9-5410-002 RFP 27-0627-018 Property Use Analysis Consolidation Plan.pdf

BUFFALO PUBLIC SCHOOLS PROCUREMENT OFFERING

27-0627-018 Property Use Analysis and Consolidation Plan

Offering Summary

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REV: 20240126 OFFERING REV: 03062026

SUMMARY:

The Buffalo City School District is seeking a qualified consultant to complete a thorough analysis of all district properties to recommend strategies for resizing throughout the district. The review will determine if the amount of space currently managed by the district meets the needs of the current (and, based on trends, future) student population. The consultant will either confirm that the current facilities are appropriately sized or make recommendations for restructuring, including recommendations for building closures. The review should take into consideration factors such as facility costs, population centers and student enrollment and should maximize the efficiency of district operations.

DESIGNATED CONTACTS:

Owners: James Barnes, Chief Financial Officer

Sharon Brown, Chief of Student Support Services

Buyer: John Palamara, Assistant Director of Purchasing

The dates specified on the timeline of this offering are subject to change via addendum

TIMELINE:

Release Date: 03/11/2026 1:00 PM Advertise Dates:

Questions Due*: 03/18/2026 4:00 PM - Website/BONFIRE 03/11/2026 Answers Posted: 03/20/2026 4:00 PM - Buffalo News 03/15/2026 Offering Closed: 03/27/2026 4:00 PM - Contract Reporter 03/12/2026 Presentations: TBD - Rocket 03/12/2026 Tentative Award: 04/15/2026 - Criterion 03/14/2026

*Questions regarding this offering must be submitted via the online offering portal @ https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

PROCUREMENT DATA:

Requisition: 3611479 BPS Commodity Code: 004

OFFERING DATA:

Dates are approximate and dependent upon the award date.

Anticipated Contract Term: 04/16/2026 to 9/30/2026 https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

Offering Summary

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OTHER OFFERING PARAMETERS:

Type of Offering: RFP Basis of Award: Best value Award may be split among respondents: No Award may be consolidated: N/A Subcontractors may be used: Yes Insurance is required: Yes NYS DOL Prevailing Reference: N/A Response Surety Required (“Bid Bond”) N/A Performance Bond Required: N/A Formal contract required: Yes Proposals valid for: 90 days past closing minimum

SUBMITTAL OPTIONS:

Please refer to the “Standard Terms, Conditions, and Disclaimers” document for more detailed instructions. Only one method of submittal should be used; mailed responses will be entered into the electronic portal by the BPS Purchase Department for evaluation/scoring purposes.

Submittals may be mailed OR submitted electronically per the instructions below:

Mailed or delivered responses must include two (2) printed copies and one (1) electronic copy.

Electronic submittal is ALLOWED (and encouraged) via BPS BONFIRE portal at:

https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities.

Technical assistance with submitting your response electronically is available by contacting the Buyer at the contact information listed on previous page.

https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

Offering Specification

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1) GENERAL INFORMATION

a. GENERAL DEFINITIONS: Please refer to “Standard Terms, Conditions, & Disclaimers”.

b. OFFERING SPECIFIC DEFINITIONS:

Capital Improvements - major, non-recurring physical betterments or enhancements to school property that, unlike routine repairs, add significant value, improve safety, or prolong the life of a building. These improvements are generally permanent in nature, cost-intensive, and are often reimbursed by the state.

Stakeholders - individuals, groups, or organizations invested in the welfare, performance, and success of the school system. They include anyone directly involved in, served by, or impacted by the school’s operations, such as students, families, staff, community members, and taxpayers.

Right-sizing - a strategic process that aligns school facilities, staffing, and resources with current and projected student enrollment, usually in response to declining enrollment, budget constraints, or aging infrastructure. It involves closing, merging, or repurposing underutilized schools to improve operational efficiency and, ideally, reallocate funds directly into classroom instruction.

c. VENDOR INFORMATION:

Qualified vendors are encouraged to submit a response for providing the goods and / or services described. If the vendor plans to subcontract any of the work described in the Scope of Work the vendor must complete all response requirements for the subcontractor.

If a vendor plans a joint venture with another company and/or utilizes subcontractors, the vendor shall specify accordingly and complete all response requirements for each company involved in the offering response.

d. RESPONSES:

Any and all contracts awarded as a result of this offering are subject to the Terms & Conditions stated in the offering. The submission of any other terms or conditions by a respondent may be cause for rejection of the response.

All responses should clearly state/include the following:

STANDARD REQUIREMENTS:

1. Completion of “Offering Questionnaire”, Question Set 1 “Standard Response

Requirements”.

