Project Information

Bid Title

RFP 26-006 WTWS Miami Well Field South Expansion Design

Issuing Agency

City of Dayton

Location

Ohio

Published Date

Feb 10, 2026

Closing Date

Mar 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 26-006

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP 26-006
Bid Title:	RFP 26-006 WTWS Miami Well Field South Expansion Design
Category:	Procurement
Status:	Open

Description: Electronic proposals are due by March 19, 2026 no later than 2:00 PM (Dayton Local Time). Publication Date/Time: 2/10/2026 3:05 PM Closing Date/Time: 3/19/2026 2:00 PM Related Documents: RFP 26-006 WTWSMiami Well Field South Expansion Design

Attachment Preview

City of Dayton, Ohio

Department of Water

Division of Water Supply and Treatment

MIAMI WELL FIELD SOUTH EXPANSION DESIGN

REQUEST FOR PROPOSALS (RFP) No. 26-006WTWS

February 2026

TABLE OF CONTENTS

SECTION 1 – PROPOSAL INSTRUCTIONS .........................................................................................................1

1.01 COMMUNICATIONS REGARDING THIS PROJECT...........................................................................................1

1.02 RFP SCHEDULE. .........................................................................................................................................1

1.03 PRE-PROPOSAL MEETING. ..........................................................................................................................1

1.04 SITE VISIT. .................................................................................................................................................1

1.05 SUBMITTING A PROPOSAL...........................................................................................................................1

1.06 REQUIRED PROPOSAL CONTENTS. ..............................................................................................................2

1.07 ITEMS THAT DISQUALIFY A VENDOR IMMEDIATELY...................................................................................3

1.08 CRITERIA. ...................................................................................................................................................3

1.09 EVALUATION CRITERIA EXPLANATION. .....................................................................................................3

11.10 MISCELLANEOUS ITEMS. ............................................................................................................................4

SECTION 2 – SCOPE OF PROJECT .......................................................................................................................5

2.01 PURPOSE AND NEED / PROJECT DESCRIPTION.............................................................................................5

2.02 BACKGROUND INFORMATION. ....................................................................................................................5

SECTION 3 – REQUIREMENTS AND CONDITIONS FOR ALL PROPOSERS ..............................................8

3.01 TAX EXEMPTION. .......................................................................................................................................8

3.02 PROPOSER AFFIDAVIT. ...............................................................................................................................8

3.03 PROCUREMENT ENHANCEMENT PROGRAM.................................................................................................8

3.04 PROPOSER’S FINANCIAL OBLIGATION TO THE CITY....................................................................................8

3.05 PROPOSER’S INCURRED COSTS. ..................................................................................................................8

3.06 AFFIRMATIVE ACTION ASSURANCE (AAA)................................................................................................8

3.07 STANDARD AGREEMENT TERMS FOR PROFESSIONAL SERVICES.................................................................8

ARTICLE 1. TERM ................................................................................................................................................................ 8

ARTICLE 2. SERVICES TO BE PERFORMED BY CONTRACTOR................................................................................... 8

ARTICLE 3. COMPENSATION ............................................................................................................................................ 9

ARTICLE 4. CITY’S RESPONSIBILITIES ........................................................................................................................... 9

ARTICLE 5. STANDARD OF CARE..................................................................................................................................... 9

ARTICLE 6. INDEMNIFICATION........................................................................................................................................ 9

ARTICLE 7. INSURANCE..................................................................................................................................................... 9

ARTICLE 8. OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY......................................................... 9

ARTICLE 9. TERMINATION .............................................................................................................................................. 10

ARTICLE 10. STANDARD TERMS ................................................................................................................................. 10

A. DELAY IN PERFORMANCE.................................................................................................................................... 10

B. GOVERNING LAW AND VENUE ............................................................................................................................ 10

C. COMMUNICATIONS ............................................................................................................................................... 10

D. EQUAL EMPLOYMENT OPPORTUNITY ............................................................................................................... 10

E. WAIVER.................................................................................................................................................................... 11

F. SEVERABILITY ........................................................................................................................................................ 11

G. INDEPENDENT CONTRACTOR ............................................................................................................................. 11

H. ASSIGNMENT .......................................................................................................................................................... 11

I.

THIRD PARTY RIGHTS............................................................................................................................................ 11

J.

AMENDMENT ......................................................................................................................................................... 11

K. POLITICAL CONTRIBUTIONS ............................................................................................................................... 11

L.

INTEGRATION ........................................................................................................................................................ 11

M. PCI COMPLIANCE .................................................................................................................................................. 11

N. LIVING WAGE ORDINANCE ................................................................................................................................... 12

EXHIBIT A – LETTER OF TRANSMITTAL .......................................................................................................13

EXHIBIT B – REFERENCES FOR PROPOSING COMPANY ..........................................................................15

EXHIBIT C – PRODUCT MANUFACTURE LABOR STANDARDS: VENDOR COMPLIANCE FORM ..16

EXHIBIT D- BUSINESS INCOME TAX QUESTIONNAIRE.............................................................................17

SECTION 1 – PROPOSAL INSTRUCTIONS

1.01

COMMUNICATIONS REGARDING THIS PROJECT. Please direct all communications regarding the RFP process to:

City of Dayton, Department of Water

Liz Zelinski

101 West Third Street

Dayton, Ohio 45402

Telephone: (937) 333-6134

Fax:

(937) 234-1568

E-Mail:

Liz.Zelinski@daytonohio.gov

All communications/questions concerning this RFP must be submitted in writing referencing the specific paragraph and

page number. The deadline for questions is listed in Section 1.02 (RFP Schedule). Written responses will be prepared by

the City and posted on the City’s web site by the date listed in Section 1.02. Changes to this RFP will be made only by

formal written correspondence issued by the City.

