REQUEST FOR QUALIFICATIONS

THE CITY OF ARDMORE

REQUEST FOR QUALIFICATIONS FOR MYALL ROAD IMPROVEMENTS
(WIDEN AND OVERLAY, BRIDGE REPLACEMENT, IMPROVED STORM SEWER)

RFQ: 24-102 Responses are due by:
10:00 A.M., Friday, February 23, 2024
CITY OF ARDMORE, OKLAHOMA
Ardmore, OK 73401

Item: Engineering Consulting Services
Department: Engineering Department, City of Ardmore

NOTICE/ADVERTISEMENT
REQUEST FOR STATEMENT OF QUALIFICATIONS
FOR MYALL ROAD IMPROVEMENTS
RFQ: 24-102

The City of Ardmore is soliciting sealed requests for qualifications (RFQ) for a comprehensive Engineering
Consultant for the design of improvements along Myall Road from Valley Ranch Road, east to S. Rockford Road
in Ardmore, Carter County, Oklahoma. We believe this project falls under 3R criteria.
Qualified parties are invited to submit a sealed RFQ, to be received no later than 10:00 A.M., Friday,
February 23, 2024, at the Purchasing Department, First Floor, City Hall, 23 S. Washington, Ardmore, Oklahoma
73401. Requests for Qualifications received more than ninety-six (96) hours, excluding weekends and holidays,
before the time set for opening of RFQ, as well as proposals received after the RFQ opening time shall not be
accepted. The fact that a RFQ was dispatched will not be considered. Any RFQ received after that time will be
returned unopened. The RFQ solicitation has been prepared for this project which includes specifications for
the services to be procured and specific evaluation criteria which will be used to evaluate the qualifications.
Copies of the RFQ may be requested by contacting the Purchasing Office, Monday through Thursday,
7:30 A.M. to 5:00 P.M., and 7:30 A.M. to 11:00 A.M. on Friday, at the address listed above; by email at
sshaw@ardmorecity.org For security reasons, you must enable JavaScript to view this E-mail address. .; or by phone (580)221-2582.
The City of Ardmore, as Owner, retains the right to waive informalities, terminate the selection process,
reject all statements of qualifications, or accept or reject any portion thereof.
Dated this 23rd day of January 2024.
City of Ardmore, Oklahoma
Sherrill Shaw
Purchasing Coordinator

Advertisement Date: Sunday, January 28, 2024 and Sunday, February 4, 2024
Published in The Sunday Ardmoreite
Item: Engineering Consulting Services
Department: Engineering Department, City of Ardmore
3

