Swan Creek Greenway Consultant RFP.pdf

REQUEST FOR PROPOSALS

PROFESSIONAL SERVICES FOR DESIGN AND

ENGINEERING

SWAN CREEK GREENWAY DESIGN PROJECT

Purchase Requisition Number 1-8794

Issued By Department of Public Works/Division of Engineering Services

Date Issued

June 26th, 2026

Response Submission Date and Time

Tuesday, July 21st, 2026 by 1:30 P.M. EST

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

City of Toledo One Government Center

640 Jackson Street Toledo, Ohio 43604 https://pbsystem.planetbids.com/portal/22576/portal-home

TABLE OF CONTENTS

1. INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 4

1.1 Introduction

1.2 Project Background

1.3 Project Overview

1.4 Issuing Division & Contact

1.5 Design Overview

1.6 Delivery of Proposals

1.7 Selection of Consultant

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

2.1 Project Elements

2.2 Project Schedule

2.3 Progress Meetings

2.4 City Records

2.5 Computer Files

3. PROPOSAL ORGANIZATION AND CONTENT . . . . . . . .. . . . . . . . . . Page 10

3.1 Technical Proposal

3.2 Price Proposal

3.3 Interviews

4. GENERAL CONDITIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 12

4.1 Consultant Disclosure of RFP Related Activities

4.2 Applicable Taxes

4.3 Ownership

4.4 Insurance

4.5 Deviations, Omissions and Conflicts

4.6 Errors of Omission in RFP Submittal

4.7 Right to Withdraw Proposals

4.8 Effective Period of Proposal

4.9 Proposal Responsibility

4.10 Safety

4.11 Contractor/Consultant Satisfaction Forms

4.12 Professional Service Agreement

5. EVALUATION OF PROPOSALS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 14

5.1 Criteria and Scoring

EXHIBITS: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Following Page 14

EXHIBIT A. City Standards

EXHIBIT B. Sample Plans

EXHIBIT C. Consultant Rating Form

EXHIBIT D. Professional Services Project Paperwork

EXHIBIT E. Professional Services Contract (Must be signed by consultant)

EXHIBIT F. Insurance Requirements for Professional Contracts over $100,000

EXHIBIT G. City Paperwork

EXHIBIT H. Annual Paperwork

EXHIBIT I. Contractor/Consultant Satisfaction Form

CITY OF TOLEDO

DEPARTMENT OF PUBLIC WORKS

DIVISION OF ENGINEERING SERVICES

REQUEST FOR PROPOSALS

1. INTRODUCTION:

1.1 INTRODUCTION

The City of Toledo (City) is requesting proposals from qualified firms to provide professional design and engineering services for the Swan Creek Greenway Project. This project consists of planning, design, and community engagement activities to support the future construction of a multi-use trail along Swan Creek in Toledo, Ohio. This Request for Proposals (RFP) outlines the project background, scope of work, proposal requirements, evaluation criteria, and submission details.

1.2 PROJECT BACKGROUND

The construction of Interstate 75 created a physical barrier between the Junction neighborhood and downtown Toledo that continues to restrict connectivity today. Addressing this barrier and improving connectivity to the assets, opportunities, and amenities of downtown Toledo, including through the construction of a multi-use trail (greenway) along Swan Creek, has been identified as a priority in neighborhood planning efforts, including the Junction McClinton-Nunn Choice Neighborhoods Initiative plan. In 2025, the City was awarded grant funds from the U.S Department of Transportation’s Reconnecting Communities Pilot Program to support planning and design activities for the Swan Creek greenway.

Neighborhood-led environmental restoration and resilience planning efforts in the Swan Creek sub-watershed are also underway. These efforts aim to transform Swan Creek into a signature natural asset capable of catalyzing broader reinvestment in Junction. To ensure that this project integrates with and complements these efforts, the City of Toledo has partnered with the Junction Coalition, a community-based organization, to develop a community advisory framework for the planning process.

This project’s planning, design, and community engagement activities aim to advance the following priorities:

• Improving pedestrian and bicycle connectivity between Junction and downtown Toledo

• Enhancing pedestrian safety and improving accessibility through ADA-compliant design

• Improving the visual and functional quality of the public realm

• Supporting Junction and central Toledo revitalization and economic development by improving connectivity and curb appeal

• Integrating green infrastructure, public art, and flexible path usage for various mobility options

1.3 PROJECT OVERVIEW

This project focuses on feasibility, conceptual planning, and preliminary design of a multi-use trail along Swan Creek to Stage 1, or 30% completion. The consultant cannot perform engineering design without the following actions taken first:

Coordination with stakeholders, including neighborhood groups and local agencies, to determine program of uses, schedule, and design considerations Documentation of previous and ongoing planning studies and public engagement processes relevant to project

Coordination with Junction Coalition and the City to establish schedule and deliverables for community engagement activities

Topographic surveying, planimetric surveying, and geotechnical reporting

The project will include design and engineering services for a multi-use path to 30% completion, including but not limited to horizontal layouts of all planimetric features; grading design; preliminary site lighting plan; planting design; plans, sections, and profiles of improvements; preliminary site construction details; preliminary identification of natural and cultural resources, permitting requirements, and agency pre-coordination; and preliminary estimate of probable construction cost.

