PROFESSIONAL SERVICES FOR AQUATIC AND RECREATION CENTER, MASTER PLAN, DESIGN, ENGINEERING, AND PROJECT COORDINATION THROUGH CONSTRUCTION.
The purpose of this Request for Qualifications (RFQ) is to select a qualified design team to lead the design development, through construction of an indoor and outdoor aquatic facility and recreation center (the “Project”). The City of Bristol, Tennessee (the “City”) is seeking the services of a consulting team to provide qualified architecture, engineering, landscape architecture, planning, and/or similar, related expertise to lead the design and oversee Project development of the aquatic and recreation center. The team should include construction-related subject matter experts.
The City seeks firms experienced in high-level professional services, including mapping; the design of outdoor and indoor aquatic facilities and public recreation centers; development of implementation timelines and project cost estimates; document preparation; and construction administration. A key consideration in the selection of the consultant is past experience with similar projects and facilities.
Design services will include conceptual design, design development, and construction documentation as well as construction administration, utilizing internal staff resources as needed. Inherent to the design process will be input from staff and key stakeholders. The City is using this RFQ as the mechanism for soliciting Qualification Packages from interested consultants.
All work shall be completed in accordance with applicable City of Bristol Tennessee standards and within the agreed upon timeline, with plan delivery expected 12-14 months from commencement of project.
Community Description
With a population of 27,147, Bristol, Tennessee, is a vibrant and close-knit community known for its rich cultural heritage and deep-rooted passion for outdoor recreation. Nestled in the picturesque Appalachian Mountains, residents of Bristol take great pride in their scenic surroundings and actively participate in initiatives that promote a healthy and active lifestyle. The community has shown enthusiastic support for the development of a new aquatic and recreation center, recognizing it as a valuable addition that will provide a safe and engaging space for our citizens. Local businesses, schools, civic organizations, and our city government have rallied behind the project, highlighting Bristol’s commitment to the recreational needs of all. The proposed center represents more than just a recreational facility; it symbolizes the town’s dedication to enhancing community well-being of its citizens.
Project Background and Purpose
The City of Bristol currently lacks a public pool and a comprehensive community recreation facility. This proposed project aims to address these needs by developing a year-round destination that enhances quality of life, supports wellness, and promotes community engagement. The project should incorporate aquatic and indoor recreational facility expertise, ensuring a thorough understanding of annual operations and maintenance costs. These considerations should be fully integrated into the design process and carried forward when the project is presented for approval.
The City envisions a modern, efficient, and inclusive facility that reflects Bristol’s ongoing commitment to recreation, health, and community development. The Department of Parks and Recreation is the lead division for the City of Bristol on this project.
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Project Description and Facility Components
The selected firm will provide planning, design, engineering, and construction administration services for the project. The anticipated scope includes, but is not limited to, the following:
• Indoor Aquatic Center: Leisure pools, splash/play features, locker rooms, and spectator seating.
• Outdoor Aquatic Center: Recreational pool, slides, splash pad, and support facilities.
• Recreation Center: Two full-size gymnasiums, a large multi-purpose/meeting room, fitness spaces, restrooms, and an indoor walking track.
• Site and Infrastructure Development: Parking areas, pedestrian access, landscaping, utilities, and stormwater management.
• Master Planning: Development of a comprehensive site master plan to guide current and future phases.
• Conceptual and Design Development: Preliminary design concepts, cost estimates, design development, and construction documentation.
• Construction Administration: Bidding support, contractor coordination, and on-site construction observation.
Additional Project Description
The facility will be located in Bristol, Tennessee at a location that will be disclosed to the consultant. The focus should be placed on developing a comprehensive facility designed to meet the following community goals:
A. Relaxation and leisure for families and individuals of all ages B. Exercise and fitness opportunities for the Bristol community C. Social interaction and engagement among citizens D. Play and entertainment for children, young adults, and active older adults
Scope of Services
The following section summarizes the major tasks and sub-tasks to be completed during the study. Please note that all PDFs generated as a component of the deliverables of this scope of services are to be Section 508 compliant and accessible.
