City-Wide Architectural & Engineering Master Planning Services

City-Wide Architectural and Engineering Master Planning Services RFQ
objectives: a comprehensive Master Plan and buildings records augmentation. Both
scopes will assist with an understanding of current conditions and the scope of the work ahead.
Firms may provide qualifications and rates in response to one or both scopes. The scopes are not
required to be performed sequentially and may be managed by the selected Consultant for efficiency,
as agreed upon by the City. Firms may choose to team for efficiency and an expedited delivery of
services.
Facility Condition Assessments will be conducted by qualified architectural and engineering
professionals with experience in existing building investigations, deferred maintenance assessments,
capital planning, and facility asset management. The City seeks assessments based upon professional
architectural and engineering judgment. Assessments performed solely by inspectors or technicians
without direct oversight of licensed/senior design professionals and/or professionals with +15 years
experience in their building-related field, such as senior level construction managers, engineering and
architectural designers, are not acceptable. Prior experience in conditions assessments, building
scanning, and capital planning is required. The City encourages submittals from minority and women-
owned business enterprises. The City anticipates
Scope 1: The comprehensive plan will include facility conditions assessments and a Capital
Improvements Master Plan. Two capital plans will be developed: an immediate, fiscal year (FY) 2027-
2029, one- two- and three-year budget plans; and a long-look, fifteen-year capital plan. The City's fiscal
year runs from July 1 through June 30.
This scope will be broken into a high-level review to meet the FY 2027-2028 budget timeline followed by
an in-depth, comprehensive assessment for a more deliberative and comprehensive management plan.
Buildings have been organized into Phases according to overall square footage. Phases 1 through 3 are
of primary concern for the immediate building needs. Phases 1 through 4 are included in the in-depth
assessments. This comprises scopes 1.A and 1.B; refer to the Detailed Scope of Work section below
and Attachment A.
Scope 2: Many DPW building records are out of date. With consultancy firms discontinuing use of 2-D
drafting software, Building Information Modeling services are being sought to deliver .rvt files of our
buildings over ~10,000 SF. Interior and exterior facility scanning is encouraged but not required.
Additionally, the DPW is implementing geo-centric software to manage maintenance (O&M) and capital
improvements of buildings and assets, and to track on leases, easement, franchises, etc. To assist and
further drive the process, the City is seeking firms to provide data needed for its final implementation.
Asset geotagging and geo-spatial location services are required to assist with the build out of the
platform. Phases 1 through 3 are of primary concern for the building models. Phases 1 through 4 are
included in the asset geotagging. This comprises scopes 2.A and 2.B; refer to the Detailed Scope of
Work section below and Attachment A.
The City is requesting fee proposals for planning purposes only. Fees will not be considered in the
evaluation of the responses and should be provided in a separate envelope, to be opened after scoring
and interviewing. Rates are being requested and the City will negotiate scope and fee with the selected
Consultant(s) upon award. The Consultant(s) will not be committed by providing fees, but will be
assisting the City with fiscal budgeting for duration of this contract. The City reserves the right to
negotiate consecutive and potentially concurrent scope and fee with the selected Consultant(s) on a
"work order" basis.
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City-Wide Architectural and Engineering Master Planning Services RFQ
While it is preferred that the Consultant's headquarters or a primary office, and
deployable field staff, be located within 150 miles of Buffalo, it is not a requirement. The City recognizes
that experienced senior staff may be based outside this radius. Consequently, routine coordination
meetings may be conducted virtually. The City expects senior staff to attend key presentations to the
Office of the Mayor, Common Council, and key public meetings in person. Consultants proposing this
approach should anticipate a minimum of four trips to the City of Buffalo for the Master Planning scope.
The Consultant selected as part of this RFQ will be retained for a period of four (4) years, with options to
renew and extend the length of the agreement by up to three (3) additional one (1) year periods as
agreed upon by the City and Consultant. The Rates of Service to be provided by the Consultant in
Schedule C shall remain in effect and be inclusive of annual escalation of 3 percent. There will be no
change in the terms and conditions for the four-year term plus any extensions. A final rate table will be
incorporated into the contract establishing titles and rates, and the annually escalated rates will be
provided within. Each of the one (1) year renewal options shall be subject to appropriation and/or
continuation of funding, and upon agreement between the Consultant and the City.
