Request for Qualifications - Business Incubator Project | City of Flemingsburg | 4.10.26

REQUEST FOR QUALIFICATIONS (RFQ)
The City of Flemingsburg, Kentucky is seeking proposals for services relating to
the Business Incubator Project. Qualifications will be taken for architectural
services.
Minimum requirements include previous experience in architectural design and
inspection on similar projects.
All interested persons and firms should contact Kristie Dodge between the hours
of 8:00 a.m. and 4:30 p.m., Monday through Friday, to obtain an informational
packet. Qualifications must be received at the office of Buffalo Trace Area
Development District, either by mail to PO Box 460, Maysville, KY 41056, or by
hand delivery to 201 Government Street, Suite 300, Maysville, KY 41056 by
4:00pm, Friday, May 1, 2026. The City of Flemingsburg reserves the right to reject
any and all Qualifications not meeting the requirements of this Request for
Qualifications for Consulting Architects.
Kentucky Relay Service for the hearing and speech impaired: 1-800-648-6056.
REQUEST FOR QUALIFICATIONS FROM CONSULTING ARCHITECTS
The City of Flemingsburg is applying for federal funding for the Business Incubator
Project. Architectural services will include:
Architectural Design and Inspection
1. Design and prepare cost estimate for infrastructure improvements
including, but not limited to:
HVAC
Roof Replacement
Energy Efficiency
Interior Renovation
2. Construction drawings, specifications, plans, permits, etc. as well as
bid procedures and recommendations of a construction contractor;
contingent upon the City securing funding to move the project
forward.
3. Construction inspection of the infrastructure improvements after
contract award; contingent upon the project being implemented.
The architect will be required to provide professional services, which will include
preliminary design, detailed cost estimates, preparation of bidding and contract
documents, and architectural inspection/reporting during actual construction.

Procurement of said services shall be in accordance with "The Common Rule." All
architects interested in being considered for this project must submit a proposal
detailing qualifications, technical expertise, management and staff capabilities,
and related prior experience. The objective of the competitive process is to
objectively select the firm that will provide the highest quality of service. The City
reserves the right to interview selected firms, and the firm(s) judged most qualified
will be asked to prepare a final proposal which would include fees for said services.
Exhibit I, attached to this Request for Qualifications, is the minimum qualification
for the consulting architect. These minimum qualifications have been established
to assure the Community of professional expertise adequate experience to assure
successful completion of the proposed project within the allocated time constraints
(if applicable).
Exhibit II, attached hereto, is a rating system that will be utilized for selection of the
consulting architect. This rating system will be employed by the community to
determine which proposal best meets the needs as outlined in this "Request for
Qualifications".
Work to be undertaken as part of this proposed program may be subject to be
undertaken in accordance with 24 CFR, Part 570; 24 CFR, Part 58; and other
applicable State and Federal requirements.
Responses to this Request for Qualifications must be submitted to Kristie Dodge,
Buffalo Trace ADD, prior to 4:00pm, Friday, May 1, 2026. Any response not
meeting the minimum requirements for consulting architect's prior experience as
outlined in this request will be rejected.
Attention is called to the requirements, as applicable, as to conditions of
employment to be observed under the contract, Section 3, Segregated Facility,
Section 109, and Title VI.
As stated previously, the City of Flemingsburg reserves the right to reject any and
all responses submitted. If you have any questions regarding this Request for
Qualifications, please contact Kristie Dodge, Buffalo Trace ADD, at
kdodge@btadd.com or at 606-564-6894.
PROJECT DESCRIPTION
The City of Flemingsburg seeks funding to renovate, upgrade and repair certain
elements of the old Flemingsburg Police Department Building, in downtown
Flemingsburg. The city owned building is a two-story structure that the city plans
to renovate and upgrade to accommodate as meeting and office space for new
and/or expanding area businesses. Improvements to the building may include,
but are not limited to, HVAC, roof replacement, energy efficiency, interior
renovation, and other such identified needs.

EXHIBIT I
ARCHITECT'S QUALIFICATIONS
I. Consulting Architect's Minimum Qualifications
A. The principal responsible for project coordination must have a minimum of
three (3) years' experience with the federal/state programs.
B. The architectural firm must have successfully provided architect services for
a minimum of three (3) similar types of projects. The architectural firm will
not be accepted if there have been any unresolved audit exceptions related
to architectural services.
C. The architectural firm must submit references as to the firm's professional
qualifications from a minimum of three (3) previous clients for which the
architectural firm has performed work (include address and telephone
number).
II. Format for Professional Qualifications
Technical qualifications for the consulting architect shall as a minimum include
the following:
A. The criteria and design approach to be used in the performance of required
work.
B. The personnel to be assigned to the project and resumes of qualifications
and experience.
C. The architect's experience in the development, design and construction of
similar projects.
III. Final Selection
Final selection of the architect will be based upon the maximum total points
scored as set forth in the "Rating System" in Exhibit II.
The city of Flemingsburg reserves the right to negotiate a contract with the
architect deemed the most qualified to perform the professional services
required. The City reserves the right to move negotiations to the second highest
qualified firm if negotiations fail with the top firm.
Sealed proposals must be submitted to the office of Buffalo Trace Area
Development District by 4:00pm, Friday, May 1, 2026. Any proposal not
meeting the qualifications set forth in this Request for Qualifications will be
rejected.

EXHIBIT II
ENGINEERING SERVICES
SELECTION RATING SYSTEM
1. Project Architect's Experience Maximum 20
Points
A. 5 or more years' experience with federal/state programs 20 Points Max
B. 3 or more years experience 15 Points Max
C. 1-2 years experience 10 Points Max
D. No experience 0 Points Max
2. Firm's Project Completion Background Maximum 20
Points
A. Completion of 5 previous, similar type projects within proposed
time frame & budget 20 Points Max
B. Completion of 3 projects 10 Points Max
C. No projects were completed 0 Points Max
3. References from Similar Projects Maximum 20
Points
A. Respondent lists 3 previous clients with similar projects and all
references give excellent response on quality of service 20 Points Max
B. Respondent lists 2 previous clients 15 Points Max
C. Respondent lists 1 previous client 10 Points Max
D. Respondent lists no previous references 0 Points Max
4. Firm's Familiarity with Community's Needs Maximum 20
Points
A. Firm is thoroughly familiar with Community 20 Points Max
B. Firm is somewhat familiar with Community 10 Points Max
C. Firm is unfamiliar with Community 0 Points Max
5. Firm's Capacity Maximum 20
Points
A. Firm demonstrates adequate staff time and capacity to
manage project; identifies proposed project staff with experience 20 Points Max
B. Firm demonstrates some staff time and capacity, and/or identifies
proposed staff 10 Points Max
C. Firm does not demonstrate adequate staff time and capacity to
manage project; ; nor do they identify proposed project staff 0 points Max
MAXIMUM TOTAL POINTS 100 POINTS
Statement of Qualifications submittals should be organized to address each evaluation
criteria as listed above and provide references where appropriate. Brochures and similar
generalized background materials may be included but are not required.