RFP 26-011PWCE Professional Surveyor Services

SECTION 1 - PROPOSAL INSTRUCTIONS
1.01 COMMUNICATIONS REGARDING THIS PROJECT.
Please direct all communications regarding the RFP process to:
City of Dayton, Division of Civil Engineering
101 West Third Street
Dayton, Ohio 45402
Joseph Weinel
Telephone: (937) 333-4218
Fax: (937) 333-4077
E-Mail: joe.weinel@daytonohio.gov
All communications/questions concerning this RFP must be submitted in writing referencing the specific paragraph and
page number. The deadline for questions is listed in Section 1.02 (RFP Schedule). Written responses will be prepared by
the City and posted on the City's web site by the date listed in Section 1.02. Changes to this RFP will be made only by
formal written correspondence issued by the City.
A copy of this RFP proposal and any additional documentation may be found at the City's website at:
http://daytonohio.gov/bids.aspx
1.02 RFP SCHEDULE.
The proposed RFP schedule is to be reviewed with City Procurement and HRC, if required, and shall be mutually agreed
upon. RFP schedule to be determined prior to finalization of RFP. The following is the anticipated schedule for the RFP
Process:
Issue RFP: June 10, 2026
Proposers Deadline to Submit Questions: 5:00 PM on June 23, 2026
City's Written Responses to Questions: 5:00 PM on June 25, 2026
Due Date and Time for Proposals: 11:00 AM on July 1, 2026
1.03 SUBMITTING A PROPOSAL.
Each Consultant seeking consideration for performance of services related to this RFP must submit a proposal. All
proposals shall be submitted as a PDF via electronic submission to bids@daytonohio.gov. The City has a 20meg limit for
incoming e-mail message sizes (20meg includes e-mail itself and any attachments total). Should your company's proposal
document exceed this limit, your company will have to submit its document in multiple parts (emails). Should bid
documents require multiple emails, please designate in the "Subject" line of each email sent: RFP No. 26-011PWCE
Professional Surveyor Services, RFP No. 26-011PWCE Part 1, RFP No. 26-011PWCE Part 2, and so forth.
The bid opening will be facilitated using ZOOM with the following login information:
https://us04web.zoom.us/j/76988635137?pwd=iL3mZsCw6dCEvjLzP6abx1JCNWR7H3.1
Meeting ID: 769 8863 5137 Passcode: w8qPUK
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Find your local number: https://us02web.zoom.us/u/kbuZCr9U0u
City of Dayton, Ohio 1
Request for Proposals

Sealed proposals must be received in the Procurement bid email in-box (BIDS@DAYTONOHIO.GOV) by time/date as
indicated in Section 1.02 (RFP Schedule). Proposals received after the scheduled date/time will not be considered. All
supporting materials and documentation must be included with the proposal. The responsibility of timely delivery lies
solely with the proposer.
The City reserves the right to reject any and all proposals, to waive any irregularities in a proposal, or to accept the
proposal(s) which in the judgment of proper officials, is in the best interest of the City. The City reserves the right to
accept a part or parts of a proposal unless otherwise restricted in the RFP or issue subsequent RFPs. The City reserves the
right to approve or reject any sub-Contractors proposed for work under this proposal or waive any minor irregularities
The City reserves the right to select the successful vendor once all proposals are received, without seeking further
information for clarification from proposers. Upon review of proposals, the City may designate the most qualified
proposals as finalists. These finalists may be invited to make oral presentations and participate in a question and answer
session with the City. The City shall have the right to visit selected user sites, should this be deemed necessary.
All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest shall be
applicable to this RFP.
The City does not guarantee that any contract will be awarded because of this RFP. If a contract award is made but the
contract is not executed, the City does not guarantee that the contract will be re-awarded.
1.04 REQUIRED PROPOSAL CONTENTS.
All brochures and supplemental documentation shall be included with the original and all copies. If not, the proposal may
be considered as non-responsive. Proposers are required to submit the following information in their proposal:
* Letter of Transmittal. The proposer shall provide a transmittal letter with authorizing signature for the
proposal. The letter must briefly summarize the vendor's ability and willingness to perform the services
required by the RFP. The letter must be on the form provided in Exhibit A.
