Armory Interim Property Management RFQ.pdf

REQUEST FOR QUOTATIONS

FOR INTERIM PROPERTY MANAGEMENT SERVICES

THE ARMORY – 145 BROADWAY, NEWBURGH, NEW YORK

September 22, 2026

The mission of the City of Newburgh Industrial Development Agency (the “IDA” or “Agency”) is to encourage and invest in economic development in the City of Newburgh by providing financial assistance to qualified companies that will create and/or retain high-paying jobs for the benefit of City of Newburgh residents.

Purpose of RFQ:

The City of Newburgh Industrial Development Agency is issuing this Request for Quotations (“RFQ”) for qualified real property management firms to provide interim property management, inspection, security-monitoring coordination, and related maintenance services for the IDA-owned property located at 145 Broadway, Tax Map No. 36.-3-1.2, City of Newburgh, Orange County, New York, commonly known as “The Armory” (the “Property”).

The Property is expected to be vacant during the term of this engagement. No employees, tenants, or other regular occupants are expected to work from the building during this period. The IDA’s objective is to keep the Property secure, protected from avoidable damage, and reasonably functioning while it remains vacant and until the engagement is terminated by the IDA, including in connection with a permanent tenancy or disposition/transfer of the Property.

The IDA anticipates that the period of vacancy may last several months and could extend for up to approximately twelve (12) months. The selected firm will serve as the IDA’s managing agent for the limited interim purposes described in this RFQ and will coordinate closely with designated Agency staff.

Scope of Requested Services:

The selected firm shall provide, at a minimum, the following requested services. Respondents should identify in their quotations any recommended additional measures that they believe are reasonably necessary to protect and preserve a vacant building of this nature.

1. Initial Property Inspection and Transition

• Conduct an initial physical inspection of the interior and exterior of the Property promptly following commencement of the engagement.

• Document the general condition of the Property, including known or observed deficiencies, security concerns, active leaks, damaged building components, and other conditions requiring attention.

• Establish an initial written condition record, supported by photographs where appropriate, to serve as a baseline for subsequent inspections.

• Confirm with Agency staff the location and status of utility shutoffs, building systems, keys/access devices, alarm contacts, emergency contacts, and any contractor or service-provider information available to the IDA.

2. Weekly Physical Inspections

• Conduct a physical inspection of the Property at least twice each week, including both interior and exterior areas.

• Maintain a dated inspection log for each visit and provide a written report or checklist to designated

Agency staff. Reports should identify conditions observed, corrective actions taken, and matters requiring Agency authorization or further evaluation.

• Use reasonable efforts to vary inspection days/times so that the Property does not appear to follow an obvious unattended schedule.

3. Building Security and Access

• Inspect exterior doors, interior access doors where relevant, windows, locks, gates, and other accessible points of entry for damage, failure, tampering, or evidence of attempted forced entry.

• Observe and report evidence of trespass, vandalism, unauthorized occupants, loitering, illegal dumping, or other unauthorized activity at or within the Property.

• Confirm that doors and windows observed during inspections are closed and secured, except where an opening is intentionally maintained for an authorized purpose.

• Promptly notify Agency staff of any material security concern and take reasonable temporary measures, within the authority granted by the IDA, to secure the Property pending permanent corrective action.

• Maintain reasonable control over keys, access devices, and access by contractors or other persons authorized by the IDA, and maintain an access record when requested by the Agency.

4. Utilities, Temperature, HVAC and Building Systems

• Monitor the apparent status of electric, gas, water, and other utilities that the IDA directs to remain active.

• Observe interior temperature during inspections and report conditions that may create a risk of freezing, excessive heat, moisture, condensation, or damage to the Property.

• Observe the apparent operating status of heating, ventilation, and air-conditioning equipment that is intended to remain in service, including thermostats and visible indicators or alarms.

• Report unusual noises, odors, cycling, shutdowns, fault indicators, or other apparent HVAC abnormalities.

• The managing agent is not expected to perform licensed mechanical, electrical, plumbing, elevator, fire-alarm, or other specialized trade work unless separately qualified and specifically authorized. The managing agent shall coordinate appropriate contractors when authorized by the IDA.

