Request for Qualifications for Town Square Park Improvements

Request for Qualifications (RFQ)
Town Square Park Improvements
City of Lima
Response Due Date: 9/18/2026
The services shall include professional architectural, engineering and related services necessary to support
the proposed improvements to the 100 block of North Main Street in Lima, Ohio.
Project Description
The City of Lima is seeking to retain a qualified professional consultant to provide architecture, engineering
and related services to program, design and provide bidding and construction administration services for
improvements to the Town Square Park. The City of Lima has received a Capital Improvement award for this
Community Parks, Recreation and Conservation Project as appropriated by the 136th Ohio General Assembly
through Senate Bill 450. The City of Lima will administer the selected consultant's contract.
Services will include, but are not limited to:
* Conducting a feasibility study of the existing site to assess desired improvements that best align
with the intended use while remaining within the allocated grant funds.
* Providing design and bidding services for improvements identified in the feasibility study.
* Offering construction administration services throughout the project's construction phase.
The City intends to deliver an existing survey, including surface and control data in Autodesk format.
Communications Restrictions
Please note the following policy concerning communication between Consultants and the City of Lima 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. All questions regarding
the project or RFQ requirements should be submitted in writing via email to:
Ian Kohli, P.E., P.S.
Engineering@Limaohio.gov

Site Visits
Consultants are allowed to inspect the project site at any time.
Selection Subfactors
Experience with existing site renovations similar in scope and scale.
Experience with similar ODNR grants and municipal CIP projects using similar State of Ohio funding.
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. Note that the Engineering Division uses the Ohio Department of
Transportation specifications for the majority of our contracts. For work types not covered by OhioDOT
specifications, the City of Lima will use industry standard specifications as recommended by the selected
consultant and approved by the city.
Anticipated contract type is:
Project Specific - A contract between the City of Lima and a consultant for the performance of services and
defined scope of work related to a specific project or projects. This type of contract defines all required
services during the initial scope of services and negotiation process and does not require additional scope
development for subsequent phases and authorizations.
Anticipated payment method is:
The payment method will be determined during the scope of services and negotiation process. In all cases,
the agreement shall specify a maximum amount payable, which shall not be exceeded unless adjusted by a
contract modification. Prohibited Payment Methods include the Cost Plus a Percentage of Cost and
Percentage of Construction Cost methods of payment, as the fees/profits under these contracts increase as
the consultant's costs rise.
Terms and Conditions - The selected consultant shall provide General Terms and Conditions for review and
comment by the City of Lima. A list of Prohibited Contact Terms has been included in Exhibit "B" attached
and shall be incorporated into the contract between the City and selected consultant.
Estimated Date of Authorization
It is anticipated that the selected Consultant will be authorized to proceed by November 30th, 2026.
Completion Schedule
An estimated project timeline has been provided in Exhibit "A". Based on this guidance, project milestones
will be determined during the scope of services and negotiation process. The selected consultant shall work
with the City to ensure delivery of the project within the constraints of the award.

Selection Procedures
The City will directly select a consultant based on the responses to this RFQ. The City may conduct face-to-
face interviews or request technical proposals to make a determination of the final ranking. Firms interested
in being considered for selection should respond by submitting a digital copy in pdf format to the following
address or by email by 5:00 PM on the response due date listed above.
Engineering Division
Department of Public Works
50 Town Square
Lima, OH 45801
or email: Engineering@Limaohio.gov
Fees are not to be submitted as part of the response. The selected firm will be required to submit a scope
and fee proposal after selection.
Scope of Services
The Scope of Services document is included below as Exhibit "A". It has been included to provide a general
understanding of the scope and scale of the project. The Scope of Services may be revised and shall be
determined during the negotiation process with the selected consultant.
Requirements for Letters of Interest (response to this RFQ)
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:
i. Please use a minimum font size of 11-point and maintain margins of 1" on all four
sides.
ii. Page numbers must be centered at the bottom of each page.
iii. Use 812" x 11" paper only.
iv. Bind letters of interest by stapling at the upper left-hand corner only. Do not utilize
any other binding system.
v. 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 which your firm currently provides relative to the requested services,
including current OhioDOT prequalification categories or other applicable industry specific
certifications, if any.
2. List significant subconsultants, their types of services relative to the requested services, their current
OhioDOT prequalification categories or other applicable industry specific certifications, if any, 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
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/or 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:
Firm Name:
Category Total Value Scoring Criteria Score
Management & Team
Project Manager 10 See Note 1, Exhibit 1
Strength/Experience of Assigned 25 See Note 2, Exhibit 1
Staff including Subconsultants
Firm's Current Workload/ 10 See Note 4, Exhibit 1
Availability of Personnel
Consultant's Past Performance 30 See Note 3, Exhibit 1
Project Approach 25
Total 100
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 City of Lima and other agencies. The
City 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 City shall 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 - Exhibit "A"
Project: Town Square Park Improvements
Location: 100 block of N. Main Street in Lima, Ohio.
Project Management and Meetings
The consultant will conduct an in-person kick-off meeting with the City to discuss any issues to be
clarified before the start of work. A progress meeting (in-person or virtual) shall be scheduled every
two weeks throughout the duration of the project, unless mutually agreed upon otherwise.
Feasibility Study
1. Conduct a comprehensive assessment of the existing site. The assessment shall include, but is
not limited to:
o Aesthetics & Atmosphere:
1. Landscaping & Public Space Improvements: Provide landscape and hardscape
enhancements that strengthen the square's role as an active civic space. Design
solutions should incorporate placemaking principles, promote daytime
community use, and discourage misuse of public areas.
2. Public Art: Incorporating art installations that reflect Lima's local character.
o Technology & Utilities:
1. Lighting: Upgrading primary illumination and exploring ambient/accessory
lighting options.
2. Sound System: Integrating built-in speakers and audio capabilities for events.
3. Video Display Sign: Utilizing a digital display for event promotions and public city
information.
o Event & Venue Infrastructure:
1. Stage/Platform Area: Designing a designated platform to accommodate
parades, performances, and community events.
2. Food Truck Integration: Finding optimal ways to accommodate food trucks,
including layout, access, and potential utility hookups.
o Logistics & Wayfinding:
1. Traffic & Stakeholder Impact: Evaluating how changes will interface with local
property owners, stakeholder interests, and existing traffic patterns.
2. Signage: Updating and modernizing general signage throughout the north side
of the square.
o Accessibility compliance assessment (ADA and applicable codes)

