Crosstown Water Main Route Study RFP FINAL 2026-07-02.docx

REQUEST FOR PROPOSALS

City of Toledo One Government Center 640 Jackson Street Toledo, Ohio 43604

PROFESSIONAL ENGINEERING SERVICES

CROSSTOWN WATER MAIN ROUTE STUDY

Purchase Requisition Number 10008808

Issued By Department of Public Works/Division of Engineering Services

Date Issued 07/11/2026

Response Submission Date and Time

Tuesday, 07/28/2026 at 1:30 PM EST

Submit online through PlanetBids: https://pbsystem.planetbids.com/portal/22576/portal-home

TABLE OF CONTENTS

2. SCOPE OF SERVICES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 6

3. PROPOSAL ORGANIZATION AND CONTENT . . . . . . . .. . . . . . . . . . Page 12

4. GENERAL CONDITIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 14

4.12 Professional Service Agreement

5. EVALUATION OF PROPOSALS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 17

5.1 Criteria and Scoring

EXHIBITS: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .see PlanetBids

CITY OF TOLEDO

DEPARTMENT OF PUBLIC WORKS

DIVISION OF ENGINEERING SERVICES

REQUEST FOR PROPOSALS

1. INTRODUCTION

1.1 PURPOSE

The City of Toledo (City) is requesting proposals from qualified firms to provide professional engineering services for the Crosstown Water Main Route Study. The selected firm will execute a comprehensive route selection and pipeline alignment study to establish a new corridor for replacement of approximately 3.5 miles of 1940’s era, 42-inch and 60-inch diameter steel water mains, known as the Crosstown Water Main.

1.2 PROJECT BACKGROUND

The City of Toledo provides treated water to a regional population of approximately 500,000. Water from Lake Erie is treated at the City’s Collins Park Water Treatment Plant and pumped to City customers through approximately 1,200 miles of water distribution and transmission mains, ranging in size from 4-inch to 96-inch in diameter and dating back to 1873. Beyond City limits, Toledo provides water to various satellite communities.

The 1940 Crosstown Water Main was constructed as part of the Lake Erie Water Project (LEWP). Of the roughly seven miles of 42- through 72-inch diameter steel water transmission mains installed under the LEWP, approximately three miles of 72-inch diameter water mains were replaced in the early 2000’s, due to significant corrosion and leaks. A 0.5-mile section of 72-inch diameter steel water main in rock tunnel under the Maumee River remains in service, as well as the 3.5 miles of 42- and 60-inch diameter steel water transmission mains known as the Crosstown Water Main. A pipe of similar construction – nine miles of 78-inch diameter steel raw water main – is currently under design for replacement.

A condition assessment study performed in 2019 on the Crosstown Water Main indicated that while no significant defects or performance issues were identified, the mains are subject to corrosive surrounding soils, and are neither cathodically protected nor electrically isolated. Since the time of the study, the 60-inch diameter main has experienced several critical events leading to concern regarding the long-term integrity of the pipe. The most recent event caused significant disruption to the area, including street flooding and major media attention. Water service to all customers was able to be maintained during this event.

The 85-year-old steel transmission mains are now considered to be high risk mains and it is imperative that a replacement plan be implemented. This route study project is the first step towards replacing these important mains.

1.3 PROJECT OVERVIEW

The route of the existing Crosstown Water Main is shown in Exhibit A.

The Crosstown Water Main consists of 1.3 miles of 42-inch diameter steel water main originating from a 36-inch diameter water main at West Woodruff Avenue & Parkside Boulevard to West Woodruff Avenue & Forest Avenue. At Forest Avenue the water main transitions to a 60-inch diameter steel water main and continues along West Woodruff/Cherry/Champlain/Walnut to connect to a 72-inch diameter water main at Erie/Walnut. The water main is a primary transmission artery for finished water.

The proposed water transmission main will replace the existing, 85-year-old, deteriorating 42- and 60-inch diameter steel water mains that are reaching the end of their useful life. Installation within the same street corridor as the existing water main is not anticipated. The objective of this study is to identify, evaluate, and formally select the most cost-effective, constructible, and least disruptive route that ensures long-term operational resilience and provides straightforward maintenance access.

