Sherman Engineeering RFP Documents.docx

CITY OF CARO

REQUEST FOR PROPOSALS

ENGINEERING FOR SHERMAN STREET ROAD PROJECT

The City of Caro, Michigan hereby requests proposals from interested individuals and/or firms to provide design and construction engineering services for the upcoming road project on East Sherman Street in the City of Caro.

The City of Caro will receive sealed proposals at the City Clerk’s Office, 317 S. State Street, Caro, MI 48723 for City of Caro until Friday, November 21, 2025, at 11:00 AM. Bids shall be submitted in a sealed envelope and plainly marked “ENGINEERING FOR SHERMAN STREET ROAD PROJECT – CITY OF CARO.”

LATE SUBMISSIONS WILL NOT BE OPENED OR CONSIDERED

A complete Request for Proposals specification may be obtained from:

City of Caro ATTN: City Clerk 317 S. State Street Caro, MI 48723 Phone 989-673-7671

Proposals will be publicly opened and read aloud at 11:00 AM. on Friday, November 21, 2025, in the Council Chambers of the Caro Municipal Building, 317 S. State Street, Caro, Michigan.

CITY OF CARO

REQUEST FOR PROPOSALS

ENGINEERING FOR SHERMAN STREET ROAD PROJECT

Project Overview:

The City of Caro invites qualified engineering firms to submit proposals for providing comprehensive design and construction engineering services for a road improvement project located in Caro, Michigan. This project consists of milling, resurfacing, partial reconstruction of the road surface, along with storm sewer improvements and water main replacement and related work of East Sherman Street from the intersection with East Frank Street northwesterly to North State Street. The project is partially funded by a MDOT Category B grant.

Project Scope:

The scope of work includes, but is not limited to:

DESIGN PHASE

Preliminary Engineering:

Conduct site assessments and feasibility studies.

Develop preliminary design concepts for pavement structure, drainage systems, and intersections.

Environmental Considerations:

Conduct environmental impact assessments and ensure compliance with regulatory requirements.

Implement erosion control measures and sustainable design practices.

Geotechnical Analysis:

Perform geotechnical investigations and provide recommendations.

Cost Estimation:

Develop accurate cost estimates for construction, materials, and other project-related expenses.

Document Support:

Develop bid documents.

Prepare all required local, state, and federal documents and permits for the project.

CONSTRUCTION PHASE

Construction Engineering:

Ensure full-time Construction Observation to monitor the Contractor’s compliance with the plans, specifications, permits, and the general quality of work performed.

Prepare daily reports of the contractor’s activities and track quantities of pay items.

Witness and document testing of the completed water main.

Provide density testing for trench backfill, aggregate base, and HMA pavement.

Provide concrete field testing and offsite strength testing. The proposal should anticipate one test per day of concrete work, up to five days.

Provide required staking for the project.

Any other engineering requirements for the project.

Meetings:

Coordinate and actively participate in pre-construction, progress, and post-construction meetings to ensure successful completion of the project.

Document Support:

Compliance with all required documents.

Monitoring of contractor payroll and wage rates.

Review any proposed contract modifications for City review and approval.

Prepare all files for audit.

Proposal Requirements:

Interested engineering firms are requested to submit a comprehensive proposal containing the following information:

Executive Summary:

Brief overview of the firm's qualifications and experience.

Understanding of the project's objectives and challenges.

Team Qualifications:

Résumés of key personnel who will be involved in the project.

Demonstrated expertise in road design, geotechnical engineering, and construction support.

Project Approach:

Description of the proposed methodology for each phase of the project.

Strategies for addressing potential environmental, logistical, and technical challenges.

Project Schedule:

Detailed timeline outlining major milestones and deliverables.

Proposed start and completion dates for each project phase.

Past Experience:

Description of relevant road construction projects successfully completed by the firm.

Client references for similar projects.

Cost Proposal:

Detailed breakdown of anticipated costs, including hourly rates, reimbursable expenses, and any other fees.

Submission Deadline and Contact Information:

The City of Caro will receive sealed proposals at the City Clerk’s Office, 317 S. State Street, Caro, MI 48723 for City of Caro until Friday, November 21, 2025 at 11:00 AM. Bids shall be submitted in a sealed envelope and plainly marked “ENGINEERING FOR SHERMAN STREET ROAD PROJECT – CITY OF CARO.” Late submissions will not be opened or considered.

