Visitor Center LOI.pdf

NOTICE TO FIRMS

LETTERS OF INTEREST titled “Architecture & Engineering Services: Metroparks Toledo Visitor Center Projects” will be received electronically via Metroparks Toledo PlanetBids portal until:

1:00PM (Eastern Standard Time) on Thursday, September 17, 2026

Letters of Interest received after the specified due date and time will not be considered.

The Metropolitan Park District of the Toledo Area, a,k,a., Metroparks Toledo (“Owner”) is seeking Letters of Interest (LOI)from qualified professional architecture & engineering firms (“Consultant”) to provide design services for building evaluation and condition assessment, utility reviews, code compliance, schematic design options, design development and construction documents for the renovation of three potential location in the district. This is a locally funded project with an approximate construction budget of $1,000,000. Outside funding is actively being pursued to help fund construction.

Information packets for the Letter of Interest requirements may be obtained electronically by visiting https://metroparkstoledo.com/bids and following the Current Opportunities link.

One (1) PDF copy of the Letter of Interest must be marked and submitted as stated above.

Metroparks Toledo will directly select a firm based on the Letter of Interest.

By order of the Board of Park Commissioners

METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA

David D. Zenk, Executive Director

PROJECT OVERVIEW:

The mission of Metroparks Toledo is to conserve the region’s natural resources by creating, developing, improving, protecting, and promoting clean, safe, and natural parks and open spaces for the benefit, enjoyment, education, and general welfare of the public.

Metroparks is looking to renovate several existing facilities to better utilize the exiting floor space and offer additional services and amenities to the public. These facilities typically will be centrally located and will serve as destinations for new services at various Metroparks to the public. The initial concept is to provide a Whitebox space for limited food and drink service with an outside vendor and a small retail space for apparel and merchandise.

SITE SIGNIFICANCE:

Metroparks goal is to preserve as much of the history and character of the various buildings and facilities while upgrading existing utilities, HVAC, perform repairs, windows, doors, interior layout, and other required improvements as needed based on existing or new condition assessments.

BASIC SCOPE OF SERVICES:

The Consultant will work closely with Metropark’s staff to provide Architectural & Engineering Services. Services will consist of building evaluation and condition assessment (If there is an existing facility condition assessment available for the facility or building it will be provided to the selected professional services team), utility reviews, code compliance, conceptual models and renderings, furnishings, finishes and equipment recommendation, construction plans, cost estimates, and engineering services.

1. PROJECT DEFINITION AND SCOPE DEVELOPMENT PHASE

The Consultant shall review all material and documents previously assembled or prepared by Metroparks Toledo, or others retained by Metroparks Toledo for the Project, with the purpose of becoming familiar with the objectives and intent of Metroparks Toledo and the scope of the Project. The Consultant will meet with Metroparks Toledo's representatives to develop a schedule for the Project and finalize the fees for Schematic Design, Design Development, Construction Document, Bidding, and Construction Management phases as well as anticipated reimbursable expenses. The schedule will include milestones consisting of dates for workshop meetings, progress meetings, and schedules for the phases of the work and Metroparks Toledo reviews. The work schedule will be updated monthly throughout the Project.

Consultant shall meet with Project stakeholders, Metroparks staff, and service providers that will collectively operate and manage the Visitor Center Projects. Meeting minutes, memorandums, and the Project definition and scope shall be provided by the Consultant to Metroparks Toledo.

2. SCHEMATIC DESIGN PHASE

Further development of the program will result from Owner-Consultant workshop meetings. These meetings will also provide input into the schematic design for the Project.

Each meeting will be per an Owner-approved Consultant agenda and the Consultant will provide summary minutes. The program will be tested and refined at the conclusion of the workshop meetings.

Consultant will prepare Schematic Design Documents consisting of final design criteria;

preliminary drawings, schematic floor plans, and building elevations; outline specifications;

and written descriptions of the Project. Services under the Schematic Design Phase will be considered complete when the Schematic Design Documents have been accepted by Metroparks Toledo’s Director and Chief Planning and Construction Officer.