Project Corridor Bounds

· Origin Point: Intersection of Parkside Boulevard and West Woodruff Avenue, connecting to a 36-inch diameter water main in Parkside Boulevard

· Termination Point: Intersection of Erie Street and Walnut Street, connecting to a 72-inch diameter water main in Walnut Street.

· Pipeline Alignment Parameters: The existing water main corridor spans approximately 3.5 miles through a dense urban grid.

· Critical Infrastructure Constraints: The new alignment must successfully navigate a trenchless crossing of the Interstate 75 (I-75) corridor and at least one (1) active commercial railroad mainline operating within the central Toledo grid.

The Crosstown Water Main Route Study shall determine the feasibility and economy of potential routes for the new water mains, recommend a preferred route, recommend sizing and material options, identify necessary permits and easements and provide legal descriptions, perform an environmental assessment, provide site survey of the recommended route, and preliminary design work needed to begin final design and construction.

The recommended path shall identify and mitigate utility conflicts and constructability constraints, and limit disruption to residents and local businesses.

Basic services may include, but are not limited to, the following:

· Project Initiation/General Requirements

· Corridor Identification & Major Crossing Analysis

· Corridor Data Collection & Desktop Utility SUE

· Environmental Assessment

· Permitting Coordination & Stakeholder Outreach

· Weighted Multi-Criteria Decision Matrix

· Final Route Selection Report

Supplemental Services may include, but not be limited to, the following:

· Topographical Survey

· Preliminary Design

1.4 ISSUING DIVISION AND CONTACT

This RFP has been issued by the City of Toledo, Department of Public Works, Division of Engineering Services. If there are any questions or comments relative to this RFP, questions must be submitted through the Planet Bids website. The below listed individual is the contact person for this project:

1.5 DELIVERY OF PROPOSALS

Online bid submission is required. Proposal must be submitted on Planet Bids no later than 1:30 p.m. E.S.T. on Tuesday, July 28, 2026. Proposals will be opened publicly at 2:00 pm by the Division of Purchases and Supplies. After a review of the proposals, finalists may be invited to make presentations to the City.

Questions regarding the project must be submitted through the PlanetBids Q & A tab for the project manager to respond.

LATE OR FAX SUBMITTALS WILL NOT BE CONSIDERED

Proposals will not be read aloud on the proposal opening date, but will be available for public inspection upon completion of the review process.

1.6 SELECTION OF CONSULTANT

The City of Toledo will select the consultant based upon the criteria indicated in Section 5 of this RFP. While each proposal will be considered objectively, the city assumes no obligation to accept or take action on any proposal. However, the proposers must indicate in their schedules the availability of their firm to meet the schedule presented in this RFP. The availability of the proposer to commence work on short notice and meet the schedule for completion will be a factor in evaluating the proposal. The selected consultant will be considered as the prime consultant and will assume total responsibility for coordination with any and all of its sub-consultants. Any changes to sub-consultants must be pre-approved by the city.

All consultants and sub-consultants must state that they have and will use AutoCAD Civil 3D 2025 or 2026 version for their plan submittals or the proposal will not be considered.

2. SCOPE OF SERVICES

2.1 PROJECT ELEMENTS

The selected consultant shall provide all customary engineering work necessary to successfully complete the project described in Section 1.3. At a minimum, the selected consultant must be able to address the following elements. Items indicated as “Basic Services” are intended to be included in a final contract with the consultant. Items indicated as “Supplemental Services” are at the City’s option and may or may not be included in a final contract with the consultant:

2.1.1 Project Initiation/General Requirements (Basic Services)

· Coordinate and attend kickoff meeting with City of Toledo personnel to acknowledge schedule, establish communication procedures, establish roles and responsibilities, discuss project parameters and collect available data.

· Kickoff meeting shall occur within 21 days of all parties being notified that the contract has been signed and awarded. The City will send out a Notice to Proceed letter to the selected consultant.

· Obtain available record information, including record drawings, prior reports, and other documentation relating to the existing facilities. Analyze previous testing and inspection reports.

