REQUEST FOR QUALIFICATIONS

DESIGN OF SOUTH GAY AVENUE

SIDEWALK PROJECT

RFQ NO.: CM2026-10

ADVERTISED:

FPN: 457351-1-38-01

Bay County Public Notice Website & BidNet Direct, Monday, September 14, 2026

SUBMITTAL DEADLINE: 10:00 a.m. Tuesday, October 6, 2026

PROPOSALS ARE TO BE SUBMITTED TO:

CITY OF CALLAWAY

ATTN: ASHLEY ROBYCK, CITY CLERK

6601 EAST HWY. 22

CALLAWAY, FL 32404

BID OPENING: 10:15 a.m. Tuesday, October 6, 2026 Callaway Arts & Conference Center 500 Callaway Park Way Callaway Fl, 32404

Ashley Robyck Ashley Robyck, City Clerk

TABLE OF CONTENTS

RESPONDENT INSTRUCTIONS

INTRODUCTION

QUALIFICATIONS

SUBMITTAL DEADLINE/DELIVERY

SOLICITATION DOCUMENTS

POINT OF CONTACT

QUESTIONS

ADDENDA

SUBMITTAL FORM

WITHDRAWAL OF SUBMITTALS

CANCELLATION

BASIS OF AWARD

TIE PROPOSALS

RIGHT TO REJECT

EXECUTION OF AGREEMENT

REPRESENTATIONS

PROTEST

LICENSES

EXEMPTION OF MEETINGS/PRESENTATIONS

OTHER STATEMENTS, FORMS AND DOCUMENTATION

LENGTH OF SERVICE

TERMS FOR FEDERAL AID CONTRACTS

DISADVANTAGED BUSINESS ENTERPRISE (DBE)

INSURANCE REQUIREMENTS

SUBMITTAL REQUIREMENTS

SCORING FACTORS

EVALUATION PROCESS AND CRITERIA

SELECTION

ANTICIPATED SCHEDULE

EXHIBITS

EXHIBIT 1 - SCOPE OF SERVICES

EXHIBIT 2 - REQUIRED FORMS

EXHIBIT 3 - SAMPLE PROFESSIONAL SERVICES AGREEMENT

RESPONDENT INSTRUCTIONS

Qualified firms are invited to submit a Proposal to the CITY OF CALLAWAY for the SOUTH

GAY AVENUE SIDEWALK DESIGN, RFQ NO.: CM2026-10, by replying to the enclosed specification. In order for the Proposal to be considered, complete all items in this specification.

All Bids/Proposals must include one (1) original unbound and five (5) copies and be addressed to:

CITY OF CALLAWAY

ATTN: CITY CLERK

6601 EAST HWY. 22

CALLAWAY, FL 32404

Proposals must be received at the address listed above no later than 10:00 a.m.

Tuesday, October 6, 2026. Late Proposals will not be accepted, regardless of the reason.

Proposal envelopes must be sealed and marked with the RFQ number, due date, and name of

Proposer so as to identify the enclosed submittal. If more than one package is submitted, please mark “1 of 2”, “2 of 2”, etc.

INTERPRETATION OF SPECIFICATION

All questions pertaining to the terms and conditions of the scope of work of this Proposal must be submitted in writing via email to the City Clerk as shown below:

Ashley Robyck, City Clerk

City of Callaway

6601 East Hwy. 22

Callaway, FL 32404 arobyck@cityofcallaway.com

No oral interpretations will be made to any firm as to the meaning of specifications or any other contract documents. In accordance with Florida Statutes 287.057(23), “Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents.

Violation of this provision may be grounds for rejecting a response.” Questions must be submitted as referenced above.

All questions must be received by Thursday, October 1, 2026, five (5) days prior to the scheduled opening of Proposals. Any interpretation of the Proposal terms, conditions, and/or specification, if made, will be only by Addendum issued by the City Clerk. A copy of such Addendum will be posted to the City’s website at www.cityofCallaway.us and emailed through BidNet Direct to each proposer that received a copy of the advertisement of the Request for Bids/Proposals. IT IS THE RESPONSIBILITY OF THE

BIDDER/PROPOSER TO CHECK THE CITY’S WEBSITE/VENDOR REGISTRY FOR ANY

ADDENDUMS PRIOR TO SUBMITTING A PROPOSAL. No verbal instructions or interpretations of drawings and specifications will be made other than indicated above.

The City reserves the right to reject any or all proposals, to waive informalities in the Bids/Proposals and to re-advertise for Bids/Proposals. The City also reserves the right to separately accept or reject any item or items of a Proposal and to award and/or negotiate a contract in the best interest of the City.

INTRODUCTION

This project is for the design of South Gay Avenue from Boat Race Road to Cherry Street. The scope includes the survey, design, and permitting for construction of a 6’ buffered concrete ADA compliant sidewalk on the east side of South Gay Avenue. The scope will also include associated drainage improvements, detectable warning areas, driveways and other pedestrian ramps, as needed. The new sidewalk shall add connectivity to the sidewalks in Cherry St. and Boat Race Road, and S. Berthe Ave. All proposed improvements shall be located with the existing tight if way. The length of this project is approx.

one (1) mile.

