REQUEST FOR PROPOSALS

ARCHITECTURAL SERVICES
ROYAL OAK CITY HALL RENOVATIONS

Purpose
The City of Royal Oak is requesting architectural proposals to provide contract plans,
specifications, and cost estimates for renovating and improving the Royal Oak City Hall,
211 Williams Street, Royal Oak, Michigan 48067. In addition, the Architect will prepare
a Phasing Plan and the request for proposals (R.F.P.) for Construction Management
Services for the work.

Scope of Work
The City of Royal Oak is interested in renovating and improving the:
ROYAL OAK CITY HALL
211 WILLIAMS STREET
ROYAL OAK, MI 48067
The City Hall renovation/improvement project is an effort to make the building more
user-friendly to the public as well as more functional for the various city departments and
employees housed within the building.
General floor plans do exist for the facility; however the Architect will be required to
verify dimensions and floor space as part of the work.
It is the intent that the proposed renovations/improvements will use as much of the
existing walls, mechanical, electrical and plumbing as possible. It is not anticipated that
this project will require any exterior work on the building faade. The proposed
renovations will need to be done in stages in order for normal services and work to
continue.
The Architect will need to work closely with the Citys Information Systems Department.
Office furniture and/or equipment planning/layout is not part of this project.

The Proposed Building Master Plan

At the completion of this project the Master Plan is to locate the following
departments/functions on the indicate floor:

First Floor:
Finance
Treasurer
Assessing
City Clerk
Second Floor:
Planning/Zoning
CDBG/Housing Rehabilitation
Building Inspection
Code Enforcement
Engineering
Third Floor:
City Manager
City Attorney
Human Resources
Attached as Exhibit A are floor plans (provided by CDPA Architects from their 2008
Space Needs Study) depicting the current location and floor space for each department
within City Hall. The total space is approximately 29,300 sq. ft. No additional square
footage is being added to the existing building as part of this project.
Attached as Exhibit B are these same floor plans depicting the proposed future location
and space allocations for each department/function as indicated above.
The proposed scope of the renovations/improvements includes; but is not limited to the
following items (also see Exhibit B).
Basement Floor No revisions planned
First Floor The Human Resources Department will be moved to the Third
Floor and Finance Department will be moved to the First Floor. The Clerks
Office will remain intact while the Assessors Office and Treasurers Department
will remain on the First Floor portions of their space could be impacted by the
renovations.
In order to generate additional useable office square footage it is possible to
consider removing walls currently defining the hallway as depicted on Exhibit B.
Removing walls or creating openings between the Treasurers Department and
Finance Department (future location) is also desirable.

Again, the intent is to maintain as much of the existing facility as possible. New
walls to define work areas, offices, and counters will be necessary and interior
finishes will need to be addressed. Low maintenance materials and designs are
desired. Portions of the mechanical and electrical systems as well as
ingress/egress points may need to be relocated
The plan must be detailed to allow construction to proceed while normal work
activities are maintained.
Additionally, the front entrance to City Hall is in disrepair and needs to be
renovated.
Second Floor The City Managers and City Attorneys Offices are being
relocated to the Third Floor. The Planning/Housing Departments are moving to
the Second Floor. Both the Engineering and Building Departments will remain on
the Second Floor; see Exhibit B.
The Engineering Department will be moved to the north end of Second Floor
(former City Manager/City Attorney offices), see Exhibit B. It is anticipated that
the majority of the City Attorneys space can be maintained while the City
Managers area will have all of the existing interior walls and carpeting removed.
A new wall/counter is anticipated and new interior finishes will need to be
addressed in this area. Low maintenance materials and designs are desired.
Portions of the mechanical and electrical systems as well as ingress/egress points
may need to be relocated
A portion of the Engineering Departments current space is being planned for a
Conference/Meeting Room, see Exhibit B. It is anticipated that this space will
only need new interior finishes (paint & carpet).
Planning/Housing/Building Inspection and Code Enforcement will occupy the
south & west portions of the Second Floor, see Exhibit B. It is anticipated that all
of the interior walls within this area will be removed. The existing counter(s) will
also need to be reconfigured.
New walls to define work areas, offices, and counters will be necessary and
interior finishes will need to be addressed. Low maintenance materials and
designs are desired. Portions of the mechanical, plumbing and electrical systems
as well as ingress/egress points may need to be relocated/addressed.
The plan must be detailed to allow construction to proceed while normal work
activities are maintained.
Third Floor As indicated previously, the Finance Department will be moved to
the First Floor. The City Manager, Human Resources Department and City
Attorney will be relocated to the Third Floor space. Minimal renovations and

improvements are anticipated in this area. It is desirable to create an opening in

the wall to connect the spaces currently labeled (Finance & Housing). Some roof
repair related to existing water leaks into the Finance and Housing office space
may be necessary along with interior finishes (plaster, paint, carpet).

Work Phasing
The City wants to move this project along as fast as possible, however in order to
continue to provide services and depending upon the total cost it will be necessary to
spread construction over a period of time. The plans will identify the planned phasing.
The anticipated architectural contract award date is September 16, 2013.

Mandatory Pre-Proposal Meeting

All bidders are required to meet at the Royal Oak City Hall, 211 William Street,
Michigan 48067 on Friday, August 16th at 9:00 a.m. in Room 309. City staff shall
perform a walk through with all bidders at the same time and answer general questions
about the (R.F.P.)

