biddoc.pdf

Request for Proposal

RFP-26-37-CMO

City Project No. BP2603

City of Lafayette – New Civic Center Architectural & Engineering Design

Services

Proposals must be uploaded to the Rocky Mountain E- Purchasing System, Bidnet®, at: https:// www.bidnetdirect.com/Colorado/CityofLafayette

RFP Release Date: November 4, 2026 Proposal Due Date: December 22, 2026 City of Lafayette 1290 South Public Road Lafayette, Colorado 80026

Page of Rev. 9/20231 21 https://www.bidnetdirect.com/Colorado/CityofLafayette

Contents

REQUEST FOR PROPOSAL COVER SHEET & SIGNATURE PAGE 4

NON-COLLUSION CERTIFICATE 6

1. SECTION 1 – GENERAL INFORMATION 7

1.1. BACKGROUND, OVERVIEW, AND GOALS 7

Statement of Vision 7

Statement of Values 7

PURPOSE 7

1.2. SCHEDULE OF ACTIVITIES 9

1.3. ADMINISTRATIVE INFORMATION 9

1.3.I.Official Means of CommunicaQon 9

1.3.II.ModificaQon or Withdrawal of Proposals 10

1.3.III.Proposal Submission 10

1.3.IV.Addendum or Supplement to Request for Proposal 10

1.3.V.Oral PresentaQons/Site Visits 10

1.3.VI.Incurring Costs 10

1.3.VII.ConfidenQality 10

1.3.VIII.Acceptance of RFP terms 11

1.3.IX.Independent Price DeterminaQon 11

1.3.X.Conflicts of Interest/Ethics 12

1.3.XI.Protested SolicitaQons and Awards 12

1.3.XII.Accessibility 13

1.4. CONTRACT AND TERM 13

2. SECTION 2 – REQUIREMENTS AND SCOPE OF WORK 13

2.2.I. INSURANCE REQUIREMENTS 13

2.2.II. BONDS 13

2.2. MANDATORY SUBMISSION REQUIREMENTS 14

2.3. SCOPE OF WORK 15

3. SECTION 3 – EVALUATION METHODOLOGY & AWARD 19

3.1. EVALUATION PROCESS 19

3.2. EVALUATION COMMITTEE 19

3.3. PROPOSAL EVALUATION CRITERIA 19

3.4. DEMONSTRATIONS AND DISCUSSIONS 20

3.5. SINGLE PROPOSAL 20

Page of Rev. 9/20232 21

3.6. AWARD 20

APPENDIX A – FINAL STAMPED ALTA SURVEY 21

APPENDIX B – PROGRAM AND INITIAL CONCEPTUAL BLOCKING (OZ Architecture – date Nov. 21. 2024) .

APPENDIX C – CIVIC CENTER PRELIMINARY SCHEDULE (Artaic 9 Oct, 2026) 21

APPENDIX D – GEOTECHNICAL REPORT (by Ground Engr, date, Aug 10,2020) 21

APPENDIX E – MURRAYSMITH SITE EVALUATION MEMORANDUM (Sept 1, 2020) 21

APPENDIX F – MINE SUBSIDENCE INVESTIGATION, Western Environment and Ecology (Nov 4, 1997) 21 .

APPENDIX G – DESIGN FEE WORKSHEET (Excel template) 21

APPENDIX H – AIA B133 - 2019 (DRAFT) 21

Page of Rev. 9/20233 21

REQUEST FOR PROPOSAL COVER SHEET & SIGNATURE PAGE

City of Lafayette – New Civic Center Architectural and Engineering Design Services

The Request for Proposal Coversheet and Non-Collusion Certificate must be signed by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal.

Verifiable digital signatures are accepted.

RFP #26-37-CMO

Proposal Submission Deadline:

December 22, 2026 | 5:00PM MT

Submit Sealed Proposals to:

bidnetdirect.com/Colorado/CityofLafayette

Project Manager:

Megan Davis

Procurement Manager:

Elizabeth Messner

Elizabeth.Messner@lafayetteco.gov

Legal Company Name (Offeror):

Authorized Signature:

Typed/Printed Name:

Title:

F.E.I.N.

