Hogadon Ski Lodge Structural and Plumbing Repairs

REQUEST FOR PROPOSALS
FOR
HOGADON SKI LODGE
STRUCTUAL AND PLUMBING REPAIRS
FOR THE CITY OF CASPER
FOR CITY OF CASPER PARKS, RECREATION & FACILITIES DEPARTMENT
March, 2026
Fee proposals are being requested from qualified architectural/engineering consultants to furnish design
and construction administrative services for the Hogadon Ski Lodge Structural and Plumbing Repairs,
Project No. 26-012. A MANDATORY PRE-PROPOSAL will be held April 21, 2026 at 10AM MST
On Site (2500 Hogadon Rd, Casper, WY 82601).
Such proposals will be received by the City of Casper Public Services Department, City
Engineering Division, 200 North David, Casper, Wyoming, until 3:00 p.m., Local time, May 1,
2026.
PROJECT DESCRIPTION
The Hogadon Ski Lodge, located at 2500 Hogadon Rd, Casper, WY 82601, is looking to install
structural and plumbing repairs primarily in the kitchen and back-of-house that have arose as a result of
settlement.
Exhibits
Please see Exhibit A for view of project area.
I. SCOPE OF SERVICES
The Consultant shall perform the following services in connection with and respecting the
Project. Consultant shall understand the purpose of this contract will be to prepare design
documents so that the project can be publicly bid in accordance with State Statutes for items
receiving work on the existing structure for the Hogadon Ski Lodge.
The Consultant will be responsible for the retention and payment of all subconsultants in order to
complete the objective of this project. These subconsultants may include but not be limited to
geotechnical engineers, civil engineers, mechanical engineers, electrical engineers, structural
engineers, and other specialists.
A. Demolition, Development, Schematic Design and Design Development Phases
1. The Consultant shall prepare a demolition plan for the current slab in the
Hogadon Lodge back-of-house kitchen and bar area. This plan shall include a
staging plan and coordination with existing utility providers for service shutoffs,
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relocations and/or terminations. The Consultant shall coordinate with the Owner
to determine which materials at the existing site shall be salvaged by the Owner.
Consultant shall oversee demolition work. The Consultant shall consider facility
schedule.
2. The Consultant shall prepare a conceptual plan layout for the slab and wall to be
reviewed and approved by the Owner prior to commencing with subsequent
design.
3. The Consultant shall complete a building and site survey of the existing site
proposed for construction. The site survey shall consist of all necessary site
building interior and exterior with necessary topographic survey. This shall
include all building and site slab critical elevations and critical plumbing
elevations and other building and site topographic features. The Consultant shall
be responsible for hiring and paying for these services.
4. The Consultant shall provide a recommendation for any needed Geotechnical
investigation for the existing site, containing information necessary to renovate
and construct the proposed remedies and repairs.
5. The Consultant shall prepare a preliminary plan. The preliminary plan shall move
beyond the conceptual design developed and shall contain information such as
preliminary plans, elevations, sections, exact underground utility locations, and all
necessary preliminary details.
6. The Consultant shall meet regularly with the Owner during preliminary design to
discuss project status and for Owner review and approval of design concepts on
the construction drawings and specifications.
B. Final Design Phase
1. The Consultant shall develop and provide detailed construction drawings covering
building and site surveys; removal and plan layout; grading plan; utilities plan;
floor plan and section details, structural details and other details covering finish
schedules, building elevations; foundations and floor framing plans; schematic
drawings and detail sheets associated with plumbing and other necessary
electrical, mechanical, air conditioning, gas, water, sewer, power, surface water
storm drainage, and other drawings, all to provide complete construction
documents.
2. The Consultant shall conduct final building, site, and field surveys to necessary
information for preparation of detailed construction documents for the facility.
3. The Consultant shall prepare a set of contract documents in order to publicly
advertise and let bids for construction of the Project. Contract documents shall
consist of bidding specifications, technical specifications and construction
drawings.
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4. The Consultant shall provide the City preliminary construction drawings and
project manuals in PDF format for review by the Owner.
5. The Consultant shall coordinate all AutoCAD requirements to ensure 100%
compatibility with the City's CAD system. Final bid documents and drawings
shall be provided to the City in AutoCAD and PDF format.
6. The Consultant shall prepare a project cost estimate when construction documents
are approximately fifty (50%) complete, and two (2) weeks prior to public
advertisement.
7. The Consultant shall meet with representatives of the City when construction
drawings and technical specifications are approximately fifty percent (50%)
complete and two weeks prior to public advertisement to review and approve of
design concepts.
C. Computer Aided Drafting Format
1. The Consultant shall prepare final drawings on a computer aided drafting format.
Digital format shall be in AutoCAD and PDF and be compatible with existing
City system.
