Request for Qualifications (RFQ) for Engineering Services for the Choctaw Trail Project − Phase II
Date Issued: October 21, 2026
Due Date: November 16, 2026, 3:00 p.m. CST
Issued By:
City of Choctaw
Address: 2500 N Choctaw Rd
PO Box 567
Choctaw, OK 73020
Contact Person: Tawny Shelby, Special Event Coordinator/Grant Writer
Phone: 405.390.8198
Email: tshelby@choctawcity.org
The City of Choctaw, Oklahoma (the "City"), is soliciting Request for Qualifications (RFQ) from qualified engineering firms to provide professional engineering services for Phase II of the City's Trail Project funded through the Oklahoma Tourism Department grant program.
The selected firm will assist the City with project development, engineering design, environmental and regulatory compliance, bidding assistance, construction administration, and other services necessary to successfully complete the project in accordance with applicable state and federal requirements.
The City intends to select the most qualified firm based upon demonstrated qualifications and will negotiate a fair and reasonable fee with the selected firm.
PROJECT BACKGROUND
The City of Choctaw has successfully completed Phase I of its community trail system and has received funding assistance through the Oklahoma Tourism Department for the development of Phase II. This project is intended to expand recreational opportunities, improve connectivity within the parks system, enhance quality of life, and support tourism-related economic development.
The proposed improvements may include, but are not limited to:
Multi-use trail construction
Trailhead improvements
ADA accessibility enhancements
Drainage improvements
Pedestrian safety features
Signage and wayfinding
Landscaping and site improvements
Connections to existing recreational facilities, parks, and community destinations
The final scope of improvements will be determined in coordination with the selected consultant and grant program requirements.
SCOPE OF SERVICES
The City anticipates that the selected engineering firm will provide comprehensive professional engineering services necessary for the successful completion of the Choctaw Trail Project Phase II. Services may include project management, surveying, engineering design, permitting assistance, bidding support, construction administration, and grant compliance activities.
The selected firm will be expected to provide overall project management from project initiation through completion. This will include attending a project kickoff meeting with City staff, coordinating regularly with City representatives, developing and maintaining project schedules, preparing progress reports, and managing all aspects of project coordination to ensure timely delivery of project milestones and compliance with grant requirements.
As part of the preliminary project development phase, the consultant may be required to perform surveying and data collection services. These services may include boundary and topographic surveys, existing conditions assessments, utility research and coordination, and other field investigations necessary to support the design and construction of the trail improvements.
The consultant will provide engineering design services necessary to advance the project from concept through final construction documents. Design services may include preparation of a preliminary engineering report, evaluation of alternatives, development of trail alignments, grading and drainage design, structural design elements where applicable, and review of accessibility requirements to ensure compliance with the Americans with Disabilities Act (ADA). The selected firm will also be responsible for preparing complete plans, specifications, cost estimates, and other documents necessary for bidding and construction.
The selected consultant shall assist the City in obtaining all necessary permits, approvals, and regulatory approvals required for the project. This may include coordination with local, state, and federal agencies, assistance with environmental reviews, identification of permit requirements, and preparation of floodplain analyses or permitting documentation if such review is necessary for the project.
During the procurement phase, the consultant will assist the City with preparation of bid documents and specifications, responding to contractor questions during the bidding period, evaluating bids received, preparing bid tabulations, and providing recommendations regarding contract award.
Throughout construction, the engineering firm may be asked to provide construction administration services to assist the City in monitoring project progress and ensuring compliance with the approved plans and specifications. These services may include attendance at pre-construction meetings, review of drawings and submittals, construction observation, review of contractor pay applications, evaluation of change orders, and preparation of project closeout documentation.
Because this project is funded through the Oklahoma Tourism Department, the selected firm will also be expected to assist the City with grant administration and compliance requirements. Such services may include preparation and maintenance of required project documentation, assistance with progress reporting, support for grant reimbursement requests, and coordination with the funding agency to ensure all applicable grant requirements are satisfied throughout the duration of the project.
MINIMUM QUALIFICATIONS
Firms responding to this Request for Qualifications must demonstrate the professional qualifications, experience, and technical expertise necessary to successfully complete the project. At a minimum, the submitting firm shall be legally authorized and properly registered to practice engineering within the State of Oklahoma and have personnel available who are licensed to provide the services required under this solicitation.
The City seeks firms with a proven record of providing professional engineering services for projects of similar scope and complexity, including municipal trail systems, pedestrian facilities, recreational amenities, transportation infrastructure, parks improvements, or related public works projects. Respondents should demonstrate experience in the planning, design, and construction administration of comparable projects and provide evidence of successful project delivery.
