Request for Qualifications SOQ - FFE Design and Procurement

Request for Qualifications SOQ - FFE Design and Procurement Services Project Description The City of Bowling Green, Ohio, is accepting Statements of Qualifications from qualified firms for FFE Design and Procurement services for its 2 new Fire Stations at 1215 Newton Road and 447 Campbell Hill Road. Firms interested in being considered for a contract to provide the required services should reply with a Statement of Qualifications no later than 4:00 p.m. on Monday, November 9th, 2026. Responses received after this deadline will not be considered. For a more detailed description of the project, including floor plans of the facilities under construction, please contact Justin Fogle at The Collaborative at jfogle@tc.design. Project Narrative The Bowling Green Community has two new Fire Station facilities under construction and seeks qualified firms to assist with designing and selecting furnishings for these buildings. Close coordination between Fire Department and City personnel, as well as the Architect of Record, will be required. Design and selection will include furnishings for offices and living quarters. The final scope of furnishings, fixtures, and equipment to be provided under this contract will be established in coordination with the City, Fire Department, and Architect of Record to avoid duplication with items provided under the construction contracts or purchased directly by the City. Estimated Budget The estimated FFE budget was developed during a 2024 study and throughout design-phase budgeting. The following budgets are currently established for each station: Preliminary FFE budgets between projects: Fire Station 1 - Headquarters: $250,000 Fire Station 3 - Satellite Station: $250,000 Proposed Project Timeline The City intends to maintain an efficient project schedule. Firms submitting Statements of Qualifications should demonstrate the ability to assign appropriate personnel and resources to meet the anticipated schedule. The following dates are preliminary and will be finalized before advertisement or during the RFP phase: RFQ Published October 24, 2026, October 31, 2026 Statements of Qualifications Due November 9, 2026/4 PM Short-List Notification November 13, 2026 RFP Issued to Short-Listed Firms November 13, 2026 Pre-Proposal Meetings Week of November 16, 2026 RFP Responses Due December 4, 2026/4 PM Interviews Week of December 7, 2026 Selection of FFE Vendor Week of December 14, 2026 FFE Vendor Design Services Start January 2027 Budget and Final Design Mid-February 2027 Procurement March-July 2027 Installation August 2027 Move In September 2027 The Owner would like to accelerate this timeline if possible. Owner/ FFE VENDOR/ Architect team will work cooperatively to optimize efficiency and value in delivery of the projects. Scope of FFE VENDOR Services The FFE Vendor shall work alongside the Architect of Record to prepare a complete design of fixtures, furnishings, and equipment, as well as procurement and installation services for all furnishings. At each phase, the City, at its sole discretion, will determine whether it will proceed to the next phase or terminate FFE Vendor services on the project. A detailed scope of services will be included in the Request for Proposals. The following is an outline of services anticipated. A. Design and Budget Phase 1. Review and recommend revisions, if appropriate, to the project master schedule and budget by the CMR. 2. Attend and, if requested by the City, schedule and lead periodic project meetings in collaboration with the Architect of Record, and special meetings for the exchange of information concerning the project and review of design progress and permits and approvals. 3. Review the design documents and other construction documents and make recommendations to the City as to value engineering, suitability of materials and equipment, scheduling, and the clarity, consistency and coordination of documentation. 4. Perform periodic detailed cost estimates for the entire breadth of FFE, including delivery and installation, and for phases or portions of the work as directed by the City, and work with the Architect of Record to reconcile differences. 5. The City may require additional cost estimates to confirm budgets due to modifications made via design workshops. The FFE VENDOR shall work with the Architect of Record to reconcile differences. 6. Conduct activities relating to the procurement of fixtures, furnishings, and equipment and all other contracts for the furnishing of labor, materials, equipment, or other services in connection with the installation of this project. 7. Selected Vendor will be required to utilize State Term Contracting for the procurement of all furnishings. B. Installation Phase 1. Manage and coordinate all Delivery and Installation personnel and others engaged in the performance of the work. 2. Continuously supervise and observe all work in progress so as to ensure that the Work is proceeding in accordance with the project requirements. 3. Attend Owner/Architect/ Contractor meetings as requested and schedule regular meetings with the CMR prior to delivery and installation, and during the installation process. 4. Establish and implement a Quality Control program including monitoring the quality programs of all installers. 5. Monitor the progress of installation closely and prepare an installation schedule report as necessary; prepare and submit recovery schedules if needed. 