Veteran's Park Restroom Design-Build

REQUEST FOR PROPOSAL
FOR
VETERAN'S PARK RESTROOM
Issue Date: 08/18/2026
Proposal Submittal Deadline: 09/01/2026 at 10:00 a.m.
City of Gardner
City Clerk
120 E. Main St.
Gardner, KS 66030
Contact: Jason Bruce, Parks & Recreation Director
Phone: 913-856-0936
Email: jbruce@gardnerkansas.gov
PURPOSE
The City of Gardner, Kansas is seeking proposals from qualified design-build teams for the
demolition of the existing restroom structure and the design and construction of a new accessible
prefab restroom facility at Veterans Memorial Park, located at 121 W. Pawnee Ln, Gardner, KS
66030. The selected firm will provide turnkey services for project planning, site preparation,
demolition, utility coordination and connection, foundation preparation, construction of a new
restroom building, and associated site restoration and landscaping. The City intends for this
Request for Proposals to establish the project scope, proposal requirements, and selection
process using the City of Gardner's current RFP format while relying on the City's separate
Professional Services Agreement to govern contract administration, insurance, indemnification,
and related legal terms.
GENERAL BACKGROUND
The City of Gardner is committed to maintaining and improving public park amenities for residents
and visitors. Veterans Memorial Park currently contains an existing restroom structure that is
expected to be removed and replaced with a new facility that better serves park users, improves
accessibility, and provides a durable long-term public asset. The City is pursuing a design-build
delivery method so proposers may develop the most effective building and site solution while still
satisfying the City's required scope elements, budget parameters, utility conditions, and public-
use expectations.
SCHEDULE OF EVENTS
08/18/2026 RFP issue date
08/28/2026 Deadline for questions
09/01/2026 Proposal submittal deadline at 10:00am
09/02/2026 Evaluation of proposals
09/03/2026 Interviews, if necessary
09/04/2026 Selection of preferred proposal
09/08/2026 Contract negotiations
09/21/2026 Recommendation to Council for awarding contract
09/22/2026 Agreement Start Date
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REQUEST FOR PROPOSAL
FOR
VETERAN'S PARK RESTROOM
SCOPE OF SERVICES
The selected design-build team will be responsible for completing the project in accordance with
all applicable federal, state, and local requirements and for providing all labor, supervision,
materials, equipment, coordination, and incidental work necessary to complete the project.
1. Project planning and design.
Prepare and submit a design-build approach for the restroom replacement project.
Confirm existing site conditions, dimensions, access constraints, utility locations, and other
relevant field conditions.
Develop proposed building and site plans sufficient for City review, permitting, pricing, and
construction.
Incorporate required accessibility features and code-compliant public restroom design.
Include clearly identified placeholders for final owner-directed building features, finishes, and
layout decisions that may be refined after selection.
2. Demolition and site preparation.
Demolish and properly dispose of the existing restroom facility and related appurtenances
as necessary for the new work.
Perform site preparation, grading, leveling, clearing, and related work needed to support the
new facility.
Protect adjacent park improvements and maintain a safe work area throughout construction.
3. Utilities and foundation work.
Evaluate, coordinate, and update existing utility connections serving the site.
Connect the new restroom facility to existing available utilities.
Complete excavation, trenching, utility adjustments, foundation preparation, and related
work required for the proposed building.
4. New restroom facility construction.
Construct a new accessible prefab restroom building at Veterans Memorial Park. This
building should contain two (2) unisex restrooms and a utility closet.
Provide a complete, operable, and code-compliant facility ready for public use.
Include all architectural, structural, mechanical, plumbing, electrical, and other building
systems necessary for the completed project.
5. Site restoration and landscaping.
Restore disturbed areas resulting from demolition and construction.
Provide final grading, surface restoration, and landscaping associated with the project.
OWNER PROGRAM AND DESIGN PARAMETERS
The City intends for this to be a design-build project and expects proposers to use professional
judgment in developing the most suitable solution for the site and budget. To guide the design,
the City expects the following baseline approach to be addressed in each proposal:
The building shall be a new public restroom facility located at Veterans Memorial Park, 121
W. Pawnee Ln, Gardner, KS 66030.
The project shall include removal of the existing restroom structure and coordination with
existing site utilities.
The proposed facility shall be designed and constructed for accessibility and general public
use.
The proposed facility should emphasize durable, easy-to-maintain materials and systems
suitable for park operations.
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REQUEST FOR PROPOSAL
FOR
VETERAN'S PARK RESTROOM
The design-build team shall identify any assumptions regarding utilities, service capacity,
demolition extent, and site conditions.
