Sailor’s Beach is currently an underutilized open space, with a sand beach and pier which is in need of repairs. The main entry to the Beach is through Marina Drive and this road is accessible via Ohio Avenue, or the Empire State Trail. The City initiated the planning process by including the Sailor’s Beach site in its Local Waterfront Revitalization Plan (LWRP) in March 2023. The LWRP prioritized interest in rehabilitating the pier, improving safety, enhancing the existing swimming beach, and introducing new site amenities.
Proposals are requested from Vendors that have a demonstrated ability to perform the tasks identified in this Request for Proposals (“RFP”). Minority and Women's Owned Businesses are Strongly Encouraged to Apply.
RFP Release Date: Thursday October 10th 2024
Proposals Due: Friday November 8th 2024
It is recommended that proposals be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt. LATE PROPOSALS will NOT be considered.
Send six (6) copies of each proposal, and one (1) electronic copy on a Flash drive.
REQUEST FOR PROPOSAL DEFINITION:
An RFP defines the situation or object for which the goods and or services are required, how they are expected to be used and/or problems that they are expected to be addressed. Vendors are invited to propose solutions that will result in the satisfaction of the City’s objectives in a cost-effective manner. The proposed solutions are evaluated against a predetermined set of criteria of which price may not be the primary consideration.
- Introduction / Purpose
Sailor’s Beach is currently an underutilized open space, with a sand beach and pier which is in need of repairs. The main entry to the Beach is through Marina Drive and this road is accessible via Ohio Avenue, or the Empire State Trail. The City initiated the planning process by including the Sailor’s Beach site in its Local Waterfront Revitalization Plan (LWRP) in March 2023. The LWRP prioritized interest in rehabilitating the pier, improving safety, enhancing the existing swimming beach, and introducing new site amenities.
Proposals are requested from Vendors that have a demonstrated ability to perform the tasks identified in this Request for Proposals (“RFP”).
- Scope of Services
The City is seeking a Vendor who can provide all the services requested herein regarding the Sailors Beach Rehabilitation project. The selected Vendor shall provide the services required in the Scope of Services, attached hereto and incorporated herein as Exhibit A.
- Schedule of Events
It is the goal of the City to select and retain a Vendor no later than December 5th 2024. In preparation for that action, the following tentative schedule of events has been prepared:
The City reserves the right to amend or withdraw this RFP. The City reserves the right to request or obtain additional information about any and all submittals before making an award. The City also reserves the right to seek clarification from any Vendor about any statement in its proposal that the City finds ambiguous.
Questions concerning responses to this RFP must be submitted by email to the Mayor’s Office Attn: Beth Carlin, at cityinfo@cityofplattsburgh-ny.gov and be received no later thanNovember 1st 2024. Answers to all questions will be posted as an addendum to this RFP on November 5th 2024 on the City’s website: https://www.cityofplattsburgh-ny.gov/bids
Proposals must be received by 4:00PM on November 8th 2024. Proposers must submit six (6) complete, hard copies of the proposal and one (1) electronic copy in a universally accessible digital format (Flash drive preferred). Emailed or faxed submissions will NOT be accepted.
All submissions become property of the City of Plattsburgh upon submission. Submissions must be hand delivered or mailed to:
The Mayor’s Office
City of Plattsburgh
Attn: Beth Carlin
41 City Hall Place
Plattsburgh, NY 12901
- Proposal Format and Content
Proposals must be submitted in the format set forth below. Failure to follow this format may cause for rejection of a proposal because adherence to this format is critical to the City’s evaluation process.
• Cover Letter
• Statement of Understanding and Approach (including proposed timeline and pricing)
• Vendor Information
• Vendor Personnel
• Experience and References
• Work Sample
- Cover Letter (2 pages max)
The cover letter shall include a brief general statement of intent to perform the services and confirm that all elements of the RFP have been reviewed and understood. The letter shall include a brief summary of Vendor’s qualifications and Vendor’s willingness to enter into a contract under the terms and conditions prescribed by this RFP. The letter must identify a single person for contact during the RFP review process.