The contract will be administered by the Department of Public Works, Division of Buildings and may
potentially be extended to other City of Buffalo Departments by their request. This RFQ may also provide
an opportunity for the Consultant to be engaged for detailed design, contract documents, and
construction administration services, particularly for emergency projects.
Anticipated project target dates:
Anticipated NTP / Start September 2026
Scope 1A - FY 2027-2028 budget March 3, 2027
Scope 1A - FY 2028-2029, 2029-2030 budget Negotiated: Jan. 2028
Scope 1B - Facility Master Plan Annually* by Phase, 2028 through 2031
Scope 2A - Building Information Modeling Negotiated: May 2027
Scope 2B - Asset Geotagging Negotiated: May 2027
DETAILED SCOPE OF WORK
Scope 1: Building Conditions Assessments and Capital Improvements Master Planning
General: the immediate need and priority is budgeting accuracy. Budgeting for FY 2027-2028 will begin
in early 2027 and continue through late winter/early spring. The DPW seeks to understand budgetary
needs, particularly for responses to imminent probable failures and/or life-safety concerns.
A. High Level Building Condition Assessments: the selected firm will work to understand the
DPW's current level of Building Condition Assessment documentation associated with
each facility and supplement each resource or create a new record. The selected firm will
work closely with City of Buffalo DPW Buildings and Inspections staff to assess occupied
facilities' conditions and develop prioritized recommendations to address the conditions
found.
1. At the beginning of the project, Consultant shall develop a brief logistical plan
and timeline for the progression through each facility.
a) Facilities staff will be available for interview during surveys.
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City-Wide Architectural and Engineering Master Planning Services RFQ
2. The expected work product will deliver an assessment in tabular
format:
a) Building information and statistics.
b) Major facility components and their condition.
(1) Anticipated service life remaining.
c) Visual survey for suspected asbestos-containing materials by a certified
professional - sampling and testing will occur under a separate contract.
d) Capital planning timing recommendations.
e) Recommendations for replacement or renovations of buildings, systems,
and components.
f) Rough Order of Magnitude (ROM) costs for renovations and
replacements.
3. Deliverables will include a budget report inclusive of:
a) Executive Summary.
b) Building data sheets.
c) Scope of work recommendations by building, noting areas of imminent
failure or life-safety concerns.
d) Rough-Order-of Magnitude opinion of costs.
e) FY 2027 - 2028 recommendations and budget narrative.
f) FY 2028 - 2029 recommendations and budget narrative (escalated).
g) FY 2029 - 2030 recommendations and budget narrative (escalated).
B. Condition Reports and Comprehensive Master Plan: for a more complete and detailed
understanding, an in-depth facility condition index report and long-term capital
improvements plan will assist in developing the potential costs for both operations and
maintenance (O&M) investments and capital investments (CI).
1. In a phased manner according to Attachment A, the selected firm will:
a) Perform assessments of site and buildings systems such as site, MEP,
fire protection and life-safety, security, architectural/structural
components.
b) Classify deficiencies as code/life safety, deferred maintenance, capital
improvement, and/or program improvements.
c) Review maintenance operations and recommend improvements to the
program.
d) Determine the cost of renovations or replacements and calculate current
replacement value (CRV).
e) Calculate FCI scores and assign ratings with consideration of project
criticality.
f) Assist the City in establishing criteria for renovation vs. replacement of
the existing facility including, if needed, the identification of replacement
buildings or lots in concert with the Department of Real Estate.
g) Develop a prioritized Capital Improvements Plan with annual funding
targets and bundling strategies over 15 years.
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City-Wide Architectural and Engineering Master Planning Services RFQ
2. Systems to evaluate will include:
a) Site: features, hardscape, access, parking features, drainage/stormwater
management, fencing, canopies, exterior walls, stairs, ramps,
furnishings, etc.
b) Mechanical/HVAC systems: functionality as building system, heating,
ventilation, air conditioning, distribution, BMS integrations, etc.
(1) Systems and components.
c) Electrical systems: service, transformers, distribution, emergency/stand-
by power, fixtures, emergency fixtures, communication systems, etc.
(1) Systems and components.
d) Plumbing systems: functionality as building system, fuel systems, cold
water, hot water, distribution, drainage - storm and sanitary, fixtures, etc.
