Town of Prescott Valley Public Works Department

7501 E. Skoog Blvd.

Prescott Valley

Arizona 86314

Telephone (928) 759-3070 ▪ Fax (928) 759-5514 ▪ prescottvalley-az.gov ▪ TTY (928) 759-3000

Statement of Qualifications

(SOQ)

Professional Architectural and CMAR Services for the

CIP #CF2503 – Prescott Valley Aquatics and Recreation Facility Project

Issued By:

Public Works Department Town of Prescott Valley, Arizona

7501 East Skoog Blvd.

Prescott Valley, Arizona 86314

Phone: (928) 759-3070

Due Date: Monday, June 1, 2026, 3:30 PM Arizona MST https://www.prescottvalley-az.gov/

Town of Prescott Valley Public Works Department

7501 E. Skoog Blvd.

Prescott Valley

Arizona 86314

Telephone (928) 759-3070 ▪ Fax (928) 759-5514 ▪ prescottvalley-az.gov ▪ TTY (928) 759-3000

Notice of Request For Qualifications - (RFQ) Professional Architectural and CMAR Services for the

CIP #CF2503 – Prescott Valley Aquatics and Recreation Facility

Statement of Qualifications Due: Monday, June 1, 2026, 3:30 PM Arizona MST

The Town of Prescott Valley (“Town”) is seeking Statements of Qualifications for both professional architectural design services and Construction Manager at Risk (“CMAR”) services necessary for the Prescott Valley Aquatics and Recreation Facility (“Project”) - CIP #CF2503.

The Town is issuing one solicitation for both services to emphasize the importance of the working relationship between the professional architectural design team (“Architect”) and CMAR.

Proposers will be asked to provide a single proposal, and to interview as a team. However, the Town intends to enter into two separate contracts as per standard CMAR delivery: one with the Architect, and one with the CMAR. The Scopes of Work for both Architect and CMAR are attached as Appendices B and C, respectively.

The Architect will provide the services under the direction of a Registered Professional Architect within the State of Arizona in the appropriate discipline. The design, drawings and specifications shall be certified and stamped by a registered professional in the State of Arizona and be provided in both written and electronic format.

The CMAR shall also be duly licensed, bonded, insured, and registered in the State of Arizona.

The procurement of professional services for this Project will be governed by the provisions of A.R.S. §34-603. The contract for this Project shall be awarded on the basis of demonstrated competence and qualifications. All applicable Federal Laws, State Laws, Municipal Codes, and other applicable rules and regulations of authorities having jurisdiction over said Project shall apply throughout.

A copy of the Request for Qualification (RFQ) packet may be obtained from the Prescott Valley website at prescottvalley-az.gov under “Bid Opportunities” and are listed in the Bonfire Procurement Portal at prescottvalleyaz.bonfirehub.com/portal/. Proposer shall utilize the internal chat feature of Bonfire for any questions about the project. Please note that these chats are considered public and will be housed in the Project listing.

A mandatory pre-submittal conference is scheduled for Thursday April 30, 2026 at 10:00 AM Arizona MST in the Civic Center Conference Room 330, 7501 Skoog Blvd, Prescott Valley, Arizona.

Electronic SOQ submissions will be accepted until 3:30 PM Arizona MST on Monday, June 1, 2026. Vendors will be required to initially register with the Town of Prescott Valley’s Bonfire portal before submitting a proposal. Please note that submissions will only be accepted electronically, not in person. SOQs will not be accepted after the deadline.

s/Fatima Fernandez Town Clerk

2TC PUB March 29, April 5, 2026 https://www.prescottvalley-az.gov/

TOWN OF PRESCOTT VALLEY

CIP# CF2503– Prescott Valley Aquatics and Recreation Facility

RFQ: page 1 of 8

TOWN OF PRESCOTT VALLEY

REQUEST FOR QUALIFICATIONS (RFQ) FOR

PROFESSIONAL ARCHITECTURAL AND CMAR

SERVICES FOR PRESCOTT VALLEY AQUATICS

AND RECREATION FACILITY CIP# CF2503

I. INTRODUCTION

The Town of Prescott Valley (“Town”) is seeking both professional architectural design services and Construction Manager at Risk (“CMAR”) services necessary for the Prescott Valley Aquatics and Recreation Facility (“Project”).

The Town is issuing one solicitation for both services to emphasize the importance of the working relationship between the professional architectural design team (“Architect”) and CMAR.

Proposers will be asked to provide a single proposal, and to interview as a team.

However, the Town intends to enter two separate contracts as per standard CMAR delivery: one with the Architect, and one with the CMAR. The Scopes of Work for both Architect and CMAR are attached as Appendices B and C, respectively.

The Architect will provide the services under the direction of a Registered Professional Architect within the State of Arizona in the appropriate discipline. The design, drawings and specifications shall be certified and stamped by a registered professional in the State of Arizona and be provided in both written and electronic format.

The CMAR shall also be duly licensed, bonded, insured, and registered in the State of Arizona.

