City of Lake Mills, Wisconsin

On the shores of Rock Lake

Request for Proposal for Architectural Services and Construction Administration Services at Sandy Beach Park

Proposals must be submitted No later than

5 PM January 3rd, 2024 to:

City of Lake Mills C/O Eric Schreiner 200 Water Street Lake Mills, WI 53551 And



There will not be a public opening for this Proposal


For further information regarding this RFP contact Eric Schreiner

At (920)648-2344



Issued: 11/27/2023


The City of Lake Mills, Jefferson County, Wisconsin, is soliciting proposals from qualified firms for architectural services for the construction of a new restaurant facility located at Sandy Beach Park. This RFP is seeking services for concept/preliminary design, final design, bidding, and construction administration management services.



The City of Lake Mills (population 6.693) is in Jefferson County Wisconsin and sits along interstate 94. The City owned a restaurant facility at Sandy Beach Park until it was razed in 2019. Prior to 2019, the City leased the facility to a restauranteur for the operation of the restaurant. In 2022, the City conducted a survey of the community showing strong support for the return of a restaurant facility at Sandy Beach Park.


Project Details Site Location

The restaurant facility will be located in Sandy Beach Park at 345 Sandy Beach Road in Lake Mills, WI. The structure will be an approximately 4,000 to 4,500 square feet “white box” including the HVAC, immediate landscaping, patios, and rooftop deck. The restauranteur will complete the buildout of the restrooms, equipment, furniture, fixtures, finishes, flooring, and lighting. Such finishing is outside the scope of this project.


Project Description

  1. Concept Design and Opinion of Probable Cost for Municipal Building – The selected firm will work with City Staff and the future restauranteur to evaluate needs, gather input, and analyze available options for this facility.
  2. Schematic Design, Design Development and Final Design Phase
  3. Bidding and Contract Award Phase
  4. Construction administration and Project Close-out Phase


Scope of Services 

Each firm will submit a Scope of Services with their proposal. The Scope of Services listed in this section is intended to give firms direction and understanding as to what the City values and expects. Firms are encouraged to tailor their proposed Scope of Services as they see fit to deliver a process that balances timeliness, cost efficiency, input, exploration of options and best practices for a municipal building. The selected architect shall work closely as a part of the project team to develop a design for the facility that meets the needs of the City and the Restauranteur. This objective will be accomplished through frequent and routine communication and meetings of the project team.


Phase 1: Preliminary/Concept Design and Opinion of Probable Cost

Conceptual Site Layout:

  • Architect shall develop alternative layouts for the project on the preferred site.
  • Facility should be designed to maximize functionality, efficiency, and durability.
  • Surveying: Survey the site to 100 feet outside the limits of disturbance in sufficient detail for all planning and design purposes. Survey shall include all surface features, utilities – both buried and overhead, and any other relevant information necessary for completion of the work.
  • Geotechnical Investigation: Provide geotechnical and foundation evaluation investigations as a part of the site development.
  • Building location and configuration will be evaluated in conjunction with the site plan to use available space efficiently and in consideration of environmental and archaeological conditions.
  • Environmental issues: The site design shall be sensitive to and shall protect the surrounding environment.
  • Grading and Storm Water Management: Grade the site and design adequate storm water management facilities to minimize the risk of flooding or excessive ponding. Special consideration should be given to the protection of Rock Lake Water Quality.
  • Shoreline Zoning: Any design should meet all requirements of the City’s shoreline zoning.
  • Utilities: Provide for all required utilities and where feasible, install all utilities underground. Site utilities shall include but not be limited to water, sanitary sewer, storm sewer, telephone, electric, cable TV, fiber optics, site lighting, site communications and potential back up power. Coordinate with relevant contractors.
  • Parking Lot: Provide design for parking lot improvements immediately necessary for the facility and conceptual design for future improvements at a later date.
  • Landscape Design: Provide a landscape design for the facility that will be attractive, low maintenance, and consistent with conventional landscaping standards for the appropriate zoning district. Landscaping should consider best practices for the site and contributing to effective storm water management.
  • Drawings: Develop drawings that illustrate the design concepts being proposed. Drawings shall include but not be limited to site plan, floor plan(s), elevations, and colored renderings.


Schedule: The City is targeting the building to be furnished and operational by Spring of 2025.

  • Develop and regularly maintain a project schedule that includes all phases of the project through completion of construction and startup/occupancy of the new facility.
  • Present the schedule and provide sufficient detail to allow tracking of the progress of the work through each phase.
  • Promptly notify City Administration of any delays that will impact the successful completion of the work.


Construction Cost Control: The City is anticipating a total building cost of $1,500,000. Controlling the total project cost is critical to project success.

