INVITATION FOR BID
JUSTICE COURT CONFERENCE ROOM RENOVATION

INTENTION of TOWN
The Town of Rochester hereafter called (Town) is publicizing this Request for Bid (RFB) to solicit bids for JUSTICE COURT CONFERENCE ROOM RENOVATION.

The Town is seeking bids from qualified, knowledgeable, and experienced companies to provide all design, labor, material, and equipment for the services in renovation of the Town of Rochester Justice conference room. We encourage companies to submit the most comprehensive bid possible offering the highest quality of service.

LOCATION
Town of Rochester Justice Court, 140 Samsonville Road, Kerhonkson, NY 12446.

BID PACKAGE
The bid package can be obtained from the Town Clerk.

BID DUE DATE
Bids to this RFB must be emailed to the below-named person at the below-named email address no later than 3:00pm Wednesday August 7, 2024.

Hand delivered or mailed bids will be also be accepted, received no later than 3:00pm Wednesday August 7, 2024.

Bids will be opened on 3:30pm Wednesday August 7, 2024.

Kathleen Gundberg, Town Clerk
PO Box 65,
50 Scenic Road,
Accord, NY 12404.
845) 626-7384.
kgundberg@townofrochester.ny.gov.

CONTACT TO SCHEDULE A SITE VISIT
A site visit by prospective contractors is STRONGLY encouraged
Please contact the Justice Court Clerk to schedule a visit.

Monday – Thursday 9:00am-3:00pm
Justice Court Clerk
845-626-2522

REQUESTS OF QUESTIONS & CLARIFICATION
Please address any questions or clarifications concerning this RFB by email on or before
July 26, at 4:00PM to:

Erin Enouen, Town Supervisor
eenouen@townofrochester.ny.gov

All questions and clarifications will be answered by an emailed factsheet, which will be sent to all who secure a copy of this RFB from the Town Clerk or who request to be added to the list.

TIMETABLE
July 12, 2024 RFB published
July 26, 2024 Questions & Clarifications due
Aug 2, 2024 Questions & Clarifications answers
Aug 7, 2024 Bid deadline 3:00 PM
Aug 7, 2024 Bid Opening 3:30 PM
Aug 8, 2024 Anticipated decision on bid and offer of contract
No later than Sept 5, 2024 Anticipated Approval of Contract
No later than Sept 6, 2024 Anticipated Notice to Proceed
Nov 1, 2024 Completion of Project

CONTRACT TERMS
The term of the resulting contract shall be in effect for a Term of two (2) months, commencing upon signature of contract by both parties and Notice to Proceed by the Town. The successful proposer will be required to finalize contract signing within 30 days of notification of offer of contract. Failure to sign within 30 days will result in cancellation of contract offer. Payments will be made monthly, upon audited and approved invoice and backup to invoice

EXPECTATIONS OF CONTRACTOR
The Town of Rochester is seeking a fully designed and constructed conference room expansion and renovation from the current room to a larger, soundproofed conference room overall sized at 10’4” x 8’.

The Contractor shall provide the Services based on the services specified in this Request for Bids document including those goods and services comprising the material, labor, tools, equipment, appliances, machinery, systems, transportation and appurtenances necessary to perform and complete the contract, and such additional items not specifically indicated or described which can be reasonably inferred as belonging to the item described or indicated and as required by good practice to provide a complete, functioning, and satisfactory system or structure shall comprise the work (“Work”).

PRELIMINARY SCOPE OF WORK TO INCLUDE (BUT NOT LIMITED TO):
• Development of Design.
• Development of Construction Drawings
• Demolition of existing 2 interior walls and flooring from courtroom
• Demolition: Haul away debris and clean-up site
• Renovation and installation of soundproofing and new lighting in ceiling as deemed required
• Review and support/frame flooring structure
• Frame new interior walls inclusive of insulation/soundproofing/sheetrock/paint
• New flooring and subfloor, as determined required
• Paint, install trim, and new fixtures for the interior of the conference room
• Paint, install trim and make the exterior walls that are on the interior of the courtroom match the existing courtroom
• Interior aesthetic should complement existing courthouse and the exterior of the interior walls should match the courtroom interior
• All work to be done to code

RESPONSE REQUIREMENTS
The Bid Provider by issuing a response to this RFB certifies that the Contractor:
1. Prior to submitting a response, the Respondent must carefully review this Solicitation and any addenda subsequently issued. The Respondent is responsible for seeking any clarification or information needed to respond. The Respondent is solely responsible for any deficiencies in the response submitted.
2. Has the authority and/or responsibility to submit a Bid and to represent the contractor in all phases of this Bid process.
3. The information provided in this is true and accurate to the best of their knowledge.
4. Shall furnish, in strict compliance with the Bid and Contract Documents for the above Project, all labor, materials, equipment, apparatus, appliances, tools, transportation, and other facilities and services necessary to perform the Work described therein, and to perform said Work in strict compliance therewith, for the amounts set forth in this Bid.
5. Understands any false statement may disqualify this Bid from further consideration or be cause for contract termination.
6. Conforms its conduct to the applicable federal laws, executive orders and New York statutes and regulations concerning affirmative action toward equal employment opportunities. All information and reports required by the U.S., New York State or Town of Rochester Governments, having responsibility for the enforcement of such laws, shall be supplied to the TOWN upon request for purposes of ascertaining compliance with such laws, regulations, and orders.
7. All work performed shall comply with New York State Uniform Building and Fire Code.
8. In submitting its Bid, the Bid Provider certifies that no officer, agent, or employee of the Town has a pecuniary interest in its Bid .
9. The Respondent must review the terms and conditions set forth in the specimen contract attached hereto and, in the submittal, specifically identify any provisions the Respondent finds unacceptable or desires to negotiate.
10. The Respondent is solely responsible for all costs, direct or indirect, incurred responding to this Solicitation. The Town will incur no obligation or liability in connection with the submittal of a response.
11. The Town shall have no obligation to review or consider and reserves the right to reject any Bid that fails to satisfy or conform to any RFB requirements, while it also reserves the right to waive any irregularities, at its discretion.
12. Purchases made by the Town of Rochester are not subject to state or local taxes or federal excise taxes. Exemption certificates will be furnished upon request.
13. Bids shall remain firm, pending award, for a period not to exceed sixty (60) days from the bid opening date.
14. All Bid Provider material submitted for any portion of this Request shall become the property of the Town and will not be returned to Bid Provider.

