Project Information

Bid Title

RFQs for On Call Engineering Services

Issuing Agency

Collegedale city

Location

Tennessee

Published Date

Mar 5, 2026

Closing Date

Apr 8, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

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RFQs for On Call Engineering Services Sought by City

The City of Collegedale

DATE: TBD

Request for Qualifications

On Call Engineering Services

Introduction

The City of Collegedale Tennessee is soliciting proposals to assist the City with Engineering

Services on an as-needed basis. The City is interested in obtaining the professional services

of consulting firms in the State to support both daily activities and larger projects for an initial

period of three (3) years, and two (2) one-year optional extensions. Firms that serve

Tennessee local governments in similar capacities are strongly encouraged to respond.

Services typically conducted by the selected firm will include but are not limited to the items

listed in this RFQ. Work shall be performed on an as-needed basis as authorized by the City

Manager or the City Manager’s designee. Engineering firms must be licensed to practice

engineering in Tennessee and be in good standing with the Tennessee Board of Examiners for

Architects and Engineers. The City of Collegedale may select multiple firms as it sees fit to

mitigate potential conflicts of interest if one of the firms is also providing professional

services to private developers within the City limits.

Background

The City of Collegedale has a population of approximately 12,000 and is approximately 12

square miles. Within the City limits, Public Works oversees approximately 50 miles of roads,

32 miles of gravity sewer and 2.8 miles of force main sewer lines and 4 pump stations located

around the City. The City has employed a staff engineer in the past. While the City has seen

minimal population growth over the past 30 years, numerous single-family and multi-family

developments are in various stages of design and construction. The City operates under the

Commission/Manager form of government and has an annual budget of nearly $16 million.

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Selection Schedule

The City anticipates the following general timeline for its selection process. The City reserves

the right to change or cancel the selection process as it sees fit:

• RFQ advertised and published: March 3, 2026

• Proposal due date: 5:00pm on: April 8, 2026

• Proposal Evaluations and Respondent Interviews: April 20 – April 23, 2026*

• Present Recommendations to City Commission: May 4, 2026

• Contract Start Date: TBD

*City Manager and the Public Works Director will determine if interviews are needed. If it is

determined that interviews are desired, firm Interviews will be scheduled for some time the

week stated above. In-person or videoconference interviews are acceptable. It is expected

that the interview will be approximately 30 to 45 minutes.

Scope of Services

The selected firm shall be experienced in providing professional engineering services that

include, but are not limited to, the design, funding, bidding, reviewing, construction

administration oversight and construction inspection of projects consisting of both

governmental type capital projects and private development including all aspects of water

distribution, sewer collection, stormwater drainage systems, stormwater detention,

capacity analysis, and roadway improvements. As the City intends to pursue various grant

opportunities, we will prioritize firms capable of assisting with applications, reporting, and

comprehensive grant administration. Demonstrated expertise in these areas will be a

significant factor in the selection process.

The selected firm will confirm their ability to perform the following scope of services:

• Serve as the City Engineer until such time as a permanent replacement is selected in

the event the City decides to retain an engineer as a City of Collegedale full time

employee.

• Under the direction of City Manager or designee, oversee capital project designs and

construction. Provide sufficient detail in plans and specifications for successful

bidding and construction of needed infrastructure improvements, replacements, or

expansions.

• Assist or lead grant writing activities on behalf of the City and assist with grant

administration requirements to include reporting, and other activities as needed.

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• Serve as a member of the Technical Review Committee (TRC) and provide

comments/recommendations for adherence to City policies and best engineering

practices.

• Consult, apply and inform County, State, and Federal regulatory agencies as required

on projects.

• Assist with budgeting estimates for potential projects, short- and long-range planning

or rate studies as needed.

• Review, recommend or modify engineering related ordinances, construction

standard details and specifications.

• Review, assist and compile funding applications as needed for existing and potential

projects.

• Serve as the City’s Project Manager on public improvement projects.

• Provide sewer capacity analysis on collection system to ensure available capacity

exceeds projected flows for potential or future developments.

• Attend all meetings as requested by the City of Collegedale.

• Periodically review construction sites as needed to confirm compliance with plans

and specifications.

• Review existing and update master plans and feasibility studies as requested.

• Recommend subconsultants as needed on design projects or where additional,

unique expertise is required.

