VILLAGE OF MONTOUR REQUEST FOR PROPOSAL

Bid Information

Bid Number: RFP 1-25: Village of Montour Architectural/ Engineering Services for Fire House Roof

Bid Description: Village of Montour Architectural/ Engineering Services for Remodeling of Existing Structure (Roof Replacement) and Preparation of Roof for Solar Installation

RFP Contact: Emily Byers, Village Clerk

Email: Clerk@villageofmontourfalls.com

The Village of Montour is seeking to procure architectural/engineering services for the Volunteer Firehouse Roof Replacement. The fire station consists of bays for the apparatuses, storage areas for equipment and gear, kitchen and staff exercise area, and a community room used for public and private events. The building is 11,154 sq. ft. Requirements the village is seeking include designs to replace the 30-year-old roof with a new roof using environmentally friendly materials following sustainable roofing practices, and to be engineered for future solar panel installation. The village will select the desired concept and work with the selected architect/ engineer to finalize the design. All project components must be completed in compliance with local and state regulations.

Sealed proposals will be accepted at the Village of Montour physically located at 408 West Main Street, Montour Falls, NY 14865 or by mail at P.O. Box 812 Montour Falls, NY 14865, on or before Monday, July 14, 2025, at 12pm, at which time the proposals will be opened publicly and read aloud.

Additional Proposal information may be obtained by emailing Emily Byers at clerk@villageofmontourfalls.com. All questions must be submitted by Tuesday, July 1, 2025. Answers will be provided by Monday, July 7, 2025. All questions and answers will be placed on the village homepage for vendor review.

The Village of Montour reserves the right to reject any or all proposals and to waive any or all informalities or irregularities in any proposal. The village reserves the right to award as it deems in the best interest of the Village of Montour. No proposal may be withdrawn after opening.

DESCRIPTION OF SERVICES

1. Executive Goals and Objectives: The Architect/ Engineer will discuss with the village ideas concerning factors that will contribute to the final project. This discussion will include present and future firehouse usage, budget, schedule, review and approval process, key areas of concern, and any other pertinent issues.
2. Project Concepts: The Architect/ Engineer will develop concepts to include: a new roof using ecofriendly materials following sustainable roofing practices and to be engineered for future solar panel installation. The Architect/ Engineer will present the concepts to the village board and public to include estimated costs, schedule, and other pertinent information, listing the pros and cons of each concept.
3. Final Design: Based on the approved concept, the Engineer/ Architect will prepare final electronic, and hardcopy plans to be used for roof construction, renovation, or replacement and for team coordination.
4. Bid Documents: The Architect/ Engineer will prepare the Construction Documents to be issued in final form in PDF and AutoCAD formats for the village's use. These documents will be used to obtain contractor pricing, building permits, and achieve final build out.

These documents will include, but are not limited to: Cover Sheet, Specifications, Standards and Schedules, Architectural Plans, and Structural Plans.

The Architect/ Engineer will meet with the client to review the Construction Documents for approval. This will occur before the submission for permit. The Architect/ Engineer will complete a Permit Set of documents showing all required information necessary to obtain a building permit in the Village of Montour. Provide the required number of signed and sealed plans required by the Village of Montour. Provide a final set of  "For Construction" documents incorporating all Permit and Client comments and changes.

Once bids are received, the Architect/ Engineer will work with the village to qualify those bids and present to the client with a Bid Comparison Matrix comparing the bids, Answer Bid RFI's in a timely manner so as to not delay start of construction towards the targeted Completion Date and Consult with the village on the final selection of a General Contractor.

PROPOSAL DETAILS and REQUIREMENTS

Proposals must include:

• Title Page – Legal name of the proposer, address, telephone number, year firm was established, type of firm, and date of submittal
• Purpose – Brief statement of the proposer's philosophy, interests, and goals for the project.
• Firm – Brief description of the firm including the proposed Project Manager, proposed Project Principal, support team and sub-consultants.
• Similar Projects – List at least three similar or comparable projects completed by the Consultant firm for non-profit organizations and public agencies with project contact information. Include resumes of all project team members.
• Scope of Work and Strategy – Briefly outlines the consultant's proposed methodology and strategy. The scope of work should be divided into various phases proposed to accomplish the project, with itemization of tasks required to accomplish the proposed scope and proposed deliverables for each task. Include estimated number of meetings and estimated number of hours needed for each task.
• Cost Effectiveness – The Consultant's submission should include proposed compensation and billing rates and terms and include an estimate for reimbursable expenses. State any exclusions, assumptions, or qualifications to the proposal.
• Expenses – State any exclusions, assumptions, or qualifications to the proposal. Negotiation on fee structure may be part of the selection process.
• Financial Stability – Statement regarding firm's ability to meet cash flow needs and maintain service levels and deliverables schedule if payment cycle is 60 days behind performance of service.
• Schedule – Proposed schedule for completion of tasks identified. References with Project Administrator Firms should have extensive, references, deliverables timeline.
• Proof of insurance – Commercial General Liability Insurance with a limit of not less than $2,000,000 each occurrence, and $5,000,000 General aggregate
• MWBE Compliance if applicable – The required goals for MWBE participation in this grant funded project is 15% MBE and 15% WBE.
• One copy in hardcover and PDF

Project Name & RFP Number must be included on ALL documentation

This project is funded in part by a grant from the NYS Division of Homeland Security and Emergency Services.

Under Article 15A, Executive Law, the State of New York is committed to providing Minority and Women Owned Business (MWBE) equal opportunity to participate in government contracts. The required goals for MWBE participation in this grant funded project is 15% MBE and 15% WBE. The successful bidder will be required to furnish reports showing the participation of various business enterprises of subcontractors and suppliers on the contract.

The Village of Montour has been and will continue to be an equal opportunity organization. All qualified Minority and Women-Owned Business Enterprise (MWBE) suppliers, contractors and/or businesses will be afforded equal opportunity without discrimination because of race, religion, national origin, sex, age, disability, sexual preference or Vietnam Era Veterans status.

All bids must be completed in compliance with the New York State Department of Homeland Security and Emergency Services (see below).

NOTICE TO CONTRACTORS, SUBCONTRACTORS, SUPPLIERS AND VENDORS

This project is funded in by a grant from the New York State Division of Homeland Security and Emergency Services. All contracts and subcontracts for the project are subject to the terms of the State of New York Contract for Grants (SNYCG) — Standard Terms and Conditions, which can be found online at https://grantsmanagement.ny.gov/state-agency-resources, Appendix A (A), Attachment A-1 (A1) and Attachment A-2 (A2), attached hereto. If any other funding sources are involved in the project, the grantee is responsible for compliance with the program requirements for those funding sources.

Note particularly the following requirements:

• The State's right to review and approve every subcontract in excess of $100,000. SNYCG III (B)(2)
• The requirement that subcontracts contain provisions specifying (1) that work accord with the terms of the State of New York Contract for Grants, (2) that nothing in the subcontract will impair the rights of the State under the State of New York Contract for Grants, and (3) that nothing in the subcontract, nor under the State of New York

Contract for Grants creates any contractual relationship between the subcontractor and the State. SNYCG III (B)(2)

• Contractor's responsibility to submit vendor responsibility information to the State, including a Vendor Responsibility Questionnaire for subcontracts that equal or exceed $100,000. SNYCG III (B)(4)
• Non-discrimination requirements A(5) and A1(F)
• Equal Opportunity provisions, including a requirement that the following provisions be included in construction subcontracts in excess of $25,000:
  • The Contractor will not discriminate against employees or applicants for employment because of race, creed, color, national origin, sex, age, disability or marital status;
  • The Contractor will make and document its conscientious and active efforts to employ and utilize minority group members and women in its work force on State contracts;
  • The Contractor will undertake or continue existing programs of affirmative action to ensure that minority group members and women are afforded equal employment opportunities without discrimination. Affirmative action will mean recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, or termination and rates of pay or other forms of compensation;
  • At the request of the State, the Contractor will request each employment agency, labor union, or authorized representative of workers with which it has a collective bargaining or other agreement or understanding, to furnish a written statement that such employment agency, labor union or representative will not discriminate on the basis of race, creed, color, national origin, sex, age, disability or marital status and that such union or representative will affirmatively cooperate in the implementation of the Contractor's obligations herein; and
  • The Contractor will state, in all solicitations or advertisements for employees, that, in the performance of the State contract, all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status. A(12) and A1(F)
• Wages and Hours Provisions A(6)
• New York State business requirement A(20)
• Worker's Compensation and Disability Benefits Insurance coverage SNYCG III (I) (L), A (4), A1(E)