RFQ

HAR-US 68/SR 31 Roundabout
Pid No. 121008
City of Kenton

Communications Restrictions       
Please note the following policy concerning communication between Consultants and the City of Kenton 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.

Project Description

The services include preparation of construction contract plans for construction of a new Main Street (SR 31) alignment that connects with Detroit Street (US 68) at a new roundabout near existing Perry Street in Hardin County with a project length of approximately 0.5 mile.

Estimated Construction Cost:         $4,110,500

This project is not yet funded. Applications are still being submitted for federal funds.

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 in order 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).

 

DESIGN SERVICES:

Bicycle Facilities & Enhancement Design;

Complex Roadway Design;

Complex Right of Way Plan Development;

Subsurface Utility Location Services;

Geotechnical Engineering Services;

Geotechnical Testing Laboratory;

Geotechnical Field Exploration Services;

Limited Highway Lighting Design;

 

ENVIRONMENTAL SERVICES:

Environmental Document Preparation - CE;

Ecological Surveys;

History/Architectural Investigations;

Regulated Materials Review

 

            FINANCIAL MANAGEMENT SYSTEM EVALUATION

Compliant with Federal Requirements (Prime consultant and subconsultants that provide engineering and design related services must meet this prequalification requirement)

                       

Selection Subfactors           

 

There are no selection subfactors for this project.   

 

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 March 2024.

 

Completion Schedule

 

Stage 1 Submitted: 7/18/2024

Stage 1 Complete: 8/17/2024

Preliminary R/W Review Submission-Submitted: 9/16/2024

Preliminary R/W Review Submission Approved: 10/16/2024

Stage 2 Submitted: 11/1/2024

Stage 2 Complete: 12/1/2024

Environmental Approved: 12/1/2024

Compliance R/W Review Submission-Submitted: 9/16/2024

Compliance R/W Review Submission- Approved: 1/17/2025

Final R/W Plans Submission- Approved: 2/10/2025

R/W Authorized: 2/27/2025

Stage 3 Submitted: 8/15/2025

Stage 3 Complete: 9/15/205

R/W Acquisition Complete: 12/10/2025

Final Tracings Submission-Submitted: 12/31/2025

Final Tracings- Complete: 1/30/2026

District R/W Certification: 2/6/2026

Plan Package to CO: 2/23/2026

Sale: 5/28/2026

Award: 6/8/2026

 

Disadvantaged Business Enterprise (DBE) Participation Goal

 

[Consider including a DBE Goal if the consultant contract includes Federal funds. ODOT’s Office of Consultant Services can provide guidance concerning an appropriate goal percentage. Federal rules prohibit the consideration of any other similar program in the selection. If a goal is not included, delete below and state NONE ]

 

It is the policy of the Ohio Department of Transportation (ODOT) that firms certified by ODOT as Disadvantaged Business Enterprises (DBEs) shall have equal opportunity to compete for and participate in agreements included in this request for Letters of Interest, either as a prime consultant or subconsultant. The Consultant must use good faith efforts to include DBE participation.  Consequently, the requirements of Title 49 CFR Part 26 will apply. The Consultant must ensure that the DBE firms participating in the agreement are performing a "commercially useful function" as defined in 49 CFR 26.55.

 

This agreement includes a DBE Goal of ** %.  At least this percent of the agreement shall be subcontracted to certified DBE firms.

 

The letter of interest must show that the consultant has made good faith efforts to meet the goal. Good faith efforts may include: (1) Documentation that the consultant has obtained enough DBE participation to meet the goal; or (2) Documentation that it made adequate good faith efforts, as defined in 49 CFR 26.53, to meet the goal, even though it did not succeed in obtaining enough DBE participation to do so.

If the consultant does not succeed in obtaining enough DBE participation to meet the Goal, the Ohio Department of Transportation will determine whether the consultant has made a good faith effort to meet the goal in accordance with 49 CFR 26.53 and Appendix A to Part 26. Consultants that do not show good faith efforts to meet the Goal will not be eligible for selection.

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 Kenton, 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 including disadvantaged business enterprises 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 Kenton 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 of the Letter of Interest to the following address by 4:30 PM on the response due date listed above.  

 

City of Kenton

Attn: Cindy Murray

111 E. Franklin St.

Kenton, OH 43326

 

Responses received after 4:30 PM 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

 

  1. 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.

 

  1. 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).

 

  1. Please adhere to the following requirements in preparing and binding letters of interest:

 

  1. Please use a minimum font size of 12-point and maintain margins of 1" on all four sides.
  2. Page numbers must be centered at the bottom of each page.
  3. Use 8½" x 11" paper only.
  4. Bind letters of interest by stapling at the upper left hand corner only.  Do not utilize any other binding system.
  5. Do not provide tabbed inserts or other features that may interfere with machine copying.

