ARCHITECTURAL & ENGINEERING DESIGN SERVICES SPRINGFIELD CITY HALL & POLICE DEPARTMENT

CITY OF SPRINGFIELD, GEORGIA
REQUEST FOR QUALIFICATIONS (RFQ)
ARCHITECTURAL & ENGINEERING DESIGN SERVICES
SPRINGFIELD CITY HALL & POLICE DEPARTMENT
601 N. LAUREL STREET
ADVERTISEMENT
The City of Springfield, Georgia is requesting Statements of Qu6a0li1fi cNa.t iLoanusr (eSlO SQtrse) efrto, m
qSpuarilinfigefdie flidrm, Gse toor pgrioavide Architectural and Engineering (A/E) design services for the
renovation and repurposing of an existing building located at
Advertisement Date,s i:nto a combined City Hall and Police Department facility.
April 1, 2026
ASupbriml 8it, t2a0l2 D6e adline:
May 1, 2026 at 2:00 PM (local time)
Submittal Location:
Springfield City Hall
130 S. Laurel Street
CSpornintagcfite (lEdm, GaAi l3 O1n32ly9) :
Lauren Eargle, City Manager
LEargle@springfield.ga
Late submittals will not be accepted. The City reserves the right to reject any or all
submittals and waive technicalities.
1. INTRODUCTION
The City of Springfield, Georgia is requesting Statements of Qualifications (SOQs) from
qualified firms to provide architectural and engineering (A/E) design services for the
r6e0n1o Nva. tLioanu raenld S rterpeuetr,p Sopsrining goffi ealnd e, xGiestoirnggi satructure located at:
The project will transform the existing facility into a combined City Hall and Police
Department Headquarters to support current operations and future growth.
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2. PROJECT OVERVIEW
The City intends to renovate and repurpose the existing structure into a modern, efficient,
and secure municipal complex. The building will be vacant during construction, with an
anticipated construction start in mid to late 2027.
The* p roject is intended to deliver both:
*
Functional improvements to support municipal operations and public safety
Visual and architectural enhancements appropriate for a civic facility
The* r enovated facility must support:
*
* Administrative offices for City Hall staff
* Public-facing service areas
Police Department operations, including secure areas
Council Chambers (conversion of existing sanctuary)
The* f acility must be designed to accommodate future staffing growth, including:
* Expansion of Police Department from approximately 12 to up to 36 officers with
some dedicated offices and some flex/shared office space
Expansion of administrative staff from 8 employees to potentially double within the
next 10 years, including:
3. SITE & EXISTING CONDITIONS
T6h0e1 pNr.o Ljeacutr seilt eS tisr eloecta, tSepdr aint:g field, Georgia
The property consists of an existing structure on approximately one (1) acre that has
historically been used for institutional/public purposes.
The selected firm will be responsible for evaluating and incorporating the existing building
into the proposed design, including:
*
*
* Structural assessment
* Evaluation of existing MEP systems
Identification of code deficiencies
ADA compliance upgrades
The project is anticipated to require a comprehensive renovation and repurposing effort.
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4. SITE LAYOUT & BUILDING ORIENTATION
The* C ity has established the following required layout:
* City Hall entrance and Council Chambers shall face North Laurel Street as the
primary civic frontage
Police Department functions shall be located at the rear of the building facing Pine
Street
The design shall:
*
*
* Establish Laurel Street as the primary public-facing entrance
* Provide clear separation between public and secure areas
* Include independent and secure access for Police Department operations
Provide efficient internal circulation separating public access from secure functions
Address parking and site circulation for both public and staff uses
This orientation is intended to reinforce a welcoming civic presence while maintaining
secure law enforcement operations.
5. ARCHITECTURAL CHARACTER & CIVIC PRESENCE
The City desires a design that establishes the building as a recognizable civic landmark
while remaining consistent with the historic and quaint character of downtown Springfield.
The* d esign should:
*
* Reflect a strong civic presence appropriate for a local government anchor
* Complement the scale and character of downtown Springfield
* Utilize timeless and durable materials, such as brick or masonry
Avoid overly modern or incompatible design styles
Provide a clearly defined and welcoming public entrance
The City seeks a design that is refined, professional, and enduring, reflecting civic pride and
community identity.
