Department of Finance 515 North Avenue New Rochelle, NY 10801
Tel (914) 654-2072 Fax (914) 654-2344 Writer's Tel (914) 654-2353
Howard Rattner Commissioner
City of New Rochelle New York REQUEST FOR PROPOSAL Specification No. 5113 PROFESSIONAL ENGINEERING SERVICES RELATING TO BUILDING CONDITION ASSESSMENT GENERAL INFORMATION The City of New Rochelle, NY is seeking professional engineering services to prepare detailed building condition assessment reports for several City owned buildings. Listed below are the particular buildings that will require inspections and reports: 1. Fire Station #1 - 45 Harrison Street, New Rochelle, NY 10801. Built 1966. (Full structural, electrical, heating, air conditioning, ventilation, plumbing, roofing and insulation assessments). 2. Fire Station #2 – 170 Webster Avenue, New Rochelle, NY 10801. Built 1926. (Full structural and roofing assessment). 3. City Hall 515 North Avenue, New Rochelle, NY 10801. Built 1961. (front entrance overhang structure, roofing, building exterior/masonry, chiller exhaust stacks and full electrical assessment). Note electronic copies of building record drawings are available for viewing; please use the following link: http://www.newrochelleny.com/5113
PROPOSAL DUE DATE Four (4) hard copies and one CD of the proposal are due by 3:00 pm on April 5, 2016 Proposals are to be delivered to: City of New Rochelle Purchasing Office – Spec 5113 515 North Ave New Rochelle NY 10801
PRE-PROPOSAL QUESTIONS All questions must be submitted in writing via e-mail to James J. Moran, P.E., Deputy
Commissioner/City Engineer, Public Works for the City of New Rochelle by email – [email protected]
no later than 3 pm, March 21, 2016. All questions and answers will be posted on the City’s website no later than 3pm, March 24, 2016. It shall be the bidder’s responsibility to check the website for info; email responses will NOT go out to each individual bidder. The City reserves the right to amend the RFP based on questions and issues raised at any time prior to the RFP submission deadline. SCOPE OF SERVICES Conduct field surveys, visual inspections and review of existing plans (if necessary) Destructive testing or sampling is not anticipated for this evaluation. 1. Perform Facilities Reconnaissance: - Conduct field visits and contract (subcontract if necessary) to verify actual field conditions. Conditions shall be noted in writing and photos. Compare field conditions with City records and report findings. 2. Condition Report: - The report shall provide notification of deficiencies, evidence of movement, deterioration, structural failure, probable useful life, recommendations for repair/maintenance, need for replacement, preliminary cost estimates and priorities. In particular, recommendations, cost estimates and priorities should specify: -Remedying major deficiencies -Updating ageing major components -Time frames 3. Recommendations and Findings: - At each location, the consultant(and/or specialized sub) will be assessing and detailing the present structure, electrical, heating, air conditioning, ventilation, plumbing, roofing and insulation systems(as directed above). Recommendations and cost estimates should be described as immediate repairs (within one year), short term repairs (within the next three to five years and long term planning. DELIVERABLES All deliverables are to be transmitted in hardcopy (5) and electronically (1) in an acceptable form in the programs with which they were created. The documents, plans, reports photographs and other data are to become the property of the City. The cost for this and all required printing is to be included in the itemized costs per location or in the case of requested additional services, in the profit and overhead multiplier. It is anticipated that each listed location will require a kick off meeting and a report summary meeting. The costs for these meetings are to be included in the itemized costs per location. The costs for meeting attendance not specified above will be paid for under the hourly rate charges. 2
QUALIFICATIONS / EVALUATION The consultant should indicate prior successful and relevant work experience performing building condition assessments (in all listed engineering disciplines). Evaluation of proposals will be by an Evaluation Committee which may be comprised of City staff from the Department of Public Work and will be rated according to the following criteria: Exhibited experience in similar work Completeness of proposal Proposal cost
50 points 25 points 25 points
PAYMENT The awarded firm shall be paid upon acceptance of the completed deliverables by the City of New Rochelle, Department of Public Work as required herein. ASSIGNMENT The awarded vendor shall not assign the contract or any part thereof without the written approval from the City.
