RFQ - Property Board-Up and Securing Services

REQUEST FOR QUALIFICATIONS
PROPERTY BOARD-UP AND SECURING SERVICES
Issue Date: August 17th 2026
ALL QUALIFICATIONS DUE: August 31st at 1:00 PM EST
Submit Qualifications To:
City of Buffalo
Department of Permit & Inspection Services
Attn: Holly McNamara
65 Niagara Square, Room 323 City Hall
Buffalo, New York 14202
Email: hmcnamara@buffalony.gov
1. INTRODUCTION
The City of Buffalo Department of Permit & Inspection Services (DPIS) is requesting Statements of
Qualifications (SOQs) from qualified contractors capable of providing property board-up and
securing services on an as-needed basis.
These services are intended to board-up and secure properties that are open to unauthorized entry
to reduce vandalism, criminal activity, and further deterioration while protecting the life, health,
and safety of surrounding neighborhoods until rehabilitation, redevelopment, or demolition
activities occur.
2. PROJECT OBJECTIVE
This Request for Qualifications ("RFQ") seeks SOQs that identify contractors who can rapidly
board-up and secure designated properties in accordance with City of Buffalo standards. The City
intends to establish a pool of qualified contractors who may receive task orders to perform board-
up and securing services at properties as needs arise. Inclusion in the established pool does not
guarantee receipt of a task order or final contract.
The RFQ identifies the scope of services and requisite contractor qualifications, including:
* Experience
* Personnel and Supervision
* Equipment and Materials

* Performance Standards
3. SCOPE OF SERVICES
Qualified contractors shall have the requisite experience and provide all personnel, supervision,
equipment, materials, and incidentals necessary to perform board-up and securing services at
properties while meeting or exceeding performance standards, as detailed below.
4.EXPERIENCE QUALIFICATIONS
Qualified contractors shall demonstrate:
* One year's professional experience boarding-up and securing properties, or similar home
contracting experience
* Experience performing similar work for municipalities, land banks, housing agencies, public
entities, or similar institutions
5. PERSONNEL AND SUPERVISION REQUIREMENTS
Qualified contractors shall furnish and be responsible for:
* Appropriate staffing and supervision to board-up and secure properties within specified
timeframes
6. EQUIPMENT AND MATERIALS REQUIREMENTS-Please see Exhibit A
Qualified contractors shall furnish and be responsible for:
1. Plywood
* Minimum 1/2-inch painted plywood
* New materials only
* Free of cracks, delamination, rot, or defects
* Individually sized for each opening
* Tight-fitting with minimal gaps
2. Transportation
3. Tools and all necessary materials
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7. PERFORMANCE STANDARDS
Qualified contractors shall meet or exceed all performance standards, including but not limited to:
A. General standards. Qualified contractors shall:
* Be on call to respond to work assignments 24 hours a day, 7 days a week
* Respond to work assignments within two (2) hours of receiving a task order
* Always maintain a Light Commercial License or above upon being selected for inclusion in
the qualified contractor pool
* Perform work throughout all neighborhoods of the City of Buffalo
B. Installation standards. Qualified contractors are required to install board-ups by:
* Measuring each opening individually
* Cutting each panel individually-pre-cut standardized panels are prohibited unless
specifically approved for the individual project
* Installing plywood securely within or against the window or door frame.
* Minimizing exposed edges
* Minimizing rattling
* Utilizing multiple tamper-resistant fastening systems
* Eliminate pry points to prevent the insertion of pry bars and resist unauthorized removal
C. Quality standards. Qualified contractors are required to:
* Replace damaged or improperly installed board-ups
* Report to the City of Buffalo within one (1) business day if the contractor damages framing
or any other property
* Immediately report to the City of Buffalo any emergency extant at the property, including but
not limited to evidence of fires, drug use, forced entry, or illegal habitation
The City of Buffalo reserves the right to reject any work that fails to meet these performance
standards, direct the contractor to make corrections, withhold payment until corrections are made,
and remove any contractor from the pool for noncompliance.
8. INDEMNITY AND INSURANCE
If awarded an assignment from this RFQ, the awardee agrees to defend, indemnify, and save
harmless the City of Buffalo and its officers and employees from all claims, suits, actions,
damages, losses, and costs of every nature by reason of any injury or damage to the person or
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property of anyone, resulting from the acts or omissions of the awardee, its employees, agents, or
subcontractors in the performance of any work awarded under this RFQ.
