2610-PK JAMES IRVIN CIVIC CENTER BUILDING - Addendum 2

REQUEST FOR PROPOSAL (RFP)
DESIGN BUILD SERVICES
JAMES IRVIN CIVIC CENTER BUILDING
04/14/2026
Proposals due by May 21, 2026 at 2:00 p.m.
City Hall
38008 Meridian Ave
Dade City, Florida 33525
1

TABLE OF CONTENTS
Section 1 - Information for the Proposers 3
Section 2 - Scope of Work 6
Section 3 - Project Description 9
Section 4 - Proposal Submissions 14
Section 5 - Evaluation of the Proposal 20
Section 6 - General Requirements 22
Section 7 - Exhibits and Forms 24
2

SECTION 1. INFORMATION FOR THE PROPOSERS
1.1 GENERAL INFORMATION
The City of Dade City (the "City"), a municipality located in Pasco County, Florida, hereby
requests proposals as further defined in Section 2 of this request for proposals ("Services")
from qualified and experienced Design-Build firms to provide comprehensive professional
services for the demolition and reconstruction of the James Irvin Civic Center.
The Contractor shall provide all necessary labor, supervision, supplies, tools, permitting,
materials, equipment and all necessary incidentals to provide the required service as
identified in Section 2. Service shall be in full accordance with the specifications, terms and
conditions contained in the Request for Proposal (RFP).
1.2 CITY RIGHTS
The City reserves the right to award one or more contract(s) to the Contractor in accordance
with what the City deems in its best interest. Notwithstanding, the City may, at its sole
discretion, reject all responses and cancel the solicitation, in which case no award will be
made.
The City reserves the right to accept or reject any or all Responses, based upon its
deliberations and opinions. In making such determination, the City reserves the right to
investigate the financial capability, integrity, experience and quality of performance of each
Contractor, including officers, principals, senior management and supervisors as well as the
staff identified in the RFP.
The City also reserves the right to waive minor variations or irregularities in the Responses.
1.3 SCHEDULE OF EVENTS
The following schedule shall govern this RFP. The City reserves the right to change the
scheduled dates and times at its sole discretion.
Distribution/Advertisement of RFP April 19, 2026
Mandatory Pre-Bid Conference April 30, 2026 @ 10:00 a.m.
RFP/RFI Questions Due May 15, 2026 @ 2:00 p.m.
Oral Presentations (if required by the City) N/A
RFP Bids Due May 21, 2026 @ 2:00 p.m.
3

A mandatory pre bid meeting shall be conducted on April 30, 2026, at 10:00 a.m. at City
Commission Chambers, located at 38020 Meridan Avenue, Dade City, FL 33525.
Responses to this RFP shall be delivered in person or by mail/courier service to the City of
Dade City - City Hall, by 2:00 p.m. on May 21, 2026. All Responses shall be in spiral binding,
soft covered presentation binder, or stapled in the upper left-hand corner with all pages
8.5" x 11". One (1) original, two (2) copies, and one (1) digital copy in USB form of the proposal
shall be required with the original signed by the Contractor's official with the power to bind
the Contractor in its proposal and shall be completely responsive to the RFP for
consideration. The original shall be clearly marked as "Original."
The Contractor's name and address must be on the outside of a sealed envelope. Submittal
envelopes must be clearly marked "James Irvin Civic Center Building Project" and shall be
addressed as follows for mail/courier or hand delivery:
City of Dade City
ATTN: Tina Mauriello
38020 Meridian Avenue
Dade City, FL 33525
Any Responses received after the specified time and date shall not be considered.
Additionally, any Responses submitted orally, telephonically, e-mailed, faxed, or modified
shall not be accepted. All Responses may only be submitted in person, by mail, or by courier
service to the specified address by the specified deadline. The City cautions firms to ensure
actual delivery of mailed or hand delivered proposals prior to the deadline set for receiving
Responses, and such obligation to ensure timely and complete delivery remains with the
party responding to the RFP.
1.4 REQUEST FOR INFORMATION (RFI)
Contractors may request additional information, clarification, or modifications in the form
of a Request for Information ("RFI"). Contractors seeking such information must email their
RFIs to Tina Mauriello at tmauriello@dadecityfl.com by May 15, 2026, in order to receive a
response. The request must include the Contractor's name, the RFP number, and RFP title.
Any RFI must be submitted prior to the deadline for questions to receive a response. Late or
mis-delivered requests may not receive a City response.
The City will issue and publish responses to RFIs, and any other corrections or amendments
it deems necessary, in the form of a written addendum. The City, at its sole discretion, may
not issue a response to an RFI.
4

