement, innovative approach, and cost containment measures for design and construction.

Address topics discussed in Section 7.5.

7. Evaluation Criteria:

7.1 Location of Lead Offeror (Maximum 10 points)

The City of Columbus places a high value on talent in the Central Ohio region and emphasizes its use on City projects as much as possible. Evaluation points for location are awarded based upon the location of the Lead Offeror as follows:

7.1.1 Location is within the City of Columbus corporate limits and meets all criteria for a City of Columbus local business as defined in City Code 329.01(cc) (10 points)

7.1.2 Location is within Franklin County, either not within the City’s corporate limits or does not meet all of the criteria for a Columbus local business as defined in City Code 329.01(cc) (7 points)

7.1.3 Location is within one of the counties adjoining Franklin County, Ohio (5 points)

7.1.4 Location is within the State of Ohio (3 points)

7.1.5 Location is outside the State of Ohio (1 point)

It is the responsibility of the Offeror to clearly indicate the location of the Lead Offeror.

Failure to do so, or failure to submit the Location of Lead Offeror Form, may result in the Offeror being assigned 1 point for location.

7.2 Project Manager (20 points maximum).

Points will be awarded based on the education, experience, and availability of the proposed Project Manager. An example of the preferred Project Manager is someone with many years of local experience in the type of work that is to be performed on the project with a demonstrated history of managing projects, leading a team of professionals, and communicating with concerned citizens or groups. The proposed Project Manager will be evaluated according to the following criteria:

7.2.1 Education – education consistent with the requirements of the project.

7.2.2 Relevant Experience – experience relevant to the type of project advertised in this RFP. Projects cited should be adequately described to enable an evaluation committee member to determine the project scope, size, and complexity.

7.2.3 Overall Experience – years practicing as a professional engineer, number of years with the lead firm, and number of years of experience with the type of work required by the project.

7.2.4 Communications Experience – experience working with citizens, neighborhood groups, utility companies and City departments. Specific examples should be given.

7.2.5 Availability – the number of hours of availability of the Project Manager for the project per week.

7.3 Project Team (25 points maximum)

Other project team members will be evaluated according to their experience with similar projects and City of Columbus or other local experience. Teams with the most relevant experience with this type of project will receive more points, as explained above. Forming partnerships with other firms to create a stronger, better qualified Project Team also will receive more points. Points will also be awarded based on how the lead consultant expects to share the work with the other team members.

7.4 Past Performance (Maximum 25 points)

The Consultant should describe the proposed Project Manager’s and key staff’s past performance on similar projects. Resultant scores shall be determined based on similar project performance (projects not performed for the Department of Public Service) as well as past performance on Department of Public Service projects.

Scores will be based on quality of work, ability to meet deadlines, previous communication history, organizational skills, and the ability to maintain a project budget. Responses should address these areas on each project referenced. The referenced projects should have some correlation with the projects identified in the previous section for the experience of the Project Team. Firms with similar past projects and experience working together as a Project Team will receive more points.

7.5 Understanding of Project/Project Approach (Maximum 20 points)

The Consultant should demonstrate a thorough understanding of the project and how the Consultant’s entire team will successfully execute the project. The score will be based on the completeness of the responses. The Consultant should make a clear presentation of how the project team is organized, their understanding of the project requirements including the challenges and areas of risk, and a detailed plan for execution.

Specifically, the Consultant’s proposal should contain a narrative description tailored to the project, describing staff assignments and the approach the Consultant intends to take to complete the project. The proposal should identify unique characteristics of the project and the challenges those elements present as well as options to overcome those challenges.

Increased value is placed on innovative concepts that may save time or money or that will lead to a more successful project. These concepts should be well conceived, clearly defined, and demonstrate a thorough understanding of the project and best engineering practices.

8. Selection Process:

The Department of Public Service will appoint an Evaluation Committee (Committee) to evaluate proposals received. The Committee will be composed of at least three voting members. Voting members include staff from the Department of Public Service and may include staff from other City departments and/or representatives from other organizations as appropriate.

The Committee will evaluate all offerors and proposals received and rank the offerors based upon the evaluation criteria specified in the RFP. The Committee may select two or more of the highest qualified offerors with which to hold additional discussions. Offerors not selected for further discussions may be excluded from further consideration for the contract upon notification by the Committee or city agency. The discussions may include, but are not limited to, presentations by the offerors to the Committee to elaborate upon their qualifications, proposals, and/or other pertinent information. The Committee may permit revisions of proposals so long as all offerors who are selected for additional discussions are given equal opportunity to revise their proposals.

Based upon the content of the proposals received including any revisions thereto, and upon any additional discussions with the offerors, the Committee will rank the remaining offerors based upon the evaluation criteria specified in the RFP.

The Committee will submit its ranking of the offerors along with a written explanation to the Director of Public Service. The Director has discretion consistent with appropriate departmental and/or citywide administrative rules in selecting the offeror with which to enter into contract negotiations. The department will enter into contract negotiations with the selected offeror to determine the terms and conditions of the contract, including compensation to be paid by the City. If negotiations fail, negotiations with this offeror will be terminated, and the department may enter into contract negotiations with another offeror as selected by the Director. This process may continue until a contract is successfully negotiated.

