Bids & RFPs

View the RFQ here.

Note to respondents: This request for qualifications (RFQ) is following a previously circulated request for proposals (RFP) originally circulated by the City of Bexley in June for the Police Department Solar Carport project. The City has switched to an RFQ in lieu of an RFP process to ensure we select the best possible solar partner in this process. Successful responses must include the standard response form (Addendum A) completed in full. Information will be extrapolated from this response to estimate the cost of a more in-depth project. 

BACKGROUND

The City of Bexley, Ohio (“City”) is issuing this Request for Qualifications (“RFQ”) to solicit Statements of Qualifications (“qualifications”) from solar energy design-build contractors to develop, design, engineer, and install a carport mounted solar photovoltaic (PV) system at the Bexley Police Department station (“police station”) at 559 N. Cassingham Road, Bexley, Ohio 43209. 

Once selected, the successful contractor will enter into a design-build service agreement with the City and work with leadership to determine the appropriate system configuration and equipment for the site. The City envisions this will be the first of a multitude of solar PV carports to be installed within Bexley over the next ten years as part of our commitment to being a leader in sustainable infrastructure.

SYSTEM DESIGN

The final system design may include a mix of different components on the police station site including: new solar carports over portions of existing parking areas and the retrofitting of an existing carport to incorporate solar panels. Each of these six potential system sites / components is illustrated in Addendum B - Police Station Site Plan and Potential Array Locations.

The final system design (e.g. which components are actually selected for installation) will be based on the net cost, annual kWh output, payback period, and overall feasibility of each potential component, among other considerations. To standardize the types of solar PV panels recommended, the City is providing a base set of specifications for the construction of new carports in Addendum G. Note that these specifications may be modified in the future at any time with the successful contractor. 

PROJECT SITE AND EXISTING CONDITIONS
The police station parking lot consists of 36 parking spots, as well as eight parking spots under an existing carport; parking lot layout and details can be found in Addendum H. The police station is currently home to a rain garden and EV charging infrastructure, and Bexley’s City Hall and Service Department house solar systems, for a total of 78 kWp. An aerial site view of the police station facility is included in Addendum B and 12-months of electric bills for the police station have been provided in Addendum C.

QUALIFICATIONS SUBMITTAL
Interested contractors shall include the following in their Statement of Qualifications:

• General Format: Submittals should be typed. Contracts should not include any unnecessarily elaborate or promotional material. All pages shall be sequentially numbered and submittals should include a complete table of contents. Successful responses must include the standard response form Addendum A, completed in full.

• Letter of Transmittal: The Letter of Transmittal should be addressed to eellman@bexley.org and at a minimum, contain the following: 
  • Identification of Contractor that will have the authorization to commit to the contractual terms and conditions. Identification shall include legal company name, corporate address, telephone, fax number and email address;
  • Name, title, address, telephone number, and email address of the contact person during the proposal evaluation phase;
  • Acknowledgment of receipt of all RFP appendixes;
  • A statement of the effect that the proposal shall remain valid for a period of not less than 90 days from the date of submission;
  • Signature of a person authorized to bind contractor to the terms of any contract resulting from the submittal;
  • A statement to the effect that by signing the Letter of Transmittal, the contractor is attesting that all information submitted with the submittal is true and correct.
• Project Team: A list or chart of the contractors and subcontractors that would be part of the proposed project team including roles, years of experience and credentials or certifications.
• Proposed Project Approach: Describe the approach you will take to successfully develop, design, engineer, install, operate, and maintain the proposed solar carports.
• Feasibility Assessment: Qualifications must include a site-specific solar feasibility assessment, including a recommendation of which suggested carport areas your firm would recommend installing to maximize the energy offset at the police station while minimizing the project payback period.
• Proposed Equipment Specifications: The City is providing a specification sheet for the proposed carports in Addendum G. In response, the contractor shall provide a description of the type(s) of solar PV equipment that would be used at each site (manufacturer, manufacturing location, model number, etc.) The proposed equipment should include supporting components including but not limited to inverters, mounting systems, wiring and connectors, and net meters.
• Proposed Financing Structure: Describe the proposed financing for the project in full including all known financial sources such as state and federal incentive and rebate programs.
• Relevant Project Experience: Provide a list of other solar PV projects financed and installed by your company, including at least one “community owned” system.
• Sample Agreement: Provide a sample agreement with terms and conditions (excluding final purchase price).
• Required Information: List of all of the information the firm would require from the City to proceed with the project once a service agreement is awarded.
• References: Provide references (limit 5 per respondent) of similar projects, preferably from other municipalities or government organizations. Include client name, a brief summary of the work, and the name, address, and phone number of a responsible contact person.

EVALUATION CRITERIA

The City will review submitted qualifications to determine which firms are best suited to move forward and enter into a service agreement. Contractors will be evaluated based on:

• Technical understanding of the project including its purpose and scope;
• Quality of proposed PV systems and ability of systems to offset the highest possible portion of the energy consumption at the Police Department facility while having the lowest possible back-back period;
• Experience with similar solar projects including permitting, design, financing, construction and operation;
• Track record of collaboration with other government entities or similar organizations to capture the value of all available solar incentives pre- and post-construction;
• The City of Bexley intends to select a proposal which serves the best interests of itself and reserves the right to reject any or all proposals, and waive any informalities or irregularities.  

RFQ SCHEDULE

The City anticipates following the schedule described below to issue the request for qualifications, reviewing this request, and completing the project: 

SUBMITTAL INSTRUCTIONS 

Proposals may be submitted by email to Elizabeth Ellman and are due by November 17, 2025 on or before 4:00 pm Eastern Time. The date/time stamp of the email constitutes the official date/time of receipt of proposal responses. Proposals will be considered as if sealed until the deadline, upon which they will be read. 

