Request for Proposals Professional Architectural & Engineering Services VARIOUS CITY OF BUFFALO PARKS AND BUFFALO PUBLIC SCHOOLS FACILITIES SURVEY AND DESIGN DEVELOPMENT INTRODUCTION & BACKGROUND The Community Foundation for Greater Buffalo recently received a planning grant from the Ralph C. Wilson, Jr. Foundation to support the analysis and planning for sports and recreation facilities in 11 neighborhood parks owned by the City of Buffalo and Buffalo Public Schools. This planning complements the Community Foundation for Greater Buffalo s mission of connecting people, ideas and resources to improve lives in Western New York and its vision of a vibrant and inclusive Greater Buffalo region with opportunity for all. The City of Buffalo and Buffalo Public Schools have identified multiple park areas where potential upgrades could increase the utility of the facilities, better serve the residents of the City. This planning analysis will look at the existing facilities and identify potential improvements to fields, spectator stands, mobile press boxes, field lighting, field drainage and watering, landscaping, walkways, parking, low level landscape lighting, artificial or natural turf fields, green infrastructure and public amenities. In collaboration with the City of Buffalo and Buffalo Public Schools, the Community Foundation for Greater Buffalo is soliciting proposals for a consultant to perform professional architectural and engineering surveys and design development services to facilitate the following work at the 11 neighborhood parks. SURVEYS OF (6) CITY OF BUFFALO PARKS Topographic and bounds surveys must be developed for the six existing City of Buffalo Parks listed below. These surveys must show all neighboring properties immediately bounding the parks, topographic information, utility information, both above and below grade and planted materials as well as provide both paper plans and electronic CAD files for the City of Buffalo, as part of the deliverables. These surveys will be utilized during the amenity upgrade design development. The six (6) City of Buffalo sites are as follows: 1.) McCarthy Park: Site includes a portion of 93, 117 William Price Pkwy, 270, 274, 280, 300 a portion of 302 and 304 East Amherst Street. Existing amenities include baseball and softball diamonds, soccer fields, football field, basketball and tennis courts, playgrounds, park areas, concession and storage buildings.
2.) Glenny Park: Site is located at 1823 Fillmore Avenue. Existing amenities include softball diamonds, football field, basketball courts, and a playground area, with undeveloped property to the north. 3.) Johnnie B Wiley/Masten Park: Site is located at 224 Best Street. Existing amenities include basketball courts, baseball diamonds, swimming pool, a playground area and is home to the JBW Sports Complex. - 2 -
4.) JFK Park: Site is located at 285, 399 and 401 Clinton Street. Existing amenities include a swimming pool, a recreation center, tennis courts, basketball courts, track and field, football field, concession, a playground area, baseball diamonds and parking area. 5.) Mungovan Park: Site is located at 609 and 611 New Bailey Ave, 444 Southside Ave, 5, 10, and 12 Pomeroy and 1 and 3 Dunbar Streets. Existing amenities include track and field, playground, soccer field and natural area. - 3 -
6.) Waterfront/Emerson Young Park: Site is located at 20 New 7 th, 43 Carolina and portions of 95 4 th Streets. Existing amenities include a playground, football field, soccer field, tennis and basketball courts and passive seating areas. - 4 -
The additional five (5) Buffalo Public School sites included in this work, described below, all have existing site plans that will be shared by the Buffalo Public Schools Facility Department: 7.) Charles Dingboom Riverside Field: Located at 51 Ontario St., Buffalo New York at Riverside High School. This field is a synthetic all-purpose field that accommodates Football, Soccer, Lacrosse and Field Hockey team competition. This field is fully lit for night games and bleachers to accommodate several hundred spectators. 8.) Grabiarz Field: Located at Public School 79 PFC. William Grabiarz School of Excellence at 225 Lawn Ave, Buffalo, New York. This field is a natural grass field located in the rear of the building. The school and field are located in a mixed residential and commercial section of the city. The field is large enough for competition but is worn and in need of service to meet the needs of students in physical education classes and competition. 9.) Seneca High School Field MST: Located at 646 East Delevan Ave. Buffalo, New York at Public School 197 Math Science Technology Preparatory School. This field is a - 5 -
natural grass field located in the rear of the building. Erie County Medical Center Emergency Room is adjacent to the field. This field is used for physical education classes and practice but is not large enough for competition of any sporting event at this time. Expansion of this field for competition is possible. 10.) Olmsted at Kensington Field: Located at 319 Suffolk St., Buffalo New York at Public School 156 Fredrick Law Olmsted High School. This field is a natural grass field located in the rear of the building and is adjacent to a parcel of land owned by the Buffalo Municipal Housing Authority. This is a residential community with public, multi occupancy dwellings surrounding the school. This field is used for soccer practice but is not regulation size for competition. - 6 -