The project is federally funded with assistance from the FDOT and the Federal Highway Administration

(FHWA). By submitting a proposal, the Consultant certifies that they follow FDOT Procedure No.

375-030-006 (Restriction on Consultants Eligibility to Compete for Department Contracts) and that no.

principle is presently suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal Department or Agency. It is imperative that Respondents examine and become familiar with the Local Agency Program established by the Florida Department of

Transportation (FDOT). Funding for the project may be provided by this grant process and is contingent on strict conformance to the guidelines set forth by FDOT and the Federal Highway Administration.

Respondents shall comply with the Local Agency/Federal Aid Contract Requirements.

QUALIFICATIONS

Consideration will be given to only those firms that are qualified pursuant to law and that have been prequalified by FDOT to perform the types of work indicated below.

• 3.1: Minor Highway Design

• 8.1: Control Surveying

All professional services to be provided under the awarded contract shall be performed by Professionals licensed to practice in the State of Florida and in strict compliance with the Consultant's Competitive

Negotiation Act, 287.055 F.S. (CCNA). Consultants providing services under this contract shall always be knowledgeable of the limiting thresholds of the CCNA statutes and shall ensure that full compliance therewith is maintained at all times.

City staff shall validate certifications using the Florida Department of Transportation's Procurement

Office web site list of prequalified consultants. If the consultant proposes to use in- house forces to do surveying or geotechnical exploration, the consultant must have the FDOT certification in that specialty.

Public Entity Crimes As required by Florida State Statute 287.133(2)(a), “A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or a public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or CONSULTANT under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in f.s.287.017 for CATEGORY TWO [$35,000] for a period of 36 months from the date of being placed on the convicted vendor list.” Moreover, any person must notify the CITY within 30 days after the conviction of a public entity crime applicable to that person or to an affiliate of that person.

SUBMITTAL DEADLINE/DELIVERY

SEALED SUBMITTALS will be received by the City of Callaway, at 6601 East Highway 22, Callaway, FL 32404, up until 10:00 a.m. (central time) October 6, 2026. Submittals will be publicly opened immediately following the deadline. It is the sole responsibility of the Respondent to ensure the Submittal is received on time.

Each Submittal shall be delivered to the City of Callaway, attention Ashley Robyck, City Clerk, at 6601

East Highway 22, Callaway, FL 32404, no later than the Submittal deadline.

If not so marked as to this wording, sealed and/or received by the closing time, the Proposal will not be accepted. Proposal packages, additional information regarding this Proposal, or the bidding procedures may be obtained by contacting the City Clerk, 6601 East Hwy. 22, Callaway, FL 32404, (850) 215-6694. It shall be the sole responsibility of the Bidders/Proposers to have their Proposal delivered on or before the closing time and date stated in the Special Instructions and Conditions. Any Bids/Proposals received after the stated time and/or due to delays caused by mail or courier delivery, or any other reason, shall not be opened or otherwise considered, and will be returned at the bidder's/proposer's expense.

SOLICITATION DOCUMENTS

Electronic versions of the solicitation documents are available via the City's website at https://www.cityofcallaway.com/bids.

POINT OF CONTACT

The City Clerk will be the only point of contact for this RFQ. Under no circumstances may a Respondent contact any City Commissioner, the City Manager, or City employee concerning this RFQ until after award.

Any such contact may result in disqualification.

QUESTIONS

Respondents shall submit all questions in writing to the City Clerk at arobyck@cityofcallaway.com.

All questions shall be submitted no later than 12:00 pm (central time) on October 1, 2026.

The Vendor shall allow public access to all documents, papers, letters, or other material subject to the provisions of Chapter 119, Florida Statutes, and made or received by the Vendor in conjunction with this

Agreement. Certification and details provided attached herein.

CONSULTANT acknowledges that it is familiar with the provisions of the Public Records Law of the State of Florida. CONSULTANT agrees to comply with Chapter 119, Florida Statutes, and specifically per

Florida Statute 119.0701, CONSULTANT agrees to keep and maintain public records that would be required by the City of Callaway in order to perform the services provided for in this Agreement;

CONSULTANT agrees to provide public access to any required public records in the same manner as a public agency; CONSULTANT agrees to protect exempt or confidential records from disclosure;

CONSULTANT agrees to meet public records retention requirement; and CONSULTANT agrees that at the end of term of this Agreement, to transfer all public records to the City of Callaway and destroy any duplicate exempt or confidential public records.

All products generated by the CONSULTANT for the CITY become the property of the CITY. The CITY may require submission of any electronic file version of reports, data, maps or other submission of documentation produced for or as a result of this Bid/Proposal in addition to paper documents.

http://www.cityofcallaway.com/bids.

mailto:jpeters@cityofcallaway.com

Further, in accordance with the Public Records Laws of the State of Florida, Section 119.0701, (2013), CONSULTANT must:

A) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the service.

B) Provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

C) Ensure that public records that are exempt or confidential and exempt from public records are not disclosed except as authorized by law.

D) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the CONSULTANT upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public record disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency.

E) If a CONSULTANT does not comply with a public records request, the public agency shall enforce the provision of the contract in accordance with the contract.

All covenants, agreements, representations, and warranties made herein, or otherwise made in writing by any party pursuant hereto shall survive the execution and delivery of this Agreement and the consummation of the transactions contemplated hereby.

If the CONSULTANT has questions regarding the application of Chapter 119, Florida Statutes, to the

CONSULTANT’S duty to provide public records relating to this contract, contact the custodian of public records, Ashley

Robyck, City Clerk, at 850-215-6694, by email at arobyck@cityofcallaway.com, or via mail, at

6601 E. Hwy. 22, Callaway, FL 32404.

ADDENDA

If any addenda are issued after the initial specifications are released, the City will post the addenda on the City website: https://www.cityofcallaway.com. It is the responsibility of the Respondent prior to submission of any Submittal to check the above website or contact the City Clerk to verify any addenda issued. The receipt of all addenda must be acknowledged on the addenda response sheet.

SUBMITTAL FORM

To receive consideration, all Submittals shall be made on the forms provided, properly executed and with all items filled out. Do not change the wording of the Submittal Form. No conditions, limitations or provisions will be attached or added to the Submittal Form by the Respondent. Alterations by erasure or interlineations must be explained or noted in the Submittal over the signature of the Respondent.

WITHDRAWAL OF SUBMITTALS

Any Respondent may withdraw their Submittal, either personally or by written request, at any time prior to the scheduled time for opening Submittals. No Respondent may withdraw its Submittal for a period of 180 mailto:arobyck@cityofcallaway.com http://www.cityofcallaway.com/ days after the date for opening and all Submittals shall be subject to acceptance by the City during this period.

CANCELLATION

The city may cancel this RFQ, or reject it in whole or in part, when it is in the best interests of the city, as determined by the City Commission. Notice of cancellation shall be posted on the City website. The notice shall identify the solicitation, and, where appropriate, explain that an opportunity will be given to compete on any re-solicitation or any future procurement of similar items.

ERRORS AND OMMISIONS

Acceptance of the work by the CITY or Agreement termination does not constitute CITY approval and will not relieve the Party of the responsibility for subsequent corrections of any errors and/or omissions and the clarification of any ambiguities. The Party shall make all necessary revisions or corrections resulting from errors and/or omissions on the part of the Party without additional compensation. If these errors and/or omissions are discovered during the construction of the project, they shall be corrected without additional compensation.

TERMINATION OR SUSPENSION OF PROJECT

The CITY may, by written notice to the CONSULTANT, suspend any or all of the CONSULTANT’s obligations under this Agreement until such time as the event or condition resulting in such suspension has ceased or been corrected or the CITY may terminate this Agreement in whole or in part at any time the interest of the CITY requires such termination.

If the CITY determines that the performance of the CONSULTANT is not satisfactory, the CITY shall notify the CONSULTANT of the deficiency in writing with a requirement that the deficiency be corrected within thirty (30) days of such notice. Such notice shall provide reasonable specificity to the CONSULTANT of the deficiency that requires correction. If the deficiency is not corrected within such period, the CITY may either (1) immediately terminate the Agreement as set forth in paragraph 11.2 below, or (2) take whatever action is deemed appropriate by the CITY to correct the deficiency. In the event the CITY chooses to take action and not terminate the Agreement, the CONSULTANT shall, upon demand, promptly reimburse the CITY for any and all costs and expenses incurred by the CITY in correcting the deficiency.

If the CITY terminates the Agreement with cause or for convenience, the CITY shall notify the CONSULTANT of such termination in writing at least fourteen (14) days in advance. The notice from the CITY shall include instructions to the effective date of termination or specify the stage of work at which the Agreement is to be terminated.

If the Agreement is terminated before the Project is completed, the CONSULTANT shall be paid only for the percentage of the Project satisfactorily performed for which costs can be substantiated. Such payment, however, shall not exceed the equivalent percentage of the contract price. All work in progress will become the property of the CITY and will be turned over promptly by the CONSULTANT.

The CITY reserves the right to unilaterally cancel this Agreement for refusal by the CONSULTANT or any subconsultant to allow public access to all documents, papers, letters or other material subject to the provisions of Chapter 119, Florida Statutes, and made or received in conjunction with this Agreement unless the records are exempt.

Upon receipt of any final termination or suspension notice under this paragraph 10., the CONSULTANT shall proceed promptly to carry out the actions required in such notice, which may include any or all of the following: (a) necessary action to terminate or suspend, as the case may be, Project activities and contracts and such other action as may be required or desirable to keep to a minimum the costs upon the basis of which the financing is to be computed; or (b) furnish a statement of the Project activities and contracts and other undertakings the cost of which are otherwise includable as Project costs. The termination or suspension shall be carried out in conformity with the latest schedule, plan, and cost as approved by the CITY or upon the basis of terms and conditions imposed by the CITY upon the failure of the CONSULTANT to furnish the schedule, plan, and estimate within a reasonable time. The closing out of the Project shall not constitute a waiver of any claim which the CITY may otherwise have arising out of this Agreement.

