City of Belfast City Hall B Fit-Out

Bid Postings • City of Belfast City Hall B Fit-Out Skip to Main Content Create a Website Account - Manage notification subscriptions, save form progress and more. Website Sign In City Government Our Community Doing Business Just Visiting How Do I Search Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: City of Belfast City Hall B Fit-Out Category: Economic Development Status: Closed Description: CITY OF BELFAST REQUEST FOR PROPOSALS BELFAST CITY HALL B FIT-OUT DEADLINE 12:00 PM, OCTOBER 9TH, 2024 1. BACKGROUND The City of Belfast (hereinafter “City”), acting as lead agency, seeks a qualified individual or firm (hereafter “Consultant”) to provide professional services to perform fit-out, architectural design, and engineering services for the building located at 137 Church Street, Belfast, ME (hereinafter “City Hall B”) for use by the City. This RFP intends to solicit proposals from all interested vendors possessing expertise in these services within the guidelines established in this RFP. In April 2024, the City purchased 137 Church St, formally known as the former Waldo County Superior Courthouse building, from Waldo County Commissioners to expand office space for City staff, provide public meeting spaces, and accommodate the relocation of city council chambers. The former County Court House and the existing City Hall are located next to each other and the City intends to connect the buildings. Several city departments have outgrown the office space available at City Hall and public meetings held in the current City Council chambers often overflow into a small conference room on the first floor for listening purposes only. This project will allow the city to increase its footprint, accommodate staff, expand delivery of necessary services, and provide a larger community meeting space. City office space for employees is a result of recent growth, increased requests for municipal services, and access to public meeting space with audio/visual technology to engage as many people as possible. 2. PROJECT GOALS The Reuse of the courthouse building is necessary since it will enable the building to continue to be a productive and viable component of the city’s downtown and designated growth area. The building, located in the City’s Historic District, is a prominent building downtown, a contributing historic structure, and an important asset in the history of the city. The proposed project goal is to bring new life to the older building while preserving its integrity, increasing the city’s operating capacity, and promoting smart land reuse practices. Protection and promotion of historic resources reinforce Belfast’s identity, contribute to a sense of community, and support economic development. 3. SCOPE OF SERVICES TO BE PERFORMED Since taking ownership of the building the City has already upgraded the HVAC systems, conducted an environmental assessment, and will act to clean up any hazardous building materials. To bring the building up to code and meet the city's needs, this RFP is issued to seek a Consultant to detail plans for improvements to the exterior to repair damage and preserve bricks, mortar, and wood trim details. Further, interior improvements include office space configuration, breakroom accommodations, meeting space, and public space layout. The project will also include replacing 40 single-pane windows, replacing electrical service lines and panels, installing LED lighting, adding building insulation, and installing a new audio/visual system in the courtroom which will be used for City Chambers. Two key components of the project are the construction of an elevated walkway to connect the two City Hall buildings and the installation of a new elevator. The walkway connecting the buildings will allow the public and staff to access all city services more effectively. The elevator is necessary to provide ADA-accessible access to all three levels of office and meeting spaces. The Project may be constructed in phases. The priority for the City is the first-floor offices, and meeting spaces along with the basement office. Subsequent phases include the second floor, elevator, connector and any remaining spaces. The City has limited documentation on the construction, measurements, and utilities for the building. The Consultant will develop layout building plans including MEP, ADA access, room dimensions, and condition assessment of interior areas. The Consultant will work with a team of city staff to discuss their needs for the spaces. The Consultant will recommend a list of work items to be developed further as part of the conceptual design plan. After acceptance of the conceptual design by the City, the Consultant will prepare architectural drawings of the proposed building fit-out. The plans will include MEP, data, life safety, and all disciplines needed to complete the finished project. These plans are intended for use in a bidding process and are detailed enough to be used for construction. 