7-11-24 - 101008.00 Knoxville CEI RFQ

NOTICE TO CONSULTANT ENGINEERS REGARDING A REQUEST FOR
QUALIFICATIONS AND LETTERS OF INTEREST
July 11, 2024
The City of Knoxville, an Equal Opportunity, Affirmative Action Employer, seeks to retain
the services of a professional consultant engineering firm to provide construction
engineering and inspection (CEI) services for the Pleasant Ridge Road Improvements
Project. The professional consultant engineering firm must be on TDOT’s pre-approved
list or have a completed pre-qualification form filed with TDOT by the deadline for the
Letters of Interest. The prequalified firm must have unlimited status.
Project Description
This project involves the construction of a new shared use path along Pleasant Ridge
Road between Merchant Drive and Country Brook Lane. This project also includes
drainage improvements and the addition of left turn lanes at the intersections of Pleasant
Ridge Road and Walnoaks Road, Sullivan Road, and Murray Road.
Required Scope of Services
The scope of work will include construction inspections, erosion prevention and sediment
control inspections, utility coordination services, materials testing, and administrative
assistance. This project is funded in part by TDOT Multimodal Grant funds and as such,
all construction engineering and inspection (CEI) services will need to meet all TDOT CEI
requirements.
Schedule for Evaluation
 Question deadline: Prospective respondents may submit questions no later than

July 26, 2024 at 4:30 p.m. Eastern Time. All questions must be e-mailed to Penny
Owens at [email protected].
 Letters of Interest for Phase I due on August 2, 2024 at 11:00 a.m. eastern time
 Short list of 3 firms selected by August 16, 2024
 Phase II proposals due on August 30, 2024 at 11:00 a.m. eastern time
 Final selection of highest ranked firm September 13, 2024
Firms may request consideration by submitting a letter of interest along with qualifications
by one of the two options below. All letters of interest must be received by the City of
Knoxville on or before 11:00:00 Eastern Time Friday, August 2, 2024. The letter of interest
and qualifications shall indicate the scope of services to be completed by any sub-
consultants.
Each letter of interest must be submitted as follows:
Option 1 - Electronic Submission Procedures. Electronic submissions shall be

submitted online through the City’s Procurement website. DO NOT EMAIL YOUR
SUBMISSION. All proposers/bidders must register as a vendor in order to submit an
electronic file.
Step One: Register as a City of Knoxville vendor

(Vendors are encouraged to complete this step now to ensure seamless submission
process prior to deadline.)
To register as a vendor:
Visit the website at www.knoxvilletn.gov/purchasing
Click the “Vendor Registration” tab; then “Click here to register as a City of Knoxville
Vendor” Follow the prompts to complete online registration.
Note: You will be asked for a PIN. This PIN will be emailed to you and may have been
sent to your spam or junk folder.
DO NOT WAIT UNTIL SUBMISSION DEADLINE TO REGISTER AS A VENDOR. The

