RFP for Construction Management for Irvington FD Facility Renovation & Expansion

Agency:	Village of Irvington
State:	New York
Type of Government:	State & Local
NAICS Category:	236220 - Commercial and Institutional Building Construction
Posted Date:	Jan 8, 2026
Due Date:	Jan 30, 2026
Solicitation No:	2025-31
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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Village of Irvington

Request for Proposals No. RFP-2025-31

Professional Services- Construction Management

Irvington Fire Department Facility Renovation and Expansion

January 7, 2026

Village of Irvington

85 Main Street

Irvington, NY 10533

PROPOSALS DUE NO LATER THAN 12:00 P.M. ON January 30, 2025

RFP No. RFP-2025-31 – Professional Services- Construction Management for Irvington Fire

Department

Definitions

Village – The Village of Irvington, New York.

RFP – This Request for Proposals.

Construction Manager (CM) – The firm submitting a proposal to provide professional

construction management services.

Project – The Irvington Fire Department Facility Renovation & Expansion Project.

Proposal – All materials submitted by a respondent in response to this RFP.

Background

The Village of Irvington is soliciting proposals from qualified and experienced Construction

Management firms to provide professional construction management services for the renovation

and expansion of the Irvington Fire Department Headquarters, located at 90 Main Street,

Irvington, New York.

The Project will include building renovation, selective demolition, structural repairs, building

system upgrades, firefighter health and safety improvements, and construction of new or

reconfigured operational spaces. The Construction Manager will act as the Village’s

representative during pre-construction, bidding, construction, and closeout to ensure the Project

is delivered on schedule, within budget, and in compliance with contract documents.

Scope of Work

The Irvington Fire Department operates from a headquarters facility that no longer meets current

operational needs or best-practice safety standards. Although not limited to these items, the

Scope of Work includes working with designated Village Architectural / Engineering (A/E)

firms and/or Village staff. The CM is expected to address the following key elements:

1. The creation of a dedicated Firefighter Decontamination Area within the firehouse to

reduce carcinogen exposure, improve post-incident hygiene, and support emerging best-

practice standards (NFPA 1581, 1582, and 1851). The design provides firefighters with a

functional, efficient, and safe workflow for on-scene and post-incident decontamination,

turnout gear handling, and equipment cleaning.

2. Stabilization of the apparatus bay floor supporting Engine 178. The apparatus bay floor

has shown signs of structural wear consistent with long-term loading, moisture migration,

settlement, and concrete degradation. Given the critical operational role of Engine 178,

the floor must remain structurally sound and capable of supporting heavy emergency

apparatus without risk of failure or damage.

Pre-Construction Phase:

1. Consult with the A/E and the Village regarding the project program, budget, timetable and

advise on various bidding options.

2. With A/E, prepare and finalize the final site plan and facility design inclusive of appropriate

green/sustainable building elements.

3. Assist the Village and /or the A/E in selecting consultants (i.e., testing, inspection labs, etc.)

where appropriate.

4. Report regularly to the Village on progress of design and preparation of construction

documents, budgets, and schedule.

5. Work with the A/E and Village to prepare the project specifications’ “Front End”

documentation consisting of: General Supplementary Conditions, Summary of Multiple Prime

Scope of Work, etc. tailored for each project scope of work and consult with the Village

Attorney and Risk Manager for compliance regarding “Front End” requirements, contract

agreements, insurance, etc.

6. Prepare and provide complete itemized cost estimates based on current market / construction

costs along with a complete summary of probable costs at each of the following design phases:

A. Schematic Design Phase

B. Design Development Phase

C. Construction Document / Pre-bid Phase

7. Prepare and provide complete project schedules (Primavera or equal) at each of the above

design phases.

8. Review construction documents for compliance with relevant building codes, regulations,

quality standards, etc.

9. Review construction documents and provide recommendations and value engineering options

(depending on overall budget) prior to release for public bidding.