BASIS OF AWARD

The contract will be awarded to the responsive, responsible Respondent who ranks highest in the evaluation process, based on the criteria specified in the Request for Qualifications Respondent Instructions.

TIE PROPOSALS

Should a tie occur, an alternate committee member will be asked to evaluate the firms based on the submitted proposals. This alternate score will be the tie breaker.

RIGHT TO REJECT

The City reserves the right to:

• Reject any or all Submittals received.

• Select and award any portion of any or all submittal items.

• Waive minor informalities and irregularities in the Respondent’s Submittal.

A Submittal may be rejected if it is non-responsive or does not conform to the requirements and instructions in this RFQ. A Submittal may be non-responsive by reasons, including, but not limited to, failure to utilize or complete prescribed forms, conditional Submittals, incomplete Submittals, indefinite or ambiguous Submittals, failure to meet deadlines and improper and/or undated signatures. Other conditions which may cause rejection of Submittals include evidence of collusion, obvious lack of experience or expertise to perform the required work, submission of more than one Submittal for the same work from an individual, Respondent or corporation under the same or a different name, failure to perform or meet financial obligations on previous contracts. Submittals may be rejected if not delivered on or before the date and time specified as the due date for submission of Submittals.

LUMP SUM OR COST-PLUS FIXED FEE CONTRACTS

The CONSULTANT certifies that the wage rates and other factual unit costs supporting the contract compensation are accurate, complete, and current at the time of contracting. Furthermore, to the extent that such wage rates and other factual unit costs are found by the CITY to be inaccurate, incomplete, or non-current, the original price for such Agreement and any additions there to shall be adjusted to exclude any increases in the compensation paid to CONSULTANT due to such circumstances. A determination of allowable costs in accordance with the Federal cost principles will be performed for services rendered under this Agreement.

EXECUTION OF AGREEMENT

The successful Firm shall, within 10 days after receipt of the Notice of Award, sign and deliver to the City Clerk all required contract documents. The awarded Firm shall also deliver the policies of insurance or insurance certificate as required. All insurance documents shall be approved by the City Clerk before the successful Firm may proceed with the work.

REPRESENTATIONS

The contract documents contain the provision required for the project. Information obtained from an officer, agent, or employee of the City, or any other person, shall not affect the risks or obligations assumed by the Consultant or relieve the Consultant from fulfilling any of the conditions of the contract.

PROTEST

A notice of protest must be submitted in writing, via e-mail or letter, and must identify the protester and the solicitation and shall include a factual summary of the basis of the protest. The notice of protest is considered filed when it is received by the city.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND

VOLUNTARY EXCLUSION

The prospective primary participant certifies to the best of its knowledge and belief, that it and its principles:

▪ (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency.

▪ (b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

▪ (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and

▪ (d) Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default.

Where the prospective primary participant is unable to certify any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

In the event of a conflict between the terms of the above documents and the terms of this Agreement, the terms of this Agreement shall prevail.

There are no contract documents other than those listed above and there are no promises or understandings other than those stated herein.

TRUTH IN NEGOTIATIONS

The CITY shall negotiate a contract with the most qualified Consultant for professional services at compensation which the CITY determines is fair, competitive, and reasonable. In making such determination, the CITY shall conduct a detailed analysis of the cost of the professional services required in addition to considering their scope and complexity. For any lump-sum or cost-plus-a-fixed-fee professional service contract over the threshold amount provided in Section 287.017, Florida Statutes for CATEGORY FOUR, the CITY shall require the Consultant receiving the award to execute truth-in-negotiation certificate stating that wage rates and other factual unit costs supporting the compensation are accurate, complete, and current at the time of contracting.

LICENSES

Consultant shall be properly licensed for the appropriate work specified in this Request for Qualifications.

All Respondents are requested to submit any required license(s) with their qualifications. License(s) must be effective as of the opening date and must be maintained throughout the Contract Period. Failure to be properly licensed as stated above will result in the rejection of the Submittal as non-responsive.

EXEMPTION OF MEETINGS/PRESENTATIONS

Pursuant to section 286.0113(2), Fla. Stat. (2011), any portion of a meeting at which a negotiation with a vendor is conducted pursuant to a competitive solicitation, at which a vendor makes an oral presentation as part of a competitive solicitation, or at which a vendor answers questions as part of a competitive solicitation is exempt from public meeting requirements. However, the city must make a complete recording of any portion of an exempt meeting, and no portion of the exempt meeting may be held off the record. The recording of, and any records presented at, the exempt meeting are exempt from the public records law of section 119.07(1), Fla. Stat. (2011) and section 24(a), At1. I of the State Constitution, until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, submittals, or final replies, whichever occurs earlier. If the City rejects all bids, submittals, or replies and concurrently provides notice of its intent to reissue a competitive solicitation, the recording and any records presented at the exempt meeting remain exempt from section 119.07(1), Fla. Stat. (2011) and section 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision concerning the reissued competitive solicitation or until the agency withdraws the reissued competitive solicitation. Recording and any records presented at an exempt meeting are not exempt for longer than 12 months after the initial agency notice rejecting all bids, submittals, or replies.