D. Project Manual
1. The Consultant shall prepare Technical Specifications covering the required work
for the Hogadon Ski Lodge Structural and Plumbing Repairs, Project No. 26-0xx
2. The Consultant shall prepare Construction Drawings and Specifications in
accordance with all local codes and the Current City of Casper Standard
Specifications. The consultant shall verify their design is in compliance with
local codes by the Casper Building Department.
3. General Conditions and Supplemental Conditions of the Specifications shall be
based on current City of Casper approved documents.
4. The Consultant shall prepare a Project Manual to include the following:
a. Technical Specifications.
b. Bid Schedule to accompany City's Bid Form.
c. Edited by the Consultant "front end" documents of the Project Manual
supplied by the City Engineering Office. Documents supplied will consist
of Advertisement for Bids, Instruction to Bidders, Performance and
Payment Bonds, Bid Bond and Form, Agreement between Owner and
Contractor, General Conditions, and Supplementary Conditions.
Consultant shall review these documents, insert modifications where
necessary, and return them for final typing.
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5. The Consultant shall affix their professional architect's/engineer's stamp, date,
and signature to the front cover of the project manual and drawings and in
accordance with Wyoming State Registration Statutes.
E. Subconsultants
1. The Consultant shall be responsible to procure any necessary subconsultant to
complete the work.
2. The City and Consultant shall mutually approve, in writing, the use of any
subconsultants that the Consultant desires to use.
3. The Consultant shall be responsible for the administration, management,
procurement, and payment of services provided by subconsultant(s).
F. Advertising and Bidding Phase
1. The City will advertise the project on QuestCDN, and bid online through Quest
vBID.
2. The Consultant shall arrange for and conduct a prebid conference ten (10) days
prior to the bid opening. The Consultant shall take minutes of the meeting and
distribute them to all parties listed on the plan-holders sheet.
3. The Consultant shall prepare and distribute addenda, if necessary.
4. The Consultant shall respond to bidding questions of prospective bidders as
necessary
in accordance to the bidding requirements.
5. The Consultant shall provide a written opinion to the City showing their
recommendations for awarding the bid.
G. Construction Phase
1. The Consultant shall conduct a pre-construction meeting with the Contractor at
the jobsite to review each work item, construction quality control, and phasing of
the work, and coordination and scheduling to accommodate facility events and
operations.
2. The Consultant shall review shop drawings and material sample submittals for
conformance with the intent of the design documents.
3. The Consultant shall make visits to the job-site at intervals appropriate to the
various stages of construction to observe the progress and quality of the
Contractor's work.
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4. The Consultant shall evaluate and determine the acceptability of substitute
materials and equipment proposed by Contractor(s).
5. The Consultant shall provide for, and retain, a subconsultant for material testing
as specified in the Contract Documents.
6. The Consultant shall attend progress meetings.
7. The Consultant shall issue necessary interpretations and clarifications of the
contract documents and assist in the resolution of problems or conflicts due to
unforeseen latent conditions.
8. The Consultant shall review contractor pay requests and advise City accordingly.
9. The Consultant shall prepare a punchlist near project completion and conduct a
final project review of punchlist items addressed by the contractor.
10. The Consultant shall maintain a regularly updated set of "as-built" record
documents. Consultant shall submit record documents to City within thirty (30)
days after Substantial Completion in the form of AutoCAD and PDF format on
one set of compact disks labeled as "Record Drawings - Hogadon Ski Lodge
Structural and Plumbing Repairs, Project No. 26-0xx" All submittals shall be
dated.
II. FEE
In submitting a proposal for this project, the Consultant shall prepare and enclose In A Separate
Sealed Envelope a detailed fee schedule with an upset amount for the services as covered by the
Scope of Services in this RFP.
The engineering fee shall be based on estimated project costs, time and material, including
hourly rates for technical personnel, and reimbursable, with an upset amount. The fee schedule
shall include: obtaining environmental approval or permitting, design; conducting all Design
meetings, project manual, bidding assistance, and Contract Administration and Observations. If
at any time during the term of this contract it appears that the upset amount will be exceeded, the
Consultant shall immediately notify the Casper Public Services Department staff and provide a
complete statement justifying the anticipated change in the contract fee. An amendment
authorizing any increased fee can only be approved by the City Council. The amendment must
be approved before the commencement of any additional work.
The Consultant shall be responsible and responsive to the City in its requests and requirements
within the scope of this proposal, and shall confer with and be guided by the directives of the
City through the office of the City Manager or his designated representative.