Task 1. Project Management Plan
The consultant will develop a Project Management Plan (PMP). A draft PMP will be delivered to the Bristol Parks and Recreation Department one week before the Project kick‐off meeting, and the final plan will be submitted two weeks after the kick‐off meeting. The PMP serves as a single convenient reference document for matters governing the administration and conduct of the plan from start to finish. It is intended as a useful resource for staff, the steering committee, and consultant staff. The plan is a living document and may be subject to revision as the plan proceeds. The plan is to include the following:
• Communication protocols including:
o Conference calls/web meetings with the appropriate information.
o Monthly progress calls.
o In‐person or virtual meetings, as directed by the City, that will include the kick‐off meeting, stakeholder meetings, and others as requested by the City.
o E‐mail communication protocols.
• Key project contact information for the project manager and key project team members.
• A quality management plan that outlines a quality assurance and quality control plan.
• Detailed work plan and deliverables.
• Project schedule.
• Invoicing protocols; and
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• Project closeout and implementation plan.
Deliverable(s):
1. Project Management Plan
2. Project Schedule
Task 2. Project Design
It is the intent of the City of Bristol that the selected design company provide all design services, including all materials, labor, and equipment, as required to design and model the aquatic and recreation center, as well as site amenities. The final design should accommodate all users of a public aquatic and recreation center. It should encourage recreational play, including daily programming aquatic recreational needs for all ages and a variety of ability levels. The minimum scope of work is outlined below:
1. Coordinate pre-design conference with City staff and entire consultant team to address project coordination, verify information, and establish goals, objectives, and schedule.
2. Conduct site visits, as needed, to collect pertinent first-hand knowledge of the site in order to address the condition, context, and adjacent land uses to assist in site analysis.
3. Prepare a design program narrative for the aquatic and recreation center facility describing the major functional elements, site development requirements, code, and policy considerations.
4. Prepare a project schedule delineating each phase of design including major milestones.
5. Lead up to two (2) workshop meetings with the attendees to be determined. Meetings may include City staff, stakeholders, and/or City Council members with the goals of gathering input and presenting initial designs in order to inform the final design of the proposed facility.
6. Design plan for the facility. Include contextual information for the site (location map, site photos, etc.)
7. Outline the exact build program to identify additional soil and site testing needs to ensure design can be constructed. If necessary, the Department of Public Works will contract with a local firm to conduct soil samples based on this Design Team’s direction.
8. Provide final design for City approval prior to commencement of Construction Documentation.
9. Prepare for and attend pre-development meeting(s) (“pre-submittal” or other) with other City departments for review of project-related compliance with City Ordinances, permitting and inspections, and other regulatory items for inclusion in the construction documents and specifications.
10. Provide Construction Documentation services, obtain necessary permits for construction, including plans, specifications, and details.
11. Provide Construction Administration services including support for questions during bidding, periodic site inspections during construction, review of requests for information and pay applications, and final walk-through and punch-list development.
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Statement of Qualifications (SOQ) Format, Content and Scoring.
The SOQ shall contain the sections listed below, separated by dividers, and shall respond fully to all requirements of the RFQ. SOQs are limited to 28 single-sided (8-1/2” x 11”) pages, not including a cover page or dividers, 12-point font. Submittals which do not address each item listed below will be considered incomplete and will be deemed non-responsive by the Review Committee.
1. LETTER OF INTEREST: Provide a letter of interest signed by an authorized consultant representative, including contact information. (1-page maximum). (Pass/Fail – no points assigned.)
2. STAFF QUALIFICATIONS: The SOQ must include a project team member organizational chart and a listing and biography of key individuals proposed to be assigned to the project, with emphasis on a designated Project Manager. The Project Manager should be the individual conducting the day-to-day activities on this Project. The Project Manager is not the principal-in-charge unless the principal is performing the work.
Each individual’s proposed position/responsibility shall be indicated. Special emphasis shall be provided to the individual’s background, qualifications, certifications, experience on related and/or similar projects, and the location where their work will be performed. Professional licenses, including discipline and state of licensure, shall be designated for each individual. All known professional design sub-consultants needed to complete the Project (individual or firm) must be identified in the Staff Qualifications. (6 pages maximum)
SOQs may receive up to 20 points for this section. Points will be awarded based on the relevant experience and qualifications of named staff members, adherence to the requested instructions, the depth of staff available, staff members’ tenure with the firm, and the availability of key staff throughout the Project.
