REQUEST FOR PROPOSAL
RFP # 20-27
Architectural Consulting Services
City of Ann Arbor
Community Services Area / Parks and Recreation Services
Due Date: August 4, 2020 by 2:00 p.m. (local time)
City of Ann Arbor
301 E. Huron Street
Ann Arbor, MI 48104
TABLE OF CONTENTS
SECTION I: GENERAL INFORMATION .....................................................................…3
SECTION II: SCOPE OF SERVICES ........................................................................... 10
SECTION III: MINIMUM INFORMATION REQUIRED ................................................. 14
SECTION IV: ATTACHMENTS .................................................................................... 18
APPENDIX A: SAMPLE PROFESSIONAL SERVICES AGREEMENT ........................ 25
SECTION I - GENERAL INFORMATION
The purpose of this Request for Proposal (RFP) is to select firms to provide
professional architectural consulting services for Parks and Recreation.
The City of Ann Arbor is seeking professional architectural consulting services for the
Parks and Recreation Services Unit. A Professional Services Agreement will be
awarded to up to three architecture firms for a period of three years for up to $150,000
per fiscal year to perform miscellaneous architectural services including but not
limited to concept design, construction documents, construction administration and
permit drawings. The contract will be overseen by the Park Planners, with input from
the Manager of Parks and Recreation Services.
B. QUESTIONS AND CLARIFICATIONS / DESIGNATED CITY CONTACTS
All questions regarding this Request for Proposal (RFP) shall be submitted via e-mail.
Questions will be accepted and answered in accordance with the terms and conditions
of this RFP.
All questions shall be submitted on or before July 22, 2020 at 5 p.m.., and should
be addressed as follows:
Scope of Work/Proposal Content questions shall be e-mailed to Hillary Hanzel,
Park Planner & Landscape Architect – Hhanzel@a2gov.org
RFP Process and Compliance questions shall be e-mailed to Colin Spencer, Buyer
Should any prospective offeror be in doubt as to the true meaning of any portion of
this RFP, or should the prospective offeror find any ambiguity, inconsistency, or
omission therein, the prospective offeror shall make a written request for an official
interpretation or correction by the due date for questions above.
All interpretations, corrections, or additions to this RFP will be made only as an official
addendum that will be posted to a2gov.org and MITN.info and it shall be the
prospective offeror’s responsibility to ensure they have received all addenda before
submitting a proposal. Any addendum issued by the City shall become part of the
RFP, and must be incorporated in the proposal where applicable.
C. PRE-PROPOSAL MEETING
No pre-proposal meeting will be held for this RFP. Please contact staff indicated above
with general questions regarding the RFP.
D. PROPOSAL FORMAT
To be considered, each firm must submit a response to this RFP using the format
provided in Section III. No other distribution of proposals is to be made by the
prospective offeror. An official authorized to bind the offeror to its provisions must
sign the proposal in ink. Each proposal must remain valid for at least ninety days from
the due date of this RFP.
Proposals should be prepared simply and economically providing a straightforward,
concise description of the offeror’s ability to meet the requirements of the RFP. No
erasures are permitted. Mistakes may be crossed out and corrected and must be
initialed in ink by the person signing the proposal.
E. SELECTION CRITERIA
Responses to this RFP will be evaluated using a point system as shown in Section III.
A selection committee comprised of staff from the City will complete the evaluation.
The fee proposals will not be reviewed at the initial evaluation. After initial evaluation,
the City will determine top proposals, and open only those fee proposals. The City
will then determine which, if any, firms will be interviewed. During the interviews, the
selected firms will be given the opportunity to discuss their proposal, qualifications,
past experience, and their fee proposal in more detail. The City further reserves the
right to interview the key personnel assigned by the selected offeror to this project. If
the City chooses to interview any respondents, the interviews will be tentatively held
the week of August 31, 2020. Offeror must be available on these dates.
All proposals submitted may be subject to clarifications and further negotiation. All
agreements resulting from negotiations that differ from what is represented within the
RFP or in the proposal response shall be documented and included as part of the final
F. SEALED PROPOSAL SUBMISSION
All proposals are due and must be delivered to the City on or before, August 4,
2020 at 2:00 p.m. (local time). Proposals submitted late or via oral, telephonic,
telegraphic, electronic mail or facsimile will not be considered or accepted.
Each respondent must submit in a sealed envelope
one (1) original proposal
one (1) additional proposal copy
one (1) digital copy of the proposal preferably on a USB/flash drive
as one file in PDF format
Each respondent must submit in a single separate sealed envelope marked
two (2) copies of the fee proposal
The fee proposal and all costs must be separate from the rest of the
Proposals submitted must be clearly marked: “RFP No. 20-27 – Architectural
Consulting Services” and list the offeror’s name and address.
Proposals must be addressed and delivered to:
City of Ann Arbor
c/o Customer Service
301 East Huron Street
Ann Arbor, MI 48107
All proposals received on or before the due date will be publicly opened and recorded on
the due date. No immediate decisions will be rendered.
Hand delivered bids may be dropped off in the Purchasing drop box located in the Ann
Street (north) vestibule of City Hall. The City will not be liable to any prospective offeror
for any unforeseen circumstances, delivery, or postal delays. Postmarking on the due
date will not substitute for receipt of the proposal. Offerors are responsible for submission
of their proposal. Additional time will not be granted to a single prospective offeror.
However, additional time may be granted to all prospective offerors at the discretion of
A proposal will be disqualified if the following required forms are not included
with the proposal:
Attachment B - City of Ann Arbor Non-Discrimination Declaration of
Attachment C - City of Ann Arbor Living Wage Declaration of Compliance
Attachment D - Vendor Conflict of Interest Disclosure Form of the RFP
Proposals that fail to provide these forms listed above upon proposal opening
will be deemed non-responsive and will not be considered for award.
Please provide the forms outlined above (Attachments B, C and D) within your
narrative proposal, not within the separately sealed Fee Proposal envelope.
All proposed fees, cost or compensation for the services requested herein
should be provided in the separately sealed Fee Proposal envelope only.