· Coordinate and attend a meeting with City of Toledo stakeholder Divisions, utility owners, and other affected parties to discuss the scope and status of existing and proposed CIP projects to develop a detailed understanding of the work in progress that will impact the route selection.

· Conduct site visit(s), investigations, and discussions with City of Toledo staff to evaluate constructability of alignment alternatives, view areas of possible environmental concerns, and identify other site factors that would affect construction costs.

· Coordinate and attend a meeting with City of Toledo stakeholder Divisions, utility owners, and other affected parties to present the recommended alternative, seek input and address potential concerns.

· Assist the City in preparation for and conducting public meetings. The intent of these meetings will be to inform the property owners along the transmission mains of the recommended improvements, the nature of the improvements, potential impact of the improvements, schedule for implementation of the improvements, identification of contact personnel, and responding to questions. A minimum of two (2) public meetings shall be included in the scope of work.

· Monthly progress meetings shall be performed throughout the Route Study project. Meeting agenda and minutes shall be prepared by the consultant.

2.1.2 Corridor Identification & Major Crossing Analysis (Basic Services)

· Alternative Route Generation: Develop at least three (3) viable route alternatives. At least one route shall include utilizing the existing I-75 crossing. The original 60-inch diameter steel water main in West Woodruff Avenue between and Lawrence Avenue and Kirkwood Lane was replaced in 1967 during construction of I-75. The existing water main beneath I-75 is 60-inch diameter PCCP (C-301, SP-5). Connections to this main would be located outside ODOT right-of-way.

· Note areas of concern for each alternative.

· I-75 Trenchless Crossing Analysis: Conduct a specific constructability assessment for crossing beneath Interstate 75. The evaluation must propose advanced trenchless construction techniques (i.e., micro tunneling or jack and bore) adhering strictly to the ODOT utility accommodation policies.

· Active Rail Crossing Analysis: Develop crossing alternatives beneath active railroad mainlines, such as the Norfolk Southern rail line crossing the project area, ensuring compliance with rail operator design manuals.

· Complex Constructability/Site Accessibility: Route study must map corridors that accommodate the trench footprint and bend radii of large diameter pipelines, staging materials, as well as construction equipment swing radius, with minimal disruption of existing utilities.

· Trench vs. Trenchless: Assess where traditional open-cut trenching is feasible versus where trenchless methods are required under heavily trafficked roads, railroads, or waterways.

· Lining: Assess where cured-in-place pipe (CIPP) lining or other lining methods are feasible for portions of the route.

2.1.3 Corridor Data Collection & Desktop Utility SUE (Basic Services)

· Perform necessary topographic surveys to enable subsequent design and determine constructability of each alternative alignment. Surveys shall include elevations, piping, paving, and structures. Detailed property boundary surveys are not required at this phase.

· Subsurface Utility Engineering Assessment: Perform a complete SUE Quality Level C and Level D (desktop history and above-ground visible structure verification) assessment to identify existing infrastructure including City-owned and privately-owned utilities. Identify major buried conflicts such as interceptor sewers, utility valve vaults, and high-pressure gas infrastructure. Obtain plans for future improvements along the selected route.

· Field verify locations of existing utilities and structures. Make follow-up contacts with utility companies and attend meetings with them as necessary to obtain all existing utility information that will affect the project. This includes record drawings of City utilities (water and sewer), sanitary tap permits, and water tap records from the City.

· ROW & Easement Mapping: Assess public right-of-way (ROW) widths along municipal streets linking Parkside Boulevard to Erie Street, documenting areas where private property easements will be mandatory (temporary or permanent).

2.1.4 Environmental Assessment (Basic Services)

· Environmental Sensitivity: Assess the routes’ impact on protected habitats, wetlands, floodplains, and mature trees.

· Conduct a Phase 1 Environmental Site Assessment (ESA) for the study area to identify areas of known or potential environmental concerns along each of the alternative routes.

