city of albany skateboard park rfp 20160314

7/26/2019 City of Albany Skateboard Park RFP 20160314

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CITY OF ALBANYDIVISION OF ENGINEERING

REQUEST FOR PROPOSALS

FORENGINEERING SERVICES

PROPOSALS DUE:MARCH 28,2016AT 2:00PM

CITY OF ALBANY

WASHINGTON PARK SKATEBOARD PARK PROJECT

ALBANY,NEWYORK

MARCH,142016


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City of Albany, New York

REQUEST FOR PROPOSALS FOR THE PROVISION OFENGINEERING SERVICES FOR:

WASHINGTON PARK SKATEBOARD PARK PROJECTCITY OFALBANY,NEW YORK

SECTION 1: PURPOSE

1.1 The City of Albany hereby requests proposals from qualified engineering firms toprovide professional engineering services related to the creation of a skateboardpark in Washington Park. Minority Business Enterprises and Women's BusinessEnterprises are encouraged to submit proposals.

SECTION 2: PROJECT DESCRIPTION

2.1 At present, there is no formal skateboard park located within the City of Albany.Skateboaders are not allowed in downtown Albany and are often found skatingon monuments and in the streets, on sidewalks, as well as in parks throughoutthe city. It is proposed to create a skateboard park on four underutilized tenniscourts at the southwest end of Washington Park adjacent to Madison Avenue(see site location map). The four existing tennis courts are terraced with anelevation difference of approximately 5 to 7 feet between each adjacent courts.

2.2 The City has developed a concept plan which includes utilizing the transitionsbetween the courts as locations for cast in place concrete skateboard park

elements (see attached concept plan). The City currently has a budget of$200,000 to cover all design and construction costs.

SECTION 3: RECEIPT OF PROPOSALS

3.1 Three (3) copies of the Proposal must be received in a sealed envelope markedProposal Enclosed Engineering Services Washington Park Skateboard ParkProject no later than March 28,2016 at 2:00 PMat the following address:

City of AlbanyDivision of Engineering

One Conners BoulevardAlbany, New York 12204

ATTN: William J. Lecuyer P.E.

3.2 The cost proposal shall be included in a separately sealed envelope within theproposal submittal such that it may be reviewed independent of the remainder ofthe proposal.


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3.3 Each proposal submitted will be the document upon which the City of Albany willmake its initial judgment regarding each proposer's qualifications, methodology,and ability to provide the requested services.

3.4 Those submitting proposals do so entirely at their own expense. There is noexpressed or implied obligation by the City to reimburse any firm or individual for

any costs incurred in preparing or submitting proposals, preparing or submittingadditional information requested by the City, or participating in any selectioninterviews.

3.5 Submission of any proposal indicates an acceptance of the conditions containedin this Request unless the submitted proposal clearly and specifically statesotherwise.

3.6 The City of Albany reserves the right to accept or reject any and all proposals inwhole or in part, to waive any and all informalities, and to disregard all non-conforming, non-responsive or conditional proposals.

3.7 The City of Albany reserves the right to award the work, in whole or in part, toone or more firms and individuals.

3.8 Any award of the consulting services work shall be conditioned on the laterexecution of a formal written contract. The City of Albany reserves the right torevoke or rescind any award at any time prior to the full execution of a formalwritten contract.

SECTION 4: QUALIFICATIONS OF PROPOSER

4.1 Each proposer shall provide a statement of qualifications including:

a. A brief history and description of the firm submitting the proposal.

b. Identification of the firms professional staff members who will be assignedto this project if the firm's proposal is selected. Include a resume for eachsuch professional staff member that details qualifications, years and typesof experience, education, accomplishments, etc. Specify the extent of theavailability and commitment of each such professional staff member whowill be assigned to this project if the firm's proposal is selected.

c. At least three (3) references, including contact names, addresses, andtelephone numbers.

d. A signed cover letter from a person within the firm who is authorized tomake representations on behalf of the firm and to bind the firm.

e. A comprehensive description of the firms experience in similar projects.


