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RFP: City Hall Exterior Enhancements Page 1 of 12 Request for Proposals for Architectural Services for City Hall Façade Enhancements in Douglas, Wyoming The intent of this Request for Proposals (RFP) is to create a transparent process for interested parties to improve the exterior appearance of City Hall to be visually appealing and an example of excellent design. Proposals will be accepted until 3:00 PM November 30, 2023, and will be evaluated immediately following. Please send your response to: City Clerk City of Douglas P.O. Box 1030 101 North 4th Street Douglas, WY 82633 ---PAGE BREAK--- RFP: City Hall Exterior Enhancements Page 2 of 12 Section One Introduction and Summary The City of Douglas is soliciting proposals for City Hall Exterior Enhancements to the façade for the community of Douglas. The City Council desires a welcoming and visually appealing City Hall that will be an example of excellent design in the community. Included in the project are the façade and consideration of the existing electronic messaging. It is anticipated that construction work associated with this RFP will begin Spring 2024. Written proposals with an estimated fee amount must be received by the City Clerk, City of Douglas, P.O. Box 1030, 101 North 4th Street, Douglas, WY 82633, no later than 3:00 PM November 30, 2023. It is expected that work should begin within 30 days of selecting an applicant. Section Two City of Douglas Recognized as the Jackalope Capital of the world, the City of Douglas, population 6,400±, is a growing Wyoming community located in east central Wyoming in Converse County along the Interstate 25 corridor approximately 50 miles East of Casper, WY. Our legacy is rooted in the Oregon Trail pioneers, railroads, and the wild western frontier. That pioneering spirit essential to survival in the old west still exists today. Douglas has been called one of the best 100 Small Towns in America and was recently selected as the best small town in the western United States to practice medicine. Douglas has a diverse economy and high quality of life grounded in traditional family values. With breathtaking views, Douglas sits at an elevation of 5,000 feet, resting at the foot of the beautiful Laramie Mountain range and beside the North Platte River, and is only a short distance from the Medicine Bow National Forest and Glendo Reservoir. This beautiful location offers many outdoor recreational opportunities such as hunting, fishing, boating, and hiking. In addition to being the official home of the Jackalope and a Tree City USA, Douglas is also the home of the Wyoming State Fairgrounds and Pioneer Museum, Wyoming Law Enforcement Academy, Douglas ---PAGE BREAK--- RFP: City Hall Exterior Enhancements Page 3 of 12 Railroad Interpretive Center, Douglas Community Golf Course, and many other attractions. Douglas has a strong economic base primarily influenced by the availability of rail access, nearby coal resources and related mining operations, as well as exploration and production activities associated with oil, gas, and uranium reserves in Converse County. Section Three Project Background In 1964 the First National Bank was built on the corner of Center Street and North 4th Street. Over the years, several additions were constructed creating the current structure. The building has several historic characteristics including brick elements, elongated framed windows, and parapets. The front porch feature was added in 1989. At some point, the entire exterior was painted a solid brown color. In 2018, the City hired an architectural firm to redesign the building and property. Exterior designs included addressing accessibility, pedestrian safety, site drainage, parking, snow removal and landscaping. While outstanding, the design was considered more costly than anticipated and was shelved. During the FY2023 budget development, the City Council expressed a desire to improve the visual appearance of City Hall. Through many conversations and considerations, it has been determined that either a brick façade or stucco façade would be acceptable. Additionally, The City Engineer has been assigned the task of drawing a xeriscaping plan and drainage plan for the property. Above all, the City must lead by example with a historically accurate and attractive façade and a well-designed xeriscaped boulevard and entrance to City Hall. Section Four Scope of Services The City Council desires a welcoming and visually appealing City Hall that will be an example of excellent design in the community. Included in the project are the façade, landscaping, and electronic messaging. ---PAGE BREAK--- RFP: City Hall Exterior Enhancements Page 4 of 12 Strategic Doing On October 9, 2023, City Council adopted the Unified Budget and Strategic Dong 2023-2025. Within the document are Outcomes, Strategies and Key Progress Indicators. This project is specifically identified in Outcome “Fun, Uplifting, Neat & Tidy Community (FUN)”, Strategy 3 “City leads by example in maintenance and beautification of Parks & City Facilities”, KPI FUN-05 “Improve one City facility property per year.” Façade The façade design should highlight existing historic characteristics including all brick elements and framing of the elongated windows. The front porch feature should be enhanced to create a bright and inviting entrance to City Hall. All utilities should be concealed, and the generator enclosure should blend so as to not be a focal point. The City expects two façade options: 1) brick or 2) stucco. An evaluation of the stability of existing wood should be performed prior to submitting a proposal. Any rotted or sub-standard siding or trim should be removed, discarded, and addressed in the proposed design. Chipped paint and caulking on the concrete around City Hall should be removed and addressed in the proposed design. Multiple color choices are expected in the proposal. Landscaping Xeriscaping plans have been drawn for the boulevard portion of the west and south sides of the property (Attachment The City Engineer has also designed xeriscaping to address site drainage on the east side of the building (the entrance). Demolition activities will be completed by the City Public Works Department. Electronic Messaging The City has installed two 9-foot by 4-food electronic message display signs on the southwest corner of the building (Attachment The signs should be incorporated into the design of the façade. ---PAGE BREAK--- RFP: City Hall Exterior Enhancements Page 5 of 12 Section Five Proposal Submittal Requirements Proposals must include the following information: 1. Introductory Requirements a. Transmittal Letter Proposals must have a transmittal letter signed by an authorized representative of the applicant’s company confirming the applicant’s availability to accomplish this project and a commitment to complete the project in a timely manner. b. Project Understanding A statement describing the applicant’s understanding of the project and any special skills the applicant will bring to the project. 