1-Request for Proposals - Animal Shelter Reconstruction of Old Fire Station 103 FINAL (04092026).pdf

Request for Proposals

Herriman Animal Shelter – Reconstruction of Old Fire Station 103

(Programming, Schematic Design, and Site Test Fit Services)

Due Date: May 28, 2026, at 2:00 p.m.

1. Introduction. Herriman City (the “City”) is requesting proposals (“Proposals”) from qualified companies (“Proposers”) to provide programming, schematic design, and site test fit services (the “Services”) for the future construction of an Animal Shelter (the “Shelter” or the

“Project”). The City, at its sole discretion, will have the option of continuing with the selected

Proposer or soliciting an additional request for proposal for design development, construction documents, and construction administration services.

1.1. Intent. It is the intent of this Request for Proposals (this “Request”) to set forth the minimum acceptable requirements for Responses to this Request.

2. Background and Detailed Description of Services. Herriman City is constructing a new Fire Station. Once complete, Herriman’s contract fire services provider will occupy the new fire station, vacating the old Herriman Fire Station 103 premises located at 5916 West Herriman

Main Street. Any reference to “the Fire Station,” “Station 103,” “the building,” “existing station,” or other substantially similar variations in this Request refers to the existing Herriman Fire Station

103 located on Herriman Main Street and not to the new fire station being constructed on 12900

South. The project site refers to the existing Station 103 on Herriman Main Street as shown in

Exhibit C.

The Shelter will be a reconstruction project, with the intention of preserving the existing exterior building structure and underlying infrastructure to the greatest extent possible. The existing station consists of approximately one thousand five hundred (1,500) square feet of finished interior living space and approximately two thousand one hundred (2,100) square feet of conditioned garage/warehouse space. The City anticipates that some of the existing finished interior living space may need to be converted to warehouse space as part of this project and does not intend or expect that the proportional difference between warehouse and finished interior space remain as it is currently constructed.

The primary function of the Project will be operations associated with Herriman City Community

Services as a full-function Animal Shelter, including animal housing, basic medical care, adoption services, and public surrender/retrieval of animals. The Shelter will also include standard employee office operations for Herriman City Community Services employees. Due to the unique nature of animal sheltering operations and in keeping with best practices, the Project must include consideration for improved sewer, plumbing, electrical, increased air filtration and climate controls, and alarm and camera systems, as well as the proactive mitigation of sounds and smells commonly associated with animal housing. The City has developed a preliminary programming needs assessment based on current operations which is attached to this Request as Exhibit A.

Proposals should be clear and concise and submitted in the required format (as described below) so they can be evaluated in an objective manner by the Review Panel (defined below).

3. Proposal Requirements / Required Format of Proposals. Interested

Proposers must submit their Proposal no later than 2:00 p.m. on May 28, 2026. Please submit

Proposals electronically in PDF format to the Utah Public Procurement Place (Bonfire):

https://utah.bonfirehub.com/prtal/?tab-openOpportunities. It is recommended that Proposers give themselves extra time before the deadline in case of any technical difficulties. Any response, modification, or amendment received after the due date and time is considered late and will not be accepted. Any Proposals provided by any other method will not be accepted.

Proposals may not exceed a total of four (4) pages in length, and each Proposal must include the following elements and be signed by an authorized representative of the Proposer:

3.1. Introductory Letter. An introductory letter expressing an interest in providing the Services should be included, together with a signed Certification in the form of “Exhibit B” attached hereto. The Introductory Letter and signed Certification are not included in the 4-page limit. The introductory letter should include an email address for the primary contact person representing the Proposer and should be addressed to:

Interim Chief Cody Stromberg

Herriman City Police Department

5355 West Herriman Main Street

Herriman, UT 84096

3.2. Proposed Project Team Organization and Qualifications. Describe, in sufficient detail, the

Proposer’s experience, qualifications, and availability that are relevant with respect to the

Services. Provide a description of the roles and responsibilities of the Project Team members and how they will work together to achieve the objectives of the Project. Provide a chart that identifies the roles of each of the key individuals involved in each phase of the

Project. Provide brief resumes for all key individuals on the proposed Project Team outlining qualifications, education and specific experience and expertise relevant to the

Project. List current work commitments or other projects or activities in sufficient detail to indicate that individuals assigned to the Project will be able to meet time commitments.

