REQUEST FOR PROPOSALS (RFP)
ARCHITECTURAL
and ENGINEERING SERVICES
FOR
THE DESIGN & CONSTRUCTION
OVERSIGHT
OF
13-15
CHAMBERS STREET GROUND FLOOR
I.
INTRODUCTION
The Newburgh Community Land
Bank is soliciting Proposals from qualified firms interested in providing Architectural
and Engineering Services relating to the design and future construction of the
ground floor office space at 13-15 Chambers Street. Firms with relevant design
experience and qualifications are encouraged to submit. The purpose of the RFP process
is to identify the most qualified firm. The firm ultimately selected by the
City will provide full architectural services for the design and/ or
construction administration of the project. The RFP is also available on our
website (www.newburghcommunitylandbank.org).
II. RESPONSES:
Well organized email
submissions are acceptable. All
email submissions must have attachments that are carefully labeled and be of a
size normally accepted by web-based email applications.
In the alternative, mailed
hardcopy submissions are also acceptable. Please follow these instructions carefully:
In total, three (3) copies of
the Submittals, including attachments, are required. One (1) copy should be
clipped together to facilitate document reproduction.
The envelope in which the
Submittals are delivered must be clearly labeled on the outside with the
Respondent's name and the project identification, "Newburgh Community Land
Bank--13-15 Chambers Street Qualifications"
Submittals shall be
delivered to the following addressee at or before
March 15, 2013, 2:00 PM
EST.
Madeline Fletcher
Consulting Director
Newburgh Community Land Bank
PO Box 152
Newburgh, NY 12550
OR BY EMAIL:
Madeline Fletcher
Consulting Director
Newburgh Community Land Bank
III. PROJECT
DEFINITION:
A. Project Description
The Newburgh Community Land
Bank intends to redevelop the ground floor of the premises located at 13 - 15
Chambers Street for use as office space. The selected firm will be required to
bring the project through the City’s development approval process and assist
with the construction administration of the project including the bidding
process and selection of qualified contractors.
B. Project Schedule
The schedule is as follows:
Issuance of RFP –February 21,
2013, 8:00AM EST
Receipt of A/E Consultant
Responses – March 8, 2013, 2:00 PM EST
Selection of A/E Consultant(s)
– March 20, 2013 5:00 PM EST
4. ARCHITECT SCOPE OF
SERVICES:
13-15 Chambers Street are
adjoined buildings. 13 Chambers
Street is a four story property with three residential units on the upper
floors and a formal funeral parlor space that extends through 15 Chambers
Street, a one floor brick structure. The firm selected will work with the
Newburgh Community Land Bank to develop a plan for the conversion of the
funeral parlor space into basic efficient office space. The plan should also consider the
future redevelopment of the three upper residential units at 13 Chambers
Street, which the Newburgh Community Land Bank will undertake in a second phase
of work. At minimum, the ground floor space must contain two locking offices
and one half bath. The remainder of the space may be open plan.
The intent of this Project is
to proceed with the selected firm on the basis of a traditional design/bid/build
process. The selected architect will also provide necessary engineering
services for the design generated.
5. PROJECT
PARTICIPANTS:
Because of time
constraints, this request for proposals will result in the firm most qualified
to undertake the work for 13% or less of construction costs, based on the
proposed scope of work.
6. CRITERIA FOR
SELECTION:
The purpose of this RFP
process, as previously stated, is to identify qualified firm most capable of
providing the described services. The RFP submittal should be organized to
clearly address the following criteria which, among others, will be used in the
evaluation of qualifications:
A. Design philosophy and approach to design in
general.
B. Prior design service experience with projects of
similar scale and complexity.
C. Prior experience with quasi-public and non-profit
sector clients and processes for projects of similar scale and complexity
utilizing competitive public grant funds.
D. History of completed or in-process projects in the
City of Newburgh which required environmental testing and remediation,
Architectural Review Commission approvals, and other Newburgh-specific approvals.
E. Professional qualifications of individuals
assigned to the Project.
F. History of effective schedule and budget
management for projects of similar scale and complexity.
G. Demonstrated ability to work with client and
community groups in gathering feedback during the design process.
H. Commitment to developing an energy efficient and
healthy building.
I. Commitment to
developing a cost-effective project responsive to the restrictive funds
available.
7. SUBMITTAL
REQUIREMENTS:
A. Submittal Documents – Format
Email submissions are
acceptable. All email submissions
must have attachments that are carefully labeled and be of a size normally
accepted by web-based email applications.
In the alternative, hardcopy
submissions are also acceptable. Please follow these instructions carefully:
In total, three (3) copies of
the Submittals, including attachments, are required. One (1) copy should be
clipped together to facilitate document reproduction.
The envelope in which the
Submittals are delivered must be clearly labeled on the outside with the
Respondent's name and the project identification, "Newburgh Community Land
Bank--13-15 Chambers Street Qualifications"
Submittals shall be
delivered to the following addressee at or before
March 15, 2013, 2:00 PM
EST.
