Addendum #4 .pdf

August 17, 2026

ADDENDUM No. 4

TO: Prospective Proposers

FROM: Karen Pinckney (Karen.Pinckney@cuny.edu) The City University of New York

RE: Contract #UCO-1010

Request for Proposals (RFP) Emergency Operations Center Design Services

This Addendum No. 4 to the above-referenced RFP is being issued to respond to questions raised by prospective proposers. See Question and Answer list below.

All capitalized terms used but not defined herein shall have the meaning set forth in the RFP.

Questions and Answers:

Question 1: Can I get a copy of the mandatory pre-bid meeting sign in sheet?

Answer 1: CUNY does not share this information.

Question 2: Will the sign-in sheet be made available via an addendum?

Answer 2: No.

Question 3: Will the furniture on this project be purchased by CUNY directly or through the

General Contractor? Could you let me know how I could see the specifications, if completed, or how we can help you to select products and manufacturers?

Answer 3: CUNY will procure the furniture in accordance with applicable New York State procurement requirements and through authorized State-contracted vendors.

Furniture specifications will be developed in coordination with the Design Consultant as part of the overall EOC design.

The Design Consultant will be expected to provide professional recommendations regarding the appropriate furniture types, specifications, and manufacturers based on the functional requirements of the EOC, the proposed space, applicable

Office of the University Executive Strategic Director and Chief Procurement Officer

205 East 42nd Street New York, NY 10017 mailto:Karen.Pinckney@cuny.edu standards, and the overall design intent. CUNY will work collaboratively with the Design Consultant to finalize the furniture selections and specifications.

Question 4: Are there plans existing or do any areas need to be field measured?

Answer 4: Plans exist and can be provided upon request.

Question 5: (Part 3.I, Milestone Narrative) The Milestone Narrative states the backup power and electrical load analysis report is to be completed in July 2026, yet the RFP issue date is July 9, 2026 and proposals are not due until August 14, 2026. Please confirm the correct due date for this report, as the stated July 2026 completion appears to precede award.

Answer 5: The RFP procurement process has extended beyond the timeframe originally anticipated. Accordingly, the July 2026 completion date identified for the backup power and electrical load analysis report is no longer applicable. This report will be due within eight to ten weeks after award of contract and kick off meeting.

Question 6: (Parts 3.I, 3.II, 3.VIII) The Milestone Narrative states the full design package is to be delivered in September 2026, while Part 3.II and Part 3.VIII both state all design deliverables shall be completed within 8 weeks of Purchase Order issuance. With an estimated start of approximately September 1, 2026, an 8-week schedule extends into late October. Please reconcile the September 2026 delivery date with the 8-week performance window.

Answer 6: The RFP procurement process has extended beyond the timeframe originally anticipated. Accordingly, the September 2026 design package completion date may no longer be applicable. CUNY anticipates all deliverables to be completed and submitted within eight to ten weeks after award of contract and kick off meeting.

Question 7: (Part 3.I / 3.III.A) Please identify the specific building and room(s) or floor(s) at

John Jay College designated for the EOC and provide the approximate square footage of the designated space.

Answer 7: The designated EOC space at John Jay College includes Rooms L2.78.01, L2.77.00, adjoining Room L2.77.01, and Server Closet L2.77.02.

CUNY will provide the Design Consultant with the available drawings and information for these spaces to support the design and assessment of the EOC. The approximate square footage of the designated spaces will be confirmed through the existing drawings and site assessment provided to the Design Consultant.

Question 8: (Part 3.III.A) Will CUNY provide existing architectural, mechanical, electrical, plumbing, and telecommunications drawings (record or as-built) for the designated space, and if so, at what point in the process?

Answer 8: Yes. CUNY will coordinate with John Jay College to make available existing architectural, mechanical, electrical, plumbing, telecommunications, and other drawings necessary to support the design of the EOC. These documents will be provided to the Design Consultant on an as-needed basis throughout the design process.

Question 9: (Part 3.IV) The deliverables list includes as-built drawings. Since the scope is strictly limited to design and excludes construction, please clarify whether this refers to documenting existing conditions rather than post-construction as-builts, or confirm this line item.

Answer 9: The reference to as-built drawings is intended to provide flexibility for the Design

Consultant to develop detailed drawings and layouts identifying the proposed locations of specific equipment and systems throughout the EOC space. These drawings may be used as a reference during a future construction phase to assist with the placement and installation of the equipment.

The intent is not to require post-construction as-built documentation as part of the current design-only scope. Rather, where appropriate, the Design Consultant may provide detailed equipment layouts and room drawings that establish the intended design and placement of equipment for potential use during future construction.