Contractors should not rely on any representations made outside of these written addenda.
Where a conflict appears between the RFP and any issued addendum, the last addendum
issues shall prevail.
1.5 ADDENDA
If the City finds it necessary to add to, or amend this RFP prior to the Response submittal
deadline, the City will issue written addenda/addendum. Each Contractor must
acknowledge receipt of such addenda/addendum by acknowledgment in writing and
providing it with its Response.
1.6 DISCREPANCIES, ERRORS AND OMISSIONS
Any discrepancies, errors, or ambiguities in the RFP or addenda (if any) should be reported
in writing to Tina Mauriello at tmauriello@dadecityfl.com. If applicable, the City will issue a
written addendum to the RFP clarifying such conflicts or ambiguities. It is agreed that any
such alleged discrepancies, errors, or omissions will not be construed against the drafting
party.
1.7 CITY AUTHORITY
Responses will be selected at the sole discretion of the City. The City reserves the right to
waive any irregularities in the request process, to reject any or all proposals, reject a
proposal which is in any way incomplete or irregular, rebid the entire solicitation or enter into
agreements with more than one proposer. Responses received after the deadline provided
in this RFP will not be considered.
1.8 RESPONSE/PRESENTATION COSTS
The City shall not be liable for any costs, fees, or expenses incurred by any Contractor in
responding to this RFP, not subsequent inquiries or presentations relating to its Response.
1.9 TERMS OF ENGAGEMENT
The Contractor, by submission of its Proposal, agrees to the terms and conditions of this RFP.
The Contractor selected by the City to perform the work outlined in this RFP, shall execute
an agreement between the City and Contractor prior to commencing any work. The
Contractor understands that this RFP does not constitute an agreement or a contract with
the Contractor. A Proposal is not binding until Proposals are approved by the City
Commission and both parties execute a written contract approved by the City Commission.
5

1.10 NOTICE TO PROCEED
The Contractor selected by the City for this RFP shall not begin work until the City issues a
written Notice to Proceed ("NTP"). Work performed by the selected Contractor prior to
receiving the NTP shall be deemed non-compensable by the City. The selected Contractor
shall not have any recourse against the City for prematurely performing unauthorized work.
SECTION 2. SCOPE OF WORK
Scope of Work
James Irvin Civic Center - Design-Build Services for Demolition and Reconstruction
2.1 Project Overview
The City of Dade City ("City") is seeking qualified Design-Build firms to provide
comprehensive professional services for the demolition and reconstruction of the James
Irvin Civic Center.
The intent of this project is to deliver a modern, flexible, and community-centered facility
that reflects the City's character, enhances public use, and honors the historical
significance of the existing site. The new facility shall serve as a multi-purpose civic gathering
space designed to accommodate events, programming, and community engagement. The
City is at a pivotal moment in reimagining a historically underserved neighborhood located
on the easternmost portion of the city limits. This area holds deep cultural, historical, and
generational significance. The Naomi Jones Park and James Irvin Civic Center is named in
recognition of the Prisoner of War camp once located in the area during the era of Japanese
internment. The Civic Center requires full demolition and reconstruction, and efforts must
thoughtfully preserve and honor the layered history embedded in the site.
2.2 Project Goals and Vision
The selected Design-Build team shall design and construct a facility that:
* Creates a welcoming, open-concept layout that maximizes flexibility and usability
* Functions as a community hub that encourages social interaction and public events
* Incorporates an "amenity center" aesthetic, blending warmth, simplicity, and
modern functionality
* Provides indoor-outdoor connectivity, including features that allow seamless
transition between spaces
* Preserves and integrates historical elements, themes, or interpretive features that
reflect the legacy of the Naomi Jones Park and James Irvin Civic Center
6

* Meets all applicable codes, ADA accessibility requirements, and resiliency
standards
2.3 Scope of Services
The Design-Build firm shall be responsible for all aspects of project delivery, including but
not limited to:
2.3.1 Pre-Design & Programming
Conduct site assessments, including existing conditions and utility evaluations
Facilitate stakeholder engagement meetings (City staff, and Commission input as
needed)
Identify opportunities for historical preservation or interpretive integration
2.3.2 Design Services
Prepare conceptual, schematic, and final design documents
Provide architectural, engineering (civil, structural, MEP), and landscape design
services
Incorporate the following required elements into the design:
Open-concept multi-purpose event space
o
Commercial-grade kitchen suitable for events, catering, and community use
o
Rolling or operable service window to support indoor/outdoor functionality
o
Covered outdoor areas (e.g., porch, patio, or pavilion-style extensions)
o
Flexible seating and layout configurations
o
Storage and support spaces as appropriate
o
Ensure the design reflects an amenity center-inspired civic aesthetic, including but
not limited to:
Natural materials (wood accents, neutral palettes)
o
High ceilings and natural lighting
o
Warm, inviting finishes appropriate for a public facility
o
Incorporate energy-efficient systems and sustainable design practices where
feasible
2.3.3 Permitting & Approvals
Prepare and submit all required plans and documentation for permitting
Coordinate with all applicable regulatory agencies
Obtain all necessary approvals to proceed with construction
2.3.4 Demolition Services
Develop and execute a demolition plan for the existing structure
Ensure proper handling of debris, environmental considerations, and site safety
7

