2-Water Treatment Plant Upgrade Engineering and Design Services RFP.pdf

Request for Proposal (RFP):

Water Treatment Plant Upgrade Engineering and Design Services UNSPSC Code: 81000000 (Engineering and Research and Technology Based Services) UNSPSC Code: 81101500 (Civil Engineering)

Issued by: City of Westerville, Ohio | February 2026

RFP Deadline Dates

• Open Date: February 4, 2026

• Questions Due Date: February 19, 2026, 5:00 PM EST

• Close Date/Deadline for Responses: March 10, 2026, 5:00 PM EDT

Contact Information

• Point of Contact: Adam McDowell, Water Utility Manager

• Email: bids@westerville.org

• Project Portal: https://westerville.bonfirehub.com/opportunities/219059 mailto:bids@westerville.org https://westerville.bonfirehub.com/opportunities/219059

TABLE OF CONTENTS

● Checklist – pg. 3

● Purpose – pg. 4

● Scope of Work – pg. 4

● Pre-Proposal Conference – pg. 16

● Site Visit – pg. 16

● Proposal Content – pg. 17

● Submission Instructions – pg. 19

● Presentation, Demonstration, and Interview – pg. 20

● Review and Evaluation – pg. 21

● Right of Refusal – pg. 22

● Procurement Schedule – pg. 22

● Public Records – pg. 23

● Non-Waiver of Rights – pg. 23

● Relationship of the Parties – pg. 23

● Termination – pg. 23

● Expense of Preparing Responses – pg. 23

CHECKLIST

Offerors are urged to complete this checklist to confirm that all required documents are included with their proposal.

I. REQUIRED PROPOSAL FORMS

TRANSMITTAL LETTER (offeror supplied)

PROFESSIONAL SERVICES PROPOSAL (offeror supplied)

II. OPTIONAL PROPOSAL FORMS

RESUMES FOR KEY PROFESSIONALS (as needed – offeror supplied)

EXCEPTIONS LETTER (as needed – offeror supplied)

CONTRACT FORMS (download from Project Portal) *

*Offerors are urged to include completed Contract Forms (including a Noncollusion Affidavit and Personal Property Tax Affidavit) with their proposal. If not included with the submission, the Successful Offeror will be required to execute and submit such forms before contract award. These forms are available for download at:

PURPOSE

The purpose of this Request for Proposal (RFP) is to inform the private sector of a potential business opportunity to provide professional design and engineering services for comprehensive upgrades to the City of Westerville (hereinafter “City”) Water Treatment Plant located at 312 W. Main Street, Westerville, Ohio 43081. The work largely includes complete design and engineering services for critical plant infrastructure and system improvements aimed at enhancing operational efficiency, reliability, and ensuring continued regulatory compliance. The existing facility is licensed by the Ohio EPA, has a treatment capacity of 7.5 million gallons per day (MGD), and provides service to over 15,000 homes and businesses.

SCOPE OF WORK

The RFP respondent that is awarded a contract on the merits of their offer (hereinafter “Successful Offeror” or “Consultant”) shall provide comprehensive professional engineering services encompassing design, permitting, bidding support, and construction phase services necessary for the Water Treatment Plant Upgrades, and as directed and authorized by the City. All work shall be performed in accordance with applicable federal, state, and local regulations, including but not limited to Safe Drinking Water Act requirements, state environmental quality standards, and all relevant building and electrical codes. Contemplated responsibilities include, but are not necessarily limited to:

SCOPE OF SERVICES

• WATER TREATMENT PLANT IMPROVEMENTS: Plant facilities requiring assessment and improvement include the raw water intake, raw flow meter, raw flow pumps, CO2 storage tank and feed systems, automation of filter flow controls and chemical feed systems, and installation of additional finished water pumps and electrical equipment to allow speed adjustment for the pumps. Enhancements to the plant’s Supervisory Control and Data Acquisition (SCADA) system and the replacement of the plant's standby generator are also anticipated, along with appurtenant work.

o RAW WATER INTAKE SYSTEM IMPROVEMENTS: The Consultant shall evaluate the existing raw water intake structure and provide design services for necessary upgrades, including:

Assessment and Design: Conduct a comprehensive structural and hydraulic assessment of the existing raw water intake structure, including evaluation of current condition, capacity limitations, and operational deficiencies. Provide detailed design drawings and specifications for rehabilitation or replacement as determined necessary.

Screening Systems: Evaluate existing screening equipment and design upgrades or replacement systems to improve debris removal efficiency and reduce maintenance requirements.

Access and Safety Improvements: Design improvements to provide safe access for inspection, maintenance, and emergency operations. Include railings, ladders, platforms, lighting, and other safety features in compliance with federal, state, and local requirements.

