Engineering Services for the Cherry Hill Direct Potable Reuse Water Treatment Facility Addendum 1

RFP NOTICE
Polk County, a political subdivision of the State of Florida, requests submittal proposals
from vendors that are interested in providing professional engineering services for direct
potable reuse treatment facilities, including design, permitting, bid services, and
construction administration as described herein. Sealed proposals must be received in
the Procurement Division, prior to the due date and time listed below.
RFP Number and Title: 26-291, Engineering Services for the Cherry Hill Direct Potable
Reuse Water Treatment Facility
Description: Provide professional engineering services for a new direct potable reuse
facility at the Cherry Hill water production facility site within the Northwest Regional
Utility Service Area, to include preliminary and final design, permitting, bid phase, and
construction phase services.
Receiving Period: Prior to 2:00 p.m., Wednesday, June 24, 2026
Bid Opening: Wednesday, June 24, 2026 at 2:00 p.m. or as soon as possible
thereafter.
This form is for RFP registration only. Please scroll down for additional information.
Special Instructions: A MANDATORY pre-proposal meeting will be held Tuesday,
June 9, 2026, at 2:00 p.m. at the Polk County Utilities Administration building, located at
1011 Jim Keene Blvd, Winter Haven, FL 33880. An authorized representative or agent
of the Proposer must be present at this meeting in person, as evidenced by their
signature on the meeting's sign-in sheet, or the Proposer's Proposal will be considered
non-responsive. A non-mandatory site visit will immediately follow.
To receive a copy of Appendix "A", please go to the following FTP site: https://ftp3.polk-
county.net, and 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 26-291 Cherry Hill DPR.zip", select "Open" or "Save
As" to download Appendix "A". If you need assistance accessing this website due to
ADA or any other reason, please email Brad Howard at bradhoward@polkfl.gov.
Questions regarding this RFP must be in writing and must be sent to Brad Howard, Sr.
Procurement Analyst, via email at bradhoward@polkfl.gov or via fax at (863) 534-6789.
All questions must be received by 5:00 p.m. on Monday, June 15, 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: 26-291
RFP Title: Engineering Services for the Cherry Hill Direct Potable Reuse Water
Treatment Facility
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@polk-county.net or fax (863) 534-6789. You must submit one form for
each solicitation.
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 #26-291, Engineering
Services for the Cherry Hill Direct Potable Reuse Water Treatment Facility" 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: 26-291
RFP Title: Engineering Services for the Cherry Hill Direct Potable Reuse
Water Treatment Facility
Due Date/Time: June 24, 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.
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Electronic Proposals Submittal:
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 bradhoward@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 following naming convention of the files:
"RFP 26-XXX Tab 1"
"RFP 26-XXX Tab 2"
"RFP 26-XXX Tab 3"
"RFP 26-XXX Tab 4"
"RFP 26-XXX Tab 5"
"RFP 26-XXX Tab 6"
"RFP 26-XXX Tab 7"
"RFP 26-XXX Tab 8"
"RFP 26-XXX Submittal Documents"
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 Brad Howard at
bradhoward@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 26-291
Engineering Services for the Cherry Hill Direct Potable Reuse Water Treatment
Facility
Sealed proposals will be received in the Procurement Division prior to 2:00 p.m. on
Wednesday, June 24, 2026.
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 https://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 subscriptions,
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 Brad Howard, via
email at bradhoward@polkfl.gov or via fax at (863) 534-6789. All questions must be
received by 4:00 p.m. on June 15, 2026.
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.
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INTRODUCTION
Polk County, a political subdivision of the State of Florida seeks professional
engineering services for the design, permitting, bid and construction phase services in
support of the Cherry Hill Direct Potable Reuse Water Treatment Facility, aka 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 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.
In accordance with Section 287.055(10), Florida Statutes, or any applicable amending
or replacement statute, this provision of the RFP shall serve as the County's public
notice that any plans, drawings or designs developed by the successful Proposer(s) on
behalf of the County pursuant to this RFP or any agreement, authorization, purchase
order or other contract resulting therefrom, are subject to be reused by the County at
some future time in accordance with the aforementioned statute.
All services must be performed in accordance with applicable Federal, State and Local
regulations.
BACKGROUND, PURPOSE AND SCOPE
Background & Purpose:
Polk County Utilities (PCU) recently hired consultants to conduct a pilot-scale
investigation for potable reuse to utilize reclaimed water for future drinking water
supplies. The following pilot test report is included in Appendix A.
1. Potable Reuse Demonstration Pilot Testing Report, April 2025, prepared by
Carollo
Based on the recommendations in the pilot test report, PCU now intends to proceed
with design for a full-scale 0.5 million gallon per day (mgd) direct potable reuse water
treatment facility.
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SCOPE OF SERVICES
The selected firm shall have demonstrated experience in the design, permitting and
construction of direct potable reuse facilities and/or other advanced water treatment
facilities of similar size and complexity. The scope of services to be provided in
conjunction with this RFP includes the following:
* Project management services, including contract administration, budget
management, invoicing, monthly status reports, project scheduling, coordination with
PCU and subconsultants, and meetings.
* Support services, including subsurface utility engineering, geotechnical engineering,
land surveying, and threatened/endangered species.
* Preliminary design services, including data collection, site visits, and preparation of a
preliminary design report.
* Final design services, including preparation of design drawings, technical
specifications, and an opinion of probable construction cost at the 60%, 90% and
100% design milestones. Design services required for the Project are anticipated to
include process, civil/site, landscaping, structural, mechanical, electrical, and
instrumentation/controls.
* Coordination with a Construction Manager at Risk (if this construction method is
selected by PCU) for design reviews, price estimating, bidding, and Guaranteed
Maximum Price (GMP) preparation.
* Permitting services, including attendance at meetings, preparation of permit
applications, and responses to requests for additional information (RAI's). It is
anticipated that, at a minimum, approvals for the Project will be required from the
FDEP and Polk County Land Development Division.
* Bid phase services, including preparation of bid documents, attendance at the pre-
bid meeting, preparation of bid addenda, preparation of a bid recommendation, and
pre-award services.
* Construction phase services, including construction administration services and
resident project representative services.
* Post-construction services, including preparation of record drawings.
AGREEMENT
The term of this agreement is estimated to be for three (3) years after a notice to
proceed is issued. 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 contained within a three ring binder
(original and each copy in separate binders). For the purposes of this RFP, one page
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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) Name, company name, address, telephone number, and email address.
b) State the number of years in business, as the same company/firm.
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.
* Briefly describe firm's quality assurance/quality control program.
* Please include a project schedule.
Tab 3 - Experience, Expertise, Personnel & Technical Resources (35 Points)
* Provide a minimum of three (3) and a maximum of five (5) recent projects
performed within the past ten (10) years as the prime firm performing the
engineering services for a project of similar size and scope with one (1) of the
projects using the CMAR approach for construction. (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. 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;
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.
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* 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 and office and home location 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
o
perform the 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
boundaries of Polk County for a minimum of 12 months prior to the date
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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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