Identify and preserve any elements designated by the City for reuse or historical
incorporation
2.3.5 Construction Services
Provide all labor, materials, equipment, and supervision necessary for construction
Construct the new facility in accordance with approved plans and specifications
Maintain project schedule and budget in coordination with the City
Provide regular progress updates and reporting
2.3.6 Project Closeout
Conduct final inspections and obtain certificate of occupancy
Provide as-built drawings and all warranties
Deliver operations and maintenance manuals
Provide training to City staff as needed
2.4 Historical Integration Requirements
The Design-Build team shall incorporate design elements that respect and reflect the
historical significance of the existing civic center. This may include:
* Incorporating interpretive displays, signage, or exhibits
* Maintaining the cultural identity and community legacy associated with the site
2.5 Deliverables
The selected firm must provide:
* Conceptual Design Package
* Schematic and Final Design Documents
* Construction Documents
* Project Schedule and Cost Estimates at each phase
* Permitting Documentation
* Monthly Progress Reports
* Final Closeout Package
* A surety bond will be required
2.6 Schedule
The proposer shall include a detailed project schedule, including:
* Design milestones
* Permitting timeline
* Demolition and construction phases
* Substantial completion and final completion dates
2.7 Budget Considerations
The City intends to deliver a cost-effective, high-quality facility. Proposers shall:
8

* Provide cost estimates
* Identify value engineering opportunities
* Maintain alignment with the City's budget constraints
2.8 Minimum Qualifications
* Demonstrated experience with design-build delivery of public or civic facilities
* Experience with community centers, event spaces, or similar multi-use facilities
* Proven ability to integrate architectural character with modern functionality
* Experience incorporating historical or cultural elements into new construction
2.9 Optional Enhancements (Alternate Pricing)
Proposers may include optional features such as:
* Enhanced outdoor gathering spaces (fire pits, lawn areas, event lighting)
* Advanced AV systems for events
* Expanded kitchen capabilities
* Resiliency upgrades (backup power, storm hardening)
SECTION 3. PROJECT DESCRIPTION
3.1 DESCRIPTION
The City of Dade City ("City") is seeking qualified Design-Build firms to provide
comprehensive professional services for the demolition and reconstruction of the James
Irvin Civic Center.
The intent of this project is to deliver a modern, flexible, and community-centered facility
that reflects the City's character, enhances public use, and honors the historical
significance of the existing site. The new facility shall serve as a multi-purpose civic gathering
space designed to accommodate events, programming, and community engagement. The
City is at a pivotal moment in reimagining a historically underserved neighborhood located
on the easternmost portion of the city limits. This area holds deep cultural, historical, and
generational significance. The Naomi Jones Park and James Irvin Civic Center is named in
recognition of the Prisoner of War camp once located in the area during the era of Japanese
internment. The Civic Center requires full demolition and reconstruction, and efforts must
thoughtfully preserve and honor the layered history embedded in the site.
3.2 DESIGN RESPONSIBILITIES
The Contractor must develop two (2) preliminary design concepts based on the City's
requirements, budget, and project constraints. The most appropriate preliminary plan,
9

building massing studies, and architectural renderings/visualizations must be presented
and or revised as necessary based on the City's input and feedback. The Contractor must
also provide final design documents with specifications, permit approvals and submissions,
monthly progress reports and updates, final construction completion report, building
operation and maintenance manuals, as well as warranty documents for all building
systems. The Contractor must represent to the City or the City's representative that the
Contractor is experienced in the design, administration, and construction of building
projects of the type and scope contemplated by the City's facilities program for the project.
Such facilities program will be provided at the Mandatory Pre-Bid conference along with a
complete schedule of Design Services requirements and standards. The Contractor must
demonstrate to City that Contractor has all necessary architectural, engineering, and
construction knowledge, skill, experience and capacity to provide the services
contemplated in a timely manner. In addition, the Contractor must represent that all
subcontractors performing services for the project will have all applicable licenses required
by state and local law.
Before commencing the design and construction work, the Contractor will be required to
visit and thoroughly inspect the project site and any conditions related to utilities, roads,
and/or any attributes having or likely to have an impact on the construction and utility of the
building that will house the City's code enforcement agency and permit services, including
building officials, inspectors, and plans examiners associated with enforcement of the
Florida Building Code.
Design Service Quality standards will be provided at the Mandatory Pre-Bid conference. The
Contractor will be responsible for the quality, completeness and accuracy of the design
documents that will meet or exceed all environmental and regulatory requirements.
3.3 PROJECT COST/BUDGET
The exact budget shall be determined by the design of the structure and any necessary site
improvements. The City, for purposes of funding this project, has estimated the cost of
building construction and site improvements will not exceed a combined total of $150.00
per square foot.
3.4 GENERAL DESIGN-BUILD SCOPE OF SERVICES
The exact scope of services required by the City will be set forth in the negotiated agreement
between the City and the selected Contractor. The scope of work will consist of assisting City
staff and consultants in completing the pre-construction phase of the project and
construction phase of the project. In conjunction with this RFP, the Contractor shall also
prepare a final Guaranteed Maximum Price ("GMP"). Upon approval by the City Commission,
the Contractor will enter into a pre-negotiated agreement to perform the design and
10