2. Current Certificate of Liability Insurance.

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3. Completed “Equal Employment Opportunity Employee Information Report”; form provided.

4. Signed “Non-Collusive Bidding Certification”; form provided.

5. Respondent must provide a list of at least three (3) client references and their contact information. References will be contacted at the sole discretion of the District.

6. Cost proposal in the requested format.

7. Optional items as required by responses to the “Offering Questionnaire”, including but not limited to:

a. “Disclosure Narrative”, any format.

b. “Debarment Narrative”, any format.

c. “Certifications” such as MBE/WBE/SDVOB

d. “Policy 5414 Compliance Narrative”, any format.

e. “Subcontractor Documentation”, any format.

f. “Anti-Lobbying Narrative”, any format.

8. Respondents may submit any other information they consider relevant to their response to this offering by using the “Other Vendor Information” document upload.

2) SCOPE OF WORK

The Buffalo City School District is seeking a qualified consultant to complete a thorough analysis of all district properties to recommend strategies for right-sizing throughout the district.

The review will determine if the amount of space currently managed by the district meets the needs of the current (and, based on trends, future) student population. The consultant will lead and facilitate the project to either confirm that the current facilities are appropriately sized or make recommendations for restructuring, including recommendations for school and building closures. The review should take into consideration factors such as facility costs, population centers and student enrollment and should maximize the efficiency of district operations.

The district currently oversees over 8.5 million square feet of building space within 72 buildings, including 61 instructional facilities and 11 support buildings. These facilities house academic programs serving close to 30,000 students and over 4,500 staff members. The district also holds several leases including seven (7) buildings which house academic programs.

The report and presentation of proposed recommendations must:

1. Identify specific schools and buildings for closure, to be rolled out over three years starting in the fall of 2027

2. Include strategies and timeline for right-sizing

3. Be presented in person at:

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a. Up to three (3) public hearings

b. At least two (2) Board of Education work sessions

4. Consider the following factors as part of the analysis of each facility:

a. The buildings’ current and potential capacity for academic enrollment

b. The buildings’ location with respect to population centers

c. The anticipated population growth/decline throughout the City of Buffalo

d. The buildings’ costs for operation and maintenance of each building

e. The buildings’ anticipated costs for future capital improvements

f. Feedback from an independent stakeholder committee

g. Data collected by the District including:

i. Building condition surveys (2022)

ii. Redistricting survey (2024)

iii. Current trend data which includes enrollment, attendance rates, etc.

iv. Community surveys (2025)

v. Analysis from recent school closure committee (2025)

h. Additional factors to be outlined by consultant.

Proposals must include the following:

1. The proposed process/metric to analyze data

2. Brief description of how stakeholders will be involved in the process

3. Brief description of the outcome of public interactions on previous projects

4. Brief summaries of projects completed that were similar in scope and/or scale

a. Consultant must have experience in demographic related studies preferably of urban areas

5. Key personnel that will be involved in this project, including resume(s)

6. Proposed schedule for project completion

7. All-inclusive cost to the district for the entire project from start to finish including all travel, labor, mileage, fees and all other costs necessary to complete the work

8. Costs for additional meetings (if needed)

Only for meetings that are additional to the scope outlined above, provide the cost of both In-person and Virtual

It is expected that the report will be completed in July 2026 and submitted for administrative review. It is expected that the awarded consultant will present their recommendations to the Board at meetings on 8/12/26 & 8/19/26.

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3) EVALUATION PROCEDURES

a. Review of Responses

Responses will be evaluated by a cross functional team consisting of subject matter experts and a Purchasing representative.

b. Respondent’s Presentations Respondents may be required to present once, at the District’s discretion, which will include a question-and-answer session with the evaluation team. Questions and specific requests to be addressed during the presentation will be forwarded to the respondents.

c. Evaluation Criteria Responses will be evaluated on a 100 point scale as defined in the table below. Cost will be calculated proportionally compared to lowest cost response. The minimum non-cost score is 35/60 points.

CRITERIA VALUE

COST 40

Proposed process 30 Firms relevant experience and qualifications 30

d. Final Selection

The Board of Education and its representatives will select a firm based upon the recommendations of the evaluation team. It is anticipated that a firm will be selected by the date listed in the offering summary. Following notification of the firm selected, it is expected that a contract will be executed between both parties. The selected firm must be prepared to begin work upon execution of the BPS contract. The contract will not necessarily be awarded to the response with the lowest cost projection.