Company Address:

City: State: Zip:

Contact for clarifications:

Title:

Email Address:

Phone Number:

Page of Rev. 9/20234 21 https://www.bidnetdirect.com/colorado/cityoflafayette mailto:Elizabeth.Messner@lafayetteco.gov

By signing this Request for Proposal Coversheet, the authorized agent acknowledges acceptance of all terms and conditions of this solicitation.

ONLINE PROPOSAL SUBMISSION: Offerors must be registered with the Rocky Mountain E- Purchasing System at https://www.bidnetdirect.com prior to the due date and time so that the proposal and other required information may be uploaded. Proposals sent by other methods will not be accepted.

Please be advised that telegraphic or electronic responses (Email, Fax, Drop Box, Etc.)

CANNOT BE ACCEPTED as a sealed proposal. Vendors are urged to read these documents thoroughly before submitting a response.

Page of Rev. 9/20235 21

NON-COLLUSION CERTIFICATE

The undersigned, being duly sworn, deposes and says that the person, firm, association, co-partnership or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in the preparation and submission of a proposal to the City of Lafayette for consideration in the award of a Contract for City of Lafayette – New Civic Center.

(Offeror Name)

By: _______________________________________________

(Authorized Signature)

Title: _______________________________________________

1. SECTION 1 – GENERAL INFORMATION

1.1. BACKGROUND, OVERVIEW, AND GOALS

Statement of Vision

Lafayette’s panoramic view of the Rocky Mountains inspires our view into the future. We value our heritage, our unique neighborhoods, a vibrant economy, and active lifestyles.

We envision a future that mixes small town livability with balanced growth and superior city services.

Statement of Values

We foresee a strong economy that is diverse and sustainable, attracts innovators, encourages a balance of big and small businesses, and meets the community’s needs.

We intend to shape the future through strengthening our voice on environmental stewardship and social issues, taking an active role in sustainability and strategic planning development, and facilitating leadership development and fresh thinking.

We strive to be a connected community that encourages cooperative relationships and inclusivity, expects accessibility and communication, nurtures resiliency, appreciates multiculturalism, and humanizes physical and social interactions within the City.

We support placemaking endeavors that stimulate historic preservation and the arts, encourage open space stewardship and networking of neighborhoods, and promote comprehensive planning and livability.

PURPOSE

In 2025 City of Lafayette voters approved a ballot measure to increase property taxes and issue bonds for the purposes of renovating the Bob L. Burger Recreation Center, the City Services Center, and constructing a new Civic Center. This RFP is for the architectural and engineering design services for this new Civic Center building.

A new Civic Center on South Public Road would provide a more accessible and welcoming community space, better access to government resources and services, and a dedicated location for the Lafayette Municipal Court. It would also provide a southern anchor in Old Town, support a variety of Lafayette’s adopted plans to implement the community’s vision, and further activate the South Public Road corridor.

Municipal services have evolved since the construction of the current City Hall in 1985. Over the past 40 years, existing services have expanded, and new services have emerged based on community interests or regulatory requirements. Examples include communications to increase engagement, economic development to support economic diversification and resiliency, planning and building services to meet demand for development review and inspections, sustainability to implement community climate action goals, and professional engineering staff to improve the reliability and safety of Lafayette's infrastructure. A new Civic Center would provide:

• A modernized building would provide a safe, inclusive, and welcoming space for everyone.

• The ability to help support revitalization efforts in Old Town, given its location along South Public Road.

• Provide a dedicated location for the Lafayette Municipal Court, which currently shares space in the community meeting room with the Police Department, lessening space constraints and discomfort for some defendants.

• Connecting City services and staff to businesses and residents, inviting civic participation in Lafayette decision-making.

1.2. SCHEDULE OF ACTIVITIES

1.3. ADMINISTRATIVE INFORMATION

1.3.I.Official Means of Communication

The RFP is published on the Rocky Mountain E-Purchasing System (Bidnet), so that proposals may be uploaded electronically to that system. The uploaded proposals are sealed by the system and can’t be viewed by the Procurement department or the evaluators until the due date and time have passed. This meets the Colorado procurement code requirement of “sealed proposals”.

The Procurement Manager will post notices that will include, but are not limited to, modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning vendor.

No inquiries will be accepted after the date and time indicated in Section 1.2., Schedule of Activities. Where appropriate, inquiries should include references to any relevant Section/paragraph of the solicitation.

