1-CP Advertisement for Bid Professional Design Services for City Council Chambers Project Corrected.pdf

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SANDY CITY

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Professional Design Services for City Council Chambers Remodel

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Project: Professional Design Services for City Council Chambers Remodel

SCOPE OF WORK

The City Council Chambers and Executive Offices Remodel project will renovate and modernize the existing council chambers and executive offices to improve functionality, accessibility, technology integration, and public engagement. The remodel will support City Council meetings, public hearings, and other official civic functions.

The project scope will include, but not be limited to:

1. Renovation of the Council dais area including seating for council members, the mayor, and city staff.

2. Improvements to public seating areas to enhance accessibility, visibility, and comfort. The number of available seats for the attending public should, at minimum, be maintained.

3. Incorporation of existing audio-visual systems, presentation technology, microphones, and broadcasting capabilities whenever possible.

4. Improvements to lighting, acoustics, and interior finishes.

5. Integration of modern communication and display technology including monitors, cameras, and digital presentation systems.

6. Improvements to ADA accessibility, circulation, and safety.

7. Renovation or reconfiguration of support spaces such as staff workstations, storage, and equipment rooms associated with council operations.

8. A restricted-access restroom for elected officials and staff to maintain a secure perimeter and provide convenient amenities away from public-facing spaces.

9. Important objectives the City is wishing to accomplish with this remodel include:

Scenario One: Level Council Chambers

• Fill in chamber floor recess to allow space to be used for other city functions and the movement of chairs, table, etc.

• Rebuild lectern and bullet resistant dais approximately to the west of current location

• Create a dedicated space for the two staff members to control the audio and video for meetings.

• Incorporating the existing overflow section as part of the main chamber’s room

• Create a safety egress and improved office space to the east

• Reconfigure the existing executive suite, conference room, and the space east of the dais to accommodate five to six staff offices, an enclosed entrance, a kitchenette, a reception area with seating for up to six guests, and a dedicated conference room designed to accommodate the current conference table, with all audiovisual technology fully synchronized with the council chambers’ system

Scenario Two: Stadium Council Chambers

• Maintain existing slanted floor with stadium-style council chambers

• Rebuild lectern and bullet resistant dais in existing location

• Create a safety egress and improved office space to the east

• Reconfigure the existing executive suite and conference room to accommodate five to six staff offices, an enclosed entrance, a kitchenette, and a reception area with seating for up to six guests

• Repurpose the existing overflow section into a dedicated conference room designed to accommodate the current conference table. This space should feature integrated countertops for catering and food service, with all audiovisual technology fully synchronized with the council chambers' system

Every Scenario:

• In all scenario's safety, unauthorized access, and emergency exits are of paramount concern.

There is no LEED requirement for this project; however, the City intends to implement energy-efficient lighting, mechanical, and electrical systems where feasible.

The Architect shall perform all services associated with the design of the City Council Chambers Remodel. The scope of the project includes the following services:

1. Concept Development

The Architect will review the existing building plans, concept drawings, council chambers, executive suite, evaluate functional needs, and develop at least two conceptual design options for the remodel.

The Architect shall verify that the project can be completed within the City’s allocated budget and recommend design modifications if needed to maintain budget alignment.

2. Detailed Design

The Architect will complete all aspects of design development and detailed design including architectural, mechanical, and electrical coordination as required for the remodel.

3. Furnishings: FF&E

The Architect may coordinate with the City, upon request, to specify furnishings, fixtures, and equipment required for the remodeled council chambers and executive suite including council desks, seating, technology equipment, and related furnishings. The Architect shall provide data sheets and documentation necessary to support procurement.

4. Cost and Schedule Estimates

At the completion of the detailed design phase, the Architect shall provide a cost estimate and project schedule, including major tasks and milestones necessary to complete the remodel.

5. Construction Documents

The Architect shall prepare and submit a complete permit and construction drawing set for the project.

The development of the construction drawings shall be completed within three (3) months following approval of the design development phase.

6. Construction Support

The Architect shall provide support during construction including attending meetings as necessary, reviewing contractor submittals, reviewing change orders, responding to requests for information (RFIs), and verifying compliance with the construction documents.

The Architect is responsible for carefully reviewing the project requirements and becoming familiar with existing conditions and project constraints. Any services that are necessary for completion of the project, even if not explicitly listed, shall be considered part of the Architect’s responsibilities.

PROJECT SCHEDULE

City Council Chambers and Executive Suite anticipated timeline - if feasible, please propose a more aggressive timeline.

Phase Timeline

Project Kickoff & Concept Development Month 1

Design Development Month 2

Construction Drawings 3 Months

Bidding and Permitting Following completion of construction drawings

Begin Construction TBD

Anticipated Substantial Completion TBD

WORK PHASES

Pre-Construction Phase

This phase includes, but is not limited to:

• Design meetings with City staff

• Development of conceptual and detailed design

• Cost estimating and budget verification

• Scheduling and sequencing development

• Review of construction drawings and constructability

The Architect shall assist the City in maintaining the project within the approved construction budget and schedule.

Construction Phase

This phase includes providing architectural support services during construction, reviewing contractor submittals, responding to RFIs, reviewing change orders, and assisting the City in ensuring that construction complies with the approved plans and specifications.

EVALUATION CRITERA

The process of award will be by committee. The evaluation committee will be individuals from Sandy City. The committee will base their evaluation on the criteria listed below then apply a score based on the weighted value of that criteria, total of 100 points available.

The following criteria will be used in ranking each of the Architects. The evaluation committee will consider all criteria in performing a comprehensive evaluation of the proposal.

Strength of Architect's Team - 20%

• Statement of qualifications

• Key personnel assigned to which task and their commitment to each phase of the work will be evaluated.

• Architectural team composition including any other consultants on the team (Mechanical, Structural, Electrical and Civil etc.)

Qualifications for Similar Projects - 20%

• Based on information provided on the following:

o Project plan o Construction, location and time frames presented Construction Phase Services and Team - 20%

• How does your firm plan to adequately staff the project

• Outline all services that will be provided during the Pre-construction Phase of this project and the individuals who will be performing these services.

• Provide an Org chart to clarify the Architect's supervision and support structure during this phase.

• Outline services that will be provided during the Construction Phase and the individuals who will be performing these services.

• Provide a comprehensive organizational chart to clarify the Architect's supervision and support structure during this phase.

• Clearly identify all personnel that will be considered

Fees - 20% (Cost should be included in the bid line items only. Do not include pricing in your attached proposal)

• The lump sum based on Architect's proposed total not to exceed fee for services herein.

References and relevant projects - 20%

• Submit project information and references for 3 projects of similar scope and construction.

Please provide the following information:

o Point of contact: Person who will be able to answer any customer satisfaction questions.

o Phone Number of the contact o Name of the project o Date completed o Address where the work was performed o Square footage and cost of project in dollars o Duration of the project/construction in months

INTERVIEWS

Staff may, at their discretion, require interviews with the architectural teams as part of the proposal review. Interviews will allow the Architect to present their qualifications, past performance, approach, schedule, and general plan for constructing the project. It will also provide an opportunity for the selection committee to seek clarification of the proposal. The interview format allows for 30 minutes of Architect presentation and 15 minutes of question and answer.

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 4/1/2026 04:00:00 PM (MT). All questions shall be submitted in writing to:

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

All RFP’s or Bids should be summitted to:

Closing Date for bids is 4/3/2026 04:00:00 PM (MT)

Any Addendums 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.

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