1-AF Public Works Architect RFP.pdf

City of American Fork

REQUEST FOR PROPOSAL (RFP) NO. AF20260001

PROFESSIONAL DESIGN SERVICES

American Fork Public Works Facility

RFP Due Date: April 22, 2026, by 2:00 P.M.

RFP Administrator: Sam Kelly, Public Works Director P: (385) 265-4155 E: skelly@americanfork.gov

Interested parties may obtain a copy of this RFP and submit responses through the State of

Utah’s Public Procurement Portal:

purchasing.utah.gov

Issued: 3/26/2026

TABLE OF CONTENTS

OVERVIEW 3

INTRODUCTION 3

SCOPE OF SERVICES 4

PROPOSAL RESPONSE OUTLINE 5

TIMELINE 6

PROPOSAL EVALUATION CRITERIA 7

ADMINISTRATIVE GUIDANCE 7

ISSUING OFFICE AND RFP REFERENCE NUMBER 8

SUBMISSION OF PROPOSAL 8

INQUIRIES 8

RESPONDENT’S RESPONSIBILITY FOR PROPOSAL COSTS 8

EVALUATION OF PROPOSALS 8

ORAL PRESENTATION 9

AWARD OF THE CONTRACT 9

PROTECTED INFORMATION 9

ADDENDUM TO RFP 9

AUTHORIZED REPRESENTATIVES 9

ANTI-COLLUSION 10

RESTRICTIONS 10

RIGHT TO REJECT 10

EXHIBIT A 11

OVERVIEW

I. INTRODUCTION

The purpose of this RFP is to solicit proposals from qualified architects, engineers, or other professional design firms to contract with the American Fork to design and provide construction documents for the demolition and construction of a new Public Works facility at 275 East 200

North, American Fork, UT 84003.

Once the Firm has been selected, the City will release another RFP to choose a Construction

Manager/General Contractor (CM/GC) to help facilitate the completion of the design, construction, and construction oversight of the project. It is expected that the successful Firm will report to the

Construction Manager and a multi-disciplinary Project Team. In addition, the City expects to select the CM/GC prior to the 25% design level of the project. The City anticipates that the selected Firm will assist the City in the selection of the CM/GC. The CM/GC will provide a Guaranteed Maximum

Price at the 100% construction drawing level.

It is the intent of the City that the Public Works construction project will accommodate the operations of the Development Services, Utility Billing, Public Works and Parks. It is expected that certain operations within the current Public Works complex will need to be relocated during construction. While relocation of all staff is not an absolute requirement the City is open to finding an alternative to maintaining operations during construction.

The new facility should enhance the quality of life of the residents of American Fork by providing positive interaction with municipal services while also creating a pleasing aesthetic structure.

Desired improvements for the new facility include a new administration building to meet the current program space requirements and the ability to add programmable space for future staff at

City buildout. The facility will also include attached shop/bay space to meet current program needs with the ability to add more space to support the City at the various stages of buildout.

The City expects that the facility will contain energy-efficient LEED-type features and will utilize sustainable building principles. It is not the City’s intent to seek LEED certification for this project.

The facility will reflect creative design, connectedness to the community, and cost-consciousness.

The City would like to explore the option for the new facility to contain an emergency operations center.

The City expects that the design will reflect current or improved operational and maintenance efficiencies and promote customer service and safety.

This RFP is part of a competitive procurement process that helps to serve the best interests of the Owner and its citizens. It also provides each Firm with a fair opportunity for its services to be considered.

II. SCOPE OF SERVICES

The selected Firm shall provide finalization of the design (see Exhibit A for current Conceptual Master Plan of the site), schematic design, construction documents, coordination with the CM/GC, and consultation as needed for the Project, which includes site improvements. Scope of work shall include the following:

● Coordination with City-appointed Project Management Team in all phases of the project, according to the approved Project Approach and Project Schedule submitted by the selected Firm.

● Preparation of a Schematic Design for the project, including preliminary building plans, landscape plans, cross-sections, elevations, study models, perspective sketches, electronic modeling, etc. The selected Firm will present the Schematic Designs to the City and Project Team representatives for input.

● Facilitation of City Council presentations at key project phases and as requested by the City.

● Consultation as needed in the selection of a CM/GC.

● Coordination with the CM/GC beginning at the 25% design level. Coordination will include reviewing construction materials and methods, cost estimating, value engineering, project phasing, etc.

● Preparation of Construction Documents. Documentation will include drawings and specifications that detail the quality, quantity, and levels of materials and systems required for the project's construction. Presentation of 50%, 85%, and complete construction documents will be provided. Documents will be in sufficient detail at 85% for the CM/GC to produce a preliminary Guaranteed Maximum Price to perform construction. Complete construction documents will be used by the CM/GC to present to and negotiate with the City a final Guaranteed Maximum Price. The selected Firm will review the proposed Guaranteed Maximum Price on behalf of the City.