Activity Date and Time

RFP Issued via Rocky Mountain E-Purchasing System/Bidnet Wednesday, November 4, 2026

Pre-Proposal Conference

Monday, November 16, 2026 at 1:00pm

MDT

Microsoft Teams Meeting:

To request the meeting invite, send an email with the

Subject: Civic Center – Design Prebid Meeting Invite

To: brandon.painter@artaicgroup.com cc: Elizabeth.Messner@lafayetteco.gov

Prospective Vendors Written Inquiry Deadline (No questions will be accepted after this date and time.)

Monday, November 23, 2026 by 5:00pm

MDT

City’s Response to Written Inquiry Friday, December 4, 2026

Proposal Submission Deadline Tuesday, December 22, 2026 by 5:00pm

MDT

Interviews/Oral Presentations Week of January 11, 2027 mailto:brandon.painter@artaicgroup.com mailto:Elizabeth.Messner@lafayetteco.gov

The only official response to an Offeror's inquiries are those responses that are published as a modification in Bidnet. Offerors should not rely on any other statements, whether written or verbal, that alter any specification or other term or condition of this RFP.

It is incumbent upon Offerors to monitor Bidnet carefully and regularly for any such postings prior to the proposal submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

1.3.II.Modification or Withdrawal of Proposals

Proposals may be modified or withdrawn by an Offeror up to twenty-four (24) hours prior to the established due date and time. Withdrawal of an Offeror’s proposal after award is prohibited.

1.3.III.Proposal Submission

Proposals must be uploaded to Bidnet at https://www.bidnetdirect.com/Colorado/ CityofLafayette on or before the date and time indicated in the Schedule of Activities. Late proposals will not be accepted. It is the responsibility of the Offeror to ensure that the proposal is uploaded on or before the closing date and time.

The Request for Proposal Cover Page and the Non-Collusion Certificate must both be signed in ink or with a verifiable digital signature by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal. The signed Cover Page and Certificate may be scanned and included with the uploaded proposal.

Documents signed with DocuSign are acceptable.

1.3.IV.Addendum or Supplement to Request for Proposal

In the event that it becomes necessary to revise any part of all of this RFP, an addendum notice will be published on Bidnet.

1.3.V.Oral Presentations/Site Visits

The City may, it its sole discretion, request that Offerors make an oral presentation.

1.3.VI.Incurring Costs

Offerors are solely responsible for all costs incurred as a result of responding to this solicitation, which may include, but is not limited to, proposal development and materials, meetings, presentations, or negotiations.

1.3.VII. Confidentiality

Following the proposal submission deadline, individuals/entities may request from the City a list of the names of the responding Offerors. All other information related to the solicitation process will remain confidential until award.

Following the Notice of Intent to Award, all Offeror proposals will be open to public inspection with exception of information determined to be a trade secret or confidential or proprietary, per §24-72-200.1 et seq., C.R.S., as amended, Colorado Open Records Act.

An Offeror may submit, as a part of its proposal, a written request for classification of certain portions of the proposal as a trade secret or other confidential or proprietary information. Material for which the Offeror is requesting confidentiality shall be readily identifiable and separated from other portions of the proposal to facilitate public inspection of the non-confidential portion of the proposal.

Commingling of confidential information and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting Contract will be considered confidential.

The Offeror must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

In no event shall an entire proposal be classified as confidential.

Any additional Offeror information, which many be a part of evaluation/negotiation process and for which an Offeror claims confidentiality, is subject to the same requirements and processes identified above.

1.3.VIII.Acceptance of RFP terms

A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of the Offeror or an officer of the Offeror legally authorized to execute contractual obligations shall include acknowledgement of this condition.

The proposal, including pricing, shall allow for a minimum of 180 calendar days for acceptance by the City, unless otherwise specified in this solicitation.

A submission in response to this RFP acknowledges acceptance by the Offeror of all terms and conditions as set forth herein. An Offeror shall identify clearly and thoroughly any variations between its proposal and this RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

The contents of the proposal of the awarded Offeror will become contractual obligations under the awarded Contract. Failure of the awarded Offeror to accept these obligations may result in cancelation of the award to that Offeror.