Pre-Bid Meeting

A mandatory pre-bid meeting will be held in Room 330, 7501 E Skoog Blvd, Prescott Valley, AZ on April 30, 2026 at 10:00 AM, at which time questions concerning the RFQ will be addressed. Any questions and answers will be converted into an addendum and added to the project listing on Bonfire. Please note that this is a mandatory meeting, meaning that a representative of any proposing firm, Architect or CMAR, must be in attendance. If a proposal is received from a firm not in attendance, that proposal will not be considered. Following the meeting, interested firms will have the opportunity to view the site.

Question & Answer Process Proposers may utilize the internal chat feature of Bonfire to ask any questions about the Project. Please note that these chats are considered public and will be housed on the Project listing. Questions will not be accepted via phone or email. In-person questions may only be asked during the Pre-Submittal Meeting. In-person questions asked during the Pre-Submittals meeting will be compiled and posted to the Project as an Addendum.

Any such attempt to directly ask questions of Town staff through phone, email, or in-person outside of the Pre-Submittal Meeting may result in the rejection of the proposal.

RFQ: page 2 of 8

Any and all questions regarding the solicitation must be submitted virtually through the Q&A feature of the Town of Prescott Valley’s eProcurement portal (Bonfire). All questions must be submitted no later than the date and time indicated on the Town of Prescott Valley’s eProcurement portal (Bonfire). Any violations of these guidelines by a Proposer may constitute grounds for immediate disqualification from this procurement.

Solicitation Contact Restrictions The Town is conducting a competitive solicitation process for this CMAR request for qualifications, free from improper influence or lobbying. Contact with members of Town staff, Town Council, Town Mayor, or anyone connected to the solicitation regarding this opportunity is strictly prohibited until the conclusion of the associated evaluation period and contract award. Contact includes direct or indirect contact by the Proposer, its employees, attorneys, lobbyists, etc. in an attempt to influence the solicitation process.

Submission Proposal documents may be obtained from the Town’s Bonfire website at https://prescottvalleyaz.bonfirehub.com. Vendors will be required to initially register with the Town’s Bonfire portal before submitting a proposal. Vendors may also utilize the internal chat feature of Bonfire for any questions about the Project.

Please note that these chats are considered public and will be housed on the Project listing.

Electronic submissions will be accepted until 3:30 PM Arizona MST on Monday, June 1, 2026 on the Town’s Bonfire portal. Please note that only electronic submissions will be accepted. Proposals received after the deadline will not be accepted.

The Town will select, evaluate, score and make selection recommendations to the Council based on the joint proposals of each Consultant and CMAR. The successful team shall independently enter contracts with the Town for their respective proposed services in accordance with the forms of contract attached hereto as Appendix D (Sample Agreement - Architect) and Appendix E (Sample Agreement - CMAR). The Architect and CMAR will be authorized to commence work upon receipt of the Town’s Notice to Proceed (“NTP”).

This solicitation does not require exclusivity between proposing parties.

The Town reserves the right to waive any informalities or irregularities in this RFQ solicitation, or to reject any responses, to be the sole judge of the suitability of the services and materials offered, and to award a contract for the furnishing of the services it deems to be in the best interest of the Town.

Special Exceptions Funding for the full scope of the project is contingent upon voter approval in November 2026. Should voters not approve, the Town wishes to proceed with a partial scope to include only the indoor pool and associated amenities. Teams are asked to approach the project with a potential schedule "gate” for design activities that could allow for reduced project scope after November.

RFQ: page 3 of 8

II. SUBMITTAL REQUIREMENTS

The proposing team will be selected through a qualifications-based selection process.

Teams interested in providing services must submit a joint Statement of Qualifications (SOQ) that meets the criteria set forth in this section. Information included in the SOQ will be used to evaluate each team. Information obtained from the SOQ, and from any other relevant source, including independent investigation by the Town, may be used in the evaluation and selection process.

The submittal shall be a maximum of 30 pages plus a one-page cover letter that contains the qualifications of both the proposing Architect and jointly proposing CMAR.

Maximum page size shall be 8 ½” x11”, printed on one side only. Front cover, back cover and required forms will not count towards the page count. Minimum allowable font size shall be 12 point. To be considered responsive, electronic copy (in pdf format) must be submitted through the Bonfire portal for this specific project. Any submittal package received after the deadline will not be considered.

Single-sided résumés and project organizational charts are not counted in the page count and should be attached as an appendix to the SOQ. Adherence to the maximum page criterion is critical; each page with criteria information will be counted. Pages that have project photos, narrative descriptions of projects or capabilities, charts, and graphs will be counted towards the maximum number of pages.

Interested proposing teams are to submit a detailed SOQ providing information on:

capabilities, experience, staff, and past similar projects performed. Email address of the team’s contact person MUST be provided. Submittal packages must contain signed and completed copies of all relevant forms contained in this solicitation. Packages submitted without these documents shall be deemed unresponsive and will not be considered.

III. SELECTION PROCEDURE

A selection committee made up of five (5) representatives of the Town and other agencies will review and evaluate the submittals independently based on the evaluation criteria. A point system will be used to evaluate and rank the submittals. Depending on the scores, the selection committee will either select and award to the best qualified team without interviews or select not less than three firms to proceed to the interviews/presentations step (unless there are fewer than three responsive firms).