REQUEST FOR QUALIFICATIONS
Engineering Consultant Services for the design improvements of Myall Road, from Valley Ranch Road, east to S.
Rockford Road.
1.0 INTRODUCTION:
1.1 The City of Ardmore, Oklahoma, hereinafter referred to as the “City,” is soliciting statements of
qualifications and experience from qualified engineering consultants for the planning; design;
engineering; and consulting services, herein after referred to as, “Services.” The selected
engineering consulting firm(s) will also assist in preparation and submittal of required federal and
state administrative requirements related to the projects.
1.2 The City will receive the Statements of qualifications to perform the Services at the Office of the
Purchasing Coordinator, City of Ardmore, City Hall, Purchasing Department, until 10:00 A.M., on
February 23, 2024. Statements of Qualifications received by the City after the deadline, will not
be considered, for any reason.
1.3 Each Statement of Qualifications must be placed inside a sealed envelope or package marked
with the wording, “Statement of Qualifications for Engineering Services.” The outside of the
envelope or package shall also state the name(s) of the primary Respondent(s).
2.0 Scope of Work:
2.1 Overlay & Widening:
2.1.1 The City wishes to overlay and widen Myall Road between Valley Ranch Road, east to S.
Rockford Rd (approximately 2.15 miles). The City would like to add 4 foot shoulders to
both sides of the roadway and perform a mill and overlay of the existing pavement.
Vertical curve adjustment may be considered. New right-of-way will probably be needed
as well. We believe this meets 3R criteria.
• Mill and Overlay the existing pavement.
o Full depth patching where necessary.
• Widen to allow for 4-foot shoulders on both sides of roadway.
2.2 Replace Bridge:
2.2.1 The City would like to fully remove and replace the bridge over Hickory Creek.
2.3 Improve Storm Sewer:
2.3.1 Storm sewer within the extents of the project will need improvements. The City wants
to insure positive drainage is maintained during and post construction. This would
require structure extensions and other improvements to the existing facilities. Some
structures and the pipes that serve them may need to be replaced.
Item: Engineering Consulting Services
Department: Engineering Department, City of Ardmore
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2.4 Site Distance Mitigation
2.4.1 There are places along Myall Road where visibility is limited. Proper site distance was
not maintained when the roadway was originally constructed therefore, there are issues
with site distance across vertical curves and entering onto Myall from private or
residential drives.
• One existing problem occurs at the intersection of Country Woods Drive and
Myall Road. At the northeast corner of the intersection there is an embankment
that makes it all but impossible to see oncoming traffic. A site triangle was not
maintained during construction of the roadway. This embankment may need to
be mitigated (which could include a retaining wall) to alleviate the site distance
problem.
• Other site distance problems may be considered during design on the vertical
curves along the corridor.
2.4 Site Restrictions or Problems:
2.4.1 There are no site restrictions currently.
3.0 PROJECT FUNDING:
3.1 Any contracts awarded are subject to receipt of federal, state, and/or local funding.
4.0 SUBMITTAL OF QUALIFICATIONS:
4.1 Qualifications shall be submitted to:
Sherrill Shaw
Purchasing Coordinator
City of Ardmore
23 S. Washington
P.O. Box 249
Ardmore, Oklahoma 73401
The submittal shall be marked “MYALL ROAD IMPROVEMENTS” and delivered to the above
address by 10:00 A.M., Friday, February 23, 2024, C.S.T. The outside of the envelope or
package shall also state the name(s) of the primary Respondent(s).
4.2 One (1) hard copy and one (1) flash drive of the qualifications shall be submitted.
5.0 CONFLICT OF INTEREST:
5.1 The firm, by submitting qualifications, certifies that to the best of its knowledge or belief, no
elected or appointed official is financially interested, directly or indirectly, in the purchase of
services specified in this submittal of qualifications.
6.0 SELECTION:
6.1 The City will make its selection based on the information provided in the RFQ and
background/reference checks made by the City. The RFQ from each submitting firm will be
Item: Engineering Consulting Services
Department: Engineering Department, City of Ardmore
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evaluated on qualifications (30%); and capacity to perform (20%); expertise of the firm (10%);
overall suitability for these services (10%); project understanding and approach (20%) past
performance of similar projects (references) (10%). The submittals responding to this RFQ
request shall not include any cost information.
6.2 The City intends to select the most qualified consulting firm based on the review and evaluation
of the submitted RFQ, but reserves the right to conduct interviews of a short list of firms. Once
a firm is selected, the fees for the services to be provided, will be negotiated. Should an
agreement on negotiated fees not be reached with the top ranked firm, the City may elect to
move to the next highest ranked firm and begin fee negotiations with that entity. Any contract
must receive approval of the Ardmore City Commission.
7.0 PREPARATION OF SUBMITTAL OF QUALIFICATIONS:
The following information will be used to evaluate the RFQ submitted by the consulting firms. Please format
