Project Information

Bid Title

Architectural & Structural Assessment

Issuing Agency

City of Webster Groves

Location

Missouri

Published Date

Nov 14, 2025

Closing Date

Dec 12, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Architectural & Structural Assessment
Category:	RFP
Status:	Open

Description: The City of Webster Groves invites qualified architectural and engineering firms to submit proposals for a comprehensive Architectural and Structural Assessment of its historic city hall/public safety building. The City seeks a full evaluation of the building to determine necessary improvements for ADA compliance, life safety, security, and space utilization, with the goal of ensuring the facility meets current and future operational needs while preserving its architectural character. Publication Date/Time: 11/14/2025 12:00 AM Closing Date/Time: 12/12/2025 3:00 PM Pre-bid Meeting: November 21, 2025 Contact Person: David Bookless, AICP Deputy City Manager booklessd@webstergrovesmo.gov Qualifications: MINIMUM QUALIFICATIONS • Missouri Licensed architectural firm with a minimum of five (5) years’ experience in public and historic building projects. • Licensed structural engineer with experience in historic rehabilitation and adaptive reuse. • Demonstrated expertise in ADA and Building Code compliance assessments. • Documented experience in security design and access control for public facilities. • Proven capacity to prepare reliable construction cost estimates and feasibility studies. Related Documents: RFP Architectural and Structural Assessment (Webster Groves) Attachment A (Available Existing Floor Plans) Attachment B (Site Map and Photographs) Attachment C (Relevant Past Reports or Studies) Attachment D (Fee Proposal Form)

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REQUEST FOR PROPOSALS

Architectural & Structural Assessment

ADA Compliance, Security, and Space Utilization Study

November 14, 2025

December 12, 2025

Deputy City Manager David Bookless, AICP

booklessd@webstergrovesmo.gov

314-963-5312

1. INTRODUCTION AND PURPOSE

The City of Webster Groves invites qualified architectural and engineering firms to submit proposals

for a comprehensive Architectural and Structural Assessment of its historic city hall/public safety

building.

The City seeks a full evaluation of the building to determine necessary improvements for ADA

compliance, life safety, security, and space utilization, with the goal of ensuring the facility meets

current and future operational needs while preserving its architectural character.

The purpose of this study is to:

1. Evaluate the condition and functionality of the existing facility.

2. Identify necessary improvements to achieve full ADA and Building Code compliance.

3. Assess security, controlled access, and employee safety, including accommodation for

portable walk-through magnetometer screening for court and public meetings.

4. Analyze space utilization and departmental adjacency to determine optimal use of the existing

building.

5. Provide detailed cost estimates for identified renovations.

6. Develop a comparative cost analysis between renovating the existing facility and constructing

a new, modern municipal complex.

This Request for Proposals (RFP) is a qualifications-based selection process. The City will evaluate

proposals on demonstrated experience, technical approach, understanding of the City’s needs, and

overall value, and not solely on the basis of cost.

2. PROJECT BACKGROUND

The City Hall and Public Safety Building include a historic structure (circa 1932) and later

contemporary additions (circa 1973, and 2003) and serves multiple civic functions, including

administrative offices, municipal court, police, and fire services. The historic portion reflects Classical

Revival and Federal design and has been modified through several renovations over the years. The

combined facility encompasses approximately 30,000 square feet.

City of Webster Groves

November 14, 2025

3. PROJECT OBJECTIVES

The selected consultant team will:

• Assess the architectural, structural, and systems conditions of the building.

• Determine ADA, Building Code, and life-safety deficiencies.

• Identify and cost out feasible renovation or retrofit solutions.

• Evaluate the efficiency of current space allocations and provide reconfiguration options to

meet current and future operational needs.

• Conduct a comprehensive building security and access-control analysis, addressing both

public safety and employee security, including the design of open and controlled access

zones, secure circulation between departments, and protocols for portable walk-through

magnetometer screening.

• Provide a cost comparison between renovating the existing building and purchasing land (or

utilizing/re-purposing existing City-owned property) and constructing a new facility.

4. SCOPE OF WORK

PHASE 1 – EXISTING CONDITIONS ASSESSMENT

1. Document Review and Field Investigation

• Review all existing drawings, reports, permits, and previous assessments.

• Conduct a comprehensive on-site survey of architectural, structural, mechanical, electrical,

plumbing, fire protection, and vertical transportation systems.

• Where appropriate, perform a LiDAR scan of the facility to capture accurate spatial and

dimensional data. Use scan data to develop a Building Information Model (BIM) or

equivalent digital record to support documentation, analysis, and future design work.

• Evaluate accessibility and maintenance access to all building areas, including mechanical

rooms, roof access, and elevator machinery spaces.

• Where potential hazardous materials or mold are identified, the consultant shall

recommend or coordinate testing by qualified professionals and include associated cost

estimates.

2. Structural Evaluation

• Assess foundations, load-bearing elements, roof framing, masonry, and overall building

integrity.

• Identify deficiencies and recommend stabilization or repair measures.

3. Architectural Assessment

• Evaluate the building envelope, roof, windows, doors, finishes, and other elements for:

o Structural integrity and physical condition

o Leaks, water intrusion, or deterioration

o Potential mold or moisture-related hazards

o Historic preservation considerations

• Provide recommendations for repair, replacement, or preservation.

4. ADA and Code Compliance Review

City of Webster Groves

November 14, 2025

• Conduct an ADA self-evaluation and assess compliance with ADA Standards for

Accessible Design, 2010 ADAAG, and applicable IBC/local codes.