Preliminary design will incorporate feedback gathered from meetings with stakeholders and the public, organized in coordination with Junction Coalition. Feedback at this meeting will then be used to gain concurrence on design direction. Elements include new or rehabilitated utilities, curb extensions, ADA sidewalks, planters, and decorative features.

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 individual listed below is the contact person for this project:

Timothy Grosjean, P.E.

Senior Professional Engineer Division of Engineering and Construction Management 600 Jefferson Avenue One Lake Erie Center, Suite 200 Toledo, Ohio 43604

1.5 DESIGN OVERVIEW

The City of Toledo, Division of Engineering Services is seeking proposals to provide professional engineering services for a range of engineering service tasks, including but not limited to: path and streetscape design to Stage 1 (30%). This project will be submitted to the Ohio Department of Transportation (ODOT) for review in anticipation of federal funding being secured in the future to construct the project. Basic services may include, but are not limited to, the following:

Coordination of public and stakeholder involvement in collaboration with Junction Coalition Documentation of public and stakeholder input Feasibility analysis and conceptual planning Preparation of site plans, section graphics, and modeling Preliminary multi-use trail

The project will result in a clearly defined, community-supported vision and preliminary design direction for the Swan Creek Greenway.

The detailed design work will consist of, but is not limited to, development of a new path and utilities on the proposed site, streetscape design elements, any waterline, storm and sanitary sewer relocation and/or improvements, design of any required permanent BMPs, identification of potential right of way needs (permanent or temporary), intersection modifications, and any other required decorative elements. The plan sheets and bid book will be based on City of Toledo standard sheets.

Sample city plan sets will be made available. The proposed path will be constructed as asphalt pavement. The project will utilize City of Toledo standards. The new public utilities will be built to replace the existing in accordance with the city engineers. All utilities are expected to be built within the proposed right of way.

The selected consultant will be expected to work closely with the Divisions of Transportation and Engineering Services on the road alignments, intersection improvements, traffic signals, pavement and road design, utility standards, etc.

The consultant will also develop streetscape improvements that may incorporate the recommendations from the recently completed Wayfinding Plan. The City will approve all streetscape design.

The consultant is also expected to work closely with the Junction Coalition and the City to ensure that neighborhood residents are meaningfully engaged throughout the planning process. The consultant will be required to participate in the planning, scheduling, and execution of no less than three (3) community meetings, and will be responsible for documenting input received.

The City of Toledo will be able to provide background information and support including, but not limited to, record drawings, traffic information, and all applicable design standards.

1.6 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 7, 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.

1.7 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 roadway plan sets 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 Sections 1.3 and 1.5. At a minimum, the selected consultant must be able to address the following elements in addition to 30% design, or Stage 1 planning:

2.1.1 Kickoff

Attend kickoff meeting with City of Toledo personnel to acknowledge the schedule, establish communication, discuss project parameters, and collect data.

Kick-off 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.

Establish roles and responsibilities, communication protocols, and decision-making structure.

Perform site reviews with applicable City personnel and Junction Coalition members and solicit input and comments.

Attend a meeting with City of Toledo stakeholder Divisions and other affected parties to review the preliminary design and address potential concerns (if deemed necessary).

2.1.2 Community Advisory Plan Assistance

Document the community advisory plan developed by the Junction Coalition and the City

Collect data and recommendations made by the community steering committee

Assist the City and Junction Coalition with developing a schedule of community engagement activities, to ensure alignment with key planning, design, and engineering milestones

2.1.3 Community Engagement and Outreach

Participate in planning, scheduling, and facilitation of:

One (1) community visioning workshop

Up to two (2) additional planning workshops

Up to three (3) community education sessions

Provide documentation of all public and stakeholder meetings, workshops, etc., including but not limited to meeting summaries, attendance, and input received

Provide documentation of how public and stakeholder input was considered throughout the design process

Assist the City and Junction Coalition with development of outreach materials and communication tools

2.1.4 Pre-design and Feasibility Support

Coordinate a pre-design stakeholder meeting, including neighborhood groups and local agencies, to discuss program of uses, schedule, and design considerations

Assist in the evaluation of alignment alternatives, including environmental restoration versus direct access.

