KAYSVILLE CITY CORPORATION

REQUEST FOR QUALIFICATIONS

ARCHITECTURAL AND DESIGN SERVICES

OLD KAYSVILLE LIBRARY BUILDING

RFQ No. PR-2026-07-30 Issue Date: July 30, 2026 Statements of Qualifications Due: August 20, 2026; 3:00 pm MDT

KAYSVILLE CITY CORPORATION

23 East Center Street Kaysville, Utah 84037 Project Contact:

Cole Stephens Parks and Recreation Director Kaysville City Corporation 23 East Center Street Kaysville, Utah 84037 Email: cstephens@kaysville.gov

1.0 REQUEST FOR QUALIFICATIONS

Kaysville City Corporation (“City”) is requesting Statements of Qualifications (“SOQs”) from qualified architectural and engineering firms or consultant teams interested in providing professional architectural, engineering, planning, and design services for the future renovation, rehabilitation, adaptive reuse, and/or redevelopment of the Old Kaysville Library building located at 44 North Main Street, Kaysville, Utah.

The City intends to select a highly qualified consultant team with demonstrated experience in the assessment, rehabilitation, renovation, adaptive reuse, and design of existing public, civic, historic, or community buildings.

The selected consultant will work with Kaysville City staff and City leadership to establish a clear and implementable path forward for the Old Kaysville Library building. The project will require consideration of existing building conditions, structural and life-safety requirements, accessibility, applicable codes, mechanical and electrical systems, historic character, potential future uses, project costs, long-term maintenance, and operational needs.

The City is seeking a consultant team capable of developing practical, innovative, and cost-conscious solutions that recognize the importance of the Old Library building to Kaysville’s history, downtown, and community identity.

The City anticipates that the initial scope of services will focus on reviewing previously completed Phase 1 work, validating existing conditions, evaluating potential uses and design alternatives, developing conceptual designs, establishing preliminary project costs, and recommending a preferred approach for the City’s consideration.

The City reserves the right to reject any or all SOQs, waive minor irregularities, request clarification or additional information, conduct interviews, negotiate with the highest-ranked firm, modify the scope of services, or cancel this RFQ if determined to be in the City’s best interest.

2.0 PROJECT BACKGROUND

The Old Kaysville Library building is located at 44 North Main Street in downtown Kaysville, Utah. The approximately 6,385-square-foot building has played an important role in the City’s history and has served several public uses during its lifetime, including City government, the Davis County Health Department, Selective Service, and the Kaysville City Library.

The building has also served as a library and art gallery before the Kaysville City Library relocated to its current facility.

Kaysville City acknowledges the historical and community importance of the Old Library building and aims to identify the best long-term use and future for the property. The city is considering transforming the building into an event venue that can be rented for private events, such as wedding receptions, while also serving as a site for city and community events. Additionally, a small section of the building—approximately 500 square feet or less—is being considered for a complimentary commercial use, such as a bakery. The city is conducting a market feasibility study and a pro forma to evaluate this potential use.

Potential approaches may include, but are not limited to:

· Renovation and rehabilitation of the existing building.

· Adaptive reuse.

· Stabilization and preservation.

· Reconfiguration of existing interior spaces.

· Other alternatives identified through the design and planning process.

The City has previously completed Phase 1 investigation and assessment work related to the Old Library building. The resulting Phase 1 report and available supporting documentation will be provided to the selected consultant.

The selected consultant shall review and utilize the existing Phase 1 work and shall avoid unnecessary duplication of services or investigations already completed. Additional investigation, verification, testing, or assessment shall be performed only where necessary to confirm existing conditions, address gaps in the available information, or advance the project.

The City anticipates that the Phase 1 report will provide a foundation for the selected consultant’s work and will allow the project to advance efficiently toward conceptual design, cost analysis, and development of a recommended path forward.

3.0 PROJECT OBJECTIVES

The primary objectives of the project are to:

1. Review and utilize the City’s previously completed Phase 1 assessment and supporting documentation. Update Phase 1 cost estimates for inflation.

1. Validate the existing condition and functional characteristics of the Old Library building.

1. Identify significant structural, architectural, mechanical, electrical, plumbing, fire protection, accessibility, life-safety, and other conditions affecting the building’s future use.