6. DESIGN PRIORITIES
The* C ity places a high priority on:
*
* Functional efficiency
* Security and controlled access
* Separation of public and police operations
* Flexibility for future growth
Durability and low maintenance
A welcoming civic presence
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7. SCOPE OF SERVICES (FULL-SERVICE DELIVERY
REQUIRED)
comprehensive architectural and engineering services
from project initiation through construction completion
The selected firm shall provide
, including preparation of
cAo. mPrpele-Dtee csoignnst &ru Pctrioognr daomcummineng ts, bidding support, and construction phase services.
*
*
* Space needs assessment (10-20 year horizon)
* Existing conditions evaluation
* Code review
Operational and workflow analysis
B. DesigRne n&o Cvaotniostnr fuecatsiiobnil iDtyo acnuamlyesnist Services
complete, sealed set of construction documents
suitable for public bidding and construction
The selected firm shall prepare a
, including all contractual, architectural,
structural, mechanical, electrical, plumbing, and civil components.
Serv*i ces shall include:
*
* Schematic design
* Design development
Construction documents and cost estimates
Structural, MEP, and civil engineering
Desi*g n shall incorporate:
*
* Separation of public and secure access
* Police Department facilities including locker rooms and showers
* Secure evidence and storage areas
* Public service counters and waiting areas
Conversion of sanctuary into Council Chambers with AV and accessibility upgrades
Interior and exterior architectural improvements
The* f irm sfhuallll s perto ovfi dceo:n struction drawings and technical specifications
*
* A
Coordination of all disciplines into a complete bid-ready package
Compliance with all applicable codes and reguleantidon-tso -end project delivery
The City intends to engage a firm capable of providing , from
initial programming through final construction completion and closeout.
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C. Bidding & Procurement Support
The selected firm shall assist the City through the construction procurement process,
including:
*
*
* Preparation of bid packages and front-end documents
* Assistance with advertisement and distribution of bid documents
* Responding to Requests for Information (RFIs) during bidding
* Issuance of addenda as required
Assistance with bid tabulation and evaluation
Recommendation of award
D. Construction Administration (Standard A/E Services)
construction administration services typical of A/E
professional practice
The selected firm shall provide
to ensure the project is constructed in accordance with the design
intent.
Serv*i ces shall include:
*
* Periodic site visits to observe construction progress
* Review of shop drawings and submittals for conformance with design intent
* Responses to contractor RFIs during construction
* Participation in project coordination meetings as needed
* Review and recommendation of change orders
* Observation of substantial completion
Development of punch list items
Final inspection and project closeout coordination
8. MINIMUM QUALIFICATIONS
Firm* s must demonstrate:
*
* Experience with municipal buildings
* Experience with public safety facilities (preferred)
Licensure in the State of Georgia
Ability to deliver projects on schedule and within budget
9. SUBMITTAL REQUIREMENTS
Firm* s shall submit:
*
One (1) hard copy
One (1) electronic copy on USB
Submittals must include:
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*
*
* Firm overview
* Project team and key personnel
* Relevant experience (minimum of 3 projects)
* Project approach and understanding
References
Proof of licensure
"SSutbamteimttaelns tm oufs Qt ubea lsiefiaclaetdi oannsd -la Sbperleindg: field City Hall & Police Department RFQ 26-001"
10. EVALUATION CRITERIA
Subm* ittals will be evaluated based on:
*
* Relevant experience (0-10 Points)
* Project team qualifications (0-10 Points)
* Understanding of project (0-10 Points)
* Design approach and civic character (0-10 Points)
Experience with growth-oriented municipalities (0-5 Points)
References (0-5 Points)
11. SELECTION PROCESS
The* s election process will include:
*
* Review of qualifications
* Shortlisting of top firms
Interviews and fee proposal requests (May 5, 2026 - time TBD)
Final ranking and negotiation
May 12, 2026 Council Meeting at
6:00 PM
Final selection will be made by the City Council at the
.
12. FEE PROPOSAL & NEGOTIATIONS
Firms shall not submit fees with initial qualifications.