Question 10: (Part 3.D) This section references testing, integration, and commissioning of all systems and media center setup, followed by a note that no field testing or commissioning is required. Please confirm all such items are design-documentation only and that no physical installation, integration, or field commissioning is within scope.

Answer 10: This scope is limited to the design phase only. No physical installation, field testing, system integration, or field commissioning is required as part of this design.

However, if CUNY requires additional information, clarification, or further detail regarding a specific piece of equipment or system, the Design Consultant shall be prepared to provide the necessary documentation and information to support CUNY's review and evaluation.

Question 11: (Part 5) The Price Proposal provides a single line item of 250 estimated hours for

EOC Design and 250 estimated hours for Advisory Services. Are these estimated hours fixed for pricing and evaluation purposes, or should Proposers propose their own estimated hours? If the latter, how will hours be normalized across proposals for the 30-point price scoring?

Answer 11: The estimated hours identified in Part 5 are fixed and shall be used by all Proposers for pricing and evaluation purposes. Proposers shall not modify the estimated hours. For purposes of price evaluation, CUNY will calculate each Proposer's Total Proposal Price using the estimated hours set forth in Part 5 and the hourly rates proposed by the Proposer.

Question 12: (Part 5) The RFP requires one all-inclusive hourly rate for design services covering all labor, project management, and deliverables. Please confirm whether subconsultant costs, including the required NYS-licensed RA and PE certifications and MWBE/SDVOB participation, must be absorbed within this single blended rate, or whether they may be reflected separately.

Answer 12: The hourly rates proposed in Part 5 shall be fully loaded and all-inclusive.

Proposers shall include all costs necessary to perform the services described in the RFP, including labor, project management, overhead, travel, meetings, documentation, deliverables, subcontractor costs, and any costs associated with meeting the RFP's licensing, certification, MWBE, and SDVOB requirements.

Separate line items, markups, or additional charges for such costs will not be permitted.

Question 13: (Part 3.IX) Payment terms state CUNY pays upon completion of the work based on actual hours. Given the 8-week schedule, will CUNY consider progress or milestone-based invoicing, or is payment strictly a single payment upon final acceptance?

Answer 13: Payment shall be made in accordance with the payment terms set forth in the RFP.

Progress or milestone-based invoicing will not be permitted unless expressly authorized by CUNY in writing.

Question 14: (Parts 5, 6 (Step 4)) The price is scored on total proposed price, but only a per-hour rate field is provided against fixed estimated hours. Please confirm the total price used for scoring is (hourly rate × 250 design hours) plus (advisory rate × 250 advisory hours).

Answer 14: Yes. For purposes of evaluation and scoring, the Total Proposal Price will be calculated using the estimated hours identified in Part 5.

Question 15: (Part 3.B) Please confirm whether the required NYS Registered Architect and NYS

Licensed Professional Engineer(s) must be direct employees of the Proposer, or whether they may be provided through approved subconsultants counted toward the MWBE/SDVOB participation goals.

Answer 15: The required New York State Registered Architect(s) and Licensed Professional Engineer(s) are not required to be direct employees of the Proposer. These professionals may be provided through approved subcontractors, provided that all applicable licensing and qualification requirements of the RFP are satisfied. Each subcontractor must be approved by CUNY in writing, and participation by certified MWBE and SDVOB subcontractors may be counted toward the applicable participation goals in accordance with the Supplier Diversity provisions of the RFP.

Question 16: (Part 3.A / 3.B) The Site Assessment Report must be certified by a NYS-licensed architect and/or engineer. Please confirm which specific engineering disciplines (electrical, mechanical, structural, fire protection) CUNY expects to be stamped for this project scope.

Answer 16: The Site Assessment Report shall be certified by any and all NYS-licensed professional disciplines that pertain to the design of the Emergency Operations Center (EOC). This may include, as applicable, architectural, electrical, mechanical, structural, fire protection, and any other professional disciplines required based on the project scope and applicable codes and regulations.

Particular attention will need to be given to the electrical load requirements of the EOC. The assessment shall identify the anticipated electrical loads associated with the EOC spaces and systems so that John Jay College can evaluate the requirements and determine the appropriate means of incorporating the EOC rooms into the facility’s emergency backup power system. This information should be sufficiently detailed to support the current design evaluation as well as potential future construction implementation.

Question 17: (Part 3.B) Will design documents require filing with the NYC Department of

Buildings during this design phase, or is DOB filing anticipated only in the subsequent construction phase, in which the Consultant is barred from participating?