Personnel indicated as assigned to the Project must be actively engaged in completion of https://utah.bonfirehub.com/prtal/?tab-openOpportunities the tasks. Any change of personnel after the Proposal is submitted or after award of the contract must be approved by the City before the change is made to ensure consistent expertise throughout the term of the Project. If approval of the change is not granted by the City, any signed contract may be deemed in breach.

3.3. Responsiveness and Past Performance. Provide information on at least three similar sized construction/remodel projects (emphasis on Animal Shelters or municipal buildings) that demonstrate the Proposer’s ability to undertake a project of this scope. For each project identified, provide the following information: name of contact, telephone number(s), email address(es), owner, location of project, project description, photos, square footage, cost, duration of project, date completed, percent of total project cost attributed to change orders, special features and project team members’ involvement. The City may contact all such referenced individuals and visit such projects.

3.4. Proposed Project Schedule. Describe, in sufficient detail, the Proposer’s ability and availability to perform the Services. Identify internal methods that will be used for project schedule control.

3.5. Team Roles and Responsibilities. Describe the roles and responsibilities of the Proposer’s team. Explain internal policies and procedures related to work quality and cost control.

Describe experience with appointed and elected officials, citizens, special focus groups, and facilitating public information gathering meetings. List and describe any potential conflicts of interest.

3.6. Cost. Provide a detailed, all-inclusive cost for the Services outlining the total cost(s) for each discipline of design. The cost sheet must be clearly marked and submitted separately.

The cost sheet is not included in the 4-page limit.

3.7. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing the Services and suggested potential solutions.

4. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed and scored by a Review Panel (defined below). Each evaluation criterion has been given a percentage weight based on its relative value as a whole. The criteria and each associated percentage are as follows:

Evaluation Criteria Weight

Proposed Project Team Organization and Qualifications 25%

Responsiveness and Past Performance 15%

Team Roles and Responsibilities 15%

Proposed Project Schedule 15%

Cost 30%

TOTAL 100%

5. Selection. The above criteria will be used unless modified in an interview evaluation. One or more Proposers may be invited to interview. Provided, however, that Proposals may be accepted with or without discussion or interview. A Review Panel or individual(s) will be appointed by the

City referred to hereinafter as (the “Review Panel”). The Review Panel reserves the right to modify the interview criteria during the course of this process. If such modification occurs, each Proposer being interviewed will be notified at least twenty-four (24) hours prior to the interview of the revised criteria. Based on the results of discussions, if any, interviews, if any, and proposal scoring, the Proposers will be rated by the Review Panel, and such recommendations will be forwarded to the City Manager or designee. The City Manager or designee will make the final selection. The

City may select one or more Proposers to provide the Services.

6. General Information. The City reserves the right to reject any and all Responses.

Proposers may meet with the City Staff before the final request for clarification deadline to discuss project needs, provided that a Proposal may be recommended for selection regardless of whether a proposer has, or has not, met with the City before the submittal date. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposer’s sole risk and expense. All Proposers must comply with applicable federal, state, and local laws and regulations. Except for written responses provided by the contact person described below, the City has not authorized anyone to make any representations regarding the subject matter of this Request. All requests for clarification or additional information regarding this Request must be submitted in writing through the Utah Public Procurement Place via the link in Section 3 above. All requests for clarification or additional information must be submitted no later than 5:00 p.m. on May 21, 2026. Herriman City will endeavor to respond to such requests for clarification or additional information; and if the City deems, in their sole and absolute discretion, that such response is of general applicability, their response, if any, will be provided to all Proposers through the Utah Public Procurement Place. The City anticipates selecting one or more of the responding Proposers, but there is no guarantee that any responding Proposer will be selected. Responses will be placed in the public domain and become public records subject to examination and review by any interested parties in accordance with the Government Record

Access Management Act (Utah Code Ann. § 63G-2-101, et seq.). All materials submitted in response to this Request will become the property of the City and will be managed in accordance with the Government Record Access Management Act.

