CITY Of ROME REQUEST FOR PROPOSALS RFP # DESIGN AND CONSTRUCTION INSPECTION SERVICES FOR THE DOWNTOWN CENTRO BUS SHELTER PROJECT

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1 CITY Of ROME REQUEST FOR PROPOSALS RFP # DESIGN AND CONSTRUCTION INSPECTION SERVICES FOR THE DOWNTOWN CENTRO BUS SHELTER PROJECT CITY OF ROME NEW YORK 198 NORTH WASHINGTON STREET ROME, NY 13440

2 BID ADVERTISEMENT Sealed proposals will be received by the City Clerk of the City of Rome, New York, until 3:00 P.M. local time, October 11, 2018, for the following project: RFP Design & Construction Inspection Services for the Centro Bus Shelter Project Proposals will be publicly opened and read aloud at 3:00 P.M., local time, the same day, October 11, 2018 in the Council Chambers, 2nd Floor, City Hall, Rome, New York. All proposals shall be made on forms furnished and shall be enclosed in a sealed envelope marked to the attention of the City Clerk as follows: RFP Design & Construction Inspection Services for the for the Centro Bus Shelter Project (Bidder s Name) Project Location: 100 Block of West Liberty Street, Rome, NY Owner: City of Rome. Owner's Representative: Engineer: Butch Conover City of Rome Commissioner of Public Works 198 Washington St., Rome NY, TBD PROJECT DESCRIPTION: Project involves design/bid documents compilation for the proposed downtown Centro Bus Shelter located along Liberty Street. Bids will be advertised electronically at under the treasurer and purchasing tab, or go to: Bids are also advertised with the Mohawk Valley Builders Exchange at: Bid Opportunities at Syracuse Builders Exchange at: and the New York State Contract Reporter at: The RFP is available for download (Adobe PDF) at the City s website on the purchasing tab at no charge; however, be advised that incomplete proposals will be disqualified. Plans, specifications, proposal forms and other contract documents may be examined at the office of the City Engineer, Third Floor, City Hall, Rome, New York, or secured for bidding purposes at the same office. Contractors that obtain contract documents from a source other than the issuing office must notify the issuing office in order to be placed in the official plan holder s list, in order to receive addenda and other bid correspondence. Please contact the City Engineer s Office at (315) with your name, bid packet obtained, and address to be placed on the official plan holder s list. Bids received from contractors other than those on the official plan holder s list will not be accepted. Addenda, if any, will be issued only to those persons whose name and address are on record with the City as having obtained a bid packet. Addenda to the bid, when issued, will be on file in the Engineering Office at least five days before the bid opening date. If addenda s are issued for this contract all official plan holders will be issued with addenda by mail or . The acknowledgement of addenda is found on the Bid Form.

3 All questions should be directed to the City of Rome electronically at It is the policy of the City of Rome to encourage the greatest possible participation of minority and women-owned business enterprises. All qualified Minority and Women-Owned Business Enterprises (MWBE) suppliers, contractors, and/or businesses will be afforded equal opportunity without discrimination because of race, color, religion, national origin, sex, age, disability or sexual preference. No bidder may withdraw their Bid within sixty (60) days after the date set for the opening thereof. Incomplete bids will be disqualified. The City of Rome, New York, reserves the right to reject any or all proposals or to accept any bid deemed to be in its best interest. Jean Grande City Clerk Board of Estimate & Contract LEGAL SECTION: 1 TIME Date: October 1, 2018