* Company Profile and Background. Provide the following information:
o Location - The street address of the proposer's company headquarters.
o Local Office of Proposer - Provide the location of the proposer's office nearest to Dayton,
Ohio. Include the local office, a contact name, address, telephone, and fax numbers.
o Company's Primary Business - State the proposer's primary business, the number of
years in the proposer's industry, and the number of employees assigned to these related
activities.
o State the legal make-up of your company: sole proprietorship, partnership, corporation,
etc.
o Please list any Lawsuits that you are currently engaged in. Please provide any and all
suits either with the City of Dayton or any other Municipalities (include, but not limited to
Federal, State, Local or other Municipalities and Governmental agencies).
* Key Personnel Information. Provide the name, title, mailing address, telephone number and e-mail address
of the persons who will function as the City's primary contact and back-up contact person. Provide brief
resumes/qualifications of personnel who will be primarily involved in this project. Include any certifications
earned, special training taken, and memberships in professional groups. Complete Form found in Exhibit A.
* Proposal Response as per Section 2.
* Statement of Exceptions to RFP requirements. Provide a detailed description of any exceptions taken to
the requirements of this RFP, including the City Standard Terms and Conditions in Section 3. Exceptions
shall be referenced to the applicable RFP section/sub-section numbers. Any other departures from the city's
RFP are to be identified and failure to do so shall make the proposal non-responsive. City's standard Terms
for Payment are Net 30 days from date of invoice once the project is complete, unless otherwise negotiated.
If you cannot comply with this, please state any changes in the Statement of Exceptions to the RFP
Requirements
* References. Provide a list of references on form provided as Exhibit B. The City is particularly interested in
contacting your governmental clients in the state of Ohio.
1.05 ITEMS THAT DISQUALIFY A VENDOR IMMEDIATELY.
* Incomplete or non-responsive proposal
* Failure to submit a proposal that addresses the minority hiring criteria identified throughout the RFP
* Inability to obtain Affirmative Action Assurance approval prior to award of the contract. See Section 3.06 for
information on how to contact the Human Relations Council.
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1.06 CRITERIA.
The selection committee will evaluate each proposal submitted based on the following criteria. After receipt and review of
the written proposal, the City may elect to have the proposal presented in person, or clarifications submitted in writing.
Proposers shall not assume that any information shared with the City prior to this RFP will be considered in the evaluation
process of this RFP. Evaluation team may or may not have prior knowledge of any discussions and processes. Evaluation
will be completed on the information submitted in response to the RFP only.
Evaluation Criteria for Goods and Services
Points
Item Description
Possible
1 Cost/Price/Lump Sum Fee 30%
2 Previous Experience as stated in Section 2.02 20%
3 Key Personnel for this Project 20%
4 Survey Approach 10%
5 Perform Within Time Limits 10%
6 Dayton Local Business 5%
7 PEP Certified Vendor 5%
Total Points 100
1.07 MISCELLANEOUS ITEMS.
* All Contractors submitting a proposal will be notified, upon final determination by the City, of the firm
or firms selected to perform the requested work.
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SECTION 2 - SCOPE OF PROJECT
2.01 OBJECTIVE.
The City of Dayton, Department of Public Works, is seeking proposals from highly experienced and professional firms
to perform professional surveying services. Professional surveyor will be required to prepare Right of Way Plans
and Descriptions for the Gettysburg Avenue Reconstruction Phase 4 and Smithville Road Reconstruction Phase 2
Projects. The Right of Way (ROW) Exhibits are under separate cover.
2.02 REQUIREMENTS.
All consultants must be Ohio Department of Transportation (ODOT) prequalified with five years of demonstrated
experience.
2.03 SCOPE OF WORK / PROJECT REQUIREMENTS.
The consultant shall prepare a Centerline plat of survey, Right-of-Way plans with property descriptions to Ohio
Department of Transportation (ODOT) standards approved by ODOT District 7 and Montgomery County Engineer's
Office. The following are the estimated number of descriptions needed:
Gettysburg Avenue Reconstruction Phase 4 (PID 121626) - 4 SH Standard Highway Easements with
Temporary Easements and 10 Temporary Easements
Preliminary ROW Plan submittal November 1, 2026.
