RFP #2026-451 Mohawk Valley Community College Wilcox Hall Schafer Theater Lighting Upgrades

ONEIDA COUNTY DEPARTMENT OF PUBLIC WORKS
DIVISION OF ENGINEERING
5999 JUDD ROAD
ORISKANY, NEW YORK 13424
REQUEST FOR PROPOSALS
PROFESSIONAL CONSULTING SERVICES
FOR
MOHAWK VALLEY COMMUNITY COLLEGE
WILCOX HALL SCHAFER THEATER LIGHTING UPGRADES
RFP 2026-451
MARCH 2026

REQUEST FOR PROPOSAL FOR PROFESSIONAL CONSULTING SERVICES
1. Introduction
1.1. The County of Oneida (the "County") is soliciting proposals from qualified consulting firms to provide
Professional Consulting Services defined in Section 2, Project Description and Section 3, Scope of Services.
1.2. Proposals in response to this RFP must be submitted electronically in Adobe PDF format. Proposals can
be submitted via email to dpwcapital@oneidacountyny.gov and cc'd to szerbe@oneidacountyny.gov or via
mail on a USB flash drive to:
Matthew S. Baisley, Commissioner
Oneida County Department of Public Works
5999 Judd Road
Oriskany, New York 13424
1.3. Proposals are due at the above address no later than 2:00 pm on Thursday, April 16, 2026.
1.4. A pre-proposal meeting shall be held at Mohawk Valley Community College, 1101 Sherman Drive, Utica,
New York 13501 on Thursday, April 2, 2026, at 10:00 am. All Proposers attending the pre-proposal meeting
shall meet at the Facilities Office Conference Room inside Alumni College Center for a brief meeting, which
will be followed by a site visit to the Theater.
1.5. Questions relating to this RFP must be submitted via email to dpwcapital@oneidacountyny.gov and cc'd
to szerbe@oneidacountyny.gov by 2:00 pm on Thursday, April 9, 2026.
2. Project Description
2.1. The Schafer Theater located within Wilcox Hall at Mohawk Valley Community College (MVCC) requires a
comprehensive upgrade of its stage and house lighting systems to support a wide range of performances, events,
and academic uses. The selected Consultant shall provide a complete, turnkey solution including design, equipment
specification, installation, programming, commissioning, training, and documentation. The new system must be
reliable, energy-efficient, and meet or exceed current industry standards for professional theatrical venues.
2.1.1. Removal of equipment and fixtures based on finalized scope of work.
2.1.2. Replacement of two (2) existing stage lighting dimmer racks and related dimmer and relay modules.
Existing line voltage conduit and wire to distributed circuits shall be reused to the greatest extent possible.
2.1.3. Replacement of existing failed and failing incandescent house lighting fixtures.
2.1.4. Replacement of stage lighting control console with new console with a minimum of 12,000 control
channels to accommodate future use of LED fixtures.
2.1.5. Provision of CAT6 network-based DMX control to network nodes at all stage lighting power distribution
and console control locations, to accommodate existing and future LED fixtures. Includes a dedicated Wireless
Access Point (WAP) for control of system by mobile phone and / or tablet app.
2.1.6. Provision of new stage lighting control processor, network switches, DMX distribution splitters, and
backup power supply (UPS).

