RFP24-0013 Architectural and Engineering Project Review Services

Agency:	Oswego Boces
State:	New York
Type of Government:	State & Local
NAICS Category:	541310 - Architectural Services 541330 - Engineering Services
Posted Date:	Jun 26, 2024
Due Date:	Jul 16, 2024
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Oswego County Board of Cooperative Educational Services

179 County Route 64, Mexico, NY 13114

Phone: (315) 963‐4253

www.CiTiboces.org

www.CiTiboces.org/CooperativePurchasing

REQUEST FOR PROPOSALS:

Architectural and Engineering

Project Review Services

CiTi RFP24‐0013

For services for a contracted term of 10/1/2024 to 9/30/2025 with

renewal options for up to four (4) additional one‐year terms.

RFP RESPONSE DATE: July 16, 2024

RFP RESPONSE TIME: 2:00 p.m.

Immediately thereafter the RFP response date and time a bid opening will be conducted to open all submissions. All public bid

openings hosted by The Center for Instruction, Technology & Innovation (CiTi) are made available virtually via the Zoom

platform. Bidders and members of the public can join the live bid opening virtually by sending an email request in advance of

the opening date and time to: purchasing@citiboces.org. Bidders and members of the public who wish to join the bid opening

in‐person must follow all visitor policy guidelines when present on CiTi property.

PROPOSAL SUBMISSION ADDRESS AND BID OPENING LOCATION:

Center for Instruction, Technology and Innovation (CiTi)

Attn: Purchasing Department

179 County Route 64

Mexico, NY 13114

Amy Rhinehart

CiTi School Purchasing Officer

purchasing@CiTiBOCES.org

(315) 963‐4253

CiTi RFP24‐0013: Architectural and Engineering Project Review Services

Page 1

Architectural and Engineering Project Review Services

CiTi RFP24‐0013

The Center for Instruction, Technology & Innovation (CiTi) is seeking proposals from qualified and

experienced architecture and engineering firms to conduct third party reviews of BOCES’ and school

districts’ capital project submission packages. This activity is intended to assist in reducing the backlog of

projects awaiting review and approval at the New York State Education Department’s Office of Facilities

Planning. Additionally, this activity is intended to facilitate an ongoing solution to assist the Offices of

Facilities in managing the timely approval of project submissions.

Sealed bid submissions and electronic bid submissions via BidNet Direct will be accepted:

For sealed submission, firms should submit one (1) original proposal, marked “original”, and a second proposal

marked “copy”. Sealed bid submissions must be marked with the RFP number, RFP title, firm’s name AND must

be received by the CiTi School Purchasing Officer, Amy Rhinehart, at 179 County Route 64, Mexico, NY 13114 by

2:00 p.m. on Tuesday, July 16, 2024. DO NOT submit RFP proposals to the New York State Education

Department’s Office of Facilities Planning.

For electronic submissions, please submit one (1) proposal in a PDF format via BidNet Direct. For all forms that

require an original signature, please include a scanned copy of the forms with the original signature. Faxed or

emailed submissions will not be accepted.

All bidders are responsible for ensuring the timely delivery of their proposals. Proposals submitted after the posted due

date and time will be returned unopened to the bidder. In the event that the CiTi Business Office is closed due to

unforeseen circumstances, the deadline will be extended to the next business day that CiTi is open for business. The time

of day will remain the same.

ALL inquiries or questions regarding this RFP MUST be submitted in writing and will be answered in the form of an

addendum. Please email the questionnaire form that is attached as part of this RFP package to the attention of the CiTi

School Purchasing Officer at purchasing@CiTiboces.org. No questions will be entertained by any other means. All

questions must be submitted by the close of business on June 24, 2024. Questions received after this time may not be

addressed.

During the evaluation process, CiTi reserves the right, where it may serve in the district’s best interest, to request

additional information or clarifications from proposals, to allow corrections of errors or omissions. At the discretion of

CiTi/, firms submitting proposals may be requested to make oral presentations with the RFP committee as part of the

evaluation process. If requested, the presentations can take place virtually on a mutually agreed upon date.