A copy of this RFP proposal and any additional documentation may be found at the City’s website at:

http://daytonohio.gov/bids.aspx

1.02 RFP SCHEDULE. The proposed RFP schedule is to be reviewed with City Procurement and HRC, if required, and

shall be mutually agreed upon. RFP schedule to be determined prior to finalization of RFP. The following is the anticipated

schedule for the RFP Process:

Issue RFP:

Notify City of Intent to Attend Pre-Proposal Meeting:

Pre-Proposal Meeting:

Site Visit:

Last Day to Submit Questions:

Written Responses to Questions:

Due Date for Proposals:

February 10, 2026

3:00 PM local (Dayton OH) time on February 19, 2026

Meeting will be held in the Miami Water Treatment Plant

Administration Building Conference Room, 3210 Chuck

Wagner Lane, at 1:00 PM local (Dayton OH) time on

February 25, 2026

Site visit will be by appointment, contact Liz Zelinski

12:00 PM local (Dayton OH) time on March 3, 2026

March 10, 2026

2:00 PM local (Dayton OH) time on March 19, 2026

1.03 PRE-PROPOSAL MEETING. The City shall conduct a VOLUNTARY pre-proposal meeting. The date and location

of the meeting are listed in Section 1.02 (RFP Schedule). The intent of the pre-proposal meeting is to:

• Review the Request for Proposal

• Review the City’s Procurement Enhancement Plan (PEP) procedures

• Answer questions

This may be the only opportunity for the Contractors to meet with the City. Each proposer should limit representation at

this meeting to no more than 2 persons. Contractors shall notify the City as directed in Section 1.02 (RFP Schedule) if they

will be attending the pre-proposal meeting and how many persons will attend.

1.04 SITE VISIT. The City shall conduct Site Visits by appointment. Contact Liz Zelinski as outlined in Section 1.02

(RFP Schedule) to schedule. The intent of the site visit is to:

• Review the Project Location and site conditions

• Answer questions

This may be the only opportunity for the Contractors to visit the project location. Each proposer should limit representation

at the site visit to no more than 2 persons. Contractors shall notify the City as directed in Section 1.02 (RFP Schedule) if

they want to schedule a site visit and how many persons will attend.

1.05 SUBMITTING A PROPOSAL. Each Consultant seeking consideration for performance of services related to this RFP

must submit a proposal. All proposals shall be submitted as a PDF via electronic submission to bids@daytonohio.gov. The

City has a 20 MB limit for incoming e-mail message sizes (20 MB includes e-mail itself and any attachments total). Should

your company’s proposal document exceed this limit, your company will have to submit its document in multiple parts

(emails). Should bid documents require multiple emails, please designate in the “Subject” line of each email sent: RFP No

City of Dayton, Ohio

1

Request for Proposals

26-006WTWS Miami Well Field South Expansion Design, RFP No 26-006WTWS Part 1, RFP No. 26-006WTWS Part 2,

and so forth.

Topic: RFP Opening for 26-006WTWS

Time: Mar 19, 2026 02:00 PM Eastern Time (US and Canada)

Join Zoom Meeting

https://us02web.zoom.us/j/83207811836?pwd=gKg0jfL0QaUPIhSumso6Y0Xx4RlF6Q.1

Meeting ID: 832 0781 1836

Passcode: 685531

Sealed proposals must be received in the Procurement bid email in-box (bids@daytonohio.gov) by time/date as indicated in

Section 1.02 (RFP Schedule). Proposals received after the scheduled date/time will not be considered. All supporting

materials and documentation must be included with the proposal. The responsibility of timely delivery lies solely with the

proposer.

The City reserves the right to reject any and all proposals, to waive any irregularities in a proposal, or to accept the

proposal(s) which in the judgment of proper officials, is in the best interest of the City. The City reserves the right to accept

a part or parts of a proposal unless otherwise restricted in the RFP or issue subsequent RFPs. The City reserves the right to

approve or reject any sub-Contractors proposed for work under this proposal or waive any minor irregularities

The City reserves the right to select the successful vendor once all proposals are received, without seeking further

information for clarification from proposers. Upon review of proposals, the City may designate the most qualified proposals

as finalists. These finalists may be invited to make oral presentations and participate in a question and answer session with

the City. The City shall have the right to visit selected user sites, should this be deemed necessary.

All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest shall be

applicable to this RFP.

The City does not guarantee that any contract will be awarded because of this RFP. If a contract award is made but the

contract is not executed, the City does not guarantee that the contract will be re-awarded.

