This is a service / maintenance or supply contract in Fairfax, Virginia. Contact the soliciting agency for additional information.

Feasibility study will determine interest, support, and potential for a physical and programmatic expansion of the Fairfax Museum and Visitor Center mission. This feasibility study will determine interest, support, and potential for a physical and programmatic expansion of the Fairfax Museum and Visitor Center mission. Once completed, the facility is intended to become a major attraction and destination for area residents and tourists and a catalyst supporting economic vitality in the City. The current museum building has outlived its usefulness as a 21st century museum offering the types of exhibitions and educational programming expected by today's museum goers. An expanded facility is imperative for Fairfax Museum and Visitor Center to achieve its vision of "sharing our past to spark engagement and inspire the future." A physical expansion, or complex, along with museum-standard exhibition galleries, environmentally stable space for historic collections, and a dedicated programming area, is necessary to develop and present educational outreach to an expanding diverse regional population having high expectations for quality and innovation. An expanded museum facility, either on the current site, or on another site, will complement the goal of the City's Small Area Plan for Old Town Fairfax to have the core of the City of Fairfax "reimagined as a cultural destination." An updated museum also supports the City's vision as outlined in the Comprehensive Plan for 2035 of a "strong, sustainable economy that supports a vibrant 21st century community." The contract term will begin upon execution of the agreement, and terminate on following the completion of Phase 1, 2 and 3, as authorized by the City. Contract renewals must be authorized by and coordinated by the City's Purchasing Agent. SCOPE OF SERVICES (PHASE ONE): FEASIBILITY STUDY: The Scope of Services for the Feasibility Study requires a multi-disciplinary team with expertise in all the many facets of historic building renovation and rehabilitation, including planning and designing additions to historic structures and, if necessary, surveying potential locations for a new museum building or complex. The intent of the work under the initial phase (Feasibility Study) is to develop a program of current and projected operating space needs and prepare a conceptual site and building layout and definition with sufficient detail to prepare a parametric construction cost estimate. This solicitation includes the option of "multiphase professional services" under Article 2 , Fairfax City Purchasing Resolution, should the City approve a Capital Improvement Program Project because of the Phase I feasibility or assessment study. Following is an outline of expected services for Phase I of this project: a. Project Charter and Approvals with the City: The A/E shall meet with the Office of Historic Resources (user of the facility), maintenance staff and other designated city staff, volunteers, Historic Fairfax City, Inc. (HFCI), and key stakeholders to gather all necessary information to complete the concepts. The A/E shall regularly meet with the staff and HFCI on major milestones and obtain consensus on work completed, and define the path forward. The A/E shall be available to present reports, including site and building studies and design concepts, and capital design and construction cost estimates, to the Development Review Team (DRT), Board of Architectural Review (BAR), city council, and the HFCI Board and obtain all necessary approvals from the City. b. Visitor Demographics and Trends: Analyze and define current visitation statistics and profiles and use demographic data to provide analysis of potential new audiences. c. Case Studies: The A/E shall analyze three comparable museums/historic sites (preferably in the Washington, D.C. metropolitan area) early in the project timeline to see how those institutions handled expansion. d. Existing Building Envelope Assessment: The A/E shall assess the current conditions of the Fairfax Museum and Visitor Center to evaluate the status of structural, mechanical, electrical, and plumbing systems to determine the level and magnitude of rehabilitation that would be necessary for the current building to meet museum-standard environmental and security criteria or other functions if such criteria cannot be provided within the current building and will require a separate building or expansion. Future use of the current building would help determine the design and space needs of a new attached, or separate, structure on site. The current building is approximately 2,500 sf. e. Building and Space Requirements: The A/E shall assess the needs and prepare a program to include space for all current aspects of museum functions, including collections storage, galleries for both permanent and traveling exhibitions, dedicated programming space for adults and youth, general storage, and staff workspace to include administrative functions, accessioning and basic conservation of artifacts, exhibition preparation, welcome center, and gift shop. f. Onsite Option: The A/E shall study and analyze the advantages and disadvantages of onsite museum expansion, including projected economic and transportation impacts and temporary space needed during expansion or addition. Building concept design and capital costs shall be part of the study. The conceptual design shall include a site plan layout, floor plan, elevations, perspective drawings, and other conceptual level graphic drawings as required, clearly depicting the character and form of the building or buildings. The A/E shall provide comparative parametric (order of magnitude) construction cost information for the onsite concept. g. Additional Site Analysis (Optional): Should the current site be determined unsuitable for expansion of the museum mission, the A/E shall request a contract amendment to identify potential new sites in Old Town or the Historic Overlay District for the museum and visitor center and develop conceptual site