3. PROJECT UNDERSTANDING: The SOQ must demonstrate the Consultant’s understanding of the community’s current and future challenges and the City’s goals for the new aquatic and recreation center. Responses should explain the Consultant’s approach to completing the Scope of Services, identify potential challenges or risks and how they would be addressed, and note any assumptions, suggested improvements, or additional resources needed to complete the project.
SOQs may receive up to 30 points for this section. Points will be awarded based on the Consultant’s demonstrated understanding of the community’s challenges.
4. RELATED PROJECT EXPERIENCE: The SOQ must include detailed profiles of similar projects that the Consultant and proposed team members have completed in the last five years, including project name, date, description, and location. For each project, indicate which proposed team members worked on the project and describe the role/work they performed and their levels of involvement. Clearly explain why past project profiles are relevant and comparable to the Project. Describe innovative approaches on past projects that may be applicable to the Project. (6-pages maximum).
SOQs may receive up to 30 points for this section. Points will be awarded on the basis of successful completion of similar projects.
5. MANAGEMENT APPROACH/ IMPLEMENTATION PLAN/SCHEDULE: The SOQ must include a Project-specific discussion regarding the Consultant’s management approach, including coordination and monitoring of project schedule, cost, scope, communications, quality, resources and other management issues that the Consultant feels should be addressed. Emphasis should be placed on how the Consultant’s management approach will promote the Project’s success. The
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Consultant’s approach to quality control in the preparation of documents and other deliverables must be clearly described in this section (1-page maximum).
The Consultant must provide a detailed project schedule, to include significant project milestones, to allow for project completion by the date outlined in the schedule at the beginning of this document. List proposed project staff commitments on other projects in relation to their availability for this project. The SOQ must identify in which office(s) the majority of the work will occur. (2-pages maximum).
SOQs may receive up to 20 points for this section. Points will be awarded for how well the Consultant’s management approach, plan and schedule meet the City’s needs in moving forward with the Project.
6. REFERENCES. The SOQ must include at least three (3) relevant references, including name, description, and current contact information. References are relevant if they have overseen the consultant in undertaking a design and construction administration project that is similar in size and scope to the Project. (No points will be awarded for references, but the City reserves the right to remove Consultants from further consideration based on the results of the reference check.)
7. EXCEPTIONS. The Consultant must provide a list of any requested exceptions or changes to the City’s standard contract terms and conditions. (No points.)
8. ANTICIPATED COST. The anticipated cost of the Consultant’s work must be provided under separate cover. The consultant must include a breakdown of how the cost was calculated, including the basis for fees (hourly or lump sum), what expenses will be charged to the City, and any other pertinent information. Costs must be provided in US Dollars. (No points.) (The Anticipated Cost will not be reviewed unless the Consultant is chosen as the most qualified responder and the City wishes to begin negotiations.)
Available points are summarized below.
Criteria
Scoring
1. Letter of Interest
Pass/Fail
2. Staff Qualifications and References
20 Pts
3. Project Understanding
30 Pts
4. Related Project Experience
30 Pts
5. Management Approach, Implementation Plan and Project Schedule
20 Pts
6. References
Pass/Fail
7. Exceptions
Pass/Fail
8. Anticipated Cost
Pass/Fail
Total
100 Pts
Evaluation
SOQs will be evaluated by a selection committee of City staff. The selection committee may seek input from key community stakeholders in evaluating the SOQs and choosing the most qualified consultant.
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Submittal Instructions
A. SOQs will be accepted in the Purchasing Department, Bristol City Hall, Room 203, 801 Anderson Street, Bristol, Tennessee 37620. One copy of the SOQ is required.
B. For paper submissions, outer envelopes must include the proposal reference number. Paper submissions and USB drives may be submitted by mail, recognized delivery service, or hand delivery. Digital submissions will be accepted only in the form of a pdf file on a usb drive or submission through City’s Consultant Registry Portal. No facsimile or email submissions will be accepted.
C. SOQs must be received prior to the specified time of closing as designated in the invitation. Late SOQs will be returned unopened to the responder.
D. SOQs will not be publicly opened. All SOQs will be treated as confidential throughout the evaluation process to the fullest extent permitted by law. Once the intent to award a contract has been announced, all submitted materials will constitute public records which are subject to public inspection and copying under Tennessee law.
