Provide professional design services for the development of a new clubhouse facility at Cypress Ridge Golf Course.

SHAWNEE COUNTY
REQUEST FOR PROPOSAL
(RFP)
Quotation Number: 020-26 Vendor Name: ______________________________
Date Issued: 05-01-2026 Address: ___________________________________
Closing Date: 06-15-2026 2:00pm Phone Number:______________________________
THIS IS NOT AN ORDER
1. In communications, always refer to the above quotation number.
2. All prices and conditions must be shown. Additions or conditions not shown on this bid will not be
allowed.
3. Shawnee County reserve the right to accept or reject any part of, or all of, any bid or proposal.
4. All prices quoted are to be less Federal Excise Tax and Kansas Sales Tax.
5. Price quoted shall remain firm for ninety (90) days after bid closing date.
*SHAWNEE COUNTY HAS AN ELECTRONIC BID SYSTEM*
All vendors are required to create an online portal account (www.snco.gov/purchasing) in order to receive
or submit bid requests. All responses must be submitted through the bid portal
ITEM AND DESCRIPTION
Shawnee County Parks & Recreation is seeking qualified architectural firms to provide professional
design services for the development of a new clubhouse facility at Cypress Ridge Golf Course.
The selected firm will serve as the lead design consultant, responsible for architectural design and
coordination of all required engineering disciplines necessary to deliver a complete, bid-ready set of
construction documents.
Note: Construction services are not part of this contract. Construction will be publicly bid at a later date.
PRE-BID MEETING
A MANDATORY pre-bid meeting and on-site inspection is being held as part of the RFP process. The
meeting will be held on:
Wednesday, May 27, 2026 at 10:00 am
Cypress Ridge Golf Course
2533 SW Urish Rd., Topeka, KS 66614
Attendance is mandatory at the pre-proposal conference. All questions requesting clarification of
items/issues discussed at the pre-proposal conference must be submitted in writing via the online bid portal.
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Proposers should clearly understand that the only official answer or position of Shawnee County will be in
writing. Any modification to this Request arising from the pre-proposal conference, as well as answers to
written questions shall be made in writing by addendum and will be issued through the online bid portal.
SCOPE & INFORMATION
Project Overview
The project includes the design of a new golf clubhouse facility (new build) on the northwest portion of the
property to replace and enhance existing amenities at Cypress Ridge Golf Course.
The clubhouse will serve as the central hub for:
* Golf operations
* Food and beverage service
* Events and tournaments
* Community use
The anticipated size is approximately 6,000-10,000 square feet (to be refined during design).
Required Services
The selected consultant shall provide complete architectural and engineering design services, including:
* Architectural design (lead)
* Civil engineering
* Structural engineering
* Mechanical, Electrical, and Plumbing (MEP)
* Interior design
* Coordination of all disciplines
* Preparation of construction documents suitable for public bidding
* Cost estimating at key milestones
* Assistance during bidding phase (RFIs, addenda, evaluation support)
Design Phases
The project shall be completed in the following phases:
1.Schematic Design (SD)
* Conceptual layouts and site placement
* Initial cost opinion
* Stakeholder input
2.Design Development (DD)
* Refined floor plans and systems
* Material selections
* Updated cost estimate
3.Construction Documents (CD)
* Complete, bid-ready drawings and specifications
* Coordination across all disciplines
4.Bidding Support
* Respond to contractor questions
* Issue addenda
* Assist with bid review
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Budget Awareness & Cost Control
The County expects the selected consultant to design the project with a strong emphasis on budget
awareness and cost control throughout all phases of design.
The consultant shall:
* Work collaboratively with County staff to establish a realistic project budget early in the design
process
* Provide opinion of probable construction cost at the conclusion of each design phase (SD, DD,
CD)
* Clearly identify any scope or design elements that may cause the project to exceed the established
budget
* Proactively recommend value-conscious design alternatives when necessary to maintain alignment
with budget expectations
* Design a facility that balances quality, durability, and long-term maintenance considerations with
overall project cost
The intent is to deliver a project that is fully aligned with budget expectations prior to bidding,
minimizing the need for redesign or scope reduction after bids are received.