Final ROW Plan submittal December 1, 2026.
Smithville Road Reconstruction Phase 2 (PID 121627) - 6 SH Standard Highway Easements with Temporary
Easements and 30 Temporary Easements
Preliminary ROW Plan submittal November 1, 2026.
Final ROW Plan submittal December 1, 2026.
The selected consultant will be expected to perform the following:
1. Evidence recovery of existing right-of-way. Including any additional survey needed to establish existing
right of Way. City will provide consultant with topographic survey.
2. Right-of-way/boundary resolution including any additional field survey.
3. All necessary property descriptions that meet standards established by the Ohio Revised Code and
Montgomery County, Ohio Engineer.
4. A plat of survey for the entire length of the projects, prepared and recorded with Montgomery County.
5. Detailed Plan sheet for the areas located on the project maps.
6. Prepare Standard Highway and Temporary Descriptions. Standard Highway Easement Description will
need to be submitted and approved by Montgomery County.
7. Update any descriptions where the ownership changes.
8. Prepare ROW plans according to ODOT Standards, including preliminary submittal to ODOT.
9. Set monumentation at all property corners of the dedicated areas. Item 9 will not be able to be complete
until after the construction has occurred (estimated time frame is 2 to3 years).
Contractor and any/all sub-contractor shall adhere to, at all times, the Occupational Safety & Health
Standards established by the Occupational Safety & Health Administration (OSHA). All contractors
and subcontractors will be held responsible for the safety of their employees and any unsafe acts or conditions
that may cause injury or damage to any persons or property within and around the work site area under this
contract.
2.04 PRICING STRUCTURE.
PRICES PROPOSED WILL REMAIN FIRM FOR ACCEPTANCE WITHIN 180 CALENDAR DAYS AFTER THE RFP CLOSING DATE. Pricing
will be scored with the lowest total cost receiving the full amount of points. For respondents that fall after, their costs will
be divided into the lowest cost and multiplied by the total points available. Pricing will be reviewed in accordance with the
City's Ordinances and Charter in conjunction with the Ohio Revised Code.
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SECTION 3 - REQUIREMENTS AND CONDITIONS FOR ALL PROPOSERS
3.01 TAX EXEMPTION. All items purchased under this contract will be exempt from the State of Ohio Sales Tax as
provided for in Section 5739-02(b)(1) of the Revised Code of Ohio and will be exempt from the State of Ohio Use Tax,
Section 5741.02(C)(2). Blanket Certification of Exemption Forms will be furnished to the Proposer by the Division of
Procurement.
3.02 PROPOSER AFFIDAVIT. If the successful proposer should be a corporation not incorporated under the laws of the
State of Ohio, a certificate from the Secretary of State showing the rights of the successful proposer to do business in the
State of Ohio shall be furnished. Each proposer is required to submit with their bid, an Affidavit stating that neither the
proposer nor agents thereof, nor any other party of the proposer has paid or agreed to pay directly or indirectly, any person,
firm or corporation, any money or valuable consideration for assistance in procuring or attempting to procure the contract
herein referred to, and further agreeing that no such money or reward will hereafter be paid.
3.03 PROCUREMENT ENHANCEMENT PROGRAM. It is the policy of the City to promote full and equal business
opportunity to all persons doing business with the City. The City must ensure that businesses seeking to participate in
contracting and procurement activities with the City are not prevented from doing so based on the race or gender of their
owners. The City is committed to ensuring that it is not engaged in passive participation in any form of discrimination.
(R.C.G.O. Section 35.32) It is the City of Dayton's position to encourage the greatest participation possible on all projects
connected with any aspect of the City's auspices through the Procurement Enhancement Program (PEP). All contractors
are encouraged to visit http://daytonhrc.org/business-technical-assistance/certification/ to learn more about PEP and other
certification programs, and to review the list of currently certified Minority-Owned, Woman-Owned and Small Business
Enterprises.