Corrosion Protection: Evaluate existing corrosion protection systems and design appropriate cathodic protection, protective coatings, or material upgrades to extend service life.

Intake Screen Enclosure: Evaluate options for enclosing the Intake

Screen Platform with a simple structure.

o RAW WATER FLOW MEASUREMENT AND PUMPING SYSTEMS: The Consultant shall provide design services for the upgrade and/or replacement of raw water flow measurement equipment and raw water pumps, including:

Flow Meter Replacement: Design the installation of new raw water flow measurement equipment with appropriate accuracy and turndown ratio suitable for the facility's operating range. Provide specifications for electromagnetic, ultrasonic, or other appropriate flow measurement technology with consideration for maintenance requirements, accuracy, integration with plant SCADA systems, and long-term reliability.

Raw Water Pump Evaluation and Design: Evaluate the existing raw water pumping system including pump performance curves, motor efficiency, piping configuration, and control systems. Design improvements or replacements to address capacity requirements, energy efficiency, and reliability concerns.

Pump Station Modifications: Provide civil, structural, mechanical, and electrical design for pump station modifications including foundation requirements, piping arrangements, valve configurations, ventilation, drainage, and access improvements.

Variable Frequency Drive (VFD) Integration: If applicable, design VFD installations for pump speed control to optimize energy consumption and provide operational flexibility.

o CO2 STORAGE AND FEED SYSTEMS: The Consultant shall assess and design upgrades to the CO2 storage and feed systems, including:

Storage Tank Replacement: Design replacement CO2 storage tank(s) with appropriate capacity based on chemical usage analysis and delivery frequency optimization.

Feed System Design: Provide detailed design for CO2 feed equipment including vaporizers, pressure regulators, flow control valves, and injection points. Design should optimize chemical efficiency and provide operational flexibility across the plant's operating range.

Safety Systems: Design comprehensive safety systems including ventilation, gas detection, emergency shutdown systems, personal protective equipment stations, and safety signage in accordance with federal, state, and local requirements and industry standards.

Piping and Instrumentation: Provide detailed piping and instrumentation diagrams, material specifications suitable for CO2 service, and integration with plant SCADA systems for monitoring and control.

o FILTER FLOW CONTROL AUTOMATION: The Consultant shall assess and design automation improvements for filter flow controls, including:

Control System Evaluation: Assess existing filter control systems to identify deficiencies and opportunities for improved automation.

Automated Flow Control Design: Design automated filter flow control systems to maintain optimal filtration rates, balance flow distribution among filter cells, and respond to changing plant demands.

Filter Performance Monitoring: Design enhanced monitoring systems to track individual filter performance. Integrate monitoring data with SCADA systems for operator interface and historical trending.

Filter-to-Waste Controls: Design automated filter-to-waste systems to ensure proper filter ripening and prevent substandard water from entering the clearwell during filter startup.

Backwash Optimization: Evaluate and design improvements to filter backwash systems including flow control, duration optimization, and sequencing to minimize water waste while maintaining filter performance.

o CHEMICAL FEED SYSTEM AUTOMATION: The Consultant shall assess and design automation improvements for chemical feed systems throughout the plant, including:

Chemical Feed Assessment: Conduct a comprehensive evaluation of all existing chemical feed systems. Assess feed equipment, control systems, storage facilities, and safety features.

Automated Dosing Control: Design automated chemical dosing systems with flow-paced control, feedback from water quality analyzers, and adaptive algorithms to optimize chemical usage and treatment effectiveness. Include provisions for manual override and backup control modes.

Instrumentation and Analyzers: Specify and design installation of water quality analyzers including pH, turbidity, chlorine residual, and other parameters as appropriate. Include sample systems, calibration provisions, and integration with control systems.

o FINISHED WATER PUMP IMPROVEMENTS: The Consultant shall design the installation of additional finished water pumps and associated electrical equipment, including:

Hydraulic Analysis: Perform hydraulic modeling of the finished water distribution system to determine required pump capacities, discharge pressures, and operating points. Evaluate existing and projected demand scenarios including peak hour demands, fire flow requirements, and emergency conditions.

Pump Selection and Specification: Provide detailed specifications for additional finished water pumps including capacity, head, efficiency requirements, materials of construction, and performance testing requirements. Design should consider life-cycle costs, energy efficiency, and operational flexibility.

Pump Station Design: Provide civil, structural, mechanical, and electrical design for pump station modifications to accommodate additional pumps including foundations, piping, valves, discharge headers, and auxiliary systems.

