REQUEST FOR PROPOSALS
2024-025
High Park Architectural Design and Construction Oversight Services
for City of Derby Project
September 13, 2024
The City of Derby, Kansas (hereinafter referred to as the “City”) invites proposals of qualified
consultants to submit a response to this Request for Proposal (RFP) for review and consideration by the
City of Derby, Kansas to perform professional design services and construction oversight for the
redevelopment of High Park as identified in the scope of services listed below.
Please carefully review this document. If you are interested in making a proposal consistent
with the conditions, instructions, requirements, and specifications as contained herein, submit
5 copies of the Proposal Response Form together with a comprehensive proposal in a sealed
envelope no later than 5:00 p.m. on October 18, 2024. The outside of the envelope should be
clearly marked with the Proposer’s name and address and identified as “Submission of
Proposal- High Park Project for the CITY OF DERBY”. The sealed envelope should be
addressed as follows:
Derby City Clerk
611 N. Mulberry Road, Suite 300
Derby, KS 67037
RFP # 2024-025
All proposals must be valid for 120 days. It is the sole responsibility of the proposer to see that
its response and the appropriate documents are delivered on time. Any response received after
the scheduled closing time for receiving proposals will be returned to the proposer unopened
and will not be considered. It is the responsibility of the proposer to check Derby’s website
for information and updates and acknowledge all addenda in its response.
Information provided in a proposal will be considered proprietary and will not be divulged
during the proposal review process unless otherwise required by law. Because the services
sought will require the expenditure of public funds, part or all of the successful proposal, as
well as a resulting contract, will likely be public records within the meaning of the Kansas Open
Records Act. Prior to acceptance of a proposal, the information contained in each proposal will
be used for evaluating the proposer’s ability to handle the scope of services and will not be
shared with persons not involved in the evaluation of proposals unless otherwise required by
law.
Steve White
Parks Director
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1. ABOUT THIS DOCUMENT
This document is a Request for Proposals. It differs from a Request for Bids/Quotations in that
the City is inviting proposals that are most advantageous to Derby, in Derby’s sole discretion.
This is not a bid/quotation meeting firm specifications for the lowest price, and as such, the
lowest price proposed will not guarantee an award recommendation. Competitive Sealed
Proposals will be evaluated based upon criteria formulated around the most important features
of the service, of which quality, references, availability or capability, may be overriding factors.
Proposal evaluation criteria will be used as standards by which to measure how well a
proposer’s approach addresses Derby’s objectives and needs. Criteria that will be considered in
evaluating proposals are set forth in this RFP. Derby will thoroughly review all proposals
received and may conduct an interview process for top proposals to further discuss services and
pricing. A proposer’s initial offer should therefore be based on the most favorable terms
available from a price and technical standpoint. Derby reserves the right to conduct discussion
or negotiation with any proposer regarding any proposal Derby deems competitive. Derby may
also request best and final offers from any proposers and make an award or conduct negotiations
thereafter. Derby reserves the right to select and recommend for award the proposal which best
meets its required objectives and needs, in the sole discretion of Derby, or to reject all proposals.
Questions regarding this document must be submitted in writing to Steve White, Parks Director,
at stevewhite@derbyweb.com by 5:00 p.m. on 09/25/2024. Questions of a substantive nature
will be answered in writing as an addendum and posted on the City’s website,
www.derbyks.com, by 5:00 p.m. on 10/03/2024. Guided site visits are available on 09/20/2024
at 10:00am. and will begin at the Darrell Zimmerman Family Shelter, located at 2801 E. James
Street, within High Park.
2. BACKGROUND, PROJECT OVERVIEW and OBJECTIVES
The City of Derby is a fast-growing, progressive community located 10 minutes south of
Wichita. The City of Derby has a population that is approaching 26,000 and is a full-service
City providing water, sewer, police, fire, and other municipal services in the metropolitan area
of south-central Kansas. The City of Derby is served by two major north/south traffic corridors.
The City operates under a Mayor/Council/Manager form of government.
High Park is Derby’s largest community park, and home to all major community events. At 105
acres, High Park provides areas for walking trails, soccer fields, a baseball complex, community
amphitheater and an event rental facility. High Park welcomes over 10,000 visitors each year
through its 4th of July Celebration and competition BBQ event. The park has a regional draw,
but is still used daily by Derby citizens to enjoy nature, a well-stocked pond, picnic shelters and
playgrounds.
The City is issuing this RFP for Design, bidding and construction management services for the
redevelopment of certain portions of High Park. The City is seeking a team of architect and
engineering professionals with experience in park development and concept planning. The
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selected firm will work with City of Derby staff and decision-makers to provide design
development planning, cost estimating, project phasing, project bidding and construction
management services. The successful consultant may contract with a civil engineer and/or other
consultants to complete the work described in the RFP as needed.
3. SCOPE OF SERVICES
The City of Derby is interested in proposals that will provide quality services at competitive
fees. The proposals will be evaluated on experience, quality, price, and turnaround time. Each
element should have a narrative describing project scope, and an estimated cost in current
dollars for design/construction, FF&E, and contingency fees to meet the needs of identified
work. The scope of services is defined below.
The design process shall include, but not be limited to, the following services:
• Review any current plans or building information that the City of Derby has.
• Prepare preliminary design (30%) plans for renovations. 30% design plans will be
reviewed with City, including construction cost estimates.
• Upon notice from the City, the team will proceed to 90% plans, specifications, and cost
estimates.
• Review 90% documents with the City.
• Prepare any necessary documents for alternate bids requested by City staff.
• Prepare and present for approval final project plans and specifications.
