1-CP Advertisement for Bid Only City Hall West Stair Replacement, ADA Ramp West North Landscape.docx

ADVERTISEMENT FOR BID ONLY

SANDY CITY

ADVERTISEMENT FOR REQUEST FOR PROPOSAL

CITY HALL WEST STAIR REPLACEMENT, ADA RAMP

& WEST/NORTH LANDSCAPE REDESIGN

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Project: City Hall West Stair Replacement, ADA Ramp & West/North Landscape Redesign

PROJECT OVERVIEW

Architectural Design Services

Sandy City is seeking proposals from qualified architectural firms to provide professional design services for the replacement of the City Hall west stairs, construction of an ADA-compliant ramp, installation of hydronic snowmelt systems, and associated landscaping, irrigation, and electrical improvements. All landscaping shall incorporate Waterwise design principles, emphasizing water conservation, efficient irrigation, drought-tolerant and low-maintenance plant materials, and long-term sustainability.

The selected Architect shall provide and coordinate all professional design services necessary to prepare complete, bid-ready construction documents. Construction will be solicited separately by the City.

The Architect shall deliver 100% complete, final, bid-ready construction documents no later than February 1, 2027.

City Hall will remain operational throughout construction. The design shall accommodate continued safe public access, required building egress, and construction access restrictions. The awarded construction contractor will be responsible for temporary construction signage, barricades, and site safety measures.

DESIGN SCOPE

A. Demolition and Site Improvements

· Design demolition and removal of existing stairs, landscaping, hardscape, and other improvements necessary to complete the project.

· Evaluate existing site conditions, grading, drainage, underground utilities, and access restrictions.

· Incorporate required site modifications into the design.

· Coordinate proposed improvements with the project limits identified on the City's attached site map.

B. West Stairs and ADA Ramp

· Design new replacement stairs and reconfigure the adjacent hillside to provide an ADA-compliant pedestrian ramp.

· Evaluate appropriate ramp configurations and develop the most practical solution integrating accessibility, landscaping, grading, and existing site conditions.

· Include required landings, drainage, retaining structures where necessary, and accessibility improvements.

· Specify stainless steel handrails and railings matching the existing north stairs.

C. Hydronic Snowmelt System

· Design a complete hydronic snowmelt system serving the new stairs and ADA ramp, including a new appropriately sized boiler.

· The Architect's mechanical engineer shall determine required system capacity, equipment sizing, piping, controls, and associated infrastructure.

· Coordinate system design with the City's designated boiler location and existing north stair snowmelt specifications.

· Integrate snowmelt controls with the City's existing Alerton building automation system, with operating settings and functionality consistent with existing City systems.

· Evaluate equipment lead times and identify opportunities for early procurement when necessary to meet the project schedule.

D. Electrical and Lighting

· Evaluate existing electrical infrastructure and lighting serving the west entrance and surrounding project areas.

· Design lighting improvements that enhance safety, visibility, architectural appearance, and the overall ambiance of the west entrance.

· Evaluate opportunities to upgrade existing lighting systems, including relocating or replacing existing fixtures where appropriate.

· Document and evaluate existing holiday/landscape lighting infrastructure, including underground wiring, circuits, conduit, receptacles, and associated connections.

· Identify infrastructure requiring protection, relocation, modification, or replacement.

E. Landscaping and Irrigation

· Provide a complete landscape redesign of the areas identified on the City's attached site map, including the designated north hillside, southwest corner, and west stair/ramp areas.

· Incorporate appropriate planting materials, ground cover, landscape features, and low-maintenance design solutions.

· Design required irrigation modifications or replacements, utilizing drip irrigation and other appropriate methods.

· Coordinate landscaping with the new stairs, ADA ramp, lighting, drainage, and existing site improvements.

· Approximately 8–11 existing trees are anticipated to require removal to accommodate the proposed ADA ramp and landscaping improvements. The Architect shall evaluate existing trees and incorporate preservation or removal into the proposed design as appropriate. Existing trees may be retained and incorporated into the new landscape design where practical.

· Existing on-site trees may be incorporated into the proposed landscape design where appropriate. The Architect shall evaluate opportunities to preserve and integrate existing trees while maintaining Waterwise landscaping principles.

· Ensure landscaping and irrigation designs comply with applicable Sandy City standards, including the attached Division 7 Landscaping and Irrigation requirements.

EXISTING CONDITIONS AND SITE COORDINATION

The City will provide available City Hall plans, utility information, existing system documentation, and a site map identifying the proposed project areas.

These documents are provided for reference. The Architect shall review available information, verify critical existing conditions, and identify potential conflicts or unknown conditions affecting the proposed design.

The Architect shall identify any additional surveying, underground utility locating, geotechnical investigation, or other specialized site information necessary to complete the design. Services not specifically included in the agreed fixed-fee scope shall require City authorization before proceeding.

Mandatory Pre-Proposal Site Visit

• Date: Wednesday, October 28, 2026

• Time: 10:00 a.m.

• Location: Sandy City Hall, 10000 South Centennial Parkway, Sandy, Utah

• Meeting Point: West entrance lobby of City Hall

All firms submitting a proposal must attend the mandatory site visit. The visit will allow firms to observe existing conditions, review proposed work areas, and identify site restrictions, access limitations, and other factors that may affect the design and project schedule.