Preference will be given to firms that possess substantial experience working on projects funded through state and federal grant programs and that are familiar with the associated reporting, documentation, procurement, and reimbursement requirements. Respondents should also demonstrate a thorough understanding of applicable accessibility standards, including compliance with the Americans with Disabilities Act (ADA) and related design requirements for public facilities.
Qualified firms must possess knowledge of local, state, and federal permitting processes and regulatory requirements that may apply to trail development projects, including environmental reviews, utility coordination, drainage considerations, and other approvals that may be necessary. Additionally, respondents must demonstrate the organizational capacity, staffing resources, and project management capabilities necessary to complete the project within the timelines established by the Oklahoma Tourism Department grant program and the City of Choctaw.
RFQ REQUIREMENTS
To facilitate the City's evaluation process, firms shall submit a comprehensive statement of qualifications that clearly demonstrates their experience, technical capabilities, project understanding, and ability to successfully complete the Choctaw Trail Project Phase II. Qualifications shall be organized in the order outlined below and contain sufficient detail to allow the City to assess the firm's experience with similar projects.
1. Firm Information: Provide general information regarding the firm and its qualifications to perform the requested services. At a minimum, include the following: Firm name and principal business address; Primary contact person for this RFQ; Telephone number and email address; Number of years the firm has been in business; Office location that will serve the project.
2. Project Understanding and Approach: Provide a narrative describing the firm's understanding of the project and the proposed approach for delivering the required services. The narrative should demonstrate familiarity with trail development projects, public-sector design requirements, and grant-funded project administration. The narrative should address: The firm's understanding of the project goals and objectives; Proposed project approach and methodology; Anticipated project challenges and proposed solutions.
3. Relevant Experience: Provide detailed descriptions of at least three (3) projects completed within the past ten (10) years that are similar in scope, complexity, or funding source to the proposed project. For each project, include the following information: Project name; Client name; Project location; Total project cost; Scope of services provided by the firm; Funding source(s); Client reference and contact information.
4. Project Team: Identify the personnel who will be assigned to the project and describe their qualifications and experience relevant to the proposed services. Include the following information: Key project personnel; Individual roles and responsibilities; Relevant project experience and qualifications; Subconsultants and their proposed responsibilities, if applicable.
5. Capacity and Availability: Demonstrate the firm's ability to successfully complete the project within the required grant schedule and funding deadlines. This section should include information regarding current workload, staff availability, and the firm's overall capacity to provide timely and responsive service throughout the duration of the project.
6. References: Provide a minimum of three (3) references from municipalities or public entities for whom the firm has performed work of a similar nature. References should include a contact name, title, agency, telephone number, email address, and a brief description of the services provided.
SELECTION PROCESS
The City will evaluate submittals and may conduct interviews with one or more firms. Following evaluation, the City will select a firm based on qualifications and negotiate a professional services agreement.
ANTICIPATED SCHEDULE
Milestone Date
RFQ Issued October 21, 2026
RFQ Due November 16, 2026
Evaluation of Qualifications November 23-25, 2026
Interviews (if needed) December 1 - 4, 2026
Selection and Award December 15, 2026
Notice to Proceed December 15, 2026
GENERAL CONDITIONS
The City of Choctaw reserves the right to reject any or all statement of qualifications received in response to this Request for Qualifications and to waive any informalities, technicalities, or irregularities in the submission process when doing so is determined to be in the best interest of the City. The City may request clarification of information submitted, require additional information from any respondent, or conduct interviews as part of its evaluation process.
The City further reserves the right to amend, modify, suspend, or cancel this Request for Qualifications at any time and for any reason without liability to any respondent. Following the evaluation of qualifications, the City will negotiate a professional services agreement, including scope of work and compensation, with the selected firm. If an agreement cannot be successfully negotiated, the City reserves the right to terminate negotiations and proceed discussions with the next most qualified firm.
All materials submitted in response to this RFQ shall become the property of the City of Choctaw and may be subject to disclosure in accordance with applicable Oklahoma laws. Submission of a Statement of Qualifications does not obligate the City to award a contract or to reimburse any costs associated with the preparation of a response.
Responding firms shall be solely responsible for all costs incurred in the preparation, submission, and presentation of their qualifications, including any costs associated with interviews, negotiations, or requests for additional information. The City shall not be liable for any expenses incurred by respondents in connection with this solicitation process.
DEADLINE FOR RECEIPT OF STATEMENT OF QUALIFICATIONS
All replies and statement of qualifications in response to this RFQ must be received in a sealed envelope and clearly marked as "Request for Qualifications (RFQ) for Engineering Services for the Choctaw Trail Project - Phase II" no later than 3:00 pm on Monday, November 16, 2026, at the address shown below:
Isabel Runyon
City Clerk
2500 N Choctaw Rd PO Box 567
Choctaw, OK 73020