5. Water, Plumbing and Water Intrusion

• Inspect accessible areas for visible water leaks, dripping or failed plumbing fixtures, pipe leaks, standing water, unusual moisture, and other apparent plumbing abnormalities.

• Observe ceilings, walls, floors, windows, roof-accessible areas where safe and authorized, and other visible locations for signs of roof leakage, water intrusion, staining, dampness, or deterioration.

• Report conditions presenting an immediate risk of water damage and take reasonable emergency loss-mitigation measures as described below.

6. Electrical and Life-Safety Observations

• Observe accessible electrical panels, fixtures, outlets, equipment, and building areas for obvious abnormalities such as loss of power, damaged equipment, unusual heat or odor, sparking, exposed wiring, or repeated tripping, without opening energized equipment or performing work requiring a licensed electrician.

• Observe and report the apparent status of fire alarm/fire protection systems and visible system indicators, to the extent accessible to the managing agent.

• Observe the apparent status of pumps serving the Property, including sump or other building pumps known to the managing agent, and report alarms, failure, unusual operation, or standing water.

• Observe and report the apparent status of elevators, including visible out-of-service conditions, alarms, damage, or other abnormalities. The managing agent shall not operate, inspect, repair, or service elevator equipment beyond ordinary observation unless properly qualified and authorized.

• Promptly report any condition that appears to present an immediate fire, electrical, flooding, structural, or life-safety concern.

7. Exterior, Grounds and Lighting

• Inspect the building exterior and grounds for damage, vandalism, fallen limbs, debris, dumping, drainage issues, trip hazards, damaged fencing or gates, and other conditions that could affect security or the preservation of the Property.

• Observe exterior and interior security/egress lighting that is intended to remain operational and report failed or damaged fixtures.

• Identify vegetation or other exterior conditions that obstruct access, conceal entry points, threaten the building, or create an apparent safety or security concern.

• Coordinate routine grounds maintenance if and as specifically authorized by Agency staff.

8. Snow and Ice Removal

• Provide or coordinate timely snow and ice removal for the Property, including sidewalks, pedestrian approaches, entrances, steps, ramps, driveways, parking/access areas, and other areas reasonably necessary to maintain safe access to and around the Property.

• Monitor winter weather conditions and arrange for plowing, shoveling, salting/sanding, de-icing, and related services as conditions warrant. The managing agent shall document snow and ice services performed or coordinated and promptly report any condition that cannot be reasonably addressed through routine snow and ice removal.

• Maintain reasonable access for authorized IDA representatives, emergency responders, contractors, inspectors, and other persons authorized to enter the Property during winter conditions.

9. Routine Maintenance and Authorized Repairs

• Perform minor routine maintenance that is expressly included in the respondent’s quotation and approved by the IDA.

• Identify needed repairs or maintenance beyond the agreed base services and provide the IDA with a description and estimated cost before proceeding, except where immediate action is reasonably necessary under the Emergency Response provisions below.

• Coordinate qualified and properly insured contractors for specialized repairs when authorized by Agency staff.

• Coordinate and serve as the primary point of contact for the Property's service vendors and contractors, including pest-control, fire-alarm, security/alarm-monitoring, and other building-service providers. This responsibility includes scheduling and facilitating access, communicating observed conditions and service needs, following up on vendor recommendations and required work, and reporting material issues and completed services to the IDA.

• No capital improvement, material repair, or non-emergency expenditure beyond an authorization threshold established by the IDA may be undertaken without prior approval.

10. Emergency Response and After-Hours Availability

• Provide the IDA with a 24-hour emergency contact number and identify the personnel responsible for receiving and responding to emergency calls concerning the Property.

• Effective October 20, 2026, the managing agent shall be designated as the primary contact for all alarm-monitoring notifications concerning the Property and shall receive, acknowledge, assess, and respond to such notifications twenty-four (24) hours per day, seven (7) days per week, including nights, weekends, and holidays. The managing agent shall coordinate any required response with the alarm-monitoring company, fire department, police department, security vendor, or other appropriate contractor or emergency service. Except when notice is necessary because of a material incident, required Agency authorization, or an unresolved emergency, Agency staff shall not be used as the routine first-line or after-hours recipient of alarm notifications.

