1-Marple Township Public Library - AE RFP Keystone Approved for PennBid.pdf

Township of Marple

Request for Proposal Architectural & Engineering Services

Bid Opening: 19, November, 2026

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Public Notice

Sealed bids will be received by Marple Township via the PennBID Program (https://pennbid.bonfirehub.com) until 11:00 o'clock AM, prevailing time, on the 19th day of November 2026, at which time and place they will be publicly read for:

MARPLE TOWNSHIP LIBRARY IMPROVEMENTS

All documents and solicitation details are available and open to public inspection anytime at PennBidTM (https://pennbid.bonfirehub.com) Click on the “Solicitations” and “View” tabs.

The bidder who is awarded the contract will be required to pay a fee to PennBidTM. The names of those who have secured plans/specifications may be obtained at PennBidTM.

Marple Township, Delaware County, is requesting proposals for architectural and engineering services for interior renovations at the Marple Township Library located at 227 S. Sproul Road, Broomall PA.

This project is being funded in part by grants from the Keystone Grants for Public Library Facilities

Bids must be submitted unconditionally. No bidder may withdraw bid within SIXTY (60) days after the scheduled closing time for receipt of bids.

Marple Township reserves the right to reject any or all bids, or any part of a bid, and to waive any informality in a bid as they deem for the best interest of Marple Township.

BY ORDER OF THE

BOARD OF COMMISSIONERS

AND COMMITTEE CHAIRMAN

Sharon L. Angelaccio

Township Secretary https://pennbid.bonfirehub.com/ https://pennbid.bonfirehub.com/

Our normal standards include mandatory advertising and the bid openings will be conducted via Pennbid.

I. Scope of Work – Comprehensive Next Steps

The Architect /Engineer will be responsible for the following tasks:

● Project Planning, Strategy, and Management:

o Develop project scope, timelines, and milestones.

o Define project deliverables, objectives, and performance indicators.

o Develop a comprehensive project plan outlining the phases, timelines, and resource requirements.

o Create bid documents, assist in soliciting contractor bids, evaluate, and make recommendations. Bids are processed through PennBid.

o Prepare construction contracts in compliance with Pennsylvania procurement regulations and applicable grant requirements utilizing AIA Documents. Prepare Owner Architect Agreements and successful Bidder Owner Contractor Agreements in compliance with all applicable statutes.

o Collect and distribute pertinent documents and communications.

II. Phases of Work

Design Development Description (DD)

Evolve the Preliminary Architectural / Interior Design Development Plan completed by JR KELLER LLC to illustrate major decisions for the character and quality of the reimagined space(s). A systems narrative is to be prepared by the Architect of Record and Engineers. The team will include the following:

Architect of Record

Mechanical / Plumbing/ Electrical Engineer (as applicable)

Communications, Audio-Visual, Low Voltage Systems Engineering - integration with existing systems to be determined and as delineated by Library. Existing systems to be maintained and coordinated to preserve and or enhance as well as to integrate, where necessary with related systems updates including lighting.

The Design Development (DD) phase includes the incorporation of decisions regarding quality, character and cost to be made by the Library / Township Leadership. Drawings will include full development of the plans / elevations (as appropriate) referenced in Preliminary Design Development prepared by JR KELLER LLC (2026) and attached for reference. The deliverables of this phase will be presented to the Library / Township leadership team and will provide the mechanism for the DD Budget / Cost update and decisions prior to the development of the Construction Documents in the next Phase. Design Development will confirm the stakeholder input and direction in accordance with budget parameters, including bid alternates anticipated. The completion of Design Development is the final preparation for the completion of the documentation. The stakeholders will have the opportunity to make revisions during this phase and also be able to sign-off on the design direction / deliverables, prior to the preparation of Construction Documents.