 

  1. Letter of Interest Content

 

  1. List the types of services for which your firm is currently prequalified by the Ohio Department of Transportation.

 

  1. List significant subconsultants, their current prequalification categories and DBE status, [delete “and DBE status” if the project does not include a DBE goal] and the percentage of work to be performed by each subconsultant.

 

  1. 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 relative to the selection subfactors noted.

 

  1. 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.

 

  1. 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.

 

For projects with DBE goals in which the consultant did not succeed in obtaining enough DBE participation to meet the goal, provide documentation that it made adequate good faith efforts, as defined in 49 CFR 26.53, to meet the goal. [Delete this paragraph if the project does not include a DBE goal]

 

 

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:

                        for                                                                    PID:

Programmatic Selections                                           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

 

 

 

 

 

 

If Applicable:   Adequate good faith efforts made to meet DBE goal             Y/N

 

 

 

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.

 

 

 

  1. 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.

 

  1. 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.

 

  1. 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

 

  1. Project Identification

                                   

County

Hardin

Route

US 68/SR 31

Section

9.36/11.21

 

Project sponsor / Maintenance responsibility:

City of Kenton

 

 

 

Local Let

 

ODOT Let

X

Scope field review:

TBD

Scope meeting:

TBD

 

Highway Functional Classification

Minor Arterial

 

PID

121008

 

 

Fiscal Year

2026

Proposed Sale Date

5/28/2026

 

  1. Design Standard

 

AASHTO/ODOT

 

  1. Project Description

 

Description of Proposed Improvements:

Construct a roundabout on US 68 near the intersection of Perry Steet and reroute SR 31 to the roundabout

 

 

Prior studies / plan (identify):

Feasibility Study-2023

 

 

 

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

2000’

 

Work Length: (including project length & approach work)

2500’

 

Alignment:

 Existing

US 68 on existing alignment

Relocated

SR 31 relocated to roundabout

 

Profile:

Existing

X

New

 

 

Logical Termini:

(w/explanation)

US 68 near the intersection of Perry Street for the roundabout and SR 31 to be rerouted to connect to roundabout beginning at Espy Street

 

 

 

 

 

  1. Typical Sections

 

Existing:                                          

Width:

Pavement

12’

Graded Shoulder

NA

Treated Shoulder

NA

 

R/W

 

 

Bridge:

face to face of rails

NA

or toe to toe of parapets

NA

 

Curbs

Yes

X

No

 

 

Curb ramps

Yes

X

No

 

 

Sidewalks

Yes

X

No

 

Comment

 

 

Guardrail

Yes

 

No

X

Type

 

 

Proposed:

Width:

 Pavement

12’

Graded Shoulder

NA

Treated Shoulder

NA

 

Bridge

NA

 

 

 

 

Median:

Yes

 

No

X

Type

 

Curbs:

Yes

X

No

 

Type

 

 

Curb ramps:

Yes

X

No

 

 

Sidewalks

Yes

X

No

 

Comment

 

 

Guardrail

Yes

 

No

X

Type

 

 

Supplemental Information           

ADT

8,684

Design ADT

 

DHV

 

Certified Traffic

 

T24

 

 

 

Design Speed

30

Legal Speed

25

 

Comments:

 

 

  1. Right-of-Way

 

Right-of-Way Plan:

Yes

X

No

8 parcels mostly temporary, 2 north of Perry Street between Main Street and Detroit Street will need fully acquired

 

 

Known relocations:

Yes

 

No

X

 

Railroad Involvement:

Yes

 

No

X

 

Railroad Name:

 

 

Encroachments:

NA

 

Airway Highway Clearance:

Yes

 

No

X

Remarks

 

 

Airport Name

 

 

Survey:

All monuments adjacent to the project construction limits need to be identified and inventoried as part of the survey base mapping.

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 a hazardous waste cleanup.