• Respond promptly to reports of forced entry, vandalism, fire or fire-system alarm, water leak or flooding, loss of heat during freezing conditions, significant electrical abnormality, storm damage, building-system failure, or another condition that reasonably threatens the security or physical integrity of the Property.

• Upon receiving notice of an emergency, assess the situation remotely when appropriate and dispatch qualified personnel to the Property when an on-site response is reasonably required.

• For conditions involving immediate danger to persons or property, contact 911, the fire department, police department, utility provider, alarm company, or other appropriate emergency service as circumstances require, and notify the IDA’s designated contact as soon as practicable.

• Take reasonable temporary loss-mitigation measures within the managing agent’s capabilities and authority, such as securing a damaged opening, shutting off a leaking water source when safe and appropriate, arranging emergency extraction, or coordinating an emergency contractor.

• The selected firm shall not undertake substantial permanent repairs without Agency approval unless delay would reasonably be expected to cause significant additional property damage and Agency representatives cannot be reached. Respondents shall describe their proposed emergency spending/authorization protocol and any recommended emergency expenditure limit.

• Provide a written incident report following each material emergency, including the time of notice, time of response, conditions observed, persons contacted, actions taken, photographs where appropriate, contractors used, and any recommended follow-up.

• Respondents shall state their target response time for after-hours and emergency calls and identify all emergency call-out fees, minimum charges, overtime rates, contractor markups, or other charges that may apply.

11. Reporting and Coordination

• Designate a primary account representative for the IDA.

• Provide weekly inspection documentation in a format acceptable to the IDA.

• Promptly communicate material issues rather than waiting for the next routine report.

• Provide a monthly summary of inspections, incidents, maintenance performed, open issues, contractor activity, and costs.

• Be available to communicate with Agency staff and, if requested, attend an IDA Board meeting to discuss the condition or management of the Property.

• Cooperate with the IDA’s insurance broker/carrier, contractors, representatives, and other authorized parties as directed by Agency staff.

Term of Engagement:

The IDA anticipates that services will commence on October 20, 2026, and intends this engagement to be temporary. Respondents should propose a monthly arrangement that permits the IDA to continue services while the Property remains vacant and to terminate services when they are no longer required. The final term, renewal mechanism, notice requirements, and termination rights will be set forth in the contract between the IDA and the selected firm. The IDA anticipates that services may be required for several months and potentially for up to approximately twelve (12) months.

Compensation:

Compensation will be defined in a contract entered into between the IDA and the selected firm. To facilitate comparison of quotations, respondents shall clearly separate the base monthly management fee from additional, emergency, trade, subcontracted, snow/ice, and other non-routine charges.

Quotation Requirements:

The respondent should demonstrate in its quotation its experience and qualifications in performing all aspects of the scope of work. Quotations should include, at a minimum:

• A description of the firm, its size and organization, and the office from which personnel will be assigned to the IDA.

• Experience managing, monitoring, or preserving vacant commercial, institutional, governmental, historic, or similar properties.

• The names and qualifications of personnel who would be assigned to the Property, including the primary account representative and emergency contacts.

• At least three (3) references, including project/property names, addresses, contact persons, telephone numbers, and email addresses where available.

• A description of the firm’s proposed weekly inspection process and sample inspection checklist/report, if available.

• A description of the firm’s emergency response protocol, 24-hour availability, target response times, escalation procedures, and proposed emergency spending authorization process.

• A description of how the firm selects, coordinates, supervises, and bills for subcontractors or specialty trades.

• A description of any services the firm recommends for a vacant building that are not expressly identified in this RFQ.

• The insurance coverage maintained by the firm, including commercial general liability, automobile liability, workers’ compensation/employer liability, and any professional/errors and omissions coverage maintained by the firm. Final insurance requirements will be established by the IDA in the contract.

• Disclosure of any actual or potential conflicts of interest involving the IDA, the City of Newburgh, or the Property.

Cost Schedule:

The quotation shall include a complete and transparent fee schedule. At a minimum, respondents shall provide:

• Fixed monthly fee for the base scope of services, identifying the number/frequency of inspections and all services included.

