City of New Rochelle New York. REQUEST FOR PROPOSAL Specification No. 5044

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1 Department of Finance Tel (914) North Avenue Fax (914) New Rochelle, NY Howard Rattner Commissioner Mark Zulli Risk/Purchasing Manager City of New Rochelle New York REQUEST FOR PROPOSAL Specification No CONSULTING SERVICES FOR THE REVIEW AND ANALYSIS OF SPECIAL USE PERMIT APPLICATIONS FOR WIRELESS TELECOMMUNICATIONS FACILITIES AND ADVISEMENT ON MATTERS RELATING TO THE EXISTING ZONING CODE REGULATIONS FOR THESE FACILITIES 1) INTENT The City of New Rochelle is soliciting proposals from qualified firms or individuals to provide consulting services for the review and analysis of applications for wireless telecommunications facilities and recommendations to the New Rochelle Planning Board. 2) PROPOSAL DUE DATE Proposals will be accepted up until 3:00 pm on November 12, 2014 in the Purchasing Office- Spec. 5044, City of New Rochelle, City Hall, 515 North Avenue, New Rochelle, New York and should be mailed to the attention of Mark Zulli, Risk/Purchasing Manager. 3) OVERVIEW It is the City s intent to contract with a firm or individual to advise the Department of Development and the New Rochelle Planning Board on applications for Wireless Telecommunications Facilities. 4) AWARD CRITERIA The City of New Rochelle reserves the right to award the contract generated from this RFP to the respondent who presents a proposal that best meets the specifications as listed herein and represents the most beneficial procurement as determined by the City. The award will be made by the City s RFP Evaluation Committee and shall be based on the respondent s qualifications including, but not limited to the following: references, knowledge and interpretation of the City s needs, experience with similar projects. 1

2 Proposals will be evaluated and scored on the basis of the following criteria: A. Experience and Qualifications of the Proposer (maximum 40 points) Consideration will be given to proposals demonstrating strong capabilities, experience and reputation in undertakings similar to those described in this RFP. Additionally, prior experience working in New Rochelle will be viewed as beneficial. Similar experience will be understood to include providing similar services to major public and private sector corporations. B. Proposal Completion (maximum 20 points) Proposal responses will be evaluated on completeness, clarity/accuracy of the information requested, and proposal presentation. C. Financial Terms (maximum 40 points) Consideration will be given to proposals that present the most cost efficient terms to the City over the term of the contract. The City reserves the right to waive any minor deviation in proposal responses received when such waiver is in the best interests of the City, and reserves the right to modify any requirements, terms or conditions as outlined in this request for proposal (RFP) when such modification(s) is in the best interests of the City. Proposals will only be accepted from thoroughly competent, experienced and financially qualified individuals or entities as determined solely by the City of New Rochelle. Respondents are responsible for submission of complete, accurate, adequate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be interpreted in favor of the bidder and shall be grounds for bid rejection. The City reserves the right to reject all bids if such action is determined to be in the best interest of the City. This document is not an offer to contract but is an RFP as defined herein, to satisfy specific user requirements of the City of New Rochelle. Neither the issuance of the RFP, preparation and submission of a response, nor the subsequent receipt and evaluation of any response by the City of New Rochelle, will commit the City to award a contract to any vendor even if all of the user requirements in the RFP are met. The City may modify these requirements in whole or in part and/or seek additional vendors to submit quotations. Only the execution of a written contract will obligate the City in accordance with the terms and conditions contained in such contract. Respondents may be required to make a presentation of their qualifications to the committee. 5) QUALIFICATION REQUIREMENTS The following list is the minimum consultant qualification requirements. At least 3 years experience providing similar consultant services At least 3 positive recommendations for clients currently/previously served At least one of the positive recommendations to be a city/county/state Respondent must be or have on staff a licensed professional engineer Familiarity with New York State and Federal Communications Commission Regulations for Wireless Telecommunications Facilities Past consulting experience for municipal government 2