4 CITY OF ROME REQUEST FOR PROPOSALS DESIGN AND CONSTRUCTION INSPECTION SERVICES FOR THE DOWNTOWN CENTRO BUS SHELTER PROJECT RFP # SECTION 1: PURPOSE The City of Rome is seeking proposals for DESIGN AND CONSTRUCTION INSPECTION SERVICES FOR THE DOWNTOWN CENTRO TRANSPORTATION CENTER PROJECT. This is a Downtown Revitalization Initiative Implementation Project which the design portion is funded by the City of Rome and the construction is funded through the New York State Department of State. The intent of these specifications is to furnish information to responsible proposers for the purpose of obtaining proposals to retain a NYS Licensed engineer to provide complete design and construction inspection services as outlined in Section 4: Scope of Services for the design and construction inspection services for the Downtown Centro Transportation Shelter project to be located on W Liberty Street in the City Of Rome (see project location map). The proposed project includes designing a downtown Centro Bus shelter that will provide new services that promote sustainability through mass transit, bike commuting, and pedestrian connectivity with the pedestrian-oriented downtown. The design engineer will also procure all required permits, including any environmental permits required to complete the project. The City will sign and forward permit applications to the appropriate agency.

5 SECTION 2: RECEIPT OF PROPOSALS One (1) copy, and (1) electronic copy on CD or flash drive, of the Proposal and other required documents must be submitted, sealed in an opaque envelope clearly marked with the name and number of the Proposal and the name and address of the Proposer. Proposals should be mailed to the following address: Jean Grande City of Rome City Clerk 198 N Washington Street, Room 1A Rome, New York The Proposal submitted by the individual Proposer(s) is the document upon which the City of Rome will make its initial judgment regarding the Proposer s qualifications, understanding of the City s scope and objectives, methodology, and ability to complete services under the contract. Those submitting Proposals do so entirely at their expense. There is no express or implied obligation by the City Of Rome to reimburse any firm or individual for any costs incurred in preparing or submitting Proposals, preparing or submitting additional information requested by the City of Rome, or for participating in any selection interviews (if held). Submission of any Proposal indicates acceptance of the conditions contained in the RFP, unless clearly and specifically noted otherwise in the Proposal. The City of Rome reserves the right to reject any and all Proposals, in whole or in part, submitted in response to its RFP. The City Of Rome reserves the right to waive any and all informalities and to disregard all nonconforming, non-responsive or conditional Proposals. The City Of Rome may, at any time by written notification to all Proposers, change any portion of the RFP described and detailed herein. Proposals will be examined and evaluated by the City of Rome Department of Public Works, Division of Engineering. During the evaluation of Proposals, the City may require clarification of information or may invite Proposers to an oral presentation to amplify and or validate Proposal contents.

6 SECTION 3: QUALIFICATION OF PROPOSER Provide a statement of Proposer qualifications including: The City of Rome may make such investigations it deems necessary to determine the ability of the Proposer to perform the work. The Proposer shall furnish to the City, within five (5) days of a request, all such information and data for this purpose as may be requested. The City reserves the right to reject any Proposal if the information submitted by, or investigation of, such Proposer fails to satisfy the City that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional Proposals will not be accepted. 1. Firm Overview a. Profile of Firm: Firm name, address of firm headquarters and branch office handling the Project as well as related telephone and fax numbers. Include how many years in business under the name stated above. Describe firm ownership, structure and history. Include type of legal entity (e.g., corporation, limited liability company, etc.), state or commonwealth of formation (i.e., where incorporated) and year of formation or organization. In the case of a joint venture, provide the same information for each partner in the joint venture. b. Local Office: Provide similar information for your local office if different that your headquarters as listed in a above. c. Firm Resources: List the number of permanent employees by professional discipline. d. Sub consultant Resources: List the number of permanent employees by professional discipline. e. Firm Organizational Chart: Provide an organization chart of the firm. 2. Firm Experience a. Firm s Project Experience: Provide examples of your experience with designing construction bid documents of similar type of buildings. Provide the following information: i. Owner Name and Address ii. Owner s Representatives Name, Position, Telephone Number, and Address iii. Project Name iv. Project Type v. Project Description vi. Project Size (square feet), (Value ($), and Start and Finish (Substantial Completion) Dates vii. Role and Responsibility (Scope) Your Firm had on Project viii. Contract Value Your Firm had on Project Original and Final (explain if value is significantly different from original to final)