Selection Timetable
July 30th
August 16th @ 9:00 a.m.
August 28th @ 4:30 p.m.
August 30th @ Noon
September 16th
Early spring 2014

announce / advertise RFP

mandatory pre-proposal meeting
last date for questions
proposal deadline
selection of architectural firm / contract award
commencement of construction

Proposal Contents
Each proposal should contain, but not necessarily be limited to, the following:

Name, address and brief history of firm. Proposer will identify business entity as
individual or, if doing business under assumed name, indicate assumed name;
partnership (naming partners); corporation, foreign or domestic (naming principal
officers); and indicated official capacity of person executing proposal.

A cover letter with name of the firm, its address, telephone number, and the name
of a contact person.

A summary statement which would demonstrate that the prospective bidder has a
clear understanding of the Citys objectives and how it expects to address them.

A work plan. Definition of proposed approach including project schedule (time

lines), progress and interim reporting procedures and presentations.

Examples of other projects of similar scope.

Related experiences during the last two (2) years

Provide examples of project budgeting, cost estimating and results.

Provide resume and background information on the personnel who will be

directly involved with this project. The information should include educational
background, licenses, years with your firm, and relevant work experience.

List the rolls and responsibilities of the individuals who will be directly involved
with the project, including subcontractors.

Provide a list of references of officials from other cities who worked with
you/firm on similar projects, including addresses and telephone numbers

Inquiries may be made by the City of Royal Oak to verify accuracy of the information
provided and to determine the firms performance on the related work.
The successful bidder will be required to furnish liability insurance.
The Architects bid shall address the following items as being in their bid (except if
indicated that City shall perform).

Preliminary architecture/engineering & outline specs

Construction drawings/specs & bid proposal
Tech evaluation of construction bids
Approve materials, shop drawings & schedule
Material testing (Royal Oak shall provide)
Inspect construction periodically & attend meetings if necessary
Initiate required changes & prepare field orders
Review contractors invoices
Prepare & reconcile punch list

Provide full architectural and engineering services to carry out the project to completion.
All work must conform to all applicable laws, ordinances, and codes in the design and
construction phase, including the latest ADA requirements and any environmental safety
considerations. Asbestos has been identified in the construction areas.

Fee Structure
The architect shall provide all information concerning the fee structure for the
professional services to be provided under an architect/City of Royal Oak agreement for
the City Hall renovation/improvements.

Bidder shall include a copy of their proposed contract for inspection by the City
The City of Royal Oak reserves the right to terminate the contract should the
architect fail to provide the services to the satisfaction of the City of Royal Oak.

The architect/bidder shall provide a thorough itemization of fees that cover all proposed
services. Services not to be provided by the architect/bidder shall be specified in the
proposal.

Employee category; e.g. project manager, architect, draftsmen, etc.

Estimated hours
Rate per hour
Total cost for each category and for all personnel needs
Cost of supplies and materials (itemize)
Other direct costs (itemize)
General and administrative overhead (indicate percentage and total)
Transportation costs
Total not-to-exceed price proposal (This will change if the work expands and
shall be addressed in the proposal).

Evaluation Criteria
The following criteria will be used to evaluate all proposals:

Fee structure
Relevant experience
Project schedule
Proposed methodology
References
Qualifications of the firm and personnel assigned to the project
Capacity of the firm to provide the full scope of services requested herein

Each proposal will be reviewed by the City. The City may narrow the list of proposals to
three (3) finalists and may, at its discretion, request oral presentations from any of all the
finalists. A recommendation and contract will be forwarded to the City Commission for
its review and approval.

Submittal of Proposal
Deadline: Friday, August 30th at 12:00 p.m. (Noon) E.S.T.
Respondents shall submit one (1) paper copy of their RFP response. Proposals shall be
sealed and clearly labeled Request For Proposals, Architectural Services, Royal Oak
City Hall Renovations.

Proposals, and any questions related to the RFP, shall be directed to:
Joseph M. Murphy, Planner
City of Royal Oak
Planning Department
211 Williams
Royal Oak, MI 48068

E-mail: joem@ci.royal-oak.mi.us
Phone: (248) 246-3285
Fax: (248) 246-3005

The City of Royal Oak reserves the right to request any additional information which
might be deemed necessary after the RFP information has been received.
The City of Royal Oak does not intend to pay for any information solicited or obtained;
further the City will not be liable for any costs incurred in the proposal preparation,
presentation or contract negotiation.
The City of Royal Oak reserves the right to reject any and all proposals received and the
right to waive defects in proposals as a result of this RFP.
The successful architect shall not provide services until a fully executed Contract has
been received by the City. The Architect must indemnify and hold the City harmless
throughout the Contract. The Architect must also provide liability insurance during the
term of the Contract.
All questions or clarifications about the RFP should be submitted to the attention of
Joseph Murphy, Planner (contact information above).

Exhibit A
Existing Floor Plans

Exhibit B
Proposed Floor Plans

NO PLANNED
CHANGES TO
BASEMENT

May incorporate
hallway space into
office space.

FINANCE
DEPARTMENT
front entrance:
renovations to
appearance &
accessibility

CONFERENCE/
MEETING ROOM

Engineering dashed walls to be

removed - solid line
new wall/counter

Planning/Housing/
Building/Code
Enforcement - ALL
interior walls to be
removed.

City Manager, City

Attorney & Human
Resources.
Dashed line new
opening to connect
space.

NO Work - Storage