2.1.7. For house lighting control, provision of the following:
2.1.7.1. Integration with stage lighting system of DMX or other control distributed to all new LED house
lighting fixtures.
2.1.7.2. Two (2) 7" programmable touchscreen control stations backstage (one at stage right and one at
stage left), replacing existing failing slider stations.
2.1.7.3. One (1) 7" "portable" programmable touchscreen control station in control booth for control of
house lighting and programming presets accessible from other touchscreen stations.
2.1.7.4. Replace existing one-button "on / off" entry stations with six-button programmable entry stations.
New wire will be needed, pulled within existing conduit.
3. Scope of Services
3.1. Design and Engineering
3.1.1. Assess existing lighting infrastructure, including fixtures, dimming, control systems, power
distribution, rigging, and cabling.
3.1.2. Develop a comprehensive design for a new LED-based theatrical lighting system, including all
required fixtures, dimming/control equipment, network/data infrastructure, and rigging hardware.
3.1.3. Prepare detailed lighting plots, photometric coverage documentation, and a rigging plan
addressing structural considerations, mounting points, safety, and code compliance.
3.1.4. Coordinate two interviews with MVCC staff and Oneida County DPW staff to ensure the design
meets programmatic, technical, and sustainability goals.
3.2. The Consultant shall be required to prepare plans, bid specifications, and estimates compliant with New
York State General Municipal Law for the project, as described in Section 2, Project Description, and as
directed by the County.
3.3. Without exception, the Consultant shall be responsible for preparing and securing all permits including
SEQR documentation, NYSDEC authorizations, and any other applicable state/local approvals in association
with the construction of this project. The County shall pay all permit fees.
3.4. Plans and bid specifications shall be ready for bid no later than (one hundred and twenty) 120 days after
execution of an Agreement for Consultant Services and a written or verbal notice to proceed from the
County project manager.
3.5. Consultant Services shall be divided into the following sequential phases:
3.5.1. Implementation
3.5.1.1. Confer with the County and review recommendations/requirements of the Project to arrive
at a mutual understanding of the scope.
3.5.1.2. Inspect site and review existing conditions available for project development.
3.5.1.3. Analyze design alternatives regarding cost and schedule. Submit results to the County for
review and selection.

3.5.1.4. The Consultant shall lead and participate in a project kickoff meeting, biweekly progress
meetings (virtual unless otherwise required), and milestone review meetings at 30%, 60%, 90%, and
Final Design.
3.5.2. Design Development
3.5.2.1. Verify design alternative(s) selected by the County.
3.5.2.2. Prepare preliminary drawings and specifications sufficient to permit review and approval by
County.
3.5.2.3. Review and incorporate comments and revisions into design.
3.5.2.4. Provide a statement of probable construction cost.
3.5.3. Comments, Revisions and Final Review
3.5.3.1. Submit final drawings and specifications to County for review.
3.5.3.2. Review and incorporate comments and revisions into design.
3.5.3.3. Provide a detailed statement of probable construction cost.
3.5.3.4. Submit final design and construction schedule, along with anticipated project construction
duration (for the purpose of estimating the construction effort that will be required for the project)
for review and approval.
3.5.3.5. Provide all information generated during design development. Include, as a minimum, all
calculations, computer program outputs, and ASCII survey coordinate file(s).
3.5.4. Environmental Review and Regulatory Compliance (SEQR and NEPA)
3.5.4.1. The Consultant shall assist the County in completing all environmental reviews required for
the project. This includes preparing documentation necessary for compliance with the New York
State Environmental Quality Review Act (SEQR) and, if applicable, the National Environmental Policy
Act (NEPA).
3.5.4.2. The Consultant shall evaluate the project to determine the appropriate SEQR classification
and prepare all required materials, including but not limited to a Short Environmental Assessment
Form (EAF), Full EAF, supporting analyses, and any documentation needed for the County, as Lead
Agency, to issue a SEQR determination. If the Project Qualifies as a Type II action, the Consultant
shall provide written justification supporting that classification.

