Merchants_Square_Area_Road_and_Utility_Improvements_Project.pdf

CITY OF CARMEL

REQUEST FOR QUALIFICATIONS

Merchants Square Area Road and Utility

Improvements Project

Project No. RFQual-2025-033

HAMILTON COUNTY, INDIANA

City of Carmel Utilities

One Civic Square

Carmel, Indiana 46032

Office: (317) 571 - 2441

Tuesday, September 30, 2025

TABLE OF CONTENTS

1. REQUEST FOR QUALIFICATIONS

2. SCOPE

3. INSTRUCTIONS TO VENDORS

4. ADDITIONAL TERMS AND CONDITIONS

5. QUALIFICATIONS AND REQUIREMENTS

6. SELECTION CRITERIA

7. VENDOR SUBMISSIONS

8. ATTACHMENTS

Attachments:

A - Carmel BOT RFQ Figure 1 Overview

B - Carmel BOT RFQ Figure 2 Utilites

C - Carmel BOT RFQ Figure 3 Road IMP

D - 116th Street and AAA Way Roundabout - Road Plans

E - Carmel Dr and AAA Way to Keystone Way Improvements - Road Plans

REQUEST FOR QUALIFICATIONS

City of Carmel, Indiana

Department:

Utilities 30 W. Main St,City of Carmel, Indiana 46032

Project: Merchants Square Area Road and Utility

Improvements Project

Notice is hereby given that the City of Carmel Utilities Department is requesting qualifications for Merchants Square Area

Road and Utility Improvements Project, during regular business hours, up to, but not later than 9:30 am local time

Wednesday, November 5, 2025 via the City's e-Procurement Portal at https://procurement.opengov.com/portal/carmelin. No late qualifications will be accepted.

Qualifications' Submittal Deadline is 9:30 am on Wednesday, November 5, 2025.

The purpose of this RFQ is to solicit qualifications from experienced vendors or contractors interested in providing the City of Carmel Engineering and Utilities with a Build Operate Transfer (BOT) project delivery. .

Questions regarding this solicitation must be submitted to the portal prior to 4:00 pm on Friday, October 24, 2025. All questions and responses will be publicly posted to the portal.

The City of Carmel reserves the right to hold any or all qualifications for a period of not more than thirty (30) days and said qualifications shall remain in full force and effect during said period. The City of Carmel reserves the right to reject and/or cancel any and all qualifications in whole or in part as specified in the solicitation when it is not in the best interests of the governmental body as determined by the purchasing agency in accordance with IC 5-22-18-2.

https://procurement.opengov.com/portal/carmelin

SCOPE

1. Purpose

The purpose of this RFQ is to solicit qualifications from experienced vendors or contractors interested in providing the City of Carmel Engineering and Utilities with a Build Operate Transfer (BOT) project delivery. .

2. Project Scope

The selected developer will provide all services, site work, labor and material to develop, design, construct, operate and transfer road and utility infrastructure improvements (the Project). The Project may include but not be limited to improvements to the existing roads, drainage system, water distribution system and sanitary sewer collection system, including the construction of three new roundabouts at 116th Street and AAA Way, Carmel

Drive and AAA Way, and Carmel Drive and Keystone Way, sanitary sewer replacement along Rangeline Road, Medical Drive, and Carmel Drive, storm sewers, watermain replacement along Carmel Drive, installation of new sanitary sewer along Keystone Way E, Keystone Way and Kinzer Avenue, and installation of new watermain along Kinzer Avenue. The preliminary Project scope will be determined through preliminary drawings and other supporting documents prepared by DLZ Engineering, HWC Engineering, and Wessler

Engineering, Inc. (the “Engineer”). The final Project scope will be determined through the scoping period with the City, Engineer(s) and the selected Developer, during which the selected Developer will be required to provide financing terms, site analysis, construction analysis, and operational terms as needed to create a final scope and a guaranteed maximum price for transfer of the Project to the City upon completion. The Developer’s B-O-T Agreement including guaranteed maximum price shall be approved by the

City.