· Conduct a Phase 2 ESA along the alternative routes in the vicinity of properties, identified in the Phase 1 ESAs, as areas of known or potential environmental concerns. The Phase 2 ESAs shall determine whether activities on the sites may have impacts on soil or groundwater quality along the route, leading to the need for soil or groundwater mitigation activities.

2.1.5 Permitting Coordination & Stakeholder Outreach (Basic Services)

· Regulatory Compliance: Identify permits required for construction within and/or crossing federal, state, or railroad properties, as well as approvals from regulatory agencies. Contact impacted agencies, such as railroad companies, ODOT, Corps of Engineers, etc., to obtain and review applicable regulations regarding construction of the water main.

· Public Presentation: Create detailed engineering exhibits, alignment graphics, and lead a minimum of two (2) public informational workshops to capture neighborhood and business community feedback.

· The project lies in Council District 4. The corridor from Parkside Boulevard to South Erie Street cuts through or is adjacent to several historic neighborhoods (depending on the route chosen). Selected consultant shall be or become familiar with construction requirements within historic districts.

2.1.6 Weighted Multi-Criteria Decision Matrix (Basic Services)

· Develop an objective, weighted multi-criteria decision matrix to score the three route options. The matrix weights shall prioritize the following variables:

· Permitting: Estimated approval timelines for securing permits, such as highway occupancy permits from ODOT District 2 and the active rail operator

· Capital & Lifecycle Cost: Estimated construction costs, deep trenchless casing requirements, easement acquisitions

· Community & Traffic Impact: Traffic maintenance requirements (i.e., total closure vs. multi-stage partial lane closures, possible night work); continuous business access coordination (i.e., hospitals, fire stations, commercial loading docks, etc.); noise mitigation near residential zones.

· Utility Density & Conflict Risk: Minimize utility conflicts/relocation; minimize depth to cross below utilities

· Interstate Highway Crossing Feasibility: Large shaft footprint for tunneling large diameter casing; prefer perpendicular crossing, space for launch/reception shafts, ample staging room

· Construction Access & Spatial Footprint: Physical space for trenchless shaft pits outside of I-75 clear zone; space for equipment swing and large diameter pipe bends; storage space for pipe staging

2.1.7 Final Route Selection Report (Basic Services)

· Deliver a comprehensive Route Selection Report detailing the matrix evaluation and identifying a recommended alignment.

· Verify sizing via the City’s hydraulic model and recommend material options.

· Provide a location plan of recommended improvements showing existing and proposed Crosstown Water Main locations; existing and proposed structures, chambers and vaults; roadway; and utilities including necessary relocations. Also show location of major public/private utility and gas/oil crossings, rail and stream crossings, wetlands and environmentally sensitive areas that would be impacted by construction.

· List governmental and private entities requiring approval and/or permits to construct.

· List permanent and temporary construction easements that will be required to construct the recommended improvements.

· List measures to comply with environmental and SWPPP best management practices.

· Provide an opinion of Total Probable Construction costs.

2.1.8 Topographical Survey (Supplemental Services)

Once the recommended route is agreed upon by the City of Toledo:

· Perform a topographical survey of the recommended route. Perform survey per City standard coordinate system as required for design including baseline, benchmarks, horizontal and vertical control, topography, utility location, ground elevations, and other pertinent data. The Consultant shall also provide all necessary construction layout information, including control points, bench marks, right of way lines, and easements so the City survey crews can provide construction layout. This information shall include all control data and schematic plan sheets showing full design and control; scale not to exceed 1”=20 feet. All actual field data shall be collected in the following format and comma delimited: Point number, Northing, Easting, Elevation, Description. All linework shall be in a DXF Format compatible with AutoCAD Civil 3D 2025 or 2026 prior to page breakout (model space). All information shall be provided to the City of Toledo’s survey department upon completion of the survey work. The City of Toledo shall own all data. The City will update its GIS based on the survey data and provide shape files of existing City utilities (sewer and water) for incorporation into plan drawings. If facilities present on the GIS are missed by the survey the Consultant may have to resurvey to pick up those missed facilities.

· The survey must utilize city codes and standards. Topo must be on the 83/88 system prior to the HARN shift of 1995. Exhibits will provide more information.