3.04 PROPOSER'S FINANCIAL OBLIGATION TO THE CITY. No bid may be accepted, or contract awarded to any person,
firm or corporation that is in arrears or in default to the City, or that is a defaulter of surety or otherwise upon any obligation
to the City or has failed to perform faithfully any previous contract with the City.
3.05 PROPOSER'S INCURRED COSTS. Each proposer shall be responsible for all costs incurred in preparing a response
to this RFP. All materials and documents submitted by the proposer in response to this RFP shall become the property of
the City and shall not be returned. Respondents selected for further negotiations, as well as the proposer ultimately selected
to enter into a contractual agreement with the City, shall be responsible for all costs incurred by it during negotiations.
3.06 AFFIRMATIVE ACTION ASSURANCE (AAA). The selected Contractor must electronically submit an Affirmative
Action Assurance application via the City's online vendor portal (citybots.com) and obtain approval from the Human
Relations Council (HRC) to do business with the City. You may contact the HRC for the Rules and Regulations regarding
AAA certification at:
Human Relations Council
371 West Second Street, Suite 100
Dayton, Ohio 45402
(937) 333-1403 (Office)
(937) 222-4589 (Fax)
Failure to maintain active AAA certification with the HRC may result in termination of the contract and/or denial of future
contract awards from the City. AAA certification must be updated annually via citybots.com.
3.07 STANDARD AGREEMENT TERMS FOR PROFESSIONAL SERVICES - These are standard terms are subject to
change by the City prior to the award of the contract.
ARTICLE 1. TERM
The Agreement shall commence upon execution by the City and shall terminate upon expenditure of all funds provided
herein or on December 31, 2032, whichever date is earlier.
ARTICLE 2. SERVICES TO BE PERFORMED BY CONTRACTOR
Contractor shall provide all services necessary to complete the Services that are described in the Scope of Work above,
which is incorporated herein by reference.
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ARTICLE 3. COMPENSATION
Contractor shall submit invoices, not more frequently than monthly, for payment of the Services provided. Such invoices
shall state the invoice period, total amount requested, and Services provided during the invoice period. The City will, unless
disputed, remit payment of all undisputed amounts of invoices within thirty (30) days from receipt thereof.
ARTICLE 4. CITY'S RESPONSIBILITIES
The City will furnish Contractor, at no cost or expense, all reports, records, data that might be necessary or useful to complete
the Services required under this Agreement.
ARTICLE 5. STANDARD OF CARE
Contractor shall exercise the same degree of care, skill, and diligence in the performance of the Services as is ordinarily
possessed and exercised by a professional under similar circumstances. Contractor shall have no liability for defects in the
Services attributable to Contractor's reliance upon or use of data or other information furnished by the City or third parties
retained by the City.
If, during the one-year period following completion of the Services, it is shown there is an error in the Services caused by
Contractor's failure to meet such standards and City has notified Contractor in writing of any such error within that period,
Contractor shall perform, at no additional cost to City, such Services within the original Project as may be necessary to
remedy such error.
ARTICLE 6. INDEMNIFICATION
Contractor shall indemnify and defend the City and its elected officials, officers, employees and agents from and against all
claims, losses, damages, and expenses (including reasonable attorneys' fees) of whatsoever kind and nature, to the extent
that such claims, losses, damages, or expenses are caused by or arise out of the performance or non-performance of this
Agreement and/or the acts, omissions, or conduct of Contractor and its agents, employees, contractors, sub-contractors and
representatives in undertaking and performing the Services.
This Article shall survive early termination or expiration of this Agreement.
ARTICLE 7. INSURANCE
During the term of this Agreement, Contractor shall maintain, at its sole cost and expense, no less than the following
insurance issued by an insurance company authorized to conduct business in the State of Ohio and having an "A" rating or
better by A.M. Best:
(1) General Liability Insurance, having a combined single limit of $1,000,000 for each occurrence and $1,000,000
in the aggregate.
(2) Automobile Liability Insurance, having a combined single limit of $1,000,000 for each person and $1,000,000
for each accident.
