7-RFQ-26-122 Architectural Svcs On Call.pdf

REQUEST FOR QUALIFICATIONS

RFQ-26-122

Professional Architectural Services (On Call)

The City of Yuma invites qualified Architectural firms to submit a Statement of Qualifications (SOQ) for Professional Architectural Services (On Call).

The City of Yuma intends to establish a pre-qualified list of Consultants to provide nonexclusive professional consulting services on an as-needed basis in support of various City Departments and projects. This list shall include many disciplines and services as described below. Each interested Consultant/Firm is invited to submit a Statement of Qualification (SOQ) detailing capabilities and experience for the categories listed in Section A-E in the Scope of Work.

Assignments of available projects will be made to selected firms possessing the necessary specialties as required. Projects assigned to any Consultant are not to exceed a maximum of $500,000 in aggregate fees within any year. No single award to any individual Consultant or firm will be in excess of $250,000, and the total value of ALL services to be provided for any single project will not be in excess of $500,000 in any year. As these services are on an as-needed basis, no guarantee is made that ANY work will be assigned under this program.

All processes will be conducted in accordance with Arizona Revised Statutes, Title 34.

Note: For large or complex projects or very specialized work, the City may use a formal solicitation method to seek the service.

Sealed Statements of Qualifications will be received through the City’s Procurement Portal https://yumaaz.bonfirehub.com by 11:00 am MST on December 4, 2025. Public reading will be held December 4, 2025, 11:10am AZ Time via Microsoft Teams, Meeting ID: 250 375 466 245 Passcode: GNHyjb.

CONSULTANTS ARE STRONGLY ENCOURAGED TO READ THE ENTIRE SOLICITATION

https://yumaaz.bonfirehub.com/

October 2025

Table of Contents

Section Description PAGE

1 Request for Qualifications 3 2 Instructions 3 3 Descriptions of General A&E Professional Services 4 4 Scope of Work 4 5 SOQ Format and Scoring 6 6 Selection Process 7 7 Contents of SOQ 7 8 Communication with the City 9 9 Terms and Conditions 9 10 Public Record/Confidential Information 10 11 Equal Opportunity 10 12 Protest Policy 10

ATTACHMENTS

*2CFR Section 200 Certification Fill Form *Authorization for Release of Performance Information Waiver *Certification Form & Addenda Acknowledgement Form Certification of Insurability *No Collusion Affidavit *Offer and Acceptance Form Sample Professional Services Agreement

*Required to be completed, signed and submitted through the Procurement Portal as requested.

REQUEST FOR STATEMENT OF QUALIFICATIONS FOR

ON-CALL ARCHITECTURAL PROFESSIONAL SERVICES

1.0 REQUEST FOR QUALIFICATIONS

The City of Yuma invites qualified Architectural firms (Consultants) to submit a Statement of Qualifications (SOQ) for the above referenced project (the “Project”).

The City of Yuma intends to establish a pre-qualified list of Consultants to provide nonexclusive professional consulting services on an as-needed basis in support of various City Departments and projects. This list shall include many disciplines and services as described below. Each interested Consultant is invited to submit a Statement of Qualification (SOQ) detailing capabilities and experience for all the categories listed in Sections A-E in the Scope of Work.

Assignments of available projects will be made to selected firms possessing the necessary specialties as required. Projects assigned to any Consultant are not to exceed a maximum of $500,000 in aggregate fees within any year. No single award to any individual Consultant or firm will be in excess of $250,000, and the total value of ALL services to be provided for any single project will not be in excess of $500,000 in any year. As these services are on an as-needed basis, no guarantee is made that ANY work will be assigned under this program.

2.0 INSTRUCTIONS

Statements of Qualifications will be received through the City’s Procurement Portal https://yumaaz.bonfirehub.com by 11:00 am MST on December 4, 2025. Public reading will be held December 4, 2025, 11:10am AZ Time via Microsoft Teams, Meeting ID: 250 375 466 245 Passcode: GNHyjb.

The SOQ shall include a one-page cover letter (letter of transmittal) plus a maximum of 20 pages to address the SOQ criteria specified (including organization chart). Required documents such as the Authorization for Release of Performance Information Waiver, the Certification of Insurability, and the Certification & Addendum Acknowledgement Form do not count against the 20-page limitation.

Please be advised that failure to comply with the following criteria may result in disqualification:

A) Provide all required information through the Procurement Portal.

B) Adherence to submittal content requirements.

C) Adherence to maximum page requirements.

