This is a service / maintenance or supply contract in Winston Salem, North Carolina. Contact the soliciting agency for additional information.

PROJECT BACKGROUND The City of Winston-Salem's Property and Facilities Management Division (City) seeks to establish a qualified pool of one or more firms to provide architectural and design services on an as needed basis for a variety of improvement projects within the City. Interested firms must employ staff who meet the qualifications and have experience in architectural/design services. Prospective firms should demonstrate the ability and expertise to provide the required services, available staffing, and resources to provide timely and professional services to the City. The City of Winston-Salem owns and maintains over 400 facilities and 1 million square feet. Each year the city identifies various small projects that need professional design work. The city anticipates several projects to be designed for construction each year. The city intends that the RFQ process will result in the execution of Master Service Agreements (MSA) between the City and one or more firms. The term of the Master Service Agreement for Property and Facilities Management Design Services will be three (3) years. A Master Service Agreement for Property and Facilities Management Design Services (see Appendix A -Master Service Agreement Template) will be the basis of the contract with associated scope developed for each specific project. SCOPE OF WORK Scope of work is to provide a design solution for various projects including but not limited to new construction, replacement, renovation, or repairs that meet City practices and standards. The selected firm will provide all designs and documents necessary for permitting, construction documents and bidding assistance. The prospective firm must comply with all applicable building codes, ordinances, state, local and federal laws. All methods shall be in accordance with the City of Winston-Salem Property and Facilities Management guidelines. This is not intended to be all inclusive nor is it guaranteed that all of the above tasks will be utilized. A more defined scope of work will be developed for each specific project with the selected firm. o New Construction o Upfit projects for existing facilities o Condition Assessments o Building Envelope Assessments o Landscape Design o Mechanical Design o Feasibility Studies o Submittal Approvals o Structural Analysis o Electrical Design o Interior Design o Plumbing Design o Bid Phase Services o Construction Administration Services SPECIFIC PROJECT ASSIGNMENTS The City of Winston-Salem will select a Qualified Pool List of one (1) to three (3) qualified design firms to provide the above-mentioned services. Once selected, an MSA will be executed with each chosen firm. At the time of specifying a project assignment, the city will provide the relevant project's background information to one of the firms qualified to do the work. The firm will have to demonstrate the availability of key qualified personnel, a commitment to begin work as soon as possible, and the qualification to cover all the needs and requirements of the proposed project. The selected firm will prepare and submit a specific project scope of service, basis of compensation, and schedule. Specific project assignments will establish fixed unit pricing and a not-to-exceed amount for each specific project assignment. The selected firm's scope of service, basis of compensation, and schedule will be used as the starting point for negotiating a specific project assignment. If terms cannot be reached in a reasonable period, then the City will cease negotiation with the selected firm and negotiate with another firm from the qualified pool list. The compensation discussed with one prospective firm will not be disclosed or discussed with another firm. This process will be repeated, if necessary, until a specific project assignment, acceptable to the city, is negotiated. The Purchase Order will not be in force until it is approved and fully executed by the city. The firm shall perform services as requested by the City, only after receipt of a fully executed scope of work and the authorized City representative has issued a written "Notice to Proceed" for each specific project assignment. The City will maintain sole discretion in assigning projects, if any, to selected firm(s) throughout the contract period. A scope of services, fee, and schedule will be negotiated for each specific potential project identified by the City. The City Manager is authorized to execute contracts for projects with fees up to and including $100,000. If a project has an anticipated fee above $100,000, the City Council is required to authorize before a contract can be executed. All questions concerning this request for Letters of Interest or the scope of this work should be directed to Rodney Harden: rodneyha@cityofws.org. Questions will be accepted through 5:00 PM, November 13, 2023. If you feel the information provided is inadequate to submit a Letter of Interest, please contact Rodney Harden @ 336-748-3948 or by e-mail. FORMAT FOR SUBMISSION OF A LETTER OF INTEREST All Letters of Interest should be limited to thirty (30) pages (unless additional pages are needed to document good faith efforts related to the MWBE goal) including the cover sheet. Letters of Interest containing more than 30 pages will not be considered (unless additional pages are required to document good faith efforts). In order to reduce printing costs and to facilitate recycling, we request that only electronic Letters of Interest in PDF format be submitted prior to the deadline. The PDF copy should be e-mailed to: Rodney Harden, Project Coordinator. rodneyha@cityofws.org. Section I - Cover/Introductory Letter The introductory lettershould be addressed toRodney Harden, Project Coordinator. The letter should be no more than two (2) pages and should contain the following information: o Expression of firm's interest in executing the work. o Statement of any possible conflicts of interest; and o Summation of information contained within the letter of interest, including an email address and telephone number for the firm's contact person along with the business street address. Section II - General and Staffing Information This section is limited to eight (8) pages and should contain the following information: o General information about the firm, including the number of years in business. o Names, positions, and location(s) of the firm's North Carolina personnel and resources to be assigned to the proposed work. o Unique qualifications, experience and resumes of key team members. o Organizational chart indicating personnel to be assigned by discipline. o Capacity Chart/Graph (available work force). Section III - Technical and Project Information This section is limited to fifteen (15) pages and should contain the following information: o Description of technical disciplines/service areas for which the firm wishes to be considered. o Demonstration of understanding of the City of Winston-Salem Property and Facilities Management needs in those particular disciplines or service areas. o Descriptions of relevant work performed within the last five (5) years. o Other relevant information in support of the firm's qualifications. Section IV - MWBE Affidavit of Minority Participation/Good Faith Efforts: This section is limited to two (2 pages) and should contain the following information: o Minority and Women-owned Business Enterprise (M/WBE) Goal Commitment form Note that the 10% goal for participation by minority and women-owned businesses established for this service applies to each project (including construction administration services). Additionally, failure to provide this form with proposal could be considered as non-responsive and the proposal may not be considered. Note: If unsure of which specific M/WBE document is required for your response, contact Gwendolyn Teal, Diversity Compliance Specialist at gwendolynt@cityofws.org or phone 336-747-7459