  • The Architect shall work within and adhere to this project budget. The Architect agrees to work closely with City staff to control costs. The Architect will be keenly aware of project costs throughout all phases of the project.
  • If an adjustment in the project budget is required to meet the overall objectives of the Council, the Architect shall promptly notify the City Manager and provide the necessary supporting documentation to allow the Council to decide. The Architect shall not proceed with completion of the project without the prior written authorization of the Council and an adjustment to the project budget.
  • If adjustment of the project budget is not feasible, the Architect shall work with City Administration to modify the project to reduce the scope or phasing of construction to fit within the approved budget.
  • The Architect shall remain responsible to maintain the project within the budget. If project costs exceed the budget due to the actions, inactions, and/or errors or omissions of the Architect, the City Manager may direct the Architect to redesign the facility at no additional cost to the City and bring the work within budget.


Other issues as required to complete the work: The Architect shall outline and detail in the Proposal any other tasks required to complete the work. Failure to account for items that would be considered usual and customary

to this project shall not be justification for additional compensation or an extension of contract time.


Architect’s Minimum Responsibilities for Phase 1

  • Provide all necessary personnel, resources, and sub-consultants to complete the specified design work to the satisfaction of the City.
  • Retain a Geotechnical Engineer licensed in the State of Wisconsin to analyze site conditions and recommend foundation configuration and loadings.
  • Retain a surveyor licensed in the State of Wisconsin to survey the property and develop any required site topographic maps, utility maps, and any other base mapping information necessary to complete the work.
  • Gather and compile all necessary data required from the City’s records, from field reconnaissance, and from other sources as is necessary to complete the work.
  • Provide preliminary conceptual designs for review.
  • Provide an Opinion of Probable Cost for all alternatives and preferred site layouts and building configurations.
  • Provide regular reports about the progress of the work.
  • Regularly update the project schedule.
  • Control project costs.
  • Any other work considered normal for a project of this type and scope as required to meet the needs of the Board.
  • Provide project meeting minutes.


The Architect shall provide the City with all necessary drawings, renderings, and exhibits to convey the intent of the conceptual design to the City Council. The Architect shall not proceed with Final Design until receipt of written approval of the conceptual design from the City Council.


Phase 2: Final Design

Upon approval of the Preliminary Design, the Architect shall proceed to Final Design and development of bidding documents. The final design shall incorporate the approved conceptual design into Drawings and Specifications suitable for public bidding. Based on the concept developed in Phase 2, the Architect shall prepare final design documents for the work to include but not limited to:

  1. Site Plan
  2. Site Utilities
  3. Site Grading
  4. Storm Water/Erosion Control Plan
  5. Landscaping
  6. Administration/office design
  7. Architectural requirements
  8. Interior space layout
  9. Telephone system and audio/visual low voltage systems
  10. Fiber Optic Communications
  11. Building material schedules
  12. Window and door schedules
  13. Room Finish Schedules
  14. Plumbing
  15. Sprinkler
  16. Electrical
  17. HVAC
  18. ADA Compliance
  19. Any other component and schedule necessary to complete the work Develop final drawings.


Constructability: The Architect shall be responsible for the constructability of the final design. The Architect shall coordinate the design of all mechanical, electrical, and plumbing work to avoid conflicts between the respective systems and confirm they will all fit into the allotted space. Notwithstanding any recommendations or approvals by the City, the Architect shall not be relieved from responsibility for the workability and suitability of the design and all associated details.


Geotechnical Investigation and Foundation Design: Architect shall retain the services of a Geotechnical Engineer to perform an investigation of the site soils and determine required design criteria. The Geotechnical Engineer shall be a Professional Engineer licensed in the State of Wisconsin. Based on these soils’ investigations, the Geotechnical Engineer shall make recommendations on type and size of foundations for the complex.


Site Surveying and Grading: Architect shall retain the services of a Registered Land Surveyor licensed in the State of Wisconsin to prepare a topographic and utility map of the property to serve as the base for design drawings. Survey shall extend a minimum of 100 feet beyond limits of disturbance. Using the topographic information, a storm water management plan shall be developed to control runoff and minimize impact to neighboring properties.


Permit Requirements: The Architect shall be responsible to provide information necessary to obtain required approvals and permits for the work.


Architect Responsibilities for Phase 2:

  • Provide all necessary personnel, resources, and sub-consultants to complete the specified design work to the satisfaction of the City.
  • Regularly meet with Administration to review project status and design details.
  • Schedule and coordinate quality control reviews during the Final Design.
  • Provide regular written reports and communication with Administration about the progress of the work.
  • Regularly update the project schedule with Administration.
  • Regularly update the project estimated costs with Administration.
  • At the completion of the work, provide a final opinion of probable costs for the project.
  • Control project costs to keep the project within budget. Notify Administration if estimated cost of construction exceeds the project budget, including any contingency.
  • Any other work as normally required for a project of this size and scope.
  • Provide project meeting minutes.


