Construction Engineering & Inspection (CEI) Services for North Ridge Trail

RFP NOTICE
Polk County, a political subdivision of the State of Florida, requests the submittal
proposals from vendors that are interested in providing Construction Engineering &
Inspection Services here as described herein. Sealed proposals must be received in the
Procurement Division, prior to the due date and time listed below.
RFP Number & Title: 26-228, Construction Engineering & Inspection (CEI) Services
for North Ridge Trail
Description: Provide CEI services for the North Ridge Trail project as
described in the RFP document
Receiving Period: Wednesday, May 20, 2026, prior to 2:00 p.m.
Bid Opening: Wednesday, May 20, 2026, 2:00 p.m.
This form is for RFP registration only. Please scroll down for additional information.
Special Instructions:
To obtain a copy of the drawings, permits and other RFP related documents please go
the following FTP site: https://ftp3.polk-county.net/, you will be prompted for a User ID
and Password. The User ID is procurevendor and the password is solicitation. After you
have logged in to the FTP site, double click on the file folder "RFP 26-228, RFP
Attachments", select "Open" or "Save As" to download. If you need assistance accessing
this website due to ADA or any other reason, please email Tabatha Shirah at
tabathashirah@polkfl.gov.
Questions regarding this RFP must be in writing and must be sent to Tabatha Shirah, Sr.
Procurement Analyst, via email at tabathashirah@polkfl.gov. All questions must be
received by Wednesday, May 6, 2026.
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RFP REGISTRATION
You must register using this form in order to receive notice of any addenda to these documents.
Please fax the completed form to the Procurement Division as soon as possible. It is the vendor's
responsibility to verify if addenda have been issued.
RFP Number: 26-228
RFP Title: Construction Engineering & Inspection (CEI) Services for North Ridge Trail
This form is for bid registration only. Please scroll down for additional information.
Carefully complete this form and return it to the Procurement Division via e-mail to
procurement@polkfl.gov or fax (863) 534-6789. You must submit one form for each
solicitation that you are registering for.
Company Name: __________________________________________________
Contact Name: ____________________________________________________
Mailing Address: ___________________________________________________
City: _____________________________________________________________
State: ____________________________________________________________
Zip Code: _________________________________________________________
Phone Number: ____________________________________________________
Email: ____________________________________________________________
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PROPOSAL SUBMITTAL INSTRUCTIONS
Proposers must submit their proposal prior to 2:00 p.m. on the receiving date. Proposals
must be submitted in a "sealed" parcel or electronically through Polk County's secure
website, Kiteworks. Proposals will be publicly opened at 2:00 p.m. on the receiving date.
Sealed Parcel Submittal:
If you are submitting a sealed parcel proposal submit one (1) original marked ORIGINAL
and five (5) copies marked COPY of the proposal in a sealed parcel to the Procurement
Division. The parcel should be labeled "RFP 26-228, CEI Services for North Ridge
Trail" and marked with the proposer's name and address. The Proposals may be mailed
or delivered to:
Polk County Procurement Division
330 West Church Street, Room 150
Bartow, FL 33830
To assist with labeling the sealed parcel, please cut along the outer border and affix this
label. Be sure to include the name of the company submitting the proposal where
requested.
Sealed Proposal. DO NOT OPEN
RFP Number 26-228
RFP Title CEI Services for North Ridge Trail
Due Date/Time: May 20, 2026, prior to 2:00 pm
Submitted by:
Deliver To: Polk County Procurement Division
330 West Church Street, Room 150, Bartow,
Florida 33830
Proposals may be mailed, express mailed or hand delivered. It is the Proposers
responsibility to ensure their package is delivered to the Procurement Division prior to
2:00 p.m. on the Receiving date and time referenced above. Proposals delivered at 2:00
p.m. or later will not be accepted.
Electronic Proposals Submittal:
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All prospective Proposers that are interested in submitting their proposals electronically
can do so via the County's secure electronic submittal website, Kiteworks. Proposers
must email tabathashirah@polkfl.gov at least 48 hours prior to opening to receive a link
to upload their submittal. Please only upload your documents as a PDF or Excel file for
the Cost Tab, if applicable. Please use the name convention of your files as follow:
"RFP 26-228 Tab 1"
"RFP 26-228 Tab 2"
"RFP 26-228 Tab 3"
"RFP 26-228 Tab 4"
"RFP 26-228 Tab 5"
"RFP 26-228 Tab 6"
"RFP 26-228 Tab 7"
"RFP 26-228 Tab 8"
For more instructions, a video tutorial has been produced to further explain the electronic
solicitation submittal process. It can be found by clicking here for RFP Submittals:
https://youtu.be/vkn_7AHgioE. If you need assistance accessing this website due to ADA
or any other reason, please email Tabatha Shirah at tabathashirah@polkfl.gov.
