Project Information

Bid Title

Provide professional design services for the development of a new clubhouse facility at Cypress Ridge Golf Course.

Issuing Agency

Shawnee County

Location

Kansas

Published Date

May 1, 2026

Closing Date

Jun 15, 2026

Government Level

State & Local

Status

Closed

Ref. #

020-26

Original Source

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Bid Documents

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Project Description

Request	Department	Description	Due Date
020-26	Parks and Recreation	Provide professional design services for the development of a new clubhouse facility at Cypress Ridge Golf Course.	6/15/2026 2:00 PM

Attachment Preview

SHAWNEE COUNTY

REQUEST FOR PROPOSAL

(RFP)

Quotation Number: 020-26

Date Issued:

05-01-2026

Closing Date:

06-15-2026 2:00pm

Vendor Name: ______________________________

Address: ___________________________________

Phone Number:______________________________

THIS IS NOT AN ORDER

1. In communications, always refer to the above quotation number.

2. All prices and conditions must be shown. Additions or conditions not shown on this bid will not be

allowed.

3. Shawnee County reserve the right to accept or reject any part of, or all of, any bid or proposal.

4. All prices quoted are to be less Federal Excise Tax and Kansas Sales Tax.

5. Price quoted shall remain firm for ninety (90) days after bid closing date.

*SHAWNEE COUNTY HAS AN ELECTRONIC BID SYSTEM*

All vendors are required to create an online portal account (www.snco.gov/purchasing) in order to receive

or submit bid requests. All responses must be submitted through the bid portal

ITEM AND DESCRIPTION

Shawnee County Parks & Recreation is seeking qualified architectural firms to provide professional

design services for the development of a new clubhouse facility at Cypress Ridge Golf Course.

The selected firm will serve as the lead design consultant, responsible for architectural design and

coordination of all required engineering disciplines necessary to deliver a complete, bid-ready set of

construction documents.

Note: Construction services are not part of this contract. Construction will be publicly bid at a later date.

PRE-BID MEETING

A MANDATORY pre-bid meeting and on-site inspection is being held as part of the RFP process. The

meeting will be held on:

Wednesday, May 27, 2026 at 10:00 am

Cypress Ridge Golf Course

2533 SW Urish Rd., Topeka, KS 66614

Attendance is mandatory at the pre-proposal conference. All questions requesting clarification of

items/issues discussed at the pre-proposal conference must be submitted in writing via the online bid portal.

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Proposers should clearly understand that the only official answer or position of Shawnee County will be in

writing. Any modification to this Request arising from the pre-proposal conference, as well as answers to

written questions shall be made in writing by addendum and will be issued through the online bid portal.

SCOPE & INFORMATION

Project Overview

The project includes the design of a new golf clubhouse facility (new build) on the northwest portion of the

property to replace and enhance existing amenities at Cypress Ridge Golf Course.

The clubhouse will serve as the central hub for:

• Golf operations

• Food and beverage service

• Events and tournaments

• Community use

The anticipated size is approximately 6,000–10,000 square feet (to be refined during design).

Required Services

The selected consultant shall provide complete architectural and engineering design services, including:

• Architectural design (lead)

• Civil engineering

• Structural engineering

• Mechanical, Electrical, and Plumbing (MEP)

• Interior design

• Coordination of all disciplines

• Preparation of construction documents suitable for public bidding

• Cost estimating at key milestones

• Assistance during bidding phase (RFIs, addenda, evaluation support)

Design Phases

The project shall be completed in the following phases:

1. Schematic Design (SD)

• Conceptual layouts and site placement

• Initial cost opinion

• Stakeholder input

2. Design Development (DD)

• Refined floor plans and systems

• Material selections

• Updated cost estimate

3. Construction Documents (CD)

• Complete, bid-ready drawings and specifications

• Coordination across all disciplines

4. Bidding Support

• Respond to contractor questions

• Issue addenda

• Assist with bid review

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Budget Awareness & Cost Control

The County expects the selected consultant to design the project with a strong emphasis on budget

awareness and cost control throughout all phases of design.

The consultant shall:

• Work collaboratively with County staff to establish a realistic project budget early in the design

process

• Provide opinion of probable construction cost at the conclusion of each design phase (SD, DD,

CD)

• Clearly identify any scope or design elements that may cause the project to exceed the established

budget

• Proactively recommend value-conscious design alternatives when necessary to maintain alignment

with budget expectations

• Design a facility that balances quality, durability, and long-term maintenance considerations with

overall project cost

The intent is to deliver a project that is fully aligned with budget expectations prior to bidding,

minimizing the need for redesign or scope reduction after bids are received.

