REQUEST FOR PROPOSALS NASSER CIVIC CENTER ICE RINK ENGINEERING

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1 ISSUED: Department of Parks and Recreation City of Corning, New York July 19, 2017

2 Background Information: The City of Corning, New York, is planning to revitalize the Nasser Civic Center Ice Rink. The Ice Rink, built in 1975, is located next to City Hall. Some capital improvements to the rink have been made over the years, but the condition has deteriorated and it is in need of renovation. The rink has a roof, but is not fully enclosed. Although it is used for ice skating only during the winter months, there are numerous other programs during the other three seasons. These include programs such as volleyball, basketball, soccer, lacrosse, kid s programs, etc. This Request for Proposals seeks an engineer or firm to assist the City with required environmental reviews, compete final engineering, prepare bid specifications, assist the City with evaluation of bids, provide inspection during construction, and assist the City with project completion and closeout. The City is not seeking to enclose the rink or add other amenities at this time. The complete summary of the work to be undertaken is found below under Scope of Work. The selected engineer or firm will work at the direction of the Director of Parks and Recreation; the firm will also consult with the Superintendent of Public Works for technical issues and coordination with the Department. Scope of Work: 1. Provide engineering service for planning, design, and construction phases of this project. Also, prepare a bid specification package for distribution, addressing each of the requirements pertaining to this project. The bid package will be presented to the City for review prior to distribution. At a minimum, advertising for the bid package must included the City s official newspaper (the Corning Leader). The City of Corning will place the ads prepared by the proposer. The proposer will be responsible for the distribution of the bid documents. Project construction will consist of: a. Construction/Renovation Removal of both rink floor slabs, to include dasher boards, and netting. Removal of the existing refrigeration plant, to include all necessary plumbing, electrical service and chemical tanks. Construct new rink floor and cooling system to include all necessary plumbing and electrical components as needed by bid specifications. b. Site Preparation Install a subsoil heating system. 2. Attend the bid opening meeting and assist the City staff in evaluating the bids received, making sure that all elements of the winning bids are in compliance with the bid package. In addition, the successful proposer will prepare and distribute construction contract documents. The contract documents will be presented to the City for review prior to distribution.

3 3. Provide inspection services for the project during construction and on an as needed basis throughout the project closeout. The City does not anticipate this inspection to be full-time, but if proposer disagrees, an explanation should be provided justifying full-time inspection. 4. Certify percent completion for purposes of contractor payments. Time Line: The City of Corning anticipates this preliminary engineering study will be complete by Wednesday, October 11, 2017, earlier completion is preferred. The proposer should include a plan for meeting this time line or, if it is believed that the time line is unreasonable, an alternate time line and an explanation of why it is necessary to extend the time. Cost Proposal Amounts: The City of Corning is seeking total amounts for the work done, on a not to exceed basis. All costs which the proposer may incur, such as hourly rates, travel, office supplies and supports, etc., must be included. The City will not accept costs beyond the totals proposed. Payment: Invoices for payments must be submitted by the 15 th of each month for processing the following month. The project will have to remain within the estimated construction and total project costs to be financially feasible. 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 also be included. Coordination with the City of Corning Public Works, City of Corning Parks and Recreation Departments: The project will require cooperation with the City of Corning Public Works Department, and the City of Corning Parks and Recreation Department. The selected engineer or firm will be expected to coordinate with these parties to provide acceptable construction and the proper improvements made to the rink. Insurance Coverage: The following kinds and amounts of insurance shall be procured and maintained by the engineer/firm throughout the duration of the 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 job related injuries. 2. Commercial General Liability Insurance having 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 injury and property damage resulting from any one accident.

4 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 and one accident. For items 2-5, the City must be named an additional insured with such coverage to be primary and noncontributory. 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 of material change in policy. Submitting Proposals: To be considered, each proposal must contain the following at a minimum: Section I: A detailed set of qualifications demonstrating ability and capacity to undertake the project. See Consultant Selection, 1-3. Section II: A narrative description of the firm s approach to the project, illustrating a thorough understanding of the project objectives and final products. The approach shall also include a timeline for engineering and construction completion. See Background Information and Scope of Work, also Consultant Selection. Section III: A cost proposal. Five (5) copies of proposal must be received by the Director of Parks and Recreation on or before 12:00 noon, Wednesday August 9, Envelopes must be clearly marked ICE RINK ENGINEERING. Fax and electronic submissions will not be accepted. All proposals must be submitted to: Chuck King Director of Parks and Recreation 500 Nasser Civic Center Plaza Corning, New York Any questions regarding this Request for Proposal must be submitted in writing to Mr. King. 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 committee. Proposers should be available for interviews and site visits at the invitation of the committee. (Note: the cost of interviews and site visits will be the responsibility of the proposer.)

5 Selection of the consulting engineer/firm will be based on the following criteria: 1. The backgrounds and resources of personnel to be assigned to the project by the engineer/firm, including any which will make the engineer/firm uniquely qualified to undertake this project, such as familiarity with the Nasser Civic Center Ice Rink or similar facilities. This criterion will account for 50% of the respondents score. 2. Costs of engineering services and the inspection. This criterion will account for 30% of the respondents score. 3. Ability to meet the time line outlined in this Request for Proposal or to adequately explain and justify an alternate time line. This criterion will account for 20% of the respondents score. Service Agreement: The City anticipates executing a service agreement of consulting services with the selected engineer or firm. 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. Contact Information: Chuck King Director of Parks and Recreation City of Corning 500 Nasser Civic Center Plaza Corning, NY Tel: ext Fax: ckrecreation@cityofcorning.com