Uptown Road Widening & Utility Extension Project

Request for Proposals – Uptown Road Widening & Utility Extension Project

The City of Tipp City intends to widen and make improvements to SR 571 (West Main Street) west of County Road 25a and continuing west +/- 2,700’. The City is seeking proposals from qualified firms for engineering and design work associated with this project. The City desires to retain a qualified firm for design services to prepare plans, estimates, specifications, and contract documents for this project.

Scope of Services

The City currently owns a 60-acre parcel of land at the intersection of County Road 25A and State Route 571 (Parcel G15-022634) and is planning to develop the property for commercial use. Recently the City has entered into a real estate option agreement with Meijer with the ultimate plan of Meijer to construct a general merchandise and grocery store at this site along with other outlot development and potentially other use. Per our agreement with Meijer, the City is responsible for the design and construction related to the project including the extension of sanitary sewer main, water main, storm sewer, new traffic signal. No federal funds have been received for this project, but the City has received state funding from the state capital budget. While this isn’t an ODOT project, the City would like to follow state requirements due to receiving state funding. The City recently completed a traffic study that will be provided to the selected firm that will be used as the basis for the widening of SR 571. There will be rightof-way acquisition for this project.

Design Services

1. The selected consultant will be required to coordinate and attend a kickoff meeting, design progress meetings, and submittals of contract documents and coordination of all existing and planned utilities.
2. The selected consultant shall provide all topography and establish existing right of way within the project area necessary to prepare comprehensive plans and specifications to comply with all federal, state, and local standards and regulations. All existing utility and field information are to be obtained.
3. Soil borings have been conducted in the recent past in this area. If necessary, additional geotechnical work may be required. The cost of this work will be a pass-through cost of the consultant.
4. Provide estimates of construction costs.
5. Detailed design and preparation of plans and specifications. The consultant will prepare the plans including maintenance of traffic plans, technical specifications, and bid form, and contract documents. A sample contract from a previous construction project will be provided.
6. Construction drawings shall contain plan and profile sheets along with sufficient details, plan notes and specifications to communication to the contractor. Cross sections shall be prepared at a minimum of 50-foot intervals and include all key locations such as driveways. The plans must be acceptable to the City and shall include all existing and proposed right-of-way and the location of all items (trees, poles, utilities, structures, etc.) within 50 feet of the right-or-way.
7. Design the plans for a base bid and alternate. Depending on various factors, the City may elect to widen the roadway and extend utilities the entire +/- 2,700’ or choose to only construct the first +/- 1,200’ leaving the remaining construction for a phase 2 project.
8. Assist the City in applying for permits and approvals required by law for this project. This assistance shall consist of completing and submitting forms to all appropriate regulatory agencies. City will pay for necessary permit fees.
9. Right-of-way acquisition will be required on this project. The consultant shall prepare a right-of-way plan showing all right-of-way acquisition for this project, permanent and temporary, as required. The engineering consultant will monument and provide temporary stakes at all temporary and permanent right-of-way takes in the field and provide a legal description for each tract, signed by a registered professional surveyor. Note: the City will retain a separate ODOT pre-qualified firm to negotiate & obtain all necessary right-of-way in accordance with ODOT procedures, including all title reports, closings, appraisals, & negotiations to acquire the right-of-way.
10. Assist the City with the bidding phase including but not limited to contractor solicitation, answering contractor questions, assisting with addenda, evaluating bids received, making contractor recommendations to the City, and facilitating the preconstruction meeting.
11. During construction, the consultant should allocate 20 hours of time to respond to questions from the City, the contractor,
12. Following construction, compile and deliver to the City a reproducible set of Record Documents based upon the marked-up record drawings, addenda, change orders, and other data furnished by the contractor or other third parties. Provide record drawings in electronic format and hard copy.

Prequalification Requirements

The selected firm must be Ohio Department of Transportation prequalified.

Anticipated Schedule

• September 18th, 2026                    Request for Proposals available to Consultants
• October 9th, 2 PM                           RFP received from Consultants
• October 19th – 27th                        Review of RFP’s
• November 2nd, 2026                      Tipp City Council award of design services
• November 12th, 2026                     Execute contract for design services
• September 13th, 2027                    Design completed & final plans delivered to City

Response to RFP

Responses shall be limited to 12 pages total (single-sided) and shall include the following items:

1. Project understanding and approach to the requested services. Include any additional anticipated or recommended services.
2. Firm Experience. Include firm experience on similar completed projects. Include four (4) references for similar sizes and types of projects. References to include owner, project name, contact person’s name, title, address, and phone number.
3. Qualifications of consultant personnel and of any sub-consultants included in your project team. Identification and qualifications of project manager, project engineer, and all key personnel proposed for this project.
4. Detailed proposed schedule of tasks included in the scope of work to be completed. Current firm workload and projected workload over the anticipated project schedule.
5. Proposed design fee

Any major deviation from these requirements may be cause for rejection of a firm’s submittal at the City’s discretion.

Criteria for Consultant Selection

Selection of the consultant will be based on the firm’s professional qualifications, experience and expertise with consideration given to the following:

1. Understanding of all aspects of the project and proposed approach.
2. Experience with the City of Tipp City and the successful completion of similar size and type projects.
3. Qualifications of personnel assigned to and available for this project.
4. Ability to complete the work to the satisfaction of the City of Tipp City in a timely manner (include a time schedule for completion).
5. Proposed man-hours required for each phase of work.

Upon completion of the evaluation process, the City will select and rank the firms which it considers to be most qualified.