● Coordination of all permitting and other similar requirements.

● Continued coordination with the CM/GC throughout the bidding and construction process for the project. This coordination will include regular updates to the City regarding project progress.

● Coordination with CM/GC in project inspection and closeout, including all closeout documentation, maintenance and operation manuals, warranties, as-built drawings, systems testing, quality assurance, etc.

III. PROPOSAL RESPONSE OUTLINE

Proposals must be concise and in an outline format not exceeding 15 pages. Pertinent supplemental information should be referenced and provided as attachments. All proposals must be organized and tabbed to comply with the following sections:

Tab 1 - LETTER OF TRANSMITTAL. The letter of transmittal should include an introduction of the Project Team: the name, address, telephone number, and email address of the person to be contacted along with others who are authorized to represent the company in dealing with this

RFP.

Tab 2 - EXECUTIVE SUMMARY. Provide a brief statement that summarizes the unique qualifications of the Firm in relation to the unique and general requirements of this project.

Tab 3 - DETAILED DISCUSSION. This section should constitute the major portion of the proposal and must contain:

1. Proposed Project Team Organization and Qualifications: Provide a chart that identifies the roles of each of the Key Individuals involved in each phase of the project. Provide resumes for all key individuals on the proposed project team. Provide a matrix that indicates past project collaborations carried out by the proposed team.

2. Project Team Performance on Past Projects: Provide information for at least three or more similar projects that demonstrate the Firm’s ability to accomplish this project. For each project identified, provide the following information: Owner, Description, Photo, Square

Footage, Cost, Change Order History, Contingency Utilization, Special Features, and

Project Team Members’ involvement.

3. References: Provide a reference for each project listed above who may be contacted for further information regarding the performance of the Firm’s Project Team.

4. Team Roles and Responsibilities: Provide a description of the roles and responsibilities of the Firm’s Project Team members and how the Team will work together to achieve the objectives of the project. List any applicable subcontractors or sub-consultants.

5. Proposed Project Schedule: Provide a schedule that includes individual phases as applicable. The proposed project schedule shall list important dates, times, and locations of meetings and submittals.

6. Proposed Project Approach: Outline the tasks, any special approaches, and the plan for completion. Innovation and alternatives to the scope proposed here are welcome, including input on keeping the surrounding buildings and areas open and accessible during construction.

7. Local Knowledge: Describe knowledge of the local area and the criteria that need to be considered in the building design and project execution. Provide specific examples of experience in the area.

8. Public Project Experience: Discuss previous experience in designing public projects, which are funded by public monies.

Tab 4 - COST PROPOSAL. The Firm must submit a cost proposal allowing costs to be evaluated independently of other criteria in the proposal. The cost proposal should include the method of determining compensation for the required services with a not-to-exceed cost estimate. It should also include the estimated cost to complete all of the Firm’s Basic Services for the Project and a proposal for the percentage of the Firm’s compensation that will be paid at each phase of the design and construction of the Project. Cost proposals should include line item costs for Branding and Wayfinding, Interior and Furniture Design, and Signage.

Tab 5 - FINANCIAL REPORTS. The Firm should furnish a current financial report for the company's most recent fiscal year, audited, if available.

Tab 6 - MISCELLANEOUS additional information and attachments, including company literature and catalogs.

IV. TIMELINE

The following is a tentative schedule of this entire RFP process. While the City will attempt to apply the necessary resources to maintain this schedule, the following dates are merely projections. The City reserves the right to modify this schedule as needed to accommodate the completion of this RFP process.

TENTATIVE PROJECT SCHEDULE

RFP Published March 26, 2026

Voluntary Site Walk April 9, 2026

Questions from Firms Due April 15, 2026, at 6:00 pm

Questions and Answers Posted April 20, 2026

Proposals Due April 22, 2026, at 2:00 pm

Anticipated Contract Award May 2026

V. PROPOSAL EVALUATION CRITERIA

Proposals will be evaluated based on the response to all provisions of this RFP. Since this solicitation is an RFP as opposed to a Bid, pricing alone will not constitute the entire selection criteria. The City may use some or all of the following criteria and corresponding percentages in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all-inclusive list. The order in which they appear is not intended to indicate their relative importance. The City reserves the right to modify the evaluation criterion and percentage of the score as deemed appropriate prior to the commencement of evaluation.

POTENTIAL PROPOSAL EVALUATION CRITERIA

Evaluation Criteria Percentage

Qualifications and experience of the Firm’s Project Team, including the Firm’s Project Team’s demonstrated expertise and subject matter expertise in providing the requested Scope of Services.

30%

Project approach of the Firm’s Project Team (e.g. Relevant Public Works project experience, knowledge of the local municipal construction environment, creative ideas/innovation, cost-saving ideas, facilitating public presentations, best practices in public building spaces, etc.)