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f. Any additional information which would serve to distinguish the firm fromother firms submitting proposals such as examples of work on projectssimilar to the project contemplated by this RFP, any special expertise orexperience of the firm, etc.

4.2 The City of Albany may make such inquiries it deems necessary to determine the

ability of each proposer to perform the services contemplated by this RFP.Proposers shall promptly furnish all information and data subsequently requestedby the City of Albany for this purpose.

SECTION 5: SCOPE OF SERVICES

5.1 Program Development Phase:

a. Attend a project kickoff meeting with the City of Albany to review theproject goals, objectives, and schedule.

b. Complete a site inspection to review existing site conditions at theproposed project site.

c. Complete a planimetric and topographical field survey of the existingtennis court area to prepare base mapping for the proposedimprovements. The survey shall include all above and below gradefeatures including, but not limited to the following:

1. All above grade features including bollards, trees, light poles,walking paths, etc.

2. Underground utilities. The selected consultant shall berequired to coordinate with public and private utility owners toobtain record mapping of underground utilities.

d. Contour intervals shall be at one (1) foot intervals. Elevations shall bebased upon a city provided datum.

e. The selected consultant shall set a minimum of two (2) bench marks forfuture reference.

f. The selected consultant shall review the existing concept sketch andprepare concept level drawings based upon actual field conditions andproject budget. Prepare a letter report summarizing the proposedimprovements and prepare a cost estimate for the completed skateboardpark.

g. Prepare renderings of the proposed improvements


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h. Attend a meeting with City Officials to discuss the proposed skate parkimprovements. Assume three (3) meetings during the course of thisphase of the project.

5.2 Contract Document Phase:

a. Prepare contract drawings, details and specifications for the constructionof the proposed skateboard park. Submit to the Division of Engineering at60% and 90% completion for review and comment.

b. Prepare a detailed cost estimate, including contingency and soft costs. Ifthe cost estimate is not within the project budget ($200,000.00), modifyand prioritize the scope of the work prior to completing this phase. Identifyany self-help items that could be performed by City Maintenancepersonnel.

c. All plans are to be signed and sealed by a New York State Professional

Engineer. Corporate stamps are not acceptable for certification of thedrawings.

d. Submit 100% contract drawings and specifications. Final contractdocuments shall include the standard City boiler plate which will beprepared by the City and provided to the Consultant for inclusion into thefinal project manual.

e. Assume two (2) meetings during the course of this phase of the project.

5.3 Bid Phase:

a. Provide the City with Final Contract Documents for distribution toprospective bidders and for the Citys use.

b. Assist the City in clarifying any questions related to the project andContract Documents.

c. Assist the City as necessary with the evaluation of bids as necessary.

5.4 Contract Observation and Administration Phase:

a. Attend and preside over the pre-construction meeting. Distribute meetingminutes to all attendees.

b. Make site visits as necessary to review the status and quality of the workfor conformance to the Contract Documents, to resolve the contractorsRFIs and to review necessary field changes. Assume a minimum of ten(10) site visits.


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c. Review material submissions, shop drawings, and samples forconformance with the Contract Documents.

d. Prepare and issue meeting minutes for all meetings, assist the City inreviewing and negotiating Contractors change proposals, provideinterpretations of the Contract Documents, respond to Requests for

Information, etc.

e. Issue a Notice of Substantial Completion with a punch list of all items thatare not satisfactorily completed.

f. Assist the City with project closeout, including final inspection and follow-up to ensure satisfactory completion of punch list items.