Selection Process:

Proposals will be evaluated based on the firm's qualifications, experience, approach, and cost. Shortlisted firms may be invited to make presentations or provide additional information if necessary. The City of Caro reserves the right to award the contract to the firm that best meets the project's needs and requirements, the lowest bid may not necessarily be selected.

For any inquiries or clarifications regarding this RFP, please contact Scott R. Czasak, City Manager at sczasak@carocity.net or 989-673-7671 x. 5225.

We look forward to receiving your proposals and working together to successfully complete this project.

Sincerely, Scott R. Czasak, MPA, CPM, PDM City Manager/Zoning Administrator City of Caro

I. GENERAL INFORMATION FOR PROPOSALS

1.1 Program Administrator

The Program Administrator is the primary point of contact for this procurement. All communication between prospective bidders and the City of Caro upon receipt of this proposal shall be with the Program Administrator, as follows:

Scott R. Czasak City Manager 317 South State Street Caro, MI 48723 Telephone: (989) 673-7671 E-mail: sczasak@carocity.net

Prospective bidders are to rely only on written statements issued by the Program Administrator. Any other communication will be considered unofficial and non-binding on the City. Communication directed to parties other than the Program Administrator may result in disqualification of the prospective bidder.

Upon or after awarding the contract, the City Manager may designate another City staff member as a contact for the assignment and timing of work, and/or quality control.

1.2 Proprietary Information and Public Disclosure

Materials submitted in response to this competitive proposal shall become the property of the City. All proposals received shall remain confidential until the deadline for submission of proposals has expired, as defined by Michigan statute (MCL 15.243(i), the Freedom of Information Act).

1.3 Revisions/Addenda to the Proposal

In the event it becomes necessary to revise any part of this proposal, addenda will be put in writing and provided to all prospective bidders known to the City of Caro. For this purpose, the published questions and answers and any other pertinent information will be considered an addendum to the proposal and will be provided to all known prospective bidders.

The City of Caro reserves the right to cancel or to reissue the request for proposals in whole or in part, prior to execution of a contract.

1.4 Acceptance Period

Proposals must provide 30 days for acceptance by the City of Caro from the due date for receipt of proposals.

1.5 Responsiveness

All proposals will be reviewed by the City Manager to determine compliance with administrative and operational requirements and instructions specified in this request for proposals. Failure to comply with any part of the request for proposals may result in rejection of the proposal as nonresponsive. The City of Caro also reserves the right, at its sole discretion, to waive irregularities.

1.6 Most Favorable Terms

The City of Caro reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms that the respondent could propose. There will be no “best and final offer” procedure. The City of Caro reserves the right to contact a respondent for clarification of its proposal.

This request for proposals specification shall be incorporated and is an integral component of a contract resulting from this request for proposals. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the City of Caro.

1.7 Costs of Proposals

The City of Caro will not be liable for any costs incurred by the bidder(s) in preparation of a proposal submitted in response to this invitation, in the conduct of a presentation, or any other activities related to responding to this request for proposals.

1.8 No Obligation Contract

The issuance of this request for proposals does not obligate the City of Caro to award a contract for services as specified herein.

1.9 Decision on Proposals

The City of Caro reserves the right, at its sole discretion, to accept, reject or modify any and/or all proposals, to waive irregularities or informalities, and/or not to issue a contract as a result of this request for proposals.

1.10 Failure to Comply

The Respondent is specifically notified that failure to comply with any part of the request for proposals may result in rejection of the proposal as non-responsive.

1.11 Commitment of Funds

The City of Caro or their delegates are the only individuals who may legally commit the City of Caro to the expenditure of funds for a contract resulting from this request for proposals. No costs chargeable to the proposed contract may be incurred before receipt of a fully executed contract.

1.12 Evaluation Procedure

Responsive proposals will be evaluated in accordance with the requirements stated in this request for proposals and any addenda issued. All proposals received by the stated deadline will be reviewed by the City Manager and staff to ensure that the Contractors meet the minimum requirements to perform the work requested and that proposals contain all of the required information requested in the request for proposals. Only responsive proposals which meet the requirements will be considered for award. Any Contractor which does not meet the stated qualifications or any proposal which does not contain all of the required information will be rejected as non-responsive.

1.13 Award Procedure

Council consideration of proposals/

1.14 Payment Procedure

Invoices shall be submitted monthly for work performed.