As part of the scoping process, the selected Developer may be asked to provide multiple budgets for several different scope options so the City can make an informed decision on moving forward (or not) with all or various portions of the Project. It is anticipated upon completion of the scoping period, the City will hold a public hearing and adopt a resolution or ordinance and move forward with the Project and selected Developer to complete the construction and development of the Project. If (1) the selected Developer is unable to produce satisfactory deliverables, including desirable financing terms and budget, or (2) the developer’s Agreement is not approved by the City, or (3) the City determines that the Project is not necessary based on the results of the scoping period, then the City will begin a new scoping period with another Developer or cancel this RFPQ process. In either event, the resulting scoping period deliverables will be solely owned by the City, the City may use the information from the scoping period deliverables for its future use and benefit, and the City will not reimburse the Developer for work completed during the scoping period.

3. Technical Specifications

Technical Specifications can be found in the ATTACHMENTS section.

https://procurement.opengov.com/portal/carmelin/projects/186154/document?section=1721334

INSTRUCTIONS TO VENDORS

1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and subsequent contract, the following definitions shall apply:

City: The City of Carmel, IN

Contract: The legal agreement(s) executed between City and the Successful Vendor(s). The Contract will include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation. If for a Request for Proposal, any Special Terms and Conditions and standard terms and conditions contained in the sample Agreement attached to this solicitation, and all the terms of the response submitted by Vendor as finally negotiated and accepted by the City.

Contractor/Consultant: A Successful Vendor that enters into a Contract with the City.

Contract Representative: The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under this Contract.

Board of Public Works and Safety: The purchasing agency for the City authorized to execute contracts and addenda thereto on the City's behalf.

May: Indicates something that is not mandatory but permissible.

Vendor: Each individual or entity that submits a response to this solicitation.

Will: The indicated party is promising to take the action or abide by the condition.

Must: The action or condition is required.

Should: Indicates something that is recommended but not mandatory. If the Vendor fails to provide recommended information, the City may, at its sole option, ask the Vendor to provide the information or evaluate the response without the information.

Portal: The City's eProcurement portal, OpenGov, located at https://procurement.opengov.com/portal/carmelin.

2. PRE-SUBMITTAL MEETING

If one is scheduled, a Pre-Submittal Meeting will be held at the date and time stated in the timeline of this solicitation. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

3. INQUIRIES

Vendors must submit questions by the Question Submission Deadline. Telephone inquiries will not be accepted.

The City will respond as completely as possible to each question. If necessary, questions and answers will be posted as soon as available. The names of Vendors who submit questions will not be disclosed. All clarifications will be available in the Question and Answer and Addenda Sections in the portal, only the information in these sections should be used in preparing a response; verbal communications and other written documents intended to clarify and interpret will not legally bind the City. The City does not assume responsibility for the receipt of any clarifying information. Vendors must periodically check for updates.

4. ADDENDA TO REQUEST FOR PROPOSALS / QUALIFICATIONS

Solicitation Addenda, if any, will be posted to the project on the City’s portal. Vendor is responsible for checking the portal regularly for new solicitation addenda and must acknowledge each addenda to this solicitation in its response. Please note that vendors who have registered as a vendor at https://procurement.opengov.com/portal/carmelin and follow the project will receive email notifications of solicitation addenda.

5. UNDERSTANDING SCOPE OF SOLICITATION

If the solicitation is a Request for Proposals, before submitting a response to this solicitation, Vendor must familiarize itself with the Scope of the Solicitation, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Vendor will have under the Contract if awarded to Vendor. No adjustment to the financial or other terms of the Contract will be justified by Vendor's failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

If the solicitation is a Request for Qualifications ("RFQ"), before submitting a response to this solicitation, Vendor must familiarize itself with the Scope of the Solicitation, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that

Vendor will have under the terms and conditions of this RFQ. No adjustment to the financial or other terms of this RFQ will be justified by Vendor's failure to fully understand or appreciate the RFQ requirements.

6. PREPARATION OF RESPONSE

A. Form and Organization. Vendor's response must be on the forms provided in this solicitation (as applicable) or through the portal. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Vendor may copy the response forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Proprietary Information. Any proprietary information, such as financial statement, intellectual property, or business performance information, in its response that Vendor wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.” Please note that unless specifically indicated, answers to the Vendor questionnaire are not considered confidential information and will be available for public review.

C. Response Contents. Vendor must complete all the forms contained in and respond to all sections of the solicitation. Vendor must attach any requested supporting documentation.

