Request for Proposal (RFP) The Firemen s Association of the State of New York Seeking Proposal for: New Multipurpose Building & Administration Building Demolition Table of Contents Section I Section II Section III Administrative Information 1. Purpose of RFP 2. Contact Information / Coordinating Office 3. Timeline 4. RFP Response Package Requirements 5. Due Date for Proposals 6. Number of Copies of Proposal 7. RFP Posted On FASNY Website 8. Administrative Information Proposer Profile 1. Written Proposal 2. Transmittal Letter 3. Conflict of Interest 4. Proposer Conference 5. Contractors Statement of Applicability of Local Preference 6. Scope of Work Requirements Product/Equipment Technical Requirements 1. RFP Policies and Procedures 2. Fee Proposal 3. Project Approach 4. Schedule 5. Qualifications 6. References 7. Bid Bond 8. Proposer s Interview 9. Time of Commencement and Completion 10. Liquidated Damages 11. Insurance 12. Indemnification 1 of 9
Section I 1. Purpose: The Firemen s Association of the State of New York (FASNY), the Owner, located at 125 Harry Howard Avenue Hudson, New York intends to build a new Multipurpose Building approximately 5,700 square feet in area with an additional storage attic and demolish the existing Administration Building approximately 12,000 square feet in area, three stories above grade with an additional basement and attic. Services that are necessary for the completion of all work, but not included in the RFP shall be considered a requirement of this proposal. The General Contractor must be capable and willing to work closely with the Owner, Design Team and Owner s Representative to provide all required documentation and construction of the project. Construction Substantial Completion must be completed, including punch list, Owner s record documents and the facilities being: Ready for Occupancy by May 1, 2017. The General Contractor must meet this schedule. 2. Contact information/coordinating office: 3. Timeline: Name: James Dorward FASNY Firemen s Home Director of Facilities 125 Harry Howard Avenue Hudson, NY 12534 Main Tel: (518) 828-7695 Fax: (518) 828-0379 Email: JDorward@FASNY.com RFP Issue Date & Time: Proposer s Conference: Technical Questions Accepted until: November 28, 2016 1:00pm Mandatory December 5, 2016 1:00pm December 7, 2016-2:00pm Must be submitted in writing (fax/email acceptable) to the FASNY Director of Facilities Proposal Due Date: December 9, 2016-11:00am Proposer s Interview Notification: Proposer s Interviews: Award of Contract: Execution of Contract: December 9, 2016-3:00pm FASNY will ask three (3) Proposer s in for Interviews, time of Proposer Interview will be in alphabetical order December 12, 2016 1:00pm, 2:00pm & 3:00pm December 13, 2016 10:00am Within five (5) Business of Award of Contract 2 of 9
4. RFP Response Package Requirements Submissions to be sent to the Director of Facilities at above location. Number of Copies: original plus 12 copies including fee schedules + 1 CD / Flash Drive All copies must be complete copies of the Original. Return One (1) Original Signed RFP Document. Fee Schedules, original and required numbers of copies with CD / Flash Drive are to be in a single sealed packet. 5. Due Date for Proposal: December 9, 2016 11:00am Late Proposals Will Be REJECTED 6. Number of Copies of Proposal: The General Contractor shall provide the Owner with 12 copies of their proposal and (1) CD or Flash Drive. The proposal shall be limited to twenty (20) pages and include all information that the Contractor wants the Selection Committee to consider in making its selection of a General Contractor. 7. RFP Posted on FASNY Website: Copy of the proposal herein will be on the FASNY Firemen s Home website including the Project Construction Document Drawings and Specifications. 8. Administrative Information: The term General Contractor ( General Contractor ) shall mean the successful Proposer who may be awarded a contract pursuant to this RFP. Section II Written Proposal: 1. Along with original and copies as stated above FASNY must be provided with a current list of client names and reference information to be sent to the above contact. Written proposals will minimally address all issues contained within the scope of work and Core Components section of this document. No questions or comments should be directed to any FASNY officer, Board member, employee or its contractors (Except for James Dorward, Director of Facilities & Thomas Davis of S3 Design Inc., Owners Project Manager) or any firm currently in contract with FASNY regarding this RFP during the RFP process except as noted as the above contact or as may be requested and permitted by the Chief Administrative Officer and/or FASNY Counsel. Failure to comply may result in immediate disqualification. 2. Transmittal Letter: A transmittal letter must be on the Contractor stationery accompanied with the returned submission. A corporate officer or an authorized agent of the contractor must sign the 3 of 9