Variable Frequency Drive Systems: Design VFD installations for all finished water pumps to enable speed adjustment for optimized energy consumption and pressure control. Include specifications for VFD enclosures, cooling systems, harmonic mitigation, and control interfaces.

Electrical Infrastructure Upgrades: Design electrical system upgrades to support additional pump loads including service entrance evaluation, transformer sizing, switchgear, motor control centers, conduit and wire sizing, grounding systems, and emergency power provisions.

Control Integration: Design control systems to integrate new pumps with existing SCADA systems including automatic lead-lag sequencing, pressure control algorithms, and pump protection features.

o SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) SYSTEM

ENHANCEMENTS: The Consultant shall assess and design comprehensive enhancements to the plant's SCADA system, including:

SCADA System Assessment: Evaluate the existing SCADA system architecture including programmable logic controllers (PLCs), human-machine interface (HMI) workstations, communication networks, servers, and software platforms. Assess system capacity, obsolescence issues, cybersecurity vulnerabilities, and expansion capabilities.

System Architecture Evaluation: Evaluate SCADA system architecture for improved reliability, cybersecurity, and scalability. Include specifications for redundant servers, network infrastructure, uninterruptible power supplies (UPS), and disaster recovery capabilities.

PLC and RTU Upgrades: Evaluate existing programmable logic controllers (PLCs) and remote terminal units (RTUs) and upgrade or expand as necessary to support new equipment and enhanced control strategies. Provide detailed I/O lists, control narratives, and logic diagrams for all control systems.

HMI Development: Design operator interface screens with intuitive graphics, real-time process visualization, alarm management, trending capabilities, and reporting functions. Interface design should follow industry best practices for usability and situational awareness.

Communication Network Design: Design robust communication networks including fiber optic, Ethernet, and wireless systems as appropriate. Include network architecture diagrams, equipment specifications, and cybersecurity measures in accordance with current industry standards and regulatory requirements.

Cybersecurity Implementation: Design cybersecurity measures in accordance with American Water Works Association (AWWA) guidelines and applicable federal requirements including firewalls, intrusion detection systems, access controls, network segmentation, and security policies. For all Cybersecurity related scope items coordination and collaboration with the City’s Information Security Administrator is required.

Data Management and Historian: Design data historian systems for long-term storage and analysis of process data. Include specifications for data storage capacity, trending capabilities, report generation, and integration with existing enterprise systems.

Alarm Management: Design comprehensive alarm management systems with prioritization, notification, escalation procedures, and documentation in accordance with ISA 18.2 standards.

Remote Access Capabilities: Evaluate the possibility of secure remote access systems to enable off-site monitoring and control while maintaining appropriate cybersecurity protections.

o STANDBY GENERATOR REPLACEMENT: The Consultant shall design the replacement of the plant's standby emergency generator system, including:

Load Analysis: Conduct a comprehensive electrical load analysis to determine required generator capacity for critical loads during power outages. Evaluate existing loads and additional loads from proposed improvements. Identify essential equipment for emergency operation and develop load shedding strategies if applicable.

Generator Specification: Provide detailed specifications for a new standby generator including capacity (kW), voltage, phase, frequency, fuel type, enclosure requirements, sound attenuation, emissions compliance, and performance testing requirements. Specifications shall comply with National Fire Protection Association (NFPA) standards.

Fuel System Design: Design fuel storage and delivery systems including tank sizing based on required runtime, secondary containment, fill connections, day tank provisions if applicable, and fuel quality maintenance systems.

Generator Installation Design: Provide civil, structural, mechanical, and electrical design for generator installation including foundation design with vibration isolation, exhaust systems, cooling systems, and ventilation requirements.

Automatic Transfer Switch (ATS): Design automatic transfer switch systems to provide seamless transition between utility and emergency power. Include specifications for transfer time, bypass-isolation capabilities, and coordination with existing electrical distribution systems.

Electrical Integration: Design electrical connections including generator breakers, distribution panels, grounding systems, and integration with existing switchgear. Provide single-line diagrams, panel schedules, and coordination studies.

Control and Monitoring: Design generator control and monitoring systems including automatic start/stop functions, load management, remote monitoring capabilities, and integration with plant SCADA system. Include provisions for exercise scheduling and performance logging.

Testing and Commissioning: Develop comprehensive testing and commissioning procedures including factory testing, load bank testing, and integrated system testing to verify performance and reliability.

o GRANULAR ACTIVATED CARBON (GAC) WATER TREATMENT SYSTEM

ENHANCEMENTS: The Consultant shall assess and design enhancements to the GAC water treatment system, including:

SCADA Monitoring and Control Improvements: Evaluate and design SCADA system improvements for operational optimization, including but not limited to, incorporating human-machine interface (HMI) workstations.