Alternatively, proposal may be submitted in a sealed envelope marked “Police Department Solar Carport-Amended Bid” in the lower left-hand corner and addressed to:

City of Bexley 

c/o  Elizabeth Ellman

2242 E. Main Street

Bexley, Ohio 

It is the sole responsibility of respondents to the RFQ to deliver the proposal by the stated deadline. Each proposal must be submitted with all required documentation. Proposals received after this deadline shall be deemed to be nonresponsive and will not be considered. 

OTHER TERMS 

1. Right to Reject Proposal: Submission of a proposal indicates acceptance by the firm of conditions contained in this request for proposals unless clearly and specifically noted in the proposal submitted. The City of Bexley reserves the right without prejudice to reject any or all proposals. 
2. No Collusion: In submitting this proposal, the Contractor declares that the only person or party interested in the proposal as principals are those named herein, and that the proposal is made without collusion with any other person, firm or corporation.
3. Confidentiality: Proposals and other documents submitted shall be examined to determine the validity of any written requests for nondisclosure of proprietary or confidential information. After award of a contract, all responses, documents, and materials submitted by the respondent pertaining to this RFP will be considered public information unless otherwise determined by legal counsel. 

SITE VISIT

An optional site visit including a tour of the police station’s electrical closet is tentatively planned for October 27, 2025. Please email Elizabeth Ellman (eellman@bexley.org) in advance to confirm your attendance. 

ADDENDUMS

• Addendum A - Standard Response Form
• Addendum B - Police Station Site Plan and Potential Array Locations
• Addendum C - PD Electric Bills
• Addendum D - PD Schematics
• Addendum E - EV Charging Bills
• Addendum F - Lighting Schematic Drawings
• Addendum G - Carport Specification Sheet
• Addendum H - Parking Lot Layout and Details

QUESTIONS

Contractors may submit questions in writing by 4:00 pm EST on October 31, 2025 via email to Elizabeth Ellman at eellman@bexley.org. Answers will be posted to bexley.org/bids on November 3, 2025 between 10:00 am and 4:00 pm EST. 

Submitted Questions and Answers: 

• According to Addendum B, there are 6 locations proposed for possible solar. Our first RFP submission utilized only the employee parking lot and the canopy over the cruiser. Is the long span solar carport no longer an option for the parking lot? I see it looks like section 2 and 3 are just covering portions. We are currently evaluating the scenarios before determining the best option. In order to best compare pricing options, at this time we are only requesting information pertinent to Site 2. We will use this information to extrapolate other scenarios, while understanding economies of scale will play a factor. 
• Would the city prefer to install as much solar on the roof and existing carport before adding solar to the other areas?  The City is assessing all possible scenarios, and at this time, is asking only for information pertinent to Site 2 so that we can compare similar proposals from each response. 
• I see the snow load is 80PSF and wind load up to 170MPH - both of those are VERY high and unusual for equipment to hold up to those loads. I want to confirm these numbers are correct. Please prepare your submission using these numbers, to the extent possible. If you feel additional scenarios would be beneficial for your application, please feel free to submit those as well. 
• Bexley still has their SRECs from the installation on the city hall building or service building? Or have you guys already sold them? The City of Bexley is uninterested in selling our SRECs at this time. 
• Can the City confirm if it plans to self-finance this system? If not, is Bexley open to loan arrangements, PPA and/or PACE financing? The City is planning to self-finance this system.
• Can the City confirm that it'd like to see pricing for ongoing operations and maintenance (i.e. 30 years rather than an initial 3-year contract)? If possible, please include pricing for ongoing operations and maintenance. 
• Can the City provide more details on what it means by "community owned" in the Relevant Project Experience section? This is meant to indicate the City will own the system into the future.
• The 'Feasibility Assessment' section asks for a suggested area for the carport, but Attachment A and the Site Visit specifically mentioned the north row of the parking lot for the RFQ. Can the City confirm which approach to take? Please provide information pertinent to the north row of the parking lot. 

View Full RFP Here

Site visit 6-23-2025 at 10 am and June 25 at 12:00 pm. Please confirm attendance to eellman@bexley.org.

BACKGROUND AND LOCATION

The City of Bexley, Ohio is seeking qualified design-build firms to develop, design, engineer, and install a solar photovoltaic (PV) carport system over an existing parking lot and retrofit an existing carport to include solar panels at the City’s Police Department (559 N. Cassingham Road, Bexley, Ohio 43209). This carport will cover the east side parking lot with a permanent carport to shield vehicles from the elements as well generate solar electricity to help power the building and existing electric vehicle charging infrastructure. 

SCOPE OF WORK

The contractor selected will provide a turnkey, installed, and operational solar PV carport system which provides the maximum reasonable amount of energy generated at the lowest possible cost. We seek the earliest possible date of installation of the system, understanding that delays cannot always be anticipated. As part of the scope of this work, we request a feasibility study and regular updates with the project lead to be assigned. 

The contractor will be required to:

• Provide engineered drawings suitable for the City of Bexley
• Appear before the Architectural Review Board and/or Board of Zoning and Planning, if needed
• Submit MA-3, electrical, and commercial building permits and inspections
• Provide all necessary materials, labor, subcontractors, project management, and licensing
• Provide a detailed list of all subcontractors and manufacturing specifications for all solar components prior to ordering
• Install real-time monitoring systems accessible to the City at will
• Ensure that the system passes all required inspections and meets all other applicable requirements
• Monitoring must be fully functional before the final payment to the Contractor will be made
• Full site restoration and collaboration with Police Department personnel to limit impact to police operations on site

ALTERNATIVES

Alternative bids can be submitted for the following specifications:

• In-state manufactured materials

• Electric Vehicle Charging Infrastructure: Should the responding firm see the opportunity for projects to offset the fleet’s electric vehicle charging infrastructure, the firm may propose specifications for projects in addition to the traditional carport. 