(1) Systems and components.
e) Fire protection: fire department connection, backflow prevention,
standpipes, distribution, sprinkler system, hose cabinets, etc.
(1) Systems and components.
f) Life-safety and compliance systems: fire alarm, CO detection, fire-
resistive construction, opening protection, compartments, accessibility
features, egress, etc.
(1) Systems and components.
g) Security and IT systems: head-end equipment, cabling, local devices,
public announcement, door access, etc.
(1) Systems and components.
h) Building components, including but not limited to:
(1) Structure: foundations, footers, slabs, framing/structure.
(2) Envelope: roof, parapets, copings, flashings, fenestration
systems, cladding, masonry, curtain wall, canopies, etc.
(3) Vertical transportation: stairs, elevators, penthouses, escalators.
(4) Interior conditions: bearing walls, partitions, openings/hardware,
finishes, toilet rooms, locker rooms, casework and millwork,
kitchens/kitchenettes, specialty rooms, etc.
i) Other necessary systems but identified here.
3. Deliverables will include:
a) Capital Improvements matrix,
b) Cost estimating forms,
c) Facility Master Plan.
4. Phasing:
a) Refer to Attachment A for the phasing of this multi-year scope.
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City-Wide Architectural and Engineering Master Planning Services RFQ
Scope 2: Enhanced Documentation for Facilities
General: A priority for the City is to modernize building records in a phased manner. The Consultant will
provide enhanced existing conditions documentation for City-owned buildings exceeding 10,000 gross
square feet (Phases 1 through 3 of Attachment A) through interior and exterior investigations, such as
laser scanning, and digital modeling. Additionally, asset geotagging and data/confirmation are required
to complete the build out of asset management software. The selected firm will provide data needed for
final implementation in a phased manner, concurrently with the building information modeling.
A. Building information modeling: in a phased manner according to Attachment A, phases 1
- 3, the selected firm will review the DPW's current level of documentation associated
with each facility, and work closely with DPW Buildings and Inspections staff to
accurately document existing conditions at selected facilities.
1. The selected Consultant will:
a) Field measure or scan building features and model buildings: Scope will
include building scanning and the recording of existing features with
sufficient detail to develop "background" files.
(1) Provide 3D point cloud scan or field verification of exteriors and
interiors of existing structures capturing major building features
with enough detail for modeling.
(2) Include finish floor elevations.
(3) Provide short-term hosting of data and access to host platform
for City use for the term of this contract, with the ability for the
City to purchase access from the provider at closeout.
b) Develop Revit "background" files, minimally compatible with 'lite'
versions of the software, including files exported to AutoCAD.
2. Deliverables will include:
a) The original, high-fidelity laser scan data delivered in an open, industry-
standard format that can be used across platforms and preserved long-
term. Raw point cloud: format E57.
b) A fully processed, software-ready 3D scan dataset (organized and
indexed) delivered in Autodesk-native formats for direct use in design
and modeling. Indexed Point Cloud: RCP, RCS.
c) Revit building models with essential geometry and data, optimized for
usability. BIM Model: RVT current version.
B. Geo-spatial location services/asset geotagging of high-value building equipment and
systems: in a phased manner according to Attachment A, phases 1 - 4:
1. The Consultant will:
a) Geolocate southwest corner of each subject building for horizontal and
vertical reference. Verify the City's GIS mapping data with boundary
survey spot-checks.
b) Geo-identification of high-value equipment and systems.
c) Automate asset information and records into City's *.csv format.
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City-Wide Architectural and Engineering Master Planning Services RFQ
2. Assets will include but are not necessarily limited to:
a) Site: major site equipment and systems: drainage, parking, stairs, ramps,
etc.
b) Mechanical/HVAC systems: major mechanical equipment: heating,
ventilation, air conditioning, and BMS equipment components, etc.
c) Electrical systems: major electrical equipment: transformers, panels,
emergency/stand-by power equipment, etc.
d) Plumbing systems: major plumbing equipment: distribution and
backflow equipment, storm and sanitary equipment, etc.
e) Fire protection: major fire protection equipment: backflow prevention,
distribution equipment, etc.
f) Life-safety and compliance systems: major life-safety equipment: fire
alarm, CO detection panels and equipment, etc.
g) Security and IT systems: major security equipment: head-end security, IT,
and public announcement equipment, etc.
h) Building components: major architectural systems and equipment,
including but not necessarily limited to:
(1) Building construction type, occupancy type/use
(a) Using City-provided record documents as available,
identify last permitted occupancy.
