Bid Notice.pdf

TOWN OF NORTH CASTLE

2026 TOWN HALL

ARCHITECTURAL SERVICES

REQUEST FOR PROPOSALS

ARCHITECTURAL SERVICES

Town of North Castle

15 Bedford Road Armonk, New York 10504

TELEPHONE: 914-273-3000 x52

EMAIL: khay@northcastleny.gov

July 2026 mailto:khay@northcastleny.gov

2026 Town Hall

Email: khay@northcastleny.gov

INTRODUCTION

Through this Request for Proposals (“RFP”), the Town of North Castle, a municipality of the State of New

York, is seeking competitive proposals from qualified, licensed architectural firms to prepare plans for a new

Town Hall. The Town of North Castle is the authorized, issuing entity for this RFP and will be the executing agency for any resulting contract or agreement.

This RFP outlines the terms and conditions and all applicable information required for submission of a proposal. Proposers should pay strict attention to the Deadline for Submission of Proposals to prevent disqualification. To ensure compliance with these requirements and to prevent possible disqualification, Proposers should follow the format and instructions contained in the scope of services of this document.

Three (3) copies of the proposal shall be submitted in a sealed envelope, marked on the outside thereof: “PROFESSIONAL ARCHITECTURAL SERVICES:

2026 TOWN HALL”

and shall be addressed to:

ALISON SIMON, TOWN CLERK

TOWN OF NORTH CASTLE

15 Bedford Road

Proposals must be received at the office of the Town Clerk by 11:00AM Tuesday, September 8, 2026.

The Town of North Castle reserves the right to reject any or all proposals or parts thereof; to waive any informality in same, or accept any proposal deemed to be in the best interest of the Town.

mailto:khay@northcastleny.gov

SCOPE OF SERVICES

The Town of North Castle is seeking qualified architectural firms to prepare building designs for a new

Town Hall campus, including Town Hall offices, public meeting room, police station, court facility and new Highway Department facility generally utilizing the size requirements data collected by the Town Hall

Advisory Committee needs analysis at 15 Bedford Road (current Town Hall campus). The project shall conform to North Castle Town Code Chapter 195 - Landmarks Preservation for the "Town Hall Campus" since the property lies within a landmarked historic district, North Castle Landmarks Preservation District

No. I.

The successful firm is expected to work closely with the Town Board, Town Engineer, Planning

Department staff and the Town’s Planning Consultant. The Town Engineer will provide a site survey of the Town Hall property that includes topography, utilities, wetlands and existing structures. If applicable, similar information will be provided with respect to alternatives site, when known.

It is expected that a preliminary design will be completed, cost estimates will be generated and then the Town Board will select a final design for construction design.

• Conceptual building massing and elevations: The design shall include conceptual floor plans consisting of individual departments along with support components such as public toilets, stairs and elevators as well as mechanical/building support spaces.

• Conceptual building massing and elevations: indicate the overall form of the building based on the plans developed, including rooflines and proposed fenestration.

• Description of Materials and Building Mechanical Systems: this will help define the costs more accurately at this stage of the project.

• Site roadway and parking layout: this will enable the Planning consultant to provide information on site elements that will impact the cost.

The architect and planner shall coordinate on building design together to discuss site restrictions such as setbacks, wetlands, rights-of-way, etc. prior to beginning design.

https://www.northcastleny.gov/DocumentCenter/View/3070/North-Castle-Town-Hall-Summary-Presentation_06162026-PDF?bidId= https://www.northcastleny.gov/DocumentCenter/View/3070/North-Castle-Town-Hall-Summary-Presentation_06162026-PDF?bidId=

Other Supplementary information to be included:

1. Full design and construction cost analysis for each building at the Town Hall Campus.

2. Alternative design for an off-site Highway Department and cost analysis.

3. Alternative design for an off-site town office building and cost analysis.

4. A cost/benefit analysis of campus design choices for the Town Board to consider.

MINIMUM QUALIFICATION TO PROPOSE

• Be registered to practice architecture in New York State;

• Have, within the last five years, prepared building designs for similar municipal facilities, specifically including modern police facilities and municipal courts subject to New York State regulations.

Failure to meet these Minimum Qualifications will result in a proposal being found non-responsive and eliminated from consideration.