plan and building design for two locations. The A/E shall provide a data-based estimate of land acquisition and design and construction costs for each location. h. Community Outreach: The A/E shall plan open house sessions for the community and key stakeholders to introduce the plans and gather feedback. An open house session shall update the community on the changes to the plans based on feedback and the path forward. A project website and online surveys can be utilized to reach out to a wider community. i. Community Financial Support: Meet with current stakeholders, City and business leaders to gauge anticipated future support for a Capital Campaign Fundraising Project. This is only an assessment; the actual fundraising is not part of the scope. j. Historic Preservation: The A/E shall determine and conduct any preliminary coordination of the historic preservation with the related agencies as required. k. Sustainability: The study shall evaluate and recommend sustainable strategies and energy conservation methods for the next phases of the project. The City is currently in the process of developing a green building policy and establishing building standards. The appropriate LEED certification level will be determined in consultation with the A&E. The offerors shall include a separate option for pursuing LEED certifications for the museum. l. Recommendations: The A/E shall outline the strengths, weaknesses, opportunities, and threats facing Fairfax Museum and Visitor Center with its current mission/vision and community profile. What unique services does the Fairfax Museum and Visitor Center perform in the region Would expanded educational programming be of interest to or benefit local schools What would be the community impact of an expanded museum building and services for economic vitality, community pride, and attractiveness of the City of Fairfax to prospective residents and businesses m. Conclusion: The Feasibility Study final report should provide a clear and concise summary of findings, from evaluations to recommendations and proposed next steps for an expanded Fairfax Museum and Visitor Center mission. The findings of the Feasibility Study will be instrumental in guiding future Capital Improvement project budgets, bond referendums for new construction, grant applications, and fundraising. The completed Feasibility Study will serve as the primary tool for making short-term and long-term decisions for all aspects of museum operations, including additional staff, exhibition, and program planning. SCOPE OF WORK (PHASE TWO): DESIGN DEVELOPMENT: Following the review and evaluation of the concepts developed as part of the Conceptual Design Alternatives, the City may move forward with a Capital Improvement Project and the authorization for the Consultant to provide full design process for the Fairfax Museum project. When the evaluation of the planning and feasibility study is complete, the City will have the option to negotiate a detailed scope for this phase of the project and issue an amendment to the agreement to authorize the work, outlining the scope and other requirements for this phase of the project. The design phase includes, but is not limited to, all work associated with the design development, including all specialty engineering-type services such as civil, structural, mechanical, plumbing, electrical, traffic, LEED Accredited Professionals, audiovisual, cost consultant, interior design, acoustic, and landscaping architectural services. The Consultant shall assist the City with developing construction documents, zoning and building permit approvals, bidding process, and project award. A cost-effective analysis of possible LEED alternatives shall be accomplished showing first costs and lifecycle costs. The Consultant shall prepare specifications and drawings signed and sealed by professional engineers and architects licensed in the Commonwealth of Virginia and prepare final and detailed quantity take-off and cost estimates to obtain bids for the construction of the Fairfax Museum project with appropriate headers, footers, and legends directed by the City Project Officer. The City will add general construction terms and conditions and instructions to the bidders and finalize the solicitation package. SCOPE OF WORK (PHASE THREE) CONSTRUCTION SERVICES Following the review and evaluation of the developed design, the City may move forward with the authorization for the Consultant to provide construction services for the Fairfax Museum project. When the bidding process is complete, the City will have the option to negotiate a detailed scope for this construction services phase of the project and issue an amendment to the agreement to authorize the work, outlining the scope and other requirements for this phase. Construction services include, but are not limited to, all work associated with shop drawings, requests by the General Contractor for Information, change order management, observations, project meetings with the General Contractor, inspections, commissioning, and project close out. The feasibility of the current site suitability is expected within six months from the time of the contract award. Should alternative sites be required, the effort is expected to complete on an agreed schedule by both parties. The City reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by the contractor, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. The City reserves the right to: (a) reject any or all proposals received; (b) cancel this RFP at any time prior to award; and/or (c) waive informalities in the event that the City determines such action is in its best interests. Proposals must meet or exceed the mandatory requirements of this RFP. If an Offeror does not meet a mandatory requirement it will be rejected. A contract will be awarded to the offeror whose proposal is determined to be the most advantageous to the City. The City reserves the right to cancel the solicitation and make no award. Question Deadline 01/23/2024. Questions Patricia Innocenti, CPPO, Patricia.innocenti@fairfaxva.gov The method of Contractor Selection has not been Determined at this time.