3.5.4.3. If NEPA review is required due to federal funding, federal permits, or federal agency
involvement, the Consultant shall prepare all necessary NEPA documentation, including but not
limited to Categorical Exclusion (CE) documentation, Environmental Assessments (EA), technical
studies, agency coordination materials, and responses to public or agency comments. The Consultant
shall support the County throughout the NEPA process until a final determination is issued by the
appropriate federal agency.
3.5.4.4. The Consultant shall prepare all supporting technical studies, correspondence, and
documentation required to complete SEQR and/or NEPA review and shall assist the County in
coordinating with all involved agencies until all environmental determinations are finalized.
3.5.5. Bid Documents
3.5.5.1. Prepare final design drawings, specifications and bid documents stamped and signed by a
Professional Engineer registered with the State of New York, in the format previously approved by
the County.
3.5.5.2. Deliver all bid documents to County within ten days after final review and approval.
3.5.5.3. Provide entire set of bid documents (plans and specs) electronically in Microsoft Word and
PDF file format.
3.5.5.4. All electronic design files shall be submitted in formats compatible with County standards.
CAD files shall be provided in AutoCAD DWG format (version 2018 or later) unless otherwise
approved by the County. All PDFs shall be text-searchable and formatted for full-size plan sheets. File
naming conventions shall be coordinated with the County prior to final submission.
3.5.6. Public Bidding
3.5.6.1. The Consultant shall provide all necessary design-related support services throughout the
entire public bidding period until the County has successfully awarded a construction contract for
the work designed under this Agreement.
3.5.6.2. The County shall reproduce and distribute all construction documents.
3.5.6.3. The consultant shall assist in the bidding process by answering questions submitted by
bidders and provide Addendums when necessary.
3.5.6.4. The consultant shall review bids submitted by contractors and forward their
recommendation to the County.
3.5.6.5. The Consultant's obligations during the bidding phase shall continue until the County
formally retains a contractor to perform the construction work.

3.5.7. Construction Phase
3.5.7.1. The Consultant shall coordinate, chair and attend project meetings bi-weekly during all
phases of construction to keep the Owner/Client abreast of progress and project needs. The
Consultant shall furnish meeting minutes for all project meetings and distribute to attendees as
directed by Oneida County within five (5) business days of the meeting.
3.5.7.2. "Record Drawings"
3.5.7.2.1. Upon completion of the project, assemble all job notes, directives, change orders, and
other pertinent data to fully describe all changes to the original plans and specifications.
3.5.7.2.2. Revise original drawings and specifications to accurately depict the "as-built" condition
of the Project.
3.5.7.2.3. Deliver to the County electronic copies of "as-built" drawings in Adobe PDF format.
3.6. Project Controls & Reporting
3.6.1. Baseline Schedule. Within ten (10) business days of Notice to Proceed, the Consultant shall submit
a Design Phase Baseline Schedule covering all major milestones (Kickoff, 30%, 60%, 90%, Final,
Permitting, Bid Package Delivery).
3.6.2. Monthly Schedule Updates. By the fifth (5th) business day of each month, the Consultant shall
submit an updated schedule reflecting actual progress, forecast dates, critical path, and recovery
actions. Each submission shall include:
3.6.2.1. Microsoft Project (.MPP) or Microsoft Excel (.XLSX) file; and
3.6.2.2. a text-searchable PDF summary showing milestone variances versus baseline.
3.6.3. Bi-Weekly Progress Reports. Beginning two (2) weeks after Notice to Proceed, the Consultant
shall provide written bi-weekly progress reports including: completed/planned work, schedule status,
risk/issues, decisions needed, sub-consultant status, and action-item register. Reports are due by 12:00
PM on the business day preceding the bi-weekly progress meeting and shall be provided in PDF and
Microsoft Word formats.
3.6.4. Cash-Flow Projections Upon Request. Upon written request, the Consultant shall submit monthly
cash-flow projections for the Design Phase (baseline, current forecast, and variance narrative) and, if
requested, a notional Construction Phase S-curve for budgeting. Submissions shall be provided in
Microsoft Excel (.XLSX) and PDF formats.
4. Terms and Conditions
4.1. The County shall not be liable for costs incurred prior to the issuance of an executed written Agreement
and/or written Notice to Proceed.
4.2. The contents of the Consultant's proposal may become part of the contractual obligations if deemed
appropriate by the County.

