CLE-SR48-6.65 PID No. 121899 - R/W Services

07-20-26 Posting Date

CLE-SR48-6.65

PID No. 121899

City of Loveland

Response Due Date: 08-10-26

Communications Restrictions

Please note the following policy concerning communication with the City of Loveland and any City employees during the announcement and selection process:

During the time period between advertisement and the announcement of final consultant selection, the City of Loveland will not communicate with consultants (or their agents) regarding:

1) discussions or marketing activities related to this project;

2) the status of the selection process relative to this project; or

3) any communications related to the listed project.

Permissible communications include technical or scope of services questions specific to the project or RFP requirements; project administration activities for previously authorized agreements, scope and negotiation activities for projects selected but not under contract, training, or related activities.

Any questions shall be submitted via email to Chris Wojnicz, Assistant City Manager, at cwojnicz@lovelandoh.gov.

All questions not submitted strictly in accordance with the procedure outlined above will not be answered.

When completed, selections will be announced via e-mail.

Project Description

The Consultant will perform Right of Way Acquisition Services for improvements on State Route 48. The project involves the installation of 6' detached and 8' attached sidewalk on the south and north side of State Route 48 from approximately Blossom View Drive to Butterworth Road (3,200 +/- linear feet) If funded through OKI, project will extend up the east side of Butterworth Road to Dorsey Lane (additional 2,300 +/- linear feet). Project will include retaining walls, curb and gutter, a mid-block RRFB crossing and storm improvements. See attached LPA Scope of Services Document, attached as Exhibit A.

Estimated Construction Cost: $2,894,195.65

Prequalification Requirements

Prequalification requirements for this agreement are listed below. For all prequalification categories other than FINANCIAL MANAGEMENT SYSTEM EVALUATION the requirement may be met by the prime consultant or a subconsultant.

Also, please note that only individuals (not firms) are prequalified for right of way acquisition services. In instances where prequalification for these services is required, a prequalified individual, either employed by the prime consultant or a subconsultant, must be named to meet the requirement.

For agreements that require prequalification in FINANCIAL MANAGEMENT SYSTEM EVALUATION, the prime consultant and all subconsultants that provide engineering and design-related services must be prequalified in this category. Engineering and Design Related Services are defined as follows:

Program management, construction management, feasibility studies, preliminary engineering, design engineering, surveying, mapping, or architectural related services with respect to a highway construction project subject to 23 U.S.C. 112(a) as defined in 23 U.S.C 112(b)(2)(A); and

Professional services of an architectural or engineering nature, as defined by State law (ORC 5526), which are required to or may logically or justifiably be performed or approved by a person licensed, registered, or certified to provide the services with respect to a highway construction project to 23 U.S.C. 112(a) and defined in 40 U.S.C. 1102(2).

RIGHT OF WAY ACQUISITION SERVICES:

Appraisal Review;

Selection Subfactors

Experience in R/W acquisition.

Past history of successful delivery of same/similar projects.

Public Involvements and Engagement Experience.

Knowledge of ODOT Systemic Grant Programmatic Requirements.

Contract Type and Payment Method

Refer to the ODOT's Manual for Administration of Contracts for Professional Services, Volume 1: Consultant Contract Administration, Sections 4.3.A and 4.3.B for guidance concerning the appropriate contract type and payment method. Based on this guidance, contract type and payment method will be determined during the scope of services and negotiation process.

Estimated Date of Authorization

It is anticipated that the selected Consultant will be authorized to proceed by September 2026.

Completion Schedule

See attached ODOT Milestones in LPA Scope.

Suspended or Debarred Firms

Firms included on the current Federal list of firms suspended or debarred are not eligible for selection.

Terms and Conditions

The Department's Specifications for Consulting Services 2026 Edition will be included in all agreements selected under this request for letters of interest.

Compliance with Title VI of the Civil Rights Act of 1964

The City of Loveland, in accordance with Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all bidders will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, disability, low-income status, or limited English proficiency in consideration for an award.

Selection Procedures

The City of Loveland will directly select a consultant based on the Letter of Interest (LOI). The requirements for the LOI and the Programmatic Consultant Selection Rating Form that will be used to select the consultant are shown below.

