NEWBURGH ENLARGED CITY SCHOOL DISTRIST NEWBURGH, NEW YORK REQUEST FOR PROPOSAL ARCHITECTURE SERVICES

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1 NEWBURGH ENLARGED CITY SCHOOL DISTRIST NEWBURGH, NEW YORK REQUEST FOR PROPOSAL ARCHITECTURE SERVICES Notice is hereby given that the Board of Education of the Newburgh Enlarged City School District, Newburgh, New York invites proposals for Architectural Services for the School Year. This Request for Proposal is intended to lead to selection of an Architectural Firm to provide services in conjunction with the School District s future Capital Projects. PROPOSALS ARE AVAILABLE AT THE FOLLOWING LOCATION: Purchasing Department Attn: Valinda Allman Newburgh Enlarged City School District 124 Grand Street Newburgh, NY (845) DUE DATE: Proposals must be delivered to the address above by Tuesday, October 20, 2015 at 2:00p.m. Proposals received after that date and time will not be considered. INFORMATION: All questions and correspondence regarding this RFP should be directed in writing to: Valinda Allman, Purchasing Agent Newburgh Enlarged City School District 124 Grand Street Newburgh, NY (845) The Board of Education of the Newburgh Enlarged City School District reserves the right to disregard any submissions or portions thereof and to waive any informalities or irregularities if it is deemed to be in the best interest of the district. 1

2 A. GENERAL SPECIFICATION I. Time Schedule: NEWBURGH ENLARGED CITY SCHOOL DISTRICT REQUEST FOR PROPOSAL For Architectural Services Request for Proposals Announcement..September 23, 2015 Proposals Due by 2:00 p.m.... October 20, 2015 Evaluation of Proposals... October 21 October 27, 2015 Recommendation to Superintendent... October 28, 2015 II. Submission of Questions: All questions concerning this request for proposal shall be directed to Valinda Allman in writing to either the above address or to her by Tuesday, October 13, 2015 close of business. Submission of RFP: Please provide six (6) copies of the Proposal. Proposals must be received in the Purchasing Office, no later than 2:00 p.m. Tuesday, October 20, All required submittals must be submitted sealed in a plain envelope and must be endorsed on the outside of the envelope with the name and address of the proposer and marked Architectural Services. 2

3 B. DETAILED SPECIFICATIONS I. District Background The NECSD is an urban/suburban district which currently serves 11,167 students, in grades K 12, from four neighboring municipalities: City of Newburgh, Town of Newburgh, New Windsor, parts of the Town of Cornwall. The district currently consists of 1 Pre K center, 6 elementary schools, 3 K 8 schools, 2 middle schools and 1 high school with 2 campuses and the Board of Education /Library Complex. There are Administrative offices housed at 124 Grand Street Newburgh, NY and 20 Chestnut Street, Newburgh, NY It is anticipated that the District will present a Referendum for the approval of the issuance of Bonds for the renovation, reconstruction and construction of its facilities required as result of the Building Condition Survey and analysis of District needs. In the event the Referendum is not approved by the voters the Architect Contract between the selected Applicant and the District shall at the sole option of the District, terminate, and neither party shall have any obligation to the other there under, except for payment of fees for services performed by the selected Applicant between the date of the execution of the Contract and the date of rejection of the Bond Referendum, as may be provided in the contract. The Board of Education of Newburgh Enlarged City School District, herein (NECSD) or (District) is soliciting proposals from qualified vendors to provide Architectural Services, as outlined in the proposal requirements. II. Proposal Requirements: In this proposal, the Architect services provider must respond to this proposal to the following criteria: 1. Qualifications and Experience of Personnel: State the qualifications of the firm, and the principal to be assigned along with the architect or engineer of record for the projects in terms of educational background and work experience relative to our projects. Provide profiles of principals and staff who will be utilized for this work. 2. Documentation to prove financial stability, such as copies of profit and loss statements for the previous three (3) years, reference letters from creditors, and certification of the number of years the firm has been performing this type of work for school districts. State number of years in business. 3. Provide a summary of facilities you would have available in implementing services. 3