SUBMITTAL REQUIREMENTS Respondents shall submit the following: A completed Exhibit A, provided herein as page 6 of this RFP document. Cover letter introducing the individual or company and its principal or principals, including contact information. Name, title, telephone and fax numbers as well as email address of the person to contacted regarding the content of the proposal. Legal organizational name and address of prime consultant and sub-consultant (if any). Resumes of staff assigned to the project including names, qualifications, and experiences (sub consultant staff included if applicable). List of clients for whom the firm has provided similar services. Proof that the firm is presently licensed to conduct business in New York State, or statement that the firm will take the necessary steps to achieve such certification. Consultant will perform all physical inspections required to complete the report shall be conducted by a team that includes at least one licensed architect and/or engineer. The proposal should itemize three separate costs - one for each building location. The proposal should also include a schedule of hourly rates for its staff in the event that additional services are requested beyond this initial scope. 3
Hourly rates are to be listed as direct hourly rate, multiplier and hourly rate charges (including profit and overhead). All extraneous expense such as additional printing, or increase in deliverables beyond that listed are to be reimbursed by the City at direct costs. Travel, lodging, meals and other personal costs are considered to be incidental to the contract and are not reimbursable. GENERAL REQUIREMENTS Labor Laws The awarded firm will be required to comply with all applicable laws, including but not limited to labor laws, prevailing wage rates and workers compensation. Liability Requirements Errors and Omissions Policy: the successful company shall apply and maintain insurance which indemnifies and holds harmless the City, its officers, employees and agents from and against any and all liability, damages, claims, demands, costs, judgments, fees, attorney’s fees or loss arising directly out of acts or omissions hereunder by the contractor or third party under the direction or control of the contractor in an amount not less than $1,000,000. The successful bidder must furnish the City with Certificates of Insurance and Endorsement prior to commencement of services. Other required insurances that must be furnished prior to commencement of work: Workers Compensation New York State Disability Coverage General Liability/Property Damage Automobile Liability
Statutory Requirements Statutory Requirements $2,000,000 combined single limit per occurrence $2,000,000 per occurrence
Insurance certificates shall name the City of New Rochelle as Additional Insured Party and shall be primary over any insurance held by the City. Right to Reject Proposals This RFP does not commit the City to award a contract, pay any cost incurred in the preparation of a proposal in response to this RFP or to procure or contract for services. The City intends to award a contract on the basis of the best interest and advantage to the City, and reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified proposers or to cancel this RFP in part or in its entirety, if it is in the best interest of the City to do so.
Proprietary Information The New York State Freedom of Information Law, Public Officers Law, Article 6, provides for public access to information. Public Officers Law, Section 87(d)(2) provides for exceptions to disclosure for records or portions thereof that are ‘trade secrets or are submitted to an agency by a commercial enterprise or derived from information obtained from a commercial enterprise and which if disclosed would cause substantial injury to the competitive position of the subject enterprise”. Information that the proposer wishes to have treated as proprietary and confidential trade information should be identified and labeled “Confidential” or “Proprietary” on each page at the time of submittal. This information should include a written request to except it from disclosure, including a written statement of the reasons why the information should be accepted. 4
Cancellation Clauses Any violation of the terms, conditions, requirements and/or non-performance of the agreement resulting from this RFP shall result in immediate cancellation. The agreement may be cancelled by the City of New Rochelle for any other reason(s) upon 30 days written notice. Equal Opportunity The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement and strongly encourages all firms qualified and certified as Women/Minority/Disadvantaged Business Enterprises (W/M/DBE) to submit proposals. The awarded vendor shall make a good faith effort to ensure that W/M/DBE firms are given the maximum opportunity to compete for any subcontracts (see City Resolution No. 205 attached). New York Law and Venue The contract/agreement resulting from this RFP shall be construed under the laws of the State of New York. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract/agreement shall be brought in the Supreme Court of the State of New York, Westchester County. In addition, all City contractors not incorporated in the State of New York shall produce a Certificate to Do Business in the State of New York from the New York Secretary of State prior to executing their contract with the City. Iran Divestment Act By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law.
EXHIBIT A : REQUEST FOR PROPOSAL SPECIFICATION # 5113 All terms, conditions and requirements as set forth in this Request for Proposal are acceptable as specified therein. Yes______ No______ If "NO", please provide a detailed description and/or explanation of any deviation in your proposal from the specification detailed in the Request for Proposal with your proposal response. By submission of this proposal, each bidder, and each person signing on behalf of any bidder, and in the case of a joint bid, each party thereto as to its own organization, under penalty of perjury, certifies that to the best of its knowledge and belief: A. the prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor; and B. unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and C. no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.
The bidder certifies that this proposal is made without any connection with any other person making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or indirectly interested therein, or in any portion of the profits thereof. As an authorized representative of the identified company, I accept all the terms and conditions identified in Request for Proposal Spec. #5113 except as identified. Company Name and Address
__________________________________ Name & Title
__________________ Phone Number