2-Tack Barn A E RFP - PennBid.docx

RFP #XXXXXXX – Lehigh County – Renovations to the New & Old Courthouse Buildings

REQUEST FOR PROPOSAL (RFP)

Renovations to the Tack Barn – A & E Services

THE ALLENTOWN PARKNERSHIP

600 HAMILTON STREET, SUITE 310

ALLENTOWN, PA 18101

SEPTEMBER 30, 2026

TABLE OF CONTENTS

1. Summary and Background

The Parknership is soliciting proposals for the Architectural and Engineering for RENOVATIONS OF THE TACK BARN, in accordance with this Request for Proposals (RFP)

· The Parknership is soliciting proposals for an independent firm to perform architectural and engineering documents to support Renovations to the Tack Barn, located at Lehigh Parkway, Allentown, PA 18101.

· Proposal shall be submitted as a complete package, identifying the total costs required, and then a price sheet for additional services that might be directed by the Parknership.

· Proposal shall include relevant experience in historic site renovation.

· Proposal shall include list of responsible team members who will be responsible for the renovation project.

· Proposal shall include opportunities to value engineer the construction documents to permit project budget compliance.

BACKGROUND:

The Tack Barn is a historic equestrian support building consisting of approximately 2,775 square feet within two connected structures: a primary gathering hall and a later addition. The facility occupies a prominent location within the park complex and has historically served as a gathering, storage, operational, and support building associated with equestrian and recreational activities. The Parknership seeks to preserve the building's historic character while adapting it for continued public use through thoughtful rehabilitation and modernization.

The building is comprised of:

· Main Room: Approximately 1,700 square feet (32' x 52'), featuring a dramatic open ceiling rising to approximately 24 feet at the peak, exposed wood construction, eleven windows, two exterior entrances, and a substantial floor-to-ceiling stone fireplace that remains in generally sound condition. The room retains numerous historic features and contents including rustic furnishings, equestrian equipment, taxidermy displays, and historical photographs. These materials should be documented, cataloged, preserved, and stored during any renovation work for potential future reinstallation.

· Addition: Approximately 1,075 square feet (21.5' x 50') divided into three areas consisting of a kitchen/garage space, restroom, and office. The addition includes substantial concrete or masonry wall construction on two sides, a large sliding garage door, grade-level access, and a separately enclosed office area with drywall finishes, insulation, and a suspended ceiling system.

Existing Conditions The exterior of the building consists of painted wood siding over a stone foundation. Existing paint failure is extensive, with significant flaking and evidence of multiple historic paint layers. Portions of the exposed stone foundation require repair and repointing. Vegetation growth, including ivy and other climbing vines, is present on exterior wall surfaces, particularly around the addition, and should be removed as part of rehabilitation efforts. The asphalt shingle roofing system is aged and approaching the end of its useful life but is not known to be actively leaking.

The main room appears largely uninsulated, with interior wall boards directly exposed. Gaps in wall construction allow infiltration of daylight, moisture, insects, and small animals. Existing heating equipment consists of two older suspended heating units vented through the roof structure. Electrical service is present and reportedly operational; however, all building systems should be evaluated and upgraded as necessary during design development.

The kitchen/garage area contains a combination wood plank and slab floor system, while the office and restroom areas are constructed on concrete slab floors. Existing plumbing fixtures are present in the restroom, although utility and service connections will require verification and evaluation by the design team. Supplemental heating equipment serves the office area.

1. Proposal Guidelines.

This Request for Proposal represents the requirements for the process. Proposals will be accepted until 5pm EST November 16, 2026. Any proposals received after this date and time will not be accepted. All proposals must be signed by an official agent or representative of the company submitting the proposal.

If the organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted.

All costs must be itemized to include an explanation of all fees and costs.

Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be subject to legal review and will include scope, budget, schedule, and other necessary items pertaining to the project.