Answer 17: The City University of New York (CUNY) is required to comply with all applicable federal, State of New York, and City of New York laws, codes, regulations, and mandated guidelines applicable to the project. The Design Consultant is likewise expected to perform its services in accordance with all applicable requirements governing the design and pre-construction phase of the project.

While formal filings with the New York City Department of Buildings (DOB) are anticipated to occur primarily during the subsequent construction phase, the design phase must account for any DOB requirements that may affect the design, approvals, or permitting of the project, if necessary.

Accordingly, should DOB filing, submission, or related professional services be required as part of the design phase, the Design Consultant will be expected to prepare and/or provide the necessary documents and professional services to support such filing and obtainment of required approvals. The Consultant should therefore maintain the capability to address DOB requirements that arise during the design phase, even if the primary DOB filing is ultimately completed during the construction phase.

Question 18: (Part 2, Paragraph III / Part 5) Given the single all-inclusive hourly rate structure and the specialized design nature of the work, please clarify how the 30% MWBE and 6% SDVOB participation goals are calculated. Is the goal applied to total contract value (hourly rate multiplied by estimated hours)?

Answer 18: The 30% MWBE participation goal and 6% SDVOB participation goal are applied to the total contract value. For purposes of this solicitation, the total contract value is the Total Proposal Price submitted in Part 5, which is calculated using the proposed hourly rates and the estimated hours identified in the Price Proposal.

Proposers are responsible for identifying and documenting how they intend to meet these participation goals through subcontractors and/or suppliers in their Supplier Diversity (MWBE/SDVOB) Utilization Plan.

Question 19: (Part 2, Paragraph III / Part 9) Will CUNY accept a Request for Waiver where good-faith efforts demonstrate limited availability of qualified certified MWBE/SDVOB firms for the specialized EOC and control-room design disciplines required?

Answer 19: Yes

Question 20: (Part 4) Regarding the 20-page limit for Volume II: please confirm whether resumes, licenses and certifications, organizational charts, and past-project sheets count toward the 20-page limit or may be submitted as appendices or exhibits outside the count.

Answer 20: Resumes, licenses and certifications, organizational charts, and past-project sheets may be submitted as appendices and will not count toward the 20-page limit for Volume II. The 20-page limit applies only to the narrative response addressing the evaluation criteria.

Question 21: (Part 1.II) For email submission, please confirm the maximum total attachment or file size CUNY's system will accept, and whether a file-transfer link is acceptable if attachments exceed that limit.

Answer 21: Three attachments per the instructions in the solicitation document. Files should not exceed 10mb.

Question 22: (Part 1.I / 1.II) Please confirm the exact email address(es) to which proposals must be sent, and whether a confirmation of receipt will be issued given CUNY's stated non-responsibility for delivery.

Answer 22: Karen.Pinckney@cuny.edu & Adam.Schwartz@cuny.edu

Question 23: (Parts 1.IV, 3.VII, Advisory Services) The contract term is stated as one year, but design deliverables are due within 8 weeks. Please confirm the balance of the term is reserved for the optional construction-phase Advisory Services, and whether those advisory hours are guaranteed or activated solely at CUNY's discretion.

Answer 23: The balance term is reserved for optional services and will be activated solely at

CUNY’s discretion.

Question 24: Volume I Forms – Form 5 : Supplier Diversity (M/WBE/SDVOB) Utilization Plan includes the total dollar value of the contract and contract value for our M/WBE/SDVOB subconsultants. However, no pricing information is allowed outside of Volume III. Can you please confirm that the values should be left blank?

Answer 24: Proposers should leave the dollar value fields in Form 5 blank in Volume I. The completed pricing information must be submitted only in Volume III. Proposers should still complete the non-price portions of the Supplier Diversity Utilization Plan and identify proposed MWBE/SDVOB firms and anticipated roles, as applicable.

[INTENTIONALLY LEFT BLANK]

mailto:Karen.Pinckney@cuny.edu

THIS ADDENDUM NO. 4 IS PART OF YOUR PROPOSAL AND IS TO BE INCLUDED WITH

VOLUME I OF YOUR PROPOSAL. YOUR SIGNATURE BELOW WARRANTS THAT YOU

UNDERSTAND THIS ADDENDUM AND THAT YOU HAVE MADE THE APPROPRIATE

ADJUSTMENTS TO YOUR PROPOSAL AND CALCULATIONS. THE UNIVERSITY

RESERVES THE RIGHT TO REJECT PROPOSALS SUBMITTED WITHOUT ALL ADDENDA

PROPERLY SIGNED.

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