4.3. Consultant shall not discriminate against any individual in accordance with applicable federal, state or
local laws.
4.4. Consultant and/or sub-consultants shall make a good faith effort to ensure that M/WBE are given the
maximum opportunity to compete for any sub-contracts.
4.5. Consultant shall be required to enter into a Consulting Services Agreement (the "Agreement") with the
County, inclusive of insurance requirements, set forth herein, and any attachments thereto. The County
reserves the right to modify the Agreement before final execution.
4.6. The Agreement entered into, as a result of this RFP, shall be between the Consultant and the County.
4.7. Consultant shall comply with and certify that the proposal was made without collusion pursuant to
General Municipal Law 103-d, attached hereto as Appendix A.
4.8. Consultant shall comply with and certify that the proposal was made pursuant to General Municipal
Law 103-G, Iranian Energy Divestment Sector, attached hereto as Appendix B.
4.9. Consultant shall comply with and certify the County's Solid Waste Management Certification pursuant
to Article 12 of the County's Procurement Policy, attached hereto as Appendix C.
4.10. Consultant shall comply with and certify the Statement on Sexual Harassment pursuant to Labor Law
201-g, attached hereto as Appendix D.
4.11. Consultant shall comply with the Standard Oneida County Conditions, attached hereto as Appendix E.
5. Payment for Services
5.1. Consultant shall invoice County monthly for services rendered.
5.2. Consultant shall be paid a Lump Sum Fee for all work excluding Construction Phase services. Payment
shall be based on percentage of work completed.
5.3. Payment for Construction Phase Services shall be included in the lump sum fee.
5.4. Consultant will not be paid for services performed without prior authorization from County.
5.5. Payment for Construction Inspection services are not included in this RFP and would be solicited under
a separate RFP.
5.6. Hourly rates include all reimbursable expenses. Additional and/or separate payment(s) will not be made
for reimbursable expenses.

6. Indemnification
6.1. To the fullest extent permitted by law, the Consultant shall indemnify, defend, and hold the County
harmless against any and all claims (including but not limited to claims asserted by any employee of the
Consultant and/or its subconsultants) and costs and expenses of whatever kind (including but not limited to
payment or reimbursement of attorneys' fees and disbursements) allegedly arising out of or in any way
related to its performance and/or its subconsultants' performance of the Agreement or from the
Consultant's and/or its subconsultants' failure to comply with any of the provisions of the Agreement or of
the law. Such costs and expenses shall include all those incurred in defending the underlying claim and those
incurred in connection with the enforcement of this paragraph by way of crossclaim, third-party claim,
declaratory action or otherwise. The parties expressly agree that the indemnification obligation hereunder
contemplates (1) full indemnity in the event of liability imposed against the County without negligence and
solely by reason of statute, operation of Law or otherwise; and (2) partial indemnity in the event of any
actual negligence on the part of the County either causing or contributing to the underlying claim (in which
case, indemnification will be limited to any liability imposed over and above that percentage attributable to
actual fault whether by statute, by operation of Law, or otherwise). The obligations of the Consultant under
this paragraph shall not be limited by any enumeration herein of required insurance coverage and shall
survive any expiration or termination of the Agreement and the County's tendering of the final payment.
7. Insurance Requirements
7.1. The Consultant shall maintain, at its own expense, the following insurance until termination of the
Agreement. The insurance carrier must have at least an A- (excellent) rating by A. M. Best and be qualified
and admitted to do business in the State of New York.
7.2. Commercial General Liability with policy limits of not less than One Million Dollars ($1,000,000) for each
occurrence and at least Two Million Dollars ($ 2,000,000) in the aggregate for bodily injury and property
damage. CGL coverage shall be written on ISO Occurrence form CG 00 01 1001, or a substitute form
providing equivalent coverage and shall cover liability arising from premises, operations, XCU, independent
contracts, products, completed operations, personal and advertising injury. The Consultant shall maintain
completed operations coverage for a period of three (3) years after completion.
7.3. Automobile Liability covering vehicles owned, leased, hired and non-owned vehicles used, by the
Consultant with policy limits of not less than One Million Dollars ($1,000,000) per accident for bodily injury,
death of any person, and property damage arising out of the ownership, maintenance and use of those
motor vehicles, along with any other statutorily required automobile coverage.