The Final Design shall be reviewed and approved by the City Council. If the Final Design is not approved, the Architect shall revise the design until such time it gains their approval, and any such work shall be completed at no additional cost to the City. The project shall not proceed to the Bidding Phase without the prior written approval of the City Council.


Phase 3: Bidding Services

Objective: The project developed during Phase 2–Final Design shall be competitively bid through the City of Lake Mills to contract with a qualified contractor for efficient and workman like construction at an equitable price with minimal change orders.


Architect’s Responsibilities for Bidding:

  • Provide all necessary personnel, resources, and sub-consultants to assist the City in competitively bidding the work.
  • Gather and compile all necessary data required from City and County records and other sources as deemed necessary to bid the project successfully and competitively.
  • Prepare bidding forms, and conditions and the form of Agreement between the Contractor and the City. Architect shall use the AIA standard forms and contract, which may include modifications by the City’s legal counsel.
  • Provide a PDF of the complete Plans and Specifications suitable for posting.
  • Answer questions from prospective bidders.
  • Participate in a pre-bid meeting with prospective contractors to answer questions, provide clarity, and explain the project concepts and goals.
  • Prepare Contract Addendums as required to clarify or modify the design.
  • Assist the City in opening and evaluating the bids and recommending an award.


Cost Limitation on Construction Costs: If the bid price is higher than the project budget, work with the City to determine ways to cut costs.

  • Assist in value engineering the project to reduce costs. Evaluate alternatives, provide cost information, and advise the City as to the value of all revisions.
  • Work with vendors/contractors in developing and evaluating cost reduction alternatives.
  • Assist the City in re-design and re-bidding the project if required.
  • Provide any other work and assistance during the bidding process that would be usual and customary for a project of this size and scope.
  • Prepare construction contracts.


Phase 4: Construction Administration Services

Objective: Assist City in monitoring, recording, and administering construction activities.

Architect’s Responsibilities for Construction Administration Services:

  • Provide all necessary personnel, resources, and sub-consultants to assist the City in administering construction of the project.
  • Construction administration and documentation to include but not limited to:
    • Shop drawings
    • Schedule compliance
    • Contract compliance
    • Regular construction meetings
    • Request for information
    • Change Orders
    • Monthly pay requests
    • Operation and maintenance manuals
    • Test results
    • Final inspection and punch list
    • Contract Closeout
    • Training
    • Startup and Commissioning
    • Final As Built plans and documents
    • Other tasks normal to facility construction administration


Construction Inspection Services or Resident Engineer:

  • The City will work with the selected firm to discuss options for inspection services and make a determination based on cost and benefit.
  • Provide a reasonable amount of on-site coordination and inspection to adequately protect the City’s interests and to ensure that the facility is constructed in compliance with project’s contract documents.
  • Resident inspector/engineer shall provide regular written site reports to the City.
  • Resident inspector/engineer shall witness and document start up and testing of the facility.
  • Any other work noted in this Request for Proposals and the project Scope of Work required to successfully complete construction, startup, and commissioning of the facility.



RFP Schedule

Distribute RFP for Architectural Services November 2023. RFP Proposals Due January 3, 2024 by 5:00 pm

Review of Proposals through January 12, 2024 Estimated Award Date by City Council: January 16, 2024.


Proposal Content and Evaluation


Proposals submitted for this Project are to follow the outline described below and shall address all requested information. Any additional information that the firm wishes to include that is not specifically requested should be included in an appendix to the Proposal. Firms are encouraged to keep the Proposals brief and to the point, but sufficiently detailed to allow evaluation of the Project approach. Please submit the following information in the order and format indicated below.


A. Cover Letter: (1 page maximum).

Provide a cover letter introducing your firm and proposal. The cover letter shall include a short narrative descriptionoftheProjectbasedontheScopeofWorkpresented.Includeanyissuesthatyoubelievewillrequire special consideration for this Project. Also identify any unique approaches for design or construction of this Project. Discuss the strengths that your firm may have related to this Project.


B. Company Overview: (2 page maximum).

Provide an overview of the company detailing the total number of professional staff, the history of the company, the ownership  structure, and the  office  responsible for this Project as a minimum.


C. Design Experience: (5 page maximum).

Provide five examples of the types of projects which you feel best represent your firm’s experience with design and construction management. Include project size and description and all other pertinent project facts. Only include those projects where significant involvement of individuals anticipated to be part of the proposed Project staff. Include the owner of the project as a reference for each of the referenced projects.