D. Signatures. Any cover letter accompanying the response documents must be signed. The person electronically signing and initialing on behalf of Vendor must be a person authorized to legally bind

Vendor.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its response confers on Vendor no right to modify or withdraw its response after the Submittal Deadline.

H. Cost of Preparation. The City will not reimburse Vendor for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Vendor must, in their response, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may deem Vendor's response unresponsive.

7. SUBMISSION REQUIREMENTS

Each Vendor must carefully examine all solicitation documents and become thoroughly familiar with all requirements prior to responding to ensure the response meets the intent of this solicitation.

Vendor is responsible for making all investigations and examinations that are necessary to ascertain conditions affecting the requirements of this solicitation. Failure to make such investigations and examinations will not relieve the Vendor from obligation to comply, in every detail, with all provisions and requirements of the solicitation.

Responses must be in PDF or Excel format ONLY. Other formats uploaded may be deemed non-responsive.

Responses may be submitted any time prior to the Submission Deadline. Vendors may modify responses that have already been submitted, before the Submission Deadline. Recording of response submission time and date will occur via the portal. To satisfy any required public opening, the Vendor list is made available in the portal after the Submission Deadline.

8. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

9. TAXES

The City is exempt from federal excise tax, including the federal transportation tax. The City is exempt from sales tax.

10. RESPONSE SUBMITTAL FORMAT

A response should be submitted on the forms and in the format specified in this solicitation and these instructions.

11. PUBLIC RECORD

The information supplied by the Vendor as part of this solicitation will become part of the City. Except as set forth below with respect to Confidential Information, submitted responses to the solicitation will be available to interested parties in accordance with the Indiana Access to Public Records Act (IC 5-14-3).

12. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Access to Public Records Act (APRA), Indiana Code 5-14-3. If Vendor believes that any portion of its response contains information that is confidential and subject to being withheld from disclosure under APRA, Vendor must, when the record is submitted, provide the City written notification of that fact. The records or portions of records that Vendor wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential. Please note that unless specifically indicated, answers to the solicitation questionnaire are not considered confidential information and will be available for public review.

If the City, after award notification, receives a public-records request to which a Contractor record marked

“CONFIDENTIAL” is responsive, City will notify Vendor in writing. Unless Vendor, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the

City from releasing the records, the City may release the records without any liability to Vendor.

13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

By submitting a response, Vendor warrants that:

A. Preparation and submission of the response did not involve collusion or other anti-competitive practices.

B. Vendor has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No member of the City, Mayor and Council or any employee of the City involved in this solicitation process has any financial interest in Vendor's entity.

The City may disqualify Vendor from further participation in the solicitation process if the City determines that

Vendor has an actual or apparent conflict of interest or has engaged in any collusion or anti-competitive practices.

14. WHEN AND HOW TO SUBMIT RESPONSES

In order to be considered, Vendor must, no later than the Submittal Deadline, submit its response electronically through the portal at https://procurement.opengov.com/portal/carmelin.

NOTE: THE ENTIRE RESPONSE MUST BE IN "SUBMITTED" STATUS IN THE PORTAL IN ORDER

TO BE CONSIDERED. RESPONSES THAT HAVE BEEN DRAFTED IN THE SYSTEM, BUT THAT ARE

NOT IN "SUBMITTED" STATUS BY THE SUBMITTAL DEADLINE WILL NOT BE CONSIDERED.

15. RESPONSE AND ACCEPTANCE PERIOD

In order to allow for an adequate evaluation, the City requires a response to this solicitation to be valid and irrevocable for ninety (90) days after the solicitation due date and time.

16. WITHDRAWAL OF RESPONSE; BINDING RESPONSE

By submitting a response to this solicitation, Vendor is offering to enter into the Contract with the City. Vendor may withdraw a submitted response at any time prior to the Submittal Deadline. Responses can be withdrawn by clicking "unsubmit response" in the portal.

17. DISCUSSIONS/CLARIFICATIONS

After opening responses, the City may, at its discretion, conduct discussions with Vendor for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Vendor's response in order to clarify the response and assure full understanding of, and responsiveness to, solicitation requirements.