4 4. Provide a detail for all services offered by your firm. 5. Provide a listing of previously completed projects of similar nature. Include project title, owner s name, and telephone number including contact person, year project completed, and brief description of work. Timelines in completing previous school projects and accuracy of estimating costs. Include percentage of change orders initiated by the firm based on revisions required by plans and specifications. 6. Describe project management and approach techniques you would utilize under this contract. Discuss methods of problem solving and resolution. Describe any innovative approaches you may have used in the past. 7. Demonstrate firm s ability to provide professional services in a timely manner including, but not limited to, past performance in quality of work and compliance with performance schedules. 8. The selected Applicant shall indicate in this proposal the compensation it will request, if any, to perform any service necessary and required from the date of the execution of the contract and the date of the bond referendum including services required to secure all governmental approvals including approval of the New York State Education Department. III. Compensation (Fee Proposal) Provide a compensation schedule based upon the following services. Services prior to Bond Referendum, if any compensation is requested. Renovation Work New Construction Blended Fee Chargeable Expenses and Cap, if applicable Items not included in design fee (surveying, consultants, etc. ) Reimbursable charges such as travel, meetings at school district, etc. Scope of work that will be subcontracted to other firms Descriptions for subcontractors, if applicable (engineering of MEP s, structural, hazardous materials) IV. Interviews Those firms considered to be most qualified may be invited to the District for an interview. During this interview candidates should be prepared to discuss their experience dealing with specifications and plans. 4

5 V. General Information 1. What are your current project commitments? 2. What are your prospective activities? (i.e. proposals, tentative projects) 3. How long does it take after preliminary drawings are accepted by the Board to prepare final drawings and specifications for submission to the State Education Department and also for construction? 4. Has a school district or anyone else ever brought legal action against your firm or have you ever brought legal action against a school district? If so, please explain. 5. Have you ever been involved in legal action with a contractor concerning a school project or any other project? If so, please explain. 6. A description of the firm s working relationship with the New York State Education Office of Facilities Planning. 7. Does the firm use junior architects? 8. Where are your plans prepared? 9. How many staff members in the firm? Architects Junior Architects 10. Send reference list for recent school projects. VI. Basis of Service: Architect firm shall perform any and all professional services including basic architecture; landscape architecture; interior design; planning; structural; mechanical; civil; electrical services; and any surveying or incidental related services. Architect firm represents that all tasks will be performed in accordance with generally acceptable professional standards and further represents that the advice and consultation provided shall be within its authority and capacity as a professional. The firm will comply with the regulations, laws, ordinances and requirements of all governmental impact applicable to any assigned project. Exact details of the basic services will be specified for each project assignment. The selected Applicant and District will negotiate a contract to cover the services to be provided based upon modifications to be made by the District. VII. Qualifications: 1. Knowledge of all Regulations of the Commissioner of Education as well as others required for Preliminary Approval by the State Education Department. 2. Knowledge of local construction marketplace and experience with major projects. 3. Relevant experience with completed New York State school construction projects. 4. An Architect and Engineer to be assigned to the projects with the educational background and experience relative to these projects. 5

6 VIII. Contract Period: The contract period is from approval of the Board June 30, 2016, with three (3) mutually agreed upon renewal periods. IX. Selection and Evaluation Criteria: The vendor will be selected based on the following criteria: 1. Technical Capacity Technical skills which are applicable. 20% 2. Staff Experience Relevant experience of staff member (s) who will be assigned. 20% 3. Corporate Experience Length of time corporation has been in business. 15% 4. Familiarity with School Districts Prior experience with school districts. 20% 5. Other Experience Appropriate experience with similar projects in areas other than schools. 5% 6. Cost of Services 20% Total 100% Vendor selection shall be determined by an evaluation of the total content of the proposal submitted and weighted by the selection criteria. Evaluation Committee: Proposals submitted will be evaluated by an Evaluation Committee selected by the Board of Education, which may consist of: Board of Education Member(s) Superintendent of Schools Assistant Superintendent of Finance Director of Facilities & Operations Purchasing Agent Evaluation Criteria: Proposals will be evaluated using three sets of criteria. Firms meeting the mandatory criteria will have their proposals evaluated for both technical qualifications and price. The following represents the principal selection criteria which will be considered during the evaluation process. 6