(2) Envelope components.
(3) Vertical transportation: elevators, escalators.
i) The full list of assets will be negotiated with the selected A/E team.
C. All data products to include:
1. Coordinate system: EPSG:2262 NAD 1983 State Plane New York West Zone (ft.
US).
2. Level of Development (LOD): 200.
3. Level of Accuracy (LOA): 20 (15mm-50mm).
D. Deliverables will include:
4. A standardized GIS-integrated, geolocated inventory of major building assets
delivered in the required digital format, as provided by the City of Buffalo, for
maintenance and planning: .CSV
Meetings, Monthly Reports, and Presentations:
A. Participate in periodic progress meetings with the City of Buffalo DPW Commissioner,
Sr. Deputy Commissioner, Buildings Division staff and/or other key stakeholders.
B. Submit progress reports with invoices detailing progress on completion of each scope
and outline of the work planned for the next period. Identify issues or barriers the firm
has encountered requiring resolution. Identify adherence to the proposed schedule.
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City-Wide Architectural and Engineering Master Planning Services RFQ
C. Participate in quarterly briefings with the City's Mayoral Leadership,
elected or appointed officials, City of Buffalo DPW Commissioner, Sr. Deputy
Commissioner, and other stakeholders during the project and at its conclusion, if
required.
D. Participate in one meeting with the public to present the findings if required.
Contract Closeout
A. Consultant will provide project records to the City including a final report for each scope
- 3 color copies bound with wire binding and a .pdf file. Electronic files may be
transmitted to the City via file-share or on a USB drive for City's use. Records shall
include the files used to produce the reports such as narratives in .doc format, cost
estimates in .xlxs format, base plans in .rvt and .dwg format, etc. developed while
working on this project.
B. The final report will include an Executive Summary, meeting minutes, field reports,
narratives, drawings/diagrams, photos, and any other documents the Consultant deems
necessary to fully communicate their completion of the scopes of work.
RFP/Q RESPONSE REQUIREMENTS
General: Maximum response length is up to 20 sheets, double sided (40 pages total). Label the
response envelope: Qualifications: City-Wide Architectural and Engineering Master Planning Services
Response format:
Cover Page, including the Consultant's primary contact's name and email address.
Letter of Interest (Cover Letter): provide a list of at least four completed studies, analyses, and/or
design of similar projects within the last seven years which are relevant to the scope of the project
and similar in size, scope, and complexity, preferably with local or state government. Provide the
names of key staff to be utilized in the completion of the project scope. Identify the individual in
charge and the individual(s) with the best experience of a similar nature.
Table of Contents, responding to items 1 through 6 below, preferably including links to the
referenced section and back to the TOC.
The following will count toward the total page limitation:
1. Firm overview, including the relevant services to be completed in-house, and the business
names, MWBE status, and scope anticipated to be completed by subconsultants.
2. Relevant experience, including four to five projects of similar scope, relevant to each/any of
the scopes being proposed by the firm (i.e. a firm submits for Scope 1.A only, this section
would include 4 project examples; if responding to all four scopes, this section would show
sixteen projects). Half page project profiles are acceptable if space is limited.
3. Project team organization chart and resumes of key staff to be assigned, including
professional licensure and/or certifications, years of experience, relevant project names, and
brief project descriptions. Half page, or less, resumes are acceptable if space is limited.
4. Project Approach: maximum four pages in length, including an understanding of the City's
needs and goals for each scope being pursued, the steps the firm/team will take to deliver
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City-Wide Architectural and Engineering Master Planning Services RFQ
each scope, the firm's/team's quality review process, and any unique
capabilities to achieve the scope.
5. Diversity commitment, including percentages of the overall contract value to be completed
by M/WBE subconsultants, firm policies that support diversity, workforce diversity, and
community involvement.
6. References: three professional references including client name, project name, client
contact.