Backwash System Design: Design enhanced backwash systems to allow for utilization of both sludge lagoons for backwash wash water.

o BUILDING MANAGEMENT SYSTEM: The Consultant shall evaluate and engineer options for building management systems to control HVAC equipment and ventilation in plant and administrative areas.

• GENERAL DESIGN REQUIREMENTS: The Consultant shall provide the following general design services applicable to all project components:

o Existing Conditions Documentation: Conduct detailed site surveys and document existing conditions including as-built drawings verification, utility locations, structural assessments, and photographic documentation.

Coordinate utility locates and perform subsurface and geotechnical investigations as necessary.

o Design Standards Compliance: Ensure all designs comply with applicable standards including but not limited to: American Water Works Association (AWWA) standards, National Electrical Code (NEC), International Building Code (IBC), American Society of Civil Engineers (ASCE) standards, state and local building codes, and agency design standards.

o Energy Efficiency: Incorporate energy-efficient design principles throughout the project. Evaluate life-cycle costs and provide recommendations for equipment selection, control strategies, and operational optimization to minimize energy consumption. The City’s priorities in this area include sustainability, minimizing energy consumption, and maximizing return on investment (ROI) and operational efficiency, not LEED certification.

o Constructability Review: Conduct constructability reviews to identify potential construction challenges, optimize construction sequencing, minimize disruption to plant operations, and provide cost-effective solutions.

o Phasing Plan: Develop a detailed construction phasing plan that maintains continuous water treatment plant operations throughout construction.

Identify critical path activities, temporary facilities requirements, and operational constraints.

o Operations and Maintenance Considerations: Design systems with consideration for long-term operations and maintenance including accessibility, standardization of equipment, spare parts availability, and maintenance requirements.

• DELIVERABLES: The Consultant shall provide deliverables throughout the project, including but not limited to:

o Cost Estimating: A preliminary opinion of probable construction cost is due by June 30, 2026, followed by updated opinions of probable construction cost at the Preliminary Design Phase (30% Design) and the Intermediate Design Phase (60% Design). The final opinion of construction cost is due at the Final Design Phase (100% Design).

o Preliminary Design Phase (30% Design):

Project kickoff meeting and preliminary design workshop with City staff.

Existing conditions assessment report with photographic documentation.

Preliminary design drawings including site plans, floor plans, process flow diagrams, and major equipment layouts.

Preliminary technical specifications for major equipment and systems.

Design alternatives analysis with recommendations.

Updated opinion of probable construction cost.

Preliminary construction phasing plan.

Regulatory requirements summary and permitting strategy.

Project schedule for design and construction phases.

o Intermediate Design Phase (60% Design):

Sixty percent (60%) complete design drawings including civil, structural, architectural, mechanical, electrical, instrumentation and controls, and SCADA system drawings.

Draft technical specifications for all work.

Updated opinion of probable construction cost.

Refined construction phasing plan with detailed sequencing.

Geotechnical investigation report (if required).

Hydraulic analysis and modeling reports.

Energy analysis and life-cycle cost evaluations.

Progress meeting presentations and documentation.

o Final Design Phase (100% Design):

Complete construction drawings suitable for permitting and bidding including:

Civil drawings (site plans, grading, drainage, utilities).

Structural drawings (foundations, modifications, details).

Architectural drawings (building modifications, layouts, details).

Mechanical drawings (piping, equipment, HVAC, details).

Electrical drawings (single-line diagrams, panel schedules, lighting, grounding, details).

Instrumentation and controls drawings (P&IDs, control diagrams, I/O lists, logic narratives).

SCADA system drawings (network architecture, HMI screen layouts, communication diagrams).

Complete project manual, in coordination with the City, including:

Bidding requirements and contract forms (furnished by the City).

Conditions of the contract (furnished by the City).

Complete technical specifications.

Final opinion of probable construction cost.

Final construction phasing plan with detailed schedule.

Commissioning and startup plans.

Training plans for City operations and maintenance staff.

Permit applications and supporting documentation.

Constructability review report.

Electronic files in PDF (and native CAD formats as needed).

o Permitting and Regulatory Approval Phase:

Preparation and submission of all required permit applications including but not limited to:

Drinking water permits Building permits Electrical permits Environmental permits Local permits and approvals

Coordination with regulatory agencies and response to agency comments.

Attendance at permit review meetings and public hearings as required.

Permit compliance documentation.

Regulatory correspondence and documentation.

o Bidding Phase Services:

Pre-bid meeting attendance and presentation materials as needed.

Responses to requests for information (RFIs) during bidding period.