(3) Employers' Liability Insurance, having a limit of $500,000 for each occurrence.
(4) Professional Liability Insurance, having a limit of $1,000,000 annual aggregate.
(5) Contractor shall maintain errors and omissions insurance in the amount of $1,000,000.00.
Current certificates of insurance for all policies and concurrent policies required to be maintained by Contractor pursuant to
this Article shall be furnished to the City. All such insurance policies, excluding Professional Liability Insurance, shall name
the City, its elected officials, officers, agents, employees, and volunteers as additional insureds, but only to the extent of the
extent of the policy limits stated herein. All policies of insurance required hereunder shall contain a provision requiring a
minimum of thirty (30) days advance written notice to the City in the event of cancellation or diminution of coverage.
Contractor also shall maintain Workers' Compensation Insurance in such amounts as required by law for all employees and
shall furnish to the City evidence of same.
ARTICLE 8. OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY
Except as otherwise provided in this Agreement, documents and reports prepared by Contractor as part of the Services shall
become the sole and exclusive property of the City upon payment. However, Contractor shall have the unrestricted right to
their use.
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Contractor shall retain its rights in pre-existing and standard scripts, databases, computer software, and other proprietary
property. Rights to intellectual property that is not specifically designed or created exclusively for the City in the
performance of this Agreement shall also remain the property of Contractor.
ARTICLE 9. TERMINATION
This Agreement may be terminated by the City upon written notice in the event of substantial failure by Contractor to
perform in accordance with the terms of this Agreement. Contractor shall have fifteen (15) calendar days from the date of
the termination notice to cure or to submit a plan for cure acceptable to the other party.
The City may terminate or suspend performance of this Agreement for the City's convenience upon thirty (30) days prior
written notice to Contractor. In the event of termination by the City hereunder, the City will pay Contractor for Services
provided up to the date of termination.
Any such termination shall not relieve the vendor of any liability to the City for damages sustained by any breach by the
vendor. The City will be under no further monetary obligation or commitment to the vendor. The City may terminate this
contract at any time upon 30 days written notice to the vendor. In the event of termination, the City may, at its option,
exercise any remedy available to it, including the Uniform Commercial Code, according to Ohio law.
ARTICLE 10. STANDARD TERMS
A. DELAY IN PERFORMANCE
Neither the City nor Contractor shall be considered in default of this Agreement for delays in performance caused by
circumstances beyond the reasonable control of the non-performing party. For purposes of this Agreement, such
circumstances include, but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war, riots,
and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; judicial restraint;
and inability to procure permits, licenses, or authorizations from any local, state, or federal agency for any of the supplies,
materials, accesses, or services required to be provided by either the City or Contractor under this Agreement, provided the
aforementioned circumstances are not due to the negligence or fault of the asserting party or any of its agents, employees,
contractors, sub-contractors and/or representatives.
Should such circumstances occur the non-performing party shall, within a reasonable time of being prevented from
performing, give written notice to the other party describing the circumstances preventing continued performance and the
efforts being made to resume performance of this Agreement.
B. GOVERNING LAW AND VENUE
This Agreement shall be governed by and construed in accordance with the laws of the State of Ohio, without giving effect
to the principles thereof relating to conflicts or choice of laws. Any arbitration, litigation or other legal matter regarding this
Agreement or performance by either party must be brought in a court of competent jurisdiction in Montgomery County,
Ohio.
C. COMMUNICATIONS
Any written communication or notice required or permitted by this Agreement shall be made in writing and shall be delivered
personally, sent by express delivery, certified mail or first-class U.S. mail, postage pre-paid to the address specified below:
Company Name:
Address:
City, State Zip Code
Attention:
Title:
Nothing contained in this Article shall be construed to restrict the transmission of routine communications between
representatives of Contractor and the City.
D. EQUAL EMPLOYMENT OPPORTUNITY
Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex,
sexual orientation, gender identity, ancestry, national origin, place of birth, age, marital status, or handicap with respect to
employment, upgrading, demotion, transfer, recruitment or recruitment advertising, lay-off, termination, rates of pay or other
forms of compensation, or selection for training, including apprenticeship.
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