It is anticipated that CiTi will award multiple contracts pursuant to this RFP. Contracts resulting from this RFP will begin

on 10/1/2024 and end on 9/30/2025, with the option for up to four (4) additional one‐year renewals as agreed upon in

writing by both parties. The anticipated award date is 8/21/2024. CiTi reserves the right to reject any or all proposals.

There is no expressed or implied obligation for CiTi to reimburse responding firms for any expenses incurred in preparing proposals in

response to this request.

All proposals as presented shall remain valid for a minimum period of sixty (60) days from the date of bid opening.

CiTi reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected.

Submission of a proposal indicates acceptance by the firm of the conditions and fee schedule contained in this request for proposals.

CiTi RFP24‐0013: Architectural and Engineering Project Review Services

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RFP Timeline:

The anticipated schedule with respect to this RFP is as follows:

RFP Issued

Questions Submitted

Response to Questions

RFP Responses Due

RFP Opening

Anticipated Award

Contract Execution

Term

6/10/2024

6/24/2024

6/26/2028

Tuesday, July 16, 2024 at 2:00 p.m.

Tuesday, July 16, 2024 at 2:05 p.m.

8/21/2024

on/after 8/22/2024

10/1/2024 to 9/30/2025

with the option for up to four (4) additional one‐year renewals

RFP Contents:

Glossary of Terms and Acronyms Used in This RFP ................................................. Page 4

Description of Services to be Performed................................................................. Page 5

Submission .............................................................................................................. Page 12

Evaluation Criteria and Method of Award .............................................................. Page 16

Terms and Conditions ............................................................................................. Page 17

Required Forms....................................................................................................... Page 19

Question Form ........................................................................................................ Page 29

Legal Advertisement ............................................................................................... Page 30

Appendices

Appendix A: Guidance Document for Technical Project Review

Appendix B: Third Party Review ‐ SED Paperwork Checklist

Appendix C: Final Submission Forms Workbook Guidance

Appendix D: Third Party Review Service Provider Agreement

CiTi RFP24‐0013: Architectural and Engineering Project Review Services

Page 3

Glossary of Terms and Acronyms Used in this RFP

For the purposes of clarity in this document, the following terms are defined below. Note that these terms

can be used to mean different things by practitioners and researchers; however, the following shall

constitute the working definitions of these terms for the purpose of this procurement.

BOCES: Board of Cooperative Educational Services provides shared educational programs and services to school districts.

CiTi: Oswego County BOCES operating at the Center for Instruction, Technology & Innovation.

NYSED: The New York State Education Department.

OFP: Office of Facilities Planning.

Respondent or Proposer: A company, firm, corporation or individual submitting a proposal.

Architecture Firm: A firm with one or more New York State licensed and registered Architects that provides

construction documents for new construction, addition, and alteration projects at school districts and BOCES.

Architecture and Engineering Firm: A firm with one or more New York State licensed and registered Architects, and

one or more New York State licensed and registered Professional Engineers that provides construction documents for

new construction, addition, and alteration projects at school districts and BOCES.

Administrative Review: An administrative review is an examination of the paperwork, forms, and other supporting

documentation required to be reviewed for technical content and fiscal compliance. Administrative reviews are to be

performed by a registered design professional and follow the NYSED Paperwork Checklist (Appendix B) and the Final

Submission Forms Workbook Guidance (Appendix C).

Board of Regents: The Board of Regents is responsible for the general supervision of all educational activities within

the State, presiding over The University of the State of New York and the New York State Education Department. The

Board of Regents must consist of one resident representing each of the twelve (12) judicial districts in New York State,

as well as (at least) an additional four (4) members who serve at large. There is no maximum number of members

required to serve on the Board of Regents, but there can be no less than fifteen (15) board members at any given time.

Regents are unsalaried and are reimbursed only for travel and related expenses in connection with their official duties.