18. VENDOR REGISTRATION

In order to be eligible for award of a Contract, Vendor must:

A. Register for the portal with the City’s Finance Department as a vendor. Registration can be completed at https://www.carmel.in.gov/government/clerk-of-the-city/bid-opportunities by clicking on View

Procurement Portal and signing up. Please note that email notifications of newly published solicitations and addenda will be provided to those vendors that opt in to receive notifications.

19. UPON NOTICE OF INTENT TO AWARD

If the solicitation is a Request for Proposals, the apparent successful Vendor shall sign and file with the City, within five (5) days after Notice of Intent to Award, all documents necessary to the successful execution of the

Contract.

20. AWARD OF CONTRACT

If this solicitation is a Request for Proposals, notwithstanding any other provision of the Request for Proposals, the City reserves the right to award based on whose proposal is determined to be the most advantageous to the

City, considering the criteria set forth in the solicitation. The award may be based on factors such as price, quality, qualifications, experience, and the ability to meet project requirements. The City reserves the right to:

A. waive any immaterial defect or informality; or

B. reject all Proposals; or

C. cancel the solicitation and reissue the Request for Proposals.

A response to this Request for Proposals is an offer to contract with the City based upon the terms, conditions and Scope of the Solicitation contained in the City's Request for Proposals, any issued Addenda, and standard terms and conditions contained in the attached sample Agreement. Responses do not become contracts unless and until they are executed by the City's Board of Public Works and Safety or an authorized entity within the

City.

https://www.carmel.in.gov/government/clerk-of-the-city/bid-opportunities

21. SOLICITATION RESULTS

If this solicitation is a Request for Proposals, the name(s) of the successful Proposer(s) will be posted on the

City's portal at https://procurement.opengov.com/portal/carmelin upon issuance of a Notice of Intent to Award or upon final contract execution.

If this solicitation is a Request for Qualifications, a list of the Vendor(s) who were shortlisted will be posted on the City's portal at https://procurement.opengov.com/portal/carmelin after the qualifications are evaluated.

22. PROTESTS

If this solicitation is a Request for Proposals, a protest shall be in writing and shall be filed with the Board of

Public Works and Safety. A protest of a solicitation shall be received at the Board of Public Works and Safety not less than five (5) working days before the solicitation due date. A protest of a proposed award or of an award shall be filed within ten (10) days after issuance of notification of award or issuance of a notice of intent to award, as applicable. A protest shall include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. Identification of the solicitation or Contract number;

D. A detailed statement of the legal and factual grounds of protest including copies of relevant documents;

and

E. The form of relief requested.

ADDITIONAL TERMS AND CONDITIONS

A. The City reserves the right to (1) accept or reject any and all Qualifications and to waive any technicalities or irregularities involving any submission and to cancel the RFQ process at any time prior to entering into a formal contract, (2) not award a contract for any or all of the specified goods and/or services that are the subject of this RFQ process, (3) award contracts for the specified goods and/or services to separate Vendors, (4) negotiate contract terms acceptable to the City with the successful

Vendor(s), (5) disregard all nonconforming, non-responsive, or conditional Qualifications, and (6) reject the response of any provider which does not submit qualifications to the City’s satisfaction.

B. Respondents to this RFQ may be requested to provide supplemental information or to make a presentation in addition to their qualification submission. The City reserves the right to request additional information and/or presentations from any organization.

C. The obligation and performance of the selected provider under the resulting contract shall be subject to compliance with the provisions of Indiana Code 5-13 and all other applicable laws, rules, regulations, and ordinances.

D. If the successful Vendor does not execute a contract within thirty (30) calendar days after the award, the

City may give notice to such Vendor of intent to award the contract to the next most qualified provider or to call for new qualifications and may proceed to act accordingly. The City assumes no cost by the

Vendors in the preparation, submission, or presentation of their Qualifications.

E. The City reserves the right to terminate any contract arising from this RFQ process with ninety (90) days' written notice. Furthermore, the City may terminate the contract without prior written notice upon the failure of the selected Vendor to comply with the terms and conditions of the Contract. Under no circumstances will any damages be paid by the City because of the termination of the Contract.

F. The successful Vendor agrees to charge only for goods and/or services specified in this RFQ. Goods and/or services not contained in this RFQ will not be rendered or charged without the prior written consent of the City.

