Request for Qualifications Cleveland Rd Sidewalk, Curb & Drainage - Inspection Services

10-16-26 Posting Date
ERI-06-10.54 Cleveland Road Sidewalk Project
PID No.121966
City of Sandusky
Response Due Date: 10-29-26
Communications Restrictions
Please note the following policy concerning communication between Consultants and the
City of Sandusky during the announcement and selection process:
During the time period between advertisement and the announcement of final consultant
selection, communication with consultants (or their agents) shall be limited as follows:
Communications which are strictly prohibited:
Any discussions or marketing activities related to this specific project.
Allowable communications include:
Technical or scope of services questions specific to the project or RFP requirements.
Project Description
The services include Construction Inspection and Construction Administration services for the
Cleveland Road Sidewalk project, including sidewalks and stormwater installation as major
components of the project. Access management and pedestrian upgrades are included as major
factors of the safety project. Meticulous coordination with property owners is imperative
throughout the entire length of the project.
Estimated Construction Cost: $1,373,000
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 pre-qualified construction inspection
activities. In instances where pre-qualification for these services is required, a pre-qualified
individual, either employed by the prime consultant or a subconsultant, must be named in order
to meet the requirement.
For agreements that require pre-qualification 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).
CONSTRUCTION INSPECTION AND ADMINISTRATION:
Project Inspector 2;
Project Structure Inspector;
Soils and Aggregate Inspector;
Traffic Signal and Lighting Inspector
Construction Engineer Level 2;
Construction Management Firm
FINANCIAL MANAGEMENT SYSTEM EVALUATION
Compliant with Federal Requirements (Prime consultant and subconsultants that
provide engineering and design related services must meet this prequalification
requirement)
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 December 2026.
Project Schedule
Project Bidding November 2026
Award December 2026
Construction December 2026
Completion June 2027
Disadvantaged Business Enterprise (DBE) Participation Goal
N/A
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 2016 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 Sandusky, 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
including disadvantaged business enterprises 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 Sandusky 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 one electronic
copy of the Letter of Interest to the following listed individuals via email by 12:00 PM on the
response due date listed above.
City of Sandusky
Melissa Vassallo, Project Coordinator
mvassallo@cityofsandusky.com
Joshua R. Snyder, Public Works Engineer
jsnyder1@cityofsandusky.com
Responses received after 12:00 PM 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 TOTAL,
of which, up to two (2) pages allowed 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.
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 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 relative 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 Project: ERI-06-10.54
for PID: 121966
Programmatic Selections Project Type: Sidewalk/Drainage
District:3
Selection Committee Members:
Firm Name:
Category Total Value Scoring Criteria Score
Management & Team
Project Manager 10 See Note 1, Exhibit 1
Strength/Experience of Assigned
Staff including Subconsultants 25 See Note 2, Exhibit 1
Firm's Current Workload/
Availability of Personnel 10 See Note 4, Exhibit 1
Consultant's Past Performance 30 See Note 3, Exhibit 1
Project Approach 25
Total 100
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.

City of Sandusky
CONSTRUCTION ADMINISTRATION, INSPECTION, AND MATERIALS
MANAGEMENT SCOPE OF SERVICES
Project Specific Services
Project Name ERI-06-10.54 - Cleveland Rd. Sidewalk Project
PID 121966
Project Description Drainage and Sidewalks along Cleveland Rd. between
Pipe St. and E. Shoreway Dr. Three (3) midblock
crosswalks around Washington Parks, crossing routes
US 6 and SR 4.
Work Description The services include Construction Inspection and
Construction Administration services for the Cleveland
Rd. Sidewalk Project. Involves drainage installation,
sidewalks, driveway aprons, curbing, ADA ramps and
RRFB's. Meticulous coordination with property owners is
imperative throughout the entire length of the project.
Scope of Services Meeting Date November 16, 2026
I. GENERAL REQUIREMENTS
Provide services in accordance with ODOT's Construction Administration Manual of Procedures,
2017 or latest revision.
II. SCOPE OF WORK
Provide a project team including personnel that meet the following prequalification categories:
ODOT Prequalification Approximate
Notes
Category Number Required
Project Inspector 1 1
Project Inspector 2 1
Structures Inspector 1
Soils & Aggregate Inspector 1
Traffic Signal and Lighting Inspector 1
Construction Engineer Level 2 1
Approximate
Non-Prequalified Personnel Notes
Number Required
Documentation Clerk 1
The services may include:
A. Construction Contract Administration Duties
The performance of engineering and supervisory duties, administration, inspection and
materials management required in the administration of a Federal Aid construction