Under separate cover/file:
General: This section will not count toward the 25 sheet, double sided maximum page count. Label the
response file: Fees and Rates: City-Wide Architectural and Engineering Master Planning Services.
The Fee proposals will not be scored; the collection of fees are for the City's budget planning purposes
over the course of the contract. Scopes and fees will be negotiated with the selected Consultant(s) as
the service order is assigned. Though the fees will not be evaluated, points may be deducted if not
included.
The Consultant should provide:
1. Schedule B: Fee proposal for each scope.
A. Attach a proposed fee summary showing the proposed fee by firm with anticipated
hours, an anticipated percentage of the overall fee, anticipated reimbursable costs,
total proposed fee, and potential fee exclusions.
B. Attach a detailed proposed fee table of anticipated tasks, resources and rates, and the
number of hours anticipated by each staff for each task.
2. Schedule C: Audited 2026 hourly rates for each of the titles identified, including a table of 3%
escalation for six years.
A. Subconsultant rates should be included, broken out by firm.
CONTRACT COMPLIANCE REQUIREMENTS
1. Insurance requirements according to Schedule A.
2. The MWBE program requires that economic opportunities associated with City of Buffalo projects
prioritize the meaningful participation of Minority- and Women-Owned Business Enterprises
(M/WBEs). The prime consultant must, to the greatest extent feasible, make good-faith efforts to
achieve the established MBE and WBE participation goals. The benchmark goals for each project
are as follows: 20% of the total contract value shall be performed by MBE certified firms, and 10%
shall be performed by WBE certified firms, for a combined total of 30% of the project.
INSTRUCTIONS FOR CONSULTANTS SUBMITTING PROPOSALS
1. Deadline for submittal is: Wednesday, July 8, 2026 at 1:00 P.M., via email. Submit electronic
copy to mcarone @city-buffalo.com, CC: vdugo@buffalony.gov.
2. Please direct all requests for additional information, clarification to this Request for Proposal in
writing to Sr. Deputy Commissioner Carone, mcarone@buffalony.com, CC: vdugo@buffalony.gov
by Monday, June 22, 2026, 11:00 A.M.
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City-Wide Architectural and Engineering Master Planning Services RFQ
EVALUATION
The objective of this solicitation is to enable the City to select a respondent capable of delivering best-
value services to the residents of Buffalo. The City will consider proposals from respondents that, in its
judgment, demonstrate the capability and commitment to provide high-quality services in response to
the scope outlined in this RFQ. Qualification Statements will be evaluated based on, among other
factors, the experience of the firm and its proposed team. The final evaluation will consider:
1. Relevant Experience of Team/Resumes of key personnel 40%
2. Project Approach/Availability of staff 30%
3. Minority Women Business Opportunities/Diversity Commitment 10%
4. Quality Control Process 10%
5. References 10%
6. Fee and Rate Schedules: used in the consideration of the review but not factored into the
scoring matrix.
Other factors that may be considered will include:
Minority and Female Employment and Business Opportunities: Pursuant to the Mayor's
Executive Order #17-04, each Consultant team shall provide any relevant information with
respect to any program or action taken to attract, recruit, retain and promote minority and female
employees, partners and associates as well as actions taken to subcontract with Minority or
Women Owned Business Enterprises (M/WBEs).
Firm Policies: Respondents should describe any procurement policies or practices they
have adopted that provide M/WBE suppliers or services business opportunities. The City
maintains a goal of contracting with firms that subcontract to minority-owned
businesses in the amount of 25% of total contract price or more and female-owned
businesses in the amount of 5% of total contract price or more.
Workforce diversity: Respondents should describe any programs or actions they undertake to
attract, recruit, train, retain and promote minority and female employees, partners and
associates, including direct hire programs, youth hiring programs or mentorship programs, and
current representation of minority and female employees.
Community Involvement: Respondents should describe any programs or initiatives they
sponsor or support that further the development of minority or women-owned business
enterprises or increased minority/female workforce in the City of Buffalo.
Selection will be based on the Qualifications Statements deemed most advantageous, considering the
totality of the evaluation factors outlined above. Award(s) will be made in the best interest of the City.
Proposals must meet the objectives and requirements detailed in this RFQ. Successful respondents will
be determined through a comprehensive evaluation of the submitted proposals. The City reserves the
right to reject any or all responses.
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