RFP: Professional (R.P.R) Term Services for the Hazardous Sidewalk Replacement Program, Project No. 25424

Location:	New York
Posted:	Dec 11, 2024
Due:	Dec 31, 2024
Agency:	City of Rochester
Type of Government:	State & Local
Category:	Z - Maintenance, Repair or Alteration of Real Property
Publication URL:	To access bid details, please log in.

RFP – Professional (R.P.R) Term Services for the Hazardous Sidewalk Replacement Program, Project No. 25424

The City is seeking the services of a Consultant to perform the following term services to implement the Program. Respondent’s proposal shall address each of the following services and identified tasks. The proposal shall address each of the requested services, using the same identifying language, including any paragraph or section numbers or letters as used in the RFP.

Services will involve providing a qualified Project Representative & Construction Inspection staff for the duration of the program. A project will take place annually and the selected Consultant will enter into a term agreement for one (1) year with an option each year to renew the agreement annually for up to five (5) total years. A maximum annual fee will be established for the program.

The personnel would work under the supervision of a City project manager and perform technical duties associated with the project. These duties would include but are not limited to planning & observation of the work, quality control, submission of daily construction reports & photographs; review of contractor invoices & change orders; and coordination between the design engineer(s), contractor, agencies having jurisdiction, utility companies, the general public and the City project manager. All other duties are as described in the Draft Professional Service Agreement for RPR Services included with this RFP.

This year’s project (PC# 25108), the 2025 Hazardous Sidewalk Replacement, Northeast Quadrant, Phase 2 will replace sidewalk flags that are in hazardous condition at various locations within a portion of the NE quadrant of the City. Associated restoration work is also part of the construction contract.

The Project Representative (RPR) and their staff will need to coordinate and oversee (QA / QC) the work (including work by others) so that it conforms to the drawings and specifications accordingly.

Drawings & specifications are available on www.bidnetdirect.com after 12/10/24 for review.

Document

RRP RFP Hazardous Sidewalks

RFP Schedule and Delivery Information

Proposals must be received digitally by the City no later than 12:00 PM Tuesday, 12/31/2024.

Proposals shall be submitted in PDF version to:

Andy Wojewodzic, Manager of Construction

andrew.wojewodzic@cityofrochester.gov : (585) 428-6523

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City of Rochester, N.Y.

Request for Proposals

HAZARDOUS SIDEWALK REPLACEMENT PROGRAM

PROJECT #25424

RESIDENT PROJECT REPRESENTATIVE (R.P.R)

PROFESSIONAL TERM SERVICES

Department of Environmental Services

Bureau of Architecture and Engineering

Holly E. Barrett, P.E. / City Engineer

Issued: December 10, 2024

Proposals to be received by 12:00 PM

On Tuesday, December 31, 2024

Submit Electronic Proposals in PDF to:

Andy Wojewodzic, Manager of Construction

andrew.wojewodzic@cityofrochester.gov

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REQUEST FOR PROPOSAL

The City of Rochester is seeking proposals from qualified firms (“Consultant(s)”) to provide Resident Project

Representation (RPR) services for the City Hall Sidewalk, Stair & Areaway Project (the “Project”) as described herein.

Project Description

This Project consists of the replacement of existing sidewalk flags that are in hazardous condition at various locations

within a portion of the Northeast Quadrant of the City. Term RPR services extend to construction administration and

assisting with future site reconnaissance, planning and identification of locations & quantities for future projects as

part of the overall program by walking all streets within the designated future sector(s). The term of the agreement

shall be for (1) year with the option to the City to extended the agreement annually for a maximum of (5) years.

The project was designed by the City of Rochester, Street Design Division.

This Project includes City M/WBE and Workforce Goals. Plans for both M/WBE Utilization and Workforce Staffing must

be submitted by all Consultants who propose to perform the work in this RFP and approved by the City’s M/WBE Officer

prior to an agreement being executed.

Bid specifications & drawings are available for review immediately by contacting

andrew.wojewodzic@cityofrochester.gov or online via https://www.bidnetdirect.com on or after December 9, 2024.

Construction duration is 210 calendar days and is anticipated to begin as weather permits in spring (May) 2025.