Upon completion of the selection process and the identification of the best qualified team, the Town shall enter separate negotiations with the team’s Architect and CMAR to negotiate compensation that the Town determines to be fair and reasonable. The form of contract shall be the standard form of contract attached hereto as Appendices D and E, respectively. The Town reserves the right to rescind award or cancel the Project should contractual negotiations with either party fail. If proposals were submitted by one or more other offerors determined to be qualified, negotiations may be conducted with such other offeror or offerors, in the order of their respective

RFQ: page 4 of 8 qualification ranking, and the contract may be awarded to the offeror then ranked best qualified if the amount of compensation is determined to be fair and reasonable. The contract award shall be made to the offeror(s) determined in writing by the Town Manager, Finance Purchasing Director, or authorized designee to be best qualified based upon: the evaluation factors set forth in this RFQ and agreement between the Town and the proposing team as to fair and reasonable compensation.

No offeror may withdraw its SOQ or proposal until 60 days after the deadline for submission of SOQs or proposals.

Evaluation Criteria

The SOQ shall be prepared to address the following evaluation factors. The maximum points to be awarded will be 100 points, and the maximum points to be awarded for each factor in the evaluation process are set forth below. The selection of the best qualified firm shall be based upon the following evaluation criteria.

A. General Information, Experience and Qualifications of the Firm/Team (25 points)

1. Provide a general description of the prime firm or team, with any sub- Architects, proposing to provide professional services. Provide specific information as it relates to the key staff assigned to this project. Include the following information:

a. Office location(s) where the work will be performed, organizational structure of each firm, and size and discipline make-up of staff.

b. Breakdown of work between prime firm or team and sub-Architects by task and by percent of total contract.

c. Authority to conduct business in Arizona (Arizona Board of Technical Registration Number) and insurability. The Architect’s project manager must be a registered Professional Architect (provide registration number). The CMAR must be a registered contractor in the State of Arizona.

d. Identify the team and key personnel assigned to this project:

• Work background

• Availability

• Years of experience and length of time with firm

• Work location of personnel during the full duration of the project

• Roles on this project identified with an organization chart.

Demonstrate how the team can undertake and complete this project using the available staff, capacity, finances, equipment and, technology. Describe any best practices or technology applications

RFQ: page 5 of 8 the team uses to increase productivity, reduce costs, and add value to the project.

B. Past Performance of the Key Personnel to be Assigned to this Project (20 points)

1. Identify at least three, but not more than five, comparable community center and/or aquatic facilities projects similar in type and function which one or both of the submitting firms served in a prime role.

For each comparable project, provide:

a. A description of the project.

b. Role of the firm/team. Identify the percentage of work self-performed.

Also specify the services provided during design phase and pre-construction services phase (e.g. cost estimating, scheduling, value engineering etc.)

c. Original contracted cost and final cost of the project.

d. Original contracted days and final project completion days with an explanation for significant deviation.

e. Project Owner.

f. At least one owner reference with contact name, email address, and phone number for each of the projects listed.

2. For each key person identified, list at least three relevant projects in which they have played a primary role. If a project selected for a key person is the same as one selected for the firm, provide just the project name and the role of the key person. For other projects provide:

a. A description of the project.

b. Role of the person on the project.

c. Project’s original contracted cost and final cost.

d. Original contracted days and final project completion days with an explanation for significant deviation.

e. Project Owner.

f. At least one owner reference with contact name, email address, and phone number for each of the projects listed.

g. Efforts and successes related to innovative approaches, complex and difficult challenges, and partnering.

C. Team History and Cohesiveness (20 points)

1. The Town wishes to engage with a team that has a history of working together successfully. Describe the relationships and shared histories of individual team members, as well as examples of the Architect and

RFQ: page 6 of 8

CMAR having worked together in the past. Special consideration will be given to teams who can demonstrate a history of having completed CMAR projects together.

D. Understanding of the Project and Approach to Performing the

Required Services (30 points)

1. State an understanding of the project requirements. Discuss any significant project features or requirements that the team perceives will influence this project. Provide a detailed description of the approach the team will take to conduct and complete the project. Identify any project issues or concerns involved with the project and discuss how you will address and mitigate these issues or concerns.

2. Describe Firm’s familiarity and experience working on municipal projects using a CMAR delivery approach.

3. Describe your approach to incorporating the latest efficient, state-of-the-art technology in community and aquatic facilities.

4. Describe the project management methodologies and systems used by the prime firm/team to ensure conformance to the schedule, fee budget, and quality assurance/quality control processes. Describe systems used for planning, scheduling, estimating and management. Briefly describe the firm’s experience on quality control, dispute resolution and management.

5. Describe how you will manage the overall project to meet project constraints including budget and schedule, with respect to funding variability. The team is expected to address potential solutions in the event that the project does not receive addtional bond funding,and must de-scope to Aquatic Center-only design.

6. Public involvement and stakeholder coordination is expected to be crucial to the success of this project. A key component of these activities is effective communication using multiple platforms, and diverse media to obtain vital input and provide effective dissemination of important project results. Describe any experience your project team has with public involvement or stakeholder engagement, development of static or animated graphics, and preparation of outreach materials for similar projects.