1.3.IX.Independent Price Determination

By its signature on the Cover Page and Certificate of Non-Collusion the Offeror certifies that the prices and other terms in the proposal have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the proposal by any other competing Offerors. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing Offerors. No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a proposal for restricting competition per §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

1.3.X.Conflicts of Interest/Ethics

The Offeror must disclose in its proposal any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Offeror regarding the solicitation or its subject matter.

The Offeror acknowledges that even the appearance of a conflict of interest may be harmful to the City’s interests. The Offeror shall disclose in its proposal whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposal subcontractors or partners, or any related business with the City.

Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Offeror, the Contract term, including any extensions.

1.3.XI.Protested Solicitations and Awards

Any actual or prospective vendor or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the City’s Finance Department.

The protest shall be submitted in writing to the Procurement contact listed above within seven (7) working days after such aggrieved person knows, or should have known, of the facts giving rise thereto (emphasis added).

With regard to the emphasized language above, it is important for Offerors to note that a challenge to the solicitation's requirements or specifications should be made within seven (7) working days of when the protestable item is known. In other words, if you believe that the solicitation contains a requirement you want to protest, the protest should be submitted within the seven (7) working day time period, even if that means it is filed during the time the solicitation is still open.

Announcement of the apparent winning vendor will be made via a posting on Bidnet. The requirement for timely submission of any protest (seven (7) working days) will begin no later than the first working day following posting of the award notice on Bidnet.

1.3.XII. Accessibility

On June 30, 2021, Colorado HB21-1110 strengthened the Colorado law for protection against discrimination against persons with disabilities; specifically, it requires the accessibility of all digital government information technology. To comply, all digital experiences including websites, applications, digital assets, and digital interfaces provided by the Offeror must meet all applicable Level A and AA success criteria of the Web Content Accessibility Guidelines (WCAG) version 2.1.

In order to comply with Colorado law, the proposed product or deliverable must meet these WCAG guidelines. To assess the current status of compliance, the City may request a functional accessibility evaluation such as providing an accessibility compliance report utilizing the current ITIC Voluntary Product Accessibility Template (VPAT 2.5 WCAG) or manual testing reports. If the product or deliverable does not or cannot meet these compliance standards or you cannot provide these evaluations, the City may engage in dialogue to understand the status of the product and how to bring the product into compliance. This may include your organization either performing or procuring manual testing of the product, providing reports for the current accessibility compliance status and providing a roadmap for when issues can be remediated.

1.4. CONTRACT AND TERM

The form of Contract will be a modified AIAB133 Standard Form of Agreement Between Owner and Architect. Refer the Appendices.

The City may, within its sole discretion, choose not to exercise any option or extension term in the Contract for any reason. If the City chooses not to exercise any option or extension term, it may re-procure the goods and/or services in its sole discretion.

2. SECTION 2 – REQUIREMENTS AND SCOPE OF WORK

2.2.I. INSURANCE REQUIREMENTS

Offeror shall, at its own expense, keep in full force and effect during the term of any Contract resulting from this solicitation, and during the term of any extension or amendment to that Contract, insurance to the limits detailed in section 2.6 of the B133 draft Contract.

2.2.II. BONDS

Each bid shall be accompanied by a bid guarantee bond, or certified cashier's check made payable City of Lafayette in an amount not less than five (5) percent of the amount of the bid as a guarantee that the bidder will execute the Contract, if awarded. The bond shall be forfeited to the City if a bid is accepted and the bidder fails to sign a contract within fifteen (15) days of acceptance

The bidder to whom a Contract is awarded shall be required to furnish both a Performance Bond and Payment Bond acceptable to the City of Lafayette for 100% of the Contract Price for each bond, in accordance with the requirements of the Contract Documents.

2.2. MANDATORY SUBMISSION REQUIREMENTS

1. COVER LETTER / LETTER OF INTEREST

2. FIRM INFORMATION/SUPPORTING DOCUMENTS

Provide a brief history of the firm including the following information:

- Number of years in business

- Location of office servicing project and size of staff

- Location of main office, if different, and size of staff

- Location of any proposed associate architect and size of staff

- Information on any claims or lawsuits your firm has had in the past 10 years

- Signed Request for Proposal Cover Sheet

- Non-Collusion Certificate/Cover Letter

- Licenses – List all licenses, certification and bonding of personnel employed by Contractor.