Columbus City Council must approve the contract via a legislative request submitted by the Department of Public Service before a contract can be executed.

Per City Code Section 329.11 (Issuance of addenda – Cancellation of invitation for bids, requests for statements of qualifications, and requests for proposals), the Director of Finance and Management (or designee) or the Department of Public Service may issue addenda to cancel any invitation for bids, request for statements of qualifications, and/or requests for proposals, and may reject any or all bids or proposals in whole or in part when it is in the best interests of the City.

Appendix B: Draft Professional Services Agreement

This contract is not to be signed and returned with the proposal. It is included as an example of the contract the awarded consultant will sign. The City is unlikely to agree to changes in the terms and conditions contained in this contract. Any requests concerning potential changes to the terms and conditions need to be presented as a question per the instructions for submitting questions in Section 6.3 of this RFP and will be answered per the instructions in that section.

PROFESSIONAL SERVICES CONTRACT

BETWEEN

CITY OF COLUMBUS, OHIO

AND

Consultant

FOR

PROJECT NAME

CAPITAL IMPROVEMENT PROJECT xxxxxx-xxxxxx

This Contract is made and entered into by and between the City of Columbus, Ohio, acting through the Director of Public Service, pursuant to and under the authority of Ordinance No.

________________, passed_____________________, by the Council of the City of Columbus and approved by the Mayor of said City, hereinafter designated as the CITY, and Consultant, located at address, hereinafter designated as the CONSULTANT. The Purchase Order/Contract number is: ________________________.

This Contract sets forth the entire agreement between the parties with respect to the subject matter hereof. Understandings, agreements, representations, or warranties not contained in this Contract, or as written amendment hereto, shall not be binding on either party. Except as provided herein, no alteration of any terms, conditions, delivery, price, quality, or specifications of this Contract shall be binding on either party without the written consent of both parties.

WITNESSETH: That the CITY and the CONSULTANT, for mutual considerations herein contained and specified, have agreed and do hereby agree as follows:

SECTION 1 – GENERAL CONSIDERATIONS

The CONSULTANT shall, for the agreed fees, furnish all technical and professional services necessary to fully and adequately perform and complete the Scope of Services (the “Services”) set forth in Exhibit A to this Contract. In so doing, the CONSULTANT shall comply with and follow all reasonable requests and instructions from the CITY, particularly with respect to the time, timing, and manner of performance of said Services and all applicable federal, state, and local laws, ordinances, rules, regulations, standards, policies, and practices governing the performance of the Services contemplated herein.

SECTION 2 – PROVISION OF SERVICES BY THE CONSULTANT

2.1 The CONSULTANT shall perform, or cause to be performed, the Scope of Services described in Exhibit A to this Contract. All services and deliverables associated with the performance and accomplishment of the Scope of Services are hereinafter collectively referred to as the “PROJECT”. The CITY reserves the right to expand or reduce the Scope of Services or to cancel the PROJECT in whole or in part at its discretion at any time.

2.2 The CONSULTANT shall follow the latest version of the General Design Requirements, available online at https://www.columbus.gov/Business-Development/Design- Construction.

2.3 The CONSULTANT shall follow Executive Order 2015-01,Tree Protection and Mitigation, available online at https://columbusrecparks.com/wp-content/uploads/2021/11/Tree- Protection-and-Mitigation-4.pdf.

2.4 This Contract is NOT valid if the Scope of Services (Exhibit A) is NOT attached.

2.5 Evaluation of Services

The CONSULTANT understands, accepts, and agrees that the prosecution of the work delineated in Exhibit A of this Contract shall be the primary basis for measuring the performance of the CONSULTANT and its sub-consultants during the PROJECT. By signing this Contract, the CONSULTANT consents to the CITY evaluating its performance and that of its sub-consultants and understands that any such evaluation may be used in future selections of consultants. Upon request, the CITY shall provide the CONSULTANT and its sub-consultants with written notice of any unsatisfactory evaluations and the reasons therefore, to which the CONSULTANT shall be entitled to submit a response.

SECTION 3 – PAYMENT FOR SERVICES

3.1 Contract Amount

3.1.1 The maximum amount to be paid for services rendered by CONSULTANT for this Contract is $XXXXXXX, in accordance with Exhibit C “Cost Summary.” The maximum contract amount includes Basic Services, If Authorized Services, and Contingency.

3.1.2 If there are If Authorized Services or Contingency amounts for a project/task, the CITY shall issue a Notice to Proceed for each specific project/task as necessary to authorize the use of these funds. These sources of funds are not available for use without a Notice to Proceed specifically authorizing their use and stating how much is authorized for use.

3.1.3 The CITY is not obligated to spend the maximum amount authorized under this Contract.

3.1.4 Nothing contained in this Contract shall require the CITY to pay for any unsatisfactory work or work that is not in compliance with the Scope or terms of this Contract.

3.1.5 The CITY is not liable for the cost of any work the CONSULTANT performs in excess of the…