Solar Battery Storage: Should the responding firm anticipate that the PV carport system produce capacity above and beyond that required to fully operate the police station and related facilities, the firm may propose specifications and costs for the installation of storage batteries. To aid in this calculation, 12-months of electric bills for the police station have been provided in Addendum B.

PROPOSAL FORMAT

Proposals should include:

1. General Format: Submittals should be typed. Contracts should not include any unnecessarily elaborate or promotional material. All pages shall be sequentially numbered and submittals should include a complete table of contents. 
2. Letter of Transmittal: The Letter of Transmittal should be addressed to eellman@bexley.org and at a minimum, contain the following:
   1. Identification of Contractor that will have the authorization to commit to the contractual terms and conditions. Identification shall include legal company name, corporate address, telephone, fax number and email address.
   2. Name, title, address, telephone number, and email address of the contact person during the proposal evaluation phase
   3. Acknowledgment of receipt of all RFP appendixes
   4. A statement of the effect that the proposal shall remain valid for a period of not less than 90 days from the date of submission
   5. Signature of a person authorized to bind contractor to the terms of any contract resulting from the submittal
   6. A statement to the effect that by signing the Letter of Transmittal, the contractor is attesting that all information submitted with the submittal is true and correct

3. Qualifications: The Contractor shall:

1. 1. Provide a brief profile of the firm, including the year founded, the types of services offered, form of organization (corporation, partnership or sole proprietorship), number, size, and location of organization
   2. Describe the firm’s prior experience in performing work of a similar nature to that solicited in this RFP, and highlight the participation in such work by the key personnel proposed for assignment to this project
   3. Identify the team lead(s) and proposed staff member(s) who will be assigned to the project
   4. Provide at a minimum three references for the project as related experience and furnish the name, title, address, and telephone number of the person(s) at the client organization who is most knowledgeable about the work performed

4. Work Plan: The Contractor shall provide:

1. 1. A description of the firm's project approach
   2. Building off of the below stated proposed timeline, include a draft project schedule for each task in terms of elapsed weeks from the project commencement date to completion

5. Project Specifications: The Contractor shall provide:

1. 1. Proposed solar carport design; with minimum height clearance appropriate for police safety vehicles 
   2. Output modeling information
   3. Production estimates
   4. Proposed equipment, including spec sheets
   5. Estimated date of project start and completion
   6. Pricing for a turnkey, installed system in both $/W and dollars 
   7. Warranty information for equipment and workmanship
   8. Applicable tax rebate or incentive information
   9. Return on investment specifications 
   10. Any other relevant information

6. Cost: The Contractor shall submit pricing inclusive of costs for all labor and materials, and shall provide an estimate of hours and hourly rate. Bids should be good for 90 days unless a compelling regularity or financial circumstances would dictate a shorter period, in which case this should be specified.  

EVALUATION CRITERIA AND AWARD

Based on the proposal submitted, City of Bexley staff will select a firm that will best serve the interest of the City and meet its objectives as outlined in the RFP:

1. Ability and experience in constructing solar carports and retrofitting existing carports to accommodate solar, as well as any prior experience working with public sector partners to maximize financial incentives and install carports and panels at the lowest possible cost to the public sector partner
2. Material pricing and sourcing
3. Contractor’s previous experience with similar projects and qualifications of the project team
4. Contractor’s ability and understanding of the proposed approach and methodology
5. Analysis of estimated project budget relative to the proposed document
6. Compliance with RFP specifications

The City of Bexley intends to select a proposal which serves the best interests of itself and reserves the right to reject any or all proposals, and waive any informalities or irregularities. 

RFP SCHEDULE

The City anticipates following the schedule described below to issue the request for proposal, reviewing this request, and completing the project: 

SUBMITTAL INSTRUCTIONS 

Proposals may be submitted by email to Elizabeth Ellman and are due by July 11, 2025 on or before 4:00 pm Eastern Time. The date/time stamp of the email constitutes the official date/time of receipt of proposal responses. Proposals will be considered as if sealed until the deadline, upon which they will be read. 

Alternatively, proposal may be submitted in a sealed envelope marked “Police Department Solar Carport Bid” in the lower left-hand corner and addressed to:

City of Bexley 

c/o  Elizabeth Ellman

2242 E. Main Street

Bexley, Ohio 

It is the sole responsibility of respondents to the RFP to deliver the proposal by the stated deadline. Each proposal must be submitted with all required documentation. Proposals received after this deadline shall be deemed to be nonresponsive and will not be considered. 

ADDENDUMS

• Addendum A: Site Map
• Addendum B: 12-Months of AEP Bills
• Addendum C: Schematic Drawings
• Addendum D: Light Schematic Drawings
• Addendum E: EV Chargers Electric Bills

QUESTIONS

Contractors may submit questions in writing by 4:00 pm EST on June 30, 2025 via email to Elizabeth Ellman at eellman@bexley.org. Answers will be posted to bexley.org/bids.