E. Project Schedule (5 points)

Provide a proposed project schedule identifying major milestones and activities.

RFQ: page 7 of 8

Interviews

The Town may elect to conduct in-person interviews of finalists as part of this selection process. Scores from the RFQ are not cumulative with this phase. If interviews are held, scoring will reset, and the following criteria will be applied:

Interviews shall be no longer than 45 minutes in total length. Candidates will be allowed up to 25 minutes to provide an introductory presentation, with the remainder of the time being allotted for questions from the interview committee. The Architect may choose the media for the presentation such as graphic display maps and/or the use of presentation software (e.g., PowerPoint). The interview portion will be worth a total of 100 points. Questions from the selection committee may include highlights of the proposer’s approach, qualifications, experience, and schedule. The committee may also ask the proposer questions about any items that may have been previously submitted and will be part of the scoring.

1. Proposed project staff (30 Points)

Briefly describe roles and experience of each staff member and how staff will work as a coordinated team in execution of the project. Note that it is preferable that each primary staff member to be assigned to this project attend the interview and be prepared to discuss his/her role on the project.

2. Overall approach and methodology (25 Points)

The Architect shall demonstrate its plan for performing the work, approach to the technical aspects of this project, and ability to perform the tasks described in the scope of work. Additional instructions as well as supplementary information may be provided to finalists prior to interview.

3. Knowledge of the existing conditions (20 Points) Questions shall be asked after presentation to determine firm’s understanding of the project area and understanding of constraints

4. Team Dynamic (25 Points) Demonstrate a history of having successfully worked together in the past and evidence of strong working relationships. Describe your approach to establishing and maintaining a collaborative partnership with one another and the Town.

RFQ: page 8 of 8

APPENDICES

Appendix A Tentative Project Schedule

Appendix B Scope of Work - Architect

Appendix C Scope of Work - CMAR

Appendix D Sample Agreement - Architect

Appendix E Sample Agreement – CMAR

Appendix F Proposer Warrantees

Appendix G Affidavit of Non-Collusion

Appendix H Statement of Independence & Conflict of Interest Disclosure Form

Appendices

APPENDIX B

SCOPE OF WORK - ARCHITECT

The Town Public Works Department (Town) desires to retain the services of a qualified, professional team (Architect and CMAR) to provide Architectural and Pre-Construction Services specific to the design and construction of an approximately 30,000 square foot aquatic and recreation center facility to serve The Town’s residents. The facilities will be generally located within Mountain Valley Park at the northeast corner of Robert Road and Nace Lane.

The selected Team will serve the Town in the capacity of an Architect and Pre- Construction Services for the project. This role will include providing Architectural and Pre-Construction Services for Pre-Design, Programming, Site Master Planning, Design Phases, Permitting, Fixtures Furniture & Equipment, supporting Guaranteed Maximum Price Development (if needed), Construction and Post-Construction. Note: Project funding is dependent upon voter approval in the November 2026 general election.

If the project does not receive full funding, it will proceed as an Aquatic Center only.

DESCRIPTION OF SERVICES:

The following description of services is representative of the scope of services, but may be amended and adjusted during final contract negotiations.

A. GENERAL

1. The Project is generally described as follows: The facility will be a new PV Aquatic and Recreation Facility to serve Prescott Valley’s growing population.

2. The Town’s Project Manager/Construction Manager (PM/CM) for this project is Kitchell CEM, Inc.

3. This project will be procured using the CMAR method of project delivery. The Architect will be responsible to coordinate and consult with the PM/CM and the CMAR during the design and construction of this project.

4. The Architect shall be responsible for the professional quality, technical accuracy and the coordination of all studies, reports, projections, master plans, designs, drawings, specifications and other Services furnished by the Architect under this Agreement. The Architect shall, without additional compensation, correct or revise any errors or omissions in its studies, reports, projections, master plans, design, drawings, specifications and other Services. The Architect shall provide a detailed scope of work to cover all aspects and disciplines necessary to provide a fully operational and functional facility.

5. The Agreement sets forth the total project budget of $30,000,000 for the full scope of the Project. If voters do not approve full funding in the November 2026 election, the Project will proceed as an Aquatic Center only, with a committed budget of $16,000,000.

6. The Architect shall complete Schematic Design, Design Development and Construction Documents, such that construction cost of the Project designed by the Architect will not exceed the determined construction budget and shall not proceed from one phase to another unless the budget for the phase copmplies with the identified construction budget or any approved revised construction budget. If at any time during the design of the Project it appears the cost of construction may exceed the construction budget, the Architect Team shall immediately notify the Town. If the construction budget is exceeded, the Architect Team shall value engineer the Project at no additional cost to the Town.

7. The Architect / CMAR team is expected to address and provide solutions for approaching the known funding risk.

8. The Architect shall maintain a log of all meetings, site visits or discussions held in conjunction with the Architect’s Services, with documentation of major discussion points, observations, decisions, questions or comments. These shall be furnished to the PM/CM for inclusion with regular Meeting Minutes.

9. All Services performed under this Agreement shall be performed by or under the direct supervision of persons then licensed in the State of Arizona to perform these Services. The name of each such licensed individual shall be listed on the title sheet of the Plans and Specifications.