I. Insurance Requirements

The Town of North Castle, N.Y Minimum Insurance Requirements for Contracted Professionals

(adopted by Town Board May 30, 2018)

Prior to commencement of any work under this Contract and until completion and final acceptance of the work, the Contractor/Provider shall, at its sole expense, maintain the following insurance on its own behalf, and furnish to the Town of North Castle certificates of insurance evidencing same and reflecting the effective date of such coverage as follows:

The term “Contractor/Provider” as used in this indemnification agreement shall mean and include

Subcontractors of every tier.

1) Commercial General Liability Policy, with limits of no less than $1,000,000 Each

Occurrence/$2,000,000 General Aggregate limits for Bodily Injury and Property Damage, and shall include coverage for:

A. Premises & Operations

B. Products/Completed Operations;

C. Independent Contractors;

D. Personal & Advertising Injury

E. Blanket Contractual Liability

F Town of North Castle and their assigns, officers, employees, volunteers, representatives and agents should be named as an “Additional Insured” on the policy using ISO Additional Insured Endorsement CG 20 10 11/85 or an endorsement providing equivalent.

G. Cross Liability coverage

H. Coverage must be written on an Occurrence Policy Form.

2) Professional Liability with limits no less than $1,000,000 Per Claim an $1,000,000 Annual

Policy Aggregate.

NOTE: The above listed Minimum Insurance Requirements may be increased upon the review and determination of the Town’s Risk Management Committee.

Indemnification and Hold Harmless Agreement

To the fullest extent permitted by law, Contractor/Provider shall indemnify, hold harmless and defend Town of North Castle, and agents and employees of any of them from and against all claims, damages, losses or expenses including but not limited to attorney’s fees arising out of or resulting from the performance of the agreement, provided any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including loss of use resulting there from, and (b) is caused in whole or in part by any act or omission or violation of statutory duty or regulation of the Contractor/Provider or anyone directly or indirectly employed by it or anyone for whose acts it may be liable pursuant to the performance of the agreement. Notwithstanding the foregoing, Contractor/Provider’s obligation to indemnify Town of North Castle, and agents and employees of any of them for any judgment, mediation or arbitration award shall exist to the extent caused in whole or in part by (a) negligent acts or omissions, or (b) violations of regulatory or statutory provisions of the New York State Labor Law, OSHA, or other governing rule or applicable law; by the Contractor/Provider anyone directly or indirectly employed by it or anyone for whose acts it may be liable in connection to such claim, damage, loss and expense.

The obligation of the Contractor/Provider to indemnify any party under this paragraph shall not be limited in any manner by any limitation of the amount of insurance coverage or benefits including worker’s compensation or other employee benefit acts provided by the Contractor/Provider.

Company Title/Name:

Name: Signature:

Date:

Nature/Scope of Work Being Performed:

TOWN OF NORTH CASTLE

Insurance Contract (Upon Award)

I, the undersigned (“Applicant”), in consideration for the approval of a Proposal by the Town of North Castle, do hereby agree as follows:

1. Applicant shall comply with the requirements of the Town Code of the Town of North

Castle, and any conditions established by the Town Board of the Town of North Castle, insofar as the Applicant’s performance of the permitted work/operations.

2. Applicant has secured insurance coverage that is now in force and will remain in force throughout the duration of the permitted work which satisfies the following minimum requirements:

(a) Provides commercial general liability coverage of at least $1,000,000.00; per claim/occurrence and $2,000,000.00 aggregate.

(b) Provides Worker’s Compensation coverage of at least equal to the NY State statutory requirements [if applicable]

(c) Covers all hazards likely to arise in connection with the permitted work;

(d) Includes a waiver of subrogation in favor of the Town of North Castle; and agents, assigns, officers, employees, volunteers and representatives

(e) Provides additional insured status to the Town of North Castle and agents, assigns, officers, employees, volunteers and representatives until such time as the permitted work is completed; and

(f) Provides coverage to the Town of North Castle that is primary and non-contributory.