View Full RFP Here

Q&A: 

• 6-18-2025: Is prevailing wage required for this job? Yes, prevailing wage applies for this project. 
• 6-18-2025: Should concrete repair be included in our bid? Please include it as an alternate. 
• 6-23-2025: Should this be one structure or multiple, individual structures over the parking spots? The sky is the limit! Please show us what you feel would be the best option, and feel free to provide other concepts as alternatives. 
• 6-23-2025: Where can I find schematic drawings of the Police Department site? Please click Addendum C, here. 
• 6-24-2025: Who will be calling my references, and when I can expect them to call? Should there be a desire to consult the provided references, Elizabeth Ellman, Sustainability Programs Coordinator, will calling during normal business hours between July 13 and September 8. 
• 6-25-2025: Is there a specific height requirement for this project: Please plan for a minimum of 14 feet near the two gate entrances. 
• 6-25-2025: Are you looking to include additional electric vehicle charges are part of this project? No.
• 6-25-2025: How is the building powered? The Police Facility is powered by a three-phase, 225 kW transformer that powers the Police Department and Service Garage. The main service is 1200 amps. 
• 6-25-2025: Are you wanting to include interior lighting upgrades as part of this project? Please feel free to include this is as an alternate in your bid proposal. View light schematics in Addendum D. 
• 6-25-2025: What would be the best way to run conduit? We would suggest putting it through the ceiling on the third floor of the Police Department and then channeling it downwards. 
• 6-26-2025: Do you prefer domestic content? We are open to it; please feel free to include this as part of your bid or as an alternate.
• 6-30-2025: Where will the car port(s) be located? The car port(s) will be located on the west side of the building over the existing parking lot and existing car port.
• 6-30-2025: Is the parking lot directly south of the Police Department building included in the project scope? No.
• 6-30-2025: Would the City be open to a solar installation on the existing building rooftop? Feel free to include this as an alternate proposal.
• 6-30-2025: Would the City be open to a potential new canopy or structure on the lawn at the southeast corner of the property? Feel free to include this as an alternate proposal.
• 6-30-2025: Are structural drawings or as-builts of the existing carport available? Drawings of the existing carport (cruiser shelter) are contained in Drawings A514 and A515 of Addendum C.
• 6-30-2025: Have any structural evaluations been performed regarding the retrofit of the existing carport for PV? No additional evaluations have been performed of the carport.
• 6-30-2025: Could you confirm the electrical service to the building (e.g., 3-phase or single-phase, 208V, 240V, or 480V)? The Police Facility is powered by a three-phase, 225 kW transformer that powers the Police Department and Service Garage. The main service is 1200 amps.
• 6-30-2025: Is the City aware of the size and location of the utility transformer feeding the Police Department? The Police Facility is powered by a three-phase, 225 kW transformer on site that powers the Police Department and Service Garage. The main service is 1200 amps.
• 7-1-2025: Should the existing light poles remain or can they be removed? There are not stipulations for this; please incorporate or exclude the lighting poles in your proposal as you see fit, while ensuring there will be adequate lighting for the parking lot. 
• 7-1-2025: Will it be okay for structural columns to limit the center pull through parking spaces from one side or another or loosing a parking space to accommodate a column? Please ensure there is enough space for vehicles to freely pass through and use your best judgement in the design. You are encouraged to present multiple options as alternate bids. 
• 7-1-2025: Are there are city tree ordinances that would prevent the removal or trimming of existing trees to accommodate the new solar carport structures? We'd prefer to keep all trees as is; removal or modification of tree(s) may require approval. 
• 7-1-2025: Are geotech or soil reports available? Unfortunately, not at this time. 
• 7-1-2025: Are there other solar carports in Bexley? There are no other solar carports at this time.
• 7-1-2025: Alternative 2 references offsetting the EV chargers with solar. Can you provide the electric bills and ELD for the EV chargers meter? Please see information in Addendum E.
• 7-1-2025: Do you have electrical plans for the EV supply equipment? This information will be uploaded as soon soon as possible. 
• 7-2-2025: Does the City reserve the right to pick the bid which best suits its needs? Yes. 

PROJECT BACKGROUND & LOCATION

The City of Bexley’s Administrative staff is in need of more office space and this project will help facilitate the current needs. The project is located at 2242 E Main St, Bexley, Ohio 43209. 

SCOPE OF WORK 

BRPD is soliciting bids from qualified contractors for the following: 

• This project will reconfigure the existing entry and exit out of council chambers; convert an existing storage space to 3 new offices and relocate the existing server. 
• Anticipated trades involved: General carpentry, Electrical, HVAC, Low Voltage, Plumbing
• Plans can be found on the City of Bexley Website at 

REQUESTED INFORMATION 

• Total Bid amount for complete scope of work with a labor and material breakdown
• Project costs for each subcontractor 
• List of potential subcontractors 
• Work experience including at least two references from clients based in Ohio 
• Availability to begin the work with a rough schedule for completion. 

EVALUATION CRITERIA AND AWARD 

Based on the bids submitted, City of Bexley staff will select a contractor that will best serve the interest of the City and meet its objectives. 

Criteria may include: 

1. Contractor’s previous experience and team qualifications, as well as references from prior or current clients
2. Contractor’s ability, capacity and skill to fulfill the services as specified III. Integration of sustainable materials and building practices into project specifications
3. Analysis of cost of work. 
4. City’s prior experience with Contractor, if applicable
5. Compliance with plans and specifications

The City will negotiate a contract with the selected Contractor. The City will be the sole and exclusive judge of quality and compliance with plans and specifications in any of the matters pertaining to this ITB. 

The City reserves the right to award the contract in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion, including rejection of all bids. 

ITB SCHEDULE 

The City anticipates following the schedule described below to issue the request for qualifications and reviewing this request, and completing the project: 

SUBMITTAL INSTRUCTIONS 

Bids may be submitted by email to mklingler@bexley.org and are due by Thursday, May 15, 2025 on or before 4:00 pm Eastern Time. The date/time stamp of the email constitutes the official date/time of receipt of quote responses. 

Bids will be considered as if sealed until the deadline, upon which they will be read. 

Alternatively, bids may be submitted in a sealed envelope marked “City Hall Office Renovation” in the lower left-hand corner and addressed to: 

City of Bexley 

     c/o Matt Klingler, Director of Zoning and Planning

2242 E. Main Street 

Bexley, Ohio 43209 

It is the sole responsibility of respondents to the Invitation to Bid to deliver the bid by the stated deadline. Each bid must be submitted with all required documentation. Bids received after this deadline shall be deemed to be nonresponsive and will not be considered. 