transmittal letter. The transmittal letter must state the contact person who will be responsible for answering all questions of the FASNY Capitol Planning Committee. The transmittal letter must include the telephone number, fax number, and e-mail address for such contact person. 3. Conflict of Interest: Contractor must disclose to FASNY the existence of any conflicts of interests, whether existing or potential. If none exist, state so, Proposals shall disclose: 1. Any material financial relationships that the General Contractor or any employee of the General Contractor has that may create a conflict of interest in acting as a General Contractor to FASNY. 2. Any family relationship or board member relationship that the General Contractor or any employee of the General Contractor has with any FASNY employee, Director, or Trustee of FASNY that may create a conflict of interest or the appearance of a conflict of interest acting as a contractor to FASNY. 3. Any other matter or legislative matter the General Contractor believes may create a conflict of interest or the appearance of a conflict of interest acting as a General Contractor to FASNY. 4. Proposer Conference: The Proposer Conference will be held at the below location on the date specified. If required a question and answer period will be allowed with the selection committee time and duration to be determined by FASNY. Mandatory December 5, 2016 11:00am On Site Location Maintance Garage Parking Lot adjacent to two existing Pavilion Slabs FASNY Firemen s Home 125 Harry Howard Avenue Hudson, NY 12534 5. Contractor s Statement of Applicability of Local Preference FASNY has established a preference program for FASNY consulting contracts. This preference program requires all contracts for professional consulting services to be awarded to firms located and doing business within New York State, except where no local consultant has the necessary expertise or credentials to provide the needed service, or where the local consultant's response to a Request for Proposals (RFP) exceeds the otherwise lowest response by more than 10%. If applicable, include a statement with the proposal asserting the applicability of the Local Preference. The statement must include the reasons for assertion of the applicability of the Local Preference. 6. Scope of Work Requirements: This performance data is to form the basis for an understanding of the above listed services to be performed for FASNY. 4 of 9
The data contained herein will enumerate essential services to be provided. While every effort has been taken to include all core services required it is understood that there may be services ancillary to the ones listed that may have been overlooked that could be required. The services to be performed include but are not limited to those specified. It is understood that FASNY can amend the statement of services and suggest changes to the firm awarded the contract in relation to FASNY S legislative operations at any time during the RFP process and contract development and as agreed during the contracted period. Section III 1. RFP Policies and Procedures 1. It is FASNY s intent to select the Proposer that provides the best approach to meet FASNY s goals. In order for FASNY to conduct a uniform review process of all proposals, proposals must be submitted in the format set forth in this document. Failure to follow this format may be cause for rejection of a proposal because adherence to this format is critical for FASNY s evaluation process. 2. The Proposer s contract will be subject to final contract negotiations. 3. FASNY reserves the right to amend this RFP. FASNY reserves the right to reject any or all of the proposals, or any part thereof, submitted in response to this RFP, and reserves the right to waive formalities, if such action is deemed to be in the best interest of FASNY. FASNY reserves the right to request additional information from any Proposer. FASNY reserves the right to award negotiated contracts to one or more Proposer s. 4. This RFP is not intended, and shall not be construed, to commit FASNY to pay any costs incurred in connection with any proposal or to procure or contract for any services. 5. The decision to award a contract shall be based on the ability of the Proposer to provide quality and needed services and/or products and to comply with all applicable laws, rules, and regulations. 6. The award of any contract will be made in the best interest of FASNY. 7. Each proposal will be examined to determine whether it is responsive to the requirements of this RFP. All responsive proposals will be evaluated in accordance with the above criteria. 8. While FASNY is under no obligation to contact Proposer s for clarifications, it reserves the right to do so. Depending on the number and quality of the proposals submitted, FASNY, at the sole discretion of the RFP Evaluation Committee, may elect to interview all or some of the Proposer s during the selection process and to request presentations. 9. Based on the evaluation criteria, FASNY will not necessarily choose the Proposer(s) with the lowest rates for services. A competitive range consisting of those Proposals which are acceptable to FASNY, or which could be made acceptable following written or oral presentations, will be determined. 5 of 9