Preparation of addenda as necessary to clarify or modify bid documents.

Assist with bid tabulation and analysis.

Bid evaluation report with recommendations for award.

o Construction Phase Services:

Attendance at pre-construction conference.

Review and approval of contractor submittals including shop drawings, product data, samples, and manufacturer's instructions.

Review and response to contractor RFIs.

Site visits at intervals appropriate to the stage of construction to observe progress and compliance with contract documents.

Review of contractor payment applications and recommendations for payment.

Review and approval of proposed substitutions and change orders.

Preparation of record drawings based on contractor-provided as-built information.

Review of operation and maintenance manuals and warranty documentation.

Commissioning and startup assistance including:

Development of commissioning plans and test procedures.

Witness testing of equipment and systems.

Verification of system performance.

Troubleshooting and resolution of deficiencies.

Substantial completion and final completion inspections.

Preparation of punch lists and verification of completion.

Operator training coordination and assistance.

Warranty period support services.

o Meetings and Coordination – the Consultant shall attend and facilitate the following meeting types:

Project Kickoff Meeting: Initial meeting to establish project goals, communication protocols, design criteria, and schedule.

Progress Meetings: Bi-weekly meetings during design phases to review progress, address issues, and coordinate with City staff.

Design Review Meetings: Meetings at 30%, 60%, and 100% design milestones to present deliverables and obtain City feedback.

Regulatory Coordination Meetings: Meetings with regulatory agencies as necessary to obtain permits and approvals.

Pre-bid Meeting: Meeting with prospective bidders to review project requirements and site conditions.

Pre-construction Conference: Meeting with successful contractor and the City to review contract requirements, schedule, and procedures.

Construction Progress Meetings: Regularly scheduled meetings during construction to review progress, submittals, RFIs, and change orders.

Commissioning Meetings: Meetings to coordinate and witness testing and startup of systems.

Training Sessions: Coordination and attendance at operator training sessions.

• BUDGET AND VALUE ENGINEERING: The City is looking for construction to commence in 2027, and is targeting a construction budget of approximately $8.1 million, including contingency. The project delivery method will be design-bid-build.

If any estimate exceeds the City's budget, the Consultant shall provide value engineering recommendations to reduce costs while maintaining project functionality and regulatory compliance. Value engineering should not compromise system reliability, safety, or long-term operational costs.

ADDITIONAL REQUIREMENT

• Standard of Care o The Consultant shall perform all services in accordance with the professional standard of care ordinarily exercised by recognized professionals practicing in the same discipline under similar circumstances at the time services are performed.

• Assignment o Neither the Consultant nor the City shall sell, transfer, assign or otherwise dispose of the contract or any portion thereof, or their right, title, or interest therein, or the obligation thereunder, without the written consent of the other party.

• Compliance o The Consultant shall observe and comply with all applicable laws, ordinances, and the rules and regulations of all authorities having jurisdiction over the City’s contract.

o The Consultant shall comply, when applicable, with the U. S. Department of Labor, Safety and Health Regulations identified as Chapter XVII of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926 and subsequent amendments.

o The Consultant agrees that in the hiring of employees for the performance of work under the City’s contract or any subcontract, no contractor, subcontractor, or any person acting on his behalf shall, by reason of race, color, religion, sex, national origin, age, familial status, military status, disability, pregnancy, sexual orientation, gender identity, or gender expression, or any prohibition provided by federal or state law, discriminate against any citizen of the State in the employment of labor or workers who are qualified and available to perform the work to which the employment relates, nor shall any contractor, subcontractor, or any person acting on his behalf, in any manner, discriminate against or intimidate any employee hired for the performance of work under the City’s contract on account of race, color, religion, sex, national origin, age, familial status, military status, disability, pregnancy, sexual orientation, gender identity, or gender expression, or any prohibition provided by federal or state law.

• Indemnification/Insurance o To the extent authorized by law, the Successful Offeror shall indemnify and hold harmless the City, its officers, elected officials, agents, and employees from and against all claims, damages, losses and expenses, including attorney’s fees arising out of or resulting from the Successful Offeror’s performance, provided that any such claims, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of use resulting therefrom; and is caused in whole or in part by any negligent or willful act or omission of the Successful Offeror, subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.

o The Consultant and the Consultant’s subcontractors shall secure and maintain Liability and Property Damage Insurance (1) in an amount not less than One Million Dollars ($1,000,000) for bodily injuries, including wrongful death, to any one person, subject to the same limit for each person, in an amount not less than Two Million Dollars ($2,000,000) for bodily injury damages for any one accident; and (2) in an amount not less than One Million Dollars ($1,000,000) for property damages on account of one accident and in an amount not less than Two Million Dollars ($2,000,000) for damages for all accidents.