OTHER TERMS 

1. Right to Reject Quote: Submission of a quote indicates acceptance by the firm of conditions contained in this request for quote unless clearly and specifically noted in the quote submitted. The City of Bexley reserves the right without prejudice to reject any or all quotes. 
2. No Collusion: In submitting this quote, the Contractor declares that the only person or party interested in the quote as principals are those named herein, and that the quote is made without collusion with any other person, firm or corporation. 

III. Confidentiality: Quotes and other documents submitted shall be examined to determine the validity of any written requests for nondisclosure of proprietary or confidential information. After award of a contract, all responses, documents, and materials submitted by the respondent pertaining to this bid will be considered public information unless otherwise determined by legal counsel. 

1. Prevailing Wage rates and requirements will apply to this project. 

QUESTIONS 

• Contractor may submit questions in writing by 4:00 pm on Thursday May 1, 2025 via email to mklingler@bexley.org  (Matt Klingler)
• Please put “City Hall Office Renovation Project” in the subject line. 

Download Addendum 1 Here

Download Full ITB Document Here

Download Plans Here

BACKGROUND

The City of Bexley, Ohio is requesting qualified planning consultants to develop a comprehensive Commercial Design Guidelines document. This document seeks to re-envision the current Main Street Design Guidelines (see Appendix A) by establishing overarching guidelines for core commercial areas in Bexley and providing specific standards tailored to the unique contexts of East Main Street, North Cassady Avenue, and East Livingston Avenue. 

These guidelines will enhance and maintain the vitality of the City’s commercial areas. Guided by a Design Guidelines Steering Committee and following a well organized public engagement process, the selected consultant will develop a reader-friendly and highly-illustrative Commercial Design Guidelines document that will establish standards for future redevelopment. Guidelines will be contextually appropriate to Bexley and align with the City’s long-term vision and goals.

SCOPE OF WORK

The desired Scope of Work entails all research, public engagement, steering committee liaising, drafting, and revisions necessary to produce a comprehensive set of guidelines and corresponding document, including:

• Guidelines process will include the following: 

• • Policy and Strategy Review: Review Main Street Design Guidelines; pertinent City policies and procedures relative to streetscape and design review; and active City strategic plans, ensuring alignment with the new guidelines. See Appendix for copies of relevant plans. 
  • Steering Committee: Work with the Design Guidelines Steering Committee for input and guidance throughout the process.
  • Public Workshops: Conduct two public workshops to gather input and feedback from stakeholders and community members.
  • Drafting and Revisions: Developing draft guidelines, followed by revisions based on feedback from the Steering Committee and public workshops.
  • Presentations: Presenting the draft guidelines to the Board of Zoning and Planning, Architectural Review Board, Tree and Public Gardens Commission, and Bexley City Council.
• The Guidelines will accomplish the following: 
  • Universal Guidelines: 
    • Establish universal design standards applicable to all development within Mixed-Use Commercial (MUC) districts in Bexley.
    • Establish streetscape design standards for all MUC districts in Bexley.
    • Guidelines should address standards for (but are not limited to): 
      • Sidewalks, trails, curbs, planting areas, tree lawns, lighting, street furniture, screening, fencing, utilities, pocket parks, medians, signage, automobiles, access points, bikes and bikeways, transit, pedestrian crossings, traffic calming measures, trail access, parking, architectural  massing, scale, height, materials, style, preservation, language, potential development sites, institutional knowledge, geographies, and proximities. 
    • Develop a subset of strategies and standards for East Main Street, North Cassady Avenue, and East Livingston Avenue that recognize the distinctive character of each core commercial area.
  • Context-Specific Guidelines: With the understanding that there will be significant overlap in standards, develop specific guidelines and standards for development and streetscape that apply to each commercial corridor:
    • East Main Street (possible variations between the 
    • North Cassady Avenue
    • East Livingston Avenue
  • Existing Conditions: Address existing conditions and recommendations of improvement.
  • Introduction and Overview: Incorporate the purpose of the guidelines and historical context to inform readers on what is regulated and where regulations apply.
  • Vision and Expectations: Clarify the vision and expectations for commercial areas, by focusing on the elements and functionality of the streets and buildings.
  • Develop Inventory: Create a list of architecturally significant buildings and historically significant trees to help preserve the character of Bexley as well as include a code audit.
    • Final Deliverable: 
      • A reader-friendly document with illustrations and images that clearly explain the guidelines and vision for the commercial areas.
    • Not in Scope: Production of accompanying ordinances and Zoning Code amendments adopting the proposed Guidelines

SUBMITTAL INSTRUCTIONS 

Proposals may be submitted by email to mmeyer@bexley.org and are due by Wednesday, April 9, 2025 on or before 4:00 pm Eastern Time. The date/time stamp of the email constitutes the official date/time of receipt of proposal responses. Proposals will be considered as if sealed until the deadline, upon which they will be read. 

Alternatively, proposal may be submitted in a sealed envelope marked “Commercial Design Guidelines Bid” in the lower left-hand corner and addressed to:

City of Bexley 
c/o Megan Meyer, Bexley Director of Administration and Development 
2242 E. Main Street
Bexley, Ohio 

FORMAL QUESTIONS

• Question: What is the estimated budget allocated for this project? 
  • Answer: As with any professional services contract, the City understands that each responding firm will bring their own expertise, method, and recommended number of hours to a project. As indicated in the RFP, responses should indicate the estimated number of hours and hourly rate for the project. Should the proposed scope of work, hours involved, and resulting fee extend beyond what the City hopes to spend for this project, the City will work with bidders to refine scope of work.