During Design Development the Architect shall illustrate / incorporate the Furniture location and power requirements for each new Library component to be procured and provided via PA State Contract / Co-Stars or other authorized program under separate agreement with the Library. The budget for the furniture is to be incorporated into the overall Keystone Grant budget. The overall Keystone Grant and Library matching funds total of $1.5 million are to be managed as part of the Architect of Record responsibilities. The project budget includes the A / E Professional Fees and any other project related costs.

a. Upon the Library’s approval of the Design Development Documents and outline technical specifications, provide a DD Budget Estimate with pertinent information required.

b. Schedule and participate in necessary team progress / review meetings during the Design Development phase to develop the DD deliverable.

c. Complete Design Development documents for review and formal approval by the Library Leadership / Township prior to commencing with final Construction Documents.

d. Design Development documents will include appropriate engineering scope for the disciplines necessary to fulfill the plan delineated and approved.

e. Provide updated budget / cost estimate at the completion of the design development phase.

f. Present final design for approval to Library Director, Library Board of Directors and Township.

g. Architect of Record to provide ample Add Alternates in the documentation to allow for the management of the budget and both compliance with and maximizing the potential for the intended scope of renovation.

h. Prepare updated Cost Estimate for comprehensive project – including all costs, construction and soft costs.

i. Prepare phasing plans and options for the continued operation of the Library for the intended construction phase(s). Review phasing plans for approval of the Library to be coordinated with scheduling programs and general operations for a secure, safe and expeditious construction and construction closeout phase.

Construction Documents Phase Description (CD)

Develop the Design Development (DD) deliverable approved by the Library into a cohesive set of Bid Documents to include, Architectural / Engineering (A/E) Plans and Technical Specifications.

Construction Documents will include the draft AIA Owner / Contractor Form of Agreement to be part of the Bid Documents.

Design Architect Preliminary documents are provided for reference only to delineate scope intentions, material selections, priorities and an outline of the intended scope. The work is a selected scope to replace the existing main library level ceilings and lighting throughout the public areas, and intervention of the new vestibule as illustrated in the approved / referenced documents that are part of this RFP as attachments, and new lighting as delineated in the preliminary Design Development documents also attached, developed by BOLD (Brian Orter Lighting Design) and approved for design intent by the Library (2026). The Architect / Electrical engineer will incorporate / update / augment as required as part of the engineering scope for the full specifications and documentation of the electrical engineering as well as integration of new mechanical grilles, diffusers, connectors and any other necessary mechanical, electrical appurtenances required for the complete integration / update of the public areas ceilings.

During the Construction Documents (CD) phase the Architect (AOR) will work, collectively and consistently, to prepare and finalize a comprehensive set of construction drawings (working drawings or bid documents). During the CD Phase, the most intricate details and material decisions shall be described in the plan documents and written specifications, based upon the design intent decisions made by the Library during Preliminary Design Development. The AOR will coordinate the work of the team members referenced above. The deliverable will include the documents to be used to obtain bids for construction in the next Phase. The statutes of the Commonwealth of Pennsylvania and Marple Township, as well as the grant requirements of the Keystone Grant shall be followed with regard to consultant work and the construction documents, bid documents and project administration.

The Library (and possibly consultant) will manage and coordinate proposals for furnishings with the appropriate PA Commonwealth acceptable vendors (State Contract and accepted PA Contracts).

This aspect of the cost will dovetail with the next step Bids for Construction in order for the Township / Library Board to finalize the Bid Awards for Construction (Multiple Prime Contracts under PA Statutes) and the Furniture Procurement (Purchase Orders under PA State Contracts).

Technology procurement will be handled by the Library in accordance with Delaware County procurement guidelines and agreements. This work, while not the responsibility of the AOR, but shall be coordinated for inclusion in the project schedule, project cost and coordination of the work with the contracts for construction.

Construction Documents Phase Activities

a. Upon the Library’s approval of the Design Development documents, provide technical specifications for architectural and engineering disciplines as applicable to the project scope.

b. Provide drawings and specifications for review at the approximate 50 and 90 percent completion phase.

c. The Construction Documents will include all information, data, drawings and specifications necessary to meet current codes and regulations.

h. Provide 100% complete construction drawings and technical specifications for PA Multiple Prime construction contractors to bid and execute the work).

Phasing of the work and minor anticipated temporary relocations or closures of public services / areas of the Library to be determined with the Leadership Team prior to the Construction Bid Phase.