1. Project Purpose and Description The Parknership seeks the services of a qualified Architectural/Engineering team experienced in the rehabilitation of historic structures and adaptive reuse projects. The selected team will evaluate existing building conditions and develop construction documents that achieve the following objectives:

· Preserve and restore the historic character of the Tack Barn.

· Stabilize and repair the building envelope, including foundation, siding, roofing, doors, and windows.

· Improve building accessibility, life safety, energy performance, and code compliance.

· Evaluate structural, mechanical, electrical, and plumbing systems and recommend upgrades as necessary.

· Develop renovation concepts that support long-term public use and operational sustainability.

· Preserve and document historically significant interior artifacts, furnishings, and equestrian-related collections.

· Provide construction cost estimates and value-engineering recommendations to maintain budget compliance.

· Prepare complete bid and construction documents suitable for permitting, procurement and phased implementation if required.

A pre-proposal site visit will be conducted by the Parknership to familiarize prospective respondents with the existing building conditions and project goals. Respondents are strongly encouraged to attend and perform their own due diligence regarding existing conditions, measurements, building systems, and regulatory requirements.

1. PROJECT SCOPE

A. Scope of Work – General

· Under a single contract with one (1) firm, the Architectural/Engineering (A/E) Team will provide all inclusive, comprehensive architectural and engineering services for the design and rehabilitation construction of the described facility. The items of work specifically delineated below are illustrative of the functions to be undertaken and not meant to be all inclusive of the A/E Team’s responsibility.

· The firm shall provide all architectural and engineering services normally and customarily furnished and reasonably necessary for the successful completion of the project. Only those functions specifically assigned to others as stated in this RFP, which under normal circumstances would be the responsibility of the A/E Team shall be excluded from the A/E’s responsibility.

· The Parknership will not hire under separate contract, an environmental firm to complete a hazardous materials survey in advance of final Design. The A/E will include this information in planning and remediation during this project.

· The A/E will be required to become familiar with all agencies, applicable codes, laws, and regulations applicable to the facility. Coordination with the regulatory agencies responsible for licensing and approval shall be incorporated into the planning and phasing of all work. The proposal must list which agencies, applicable codes, laws, and regulations agencies apply.

· Coordinate the design and construction of the project with Parknership personnel and those of the Parknership’s contracted service provider that will operate the completed facility.

· Provide preliminary and, subsequent to Parknership comment and approval, final minutes of all project meetings within one (1) week after each meeting.

· Provide at the start of the project a design and bidding schedule which will result in the herein stated construction start date being met.

· During the project provide as requested any plans, drawings, sketches, etc. produced relating to the project in either printed and/or electronic format as the Parknership may so request.

· Develop both building and site plans to a state of completeness which will enable the Parknership to approve same for further design refinement and production of bid documents. Design should be sufficiently defined with respect to construction types, systems and finishes so as to enable the AE to perform a proper construction cost estimate.

· From Design Phase and for subsequent duration of the project consult with and otherwise include the Parknership in the design of the project, especially with respect to value engineering, constructability, cost estimating and construction scheduling.

B. Scope of Work - Bidding Phase

· This phase is governed by applicable bidding rules and regulations in bid coordination and administration.

· All portions of this phase will be coordinated with the Parknership. The AE will be primarily responsible for preparation of the construction bid packets.

· Assist the Parknership with preparation of complete multi-part, multi-phased public bid packets for solicitation of contractor bids. AE will be responsible to establish the number of prime contracts (multiple are to be assumed). Complete bid packets shall include general specifications, drawings and final contract documents, suitable for public bidding.

· Assisting in identifying and contacting potential bidders.

· AE will reproduce and distribute electronic bid documents.

· Assist the Parknership in organizing and conducting a pre-bid meeting for prospective bidders.

· Together with the Parknership respond to bidders’ questions and prepare and issue addenda, as necessary.

· Together with the Parknership accept copies of all bids, tabulate, review and verify bid validity.