· Recommend required pavement cores/soil borings and analysis. Field stake locations for pavement cores or mark on a map. Soil borings and analysis shall be completed by the consultant. Pavement cores will be supplied by a separate contract through the City of Toledo at the request of the consultant.

· Collect necessary data including utility and right-of-way information.

· Using a Drawing Template provided by the City of Toledo (will be made available upon request during bid period) and “New Drawing Outline” to ensure City Drafting Standards are followed, the Consultant shall prepare CAD drawings of improvements in AutoCAD Civil 3D 2025 or 2026 version. The AutoCAD drawings are to be in State Plane coordinates (NAVD 88 prior to the HARN shift – City Standard Coordinate System) with separate layers for each existing utility, each proposed utility, right-of-way, survey control, elevations, property lines, and topography, following the City of Toledo Standard Drafting Layer Template within the Drawing Template.

The plan format shall include a title sheet, centerline plan, plan and profile sheets, detail sheets, general notes, cross sections, maintenance of traffic plans (if necessary), stormwater pollution prevention plan (using City of Toledo templates), and related plan detail necessary for construction. The title sheet shall include a location map at one inch equals 400’ scale, indicating sheet number delineations for the project, an index of subsequent plan sheets, appropriate signature block(s) and special notes. Plan and profile sheets shall be presented at a scale of one inch equals 20 feet with details, blowups, and detail sheets where appropriate. The plan sheets shall be 22-inch x 34-inch (out to out) with a ½-inch margin on the right, top, and bottom, and a 2-inch margin on the left as provided for in the page layout in the Drawing Template. This will allow scaled half size 11-inch x 17-inch plots.

2.1.9 Preliminary Design (Supplemental Services)

· Provide 30% plan-and-profile sheets indicating proposed pipe alignment and structures, trenchless launching/receiving pits, casing sizes, pipe material selections, and utility conflicts/rerouting.

· SUE Quality Level A (Potholing): The study must allocate a budget for physical test holes at critical intersection crossings to determine exact vertical elevations of conflicting lines.

· Prepare legal descriptions and drawings for all right-of-way and property which must be temporarily or permanently acquired for the selected route. Provide all real estate work, including but not limited to: title reports, value analysis reports, negotiations, and encroachment letters.

· Provide .pdf and CAD files of proposed design plans for review and comment. The City will provide review comments within two weeks in the form of marked up plans from multiple City reviewers. Refer any conflicting comments to the City Project Engineer for resolution.

· Provide plans to utility companies and the City Divisions of Engineering Services, Traffic Management, Water Distribution, Sewers and Drainage, and Environmental Services, and include any required adjustments or protection of utilities in the design.

· Meet with applicable City personnel following 30% review, as needed, to discuss and clarify any review comments.

· Incorporate review comments and prepare and submit 30% plans and specifications in .pdf format along with cost estimates to the Division of Engineering and Construction Management at One Lake Erie Center, 600 Jefferson Avenue, Suite 200, Toledo, Ohio 43604. The title sheet of the plan set submitted for signature shall include the Engineer’s signature, registration number, and embossed seal.

· All computer files, AutoCAD drawings and specifications shall be provided to the City at the end of the project.

2.2 PROJECT SCHEDULE

The proposer is to submit a project schedule that indicates on a week-by-week basis, the status of each Scope of Services described in Sections 2.1.1 through 2.1.9. The proposers should use their own judgment in completing the schedule, but in no case shall the Basic Services (Tasks 1 – 7) completion time and the Supplemental Services (Tasks 8 and 9) completion time be longer than the schedule laid out below.

For purposes of this proposal, completion means that Final Route Selection Report has been submitted to the City, reviewed by the City, and comments incorporated into the document (Basic Services); and the 30% design, plans and technical specifications have been completed, submitted to, and approved by the City (Supplemental Services).