D. Related Project Experience (5 page maximum)

Provide a list of specific project experience with pertinent project information. Provide the name of

the project manager for each similar project completed. Present the proposed budget and schedule for each project in comparison to the final cost and completion time. References should be provided for each project.


E. Personnel Assigned to Project (Project Team)

Provide the name of the project manager to be assigned this work along with a description of their experience and expertise. This person will be the main point of contact with the City and directly responsible for the project. List the names of other key members of the project team, along with their experience and expertise. Provide resumes and references for the staff to be assigned to this Project.


If selected, the naming of personnel as listed above will be considered by the City to be the project team and will be expected to be assigned to the project for its duration. These personnel are also expected to be readily available by email, telephone and in person.


F. Understanding of the Project (2 page maximum)

Provide a brief statement as to the firm’s understanding of the project. Discuss the resources needed to achieve the work listed in the scope of services. Specifically, detail the employees, time and approach that will be required for each component of the project. Discuss the proposed planning, organization, and management tools to be used to controlscheduleandcosts.Provideanestimatedschedulefortheprojectfromawardofthe RFP to project closeout particularly as it adheres to or strays from the schedule given.


G. Insurance: (1 page maximum)

Insurer’s must have  a Best’s  Insurance Reports rating  of at least “A” and a Financial  Size Category of no   less than “Class VI” and are authorized as an admitted insurance company in the State of Wisconsin, the City, its elected or appointed officials and employees shall be named as additional insureds on the General Liability and Umbrella policies. The minimum insurance requirement is as follows, subject to modification as a part of the Design/CM Contract:

Commercial General Liability: General aggregate limit

(other than Products-Completed Operations): $2,000,000 per project Products- Completed Operations $1,000,000 (aggregate) per project Personal and Advertising Injury $1,000,000

Each Occurrence Limit $1,000,000

Auto liability: Combined single limit per accident $1,000,000

Worker’s Compensation Statutory limits


Employer’s liability Sufficient to meet underlying Umbrella liability insurance requirements Umbrella:

Each occurrence $2,000,000 Aggregate $4,000,000

Professional Liability:

Each occurrence $1,000,000 Aggregate $2,000,000


All major consultants (e.g. structural, civil and mechanical) shall have the same types and quality of insurance coverage and the same limits as the Architect/CM, provided that such limits may be reduced upon prior written agreement of the City.


H. Consultants: (1 pages maximum)


Identify the engineering consultant for the geotechnical report and the surveyor for the survey, with a brief introduction to their experience and capabilities.


I. Exceptions:


State any exceptions you have to the terms of this RFP, the requirements of the Response, Compensation Proposal, and the anticipated Design/CM Contract. If your response varies from the requirements of the RFP, clearly mark those differences. Your Response is a certification that you have thoroughly read the RFP and the anticipated form of Design/CM Contract and agree with the provisions included therein, other than the exceptions noted in the Response.


J. Confidentiality:


All proposals shall become the property of the City of Lake Mills once submitted. If any of the material you provide is confidential or is a proprietary trade secret, mark that material with a “Confidential” stamp. While theCitywillattempttokeepsuchinformationconfidential,asapublicbodyitcannotguarantythatitwillremain confidential. The City assumes no responsibility for any liability whatsoever  in  relation  to  its compliance  with the Public RecordsLaw.


K. Conflicts of Interest:


Firms submitting a Proposal in response to this RFP must disclose any actual, apparent, direct or indirect, or potential conflicts of interest that may exist with respect to the firm, management, employees of the firm or other persons relative to the services to be provided under the agreement for architectural and construction management services to be awarded pursuant to this RFP. If a firm has no conflicts of interests, a statement to that effect shall be included in the Proposal.


L. Signatures and Costs:


The Proposal shall be signed by an official authorized to bind the firm and shall expressly state the Proposal is valid for a minimum of 90 days. The City of Lake Mills is not responsible for any costs incurred by the firm in preparing or submitting the Proposal.


Proposals should be complete but concise and contain a comprehensive fee for service proposal.


Selection Process

City Administration will review proposals and make a recommendation to the City Council for final approval.

Eight (8) copies of the proposal should be received by the deadline. An electronic copy of all proposals should also be emailed to the Grounds and Facilities Director by the deadline.


Rejection of Proposals

The City of Lake Mills reserves the right to reject any and all of the responses received as a result of this RFP. The City of Lake Mills does not intend to award a contract solely based on responses to this RFP.


Tax Exempt

The City of Lake Mills, as a municipality, is exempt from the payment of federal excise taxes and State of Wisconsin taxes per Wisconsin statute 77.54(9a.)


Point of Contact

All communication and questions regarding the project should be directed to: Eric Schreiner

200 Water Street Lake Mills, WI 53551 Office:(920)648-2344