10. All designs and specifications prepared by the Architect shall comply with all applicable Code and Ordinances including the Americans with Disabilities Act, as determined by permitting agencies.

B. PRE-DESIGN PHASE

1. PROJECT INITIATION

1.1 Upon final execution of the Contract with the Town, the Architect shall:

1.1.1 Meet with the Town, PM/CM and CMAR (if applicable) to prepare a detailed task analysis and work plan for documentation in a computer-generated project schedule. The Architect will submit the schedule to the PM/CM. The PM/CM will produce the final scheduling format based on data furnished by the Architect.

This task analysis and work plan will identify specific tasks including, but not limited to: interviews, data collection, required Town filing standards, analysis, report preparation, planning, Architectural Programming Phase, Schematic Design Phase, Pre- Construction Services Phase, Design Development Phase and Construction Document Phase. Also identified will be Design Phase Milestone activities or dates, specific task responsibilities including presentations, CMAR and PM/CM estimates and required times for completion and additional definition of deliverables.

Review the developed work plan with the Town, PM/CM and its representatives to familiarize them with the proposed tasks and schedule and develop necessary modifications. Review the conceptual work previously completed by the Town and the Town’s previous design Architect. With the Town’s assistance, understand those aspects of the previous work which are desirable for inclusion in the project moving forward.

1.1.2 Participate in a general Project kick-off meeting to include the Architect’s appropriate sub Architects, the Town, Town staff, PM/CM and CMAR.

1.1.2.1 The project kick-off meeting will introduce key team

members from the Town, the PM/CM, the CMAR and the Architect to each other defining roles and responsibilities relative to the Project.

1.1.2.2 Identify and review pertinent information and/or

documentation necessary from the Town for the completion of the Project.

1.1.2.3 Review and explain the overall project goals, general approach, tasks, work plan and procedures and deliverable products of the Project.

1.1.2.4 Review and explain the task analysis and project work plan for all parties present; determine any adjustments or fine tuning that needs to be made to the work plan.

1.1.2.5 Review documentation of the project kick-off meeting

prepared by PM/CM and comment prior to distribution.

1.1.2.6 PM/CM shall record and distribute Project Kick-off meeting minutes to all parties in attendance.

2. DEVELOPMENT OF ARCHITECTURAL PROGRAM (PROGRAMMING)

2.1 Perform pre-design investigations to establish appropriate guidelines around which and within which the Project is to be designed. Identify design issues relating to functional need, directives and constraints imposed by regulatory codes. The design of the Project shall take into consideration impacts of the Project on neighboring uses.

2.1.1 The Architect shall identify critical issues affecting project completion and certification; significant site considerations;

applicable planning and zoning requirements; applicable code requirements; applicable fire and life safety requirements; sanitary and storm sewer service requirements; electrical power service and requirements; heating, ventilating and air conditioning requirements; natural gas availability and requirements; and domestic and fire water service requirements.

2.1.2 Assist PM/CM and CMAR, as applicable, to develop and manage the design schedule.

2.1.3 The Architect will assist PM/CM in conducting a minimum of 3 regional public information meetings as directed by the Town at a location designated by the Town. The Architect shall provide renderings, sketches and other information to adequately communicate project information to the public.

2.1.4 Conduct Architectural program meeting with the Town’s selected project stakeholders.

2.1.5 The Architect shall continuously coordinate and work closely with the PM/CM and CMAR thru all phases of design and construction.

3. SITE MASTER PLANNING

3.1 Prepare a Site Plan configuration for the proposed facility. The development of this Site Plan should incorporate or be based upon completion of the following tasks:

3.1.1 If directed by Town, conduct initial, intermediate and final community meetings to solicit feedback, comments, and concerns from the community.

3.1.2 Document and take into consideration existing physical

characteristics of the proposed site such as topography, drainage, plant coverage, views to and from the proposed site, current site usage and potential for future development and facility expansion.

3.1.3 The Architect shall have a soils report conducted by a licensed geotechnical engineer in the State of Arizona. The Architect shall design the foundation of the project in accordance with the soils report.

3.1.4 Analyze the proposed site existing conditions relative to potential effect on master planning circulation, access, parking, constructability, facility expansion and future development potential.

3.1.5 Develop a Site Plan showing in detail the elements of the proposed facility and its supporting elements of site development, including the appropriate accommodations of projected parking, resolution of access and on-site circulation, and existing or proposed commitments of land to other uses.

4. MEETINGS

During Architectural Programming Phase it is anticipated that weekly meetings will be convened between the Town, PM/CM, the Architect, the CMAR and other project stakeholders. Such meetings shall be held at The Town’s Municipal Complex or an approved alternate location. Decisions made at such meetings and subsequently approved by the Town shall be binding. PM/CM shall record and distribute meeting minutes to all parties in attendance.

5. DELIVERABLES

5.1 Upon completion of the Programming and Site Master Plan Phase the Architect shall provide the appropriate number of hard and electronic copies for the following:

5.1.1 Functional and Architectural Programming Report

5.1.2 Master Site Plan

5.1.3 If required, review of CMAR’s Estimate of Probable Construction Cost.

6. PRESENTATIONS

6.1 The Architect along with their Subconsultants s, PM/CM and CMAR, if applicable, shall present the Programming Conceptual Design, studies, construction estimate and preliminary construction schedule to the project team, facilities review committee and user groups and shall make any other presentations as shall be reasonably required by the Town.