• Hourly rates for personnel who may perform additional authorized services.

• Emergency/after-hours call-out fees, overtime rates, minimum charges, and target response times.

• Any administrative fee or markup applied to subcontractors, materials, or third-party services.

• Pricing or pricing methodology for grounds maintenance, if not included in the base fee.

• Pricing or pricing methodology for snow and ice removal and coordination, clearly stating whether such services are included in the base monthly fee or billed separately.

• Any other recurring or potential charge that the IDA could reasonably incur under the engagement.

Selection of Managing Agent:

The IDA Board of Directors, in its consideration of the firm to be retained, may consider the qualifications and relevant experience of the firm and assigned personnel; demonstrated experience with vacant or similar properties; proposed approach to inspections, security, building-system monitoring and emergency response; responsiveness and availability; references; cost of services; and any other factor the Board determines relevant to the best interests of the IDA. The IDA will follow its Procurement Policy.

Due Date and Miscellaneous:

The issuance of this RFQ constitutes an invitation to submit quotations only. The IDA reserves the right, in its sole discretion, to seek additional information or clarification regarding any quotation; conduct interviews;

negotiate scope, terms, and compensation with one or more respondents; score responses in its sole discretion; reject any and all quotations with or without cause; waive irregularities or informalities; and modify, suspend, or cancel this RFQ at any time. Under no circumstances will the IDA have liability to any respondent for costs or expenses incurred in connection with this RFQ or any response thereto.

Tours of the Property may be scheduled with Cherisse Vickers at idadirector@cityofnewburgh-ny.gov between October 5 and October 13, 2026. Questions concerning this RFQ shall be directed only to the approved contact identified above. Respondents should not contact individual members of the IDA Board concerning this procurement.

Quotations must be emailed to idadirector@cityofnewburgh-ny.gov no later than 4:00 p.m. on October 14, 2026. Respondents are not required to submit quotations by mail or deliver hard copies.

City of Newburgh Industrial Development Agency Board of Directors, c/o Cherisse Vickers, Executive Director 83 Broadway, Newburgh, NY 12550. Contact Number: 845-569-7369

Approved contact for this RFQ: Cherisse Vickers, Executive Director 83 Broadway Newburgh, NY 12550 Contact Number: 845-569-7369 Email: IDADirector@cityofnewburgh-ny.gov

Dated: Newburgh, New York September 22, 2026

Attachments:

2026 Procurement Policy

City of Newburgh IDA Adopted at the December 2025 Board Meeting Page 1 of 6

Procurement Policy

A. Preamble

1. Scope – In accordance with Section 2824 of the Public Authorities Law and

Sections 858-a and 104-b of the General Municipal Law (the “GML”), the City of Newburgh

Industrial Development Agency (the “agency”) is required to adopt procurement policies which will apply to the procurement of goods and services paid for by the agency for its own use and account. Purchases made for the benefit of a third party and for which payment is to be made from funds provided by such third party (or by another third party) shall not be subject to the requirements of this Procurement Policy.

While the agency is not obligated pursuant to the GML to require competitive bidding on its contracts, the agency finds that its policy is advanced by requiring public bidding under certain circumstances.

2. Purpose – Pursuant to Section 104-b of the GML, the primary objectives of this policy are to assure the prudent and economical use of public monies in the best interests of the taxpayers of the City of Newburgh (the “city”), to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances and to guard against favoritism, improvidence, extravagance, fraud, and corruption.

B. Procurement Policy

1. Determination required — Prior to commencing any procurement of goods and services, the Chairman, or the Executive Director or an authorized designee, shall prepare a written statement setting forth the basis for (1) any determination made that competitive bidding is not required for such procurement, and if applicable (2) any determination made that such procurement is not subject to any requirements set forth in this policy. Such written statements shall be maintained by the Executive Director or an authorized designee in a specially designated procurement file.