11.) All High Stadium: Located to the rear of Public school 363 Lewis J. Bennett School of Innovative Technology at 2885 Main St. Buffalo, New York. This field is a synthetic allpurpose Track and field that accommodates Football, Soccer, Lacrosse and Field Hockey team competition. This field is fully lit for night games and bleachers to accommodate a few thousand spectators. New York State Section VI competition throughout Western New York has utilized this venue. The all-purpose synthetic field is at the end of its life usage reaching ten years. It is in need of a new field. SCOPING & DESIGN DEVELOPMENT Each of the eleven (11) sites will be reviewed as to required amenity upgrades where appropriate; inclusive of fields, spectator stands, mobile press boxes, field lighting, field drainage and watering, landscaping, walkways, parking, low level landscape lighting, artificial or natural turf fields, green infrastructure, public amenities and access. Items will be thoroughly discussed with the solutions being the best fit for each site. Review will include both City of Buffalo and Buffalo Public Schools personnel in a collaborative effort. This task will produce 70% Design Development documents with relative cost estimates for each site. SCOPE OF SERVICES Pre-Design & Survey: Meet with representatives from City of Buffalo and Buffalo Public Schools to review site conditions, amenities and programming. Perform survey of all described conditions. - 7 -
Scoping & Schematic Design (SD): Development of specific project scope and requirements for approval by City of Buffalo and Buffalo Public Schools. Provide schematic design of approved amenity upgrades. Explore if these assets can be open to broad community, and if so, the implications of that regarding liability and physical build out, namely the inclusion or exclusion of exterior fencing. Design Development (DD) Phase: Finalize design scope, and continue development of design documents to 70%. Prepare a preliminary construction cost estimate Provide six (6) 11x17 size hard copy sets in addition to the required electronic copy. TECHNICAL/LOGISTICAL ASSUMPTIONS Anticipated project schedule is as follows: July 9, 2018 RFP released July 19, 2018 Proposal conference mandatory attendance August 9, 2018 Proposals due 4:00p Late August Consultant Selected Mid-September Consultant Contract Executed January 30, 2019 Substantial completion 70% design documents completed Consultant shall prepare and distribute meeting minutes for all meetings conducted by consultant. Consultant shall state either: 1. Frequency and duration of required meetings, or: 2. Maximum number of required meetings, and: 3. Stipulate associated costs for additional meetings, should they be required. Consultant invoicing schedule shall be as follows (at phase completion, percentage of total fee): 1. Predesign/Survey phase: 15% 2. Scoping/SD phase: 30% 3. DD phase: 75% 4. Contract Closeout: 100% Consultant is responsible for all printing costs associated with any design coordination efforts of their project team, at all phases of the Project. There will be NO reimbursable expenses (i.e.: local travel, printing, etc.) - 8 -
REQUIRED PROPOSAL FORMAT Firms which possess an interest in providing the professional service described above shall respond by forwarding one (1) electronic, and three (3) hard copies of your proposal with the following information: A description of relevant past experience of the firm with regard to similar projects which supports your qualifications to perform the services. An organizational chart indicating staff to be assigned to the Project, including of that of any proposed sub consultants on the team. A statement of staff workload allocation schedule for the proposed duration of the project. Complete and attach Conflict of Interest Disclosure Statement An account of estimated personnel hours required to complete the project, broken down by phases, as delineated in the scope of services. (Please note: proportions of hours per phase need not exactly match percentages listed in Consultant invoicing schedule stated above in Technical/Logistical Assumptions section.) A statement clearly indicating that the firm maintains insurance in compliance with the provisions of the Workmen s Compensation Law of the State of New York and Professional Liability Insurance in the following amounts: $1,000,000 per claim $2,000,000 aggregate $5,000,000 excess limit/umbrella Proof of New York State Disability insurance. A statement of the proposed total base fee to perform the professional services required stated as a single fixed stipulated sum based on Scope of Services and A.I.A. contract document B104-2007. Lump sum fee comprised only of a fixed, not to exceed contingency allowance of 5% of estimated consultant fee for potential additional professional services and other unforseen costs. Any funds not approved for expenditure during the course of the Contract shall reduce the final total fee via deduct change order. Proposal requirements will be as such as to meet the City of Buffalo Professional Services RFPs per Mayor Brown s Executive Order # 17-04 Minority Employment and Business Opportunities Each Consultant team shall provide any relevant information with respect to any program or action taken to attract, recruit, retain and promote minority employees, partners and associates, including the Consultant s team current minority workforce ( Workforce Development ). - 9 -