Site Evaluation Requirements
The consultant shall conduct a full site analysis and feasibility review, including:
1.Topography & Drainage
* Evaluate grading and slope for optimal building placement
* Ensure proper stormwater drainage and runoff management
* Identify floodplain or erosion concerns
2.Utilities & Infrastructure
Assess availability and capacity of water, sewer, electrical service, gas, and data/communications. Identify
required upgrades or extensions.
3.Access & Circulation
* Vehicular access and parking layout
* ADA accessibility compliance
* Golf cart circulation and staging
* Pedestrian flow between parking, clubhouse, and course
4.Environmental Considerations
* Minimize environmental impact
* Preserve natural views and course aesthetics
* Incorporate sustainable and energy-efficient practices
5.Building Orientation
* Maximize views of the golf course
* Optimize natural lighting
* Consider wind exposure and seasonal conditions
6.Clubhouse Design Requirements
The clubhouse should be designed as a modern, high-quality, and flexible facility, approximately 6,000-
10,000 square feet.
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7.Building Systems & Materials
* Energy-efficient HVAC systems
* Durable exterior materials with high-quality, low-maintenance finishes
* IT/data infrastructure for operations and events
8.Additional Notes
* All design must comply with ADA standards
* All documents must be suitable for public bidding
* The County reserves the right to negotiate scope and fees
RFP QUESTIONS
All questions regarding this RFP should be submitted through the Shawnee County Online Bid Portal. The
last day to submit questions: 06/09/2026 by 5:00 pm (local time). Questions submitted after this deadline
will not be answered.
RESPONSE REQUIREMENTS
Responses should assume that the county has had no previous knowledge of their products, services or
capabilities. Emphasis should be placed on a clear complete presentation of factual information. They
should include the following:
Proposals shall be organized as follows:
Title Page - Company name, address, and contact information
Letter of Introduction - Signed by an authorized representative
Company Profile & Relevant Experience - Experience with similar facilities (golf, hospitality, or
public projects preferred)
Project Team - Key personnel and roles (including subconsultants)
Design Approach - Conceptual vision and project understanding
Site Evaluation Approach - Methodology for site assessment
Proposed Design Schedule (by phase)
Fee Proposal - Breakdown by design phase (SD, DD, CD, Bidding Support)
References - Minimum of three similar completed projects
Signed bid
Evaluation Criteria
Proposals will be evaluated based on the following criteria:
* Relevant experience with similar design projects
* Quality and creativity of design approach
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* Demonstrated understanding of project goals
* Qualifications of project team
* Fee proposal
* Quality of references
Insurance Requirements
* Worker's Compensation - Statutory limits
* General Liability - $500,000 or more per occurrence
* Property Damage - $100,000 or more
* Proof of insurance required prior to contract execution
PLEASE SUBMIT ATTACHMENT 1 AS THE FIRST PAGE OF YOUR BID
BID RESPONSE
Document Information: The bid portal will only allow one PDF document uploaded for a response. It is
your responsibility to make sure the uploaded file is the correct, complete and contains all required
information and signatures. The document file name should only contain spaces and letters or numbers,
please do not use special characters or dashes. The file can be changed until the bid close time.
Closing Date: Bids will be received until 2:00 p.m. CDT on the scheduled closing date. The online bid
portal will not accept any new bids after this time.
Signature of Bids: Each bid must show in the space provided the complete business or mailing address of
the bidder and must be signed by him/her with his/her usual signature.
Withdrawal of Bids: Bids already submitted may be withdrawn on the Electronic Bid System or upon
proper identification of bidder and provided request is received prior to time of closing. Negligence on the
part of the bidder in preparing the bid confers no right for the withdrawal after the time set for closing of
bids.
Submitting Multiple Bids: The online bid portal will only allow one file to be uploaded per bid, per
company. If you are submitting multiple bids, please complete the Multiple Bids Cover Page and attach as
the first page of your bid upload. The document can be found under Purchasing in the bid portal.
Register Your Company: If a mandatory pre bid meeting is listed, you must be registered in our bid portal
for us to record you as an attendee. If you are not marked as attended, the system will not allow you to
upload a bid response. To receive automatic updates on RFP subscribe to the bid types. If a RFP has a
mandatory pre bid meeting it will be clearly marked on the RFP and in the bid portal.