2.2.1 Proposal Schedule

2.2.2 Route Study Schedule

2.3 PROGRESS MEETINGS

The selected Consultant shall hold a project kickoff meeting, and progress meetings with the city on a monthly basis to discuss project status. Meeting minutes shall be taken by the Consultant and distributed to all attendees. Updated status reports are to be submitted to the Division of Engineering Services at least one (1) working day prior to the scheduled meeting date. Status reports shall provide current project status relative to submitted project schedule and cost, tasks completed in preceding month, tasks to be performed in following month, any problems, delays or set-backs that have occurred or are foreseen for the future, and other significant information that may impact the project completion date or final costs.

The Consultant may be called upon to present the final concepts to city council.

2.4 CITY RECORDS

It is the proposer's responsibility to review all applicable information prior to submitting a proposal. Any documents which a proposer views as necessary, and are readily available, can be examined by making an appointment with the above-mentioned city contact person.

2.5 COMPUTER FILES

All computer files provided to the City shall first be scanned for viruses using an approved virus scanning software and labeled “virus free”, indicating the date scanned, scanning software used and initialed by the person performing the scan.

3. PROPOSAL ORGANIZATION AND CONTENT

Each proposer shall submit a digital copy of the proposal through PlanetBids which shall consist of the technical proposal and the price proposal. Proposals shall not exceed 30 pages in length. Proposal documents and resumes are included in the 30-page limit; however, submittal cover page, letter of transmittal, tab dividers, and the required City forms will not count toward the 30-page limit.

3.1 TECHNICAL PROPOSAL

The proposer and any sub-consultants to the proposer should provide the following information in the technical proposal:

3.1.1 Qualifications, Background and Related Project Experience (Weight 15):

A statement of the firm's qualifications to provide the requested services. The statement should include the following:

· A general background (Company Name, Address, Telephone)

· Project Manager's and other key task managers' background

· Organizational chart showing the project team, various levels of responsibility, and location of personnel assigned to the project

· Professional services offered and number of employees assigned to each service

· Project experience with route studies of similar sized municipalities. Also state the team members that were involved in the referenced projects.

· A list of at least three (3) references, including name, address and telephone number of contact person for similar projects.

3.1.2 Office Location (Weight 5):

A statement of the firm's primary office location and if a local office will be available. Designate the office location where the primary work, other than project field work, will be performed. Include anticipated type of work to be done at each office. Also include the percentage (by dollar amount) of the total project work each office will handle (include project field work, in Toledo, as a separate non-office related item in this percentage).

3.1.3 Familiarity with local, state and federal regulations (Weight 10):

A written statement of the firm's familiarity with City of Toledo, any applicable State of Ohio, and Federal laws, regulations, or standards relevant to this type of project.

3.1.4 Current work load (Weight 5):

A description of the firm's current work load. Include the availability of the firm to immediately commence this project upon receipt of a Notice to Proceed and demonstrate its ability to meet the project completion deadline of 1/7/2028.

3.1.5 Performance on previous projects (Weight 15):

A list of previous contracts with the City of Toledo or other government agencies for comparable projects. Include a summary of performance, ability to meet schedule, and any savings or benefits resulting from your actions.

3.1.6 Understanding of the project (Weight 15):

A description in detail of the firm's understanding of the services to be provided and anticipated approach to completing the project as outlined in Section 2, "Scope of Services". Include any considerations or evaluations which may be prudent to effectively minimize the project cost, ensure timely completion of the project, and more satisfactorily achieve the project goal. Also include any possible challenges that will be encountered and any intended or probable special techniques, services, or approaches to be used for solution.

3.1.7 Schedule and Staffing (Weight 15):

· A project schedule indicating all tasks specifically listed in Exhibit B for this project. Time frames, review times, and critical milestones should be included.

· A list of key personnel who will work on the project and their technical competence and related specialized experience. Designate the person from the primary Consultant who will manage the project. State the office location for all personnel who will work on the project.

· The city fully expects that the personnel listed in the proposal will be assigned to the project in the event that your firm is selected. Any personnel changes in key positions shall be subject to advance approval by the city.

3.1.8 Fee (Weight 5):

See 3.2 Price Proposal.

3.1.9 Other Criteria (Weight 5):

The proposal may include any other factors or distinguishing characteristics of the firm that would provide benefit to the city. Oral interviews, if performed, will be included in this category.