Compliance with the maximum page criteria is critical; each PDF page size (maximum 8- 1/2” x 11”) with criteria information will be counted. Pages that have photos, charts, graphs or criteria information will be counted towards the maximum number of pages. The minimum allowable font size shall be 11.

https://yumaaz.bonfirehub.com/

3.0 DESCRIPTION OF GENERAL ARCHITECTURAL PROFESSIONAL SERVICES

The City of Yuma Engineering Department is responsible for developing infrastructure improvement projects that require professional services from qualified architectural consultants to design infrastructure improvements involving multidisciplinary efforts including but not limited to; designing various types of municipal buildings and appurtenances, structural engineering and design, electrical and mechanical engineering and design, site civil design and miscellaneous architectural services.

Architectural consultants responding to this RFQ should have a demonstrated ability to manage and design multidisciplinary infrastructure projects in an urban setting.

4.0 SCOPE OF WORK

The Consultant will offer general architectural professional services on an on-call basis. All tasks will be carried out on a work order basis. For each task, the Consultant will develop a specific scope of work and fee estimate, which will be submitted to the City for approval before commencing any work. This contract does not involve a retainer. The City seeks to hire firms capable of performing all the Scope of Services outlined in Sections A through E.

Teaming with multiple Prime consultants is acceptable. A Prime consultant may also act as a subconsultant for another Prime.

The Consultant will be paid only for work assigned and completed. Invoices shall be submitted monthly and shall contain sufficient detail to identify personnel, hours worked, and tasks completed.

The anticipated scope of services for as-needed architectural professional services may include, but is not limited to the disciplines outlined below;

A) Architectural Services The consultant will provide Professional Architectural Services for consultation, design and other professional services such as, but not limited to:

1) Vertical construction projects utilizing the following disciplines or design elements such as architectural programming, architectural design, site planning, grading, drainage, demolition site civil improvements, offsite street improvements, offsite utility extensions, site lighting, landscaping, landscape irrigations, survey, horizontal control, structural engineering, plumbing, mechanical electrical lighting, fire protection, specials systems, security systems data and telecommunications systems, furniture design, roofing, flooring, site amenities, etc.

2) Architectural projects include buildings or facilities, such as storage facilities, equipment rooms, electrical buildings and other facilities that may not be generally occupied by people during normal business hours.

3) Projects may include transportation and/or water/wastewater improvements associated with building, as supporting ancillary improvements. Architectural Services may include project management, design reports, detailed design and construction documents, and contracting assistance and construction phase services, if applicable.

4) Environmental and other technical reviews, as typically required by federal and state agencies.

5) Giving expert advice to local elected officials, planning and zoning commissions, the City Administrator, City Attorneys, Department Directors and other individuals or organizations also designated by staff.

6) Designing/managing technical aspects of projects funded by federal and state agencies.

7) Designing/managing technical aspects of projects funded not limited to federal money (e.g., Community Development Block Grant, Federal Highway Administration, etc.), state projects (e.g., Water Infrastructure Finance Authority of Arizona, Arizona Game and Fish Department), or bond money.

B) Structural Engineering and Design The consultant will provide building structural services for consultation, design and other professional services such as, but not limited to:

1) Analysis of site conditions including geotechnical data, soil reports, and environmental factors.

2) Review architectural design concepts for structural feasibility.

3) Develop preliminary structural concepts including foundations, framing and load bearing elements.

4) Coordinate structural layouts with architectural plans.

5) Refine structural designs to ensure compatibility with architectural features and systems.

6) Conduct structural calculations for load-bearing capacity, seismic resistance and wind loads.

7) Collaborate with architect to finalize material selections and system integration.

8) Provide detailed structural drawings including foundation plans, framing plans, sections and details.

9) Include specifications for structural materials and construction methods.

10) Ensure compliance with applicable building codes and engineering standards.

11) Prepare construction quantities and cost estimates for each phase.

12) Provide final itemized construction cost estimates

13) Prepare final bid and construction documents

14) Plan Review

15) Value Engineering

16) Provide contract administration including review of bidding or construction documents, shop drawings, Consultant submittals, structural calculations, reports, etc.

17) Perform Construction Inspections, Special Inspections, or other surveillance of structural construction, on a daily basis or as otherwise directed by the City, and prepare field reports

C) Electrical and Mechanical Engineering and Design The selected firm will provide electrical and mechanical engineering professional services for City of Yuma projects. The work may include, but is not limited to the following tasks:

1) Condition Assessments (estimate of remaining service life and code compliance reviews,) investigation, analysis and recommendation(s) for repair/replacement of existing electrical and/or mechanical equipment and/or support components including, but not limited to, generators, and panels

2) Electrical and Mechanical Engineering design and related engineering services for new building construction, building renovations (interior or exterior), and building demolition

3) Cost estimates and schedules D) Site Civil Design

Consultant shall be familiar and capable of preparing site civil plans including, but not limited to grading, drainage, paving, and landscaping in accordance with City of Yuma Standards and Specifications.