• Include evaluation of elevators, lifts, restrooms, entrances, signage, and accessible routes.

5. Life Safety and Egress

• Evaluate means of egress, exit signage, fire separations, occupant loads, and emergency

systems.

• Identify deficiencies relative to IBC and NFPA standards.

6. Security and Access Control Assessment

• Conduct a comprehensive review of public and employee safety.

• Evaluate existing access control systems, surveillance, and security procedures.

• Assess circulation and departmental separation to ensure secure work areas.

• Recommend controlled access points, keycard or credentialing systems, visitor

management, and portable walk-through magnetometer screening for court/public

meetings.

7. Building Systems Assessment

• Assess condition, capacity, code compliance, and remaining service life of HVAC,

electrical, plumbing, fire protection, and other building systems.

• Identify deferred maintenance and aging systems, and provide recommendations for

repair, upgrade, or replacement.

• Include high-level consideration of energy efficiency and sustainability opportunities

where feasible.

8. Vertical Transportation Assessment

• Inspect all elevators and lifts for functionality, code compliance, and life expectancy.

• Provide recommendations and cost estimates for repair, modernization, or replacement,

and certifications if appropriate

9. Space Utilization Study

• Document current departmental use, adjacencies, and occupancy.

• Identify opportunities for reconfiguration, shared spaces, or expansion within the existing

footprint.

10. Contingency / Unknown Conditions

• The consultant should anticipate the possibility of previously unidentified conditions,

including hidden structural deficiencies, environmental hazards, or system failures.

• If such conditions are discovered during the assessment, the consultant shall notify the

City and provide recommendations for additional investigation or remediation, along with

associated cost estimates.

• Any additional services must be approved by the City prior to execution.

Phase 1 Deliverable:

Phase 1 Existing Conditions Report summarizing structural, architectural, and systems findings,

deferred maintenance, roof/envelope issues, vertical transportation needs, environmental concerns,

ADA/code deficiencies, historic preservation considerations, and preliminary recommendations.

City of Webster Groves

November 14, 2025

Include photographic documentation of deficiencies and digital documentation (LiDAR scan data

and/or BIM model, as applicable).

PHASE 2 – PLANNING, DESIGN CONCEPTS, AND COST ANALYSIS

1. Renovation Concepts and Options

• Develop 2–3 conceptual layouts illustrating potential reconfigurations and phased

renovation strategies.

• Phased renovation strategies should consider:

o Continued municipal operations

o Temporary relocations of staff or services

o Minimizing disruption to public services.

• Concepts should incorporate findings from Phase 1, including deferred maintenance, roof

and envelope issues, vertical transportation needs, and environmental hazards.

2. Accessibility and Building Code Upgrades

• Provide prioritized and costed strategies for ADA compliance and Building Code upgrades,

including:

o Elevators, lifts, and accessible routes

o Entrances, restrooms, signage, and other barrier removal

• Ensure recommendations balance code compliance with historic preservation

requirements.

3. Structural and Systems Upgrades

• Outline required improvements to:

o Structural elements (foundations, load-bearing walls, roof framing)

o Mechanical, electrical, plumbing, HVAC, and fire protection systems

o Elevators and vertical transportation systems (including functional assessment,

modernization, or replacement)

• Include deferred maintenance items, aging systems, and energy efficiency / sustainability

opportunities.

• Recommendations must consider historic preservation, minimizing alterations to

character-defining features wherever feasible.

4. Security and Controlled Access Enhancements

• Develop zoning diagrams showing:

o Open public areas

o Semi-restricted spaces (e.g., customer service counters, meeting rooms)

o Secure employee-only zones

• Recommend physical and electronic access-control systems, visitor management, and

circulation improvements.

• Provide specifications and cost estimates for portable walk-through magnetometer

equipment and related procedures.

City of Webster Groves

November 14, 2025

• Evaluate secure storage needs for evidence, records, and sensitive materials.

5. Environmental Remediation

• Provide recommendations and cost estimates for mitigation of environmental hazards

identified in Phase 1, including:

o Mold

o Asbestos

o Lead paint

o Other hazardous materials

• Include guidance on coordination with qualified professionals for testing and remediation.

6. Cost Estimating

• Provide Class 3 (conceptual) cost estimates for each renovation scenario, including:

o Construction, abatement, professional fees, contingencies, and temporary

relocation

o Deferred maintenance and system upgrades

o Environmental remediation costs

• Include both capital and long-term operating/maintenance costs to support lifecycle

decision-making over 20–30 years.

7. Renovation vs. New Construction Comparison

• Prepare a comprehensive comparative analysis, including:

o Total renovation and modernization costs (by phase)

o Cost to acquire or repurpose land and construct a new municipal facility of

comparable size and program

o Lifecycle cost and operational considerations for both options

o Recommendations regarding the most cost-effective and sustainable approach

• Optional / Additional Services

o Consultants may propose additional investigative services if unforeseen

conditions are discovered; these shall be approved by the City prior to

execution.

8. Optional / Additional Services

• Consultants may propose additional investigative services if unforeseen conditions are

discovered; these shall be approved by the City prior to execution.

Phase 2 Deliverable:

Draft Final Report including detailed renovation options, cost estimates, environmental remediation

recommendations, deferred maintenance considerations, and comparative analysis of renovation

versus new construction.

PHASE 3 – FINAL REPORT AND PRESENTATION

1. Refine and finalize the report

• Incorporate feedback from City staff, elected officials, and other stakeholders.

City of Webster Groves

November 14, 2025

Commodity Codes

• NAICS 541310Architectural Services
• NAICS 541330Engineering Services

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