Firms interested in being considered for selection should respond by submitting three (3) copies or one electronic version (on a flash drive) of the Letter of Interest, labeled "CLE-SR48-6.65 Right of Way Consulting Services - Appraisal Review", to the following address by on the response due date listed above.

Chris Wojnicz, Assistant City Manager

City of Loveland, Ohio

120 W. Loveland Ave.

Loveland, Ohio 45140

Responses received after on the response due date will not be considered.

Scope of Services

The Scope of Services document is included below.

Requirements for Letters of Interest, Programmatic Selection Process

A. Instructions for Preparing and Submitting a Letter of Interest

1. Provide the information requested in the Letter of Interest Content (Item B below), in the same order listed, in a letter signed by an officer of the firm. Do not send additional forms, resumes, brochures, or other material.

2. Letters of Interest shall be limited to ten (10) 812" x 11" single sided pages plus two (2) pages for the Project Approach (Item B.5 below).

3. Please adhere to the following requirements in preparing and binding letters of interest:

a. Please use a minimum font size of 12-point and maintain margins of 1" on all four sides.

b. Page numbers must be centered at the bottom of each page.

c. Use 812" x 11" paper only.

d. Bind letters of interest by stapling at the upper left-hand corner only. Do not utilize any other binding system.

e. Do not provide tabbed inserts or other features that may interfere with machine copying.

B. Letter of Interest Content

1. List the types of services for which your firm is currently prequalified by the Ohio Department of Transportation.

2. List significant subconsultants, their current prequalification categories and the percentage of work to be performed by each subconsultant.

3. List of the Project Manager and other key staff members, including key subconsultant staff. Include project engineers for important disciplines and staff members that will be responsible for the work, and the project responsibility of each.

Address the experience of the key staff members on similar projects, and the staff qualifications related to the selection subfactors noted.

4. Describe the capacity of your staff and their ability to perform the work in a timely manner, relative to present workload, and the availability of the assigned staff.

5. Provide a description of your Project Approach, not to exceed two pages. Confirm that the firm has visited the site and address your firm's: 1) Technical approach; 2) Understanding of the project; 3) Qualifications for the project; 4) Knowledge and experience concerning relevant ODOT and local standards, procedures and guidance documents; 5) Innovative ideas; 6) Project specific plan for ensuring increased quality, reduced project delivery time and reduced project costs.

Items 1 thru 4 must be included within the 10-page body of the LOI. Remaining space within the ten (10) pages may be utilized to provide personnel resumes or additional information concerning general qualifications.

Consultant Selection Rating Form for Programmatic Selections

Project:

PID:

Project Type:

District:

Selection Committee Members:

Firm Name:

Exhibit 1 - Consultant Selection Rating Form Notes

1. The proposed project manager for each consultant shall be ranked, with the highest ranked project manager receiving the greatest number of points, and lower ranked project managers receiving commensurately lower scores. The rankings and scores should be based on each project manager's experience on similar projects and past performance for the LPA and other agencies. The selection committee may contact ODOT and outside agencies if necessary. Any subfactors identified should be weighed heavily in the differential scoring.

Differential scoring should consider the relative importance of the project manager's role in the success of a given project. The project manager's role in a simple project may be less important than for a complex project, and differential scoring should reflect this, with higher differentials assigned to projects that require a larger role for the project manager.

2. The experience and strength of the assigned staff, including subconsultant staff, should be ranked and scored as noted for Number 1 above, with higher differential scores assigned on more difficult projects. Any subfactors identified in the project notification should be weighed heavily in the differential scoring.

As above, other agencies may be contacted.

3. The consultants past performance on similar projects shall be ranked and scored on a relative, differential scoring type basis, with the highest ranked consultant receiving a commensurately greater number of points. The selection team should consider ODOT CES performance ratings if available and consult other agencies as appropriate. The use of CES ratings shall place emphasis on the specific type of services requested.

The differential scoring should consider the complexity of the project and any subfactors identified in the project notification.

4. The consultant's workload and availability of qualified personnel, equipment and facilities shall be ranked and scored on a relative, differential scoring type basis. The scoring shall consider quantifiable concerns regarding the ability of a firm (or firms) rated higher in other categories to complete the work with staff members named in the letter of interest.