- Statement of Understanding and Approach (15 pages max)
This section must demonstrate an understanding of the services. It should describe the general approach, organization and staffing required for the services requested. A detailed work program explaining how the Vendor proposes to perform the Scope of Services that includes:
- Each task to be completed
- Timeline for each task
- Schedule of work products
- Proposed budget including:
- Cost breakdown for each task included in the Scope of Services complete with proposed number of hours to complete each task, assigned staff member, and billing rates
- Not to exceed fee for completion of the Scope of Services as defined in Exhibit A
If necessary, preliminary investigations, due diligence, and research shall be discussed in this section. A proposed timeline to meet all deliverables stated in the Scope of Services herein shall also be included.
- Vendor Information (2 pages max)
This section shall include contact person information, address and telephone number of the Vendor’s main office and branch offices. Each Vendor shall identify itself as to the type of organizational entity (corporation, sole proprietorship, partnership, joint venture, etc.). Any supplemental information that the Vendor believes may be pertinent to the selection process may be provided.
The Proposal shall identify any litigation, mediation, or arbitration, regarding the performance of any services similar to the services proposed, in which the Vendor has been involved in during the past five (5) years. If the services require a license or certification, the Proposal shall include any claims or disciplinary action taken against the Vendor or any of the Vendor’s key personnel within the past five years.
- Vendor Personnel (10 pages max)
This section shall contain names, contact numbers and description of experience, including licenses and/or certifications, of all key personnel who would be assigned to perform the Scope of Services. Members of the Vendor’s professional team (managers, contact person, etc.) should be identified by name and title and should include contact phone numbers. Include also major subcontractors (if any) and their degree of involvement in this program. If the Vendor is including any subcontractors, the Vendor shall identify how long the Vendor has worked with the subcontractor.
- Experience and References (1 page max)
Vendor shall provide at least five (5) references, within the past ten (10) years, of clients for whom services have been performed that are comparable in quality and scope to that specified in this RFP. The references shall include names, addresses, and telephone numbers of the clients for whom prior work was performed and include an explanation of the services provided.
- Work Sample (no maximum size)
A representative work sample similar to the Scope of Services in this RFP. This sample must be provided digitally as a PDF and included with the Flash drive to be submitted with each proposal. One (1) work sample is required.
- Project Budget
The cost of the Scope of Services as detailed in Exhibit A shall not exceed $82,000 and it is expected the work will be completed in no more than 18 months. The cost to complete the Scope of Services included in the highest scoring proposal per Section 10 below may be negotiated with the vendor that submitted it. If that vendor and the City cannot reach an agreement, the City shall begin negotiations with the vendor that submitted the next highest scoring proposal and attempt to reach a mutually agreeable fee for the Scope of Services to be completed.
- Examination of RFP and Sites of Work
The Vendor shall carefully examine the RFP and all sites, if applicable, of the work contemplated. The submission of a Proposal shall be conclusive evidence that the Vendor has investigated and is satisfied as to the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished, the difficulties to be encountered, and to the requirements of the Proposal, RFP, and the services agreement to be entered into by the City and the selected Vendor (the “Agreement”).
By submitting a Proposal, the Vendor hereby certifies that it has: examined the local conditions, read every clause of this RFP, included all costs necessary to complete the specified work at its proposed prices, and agrees that if it is awarded a services agreement it will make no claim against the City based upon ignorance of local conditions or misunderstanding of any provision of the Agreement. Should the conditions prove to be other than anticipated, the Vendor agrees to assume all risks incident thereto.
- Withdrawal of Proposal
All proposals shall be firm offers and may not be withdrawn for a period of one hundred and twenty (120) days following the deadline date for submission of proposals noted herein. Submitted proposals may be withdrawn at any time prior to the submission deadline.
- Public Records
All documents, conversations, correspondence, etc. between the City and Vendor are public information subject to the laws and regulations concerning disclosure that govern the New York State municipalities, unless specifically identified otherwise.
The Vendor must notify the City in advance of any proprietary or confidential materials contained in the Proposal and provide justification for not making such material public. The City shall have sole discretion to disclose or not disclose such material subject to any protective order that the Vendor may obtain.
The City reserves the right to make use of any information or idea contained in the Proposal. All materials, ideas and formats submitted in response to this RFP will become the property of the City on receipt.
- Evaluation of Proposals
The City reserves the right to amend, withdraw, or cancel this RFP. The City also reserves the right to reject all responses to this RFP at any time prior to agreement execution. Furthermore, the City reserves the right to request additional information about any proposal that, in the City’s opinion, is necessary to assure that the Vendor’s competence, number of qualified employees, business organization, experience, and financial resources are adequate to perform the Scope of Services.