1.06 REQUIRED PROPOSAL CONTENTS. All brochures and supplemental documentation shall be included with the

original and all copies. If not, the proposal may be considered as non-responsive. Proposers are required to submit the

following information in their proposal:

• Letter of Transmittal. The proposer shall provide a transmittal letter with authorizing signature for the

proposal. The letter must briefly summarize the vendor’s ability and willingness to perform the services

required by the RFP. The letter must be on the form provided in Exhibit A.

• Company Profile and Background. Provide the following information:

o Location – The street address of the proposer’s company headquarters.

o Local Office of Proposer – Provide the location of the proposer’s office nearest to Dayton, Ohio.

Include the local office, a contact name, address, telephone, and fax numbers.

o Company’s Primary Business – State the proposer’s primary business, the number of years in the

proposer’s industry, and the number of employees assigned to these related activities.

o State the legal make-up of your company: sole proprietorship, partnership, corporation, etc.

o Please list any Lawsuits that you are currently engaged in. Please provide any and all suits either

with the City of Dayton or any other Municipalities (include, but not limited to Federal, State, Local or

other Municipalities and Governmental agencies).

• Key Personnel Information. Provide the name, title, mailing address, telephone number and e-mail address

of the persons who will function as the City’s primary contact and back-up contact person. Provide brief

resumes/qualifications of personnel who will be primarily involved in this project. Include any certifications

earned, special training taken, and memberships in professional groups. Complete Form found in Exhibit A.

• Proposal Response as per Section 2.

• Statement of Exceptions to RFP requirements. Provide a detailed description of any exceptions taken to

the requirements of this RFP, including the City Standard Terms and Conditions in Section 3. Exceptions

shall be referenced to the applicable RFP section/sub-section numbers. Any other departures from the city’s

RFP are to be identified and failure to do so shall make the proposal non-responsive. City’s standard Terms

for Payment are Net 30 days from date of invoice once the project is complete, unless otherwise negotiated.

If you cannot comply with this, please state any changes in the Statement of Exceptions to the RFP

Requirements

• References. Provide a list of references on form provided as Exhibit B. The City is particularly interested in

contacting your governmental clients in the state of Ohio.

City of Dayton, Ohio

2

Request for Proposals

1.07

ITEMS THAT DISQUALIFY A VENDOR IMMEDIATELY.

• Incomplete or non-responsive proposal

• Failure to submit a proposal that addresses the minority hiring criteria identified throughout the RFP

• Inability to obtain Affirmative Action Assurance approval prior to award of the contract. See Section 3.06 for

information on how to contact the Human Relations Council.

1.08 CRITERIA. The selection committee will evaluate each proposal submitted based on the following criteria. After

receipt and review of the written proposal, the City may elect to have the proposal presented in person, or clarifications

submitted in writing.

Proposers shall not assume that any information shared with the City prior to this RFP will be considered in the evaluation

process of this RFP. Evaluation team may or may not have prior knowledge of any discussions and processes. Evaluation

will be completed on the information submitted in response to the RFP only.

Item

1

2

3

4

5

6

7

Evaluation Criteria for Goods and Services

Description

Technical Approach

Schedule and Fee

Qualifications of Firm and Previous Experience

Key Personnel and Project Team

References

Dayton Local Business

PEP Certified Vendor

Total Points

Points

Possible

30

20

15

15

10

5

5

100

1.09 EVALUATION CRITERIA EXPLANATION.

1. Qualification of Firm and Previous Experience:

Consultant and each of its proposed sub-consultants for this contract shall provide a narrative of prior experience

within the past three (3) years and qualifications in the design of well fields and water treatment systems. Provide

a list of projects (including dates of each project, project budget, and scope of work) that the consulting firm (and

all proposed sub-consultants) completed and/or had substantial involvement with. Include a description of the work

performed, identifying the percentage of the total project completed (and each sub-consultant) and any special

practices that were implemented to assist your clients in achieving their goals. Provide the names of the individuals

that were assigned to the projects described and state if those individuals are proposed for this contract.

2. Key Personnel and Project Team:

Provide a graphic and narrative description of the organizational structure for the provision of services to the

Department of Water, specifically outlining everyone’s primary responsibilities, areas of expertise, and services to

be provided. The overall project manager, engineer(s), and other individuals who will be assigned to coordinate

the activities of the respective firms and key project staff members must be identified. Provide the professional

qualifications and experience (a resume may be sufficient) within the past ten (10) years for all individuals

identified for engagement, as well as a narrative description of specific similar project experience and competence.

Resumes of firm principals are not required unless they are proposed as active, integral members of the project

team. They should, however, be listed on the organizational graphic in relation to the project team.

3. Technical Approach:

Consultant shall provide details on how the project tasks will be achieved as outlined in the project scope.

Consultant shall provide a detailed explanation of company policy regarding deliverables and processes in place

to review all information prior to submitting to the Department of Water. Focus should be given to the design of

the production wells, relift pump station, and air stripper complex. Any additional project related QA/QC measures

City of Dayton, Ohio

3

Request for Proposals

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 541330Engineering Services

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