2. Procedure for determining whether procurements are subject to competitive bidding – the procedure for determining whether a procurement of goods and services is subject to competitive bidding shall be as follows:

Adopted at the December 2025 Board Meeting Page 2 of 6

a. The Chairman or the Executive Director or an authorized designee shall make the initial determination as to whether competitive bidding is required. This determination will be based on Section 103 of the GML, which requires competitive bidding for expenditures by a political subdivision of (1) more than $35,000 for the performance of any public works contract (services, labor or construction), and (2) more than $20,000 for any purchase contract (acquisition of commodities, materials, supplies or equipment).

b. The Chairman or the Executive Director or such authorized designee shall review the purchase request against prior years’ expenditures and a good faith effort will be made to determine whether it is known or can reasonably be expected that the aggregate purchases of a similar nature will exceed the above. If so, competitive bidding procedures shall be followed for said expenditure.

c. The Chairman or the Executive Director or such authorized designee shall present any legal issues regarding the applicability of the competitive bidding requirements stated herein to the Agency’s Counsel.

3. Procedures to be used where competitive bidding is required — Where the Chairman or the Executive Director or such authorized designee shall have determined that competitive bidding is required pursuant to paragraph 2 above, then the procedures set forth in Section 103 of the GML shall be followed in respect of such procurement.

4. Methods of competition to be used for non-bid procurements and procurements exempt by statute — Alternative proposals or quotations for goods and services shall be secured by use of written requests for proposals or written quotations, verbal quotations, or any other method of procurement which furthers the purposes of this section except for items excepted herein (see 7 below) or procurements made pursuant to:

a. GML, Section 103 (3) (through city contracts), or

b. GML, Section 104 (through state contracts), or

c. State Finance Law, Section 175-b (from agencies for the blind or severely handicapped), or

d. Correction Law, Section 186 (articles manufactured in correctional institutions).

5. Procedures for the Purchase of Commodities, Equipment or Goods under

$10,000.

a. Up to $500 The discretion of the Chairman or the Executive Director or authorized designee.

b. $501 -$3,000 Documented verbal quotations from at least three vendors.

c. $3,001 - $10,000 Written/fax quotations from at least three vendors.

Adopted at the December 2025 Board Meeting Page 3 of 6

6. Procedures for the purchase of public works or services under $20,000.

a. Up to $1000 The discretion of the Chairman or the Executive Director or authorized designee.

b. $1,001 -$5,000 Documented verbal quotations from at least three vendors.

c. $5,001 - $20,000 Written/fax quotations from at least three vendors.

7. Basis for the awarding of contracts – Contracts will be awarded to the lowest responsible vendor who meets the specifications.

8. Circumstances justifying an award to other than the lowest-cost quoted.

a. Delivery requirements

b. Quality requirements

c. Past vendor performance

d. The unavailability of three or more vendors who are able to quote on a procurement.

e. It may be in the best interests of the Agency to consider only one vendor who has previous expertise with respect to a particular procurement.

9. Documentation

a. For each purchase made the Chairman or the Executive Director or authorized designee shall set forth in writing the category of procurement that is being made and what method of procurement is specified.

b. The basis for any determination that competitive bidding is not required shall be documented, in writing, by the Chairman or the Executive Director or such authorized designee, and filed with the purchase order or contract therefore.

c. For those items not subject to competitive bidding such as professional services, emergencies, purchases under city contracts, or procurements from sole sources, documentation should include a memo to the files which details why the procurement is not subject to competitive bidding and include, as applicable:

(1) a description of the facts giving rise to the emergency and that they meet the statutory criteria;

(2) a description of the professional services;

(3) written verification of city contracts;

(4) opinions of Counsel, if any

Adopted at the December 2025 Board Meeting Page 4 of 6

(5) a description of sole source items and how such determinations were made.

d. Whenever an award is made to other than the lowest quote the reasons for doing so shall be set forth in writing and maintained in the procurement file.

e. Whenever the specified number of quotations cannot or will not be secured, the reasons for this shall be indicated in writing and maintained in the procurement file.

10. Exceptions to bidding and alternative methods of competition

a. Emergency Situation — An emergency exists if the delay caused by soliciting quotes would endanger the health, welfare, or property of the municipality or of its citizens.