All proposals shall be reviewed to verify that the Vendor has met the minimum requirements as stated in this RFP. Proposals that have not followed the rules, do not meet minimum content and quality standards, and/or do not provide references will be rejected as non-responsive.
Consultants will be evaluated on the basis of the following criteria:
- Qualifications (20%)
- Pricing (20%)
- Experience with projects of similar size and scope (20%)
- Professional References (20%)
- Approach and Methodology (20%)
If needed, interviews will be scheduled the week of November 11th 2024
If needed, interviews will be conducted by members of the proposal review committee. Dates, times, and locations will be coordinated at that time if interviews are deemed necessary after the evaluation of responsive proposals. If interviews are deemed necessary, candidates who have submitted the highest scoring proposals within a competitive range as determined by the City will be invited to participate in the interview process. The format of these interviews will be standardized to provide each proposer an equal opportunity to present their proposals and answer questions.
Final rankings will be based on scores submitted by the proposal review committee and ratings from the interviews. The Vendor with the highest ranking shall then enter into exclusive negotiations with the City to formalize the Scope of Services and compensation. If the City is unable to obtain a fair and reasonable price or cannot reach agreement regarding the terms for the Scope of Services or compensation, then the City will end negotiations with that Vendor and begin negotiations with the next Vendor which best meets the needs of the City, and so on until the City and a Vendor reach an agreement for services.
The City intends to select the Vendor that offers the best value to the City based on the criteria outlined above.
- Contract Term
The Vendor shall be expected to complete the Scope of Services as outlined in Exhibit A within 18 months from the date of Contract execution.
- Expenses
The City of Plattsburgh is not liable for any costs incurred by any Vendor for the work performed to prepare its proposal or for any travel and/or other expenses incurred in the preparation and/or submission of its proposal or participation in subsequent interviews or presentations. Further, the City of Plattsburgh is not liable for any costs incurred prior to the approval of an Agreement with the Vendor.
The proposer shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or outside consultant associated with the project for purposes of influencing consideration of a response to this RFP.
- Hold Harmless
By participation in this RFP process, the Vendor agrees to hold harmless the City of Plattsburgh, it officers, employees and consultants from all claims, liabilities and costs related to all aspects of the selection process.
- Cancellation
The City retains the right to cancel this RFP at any time, should it be deemed to be in the best interest of the City to do so. No obligation either expressed or implied exists on the part of the City to make an award based on the submission of any proposals.
EXHIBIT A
Scope of Services
The City is seeking a Vendor who can provide all the materials and services requested herein. The selected Vendor shall provide the services required below:
The City of Plattsburgh will conduct a rehabilitation feasibility study for Sailor's Beach (Old Base Marina) located along the shore of Lake Champlain to determine the feasibility of site improvements and establish community-led design alternatives for development in order to expand the recreational opportunities found within the public space. The study will create a plan to connect residents and visitors to the local waterfront area, bolster recreational opportunities, and address environmental and location-specific safety concerns. It will focus on improving both the waterfront and recreational viability and stimulate programming. The contents will also assist with determining construction costs.
This Feasibility Study will present benefits, disadvantages, barriers, and constraints of suggested improvements in an effort to revitalize this valuable waterfront amenity as a recreational opportunity. A map of the project area, a conceptual site plan for the proposed improvements, and photos of the existing conditions are included below in Exhibit B.
The work plan for the project includes the following tasks:
- Evaluation of existing conditions
- Project kick-off meeting and site walk
- Inventory of existing conditions
- Gather drawings and base mapping (site/bathymetry survey)
- Determine public outreach strategy for project
- Community visioning workshop
- Preparation of conceptual design plans
- Prepare concept plan alternatives
- Identify most appropriate development, economic benefits, costs, and infrastructure needed to support alternatives
- Draft beach rehabilitation feasibility study
- Develop draft feasibility study
- Identify land use alternatives, including range of most appropriate land uses, desired infrastructure to support alternatives (transportation, utilities, environmental), determine economic benefits, magnitude of costs, associated impacts
- Public outreach
- Community meeting
- Solicit input from stakeholders and community members
- Develop presentation materials and document comments
- Conceptual design plan presentation and approval by City
- Prepare final conceptual design
- Meet with City to present final plan
- Preparation of engineer’s construction estimate
- Prepare probable cost estimates for final design
- Develop final beach rehabilitation feasibility study
- Prepare final feasibility study
- Meet with City to present final plan, establish priorities and strategy for funding
- Construction sequencing plan
- Prepare a recommended construction sequencing plan
- Obtain necessary permits related to the project
Projected duration of this project is 18 months. Working hours are 8:00 a.m. through 4:00 p.m. Monday through Friday excepting City Holidays. (Alternatively) work during the evenings and/or weekends may be required.
