Professional Services Bid Advertisement Spec Template 03.11.2026.docx

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

REQUEST FOR PROPOSAL

Professional Services

Construction Quality Assurance (CQA) for 2026 GCCS Construction, Hoffman Road Landfill Purchase Requisition Number 10008854

Issued By Department of Public Service/Solid Waste Division

Date Issued October 9, 2026

Response Submission Date and Time

October 20, 2026 at 1:30 PM EST

Bids will be read at 2:00 PM EST

Submit online at https://pbsystem.planetbids.com/portal/22576/portal-home Table of Contents

Introduction The City of Toledo, Solid Waste Division, is seeking quotations from prequalified respondents to provide services for Construction Quality Assurance (CQA) during 2026 construction of Gas Collection and Control System (GCCS) improvements at the Hoffman Road Landfill. Bids were received October 6, 2026 and are currently being evaluated. Based on the schedules submitted and the City’s procurement process, the estimated start date is early November.

Background Information The base work involves abandoning and redrilling 4-5 vertical extraction wells (approximately 350 feet), approximately 2100 feet of air/forcemain and 1800 feet of associated vacuum piping. It will also include Pneumatic pump installation The target completion date is by mid-December 2026. Based on this scope, an overall project timeline of 4 field weeks is assumed but the schedule will be dictated by weather, material availability and field conditions. New wellhead adjustments and observation/documentation of pump installation will be completed by the Division’s current GCCS O&M service provider.

The drawings provided reflect Issued for Bid level details only. The bids received currently exceed the available budget and adjustments will be necessary to align budget with construction scope. What is noted in the above paragraph reflects that initial adjustment. Detailed drawings issued for construction will be available before the CQA portion begins.

Scope of Work Services required are:

1. Full-time on-site representation during well abandonment, redrilling, well installation and connection to the existing vacuum lines. This work includes verification of well total well depth and well construction details. Field drilling logs should note cover thickness, waste conditions (downhole waste temp, moisture, appearance, etc.) and depth. CQA should also document pipe length installed, rock thickness, bentonite seal thickness, etc.

2. Observation/documentation of any pressure testing of smaller diameter airlines or condensate forcemain lines.

3. Verify the contractor is using the appropriate materials as noted on the construction drawings.

4. Full-time on-site representation during the installation of any horizontal collectors, connection to the existing vacuum sources and installation of condensate forcemain lines. This could be reduced to part time depending on field conditions, but at a minimum include a presence during mission critical activities.

5. As-installed survey documentation for all wells and horizontal collectors such that the horizontal location, elevation and percent slope of

6. said features can be readily incorporated into an updated as-built construction drawing. The selected service provider will receive an electronic, ACAD compatible version of the current as-built GCCS layout. The selected service provider must coordinate the surveying and/or GPS activities either internally or via subcontract.

7. Preparing a construction documentation report, consistent with the requirements of Ohio Administrative Code (OAC) 3745-27-08(H) for submittal to the Ohio EPA. This includes updating the current GCCS record drawing.

8. Provide as yet to be determined professional services associated with possible follow up with the Ohio EPA on the report and coordination with the designer or Division on construction activities. These services are to be provided according to the stated unit rates provided with the quotation if occurring over and above the daily field representation activities.

9. Provide one hardcopy and complete electronic versions (PDF and executable) of the completed construction documentation report. Include the pricing for one revision based on Ohio EPA comments, etc.

10. The weekly and daily rates asked for are for field services only. For consistency of comparison, assume 8 hours/week of professional office time, distributed as proposer sees fit. Provide any and all assumptions when submitting the quote.

11. Expected work hours are 7:30 a.m. to 5:00 p.m. daily. Initial plan is no weekends. Can discuss after hours as the need arises during the project.

Notes related to quotation preparation:

The contract will be awarded on the basis of lowest and best as determined by Toledo Municipal Code (TMC) 187. As the actual duration of the project of this nature can not always be predicted precisely, the requested rates will be used and applied to a best estimate of project duration for the purposes of awarding a contract.

Weekly and Daily rates are to include labor, materials, any applicable travel time from principal place of business, truck/equipment rental and any applicable per diem. Markup shall not exceed 8%. Mileage reimbursement costs, if considered, must be in accordance with applicable IRS guidelines for business purposes. For less than full-time representation, billing will be on a T&M basis for hours worked with a minimum of 1/2 the daily rate paid for visits 4 hours or less. All bidders are to assume 8 hours/week of professional time (distributed among staff classifications as the consultant deems appropriate) to support field staff, coordinate with City, etc. This total amount is to be inserted into the Line-Item Pricing sheet. The unit pricing is being used to compare proposals and determine a contract amount.

The successful respondent must agree with the City terms and conditions, specification, and addenda as set forth in the proposal and part of this contract.

