10-8-26_137410.00 Germantown RFQ Professional Consultant Engineer.pdf

Notice to Consultant Engineers Form 1-3 June 1, 2023

NOTICE TO CONSULTANT ENGINEERS REGARDING A REQUEST FOR QUALIFICATIONS

AND LETTERS OF INTEREST

October 12, 2026

The City of Germantown, an Equal Opportunity, Affirmative Action Employer, seeks to retain the services of a professional consultant engineering firm to provide services related to construction of resurfacing Wolf River Boulevard, from Kimbrough Road east to the City Limits. This project will address poor quality roadway surface, striping, signage, and pedestrian & bicycle lane improvements on Wolf River Boulevard, from Kimbrough to the eastern City limits. Several areas within the project limits will benefit from mid-block and signalized intersection pedestrian safety treatments, and ADA curb ramps will provide updated ADA compliant facilities throughout the entire project area. This project is a federally-funded Surface Transportation Block Grant (STBG) project as a Tennessee Department of Transportation (TDOT) locally managed project, PIN 137410.00. The project shall be accomplished in accordance with TDOT Local Programs guidelines. The professional consultant engineering consulting firm must be on TDOT’s pre-approved list or have a completed pre-qualification form filed with TDOT by the deadline for the Letters of Interest. The prequalified firm must have unlimited status. Responsibilities of the professional consultant firm include, but are not limited to:

Required Scope of Services

● The selected firm will perform all phases of development including project initiation, survey, environmental (NEPA document preparation), design, ROW, utility coordination, bidding services, and CEI. Scope shall include entering all necessary documents in E- Grants as required by TDOT Local Programs for this project.

Estimated Schedule for Performance of Work

● Consultant Selection: January 2027

● NEPA and Preliminary Engineering Complete: August 2027

● ROW and Utility Certification: January 2028

● Final Design Complete: May 2028

● Construction: 2029

Firms may request consideration by submitting a letter of interest along with qualifications to the City of Germantown, Procurement Department, 1930 S. Germantown Road, Germantown , TN 381398 Attn: Jennifer Jenkins. All letters of interest must be received by the City of Germantown on or before 2:00 PM on October 26, 2026 (Not less than 14 days from the date of the solicitation). The letter of interest and qualifications shall indicate the scope of services to be completed by any sub-consultants. The method of payment shall be lump sum for each phase of development corresponding to TDOT's phases (NEPA, Design, ROW, Construction).

Notice to Consultant Engineers Form 1-3 June 1, 2023

Phase I Evaluation

For Phase I evaluations firms shall submit letters of interest with firm contact information including name, address and e-mail of primary contact. The letters of interest shall also include:

● Qualifications and availability of key personnel

● Past experience with resurfacing projects

● Scope of Services Available

● Staff capabilities of prime consultant

● Project Familiarity

From the letters of interest, the City of Germantown will select 3 qualified firms to submit Phase II qualifications. From this list the top ranked consultant will be selected.

Phase II Evaluation

The City of Germantown will evaluate the top 3 firms on the following criteria (relative weight):

a. Workload capacity; including amount of work under contract with Germantown, (15%)

b. Past performance on Germantown and Agency Resurfacing projects (50%)

c. Technical approach (e.g., project understanding, innovative concepts or alternatives, quality control procedures) (25%)

d. Familiarity with the needs of Germantown (5%)

e. Any approved non-qualifications based evaluation criteria (5%)

The consultant evaluation committee holds the ability to conduct interviews based on scoring as Phase III Evaluation.

Prequalification procedures, example letter of interest, list of pre-qualified firms and certified DBEs, TDOT’s standard procurement policy, and additional information can be found at this internet address Consultant Prequalification Procedures (tn.gov). For information on prequalification, please contact TDOT.PSPrequals@tn.gov and refer to the NEPA Procedures Manual found on the TDOT website: Prospective Vendor Information (tn.gov).

Evaluation proceedings will be conducted within the established guidelines regarding equal employment opportunity and nondiscriminatory action based upon the grounds of race, color, sex, creed or national origin. Interested certified Disadvantaged Business Enterprise (DBE) firms as well as other minority-owned and women-owned firms are encouraged to respond to all advertisements by the City of Germantown. For information on DBE certification, please contact David Neese at (615) 741-3681, (615) 253-1075 or David.Neese@tn.gov. Details and instructions for DBE certification can be found at the following website:

https://www.tn.gov/tdot/civil-rights/small-business-development-program.html.