E) Miscellaneous Architectural Services Architectural Services not specifically identified in previous subtasks may be performed by the Consultant at the direction of the City.

Schedule: The services are to be completed as stated in the on-call work order.

5.0 SOQ FORMAT AND SCORING

The selection criteria and relative weights for determining the order of firms on the final list are as follows:

CRITERIA MAXIMUM

SCORE

Project Understanding & Project Approach 30 Schedule & Cost Control Ability 10 Quality Control Ability 5 Engineering Firm Experience & Capability to Perform Work 20 Proposed Project Manager 20 Proposed Project Staff 15

TOTAL 100

6.0 SELECTION PROCESS

A) Selection Committee: A Selection Committee will review the Statements of

Qualifications and develop a final list with a maximum of five (5) firms based on the included “Evaluation Criteria.” If fewer than five (5) firms respond to the RFQ, or if one or more firms drops out of the procurement or are disqualified, so that there are fewer than five (5) firms participating in the RFQ, the City may elect to proceed with the RFQ with responsive and responsible firms or may elect to terminate the procurement. The criteria to be used to determine the order of firms on the final list are set forth in Section 5.0. Interviews will not be conducted. Final selection will be based upon total point scores from the SOQs alone.

B) Contract Negotiation: On case by case and as need basis, the City will negotiate project scope, schedule and cost with an individual consultant from the on-call list.

If negotiations are not successful then the City will have the right to move on to another consultant for negotiations from the on-call list until the City has selected the consultant for the project.

C) Selection Policy: It is the City of Yuma’s policy that design services and construction management services be accomplished by different Firms. As such, if a Firm is selected to provide Architectural Services or as a subconsultant to the Architectural firm, it will not be eligible to provide the construction management services on the Project. Likewise, if a Firm is selected to provide construction management services, it will not be eligible to provide the design services on the Project. Different firms sharing common ownership shall not be accepted.

D) Key Personnel: The Firm shall ensure that Key Personnel identified in the SOQ shall be the Key Personnel assigned to the Project. Such Key Personnel shall not be replaced without prior written acceptance of the City of Yuma. Unauthorized replacements will result in disqualification of the proposal or breach of the Engineer’s agreement.

7.0 CONTENTS OF SOQ

Statements of Qualifications shall be scored in accordance with Section 5.0 and contain the following information: The following information shall be provided in the Procurement Portal in order to be evaluated.

A) Project Understanding and Management Approach: Response must demonstrate the firm’s comprehension of all the Architectural Services for the proposed contract.

(30 points)

B) Schedule and Cost Control Ability: Response must demonstrate firm’s ability to manage the schedule and budget throughout all phases of the project. Describe the method(s) your proposed team will employ for this project. (10 points)

C) Quality Control Ability: Response must demonstrate firm’s ability to provide quality control oversight of Architectural activities throughout all phases of the project.

Describe the method(s) your proposed team will employ for this Project. (5 points)

D) Architectural Firm Experience and Capability for Work: SOQs shall list a minimum of three (3) architectural projects awarded to your firm for Professional Architectural Services during the last five (5) years (Arizona projects are preferred). For each architectural project, provide the project description, client name and contact, award date (note if pending), construction costs, status of completion, and estimated completion date.

E) Provide an organization chart showing key personnel identified in Section F below.

The chart shall indicate lines of authority, points of contact, and percentage of weekly times that each individual will be committed to this Project. (20 points)

F) Proposed Project Manager: Response must name the Project Manager directly responsible and engaged in the work. Describe the work to be performed and detail the Project Manager’s specific qualifications and experience directly related to the proposed Professional Architectural Services contract. A response prepared specifically for this proposal is required. Focus on the proposed Project Manager’s specific duties and responsibilities and how project experience is relevant to the proposed contract. Provide Project Manager’s resume. (20 points)

G) Identify the employer, indicate length of time with firm and indicate state of residency.

H) Include professional registrations and certifications if applicable.

I) Describe the individuals’ qualifications in terms of education and experience, including design managerial experience and any particular style and skills that will benefit this Project. Provide key staff members’ resumes for this section.

