Request for Proposal

Architectural Design Services for the (former) Mary Potter School Shop Building
Sponsored by the National Mary Potter Club, Inc., and City of Oxford
Submission Deadline:              __January 8, 2018_____________________________.
Project Coordinator:                 Cheryl Hart, Planning Director
                                                    City of Oxford
          Mailing/ Street Address:   P. O. Box 1307/300 Williamsboro Street
                                                   Oxford, NC 27565
                                                   Phone: 919-603-1117       
          Email:                               cheryl_hart@oxfordnc.org                                                                              
The City of Oxford on behalf of the National Mary Potter Club, Inc (MPC) has been awarded a 2017 federal Certified Local Government Grant from the National Park Service and administered through the State Historic Preservation Office (HPO) of the North Carolina Office of Archives and History. Funds will be used to assist with the preparation of design documents for the rehabilitation of the Mary Potter School Shop Building, a contributing building to the Oxford National Register Historic District. The grant award is $15,000 and is matched by the MPC for a total project budget of $29,000

Project Background
The Mary Potter school was founded in 1889 in Oxford, North Carolina to provide educational opportunities to the black community. The school thrived and constructed a two-level brick shop building in 1926. The lower floor was used for industrial arts and the upper floor housed the home economics classes. The Mary Potter School last used the building in 1968 and it has been vacant since 2001.

The shop building is two levels measuring approximately 38’ by 72’ or approximately 5,500 total square feet. The main level has two exits, the lower level has one. None are ADA accessible and there is no interconnection between the floors.
Project Description and Requested Services
This project is to assess the building and prepare a phased plan for the rehabilitation of the building for its future use.

Requested services include:

  • Required drawings include a full set of existing drawings of the building to be used as base drawings for the development of the rehabilitation plan. 
  • Meetings with the building owner, the National Mary Potter Club, Inc., to determine how the historic building may be adapted for the desired as a community center. 
  • The selected designer shall assess the condition of the historic building, using an outside engineer as appropriate to determine structural requirements for the new use. 
  • The selected designer shall prepare schematic drawings to help determine probable costs and to prioritize phases for the rehabilitation.   
  • Construction documents for the initial phases shall be developed as allowed by project funds.   All work will be done under the supervision of HPO staff and will follow state and federal guidelines. Project Schedule The contract for the work should be executed no later than January 19, 2018. Scope of Work and a time-product-payment schedule for the project will be included in the contract. The consultant will submit preliminary drafts of all products to the City, the MPC, and the HPO by May 18, 2018, and final drafts to the City and the HPC and HPO by June 29, 2018. 
Project Budget   Compensation for these services is $29,000.

Consultant Selection Process
A selection committee will be established consisting of MPC, City of Oxford, and State Historic Preservation Office staff and will evaluate all proposals and award a contract based on the following factors:
  • Qualifications, experience, and past performance of the Consultant/Firm in delivering comparable services. 
  • The person/firm must meet historic preservation qualifications described in 36 CFR 61 (Appendix A).
  • References with contact information for completed similar projects are to be provided with the RFP submittal. 
  • Understanding of project requirements, expectations, and scope. 
  • Proposed approach to completing scope of work as defined. 
  • Proposed schedule required to complete the project and ability to complete the project on time and within the established budget.
Submission of Proposals
Consultants interested in the project area are invited to submit a proposal that addresses the criteria listed above and includes the following:
  • Names of project personnel and relevant experience 
  • Statement of experience of the firm 
  • Estimated time schedule 
  • Summary of approach to be taken with the project 
  • Description of services and materials to be provided 
  • List of comparable projects including names, addresses and phone numbers of clients; include project images 
  • Description of experience with historic properties, including buildings listed in the National Register of Historic Places, including names, addresses and phone numbers of clients; include project images
Interested firms must submit one original and four copies of the proposal marked “Mary Potter School Shop Building” to the above project coordinator on or before ______________, at 5:00 p.m. Proposals may be hand delivered, mailed, or delivered via courier service to the following address.:
Mailing Address:    
Cheryl Hart, Planning Director
City of Oxford
PO Box 1307
Oxford, NC 27565
historic, walkable, friendly