Request for Statements of Proposal - City Hall Stabilization Project

Location:	Kentucky
Posted:	Feb 13, 2026
Due:	Mar 13, 2026
Agency:	City of Paducah
Type of Government:	State & Local
Category:	Y - Construction of Structures and Facilities
Publication URL:	To access bid details, please log in.

The City of Paducah, Kentucky, seeks sealed Statements of Proposal (“Proposal”) from qualified professional design services firms (Firm) to prepare and provide appropriate architectural and engineering contract documents (Project Documents) for permitting, investigative studies, design, historic preservation, bidding, and construction administration, observation, and inspection. The firm will assign a project manager to oversee the project and provide regular updates to the city project team. These services are for the City Hall Stabilization Project” (Project). The Project consists of the rehabilitation/replacement of the canopy and support columns in a manner consistent with the building's historic designation, including National Historic Register requirements, and the replacement/rehabilitation of the building's external drainage system.

Submitting firms will ideally have extensive experience in the rehabilitation of historic buildings and in addressing structural issues in large buildings. Firms should have expertise in replacing or retrofitting in-ground building drainage systems. Firms should be able to demonstrate and discuss previous projects that achieved very high levels of customer satisfaction with the design and construction services. Principals of interested firms must be appropriately licensed and/or registered in the Commonwealth of Kentucky to provide the requested services.

City Hall Stabilization Project - Statements of Proposal Packet

A MANDATORY pre-bid meeting will be conducted on Thursday, February 19, 2026, at 10:30 a.m. CST at Paducah City Hall, 300 South 5th Street, Paducah, KY 42003. All interested firms must attend this meeting.

Your completed Proposal is due to the City of Paducah by 4:30 p.m. CST on Friday, March 13, 2026. Please submit five (5) hard copies of your submittal for our review. Please mail or hand deliver your submittal to

City of Paducah

Attn: RFQ 2026-CITY HALL STABILIZATION PROJECT

City Clerk’s Office

300 South 5th Street

P.O. Box 2267

Paducah, KY 42002

Attachment Preview

TABLE OF CONTENTS

SECTION

DESCRIPTION

PAGE NO.

Invitation

....................................................................................................1

Background

....................................................................................................1

Project Description ..................................................................... 2

Scope of Services ........................................................................ 2

Time Line........................................................................................................ 2

Submittal Requirements............................................................. 4

Selection Process........................................................................................... 6

Additional Information ............................................................... 7

SECTION NO. 1- INVITATION

The City of Paducah, Kentucky, seeks sealed Statements of Proposal (“Proposal”) from qualified

professional design services firms (Firm) to prepare and provide appropriate architectural and

engineering contract documents (Project Documents) for permitting, investigative studies, design,

historic preservation, bidding, and construction administration, observation, and inspection. The firm

will assign a project manager to oversee the project and provide regular updates to the city project

team. These services are for the City Hall Stabilization Project” (Project). The Project consists of the

rehabilitation/replacement of the canopy and support columns in a manner consistent with the

building's historic designation, including National Historic Register requirements, and the

replacement/rehabilitation of the building's external drainage system.

Submitting firms will ideally have extensive experience in the rehabilitation of historic buildings and in

addressing structural issues in large buildings. Firms should have expertise in replacing or retrofitting in-

ground building drainage systems. Firms should be able to demonstrate and discuss previous projects

that achieved very high levels of customer satisfaction with the design and construction services.

Principals of interested firms must be appropriately licensed and/or registered in the Commonwealth of

Kentucky to provide the requested services.

SECTION NO. 2- BACKGROUND

In 2017, the City of Paducah awarded the City Hall Improvements- Phase 1 project to A&K Construction

for exterior restoration at Paducah City Hall, located at 300 South 5th Street, Paducah, Kentucky. The

Phase 1 project included concrete repairs and replacements; steel beam stabilization of the roof

cantilever; roofing membrane and skylight replacement; exterior door and window replacement; and

replacement of HVAC source equipment.

Phase 1 was completed in 2019, but in February 2025, deterioration became evident on the underside

of the cantilever porch. A preliminary examination identified structural overstress in the canopy. The

City Hall Stabilization Project will address the structural issues of the roof and support columns. The

building is currently in active use and will remain in use during the construction project. All proposals

should consider both the building's current use and its historic character. The building is currently listed

on the National Register of Historic Places, McNP-56, Ref# 100000742.

The Project will also address the external water drainage system. During Phase 1, the roof and moat

drainage systems were removed from the external drain system and rerouted to reduce water volume.

The trench drain casings have collapsed and allowed dirt and debris to infiltrate the drain system. This

has left a void underneath the entrance and exit ramps to the parking garage, with possible clogged

drain traps and piping.

The system can no longer handle the already reduced water volume.

SECTION NO. 3- PROJECT DESCRIPTION

The City Hall Stabilization Project has two (2) components:

1. Rehabilitation/replacement of the cantilever portion of the roof and the support pillars.

2. Rehabilitation/replacement of the building’s external drainage system.

SECTION NO. 4- SCOPE OF SERVICES

1. Permitting: Coordinate and file all necessary regulatory permits for all components of the

project.

2. Design: Meet regularly with the City Project Team to ensure compliance with all project

requirements and expectations.

3. Construction Documents: Provide preliminary and final construction design (30%, 60%, 90%,

100%) documents and services for the project.

4. Construction Costs: Provide necessary interim opinions of project cost during project

development. Interim cost estimates are essential for the owner to make critical project

financial decisions regarding overall project resources and budgeting.