35%

Project costs. 35%

VI. ADMINISTRATIVE GUIDANCE

The information provided herein is intended to assist Firms in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested Firms with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal's content or to exclude any relevant or essential data therefrom. Firms are at liberty and are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFP.

VII. ISSUING OFFICE AND RFP REFERENCE NUMBER

The American Fork Development Services Department is the issuing office for this RFP and all subsequent addenda. The reference number for this RFP is AF20260001. This number must be referenced on all proposals, correspondence, and documentation relating to this RFP. During the

RFP process, the Procurement Officer is the sole source of official information. All other communications, both spoken and written, which are received by any representative of the Firm from other sources (such as employees in other departments) should be confirmed by the Firm with the representative as being true and accurate before incorporating such information into their response. This refers to both formal and informal conversations and communications.

Contact: Sam Kelly, Public Works Director

275 East 200 North American Fork, Utah, 84003 skelly@americanfork.gov

(385) 265-4155

VIII. SUBMISSION OF PROPOSAL

Proposal RFP documents will be available online on March 26, 2026, at https://utah.bonfirehub.com/portal (select Open Public Opportunities > click the search bar > enter

“American Fork” > select the Public Works Facility project.) Sealed proposals will then be accepted online until April 22, 2026, at 2:00 PM. Proposals submitted after this deadline will be rejected.

Failure to provide a response to items indicated in this RFP will be interpreted by the City as an inability by the Firm to provide the requested service.

IX. INQUIRIES

Questions arising subsequent to the issuance of this RFP shall be submitted in writing through the State of Utah’s online procurement portal. Questions and answers will be consolidated and provided to all Firms on record of receiving this RFP. All inquiries must be submitted by the close of business (6:00 PM MST) on April 7, 2026. Questions submitted after the deadline will not be addressed.

X. RESPONDENT’S RESPONSIBILITY FOR PROPOSAL COSTS

The City is not liable for any cost incurred by Firms associated with the preparation of the proposal or the negotiation of a contract for services prior to the issuance of the contract.

XI. EVALUATION OF PROPOSALS

The City may award a contract based on initial proposals received without discussion of such proposals with the Firm. Accordingly, each initial proposal should be submitted with the most favorable price and service available.

XII. ORAL PRESENTATION

The City may require an oral presentation by Firms to supplement a proposal. The presentations, if required, shall be scheduled by Sam Kelly, Public Works Director, after the proposals have been received and prior to the award of the contract.

XIII. AWARD OF THE CONTRACT

Upon completion of the evaluation process, the City may negotiate with and award the contract to the Firm whose proposal is determined to be most advantageous to the City. The parties must execute the contract prior to the commencement of performance. The contract will incorporate the provisions of this RFP (including any addenda) and other terms negotiated by the parties. By submitting a signed proposal, the Firm agrees to the provisions of the contract described herein.

XIV. PROTECTED INFORMATION

Under the Government Records Access and Management Act, Section 63G-2-101 et seq., Utah

Code Ann. (1993 and supp. 1996), as amended (“GRAMA”), certain information in the proposal submitted may be open for public inspection. If the Firm desires to have information contained in its proposal protected from such disclosure, the Firm may request such treatment by providing a

“written claim of business confidentiality and a concise statement of reasons supporting the claim of business confidentiality” with the proposal (GRAMA, Section 63G-2-309). Pricing elements of any proposal will not be considered protected. All material contained in and/or submitted with the proposal becomes the Owner’s property and may be returned only at the Owner’s option. A business confidentiality claim form is available on the Utah State Records Committee website:

http://archives.utah.gov/recordsmanagement/forms/GRAMA-business-confidentiality.pd

XV. ADDENDUM TO RFP

In the event that it becomes necessary to review this RFP in whole or in part, an addendum will be provided to all Firms on record as having received this RFP through the State of Utah’s online procurement portal.

XVI. AUTHORIZED REPRESENTATIVES

The RFP must contain the signature of a duly authorized officer, or agent of the Firm’s company empowered with the right to bind the Firm for the amounts estimated and terms proposed. The

Firm must also provide evidence of the authority of the officer or agent to bind the Firm. The owner shall have the option to change the Firm’s contact person if it is in the best interest of the

Owner.

Include this information within the "Letter of Transmittal", which will be tabbed section "1" of a successful proposal.

XVII. ANTI-COLLUSION

The submission of a proposal constitutes agreement that the Firm has not divulged its proposal to, or conspired with, any other Firm or party to a proposal whatsoever.

XVIII. RESTRICTIONS

All proposals must clearly set forth any restrictions or provisions deemed necessary by the Firm to effectively service the proposed Contract.

XIX. RIGHT TO REJECT

The City reserves the right to reject any or all proposals and to waive any informality or technicality in any proposal in the interest of the City.

Exhibit A