5.5 Project Administration:

a. The City of Albany Engineering Division will administer the project under the

direction of Randall J. Milano, P.E. City Engineer. William J. Lecuyer P.E.will be the Project Manager. Any questions concerning the submittal shouldbe directed to Bill Lecuyer at (518) 434-5490, faxed to (518) 434-5696 oremailed to [email protected]

5.6 Project Schedule:

Proposal Submission ....................................... March 28, 2016 Executed Contract ........................................... April 11, 2016 Program Development Phase Complete ......... May 13, 2016 Construction Documents Complete ................. June 15, 2016

Advertise for Bids ............................................ June 21, 2016 Open Bids ........................................................ July 8, 2016 Award Contract ................................................ July 19, 2016 Construction Start ............................................ August 8, 2016 Construction End ............................................. October 30, 2016

5.7 Project Deliverables: The following deliverables shall be submitted to the City ofAlbany for review:

60% Submission .......................................... Three (3) copies 90% Submission .......................................... Three (3) copies

Final Contract Documents ........................... Ten (10) copies oncompact disk in pdf formatand three (3) hard copies.

As-Built Contract Documents ...................... One (1) copy on compactdisk in pdf format.


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SECTION 6: WORK PROPOSAL

6.1 Address the Scope of Services referenced in Section 5 above, including adetailed work plan and project approach that includes task definitions andmethodology, milestones, and project schedule.

SECTION 7: COST PROPOSAL

7.1 Provide the individual proposed cost for each of the services set forth in Section5. Subsections 5.1 through 5.7.

7.2 Clearly set forth in detail any and all additional expenses for which you expect tobe reimbursed. The proposal must, however, provide a guarantee that noadditional fees will be charged to the City of Albany without prior written consentby the City.

7.3 As identified in Section 3.2, the cost proposal shall be included in a separately

sealed envelope within the proposal submittal such that it may be reviewedindependently.

SECTION 8: DESIGN DELEGATION

8.1 Unless noted otherwise, the selected proposer will be responsible for the designand certification of all components of this project. Design delegation to thecontractor of any component of this project is strictly prohibited without priorwritten consent from the City of Albany. It is critical that the Consultant takescomplete responsibility for the design of the work and avoids delegation of designto others.

8.2 If the Consultant desires to delegate design, he/she will request in a letter to theCity Engineer that delegation be authorized, explain specifically why for eachcase, and state that the work is ancillary to the project. The City Engineer willreview the request and provide a written reply. In the event the request isdenied, no additional compensation will be paid to the Consultant.

8.3 In all cases when design is delegated, the Consultant shall provide the layout,loading, performance requirements, geometry, referenced standards and allother design parameters required so the Contractors design professional is ableto design the components or systems. The Consultant shall be responsible to

review and approve the contractor's submittal for conformance with the designconcept.

SECTION 9: CONTRACT:

9.1 The selected proposer(s) will be required to execute a contract with the City ofAlbany. A sample City of Albany Professional Services Agreement has beenincluded for review.


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SECTION 10: PROPOSAL EVALUATION:

10.1 Proposals shall remain valid until the execution of a contract by the City ofAlbany or June 1, 2016 whichever comes first.

10.2 Proposals shall be examined and evaluated by the City of Albany, Engineering

Division and the Corporation Counsel's Office to determine whether eachproposal meets the requirements of this RFP. A recommendation will be madefor a contract award based on the following criteria:

Proposers demonstrated capabilities, professionalqualifications, and experience.

The wherewithal of the proposer(s) to render therequested services to the City in a timely fashion.

Total proposed cost. Completeness of the proposal.

10.3 The selection of a proposal will not be based solely on a monetary evaluation.Considerable weight will be given to experience in the areas required and thetrack record of the proposer(s).

SECTION 11: ALTERNATIVES:

11.1 Proposals may include alternative matters or items not specified or requested inthis RFP. However, all such alternatives matters or items must be listedseparately from the proposal and the cost(s) thereof must be separate anditemized.

SECTION 12: INDEMNIFICATION:

12.1 The selected proposer will be required to defend, indemnify, and save harmlessthe City of Albany, its employees and agents, from and against all claims,damages, losses and expenses (including without limitations, reasonableattorneys fees) arising out of, or in consequence of, any negligent or intentionalact or omission of the selected proposer, its employees or agents, to the extentof its or their responsibility for such claims, damages, losses, and expenses.