6. Maintain complete and accurate records, including (a) correspondence, (b) meeting notes and minutes, (c) shop drawings and submittals, (d) clarifications and interpretations of the construction documents issued by the project designer, and (e) all other project-related documents. C. Close-Out Phase In coordination with the Architect of Record, develop and implement procedures for orderly completion of punch list items and equipment training. Prepare and deliver to the City all warranties, as-built drawings, maintenance manuals, and the like, and generally administer closeout of the project. Ensure performance of all warranty obligations, resolution of all claims, and other post-construction requirements Preparing and Submitting the RFQ Provide the information requested in the RFQ Content section below and present it in the same order listed. Submissions should be prepared simply and economically and should provide a straightforward, concise description of the firm’s ability to perform the work. Do not include unrelated marketing materials, brochures, or other information not responsive to this RFQ. Statements of Qualifications shall be no more than twenty (20) pages total in length, excluding only the cover page if used. Please adhere to the following requirements: • Use a minimum font size of 12-point and maintain margins of at least 1 inch on all four sides. • Use 8 1/2-inch x 11-inch pages only, except that one 11-inch x 17-inch page may be used for a project schedule or organization chart and will count as two pages. • Submit one searchable PDF copy of the Statement of Qualifications. • Statements of Qualifications must be received by the date and time stated in this RFQ. Late submittals will not be considered. • The City may request clarification of submitted information but is not obligated to do so. RFQ Content 1. List three similar projects and references for said projects. 2. List the key staff that will be responsible for the project. 3. Describe staff capacity and their ability to perform the work within the timeframe given, relative to the present workload and the availability of the assigned staff. 4. Outline the firm’s technical approach, understanding of the project, cost containment practices, innovative ideas, and other relevant information concerning the firm’s qualifications for the project. 5. Remaining space within the twenty (20) pages may be utilized for personnel resumes, details on similar projects, or other information on general qualifications. Firms are requested to identify professional registrations, memberships, and credentials including but not limited to: LEED GA, LEED AP, LEEO AP+, IIDA, and any other appropriate design and construction industry credentials. Submittal Information Submit Statements of Qualifications electronically in PDF format by 4 PM on November 9, 2026. Email or submit to Kelly Bowes at kbowes@bgohio.gov. Place “SOQ - FFE Design and Procurement, Fire Stations” in the subject line or solicitation title. Late submittals are ineligible and will not be considered. The firm is responsible for timeliness, and the City of Bowling Green assumes no responsibility for late submittals. Questions about the RFQ shall be submitted in writing to Justin Fogle at The Collaborative at jfogle@tc.design. Deadlines for questions shall be 72 hours prior to the submittal deadline. Only written responses or addenda issued by the City may be relied upon in preparing a Statement of Qualifications. Evaluation Criteria 1. Experience of the firm in the design and selection of safety facilities furnishings 2. The qualifications and experience of proposed staff 3. Availability to meet schedule 4. Project approach of the firm 5. Examples of recently completed similar projects Communications Restrictions The City will address any issues brought to its attention that require additional clarification through a written addendum. Oral clarifications shall have no legal effect. All addenda issued by the City shall become part of this RFQ. Respondents are responsible for obtaining and reviewing all addenda and acknowledging receipt of applicable addenda in their Statements of Qualifications. Interested firms are encouraged to notify the City's designated contact of their interest in the project to receive notices of any addenda issued. From the date of issuance of this RFQ, any respondent that contacts directly or indirectly any member or employee of the City aside from the contact listed above in connection with the selection process or the contract contemplated herein for this project is subject to disqualification. Additional Charges/Fees and Preparation Costs The City of Bowling Green is not responsible for any fees or charges for services not authorized in a final executed agreement. The City is not liable or responsible for any costs incurred by a firm in preparing or submitting a Statement of Qualifications or subsequent proposal. All costs incurred in response to this RFQ and the subsequent RFP, including travel, interviews, contract negotiation, and analysis, are the sole responsibility of the responding firm. Insurance, Bonding, and Public Construction Requirements The selected firm shall maintain insurance coverage appropriate for the services provided, including workers' compensation, commercial general liability, automobile liability, and professional liability insurance where applicable. Specific insurance requirements and coverage limits will be established in the final contract documents. The selected firm shall comply with all applicable federal, state, and local laws and regulations governing the services and procurement activities associated with this project. Any performance security, bonding, or other contractual requirements determined to be applicable will be identified in the final Request for Proposals and contract documents. Public Records Requirements All Statements of Qualifications, proposals, and related documents submitted in response to this solicitation may constitute public records subject to disclosure under Ohio Revised Code Section 149.43. Respondents should clearly identify any information they believe is exempt from public disclosure under applicable law and provide the legal basis for the claimed exemption. Such identification does not guarantee that the information will be withheld from disclosure. The City of Bowling Green reserves the right to determine the applicability of public records exemptions and to disclose records as required by Ohio law. Right to Reject and/or Cancel The City of Bowling Green reserves the right to reject any or all Statements of Qualifications when such rejection is in the best interest of the City; to cancel or reissue this solicitation; to waive minor irregularities; to request clarification or additional information; and to take any other action permitted by law. This RFQ is a solicitation and is not to be construed as an offer, guarantee, or promise that the solicited services, in whole or in part, will be contracted for. The City reserves the right to engage further with the most qualified firms as part of the shortlist and RFP process and to negotiate with the highest-ranked best-value proposer in accordance with the final procurement documents and applicable law. #752 - October 24, 31, 2026