Professional Liability insurance shall be maintained in an amount not less than One Million Dollars ($1,000,000) per claim and in an amount not less than Two Million Dollars ($2,000,000) aggregate. If the Consultant and the Consultant’s subcontractors maintain higher limits than the minimums shown above, the City shall be entitled to coverage for the higher limits.

• Duty to Notify the City of Cybersecurity Incidents o Contractor shall promptly notify the City of any actual or suspected cybersecurity incident, data breach, security incident, or unauthorized access, use, or disclosure involving any data or information provided by the City or generated in connection with the performance of this contract. Such notice shall be provided as soon as practicable and in no event later than three (3) calendar days after discovery of the breach or incident. Contractor shall cooperate fully with the City in investigating and mitigating the effects of any such breach or incident and shall bear all costs associated with the incident, including any notifications, remediation, and compliance required under applicable law.

• Contract o The offeror to whom the award is made will be required to execute a written contract with the City of Westerville, Ohio, as required by the City Manager.

PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal conference will be held on Friday, February 13, 2026, at 10:00 AM (EST) for all offerors. The conference will be held via Google Meet.

Google Meet joining info.

Video call link: https://meet.google.com/mfi-xfgk-ykt

Or dial: 8087-987-(US) +1 252 PIN: 461 177 875#

SITE VISIT

A site visit will be held on Wednesday, February 18, 2026, between 10:00 AM (EST) and 12:00 PM (EST). The site visit will be held at the City’s Water Treatment Plant located at 312 W. Main Street, Westerville, Ohio 43081, and Water Utility Manager Adam McDowell will assist with site access.

Please note that City staff will solely be responsible for assisting with site access and will not be responsible for addressing any questions. All questions need to be submitted in writing in accordance with this RFP.

https://meet.google.com/mfi-xfgk-ykt

PROPOSAL CONTENT

Proposals should include concise but complete information about your company, emphasizing why you believe your company to be best qualified to furnish professional design and engineering services in support of the City’s project needs. At a minimum, proposals should include:

● Transmittal Letter (REQUIRED - offeror supplied PDF; should not exceed two (2) electronic pages). Provide an introductory letter that (1) states the full name and address of your company, (2) states the number of years you have been in business under your present firm or trade name, and (3) includes the name, telephone number and email address of the contact person for the submission. Additionally, this introductory letter should succinctly highlight your understanding of the project, discuss the aspects of this important project that “speak” to you, and briefly explain the value you provide to the City.

● Professional Services Proposal (REQUIRED - offeror supplied PDF; should not exceed thirty (30) electronic pages). All proposals should specifically address the following items:

o Background and Overview – Provide a brief history for your business and an introduction for your team.

▪ Describe your company’s background, qualifications, and experience in delivering design and engineering services for similar facilities.

▪ Provide an organizational chart showing project team structure and major disciplines (project management, mechanical engineer, electrical engineer, structural engineer, etc.) and reporting relationships.

▪ Identify the key personnel that will be assigned to the City’s project, should your company be selected as the Successful Offeror, and their relevant experience. (Resumes for key professionals are encouraged and may be submitted as OPTIONAL forms.)

▪ Explain any teaming or subcontract relationships with a clear and concise description of the divisions of responsibility and how the interactions between the different firms will be managed.

o Experience & Qualifications – Describe your experience and any qualifications that relate to the project.

▪ Provide at least five (5) examples of similar relevant projects performed by the key project team members proposed for this work. Examples should include: • scope • project approach • construction project delivery method • disciplines involved • project team members • owner contact persons and telephone numbers.

▪ Disclose if you or any team member has been involved in any transaction in which you defaulted on a government contract or were suspended or debarred by a government agency.

o Project Understanding & Approach – Please disclose your project approach.

▪ State in concise terms your understanding of the requirements presented in this RFP and the Westerville Water Division’s needs, goals, and objectives as they relate to the Water Treatment Plant Upgrade project.

▪ Please provide, in concise narrative form, an overview of your proposed approach, ideas, and methodologies for completing the design and engineering services described in this RFP.

▪ Please discuss your communication and coordination approach with City staff.

▪ Please discuss any potential issues, challenges, and constraints that you foresee, and proposed mitigation strategies.

▪ Please provide information on the number of staff hours that will be assigned to key project roles. Describe available facilities, technological capabilities, and other available resources you can offer to ensure high-quality/high-touch services throughout each stage of the project.

▪ Present any ideas, techniques, or suggestions that may enhance the project's success.

▪ Discuss potential modifications or improvements to the scope of services.

