Park Design: Doc's Cafe, Restoring One of Roswell's Historic Places of Significance

INTRODUCTION

The City of Roswell is soliciting proposals (RFP's) for comprehensive design and construction administration services for the reinterpretation of the historic Doc's Cafe site as an accessible community space.

BACKGROUND

Doc's Cafe was one of the first Black-owned businesses in the Roswell community and represents a significant historic place and period not only for Roswell, but for the broader region. It served as a community retreat-where individuals were treated with kindness and respect regardless of race. "All Welcome" was a sentiment consistently shared by community members in describing the spirit of the space.

Located near the original parcel, the project will incorporate placemaking-driven park design that reflects the themes and ideals of Doc's Cafe. These themes may be expressed both literally and interpretively, capturing the history and lived experiences of African Americans in Roswell while creating space for new memories and community connections. The site will include interpretive elements, exhibits of historical materials, and programmatic activations that reflect the cultural and social significance of Doc's Cafe.

The design direction emphasizes an outdoor, open, and highly accessible experience. The site should function as a flexible outdoor activation space that supports informal gathering, community programming, and interpretive engagement while minimizing operational complexity.

Covered elements are envisioned as open-air, weather-protected structures rather than fully enclosed buildings. This approach supports visibility, accessibility, and adaptability, while reinforcing the welcoming and inclusive nature of the site.

Salvaged and reclaimed materials from the original Doc's Cafe-carefully deconstructed and preserved-must be incorporated wherever feasible. These materials may be utilized within hardscape, shade structures, seating, sculptural elements, or interpretive installations. Documentation of available materials will be provided to the selected design team.

The site experience should reflect the core themes of Doc's Cafe as a cultural landmark and place of significance in Black history. It should provide opportunities for learning, reflection, and celebration, while also including dedicated space for recognition and commemoration of community members connected to its legacy.

SCOPE OF WORK

Scope of services is anticipated to include, but is not limited to: community engagement with stakeholders; site analysis (detailed below); geotechnical investigation; civil engineering (grading, drainage, and stormwater management); water resources/stormwater engineering; utility coordination; landscape architecture; structural engineering for site elements and open-air structures; accessibility (ADA) compliance; lighting and electrical engineering as needed; permitting and regulatory coordination; cost estimating; preliminary interpretation/signage plan; full construction administration services (detailed below), and coordination through project closeout.

The selected consultant will engage in a minimum of two public outreach events at the site. The on-site workshops are intended to both gather information from the public and provide public outreach regarding understanding adaptative and resilient design ideas to supplement the design intent package.

Site Analysis or Pre-Design Work/Services to include boundary and topographic survey, and utility locating / mapping, geotechnical borings, and hydrology study.

Concept Development: Selected consultant will apply existing conditions assessment and project objectives to develop a minimum of three (3) conceptual (10%) design plans for Doc's Cafe. All designs must incorporate findings from the Design Intent Package and workshop series (attached in Appendix). Each concept shall include a table of estimated cost for 100% design and implementation for use in planning purposes. Following selection of a design concept, design may continue to subsequent milestones.

Design and permitting: 30%, 60%, 90%, and 100% construction drawings with budget estimates at each milestone. Please plan a review and comment period from City Staff for each design milestone.

Construction Administration is to include pre-bid meeting attendance, bid reviews and recommendations, shop drawing reviews, RFI responses, pay application reviews, change order reviews, site visits during construction, punch list preparation and maintenance, substantial completion, final completion and closeout, and bidding support.

Selected consultant will form understanding of physical and programmatic issues for the site. Selected consultant and Stakeholder Committee will purposefully seek engagement from members of the public that live in neighborhoods adjacent to the park with socio-economic constraints. Bidder should describe their recommended approach to soliciting the most meaningful and efficient method of communication and engagement. City staff will coordinate location of meetings and distribute all outreach and advertising materials.

As the project evolves, there is an opportunity to consult with Georgia Tech experts on design advisement. The selected consultant should have a line-item provision that would include time for the design team to use Georgia Tech as a 3rd party review service and to utilize as a project advisor and feedback component.

DELIVERABLES

Concept Plans - pdf plan view with proposed components labeled, estimated construction costs, and a brief description of project elements, including optional add-alternatives for use of remaining contingency during construction. Selected consultant may be asked to present these concepts for purposes of research or grant funding applications.

Existing Conditions and Site Analysis as described in Scope of Work.

Studies and Reports: Geotechnical borings and report, Hydrology study, Wetlands study, Floodplain study.

Design drawings at 30%, 60%, and 90% milestones. Selected consultant may be asked to present for research or grant funding applications.

Budget estimates will be included at each milestone.

Biddable 100% construction documents including plans, details, technical specifications, construction documents, and bid tab

Renderings

Final Construction Documents (PDF and AutoCAD)

As-Built drawings

MEETING ATTENDANCE

In addition to the public community engagement and design presentation meetings, the following meetings are anticipated:

Kick Off Meeting with Staff (in-person or virtual)

Bi-weekly conference call/check-ins with City Staff

Progress meetings with Stakeholder Committee to provide updates and solicit input on plan development; meeting attendance should be coordinated with other public stakeholder tasks (in-person).