G. Subcontracting by the Vendor without the written consent of the City is prohibited under the terms of this agreement.

H. The provider will grant the City, or its authorized representative, the privilege of inspecting, examining, and auditing, with or without notice, during normal business hours, business records directly relevant to any financial arrangement arising from this RFQ.

I. The selected Vendor shall agree to hold the City harmless from any claims and related expenses arising from the Vendor's employees or agents in the delivery of the agreed-upon goods and/or services. This includes but is not limited to property damage, bodily injury, personal injury to third parties, and damage to City premises. Resolution of any disputes arising from this process will be subject to and conducted in accordance with the laws of the State of Indiana.

QUALIFICATIONS AND REQUIREMENTS

The applicant must provide the following information to be considered:

I. PROPOSALS

Please respond to the following requests:

• Executive Summary - Provide a concise abstract of no more than four (4) pages, providing an overview of the Developer’s understanding of the Project and the Developer’s qualifications

• Company Background & Qualifications o Provide a history of the company with transportation, drainage, water and wastewater projects, including relevant information regarding company mission, vision, and values.

• Include the following information on the Developer:

o Name of company o Address o Telephone Number o Contact Person and email address for this Project

• Firm’s Qualifications and Management o Number of years company has operated in Indiana o Company officers o List the personnel employed by the Provider responsible for this project.

• Provide a detailed description of the project team to include resumes of team members who will be assigned to the Project and such person’s experience on similar projects.

• Provide a detailed description of the sub-contractors and suppliers the Developer proposes to utilize to complete the Project, including resumes of key personnel who will be assigned to the Project and such person’s experience on similar projects.

• The City has identified that having one or more Professional Engineer(s) (P.E.) who has experience in transportation planning and design, traffic control and coordination, utility coordination, drainage, and water and sewer construction will provide value. Identify the assigned P.E.(s) for this Project and describe the experience of such person on projects similar to the Project.

• Provide a proposed preliminary schedule for the Project, including proposed dates to close on financing, to start and complete construction, to operate the facilities, and to convey the complete Project to the City. The final Project schedule will be determined in the scoping period as part of the selected Developer’s deliverables.

• Provide a proposed approach to the Project, including financing and operational strategy options.

• Provide a proposed approach of developing costs to create a guaranteed maximum price for the Project, including method of determining overhead and profit and all proposed overhead and profit percentages for this Project. Include the proposed terms and conditions for payments and invoicing. Provide a proposed “buy sheet” for use tracking costs during the Project, showing line items, monthly expenditures, contingencies, and budget status (under runs or over runs).

• Provide the proposed amount or percentage of work the Developer will self-perform, including a concise description on what the Developer will accomplish with their own labor and staff, and the specific sub-contractors and their percent involvement.

• During the scoping period the selected Developer will need to prepare financing terms, construction/scope analysis, and a guaranteed budget sufficient for the City to decide on proceeding (or not) with the Project and/or with the selected Developer.

Please identify fees (if any) that may be requested by your team during this process.

II. GENERAL CONDITIONS

• The City reserves the right to reject any and/or all Proposals/Qualifications at its sole discretion.

• The City does not require the Developer to submit a certified check or other evidence of financial responsibility with your proposal.

• The price of the stated scoping period fees and the proposed financing are important selection evaluation factors, but they are not the sole or determinative factors. The Developer’s demonstrated design-build experience, ability, and capacity to perform the work on schedule will be equally weighted.

• The City will require the successful Developer to provide performance and payment bonds and a construction and operations warranty.

• The City will require the successful Developer to utilize EJCDC C-525 Agreement between Owner and Contractor (Cost- Plus-Fee), C-700 Standard General Conditions of the Construction Contract, and C-800 Supplementary Conditions as a condition of the BOT and/or Construction contract(s).

• The City will require the successful Developer to provide a breakdown of Contractor contingencies and Owner directed contingencies as part of the Guaranteed Maximum Price.

• All Developers will be accorded fair and equal treatment. The City may enter into discussions with Developers prior to the date proposals are due to clarify and assure a full understanding and responsiveness to the solicitation requirements.

• This Project will be procured and financed in partnership with the selected Developer under IC § 5-23, and therefore the selected Developer will not be subject to further procurement processes under IC § 36-1-12 or any other statute. The selected Developer will be required to a) provide an Agreement approvable by the City, b) provide payment and performance bonds for 100% of the construction cost(s) per both IC § 5-23 and IC § 36-1-12, c) provide Builder’s Risk insurance during the life of the Project, and d) provide construction, equipment and operational warranties after the Project is completed.