Failure to attend the mandatory site visit will result in the firm's proposal being disqualified from consideration.

DESIGN DELIVERABLES AND CONSTRUCTION COST ESTIMATES

The Architect shall provide:

• Preliminary design concepts and layouts for City review.

• Design submissions at approximately 60% and 90% completion.

• Final, coordinated, signed and sealed bid-ready construction drawings and technical specifications, as applicable.

• All required structural, civil, mechanical, electrical, landscape, and irrigation design documentation.

• Construction cost estimates at preliminary, 60%, 90%, and final design milestones.

• Cost estimates broken down by major work category, including demolition, stairs and ramp, snowmelt, electrical, landscaping, and irrigation.

• Identification of significant cost assumptions, potential budget concerns, and long-lead materials or equipment.

• Recommended design adjustments when construction estimates exceed the City's established budget or cost expectations.

SCHEDULE AND COORDINATION

The Architect shall deliver 100% complete, final, bid-ready construction documents no later than February 1, 2027. This is a firm deadline for the completed construction bidding package, not a preliminary or partially completed design submission.

Documents shall include all drawings, specifications, and supporting design information necessary for Sandy City to advertise the construction project for competitive bidding without additional design development.

The anticipated construction procurement and construction period is February through June 2027, with the City's goal of having the entire project, including final closeout, 100% complete no later than June 30, 2027.

The Architect shall develop a realistic design schedule incorporating City review periods, required approvals, potential long-lead equipment, and construction bidding requirements.

The Architect shall participate in weekly design coordination meetings with City staff and promptly communicate schedule concerns or potential delays.

PERMITS AND CODE COMPLIANCE

The Architect shall prepare complete, permit-ready construction documents, including required plans, schematics, specifications, and supporting documentation.

The Architect shall identify applicable building codes, accessibility requirements, permitting requirements, and necessary approvals and incorporate them into the design.

The awarded construction contractor shall be responsible for obtaining required construction and trade permits and coordinating required inspections. The Architect shall provide design clarifications and supporting documentation reasonably necessary to address permit-review comments.

CONSTRUCTION BIDDING ASSISTANCE

The Architect shall provide design-related support during construction bidding and construction, including:

Construction Bidding Assistance

• Respond to technical questions from prospective construction bidders.

• Provide design clarifications and information necessary for the City to respond to bidder inquiries.

• Prepare design-related addenda or drawing revisions when necessary during the bidding process.

• Assist the City in reviewing construction bids for technical compliance with the design documents, as requested.

Construction-Phase Services

• Participate in weekly Owner-Architect-Contractor (OAC) coordination meetings, which may be conducted remotely through Microsoft Teams when appropriate.

• Include up to 10 anticipated on-site visits during construction to review general conformance with the design and address project coordination issues.

• Review contractor submittals and shop drawings.

• Respond to requests for information (RFIs) and design clarification requests.

• Participate in final walkthroughs and preparation of punch-list items.

• Participate in a warranty walk with the City and construction contractor approximately 10 months after substantial completion, including documentation of identified deficiencies or performance issues requiring follow-up under applicable warranties.

All construction bidding assistance, construction-phase design services, coordination meetings, anticipated site visits, and warranty-walk services shall be included in the Architect's proposed fixed fee.

COMPENSATION AND PROPOSAL REQUIREMENTS

Proposals shall include a fixed, lump-sum fee covering all professional design services necessary to deliver the completed project design and provide the construction-related design support identified in this scope.

The proposed fee shall include all required design disciplines, consultant coordination, meetings, anticipated site visits, construction cost estimates, bid-document preparation, construction bidding assistance, construction-phase design services, and warranty walk.

Additional services or compensation shall require prior written authorization from Sandy City.

The Architect shall provide and coordinate all professional design services necessary to deliver a complete, coordinated, bid-ready construction package.

REFERENCE DOCUMENTS

The following information will be provided as available to assist with the design:

• Existing City Hall plans and available building drawings.

• Available underground utility, irrigation, and electrical drawings.

• Existing holiday/landscape lighting infrastructure information.

• City-provided site map identifying demolition areas, proposed project limits, landscaping areas, snowmelt coverage, and boiler location.

• Existing north stair hydronic snowmelt system specifications and controls information.

• Sandy City Division 7 Landscaping and Irrigation requirements.

• Sandy City Standard Specifications and Details for Municipal Construction: The Architect shall reference and comply with all applicable Sandy City standard specifications and construction details, available on the City's official website under Standard Specifications and Details.

The Architect shall review these materials and verify critical existing conditions as part of the design process.

EVALUATION CRITERIA

Total

Sandy City will make the Request For Proposal (“RFP”) available to any interested parties at:

https://sandycity.ionwave.net/Login.aspx.

Deadline for submittal of questions is 11/4/2026 11:30:00 AM (MT). All questions shall be submitted in writing to:

https://sandycity.ionwave.net/Login.aspx

All RFP’s or Bids should be summitted to:

https://sandycity.ionwave.net/Login.aspx

Closing Date for bids is 11/6/2026 11:30:00 AM (MT)

Any Addenda for this solicitation will be posted on the sandycity.ionwave.net/login.aspx website and in the Utah Public Procurement Place (U3P). Offerors shall acknowledge Addendum(s) in their proposal response. Please check website/U3P frequently for updates.