Based on the mutually agreed-upon program, schedule, and budget requirements, the Consultant shall prepare, for approval by Metroparks Toledo, Schematic Design Documents consisting of documents illustrating the scale of Project components and their basic relationship. These documents shall consist of the following:

Project Narrative Preliminary Floor Plans with overall dimensions Preliminary Exterior Building Elevations Preliminary Building Section(s) Image Sketches and other such Graphics, as required for presentations, grant applications and fund-raising efforts

The Consultant will collaborate with the Metroparks Staff on an updated Statement of Probable Costs based on the Project budget established during the Project Definition and Scope Development Phase and submit to Metroparks Toledo for review and approval.

3. DESIGN DEVELOPMENT PHASE

The Consultant, upon the approval of the Schematic Design documents by Metroparks Toledo, will continue to meet with Metroparks Toledo representatives to develop the architectural, structural, mechanical, and electrical systems. The Consultant will incorporate documents regarding demolition and debris disposal if necessary. This phase of the work will develop the interior and exterior character, as well as finishes. Working with the Metroparks Team, the Consultant will make adjustments in the design using options in materials and finishes to meet budget.

The Consultant will develop detailed Construction Drawings and Technical Specifications to construct the Project, including detailed architectural, structural, mechanical, and electrical plans and specifications. A meeting with the Fire Marshal and Building Official will be held for compliance review during this phase.

Based on the approved Schematic Design Documents, including revisions, the Consultant shall prepare, for approval by Metroparks Toledo, Design Development Documents describing in further detail the architectural, structural, mechanical, and electrical systems, materials, and other such elements as may be appropriate. These CADD drafted documents shall consist of the following:

Building Code Review Summary Floor Plans Preliminary Life Safety Plans Exterior Building Elevations Building Sections Typical Wall Section(s) Reflected Ceiling Plans Preliminary Finish Plans Window and Door Schedules Preliminary Structural, Mechanical, Electrical and Plumbing Engineering Outline Specification Furniture, Fixtures, and Equipment Layout Plans and Schedules

4. CONSTRUCTION DOCUMENT PHASE

Based on the approved Design Development Documents, including revisions, the Consultant shall prepare, for approval by Metroparks Toledo, Construction Documents setting forth the requirements for the construction of the Project.

5. BIDDING

Following Metroparks Toledo’s approval of the Construction Documents, the Consultant will provide Metroparks electronic construction document files for use in soliciting bids for General Contractors.

The Consultant shall provide clarifications and corrections to the bid documents that would supplement any necessary addenda. The Consultant shall respond to Requests for Information (RFIs), and produce necessary supporting drawings, sketches, bulletins and addenda to the Construction Documents.

6. CONSTRUCTION PHASE (Site Visits and Administrative Services)

6.1 The Construction Phase will commence with the Notice of Commencement and will terminate when Metroparks Toledo’s staff have approved a proper and final application for payment from the party awarded the Project. The Consultant will serve as the Metroparks’ technical representative throughout the construction period. This Professional Design Services contract shall provide basic services during the entire construction phase.

6.2 The Consultant shall advise and consult with Metroparks Toledo, on all instructions to the Contractor issued throughout the Project. The Consultant shall attend all necessary pre-construction meetings and other job progress meetings as necessary and stipulated by Metroparks.

6.3 The Consultant shall at all times have access to the Work wherever it is in preparation or progress.

6.4 Based on such observations at the site and on the Contractors Application for

Payment, the Consultant shall assist the Owner in corroborating Application for Payment amounts owed to the Contractor. Certificate for Payment will be processed by the Owner.

The issuance of a Certificate for Payment shall constitute a representation by the Consultant to Metroparks Toledo, based on the Consultant's observations at the site and the data comprising the Application for Payment, that:

1) the Work has progressed to the point indicated;

2) to the best of the Consultant’s knowledge, information, and belief, the quality of the Work is in accordance with the Contract Documents (which shall include, but not be limited to, all approved Change Orders), subject to an evaluation of the Work for conformance with the Contract Documents upon Substantial Completion, to the results of any subsequent tests required by the Contract Documents, to minor deviations from the Contract Documents correctable prior to completion, and to any specific qualifications stated in the Certificate for Payment;

3) The General Contractor is entitled to payment in the amount certified.

