Architectural and Construction Administration Services for Multiple Roof Replacement Projects

City of Mena, Arkansas
Request for Proposals (RFP)
Architectural and Construction Administration Services for Multiple Roof Replacement Projects
1. Introduction
The City of Mena, Arkansas (the “City”) is requesting proposals from qualified, licensed architectural firms to provide professional architectural and construction administration services related to the replacement of multiple municipal building roofs that have sustained hail damage. Insurance proceeds have been received for these projects, and the City intends to complete all work in compliance with applicable Arkansas statutes and procurement requirements.
2. Project Background
Several City-owned facilities have experienced hail damage to existing roofing systems. The roofs involved include, but are not limited to:
• Standing seam and exposed fastener metal roofs
• TPO (Thermoplastic Polyolefin) membrane roofs
• Asphalt shingle roofs
• Stone-coated metal roofing systems
The City seeks an architect to act as its representative to: - Evaluate existing conditions - Develop a complete scope of work and technical specifications - Assist with bidding and contractor selection - Provide construction administration and inspection services through project completion
3.        Scope of Services
The selected firm shall provide, at a minimum, the following services:
A. Evaluation and Scope Development
• Perform site visits and assess existing roof conditions
• Review insurance documentation and damage assessments as applicable
• Develop a detailed scope of work for each facility
• Prepare construction documents and technical specifications suitable for competitive bidding
8. Bidding and Procurement Assistance
• Assist the City with preparation of bid documents
• Support the City during advertisement and bidding in accordance with Arkansas procurement laws
• Respond to bidder questions and issue addendum as needed
• Assist with bid review and provide recommendations for award
C. Construction Administration and Inspection
• Conduct pre-construction conferences
• Perform periodic site inspections to verify compliance with plans and specifications
• Review contractor submittals and pay applications
• Identify deficiencies and monitor corrective actions
• Conduct final inspections and assist with project closeout
4. Proposal Requirements
Proposals should include the following information:
1. Firm Information - Legal name, address, and contact information
2. Licensing and Qualifications -Arkansas licensure and professional credentials
3. Relevant Experience - Experience with municipal projects and roofing systems similar to those described
4. Project Team - Identification of key personnel assigned to the project
5. Project Approach - Description of methodology for evaluating roofs, developing scope, and managing construction
6. Schedule - Estimated timeline for scope development, bidding, and construction administration
7. Fee Structure - Proposed fee arrangement (lump sum, hourly with not-to-exceed, or other), including reimbursable expenses
8. References -At least three references for similar projects completed within the last five years
5. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
• Qualifications and experience of the firm and project team
• Demonstrated experience with similar roofing systems and public-sector projects
• Understanding of the project and proposed approach
• Ability to meet schedule requirements
• Fee proposal
The City reserves the right to interview selected firms prior to final selection.
6. Submission Instructions
Proposals must be received no later than March 3, 2026 at 12:00 PM.
Proposals may be submitted:
• By Mail or Hand Delivery:
City of Mena
Attn: Mayor’s Office 520 Mena Street
Mena, Arkansas 71953
• Electronically: mayor@cityofmena.gov Late proposals may not be considered.
7. Additional Information
• The City reserves the right to reject any or all proposals.
• The City may waive informalities and minor irregularities in proposals received.
• This RFP does not obligate the City to award a contract or pay any costs incurred in proposal preparation.
8. Contact Information
All questions regarding this RFP shall be directed to: Seth F. Smith
Title: Mayor
Phone: 479-394-4585
Email: mayor@cityofmena.gov
9. Anticipated Schedule (Subject to Change)
• RFP Issued: February 15, 2026
• Questions Deadline: February 27,2026
• Proposals Due: March 3,2026 at 12:00 PM
• Selection/Interviews (if needed): March 5, 2026
• Contract Award: March 10, 2026
The City of Mena appreciates your interest and looks forward to receiving your proposal.
This publication paid for by the City of Mena General Fund - City Clerk’s office in the amount of $731.62.
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