• Question: The RFP mentions "Universal Guidelines - Establish universal design standards applicable to all development within Mixed-Use Commercial (MUC) districts in Bexley". How does the City of Bexley interpret the typical 'Universal Design Standards and Guidelines'? Does the City follow a specific document that we need to adhere to meet this standard?
  • This reference is to the new universal design standards that will be created as part of this commercial design guidelines process. Currently, the City has Main Street Design Guidelines (see Appendix A) which are incorporated into the City’s zoning by way of a Main Street overlay. This new set of guidelines would extend to all commercial areas in Bexley (so Main Street as is the case now, in addition to Livingston Avenue and portions of N. Cassady Avenue). The scope of work also includes the creation of corridor specific guidelines for Main, Livingston, and Cassady.

Download Full RFP Document Here

Download RFP Appendixes Here

PROJECT BACKGROUND
The City of Bexley Recreation and Parks Department (BRPD) operates two side-by-side tennis courts within Jeffrey Park (located at 165 N. Parkview Avenue, Bexley, Ohio 43209). The courts are in need of a complete mill and overlay, removal of existing lighting and drainage improvements. A layout of existing site conditions and photos are provided below.

SCOPE OF WORK
BRPD is requesting quotes from qualified contractors for the following:

• Tennis Court Surface Replacement: Mill and overlay of the two existing courts (approximately 118’ x 108’) including all labor, hauling of existing material, sourcing and installation of new material, restriping of tennis court surface and reinstallation of tennis court equipment (e.g. nets);
• Court Lighting: Removal of existing tennis court lights (four lights in total), as well as patching or restoration of the surrounding area following removal.
• Drain Installation: Installation of a french drain along the western border of the tennis court between the tennis and pickleball courts;
• Not in scope: Electrical upgrades, storm sewer upgrades, or landscaping services.

REQUESTED INFORMATION

• Construction specification for tennis court resurfacing
• List of potential subcontractors
• Project costs for each project component including:
• Tennis Court Surface Replacement
• Current Light System removal with any needed patching
• Installation of a french drain along the western border of the tennis court
• Work experience including at least two references from clients based in Ohio
• Availability to begin the work with a rough schedule for completion.

SUBMITTAL INSTRUCTIONS

Quotes may be submitted by email to mprice@bexley.org and are due by Friday, December 6, 2024 on or before 4:00 pm Eastern Time. The date/time stamp of the email constitutes the official date/time of receipt of quote responses. Quotes will be considered as if sealed until the deadline, upon which they will be read. 

Alternatively, quotes may be submitted in a sealed envelope marked “Tennis Court Resurfacing” in the lower left-hand corner and addressed to: 

City of Bexley
c/o Mike Price, Bexley Recreation Director
2242 E. Main Street
Bexley, Ohio 

It is the sole responsibility of respondents to the Request for Quotes to deliver the quote by the stated deadline. Each quote must be submitted with all required documentation. Quotes received after this deadline shall be deemed to be nonresponsive and will not be considered.

Download Full RFQ Document and Appendixes

Background

The City of Bexley is seeking proposals from qualified individuals or firms to provide professional landscape consulting services. The Landscape Review Consultant will be responsible for reviewing landscape applications, providing staff recommendations, facilitating the application and hearing process, and attending relevant meetings. This assignment entails approximately 10-20 hours of work per month.

Scope of Work

The Landscape Review Consultant will perform the following tasks:

Review Landscape Applications

   - Evaluate landscape applications for compliance with city standards and guidelines.

   - Provide staff recommendations for approval or modification.

Facilitate Applications and Hearing Process

   - Assist applicants in understanding and navigating the application and hearing process.

   - Ensure applications are complete and ready for review by relevant boards and commissions.

Forward Approved Landscape Plans

   - Submit approved landscape plans to the Landscape Inspector for further action.

Attend Meetings

   - Attend relevant Board of Zoning and Planning, Architectural Review Board, and Tree and Public Gardens Commission meetings as needed.

   - Attend internal planning meetings as needed.

Qualifications

The successful consultant should have the following qualifications:

- Demonstrated expertise in landscape architecture, horticulture, or a related field.

- Experience in reviewing and evaluating landscape plans.

- Familiarity with municipal zoning and planning processes.

- Strong communication and facilitation skills.

- Ability to work collaboratively with city staff, applicants, and the public.

Proposal Requirements

Proposals should include the following information:

Cover Letter

   - Introduction of the consultant or firm.

   - Summary of qualifications and relevant experience.

Consultant’s Qualifications

   - Detailed description of the consultant’s qualifications, including education, certifications, and relevant experience.

Relevant Experience

   - Examples of similar projects completed by the consultant.

   - References from previous clients.

Approach and Methodology

   - Description of the consultant’s approach to fulfilling the scope of work.

   - Methodology for reviewing applications and facilitating the application process.

Fee Structure

   - Proposed fee structure, including hourly rates and any other costs.

Availability

   - Confirmation of the consultant’s availability to perform the required work within the specified time frame.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

- Qualifications and experience of the consultant.

- Demonstrated understanding of the scope of work.

- Approach and methodology.

- Fee structure.

- References and past performance.

Proposal Submittal Instructions

Proposal Deadline:

Proposals are being taken on a rotating basis. Please submit proposals via email to applications@bexley.org.  

Proposal Questions:

All questions shall be directed via email to applications@bexley.org. 

Proposal Submittal Instructions:

Proposals shall be submitted as a PDF document please

Please submit proposals to applications@bexley.org

Click Here to download RFP document

BACKGROUND

The City of Bexley, Ohio is requesting qualifications from professional skate park design-build firms (“Contractors") for the purpose of constructing the City’s new skate park. Following a multi-month public engagement process led by the City’s Recreation and Parks Department and consultants Hunger Skateparks, the City has selected an Illustrative Feature Plan (see Appendix A) detailing amenities and preliminary design for a 10,455 sq. ft. skate park with two potential design alternatives. The successful contractor will serve in a design-build capacity, integrating the features from this existing plan into a set of construction drawings and specifications and ultimately constructing the park.