10. Provide recommendations and package the documents into sub-divisions by prime contractor

category in the contract documents.

11. Solicit bidders and generate interest in the industry among contractors, sub-contractors, and

suppliers.

12. Conduct pre-bid conference.

13. Assist the A/E in the processing of bidder’s RFI’s and the issuance of Addenda.

14. Assist the Village in the public opening of the bids. Perform an analysis of the bids received.

15. Conduct a pre-award interview with each of the apparent successful bidders for each prime

contract to review their understanding of the construction documents, the full scope of work, the

project schedule, the capacity to meet schedule, and the intended project team.

16. Conduct a full vetting of each of the apparent successful bidders including references,

bonding company rating and compliance with contract requirements, insurance compliance, etc.

17. Prepare and issue to the Village award recommendation letters for each successful bidder.

18. Prepare and issue Letters of Intent.

19. Receive, review, and advise Village on each of the Prime Contractor’s compliance with

required bonds and Certificate of Insurance.

20. Work with Village Corporation Counsel in the preparation of Contract Agreements.

21. Convene a Pre-Construction Kick-Off Conference with the Village, A/E and Prime

Contractors.

Construction Phase:

1. Provide Full or Part-time - On -Site Construction / Project Manager to manage, coordinate,

and oversee the work of the prime contractors and any other Village Contractor / Vendor

involved on the projects.

2. Notify the A/E of any deviation from the contract documents.

3. Coordinate with the various utility companies and regulatory agencies, as necessary.

4. Ensure that the prime contractors follow all applicable laws, statutes, codes and regulations

during construction.

5. Coordinate all site stored material locations and contractor staging areas.

6. Coordinate all contractors’ activities.

7. Function as liaison between prime contractors, the Village, and their designated

representatives.

8. Monitor the quality of the work and verify compliance with the contract documents. Identify

inferior quality and non-conforming work for correction by responsible prime contractor.

9. To the extent feasible, prevent unauthorized visitors from entering the sites.

10. Review prime contractors’ safety procedure on an on-going basis. Receive and keep in the

CM Construction Office / Trailer a copy of each prime contractor’s safety manual.

11. Assist in maintaining good relations with the surrounding community, monitor and enforce

prime contractor’s efforts regarding control of dust, noise, roads, lighting, and odor, etc.as

required by the contract documents to minimize disturbances.

12. Solicit and review Construction Schedules and Two (2) week Look Aheads at every weekly

project job meeting.

13. With A/E review process each prime contractor’s payment applications with all necessary

back up information and requirements as set forth in the contract specifications.

14. Review and validate any work performed on a Time and Material basis.

15. Perform initial review of prime contractor’s change order requests and proposals. With A/E

finalize review and make recommendations to the Village.

16. Monitor the construction schedule and initiate corrective actions with the prime contractors

to remain on schedule and require recovery schedules from the particular prime contractor(s).

17. Maintain a master schedule to be updated at weekly project meeting.

18. Log, monitor and review all requests for information (RFI’s).

19. The CM shall use project management software package to maintain project submittals,

meeting minutes, RFI’s etc. (Auto-Desk or equal)

20. Facilitate and expedite submission of all submittal and shop drawings and, if not required of

the A/E, maintain accurate logs showing the status of all submittals and shop drawings showing

the status of each.

21. Maintain a daily log of activities on the jobsites, including but not limited to listing visitors to

the jobsites.

22. Maintain a log of weather conditions and descriptions of occurrences at the job sites.

23. Coordinate and monitor all required site and material testing during construction. Receive

and review all test reports. Provide / recommend response to any test results failing to meet

applicable specifications and standards.

24. Notify A/E in advance of any required construction and testing observations that are to be

witnessed by the A/E.

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

RFP for Construction Management for Irvington FD Facility Renovation & Expansion

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See Also

Bid Number:	2025-31
Bid Title:	RFP for Construction Management for Irvington FD Facility Renovation & Expansion
Category:	Professional Services
Status:	Open