E. The City reserves the right to reject any or all SOQs, to waive technicalities or informalities and to accept any SOQ deemed to be in the best interest of the City.
F. This Request for Qualifications does not commit the City of Bristol Tennessee to execute an agreement, to pay any costs incurred in the preparation of a proposal, or to contract for services.
G. The City of Bristol, Tennessee website will be the only recognized source for proposal documents, addenda and communications. Please review this site often for updated information.
Request for Qualifications Estimated Timeline
Issue RFQ
December 2, 2025
Responses Due
December 30, 2025
Evaluation of Responses
January 2026
City Council Action
February 3, 2026
Project Kick-off
February 23, 2026
Contract Negotiations
The City reserves the right to enter into Contract negotiations with the most qualified responder. If the City and the selected responder cannot negotiate a successful agreement, the City may terminate said negotiations and begin negotiations with the next highest-qualified responder. This process will continue until a Contract has been executed or all submittals have been rejected. No responder shall have any rights against the City of Bristol, TN arising from such negotiations.
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Standard Terms and Conditions for Consulting Services
Any Agreement between the Consultant and the City will be subject to the City’s standard terms and conditions set forth below, unless the City and Consultant agree otherwise in writing. As noted above, the Consultant must specify any exceptions to these terms and conditions as part of the SOQ submission.
1. INVOICING AND PAYMENT. Consultant will submit invoices on a monthly basis, unless the time for completion is less than 30 days, in which case Consultant will submit one invoice for the performance of the Project. City will pay Consultant the amounts due on such invoices within thirty (30) days of receipt of the invoice, subject to the City’s right to dispute amounts due.
2. INDEPENDENT CONTRACTOR RELATIONSHIP. The Consultant’s relationship with the City is that of an independent contractor, and nothing in this Agreement is intended to, or should be construed to, create a partnership, agency, joint venture, or employment relationship. Neither the Consultant nor its employees will be entitled to any of the benefits that the City may make available to its employees, including, but not limited to, group health or life insurance, disability, or retirement benefits, except as expressly stated in this Agreement. The Consultant is not authorized to make any representation, contract, or commitment on behalf of the City unless specifically requested or authorized in writing to do so by an authorized representative of the City. The Consultant is solely responsible for, and will file, on a timely basis, all tax returns and payments required to be filed with, or made to, any federal, state, or local tax authority with respect to the performance of the Work and receipt of payment under this Agreement. The Consultant is solely responsible for, and must maintain adequate records of, expenses incurred in the course of performing the Work. The City will not withhold for the payment of any social security, federal, state, or any other employee payroll taxes payable with respect to the Consultant. The City will, as applicable, regularly report amounts paid to the Consultant by filing Form 1099-MISC with the Internal Revenue Service as required by law.
3. SUBCONTRACTORS. The Consultant agrees to furnish the City, prior to the execution of the Agreement, a list of names of subcontractors to whom Consultant proposes to award the principal portions of the work to be subcontracted. A subcontractor, for the purposes of this Contract, shall be a person with whom the Consultant has a direct contract for work at the project site. The Consultant agrees not to employ a subcontractor to whose employment the City reasonably objects. All contracts between the Consultant and subcontractor shall conform to the provisions of the Agreement and shall have incorporated in them the relevant provisions of the Agreement.
4. INSURANCE.
a. The Consultant will keep in force at its own expense during the entire period of the Project professional liability insurance at a minimum amount of Two Million Dollars ($2,000,000.00) in the aggregate, as well as commercial general liability and automobile liability policies, workers compensation as required by law. Consultant will provide City with a Certificate of insurance evidencing the required policies prior to signing an Agreement to perform the Project.
b. The Consultant will require all subcontractors to maintain Workers Compensation Insurance covering the subcontractors’ employees in the amounts required by Tennessee. The Consultant will verify the existence of such insurance prior to allowing any subcontractor to perform any of the Work. As between the City and the Consultant, Consultant will be liable for Workers Compensation benefits paid to any employee of any uninsured subcontractor.
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c. The City will maintain its own liability insurance during the work and reserves the right to purchase such additional insurance as in its opinion is necessary to protect it against claims arising out of the Consultant's operation, without diminishing Consultant's obligation to carry the insurance specified herein on Consultant’s part to be carried.