Ensure accessibility, ADA compliance, and safety considerations are integrated.

Assist in answering bidder questions and preparing addenda as needed.

Prepare site survey identifying boundaries, topography, utilities, planimetric features, and all jurisdictional information, such as easement, right-of-way, property lines, zoning code, etc.

Preparation of a geotechnical report identifying topographical and site conditions

Site visit to document existing conditions within project area

2.1.5 Connectivity and Mobility Planning

Consider path connectivity and relation to:

Downtown protected bicycle network

Glass City Riverwalk

TARTA Downtown transit hub

Toledo Farmers’ Market

Other key community destinations identified through stakeholder engagement

Support planning for safe, non-motorized connections

2.1.7 Workforce Development and Resilience Integration Planning

Assist the City and Junction Coalition in identifying and recommending future opportunities for resilience-focused education relevant to project

Provide an outline of actionable steps for the development of long-term workforce training pathways that will exist after the term of this project

Align project activities with subrecipient-led resilience planning efforts

2.1.8 Deliverables in which the City of Toledo will Own and Use in the Future

Community Advisory Framework

Community Engagement Plan

Meeting summaries and participation tracking

Conceptual plans

Topographical survey of project area

Geotechnical report of project area

Planimetric survey of project area

30% (Stage 1) Design set

Feasibility supporting documentation

Final summary report documenting outcomes and recommendations

Memorandum of Understanding that memorializes how the community engagement was executed and how such engagement impacted the 30% planning of the path

2.2 PROJECT SCHEDULE

It is the City’s intent to have the consultant under contract in the 2026 calendar year. The duration of the agreement will be until the project is completed, with extensions as necessary for the completion of the construction.

The consultant is to submit a project schedule that indicates on a week-by-week basis, the status of each critical element of the proposal. The proposers should use their own judgment in completing the schedule, but in no case shall the design completion time be longer than the milestone schedule as laid out by the City. For purposes of this proposal, completion means that final design, plans and technical specifications have been completed, assembled, approved by, and submitted to the City for construction bidding.

Important milestone dates:

• Pre-design/feasibility – 11/16/26

• Conceptual Plan – 2/1/27

• Preliminary Design – 4/19/27

• Closeout – 6/7/27

2.3 PROGRESS MEETINGS

The selected proposer may be required to 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:

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 and related project experience: 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;

- Professional services offered and number of employees assigned to each service;

- 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: 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:

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: 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 design competition deadline of 2/1/27 for Stage 2 and beyond.

3.1.5 Performance on previous projects: 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: 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, insure 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: a) A project schedule indicating all tasks specifically listed for this project. Time frames, review times, and critical milestones should be included.

b) 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.

c) 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 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.

3.1.9 Required Forms at Time of Proposal: The following is a list of forms that are included in this proposal package and shall be submitted at the time of proposal submission.

In order to be responsive, all proposals must have the following uploaded with submittal in

Planet Bids:

• Letter of Transmittal

• City Paperwork***

• Annual Paperwork**

• Signed Professional Services Contract*

• Attachment A*

• Tax Exemption Form

• City of Toledo Professional Services Project Paperwork*

• Bureau of Workers Compensation Certificate

* Located on the “Documents” tab in Planet Bids ** Paperwork that must be filled out once annually *** Must be filled out if not already established as a COT vendor

3.2 PRICE PROPOSAL

3.2.1 Price Proposal Form: The proposer shall complete and submit a price proposal form for all of the described work. Total hours and cost for each task listed shall be provided.

3.2.2 Pricing Procedure: The total hours for each task should as accurately as possible 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.

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 Utilities.

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 Utilities.

4.4 INSURANCE

The City of Toledo's standard insurance requirements for professional service agreements is included in this RFP as Exhibit F. 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 J. 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 E.

5. EVALUATION OF PROPOSALS:

5.1 CRITERIA AND SCORING

5.1.1 Proposals submitted will be evaluated by a Selection Committee utilizing the categories outlined in paragraphs 3.1.1 through 3.1.8 of the Technical Proposal and Other Criteria (See Exhibit C for Form). The Other Criteria primarily consists of the Selection Committee's determination of the quality of the written proposal for the preliminary review, and for the final scoring, the Oral Interview (See Section 3.3) is included.

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 ten categories indicated in Section 5.1.1. A weighted score (score times a predetermined weight factor for each category) will then be determined for each category and a total weighted score for each proposal will be calculated. See Exhibit C for the Consultant Rating Form and each category’s weight.