1. Develop conceptual design alternatives appropriate for the building and the City’s long-term objectives.

1. Respect and preserve significant historic and architectural characteristics of the building where appropriate.

1. Identify improvements necessary to address applicable building, fire, accessibility, life-safety, and other regulatory requirements.

1. Develop preliminary project cost estimates for potential alternatives.

1. Identify major project risks, constraints, and cost drivers.

1. Evaluate opportunities for phased implementation.

1. Consider long-term maintenance, operational efficiency, and lifecycle costs.

1. Provide Kaysville City with sufficient information to make informed decisions regarding the future of the Old Library building.

4.0 SCOPE OF SERVICES

The following scope represents the City’s anticipated needs. The City reserves the right to modify, expand, or reduce the scope of services based on the selected consultant’s recommendations, available funding, project priorities, and City direction.

4.1 PHASE 1 – EXISTING INFORMATION REVIEW AND PROJECT VALIDATION

The City has already completed Phase 1 investigation and assessment work. The City will provide the selected consultant with the existing Phase 1 report and available supporting documentation.

The selected consultant shall:

· Review the existing Phase 1 report.

· Review available architectural, structural, mechanical, electrical, plumbing, environmental, and other relevant records.

· Review available previous plans, studies, photographs, and building documentation.

· Conduct a project kickoff meeting with City staff.

· Conduct a site visit to verify existing conditions.

· Validate information contained in the Phase 1 report.

· Identify information gaps that may affect future design.

· Identify conditions that may materially affect project scope, schedule, cost, or feasibility.

· Identify additional investigation necessary to advance the project.

· Provide recommendations regarding the appropriate next steps.

The consultant shall coordinate with City staff before performing any additional investigation that may duplicate work previously completed.

4.2 PHASE 2 – PROGRAMMING AND SPACE PLANNING

The selected consultant shall assist the City in evaluating potential future uses and functional requirements for the building.

Services may include:

· Review of City goals and objectives.

· Evaluation of potential building uses.

· Development of preliminary space programming.

· Analysis of existing and proposed space needs.

· Evaluation of public, staff, service, and support areas.

· Development of conceptual space plans.

· Evaluation of accessibility and universal design.

· Evaluation of public circulation and building entrances.

· Evaluation of building access and security.

· Consideration of the relationship between the Old Library, downtown Kaysville, surrounding properties, and public spaces.

· Identification of opportunities to improve pedestrian access and connectivity.

· Identification of potential project phasing opportunities.

The consultant shall identify significant code, zoning, structural, building-system, or other limitations associated with potential uses.

4.3 PHASE 3 – CONCEPTUAL DESIGN

Based on City direction, the selected consultant shall develop conceptual design alternatives for the future of the Old Library building.

Conceptual design services may include:

· Building renovation and rehabilitation concepts.

· Adaptive reuse concepts.

· Interior space planning.

· Exterior building improvements.

· Building additions, where appropriate.

· Site improvements.

· Accessibility improvements.

· Entry and circulation improvements.

· Historic character and architectural compatibility.

· Structural and seismic considerations.

· Mechanical, electrical, and plumbing system upgrades.

· Fire protection and life-safety improvements.

· Energy efficiency and sustainability opportunities.

· Security and technology infrastructure.

· Parking and site circulation considerations.

· Signage and wayfinding.

· Relationship to surrounding downtown development.

Conceptual design alternatives shall be sufficiently developed to allow the City to understand the advantages, disadvantages, estimated costs, and long-term implications of each alternative.

4.4 PHASE 4 – CODE, LIFE-SAFETY, AND REGULATORY ANALYSIS

The selected consultant shall evaluate applicable regulatory requirements associated with the proposed project.

The analysis shall include, as applicable:

· Applicable International Building Code requirements.

· Existing building provisions.

· Fire code requirements.

· Accessibility and ADA requirements.

· Egress and occupant-load requirements.

· Structural and seismic requirements.

· Energy code requirements.

· Mechanical, electrical, and plumbing requirements.

· Fire alarm and fire suppression requirements.

· Hazardous materials or environmental considerations identified through available information.