3.1.10 Data examined:

A signed statement declaring that the proposer has examined all available data and understands and agrees that they are to acquire any additional data needed to perform all aspects of the work as outlined in this RFP.

3.1.11 Required Forms at Time of Proposal:

The required forms are indicated on PlanetBids (Exhibits D and E) and shall be submitted at the time of proposal submission. Each form will be considered a part of the proposal and must be filled out in its entirety. Failure to provide all required forms with the proposal will result in a rejection of the proposal.

3.1.12. Forms Required Prior to Contract Award:

Additional forms required prior to the award of contract will be determined by the Division of Purchases and Supplies and the successful Consultant will be required to complete and submit all required forms.

3.2 PRICE PROPOSAL

3.2.1 Price Proposal Form:

The attached Exhibit B shall be completed by the proposer. Total hours and cost for each task listed on the Price Proposal Form shall be provided.

3.2.2 Pricing Procedure:

The total hours for each task should as accurate as possible and reflect the total effort, including that of all sub-consultants, needed to perform the complete project as outlined in this RFP. Hours in all tasks must be identified by job category for each activity and attached to the Price Proposal Form. Proposers must also indicate their company’s multiplier on direct labor without benefits or fringes and that of all major sub-consultants. All work performed by sub-consultants shall be identified by hours and cost for their respective area(s) of responsibility, and also attached to the proposer's Price Proposal Form.

3.2.3 Billing Procedure:

The successful proposer will be awarded a contract as specified herein with a direct labor (not including benefits or fringes) times a factor method of payment. A unit price method of payment will be used for unit price items specified on the proposal form. Direct expenses may be marked up a factor not exceeding five percent. Three percent markup will be allowed on sub-consultants. Billing will be on a monthly basis, with the consultant submitting an invoice indicating staff hours and the appropriate hourly charge. Sub-consultants' invoices shall be attached to the consultant's invoice and shown on the consultant's invoice as an outside reimbursable cost. Any change in scope shall be brought to the attention of the City as soon as possible. Any change in scope or additional work performed must be documented in writing and approved by the City of Toledo.

3.3. INTERVIEWS

Oral interviews may be scheduled with those proposers having the highest ranking during a preliminary review of all proposals submitted. The ranking for the preliminary review shall be determined using the scoring system outlined in Section 5. The oral interviews, if requested, will allow the higher-ranking proposers to make additional comments on their qualifications, elaborate on or emphasize important parts of their technical proposal, and clarify or answer questions from the Selection Committee.

4. GENERAL CONDITIONS

4.1 CONSULTANT DISCLOSURE OF RFP-RELATED ACTIVITIES

The proposer agrees not to refer to the Department of Public Works or any of its Divisions in relation to this RFP and any related activities, in any media form without the prior written consent of the Director of Public Works.

4.2 APPLICABLE TAXES

The selected proposer shall be responsible for payment of all applicable federal, state, and local taxes that are in any way related to this project and its completion by the selected proposer, including but not limited to employment taxes for its employees or agents, sales taxes, property taxes, unemployment compensation taxes, franchise taxes, and withholding taxes.

4.3 OWNERSHIP

4.3.1 Any software (except that identified as existing and owned by the selected proposer prior to contract award), plans and specifications, maps, drawings, digital data specifications, plots, reports, database scheme, database dictionary, and any other products and material (including copies thereof) relating to this project, developed for this project, or prepared in connection therewith, are the exclusive property of the City of Toledo and shall be delivered to the City in accordance with the project schedule or upon termination of the project. The selected proposer shall not assert or establish any right or claim under design patent or copyright laws to any of the materials created or produced specifically for, and in conjunction with this project.

4.3.2 The selected proposer shall not utilize the data, software, plots, reports, or other materials related to this project on other similar projects or for other customers without the prior written consent of the Director of Public Works.

4.3.3 The selected proposer shall not utilize the data, software, plots, reports, or other materials related to this project for any type of commercial, marketing, or promotional purpose (including system or process demonstrations) without the prior written consent of the Director of Public Works.