contract, as defined in the Ohio Department of Transportation (ODOT) Construction
Inspection Manual of Procedures, and in accordance with the Construction and Materials
Specifications (CMS), and construction contract specific requirements.
The table below includes the specific services required for this agreement.
Responsibility
ODOT
PRIMARY TASK LPA CONSULTANT NOTES
Oversight
POST AWARD
Preconstruction
X X
Conference
ACTIVE PROJECT
ADMINISTRATION
Daily Field Engineering and
X X
Inspection
MATERIALS
MANAGEMENT, TESTING
AND CERTIFICATION
Asphalt, Concrete &
Aggregate
X
Producer/Supplier X
Monitoring
Asphalt, Concrete &
X
Aggregate Field Testing
Field Inspection of
Materials from ODOT X
Certified Sources
Monitoring and
Documentation of Materials X X
Management Process
PROJECT
DOCUMENTATION
Daily Diaries X
Documentation of
Quantities, Completed & X
Accepted
Monitoring of Project
X X
Documentation
ACTIVE PROJECT
MANAGEMENT
Progress Meetings X X
Schedule Tracking and
X X
Updates
PAYMENT &
REIMBURSEMENTS
LPA to process final
Contractor Payment X X payment after consultant
review & approval.
Summary of Progressive
X
Payment

Invoice and
Reimbursement X
Preparation
Review and Approval of
X X
Reimbursement Request
CONTRACT CHANGES
Negotiation and
LPA to be apart of all
Preparation of Change X X
conversations.
Orders
Concurrence on significant
LPA to be apart of all
Change Orders for X X X
conversations.
Reimbursement
CLAIMS MANAGEMENT
Claims Negotiation and
X
Approval of Resolution
Approval of Funding for
X X
Resolution
Monitoring and
Documentation of Claims X X
Management Process
PREVAILING WAGE
COMPLIANCE
Wage Interviews, Payroll
X
Reviews
Resolution of Underpaid
X
Wages
Monitoring and
Documentation of
X X
Prevailing Wage
Compliance Process
EEO AND DBE
CONTRACT
COMPLIANCE
EEO/DBE Contract
X
Requirements
Bulletin Board Monitoring X
Review and Approval of
X X
Contractor DBE Waivers
Commercially Useful
X
Function Reviews
Monitoring and
Documentation of LPA's
X X
EEO and DBE Compliance
Process
PROJECT FINALIZATION
Final Inspection and
X X
Acceptance
Resolution of Punch list
X
Items
Agreement of Final
X
Quantities, Payment

Final Payment to
Contractor, Release of X
Responsibility
Preparation of Project
X
Closeout Documents
Review and Approval of
X X
Finalization Documents
Completion of LPA
Contract Administration X X
Evaluation
B. If included above or requested in writing, provide a documentation clerk as follows:
1. Job Duties
Performs specialized clerical tasks (e.g. searches records, gathers & organizes
data, information & summarizes in preliminary reports; checks accuracy, clarifies
discrepancies & certifies final data, possesses Microsoft Word and spreadsheet
skills to produce basic reports and basic data entry). Performs general clerical
tasks (e.g. maintains files; sorts and routes mail; answers phones, greets visitors;
orders & stocks supplies; maintains calendar; makes copies; prepares materials
for mailing; schedules meetings). Prepares and maintains construction project
records and reports by entering information into Site Manager (e.g. prepares daily
construction diaries by compiling information from the inspectors reports, prepares
monthly project status reports, compiles data from records for accurate submission
of contract information. Performs other miscellaneous duties as assigned by the
Project Engineer.
2. Qualifications
a. High school diploma or GED.
b. Formal education in arithmetic that includes addition, subtraction,
multiplication, division, fractions, percentages & decimals, reading, writing
and speaking common English vocabulary.
c. Two (2) years training and/or experience in office practices and
procedures, including use of Microsoft Word and spreadsheets.
III. COMPENSATION
A. The City of Sandusky shall make payment based on actual hours worked by the
Consultant's employees, excluding sick leave, personal leave, and vacation. Payment for
holidays will not be made unless the Consultant is required to work; in such case, the
holiday will be considered a regular workday and will be paid at the regular hourly rate,
unless the forty (40) hour work week requirement has been met as described in the
following Paragraph (B). Work in excess of forty (40) hour work week must be approved
by the City of Sandusky prior to being incurred.