· Zoning and land-use requirements.

· Historic preservation considerations, if applicable.

· Other applicable federal, state, county, or local requirements.

The consultant shall identify significant code and regulatory issues and provide recommendations for addressing them.

4.5 PHASE 5 – COST ESTIMATING

The selected consultant shall prepare conceptual-level construction cost estimates for proposed alternatives.

Cost estimating shall consider, as applicable:

· Construction costs.

· Demolition and removal.

· Structural improvements.

· Architectural improvements.

· Mechanical systems.

· Electrical systems.

· Plumbing systems.

· Fire protection and life-safety improvements.

· Accessibility improvements.

· Site improvements.

· Landscaping.

· Utility improvements.

· Design and engineering fees.

· Permitting and inspection costs.

· Construction administration.

· Contingencies.

· Escalation, if appropriate.

· Other project-related costs.

The consultant shall clearly identify cost assumptions, exclusions, and contingencies.

Cost estimates shall be sufficiently detailed to allow the City to compare alternatives and evaluate potential financial implications.

4.6 PHASE 6 – RECOMMENDED DESIGN APPROACH

Following review of the alternatives, the consultant shall assist the City in identifying a preferred approach.

The selected consultant shall:

· Present design alternatives to City staff and City leadership.

· Identify advantages and disadvantages of each alternative.

· Provide comparative cost information.

· Identify major project risks.

· Recommend a preferred approach.

· Identify opportunities for phased implementation.

· Develop a preliminary project schedule.

· Identify recommended next steps.

· Provide recommendations regarding future design and construction phases.

The final recommendation shall consider the City’s goals, building conditions, functionality, code requirements, estimated costs, long-term maintenance, operational needs, and anticipated public benefit.

4.7 PHASE 7 – FUTURE DESIGN AND CONSTRUCTION SERVICES

If authorized by the City, the selected consultant may be retained for subsequent design and construction-related services.

Additional services may include:

· Schematic design.

· Design development.

· Construction documents.

· Architectural plans and specifications.

· Structural engineering.

· Civil engineering.

· Mechanical engineering.

· Electrical engineering.

· Plumbing engineering.

· Fire protection design.

· Landscape architecture.

· Interior design.

· Historic preservation consultation.

· Energy and sustainability analysis.

· Technology and security systems coordination.

· Construction cost estimating.

· Permit coordination.

· Bid and procurement assistance.

· Construction administration.

· Construction observation.

· Project closeout.

Any additional services beyond the initial authorized scope shall be subject to written authorization by the City.

5.0 COMMUNITY AND STAKEHOLDER ENGAGEMENT

The City recognizes the historical significance and community importance of the Old Library building.

The selected consultant may be expected to participate in public meetings, stakeholder meetings, open houses, City Council presentations, or other community engagement activities as directed by the City.

The consultant shall be prepared to:

· Present design concepts in a clear and understandable manner.

· Provide visual materials suitable for public presentations.

· Respond to public and stakeholder questions.

· Incorporate appropriate community feedback into the design process.

· Coordinate with City staff regarding public engagement and communications.

The City will determine the overall public engagement strategy and schedule.

6.0 ANTICIPATED DELIVERABLES

At a minimum, the selected consultant shall provide:

· Project kickoff meeting.

· Review and validation of existing Phase 1 documentation.

· Existing conditions summary.

· Programming and space-planning recommendations.

· Conceptual design alternatives.

· Code and life-safety analysis.

· Conceptual site and building plans.

· Conceptual renderings or visualizations, as appropriate.

· Preliminary construction cost estimates.

· Comparative evaluation of alternatives.

· Recommended design approach.

· Preliminary project schedule.

· Phasing recommendations, if applicable.

· Final written report summarizing findings and recommendations.

· Presentation materials for City staff, City Council, and/or public meetings as requested.

All final documents shall be provided electronically in commonly used formats. CAD, BIM, and other editable files shall be provided to the City when applicable and as agreed upon in the final contract.

7.0 MINIMUM CONSULTANT QUALIFICATIONS

The City is seeking a consultant or consultant team with demonstrated experience in:

· Renovation and rehabilitation of existing buildings.