· Together with the Parknership evaluate bids and make recommendations for award of contracts to the Parknership

· Prepare contracts between the Parknership and the successful bidders.

C. Scope of Work - Construction Administration Phase

· Prior to or contemporaneously with the start of construction prepare a conformance / construction set of plans and specifications incorporating all changes to the plans resultant of Requests for Information (RFI’s) raised during the bidding phase.

· Determine the aspects of the work requiring shop drawings.

· Review submittals and shop drawings for compliance with the contract documents.

· Process changes and/or variations during the execution of the project, as forwarded by the Parknership.

· Provide on-site presence by attending bi-weekly construction progress meetings throughout the construction process to sufficient verify compliance with contract documents including specifications, schedules and applicable laws, ordinances, codes and statutes, including the as built drawings as required

· In cooperation with the Parknershp, insure all legally required permits, licenses and authorizations are addressed, or obtained, by appropriate parties.

· Process changes and/or variations during the execution of the project, as agreed upon with the Parknership.

· Together with the Parknership conduct project closeout, including punch list inspection, training and verification of equipment operation.

· Provide as-built drawings, both hard copies and in electronic form.

· Maintain project record - to be transmitted to Parknership at close of project. Record to include all legally required permits, licenses and authorizations addressed, or obtained, by appropriate parties.

D. Scope of Work – Building Operations and Maintenance

· Provide Operations and Maintenance (O&M) manuals for all systems installed or replaced during the work. At least two (2) copies of each manual bound in a three (3) ring binder(s) and a digital copy in PDF format.

· Provide O&M Drawings for all buildings on the campus. Drawings to be produced in AutoCAD version 17 or higher. Provide three (3) complete bound paper copies and one digital copy in both native AutoCAD format and in PDF format.

1. Request for Proposal and Project Timeline

Request for Proposal Timeline:

Attendance at a pre-bid meeting is required. Interested firms may attend either session:

· October 8, 2026, at 9:00 AM

· October 9, 2026, at 2:00 PM

All questions are due October 16, 2026. Responses will be shared with all who attend the pre-bid meeting by October 23, 2026.

All proposals in response to this RFP are due no later than 5pm EST November 16, 2026.

Evaluation of proposals will be conducted from November 17, 2026 until December 4, 2026 If additional information or discussions are needed with any bidders during this two week window, the bidder(s) will be notified.

The selection decision for the winning bidder is anticipated by December 8, 2026

Upon notification, the contract negotiation with the winning bidder will begin immediately. Contract negotiations will be completed by December 31, 2026.

Notifications to bidders who were not selected will be made.

Project Timeline:

Services to support construction completed with CO issued by June 30, 2028.

1. BUDGET

The Parknership anticipates proposals for A & E services in the range of $75,000.

1. Bidder Qualifications Proposals should include:

· Firm profile and relevant experience

· Key personnel and qualifications

· Examples of similar completed projects

· Proposed approach and methodology

· Fee structure and estimated costs

· References (minimum of 3)

1. Proposal Evaluation Criteria Proposals will be evaluated based on:

· Relevant experience and qualifications

· Quality of past work

· Proposed approach and understanding of the project

· Cost competitiveness

· References and client feedback

Submission Details

· Deadline: November 16, 2026

· Bidding Documents: Available at no cost on PennBid at https://pennbid.bonfirehub.com

· Submission Method: Electronically via PennBid at https://pennbid.bonfirehub.com

· Contact Person: Ruffian Tittmann, Executive Director

· Questions / Clarifications: Submit to contact person via the “Ask a Question” feature in PennBid at https://pennbid.bonfirehub.com. Responses to questions which require changes to the Bidding Documents will be issued by Addenda and posted on PennBid. Addenda will be posted on PennBid and notification via Public Notice sent to Bidders who have registered with and downloaded documents from PennBid.

· Withdrawals: Proposals may be withdrawn, altered or otherwise modified within PennBid at any time prior to the due date and time.