6.2 The programming conceptual design studies shall be revised within the program parameters until a final concept has been accepted and approved by the Town at no additional cost to the Town.

7. PROJECT CESSATION PROVISIONS

Upon completion and review of the functional and Architectural Programming and Site Master Planning Phase, no further work shall be done unless and until the Town has given a written Notice to Proceed to the Architect to proceed with Schematic Design.

C. SCHEMATIC DESIGN (SD) PHASE

The Architect shall proceed with Schematic Design upon written authorization from the Town. Schematic Design shall be prepared from the Programming Phase information and documents approved by the Town.

1. MEETINGS

1.1 During the Schematic Design development, it is anticipated that weekly meetings will convene between the Town, its PM/CM and the Architect to address specific design issues and to facilitate the decision making process. Such meetings shall be held at Prescott Valley’s Municipal Complex or approved alternate location. Decisions made at such meetings and subsequently approved by the Town shall be binding.

PM/CM shall record and distribute meeting minutes to all parties in attendance.

2. DELIVERABLES

2.1 Upon completion of the Schematic Design Phase the Architect shall provide the appropriate number of hard and electronic copies for the following:

2.1.1 Schematic Design Drawings with alternates

2.1.2 Outline Specifications

2.1.3 A statement indicating changes made to the program/master plan

2.1.4 Schematic Design Drawings and Specifications to the PM/CM and CMAR for preparation of the Schematic Design Estimate.

3. PRESENTATIONS

3.1 The Architect along with their Subconsultants, PM/CM and CMAR shall present the detailed Schematic Design, construction estimate and preliminary construction schedule to the project team, facilities review committee and user groups and shall make any other presentations as shall be reasonably required by the Town.

3.2 The Schematic Design shall be revised within the program parameters until a final concept has been accepted and approved by the Town at no additional cost to the Town.

4. PERMITS

Identify, coordinate and begin preparation of all regulatory agency reports, permits and inspections that will be required.

5. PROJECT CESSATION PROVISIONS

5.1 Upon completion of the Schematic Design Phase, the Town shall have the right to terminate this Agreement upon written notice of such termination to the Architect.

5.2 The Town shall pay the Architect only the fee associated with the services provided for Schematic Design. All project documents and plans shall become the property of the Town.

D. DESIGN DEVELOPMENT (DD) PHASE

The Architect shall proceed with the Design Development phase upon written authorization by the Town. Design Development shall be prepared from the Schematic Design documents approved by the Town.

1. MEETINGS

During Design Development it is anticipated that weekly meetings will convene to address specific design issues and to facilitate the decision-making process.

Such meetings shall be held at Prescott Valley Municipal Complex.

Documented decisions made at such meetings and subsequently approved by the Town shall be binding. PM/CM shall record and distribute meeting minutes to all parties in attendance.

2.1 Upon completion of the Design Development Phase the Architect shall provide the appropriate number of hard and electronic copies for the following:

2.1.1 Design Development Drawings from all disciplines

2.1.2 Design Development Specifications from all disciplines

2.1.3 Design Development Drawings and Specifications to the PM/CM and CMAR for preparation of the Design Development Estimate

2.1.4 Review of CMAR’s Estimate of Probable Construction Cost

3. PRESENTATION

3.1 The Architect along with their Subconsultants, PM/CM and CMAR shall present the detailed Design Development, alternates, construction estimate and preliminary construction schedule to the project team, facilities review committee and user groups and shall make any other presentations as shall be reasonably required by the Town.

3.2 The Design Development shall be revised within the program parameters until a final concept has been accepted and approved by the Town at no additional cost to the Town.

4. PERMITS

Provide an update as to the status of all required permit application submittals and approvals.

5. PROJECT CESSATION PROVISIONS

5.1 Upon completion of the Design Development Phase, the Town shall have the right to terminate this Agreement upon written notice of such termination to the Architect.

5.2 The Town shall pay the Architect only the fee associated with the services provided for Design Development. All project documents and plans shall become the property of the Town.

E. CONSTRUCTION DOCUMENTS (CD) PHASE

The Architect shall proceed with the Construction Document phase upon written authorization from the Town. Construction Documents shall be prepared from Design Development Documents approved by the Town. The Construction Documents shall be for the purpose of the Architect submitting final documents to all Regulatory Agencies for permitting, after the Town’s approval of the Construction Documents.

1. MEETINGS

During the Construction Document development it is anticipated that weekly meetings will convene to address specific design issues and to facilitate the decision-making process. Such meetings shall be held at the Municipal

Appendices

Complex in the Town. Documented decisions made at such meetings and subsequently approved by the Town shall be binding. PM/CM shall record and distribute meeting minutes to all parties in attendance.