INSURANCE REQUIREMENT
The selected vendor(s) shall be required to list the Town of Rochester, Ulster County, New York as an additional insured. Minimum required insurance coverage includes:
1. Commercial general liability insurance in limit not less than $1,000,000 per occurrence, $1,000,000 per occurrence for personal injury liability, $2,000,000 general aggregate (applied per job), and $2,000,000 products and completed operations aggregate. Commercial general liability insurance shall also include broad form property damage liability and broad form contractual liability.
2. Business or Commercial Automobile Liability Insurance of $1,000,000 combined single limit per accident
3. Umbrella Liability Insurance of $1,000,000 occurrence/aggregate
4. Worker’s Compensation coverage as required by New York State Workers’ Compensation Law § 57.
5. Disability Benefits Insurance if/as required by New York State Workers’ Compensation Law § 220.

BID REQUIREMENTS
BID FORMAT
Bids shall be typewritten or prepared in ink and submitted on this Bid document. The Bid must be returned by the Bid Provider in its entirety by the Due Date specified.
The Bid Provider’s Signature Page must be completed and signed in each space provided. Bids must be signed by a person authorized to sign for Bid Provider. If a Bid is signed by an agent of the Bid Provider, a Power of Attorney showing the authority of the agent to sign must be submitted with the Bid or the Bid will be rejected.

PREVAILING WAGE
Under New York State Labor Law, contractors and subcontractors must pay the prevailing rate of wage and supplements (fringe benefits) to all workers under a public work contract. Employers must pay the prevailing wage rate set for the locality where the work is performed. Prevailing wage is the pay rate set by law for work on public work projects. This applies to all laborers, workers or mechanics employed under a public work contract.

PRICE TO INCLUDE TOTAL COST FOR PROVIDING SERVICE
Any Bid provided in response to this Request must be complete and include design, plans material, labor, and related costs necessary to complete the required work in accordance with the specifications and contract terms and conditions. [See attached quote template] Please add any additional sections you believe necessary to complete the project.

BID SUMMARY
1. Provide a statement of how your firm differentiates itself from other firms.
2. Provide a conceptual plan for meeting the Scope of Services, in a manner that you believe is appropriate for the Town. Indicate how the resources of your firm (e.g., number and type of personnel allocated by hours) will be allocated.
3. Timeline of construction
4. Provide a design sketch plan
5. Provide a statement describing the degree of work that is to be subcontracted, if any.

QUALIFICATIONS STATEMENT
1. A brief description of the firm or business entity, including firm history, number of employees, organization structure, ownership structure and expertise.
2. Name of the technical lead person
3. Name, title, experiences, and qualifications of the personnel that will be assigned to the Town to perform the Scope of Services.
4. A list of three (3) past and current clients. Include name, address, and phone number. Provide a brief description of the services provided and dates of service.
5. Identification of any sub-contracting of services – name of firm, specific services, applicable experience, and reference-contacts
6. Any other relevant information that Respondent believes would assist the Town in evaluating the submittal.

COMPLIANCE WITH APPLICABLE LAW
Contractor shall comply with all terms and conditions of the TOWN contract, including insurance requirements, contained in this Request, as well as all federal, state, and local laws and regulations governing public contracts. All work performed shall comply with New York State Uniform Building and Fire Code. Bathroom and Access to Such Shall Comply with Any and All ADA Requirements

SUSTAINABLE PRACTICES AND PRODUCTS
The Town supports and encourages the use of sustainable products by the Contractor. To contribute to a clean environment for present and future generations, Contractor shall use sustainable products to the maximum extent feasible during the contract term. Products and practices used by the Contractor shall be based on an evaluation of long-term environmental impact, social costs, and operational costs.

COLLUSION
An “Affidavit of Non-Collusion” is attached and forms a part of this bid. Failure to sign this statement will constitute grounds for rejection of the bid.

EVALUATION AND SELECTION
The Town intends to enter a contract with the contractor that in the Town’s opinion best meets the responsiveness and price criteria described below, however, this RFB does not commit the Town to select or enter a contract with any contractor, and the Town reserves the right to reject any and all bids.

Item # Description Quantity Units Unit Price Amount
Labor MHrs
1 Demo MHrs
2 Re-Frame Structure MHrs
3 Interior Framing MHrs
4 Insulate / Soundproof Interior Walls & Ceiling MHrs
5 Doors/Frames/Hardware MHrs
6 Sheetrock Walls/Ceilings MHrs
7 Taping/Painting MHrs
8 Flooring Mhrs
9 Other Labor (describe, add additional as needed) MHrs

Materials
10 Framing Material
11 Insulation Material
12 Interior Framing Material
13 Doors/Frames/Hardware
14 Sheetrock Walls/Ceilings
15 Taping/Painting
16 Flooring
17 Other Materials (describe, add additional as needed)

Lump Sum Items
18 Electrical
19 Design and Plans
20 Miscellaneous
21 General Conditions

22 O&P (Overhead and Profit)
Total

Non collusive bidding certificate