- Insurance Information

3. QUALIFICATIONS & AVAILABILITY OF PROPOSED TEAM

- Provide organizational chart for your proposed team, including roles and responsibilities for each team member and, if applicable, associate architects

- Provide resumes for all key team members.

a. Please note proposed key team members are expected to be involved throughout the life of the project and may not be changed without written authorization from the Owner.

- Provide time commitments during each phase of the project for each proposed team member of the Architect team only (not required of consultants) Provide a written statement confirming the Architects and Engineers are licensed in the State of Colorado to perform and submit the design deliverables for permit.

4. SIMILAR PROJECT EXPERIENCE

Provide project profiles for up to five similar projects in progress or completed by your firm. Please include the following:

- Project Description incl size and construction cost

- Owner, Architect, & GC Contact Information

- A description of which proposed team members were involved on the project

5. PROJECT APPROACH

Provide responses to the following questions in addition to detailing your “typical” project approach:

- Provide your team’s design philosophy in approaching a community facility project.

- Describe your knowledge and work history of innovative approaches to similar projects.

- Describe how your firm promotes a collaborative approach within your firm and with the Owner and the community.

- Describe your understanding of civic buildings and how staff is engaged in the design process.

- Explain what you consider to be important design elements in a civic building.

- How do you approach project challenges as being over budget, over schedule and ensuring quality of a finished project?

- Detail approach to meeting the City’s sustainability goals for the project: City of Lafayette Sustainable Action Plan.

6. DIFFERENTIATING CHARACTERISTICS

The City anticipates receiving submittals from a number of firms qualified for this project. Please detail characteristics of your team or any unique approaches you might suggest as it relates to the City of Lafayette and its goals. Why you!?

7. REFERENCES

Provide up to five (5) references from similar projects completed or begun within the past 5 years by your firm with contact information, along with construction budget, GSF and a project description. Identify in the reference list which projects this A/E team has performed collectively. The Owner reserves the right to check additional references beyond those provided in the submittal.

Please limit the proposal to 30 pages of content plus covers, divider sheets and contents pages. Minimum font size 11 point.

Proposals will be considered only from firms or individuals that are well established in an appropriate field, who are financially responsible, and who have the resources and ability to provide services in a professional and timely manner. The City may request additional information as deemed necessary. The City reserves the right to obtain financial data or other supplemental information concerning the firm and/or its subcontractors. Failure to provide such information may result in the proposal being considered non-responsive.

2.3. SCOPE OF WORK

The City seeks proposals from Architectural Firms with the necessary qualifications to provide all the associated project design and engineering needs and implementation of the Project.

Included with the RFP are the minimum scope of services and tasks to be completed by the selected Consultant. It is not the intent of the City to outline a rigid scope of tasks as part of this RFP. The Architect is encouraged to develop a comprehensive approach with City staff throughout the project. That being stated, the minimum scope of services is provided to help further define the City’s expectations and goals for this project.

It is expected the Candidate will provide the following specialist subconsultants at a minimum for this program:

- Architecture

- Code

- Interior Design (as required for a municipal building)

- Furniture/FF&E (layouts, configuration, concepts, color scheme/vision and bid review) o A specialist Furniture vendor will be procured later by CoL, utilizing the conceptual layouts and design vision provided by the design team.

- MEP Engineering/Fire Protection Design

- Acoustics o Technology Design o Structured cabling o Security Cameras o Access Controlled Doors o Audio Visual (for small, medium and large meeting rooms and Council Chambers)

- Structural Engineering

- Civil Engineering

- Landscape Architecture

- Public Art Involvement (location identification, space planning/allocation, assistance with review)

- Sustainability Specialist

- Concept Phase Cost Estimating

The Schematic, Design Development, and Construction Document phases for the Project will be estimated by the (future) selected CMGC/General Contractor. Upon completion of each phase, the designer shall seek Owner authorization before proceeding to the next phase.

CODE VERSION: IBC 2024

BACKGROUND

In 2020 prior to the City purchasing the property, Survey, Geotech and a Phase 1 Environmental study were performed. All concluded favorable results for the site to be constructed upon (refer the Appendices). Additionally, Artaic Group is currently arranging for a Ground Penetrating Radar investigation of the site to reduce the risk of ANY in-ground unknowns. We anticipate these results to be available as the design team commences.

