This is a service / maintenance or supply contract in El Dorado, Kansas. Contact the soliciting agency for additional information.

I. Introduction and Background The City of El Dorado, Kansas, is soliciting qualifications from experienced and qualified architectural and engineering teams to assist in the planning and conceptual design/layout of a new state-of-the-art aquatics center. The aquatics center will provide recreational, competitive, and therapeutic facilities for the community, adhering to high standards of accessibility, sustainability, and energy efficiency. The facility will serve the needs of the local population, including residents, schools, and competitive swimming teams. The project includes the scope of services outlined below and will progress to a designbid-build process following the selection of a site and a final layout. The selected team will be responsible for the initial site assessment and conceptual design to the satisfaction of the City. The City plans to contract with the selected firm/team to proceed with the preliminary engineering and architectural design phase after Phase I has been completed and the City Commission authorizes Phase II. The City has not obtained final approval for a funding source for the construction of the project. The City envisions funding the project's construction with proceeds from a sales tax to be approved by voters during a primary or general election. The City also envisions a private campaign to raise funds for portion of the construction costs before proceeding with a sales tax ballot question. II. Scope of Services The selected firm/team will be responsible for the following scope of services for this initial phase of the project: Phase I: Conceptual/Preliminary Planning o Conduct a site assessment and feasibility study to compare up to five different sites for the project provided by the City. Site analysis will include an evaluation of access, utilities, topography, environmental concerns, and any potential zoning or permitting issues. o Prepare a site analysis report outlining the key findings and recommendations. Prepare 2D and 3D renderings of the conceptual designs to help visualize the facility and its layout within the site context. These will be used for city review and community presentations. o Facilitate community engagement efforts to solicit public feedback on the potential sites, desired amenities, and conceptual layouts. Organize and facilitate community workshops or open houses to gather input on the conceptual designs and site layout. Provide presentation materials such as drawings, renderings, and physical or digital models to communicate design ideas to the public. Summarize feedback received and adjust conceptual designs accordingly based on city and community preferences. o Conduct a needs assessment with community stakeholders to determine desired project amenities and priorities. o Develop a comprehensive project budget and schedule. Develop an estimated operational budget for the facility. o Assist with preparation of community outreach materials to communicate important aspects of the project. Phase II: Design and Engineering o The City will negotiate a scope of services and fee for Phase II, which will include architectural design and preliminary engineering services, upon the completion of Phase I and authorization to proceed by the City Commission. III. Submittal Requirements Qualified teams must submit the following information to be considered for this project: A. Cover Letter: A letter of interest that briefly summarizes your team's qualifications, experience, and approach to this project. B. Team Experience: Provide a description of the key team members, including their roles, qualifications, and relevant experience in similar aquatics facility projects. Include resumes for the project manager, lead architect, lead engineer, and other individuals in key positions for this project. C. Project Portfolio: Include examples of similar projects completed in the past five years. Specifically highlight aquatics centers, recreational facilities, or other relevant public projects. Provide information on the size, budget, timeline, and challenges addressed in these projects. Firms/teams should provide examples of prior community engagement efforts. Provide examples of past projects where your team has incorporated sustainability features such as energy-efficient systems or other environmentally friendly approaches. D. Approach: Describe your team's approach, including how your team will ensure collaboration with the City and community stakeholders at each phase of the project. Teams should outline their strategy for community engagement and feedback. Discuss your methods for ensuring project delivery on time and within budget. E. References: Provide at least three professional references, preferably from municipal clients for whom the team has completed similar projects. F. Legal and Financial Information: Submit evidence of the firm's financial stability and bonding capacity and provide proof of licensure, insurance, and any other required qualifications to perform work within the State of Kansas. IV. Selection Criteria The selection of an architectural/engineering team will be based on the qualifications of the team, experience with similar projects, proposed approach, and ability to meet project goals. The City reserves the right to shortlist firms for interviews based on the RFQ responses. Evaluation criteria will include: o Relevant Experience (30%): Demonstrated success in planning and designing similar projects, with specific emphasis on aquatics centers. o Team Qualifications (25%): Expertise of key personnel, including experience in roles on similar municipal projects. o Project Approach (25%): Methodology for community engagement, development of conceptual layouts, site assessment, and ensuring project delivery on time, within budget, and with high quality. o Sustainability and Innovation (10%): Ability to incorporate energy efficiency, sustainability, and innovative solutions into the design and construction, especially where such solutions reduce the overall construction or operational costs of the facility. o References and Financial Stability (10%): References from past municipal clients and evidence of financial capability. V. RFQ Timeline The following schedule will be followed as closely as possible, allowing for variation as necessary: Milestone/Deliverable Projected Date RFQ released to Firms October 8, 2024 Submittals Due November 8, 2024 Aquatics Committee Reviews Submittals Week of November 11, 2024 Committee Interviews Teams Week of December 2, 2024 City Commission Approves Initial Contract December 16, 2024 Notice to Proceed Issued for Phase I To Be Determined VI. Special Conditions The City reserves the right to: o Issue supplementary information or guidelines relating to the RFQ during the submittal preparation period. o Waive any informalities and reject any and all submittals. The City reserves the right to modify the scope of services during the negotiation of the contract. o All submittals, including supporting documentation, shall become the property of the City. o All costs incurred in the preparation and presentation of this submittal shall be wholly absorbed by the proposer. VII. Submission Instructions