The City reserves the right to award in part or whole, reject any, or any part of any, or all bids, to waive formalities and technicalities, to advertise for new bids, or to make the award if, in the judgment of the City that it’s in its best interest.

Any documents submitted with a bid or proposal will be treated as a public document unless informed in writing by the bidder that the bidder considers such documents to contain trade secrets under Ohio law. The City may require additional information in support of such a claim.

Deliverables One (1) DRAFT, electronic version of a construction documentation report with 45 days of project completion. City will respond with comments within 30 days and a FINAL report is to be provided to the City within 30 days after receiving comments. Preparing a construction documentation report, consistent with the requirements of Ohio Administrative Code (OAC) 3745-27-08(H) for submittal to the Ohio EPA. This includes updating the current GCCS record drawing.

Compensation The applicant must provide a quote for the services based upon hours worked to complete the scope of work and all deliverables, including (1) a description of the type of activities to be undertaken; (2) a description of the fees to be charged for each activity; (3) the number of hours anticipated to be charged for each of the services rendered; and (4) any miscellaneous expenses, including production of documents, shall be included and estimated as applicable.

Service providers are expected to hold pricing level for the duration of the 1-year contract and for up to 2 months longer, should there be a need to extend the contract as a result of construction delays, Ohio EPA input or review comments or other unforeseen circumstances. Any increase in rates beyond a 2-month extension is limited to 3.5%

The markup on sub-contracted services, may not exceed 8%. Project support materials markup (if applicable) is not to exceed 4%.

Form of Response A. Title Page -List the RFP title -The name of the firm -The name, title, address, telephone number, and email address of the primary contact person.

B. Letter of Transmittal Provide a letter expressly confirming that the firm fully understands the scope of services to be provided and the commitment to perform the services in a timely and cost effective manner. Responders shall indicate an anticipated timeframe to accomplish all objectives set forth in this scope of work. The firm must also commit to assigning to this scope of work professionals who have experience providing financial, performance, and management services.

C. Required Information The proposal must provide all of the information specified in Section E.

D. Other The proposal may contain any other pertinent information that the firm would like the City to consider.

E. Submission Proposals for this project can only be accepted via electronic submittal through the City of Toledo’s PlanetBids website. Bid submittals or other transmissions of information have not been completed until an email confirmation of the transmission has been issued by PlanetBids. Bids prices shall be to two (2) decimal places (i.e. $0.00). Only one (1) price per line item will be accepted with this bid.

In order to be awarded a contract, the City requires all of the following documents must be submitted with each bid your company submits in 2026 in PlanetBids:

-Acknowledgement and Acceptance of Conditions and Contract Specifications -Living Wage Contract Addendum -Primary/Subcontractor Agreement Certificate

• City of Toledo Professional Services Agreement*

· 3 Project Reference for similar project

· Current billing schedule for personnel, equipment and reimbursables

*Located on the “Documents” tab in PlanetBids

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for your company for the duration of all contracts with the City. If any information changes, it is the company’s responsibility to notify the city and update the applicable documentation.

City Paperwork:

· Vendor Registration Form, if your company is new to doing business with the city

· Business Tax Registration Form, if your company is new to doing business with the city

· Child Support Affidavit, notarized

· Vendor Utility

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for all bids your company submits in 2026. If any information changes, it is the company’s responsibility to notify the City and update the applicable paperwork.

Annual Paperwork:

· W-9

· Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” tab of PlanetBids

· EEO Compliance

· Debarment Certification

· Living Wage Affidavit, updated no later than February 1st

• Bureau of Workers Compensation Certificate

F. Bid Opening Meeting Bids will be open at 2 PM EST on the due date of this bid via Zoom Meeting at:

https://link.edgepilot.com/s/72026a0a/vScHndadGUqgTn8jHzPYJQ?u=https://toledo-oh-gov.zoom.us/j/96570601158

Preliminary Bid results will be available within 1-2 business days on the PlanetBids website after bid opening. Bid results will be published to the PlanetBids website once awarded.

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

Required Information

I. Organization

a. Correct legal name, address, and general telephone number.

b. Brief historical sketch of the organization.

c. Number and location of offices.

d. Brief description of the organization of the firm, the number of employees, the locations at which it performs its activities and identities of the members of the board or directors (or owners of a partnership) and principal management (if not otherwise listed).

e. Enclose the portion of the employment manual committing the organization to employ and promote without consideration as to race, religion, national origin or sex.

f. Provide a statement of assurance that your organization is not currently in violation of any regulatory agency rules to a degree that it may have material impact on the firm’s operation.

g. State whether you intend to engage, either as an employee or independent contractor, in performing the services contemplated by the proposal, any employee of the City, or any person who has been an officer or employee of the City, or any entity as to which such an officer or employee (i) is a partner, if the entity is a partnership, (ii) owns or controls more than five percent of the outstanding shares, if the entity is a corporation or (iii) owns, holds or controls more than five percent of the total indebtedness of such entity. If your response is in the affirmative, identify the person or persons and list the details of the activities contemplated to be secured from them.