2. Fee Proposal: Prior to submitting a bid proposal, each General Contractor shall carefully examine the RFP, visit the site of the work, fully inform themselves of the existing conditions and limitations, and shall include in the proposal the cost of all of the items required by the RFP and Construction Documents. If the contractor observes that portions of the Construction Documents are at variance with applicable law, building codes, regulations or contain uncoordinated information, the Contractor shall promptly notify the Director of Facilities and the necessary clarifications shall be issued by the Architect by Addendum. 3. Project Approach: The General Contractor shall include in their proposal a description of their approach to this project including site staging, coordination with Owner s ongoing use of the site during construction, vehicular and pedestrian circulation, safety and scheduling strategies. 4. Schedule: The General Contractor shall include in the proposal a schedule for completing the work including any items required by the Owner, Architect or any consultant. The General Contractor shall include a method of delivery within the construction time and competency of the individuals who will manage its successful completion. 5. Qualifications: FASNY is looking for a General Contracting firm that has completed similar projects of the size and scope of the proposed Multipurpose Building and Administration Building Demolition. The Proposer s firm must meet the following requirements: 1. Completion of two (2) or more new ground up projects that exceed 5,000 square feet and demolition projects that exceed 15,000 square feet in size during the past five (5) years. 2. General Contractor and Superintendent with experience managing similar projects. 3. Client and Architect references on projects meeting criteria of this project scope. 4. Documented ability to adhere to project budgets and schedules. 5. Ability to meet all Owner bonding and insurance coverage requirements. 6. A valid contractor s license to perform all of the work associated with the construction and demolition of the facilities. 7. Litigation background over the previous five (5) years. 6. References General Contractors shall submit reference information on completed projects that meet the minimum qualifications and shall be of similar type and size. Each reference shall provide the following information: Project Name: Contact Name: Phone Number: Name of project. Person who will be able to answer any client satisfaction questions. Phone number of the contact person. 6 of 9
User Name: Date Completed: Address: Size: Duration: Type: Name of the company or institution that contracted for the construction work. Date of substantial completion. Street, City and State where work was performed. Square feet size and dollar amount of work performed. Project construction in months including start and completion dates. Type of project including description of the project. 7. Bid Bond: A Bid Bond in the amount of five percent (5%) of the Construction cost made payable to The Firemen s Association of the State of New York shall accompany the Bid Proposal 8. Proposer s Interview: Proposer s Conference will be conducted by the FASNY Capitol Planning Committee and be attended by the Owner s Project Manager and Architect. The General Contractor shall be represented by the Owner and Project Manager for the Project: December 12, 2016 1:00 pm, 2:00pm & 3:00pm FASNY will select three (3) Proposer s for Interviews from all Bids received in continuation of the selection process, time of Proposer s Interview will be in alphabetical order of the selected three. 9. Time of Commencement and Completion: The Contractor shall commence work at the date designated in the proposal, and the rate of progress shall be such that the whole work shall be performed and the ground cleared up in accordance with the contract and specifications before expiration of the period named in the proposal unless an extension of this time shall be made in the manner herein provided. The Contractor expressly covenants and agrees that in under taking to complete the work within the time mentioned, the Contractor has taken into consideration and made allowance for all of the ordinary delays and hindrances incident to such work, whether growing out of delays in securing materials or workers, or otherwise. Should the Contractor, however, be substantially delayed in the completion of the work by any changes, additions or omissions therein ordered in writing by the Architect, or by fire, lightning, earthquake, tornado, cyclone, insurrection, or war, through no fault of the General Contractor, then the General Contractor may within 2 days after the occurrence of the delay for which the General Contractor claims allowance, notify the Owner thereof in writing, and thereupon and not otherwise, the General Contractor shall be allowed such additional time for the completion of the work as the Owner shall award in writing, and the Owner s decision shall be final and conclusive upon the parties. 