SCOPE OF SERVICES

Project Identification

B. Design Standard

C. Project Description

D. Typical Sections

Existing:

Proposed:

Supplemental Information

E. Right-of-Way

Note: Provide a footprint of proposed and existing right of way limits as soon as available to District Env. Coordinator and District Real Estate Administrator.

Caution: Environmental needs to be clear prior to the beginning of right of way acquisition. A Local, utilizing their own monies, assumes many risks by proceeding with acquisition prior to environmental being cleared. These risks include purchasing r/w that may never be used for the project and purchasing a site that contains the need for hazardous waste cleanup.

F. Utilities

Aerial:

Buried:

G. Structure Requirements

Existing Structure information:

Proposed Structure: no proposed changes to the existing structure at Blossom View Dr

H. Design Exception(s) required

I. Traffic Control

Maintenance of Traffic

K. Driveways

L. Project Funding

Cost Estimates:

Total Federal Funds/Percent Split Total Local Funds/Percent Split

M. Cost Recovery

N. Environmental Need ODOT's guidance for this section

Any Known Environmental Concerns (ex. historic properties on National Register, wetlands,

underground storage tanks, stream relocation):

O. Roles / Responsibilities

P. Field Review

REPRESENTATIVES PRESENT:

Geotech: SGE applies, draft Geotech report by stage 1. Wall will require borings

Roadway: ADA compliance is required for all walks and ramps. If not possible, then waivers will be expected. Detail sheets required for ramps. Should show slopes, widths, lengths and elevations to ensure compliance.

Walk should be designed to MMDG

HMA: A maintenance agreement will be needed for the sidewalk and retaining wall outside of City limits.

RW: if RW services are over 50K then the QBS process is necessary.

Drainage:

Floodplain- Floodplain Coordination is required. If the construction limits of the project is within Zone AE Floodplain but not Floodway, then LD-53 is all that is required. If the construction limits of the project is within the Zone A, then additional floodplain efforts will be required

Storm Sewer- calculations are required for new storm sewer (by stage 1)

Inlet Spacing- Spread calculations are required for new curb (by stage 1)

Ditch- calculations are required since the longitudinal slopes are steep and the ditches are large (by stage 1)

BMP- Are required if the EDA is greater than 1 acre. Look at BMP early since it may require additional ROW. (by stage 1)

Utility Coordination:

Consultant to try to avoid utility conflicts throughout design while holding to the scope of work. If utility conflicts cannot be avoided, they should be minimized. Consultant to provide a copy of the OUPS ticket information to ODOT PM (if applicable). Up to date utility contacts shall be used at each plan submission. Utility contact information can be requested by consultant from ODOT PM. If OUPS and OGPUPS ticket are more than two (2) years old, a design non-marking ticket shall be requested to obtain most up to date Utility Members List. The ticket does not need to be submitted to obtain the Utility Members List.

Consultant to provide a utility set of plans with the utility lines shown in color using the most recent version of ODOTcadd_UTPen.tbl at each plan submission. This file is found in the standard ODOTcadd executable file that can be downloaded from the .

Consultant to prepare a summary of potential utility conflicts at each plan submission. Summary to be provided to Utility Companies at each plan submission. Summary to include, but not limited to station and offset of conflict, type of conflict (direct, decreased cover, proximity, etc.), utility owner (if known) and utility type.

Consultant to compile Utility Company responses and forward to the ODOT PM. Final compilation of utility correspondence is due 35 days after plan submission to utilities. A "no response" from a utility on a plan submission review cannot be considered as "no comment", "no conflicts" and/or "a confirmation of the consultant's findings" from the utility. A written response (email is sufficient) must be received from the utility verifying that they have no comments, no conflicts and/or they agree with the conflicts identified by the consultant.

Consultant to review the Utility Company responses and evaluate. The evaluation of the responses shall include validating that a conflict does exist or that a utility may remain in place. If a conflict does exist, consultant should provide an evaluation of the feasibility of potential resolutions. A disposition of utility status (i.e. utility to stay in place, utility facility relocation plan in writing or plan format) is required at the Stage 3 submission. This disposition shall be included to the utilities with the Stage 3 plan submission. This disposition shall be formulated based on utility responses from previous plan submissions.

Project Schedule