 

  1. Utilities

       

Aerial:

Phone

Yes

 

No

 

Name of Company

TBD

Cablevision

Yes

 

No

 

Name of Company

TBD

Power

Yes

 

No

 

Name of Company

TBD

 

Buried:

Phone

Yes

 

No

 

Name of Company

TBD

Cablevision

Yes

 

No

 

Name of Company

TBD

Power

Yes

 

No

 

Name of Company

TBD

Gas

Yes

 

No

 

Name of Company

TBD

Pipelines:

Yes

 

No

 

Name of Company

TBD

 

Water

Yes

 

No

 

Private

 

Public

TBD

Sanitary Sewer

Yes

 

No

 

Private

 

Public

TBD

 

Storm Sewer

Yes

 

No

 

Private

 

Public

TBD

 

Other

 

Comments

 

 

 

 

  1. Structure Requirements-NA

 

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:

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:

 

                     

  1. Design Exception(s) required

 

Yes

 

No

X

Explain

 

 

 

  1. Traffic Control

    

Signing:

Yes

X

No

 

Remarks

Roundabout signage

Striping:

Yes

X

No

 

Remarks

 

Lighting:

Yes

X

No

 

Remarks

Lighting in the roundabout

Signals:

Yes

 

No

X

Remarks

 

RPM’s:

Yes

 

No

X

Remarks

 

 

  1. Maintenance of Traffic

      

Detour

TBD

Part Width

 

 

 

 

  1. Driveways

 

Yes

X

No

 

Type

 

 

 

  1. Project Funding

 

Project Cost Estimate

$5,503,100

 

Quantity splits needed in plans to differentiate funding participation:

Yes

 

No

 

 

Comments:

 

 

Coordination with Concurrent Projects Required:

Yes

 

No

 

 

 

 

Cost Estimates: TBD

 

 

  1. Environmental

 

Scope of the Proposed Action /Involvement with Resources:                               

 

These are actions and/or items the District Environmental Staff deems necessary to address as part of the LPA project environmental documentation.  This form is not all inclusive, and more items may be required upon initiation of agency coordination and field studies.

 

Not required

Required

Responsibility

Comments

Tentative CE Level __D1__

 

X

City

 

Purpose and Need Statement

 

X

City

 

Section 106 Scoping Request Form

 

X

City

 

Cultural Resource Phase 1

X

 

 

 

Cultural Resource Phase II

X

 

 

 

Cultural Resource Mitigation

X

 

 

 

Cultural Resource Section 4(f)

X

 

 

 

Data Recover Plan-Documentation for Consultation

X

 

 

 

Section 4(f)/6(f)-Park/Recreation

X

 

 

 

Recreational Boating

X

 

 

 

Level 1 Ecological Survey Report

 

X

City

No impacts to Scioto River.

Level 2 Ecological Survey Report

X

 

 

 

Wetland Survey

 

X

City

Included as part of the Level 1 Eco. Survey.

Section 9/Section 10 Stream

X

 

 

 

404 NWP-Army Corps of Engineers

X

 

 

 

404 PCN-Army Corps of Engineers

X

 

 

 

404 Individual Permit-Army Corps of Engineers

X

 

 

 

401 OEPA Certification Application

X

 

 

 

Coast Guard Coordination

X

 

 

 

ODNR Coastal Zone

X

 

 

 

Scenic River

X

 

 

 

Farmland Screening or FCIR

 

X

City

Included as part of the D1-level CE.

Public Involvement

 

X

ODOT

ODOT will provide public involvement documentation and a summary for inclusion in the D1-level CE.

Public Meeting

X

 

 

Already done.

RMR Screening

 

X

City

 

RMR Assessment/Investigation

 

TBD

City

Potentially needed at the property along the south bank of the river.  Task as an “if authorized” item.

Drinking Water Resources

X

 

City

 

Flood Plain/Flood Way

X

 

City

City is responsible for acquisition of the floodplain permit.  City (or designer) must provide Statement of Findings for floodplain impacts.  The Statement of Findings must be published on a public website (either City or ODOT).

Underserved Populations

X

 

City

 

Noise Study

X

 

 

 

Air Quality Analysis

 

X

 

 

 

Mussel Survey

X

 

 

 


 

 

Asbestos Inspection Required:

Yes

 

No

X

 

Comment:

 

 

 

 

Any Known Environmental Concerns (ex. historic properties on National Register, wetlands,

underground storage tanks, stream relocation):

 

TRC Consultants prepared an “Environmental Red Flag Summary” dated Nov. 8, 2023.  Study

is available upon request.  Biggest env. challenges may be regulated materials at property along

the south bank of the Scioto River and impacts to the regulated floodplain.

 

ODOT and the City hosted a public meeting for the Feasibility Study.  Documentation from the

meeting will be included as the majority of the public involvement efforts for this project.

 

 

  1. Roles / Responsibilities

Construction plan development:

ODOT Prequalified Consultant

Proposal/Specification Development:

ODOT

LPA Agreement:

ODOT

Form and preliminary legislation:

ODOT

Advertising and award of contract:

ODOT

Construction inspection:

ODOT

R/W plan development:

ODOT Prequalified Consultant

R/W acquisition / appraisals:

ODOT Prequalified Consultant

Utility Coordination / Relocation:

LPA

Environmental

ODOT Prequalified Consultant