SCOPE OF WORK

1. Location: The City intends to construct the skate park on City-owned property along an existing paved multi-use path in Schneider Park. The site is located just west of Village Creek Drive, adjacent to the Bexley Village apartment complex. An aerial map of the site is enclosed as part of this RFQ package (Appendix B).
2. Work Detail: In addition to the development of construction drawings based on the Illustrative Feature Plan, the scope of work includes site survey, grading, civil design, geotechnical investigations, permitting, procurement, scheduling, excavation and hauling of existing landscape material, construction-phase services and site restoration.
   1. Construction Drawings: Construction drawings shall detail all amenities as seen in the Illustrative Feature Plan and incorporated Legend (numbered 1-21.
   2. Materials: The primary material on the site shall be reinforced concrete. All railings and other fixtures are to be noted on the construction drawings.
   3. Alternates: The project may include two design alternates which should be considered in the development of this proposal, with separate line item estimates for each:
      1. Alternate 1 (Legend #17): Mini Ramp with Roll-in and Hops (980 sq. ft.)
      2. Alternate 2 (Legend #18): Seating (280 sq. ft.) / Storm Water Vegetated Swale (1,000 sq. ft.)
   4. Not in Scope: Electrical and landscaping services (outside of the Vegetated Swale alternate) are not to be included in the scope of work

BONDING REQUIRED

Each proposal shall be accompanied by a bond in the amount of one hundred percent (100%) of the bid, or by a certified check, cashier's check or irrevocable letter of credit for ten percent (10%) of the bid, made payable to the City of Bexley, Ohio, conditioned that if the bid is accepted a Contract will be entered into within 10 days after notice of acceptance. A Performance Bond of One Hundred Percent (100%) of the amount of the Contract with a satisfactory surety company, conditioned according to law, will be required for the faithful performance of the Contract.

PROPOSALS DUE BY:
4:00 pm, Thursday, July 11, 2024 *Note: previous version listed July 11 as a Wednesday in error*

DEPARTMENT REQUESTING:
Recreation & Parks

SUBMIT RESPONSES TO:
mprice@bexley.org

Download full RFQ Document and Appendixes

BACKGROUND

The City of Bexley, Ohio is requesting qualifications and proposals from professional sign fabrication contractors (“Contractors”) to implement a park signage package as guided by the recently developed Bexley Park Sign Design Guidelines Manual (“Design Manual”). The Design Manual represents 15 different sign types, oriented to both pedestrian and motorist viewers located throughout the City of Bexley’s community parks. The City’s objective is to create a system of signs across our community parks that display design continuity and clearly communicate park navigation and attributes.

SCOPE OF WORK

The successful Contractor will supply all labor, equipment, products and materials necessary to implement a package of park signs as outlined in Table 1, herein, and in line with the Design Manual (Appendix I) and corresponding Location Map (Appendix II). The Design Manual details multiple sign types and fabrication specifications including font type family, colors, dimensions, connections and materials. Scope of work will include:

1. Shop Drawings: Before fabrication, the contractor shall create final shop drawings for each sign type and present for City review and approval. As needed, the Contractor may be asked to work with the City’s sign design firm, Designpath, to finalize details.
2. Samples: Before fabrication, the contractor shall submit samples of all sign materials, molding profiles and finishes will be provided for client review and approval.
3. Sign Fabrication: Including but not limited to material sourcing, production, printing, painting, sandblasting and electrical wiring for internal illumination.
   1. Construction of masonry walls (e.g. Type H) are not in scope (NIS). But the contractor will be responsible for collaborating with the City’s assigned landscape architect to coordinate final conditions for connections, maintenance, and electric routing.
4. Installation: Contractor responsible for engineering of mountings, connections, footings, sign permits, coordination with utilities, site grading, and other trades where necessary.
5. Site Restoration: Including but not limited to regrading and seeding where necessary.

Substitutions to fabrication specifications may be considered provided that appearance and functionality are unchanged. Such substitutions should be clearly indicated in the response.

Depending on total cost, the package may be divided into phases, and the City may determine the need to self-perform installation work. Should the package be subdivided, the City reserves the right to reissue a RFP and/or to select a new Contractor for future phases. Any package phasing or reduction in scope of work as described below will be clearly detailed in the final contract with the successful Contractor.

DUE BY:
4:00 pm, Friday, April 12, 2024

DEPARTMENT REQUESTING:
Recreation & Parks

SUBMIT RESPONSES TO:
mprice@bexley.org

Download Full RFP and Appendix Document

BACKGROUND

Jeffrey Summer Camp operates under the BRPD on the grounds of Jeffrey Mansion and Park. They currently use the Clifton Shelter House by the Bexley Pool and a seasonal tent to the north of the pickleball courts by the Park Restrooms and Park Cabin. The Clifton Shelter House is used by Camp Park, servicing up to 140 children grades 3 - 6, and the seasonal tent is used by Camp Woods, servicing up to 120 children grades 1- 2.

Camp Park used to be a seasonal tent as well, but the permanent shelter was built in 2010 to improve the camp experience. With the success of the Camp Park shelter, BRPD would like to build a permanent 4-Season Camp Shelter House in the current Camp Woods location that would also serve as an indoor/outdoor recreation space for BRPD programming outside of the camp season.  The vision for the project would be to design a 4-season facility around a pole structure, with customized layouts, finishes, and details.

SCOPE OF WORK
Services to be provided:

Information Gathering:

• Perform a needs analysis based on discussion with department staff

• Site and topography surveys

• Provide early construction cost ranges based on the anticipated size of the structure and proposed amenities.