3 No current representation of carriers which have wireless telecommunications facilities in Westchester County 6) SCOPE OF WORK The following is an outline of the anticipated work. a) Review all pending and future applications filed with the City for Wireless Telecommunications Facilities for a Special Use Permit; b) Assist and advise the City in the analysis of these applications, including attending meetings with City officials and/or Applicants as requested by the City; c) Review and verify radio frequency reports and determine coverage needs and saturation; d) Recommend in writing to the City whether a particular application should be approved, disapproved or held pending further information, action or due to extenuating circumstances and set forth in writing the reasons for such determination; and e) Review and certify construction of the facility and in writing recommend when/if the certificate of compliance should be issued. f) Review and make recommendations as to annual certifications for previously approved applications. Review and recommend proposed zoning changes where appropriate or required by relevant case law or federal regulations. Additional responsibilities may include: a) Communicating directly with the applicant to carry out City s mandate and facilitate efficient review (e.g., requesting correspondence from applicant during initial phase review); b) Coordinating and processing wireless telecommunications applications in accordance with the Planning Board s monthly schedule and presenting findings to the Board, when requested by the City; c) Maintaining a working knowledge of the number and location of wireless telecommunications facilities in the City and their current and future cumulative impacts so as to counsel appropriate measures. Supplemental tasks may include: a) Pre-application meetings and site walks with City staff and applicant, when requested by the City; and b) Reporting on the condition of existing wireless telecommunications facilities during the course of review and communication directly with the City for correction, if in violation; Preferences: a) Ability to deliver reports via ; b) No more than one person billed for each task; c) No out-of-pocket disbursements; and d) Contract for one year, renewable for two (one-year) periods for a maximum of three years upon mutual consent. 3

4 The consultant will review and formulate a report and recommendations to the New Rochelle Planning Board, insuring applicant s compliance with the regulations contained in Chapter (Zoning: Wireless Telecommunications Facilities) of the Code of the City of New Rochelle. The consultant will advise on pending applications that have yet to be decided by the New Rochelle Planning Board. 7) SCHEDULE OF WORK The City s current contract ends December 1, The schedule of work shall be as follows: December Execution of contract with consultant to commence on or after December 1, Meet with consultant and review schedules, responsibilities of consultant and Department of Development staff and Planning Board - Consultant starts work with review of pending applications and new ones as they are submitted. 8) PROPOSAL FORMAT Your proposal should include the following and clearly label all sections to coincide with the RFP: 1. Detailed information on how the firm meets the qualification and scope of work requirements as listed herein. 2. Name and resumes of principals and associates to be assigned to this project. 3. Information as requested in Section 5 herein. 4. A completed and signed Exhibit A attached hereto. 5. Cost proposal section. 6. Provide one (1) original and four (4) copies of your proposal response. 9) CITY CONTACT PERSON If there are any questions concerning this Request for Proposal, please contact Nina Arron, Director of Planning and Sustainability in the Department of Development at (914) ) CANCELLATION 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 canceled by the City for any other reason(s) upon 30 days written notice 11) LIABILITY REQUIREMENTS Upon award, the successful proposer shall supply and maintain insurance which indemnifies and holds harmless the City, its officers, employees and agents from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorney s fees or loss arising directly out of acts or omissions here under by the contractor or third party under the direction or control of the 4

5 contractor. The successful bidder must furnish the City with Certificates of Insurance prior to commencement of work. The required coverage shall not be less than the following: Workers Compensation Statutory Requirements New York State Disability Coverage Statutory Requirements Public Liability/Property Damage $2,000,000 combined single limit policy Automobile Liability $1,000,000 Contractual Liability Must be stated on C of I Errors and Omissions $1,000,000 INSURANCE CERTIFICATES SHALL NAME THE CITY OF NEW ROCHELLE AS ADDITIONAL INSURED PARTY AND SHALL STATE THAT ALL COVERAGE SHALL BE PRIMARY TO ANY COVERAGE HELD BY THE CITY. 12) ADDITIONAL TERMS and CONDITIONS a) The successful bidder must comply with all Federal, State, and City of New Rochelle statues and codes as may be applicable to the scope of work detailed herein, including all labor laws. b) All bidders must quote their fees in the proposal response clearly labeled "Cost Summary Section". c) Proposals and prices must remain valid for three (3) months. Venue: This contract 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 shall be brought in the Supreme Court of the State of New York, Westchester County. The successful respondent must comply with all federal, state and city of New Rochelle statues and codes as may be applicable to the scope of work detailed herein, including all labor laws. 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. 5

6 EXHIBIT A: REQUEST FOR PROPOSAL SPECIFICATION #5044 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 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 of 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. D. Prior to undertaking any services in connection with an application for Wireless Telecommunications Facilities, the Consultant shall provide an outline to the City s Department of Development setting forth the Consultant s anticipated tasks in connection with reviewing the application, a list of Consultant s assigned personnel and contractors for such tasks, and Consultant s estimated compensation and out-of-pocket expenses to complete such tasks ( Preliminary Estimate of Services and Fees. ) 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. #5044 except as identified. Company Name and Address Name and Title of authorized person completing this document Signature Date Phone 6