10. Liquidated Damages: In case the General Contractor shall fail to complete the work hereunder in accordance with the specifications and to the satisfaction of FASNY within the time agreed upon, the General Contractor shall and will pay to FASNY as described below, that the time consumed in the work and completion may exceed the time herein allowed for that purpose. This sum is hereby agreed upon, fixed and determined by the parties hereto as the liquidated damages, including the extra cost of engineering, that FASNY will suffer by reason of the delay and 7 of 9
default and not as a penalty, and FASNY shall and may deduct and retain the amount of such liquidated damages out of any moneys which may be due from it to the General Contractor. 1 st Week beyond May 1, 2017: $ 1,000.00 2 nd Week beyond May 1, 2017: $ 5,000.00 3 rd Week beyond May 1, 2017: $ 10,000.00 Every Week for 4 th Week and there after: $ 10,000.00 and prorated for partial Weeks 11. Insurance: General Contractor and Subcontractor's will provide a certificate of insurance, naming FASNY as additional insured. General Contractor and Subcontractor's General Liability and Umbrella Liability policies shall be primary and non-contributory regarding insured damages or expenses arising out of the performance of this Agreement with any other valid and collectible insurance carried by FASNY. General Contractor and Subcontractors agree to waive any and all rights of subrogation against FASNY. Waivers of subrogation for general liability, umbrella and workers compensation policies should require the and Subcontractor's to waive their insurer's right to be reimbursed by FASNY should a loss occur that was a result of your negligence. Failure to provide a current certificate of insurance with the required minimum amounts may result in termination of this Agreement. Any changes must be immediately reported. Commercial General Liability $1,000,000 per occurrence $2,000,000 General Aggregate $2,000,000 Products Aggregate General Aggregate should apply on a per-project or per location basis Commercial Automobile Liability: $1,000,000 Umbrella/Excess Liability; $3,000,000 Professional Liability: $1,000,000 (If Job requires) Workers* Compensation: Statutory as required by the State Pollution Liability: $2,000,000 (If Job requires - Pollution Contractor) Property Insurance: $1,600,000 (Builders Risk) General Contractor shall purchase and maintain property insurance upon the Work at site in the amount of the full cost of project. Insurance be written on a Builder's Risk Form. General Contractor and Subcontractors are responsible for their own Equipment 12. Indemnification: To the fullest extent permitted by law, General Contractor and Subcontractor shall defend, indemnify and hold harmless FASNY, its officers, directors, employees, customers, agents and representatives from and against any and all claims, losses, injuries, penalties, damages, fines, liabilities, demands, costs and expenses (including without limitation reasonable attorney's fees) arising out of or relating to: (i) Subcontractor's breach of any obligation, representation or warranty under this Agreement; (ii) the provision of Services by General Contractor and Subcontractor of any of its employees, independent contractors or agents, including without limitation the negligence or willful misconduct of General Contractor and Subcontractor or any of its employees, independent contractors or agents, or (iii) any claim that any employee, independent contractor or agent of General Contractor and Subcontractor 8 of 9
is an employee of independent contractor of FASNY or any claim by any such individual or company for wages or benefits. In addition, General Contractor and Subcontractor will defend, indemnify and hold harmless FASNY, its officers, directors, employees, customers, agents and representatives against any claim of injury, death or damage to the person or property of any employee, agent or independent contractor of General Contractor and Subcontractor, which injury, death or damage is inflicted, suffered or incurred at a time when such employee, agent or independent contractor was on client premises and was acting within the scope of providing the Services. FASNY The Firemen's Association of the State Of New York General Contractor (Signature) (Signature) Print Name and Title Print Name and Title Date Date 9 of 9