• The City reserves the right to modify or cancel the Project at any time before a Developer enters into a formal agreement with the City, including at any point during the scoping period.

• The City will hold a Pre-Submittal Meeting to discuss the Project Scope and submittal process, as well as accept questions on the Project. Attendance is not required.

• Proposing Developers shall not contact any City officials or employees or any other public official upon release of this RFPQ other than the RFPQ Committee’s representatives (the “Representatives”) listed below, unless authorized or directed to do so by the Representative. All communications, correspondence and questions for this RFPQ should be submitted through the OpenGov Portal no later than 4:00 pm Eastern time October 24, 2025 and should be directed to:

Mr. Bradley Pease, City Engineer Carmel City Hall 1 Civic Square Carmel, IN 46032 bpease@carmel.in.gov

And:

Mr. Lane Young, Utilities Director 30 West Main Street, Suite 220 Carmel, IN 46032 lyoung@carmel.in.gov

And:

Mrs. Katie Castro Jackson, Project Manager Wessler Engineering 1130 AAA Way Carmel, IN 46032

(317) 788-4551 katiec@wesslerengineering.com

• The last response provided to the received communications, correspondence and questions for this RFPQ will be provided through the OpenGov Portal no later than 4:00 pm Eastern time October 31, 2025.

• The City reserves the right to enter into a Scoping Agreement with a Developer for preliminary development services prior to the City agreeing to move forward with the Project. During this scoping period, the City will require information from the selected Developer sufficient to finalize the financing terms, scope, and costs of the proposed improvements once determined.

• After the scoping period, the RFPQ Committee shall either make a recommendation to award the public-private agreement to the selected Developer, engage another developer, or terminate the request for proposal process.

• Submittal: One (1) electronic PDF of the Proposal/Qualification package shall be uploaded to the OpenGov Portal no later than 9:30 am Eastern time on November 5, 2025. It is the Developer’s sole responsibility to ensure a successful submission.

• The Proposal/Qualification Package will be publicly opened during the Board of Public Works Meeting at 10:00 am Eastern time on November 5, 2025. The meeting will be held at Carmel City Hall, 1 Civic Square in the Council Chambers.

SELECTION CRITERIA

Submitted Responses will be judged on the following evaluation criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Developer’s experience with developing projects of similar scope and magnitude.

0-10 Points 15

(15% of Total)

2. Developer’s experience with financing projects of similar scope and magnitude 0-10 Points 10

(10% of Total)

3. Developer’s demonstrated ability and capacity to perform the work in determined timeframe, including developer’s reputation as indicated by the references for performing this type of work.

0-10 Points 10 (10% of Total)

4. Developer’s method for estimating costs, including overhead and profit margins 0-10 Points 5

(5% of Total)

5. Developer’s approach to build the Project, including their detailed plan to self-perform and/or sub-contract the site labor included in the Project.

0-10 Points 10 (10% of Total)

6. Developer’s approach to traffic management and construction sequencing.

0-10 Points 10

(10% of Total)

7. Developer’s approach to operate the Project. 0-10 Points 10 (10% of Total)

8. Developer’s approach to transfer the

Project.

0-10 Points 5

(5% of Total)

9. Developer’s proposed forms of BOT agreement (Construction agreements shall follow EJCDC C-525).

0-10 Points 5 (5% of Total)

10. Developer’s proposed financing options and terms.

0-10 Points 5

(5% of Total)

11. Developer’s proposed schedule. 0-10 Points 15 (15% of Total)

VENDOR SUBMISSIONS

1. Authorized representative contact info:*

Please include the name, title, phone and email of the authorized representative

*Response required

2. I certify that I, the individual responding to this RFQ, am an authorized representative with the authority to certify and submit the following legally binding statements in this Response on behalf of my company.*

☐ Please confirm

*Response required

3. Please upload your qualifications here*

Please include qualifications, past experience and technical expertise

*Response required

4. References*

Please include the phone, email and relationship of your references below

*Response required

5. Non-Collusion Affidavit*

Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Non-Collusion_Affidavit.pdf

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