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

06-15-26 Posting Date

CLE-SR48-6.65

PID No. 121899

City of Loveland

Response Due Date: 07-07-26

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:

Project Management for Right of Way Acquisition Services;

Title Research;

Value Analysis;

Appraisal;

Negotiation;

Closing;

Selection Subfactors

1. Experience in R/W acquisition.

2. Past history of successful delivery of same/similar projects.

3. Public Involvements and Engagement Experience.

4. 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 July 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 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 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”, 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) 8½" 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 8½" 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:

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.

SCOPE OF SERVICES

A. Project Identification

County

Clermont/Warren

Route

SR 48

Section

6.65

Project sponsor / Maintenance responsibility:	City of Loveland

Local Let		ODOT Let	X
Scope field review:	7-23-24	Scope meeting:	7-23-24

Highway Functional Classification

Minor Arterial (Urban)

PID	121899
Fiscal Year	SFY 2028 (2)	Proposed Sale Date	Q2 FY28

B. Design Standard

AASHTO/ODOT, MMDG, City of Loveland (sidewalk, curb and gutter)

C. Project Description

Description of Proposed Improvements:

Install 6’ wide detached and 8’ wide attached sidewalk on SR 48 in the City of Loveland. Project will also include retaining walls, curb & gutter, and a mid-block RRFB crossing.

Prior studies / plan (identify):

Systemic Safety Report (January 2024)

Estimated Project Length: (begin pavement to end pavement including bridge)

3,200 ft *

Work Length: (including project length & approach work)

3,200 ft *

Alignment:

Existing

X

Relocated

Profile:

Existing

X

New

Logical Termini: (w/explanation)

O’Bannon Creek Bridge to Butterworth Road*

*project has potential to extend northern limit north along Butterworth. This will extend project length and effect RW, Environment, Drainage, Utilities etc. Decision expected by mid to late September based on a pending OKI funding application.

D. Typical Sections

Existing:

Width:

Pavement

~23’

Graded Shoulder

N/A

Treated Shoulder

N/A

R/W	Width Varies (~50’-150’)

Bridge:

face to face of rails

N/A

or toe to toe of parapets

N/A

Curbs

Yes

X

No

Curb ramps

Yes

No

X

Sidewalks

Yes

X

No

Comment

5’ wide where existing between O’Bannon Creek & Blossom Hill Drive

Guardrail

Yes

X

No

Type

Proposed:

Width:

Pavement

~23’

Graded Shoulder

N/A

Treated Shoulder

N/A

Bridge

N/A

Existing culvert to remain in place

Median:	Yes		No	X	Type
Curbs:	Yes	X	No		Type	Type 2

Curb ramps:

Yes

X

No

Per SCD BP-7.1-ada compliance required if possible otherwise waivers expected. Detail sheets required.

Sidewalks

Yes

X

No

Comment

6’ detached, 8’ attached (does not include the 0.5’ curb width). ADA compliance required.

Guardrail

Yes

X

No

Type

Replace in kind for storm replacement

Supplemental Information

ADT	7,905	Design ADT	7,905
DHV	864	Certified Traffic	N/A
T24	158 (2%)
Design Speed	35 & 45 MPH**	Legal Speed	35 & 45 MPH**

Comments:

**ODOT Completed a speed study in March 2024 & speed limit was reduced North of Sentry Hill to 45mph

E. Right-of-Way

Right-of-Way Plan:

Yes

X

No

Approximate Number of Parcels:

11 *

Known relocations:

Yes

No

X

Railroad Involvement:

Yes

No

X

Railroad Name:

N/A

Encroachments:

Airway Highway Clearance:

Yes

No

X

Remarks

Airport Name

N/A

Comments:

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:

Phone	Yes	X	No		Name of Company	TBD/Verizon
Cablevision	Yes	X	No		Name of Company	TBD/Charter/ALTA Fiber
Power	Yes	X	No		Name of Company	Duke

Buried:

Phone	Yes	X	No		Name of Company	TBD/Verizon
Cablevision	Yes	X	No		Name of Company	TBD/Charter/ALTA Fiber
Power	Yes	X	No		Name of Company	Duke
Gas	Yes	X	No		Name of Company	Duke
Pipelines:	Yes		No	X	Name of Company

Water	Yes	X	No		Private		Public	City of Loveland
Sanitary Sewer	Yes	X	No		Private		Public	MSD

Storm Sewer

Yes

X

No

Private

Public

City of Loveland

Other

Comments

Ensure there is enough RW to include any utility relocation. Will discuss relocation plan and schedule at a later date due to the potential number of utilities.

B. Structure Requirements

Existing Structure information:

Structure type:

Sufficiency Rating:

General Appraisal

Bridge No.

Structure File No.

Crossing

Bridge length:
Number of Spans

Eligible for the National Historical Register

Yes

No

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

New Structure:

Yes

No

Rehabilitate Existing Bridge

By:

Structure width:

Structure type:

Number of spans:

Beam Type:

Concrete Box

Steel

Other Design Considerations / Explanation of Change in Line/Grade:

Guardrail Type:

H. Design Exception(s) required

Yes

No

X

Explain

low speed, design exception not required.

I. Traffic Control

Signing:	Yes	X	No		Remarks	RRFB Crossing at Blossom View Drive
Striping:	Yes	X	No		Remarks
Lighting:	Yes		No	X	Remarks
Signals:	Yes		No	X	Remarks
RPM’s:	Yes		No	X	Remarks

I. Maintenance of Traffic

Detour

Part Width

X

Remarks:

No long-term closure anticipated. Traffic will be maintained as needed with notes, details, and plan

K. Driveways

Yes

X

No

Type

Gravel, Concrete & Asphalt

L. Project Funding

Project Cost Estimate

$3,556,004***

Quantity splits needed in plans to differentiate funding participation:

Yes

X

No

Comments:

Potential for a third funding source. Additional splits possible.

Coordination with Concurrent Projects Required:

Yes

No

X

Comments:

***The estimate will change based on the northern termini of the project.

Cost Estimates:

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

PE	$500,400		90%		$55,600		10%
RIGHT OF WAY	$143,577		90%		$15,953		10%
UTILITIES	$90,000		90%		$10,000		10%
CONSTRUCTION	$1,266,023		49.5%		$1,295,171		50.5%
CONST ENGINEERING	$0		0%		$179,280		100%
TOTAL	$2,000,000		56.3%		$1,556,004*		43.7%

M. Cost Recovery

Does the LPA intend to recover any Direct Labor Costs associated with this project?	Yes		No	X
Does the LPA intend to recover any Fringe and Overhead Costs associated with this project?	Yes		No	X

What Cost Recovery method does the LPA intend to utilize? 1. No cost recovery of LPA’s project direct labor, fringe benefits, or overhead costs. 2. Direct Labor plus indirect costs determined using the Federal De Minimis Indirect Cost Rate ...