Timeline

Activity

Time

Date

RFP Release

12/10/2024

Deadline for questions

12:00 (Noon))

12/25/2024

Response for questions submitted

12/27/2024

Proposals due

12:00 PM (Noon)

12/31/2024

Consultant Selection and Award

Notification

City Council Approval of agreement

with Consultant

~February 2025

March, 2025

Agreement / Project Start Date

~May 2025

The dates shown above may be subject to change within the City of Rochester’s sole discretion and upon written notification as set forth herein.

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Communications

All communications by parties who have indicated an intent to submit or have submitted a proposal in response to this RFP

(“Respondents”), including any questions or requests for clarifications, submission of the proposal, requests for status

updates about the proposal selection process and any other inquiries whatsoever concerning this RFP shall be sent, in

writing, to the following City staff person (“City Contact”):

Andrew Wojewodzic, Manager of Construction

andrew.wojewodzic@cityofrochester.gov (585) 428‐6523

No contact is permitted with any other City staff member with regard to this RFP during the RFP process unless

specifically authorized in writing. Prohibited contact may be grounds for disqualification.

To ensure that all Respondents have a clear understanding of the scope and requirements of this RFP, the City will

respond to all timely questions submitted via e‐mail to the City Contact by the question deadline stated above. Questions

and the responding answers will be sent via e‐mail to all Respondents who have provided an e‐mail address to the City

Contact and will be posted on the City’s web page for this RFP. The City’s failure to timely respond or provide responses

to any questions shall not delay or invalidate the City’s right to make a decision to award an agreement pursuant to this

RFP.

The City will make every reasonable effort to keep Respondents informed about the RFP process. Notifications about

Timeline date changes, amendments to the RFP and other information about the RFP will be sent by e‐mail to

Respondents who have provided an e‐mail address to the City Contact and will be posted on the City’s website for this

RFP. The City’s failure to provide such information shall not delay or invalidate the City’s right to make a decision to

award an agreement pursuant to this RFP.

SCOPE OF SERVICES

The City is seeking the services of a Consultant to perform the following services to implement the Project. Respondent’s

proposal shall address each of the following services, with a separate cost and timeline for each identified task. The

proposal shall address each of the requested services, using the same identifying language, including any paragraph or

section numbers or letters as used in the RFP.

Services will involve providing a qualified Project Representative for the duration of project. Staffing typically would

include providing a full time NICET level III (equivalent) Engineer‐In‐Charge with additional inspection and support staff

as needed. If project personnel are to serve in multiple roles such as RE / OE be sure to clearly indicate this in your

staffing table. Please include a project specific organizational flowchart that clearly indicates assigned project staff and

their role(s) with your proposal. The personnel would work under the supervision of a City project manager and

perform technical duties associated with the project. These duties would include but are not limited to identification &

mark‐out of hazardous sidewalks for replacement, observation of the work, quality control, submission of daily

construction reports, quantities estimates & photographs; review of contractor invoices & change orders; and

coordination between the contractor, facility representatives, utility agencies, the public and the City project manager.

The selected firm will also assist with programming of future years Hazardous Sidewalk projects throughout the term

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of the program. This portion of the work will take place in the late summer / early fall for inclusion with the letting of

future projects. Experience working in dense urban areas with strong coordination & communication skills is preferred.

All other duties are as described in the sample Professional Service Agreement for RPR Services included with this RFP.

The Professional Services Agreement that would be used for services performed under this request is located on this

web site labeled as: Sample Professional Services Agreement. The agreement contains a detailed listing of required

RPR Services / deliverables.

PROPOSAL PREPARATION AND SUBMISSION PROCESS

Proposals must be received digitally by the City no later than 12:00 PM, Tuesday, 12/31/2024. Proposals shall be

submitted in PDF version to:

Andrew Wojewodzic, Manager of Construction

andrew.wojewodzic@cityofrochester.gov : (585) 428‐6523

This RFP is designed to facilitate the evaluation and selection of a Consultant that is best able to achieve the City’s

objectives. The proposal shall contain a table of contents. All pages shall be numbered and major sections and all

attachments shall be referenced in the table of contents. In order to enable the City to effectively review the

information contained in the proposals, proposals shall reference the numbered and lettered sections of the RFP. The

response to each section shall be clearly indicated and addressed or an explanation provided for why the Respondent is

not submitting a proposal for a specific section or requirement of the RFP. If desired, the proposal may include an

executive summary of no more than two pages.