5. Public Meetings: Participate in City Commission and other public meetings as requested for

presentation of project design. The selected firm is expected to provide presentations/updates

to the Board of Commissioners at critical project milestones. At a minimum, these will occur at

project milestones during the design development phase; before the Construction bid phase;

before awarding the construction bid; every quarter during construction; before substantial

completion; and before closeout.

6. Bid development: Prepare and issue all bid documents for construction. Facilitate the pre-bid

meeting. Review and qualify the bids received for the project

7. Construction Administration: The project manager will maintain regular communication with

the construction contractor to ensure the project is built to the approved plans, within budget,

and in compliance with all regulatory requirements. Coordinate monthly progress meetings

during the construction process. Review and approve all submittals; prepare field reports;

request contract modifications; respond to Requests for Information (RFIs); prepare the punch

list; and provide other traditional construction administration services. Daily oversight and

management of the project is required.

8. Construction Observation, Inspection & Testing: The project manager will provide appropriate

pre-qualified field inspection personnel for the work during all phases of construction. Prepare

daily inspection reports. Perform all necessary field testing. Daily oversight and management of

the project is required. The project manager will provide all reports required by national and

state historic preservation regulations.

9. Project Closeout: Complete necessary close-out procedures to ensure successful project

delivery, including delivery of “As-Built” documents.

SECTION NO. 5- TIME LINE

1. RFP Issued

This RFP is officially issued on February 13, 2026.

2. Pre-Bid Meeting

A MANDATORY pre-bid meeting will be conducted on Thursday, February 19, 2026, at 10:30 am

CST at Paducah City Hall, 300 South 5th Street, Paducah, KY 42003. All interested firms must

attend this meeting.

3. Question and Answer Period and Protocol

Please direct all inquiries regarding this project to Chris Yarber, Paducah Public Works Director,

at cyarber@paducahky.gov. Please clearly mark your email inquiries as “RFQ 2026-CITY HALL

STABILIZATION PROJECT Inquiry” in the subject line. No phone inquiries will be accepted.

The City Project Team will respond to your questions in writing as soon as possible. The deadline

for questions is set for Friday, February 27, 2026, at 12 noon CST. All inquiries and responses

will be available on the City’s website (http://paducahky.gov/request-bids-or-proposals) and

updated as needed. All responses will come from Chris Yarber, Public Works Director. All

addenda will be posted to the City’s website, and it is the responsibility of the respondent to

check for addenda before submission of the Proposal.

4. Proposal Due

Your completed Proposal is due to the City of Paducah by 4:30 p.m. CST on Friday, March 13,

2026. Please submit five (5) hard copies of your submittal for our review. Please mail or hand

deliver your submittal to:

City of Paducah

Attn: RFQ 2026-CITY HALL STABILIZATION PROJECT

City Clerk’s Office

300 South 5th Street

P.O. Box 2267

Paducah, KY 42002

NO ELECTRONIC SUBMITTALS WILL BE ACCEPTED. No late submissions will be accepted.

5. Oral Presentation Interviews

Interviews will be conducted for the shortlisted firms. The interviews will be limited to one (1)

hour per firm. The firm will be required to deliver an oral presentation supported by

PowerPoint, demonstrating its relevant experience and outlining its strategy to meet the City of

Paducah’s needs. All members of the firm who are essential to the project should attend the

interview. The interviews will be conducted at Paducah City Hall, 300 South 5th Street, Paducah,

KY 42003.

6. Board of Commissioners Presentation and Project Award

The selected firm will be required to present to the Paducah Board of Commissioners, at a

regularly scheduled meeting, an outline of its qualifications and plan for the design of the City

Hall Stabilization Project.

SECTION NO. 6- SUBMITTAL REQUIREMENTS

Firms interested in this project should submit a Proposal in five (5) hard copies by 4:30 p.m. CST on

Friday, March 13, 2026. Comb binding is preferred, but not mandatory. Firm’s submission must conform

to the following: All sets must be appropriately labeled. Each set shall be organized using the tabs

specified below. Firm(s) will be selected through a matrix-based selection process based on the criteria

below.

Submittals must be received by the specified date and time. On the submittal package, please display:

Firm Name, Project Title, and RFQ number. All submittals shall be addressed to:

City of Paducah

Attn: RFQ 2026- City Hall Stabilization Project

City Clerk’s Office

300 South 5th Street

P.O. Box 2267

Paducah, KY 42002

REQUIRED FORMAT, PAGE REQUIREMENTS

Submittal Cover Letter: one (1) page cover letter, two (2) pages of financial information

TAB A: Project Experience (three (3) pages per project, maximum of three (3) projects). Past

Performance Letters of Recommendation (maximum one per project identified)

TAB B: Key Project Personnel Resumés (one page per resumé, plus organizational chart)

TAB C: Method of Approach (maximum 10 pages)

TAB D: Cost Proposal (maximum 5 pages)

Adherence to the maximum page criterion is critical: each page side (maximum 8 ½” x 11”) with criteria

information will be counted. Pages that have project photos, charts, and/or graphs will be counted

towards the maximum number of pages. Front and back covers, Table of Contents, and divider (tab)

pages will not be counted unless they include qualification information that the selection panel could

consider. Resumés should provide information for key project staff (no company profiles) and should

not include project pictures or general firm details. Any additional company or non-key staff information

contained in the resumé section will count toward the maximum page allowance. Do not submit

additional information not listed herein. Font size must be at least 11 points.

COVER LETTER

Within the one-page cover letter, include:

• Firm’s full legal company name and DBA (if applicable)

• Address

• Phone number

• Website

• Firm’s Federal tax identification number (EIN)

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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