7 b. Firm s Key Staff Experience: For each employee that has experience relevant to the scope of work outlined in this RFP, include a paragraph which outlines this experience. 3. Project Approach: a. Approach / Staff: Describe your firm s specific approach to Design/Build services and how you propose to expedite the process. b. Schedule: Please develop a Preliminary Schedule that you plan on using to perform this project. 4. Project Resources: a. Key Staff, Resumes, Availability, and Commitment: For each employee you intend to assign to the Project include a paragraph which outlines their roles and responsibilities for this Project. Include resumes for Key Staff. Discuss their respective availability to this Project and their commitments to this and other projects. b. Project Organizational Chart: Provide an organization chart of the Project team. 5. Litigation: Describe any claims, mediation, litigation, arbitration or other form of dispute resolution filed by or against your company regarding demolition design and management projects (and, in the case of a joint venture, by or against any partner in the joint venture) in the past five (5) years, including case name, number, location of court or arbitration. This list shall also disclose any failure or failures to complete a contract, or contracts, and any instances of having defaulted or having been declared to be in default, on any contract or contracts. SECTION 4: SCOPE OF SERVICES The Successful Proposer shall provide the following engineering services and submit a stamped set of plans and specifications for the construction of a new CENTRO Bus Shelter and surrounding site improvements adjacent to the City Hall parking lot on Liberty Street, and a RFB document to distribute to contractors and solicit public bids. Specific elements of the project include: Design of a +/- 360 sf building along Liberty Street, including a heated/cooled shelter location with space for people waiting for buses. Materials would include a glass storefront for high visibility, architectural metal building envelope, and masonry lower walls to protect against snow and water damage. Design implementation of heated sidewalks immediately surrounding the new structure to improve safety and reduce maintenance. Danfoss Raditant Heating System or similar is preferred. Design landscape improvements along North Washington and Liberty Street to create a more attractive streetscape environment.

8 Provide all necessary provisions for maintenance and protection of traffic and pedestrian safety during the construction work. The deliverables shall include the following: 1. Apply for any and all necessary permits required to progress this project. 2. Develop project design schedule, contract plans, specifications and bid documents (Site survey and design points are to be supplied by the city of Rome Engineers Department) 3. Provide Engineers Estimate for construction cost 4. Meet with the City to review the plans, specifications and estimate. Modify the contract documents as required to address the City's comments. Provide ten (10) sets of final plans and project manuals, one (1) in an electronic PDF format, and one (1) compatible with the City s CADD system. 5. Obtain all necessary permits as required (see Section 1.3). Provide City copies of all acquired permits. 6. Prepare an Advertisement to Bid for the City's distribution. Answer any questions received from potential bidders during the bid period. Issue any and all addenda if necessary to all plan holders of record. 7. Hold one (1) pre-bid meeting with potential bidders 8. Attend the construction bid opening, review the bids, provide a bid submittal check list for all submitted bids, and recommend award of the contract. 9. Provide contract administration inclusive of attending preconstruction meeting, review and approve shop drawings, prepare meeting minutes, resolve contract disputes, review, approve and prepare change orders for approval by the City. 10. Provide one inspector to perform full time on-site inspection services for the duration of this construction project. As part of the services required under this contract, the successful proposer shall: 11. Attend all preconstruction/construction meetings and prepare meeting minutes. 12. Review all shop drawings and plans associated with proposed construction and inform the City of approvals and any discrepancies. 13. Review and prepare change order(s), if any, to be submitted to the City for approval. 14. Assist the City with all construction contract disputes that arise while the contract is in effect. PROPOSAL CONDITIONS AND ASSUMPTIONS 1. A study will be performed to determine the most economical demolition for the proposed parking structure. 2. The site will be closed to traffic during the construction period. Consultant will provide Maintenance and Protection of Traffic sheets, including the off- site detour route, to be included in the final plans. 3. The design engineer will assist the City in preparing and obtaining all necessary permits required to complete the project. No environmental impact statement is anticipated. The project will be designed such that it will be in accordance with the NYSDEC requirements for environmental permits. The project is anticipated to be a SEQR Type II and, therefore, would require no further SEQR processing. Design engineer to prepare all permit applications and forward to the City for signature. 4. Final demolition plans should be completed and ready for letting in December 2018.