J) List a minimum of three projects in scope and complexity for which the individual has had design managerial responsibility during the past five years.

K) List professional references (contact people with valid telephone numbers and valid email address) for the projects listed above.

L) Provide both current and potential time commitments of the proposed Project Manager to all clients.

M) Proposed Project Staff: Response shall name the key staff from the firm, who will perform key functions deemed necessary to accomplish the services for the proposed Project. Describe the work to be performed by each key staff member and detail their specific qualifications and experience directly related to the proposed Architectural Services contract. A response prepared specifically for this proposal is required. Focus on the individuals’ specific duties and responsibilities and how project experience is relevant to the proposed contract. For each key staff member of the firm who will be involved in the Project provide the information requested below. (15 points)

N) Identify the employer, indicate length of time with firm and indicate state of residency.

O) Include professional registrations and certifications if applicable.

P) Identify the staff members’ responsibility on the proposed Project.

Q) Describe the individuals’ qualifications in terms of traffic engineering education and experience, including traffic engineering design experience and any particular style and skills that will benefit this project.

R) List a minimum of two similar projects for which the individual has had similar responsibility.

8.0 COMMUNICATION WITH THE CITY

All communication concerning this solicitation must be directed to the Procurement Division. All questions must be submitted via the Portal.

No other City official or City employee is empowered to speak for the City with respect to the RFQ. Any firm seeking to obtain information, clarification, or interpretations from any other City official or City employee other than identified above, is advised that such material is used at the firm’s own risk. The City will not be bound by any such information, clarification, or interpretation. Firms are specifically instructed to not contact any design professional for information, clarification or interpretation concerning this project. Any such contact may result in the SOQ being disqualified.

Firms must not communicate with any City employee at any time before the award of the SOQ. Contact by a Firm regarding this RFQ with a City employee other than a Procurement Division representative may be considered grounds for rejection of the SOQ submitted.

As questions submitted require adequate time for response preparation, Firms are asked to submit all questions by the date and time indicated in this solicitation.

Questions must be received through the Procurement Portal by 11:00 am MST, November 20, 2025, so that a response may be posted as an addendum to the RFQ through the Procurement Portal.

9.0 TERMS AND CONDITIONS

This RFQ does not commit the City of Yuma to award a contract, to defray any costs incurred in the preparation of a response to this request, or to procure or contract for services.

A) The City of Yuma reserves the right to extend the date by which the submittals are due.

B) The City of Yuma reserves the right to cancel, in part or in its entirety, this RFQ including but not limited to selection schedule, submittal date, and submittal requirements. If the City of Yuma cancels or revises the RFQ all potential Respondents of record will be notified.

C) All submittals become the property of the City of Yuma. Except for the name of firms on the final list, no information contained in a Statement of Qualifications shall be made public until after award and execution of a contract.

D) The City of Yuma reserves the right to request additional information and/or clarifications from any or all Respondents to this RFQ.

10.0 PUBLIC RECORD/CONFIDENTIAL INFORMATION

This contract is a public record and must be retained by the City for a minimum of six (6) years. All contracts are open to public inspection after contract award, except for any portions determined to be confidential by law. This is the only notification concerning confidential information that will be given to potential respondents. This provision should be taken into consideration prior to submitting a response to ensure the information submitted does not contain confidential information the respondent wishes to remain confidential.

11.0 EQUAL OPPORTUNITY

The City of Yuma is an equal opportunity employer. Minority and women’s business enterprises are encouraged to submit Statements of Qualifications on the Project.

12.0 PROTEST POLICY

A) Respondents may file a protest regarding the selection process and/or award of the associated contract to the City Council in accordance with City of Yuma Code § 36-55. The protest shall be submitted in writing to the City Administrator within ten days after the proposer knows or should have known of the facts giving rise to the protest. The Administrator shall place the protest on the next Council agenda if not resolved prior to that time.

B) The City Council shall have the authority, prior to the commencement of an action in court concerning the controversy, to settle and resolve a protest of an aggrieved proposer, offeror, Consultant, actual or prospective, concerning the solicitation or award of a contract.

C) If the protest is not resolved by mutual agreement, the Purchasing Agent shall issue notice in writing of the Council's decision. The notice shall:

a. State the reasons for the action taken; and

b. Inform the protestant of right to judicial review

D) A copy of the decision under this section shall be mailed or otherwise furnished immediately to the protestant and any other party intervening.

E) A decision under this section shall be final and conclusive unless fraudulent, or unless any person adversely affected by the decision commences an action in court.

1.0 REQUEST FOR QUALIFICATIONS