Request for Proposals
MAPLEWOOD LIBRARY EXPANSION
PROJECT #22014 / BUILDING #7.05
CONSTRUCTION MANAGEMENT & RESIDENT PROJECT
REPRESENTATIVE / INSPECTION SERVICES
Department of Environmental Services
Bureau of Architecture and Engineering
Holly E. Barrett, P.E. / City Engineer
Issued: February 14, 2024
Proposals to be received by 12:00 PM
On Friday, March 8, 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 Consultants (“Consultant(s)”) to provide Construction
Management and Resident Project Representation (RPR) services for the Maplewood Branch Library Expansion &
Renovations Project (the “Project”) as described herein. The project is located at 1111 Dewey Avenue, Rochester, NY
14613.
Project Description
This Project is partially funded through the American Rescue Plan Act of 2021 (ARPA) and contains some federal
funding requirements.
The scope of the work consists of the construction of an addition and renovation to the existing Maplewood Branch
Library. Work items include, but are not limited to, renovations to existing library branch including interior masonry
walls, fireplace, restrooms, windows & doors, masonry infill; abatement of identified asbestos – and – lead containing
materials; building addition to include program spaces to accommodate community space, tutoring spaces, craft space
& restrooms; Dewey Avenue entrance addition including new stair and handicap accessible lift; renovations to the
property include a new parking lot, enclosed children’s play area and new landscaping around facility. Alternates include
the repair/replacement of the existing Dewey Avenue main entrance stair in lieu of building a new Dewey Avenue
entrance addition. The project was designed by Hunt Engineers, Architects, Land Surveyors & Landscape Architects,
D.P.C.
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 currently available for review online via https://www.bidnetdirect.com/new‐
york/city‐of‐rochester/. Other supplemental and funding information is available by contacting
andrew.wojewodzic@cityofrochester.gov.
Construction duration is 547 calendar days anticipated from July 2024 with substantial completion in late 2025.
Timeline
Activity
Time
Date
RFP Release
02/14/2024
Deadline for questions
12:00 (NOON)
02/28/2024
Response for questions submitted
03/01/2024
Proposals due
12:00 PM
03/08/2024
Consultant Selection and Award
Notification
City Council Approval of agreement
with Consultant
April 2024
May 2024
Agreement Start Date
~June 2024
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 full time Project Representative for the duration of project. Staffing typically would
include a qualified construction inspector and support staff (office engineering) as needed. If project personnel are to
serve in multiple roles such as Project Manager & Office Engineer, etc. 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 observation of the work,
quality assurance & control, submission of daily construction reports & photographs; review of contractor invoices &
change orders; and coordination between the contractor, facility representatives, utility agencies, the public and the City
project manager. The Project Team should have experience with similar scopes of work such as with building
renovations & new additions along with familiarity in plumbing, mechanical & electrical systems. Strong
communication & coordination skills are desired.
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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
Professional Services and deliverables.
PROPOSAL PREPARATION AND SUBMISSION PROCESS
Proposals must be received digitally by the City no later than 12:00 PM, Friday, 03/08/2024. 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
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
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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.
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.
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.
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. Use of a project management
software for tracking of documents & correspondence is desired. 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.
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.
F.
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.
H. M/WBE: Statement as to whether or not the Respondent is a bona fide MWBE firm, will use bona fide MWBE
subcontractors and the percentage of the workforce utilized to perform the work of this contract who will be
either Minority (M) or Women (W), including both the Consultant’s workforce and that of any subcontractors
who will be utilized.
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