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III. TIMETABLE
Following is the tentative timetable for this RFP:
1. Mandatory Pre-Proposal Meeting April 21, 2026 at 10AM MST
On Site (2500 Hogadon Rd, Casper, WY 82601)
2. Proposal Due May 1, 2026, 3PM
3. Consultant's Presentation and Interview May 11, 2026
4. Selection of Consultant by Council June 2, 2026
5. Project Cost Estimate August 3, 2026
6. Completion of Design Services
through Final Bidding Documents August 30, 2026
7. End of Construction Services TBD
The submittal of a proposal will be an indication that the Consultant has no problem in keeping
this schedule.
IV. MEETINGS
The Consultant shall attend any special meeting with City staff, relating to the performance of
this contract, and shall provide the City with monthly written progress reports, accompanying
partial payment requests. Progress reports shall include personnel utilization and associated time
applied to the project, in addition to an itemization of expenses.
V. CONTRACT
The Consultant will be required to sign a contract with the City relating to the work to be
performed. Such contract shall include, but not necessarily be limited to, the following articles:
method of compensation, time of performance, subcontracts, duties of the Consultant,
termination of the contract, ownership of material, changes, EEO, ADA, submission of material,
and obligations of the City.
VI. SELECTION.
The selection of the consulting firm will be based upon project team qualifications, team
management/organization, ability of firm to recognize design opportunities in the project,
demonstrated design experience, willingness to meet time requirements and community
involvement of the firm. A minimum of three (3) firms will be interviewed by the City staff on
the basis of the proposal submittals. Upon completion of these interviews, one firm will be
selected on the basis of their qualifications and fee.
The procedure for considering the priced proposal will be that a minimum of the top three (3)
firms will be chosen based on the above qualifications-based criteria, excluding consideration of
the fee proposal. Upon selections of the top three (3) firms, the fee proposals for these three
firms shall be opened and analyzed by the City Engineer. The City Engineer, or their designee,
will prepare a written summary of the priced proposals to be distributed to the selection
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committee prior to the consultant interviews. Price proposals for Consultants not selected shall
be returned unopened to the Consultant. No prospective proposer shall withdraw his proposal for
a period of sixty (60) days after the deadline for proposal submittals.
In making a proposal, the Consultant hereby certifies that he has reviewed this RFP and is
familiar with all conditions contained therein.
City staff will review all proposals. Final selections of the consultant will be made by the City
Council.
VII. GENERAL.
A. Additional Information.
In addition to the items addressed in the Scope of Services, the following information
relating to the Consultant's qualifications is required. The Consultant shall submit an
emailed copy of the non-priced technical proposal.
1. The consulting firm's name, address, and telephone number.
2. Types of services which your firm is qualified to provide.
3. Names of key personnel, the experience of each available for this project.
4. Names and addresses of outside Consultants or associates which will be retained
for assistance.
5. Number and type of current projects for which the firm is principal engineer.
6. Recent list of completed projects most similar to this project, including key
contacts and references, approximate budget, and other pertinent information.
One (1) Fee proposal with upset (not to exceed) amount in a separate sealed envelope
shall be submitted with a PDF (emailed) non-priced technical proposal. The envelope
containing the price proposal shall be labeled "Hogadon Ski Lodge Structural and
Plumbing Repairs - PRICE PROPOSAL." The price proposal shall be signed by an
authorized representative of the Consultant offering the proposal.
B. Addendum or Supplement to Request for Proposal.
In the event that it becomes necessary to revise any of this Request for Proposal (RFP),
an Addendum to this RFP will be provided to each Consultant. The City reserves the
right to change submission date(s) for any reason, including an Addendum or Supplement
to the RFP.
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C. Late Proposals.
Late proposals will not be accepted. It is the responsibility of the Consultant to insure that
the proposal arrives prior to 3:00 p.m., Local Time, Friday, May 1, 2026.
D. Rejection of Proposals.
The City reserves the right to reject any or all submissions, and to waive informalities and
minor irregularities in submissions received, and to accept any portion of a proposal or all
items if deemed in the best interest of the City.
E. Response Material Ownership.
All material submitted regarding this RFP becomes the property of the City and will only
be returned to the Consultant at the City's option. Responses may be reviewed by any
person after the final selection has been made. The City has the right to use any or all
ideas presented in reply to this request. Disqualification of a Consultant does not
eliminate this right.
F. Incurring Costs.
The City is not liable for any costs incurred by the Consultant prior to issuance of an
agreement, contract, or purchase order.
G. Acceptance of Proposal Content.
The contents of the proposal of the successful Consultant may become contractual
obligations if the City wishes to execute a contract based on the submitted proposal.
Failure of the successful Consultant to accept these obligations in a purchase agreement,
purchase order, contract, or similar instrument may result in cancellation of the award,
and such Consultant may be removed from future solicitations.
H. Reference Checks.
The City reserves the right to contact any reference or any client listed in the documents
for information which may be helpful to the City in evaluating the Consultant's
performance on previous assignments.
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EXHIBITA