RFP Scope and Specifications1-8834-REVISED.docx

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

REQUEST FOR PROPOSALS

Professional Services

Commercial Architecture & Engineering for Red & White Super Market Rebuild Project Purchase Requisition Number 10008834

Issued By Department of Housing & Community Development (HCD)

Date Issued Friday, July 24, 2026

Response Submission Date and Time Tuesday, August 11, 2026 @ 1:30pm EST

Bids will be read at 2:00 PM EST

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

Table of Contents

Introduction The City of Toledo ("City") is seeking a qualified consultant ("Consultant") to provide architectural and engineering services to a local small business, Red & White Super Market, located at 1902 N Detroit Avenue (“Client”), for construction-ready building drawings and plans.

Background The existing market is located within the Englewood Neighborhood Revitalization Strategy Area (“NRSA”), where the City is clustering and layering resources to achieve greater impact on neighborhood development. The goal of this RFP and project is to support a small business in redesigning an 8,000 sq. ft. food market on the site and assisting the Client in expanding store offerings and offering a welcoming space, which will ultimately foster enhanced food access options and a more vibrant Englewood community.

Preliminary site plans and building renderings have been prepared by the Toledo Design Collective and will be presented to the Consultant as materials to build upon.

Scope of Work The Consultant's scope of work will include, but not be limited to:

· Executive Goals and Objectives: The Consultant will discuss with the Client ideas concerning factors that will contribute to and support the success of the project. This discussion will include present and future goals, identity, budget, schedule, review and approval process, key areas of concern, and any other pertinent issues.

· Schematic Design: Review existing space and project documentation and develop architectural and engineered plans for the selected site. Preliminary site models will be provided to the qualified consultant.

· Site Planning: Explore and present options using innovative construction techniques (i.e., modular, pre-engineered) and value engineering to meet business and community goals as well as project constraints.

Scope of Qualifications

The City seeks a Consultant with the following qualifications and experience:

· Extensive experience in architecture and engineering services, site planning, and design and construction planning for small businesses and government partners.

· Strong understanding of small business and small food markets needs relating to building design.

· Excellent communication and interpersonal skills, with the ability to effectively engage with a variety of stakeholders.

Deliverables

· Construction-ready drawings within 6 weeks of contract execution

· Assistance with contractor selection process

· Oversight of construction process

Compensation

The applicant must provide a quote for the services not to exceed $100,000.00 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.

Form of Response

Interested Consultants are requested to submit the following:

A. Cover Letter:

· List the RFP title

· The name of the firm

· The name, title, address, telephone number, and email address of the primary contact person.

· A brief letter expressing interest in the project and highlighting relevant qualifications and experience.

B. Statement of Qualifications:

A detailed statement outlining the Consultant's qualifications, experience, and approach to the project. This should include information on relevant projects, team members, and specific expertise.

C. Project Understanding and Approach A description of the Consultant's understanding of the project scope and their proposed approach to completing the work. This should include a proposed timeline and work plan.

D. Fee Schedule:

A detailed fee proposal outlining the estimated costs for completing the project. This should include a breakdown of costs for different phases of the project.

E. References:

A list of at least three (3) references for similar projects, including contact information. Include images, project summary narratives, and total project development cost.

F. Submission Proposals for this project can only be accepted via electronic submittal through the City of Toledo’s PlanetBids website. Bid submittals or other information transmissions are not complete until PlanetBids issues an email confirmation of the transmission. 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:

· Letter of Transmittal

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

· City of Toledo Professional Services Agreement*

(requirements available 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 insured – 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

G. 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.

a. Brief historical sketch of the organization.

b. Number and location of offices.

c. 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).

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

e. 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 a material impact on the firm’s operation.

f. 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 Workers’ 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 insured – requirements available on the “Documents” Tab of PlanetBids; EEO Compliance; Debarment Certification; and Living Wage Affidavit.

The following items will be required before 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. Awards 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 workload – 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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