PROGRAMMING / CONCEPTUAL DESIGN

The successful candidate will utilize the existing programming plans produced by the Owner, in the development of a facility that meets the needs of the City. The Candidate will use this approved program plan and commence finalization of the conceptual design immediately. No program validation is required, and the existing program should be treated as fixed, subject to typical minor space and connectivity modifications during conceptual and schematic design phases. The Candidate shall utilize the information already developed for this project and prepare schemes for the Owner and Design Review Committee (DRC) to review. The Candidate shall provide an understanding that the options presented can be completed within the Owner’s budget and other parameters. The delivery method selected for the project will be CM/GC. The Architect is expected to have a representative attend the CM/GC interviews.

SCHEMATIC DESIGN (SD)

Consisting of SD drawings, outline specifications and other documents illustrating the scale and relationship of Project components. Schematic Design should include the evaluation of systems for the project including the ability of the Owner and their staff to operate and maintain the new facility. The project program and budget must be within the Owner’s budget. The Candidate will present SD documents to the DRC and Owner’s Executive Committee for review and refinement. The Candidate will plan informational meetings for the public with the Owner’s Representative. The Candidate shall coordinate User Group meetings for various stakeholders who will utilize the building daily to refine the design.

DESIGN DEVELOPMENT (DD)

Consisting of DD drawings, outline specifications, and other documents to fix and describe the size and character of the entire Project(s) as to site, architectural, structural, mechanical, and electrical systems, materials, sustainability solutions and such other elements as may be appropriate. Continuing review of High-Performance design ideas and operation and maintenance by the Owner.

The Design Development Documents shall be developed in sequence replicating the proposed Bidding Packages. DD documents shall be provided to the CM/GC to update the construction cost estimate, and the Candidate shall assist the CM/GC in reviewing and verifying the construction cost estimate.

The Design Advisory Groups may still be meeting through the first half of Design Development.

The Candidate shall coordinate User Group meetings for various stakeholders who will utilize the building on a daily basis to refine the design during Design Development. At completion of Design Development, the Candidate shall lead a community meeting to provide a progress update.

CONSTRUCTION DOCUMENTS (CD)

Consisting of CD drawings and specifications setting forth in detail the requirements for the construction of the Projects. These shall include a complete set of architectural, civil, site development, structural, mechanical, electrical drawings including low voltage systems and I.T.

design and specifications and any other information necessary for the design of the projects.

The Candidate will assist the CM/GC in preparation of a written report summarizing the construction cost estimates through the completion of this phase of work. After working on the construction documents, the Candidate will prepare a presentation of the Final Designs for the DRC, Executive Committee and City Council and plan informational meetings for the public with the Owner’s Representative.

BIDDING PHASE AND CONSTRUCTION KICK OFF

The Candidate will assist the CM/GC in obtaining bids by rendering interpretations and clarifications of the drawings and specifications in appropriate written form. The Candidate shall assist the CM/GC in conducting mandatory pre-bidding conferences with all principal bidders.

CONSTRUCTION ADMINISTRATION

The Candidate must attend construction meetings weekly and as needed based on the stage of construction and will assist the CM/GC in administration of the projects by reviewing and timely return of submittal and shop drawings, providing observation during construction, and providing program documentation in the form of supplemental instructions, requests for information, change orders, etc. The Candidate and its consultants will regularly monitor the progress and performance of the Contractor and give notice and recommend courses of action to the Owner if the contractual requirements are not fulfilled. The Candidate will develop and maintain program files to include a record copy of all drawings, specifications, addenda, change orders and drawing modifications, shop drawings and product data. The Candidate will review applications for progress payments and final payments, and all documents in support of such applications and make the appropriate recommendations to the Owner. The Candidate will review all scope changes proposed by the Contractor and make recommendations regarding feasibility and costs. Construction Administration to continue through punch-list, move-in, and commissioning procedures.

CLOSE OUT & WARRANTY

The Candidate shall coordinate and attend all punch list inspections to verify that the projects are substantially complete in accordance with the contract documents. The Candidate shall prepare “as-built” and record drawings and participate in final project debriefing meetings as may be scheduled by the Owner. The Candidate and its consultant shall attend an 11-month, and 23-month warranty walks as required by the owner.