INDEMNIFICATION

To the extent provided by law,the contractor/CONSULTANT shall indemnify, defend and hold harmless the CITY and the State of Florida, Department of Transportation, including the Department’s officers and employees, against any actions, claims or damages arising out of, relating to, or resulting from negligent or wrongful act(s) of the CONSULTANT, or any of its officers, agents, or employees, acting within the cope of their office or employment, in connection with the rights granted to or exercised by the contractor/CONSULTANT.

The foregoing indemnification shall not constitute a waiver of the Department's or CITY'S sovereign immunity beyond the limits set forth in Florida Statutes, Section 768.28. Nor shall the same be construed to constitute agreement by contractor/CONSULTANT to indemnify CITY for the negligent acts or omissions of the CITY, its officers, agents, or employees, or third parties. Nor shall the same be construed to constitute agreement by contractor/CONSULTANT to indemnify the Department for the negligent acts or omissions of the Department, its officers, agents or employees, or third parties. The indemnification shall survive the termination of this agreement.

OTHER STATEMENTS, FORMS AND DOCUMENTATION

a. Certificate of Insurance as described under the INSURANCE section for:

i. Workers Compensation Coverage

ii. General, Automobile and Excess or Umbrella Liability Coverage

iii. General Liability Coverage - Occurrence Form Required

iv. Business Auto Liability Coverage

v. Excess or Umbrella Liability Coverage

vi. Professional Liability

b. Proof of Licenses/Certifications Provide proof of proper State of Florida business licensure and professional certifications/registration(s) in the State of Florida. Provide proof of corporate registration to operate in the State of Florida by the Department of State, Division of Corporations. Information concerning certification with the Secretary of State can be obtained at: http://ccfcorp.dos.state.fl.us/ index.html.

c. Prequalification Letter: 3.1 - Minor Highway Design and 8.2: Design, Right of Way, and Construction Surveying

d. E-Verify The Consultant shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by Agency during the term of the contract; and shall expressly require any subconsultants performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subconsultant during the contract term.

i. Public Entity Crimes Statement

ii. Drug-Free Workplace Form http://ccfcorp.dos.state.fl.us/index.html

iii. Truth in Negotiation Certification (FDOT Form #375-030-30)

iv. Conflict of Interest Certification (FDOT Form #375-030-50)

v. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for

Federal Aid Contracts (FDOT Form #375- 030-32)

vi. Certification of Disclosure of Lobbying Activities on Federal Aid Contracts (FDOT

Form #375- 030-33 and if necessary #375-030-034)

LENGTH OF SERVICE

The Consultant's engineering design services shall begin with a written Notice to Proceed (NTP) by the

City. It is anticipated that the NTP will be issued by December 9, 2026. It is projected that all work will be completed by September 10, 2027, 275 calendar days after the date of NTP.

CONFLICT OF INTEREST

The CONSULTANT hereby certifies that it will completely disclose to the CITY all facts bearing upon any possible conflicts, direct or indirect, with its performance which it believes that any officer, employee, or agent of the CONSULTANT now has or will have. Said disclosure shall be made by the CONSULTANT contemporaneously with the execution of this Agreement and at any time thereafter that such facts become known to the CONSULTANT. The CONSULTANT at all times shall perform its obligations under this

Agreement in a manner consistent with the best interests of the CITY. Failure to abide by this section shall result in the immediate termination of this Agreement.

TERMS FOR FEDERAL AID CONTRACTS

For this FDOT assisted contract, the Terms for Federal Aid contracts (FDOT Form 375-040-84 shall be incorporated into the final agreement. These include but are not limited to mandatory nondiscrimination clauses required for compliance with Title VI of the Civil Rights Act of 1964 and other federal and state authorities. The prime Consultant will be responsible for including these terms in any sub-consultant contracts used for the project.

DISADVANTAGED BUSINESS ENTERPRISE (DBE)

For this FDOT assisted contract, The City has adopted the FDOT DBE Program goal. The FDOT began its race neutral DBE program on January 1, 2000, and has an overall 10.65% goal it must achieve. While the utilization is not mandatory to be awarded the contract, continuing utilization of DBE firms on contracts supports the success of Florida's Race-Neutral DBE Program and supports Consultant's Equal Employment

Opportunity and DBE Affirmative Action Programs.

The Federal DBE Program requires States to maintain a database of all firms that are participating or attempting to participate on FDOT-assisted contracts. The list must include all firms that bid on prime contracts or bid or quote subcontracts on FDOT-assisted projects, including both DBE's and non-DBEs.