Each SOQ shall include proof of insurance through production of certificates of insurance
evidencing the following coverage and naming the City of Buffalo, Department of Permits and
Inspection Services, Room 323, City Hall Buffalo, NY 14202, as additional insured and certificate
holder:
* Workers' Compensation and Employer's Liability Insurance
* General Liability Insurance, including bodily injury and property damage, with at
least the following limits:
o General aggregate: $2,000,000
o Personal injury: $1,000,000
o Each occurrence: $1,000,000
* Automobile: Combined single limit of at least $1,000,000 covering bodily injury and
property damage
* Professional Liability: Providing at least $1,000,000 per claim for any wrongful act
Insurance policies shall only be written by insurance companies admitted in New York State and
authorized to do such business in New York State. Each insurance policy and certificate of
insurance shall contain a provision providing that it shall not be canceled without thirty (30) days
written notice by the insured or the insurance company to the City of Buffalo of intention to cancel.
9. POOL TERM
Qualified contractors shall be included in the qualified contractor pool for a term of two (2) years.
The City of Buffalo in its sole discretion may extend said term up to three (3) additional one-year
terms, or may decline to extend said term for any reason.
10. CONTRACTOR ASSIGNMENT
Contractors will be assigned from the pool on a rotating basis. If a contractor does not promptly
agree to a work assignment, then the City of Buffalo may direct the assignment to the next
contractor in the rotation. The City of Buffalo reserves the right to remove a contractor from the pool
for unresponsiveness.
11. SUBMISSION REQUIREMENTS (Please see Exhibit B, Contractor Form)
All SOQs must be received on or before August 31, 2026, and must include a completed version of
the Contractor Form attached here as Exhibit C and the required License (Light Commercial of
above).
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All SOQs must also include all required insurance certificates and supporting documentation,
which must include language stating that the insurance carrier will defend the City of Buffalo
against all claims arising or resulting from this RFQ or subsequent contact.
Proposals may be submitted via email or U.S. mail. Incomplete submissions may be deemed non-
responsive at the discretion of the City of Buffalo. Proposals received after the deadline will not be
accepted.
The City of Buffalo reserves the right to waive informalities, reject any or all submissions, request
interviews, and request additional information and documentation.
12. EVALUATION CRITERIA
DPIS will receive the SOQs and evaluate contractors according to the following criteria:
* Experience of the contractor in performing the services requested
* Personnel and Supervision to be furnished by the contractor
* Equipment and Materials to be furnished by the contractor
* Ability to meet Performance Standards
* Responses to Contractor Form
DPIS reserves the right to examine other criteria and take same under consideration and to reject
any contractor or SOQ despite compliance with the above criteria if it determines it is in the City's
best interest to do so.
The City of Buffalo reserves the right to award contracts to multiple qualified contractors and only
award work assignments on an as-needed basis.
13. QUESTIONS
All questions pertaining to this request should be directed, in writing, to Holly McNamara at
hmcnamara@buffalony.gov. The deadline for questions is August 24, 2026.
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EXHIBIT A
BOARD-UP SPECIFICATION
PROPERTY BOARD-UP AND SECURING SPECIFICATION
PART 1 - GENERAL
1.01 SUMMARY
The work under this specification consists of furnishing all labor, supervision, equipment,
materials, transportation, fasteners, tools, and incidentals necessary to secure structures that are
open to unauthorized entry.
The purpose of this work is to secure all points of entry, prevent unauthorized access, reduce
vandalism, discourage criminal activity, protect public safety, and preserve the structural integrity
of structures.
The Contractor shall perform all work in accordance with the requirements contained herein and as
directed by the Commissioner of Permits and Inspection Services or the Commissioner's
authorized designee.
1.02 SCOPE OF WORK
The Contractor shall completely secure all accessible points of entry, including, but not limited to:
* First-floor windows
* Second-floor windows accessible by porches, roofs, fire escapes, or other means
* Exterior doors
* Basement windows
* Crawlspace openings
* Other openings as directed by the Commissioner of Permits and Inspection Services or the
Commissioner's authorized designee
The work shall include, but is not limited to, the following:
* Providing emergency board-up services twenty-four (24) hours per day, seven (7) days per
week.
* Responding to all service requests within two (2) hours of notification.
* Measuring each opening individually.
* Cutting plywood to the exact dimensions required for each opening.
* Installing plywood securely within or against the window or door frame.