7.4. Excess/Commercial Umbrella coverage with limits of at least Five Million Dollars ($5,000,000) each
occurrence, following form over the Commercial General Liability and Automobile Liability, with subrogation
waived.
7.5. Workers' Compensation pursuant to statute.
7.6. Employer's Liability pursuant to statute.
7.7. Professional Liability covering negligent acts, errors and omissions in the performance of professional
services with policy limits of not less than One Million Dollars ($ 1,000,000) per claim and at least Two Million
Dollars ($2,000,000) in the aggregate.
7.8. Additional Insured Obligations. To the fullest extent permitted by law, the Consultant shall cause the
Commercial General Liability, Automobile Liability, and Excess/Commercial Umbrella polices to include the
County as an additional insured on a primary and non-contributory basis with subrogation waived.
7.9. The Consultant shall provide certificates of insurance to the County that evidence compliance with the
requirements in this Section 2.5. The certificates shall be on forms approved by the County and shall contain
a provision that coverage afforded under the policies will not be cancelled or allowed to expire until at least
thirty (30) days prior written notice has been given to the County. Acceptance of the certificates shall not
relieve the Consultant of any of the insurance requirements, nor decrease the liability of the Consultant. The
County reserves the right to require the Consultant to provide insurance policies for review by the County.
The Consultant grants the County a limited power of attorney to communicate with the Consultant's
insurance provider and/or agent for the express purpose of confirming the coverages required hereunder.
7.10. The Consultant waives all rights against the County for recovery of damages to the extent these
damages are covered by insurance maintained per requirements stated above.
8. Independent Contractor Status
8.1. For the purposes of this paragraph, the term "Independent Contractor" shall include the Consultant,
and any and all of its sub-consultants, agents, servants, officers, and employees. The Independent
Contractor shall not be deemed an employee of the County for any purpose including, but not limited to,
claims for unemployment insurance, workers' compensation, retirement, or health benefits. The
Independent Contractor, covenants and agrees that it will conduct itself in accordance with such status, that
it will neither hold itself out as, nor claim to be, an officer or employee of the County by reason thereof and
that it shall not make any claim, demand or application to or for any right or privilege applicable to an officer
or employee of the County. Both the County and the Independent Contractor shall have the right to
participate in any conference, discussion or negotiation with any governmental agency regarding the
Independent Contractor's status as an independent contractor.

8.2. The County shall not make any withholding for taxes or any other obligations. The Consultant shall be
solely responsible for all applicable taxes, payroll deductions, workers' compensation insurance, and
provision of health insurance where required. The Consultant shall indemnify and hold the County harmless
from all loss or liability incurred by the County as a result of the County not making such payments or
withholdings.
9. Document Reproduction and Ownership of Original Drawings and Manuscripts
9.1. The Consultant grants to the County an exclusive license to use the Consultant's Instruments of Service,
including specifications and drawings prepared for the Project. The Consultant shall obtain similar exclusive
licenses from the Consultant's sub-consultants consistent with the Agreement. The license granted under
this section permits the County to authorize the contractor, its subcontractors, sub-subcontractors, and
suppliers, as well as the County's separate contractors, to reproduce applicable portions of the Instruments
of Service. The Consultant shall provide reproductions of the Instruments of Service and the As-Constructed
Record Drawings to the County upon request, free of charge. All such reproductions shall be the property
of the County, whether or not the Project is completed.
10. Choice of Law
10.1. The Agreement shall be construed and enforced in accordance with the laws of the State of New York.
11. Submittal Requirements
11.1. Cover page (one page).
11.2. List of sub-consultants (one page).
11.3. Signed Appendix A - Non-Collusion Certification
11.4. Signed Appendix B - Iran Divestment Act Certification
11.5. Signed Appendix C - Solid Waste Certification
11.6. Signed Appendix D - Statement on Sexual Harassment
11.7. Completed Appendix F - Fee Proposal
11.8. Sufficient documentation to answer the evaluation criteria.
11.9. Billable hourly rate schedule including sub-consultants.
12. Special Requirements
12.1. The Consultant shall have on staff, or as a sub-consultant, a Professional Engineer recognized by the
New York State Education Department. This individual shall be responsible for the coordination of services
and shall supervise all inspectors and sub-consultants.