You must complete the Bidders Opportunity List through the Equal Opportunity Compliance system within

3 business days of submission of the bid or proposal for ALL subconsultants or sub-consultants who quoted to you for specific project for this letting. The web address to the Equal Opportunity Compliance system is:

www.fdot.gov/equalopportunity.

INSURANCE REQUIREMENTS

The Consultant shall procure and maintain the following insurance described, except for coverages specifically waived by the City. Such policies shall be from insurers with a minimum financial size of VII according to the latest edition of the AM Best Rating Guide. An A or better Best Rating is "preferred";

however, other ratings if "Secure Best Ratings' may be considered. Such policies shall provide coverages for any or all claims which may arise out of, or result from, the services, work and operations carried out pursuant to and under the requirements of the contract documents, whether such services, work and operations be by the Consultant, its employees, or by subconsultant(s), or anyone employed by or under the supervision of any of them, or for whose acts any of them may be legally liable.

http://www.fdot.gov/equalopportunity

The Consultant shall require and shall be responsible for assuring throughout the time the agreement is in effect that all its subconsultants obtain and maintain until the completion of that subconsultant's work, such of the insurance coverages described herein as are required by law to be provided on behalf of their employees and others. The required insurance shall be obtained and written for not less than the limits of liability specified hereinafter, or as required by law, whichever is greater. These insurance requirements shall not limit the liability of the Consultant. The City does not represent these types or amounts of insurance to be sufficient or adequate to protect the Consultant's interests or liabilities but are merely minimums.

Except for workers’ compensation and professional liability, the Consultant's insurance policies shall be endorsed to name the City as an additional insured to the extent of its interests arising from this agreement, contract or lease. The Consultant waives its right of recovery against the City, to the extent permitted by its insurance policies. The Consultant's deductibles/self-insured retentions shall be disclosed to the City and may be disapproved by the City. They shall be reduced or eliminated at the option of the City. The Consultant is responsible for the amount of any deductible or self-insured retention.

Insurance required of the Consultant, or any other insurance of the Consultant shall be considered primary, and insurance of the City, if any, shall be considered excess, as may be applicable to claims obligations which arise out of this agreement, contract or lease. The Consultant shall obtain and will maintain at its expense for the duration of this Contract, those insurance coverage requirements set forth below:

• Professional Liability $1,000,000

• Property Damage: $ 500,000

• General Liability: $1,000,000/2,000,000

• Automobile Liability: $1,000,000/$2,000,000

• Workers’ Compensation: $1,000,000

NOTE: Insurance Certificate must be provided by Successful Bidder upon execution of

Agreement. City is to be listed on the bidder's/proposer's Certificate of Insurance as additionally insured and certificate holder in order for the City to be notified if the insurance is cancelled or modified.

Prior to commencing work, CONSULTANT shall procure and maintain at CONSULTANT's own cost and expense for the duration of the Agreement, the following insurance against claims for injuries to person or damages to property which may arise from or in connection with the performance of Services hereunder by CONSULTANT, its agents, representatives, employees or sub-consultants. The cost of such insurance shall be borne by CONSULTANT.

CONSULTANT shall maintain the following coverage with limits no less than the indicated amounts:

(a) Commercial General/Umbrella Liability Insurance - $1,000,000 limit per occurrence for property damage and bodily injury. The service provider should indicate in its proposal whether the coverage is provided on a claim- made or preferably on an occurrence basis. The insurance shall include coverage for the following:

i. Premise/Operations

ii. Explosion, Collapse and Underground Property Damage Hazard (only when applicable to the project)

iii. Products/Completed Operations

iv. Contractual

v. Independent CONSULTANTS

vi. Broad Form Property Damage

vii. Personal Injury

(b) Business Automobile/Umbrella Liability Insurance - $1,000,000 limit per accident for property damage and personal injury.

i. Owned/Leased Autos

ii. Non-Owned Autos

iii. Hired Autos

(c) Workers' Compensation and Employers'/Umbrella Liability Insurance - Workers' Compensation statutory limits as required by Chapter 440, Florida Statutes. This policy should include Employers'/Umbrella Liability Coverage for $1,000,000 per accident.

(d) Professional Liability Insurance - $1,000,000 or as per project (ultimate loss value per occurrence).

SUBMITTAL REQUIREMENTS

Each Firm's submittal shall include sufficient information to enable the City to evaluate the capability of the Firm to provide the desired services. The data shall be significant to the project and discussions of past performances on other projects shall be minimized except as they relate to the proposed work.

All Submittals are to be on 8 ½" x 11" paper or if larger documents are required, they are to be folded to 8 ½'' x 11" size. Submittals should be stapled together or bound with comb binding. Submittals submitted in 3 ring binders may not be accepted. Submittals shall be prepared simply and economically, providing a straightforward, concise delineation of Respondent's capabilities to satisfy the requirement of the RFQ.

Elaborate binding, colored displays, and promotional material are not desired; however, technical literature may be included as attachments to the Submittal.

