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Request for Proposal: Structural and Construction Design Services for Site Preparation at 112 N. 2nd Street, Douglas, Wyoming The City is seeking proposals from qualified firms for geotechnical, structural and construction design services for a former 5,500-square-foot building located at 112 N 2nd Street in downtown Douglas. The project includes engineering analysis and the development of a detailed site- specific geotechnical report, structural and construction drawings necessary to stabilize the site and adjacent buildings, prepare the site for interim use, and guide future redevelopment efforts. This RFP focuses on planning and design, providing the groundwork for future construction activities. RFPs will be accepted electronically until 4:00 PM MT, October 17, 2024, and will be evaluated immediately following. Please send your PDF response to: Clara Chaffin [EMAIL REDACTED] Subject: “112 N 2nd Structural and Construction Design Services” ---PAGE BREAK--- RFP: 112 N 2nd Structural and Civil Design Services, Douglas, WY Page 2 of 9 Section One Introduction and Summary The City of Douglas is soliciting proposals from qualified Wyoming-licensed engineers for structural and geotechnical design services at 112 N. 2nd Street in downtown Douglas. Damaged by a fire in 2000, this property is an important part of the City’s downtown revitalization efforts, with a long-term vision to redevelop the site. The focus of this RFP is on conducting the necessary geotechnical and structural analysis and developing detailed construction drawings to stabilize the site, secure adjacent buildings, and prepare the property for interim uses. This effort will provide the critical groundwork for the City’s future construction and redevelopment phases. Proposals must be submitted electronically to Clara Chaffin at [EMAIL REDACTED] with the subject line “RESPONSE TO RFP: Structural and Construction Design Services for Site Preparation at 112 N. 2nd St” by no later than 4:00 PM MST, October 17, 2024. The City anticipates awarding the contract at the City Council’s regular meeting on October 28, 2024, with work expected to begin by November 18, 2024, following contract execution. All work should be completed by May 2025. Section Two City of Douglas Recognized as the Jackalope Capital of the world, the City of Douglas, with a population of over 6,400 people, is a growing community located in east-central Wyoming, in Converse County. The City is situated along the Interstate 25 corridor, approximately 50 miles east of Casper, WY, and 130 miles north of Cheyenne, WY. Our legacy is rooted in Oregon Trail pioneers, railroads, and the wild western frontier. That pioneering spirit, essential to survival in the old West, still exists today. 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. The nearby Medicine Bow National Forest and Glendo Reservoir provide opportunities for outdoor recreation such as hunting, fishing, boating, and hiking. In addition to being the official home of the Jackalope and a Tree City USA, Douglas is home to the Wyoming State Fairgrounds, Pioneer Museum, Wyoming ---PAGE BREAK--- RFP: 112 N 2nd Structural and Civil Design Services, Douglas, WY Page 3 of 9 Law Enforcement Academy, Douglas Railroad Interpretive Center, Douglas Community Golf Course, and other attractions. Douglas has been named one of the best 100 Small Towns in America and was recently recognized as the best small town in the western United States to practice medicine. The City enjoys a diverse economy and high quality of life, grounded in traditional family values. The strong economic base is primarily influenced by the availability of rail access, nearby coal resources, and related mining operations, as well as mineral exploration and production activities associated with oil, gas, and uranium reserves in Converse County The current municipal boundaries can be found online via the Converse County Mapserver. Section Three Project Background The downtown property at 112 N. 2nd Street covers approximately 0.14 acres in the heart of Douglas, sitting at an elevation of 4,819 feet. The site has a rich history, dating back to its earliest known use as an ice cream shop, as recorded on a Sanborn Fire Insurance map from 1894. Over the years, it has housed a variety of businesses, including a meat store, billiards, furniture store, confectionery, grocery warehouse, bank, law offices, clothing store, and more. By 1995, the site became home to KKTY Radio and Four Seasons Cleaners, which operated until at least 2001. Although the building was believed to have been erected in 1913, earlier maps show it was in use as early as 1894. The property was severely damaged by fire around 2000, leaving only the front unreinforced masonry façade intact, which has since been supported by temporary timber support structures that are now deteriorating. Extensive assessments have been conducted over the past five years, beginning with Phase I and II Environmental Site Assessments under a USEPA Brownfield Grant to determine any lingering contamination from the dry cleaners and fire. In 2024, a limited structural evaluation by Martin and Martin assessed the condition of the remaining façade, temporary timber bracing, and surrounding infrastructure. This assessment is included in the appendices. The current site consists of the façade front, a chain-link fence at the rear, and a vacant interior filled with vegetation, concrete remnants, and the deteriorating façade and ---PAGE BREAK--- RFP: 112 N 2nd Structural and Civil Design Services, Douglas, WY Page 4 of 9 support systems. These elements are now compromised, posing a potential threat to the adjacent structures and public spaces. The City has a long-term vision for the property as part of its downtown revitalization efforts, with the ultimate goal of developing a three-story mixed- use building featuring commercial spaces on the ground floor and residential units