5. INDEMNIFICATION. Consultant will indemnify, defend, and hold harmless City, its officials, agents and employees, from all suits, costs, expenses, losses and damages, including attorneys’ fees, arising out of any claim and/or liability imposed, claimed or threatened against City, its officials, agents or employees for damages because of bodily injury, illness, death, property damages (including loss of use), or statutory damages arising out of or in consequence of:
a. The Consultant’s breach of its Agreement with the City;
b. The use of any patented materials, process, article, or device, that may enter into the manufacture, construction, or form a part of the Project; or
c. Any negligent or willful acts of the Consultant, any subcontractor, or the employees or agents of either the Consultant or any subcontractor.
The City’s obligation to indemnify Consultant will be limited to the extent permitted by Tennessee law (regardless of any choice of law provision in the Agreement). No indemnification will be available for damages for which the City would not be found liable under the law, or for damages arising from acts or omissions of any party other than the City or its agents. The City does not agree to any waiver of subrogation provision. Any provision limiting Consultant’s liability shall not apply if such liability is a result of Consultant’s negligent acts, errors or omissions. No provision of the Agreement shall act or be deemed a waiver by City of any immunity, including its rights or privileges under or of any provision of the Tennessee Governmental Tort Liability Act, T.C.A. section 29-20-101 et seq. Because Tennessee law may not allow City to agree to the disclaimer of warranties any such disclaimer of warranties shall be enforceable only to the extent permitted by Tennessee law. City reserves all rights afforded to local governments under Tennessee law for all general and implied warranties.
6. NON-APPROPRIATION. City is a governmental entity, and the validity of any Agreement is based upon the availability of public funding under its authority. In the event City fails to appropriate funds or make monies available for any fiscal year covered by the term of the Agreement for the services to be provided, the Agreement shall be terminated on the last day of the fiscal year for which funds were appropriated or monies made available for such purposes without liability to City, and such termination shall not be a breach of the Agreement, and any unused payment made to Consultant will be returned to City.
7. TERMINATION FOR CONVENIENCE. The Agreement may be terminated by City upon thirty (30) days written notice to Consultant. Such termination will not be deemed a breach of contract by either party. Should City exercise this provision, City will compensate Consultant for all satisfactory and authorized services completed as of the termination date, and Consultant will refund to City any funds paid by City in excess of such amount. Upon such termination, Consultant will not have any right to any actual general, special, incidental, consequential, or any other damages whatsoever of any description or amount.
8. DAMAGES. The Agreement does not create an obligation by City to pay any damages in excess of those amounts legally available to satisfy City's obligations under the Agreement.
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9. CONFIDENTIALITY. The City is subject to the Tennessee Open Records Act, set out in Tenn. Code Ann. § 10-7-503, which declares that all records of a local government are open to inspection by citizens of Tennessee unless an exception to the Open Records Act makes such records confidential. Therefore, unless the City has identified a specific exception that applies, the Agreement, its attachments, and any other documents or materials, in any format, relating to the City’s relationship with Consultant and the Agreement, are public records and are subject to disclosure in whole or in part, without regard to any provision contained in the Agreement declaring information confidential. Additionally, City must, upon proper request, release public documents and records as soon as practicable after the request. The City will use its best efforts to notify Consultant of such requests when they are received, to allow Consultant to seek a protective order, but such notification does not relieve the City of its legal obligation to provide records as soon as practicable.
10. NO TAXES. As a tax-exempt entity, City will not be responsible for sales or use taxes incurred for products or services. City shall supply Consultant with its Sales and Use Tax Exemption Certificate upon Consultant's request. Consultant shall bear the burden of providing its suppliers with a copy of City's tax exemption certificate and Consultant will assume all liability for such taxes, if any, that should be incurred.
11. NO LIABILITY FOR THIRD PARTIES. Except as permitted in the Tennessee Governmental Tort Liability Act, T.C.A. section 29-20-101 et seq., City will not be liable for the actions of any third party.
12. NO AUTOMATIC RENEWAL. The term of the Agreement will not be renewed or extended beyond the initial term and any provision providing for automatic or continuing renewal of the Agreement is not applicable.
13. LIMITATION OF ACTIONS OR CLAIMS. Any claim by City asserted under this Agreement may be initiated within the time limits of the limitation of actions applicable in the State of Tennessee.