Respondents should submit one (1) unbound original clearly labeled "Original", five (5) copies clearly labeled "Copy". If the submittal contains confidential information, such information shall be in a separate pdf document. Submittals shall be enclosed in a sealed envelope bearing the title of the solicitation, the name of the Respondent and the date for opening. Submittals shall be valid to the City of Callaway for a period of 180 days after the opening.

Emphasis in each Submittal must be on completeness and clarity of content. In order to expedite the evaluation of Submittals, it is essential that Respondents follow the format and instructions contained in the

RFQ.

The following information is the minimum content required for the Submittal and will be used to compare and evaluate the firms:

(Please number and title tabs for each section as indicated).

1. Table of Contents (Tab 1)

A. Clearly identify all sections referenced below.

B. Sections shall be separately tabbed for ease of reference.

2. General Information (Tab 2) A. Firm information

1) Name, address, phone, fax, email, Federal ID#, and website (if applicable)

2) Date the firm was established under the name given.

3) Type of ownership or legal structure of the firm. (Corporation, joint venture, partnership)

4) Incorporation by the Secretary of State and current Florida Professional License.

5) Brief history of the firm.

B. Litigation, disputes, default, & liens Describe and explain any disputes, litigations and defaults, the results and settlements of any prior litigation, arbitration, mediation or other claims for a period of five years prior to submission of the RFQ.

3. Approach and Understanding of the Project (Tab 3) This should be a narrative description and any applicable illustrations to show that the firm understands all elements of the RFQ.

4. Personnel (Tab 4) A. Provide an organizational chart and resumes for all key personnel and their office addresses.

This will include management and technical staff.

1) Give brief resume of personnel to be assigned to the project including, but not limited to the following information:

a. Name and title.

b. How many years with this firm and other firms.

c. Experience

• Types of Projects

• Size of Projects

• What were the specific project involvements?

d. Education

e. Active registration(s) and certifications(s)

• Provide all required licenses and certificates.

f. Other experience and qualifications that are relevant to this project.

2) Describe how the organizational structure will ensure orderly communication, distribution of information, effective coordination of activities, and accountability.

3) List of consultants and subconsultants, if any.

a. Name any consultants, or subconsultants which are included as part of the proposed team. Describe the proposed role of any persons outside your firm and their related experience.

5. Project History (Tab 5) A. List three (3) projects which best illustrate the experience of your firm and current staff which are being assigned to this project.

1) List no more than three (3) projects.

a. Name and location of the project.

b. The nature of the firm’s responsibility on the project and brief description of the projects.

c. Cost of the project (project cost).

2) List of three (3) references for similar types of work with contact information.

6. Scheduling/Cost Control/QA/QC (Tab 6) Provide information regarding firm’s ability to develop and maintain the project schedule within the specified project time and within the budget. Provide firm’s QA/QC Plan. Show current workload of available personnel and hours projected on this project. Provide a schedule of project progress beginning with notice to proceed and ending with final plans and specifications submittal. The schedule should assume Notice to Proceed date ___________.

7. Required Forms (see exhibit 2) - (Tab 7) A. Submittal Form B. Addendum Acknowledgement C. Anti-Collusion Clause D. Waiver of Exemption of Meetings/Presentations E. Required Insurance Certificates F. Proprietary/Confidential Information Form G. Public Entity Crimes Statement H. Representation/Certifications Federal Form W-9 I. LAP Federal -Aid Terms for Professional Services Contracts (FDOT Form (375-040-84) J. DBE Participation Statement (FDOT Form 373-030-83) K. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary

Exclusion for Federal Aid Contracts (FDOT Form #375-030-32) L. Certification of Disclosure of Lobbying Activities on Federal Aid Contracts (FDOT Form

#375-030-33 and if necessary #375-030-034) M. Truth in Negotiation Certification (FDOT Form #375-030-30) N. U.S. Department of Homeland Security’s E-Verify form) O. Conflict of Interest Certification (FDOT Form

#375-030-50) P. Drug-Free Workplace form Q. Public Records Form R. Vendor Eligibility Form (FDOT Form #375-030-91) S. Human Trafficking Affidavit

NOTICE: Proposals may be rejected if all documents are not complete and executed, and the numbers of copies specified/requested of each are not submitted with the proposal.

SCORING FACTORS (maximum score 100)

• Organization and Staffing (25 Points): Identify the roles and responsibilities of the proposed key personnel and include everyone's experience and qualifications. Identify subconsultant(s) that may be used for the project. Include resumes for each team member involved with the project.

• Experience of the firm & References (25 Points): Demonstrate experience in other projects of similar scope of work and complexity (a minimum of 3 sidewalk projects should be shown). A reference list for each project is required including the name of client contact familiar with the project, project name, telephone number and/or email address, brief description of the project, actual cost and project length. LAP projects should also be shown if possible.

• Availability of workload & willingness to meet time requirement (20 Points): Ability of the firm to manage this project within the specified project time and within budget. Show current workload of available personnel and hours projected on this project. Provide a schedule of project progress beginning with notice to proceed and ending with final plans and specifications submittal.