on the second and third floors. A concept plan for this redevelopment was developed in 2021. However, the immediate focus of this RFP is to stabilize the site and prepare it for interim use. The selected firm will build upon existing studies and assessments to ensure that the site and adjacent structures are structurally secure, in turn laying the groundwork for future construction and redevelopment. Concept plans for the future redevelopment are included as an attachment. Section Four Scope of Services The purpose of this project is to stabilize and prepare the site at 112 N. 2nd Street for interim uses while laying the groundwork for future redevelopment. The selected consultant will be responsible for the following preliminary elements: 1. Structural Stabilization Plan: Develop a detailed structural stabilization plan that ensures the structural integrity of the remaining site components and the protection of adjacent buildings. This includes any structural modeling and design computations needed to produce construction drawings to stabilize the shared walls with neighboring structures and any associated infrastructure (sidewalks, streets, and alleyways). 2. Facade Removal Plan: Provide a comprehensive plan for the safe removal of the existing unreinforced masonry façade without causing damage to the adjacent buildings. This plan must take into account structural concerns, required sequencing, the stability of neighboring properties, and the preservation of site integrity. 3. Site Preparation and Geotechnical Evaluation: Conduct a site-specific geotechnical analysis to determine sub-base fill needs and to provide recommendations to mitigate water infiltration and groundwater issues as they relate to the site and adjacent structures. The geotechnical report shall provide the required structural design criteria values of the conceptual future building’s foundation substructure. The design must account for the site’s future use, preparing it for potential interim activities and future redevelopment. The sub-base fill design must protect adjacent infrastructure, including buildings, sidewalks, streets, and alleyways, and accommodate the structural needs of the conceptual future building. 4. Feasibility Study for Future Redevelopment: Assess the feasibility of future engineering needs based on the City’s conceptual redevelopment plans. The study should identify constraints and opportunities ---PAGE BREAK--- RFP: 112 N 2nd Structural and Civil Design Services, Douglas, WY Page 5 of 9 related to existing infrastructure, structural integrity of the site and existing features, and propose solutions to integrate future development with the site. Deliverables: The City is seeking the following minimum deliverables: • Phase I: Structural Stabilization and Site Preparation Plan o Develop detailed pricing plans with general specification notes for the removal of the front façade. o Create stabilization pricing plans with general specification notes for adjacent buildings and shared walls. o Provide a geotechnical analysis and associated report, along with the structural design for site fill, ensuring protection of adjacent infrastructure and preparing the site for interim use. o Develop construction documents that will guide interim site preparation work. o Assist the City with Bid Documents and selection of a contractor/developer. • Phase II: Feasibility Study for Future Development o Conduct a feasibility study for the site’s engineering based on the conceptual redevelopment plan. o Provide a preliminary cost estimate for the future construction phase, including permits and compliance with local regulations. o Refine the conceptual redevelopment design based on feasibility findings. Project Timeline: Work on the project is anticipated to begin in November 2024, following final selection and contract approval, with an anticipated completion by May 2025. The selected consultant will provide a detailed project timeline that outlines key milestones and progress checkpoints. Project Management and Communication: The selected consultant will be responsible for regular communication with City staff, including organizing project meetings, preparing meeting materials, and providing timely updates on progress. • Timeline and Budget: a clear project timeline and budget for ongoing communication and project management must be included in the proposal. • Meetings: progress meetings will be held with Staff. These progress meetings may be held virtually. Qualification Requirements: The consultant team must include licensed engineers in Wyoming, experienced in structural, geotechnical, and civil engineering. Proposals should identify the project lead and any additional team members required to complete the work. All professionals must be appropriately licensed in Wyoming. Additional Considerations: Respondents are encouraged to propose an alternate scope of services that meets the goals of the project, including any innovative approaches to site stabilization and future redevelopment planning. All final documentation and reports will be provided electronically. ---PAGE BREAK--- RFP: 112 N 2nd Structural and Civil Design Services, Douglas, WY Page 6 of 9 Documentation: At a minimum, provide documentation of all activities, draft reports, and final reports electronically. This is subject to change based on idea-generating conversations between the selected consultant and the City. Delivery: Consultants will ensure that each of the requirements is met, and components are included in the final document. Section Five RFP Submittal Requirements RFPs must include the following information: 1. Introductory Requirements a. Transmittal Letter Provide a transmittal letter signed by an authorized representative of the firm, confirming the applicant’s availability and commitment to completing the project within the specified timeline. b. Project Understanding Include a statement describing the applicant’s understanding of the project’s