With approval by the Chairman or the Executive Director, such emergency shall not be subject to competitive bidding or the alternative procedures stated above.

b. Resolution waiving bidding requirements — The agency may adopt a resolution waiving the competitive bidding requirements whenever it is determined to be impracticable.

c. Sole source — Defined as a situation when there is only one possible source from which to procure goods and/or services and it is shown that the item needed has unique benefits, the cost is reasonable for the product offered, and there is no competition available.

In this situation, a request for a resolution waiving bidding requirements, as described above, is required.

d. True Lease — Prices will be obtained through quotations whenever possible.

The award shall be made on the basis of goods and/or services to be provided, ability to meet the specifications desired and price.

e. Insurance — All insurance policies shall be procured in accordance with the following procedures:

(1) Premium less than $10,000 — documented telephone quotations from at least three agents (if available).

(2) Premium greater than or equal to $10,000 — written quotations/fax or proposals from at least three agents (if available).

Adopted at the December 2025 Board Meeting Page 5 of 6

f. Professional and creative services — This category includes services which require special education and/or training, license to practice, or are creative in nature. It is the intent of the agency that this category be co-extensive with the category of services which are exempt from the requirements of competitive bidding under Section 103 of the GML.

Examples of professional and creative services are: (i) legal counseling and representation

(including general and bond counsel); (ii) medical services; (iii) engineering and architectural services; (iv) lobbying, legislative and intergovernmental relations advice and representation;

(v) public relations services; (vi) marketing and promotional services (including real estate brokerage). Professional services agreements are not required to be awarded to the lowest responsible bidder, but rather the agency may base its determination upon a review of such information as the agency shall deem appropriate. All contracts for professional services shall be awarded by resolution of the agency based upon a consideration of cost, experience, expertise, reputation, location, and suitability for the needs of the agency, in accordance with the following procedures:

(1) For any procurement specified in this subsection f, the Chairman or the Executive Director shall solicit quotations, statements or other information regarding their experience, qualifications, and capability to perform the proposed services from no fewer than three firms or persons customarily performing such services. If the procurement is expected to cost $20,000 or more, such quotations, statements or information shall be in writing; and if more than $75,000, a request for qualifications or a request for proposals shall be issued and qualification statements or proposals shall be received. The Chairman or the

Executive Director shall recommend in writing to the members of the agency approval of a contract with the person or firm whose quotation or proposal is determined by such procuring officer to be the most advantageous to the agency.

(2) If oral quotations or statements are obtained, the procuring officer shall record the names and addresses of all persons and firms from whom quotations or statements were sought, the names of the individuals and firms submitting quotations or statements, and the date and a summary of each quotation or statement.

g. Marketing — Contracts for marketing, promotional advertising and sponsorship of charitable and civic events shall not be subject to the requirements of competitive bidding or the alternative methods of competition set forth above, provided that the agency shall determine by resolution that such contract is in furtherance of the purposes of the agency.

11. Minority and women business enterprises — The agency shall comply with all applicable legal requirements relating to the hiring of such businesses.

C. Alternate Procurement by City

Adopted at the December 2025 Board Meeting Page 6 of 6

1. Notwithstanding the procedures set forth in Section B above, any purchase by the agency of city public works or services, or of commodities, equipment or goods, for the use or benefit of the agency, pursuant to a written agreement between the city and the agency for the provision of goods and services by the city to the agency, shall be deemed to be in compliance with the Procurement Policy of the agency, provided that such purchase is made by the city in compliance with law and with the Procurement Policy of the city as if such purchase were made for the city’s own benefit or account.

2. The agency hereby adopts and incorporates by reference the Procurement

Policy of the city as may be amended from time to time as applicable to any purchase by the city of public works or services, or of commodities, equipment or goods, for the use or benefit of the agency, pursuant to a written agreement between the city and the agency for the provision of goods and services by the city to the agency.

D. General Provisions

1. Input from members of the agency — Comments concerning the procurement policy shall be solicited from the members of the agency from time to time.

2. Annual Review — the agency shall annually review its procurement policies and procedures.

3. Unintentional Failure to Comply — The unintentional failure to comply with the provisions of Section 104-b of the GML shall not be grounds to void action taken or give rise to a cause of action against the agency or any officer thereof.