1-Request for Proposals Consulting Architect Services for Small Library Projects 08212025.pdf

Request for Proposals (RFP)

Consulting Architect Services for Small Library Projects

Solicitation # 25-234

Issued by:

Weber County Library Board of Directors August 21, 2025

Purpose and Overview

The Weber County Library Board of Directors seeks proposals from qualified, licensed architectural firms to serve as the Library System’s consulting architect. The selected firm will provide professional services for small library projects, which may include consulting on existing facilities, preparing detailed design and bid documents, overseeing bidding and construction, and facilitating project closeout. The term of service will not exceed five (5) years (60 months).

Project Scope

Services are anticipated to include:

Ongoing architectural consultation for new and existing library facilities.

Development of schematic and detailed design documents.

Preparation of bid specifications and project manuals.

Cost estimation and budget forecasting.

Community engagement regarding project design.

Site selection, analysis, and assessment for potential new buildings.

Oversight of bidding, construction administration, and project closeout.

Submission Requirements

Interested architectural firms must submit the following materials to be considered:

1. Letter of Interest State your firm’s commitment and capacity to provide the requested services.

Confirm understanding of the scope and intent to comply with the terms.

2. Statement of Qualifications Provide qualifications for the firm, the proposed project team, and any subconsultants.

Highlight previous experience with public library projects or projects of similar size, scope, and complexity.

3. Proposed Consultants List (Exhibit 1) Complete the provided Consultants List form

Provide detailed qualifications and previous experience for all proposed consultants.

Clearly state the proposed percent markup for subconsultant services.

4. Fee Schedule (Exhibit 2) Complete the provided Fee Schedule form and submit as a separate document.

Do not include any fee data in the main technical proposal.

5. Relevant Project Table Provide a chronological table (beginning with the most recent) summarizing relevant public library or similar projects. Include for each:

o Project name, date, client/owner, location, and general contractor (if applicable).

o Brief description, original and final contract amounts, sample photos, and references.

6. Insurance Certification Include current certificates for each required insurance type and limits (see Insurance

Administrative Requirements below).

7. Other Supporting Materials Limit total submission (including appendices) to fifteen (15) pages.

Insurance Administrative Requirements

Firms must carry and provide proof of the following insurance:

General Liability: $2,000,000 aggregate / $1,000,000 per occurrence Automobile Liability: $1,000,000 combined single limit Workers' Compensation: $1,000,000 per incident Professional Liability (Errors & Omissions): $2,000,000 per claim / $2,000,000 Aggregate

Selection Criteria & Process

Evaluation Process Submissions will be reviewed by an evaluation committee consisting of:

Three or more professional Library System employees One member of the Library Board of Directors One community representative

Oversight is provided by the Deputy Weber County Attorney and the Weber County Purchasing Director.

Evaluation Criteria All submissions will be ranked based on:

Relevant experience and qualifications Approach and understanding References and record of successful, similar projects completed in required timeframe Ability to meet insurance requirements Project team and subconsultant qualifications

Proposed Fees

A detailed evaluation sheet and scoring matrix is attached as Exhibit 3.

Interviews & Contract Award After the evaluation committee completes its scoring and recommends the highest-ranked firm, the Library Board of Directors may meet with the recommended firm as part of the contract negotiation process. Following the interview, the Board will determine whether to negotiate a final agreement, using the AIA Standard Form of Master Agreement between Owner and Architect for Services provided under Multiple Service Orders. Award of contract is subject to approval by the Weber County Board of Commissioners.

The Weber County Library Board of Directors reserves the right to reject any or all proposals, to waive irregularities, and to select the firm that, in its judgment, will best serve the interests of the Library and Weber County.

Submission Instructions

Upload your proposal and required forms to Bonfire at: https://utah.bonfirehub.com/portal/?tab=openOpportunities

Submit Exhibit 1 (Fee Schedule) as a separate document.

Do not include fee information in your main technical proposal.

Mandatory Pre-Submittal Meeting Date: Thursday, September 11, 2025 Time: 10:00 a.m.

Location: Headquarters Library, 2039 W 4000 S, Roy, UT 84067

Deadline for Submission Proposals must be received electronically by 2:00 p.m. MST on Thursday, October 23, 2025.