scope, with emphasis on the stabilization and interim site preparation goals, and any unique skills or approaches 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. Subcontractor information and role. i. If applicable, provide details of any subcontractors who will contribute to the project, including their specific role. c. Experience i. Provide a summary of the applicant’s experience with similar stabilization, structural design, and geotechnical projects. ii. Include background information on key members of the project team and their relevant experience in similar projects. iii. Provide qualifications and certifications of key engineers and other technical staff. iv. Highlight any specialized skills that are particularly suited to this project, such as structural stabilization or geotechnical expertise. d. Potential or Perceived Conflicts of Interest i. Disclose any potential or perceived conflicts of interest that may affect this project. 3. Project Approach, Schedule, and Presentations ---PAGE BREAK--- RFP: 112 N 2nd Structural and Civil Design Services, Douglas, WY Page 7 of 9 a. Provide a detailed narrative describing the applicant’s approach to completing the project as outlined. b. Submit an expected project schedule, with key milestones and deadlines, starting from anticipated contract approval in November 2024 through the project completion in May 2025. The application may propose a timeline that is less than the 6 months outlined. c. Describe the anticipated final deliverables, including structural stabilization plans, façade removal plans, geotechnical reports, and feasibility studies. d. Include any additional approaches or information relevant to demonstrating the applicant’s knowledge of and capacity to complete this project. 4. Resumes a. Provide resumes for all individuals who will be directly involved in the project. Each resume should outline the individual’s relevant experience and their proposed role in this project, following the qualifications listed in Section 2. 5. References Provide at least three references for similar projects completed by the applicant, including the following information: o Name of the project contact, their position, email address, and telephone number. o Description of the services provided and the applicant’s role in the project. 6. Project Costs a. Submit an overall project cost, including a breakdown of major tasks with associated costs. b. Include the hourly rates and hours by task for all key team members involved in the project. c. Provide a reimbursement schedule or detailed breakdown of anticipated reimbursable expenses related to the project. 7. Proof of Insurance for Contractor and Subcontractors a. Include a statement confirming that proof of the following insurance will be provided if awarded the contract: i. Comprehensive General Liability Insurance 1. 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. ii. Workers’ Compensation or Employers Liability Insurance 1. 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 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. 2. Professional Liability or Errors and Omissions Liability Insurance ---PAGE BREAK--- RFP: 112 N 2nd Structural and Civil Design Services, Douglas, WY Page 8 of 9 iii. 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). iv. Business Automobile Liability 1. 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. The RFP is to be signed by an official authorized to bind the offer and is to contain a statement to the effect that the RFP is a firm offer for a ninety (90) day period from opening. The RFP 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 RFP evaluation to clarify submittal information. Section Six Selection Procedures and Schedule Communication and Questions All communication regarding this RFP must be directed to Clara Chaffin at [EMAIL REDACTED]. Written questions are due by 3:00PM MT, October 4, 2024, and responses will be sent to those who submit questions or request to receive updates. Answers will also be posted on the City of Douglas Bid page. No other contact with City staff, Council members, agents, or consultants is allowed during the RFP process. Failure to adhere to this requirement may result in disqualification. RFP Submission Instructions RFP responses must be submitted via email to [EMAIL REDACTED] with the subject line “RESPONSE TO RFP: Structural and Construction Design Services for Site Preparation at 112 N. 2nd St” by 4:00 PM MT, October 17, 2024. Evaluation Criteria Submitted proposals will be evaluated by the selection committee based on the following criteria: 1. Specialized Experience: Technical expertise of the firm and personnel in connection with the scope of services and project complexity. 2. Certifications: Wyoming-based engineer certifications relevant to the project. 3. Past Performance: Record of performance on previous contracts, including the quality of work, timeliness, and cost control. ---PAGE BREAK--- RFP: 112 N 2nd Structural and Civil Design Services, Douglas, WY Page 9 of 9 4. Capacity: Ability to complete the work within the time limitations, considering the firm’s current and planned workload. 5. Project Familiarity: Understanding of the type of project and the specific challenges associated with the scope of services. 6. Cost: Proposed hourly rates and overall cost of services. Anticipated Timeline (subject to change) • RFP Issued: September 23, 2024. • Questions Due: 3:00 PM MT October 4, 2024. • Q&A Posted: 4:00 PM MT, October 7, 2024 • RFP Submission Due: 4:00 PM MST, October 17, 2024. • Tentative Virtual Interview: October 21-22, 2024 • City Council Approval: October 28, 2024. • Contract Execution: November 4-8, 2024. • Consultant Start Date: November 13, 2024. Appendices: • 2022 Structural Plans – Martin and Martin • 2022 Douglas Building Official Memo – City of Douglas • 2024 Structural Observations – Martin and Martin • 2020 Concept Plans – Ayres Associates We look forward to working with you!