9 5. Assume that abatement and demolition will be completed within a 3 month period. 6. Assume possible utility conflicts with poles, buried cable, gas and water. SECTION 5: TERM OF CONTRACT The contract period shall be from date of contract execution until six months after completion of all work under the contract. The successful Proposer shall execute a contract with the City of Rome in substantial conformance with this RFP as prepared and approved by the City Corporation Counsel. SECTION 6: COST PROPOSAL Submit a cost proposal for the services described above in Section 4, Scope of Services, Detail the fee structure for the Proposal. All reimbursable costs must be included in the lump sum design and permitting fee. All hourly rates for inspections should be outlined under the correct item and totaled to a lump sum fee. Provide any other relevant information that will assist the City in evaluating your Proposal. SECTION 7: PROPOSAL SUBMISSIONS 7.1 In order for the City to conduct a uniform review process of all proposals, proposals must be submitted in the format set forth below. Failure to follow this format may be cause for rejection of a proposal because adherence to this format is critical for the City s evaluation process: 1. Title Page - The title page should reflect the Request for Proposal subject, name of the proposer, address, telephone number and contact person. 2. Table of Contents - The Table of Contents must indicate the material included in the proposal by section and page number. 3. Firm Overview 4. Firm Experience 5. Project Approach 6. Project Resources 7. Litigation 8. Cost Proposal Form 9. Proposed Project Schedule 10. Non-collusive Bid Sheet

10 Attachments: A. Non-Collusive Bidding Certificate Proposals will be examined and evaluated by the department of Public Works division of Engineering with the advice of the City of Rome s Project Manager to determine if the requirements of this RFP are met and to make a recommendation to the City of Rome s Board of Estimate and Contract (BOE) for a contract award. A notice of contract award shall not be binding upon the City until the contract has been fully executed by both parties It is the policy of the City of Rome to encourage the greatest possible participation of minority and women-owned business enterprises. All qualified Minority and Women-Owned Business Enterprises (MWBE) suppliers, contractors, and/or businesses will be afforded equal opportunity without discrimination because of race, color, religion, national origin, sex, age, disability or sexual preference.

11 ATTACHMENT A: BD-6 NON-COLLUSIVE BIDDING AND DISBARMENT CERTIFICATIONS I. SECTION 103-D, GEN. MUNICIPAL LAW & SECTION 139-D OF STATE FINANCE LAW CERTIFICATION: 1. Every Bidder hereafter made to the state or any public department, agency, or official thereof, where competitive bidding is required by statue, rule, or regulation, for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed by the bidder and affirmed by such bidder as true under the penalties of perjury. Non-Collusive bidding certification a. 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 his knowledge and belief: (1) The prices in the bid 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 to any competitor; (2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and (3) No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit a bid for the purpose of restricting competition. b. A bid shall not be considered for award nor shall any award be made where 1, a, b, and c above have not been complied with; provided however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore. The fact that a bidder (1) has published price lists, rates or tariffs covering items being procured, (2) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (3) has sold the same items to other customers at the same prices being bid does not constitute, without more, a disclosure within the meaning of subparagraph One (a) above. 2. Any bid hereafter made to the state or any public department agency, or official thereof by a corporate bidder for work or services performed or to be performed or goods sold or to be sold,

