REQUEST FOR PROPOSALS (RFP)
Architectural and Engineering Services for New Municipal Fire Station
Issuing Authority: Town of Shapleigh / Fire Department
RFP Project Title: Architectural Design & Engineering Services for Main Fire Station Facility
Date of Issuance: November 23, 2026
Submission Deadline: December 29, 2026, by 4:00 PM EST
1. Executive Summary & Project Overview
The Town of Shapleigh and Fire Department are seeking comprehensive proposals from qualified architectural and engineering firms to provide professional design, planning, engineering, construction document preparation, bidding assistance, and construction administration services for a new, modern Main Fire Station facility.
The objective of this project is to construct a modern, resilient, energy-efficient, and fully functional fire station designed to serve the community's emergency response needs for the next 50 years. The facility must incorporate industry best practices for firefighter health and safety, including clean/dirty zone separation, advanced decontamination infrastructure, operational efficiency, and rapid turnout response pathways.
2. Scope of Services
The selected architectural firm will provide full-service architectural, structural, MEP (mechanical, electrical, plumbing), civil engineering, landscape architecture, interior design, and cost estimating services. The work will proceed in four distinct phases:
Phase I: Programming & Site Selection Verification
* Conduct stakeholder workshops with fire department leadership, municipal officials, and community representatives.
* Develop detailed spatial and equipment programming requirements.
* Perform site evaluation, environmental assessment review, utility availability checks, and zoning compliance verification.
* Prepare a preliminary conceptual master plan and baseline budget estimate.
Phase II: Schematic Design & Design Development
* Develop architectural floor plans, exterior elevations, site layouts, and 3D conceptual renderings.
* Design functional zoning including apparatus bays, living quarters, administrative offices, training rooms, and decontamination areas.
* Integrate sustainable, resilient, and energy-efficient building systems (HVAC, solar readiness, emergency power backup).
* Provide updated schematic cost estimates and refine materials selection.
Phase III: Construction Documents, Permitting & Bidding Assistance
* Prepare complete, sealed architectural and engineering construction drawings and specifications.
* Coordinate all municipal, county, and state building codes, life safety, environmental, and land-use approvals.
* Assist the Municipality in preparing bid packages, conducting pre-bid conferences, answering contractor Addenda queries, and evaluating contractor bids.
Phase IV: Construction Administration & Post-Occupancy
* Attend bi-weekly on-site construction meetings and conduct routine site observations.
* Review submittals, Shop Drawings, requests for information (RFIs), and contractor payment applications.
* Conduct punch-list inspections, verify substantial completion, and assist in post-occupancy commissioning.
3. Facility Requirements & Design Principles
The proposed facility is anticipated to be approximately 18,000 to 20,000 square feet and must include:
* Apparatus Bays: 4 double-deep, drive-through apparatus bays with dynamic vehicle exhaust extraction systems, rapid-opening overhead doors, trench drains, and heavy-duty concrete slab floors.
* Firefighter Health & Safety (Cancer Prevention): Strict Hot/Warm/Cold zone architectural isolation, turnout gear storage room with independent HVAC and UV protection, extractor/washing equipment room, and individual decontamination shower facilities immediately accessible from the apparatus bay.
* Living Quarters: Private, individual dormitories for up to 6 firefighters per shift, gender-neutral restrooms/showers, commercial-grade kitchen, dining room, dayroom, and physical fitness facility.
* Operations & Administration: Watchroom/dispatch desk overlooking apparatus apron, administrative offices, secure record storage, and conference/training room capable of doubling as an Emergency Operations Center (EOC) or community room.
* Support & Storage: SCBA compressor and fill station, EMS storage room, workshop, hose drying tower/area, general storage, and emergency power generator room.
4. Submission Requirements
1. Cover Letter & Executive Summary: Formal letter signed by an authorized principal officer of the firm stating understanding of the project scope.
2. Firm Qualifications & Experience: Overview of firm background, municipal experience, and detailed profiles of at least three (3) similar fire station or emergency response facility projects completed within the past 7 years.
3. Project Team & Key Personnel: Organizational chart and detailed resumes of the Project Principal, Lead Architect, Project Manager, Civil Engineer, Structural Engineer, and MEP Engineers.
4. Project Approach & Methodology: Narrative explaining the firm's design philosophy, public input process, health/safety integration, cost control methods, and quality assurance procedures.
5. Proposed Project Schedule: Comprehensive milestone schedule from contract execution through construction completion.
6. References: Contact details (name, title, entity, phone, email) for at least three municipal or fire service clients.
7. Fee Proposal: Itemized fee breakdown by phase (Phase I through Phase IV), reimbursable expenses structure, and hourly rate schedule for project personnel.
5. Proposal Evaluation Criteria
Evaluation Criteria
Weight
Description & Focus Areas
Specialized Fire Station Architectural Experience
30%
Demonstrated success in designing modern, functional, and durable fire stations and emergency facilities.
Qualifications & Experience of Assigned Personnel
25%
Technical expertise and municipal experience of key staff assigned directly to this project.
Project Approach & Sustainability Strategy
20%
Understanding of project goals, firefighter health/safety zoning, and energy efficiency focus.
Past Performance, References & Schedule Adherence
15%
Track record of staying within project budgets and meeting design deadlines.
Fee Structure & Value
10%
Clarity, completeness, and competitiveness of the proposed fee structure.
6. Project Timeline & Key Dates
Milestone Event
Date & Time
RFP Issuance Date
November 23, 2026
Pre-Proposal Meeting (Optional)
December 8, 2026, at 10:00 AM EST
Deadline for Written Questions
December 15, 2026, by 5:00 PM EST
Proposal Submission Deadline
December 29, 2026, by 4:00 PM EST
Shortlist Interviews
January 12-14, 2027
Contract Award Announcement
January 20, 2027
7. Terms and Conditions
* Reservation of Rights: The Town of Shapleigh reserves the right to reject any or all proposals, to waive informalities, and to select the firm deemed to offer the best overall value.
* Non-Collusion & Ethics: Bidders must certify that the proposal is made without prior agreement, understanding, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, or equipment.
* Public Records: All materials submitted in response to this RFP become public records subject to state public inspection regulations upon selection/award.