7. Project Schedule.

Final Request for Clarification ……………………………… May 21, 2026 @ 5:00 PM

Final Date for Issued Addenda ……………………………… May 26, 2026

Proposal Due Date / Time …………………………………... May 28, 2026 @ 2:00 PM

Anticipated Notice of Award ……………………………….. July 6, 2026

Anticipated Notice to Proceed …………………………….... July 13, 2026

Expected Completion of Services ………………………….. January 25, 2027

8. Terms of Contract. The selected Proposer will be required to enter into a written agreement with the City to provide the Services. If the selected Proposer and the City are unable to negotiate an acceptable agreement, then another Proposer(s) will be selected by the City

Manager and negotiation will continue with such other Proposer(s) until an acceptable agreement is completed.

9. Compliance with GDPA. The awarded Contractor acknowledges and agrees to comply with all applicable provisions of the Utah Government Data Privacy Act (GDPA) (Utah Code Ann.

§ 63A-19-101 et seq.) as amended, and associated administrative rules, with regard to any personal data processed or accessed as part of the duties under any resulting contract.

10. Contact Person/ADA.

The contact person is:

Cody Stromberg

Interim Chief of Police

(801) 871-3539

5355 West Herriman Main Street

Herriman, UT 84096 cstromberg@herrimanpd.gov

For further information or for Americans with Disabilities Act (ADA) accommodation, contact

Jackie Nostrom, City Recorder at (801) 446-5323 or jnostrom@herriman.gov.

mailto:cstromberg@herrimanpd.gov mailto:jnostrom@herriman.go

Exhibit “A” [Description of Animal Shelter Components, Services and Deliverables]

The following preliminary programming needs assessment was developed by the City based on current operations and previous programming needs assessments for Herriman City Community

Services. The assessment is an estimate only and includes items necessary for the City’s animal shelter operations. As such, all items on the list (“Description of Components” below) must be included in the project, although some square footage requirements may be modified within reason to accommodate the needs of the Project and available space. The programming is separated into three areas: Office/Dry Space, Kennels/Wet Space, and Warehouse Space. In considering current best practices and legal requirements for animal housing operations, areas where animals are housed or treated should be constructed of materials that allow for frequent and robust cleaning and will be exposed to water (i.e. “wet space”). The wet spaces will need to be physically separated from the dry spaces or regular office spaces.

Description of Components:

A. Administrative/office space including public entrance, customer counter, lobby, offices, animal acquaintance area, break room, restroom(s), storage, etc.

B. Public parking area and employee parking.

C. Animal housing areas including intake/cleaning, medical examination/treatment, isolation and/or quarantine areas, general housing areas, and laundry facilities.

D. Enclosed sallyport area for animal transfers.

E. Animal crematorium

F. Bulk storage area for equipment, animal food, etc.

G. Demising wall to separate pull-through parking in existing 3rd bay from rest of building.

The following items must be addressed as part of the Project design:

1. There is an exterior grass area on the east and south side of the Project site that the City intends to utilize for outdoor animal kennels. The City intends for the Project to include a masonry wall to enclose this area and separate it from public view and public access.

Access from the shelter to the outdoor kennel area may be achieved by utilizing the existing exterior door on the south side of the existing building.

2. The existing sewer system ties into the main line on 5900 West to the east of the site. To bring the building into compliance with current building code, the existing sewer system may need to be reconfigured. Additionally, all design elements identified in Exhibit A as

“Wet Space/Kennels” or where animals will be housed or treated will require a flushable floor drain system.

