REQUEST FOR PROPOSALS Department of Planning and Economic Development City of Corning, New York September 12, 2016 Lamphear Court Road Reconstruction Project I. Background Information The City of Corning, New York, through the Department of Planning and Economic Development, has received a $600,000 Community Development Block Grant (CDBG) from the New York State Office of Community Renewal - Small Cities Program. The grant was awarded to reconstruct Lamphear Court Road which is an existing City street servicing the Lamphear Court Residential Complex. The project will reconstruct the existing Lamphear Court Road, replace sidewalks, install new curbing, install stormwater catch basins and piping, install new lighting, and replace sanitary sewer/water mains as needed and other site improvements. The estimated total project cost is $715,000, including local funds. This Request for Proposals seeks an engineer or firm to assist the City with required environmental/historical reviews, complete preliminary/final engineering, prepare bid specifications, assist the City with evaluation of bids, provide inspection/engineering services during construction, and assist the City with project completion/closeout. A more complete summary of the work to be undertaken is found below under Scope of Work. The project is being conducted under the Community Development Block Grant (CDBG) program. All actions must be in full compliance with CDBG requirements. The selected engineer or firm will work at the direction of the Director of Planning and Economic Development. The firm will also consult with the Superintendent of Public Works for technical issues and will coordinate with the Superintendent as needed during design and construction. II. Scope of Work The proposer shall undertake the following scope of work and will be allowed professional methods and means to accomplish tasks and provide services. 1. On-site review of the existing conditions and proposed improvements. 2. Report and consult with the City on any proposed revisions to the proposed improvements and estimated project cost. 3. Survey the project area to ensure all improvements are within the existing City right of way. 4. Assist the City with required environmental and historical reviews, including NEPA/SEQRA. 1
5. Assist the City with W/MBE, Section 3, prevailing wage, CDBG and other state/federal requirements including documentation and reporting. 6. Provide engineering services for the planning, design, and construction phases of the project. 7. Prepare a bid specification package for distribution. Preparation of the package shall include all steps to comply with CDBG requirements, including the acquisition of wage rates, inclusion of all necessary contract compliance language, explanation of insurance requirements, a draft contract, and other documentation as required. The bid package will be presented to the City for review prior to distribution. 8. Distribute bid packages and issue City approved addendums as needed. 9. Attend the bid opening meeting, evaluate bids received for accuracy and completeness and compliance with CDBG requirements. 10. Conduct due diligence on bidders and recommend a selected bidder to the City. 11. Provide inspection services for the project during construction and on an as needed basis through project closeout. 12. Schedule and attend meetings, including public information, preconstruction and construction progress meetings. For each meeting, prepare agendas, and provide meeting minutes. 13. Review and submit certified payrolls to the City. Also certify percent completion for purposes of contractor payments. Certify project completion and assist the City with closeout as per CDBG requirements. III. Time Line The City of Corning anticipates construction will be substantially completed by July 31, 2017 with final completion by August 30, 2017. The project must be closed with CDBG by December 11, 2017. Earlier completion is preferred. The proposer should include a plan for meeting this timeline or provide an alternate timeline and an explanation. IV. Cost Proposal Amounts The City of Corning is seeking not to exceed amounts for services to be provided. For accounting purposes, costs for engineering services and inspection must be separately stated/posted. All costs which the proposer may incur, such as hourly rates, travel, office supplies and support, etc., should be built into the two costs. The City will not accept costs beyond the totals proposed unless the Scope of Work is changed by 2
mutual agreement between the engineer/firm and the City. V. Subcontractors The submitting firm must clearly identify any subcontractors in the proposal, including the name, contact information, and proposed role for each subcontractor. Qualifications of each subcontractor must be included in Section I, Qualifications. Additional certifications may be required of each subcontractor prior to execution of agreement with the selected firm. Subcontractors which are Section 3 or W/MBE firms are strongly encouraged and should be so identified. VI. Coordination with Arbor Housing and Development and Public Works Department The project will require coordination with Arbor Housing and Development and the City Public Works Department. Arbor Development is a housing agency which owns/operates the housing units adjacent to Lamphear Court Road. Reconstruction of the road is in support of Arbor s redevelopment housing plan for the site. During construction, access will have to be maintained to the occupied housing units. The project will also require coordination with the City s Department of Public Works regarding infrastructure improvements and design to support long-term maintenance. VII. Women and Minority Owned Business Enterprises (W/MBE) and Section 3 Businesses Proposal from or including women/minority owned businesses and Section 3 firms are strongly encouraged. Proposals from or including W/MBE or Section 3 businesses should identity the W/MBE or Section 3 business and state the proposed roles and responsibilities of the firm or individual. VIII. Insurance Coverage The following kinds and amounts of insurance shall be procured and maintained by the engineer/firm throughout the duration of this project: 1. Worker s Compensation Insurance in the amounts required by law to provide protection for employees of the engineer/firm in the event of jobrelated injuries. 