• Prepare, in a form acceptable to the City Attorney’s office, contract documents which
shall include bid forms, instructions to bidders, contract form, and bonding and
insurance requirements.
• Prepare sealed construction plans and drawings including supplemental specifications
as required.
• Prepare final bid documents incorporating final City comments.
• Provide bidding assistance to include, but not limited to:
o Attend any pre-bid conference.
o Advise City staff as to the acceptability of substitute materials and equipment
proposed.
o Provide addenda to bid documents as needed.
o Assist in the negotiation and preparation of final contract documents and
requirements.
• Provide construction administration services to include, but not be limited to:
o Provide a minimum of one site visit each week to observe the progress and
quality of work being completed, including review for compliance with
applicable ADA and code standards.
o Review contractor’s applications for payment including any supplemental
materials and advise the City as to the amount owing to contractor. Approval, in
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progress and quality is in accordance with final project documents.
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o Take appropriate action to review and approve shop drawings, samples, test
results, substitutions of materials/equipment, maintenance and operating
instructions, schedules, certificates of inspections, final plans, specifications,
contract documents, etc. as submitted by contractor.
o Verify that completed project conforms to the final plans, including compliance
with ADA standards. Provide written approval or disapproval of work to City. o
Prepare and process all change orders as required.
o Conduct inspections to determine if the project is substantially complete and
conduct final inspection to determine if the project has been completed in
accordance with all project documents. Upon disapproval, prepare a list of
incomplete, unsatisfactory items and a schedule for their completion. Upon
approval of final inspection, provide written verification to City staff.
o Approve, in writing, final payment upon receipt of guarantees, manuals, bonds,
warranties, as-built drawing(s), etc. Any other services provided by the proposer
under the terms of the AIA Contract, general and supplemental conditions
referenced herein
The successful team will work with the City to design a project that incorporates, but shall not
be limited to, the following elements:
• Destination Playground and Splash Pad, Restrooms, Shade, Seating and site
fencing. The City desires a destination quality playground and splashpad site that
includes restrooms, shade, seating and site fencing. This amenity should incorporate a
theme, include exciting elements and provide an active play space for all ages and
abilities. The design should reflect a similar aesthetic as Madison Avenue Central Park
using like materials and products.
• Additional Parking to serve the Destination Playground and Splash Pad site.
• Replace the Darrell Zimmerman Family Shelter. The City plans to replace the
current rental facility with a new prefabricated metal structure on the North end of the
park. The current structure will be demolished and a new facility created to meet the
need for community rental space. The new structure will have restroom access from
both the interior and exterior for park patrons.
• Repair and remodel existing shade pavilion. The exiting steel structure needs
improvements to support gatherings; including access, surfaces and roofing. Design
augmentation could occur to update the structure.
• Pickleball Courts. Provide 4 Pickleball Courts, pedestrian access from existing parking
lots, fencing, lighting and restroom facilities.
• Amphitheater Bathrooms Remodel. Provide interior redesign of two restrooms
located at the High Park Amphitheater. This will include all surfaces and fixtures.
• Food Truck Parking Lane. Provide a parking lane within High Park to allow for food
trucks and other retail vehicles to park, connect to electrical services and serve their
products to the general public. This will be a hardened surface. Please see attached map.
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• Bridge. Provide design and permit management for the construction of a bridge used
by pedestrians and utility vehicles. The bridge will span the High Park Pond. See
attached map.
• Maintenance Structure. Provide site and design planning necessary for the installation
of a replacement prefabricated 40’ x 60’ metal structure with restroom and heat. See
attached map.
• Electrical Utility. Provide design for a 100 KW electrical generator service pigtail and
distribution panels to the East side of the park. See attached map.
• Water Utility. Provide design for a 4” watermain extension from Madison Ave. to the
east side of the pond with a manifold distribution plan for onsite vendor connections.
See attached map.
Upon selection of a qualified firm, the consultant will work directly with Steve White, Parks
Director, and other key staff through completion of the project.
4. CONFIDENTIAL MATTERS & DATA OWNERSHIP
Anyone submitting a proposal agrees that all data, records, and information that the proposer,
its agents, and employees obtain access to, create, and which are the subject of this proposal,
remain at all times exclusively the property of Derby. Anyone submitting a proposal also agrees
that all such data, records and information constitute, at all times, proprietary information of
the City and that proposer will not disclose, provide or make available any such proprietary
information in any form to any person or entity.
In addition, anyone submitting a proposal agrees that it will not use any names or addresses
contained in or derived from such data, records, and information for the purpose of selling or
offering for sale any property or service to any person or entity who resides at any address in
such data; that it will not sell, give or otherwise make available to any person or entity any
names or addresses contained in or derived from such data, records or information for the
purpose of allowing such person to sell or offer for sale any property or service to any person
or entity named in such data. Anyone submitting a proposal further agrees that it will take
reasonable steps and the same protective precautions to protect Derby’s proprietary information
from disclosure to third parties as with the proposer’s own proprietary and confidential
information. Proposers agree that all data, regardless of form, that is generated as a result
of this RFP is the property of Derby.
5. MANDATORY PROPOSAL CONTENT REQUIREMENTS
This section is provided to assist participating proposers in forming a thorough response for
services outlined in this document. The City may reject as non-responsive at its sole discretion
any submittal that does not provide complete and/or adequate responses or departs in any
substantial way from providing the required information. The written proposal should provide
background information about the company, its employees, and its experience with related
projects and related clients. It should cover the experience of the firm, as well as any consultants
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This page summarizes the opportunity, including an overview and a preview of the attached documents.