2. DELIVERABLES

2.1 Upon completion of the Construction Document Phase the Architect shall provide the appropriate number of hard and electronic copies for the following:

2.1.1 Complete construction drawings from all disciplines necessary to deliver the project

2.1.2 Complete specifications from all disciplines necessary to deliver the project

2.1.3 Complete construction drawings and specifications to the PM/CM and CMAR for preparation of the final GMP.

3. PRESENTATION

3.1 The Architect along with their Subconsultants, PM/CM and CMAR shall present the detailed Construction Documents, final GMP and construction schedule to the project team, facilities review committee and user groups and shall make any other presentations as shall be reasonably required by the Town.

3.2 The Construction Documents shall be revised within the program parameters until a final concept has been accepted and approved by the Town at no additional cost to the Town.

4. PERMITTING

4.1 Upon written authorization from the Town, submit all necessary construction drawings, specifications, calculations and other documentation to all required Regulatory Agencies for approval.

4.2 Upon receipt of corrections required the Architect shall copy the Town, PM/CM, and CMAR, confirm proposed corrections with the Town, PM/CM and CMAR, and make corrections as required, to reflect regulatory agencies’ back-check comments into the drawings, specifications and estimate. All such corrections will be made in a timely manner and at no cost to the Town.

4.3 Upon approval from all Regulatory Agencies, the Architect, PM/CM. and CMAR shall provide to the Town any regulatory comments creating additional costs to the project and confirmation that the final design is within the project construction budget.

Upon approval from all Regulatory Agencies, the Architect shall provide to the Town completed original drawings and a complete set of specifications on reproducible masters. Reproduction of the contract documents for distribution to bidders will be provided by the Town.

4.4 The Architect is expected to furnish a complete, itemized list of all submittal requirements.

4.5 The Architect is expected to furnish a complete, itemized list of all special inspections required.

5. FURNITURE, FURNISHING & EQUIPMENT (FF&E):

5.1 During the Programming, the Architect shall meet with the Town, PM/CM, (CMAR if deemed necessary) and appropriate user groups to define the project’s FF&E requirements and budgetary goals, including assessment of existing FF&E to be relocated, if applicable, and new FF&E to be procured. The Architect shall, in collaboration with the Town and PM/CM, coordinate with vendors on FF&E selections, availability and pricing.

Architect shall provide a FF&E Budget inclusive of all items required to furnish the facilities and allow them to be functional (items identified as OPCI (Owner Provided CMAR Installed) or OPOI (Owner Provided Owner Installed)). Conceptual level floor plans will be developed reflecting decisions reached with the Town and PM/CM on relocated and new FF&E, and reflecting the approved FF&E budget.

5.2 At the Schematic Design Phase, the Architect shall coordinate with vendors on FF&E selections, availability and pricing, and shall provide for the Town and PM/CM’s approval Schematic FF&E layout plans, individual FF&E item selection and Estimated Pricing with appropriate Contingency within FF&E Budget.

5.3 During the Design Development Phase, the Architect shall coordinate with vendors on FF&E selections, availability and pricing, and shall provide for the Town and PM/CM’s approval Design Development FF&E layout plans, individual FF&E item selection and Estimated Pricing with appropriate Contingency within FF&E Budget.

5.4 During the Construction Documents Phase, the Architect shall coordinate with vendors on

FF&E selections, availability, lead times (particularly long lead items) and pricing. The Architect shall prepare final FF&E documents for the Town and PM/CM’s review and approval, as follows:

5.4.1 FF&E plans shall graphically show: the scaled relationship of all FF&E for all rooms, room numbers, and individual FF&E Item reference numbers.

5.4.2 FF&E Item List and Budget Spreadsheet shall reference:

department, room name, room number, item reference number, item description, item specification sheet, vendor, quantity, net price, and extension of pricing for items and subtotals for each room. Provide separate spreadsheets sorting FF&E item list and budget by Vendor. Each spreadsheet shall include lines for freight, delivery, installation, and tax.

5.4.3 Item Specification Sheet (for each category of item) shall list:

vendor, manufacturer, description, model number, size, quantity, location(s), special notes, list price, discount, net price, material finish, and graphic representation of item.

5.4.4 Approved material finish samples in acetate sleeves shall list the following information: FF&E Item reference number(s), Vendor, Manufacturer and color or material name or number.

5.4.5 Vendor Data Sheet shall list: company names, addresses, phone/fax numbers, and primary contact.

5.4.6 Estimated Total Pricing with appropriate Contingency within FF&E Budget.

5.4.7 The Architect shall ensure that final FF&E layouts are fully coordinated with architectural, structural, mechanical (HVAC devices locations), telecommunication (data jacks), fire alarm and electrical (light fixtures, receptacles and light switches) design to assure the compatibility of the FF&E with the building power, lighting and other systems, prevent conflicts and ensure that all power and telecommunications outlets are provided as appropriate.