Please Submit Your Bids Early: In case you have problems getting your bid to upload and need assistance,
we suggest you submit before 1:30 pm. Please contact us at once if you have issues uploading. Our system
will not allow any bids to be uploaded after 2:00 pm. If your pricing changes, you can replace your bid in
the system any time before the 2:00 closing.
Bid Openings: All bids submitted before the specified bid closing time shall be opened and properly
recorded on the bid tabulation sheet. Subsequent to the bid opening, all bids shall be thoroughly evaluated
and a determination made as to their compliance with applicable specifications. The appropriate County
department head shall make this determination. Upon completion of the above determination, an analysis of
all bids submitted shall be prepared and formally presented to the Board of County Commissioners for
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acceptance and approval of the lowest and/or best bid. The Board of County Commissioners reserves the
right to accept or reject any and/or all bids and to waive any irregularities or informalities therein.
Notice to Successful Bidders: The successful bidder will be notified by email or telephone as soon as
possible after bids have been opened, tabulated, and analyzed.
Notice to Unsuccessful Bidders: Unsuccessful bidders will not be notified.
Submission of Questions: All questions must be submitted through the bid portal. Respondents are
encouraged to review all RFP documents prior to submitting questions. By submitting questions the bidder
acknowledges that they have reviewed the RFP in full and make reasonable efforts to locate answer prior to
submitting the question to the portal. The County reserves the right not to respond to questions that are
duplicate, irrelevant, or demonstrate that the respondent has not reviewed the RFP in full.
Disclosure of Proposal Content and Proprietary Information: All proposals become the property of the
Shawnee County. The Open Records Act (K.S.A. 45-215 et seq) of the State of Kansas requires public
information be placed in the public domain at the conclusion of the selection process, and be available for
examination by all interested parties. No proposals shall be disclosed until after a contract award has been
issued. Shawnee County reserves the right to destroy all proposals if the RFP is withdrawn, a contract award
is withdrawn, or in accordance with Kansas law. The online bid portal will not accept late proposals.
How to include Proprietary Information in your proposal: Trade secrets or proprietary
information legally recognized as such and protected by law may be requested to be withheld if
clearly labeled "Proprietary" on each individual page and provided in a clearly marked and separated
with the Proprietary Divider page, section within the pdf file uploaded to the online bid portal. Only
one file is allowed to be uploaded to the bid portal. Pricing information is not considered proprietary
and the bidder's entire proposal response package will not be considered proprietary.
Proprietary Divider Page: This document is available to be downloaded in the bid portal
underneath the Purchasing section.
All information requested to be handled as "Proprietary" shall be submitted in the separate section
from the main proposal and clearly labeled and section off by the divider page. The bidder shall
provide detailed written documentation justifying why this material should be considered
"Proprietary". Shawnee County reserves the right to accept, amend or deny such requests for
maintaining information as proprietary in accordance with Kansas law.
Shawnee County does not guarantee protection of any information which is not submitted as required.
DEMANDSTAR POSTINGS
Demandstar Website: Shawnee County open projects are posted on Demandstar as a secondary posting.
Demandstar tracks broadcast and plan holder data. Bids must be submitted through the Shawnee County Bid
Portal.
Shawnee County Bid Portal: When an open project is posted, Shawnee County is not able to track who
downloads project information off the bid portal website. Bids must be submitted through the Shawnee
County Bid Portal to be considered. All projects are posted on the County website, not all projects are posted
on the Demandstar website. Registration is free.
TERMS AND CONDITIONS
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In the event that goods or services delivered by the vendor are unsatisfactory and remain unsatisfactory after
a notice and an opportunity to correct the deficiencies, the County reserves the right to purchase substitute
goods or services from the other bidders.
Shawnee County reserves the right to negotiate separately with any vendor after the opening of this RFP
when such action is considered in its best interest. Subsequent negotiations may be conducted, but such
negotiations will not constitute acceptance, rejection or a counteroffer on the part of the County.
Shawnee County interprets the term "lowest responsible and best bidder" as requiring Shawnee County to:
A. Choose between the kinds of materials, goods, wares, or services subject to the proposal, and
B. Determine which proposal is most suitable for its intended use or purpose. Shawnee County can
consider among other factors such things as labor cost, service and parts availability and maintenance
costs of items upon which proposals are received. Shawnee County can determine any differences or
variations in the quality or character of the material, goods, wares or services performed or provided by
the respective vendors.