your submittal into the following sections and provide the information that is listed:
7.1 Qualification Statement: Each firm shall include in its submittal a statement covering the firm’s
qualifications to provide the services listed under Scope of Work, including a detailed discussion of
the experience of the firm. Emphasis will be placed with firms who have extensive, prior
experience in transportation planning and design and are familiar with the City’s and the Oklahoma
Department of Transportation’s Standard Specifications and Details (latest editions).
7.2 Capability to Perform: Describe the firm’s capability to perform all or most of the project. Provide
examples of recent experience with similar urban transportation projects. Describe the firm’s
ability to meet schedules and deadlines.
7.3 Company Organization: Describe the organization of the firm, including an organizational chart
showing the interrelationships between staff and their roles at the firm. Identify the firm’s contact
person for this RFQ and the consulting leader throughout the duration of the project. Provide
relevant resume information for the firm’s administrative, engineering or technical staff member
assigned to the project. Include the firm’s current workload and the firm’s one-year projected
workload. Include references with contact information for personnel from the client that are most
familiar with the projects.
7.4 Project Understanding: Brief description or outline of the planning approach to be used by your firm.
The approach description is intended to demonstrate the consultant’s expertise, thought process
and qualifications.
7.5 Client Referral: Provide a list of at least four (4) references, current and past clients, for which the
firm has provided similar services as required under this RFQ. The list shall include the name of the
organization and contact person, title of contact, address, phone number, location of the project,
size of the project and date.
8.0 CLIENT RESPONSIBILITIES:
8.1 The City shall provide all available existing documentation to the consultant and will make staff
available on an as-needed basis. City Staff will schedule, coordinate, and make all necessary
arrangements for meetings conducted by the consultant during this project.
Item: Engineering Consulting Services
Department: Engineering Department, City of Ardmore
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9.0 COMPENSATION:
9.1 Following the selection of a firm and the successful negotiation of an agreement, a contract shall
be negotiated between the City and the successful firm. Payment shall be made according to an
agreed upon schedule, specified within the contract for a maximum, not-to-exceed amount.
10. GENERAL INFORMATION:
10.1 These qualification questions shall be answered in their entirety on separate paper. Please return
the entire RFQ with the other information as requested.
10.2 The consultant selected will be required to carry professional liability (Errors and Omission)
insurance in the amount of $1,000,000.00, or as required by the State of Oklahoma. Proof of
coverage must accompany the RFQ submitted.
10.3 Choice of law and venue: The resulting contract shall be construed under the laws of the State
of Oklahoma and venue in any action and/or litigation commenced to enforce the contract shall
be instituted in the appropriate courts in Carter County, in the State of Oklahoma.
10.5 Questions regarding this request shall be directed to Sherrill Shaw, Purchasing Coordinator, City
of Ardmore, 23 S. Washington, Ardmore, OK 73401, (580) 221-2582, between the hours of
Monday through Thursday, 7:30 A.M. to 5:00 P.M., and 7:30 A.M. to 11:00 A.M. on Friday.
Item: Engineering Consulting Services
Department: Engineering Department, City of Ardmore
7
CITY OF ARDMORE
REQUEST FOR QUALIFICATIONS RESPONSE FORM
MYALL ROAD IMPROVEMENTS
All firms interested MUST provide the following requested information on these pages and return with any
supplementary materials. Responses are due NOT LATER THAN 10:00 a.m., (CS/DT), Friday, February 23, 2024,
to the attention of: Sherrill Shaw; Purchasing Department, 23 S. Washington, Ardmore, OK 73401. Late
responses will not be accepted and will be returned unopened.
The undersigned, on behalf of the respondent, certifies that: (1) this information is made without previous
understanding, agreement or connection with any person, firm, or corporation providing a response to the same
document; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below
is legally empowered to bind the firm in whose name the response is entered; (4) they have read the complete
REQUEST FOR QUALIFICATIONS and understand all provisions; (5) if officially proposed in response to any
REQUEST FOR QUALIFICATIONS that the capabilities identified are guaranteed as written and will be
implemented as stated; and (6) mistakes in writing of the submitted response will be their responsibility.
FIRM NAME
CONTACT
SIGNATURE TITLE
ADDRESS
CITY/STATE ZIP
PHONE FAX HOURS
COMPANY WEBSITE ADDRESS E-MAIL
TAX I.D. NUMBER
GENERAL NATURE OF BUSINESS
NUMBER OF LOCATIONS NUMBER OF PERSONS EMPLOYED
TYPE OF ORGANIZATION (check one):
____ Sole Proprietorship ____ Partnership ____ Corporation ____ Public Corporation
Please leave our company’s name on your list of vendors, however we have chosen not to provide a response
at this time because: ________________________________________________________________________