12 where competitive bidding is required by statue, rule, or regulation, and were such bid contains the certification referred to in subdivision one of this section, shall be deemed to have been authorized by the board of directors of the bidder and such authorization shall be deemed to have included the signing and submission of the bid and the inclusion therein of the certificateas to non-collusion as the act and deed of the corporation. II. TITLE 23, U.S.C., SECTION 112(C) CERTIFICATION: By submission of this bid, the bidder does hereby tender to the Owner this sworn statement pursuant to Section 112 (c) of Title 23 U.S.C. (Highways) and does hereby certify, in conformance with said section 112 (c) of Title 23 U.S.C. (Highways) that he said Contractor has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the above contract. III. TITLE 49 U.S.C., PART 29 DISBARMENT/INELIGIBILITY DISCLOSURE: The signator to the proposal, being duly sworn, certifies that, EXCEPT AS NOTED BELOW, his/her company and any person associated therewith in the capacity of owner, partner, director, officer, or major stockholder (of five percent or more ownership): a. Is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any Federal agency; b. Has not been suspended, debarred, voluntary excluded, or determined ineligible by any Federal agency within the past three years; c. Does not have a proposed debarment pending; and d. Has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three years. Exceptions: The Contractor should list any relevant information, attaching additional sheets to the proposal if necessary. (Exceptions will not necessarily result in disapproval, but will be considered in determining responsibility. For any exception noted, the Contractor should indicate to whom it applies, the initiating agency, and the dates of actions. Providing false information may result in criminal prosecution or administrative sanctions.) NON-COLLUSIVE BIDDING CERTIFICATION BIDDER INFORMATION Bidder to provide information listed below: Bidder Address:

13 Street or P.O. Box Number City State Zip Federal Identification No: Name of Contact Person: Phone No. of Contact Person: If Bidder is a Corporation: Presidents Name and Address Vice Presidents Name and Address Other Officer s Name and Address If Bidder is a Partnership: Partners Name and Address Partners Name and Address If Bidder is a Sole Proprietorship Owners Name and Address BY EXECUTING THIS DOCUMENT, THE CONTRACTOR AGREES TO:

14 1. Perform all work listed in accordance with the Contract Documents at the unit prices bid; subject to the provisions of the Standard Specifications, Construction Materials, published by the New York State Department of Transportation, and dated May 1, 2008, and addenda thereto, if applicable; 2. All the terms and conditions of the non-collusive bidding certifications required by section 139d of State Finance Law, and Section 112(c), Title 23, U,S, Code; 3. Certification of Specialty Items category selected, if contained in this proposal; 4. Certification of any other clauses required by this proposal and contained herein; 5. Certification, under penalty of perjury, as to the current history regarding suspensions, debarments. Voluntary exclusions, determinations of ineligibility, indictments, or civil judgments required by 49 CFT Part 29. (Legal name of Person, Corporation, or Firm which is Submitting Bid or Proposal) Date By: (Signature of Person Representing Above) As: (Official Title of Signator in Above Firm) (Acknowledge By a Corporation) STATE OF NEW YORK ) COUNTY OF ) ) SS: On this day of, 20 before me personally came to me known and known to me to be the person who executed the above instrument, who being duly sworn by me, did depose and say that he/she resides at, and that he/she is the of the Corporation described in and which executed the above instrument, and that he/she signed his/her name thereto on behalf of said Corporation by order of the Board of Directors of said Corporation. (Acknowledge By Partnership) Notary Public STATE OF NEW YORK ) ) SS:

15 COUNTY OF ) On this day of, 20 before me personally came to me known and known to me to be the person described in and who executed the above instrument, who being duly sworn by me, did depose and say that he/she is a partner of the firm of, consisting of himself/herself and and that he/she executed the foregoing instrument in the firm name of and that he/she had authority to sign same, and did duly acknowledge to me that he/she executed same as the act and deed of said firm of for the uses and purposes mentioned herein. (Acknowledge By Individual Contractor) STATE OF NEW YORK ) COUNTY OF ) ) SS: Notary Public On this day of, 20 before me personally came to me known and known to me to be the person who executed the above instrument, and that he/she acknowledge that he/she executed the same. Notary Public