City of Rochester, N.Y.
Request for Proposals
Thomas P. Ryan R‐ Center Renovation
Project No. 24017
Resident Project Representative (RPR) &
Construction Inspection Professional Services
Department of Environmental Services
Bureau of Architecture and Engineering
Holly E. Barrett, P.E. / City Engineer
Issued: January 17, 2025
Proposals are to be received by
12:00 PM on Friday, February 7, 2025
Submit proposals via email to:
Andy Wojewodzic, Manager of Construction
andrew.wojewodzic@cityofrochester.gov
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REQUEST FOR PROPOSAL
The Rochester City School District (RCSD) will bid and administer a contract titled: “Renovations to Thomas Ryan R‐
Center & John James Audubon School No. 33” (RCSD Project). The RCSD Project will include renovations to School No.
33 and the adjoining R‐Center that is used by the City and Rochester City School District (the” Project”).
RPR services under this agreement will only be for observation & inspection of work related to the portion of the RCSD
Project at the R‐Center. All other work in the RCSD Project will be administered by RCSD or their representatives. RCSD
will be responsible for overall management of the RCSD Project including the R‐Center portion, design consultants and
contractors. All work related to preparation of payments and change orders for both the RCSD Project and the R‐Center
portion of the work will be performed by RCSD or their representatives.
The City of Rochester is seeking proposals from qualified Consultants (“Consultant(s)”) to provide Resident Project
Representation (RPR) services for the Thomas P. Ryan R‐Center Renovation portion of the RCSD Project (the “Project”).
The RPR will be focused on daily inspection (QA) of the R‐Center work, attending meetings, acting as a liaison between
the City and its departments, RCSD and its consultants and contractors, and management of the project documents.
BACKGROUND
This Project includes City M/WBE and Workforce Goals however due to the limited staffing requirements for this project
it may not be possible to achieve these goals. Consultants are required to make Good Faith Effort to meet the
MWBE goals of the City of Rochester. Plans for both M/WBE Utilization and Workforce Utilization 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 the
agreement.
The scope of the work for the Thomas P. Ryan R‐Center Renovation project includes, but is not limited to: installing
doors and access controls to create a secure lobby entrance and modifying the control desk; replacing rooftop air
handlers and floor mounted radiators; upgrades to the existing building management, fire alarm, and emergency power
systems; replacing existing moveable partition wall panels in the recreation room, interior finishes, storage
compartments, and gymnasium scoreboards.
The Project Representative (RPR) will need to coordinate, oversee and inspect the work at the R‐Centers for quality
assurance so that it conforms to the drawings and specifications accordingly.
Contract drawings & specifications are available for review by contacting andrew.wojewodzic@cityofrochester.gov
Construction is anticipated to start in June 2025 and finish in December 2025. Construction schedules are subject to
updates or change.
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RFP ‐ TIMELINE
Activity
Time
Date
RFP Release
1/17/2025
Deadline for questions
12:00 P.M.
1/30/2025
Response for questions submitted
12:00 P.M.
2/3/2025
Proposals due
12:00 P.M.
2/7/2025
Consultant Selection and Award
Notification
City Council Approval of agreement
with Consultant
March 2025
April 2025
Agreement Start Date
May / June 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.
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
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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 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, full time Project Representative for the duration of the project. Staffing is
anticipated to be minimal aside from the Project Representative.
Key Qualifications Desired:
Project Representative should have 5+ years of experience with building renovation / construction projects;
Highly organized with good communication / writing skills;
Construction inspection / record keeping experience and familiarity with the City of Rochester processes &
procedures and well as experience working in coordination with, and as a liaison to, others such as RCSD and
their representatives.
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 observation & inspection of the work, quality assurance,
submission of daily construction reports & photographs and coordination between the design consultant’s contractors,
the RCSD and agencies having jurisdiction, 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.
The Professional Services Agreement that would be used for services performed under this request is located with this
RFP labeled as: Draft Professional Services Agreement. The agreement contains a detailed listing of required RPR
Services / deliverables.
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PROPOSAL PREPARATION AND SUBMISSION PROCESS
Proposals must be received digitally by the City no later than 12:00 PM (noon)
FRIDAY, FEBRUARY 7, 2025. 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
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.
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