Procurement recommends that Proposers submitting electronically double check the
documents submitted into Kiteworks to ensure all requested tab information has been
uploaded. Failure to upload the requested tab information may result in the proposal
being deemed nonresponsive.
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POLK COUNTY
Procurement Division
Fran McAskill
Procurement Director
REQUEST FOR PROPOSAL # 26-228
Construction Engineering & Inspection Services for North Ridge Trail
Sealed proposals will be received in the Procurement Division, Wednesday, May 20, 2026 prior
to 2:00p.m.
Attached are important instructions and specifications regarding responses to this Request for
Proposal (the "RFP"). The failure of a responding proposer (a "Proposer") to follow these
instructions could result in Proposer disqualification from consideration for a contract to be
awarded pursuant to this RFP.
This document is issued by Polk County (the "County") which is the sole distributor of this RFP and
all addenda and changes to the RFP documents. The County shall record its responses to inquiries
and provide any supplemental instructions or additional documents pertaining to this RFP in the
form of written addenda to the RFP. The County shall post all such addenda, together with any
other information pertaining to this RFP, on the County's website at
www.polkfl.gov/business/procurement/ it is the sole responsibility of each Proposer to review the
website prior to submitting a responsive proposal (a "Proposal") to this RFP to ensure that that the
Proposer has obtained all available instructions, addenda, changes, supporting documents, and
any other information pertaining to this RFP.
The County is not responsible for any solicitations issued through subscriber, publications, or other
sources not connected with the County and the Proposer should not rely on such sources for
information regarding the RFP solicitation.
Questions regarding this RFP must be in writing and must be sent to Tabatha Shirah, Sr.
Procurement Analyst, via email at tabathashirah@polkfl.gov. All questions must be received by
Wednesday, May 6, 2026 by 4:00.
Proposers and any prospective Proposers shall not contact, communicate with or discuss
any matter relating in any way to this RFP with any member of the Polk County Board of
County Commissioners or any employee of Polk County other than the County
Procurement Director or the individual designated above. This prohibition begins with the
issuance of the Request for Proposal and ends upon execution of a contract. Any such
communication initiated by a Proposer or prospective proposer shall be grounds for
disqualifying the offender from consideration for a contract to be awarded pursuant to this
RFP and for contracts to be awarded pursuant to RFPs or Requests for Bid that the County
may issue in the future.
A Proposer's responsive Proposal to this RFP may be electronic submittal, mailed, express mailed,
or hand delivered to:
Polk County Procurement Division
330 West Church Street, Room 150
Bartow, Florida 33830
863-534-6757
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INTRODUCTION
Polk County, a political subdivision of the State of Florida seeks professional engineering
services for "Construction Engineering & Inspection Services for North Ridge Trail", the
Project.
Polk County's Selection Process for consultants' services is in accordance with Section
287.055, Florida Statutes, the Consultants' Competitive Negotiations Act ("CCNA"). The
Professional Services Selection Committee will review the qualifications of all submitting
firms.
It is the intent of the County to select and negotiate a Consulting Agreement with one (1)
firm.
The County will negotiate a fee schedule and or overall lump sum or not to exceed price
as part of "Selection Process", Elevation Level 4, Contract Negotiations.
Services under this contract will be in compliance with Section 287.055 of the Florida
Statutes referred to as the "Consultants' Competitive Negotiation Act" (CCNA). Polk
County's Procurement Procedure's Manual outlines the Procedures for Contracting for
Professional Services Covered by CCNA. These procedures outline the process used for
the selection of a consulting firm awarded through this RFP process.
All services must be performed in accordance with applicable Federal, State and Local
regulations.
BACKGROUND/PURPOSE
North Ridge Trail is a proposed two-lane urban collector roadway located to the west of
27 and to the north of I-4. The corridor limits of the Project are from Deen Still Road to
Sand Mine Road (approximately 4.1 miles). The Project will be constructed in phases,
and the limits of Phase One is from Four Corners Blvd to Sand Mine Road (2.5 miles).
Only Phase One is currently funded for construction.
Polk County has identified the construction of North Ridge Trail as a priority to provide an
alternate route to US 27 for local traffic. The FDOT is providing grant funding for the
project because North Ridge Trail is expected to provide traffic volume relief to US 27.