Each Consultant team shall additionally provide any information with respect to programs, initiatives, policies or practices that support the development of, and provide business opportunities to, minority-owned businesses in the City of Buffalo, including suppliers and service providers ( Community Involvement and Vendor Policies ). The City maintains a goal of contracting with firms that subcontract to minority-owned businesses in the amount of 25% of total contract price or more. Examples of Workforce Development, Community Involvement and Vendor Policies that promote the employment of minority employees and contracting with minority-owned businesses include direct hire programs, minority-owned business utilization plans and youth hiring programs. Female Employment and Business Opportunities Each Consultant team shall provide any relevant information with respect to any program or action taken to attract, recruit, retain and promote female employees, partners and associates, including the Consultant s team current female workforce ( Workforce Development ). Each Consultant team shall additionally provide any information with respect to programs, initiatives, policies or practices that support the development of, and provide business opportunities to, women-owned businesses in the City of Buffalo, including suppliers and service providers ( Community Involvement and Vendor Policies ). The City maintains a goal of contracting with firms that subcontract to female-owned businesses in the amount of 5% of total contract price or more. Examples of Workforce Development, Community Involvement and Vendor Policies that promote the employment of female employees and contracting with women-owned businesses include direct hire programs, women-owned business utilization plans and youth hiring programs. SUMMARY Proposals will be accepted until August 9, 2018 at 4:00p at the Community Foundation for Greater Buffalo, 726 Exchange Street, Suite 525, Buffalo, NY 14210. *Please note requested funding amount for proposed surveys NTE $60,000. *Please note requested funding amount for proposed analysis & design development NTE $300,000. Proposals will be evaluated based on the following criteria: Previous experience of firm and key personnel (25%) Overall project approach and clarity of project (35%) Understanding of the Affirmative Action Statement, and proposed plan for working toward satisfaction of the minority and women business enterprise and workforce goals. (20%) o Minority employment and business opportunities 15% o Female employment and business opportunities 5% Fees will not be the sole determinant of decision for award (20%) - 10 -
CONTACT PERSON Jean McKeown Vice President, Community Impact Community Foundation for Greater Buffalo Questions regarding the Request for Proposals shall be submitted via email to jeanm@cfgb.org between July 16, 2018 and close of business on July 20, 2018. Responses to all questions will be returned via email by July 25, 2018. RIGHTS OF THE COMMUNITY FOUNDATION FOR GREATER BUFFALO RFP respondents shall submit all required materials and information. Failure to follow instructions or to respond fully, truthfully and accurately or to provide all requested documentation shall be reason for disqualification from the bidding process and any resulting contract shall be deemed null and void. Community Foundation for Greater Buffalo is not obligated to accept any of the proposals submitted as a result of this RFP, has the right to reject any and all proposals and the right, at any time prior to the execution of a contract for services, to withdraw the request for proposals, cancel the process and reject any submissions. Respondent(s) shall, to the extent determined by Community Foundation for Greater Buffalo to be applicable, provide evidence that the firm(s) and or their principals have complied with any and all requirements of eligibility to perform a contract awarded as a result of this RFP. These requirements of eligibility may include, but are not limited to, any required permission or clearance from or relating to other BPS employment. Community Foundation for Greater Buffalo reserves the right to cancel the contract or contracts resulting from this RFP with or without cause upon thirty (30) days notice. Full disclosure of any related parties must be provided on the Community Foundation for Greater Buffalo Conflict of Interest Disclosure Statement (see attached). If none, N/A must be conveyed. ATTACHMENTS: Map of Locations COI Disclosure Statement - 11 -
ATTACHMENTS
Grabiarz Field Glenny Park All High Stadium McCarthy Park Riverside H.S. Stadium Kensington Field Seneca Field Masten Park/JBW Fosdick Field LaSalle/Waterfront Park JFK Park Mungovan Park Buffalo Public Schools City of Buffalo City Honors Foundation 0 1 Miles
CONFLICT OF INTERST DISCLOSURE STATEMENT Community Foundation for Greater Buffalo Consultant must disclose and explain any possible conflict of interest or relationship concerning this engagement, including, but not limited to, any personal or professional relationship with any Community Foundation for Greater Buffalo Employee or Board Member, City of Buffalo Employee or Common Council Member, and Buffalo Public School Employee or Board Member. If, to your knowledge, no conflict or relationship exists, this should also be stated. A failure to disclose such a conflict of interest or relationship may result in the cancellation of a contract. This form must be completed and returned with your proposal in order for your proposal to be considered complete and eligible for consideration. I CERTIFY THAT: NO KNOWN CONFLICT OF INTEREST EXISTS A CONFLICT OF INTEREST MAY EXIST (Please explain): NO KNOWN RELATIONSHIP EXISTS WITH COMMUNITY FOUNDATION FOR GREATER BUFFALO, INC EMPLOYEES AND/OR BOARD MEMBERS, CITY OF BUFFALO EMPLOYEES AND/OR COUNCIL MEMBERS, BUFFALO PUBLIC SCHOOL EMPLOYEES AND/OR BOARD MEMBERS. RELATIONSHIP EXISTS (Please explain relationship): I CERTIFY THAT: (1) I, as an officer of this organization, or as a duly authorized signer I certify the information provided herein is accurate and true; and (2) I have fully disclosed any potential conflict of interest or relationships Printed Name Title Signature Date