• Provide any additional professional or special services as required to support the

continued operations and goals of the City of Collegedale.

All inquiries for the City Engineering Services’ time shall be channeled through either the City

Manager or City Manager’s designee, who must authorize such request before the selected

engineering firm shall perform any services.

Proposal Instructions

Interested engineering firms shall mail, deliver or email a Statement of Qualifications

containing a PDF proposal with the subject line indicating “City of Collegedale On call

Engineering Services”. Proposals shall be submitted by 5:00 p.m. on Tuesday, August 27,

2024, to:

Jon Holmes – City Manager

4910 Swinyar Drive

PO Box 1880

Collegedale, TN 37315 – 1880

Or by email to:

jholmes@collegedaletn.gov

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Proposals shall be organized as outlined in the proposal content and evaluation criteria

section of this RFQ. Proposals shall not exceed 16 pages in length exclusive of the front and

back covers. The City takes no responsibility for undelivered emails due to file size, etc. Late

proposals will not be accepted under any circumstances.

Questions

Questions or clarifications regarding this RFQ should be emailed no later than March 20,

2026 at 5:00 p.m. to Jon Holmes, jholmes@collegedaletn.gov using the subject line

“Questions regarding RFQ for On Call Engineering Services”. Responses to all questions will

be provided no later than March 25, 2026 by end of business day.

Reservation of Rights

The City reserves the right to:

1. Seek clarification of any documents or portions of documents provided during the

review process including requesting additional information if deemed necessary.

2. Negotiate a final contract that is in the best interest of the City and its needs.

3. Reject any or all proposals as the City sees fit.

4. Cancel the RFQ at any time changes or conditions should occur, as determined by

the City at its sole discretion.

5. Award the contract to any engineering firm that the City sees fit based on the

evaluation criteria set forth in this RFQ.

Public Records

All proposals submitted to the City of Collegedale become the property of the City, thus

becoming subject to disclosure pursuant to the Tennessee Public Records Act. Once a

contract is awarded, any proposal received and opened shall be made available for public

inspection upon request. Any projects denoted or other information deemed proprietary

must be properly marked to ensure documents are removed. The City will do its best to

ensure confidentiality of these materials to the maximum extent allowed under the

Tennessee Public Records Act.

Costs

The City of Collegedale will not reimburse any cost incurred by responding to this RFQ.

Minimum Qualifications

The City will review all Statements of Qualification received to ensure that the following

minimum criteria is met:

• At least one professional engineer is licensed to work within the State of Tennessee.

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• The ability to provide the necessary professional services outlined above by the City,

State, or Federal Government, whichever applies.

• Has the financial resources necessary to provide the requested engineering services.

• Is currently in good standing with the Tennessee Board of Examiners for Architects

and Engineers.

Proposal Contents

Proposals provided shall contain, at a minimum, the items listed below. Interested firms are

strongly encouraged to provide additional information that highlights their unique

qualifications.

• The name of the person or persons authorized to represent the engineering firm and

sign any agreements or contracts which may result in selection from this proposal.

• Detailed information on the engineering firm’s ability to provide the technical services

outlined above including their methodology and procedures to address similar

projects or situations. Provide details of the organizational structure of the firm and

list any additional services that could be beneficial to the City.

• The names and resumes of several professional staff who will likely perform the work

or represent the City on the various tasks previously outlined. Include a description

of their qualifications, experience, certifications, and responsibilities. We strongly

encourage that you highlight any experience serving local government.

• Highlight previous experience with any laws and regulations governing water, sewer,

stormwater, streets and roads including design and construction management

experience.

• Detailed information on the firm’s current workload and available capacity to quickly

address questions or concerns from citizens or staff. Must show ability to review any

plans and specifications submitted to the City within the 10-day review period.

• Provide a list of at least three references from clients whose similar services have

been previously provided. Please ensure that sufficient contact information is

provided including business or city name, contact name, email address and

telephone number as well as description of services provided.

• Proof of professional liability insurance of at least $1 million and Worker’s

Compensation Insurance (These forms will not be counted as part of the 16-page

limit outlined above).

Evaluation Criteria

All proposals received containing the minimum qualifications above by the requested

deadline will be evaluated by City staff using the following four criteria:

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Commodity Codes

• NAICS 541330Engineering Services

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