Consultant Services Bulletin - Winter 2023

Agency:	City of Dublin
State:	Ohio
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Nov 3, 2023
Due Date:	Nov 30, 2023
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
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CONSULTANT SERVICES BULLETIN

WINTER 2023

Bulletin Overview

The City of Dublin is conducting a competitive quality based consultant selection process for professional consulting firms

to undertake a variety of projects for the Divisions Engineering and Transportation & Mobility. Consultant selection will

occur through a two-step process. Submission 1 Statements of Qualifications can be submitted by any team. Based on

the evaluation of Submission 1, the City will short-list and invite individual teams to provide Submission 2 Proposals on

specific projects.

Meeting Announcement:

City of Dublin staff will host a hybrid in-person and virtual meeting to review the Bulletin process and projects, with time

allowed for discussion and questions. The recorded meeting will be posted on the City’s website. Meeting Details:

Date:

Time:

Location:

Virtual Link:

November 9, 2023

10:30 a.m. – 12:00 p.m.

Service Center Training Room, 6555 Shier Rings Road, Dublin, Ohio 43016

https://bit.ly/winter2023consultantbulletin

Submission 1: Statement of Qualifications – 10 page limit

• Cover Letter

• Firm Qualifications

• Project Team and Relevant Experience

• Reference Projects

• References

• ODOT Prequalification

Due Date:

Submit To:

Email Subject:

Page Limit:

2:30 p.m., November 30, 2023

Samantha Moerch

City of Dublin, Division of Transportation & Mobility

6555 Shier Rings Road, Dublin, OH 43016

Email address: sjmoerch@dublin.oh.us

SOQ – Consultant Services Bulletin Summer 2023

10 pages (10-page PDF, inclusive of cover letter and all content, except for the ODOT Prequalification

Certificates)

The SOQ will be valid for one year. Only one SOQ per firm will be accepted. A new SOQ or cover letter with an

affidavit indicating no changes to the previous SOQ shall be submitted with any future Bulletins. The Statement of

Qualifications shall be submitted electronically, via email or USB flash drive. The submission must be compatible with

Adobe Acrobat, in a single file, and be formatted to print on standard office paper sizes. No pages shall be larger

than 8.5x11, and no less than a 10 point font. All material submitted in accordance with this request becomes

property of the City and will not be returned.

Electronic submissions are required, but staff will not troubleshoot any printing issues (no changes to formatting,

missing fonts, etc). If we cannot print the electronic file in-house, the City will request hard copies from the

consultant during the review process.

Consultant Services Bulletin

Winter 2023

Page 2

Cover Letter

Please indicate which project types (by ODOT Prequalification, if applicable) and specific projects within this Bulletin

you are interested in pursuing. Please include the Division (Engineering or T&M), Project Number, and Project Name

in the projects list, as referenced in this Bulletin.

Firm Qualifications

Provide the competence of the firm to perform the required services as indicated by its background and experience

on similar projects. Qualifications include firm’s size and availability of personnel, subconsultant(s) availability, current

workload, equipment and facilities.

Project Team and Relevant Experience

Provide the name, technical qualifications, training, education, and experience of the offeror's personnel who would

be assigned to perform the work on the consultant and subconsultant teams, including: project principle, project

manager/engineer, engineers, technicians and any other key personnel. Only include those individuals who will

actually be involved in the project and assisting in the performance of the work. Indicate which team members would

be assigned to each Bulletin project.

Reference Projects

Consultant should list and describe at least three (3) projects that best demonstrate their experience on similar

projects and additionally provide the Estimated Cost and the Final Cost of each project.

References

Provide reference names and contact information from agencies where key project members have prior relevant

experience. Considerations of past performance include quality, responsiveness, timeliness, and cost of work

previously performed and completed for the City or other municipalities.

ODOT Prequalification

Provide the Certificate for any relevant ODOT Prequalification currently held. These are not included in the page

count.

SOQ Evaluations and Short-List Invitations:

City of Dublin staff will review the Statements of Qualifications, short-list firms, and invite individual teams to submit

proposals on specific projects.

Submission 2: Proposal – 5 page limit

• Project Team

• Project Understanding

• Project Approach

• Schedule and Time of Completion

By Invitation Only

Due Date:

Specified in the invitation

Submit to:

Specified in the invitation

Email Subject: PROPOSAL – Division (Engineering or T&M), Project Number, and Project Name

Page limit: 5 pages (5-page PDF, inclusive of all content)

The Proposal shall be submitted electronically, via email or USB flash drive. The submission must be compatible with

Adobe Acrobat, in a single file, and be formatted to print on standard office paper sizes. Proposals shall be on

Consultant Services Bulletin

Winter 2023

Page 3

8.5”x11” paper, only exhibits and charts can be on 11”x17” paper. No pages shall be larger than 11”x17,” and no less

than a 10 point font shall be used. All material submitted in accordance with this request becomes property of the

City and will not be returned.

Electronic submissions are required, but staff will not troubleshoot any printing issues (no changes to formatting,

missing fonts, etc). If we cannot print the electronic file in-house, the City will request hard copies from the

consultant during the review process.

Project Team:

Reference the SOQ for team members and experience. The SOQ should not be repeated, if there are no team

member changes anticipated. Note any updates from the SOQ in the Proposal, or affirm the SOQ by reference.

Project Understanding:

Provide the team’s statement of understanding for the project.

Project Approach:

Provide the team’s project approach to cover all elements of the project through the final deliverable.

Schedule and Time of Completion:

Provide a detailed Gantt project schedule, including dates for key tasks, milestones, and the overall completion

date. The team must demonstrate the ability to meet their proposed schedule in their proposal. Affirm that time is of

the essence regarding the execution of the project and accepts the City’s commitment to have completed the project

based on the timeline established in the Project Description. Assumed Notice to Proceed is March 1, 2024.