SCOPE OF SERVICES
The scope of work is expected to include, but may not be limited to, construction contract
administration, inspection services, monitoring the contractor's quality control process,
coordinating and facilitating the County's quality assurance process, coordinating and
facilitating the County's quality verification process (when required). The scope of work
also includes coordinating the utility relocation efforts prior to and during construction.
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Task 1 - CEI Services for North Ridge Trail Phase One (Four Corners Blvd to Sand
Mine Road)
The construction of the North Ridge Trail from Four Corners Blvd to Sand Mine Road will
be managed by the County with assistance from a CEI firm (approximately 2.5 miles).
Task 2 (Optional) - CEI Services for North Ridge Trail Phase Two (Deen Still Road
to Cypress Fox Blvd)
The construction of the North Ridge Trail from Deen Still Road to Cypress Fox Blvd will
be managed by the County with assistance from a CEI firm (approximately 1.3 miles). The
design, permitting, and right-of-way acquisition for Phase Two is complete. The
construction funding is currently not budgeted in the County's CIP. If construction funding
becomes available, Phase Two may be added on by amendment to the agreement.
Sections of Phase Two have previously been constructed or will be constructed in the near
future and are exceptions to the Project.
Task 3 (Optional) - CEI Services for Deen Still Road Widening (US 27 to North
Ridge Trail) and the extension of North Ridge Trail from Deen Still Road to Waverly
Barn Road
The construction of the widening of Deen Still Road from US 27 to North Ridge Trail, and
the extension of North Ridge Trail from Deen Still Road to Waverly Barn Road will be
managed by the County with assistance from a CEI firm (approximately 1.1 miles). The
design, permitting, and right-of-way acquisition for Task 3 is ongoing. If design, permitting,
and right-of-way acquisition are completed and construction funding becomes available,
Task 3 may be added on by amendment to the agreement.
AGREEMENT
The initial term of this agreement is estimated at two (2) years after notice to proceed is
issued, for Task 1. The actual term will be negotiated as part of the Selection Process,
Elevation Level 4.
EVALUATION CRITERIA
Proposals should not contain information in excess of that requested, must be concise, and
must specifically address the issues of this RFP. Unnecessarily elaborate brochures or other
presentations beyond those sufficient to present a complete and effective response to this
RFP are not desired and may be construed as an indication of the Proposer's lack of cost
consciousness. Elaborate artwork, expensive visual aids, and other presentation aids are
neither necessary nor desired unless specifically requested. The Proposal responses shall be
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submitted electronically via Kiteworks or contained within a three-ring binder (original and each
copy in separate binders). For the purposes of this RFP, one page equals a single sided
page. It is requested that the responses be in the same order as the selection and evaluation
procedures. The submittals should include the following:
Tab 1 - Executive Summary
(Items a-c: Maximum of two (2) pages)
a) For purposes of identifying this project, please state the following at the top of your
Executive Summary: "Construction Engineering & Inspection Services for North Ridge
Trail"
b) Company name, contact name, telephone number, and email address.
c) State the number of full-time employees.
d) Provide documentation showing proper incorporation by the Secretary of State.
e) Provide a copy of the firm's applicable certification(s) from the State of Florida allowing
them to provide the services as outlined in the Scope of Service as well as compliance
with F.S. 287.055.
Tab 2 -Approach to Project (35 Points)
(Maximum of four (4) pages)
* Provide a short narrative project approach outlining how you propose to respond to and
manage this project.
* Please describe the specific abilities of the firm/team in regards to this approach.
Include any innovative approaches to providing the services, and include any additional
information not directly cited in the scope of services.
* Task 1 will involve new road construction in close proximity to existing houses. Please
describe how your firm will attempt to minimize any negative impacts such as
construction dust, noise, and vibrations on the existing neighborhoods and residents.
* Briefly describe firm's experience in coordinating and facilitating utility relocations on
similar projects.
Tab 3 - Experience, Expertise, Personnel & Technical Resources (35 Points)
* Provide a minimum of three (3) and a maximum of five (5) projects performed within
the past ten (10) years as the prime firm performing the CEI services for road
construction projects of similar size and scope complexity. (Limit response to one (1)
page per project). For each project please provide:
a. Name and location of the project;
b. Size and cost of the project;
c. Project representative name, address, phone number, and email address;
d. Start date, date project was completed or is anticipated to be completed;
compare to the original date.
e. The nature of the firm's responsibility on the project;
f. Identify the key staff and their role in each project;
g. Identify working relationship of consultants or joint venture on project, if
applicable;
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h. Provide the original budget and the final budget of the project. Explain the
reason(s) for differences, such as owner requested change, contractor claim,
and insufficient plans and specifications.
i. List of any time extensions created by item h above.