II. Required Forms City forms must be filled out and attached to the proposal: Project Paperwork (Acknowledgment and Acceptance of Conditions Contract Specifications; Primary and Subcontractor Certificates and Living Wage Contract Addendum); Professional Services Contract; Current Worker’s Compensation Certificate; If not previously provided, City Paperwork: Vendor Registration Form; Business Tax Registration Form; Child Support Affidavit, notarized; Vendor Utility. If this is your first bid with COT for 2026, the following will be required, Annual Paperwork: W-9; Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” Tab of PlanetBids; EEO Compliance; Debarment Certification; and Living Wage Affidavit.

The following items will be required prior to awarding the contract: Independent Contractor PERS forms; and additional Insurance as Required.

LOCAL PREFERENCE

The description of and procedure to apply local preference to complainant bids received by the City of Toledo can be found under Toledo Municipal Code section 187.34.

The Toledo Municipal Code can be found by searching for the City of Toledo webpage toledo.oh.gov and clicking the “Government” link, then clicking the “City Code” link.

Selection Process and Evaluation Criteria

The review of each proposal will be based upon ten criteria. Zero to fifteen points will be awarded for each category per TMC 187.24. Each category will be assigned a rating factor, which will be multiplied by the points awarded. Award will be made to the proposal with the highest cumulative point total. That notwithstanding, the City reserves the right to reject any and all proposals for its convenience. The proposal should respond directly to each criterion. Those responses will be used to award points. The proposal should also provide the required information requested in the evaluation criteria.

Criterion #1 Background and related experience – Factor 15.

The proposal should include a review of the professional services background and experience of the firm and principal(s). It should include a history of the firm and principal(s) and the number of employees. It should include a listing of previous experiences similar to the requested work.

Criterion #2 Location – Factor 5 The proposal should include the location of the primary office and whether or not a local office will be available. It should also include discussion on staff accessibility for the project. This should also include the amount of work to be performed within the City of Toledo. It should also list the location of the home office inside the City of Toledo, as well as the primary office if located elsewhere. The location where the primary work will be done must be designated. If a portion of the work will be done at a location other than the primary location, designate the other location and the type of work to be done there. Note: A partial assessment of location points [no more than four (4)] can be given to those businesses which are located within a joint economic development zone of which the City of Toledo is a participant.

Criterion #3 Familiarity with local, state, and federal standards – Factor 5 The proposal should include a description of the firm or principal’s familiarity with all City of Toledo, State of Ohio, and applicable federal standards and requirements.

Criterion #4 Current work load – Factor 5 The proposal should describe the firm or principal’s current workload. This should include a listing of all major projects inside the City of Toledo and outside its boundary. Specific listing of any subcontracting work that the firm or principals have with another company or project should also be included in this section.

Criterion #5 Performance on previous projects – Factor 15 A specific listing of previous contracts with the City of Toledo or similar offices in the State of Ohio, State of Michigan or Federal Government should also be included. In this listing should be a summary of performance for each project relevant to timeliness, performance and any savings or benefits that were provided to the contractee. List the last ten (10) completed projects similar to the requested work.

Criterion #6 Understanding of the project – Factor 15 The provider shall completely describe in detail the services to be rendered to complete the project, including all alternative considerations and evaluations which may be prudent to undertake in order to effectively minimize the project budget and most satisfactorily achieve the project goal. Specific points of understanding should be listed to include the professional approach to the project with any related economic benefits which may impact efficiency and effectiveness.

Criterion #7 Schedule, staffing – Factor 10 This criterion shall have a project advancement schedule, including all tasks specifically listed for the project. Identify timeframes, review times, as well as timing for meetings with citizens and public meetings. List your key personnel who will work on this project and their qualifications and experience. Designate the person who will manage this project. Designate your other personnel along with their experience and background who will also work on the project.

Criterion #8 Fee – Factor 15 The specifics of the fee shall be listed. The cost can be prepared in an hourly format to include a not-to-exceed figure.

Criterion #9 Disadvantaged Business Enterprise (DBE) Participation – Factor 10 Include a description of any joint ventures, partnerships or subcontracts with DBEs that are certified by the City of Toledo’s Office of Affirmative Action. The description should include the name of the company(s), the description of the work to be performed by the DBE and the amount and percentage of the contract that will be awarded by provider to DBEs.

Criterion #10 Other factors or attributes of your firm – Factor 5 The proposal should list any other factors or distinguishing characteristics of the firm that would provide benefit or advantage to the City.

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