FORMAT OF DOCUMENTS

All documents shall be prepared in a format approved by the City to ensure the City has the ability to use and compile all prepared information and data.

PROPOSAL FORMAT AND REQUIREMENTS

Proposals should put forth full, accurate, and complete but concise information as required by this request. Proposals should be prepared simply and economically, providing a straightforward, concise description of the applicant's ability to meet the requirements of the RFP. Emphasis should be on completeness and clarity of content. The City shall not be liable for costs incurred in the preparation of the response to this RFP or in connection with any presentation before a Selection Committee.

The City reserves the right to reject proposals/parts thereof or to solicit new proposal and award contracts as it deems in its best interest. All proposals will remain property of the City. It is further understood and agreed that all information included in, attached to, or required by the Request for Proposal shall be public record upon delivery to the City.

To enable the City to compare the proposals received we ask that your proposal include the information specified below, the sequence listed, with each section of your proposal numbered to correspond to the numbers sequenced below.

The City may ask for a presentation to be made of the submitted materials as part of final selection. This is to ensure understanding of unique challenges of the project and alignment with project goals.

MINIMUM QUALIFICATIONS

All interested firms must meet the minimum qualifications listed in the following categories:

Personnel In Charge: The selected Firm's personnel in responsible charge of the project will be required to possess and maintain a valid Georgia Professional Architect's License. The firms will also be required to have a Project Manager available for direct and visual supervision of the staff.

Firm Size and Experience: Firms responding to this request should be of adequate size and sufficiently staffed and experienced to perform the assignment described herein and upon execution of the contract with the City, will be required to demonstrate the ability to provide necessary staffing and equipment.

Corporate Registration: Prior to the negotiation process, the selected company will be required to have a current corporate registration with the Secretary of State (partnerships excluded) in Georgia. The selected company will also be required to maintain insurance coverage from a firm approved to do business in the State of Georgia. Proof of coverage must be submitted on a form acceptable to the City.

Employment Practices: The selected firm must meet all City, State and Federal affirmative action and equal employment opportunity practices.

Experience with Similar Projects: The firm must demonstrate a robust history of similar projects (both in progress and completed) that include successful public engagement, historic sites or historic preservation, park or museum design, and nature-based design solutions for flooding.

Request for Proposal (RFP) shall include the following, in this order:

Title Page: This should include your company name, address, telephone number, and person to contact regarding this proposal with e-mail address.

Executive Summary: Provide a brief history of your firm, company structure, key personnel, and identify key qualities or services provided that distinguishes your firm from other firms. Outline your company's experience with similar current or completed projects.

Understanding and Approach: Illustrate your understanding of and approach to building cultural assets on historic sites, preserving historic materials, and building unique parkland experiences. In particular, document your expertise in:

Design involving historic parks, historic structures, or repurposing historic materials;

Engaging the public and stakeholders;

Scope of Services & Deliverables: The scope of work provided above is based upon project and community needs. Firms can provide additional or alternative scope items but must use this scope of work as your basis of your fee proposal.

Provide an outline of deliverables at key milestones with a general outline of content/purpose.

Identify the specific services that will be provided by your company and any other recommended services in addition to those identified herein for consideration and possible incorporation that you deem pertinent to the project. Clearly identify the name and address of all firm(s) that may be used on this project as sub-consultants, with a brief description of their qualifications with emphasis on expertise related to this project, and your prior association with them, if any.

The organizational structure under which the firm proposes to conduct business and the relationship to any "parent" firm of subsidiary firm, with any of the parties concerned, must be clearly defined. List any services or consultants that are specifically excluded from this proposal. Include current Federal GSA Form 330.

Schedule: provide a timeline outlining anticipate milestones, deliverables and meetings.

Project Team Organization and Staffing: Provide an organizational chart for the proposed staff for this specific project, including any subconsultants. Identify the Principal of the firm who will be responsible for the project and include resumes of all key project team members. Clearly identify the project manager who will be the day-to-day contact for the City's project manager.

Describe your philosophy and method of project management, reporting and budget tracking.

Additionally:

Provide a brief description of similar projects in which the key personnel may have worked together as a team. Include previous assignment information such as title, length of time on job, references and contact information.

Estimate the percent of time you will have each staff member working on the assigned project.

The City reserves the right to interview and specify key staff members on this project. All candidates must be available for interview, if requested.

References: Provide three (3) recent and relevant references that will be able to verify the quality of the company's services, expertise and proposed key staff, with title, position, their relationship to the project, and telephone numbers.

Fee Proposal: Provide lump see fee and manhours broken down by major task. Lump sum fee shall be inclusive of all reimbursable expenses which shall be itemized separately. Hourly Rates: Provide hourly rates for each firm involved in the Plan development.