7 1. Mandatory Elements a. The firm is licensed to practice in the State of New York. b. The firm has no conflict of interest with regard to any other work performed by the firm for the Newburgh Enlarged City School District. c. The firm adheres to the instructions in this Request for Proposal on preparing and submitting the proposal. 2. Technical Quality a. Expertise and Experience (1) The firm s past experience and performance on comparable school district engagements. (2) The quality of the firm s professional personnel to be assigned to the engagement. 3. Price COST MAY NOT BE THE PRIMARY FACTOR IN THE SELECTION OF AN ARCHITECT CONSULTANT. Oral Presentations: During the evaluation process, the Evaluation Committee may, at its discretion, request any one or all firms to make oral presentations. Such presentations will provide firms with an opportunity to answer any questions the Evaluation Committee may have on a firm s proposal. Not all firms may be asked to make such oral presentations. Final Selection: The Board of Education may select a firm based upon the recommendation of the Evaluation Committee. The Board of Education reserves the right to reject all proposals. X. Indemnification and Insurance Requirements: A. Indemnification: The selected Applicant shall to the fullest extent permitted by law, indemnify, hold harmless and defend the District, and where applicable the Newburgh Enlarged City School District, Newburgh, New York against any and all losses, claims, actions, demands, damages liabilities, or expenses, including but not limited to attorney fees, by reason of liability imposed by law or by contract or otherwise upon the District for damages arising directly or indirectly from the performance of the services by the Applicant or from any acts, negligence, strict liability, 7

8 errors or omissions, breach of warranty, breach of contract, misrepresentations, on the part of the Applicant, it's agents, consultants, employees or representatives, including but not limited damages for personal injury, death or injury to property. Such indemnity shall be in the form and contain such provisions as acceptable to the District. B. The selected Applicant shall not commence work under the contract to be negotiated with the District until he/she/it has obtained all insurance required under the following paragraphs and such insurance has been approved by the District. Workers Compensation Insurance: The selected Applicant shall take out and maintain during the life of this contract, workers compensation insurance and employer s liability insurance for all of his/her/its employees employed at the time of the project. General Liability Insurance: The selected Applicant shall take out and maintain during the life of the contract, such bodily injury liability and property damage liability insurance as shall protect him/her and the District from claims for damages for bodily injury including accidental death, as well as from claims for property damage which may arise from operations under this contract, whether such operations be by himself/herself or by any subcontractor or by anyone directly or indirectly employed by either of them. It shall be the responsibility of the selected Applicant to maintain such insurance in amounts sufficient to fully protect himself/herself and the District, but in no instance shall amounts be less than those set forth below. These amounts are specified only to establish the minimum coverage acceptable. Bodily injury liability insurance in an amount not less than $1,000,000 (one million dollars) for injuries, including wrongful death, to any one person subject to the same limit for each person in an amount not less than $3,000,000 (three million dollars) on account of all accidents and $2,000,000 (two million dollars) for Products Completed Operations Insurance. An Umbrella Liability in an amount not less than $2,000,000 (two million dollars.) Property Damage Liability Insurance: The selected Applicant shall maintain in an amount of not less than $1,000,000 (One Million Dollars) for damages on account of any one accident and in an amount of not less than $3,000,000 (Three Million Dollars) on account of all accidents. Automobile Liability Insurance: Automobile bodily injury, liability, and property damage liability insurance shall be provided by the contractor / vendor with a minimum combined single limit (CSL) of $1,000,000 (One Million Dollars). 8

9 Professional Liability Insurance: The selected Applicant shall maintain in an amount of not less than $5,000,000 (Five Million Dollars) for damages on account of any one occurrence and in an amount of not less than $5,000,000 (Five Million Dollars) on account of all accidents. Contractual Liability Insurance: The selected Applicant shall maintain in an amount of not less than $5,000,000 (Five Million Dollars) for damages on account of any one occurrence and in an amount of not less than $5,000,000 (Five Million Dollars) on account of all accidents. Additional Conditions of Insurance: 1. The selected Applicant shall submit copies of any and all required insurance policies as and when requested by the District. 2. If any of the selected Applicant s policies of insurance are cancelled or not renewed during the life of the contract, immediate notice of cancellation of non renewal shall be delivered to the District no less than ten (10) days prior to the date and time of cancellation or nonrenewal. Certificate of Insurance: The selected Applicant contractor / vendor shall file with the Newburgh Enlarged City School District prior to commencing work under this contract a certificate of insurance. 1. Certificate of insurance shall include: Name and address of insured Issue date of the certificate Insurance company name Type of coverage in effect Policy number Inception and expiration dates of policies included on certificate Limits of liability for all policies included on certificate Certificate holder shall be the Newburgh Enlarged City School District, 124 Grand Street, Newburgh, NY If the selected Applicant s insurance policies should be non renewed, cancelled or expire during the life of the contract, the District shall be provided with a new certificate indicating the replacement policy information as requested above. 9