Shawnee County will award the bid. If the successful vendor refuses or fails to make deliveries of the
materials/services within the times specified in the RFP, purchase order or contractual agreement, Shawnee
County may by written notice, terminate the contract OR purchase order. The successful vendor will certify
and warrant that goods, personal property, chattels, and equipment sold and delivered are free and clear of
any and all liens, or claims of liens, for materials or services arising under, and by virtue of the provisions of
K.S.A. 58-201, et seq., and any other lien, right, or claim of any nature or kind whatsoever.
The vendor hereby certifies that he or she has carefully examined all of the documents for the project, has
carefully and thoroughly reviewed this RFP, understands the nature and scope of the work to be done; and
that this proposal is based upon the terms, specifications, requirements and conditions of the RFP, and
documents. The vendor further agrees that the performance time specified is a reasonable time, having
carefully considered the nature and scope for the project as aforesaid.
Shawnee County reserves the right to enter into agreements subject to the provisions of the Cash Basis Law
(K.S.A. 10-1112 and 10-1113), the Budget Law (K.S.A.79-2935). Agreements shall be construed and
interpreted so as to ensure that the County shall at all times stay in conformity with such laws, and as a
condition of agreements the County reserves the right to unilaterally sever, modify, or terminate agreement
at any time if, in the opinion of its legal counsel, the Agreement may be deemed to violate the terms of such
law.
The vendor certifies that this proposal is submitted without collusion fraud, or misrepresentation as to other
vendors, so that all proposals for the project will result from free, open, and competitive proposing among
all vendors.
This RFP, responses thereto and any contract documents will be governed by the law of the State of Kansas.
Any dispute arising out of the same will be litigated only within the courts of the State of Kansas.
Vendor agrees that all data, documents, and information, regardless of form that is generated as a result of
this RFP are the property of Shawnee County. The County shall not be liable to reimburse any vendor for
the costs of creating, compiling or delivering the same to the County.
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By submission of a response, the proposer agrees that at the time of submittal, it: 1) has no interest
(including financial benefit, commission, finder's fee, or any other remuneration) and will not acquire any
interest, either direct or indirect, that would conflict in any manner or degree with the performance of
proposer's services, or 2) benefit from an award resulting in a "Conflict of Interest." A "Conflict of
Interest" will include holding or retaining membership, or employment, on a board, elected office,
department, division, or bureau, or committee sanctioned by and/or governed by the Board of Shawnee
County Commissioners of the County of Shawnee, Kansas. Proposers will identify any interests, and the
individuals involved, on separate paper with the response and will understand that the County may reject
their proposal at its sole discretion.
No gifts or gratuities of any kind shall be offered to any County employee at any time.
The Proposer certifies that this proposal is submitted without collusion, fraud, or misrepresentation as to
other Proposers, so that all proposals for the project will result from free, open, and competitive proposing.
The County is exempt from the payment of Federal and excise taxes and from Kansas sales tax.
Vendor credit agreements are prohibited. Unless otherwise stated in this document, payment will be made
from vendor-submitted invoice(s) via ACH (automated clearinghouse network) transfer or credit card, net
30 days. Shawnee County will not complete any credit application or agree to credit terms supplied by
vendor. Shawnee County prefers to pay its vendor invoices via electronic fund transfers through ACH. To
initiate payment of invoices vendors shall execute the County's standard ACH Vendor Payment
Authorization Agreement which will be provided upon being awarded the RFP.
Attached is Shawnee County CPA (Contractual Provisions Agreement) which all vendors must be agree to
upon awarded contract.
Nondiscrimination: Shawnee County is committed to the concept of equal employment opportunity. All
bidders and contractors are expected to comply with the provisions of K.S.A. 44-1030 and 44-1031, copies
of which are attached and shall be a part of this contract and other applicable Federal and Kansas laws
governing equal employment opportunity.