Project Process:

• Meet with departmental staff as needed during the information-gathering and design development stages

• Present design to Recreation Board

• Present design to the Architectural Review Board 

Deliverables:

Phase 1

• Design development exhibits - elevations, site plans, and renderings

Phase 2 (Upon Approval)

• Construction documents based upon approved plan
• Estimated construction cost by trade
• Development of bid package

DUE BY:
October 9, 2023

DEPARTMENT REQUESTING:
Recreation & Parks

SUBMIT RESPONSES TO:
mprice@bexley.org

Download Full Request for Proposal

BACKGROUND
The Bexley community is committed to work more purposefully to build a community free from racism and prejudice in all forms, where all residents and visitors are valued, respected, and empowered to thrive.

The One Bexley Project will be based upon education and community-based programming, in order to help inform residents about Bexley’s shared history as a foundation to promote sustainable allyship and inclusivity to further our goal of a truly united and equitable community. Through events, discussions, and community-wide engagement, One Bexley will provide programming that addresses the historical, structural context of past incidents that have scarred our community, and empowers our community to disrupt similar events in the future.

The Purpose of One Bexley is to create a joint community educational program catering to a variety of ages, designed to attract a critical amount of participation from throughout the community, in order to create culture shift regarding:
The specific historical context of structural racism/bigotry/exclusionism in Bexley and America
How to become advocates and allies in order to address continued racism and bigotry in the community and beyond, and to foster a sense of belonging among all Bexley residents, business owners, and visitors

SCOPE OF WORK
Services to be provided:

• Help define the One Bexley Project through a series of stakeholder engagement and small group workshops
• Work with stakeholder committee to craft program details and program launch, and to help set up infrastructure to perpetuate program development and execution
• Work with staff from partner organizations to create communications plan and resources, help develop communications platforms

DUE BY:
October 16, 2023

DEPARTMENT REQUESTING:
Mayor's Office

SUBMIT RESPONSES TO:
applications@bexley.org

Download Full Request for Proposal

Background

The City of Bexley is seeking a vendor to collect, haul, and tip food scraps and compostable products from homes and select drop off sites to a Certified Class II compost facility.

The City’s Food Waste Recycling program began as a pilot in 2017 and currently has approximately 2,000 registrants. With the current contract set to expire at the end of 2023, we are seeking responses to this Request for Proposal to: 

Collect material from receptacles (currently utilizing 5 gallon buckets) at homes and toters from select drop off sites each Monday; 

Provide each receptacle with a new compostable liner;

Transport the waste to a Certified Class II compost facility or process it into compost.

Scope of Work, Bid Alternates, and Submittal Instructions are in the RFP Document linked at the bottom

DUE BY:
October 17, 2023

DEPARTMENT REQUESTING:
Mayor's Office

SUBMIT RESPONSES TO:
applications@bexley.org

Download Full Request for Proposal

Question and Answer: 

Bid Process

1. On what basis will the winning vendor be selected? Do you have any selection criteria or a grading rubric that you can share with us? The extent to which the bid meets the requirements at a favorable price.
2. What can you share with us about the selection process beyond proposal submission? Will there be an in-person pitch process that we should be aware of? No, but you can always submit questions. 
3. Have you set a deadline for selection of the new vendor? When will we be notified of the results of our proposal? No, but we'll do it as expeditiously as possible. 

Current Program – Collection

1. Under the current program, does the City of Bexley cover the cost of the 5-gallon buckets for participating residents? Or, does the current vendor cover this cost within the $5.99/month pricing? Currently, buckets are covered as part of the $5.99 pricing.
2. Is the City of Bexley responsible for delivering the 5-gallon buckets to the participating residents (or ensuring they receive it in some way)? Or, is the bucket delivered by the current vendor? The buckets are currently delivered by the current vendor.
3. Who currently covers the cost of the composable liners?  Does the current vendor cover this cost within the $5.99/month pricing? Does the City of Bexley cover this? Or, is this the responsibility of the residents themselves? This is currently included in the monthly cost.
4. Per the RFP, we understand the desired future state is that the vendor will supply the fresh liner each week, but how does this work today under the current program? The Bexley website seems to indicate that the resident is responsible for picking up liners from Bexley City Hall when they run out. Currently, the vendor supplies a fresh liner each week. We have extra at City Hall for residents to pick up if they'd like.

Current Program – Reporting & Feedback

1. Is there a service level agreement between the City of Bexley and the current vendor? We have a contract.
2. Regarding reported misses and service issues, how does this process work today? What is the expected response time and resolution for such issues today? Residents submit this information online.  
3. Is there currently a mechanism in place to collect feedback from residents regarding the program in general (beyond reporting misses and service issues)? If so, on what cadence is this done? If so, can you share the latest results? We have email addresses for those who have formally signed up for the program but seldom use this tactic. We find that residents that have something to share will do so by contacting us.

BACKGROUND
The City of Bexley is requesting proposals for a social services provider to provide services to residents, visitors, and others who are served by City services.  

SCOPE OF WORK
Services to be provided:

• Crisis intervention in situations requiring immediate assistance
• Short-term counseling and/or counseling referrals 
• Assist with mental health assessments
• Court advocacy for Orders of Protection 
• Assistance with death notifications and grief counseling
• Provide victim/witness support and follow-up on incidents reported to the police that require further assistance, including potentially traumatic police interactions
• Housing crisis assistance
• Counseling and/or referrals to residents dealing with financial and/or physical limitations
• Creation and maintenance of a directory of community resources for additional assistance and services

DUE BY:
August 11, 2023

DEPARTMENT REQUESTING:
Mayor's Office

SUBMIT RESPONSES TO:
applications@bexley.org

Download Full Request for Proposal