• Project Approach and Understanding of Critical Issues (30 Points): Explain the project approach to the design. Provide a list of known critical issues and methods of how they will be addressed. Describe the firm’s quality control process and how it is conducted with the team.

EVALUATION PROCESS AND CRITERIA

All proposals will be subject to review and an evaluation process. All proposers responding to the Request for Qualification (RFQ), who meet the requirements, will be ranked in accordance with the criteria established in these documents. The city will consider all responsive and responsible proposals received.

Proposals shall include all the information solicited in this RFQ, and any additional data that the Consultant deems pertinent to the understanding and evaluation of the proposal. Each proposer will be ranked based upon the criteria herein addressed.

Proposals will be reviewed by the representatives from the city for completeness. Those submittals deemed complete and responsive will be forwarded to the Selection Committee to evaluate based upon the format and content outlined in this RFQ as follows:

EVALUATION CRITERIA POINTS

Organization and Staffing 25 Experience of the Firm and References 25 Availability of Workload and Willingness to meet Time Requirements 20 Project Approach and Understanding of Critical Issues 30

TOTAL 100

SELECTION

The Selection Committee will review, evaluate and rank the proposals submitted by all responsive and responsible forms based upon the criteria above. The top ranked firm will be recommended to the City Commission for approval on __________________. Should a tie occur, an alternate committee member will be asked to evaluate the firms based on the submitted proposals. The alternate score will be the tiebreaker.

The firm name with the required selection documentation will be forwarded to FDOT for approval of the selected firm. Should FDOT concur with the City’s recommendation, City Commission will finalize the award and contract price negotiations will begin between the selected firm and the City.

The City shall provide notice of a decision or intended decision concerning a solicitation, contract award, or exceptional purchase via Commission Agenda. Failure to file a protest within the timeline prescribed in

December 8, 2026

Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Selection Committee A. Selection Committee will consist of 3 to 5 members designated by the City Manager.

B. The City Manager shall determine the Selection Committee that will best serve the needs of the City.

C. Members of the Selection Committee are prohibited from discussing a project with any professional or professional firm that may submit a proposal during the procurement process.

D. Only written responses from statements of qualifications, performance data, and other data received in the purchasing office by the publicized submission time and date shall be evaluated.

E. The initial ranking of submittals is based upon the points given in the scoring sheet utilizing the evaluation criteria in the RFQ.

F. The Selection Committee as appropriate shall use the ordinal process to rank the firms. The respondents shall be listed in order of preference. The list of best-qualified firms shall be approved by FDOT and subsequently, the City, prior to beginning contract negotiations.

The City shall negotiate a contract with the top-ranked firm for services at compensation which the City determines is fair, competitive and reasonable as further described in the Scope of Services.

The provisions of the Request for Qualifications and the receipt of submittals from respondents shall not create any legal or other obligation between the City of Callaway and respondents (except as expressly set out in this RFQ).

The City of Callaway will make the selections primarily based on the response to this RFQ and any further information received from respondents if interviewed. Although information additional to that requested in this RFQ may be provided by respondents, any consideration of this information shall be at the discretion of the City of Callaway. The City of Callaway shall be the sole judge of the award of this project to the respondent considered by the City to offer the best overall response with a resulting negotiated agreement that is most advantageous and in the best interest of the City of Callaway.

ANTICIPATED SCHEDULE

Below is the anticipated schedule for this project. This schedule may be altered solely at the City’s discretion.

RFQ Advertised & Posted on Website Deadline for Questions RFQ Due Date Review Committee Scores Due Final Scores & Ranking Submitted to FOOT for Review Rankings Presented to the City Commission for Selection and Approval to begin Negotiations Contract Negotiations Board Meeting Award Contract Finalize / Execute Agreement Issue Notice to Proceed

October 1, 2026 September 14, 2026

October 6, 2026 October 20, 2026 October 27, 2026

November 3, 2026

November 17, 2026 December 8, 2026 December 9, 2026 December 9, 2026

EXHIBIT 1

SCOPE OF SERVICES

South Gay Sidewalk

South Gay

Avenue

Boat Race Road

Cherry Street

LOCATION MAP

CITY OF CALLAWAY SCOPE

OF WORK SOUTH GAY AVENUE

SIDEWALK PROJECT

BACKGROUND AND SCOPE:

The purpose of this project is to address pedestrian safety issues, enhance mobility, and provide pedestrian connectivity within the City. South Gay Avenue is an existing 25 mph residential road with minimal lighting, a mix of open and closed drainage and no existing shoulder, curb and gutter or sidewalk. Pedestrians need safe access to local points of interest, school- children need safe access to school bus-stops and citizens in wheel-chairs need mobility.

The project proposes a 6’ concrete sidewalk on the east side of South Gay Avenue from Boat Race Road to Cherry Street. The proposed sidewalk provides pedestrian refuge, wheel-chair access, and connectivity to school bus routes, the pedestrian system and places of worship. This meets and exceeds the project purpose by also reducing emissions and improving the quality of life for residents.

This will provide a safe walking path for people of all ages and abilities to…