5.5 During the Construction Administration phase:

5.5.1 The Architect shall assist the Town and PM/CM with Procurement of FF&E;

5.5.2 The Architect shall review FF&E shop drawings and submittals for conformance with final FF&E Documents;

5.5.3 The Architect shall coordinate with the Town, PM/CM, CMAR and selected vendors to establish a delivery and installation schedule, and Architect shall monitor and verify that the CMAR is on schedule to reach Substantial Completion as identified in the Contract Documents;

5.5.4 The Architect shall observe, as required, the installation of the FF&E and develop a punch list of incomplete or incorrect work requiring the Vendor’s attention;

5.5.5 The Architect shall review the completion of all punch list items to establish the Date of Final Completion.

6. GMP DEVELOPMENT PHASE SERVICES

6.1 The Architect shall support the Town’s process after completion of the final submittal leading to the final Construction Documents and final GMP Proposal as follows:

6.1.1 The Architect shall promptly answer questions relative to the

Construction Documents or quantities.

6.1.2 The Architect shall make any necessary corrections to the plans and specifications as required.

6.1.3 The Architect shall coordinate with the CMAR and address issues raised prior to construction or during the subcontractor bid phase.

6.1.4 The Architect shall review CMAR’s Final GMP Proposal and provide any comments beneficial to the Town’s Cost Management of Project.

6.1.5 The Architect, in coordination with the CMAR, shall provide potential solutions that address funding risk. The Town expects the team to offer options and contingency plans for maintaining forward progress if the project does not receive full funding. The intent is to provide comfort to the Town that the team has performed adequate due diligence to address and plan for any associated potential cost and schedule impacts.

7. CONSTRUCTION PHASE SERVICES

7.1 The Architect shall participate in the Pre-Construction Conference.

Meeting coordination and minutes shall be provided by PM/CM.

7.2 The Architect shall participate in weekly construction meetings with the Town, PM/CM and CMAR. Meeting coordination and minutes shall be provided by PM/CM.

7.3 Upon receipt of the initial construction contract schedule and preliminary construction contract schedule, the Architect shall review such schedules and provide comments to the PM/CM.

7.4 The Architect shall review submittals submitted to PM/CM and forwarded to the Architect, including but not limited to shop drawings, samples, product information, shop and mill test results, alternate products, O&M manuals and warranties for compliance with the Contract Documents.

Upon review, submittals shall be marked with appropriate comments by the Architect and returned via digital format and/or hard copies. Reviewed submittals shall be returned to the CMAR via the PM/CM for appropriate action within (15) working days of the original submittal date from the

CMAR.

7.5 The Architect shall respond to Requests for Information forwarded to the Architect by PM/CM. The Architect shall issue, as necessary, written and verbal interpretations and clarifications of the Contract Documents. The Architect shall prepare sketches to clarify Contract Documents where necessary. Responses shall be returned to the contractor, through the PM/CM, within (5) working days of the original submittal date by the

CMAR.

7.6 If any errors are discovered in the plans and specifications, the Architect shall issue supplemental drawings or details to clarify issue to the CMAR through the PM/CM. The Architect shall indicate if items are for clarification only or added scope (cost) to the CMAR. The Architect shall not be compensated for such services.

7.7 If required, the Architect is expected to review change order proposals for merit and scope and provide written recommendations to PM/CM for change orders.

7.8 The Architect shall respond to requests from the PM/CM for recommendations regarding Work Change Directives. All design and engineering questions and revisions will be forwarded to the Architect by PM/CM for the Architect’s recommendation.

7.9 The Architect shall facilitate technical meetings with the Town, PM/CM, and/or CMAR regarding instrumentation and control or other highly technical equipment installation and operational issues.

7.10 The Architect shall visit the site weekly or as required by the construction progress. All site visits shall be conducted by the appropriate discipline for the work in progress.

7.11 The Architect will provide opinions and observations in writing to PM/CM regarding compliance with plans and specifications for improvements that are observed by the Architect at the time of the Architect’s site visits. The Architect shall not, during such visits or as a result of such observations of CMAR’s work in progress, supervise, direct, or have control over CMAR’s work. Nor shall the Architect have authority over or responsibility for the means, methods, techniques, sequences or procedures of construction selected by CMAR or safety precautions and programs incident to the work of CMAR or for any failure of CMAR to comply with laws, rules, regulations, ordinances, codes or orders applicable to CMAR furnishing and performing work. Accordingly, the Architect can neither guarantee the performance of the construction contracts by CMAR nor assume responsibility for CMAR’s failure to furnish and perform work in accordance with the Contract Documents. However, if the Architect observes a construction means, method, technique, sequence or procedure which will delay the work or cause a defect in the work, the Architect shall immediately report such information to PM/CM.

7.12 All site visits shall be documented by writing and dated in the Architect’s Field Report. Issues requiring action by the Architect or its Architects shall also be recorded, dated and appended to the Architect’s Field Report. The Architect shall provide at least a draft copy to the PM/CM at the site on the same day of the site visit and provide the final version within 3 working days.

7.13 The Architect will be responsible for monitoring of preliminary equipment start-up. Start-up will generally follow the procedure outlined in the

Contract Documents. The Architect shall be responsible for determining existing process operational modifications to facilitate start-up of new facilities and monitor the initial process settings and initial equipment operation.

7.13.1 The Architect shall be responsible for evaluating initial process operations and CMAR’s preliminary equipment testing and seven-day process testing.

7.13.2 The Architect will be responsible for monitoring all phases of start-up.

7.14 The Architect will review as-built drawings throughout the construction phase to insure that they are updated monthly are…