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* Utilizing tamper-resistant fastening systems.
* Inspecting all completed board-up installations.
* Replacing or repairing damaged, loose, or compromised board-ups when directed by the
City.
* Removing debris generated during the work and leaving the site in a clean condition.
PART 2 - MATERIALS
2.01 PLYWOOD
The Contractor shall provide:
* New plywood only.
* Minimum one-half (1/2) inch painted plywood.
* Material free from cracks, delamination, rot, excessive warping, or other defects.
* Individual panels cut specifically for each opening.
Each panel shall fit tightly within or immediately against the opening and shall not leave gaps or
openings that would permit removal using common hand tools.
Panels shall not excessively overlap adjacent surfaces unless specifically required by the
installation.
2.02 FASTENERS
The intent of the fastening system is to significantly increase resistance to unauthorized removal by
utilizing tamper-resistant fasteners requiring specialized removal tools.
Each installation shall utilize one or more of the following tamper-resistant drive systems:
* Torx
* Robertson (Square Drive)
* Hex Socket (Allen)
* Pozidriv
* Tri-Wing
Equivalent tamper-resistant fastening systems may be approved by the Commissioner of Permits
and Inspection Services or the Commissioner's authorized designee.
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Fasteners shall:
* Be corrosion resistant.
* Be of sufficient length to securely engage structural framing whenever practical.
* Be installed in sufficient quantity to prevent movement or loosening of the plywood.
* Be installed flush with the plywood surface.
The City reserves the right to require additional fasteners where conditions warrant.
PART 3 - INSTALLATION
3.01 GENERAL REQUIREMENTS
Each opening shall be individually measured prior to fabrication.
Pre-cut standardized panels shall not be used unless specifically approved by the Commissioner of
Permits and Inspection Services or the Commissioner's authorized designee.
Each installed panel shall:
* Fit tightly within or immediately against the opening.
* Minimize exposed edges.
* Eliminate pry points.
* Prevent insertion of pry bars behind the plywood.
* Be installed plumb and level.
* Be securely fastened.
* Be free from excessive gaps.
The installation shall be performed in a manner that makes forced removal substantially more
difficult than conventional board-up methods.
3.02 INSTALLATION REQUIREMENTS
Each installation shall:
* Resist unauthorized removal.
* Minimize exposed edges.
* Eliminate loose panels.
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* Prevent movement or rattling.
* Maintain structural stability.
* Be installed without causing unnecessary damage to the building.
Any deteriorated framing or structural conditions affecting the installation shall be immediately
reported to the Commissioner of Permits and Inspection Services or the Commissioner's
authorized designee.
3.03 QUALITY OF WORK
All work shall be performed in a professional and workmanlike manner.
The following conditions shall constitute unacceptable work and may require correction at no
additional cost to the City:
* Loose plywood.
* Warped or damaged panels.
* Split plywood.
* Missing or inadequate fasteners.
* Improperly sized panels.
* Excessive gaps.
* Incomplete installations.
* Failure to meet required response times.
* Poor workmanship.
The Contractor shall correct rejected work within one (1) business day of notification unless
otherwise directed by the City.
Emergency deficiencies shall be corrected immediately.
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PART 4 - MEASUREMENT AND PAYMENT
Payment shall be based upon the number of completed openings secured and accepted by the
City. General industry standards for reference:
Opening Type Unit Price
First Floor Standard Window $150.00 Each
Second Floor Standard Window $200.00 Each
Third Floor and Above Standard Window $250.00 Each
The above pricing applies only to standard residential window openings.
Non-standard openings, including but not limited to storefronts, oversized windows, bay windows,
picture windows, custom openings, loading doors, and other unusually configured openings, shall
be quoted separately and approved by the Commissioner of Permits and Inspection Services or the
Commissioner's authorized designee prior to installation.
No additional compensation shall be made without prior authorization.
PART 5- CONTRACTOR RESPONSIBILITIES
The Contractor shall:
* Furnish all labor, supervision, materials, equipment, vehicles, tools, and supplies
necessary to complete the work.
* Maintain an emergency response capability twenty-four (24) hours per day, seven (7) days
per week.
* Dispose of all waste materials generated during the work.
* Maintain a safe work site at all times.
* Protect adjacent property from damage.
* Comply with all applicable OSHA regulations.
* Comply with all applicable federal, state, county, and local laws, ordinances, rules, and
regulations.
* Immediately report unsafe conditions encountered during the work.
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