▪ Please provide a detailed schedule for completing the project, including major tasks, milestones, and deliverables. Discuss your team's current workload, staffing, and ability to meet the proposed schedule, as well as any assumptions regarding City review periods and regulatory approval timelines.

▪ Additional Information – Respondents are invited to provide any additional information specific to the parameters of the RFP that will assist the City in the overall consideration of their proposal, including but not limited to innovative and value-added services.

o Pricing – The project cost is important to the City. Submissions shall include a complete cost proposal for all phases/services/deliverables; including a total lump sum not to exceed fee for the entire project.

● Exceptions Letter (OPTIONAL – offeror supplied PDF). Should you take exception to ANY requirements, terms and conditions identified in this RFP, a letter must be submitted with your response identifying ALL exceptions. Any exceptions will be part of the evaluation process. The City will not entertain any exceptions not previously submitted with the offeror’s response at the time of contract negotiations.

● Contract Forms (OPTIONAL – download from Project Portal). Offerors are urged to include completed Contract Forms (including a Noncollusion Affidavit and Personal Property Tax Affidavit) with their proposal. If not included with the submission, the Successful Offeror will be required to execute and submit such forms before contract award.

SUBMISSION INSTRUCTIONS

Requested Information:

Name Type # Files Requirement

Transmittal Letter (offeror supplied) File Type: PDF (.pdf) 1 File Required

Professional Services Proposal (offeror supplied) File Type: PDF (.pdf) 1 File Required

Resumes for Key Professionals (as needed - offeror supplied)

File Type: PDF (.pdf) 1 File Optional

Exceptions Letter (as needed - offeror supplied) File Type: PDF (.pdf) 1 File Optional

Contract Forms (download from Project Portal) File Type: PDF (.pdf) 1 File Optional

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Upload your submission at: https://westerville.bonfirehub.com/opportunities/219059

You will not be able to prepare a submission unless you submit 'Yes' for your Intent to Bid.

The Q&A period for this opportunity is February 4, 2026, 4:00 PM (EST) to February 19, 2026, 5:00 PM (EST). You will not be able to send messages after this time. Questions may be submitted to the City at either bids@westerville.org or via the Project Portal. Questions will be documented, and an addendum will be issued with the City’s responses. The City will endeavor to have a copy of such addendum delivered to each person receiving a Request for Proposal; however, it is ultimately the Offeror’s responsibility to check the City’s Bonfire Procurement Portal (https://westerville.bonfirehub.com/opportunities/219059) for verification of any issued addenda.

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of March 10, 2026, 5:00 PM (EDT). We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible after the Closing Time.

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

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox.

Javascript must be enabled. Browser cookies must be enabled.

It is the sole responsibility of the offeror to see that their proposal is received in the proper time. Proposals received after the specified time will not be considered.

Adherence to the rules set forth in this RFP is mandatory to ensure a fair and objective analysis of all proposals. Failure to comply with or complete any portion of this request may result in the rejection of a submitted proposal.

Receipt of a proposal by the City or submission of a proposal to the City confers no rights upon the offeror nor obligates the City in any manner.

Need Help?

The City uses a Bonfire/Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Bonfire/Euna Procurement at Support@GoBonfire.com for technical questions related to your submission. Please direct general inquiries to bids@westerville.org.

PRESENTATION, DEMONSTRATION, AND INTERVIEW

Selected offerors may be invited to make presentations to City personnel. Representative(s) attending/hosting these presentations must be qualified to respond to questions related to any component of the proposal.

mailto:Support@GoBonfire.com

REVIEW AND EVALUATION

The City will use a Proposal Evaluation Committee (PEC) comprised of project stakeholders and other City personnel to review all proposals received as part of a documented evaluation process. For each decision point in the process, the PEC will evaluate offerors on a variety of quantitative and qualitative criteria and will then elevate a select number of offerors to compete in the next level. Offerors not previously elevated may be elevated at a later date. The lowest price proposal will not necessarily be selected.

The sole purpose of the proposal evaluation process is to determine which offeror can provide the best value to the City (highest level of service and desired deliverables in the most cost-effective manner that most closely meets the City’s needs). The evaluation process is not meant to imply that one offeror is superior to any other, but rather that the selected offeror can best support the City’s needs, based on the information available and the City’s best efforts of determination.

● Evaluation Criteria The proposal evaluation criteria should be viewed as standards that measure how well an offeror’s approach meets the desired requirements and needs of the City. The criteria that will be used to evaluate proposals may include, but are not limited to the following:

Title Points Type Description

Responsiveness 10 pts Rated - Scale [0 - 10] The degree to which the offeror’s transmittal letter and overall proposal have responded to the purpose and scope of the RFP—e.g., services to be provided, including, but not limited to, conformance in all material respects to the RFP. Scored by PEC.