10 Other Conditions of General Liability Insurance: 1. Coverage shall be written on comprehensive general liability form. 2. Coverage shall include: Contractual Liability Independent Contractors Products and completed operations 3. THE NEWBURGH ENLARGED CITY SCHOOL DISTRICT, 124 GRAND STREET, NEWBURGH, NEW YORK shall be named as and shall be added to the comprehensive general liability policy as ADDITIONAL INSURED". Other Conditions of Automobile Liability Insurance: Coverage shall include: All owned vehicles Hired car and non ownership liability coverage Statutory no fault coverage XI. Confidentiality: Until the execution of the Architectural Contract, the District will treat all proposals as proprietary and confidential information, not subject to public disclosure, except for consideration by representatives of the District. Since the information is considered proprietary to the District, proposers must not release information concerning the content of their proposals until after execution of the Architectural Services Agreement. XII. Termination: Termination: Failure to meet deadlines, technical incompetence, and excessive change orders due to errors in plans or specifications, cost overruns, and poor quality of work will be considered grounds for terminating the contract with the selected Applicant. Intermediate steps will be taken to resolve the problems, but failing that, the offeror will be given a thirty (30) day written notice of the intent to terminate the contract, clearly specifying the reason(s) for such termination. 10

11 Certification Pursuant to Section 103 g of New York State General Municipal Law IRAN DIVESTMENT ACT A. By submission of this bid/proposal or by assuming the responsibility of a Contract awarded hereunder, the Bidder/Contractor (or any assignee) certifies that it is not on the "Entities Determined to Be Non Responsive Bidders/Offerers Pursuant to the New York State Iran Divestment Act of 2012" list (Prohibited Entities List) posted on the OGS website at and further certifies that it will not utilize on such Contract, any subcontractor that is identified on the Prohibited Entities List. Additionally, Bidder/Contractor is advised that should it seek to renew or extend a contract awarded in response to the solicitation, it must provide the same certification at the time the Contract is renewed or extended. B. During the term of the Contract, should the Newburgh Enlarged City School District receive information that a person (as defined in State Finance Law 165 a) is in violation of the above referenced certifications, the Newburgh Enlarged City School District will review such information and offer the person an opportunity to respond. If the person fails to demonstrate that it has ceased its engagement in the investment activity which is in violation of the Act within 90 days after the determination of such violation, then the Newburgh Enlarged City School District shall take such action as may be appropriate and provided for by law, rule, or contract, including, but not limited to, seeking compliance, recovering damages, or declaring the Contractor in default. C. The Newburgh Enlarged City School District reserves the right to reject any bid, request for assignment, renewal or extension for an entity that appears on the Prohibited Entities List prior to the award, assignment, renewal or extension of a contract, and to pursue a responsibility review with respect to any entity that is awarded a contract and appears on the Prohibited Entities list after contract award. Signature Print Name Title Company Name Date 11

12 Board of Education Newburgh Enlarged City School District 124 Grand Street Newburgh, NY NON COLLUSIVE BIDDING CERTIFICATION By submission of this bid or proposal, the bidder certifies that: (a) (b) (c) (d) (e) This bid or proposal has been independently arrived at without collusion with any other bidder or with any competitor or potential competitor; This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids or proposals for this project, to any other bidder, competitor or potential competitor; No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal; The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties being applicable to the bidder as well as to the person signing in its behalf; That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signator of this bid or proposal in behalf of the corporate bidder. Signature Name (Print or Type) Title (Print or Type) Company Name (Print or Type) 12

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