* Provide an organizational chart of the team highlighting the key individuals who will
work on this contract as identified above.
* The key staff presented in the consultant's response shall be the staff utilized on this
contract. Please provide the resumes of the key staff including, but not limited to, the
items in the list below (One (1) page maximum per resume):
a) Name and current position held by the person
b) Name, title and project assignment
c) Experience:
(1) Types of projects.
(2) Size of projects (dollar value of project).
(3) What were their specific project involvements?
* Demonstrate each key staff's availability to respond to the needs of the project (Two
(2) pages maximum for all key staff member)
* Identify sub consultants to be used, if any. For each sub consultant identified please
provide:
Their locations that can be utilized to expedite a deliverable if required.
o
A brief description of their experience outlining their qualifications to perform the
o
intended services.
A brief resume for each key personnel that will be assigned to perform the
o
intended services.
Tab 4 - Is the Firm a "Polk County Entity"? (5 Points)
* There will be a maximum of five (5) points allocated for this Tab. If the Proposer is
a Polk County Entity then five (5) points will be allocated. If the Proposer is not a
Polk County Entity but is utilizing one or more sub-consultants that are a Polk
County Entity to assist in performing the scope of work then the Proposal will be
allocated one (1) point for each sub-consultant which is a Polk County Entity up to
a maximum of five (5) points. The Polk County Entity sub-consultant(s) must have
been identified under Tab 3, Experience, Expertise, Personnel and Technical
Resources in order to qualify for point allocation.
* Provide documentation of the Proposers' headquarters and local offices, if any,
and the amount of time the firm has been located at each such local office. Please
also indicate the number of employees at the local office.
* Provide documentation of the sub-consultant's headquarters and local offices, if
any, and the amount of time the sub-consultant has been located at each such
local office. Please also indicate the number of employees at the local office.
* Proposers or sub-consultants will be allocated points if they meet the following
Polk County Government definition of Polk County Entity.
The term "Polk County Entity" means any business having a physical
o
location within the boundaries of Polk County, Florida, at which employees
are located and business activity is managed and controlled on a day to
day basis. Additionally, the business must have been located within the
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boundaries of Polk County for a minimum of 12 months prior to the date the
applicable solicitation is issued. This requirement may be evidenced
through a recorded deed, an executed lease agreement, or other form of
written documentation acceptable to the County. The County shall have the
right, but not the obligation, to verify the foregoing requirements.
* In the event a Proposer lists one or more sub-consultants in Tab 4 which is a Polk
County Entity and receives point(s) as a result, and after the Proposer is awarded
the project, if successful, it is determined that the listed sub-consultant does not
assist in the performance of the scope of work (and is not replaced with an
alternative sub-consultant which is a Polk County Entity), then the Proposer
acknowledges and agrees that it may be suspended or debarred by the
Procurement Director for failure to comply with the conditions, specifications or
terms of a proposal or contract with the County or for committing a fraud or
misrepresentation in connection with a proposal or contract with the County, in
accordance with the Polk County Purchasing Ordinance and Procedures Manual.
Tab 5 - Is the Firm a "Certified Woman or Minority Business Enterprise" (5 Points)
* Polk County Board of County Commissioners has a long standing commitment to
encouraging the utilization of Women and Minority Businesses that do business
with the County as vendors. To that end we encourage all of our prime and
professional services vendors to utilize W/MBE vendors where at all possible,
irrespective of a company's certification status. Please explain how the submitting
firm will encourage minority participation in the project. (Limit response to one
page)
* There will be a maximum of five (5) points allocated for this tab. If the Proposer is
a Woman or Minority owned business then five (5) points will be allocated. If the
Proposer is not a Woman or Minority owned business but is utilizing one or more
sub-consultants that are a Women or Minority owned business to assist in
performing the scope of work, then the Proposal will be allocated one (1) point for
each sub-consultant which meets the County's certification criteria of Women or
Minority owned, up to a maximum of five (5) points. The Woman or Minority
owned business sub-consultant(s) must have been identified under Tab 3,
Experience, Expertise, Personnel and Technical Resources in order to qualify for
point allocation.
* Proposers or sub-consultants will be allocated points if they are a certified W/MBE
as evidenced by providing the documentation described below.
* If the Proposer or sub-consultant has a certified W/MBE status, provide
documentation of the firms' certified W/MBE status as defined by the Florida Small
and Minority Business Act and as defined in Polk County's Purchasing
Procedures. Polk County's Purchasing Procedures recognize the following to
meet the requirement of a certified W/MBE status:
Valid W/MBE Certification from one of the following:
o
Florida Minority Supplier Development Council
Women Business Enterprise National Council
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