· Adaptive reuse projects.

· Public-sector architecture and design.

· Historic or older building rehabilitation.

· Building code analysis.

· Accessibility compliance.

· Structural assessment and seismic upgrades.

· Mechanical, electrical, and plumbing system evaluation.

· Life-safety improvements.

· Construction cost estimating.

· Public engagement.

· Phased project implementation.

· Coordination with municipal staff and elected officials.

Experience with projects of similar size, complexity, age, and community significance is highly desirable.

8.0 STATEMENT OF QUALIFICATIONS REQUIREMENTS

Interested firms shall submit a Statement of Qualifications containing the following information.

A. COVER LETTER

Provide a brief cover letter identifying:

· Firm name.

· Primary contact.

· Contact information.

· Office location.

· Interest in the project.

· Confirmation that the firm is available to perform the requested services.

B. FIRM QUALIFICATIONS AND EXPERIENCE

Provide:

· Firm history and background.

· Years in business.

· Relevant professional services.

· Experience with public-sector clients.

· Experience with adaptive reuse and rehabilitation.

· Experience with historic or older buildings.

· Relevant project examples.

C. PROJECT TEAM

Identify the proposed project team, including:

· Project manager.

· Lead architect.

· Structural engineer.

· Mechanical engineer.

· Electrical engineer.

· Civil engineer, if applicable.

· Other key consultants.

Provide a brief description of each individual’s role and relevant experience.

D. SIMILAR PROJECT EXPERIENCE

Provide a minimum of three relevant project examples.

For each project, include:

· Project name and location.

· Owner/client.

· Project description.

· Project size.

· Construction cost.

· Consultant’s scope of services.

· Completion date.

· Project manager.

· Client reference and contact information.

E. PROJECT APPROACH

Describe the firm’s proposed approach to the Old Library project.

The response should address:

· Understanding of the project.

· Approach to utilizing the City’s existing Phase 1 report.

· Approach to evaluating existing conditions.

· Approach to adaptive reuse.

· Approach to historic preservation and architectural character.

· Approach to code and life-safety requirements.

· Approach to cost control.

· Approach to public and stakeholder engagement.

· Approach to project phasing.

· Anticipated challenges and opportunities.

F. PROJECT SCHEDULE

Provide an anticipated schedule for completion of the initial scope of services.

G. REFERENCES

Provide a minimum of three client references for similar projects.

H. ADDITIONAL INFORMATION

Provide any additional information the firm believes will demonstrate its qualifications and ability to successfully complete the project.

9.0 EVALUATION CRITERIA

Statements of Qualifications will be evaluated based on the following criteria:

The City may establish a short list of the most qualified firms for interviews and/or presentations. Firms must achieve a minimum score of seventy percent (70%) of the total available points to be considered responsive and eligible for further consideration.

The City reserves the right to request clarification, additional information, or interviews as part of the selection process.

10.0 SELECTION PROCESS

The anticipated selection process is as follows:

1. RFQ issued.

1. Statements of Qualifications received.

1. SOQs reviewed and evaluated.

1. Short list established, if necessary.

1. Interviews and/or presentations conducted, if necessary.

1. Final ranking established.

1. Selection recommendation made.

1. Scope and fee negotiated with the highest-ranked firm.

1. Contract presented for approval, as required.

1. Notice to Proceed issued.

The City intends to negotiate a professional services agreement with the highest-ranked, most qualified firm.

If the City and highest-ranked firm are unable to reach an agreement regarding scope, schedule, or compensation, the City reserves the right to terminate negotiations and enter into negotiations with the next highest-ranked firm.

11.0 COMPENSATION

The City anticipates negotiating compensation with the selected consultant based upon the final scope of services.

SOQs shall focus primarily on qualifications and demonstrated ability to perform the work.

Firms may provide an anticipated fee structure or fee schedule if desired. The City may request a detailed fee proposal from the highest-ranked firm during contract negotiations.

Any proposed compensation shall clearly identify:

· Personnel billing rates.

· Estimated hours by task.

· Subconsultant costs.

· Reimbursable expenses.

· Additional services rates.

· Other anticipated project costs.