2. General Information a. Provide the following company information: i. Firm name ii. Business address iii. Primary contact name, email and telephone number iv. Year established v. Type of ownership b. Experience i. Provide information on the applicant’s background and experience on similar projects. ii. Provide background of key members in the team and their specific experience in previous projects that would relate to this project. iii. Describe any specific skills the applicant team would bring to this project. c. Proof of Insurance i. Provide proof of the following: 1. Comprehensive General Liability Insurance Applicant shall have comprehensive general liability insurance coverage during the entire term of the contract, against claims arising out of bodily injury, death, damage to or destruction of the property of others, including loss of use thereof in an amount not less than one million dollars ($1,000,000) each occurrence and two million dollars ($2,000,000) in general aggregate. 2. Workers’ Compensation or Employers Liability Insurance Applicant shall provide proof of workers’ compensation coverage, for all employees working on this project. Applicant’s coverage shall be under the Wyoming Workers Safety and Compensation program if statutorily required or such other workers’ compensation insurance as appropriate. Applicant’s insurance shall include Stop Gap coverage in the amount not ---PAGE BREAK--- RFP: City Hall Exterior Enhancements Page 6 of 12 less than five hundred thousand dollars ($500,000) per employee for each accident and disease. Applicant shall also supply proof of worker’s compensation and employer’s liability insurance on any sub-applicant. 3. Professional Liability or Errors and Omissions Liability Insurance Applicant shall provide proof of professional liability insurance or errors and omissions liability insurance to protect Committee from any and all claims arising from Applicant’s alleged or real professional errors, omissions or mistakes in the performance of professional duties by Applicant or his sub-applicants in an amount no less than five hundred thousand dollars ($500,000). 4. Business Automobile Liability Applicant shall maintain, during the entire term of the Contract, automobile liability insurance in an amount not less than five hundred thousand dollars ($500,000) per occurrence. d. Potential or Perceived Conflicts of Interest i. Any potential or perceived conflicts of interest must be disclosed. 3. Project Approach, Schedule and Presentations a. Provide narrative detailing the applicant’s philosophy and approach to complete the project as described. b. Provide an overall project schedule including the timing of major tasks, progress reports, public participation events and draft reports. c. Describe the applicant’s ability to prepare and present findings and recommendations to staff, local appointed and elected officials and other interested parties. The applicant will be expected to work with Staff, the Douglas Downtown Historic District Review Panel, and the Arts & Culture Board of Trustees during the design process. The applicant will be expected to conduct a minimum of one work session (additional work sessions may be required) with the City Council to review the project prior to final submittal as well as a work session to present final deliverables. d. Describe deliverables for the overall project and each phase of the project. d. Provide any additional information or approaches felt to be relevant to indicate the applicant’s ability to successfully complete this project. 4. Resumes Provide resumes of individuals who will be working on the project. For each individual, describe their proposed role and list their relevant experience as requested in 2b above. 5. References Provide references from at least three similar projects for which the applicant has provided survey and reporting services. References are to include the name of a project contact along with their position, email address and telephone number. Each reference is to include a description of the services provided to the client and the applicant’s specific role. ---PAGE BREAK--- RFP: City Hall Exterior Enhancements Page 7 of 12 6. Copies Provide 7 hard copies and one electronic copy containing the entire submittal in .pdf format. 7. Project Costs Expenses are to be broken down into line items showing the cost of each major task as well as the overall cost. The proposal is to be signed by an official authorized to bind the offer and is to contain a statement to the effect that the proposal is a firm offer for a ninety (90) day period from opening. The proposal is also to provide the following information: name, title, address, email address, and telephone number of the individual(s) with authority to contractually bind the company and also who may be contacted during the period of proposal evaluation for the purpose of clarifying submittal information. Section Six Selection Procedures, Schedule and Budget Written questions regarding this RFP should be submitted to Clara Chaffin at [EMAIL REDACTED] no later than NOON November 15, 2023. Responses to questions will be emailed to everyone who submitted questions and will be posted on the City website. All communication during the solicitation process will be directed to Clara Chaffin. No other contact will be made regarding this RFP with any City staff, City Council, Agents, Consultants, etc. during the RFP process. Failure to comply with this requirement will result in the offending applicant being removed from consideration. All responses to this RFP must be received in a sealed envelope clearly marked “RESPONSE TO PROPOSAL: ARCHITECTURAL SERVICES FOR CITY HALL FAÇADE ENHANCEMENTS” by 3:00 PM November 30, 2023. Evaluation of proposals will be completed by members of a Committee. Proposals will be evaluated based on the following criteria: Ability to meet project schedule 30% Experience with similar projects 50% Proposed Fee 20% All proposals are to be submitted to: City Clerk City of Douglas P.O. Box 1030 101 North 4th Street Douglas, WY 82633 ---PAGE BREAK--- RFP: City Hall Exterior Enhancements Page 8 of 12 Attachment A: Current Property Pictures East Side (Entrance) West Side (4th Street) ---PAGE BREAK--- RFP: City Hall Exterior Enhancements Page 9 of 12 North Side (Employee Entrance) South Side (Employee Entrance) ---PAGE BREAK--- RFP: City Hall Exterior Enhancements Page 10 of 12 Architectural Detail Around Windows ---PAGE BREAK--- RFP: City Hall Exterior Enhancements Page 11 of 12 Attachment B: Xeriscape & Drainage Plans ---PAGE BREAK--- RFP: City Hall Exterior Enhancements Page 12 of 12 Attachment C: Brick Concept