14. VENUE AND CHOICE OF LAW. Any actions arising under the Agreement will be brought only in the federal or state courts in or for Sullivan County, Tennessee. The Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Tennessee. Any provision of the Agreement requiring arbitration of disputes between the parties shall be null and void.
15. NON-DISCRIMINATION. The Consultant understands and agrees that it must comply with applicable Federal laws and regulations, and follow applicable Federal guidance, except as the Federal Government determines otherwise in writing. Specifically:
a. Nondiscrimination – Title VI of the Civil Rights Act. The Consultant agrees to: (1) Prohibit discrimination based on: (a) Race, (b) Color, or (c) National origin, and (2) Comply with Title VI of the Civil Rights Act of 1964, as amended, 42 U.S.C. § 2000d et seq. The Consultant agrees to ensure that applicants for employment are employed and employees are treated during employment without discrimination on the basis of their Race, Color, Religion, Sex, Disability, Age, or National origin.;
b. Equal Employment Opportunity. (1) The Consultant agrees to prohibit discrimination on the basis of race, color, religion, sex, or national origin, and: (a) Comply with Title VII of the Civil Rights Act of 1964, as amended, 42 U.S.C. § 2000e et seq., (b) Facilitate compliance with all applicable Executive Orders related to Equal Employment Opportunity; (c) Comply with other applicable EEO laws and regulations, as provided in Federal guidance, including laws and regulations prohibiting discrimination on the basis of disability, except as the Federal Government determines otherwise in writing; and
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c. Davis-Bacon and Related Acts. If the Project is funded by grants from agencies or instrumentalities of the Federal Government, the Project may be subject to the Davis Bacon Act. The Consultant will comply with all applicable requirements of Davis-Bacon and ensure that all subcontractors comply with all applicable provisions of Davis-Bacon.
16. BOYCOTTS OF ISRAEL PROHIBITED. In accordance with Tennessee Code Ann. § 12-4-119, the City is prohibited from entering into a contract to acquire or dispose of services, supplies, information technology, or construction unless the contract includes a written certification that the company with which the City is contracting is not currently engaged in, and will not for the duration of the contract engage in, a boycott of Israel, as defined by such statute. Tennessee Code Ann. § 12-4-119 does not apply to contracts with a total potential value of less than $250,000, or to contractors with fewer than ten employees. In compliance with Tennessee Code Ann. § 12-4-119, Consultant represents and certifies that it is not currently engaged in a boycott of Israel as defined in Tennessee Code Ann. § 12-4-119, and agrees that it will not, during the term of the Agreement, engage in such a boycott.
17. IRAN DIVESTMENT ACT. The requirements of Tenn. Code Ann. § 12-12-101, et seq., addressing contracting with persons as defined at Tenn. Code Ann. §12-12-103(5) that engage in investment activities in Iran, shall be a material provision of the Agreement. The Consultant certifies, under penalty of perjury, that to the best of its knowledge and belief, it is not on the list created pursuant to Tenn. Code Ann. § 12-12-106.
18. DRUG FREE WORKPLACE REQUIREMENTS: For the duration of the contract, if the Consultant has five or more employees, the Consultant will maintain a drug free workplace program in effect in accordance with Tenn. Code Ann. § 50-9-112.
19. UNILATERAL MODIFICATION OF AGREEMENT NOT PERMITTED. Unilateral modification or amendment of the Agreement by Consultant is prohibited and any provision permitting such by Consultant is not applicable to City. Any amendment or modification of the Agreement or this Addendum is binding only if it is in writing and properly executed by the non-electronic signatures of authorized representatives of the parties hereto, including attestation by City's city recorder and approval as to form by City's city attorney.
20. USE OF CITY'S LOGO OR NAME. Consultant shall not use City's name or any logo (including of any City school) in marketing or publicity materials or for marketing or publicity purposes without prior written authorization from City.
21. NO LIABILITY OF CITY OFFICIALS AND EMPLOYEES. No member, official, or employee of City shall be personally liable to Consultant or any other person or entity, including a third-party beneficiary, in the event any provision of the Agreement is unenforceable; there is any default or breach by City; for any amount which may become due under the Agreement; or on any obligations under the terms of the Agreement.