3. SECTION 3 – EVALUATION METHODOLOGY & AWARD

3.1. EVALUATION PROCESS

A comprehensive, thorough, complete, and impartial evaluation of each proposal received will be conducted. The award shall be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City, taking into consideration the price and evaluation factors set forth in this Request for Proposal.

3.2. EVALUATION COMMITTEE

An Evaluation Committee will be established utilizing measures to ensure the integrity of the evaluation process. These measures include the following:

• Selecting committee members who do not have a conflict of interest regarding this solicitation.

• Facilitating the independent review of proposals.

• Requiring the evaluation of the proposals to be based strictly on the content of the proposals.

• Ensuring the fair and impartial treatment of all Offerors.

The objective of the Evaluation Committee is to conduct reviews of the proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

3.3. PROPOSAL EVALUATION CRITERIA

• The City will evaluate proposals to determine if each Offeror meets all mandatory qualification requirements; provided, however, that the City has the authority to waive non-material mandatory requirements in certain circumstances. The mandatory qualification requirements are scored on a Met/Not Met basis and only those proposals found to meet all mandatory requirements, other than non-material mandatory requirements waived by the City, can be considered for a Contract resulting from this solicitation.

• Proposals will be evaluated by the Evaluation Committee using the evaluation criteria listed below. The evaluators will consider whether the Scope of Work requirements in the solicitation have been addressed, and they will review the capabilities of the Offeror, as well as the quality of the approach proposed, the price, and any other aspect determined relevant to the evaluation criteria.

• The evaluation criteria to be used in evaluating the proposals are as follows (and are listed in no particular order):

Cover Letter & Firm Information 5 points

Qualifications & Availability of Proposed Team 20 points

Similar Project Experience 20 points

3.4. DEMONSTRATIONS AND DISCUSSIONS

The Evaluation Committee may, if it deems necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers. Discussions may be held with responsible offerors whose proposals are determined to be reasonably susceptible to be selected for award to:

a. Promote understanding of the City’s requirements and the Offerors’ proposals; and

b. Facilitate a Contract that will be most advantageous to the City taking into consideration price and the other evaluation factors set forth in the request for proposals.

The Evaluation Committee may adjust its scoring based on the results of such activities.

However, proposals may be reviewed and determinations made without such activities.

Offerors should be aware that the opportunity for further explanation might not exist;

therefore, Offerors should ensure that their submission is complete, and are encouraged to submit their best possible proposal, including pricing.

3.5. SINGLE PROPOSAL

If only one bid or proposal is received in response to a solicitation, an award may be made to the single bidder or Offeror if the procurement official finds that the price submitted is fair and reasonable and that other prospective bidders or Offerors had reasonable opportunity to respond.

3.6. AWARD

A Notice of Intent to Award will be published on Bidnet.

The award determination is ultimately a business decision that will reflect an integrated assessment of the relative merits of the proposals received, using the factors set forth in Section 3.3. The City intends to award Contract(s) to the Offeror(s) whose proposal(s), conforming to the solicitation, will be most advantageous to the City, price and other factors considered.

The City reserves the right to award to multiple offerors if is determined to be in the best interest of the City.

APPENDINX LIST

Project Approach 20 points

References & Supporting Documents 10 points

Fee 25 points

TOTAL POSSIBLE SCORE 100

points

APPENDIX A – FINAL STAMPED ALTA SURVEY

APPENDIX B – PROGRAM AND INITIAL CONCEPTUAL BLOCKING (OZ Architecture – date Nov. 21. 2024)

APPENDIX C – CIVIC CENTER PRELIMINARY SCHEDULE (Artaic 9 Oct, 2026)

APPENDIX D – GEOTECHNICAL REPORT (by Ground Engr, date, Aug 10,2020)

APPENDIX E – MURRAYSMITH SITE EVALUATION MEMORANDUM (Sept 1, 2020)

APPENDIX F – MINE SUBSIDENCE INVESTIGATION, Western Environment and Ecology (Nov 4, 1997)

APPENDIX G – DESIGN FEE WORKSHEET (Excel template)

APPENDIX H – AIA B133 - 2019 (DRAFT)

CONTRACT AND TERM