Experience & Qualifications

30 pts Rated - Scale [0 - 10] Offeror's experience and suitability in providing services and deliverables as requested in the RFP;

including but not limited to the quality of references/reference checks and the moral/business integrity to assure good faith performance. Scored by

PEC.

Capability & Project Approach

50 pts Rated - Scale [0 - 10] Offeror's capability, flexibility, and skill to meet the City’s requirements and perform the work identified in the RFP, including but not limited to approach, project management, service methodologies, creative alternatives, and value-added services. Scored by

PEC.

Cost 10 pts Relative (lowest gets full marks)

During the initial evaluation phases, cost represents no more than 10 percent of the overall points. Scored by the Procurement Division relative to lowest response (lowest gets full marks).

Before making a contract award recommendation, the PEC may elect to use cost to perform a trade-off analysis to determine if the technical differences between proposals justify paying a cost or price differential.

The City reserves the right to determine the suitability of proposals on the basis of any or all of these criteria or other criteria not included in the above list. This detailed evaluation process may result in one or more finalists. The City may request presentations by finalists and may carry out contract negotiations to obtain best and final offers.

● Validity of Proposals Proposals are to be good for ninety (90) days from the proposal due date. The City may hold the proposals for ninety (90) days after the proposal due date, and may award a contract at any time during that period. Should there be reasons why a contract cannot be awarded within the specified period; the time may be extended by mutual agreement between the City and the selected offeror.

● Contract Negotiations/Award The City reserves the right to (a) reject any or all proposals or to make no award, (b) request modifications to initial proposals, or (c) make partial or multiple awards. In addition, the City reserves the right to obtain other supplemental information concerning the offerors. The City further reserves the right to excuse technical defects in a proposal when, in its sole discretion, such excuse is beneficial to the City. The City may award based on initial proposals received, without discussion of such proposals.

RIGHT OF REFUSAL

The City reserves the right to reject any and all proposals in their entirety or to select certain applications from the proposals. The City reserves the right to award a contract in any manner deemed in the best interest of its citizens.

PROCUREMENT SCHEDULE

RFP Date 2/4/2026 Pre-Proposal Conference 2/13/2026 Site Visit 2/18/2026 Deadline for Submission of Written Questions 2/19/2026 Date of City Response to Above-Mentioned Questions 2/25/2026 Proposals Due 3/10/2026 Evaluation of Proposals 3/17/2026 Presentations/Interviews 3/18/2026 – 3/25/2026 Contract Negotiations/Award 3/26/2026 – 3/31/2026 Commencement of Services on or about 4/1/2026

PUBLIC RECORDS

In entering into a contract with the City (or responding to a City solicitation), all offerors are hereby notified that all bids, proposals, quotations, RFI responses, agreements, invoices, correspondence, and any other documents submitted to the City become public property and are subject to public disclosure in accordance with Ohio Public Records Law. All public records will be made available upon request at the earliest time permitted by law.

Ownership of all data, materials, and documentation originated and prepared for the City pursuant to this RFP shall belong exclusively to the City and be subject to public disclosure in accordance with Ohio Public Records Law.

NON-WAIVER OF RIGHTS

No failure of either party to exercise any power given to it hereunder or to insist upon strict compliance by the other party with its obligations hereunder, and no custom or practice of the parties at variance with the terms hereof, nor any payment under this agreement shall constitute a waiver of either party’s right to demand exact compliance with the terms hereof.

RELATIONSHIP OF THE PARTIES

The relationship between the parties to a contract resulting from this solicitation shall be that of independent contractors. Nothing contained herein shall be interpreted or construed as establishing an agency or employer/employee relationship between the parties or between either party and the employees or representatives of the other party. The Successful Offeror is responsible for all Social Security taxes and Bureau of Workers Compensation contributions for itself and any of its employees.

TERMINATION

The City reserves the right to terminate any contract resulting from this solicitation in whole or in part for default (termination due to the Consultant’s failure to perform satisfactorily) or convenience (termination due to the best interests of the City). After ten (10) days from delivery of a written notice to the Consultant, the City may, without cause and without prejudice to any other right or remedy, elect to terminate the contract. In such case, the Consultant shall be paid for work executed, goods delivered and accepted, and any expense sustained plus reasonable profit, unless such termination was due to the act or conduct of the Consultant.

EXPENSE OF PREPARING RESPONSES

The City accepts no responsibility for any expenses incurred by the responders to this RFP, including the cost associated with RFP responses and presentations. Such expenses are to be borne exclusively by the responders.