In accordance with K.S.A 44-1030, vendor hereby agrees to the following:
A. He or she will observe the provision of the Kansas Commission on Human Rights and will not
discriminate against any person in the performance of work under the present contract because of race,
religion, color, sex, national origin, ancestry, or physical disability.
B. In all solicitations or advertisements for employees, he or she will include the phrase, "Equal
Opportunity Employer", or a similar phrase to be approved by the Kansas Commission on Human
Rights.
C. If he or she fails to comply with the manner in which he or she will be deemed to have breached the
present contract, and it may be canceled, terminated, or suspended, in whole or in part, by Shawnee
County, Kansas.
D. If he or she is found guilty of a violation of the Kansas Act Against Human Rights under a decision, or
order of the Kansas Commission on Human Rights which has become final, he or she will be deemed
to have breached the present contract, and it may be canceled, terminated, or suspended, in whole or in
part, by Shawnee County, Kansas; and,
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E. He or she will include the provisions of subsections (a) through (d) inclusively of this paragraph in
every subcontract or purchase order so that such provision will be binding upon such subcontractor of
vendor.
Provisions of K.S.A. 44-1030 Statute:
Mandatory provisions applicable to contracts of the state and other political subdivisions; cancellation,
when; application to subcontract; non-application to certain contract. (a) Except as provided by subsection
(c) of this session, every contract for or on behalf of the state or any county or municipality or other political
subdivision of the state or any agency of or authority created by any of the foregoing, for the construction,
alteration or repair of any public building or public work or for the acquisition of materials, equipment,
supplies or services shall contain provisions by which the contractor agrees that:
1. The contractor shall observe the provisions of the Kansas act against discrimination and shall not
discriminate against any person in the performance of work under the present contract because of race,
religion, color, sex physical handicap unrelated to such person's ability to engage in the particular work,
national origin or ancestry.
2. In all solicitations or advertisements for employees, the contractor shall include the phrase, "equal
opportunity employer," or a similar phrase to be approved by the commission.
3. If the contractor fails to comply with the manner in which the contractor reports to the commission in
accordance with the provisions of K.S.A. 44-1032, the contractor shall be deemed to have breached the
present contract and it may be cancelled, terminated or suspended, whole or in part, by the contracting
agency.
4. If the contractor is found guilty of a violation of the Kansas act against discrimination under a decision
or order of the commission which has become final, the contractor shall be deemed to have breached the
present contract and it may be cancelled, terminated or suspended, in whole or in part, by the contracting
agency.
5. The contractor shall include the provisions of paragraphs one (1) through four (4) inclusively of this sub-
section (a) in every subcontract or purchase order so that such provisions will be binding upon such
subcontractor or vendor. (b) The Kansas commission on civil rights shall not be prevented hereby from
requiring reports of contractors found to be not in compliance with the Kansas act against
discrimination. (c) The provisions of this section shall not apply to a contract entered into by a
contractor: (1) Who employs fewer than four (4) employees during the term of such contract; or (2)
Whose contracts with the governmental entity letting such contract cumulatively total five thousand
dollars ($5,000) or less during the fiscal year of such governmental entity.
Provisions of K.S.A. 44-1031 Statute:
Same; personnel to be used in performing contracts; reports; non-application to certain contractors. Every
person, as defined in subsection (a) of K.S.A. 44-1002, who wishes to enter into a contract which is covered
by the provisions of K.S.A. 44-1030 shall upon request of the commission, inform the commission in
writing of the manner in which such person shall recruit and screen personnel to be used in performing the
contract. The report shall be made on forms to be supplied by the commission. The provisions of K.S.A.
44-1030 and of this section shall not apply to any contractor who has already complied with the provisions
of such sections by reason of holding a contract with the federal government or a contract involving federal
funds.
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History: L.1972, ch.184, & 15; L. 1975, ch. 264, & 8; L. 1977, ch. 183, & 2; July 1.
All questions regarding this bid should be posted on the Shawnee County Online Bid System.
For problems with the online Electronic Bid System, please contact:
Shawnee County Audit Finance Department
e-mail: Auditfinance@snco.us phone: (785) 251 - 4039
The undersigned agrees with all terms and conditions stated above:
Signature _______________________________________________
Printed Name _______________________________________________
Title _______________________________________________
Email Address _______________________________________________
Phone Number _______________________________________________
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