6.5 The Consultant shall review and approve or take other appropriate action on shop drawings, samples, material submittals, RFI’s, as-built drawings, and other submissions of the General Contractor for conformance with the Design Concept of the Project and for compliance with the information given in the Contract Documents, including General

Condition of the Contract for Construction.

6.6 The Consultant shall evaluate all requests for Change Orders and prepare necessary Change Orders (for either increased compensation or time) in a form acceptable to Metroparks Toledo, and review and make recommendations on all requests for Change Orders made by the General Contractor. The Consultant shall assist Metroparks Toledo in any negotiations with the General Contractor relative to compensation required as a part of any Change Order and shall also advise Metroparks Toledo regarding any changes necessary in the construction time schedule.

6.7 At completion of construction, the General Contractor shall furnish and deliver to Metroparks Toledo, neatly arranged in a file, shop drawings, warranties, and instruction literature furnished by the Contractor, etc. The Consultant shall assist and represent the Owner in assuring all applicable documents are thereby furnished. The Consultant shall deliver to Metroparks Toledo, a reproducible set of construction drawings, revised by contractor to "as-built" conditions, based on marked-up prints, drawings or other data furnished by the General Contractor. The Consultant shall not be required to furnish this information itself, but shall use its best efforts to obtain these documents from the General Contractor and shall not approve final payment until they are received.

The Consultant will review the General Contractor documentation of field revisions on a monthly basis prior to issuance of certificates for payment by the Owner. Upon construction completion, the Consultant shall write a letter and certify to Metroparks Toledo that the entire Project was constructed in compliance with the contract documents in accordance with the Contract Documents; this letter must be signed, dated and bear the Architect's seal and all another appropriate professional’s seals.

The services during this phase shall include providing clarifications and / or revisions to the construction documents arising out of the normal process of construction (including conflict resolution), and the review of shop drawings, product data, and samples for conformance with the information given and / or concepts expressed in the construction documents.

6.8 One month prior to expiration of the warranty period, the Consultant shall review the constructed Project, submit a warranty report to Metroparks Toledo, and provide all necessary warranty follow-up.

PROJECT SCHEDULE

Anticipated start-up & completion dates for the Project are as follows:

LOI advertisement ……………………………...………….……. September 3, 2026 Receipt / Initial Review of LOIs …………………………………September 17, 2026 Board of Park Commissioners Contract Approval……….…... September 23, 2026 Contract Award …………….....................................................September 30, 2026 Project Kick Off / Initiation……................................................ October 1, 2026 Site Reviews …………………………...................................... October 5, 2026 Conceptual Plans………………………………………………… November 2, 2026 Design Approval ….....................……..…………………………December 7, 2026 Advertise to bid …………..………………………………………February 4, 2027 Contract Award…………………………………………………… February 26, 2027 End Construction (Estimated)…………………………... ……... September 27, 2027 (note:

Metroparks would like to open this as early as possible in summer of 2027)

LETTER OF INTEREST REQUIREMENTS

One (1) digital PDF copy of the Letter of Interest shall be submitted by 1:00 PM Eastern Standard Time on Thursday, September 17, 2026, electronically via Metroparks Toledo PlanetBids portal as previously mentioned.

Questions and Inquiries may be submitted through the PlanetBids Question & Answer section. Metroparks main contact person for the LOI is Zach Mikolajczyk, Project Manager, Zach.mikolajczyk@metroparkstoledo.com. (419) 360-7375.

Late or faxed submittals will not be considered.

The submitted Letter of Interest shall contain the following items, which must be presented in this order:

A. Instructions for Preparing and Submitting a Letter of Interest

1. Provide the information requested in the Letter of Interest Content (Item B below), in the same order listed, in a letter signed by an officer of the firm. Do not send additional forms, resumes, brochures, or other material.

