VILLAGE OF GLENDALE, OHIO REQUEST FOR QUALIFICATIONS CIVIL ENGINEERING SERVICES JULY 2015

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1 VILLAGE OF GLENDALE, OHIO REQUEST FOR QUALIFICATIONS CIVIL ENGINEERING SERVICES I. INVITATION JULY 2015 The Village of Glendale requests firms submit proposal and qualifications for ongoing Civil Engineering Services. Qualified firms will have expertise in a range of civil engineering specialties including the design, oversight and construction of roads, bridges, railroad crossings and drainage systems, site and subdivision development plan review and inspection, traffic studies, regulatory compliance issues, mapping and surveying, geographic information systems (GIS). Relationships with federal, state and local partners are essential for project planning. Requires the ability to match the proper grant and loan opportunities with public works projects as they are identified. Preferred engineers will also be ODOT pre-qualified for projects involving state and federal funding including bridge design, bidding and construction. Serves as liaison and advisor for discussions and negotiations related to the railway systems crossing the Village. The Village desires to enter into a long-term relationship with a highly qualified engineering firm for day-to-day assistance and long-term capital planning. The Village of Glendale is undertaking an evaluation of existing conditions and preparing capital plans for the next ten years. The firm selected should also demonstrate experience with various public funding sources and coordination with other public agencies. II. THE VILLAGE OF GLENDALE COMMUNITY Glendale is a historic community on the National Register of Historic Places with approximately 2,200 residents within a 1.7 square mile area located in Hamilton County, OH The Village of Glendale operates its own water and wastewater systems but is included within and participates in the Hamilton County Storm Water District. There is an active railway located within the Village limits that is the subject of discussion related to quiet zones. The Village operates under Ohio Statutory Strong-Mayor form of government with a Village Administrator. The successful firm will need to work with council committees and employees from differing departments, citizen groups, and commissions. The successful firm may also be required to work with other city consultants on various projects to facilitate City goals and objectives.

2 III. SCOPE OF WORK The Village of Glendale is seeking ongoing, as-needed, professional engineering services to include design and assistance with day-to-day operations within the area of civil engineering and the Sharon Road Bridge Replacement Project to be designed in The evaluation criteria that the Village of Glendale will use to analyze qualifications for the ongoing consulting services are included in section VI of this document. The Village of Glendale reserves the right to alter this scope of work during fee negotiations with the best-qualified engineering firm. IV. SUBMISSION OF PROPOSALS Proposals must be submitted to: Loretta Rokey, Village Administrator Village of Glendale 30 Village Square Glendale, OH Eight (8) copies of proposal statements are due to the Village of Glendale by 12:00 p.m. on Friday, July 31, Packages arriving later than this time will not be accepted. For more information, please contact Loretta Rokey, Village Administrator, at (513) or by at V. CONTENT OF QUALIFICATIONS In order to facilitate evaluation of qualifications, the proposing firm is instructed to follow the outline below in responding. Proposing firms that do not follow the outline, or do not contain the required information may be considered as unresponsive. Responses must be provided in a sealed envelope prior to the deadline. 1. Statement of Qualifications, Experience and Understanding of Work, etc. shall include: a. Understanding of the Request: Provide a statement of the understanding of the request for services. Include experience and resources of the company such as ownership, history, primary contact, information relating to financial viability, etc. b. Personnel: Identify key personnel who will provide the required services directly to the Village under this request, including their qualifications, education, and relevant experience. Because this service is expected to be ongoing, firms should provide detailed information regarding the key employee(s) who will be working most often with village staff. One qualified member of the firm will be designated the main contact.

3 c. References: Provide for personnel assigned to Glendale, a list of three (3) previous references or current references with local governments or similar organizations that are similar to the scope of services requested in the RFQ. Reference information should include: 1. Contract duration, including dates 2. Services performed 3. Name, address and telephone number of contracting agency which may be contacted for verification of all data submitted d. Experience and resources of the firm including ability to assume additional work load. e. Provide the following information: Name, title, address and telephone number of individual(s) with authority to contractually bind the company, and also who may be contacted during the period of evaluation for the purpose of clarifying submitted information. VI. EVALUATION OF PROPOSALS (maximum of 100 Points) 15 Points Demonstrated experience working with public sector clients on an ongoing basis as a consulting engineer in a cost-effective and mutually beneficial manner including references for relevant services provided to clients and projects completed within the last ten years. 15 Points Experience in short and long term capital improvement planning, identification of funding sources and successful grant-writing. 15 Points Experience in roadway construction and maintenance, railroad crossings, project management, inspection, and regulatory compliance. 15 Points Experience in creating, editing, and using GIS data, as well as experience in surveying, mapping and other similar tools and techniques to assist with the development of system studies, maps, plans and other presentation materials. 10 Points ODOT qualified with experience in bridge design, related inspections, and construction management. 10 Points Experience in subdivision and site plan review related to overall design of roads, sidewalks, traffic impacts, coordination of utilities

4 and proposed amenities to ensure conformance with Village of Glendale ordinances, regulations, and other laws. 10 Points Communicates well, manages coordination of projects with other professionals and agencies, works well with village staff and is responsive to citizens and stakeholders to accomplish the goals established. 10 Points Current workload and professionals available and assigned to perform this work. Village officials will independently evaluate the RFQs. Once a quality-only ranking is determined the Village will interview and negotiate with the best firm(s) to develop a specific scope of work and contract for services specific to the Sharon Road Bridge Replacement Project based on the total score, evaluating both experience and pricing. VII. General Statement Regarding Evaluation of Responses After preliminary ranking, all qualified firms must also meet the following standards as they relate to this request. a. Have the adequate financial resources for performance or have the ability to obtain such resources as required during performance. b. Have the necessary experience, organization, technical and professional qualifications, skills and facilities. c. Be able to comply with the proposed or required time of completion or performance schedule. d. Have a satisfactory record of performance. a. Limitations and Reservations Neither this Request for Qualifications nor selection of proposing firm by the Village will commit the Village to award a contract, to pay any costs incurred in the preparation of a response to this request, or to procure or contract for services or supplies. The Village reserves the right to accept or reject any or all submittals received as a result of this request, or to cancel in part or in its entirety this Request for Qualifications if in the best interest of the Village to do so.

5 b. Disqualification of Proposing Firm and Proposal Awards will not be made to any person, firm or company in default of a contract with the City, State of Ohio, or the Federal Government. This includes default upon the payment of any financial obligation. g. Receipt and Opening of Qualifications Statements of Qualifications shall be submitted prior to the time fixed in Notice: Request for Qualifications. Submittals received after the time so indicated shall be returned unopened. NO TELEPHONE REQUESTS FOR RESULTS WILL BE ACCEPTED OR GIVEN VIII. SELECTION The Village Administrator s Office will arrange interviews with the top ranked firms and be responsible for final notice of selection and negotiation and award of an agreement. Legal Advertisement for two consecutive weeks: July 1 & July 8, 2015 Submittal Deadline: 12:00pm Friday, July 31, 2015.