2. Work collaboratively with the City of Lima to incorporate input into the feasibility study.
3. Provide a report outlining the improvements to best support the intended use while remaining
within the available budget, including a schematic design for the preferred conceptual design.
4. Provide project renderings of the preferred conceptual design for use by the City of Lima to
inform the residents and stakeholders about the project.
Design & Bidding Phase
The City intends to deliver an existing survey, including surface and control data in Autodesk format.
1. Prepare design development documents for review and approval by the City of Lima.
2. Prepare construction documents, including detailed drawings and specifications, ensuring
compliance with all applicable codes and standards, including permitting.
3. Provide a Cost Estimate to ensure alignment with the construction budget of $1,000,000,
including contingency for change orders.
4. Assist the City of Lima in preparing bidding documents and facilitating the bidding process.
5. Respond to bidder inquiries and issue necessary addenda during the bid phase.
Construction Administration
1. Provide oversight during the construction phase, including periodic site visits to monitor
progress and compliance with contract documents, including bi-weekly progress meetings. The
selected consultant should conduct the progress meetings and issue meeting minutes.
2. Review contractor submittals, RFIs, pay requests and change orders.
3. Conduct substantial completion inspections and develop a punch list.
4. Ensure final project close-out, including as-built documentation and warranty information.
Project Timeline
The following tentative project timeline has been developed:
* Feasibility Study Phase Submittal: April 12, 2027
* Design Development Phase Submittal: July 12, 2027
* Construction Document Phase Submittal: September 13, 2027
* Competitive Bidding Phase Complete: October 11, 2027
* Council Approval of Construction: October 25, 2027
* Contractor Authorized to Proceed: January 3, 2028
* Construction Completion: November 1, 2028

Coordination & Approvals
1. The City of Lima will review and approve each project phase.
Deliverables
1. Feasibility Study Report, including schematic design plans and renderings of the preferred
conceptual design
2. Design Development and Construction Documents
3. Project Cost Estimate
4. Bid Documents and Assistance during Bidding
5. Construction Administration documents generated including for progress meetings and field
visits, Punch Lists, and Closeout Documentation
Budget
The construction budget is limited to $1,000,000. The City of Lima will use separate funding for
the selected consultant's fees.
Supporting Documentation
* Map prepared from the Allen County Auditor's GIS webpage (1 page)
* City of Lima GIS Data map (1 page)
* Conceptual Drawings of "I am LIMA" installation.
* Portions of the ODNR's CIP Guide (15 pages). It is the City of Lima's intention is to submit the
"Project Information Package" based on selected conceptual design. The selected consultant will
not be responsible for assisting in funding/expenditure reporting for the grant. It is anticipated
that all required documentation for grant reimbursement will be generated as part of the typical
process during the construction phase.

Prohibited Contract Terms - Exhibit "B"
A contract entered into by the City of Lima for the procurement of goods or services shall not include any
of the following:
(1) A provision that requires the City to indemnify or hold harmless another person or entity.
(2) A provision by which the City agrees to binding arbitration or any other binding extra-judicial dispute
resolution process.
(3) A provision that names a venue for any action or dispute against the City other than a court of proper
jurisdiction in Allen County, Ohio.
(4) A provision that requires the City to agree to limit the liability for any direct loss to the City for bodily
injury, death, or damage to property of the City caused by the negligence, intentional or willful
misconduct, fraudulent act, recklessness, or other tortious conduct of a person or an entity's employees
or agents, or a provision that would otherwise impose an indemnification obligation on the City.
(5) A provision that requires the City to be bound by a term or condition that is unknown to the City at
the time of signing a contract that is not specifically negotiated with the City that may be unilaterally
changed by the other party, or that is electronically accepted by a City employee not otherwise authorized
by the contract.
(6) A provision that provides for a person other than the City Law Director to serve as legal counsel for
the City or for any City official or employee acting within the scope of their duties, unless allowed for by
the Law Director.
(7) A provision that is inconsistent with the City's obligations under section 149.43 of the Revised Code.
(8) A provision for automatic renewal such that City funds are or would be obligated in subsequent
fiscal years.
(9) A provision that limits the City's ability to recover the cost of cover for a replacement contractor.
(B) If a contract contains a term or condition described above, the term or condition is void ab initio,
and the contract containing that term or condition otherwise shall be enforceable as if it did not contain
such term or condition.
(C) A contract that contains a term or condition described above shall be governed by and construed
in accordance with Ohio law notwithstanding any term or condition to the contrary in the contract.