REQUEST FOR PROPOSALS FOR:
Minister Franklin D. Florence
Civil Rights Heritage Park
City Project No. 23335
Issued: October 16, 2023
City of Rochester
Department of Environmental Services
Bureau of Architecture and Engineering
Holly E. Barrett, P.E.
City Engineer
Landscape Architecture Division
30 Church Street
Rochester, New York 14614
TABLE OF CONTENTS
1.0 General Information..............................................................................................................3
o Project Title and Location
o Project Timetable
o Submission Delivery Information
o Communications
o Pre-Proposal Meeting / Questions / Request for Clarification
o Project Budget
o General
2.0 Project Overview ...................................................................................................................5
o Project Background
o Project Location Map
o Site Photos
o Documents and Materials
3.0 Draft Scope of Services..........................................................................................................14
o Scope of Services
o State Environmental Quality Review
4.0 Proposal Requirements .........................................................................................................15
o Overview
o Proposal Evaluation Criteria
o Basic Services Fee / Hours
o Direct Reimbursable Expenses
o Eligibility Qualifications and Requirements
5.0 City Provisions .......................................................................................................................18
o Living Wage Requirements
o Local Preference
o MWBE and Workforce Goals
o MWBE and Workforce Reporting
o Other Criteria
ATTACHMENTS
Exhibit A: Draft Agreement for Professional Services
*Exhibit B: Draft CoR - M/WBE Form A (Utilization Plan)
*Exhibit C: Draft CoR - Workforce Staffing Plan Form
*Exhibit D: Consultant Information Form
Exhibit E:
State and Federal Prevailing Wage Rates
* To be completed and returned with Proposal
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1.0 GENERAL INFORMATION
PROJECT TITLE AND LOCATION
Title: Minister Franklin D. Florence Civil Rights Heritage Park
Location: The project site is located at the City owned and operated Baden Park, 525 Upper Falls
Blvd, Rochester, NY 14605
For an electronic version of this RFP, please go to the following web site:
http://www.cityofrochester.gov/bidandrfp/
PROJECT TIMETABLE*
It is anticipated that construction will commence in Spring 2025 based on the following projected
schedule:
RFP Issued
Questions/Requests for Clarifications Due
Response to Questions/Clarifications Issued
Proposals Due
Consultant Selection & Award Notification
City Council Authorization
Notice to Proceed (Design)
Project Closeout
October 16, 2023
October 27, 2023 - 4:00 PM
November 1, 2023
November 17, 2023 - 4:00 PM
December 15, 2023
February 2024
March 2024
No later than November 2026
*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.
A Professional Services Agreement resulting from this RFP shall commence on the agreement start
date for a term that shall extend, at a minimum, until three (3) months after the completion of a
two (2) year guarantee inspection of the project.
SUBMISSION DELIVERY INFORMATION
One (1) electronic proposal on a thumb drive and four (4) proposal hard copies are to be submitted
no later than Friday, November 17, 2023 at 4:00 PM. to:
Amanda Phetteplace, RLA
Landscape Architect
City of Rochester
Department of Environmental Services
Bureau of Architecture and Engineering
City Hall, Room 300B
30 Church Street
Rochester, New York 14614
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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:
Amanda Phetteplace, RLA
amanda.phetteplace@cityofrochester.gov
Telephone 585.428.7248
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 in the RFP. 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 make a timely response 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.
PRE-PROPOSAL MEETING / QUESTIONS / REQUESTS FOR CLARIFICATION
A pre-proposal meeting will not be conducted for this project. Please direct questions or requests
for clarification to the City Project Manager (see contact information above) in writing or by email
no later than Friday, October 27, 2023 at 4:00 PM. The City’s response to all queries will be
provided to all parties who request to be informed.
PROJECT BUDGET
The design fee for the project is funded with American Rescue Plan Act (ARPA) funds with a
maximum fee of $500,000 (inclusive of a minimum 20% Additional Service contingency). Due to the
funding source, all invoices for the project need to be fully paid no later than December 2026. The
selected Consultant will be required to meet this critical timeline.
The City has received a $500,000 grant from NYS Assemblyman Harry Bronson for construction of
park improvements. The Dormitory Authority State of New York (DASNY) is administering the grant
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but will not issue a grant disbursement agreement until design and estimating is substantially
complete. The City and its project partners are continuing to actively fundraising for additional
construction funds.
For the purpose of this proposal, Consultants shall assume a construction budget of $2 million,
which does not include contingency and RPR.
GENERAL
1) The City reserves the right to amend or withdraw this RFP in the City’s sole discretion, including
any timeframes herein, upon notification of all Respondents as set forth above, and in such
case, the City shall have no liability for any costs incurred by any Respondent.
2) The City may request additional information from any Respondent to assist the City in making
its evaluation.
3) The proposal and all materials submitted with the proposal shall become property of the City
and will be subject to NYS Freedom of Information Law. If any proprietary information is
submitted with the proposal, it must be clearly identified and a request to keep such
information confidential must be submitted.
4) The selection of a Consultant is within the City’s sole discretion and no reasons for rejection or
acceptance of a proposal are required to be given. Although costs are an important
consideration, the decision will be based on qualifications and compliance with the
requirements of this RFP and not solely on cost. The City reserves the right to reject any or all
proposals or to accept a proposal that does not conform to the terms set forth herein. The City
further reserves the right to waive or modify minor irregularities in the proposals and negotiate
with Consultants to serve the City’s best interest.
5) Questions must be submitted in writing (preferably e-mail) to the project contact listed above.
All questions and City responses will be shared with all who have indicated intent to submit a
proposal and have provided an e-mail address.
2.0 PROJECT OVERVIEW & SCOPE
PROJECT BACKGROUND
The City of Rochester, through the Bureau of Architecture and Engineering, is seeking proposals
from qualified Consultants for design services for the creation of the Minister Franklin D. Florence
Civil Rights Heritage Park at Baden Park in Rochester, NY. Consultants will be engaged to provide
master planning, survey, public engagement, Phase 2 Environmental Assessment, design of selected
master plan elements through bid documents, bid and award and construction administration
services.
In 2017 a group from Rochester’s Spiritus Christi Anti Racism Coalition (SPARC) toured several civil
rights sites throughout the South. While in Birmingham, Alabama, the group was particularly moved
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