4.4 INSURANCE

The City of Toledo's standard insurance requirements for professional service agreements is included in this RFP as Exhibit J. The selected proposer shall be required to adhere to all of its clauses.

4.5 DEVIATIONS, OMISSIONS AND CONFLICTS

It is not the intent of the city to deviate from the professional consulting services practice, and while the specifications contained in this RFP are intended to be complete in themselves, the proposer shall consider itself to be bound by the professional consulting services practice whether or not specific reference is made thereto. The proposer shall notify the issuing division contact, listed in Section 1.2 of this RFP, in writing of any apparent deviations, omissions, ambiguities, or conflicts noted in this RFP which may affect the performance and/or price of this work.

4.6 ERRORS OR OMISSIONS IN RFP SUBMITTAL

The proposer shall be responsible for all errors or omissions in its proposal. The proposer may correct any errors and omissions in its proposal by submitting a written request by the proposal due date. This written request must be signed in the same manner and by the same person who signed the proposal and must contain instructions and page numbers for updating the original proposal.

4.7 RIGHT TO WITHDRAW PROPOSALS

The proposer may withdraw its proposal by submitting a written request by the proposal due date. Proposals that are withdrawn shall be handled at the proposer's expense, according to the instructions included in the proposer's request to withdraw, provided such instructions are reasonable.

4.8 EFFECTIVE PERIOD OF PROPOSAL

The proposal shall remain in effect for a period of at least ninety (90) days from the proposal due date.

4.9 PROPOSAL RESPONSIBILITY

4.9.1 Any and all costs incurred in responding to this RFP, including oral interviews, demonstrations or other related activities shall be the responsibility of the proposer.

4.9.2 The proposal material, including supporting materials, and other information disbursed during the proposal process, will become the property of the City of Toledo.

4.9.3 Any material submitted with this proposal will be treated as a public document unless informed in writing by the proposer that the proposer considers such material to contain trade secrets under Ohio law. The city may require additional information in support of such a claim.

4.9.4 The City of Toledo is a public entity that must comply with certain legal requirements and internal review procedures prior to awarding any agreement. No party has the right to expect that they will be awarded an agreement with the City absent adherence to these legal requirements and review procedures. All agreements with the City of Toledo must contain the signature of the Mayor or the Mayor's duly authorized designee.

4.9.5 The City of Toledo reserves the right to refuse to enter into an agreement with any party unless and until all legal requirements have been adhered to and the Mayor or the Mayor's duly authorized designee executes the agreement.

4.9.6 In submitting a proposal, the proposer acknowledges that the City of Toledo shall not be responsible for delays caused by errors, omissions or ambiguities on the part of the proposer in any submission.

4.10 SAFETY

The successful proposer shall at all times meet or exceed all Federal, State, and City safety requirements in carrying out this project. These requirements include but are not limited to traffic control and confined space entry.

Traffic controls shall be furnished by the Consultant in accordance with the current “Ohio Manual of Traffic Control Devices for Streets and Highways”, and as supplemented by the City of Toledo’s Manual, which may be obtained at the Division of Transportation.

4.11 CONTRACTOR/CONSULTANT SATISFACTION FORMS

In order to provide the citizens of the City of Toledo with a cost effective and quality service, the Division of Engineering Services will be evaluating the performance of contractors and consultants. A sample form is included in Exhibit L. A post contract meeting will be set up to review the evaluation by the person directly responsible for overseeing the project with the contractor/consultant representative.

4.12 PROFESSIONAL SERVICE AGREEMENT

If a contract is awarded, the successful proposer shall enter into a Professional Service Agreement with the City as contained in Exhibit K.

5. EVALUATION OF PROPOSALS

5.1 CRITERIA AND SCORING

5.1.1 Proposals will be evaluated by a Selection Committee utilizing the categories outlined in paragraphs 3.1.1 through 3.1.9.

5.1.2 The Selection Committee will individually score each proposal on a scale of zero (0) to five (5) points for each of the nine (9) categories indicated in Section 5.1.1. A weighted score (score times the weight factor for each category) will then be determined for each category and a total weighted score for each proposal will be calculated.

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