3. The current HVAC system will need to be reconfigured to separate the animal housing kennel areas and provide for animal-specific air filtration and climate control needs within all design elements identified in Exhibit A as “Wet Space/Kennels”.

Exhibit “A” (cont.)

4. A crematorium for disposal of animal carcasses must be included in any Proposal. This area should be enclosed and can be attached to the garage bay area or in a separate space, provided it meets the minimum requirements for fire suppression and heat exposure.

5. All design elements identified in the table below as “Wet Space/Kennels” will need to include a plan for the use of masonry or other impermeable surface interior wall and floor finishes as these spaces will frequently be exposed to water and cleaning solutions.

6. Public parking along either the north or east side of the building with the public access to the shelter via the existing north exterior door of the existing building.

7. As the Project is a reconstruction project, any Proposal must include a design contingency to address potential design changes due to identified infrastructure limitations (i.e.

relocation of electrical panels, HVAC ductwork, etc.).

Preliminary needs assessment table:

Exhibit “A” (cont.)

Description of Services:

Facility Programming / Needs Assessment: Conduct onsite interviews with key staff on the operations, vehicle/equipment parking, storage needs, staff support, and administrative areas. Collect facility data on animal housing operations, storage needs, administrative needs, etc. Data shall be collected to develop a comprehensive program document outlining special needs, equipment requirements, and functional areas to support current and future needs. Catalog existing facility infrastructure and construction to identify which existing components may be preserved for this Project and which will need to be repaired or replaced.

Schematic Design: Perform a schematic design with enough detail to provide facility sizing, site layout, internal building layout, and modification needs for the existing building footprint. The schematic design shall incorporate existing building layout and differentiate between preserved construction elements in the existing building and those that will be newly constructed as part of the Project.

Site Test Fit: Evaluate the site and the compatibility of the schematic design. Identify constraints and challenges for the site (grading, utilities, proximity to noncompatible uses, etc.)

Deliverables:

1. Detailed Facility Programming / Needs Assessment Report

2. Schematic Design of Animal Shelter

3. Reconfigured Site Plan (if applicable)

4. Identified Site Limitations or Conflicts

5. Estimate of Probable Cost

6. Any Documents, Reports, or Plans developed that are pertinent to the Project

7. Presentation and supporting materials to be presented to City Administration and City Council (two separate presentations)

8. Proposal to complete design development and prepare construction documents for Project

Exhibit “B” [Proposer Certification]

CERTIFICATION

The undersigned Proposer certifies that it has not:

1. Provided an illegal gift of payoff to a City officer or employee or former City officer or employee or his or her relative or business entity;

2. Retained any person to solicit or secure this contract upon an agreement or understanding for commission, percentage, brokerage, or contingent fee, other than bona fide employees or bona fide commercial selling agencies for the purpose of securing business; or

3. Knowingly influenced a City officer or employee or former City officer or employee to break any applicable ethical standard or rules.

The undersigned Proposer further hereby promises that it will not knowingly influence a City officer or employee or former City officer or employee to break any applicable ethical standard or rules.

The undersigned Proposer certifies that:

1. The Proposal is made in good faith; and

2. The Proposal is made in conformity with the specifications and qualifications contained in the

Request.

Name of Proposer: _____________________________________________________________________

Name of Authorized Representative: _______________________________________________________

Signature of Authorized Representative: ____________________________________________________

Address: _____________________________________________________________________________

City/State/ZIP: ________________________________________________________________________

Telephone: ___________________________________________________________________________

Website Address: ______________________________________________________________________

Email Address: ________________________________________________________________________

Date Signed: __________________________________________________________________________

Exhibit “C” [Site Map and Photos]

SOUTH SIDE OF SITE LOOKING NORTH

Exhibit “C” (cont.)

EAST SIDE OF SITE LOOKING WEST