The City reserves the right to modify the scope of services during negotiations to align the project with available funding and City priorities.

12.0 RFQ SCHEDULE

The anticipated procurement schedule is:

The City reserves the right to modify the procurement schedule at its discretion.

13.0 SUBMITTAL REQUIREMENTS

Statements of Qualifications shall be submitted electronically in PDF format to:

Cole Stephens Parks and Recreation Director Kaysville City Corporation Email: cstephens@kaysville.gov Email Subject:

Old Kaysville Library RFQ – [Firm Name] Statements of Qualifications shall be received no later than [Time] on [Date].

Late submissions may be rejected.

The SOQ shall not exceed [XX] pages, excluding resumes, project examples, and required forms.

The submitting firm shall be responsible for confirming successful receipt of its SOQ prior to the submission deadline.

14.0 QUESTIONS AND COMMUNICATION

All questions regarding this RFQ shall be submitted in writing to:

Cole Stephens Parks and Recreation Director Kaysville City Corporation cstephens@kaysville.gov Questions must be received by the deadline identified in Section 12.0.

Questions received after the stated deadline may not be answered.

To ensure a fair and consistent procurement process, respondents shall not contact other City staff, elected officials, or representatives regarding this RFQ during the solicitation period.

Any information provided to one respondent that materially affects the RFQ will be distributed to all known respondents as appropriate.

15.0 GENERAL CONDITIONS

15.1 CITY RIGHTS

Kaysville City reserves the right to:

· Reject any or all SOQs.

· Waive minor irregularities.

· Request clarification or additional information.

· Modify or cancel the RFQ.

· Amend the RFQ schedule.

· Conduct interviews or presentations.

· Select the firm determined to be in the City’s best interest.

· Negotiate scope, schedule, and compensation.

· Award the project in phases.

· Award only portions of the requested services.

· Cancel the procurement at any time prior to contract execution.

15.2 NO GUARANTEE OF WORK

Issuance of this RFQ does not obligate Kaysville City to award a contract or reimburse any firm for costs associated with preparing or submitting an SOQ.

15.3 PUBLIC RECORDS

Submittals may be subject to disclosure under applicable Utah public records laws. Respondents are responsible for appropriately identifying any information they believe is protected from disclosure under applicable law.

15.4 CONFLICT OF INTEREST

Respondents shall disclose any actual or potential conflicts of interest that could affect their ability to provide impartial professional services to Kaysville City.

15.5 INSURANCE

The selected consultant shall be required to provide insurance coverage meeting Kaysville City’s requirements prior to execution of a professional services agreement.

Required insurance may include:

· Commercial General Liability.

· Automobile Liability.

· Workers’ Compensation.

· Professional Liability/Errors and Omissions.

· Other coverage as required by the City.

Specific insurance requirements will be included in the final professional services agreement.

15.6 COMPLIANCE WITH LAWS

The selected consultant shall comply with all applicable federal, state, county, and local laws, ordinances, regulations, and codes.

15.7 CONTRACT

The selected consultant will be required to enter into a professional services agreement with Kaysville City Corporation. The City’s standard agreement and applicable procurement requirements will govern the final contract.

16.0 PROJECT SUCCESS

The successful consultant will assist Kaysville City in establishing a clear, realistic, and implementable path forward for the Old Library building.

The City recognizes that this project is more than a building renovation. The Old Library is an important part of Kaysville’s history and downtown identity. The successful consultant team will be expected to balance preservation, functionality, safety, accessibility, financial responsibility, long-term maintenance, community value, and the City’s future needs.

The final outcome of the initial project phase should provide Kaysville City with the information, design direction, cost understanding, and implementation strategy necessary to make informed decisions regarding the future of the Old Library property.

17.0 TERMS AND CONDITIONS

Proposals shall remain valid for sixty (60) days.

Services shall be performed in accordance with the professional standard of care ordinarily exercised by design professionals practicing in the State of Utah.

Nothing in this RFQ or any resulting contract shall be construed as a waiver of Kaysville City’s governmental immunity under the Utah Governmental Immunity Act.

The City reserves the right to cancel or modify this solicitation at any time.

State of Utah T&C

END OF REQUEST FOR QUALIFICATIONS

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