4. QUALIFICATION STATEMENT Interested individuals or firms are instructed to follow the format by providing a cover letter and a description of the project approach. Statements that do not follow this format outlined in the RFP, or do not contain the requested information, may be considered unresponsive statements and not be considered by the City. Section 1: Cover Letter and Contact Information a. Include a cover letter that identifies the Consultant and their team, outline your team’s interest in this opportunity, explain why your team is best qualified to provide the requested service to the City, and how you envision completing the Project. b. Identify the single point of contact with authority to make decisions (preferably executive level) for your organization with whom to communicate during the solicitation process, along with their contact information. Section 2: Project Approach a. A summary of the proposed project approach, demonstrating an understanding of the objectives of the project as a whole, and the Consultant’s role within it. b. Specific methodology and strategies to be employed to meet the project goals and objectives. Section 3: Firm Qualifications & Experience a. Consultant background and history, demonstrating experience in professional services to perform fit-out, architectural design, and engineering services b. Provide up to three (3) similar projects that demonstrate relevant experience. Include detailed project descriptions including organization name, contact person and their email and phone number, date of completion, and over of services provided. The City intends to contact the references provided. c. Names, resumes, qualifications, and experience of project leads and qualifications of all staff anticipated to be assigned to the project. The Project Manager identified in the response cannot be changed or replaced unless agreed to by both the City and the Consultant. d. Identify any sub-consultants to be used on the project, their scope of work, qualifications, and primary representative. Section 4: Cost Proposal For each task listed in the scope of services, please provide a clear, complete, and detailed cost schedule including hours and labor rates. 5. SUBMISSION DEADLINE A. Consultant must deliver email their Qualification Statements to Joellyn Warren at with the email subject line “Belfast City Hall B Fit-Out 2024_Name of the firm”. It must be emailed as a single file in Adobe Portable Document Format (pdf). B. Responses must be received by the Deputy Economic Development Director no later than 12:00 PM Wednesday, October 9, 2024. C. Responses that are incomplete, conditional, obscure, or which contain any additions not called for may be rejected by the City. D. Any response may be withdrawn or withdrawn and resubmitted on request of the Consultant up until the deadline. Proposals may not be withdrawn after the deadline. E. All submissions will become the property of the City of Belfast and no materials will be returned. F. The City reserves the right to reject any proposals, or parts of proposals when it is judged to be in the best interest of the City. Any award is subject to the City’s Purchasing Policy guidelines and a decision will be adopted by the Belfast City Council. 6. SELECTION PROCESS Following the receipt of the qualification statements, a working group, comprised of city staff and committee members, shall evaluate the statements, score responses, and recommend a Consultant to hire as the qualified professional to the City Council. The working group, at its discretion, may decide to conduct interviews of one or more Consultants before providing a recommendation to the City Council. The selection committee will review the proposals as described below. • The consultant's understanding of the City’s needs, the objectives, goals to be achieved, and the work involved in the project. 10 pts • The consultant’s ability, capacity, and skill to perform within the specified time limits. 10 pts • The consultants experience reputation, efficiency, judgment, and integrity. 20 pts • The Consultants’ proposal has been prepared per the instructions of the RFP, providing a project description and scope of work, schedule, list of similar projects, company profile, personnel to be assigned, and references. Client references should include the names of individuals and telephone numbers. 20 pts Publication Date/Time: 9/26/2024 12:00 AM Closing Date/Time: 10/9/2024 12:00 PM Contact Person: Joellen Warren deputyecondev@cityofbelfast.org Return To Main Bid Postings Page Live Edit Job Opportunities Council Minutes & Agendas City Manager's Reports & Exhibits Online Payments Online Payments Applications & Forms Agendas & Minutes Watch Meetings Ordinances Report a Concern Contact Us City Hall 131 Church Street, Belfast, ME 04915 Phone: 207-338-3370 Fax: 207-338-6222 Email Us City Hall Hours Monday - Thursday 7 am to 6 pm Quick Links Home Site Map