Building Aid Eligibility Review: Examination of construction documents required by NYSED to be submitted in pursuit

of a capital construction project, in order to identify those scope items that are ineligible for building aid in accordance

with New York State Education Department guidance.

Construction Documents: All those plans, specifications, addenda, statement of special inspections, and other

supporting data (such as geotechnical reports) submitted by an architecture and/or engineering firm on behalf of a

school district or BOCES in order to obtain a building permit. Plans and specifications must be ready to be put out to

bid. All plans, specifications, and addenda must be signed and sealed by a registered design professional. Upon

approval, the submitted construction documents will be put out to bid.

Design Package: Project submission containing one or more building project numbers to typically be reviewed as one

set of bid documents.

Engineering Firm: A firm with one or more New York State licensed and registered Professional Engineers that provides

construction documents for new construction, addition, and alteration projects at school districts and BOCES.

Technical Review: Examination of construction documents for compliance with all applicable codes, rules and

regulations. Technical reviews are to be performed by a registered design professional.

CiTi RFP24‐0013: Architectural and Engineering Project Review Services

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1. DESCRIPTION OF SERVICES TO BE PERFORMED

Work Statement and Specifications:

This section of the RFP package details the services to be acquired. These terms and

conditions address issues related to both the submission of bids and any subsequent

contract; they are included separately in this bid package for your information. Please

review all terms and conditions.

A. Background and Purpose

The Office of Facilities and Planning (OFP), on behalf of the New York State Commissioner of

Education, is the code enforcement authority for public schools and BOCES in New York state.

The mission of the OFP is to ensure safe, healthy, comfortable, and acceptable educational

facilities, which promote effective and efficient learning for all New York students regardless of

where they live. All plans and specifications for the erection, repair, enlargement or remodeling

of school buildings in any public school district or BOCES in the state (outside of New York City),

must be reviewed and approved by the OFP.

In order to help the OFP fulfill its mission and to reduce the time between the submission of a

school district’s construction project to NYSED and approval/issuance of a building permit, the

OFP in 2016 used T‐contracts to hire vendors to conduct code reviews on a limited range of

projects on behalf of NYSED. In 2017 and again in 2019, CiTi in conjunction with the OFP issued

RFPs to select firms to conduct full technical reviews of school district construction projects in

the NYSED queue waiting for approval. This service was known as the Third‐Party Review (TPR)

Service. The awarded TPR firms’ contracts expired in June of 2023 and the TPR Service dissolved

at that time. A review of the NYSED queue in the winter of 2024 determined that the need for a

TPR Service is still prevalent and RFP24‐0013 is being released in response to that need. The goal

of the RFP is to award multiple contracts and reinstate the TPR Service.

B. Project Description

CiTi is seeking proposals from experienced and professional architecture and engineering firms to

conduct third party reviews of school districts’ and BOCES capital project submission packages in

electronic formats. Firms awarded a contract will provide all necessary technical, building aid

eligibility, and administrative reviews including submittal paperwork necessary for the New York

State Education Department to issue a building permit for those projects assigned to the

awarded vendor by CiTi.

Awarded service providers will be asked to review capital construction projects for school

districts and BOCES requesting Third‐Party Review.

Excluded from reviews will be preliminary submissions, discovered buildings, temporary

quarters, leases for building aid, charter schools, face‐to‐face‐reviews, K‐Solar PPAs or other

specific PPAs, and Energy Performance Contracts (EPC’s).

CiTi RFP24‐0013: Architectural and Engineering Project Review Services

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

Bid Title	Bid Response Date	Bid Contract Period	Bid Packet	Addendum
RFP24-0013 Architectural and Engineering Project Review Services	7/16/2024 at 2:00 p.m.	10/1/2024 to 9/30/2025 with optional renewal terms	RFP24-0013 Architectural and Engineering Project Review Services RFP24-0013 Appendices A B C and D	RFP24-0013 Addendum 1

RFP24-0013 Architectural and Engineering Project Review Services

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