Site Evaluation Requirements

The consultant shall conduct a full site analysis and feasibility review, including:

1. Topography & Drainage

• Evaluate grading and slope for optimal building placement

• Ensure proper stormwater drainage and runoff management

• Identify floodplain or erosion concerns

2. Utilities & Infrastructure

Assess availability and capacity of water, sewer, electrical service, gas, and data/communications. Identify

required upgrades or extensions.

3. Access & Circulation

• Vehicular access and parking layout

• ADA accessibility compliance

• Golf cart circulation and staging

• Pedestrian flow between parking, clubhouse, and course

4. Environmental Considerations

• Minimize environmental impact

• Preserve natural views and course aesthetics

• Incorporate sustainable and energy-efficient practices

5. Building Orientation

• Maximize views of the golf course

• Optimize natural lighting

• Consider wind exposure and seasonal conditions

6. Clubhouse Design Requirements

The clubhouse should be designed as a modern, high-quality, and flexible facility, approximately 6,000–

10,000 square feet.

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7. Building Systems & Materials

• Energy-efficient HVAC systems

• Durable exterior materials with high-quality, low-maintenance finishes

• IT/data infrastructure for operations and events

8. Additional Notes

• All design must comply with ADA standards

• All documents must be suitable for public bidding

• The County reserves the right to negotiate scope and fees

RFP QUESTIONS

All questions regarding this RFP should be submitted through the Shawnee County Online Bid Portal. The

last day to submit questions: 06/09/2026 by 5:00 pm (local time). Questions submitted after this deadline

will not be answered.

RESPONSE REQUIREMENTS

Responses should assume that the county has had no previous knowledge of their products, services or

capabilities. Emphasis should be placed on a clear complete presentation of factual information. They

should include the following:

Proposals shall be organized as follows:

Title Page — Company name, address, and contact information

Letter of Introduction — Signed by an authorized representative

Company Profile & Relevant Experience — Experience with similar facilities (golf, hospitality, or

public projects preferred)

Project Team — Key personnel and roles (including subconsultants)

Design Approach — Conceptual vision and project understanding

Site Evaluation Approach — Methodology for site assessment

Proposed Design Schedule (by phase)

Fee Proposal — Breakdown by design phase (SD, DD, CD, Bidding Support)

References — Minimum of three similar completed projects

Signed bid

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Relevant experience with similar design projects

• Quality and creativity of design approach

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• Demonstrated understanding of project goals

• Qualifications of project team

• Fee proposal

• Quality of references

Insurance Requirements

• Worker's Compensation — Statutory limits

• General Liability — $500,000 or more per occurrence

• Property Damage — $100,000 or more

• Proof of insurance required prior to contract execution

PLEASE SUBMIT ATTACHMENT 1 AS THE FIRST PAGE OF YOUR BID

BID RESPONSE

Document Information: The bid portal will only allow one PDF document uploaded for a response. It is

your responsibility to make sure the uploaded file is the correct, complete and contains all required

information and signatures. The document file name should only contain spaces and letters or numbers,

please do not use special characters or dashes. The file can be changed until the bid close time.

Closing Date: Bids will be received until 2:00 p.m. CDT on the scheduled closing date. The online bid

portal will not accept any new bids after this time.

Signature of Bids: Each bid must show in the space provided the complete business or mailing address of

the bidder and must be signed by him/her with his/her usual signature.

Withdrawal of Bids: Bids already submitted may be withdrawn on the Electronic Bid System or upon

proper identification of bidder and provided request is received prior to time of closing. Negligence on the

part of the bidder in preparing the bid confers no right for the withdrawal after the time set for closing of

bids.

Submitting Multiple Bids: The online bid portal will only allow one file to be uploaded per bid, per

company. If you are submitting multiple bids, please complete the Multiple Bids Cover Page and attach as

the first page of your bid upload. The document can be found under Purchasing in the bid portal.

Register Your Company: If a mandatory pre bid meeting is listed, you must be registered in our bid portal

for us to record you as an attendee. If you are not marked as attended, the system will not allow you to

upload a bid response. To receive automatic updates on RFP subscribe to the bid types. If a RFP has a

mandatory pre bid meeting it will be clearly marked on the RFP and in the bid portal.

Please Submit Your Bids Early: In case you have problems getting your bid to upload and need assistance,

we suggest you submit before 1:30 pm. Please contact us at once if you have issues uploading. Our system

will not allow any bids to be uploaded after 2:00 pm. If your pricing changes, you can replace your bid in

the system any time before the 2:00 closing.

Bid Openings: All bids submitted before the specified bid closing time shall be opened and properly

recorded on the bid tabulation sheet. Subsequent to the bid opening, all bids shall be thoroughly evaluated

and a determination made as to their compliance with applicable specifications. The appropriate County

department head shall make this determination. Upon completion of the above determination, an analysis of

all bids submitted shall be prepared and formally presented to the Board of County Commissioners for

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Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 541330Engineering Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561210Facilities Support Services
• NAICS 611430Professional and Management Development Training

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