Each proposal shall be signed by an individual authorized to enter into and execute contracts on the Respondent’s

behalf. Unless otherwise specified in its proposal, Respondent represents that it is capable of meeting or exceeding all

requirements specified in this RFP.

Submission of a proposal shall be deemed authorization for the City to contact Respondent’s references. Evaluation of

proposals will be conducted by the City based on information provided in the Respondent’s proposals and on such other

available information that the City determines to be relevant. The evaluation of proposals may include an on‐site

assessment, meetings with authorized personnel, and may involve the use of a third‐party consultant.

The Respondent selected by the City will be required to enter into a Professional Services Agreement (PSA) with the City

(see Attachment A, the City’s standard PSA form). The establishment of a PSA is contingent upon approval by City

Council for all Agreements in excess of $10,000 or for a period of more than one year and upon the availability of funds

for such an agreement. Unless otherwise stated in the proposal, the Respondent’s response to this RFP shall be deemed

its acceptance of the terms of this PSA.

Note: Attention is directed to the City’s Living Wage requirements and M/WBE and Workforce Utilization Goals.

Utilization plans must be submitted and regular online reporting using B2G Now & LCP Tracker is required. Training is

available upon request by contacting compliance@cityofrochester.gov

Respondents shall provide sufficient information in their written proposals to enable the City review team to make a

recommendation to the Mayor. The City reserves the right to invite any or all Respondents to an interview to discuss

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their proposal. Any expenses resulting from such an interview will be the sole responsibility of the Respondent. The

City is under no obligation to select any of the responding Respondents or to conduct the Project described herein. The

City may amend or withdraw the RFP at any time, within its sole discretion. The City shall have no liability for any costs

incurred in preparing a proposal or responding to the City’s requests with respect to the proposal.

PROPOSAL CONTENT

The proposal should include the following information in the order specified:

A. Project statement: A Project narrative that describes the Respondent’s understanding of the City’s needs and

the unique value the Respondent will bring to the process. Forty (40%) of the proposal evaluation is based on

the technical proposal & understanding of the work.

B. Description of Services: Methodology the Respondent will use to perform the services required in this RFP. The

proposal should address, in detail, the tasks as described in the Scope of Services, identified by numbered or

lettered sections. Forty (40%) of the proposal evaluation is based on the technical proposal & understanding of

the work.

C. Respondent’s Qualifications: Information about the Respondent and its qualifications for this Project. Include

information about prior engagements similar to that being solicited herein by the City. Documented evidence of

the Respondent’s capacity to perform the work, including references, contact names, and phone numbers. Ten

(10%) of the proposal evaluation is based on the overall firms qualifications to provide support to the project.

D. Staffing Schedule: An itemized timeline with staff hours which address each of the tasks identified in the Scope

of Services. Clearly indicate the proposed OH&P multiplier & estimated direct reimbursable expenses by item

including the cost of any required Special Inspections & Material Testing. This is a State Touring Routes locally

funded project and does not require use of APPIA and the City does not directly reimburse for its use although it

is allowed at the Consultants discretion. Staffing schedule needs to clearly show hours for ALL PROPOSED STAFF

including any M/WBE personnel. Include a project specific organizational flowchart of proposed personnel. A

not to exceed fee will be negotiated after initial selection of a consultant and will not be considered in the

evaluation process. Fifty (50%) of the proposal evaluation is based on proposed staffing.

E. Project personnel: The name and resume of the Respondent’s lead project representative. Also include names

& resumes, and identify specific roles of all staff who will be involved in the Project. Provide data on the

diversity of Respondent’s workforce, including total number of employees, and percentages of minorities and

females employed. Fifty (50%) of the proposal evaluation is based on proposed staffing.

Subcontractors: Names & resumes, and roles (construction inspection, office engineering, etc.) of sub‐

contractors, associates, or any non‐employees who will be involved in the Project. Material testing services will

be required as a direct reimbursable subcontract. Clearly indicate current M/W/DBE status of subcontractors.

G. Rochester presence: Information about Respondent’s presence in the City of Rochester and/or any collaborative

relationships with local firms that are to be formed for this Project. You must indicate your local office within

the City of Rochester limits to receive bonus points for this category.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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RFP: Professional (R.P.R) Term Services for the Hazardous Sidewalk Replacement Program, Project No. 25424

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See also