The* C ity will:
*
* Shortlist the top three (3) firms
Request sealed fee proposals
Negotiate with the highest-ranked firm
If negotiations fail, the City will proceed to the next firm.
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13. SCHEDULE
*
*
* Advertisement: April 1 & Ap th ril 8, 2026
* Optional Site Visit: April 14 , 2026 at 10:00 AM (Onsite Contact: Ted Goudeau)
* Questions Deadline: April 24, 2026 at 2:00 PM
* SOQs Due: May 1, 2026 at 2:00 PM
* Interviews & Fee Proposals: May 5, 2026 (Time TBD)
* Council Selection: May 12, 2026 at 6:00 PM
Design Phase: 2026-2027
Construction Start: Mid-Late 2027
14. SUBMITTAL INFORMATION
Submit to:
City of Springfield
Attn: City Manager
130 S. Laurel Street
Springfield, GA 31329
Submittals will be publicly received at the date and time listed above; however, contents
will not be read aloud.
15. QUESTIONS
via email only
All questions shall be submitted to:
Lauren Eargle, City Manager
LEargle@springfield.ga
Responses will be issued via the Springfield Website and Georgia Procurement, if necessary.
16. RESTRICTION OF COMMUNICATION
From the date of issuance of this RFQ until a final selection is made, all communication
regarding this solicitation shall be limited to the contact listed above.
Unauthorized communication with City officials or staff may result in disqualification.
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17. RESERVATION OF RIGHTS
The* C ity reserves the right to:
*
* Reject any or all submittals
* Waive technicalities and informalities
Request additional information
Negotiate with the firm deemed most qualified
This RFQ is not an offer to contract and does not obligate the City to award a contract.
18. FEDERAL, STATE, AND LOCAL COMPLIANCE REQUIREMENTS
A. General Compliance
federal, state, and local laws,
regulations, and ordinances
The selected firm shall comply with all applicable
, including but not limited to those governing procurement,
professional licensing, building codes, and public works.
B. Georgia Law Compliance
Georgia Local Government Professional
Services Selection Act
This RFQ is issued in accordance with the
and applicable provisions of Georgia law. Selection shall be based on
qualifications, and fees shall be negotiated with the highest-ranked firm.
C. Non-Discrimination
The selected firm shall not discriminate against any employee or applicant for employment
because of race, color, religion, sex, national origin, age, disability, or any other protected
classification under applicable law.
D. Equal Opportunity Employment (EEO)
Equal Employment Opportunity (EEO)
The selected firm shall comply with all applicable
requirements and shall take affirmative action to ensure nondiscrimination in employment
practices.
E. Federal Funding Requirements (If Applicable)
If any portion of this project is funded in whole or in part by federal funds, the selected firm
shal*l com2 pClFyR w Pitahr ta l2l 0a0pp (lUicnaibfoler fmed Aedraml rineqisutirraetmiveen tRse, iqnucilruedminegn btust, Cnoost tli Pmriitnedci tpol:e s, and
Audit Requirements for Federal Awards)
* Davis-Bacon Act (if applicable)
* Contract Work Hours and Safety Standard s Act
* Clean Air Act and Federal Wate r Pollution Control Act
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* Debarment and Suspension (Executive Order 12549 and 12689)
* Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)
F. Immigration Compliance (E-Verify)
Georgia Security and Immigration Compliance
Act E-Verify program
The selected firm shall comply with the
, including participation in the federal , if applicable.
G. Conflict of Interest
Firms shall disclose any potential conflicts of interest. The City reserves the right to
determine whether such conflicts disqualify a firm from consideration.
H. Open Records Act
Georgia Open Records
Act (O.C.G.A. 50-18-70 et seq.)
All materials submitted in response to this RFQ are subject to the
. Confidential or proprietary information must be clearly
identified; however, the City makes no guarantee that such information will be exempt from
disclosure.
I. Insurance Requirements
The selected firm shall maintain insurance coverage as required by the City, including but
not limited to:
*
*
* Professional Liability
General Liability
Workers' Compensation
Proof of insurance shall be provided prior to contract execution.
J. Indemnification
The selected firm shall agree to indemnify and hold harmless the City of Springfield, its
officers, and employees from and against all claims, damages, losses, and expenses arising
out of or resulting from the performance of services.
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