The design-build team shall provide a narrative describing its proposed building concept,
materials, system approach, and construction sequencing.
PROPOSAL REQUIREMENTS AND SPECIFICATIONS
The submittal should be organized in a manner that will convey pertinent information. The
proposal should be formatted in the order shown below.
A. Title Page
Indicate the name of the business, address, telephone number, name of the contact person,
and the date.
B. Table of Contents
Include a clear identification of the material by section and by page number.
C. Transmittal Letter
A signed letter of transmittal by an authorized agent of the respondent briefly stating the
business understands the work to be done, the commitment to perform the work, the location
and hours of operation of the office from which work will be performed, and a statement why
the firm believes itself to be best qualified to perform the engagement. Shall be addressed to
Jason Bruce at jbruce@gardnerkansas.gov.
Include an 11x17 of the illustrative board(s) at a reduced scale in each proposal packet.
Provide a copy of the manufacturer's warranty for proposed structure and amenities.
Each vendor will submit not more than two (2) designs.
D. Qualifications & Experience
The Proposer shall understand the City's proposal evaluation and any potential selection
of the Team for the project will in large part be based upon the qualifications and
experience of the Team's personnel represented in the Statement of Qualifications.
Throughout the duration of the project the City fully expects the personnel identified in the
proposal to be maintained as part of the project team and to serve in the roles as
represented in the Proposer's Statement of Qualifications.
The Proposer should carefully consider projects which are most closely related to this
project; projects which help demonstrate the business's qualifications, experience, and
expertise managing projects like this proposed project; and projects which are relevant to
and have characteristics substantially similar to this project in terms of facility use, size,
complexity, etc.
In the case of businesses which have offices in multiple cities or locations, projects
identified to demonstrate the business's qualifications are to be limited to those projects
which were managed or constructed by the same office which will be responsible for this
project.
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REQUEST FOR PROPOSAL
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VETERAN'S PARK RESTROOM
E. References
Provide at least three (3) references (preferably governmental clients or organizations of a
similar size) the City may contact as references with respect to the business's work
performance. For each reference include name, title, address, phone number and e-mail
address.
F. Project Approach
Provide a narrative describing the proposed approach to design, demolition, utility
coordination, construction, schedule management, quality control, and closeout. Include a
discussion of how the respondent will manage:
Existing facility demolition.
Site leveling and preparation.
Utility updates and connections.
Accessibility and code compliance.
Construction sequencing within an active public park.
Protection of surrounding park improvements.
Final landscaping and restoration.
G. Conceptual Design Narrative
Provide a preliminary conceptual description of the proposed restroom facility, including:
Building concept and layout approach.
Anticipated materials and systems.
Accessibility strategy.
Durability and maintenance considerations.
Any recommended alternates or value-engineering options.
Clearly identified assumptions for owner-selected features that remain undecided.
H. Schedule
Provide a preliminary project schedule showing major milestones from notice to proceed
through final completion. The schedule should identify anticipated durations for design
development, permitting, demolition, utility work, building construction, site restoration, and
closeout. Include any assumptions affecting schedule performance.
I. Disclosures
Disclosure of any bankruptcy or insolvency, false declarations, significant or persistent
deficiencies in performance of any substantive requirement or obligation under a prior contract
or contracts, final judgement in respect of serious crimes or other serious offences,
professional misconduct or acts or omissions adversely reflecting on the commercial integrity
of the firm, or failure to pay taxes.
J. Insurance
Describe amounts and types of insurance carried, including the deductible amount, to cover
errors and omissions, improper judgements or negligence.
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REQUEST FOR PROPOSAL
FOR
VETERAN'S PARK RESTROOM
K. Fee Proposal
In a sealed envelope, please submit a fee proposal which includes the following:
Propose the total cost to be charged by your business for each type of service.
Identify any additional fees that may be included. Identify the rates and descriptions of the
additional fees.
Add alternates - The City would like to see an itemized cost if it were to increase
the building scope from a two unit building to a three or possibly four unit building.
L. Exceptions to this Request for Proposals
Exceptions which are desired by the proposer shall be specifically noted in the proposal
submitted. If not so noted, compliance with the provisions of the Request for Proposals shall
be assumed.
M. Acceptance of City Terms and Conditions
By submitting a proposal, the proposer acknowledges and agrees that, if selected, it will enter
into a written agreement with the City of Gardner substantially in the form of the City's standard
contract for professional services. The proposer further agrees to comply with all terms,
conditions, and requirements of this Request for Proposals and the City's standard contract,
unless specific exceptions are clearly stated in the proposal. Failure to note exceptions shall
be deemed full acceptance of all terms and conditions.