electronic submission link will be disabled at 11:00:00 a.m. Eastern time. Vendors will not
have the ability to submit any electronic files once the deadline has passed.
Step Two:
Submit all materials electronically as one (1) file to City’s Procurement website PRIOR to
11:00:00 a.m. (Eastern Time) on August 2, 2024.
To submit electronic file:
Visit the procurement website at www.knoxvilletn.gov/bids
Click “LOI – Pleasant Ridge Road CEI”
Click “Submit LOI” (red button located at top of screen)
Follow the prompts to upload and submit electronic file.
Submit your Letter of Interest
Files MUST use the following naming convention and be named as the firm’s name
followed by the title of the project, followed by Letters of Interest.
Example: ABC Company – Pleasant Ridge Road - Letters of Interest.pdf
Should you need to merge multiple documents into one PDF, please utilize Google to
download a free software intended for merging pdf documents.
Option 2 - The City requires a submittal of two (2) printed copies of each Letter of Interest
and qualifications and one (1) electronic copy on CD format. Each LOI must be submitted
in a sealed envelope, addressed to the Purchasing Division for the City of Knoxville; Room
667-674, City County Building; 400 Main Street; Knoxville, TN 37902, Attn: Penny Owens.
Label outside of envelope with project name: Pleasant Ridge Road CEI. If forwarded by
mail, the sealed envelope containing the LOI must be enclosed in another envelope
addressed to the Owner.
Phase I Evaluation
For Phase I evaluations firms shall submit letters of interest with firm contact information
including name, address and e-mail of primary contact. The LOI’s shall be limited to a
maximum of five (5), single-sided pages, with a minimum font size of 10. The letters of
interest shall also include:
 Work experience in the required disciplines with the City, TDOT and other clients.
 Experience of proposed team assigned to the project in the required disciplines
 Relevant licensures and certifications
 TDOT prequalification status
 Submission Forms (In addition to the five page limitation):
o Iran Divestment Act Certification of Noninclusion
o DBE Program – Subcontractor Consultant Form
From the letters of interest, the City of Knoxville will select three (3) qualified firms to
submit Phase II qualifications. From this list the top ranked consultant will be selected.
Phase II Evaluation
The City of Knoxville will evaluate the firms on the following criteria (relative weight):
 Firms Qualifications and Experience on Similar Contracts. The firm(s)
involved should be able to cite projects of similar scope and size that have been
successfully completed, and that have involved team members identified in the
submittal in order to demonstrate success in project management. This includes
evidence of good communication with all involved parties, a record of working
successfully with clients and regulatory agencies, including permitting, use of
creative problem solving, and the ability to manage staff, budgets, and timelines in
order to meet project goals and minimize the necessity for project change orders
(30%).
 Project Approach/Methodology. Describe in detail how this project will be
approached. Describe any innovative or progressive approached that would be
used in this project. Clearly show why the firm(s) should be superior to other
proposing firms in the delivery of the scope of services (25%).
 Key Project Personal Qualifications & Experience. Respondents should clearly
identify the principal-in-charge and include in that person’s qualifications a
description of project management expertise. Additionally, the names of persons,
their respective titles/roles, vitae, and dedication of time should be provided for any
team member playing a significant role in the project (25%).
 Firms Availability. List location of key staff and their ability to meet with City
personnel or conduct site visits as required (20%).
The consultant evaluation committee holds the ability to conduct interviews based on
scoring as Phase III Evaluation.
Evaluation proceedings will be conducted within the established guidelines regarding
equal employment opportunity and nondiscriminatory action based upon the grounds of
race, color, sex, creed or national origin. Interested certified Disadvantaged Business
Enterprise (DBE) firms as well as other minority-owned and women-owned firms are
encouraged to respond to all advertisements by City of Knoxville.
Prequalification procedures, example letter of interest, list of pre-qualified firms and

certified DBEs, TDOT’s standard procurement policy, and additional information can be
found at this internet address https://www.tn.gov/tdot/business-
redirect/consultantinfo/consultantinfo-forms.html. For information on prequalification,
please contact Christine Smotherman at (615)741-4460 or
[email protected].
Evaluation proceedings will be conducted within the established guidelines regarding

equal employment opportunity and nondiscriminatory action based upon the grounds of
race, color, sex, creed or national origin. Interested certified Disadvantaged Business
Enterprise (DBE) firms as well as other minority-owned and women-owned firms are
encouraged to respond to all advertisements by City of Knoxville. For information on DBE
certification, please contact David Neese at (615)741-3681 or [email protected].
Details and instructions for DBE certification can be found at the following website:
https://www.tn.gov/tdot/civil-rights/small-business-development-program.html.

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NOTICE TO CONSULTANT ENGINEERS REGARDING A REQUEST FOR

QUALIFICATIONS AND LETTERS OF INTEREST

July 11, 2024

Required Scope of Services

Schedule for Evaluation

 Question deadline: Prospective respondents may submit questions no later than

Option 1 - Electronic Submission Procedures. Electronic submissions shall be

Step One: Register as a City of Knoxville vendor

DO NOT WAIT UNTIL SUBMISSION DEADLINE TO REGISTER AS A VENDOR. The

Prequalification procedures, example letter of interest, list of pre-qualified firms and

Evaluation proceedings will be conducted within the established guidelines regarding

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