2. Commercial General Liability Insurance having a combined single limit of $1,000,000 for bodily injury and property damage resulting from any one accident. 3. Automobile Liability Insurance having a limit of $1,000,000 for bodily and property damage resulting from any one accident. 3
4. Professional Liability or Errors and Omissions Insurance having limits of $3,000,000 per claim and $3,000,000 aggregate liability, including contractual liability. 5. Umbrella Liability Insurance having a limit of $3,000,000 for personal injury and property damage resulting from any one occurrence. For items 1-5, the City must be named an additional insured with such coverage to be primary and non-contributory. The engineer/firm shall provide the City with current Certificates of Insurance showing the required limits and terms. The Certificates shall also provide for thirty (30) days written notice by the insurance company prior to cancellation or material change in policy coverage. IX. Terms of Award The City of Corning reserves the right to reject any or all proposals, and the City reserves the right to negotiate the scope of services, costs or other terms and conditions with any engineer/firm submitting a proposal. X. Submitting Proposals Proposals must contain: Section I: A narrative description of the firm s approach and methods/means to the project, illustrating a thorough understanding of the project objectives and final products. See Background Information and Scope of Work, also Consultant Selection. Section II: A detailed set of qualifications demonstrating ability and capacity to undertake the project. See Consultant Selection, #1, #2. Section III: A cost proposal. See Cost Proposal Amounts, and Consultant Selection #4. Section IV: Insurance Certificates, submission may include certificates meeting the required amounts subject to conversion to Section VIII requirements upon selection. Section V: Contact information for similar projects completed in the last five years. Projects subject to CDBG requirements are preferred. See Consultant Selection #1, #2. Section VI: Acknowledgement on firm s letterhead of receipt of any addendums, including a list of such addendums. Six (6) copies of the proposal must be received by the Director of Planning and Economic Development on or before 12:00 Noon, prevailing time, Wednesday, October 12. Proposals should be clearly labeled Engineering/Inspection Services - Lamphear Court Road Project. 4
Fax and electronic submissions will not be accepted. Proposals must be submitted to: Steve Dennis, Director Planning and Economic Development City of Corning 500 Nasser Civic Center Plaza Corning, New York, 14830. XI. Consultant Selection Upon receipt of proposals, a Selection Committee will review each proposal and recommend a consultant for approval. Proposers should be willing and able to provide additional information that may be required by the Selection Committee. Proposers should also be available for interviews and site visits at the invitation of the Selection Committee. Any site and interview costs are the responsibility of the proposer. Selection of the consulting engineer/firm will be based on the following criteria: 1. Experience with the Community Development Block Grant (CDBG) Program: the engineer/firm should list and describe three to five examples of CDBG projects completed in New York State in the past five years, along with contact information for those projects. Examples of CDBG Public Facilities Projects are preferred. This criterion will account for 25% of a respondent s score. 2. Experience with municipal road reconstruction and infrastructure improvement projects: the engineer/firm should list and describe three to five examples of similar projects completed in New York State in the past five years, along with contact information for those projects. This criterion will account for 15% of a respondent s score. 3. The qualifications, experience and responsibilities of personnel to be assigned to the project by the engineer/firm, including any which make the engineer/firm uniquely qualified to undertake this project. Personnel should be identified by professional title and specific project responsibility. This criterion will account for 25% of a respondent s score. 4. Costs for engineering services and the inspection. This criterion will account for 25% of a respondent s score. 5. Ability and capacity to meet the timeline outlined in this Request for Proposals or to adequately explain and justify an alternate timeline. This criterion will account for 10% of a respondent s score. 5
Purchase Service Agreement The City anticipates executing a purchase service agreement for consulting services with the selected engineer or firm. The City reserves the right to negotiate terms of the agreement with the selected engineer/firm and to move to the next ranked engineer/firm if an agreement can not be negotiated and executed in a timely manner. Questions regarding this RFP should be directed to: Contact Information Steve Dennis, Director Planning and Economic Development City of Corning 500 Nasser Civic Center Plaza Corning, NY 14830 Tel: 607-962-0340 ext. 1117 Fax: 607-962-0578 E-mail: corningplanning@gmail.com 6