Proposal Evaluations and Final Invitations:

City of Dublin staff will review the Proposals and invite the preferred consultant team to submit proposed project hours

and fee.

Establish Hours and Fee:

The City will request a breakdown of hours and fee by task and team role from the preferred consultant on each

project. The response must be submitted to the City within two (2) weeks or less of the request. All professional

services will be provided on a cost plus fixed fee basis. The proposed hours will be based on completion of the report

no later than the completion date provided in Section 3 of the Project Descriptions.

If agreement cannot be reached on hours and fee with the preferred consultant on any project, the City will dismiss

the Proposal submitted by this consultant, and this team will no longer be eligible to perform the project. The City will

request a breakdown of hours and fee by task and team role from an alternate proposal team, based on the Proposal

evaluations. This process will be repeated until agreement can be reached.

Consultant Services Bulletin

Winter 2023

Page 4

Project Descriptions, Deliverables, and Time of Completion

Engineering Division Projects:

Engineering Project 1 – Avery Road Sidewalk Connections

1. PROJECT DESCRIPTION

1.1 This project will provide a complete set of construction drawings for two sidewalk connections: a 625 feet

connection on the east side of Avery Road north of Tara Hill Drive; and a 450 feet connection on the east side of

Avery Road north of Wynford Drive.

1.2 10 foot minimum offset between edge of sidewalk and pavement

1.3 All trees (3 inch caliper and above) and stumps will be surveyed in the project area identifying diameter, type,

and health of tree.

1.4 Sidewalk alignment (horizontal and vertical) and design elements will be based on the City of Dublin Standard

Construction Drawings and engineering best practices.

1.5 Consultant will obtain existing public & private utility information and coordinate relocations if necessary.

1.6 Consultant is required to coordinate the detailed design of the project with all public and private utilities within

the project area. Consultant shall submit progress plans to utility providers for their comment and coordinate any

relocation of utilities with the utility companies and the City of Dublin that may be necessary.

1.7 The City will provide available roadway and public utility plans in the project area. Consultant will provide field

surveying, with a minimum of 1 ft. contours in the design plans, from the center of Avery Road to 30 ft. beyond

existing right-of-way.

1.8 Perform detailed design of sidewalks, driveway crossings, and driveway connections to Avery Road.

1.9 Perform storm drainage review and design storm drainage facilities as necessary for storm runoff.

1.10 Property impacts: An estimate of five (5) properties are expected to have various right-of-way and easement

impacts. The sidewalk connections will require acquisition of approximately 10 feet right-of-way from the Avery

Road properties.

1.11 Consultant will prepare 8.5x14 legal descriptions and 8.5x14 legal exhibits for right-of-way acquisitions and for

temporary construction easements in City of Dublin format.

1.12 Consultant will prepare five individual property right-of-way exhibits in City of Dublin format, either 8.5x11 or

11x17.

1.13 Consultant will meet or exceed FCEO requirements for recording right-of-way acquisitions.

1.14 Consultant to provide project survey control, set permanent benchmarks, and set right-of-way pins as required.

1.15 The NOI Permit and Post BMP treatments are not required for this project.

1.16 Consultant to follow all City of Dublin, City of Columbus, and ODOT specifications (in order) for design

specifications. Project improvements shall be ADA and PROWAG compliant.

1.17 Any lane, shoulder, or ramp closures will be performed in accordance with the current Temporary Traffic Control

Manual and the Ohio Manual of Uniform Traffic Control Devices.

1.18 If authorized, a total of four non-destructive test holes, not to exceed 8 ft. in depth, may be required at conflicts

with underground facilities and proposed storm sewers.

1.19 Geotechnical subsurface investigation will not be required.

1.20 Consultant shall prepare an Erosion and Sediment Control Plan to meet all City of Dublin and OEPA requirements.

1.21 Meetings: Kick-off meeting (in-person), plan submittal comment disposition meetings (3), plus two (2) additional

in-person meetings.

1.22 Detailed design budget: $80,000

2. DELIVERABLES

2.1 A complete set of construction drawings will be required for the project.

2.2 All project documentation provided in electronic (PDF) format.

2.3 10%, 60% and 90% plans and Engineer’s estimates will be submitted to City staff for a 3-week review. Followed

by a comment disposition meeting. Milestone dates to be presented in proposal by consultant.

Consultant Services Bulletin

Winter 2023

Page 5

2.4 Consultant must incorporate comments from Dublin and provide a disposition of comments in subsequent

submittals.

2.5 The final plans will be prepared in 11x17 and 22x34 format and one 22”x34” Mylar title sheet (four-mil, double

mat).

2.6 All CAD files and basemaps shall be submitted to the City with the final plans (and any subsequent changes), in

Autodesk AutoCAD release 2020 or later in DWG format.

3. TIME OF COMPLETION

3.1 All right-of-way location exhibits, legal descriptions and legal exhibits are to be completed by August 20, 2024.

3.2 All construction plans are to be completed by March 28, 2025.

3.3 Consultant to determine other design project milestones.

4. CONTACT INFORMATION

4.1 If you have any questions regarding this project, please contact the City’s Project Manager. Any other contact

with City personnel related to this request, prior to the formal selection of the consultant, is expressly prohibited

without the consent of the City’s Project Manager:

Ken Richardson, P.E., P.S.

Senior Civil Engineer

City of Dublin, Ohio

Division of Engineering

6555 Shier Rings Road

Dublin, OH 43016

614.410.4641

krichardson@dublin.oh.us

Consultant Services Bulletin - Winter 2023

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