2. LOI responses shall be limited to twelve (12) single sided pages plus three

(3) single sided pages for addressing the project approach, for a total of fifteen (15) pages. Any cover page and/or cover letter will not count towards the fifteen (15) page total. No additional forms, brochures, or other material shall be added but resumes may be included and will not count towards the total number pages.

3. Please adhere to the following requirements in preparing and binding letters of interest:

Please use a minimum font size of 12-point and maintain margins of 1" on all four sides.

Page numbers must be centered at the bottom of each page.

Use 8½" x 11" paper only.

B. Qualifications and related project experience: A statement of the firm’s qualifications to provide the requested services. The statement should include the following:

A general firm background (Company Name, Address, Telephone, and

Professional services offered) (5 Points);

Backgrounds of the firm’s Professional Architects, Engineers and other key task managers, including work history and experience with similar projects (5 Points);

Description of the expertise and experience your proposed project team has in providing like services on projects of similar size (5 Points);

Identify and describe three (3) projects that your firm has completed over the past eight (8) years that have similarities and relevance to this proposed project and scope of services; include a summary of performance and ability to meet client’s schedule (10 Points/Project);

Provide a list of three (3) references, including name, address and telephone number of previous clients on specific projects with a similar scope of work (10 Points/Reference);

Office Location: A statement of the firm’s primary office location. Designate the office location where the primary work, other than the project fieldwork, will be performed. Include anticipated type of work to be done at each office (5 Points);

Familiarity with local, state and federal regulations: A written statement of the firm’s familiarity with City of Toledo, local, state and federal laws and regulations relevant to this type of project (5 Points);

Current workload: A brief description of the firm’s current workload. Include the availability of the firm to immediately commence this project upon receipt of a Notice to Proceed (10 Points);

Understanding of the project: A description in detail of the firm’s understanding of the services to be provided and anticipated approach to completing the project. Include any considerations or evaluations that may be prudent to effectively minimize the project cost, ensure timely completion of the project, and more satisfactorily achieve the project goal. Also include any possible challenges that will be encountered, and any intended or probable special techniques, services, or approaches to be used for solutions. Discuss potential alternate methods. If there are certain tasks that could more easily be performed by Metropark personnel / others that would result in substantial cost savings, please indicate these potential savings (20 Points);

Schedule and staffing (5 Points):

1. Metroparks fully expects that the personnel listed in the proposal will be assigned to the project in the event your firm is selected.

Any personnel changes in the key positions shall be subject to advance approval by Metroparks.

2. Listing of any sub-consultants who might be employed on the project along with a description of their qualifications. This shall include a list of key sub-consultant personnel who will work on the project, along with their technical competence and related specialized experience.

3. Provide a rough anticipated schedule to complete the required work based upon the estimated schedule previously listed.

CONTRACT AWARD CRITERIA

Metroparks will select a consultant based upon information provided in the LOI and the Contract Award Criteria below. While each LOI will be considered objectively, Metroparks assumes no obligation to accept or take action on any LOI. However, the consultants must indicate in their schedules the availability of their firm to meet the schedule laid out in this LOI. The availability of the consultant to commence work on short notice and meet the schedule for completion may be a factor in evaluating the

LOI.

Metroparks will base the consultant selection for Professional Engineering Services for the Architecture & Engineering Services: Metroparks Toledo Visitor Center Projects on the following criteria:

Experience, strength, and proximity of the assigned staff (including sub-consultants) on similar projects.

Technical approach and understanding of this project.

Similarity and relevance of past projects and performance on those similar projects.

Ability to implement the project promptly and meet the schedule.

Based on the above Contract Award Criteria, the top or highest ranked consultant(s) as determined by Metroparks will be expected to provide a final comprehensive scope of services and a detailed fee proposal for review and approval by Metroparks Staff. Final contract award will be subject to the review and approval by way of legislation through Metroparks Board of Park Commissioners.

EXHIBITS

Exhibit A -LOI Scoring Matrix Form