Bid Phase (BID)

The Library, with the assistance of the Professional Team, will advertise as legally required, for the bidding of the work. This shall follow Pennsylvania Statutes as required for public sector funding received by the Library, and as advised by Township Solicitor. Contractors will bid for the construction portions of the project according to statutory requirements – known as Multiple Prime Bids. The Architect / Engineer (AOR) will assist in this step and the following Construction Administration Phase with the administration of Contracts through the completion of the work. This shall include the required documentation of Applications for Payment and the inclusion in the bid documents of the PA Prevailing Wage rates and any other statutory requirements.

Bidding Phase Activities

a. Assist in the development of final contract documents and complete bid packages for bidding, incorporating grant requirements, final construction documents, and technical specifications as mutually determined by the AOR and Library.

c. Provide bidding support services such as answering contractor requests for information and assisting in the preparation of addenda, exhibits, and clarification drawings as required.

d. Participate in the pre-bid project walk through with the bidders.

e. Assist Library in award of Contracts and notification to proposers.

Construction Administration and Project Closeout Phase Description (CA)

Upon award of the Contracts for Construction, the project will commence. The Library and Professional Team will oversee the construction. The work will be executed either in Phases as appropriate, and as designated in the Contract Documents prepared by the Architect / Engineer.

The schedule is estimated for a duration of approximately four months. This phase of work will be estimated based upon logistics of the plan and of the Library staff and programs.

Construction Administration Phase Activities (AOR)

a. Attend the pre-construction site meeting.

b. Attend Construction Meetings bi-weekly for the duration of the contract, timeline to be determined

c. Record and distribute meeting record (minutes) of each Construction Meeting and Site Visits during construction.

d. Provide submittal reviews and comments.

e. Review the construction schedule.

f. Make periodic site visits necessary to review compliance with the intent of the construction documents.

e. Provide construction support services to include clarifications, responses to RFI’s, and change order reviews.

f. Prepare the supplemental deficiencies list and participate in the project closeout/review.

g. Review final owner’s manuals and other data as prepared for the Library / County by the Contractor(s).

h. Provide final as-built drawings at the completion of construction in CAD and PDF format.

The above outline is a description of the process. The AIA Contract Documents will describe the above outlined phases and shall be the basis for the Contracts for Architectural / Engineering Services and the Contracts for Construction with the Prime Contractors. This will be for the DD-CD- BID-CA Phases of Work.

The Professional Fees for this work shall be proposed as a fixed Fee with allocations per the phases outlined above for Architectural / Engineering / Consulting services. A separate Professional Fee may be proposed for Project Management Services if requested.

III. Proposal Requirements:

Provide the cost of professional services for the outlined Scope organized by the phases outlined:

Design Development

Construction Documents

Bid Phase

Construction Administration and Project Closeout

Total Professional Fee

Provide a schedule for the work including milestones and Owner decisions anticipated in order to maintain and manage the outline of the Keystone Grant compliant schedule attached as part of this RFP.

Confirm understanding that the Preliminary Design Development documents have been reviewed and the Proposal covers all necessary architectural and engineering services required to complete the work, including oversight of the total project budget of $1.5 million. This includes the professional fees and construction cost as well as any temporary protections / facilities to be designated as necessary to complete the work, also anticipated to be included in the Specifications / Construction Documents.

All contracts and subcontracts must ensure compliance with the following:

• Steel Products Procurement Act of March 3, 1978, (P.L.6, No. 3, § 1, 73 P.S. §1881 et, seq.)

• Trade Practices Act (71 P.S. § 773.101 et seq.)

• Public Works Contractor’s Bond Law of 1967 (8 P.S. § 191 et seq.) if the amount of the contract exceeds $5,000

• Commonwealth Procurement Code (62 Pa.C.S. § 101 et seq.)

• Pennsylvania Prevailing Wage Act (43 P.S. § 165-1 et seq.) if the estimated cost of the total project exceeds $25,000

• Minority and Women Business Enterprise (Executive Order 1996-8)

• Agricultural Land Preservation Policy (Executive Order 2003-2)

Deadline for Submissions of Proposals: November 19, 2026

Contact Person: Christine McMenamin, Finance Director