It is the policy of New York State to maximize opportunities for the participation of New York State business enterprises, including minority- and women-owned business enterprises as bidders, subcontractors and suppliers. Minority owned and women owned businesses are strongly encouraged to respond.
EXHIBIT B
Project Location Map,
Conceptual Site Plan,
and Photos of Existing Conditions
*Separate Document Attached*
EXHIBIT C
Insurance Requirements
Upon execution of a Contract, Vendor shall furnish to the City an insurance certificate or certificates, satisfactory to the City, showing that it has complied with this Exhibit. The insurance documentation shall provide that:
- Liability and protective liability insurance policies shall provide primary and noncontributory coverage to City for any claims arising from the Vendor’s work under this contract, or as a result of Vendor’s activities.
- The City, its officers, agents and employees, shall be listed as Certificate Holder on all liability insurance certificate(s), as additional insureds on endorsements(s) and on additional supporting documentation.
- The policies shall include a waiver of subrogation endorsement in favor of the City as an additional insured. The endorsement shall be on ISO Form Number CG 24 04 or a similar form with same modification to the policy.
- Policies shall not be changed or canceled until thirty (30) days prior written notice has been given to the City; as evidenced by an endorsement or declarations page.
- Insurance documentation shall disclose any deductible, self-insured retention, aggregate limit, or any exclusion to the policy that materially changes the coverage required by the Contract.
- Endorsements in writing must be added to and made part of the insurance contract for the purpose of changing the original terms to reflect the revisions and additions as described. A copy of these endorsements must be provided to the City within a reasonable amount of time.
- Applicable insurance policy number(s) reference on the ACORD form must be referenced in the supporting documentation requested by the City and supplied by the insurance company (e.g. endorsement page, declarations page, etc.).
- This Contract shall be void and of no effect unless the Vendor procures the required insurance policies and maintains them until completion of the work or acceptance by the City, whichever event is later.
The insurance documentation shall provide evidence of the following kinds and amounts of insurance.
- Workers’ Compensation coverage must be provided for work to be performed in New York State. The Vendor shall provide and maintain full New York State coverage during the life of this contract for the benefit of such employees as are required to be covered by the New York State Workers’ Compensation Law.
Evidence of Workers’ Compensation and Employers Liability coverage must be provided on one of the following
forms specified by the Chairman of the New York State Workers’ Compensation Board:
- Disability Benefits coverage must be provided for work to be performed in New York State. The Vendor shall provide and maintain coverage during the life of the contract for the benefit of such employees as are required to be covered by the New York State Disability Benefits Law. Any waiver of this requirement must be approved by the Department of Environmental Conservation and will only be granted in unique or unusual circumstances.
Evidence of Disability Benefits coverage must be provided on one of the following forms specified by the Chairman of the New York State Workers’ Compensation Board:
An ACORD form is NOT an acceptable proof of Workers' Compensation coverage. ALL OF THE ABOVE REFERENCED FORMS, EXCEPT CE-200, SI-12 & DB-155 MUST NAME the City of Plattsburgh, 41 City Hall Place, Plattsburgh, NY 12901 as the Entity Requesting Proof of Coverage.
Additional information can be obtained at the Worker’s Compensation website: http://www.wcb.nv.gov/content/main/Employers/Emplovers.jsp
- Commercial General Liability Insurance with a limit of not less than $2,000,000 each occurrence, and $5,000,000 General aggregate. Such insurance shall cover liability arising from premises operations, independent vendors, products-completed operations, broad form property damage, personal and advertising injury, cross liability assumed in a contract (including tort liability of another assumed in a contract). Limits may be provided through a combination of primary and umbrella/excess liability policies. The CGL aggregate shall be endorsed to apply on a per project basis for construction contracts.
Assistant to the Mayor
carlinb@cityofplattsburgh-ny.gov