Madeline Fletcher
Consulting Director
Newburgh Community Land Bank
PO Box 152
Newburgh, NY 12550
OR BY EMAIL:
Madeline Fletcher
Consulting Director
Newburgh Community Land Bank
B. Submittal Content: Each Submittal shall be organized in the following
order:
Outside Cover and First
Page:
Shall contain (i) the title,
"Statement of Qualifications for Architectural/Engineering Services
Relating to 13-15 Chambers
Street", (ii) the name of the Respondent, and (iii) the Submittal date.
Table of Contents: Include a table of contents.
Transmittal Letter: Include a short Transmittal Letter. The Transmittal
Letter shall:
• Summarize
why the Respondent believes itself to be the most qualified;
• Contain
the statement that to the best of the Respondent's abilities, all information
contained in the Proposal submittal is complete and accurate;
• Contain
a statement granting the Newburgh Community Land Bank and its representatives
authorization to contact any previous client of the Respondent (or a
Respondent's Team Member) for purposes of ascertaining an independent
evaluation of the Respondent's or a Respondent's Team member's performance; and
• At
least one copy of the transmittal letter must have the original signature of an
officer of the principal
responding firm (for hardcopy).
Section I - Description
of the Respondent
I-A Firm Description: Include a complete narrative description of the
Respondent's firm (or firms if
the Respondent is comprised of a team of firms).
Information should include:
a. The Respondent's areas of
architectural specialization;
b. Firm history;
c. Honors and awards;
d. Location of home and branch
offices;
e. Names of the principal
officers of the firm;
f. Identification of the major
consultants if known.
I-B Organization Chart: Include a simple organization chart showing how
the
Respondent, if selected as the
Architect/Engineer, would organize its personnel for the project.
I-C Key Professionals: Identify the key members of your team that would be
involved in the project and describe their area of expertise and what role they
will perform in the Architect's team. Indicate their availability for this
project schedule.
I-D Resumes Provide resumes of any person identified as a key
professional. Theresumes should contain the following:
a. Name.
b. Educational background.
c. Employment history.
d. Proposed role in the
Project.
e. Other information you
believe to be relevant.
Section II – Narrative
Set forth are the criteria on
which the selection will be made. Your proposal should be organized to clearly
address:
A. Design philosophy and approach to design in
general.
B. Prior design service experience with projects of similar
scale and complexity, with particular attention to projects within the historic
district and/or using public funding.
C. Prior experiences with public and non-profit
sector clients and processes for projects of similar scale and complexity.
D. Professional qualifications of individuals
assigned to the Project.
E. History of effective schedule and budget
management for projects of similar scale and complexity.
F. Use of processes that creatively engage Board
members and Resident Advisory Committee in design process.
G. Commitment to developing an energy efficient and
healthy building.
H. Commitment
to working with local contractors with local employees.
Section III - Relevant
Experience of the Respondent
III-A Summary of
Relevant Projects Where the Respondent's Firm Was the Architect
List no more than six relevant
projects. A relevant project is one which best exemplifies your qualifications
for this Project:
a. Name of project
b. Type of building(s)
c. Project location
d. Total project cost
e. Project description
f. Project delivery method
g. Describe the services your
firm provided
j. Indicate which team members
were actually involved in the project and specify their role.
k. Provide a statement
acknowledging if the project was completed on time/on budget.
l. Provide a few illustrative
photographs or renderings, if available.
Section IV - Project Proposal
IV-A Preliminary Scope of Work
Based upon a site visit, please
develop a basic scope of work and provide the most accurate itemized cost
estimate possible based upon available information.
IV-B Project Proposal
Briefly describe the proposed
scope of services to be provided by the firm. Please include project phases,
fees, and other conditions that you believe are relevant for this proposal.
8. RESERVATION OF
RIGHTS
A. The Newburgh Community Land
Bank reserves the right to reject all firms, decline to proceed with selection
of any candidates, to request additional qualifications, and to make inquiries
as may be necessary to verify qualifications.
B. Nothing in this document
shall require the Newburgh Community Land Bank to proceed with Design and/or
Construction services.
9. ADDITIONAL
INSTRUCTIONS, NOTIFICATIONS and INFORMATION
A. This RFP including
attachments can be obtained from the Newburgh Community Land Bank web site at www.newburghcommunitylandbank.org and following the link to the NCLB Blog.
B. The Newburgh Community Land
Bank reserves the sole right to (1) evaluate the proposals submitted; (2) waive
any irregularities therein; (3) reject any or all Respondents submitting
Proposals; and (4) engage in further negotiations with any firm submitting a
Proposal, should it be deemed in the Land Bank's best interest to do so.
C. The property will be available for inspection
for the purposes of preparing a scope of work and on Friday, March 1, 2013
between 1 and 4 PM. Individual
visits may be scheduled at the discretion of the Newburgh Community Land Bank.
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