Exhibits

Exhibit 1: Fee Schedule Form (to be submitted separately) Exhibit 2: Proposed Consultants List Exhibit 3: Evaluation Criteria and Scoring Sheet

For questions, contact the Weber County Purchasing Office through the Bonfire portal.

https://protect.checkpoint.com/v2/r01/___https:/utah.bonfirehub.com/utwyfqd?yfg=tujsTuutwyzsnynjx___.YzJ1OndlYmVyY291bnR5OmM6bzo2YmEwYjA2NmUxMjQ4ZWNkZmMyMzk2MjdhY2IzYTdlMDo3OjhmMzU6NDQzMzI1NjdiMDM5NGI1NmEyZjllODNkZjBkYzkyMjNhYTc1YjE0YmVjNTk3YWYxOGRhNzQxY2RhNTZhN2VkYzpwOkY6VA

EXHIBIT #1

Consult, Design, Bid, Oversee, and Closeout Small Library Project

Proposed List of Consultants

Coordination Services:

Electrical Engineering Percent Markup %__________

Firm Name: _______________________ Qualifications/Relevant Projects:

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Contact: _______________________ _____________________________

Web Site: _______________________ _____________________________

Plumbing Engineering Percent Markup %_________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Fire Protection Engineering Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Geotechnical Engineering Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Civil Engineering Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Structural Engineering Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Mechanical Engineering Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Audio Visual Engineering, Equipment Selection, Cabling Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Landscape Design Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Telecommunication/Data Design Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Security Evaluation and Planning Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Acoustical Consultant Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Traffic and Utility Studies Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Environmental Studies Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Energy Modeling Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Cost Estimating Percent Markup %__________

Address: _______________________ Include attachments if needed

Telephone: _______________________ _____________________________

Insurance Administrative Requirements:

General Liability, $2,000,000; $1,000,000 each occurrence

Automobile Liability, $1,000,000 combined single limit

Workers’ Compensation, $1,000,000 each incident

Professional Liability, $2,000,000 each claim, $2,000,000 aggregate

EXHIBIT #2

Consult, Design, Bid, Oversee, and Closeout Small Library Projects

Proposed Fee Schedule

Hourly Fees:

Principal $ __________

Architects $ __________

Drafting $ __________

Graphic Artist/Administration $ __________

Proposed periodic adjustment for cost of living and incentive increases (detail):

Additional Service Fees:

Copies $ __________

Color Copies small (copier size) $ __________

Color Copies large (plotter size) $ __________

Prints small = 16” x 21” $ __________

Prints medium = 24” x 36” $ __________

Prints large = 30” x 42” $ __________

Plots < 16” x 22” $ __________

Plots > 17” x 23” $ __________

Color Plots < 16” x 22” $ __________

Color Plots > 17” x 23” $ __________

Presentation Boards (30” x 42”) $ __________

Mileage $ __________

Site Visits $ __________

FedEx/Postage $ __________

Expenses, cost plus $ __________

Site Visits $ __________

Miscellaneous, undefined costs

Detail_________________________ $ __________

EXHIBIT 3

Consulting Architect Services for Small Library Projects

RFP Evaluation Scoresheet Scoring

Firm Name: ____________________________________________________________ 1 = Failure, no response

2 = Fair, only partially responsive

Evaluator: _____________________________________________________________ 3 = Average, meets minimum

4 = Above average, exceeds minimum

5 = Superior

Criteria Points Possible

Score (0-5)

Weight Points = Score x Weight

1. Relevant Experience and Qualifications 25 5

Demonstrated experience with comparable library or public projects; credentials

2. Approach & Understanding 15 3

Demonstrated understanding of scope, work plan, clarity and responsiveness

3. References & Prior Performance 15 3

Quality of references and outcomes on past projects, ability to meet deadlines

4. Insurance & Administrative Compliance 5 1

Proof of required insurance and adherence to submission guidelines

5. Project Team & Subconsultant Qualifications 20 4

Depth and qualifications of proposed project team and listed consultants (Exhibit 1)

6. Proposed Fees (Points inserted by County purchasing) 20

Hourly rates, markup, and value for services (from separate Exhibit 2)

Total Possible Points 100

Notes:

County Purchasing Department will use the following cost formula for scoring Proposed Fees (Exhibit 2): The points assigned to each offeror's cost proposal will be based on the lowest proposal price. The offeror with the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. An offeror whose Proposed Price is more than double (200%) the Lowest Proposed Price will receive no points.