BABA REQUIREMENTS
If the project is determined to be infrastructure, the sponsor must provide BABA documentation
to the Kansas Department of Wildlife and Parks covering all applicable components included
within reimbursement request invoices; and documentation must demonstrate that all applicable
parts, products, materials, and components are compliant with BABA requirements.
PLEASE NOTE: If this project exceeds the price of $250,000, it is considered an infrastructure
project subject to applicable Build America, Buy America requirements. The proposer shall
include in its proposal all costs necessary to comply with applicable BABA requirements for
covered iron, steel, manufactured products, and construction materials permanently incorporated
into the Project. The proposer shall provide all required certifications, source documentation, and
other BABA support needed for the City's reimbursement requests and KDWP compliance review.
SUBMISSION INSTRUCTIONS
Respondents must submit five (5) printed copies and one (1) digital copy (USB flash drive or CD)
of the proposal no later than 10:00 AM on Tuesday, September 1, 2026. Any proposals received
after 10:00 A.M. will be deemed ineligible. Please submit the proposal in a sealed envelope.
Submit proposals to:
Renee Rich
City Clerk
120 E. Main St
Gardner, KS 66030
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REQUEST FOR PROPOSAL
FOR
VETERAN'S PARK RESTROOM
PUBLIC BID OPENING NOTIFICATION
Proposals received in response to this Request for Proposal will be publicly opened and read
aloud at 10:00 a.m. on Tuesday, September 1, 2026, at the following location:
City Hall - Council Chambers
120 E. Main Street
Gardner, Kansas 66030
Respondents are welcome, but not required, to attend the bid opening. Only the names of the
firms submitting proposals and confirmation of receipt will be announced; no evaluation or award
decisions will be made at that time.
PROPOSAL EVALUATION
A selection committee consisting of the Parks and Recreation Director, the Park and Recreation
Superintendents, the Building Maintenance Supervisor, and the Deputy City Administrator will
evaluate the proposals.
The proposals will be evaluated on the following criteria:
Firm qualifications and experience (20 points)
Personnel experience and references (20 points)
Cost (20 points)
Project design quality and play value (40 points)
The maximum possible score is 100.
The selection committee will evaluate the written proposals and will select the respondent(s)
which meets the best interests of the City. After evaluating the proposals, the City may request
additional information. At its discretion, the City may require any respondent(s) to make an oral
presentation of the proposal. These presentations provide an opportunity for the respondent(s) to
clarify the proposal for the City. The City will schedule any such presentations. After completing
the selection process, the reviewers will present a recommendation for approval by the City
Council at its September 21, 2026 meeting.
The City shall be the sole judge of its own best interests, the proposals, and the resulting
negotiated agreement. The City's decisions will be final.
The City reserves the right to negotiate any and all elements of this proposal, including but not
limited to the fee structure and length of the contract, with the business selected.
It should be further noted that the proposals, during the evaluation processes, will be proprietary
working documents and as such are not subject to public opening or inspection. Once an official
recommendation for award has been made and forwarded to the Gardner City Council for
approval, all information associated with the proposals, including pricing, becomes available as
public records. Should any items within your proposal be deemed confidential, under the
provisions of the State of Kansas Open Records laws, they must be so marked and submitted as
a separate document.
PROTEST PROCESS
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REQUEST FOR PROPOSAL
FOR
VETERAN'S PARK RESTROOM
Any actual or prospective bidder, contractor or vendor who is aggrieved in connection with the
solicitation or award of a contract/purchase order may protest to the City Administrator or his/her
designee. The protest shall be submitted in writing to the City Administrator or his/her
designated representative within 10 working days after the aggrieved party knows or should
have known of the facts giving rise to the grievance.
The City Administrator or his/her designee shall have the authority to settle and resolve a
protest of an aggrieved bidder, contractor or vendor, actual or prospective, concerning a
solicitation or award of a contract. A written decision regarding the protest shall be exercised in
accordance with the City's procurement regulations contained in this policy.
INQUIRIES
All inquiries concerning this RFP should be submitted to Jason Bruce at
jbruce@gardnerkansas.gov. All inquiries received will be responded to by means of addendum
to this RFP and distributed via email to all known interested institutions.
DEADLINE FOR INQUIRIES
The deadline for receipt of questions from respondents is close of business on Friday, August 28,
2026. No further questions or clarifications will be provided after that date.
CONTRACT TERMS
The City's Professional Services Agreement, attached as an exhibit to this RFP, will govern the
contractual terms of the engagement, including insurance, indemnification, termination, records,
compliance with law, and other legal requirements. To avoid duplication and potential
inconsistency, those terms are not restated in full in this RFP.
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