SECTION 13: REQUEST FOR PROPOSAL CLARIFICATION:

13.1 All inquiries with respect to this Request for Proposals shall be directed to BillLecuyer at the following address:

Division of EngineeringOne Conners Blvd.

Albany, NY 12204Phone: ...... (518) 434-5490Fax: .......... (518) 434-5696E-mail: ...... [email protected]


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13.2 All questions about the meaning or intent of the specifications shall be submittedin writing to the individual referenced above in Section 13.1. Replies will beissued by Addenda mailed or delivered to all parties recorded as having receivedthe proposal documents. Questions received less than four (4) days prior to thedate of submission of proposals will not be answered. Only questions answered

by formal written Addenda will be binding. Oral or other interpretations orclarifications will be without legal effect.

SECTION 14: MODIFICATION AND WITHDRAWAL OF PROPOSALS:

14.1 Proposals may be modified or withdrawn by an appropriate document dulyexecuted (in the manner that a proposal must be executed) and delivered to theplace where proposals are to be submitted at any time prior to the opening ofproposals.

14.2 If within twenty-four (24) hours after the proposals are opened, any proposer files

a duly signed written notice with the City and promptly thereafter demonstrates tothe reasonable satisfaction of the City that there was a material and substantialmistake in the preparation of its proposal, that proposer may withdraw itsproposal. Thereafter, that proposer will be disqualified from further proposal onthe work.

SECTION 15: INSURANCE REQUIREMENTS:

15.1 The selected proposer will be required to procure and maintain at its ownexpense the following insurance coverage:

g. Workers' Compensation and Employers Liability Insurance: A policy orpolicies providing protection for employees in the event of job-relatedinjuries.

A) General Liability Insurance: A policy or policies of comprehensivegeneral liability insurance with limits of not less than one milliondollars ($1,000,000.00);

B) Errors and Omissions Insurance:A policy or policies of errors andomissions insurancewith limits of not less than one million dollars($1,000,000.00).

C) Automobile Liability Insurance: A policy or policies ofcomprehensive automobile liability insurance with limits of not lessthan $1,000,000 for each accident because of bodily injury,sickness, or disease, including death at any time, resultingtherefrom, sustained by any person caused by accident; and apolicy or policies with limits of not less than $1,000,000 for damagebecause of injury to or destruction of property, including the loss of


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use thereof, caused by accident and arising out of the ownership,maintenance, or use of any automobiles.

15.2 Each policy of insurance required shall be in form and content satisfactory to theCity of Albany, and shall provide that:

A) The City of Albany is named as additional insured on a primary andnon-contributing basis

B) Said insurance must be issued by an insurer licensed to dobusiness in the State of New York and must have an A.M. Bestrating of not less than "A".

C) The insurance policies shall not be changed or cancelled until theexpiration of thirty (30) days after written notice to the City of

Albany.

D) The insurance policies shall be automatically renewed uponexpiration and continued in force unless the City of Albany is givensixty (60) days written notice to the contrary.

15.3 No work shall commence under the contract until the selected proposer hasdelivered to the City of Albany or its designee proof of issuance of all policies ofinsurance required by the Contract to be procured by the selected proposer. If atany time, any of said policies shall be or become unsatisfactory to the City, theselected proposer shall promptly obtain a new policy and submit proof ofinsurance of the same to the City for approval. Upon failure of the selectedproposer to furnish, deliver, and maintain such insurance as above provided, the

contract may, at the election of the City, be declared suspended, discontinued orterminated. Failure of the selected proposer to procure and maintain anyrequired insurance shall not relieve the selected proposer from any liability underthe contract, nor shall the insurance requirements be constructed to conflict withthe obligations of the selected proposer concerning indemnification..


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