3. Indemnification Agreement as attached hereto.

TOWN OF NORTH CASTLE [Applicant]:

By:

By:

Joseph A. Rende, Supervisor

Dated:

1820/06/589308v1 11/9/17

[Authorized Signature]

Print Name:

Title:

Company Name:

Dated:

II. Submission Requirements

1. Corporate Organization – Describe the firm structure, ownership, size & licensure.

Include the history of your firm, i.e.: the location of offices, ability to service the area where work for this project will be performed, the location of corporate headquarters, and number of years in business, etc.

2. Identification of Sub consultants (if any) – Include the name, address, and nature of any proposed sub consultants, including a description of any prior affiliation.

3. Provide a project organization chart, and preliminary schedule.

4. Resumes of Design Team Members- Please include only those resumes of staff that are likely to work on the project. The project manager shall have a minimum of ten years of experience working on municipal buildings.

5. Description of Relevant Experience- Include a minimum of three municipal design projects that are similar to that being requested. For each project, include the name address, telephone number, contract fee, date the project was completed, and a description of the services performed.

6. Demonstration of Ability to Complete the Project- Describe the firm’s ability to perform the services as reflected by current workload and the availability of adequate personnel and facilities to service expeditiously.

7. Detailed project approach and proposed scope of services sufficient to demonstrate a sound understanding of the project and all required elements for its successful completion.

8. Demonstrate ability to meet Town Insurance requirements. Signed Indemnification and hold harmless agreement.

9. Other information that the consultant believes is relevant and conveys their qualifications and experience.

10. Signed Statements IV,V,VI, and the Proposal Form provided herein.

III. STATEMENT OF SEXUAL HARASSMENT POLICY

Every written offer made to the Town of North Castle must contain the following statement subscribed and affirmed by the offeror as true under penalties of perjury: By the submission of this offer, each offeror and each person signing on behalf of any offeror certifies, and in case of joint offer each party thereto certifies as to its own organization, under penalty of perjury, that to the bidder has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment training to all employees pursuant to State Finance Law §

139-L.

Company Title/Name:

Name: Date:

Signature:

IV. STATEMENT OF IRAN DIVESTMENT ACT

No contract may be awarded to any persons determined to be engaged in investment activities in Iran as indicated by New York State Office of General Services. Every written offer made to the Town of North Castle must contain the following statement subscribed and affirmed by the offeror as true under penalties of perjury: By the submission of this offer, each offeror and each person signing on behalf of any offeror certifies, and in case of joint offer each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each offeror is not on the list created pursuant to State Financial Law §165- a(3)(b). The Town of North Castle may award an offer to an offeror who cannot make the statement of non-investment on a case-by-case basis if: The investment activities in Iran were made before the effective date of this section, the investment activities in Iran have not been expanded or renewed after the effective date of this section, and the person has adopted, publicized, and is implementing a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran; or The Town of North Castle makes the determination that the goods or services are necessary for the Town to perform its functions and that, absent such an exemption, the Town would be unable to obtain the goods or services for which the contract is offered. Such determination shall be made in writing and shall be a public document.

Company Title/Name:

Name:

V. STATEMENT OF NON-COLLUSION

(To be completed with proposal)

In accordance with Section 103(d) General Municipal Law, effective September 1, 1966, every bid or proposal hereafter made to a political subdivision of the State or any public department, agency, or official thereof or to a fire district or any agency or official thereof for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed to by the bidder and affirmed by such bidder as true under the penalties of perjury; non-collusive bidding certification.

A. By submission of this proposal, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor.

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor.

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition.

B. The person signing this bid or proposal certifies that they have fully informed themselves regarding the accuracy of the statements contained in this certification, and under the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder, as well as the person signing in its behalf.

C. That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signator of this bid or proposal in behalf of the corporate bidder.

RESOLUTION

Resolved that be (Name of Corporation) authorized to sign and submit the bid or proposal of this Corporation relative to the work detailed in the RFP, for the Town of North Castle Armonk, New York and to include in such bid or proposal the STATEMENT OF NON COLLUSION required by SECTION 103(d) of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or mis-statements in such certificate this corporate bidder shall be liable under the penalties of perjury.

The foregoing is a true and correct copy of the resolution adopted by the

Corporation at a meeting of the Board of Directors held on the day of , 2026.

(SEAL OF THE CORPORATION)

Secretary

VI. Terms and Conditions

1. The successful firm shall sign an Agreement for Services which will directly conform to this RFP Scope of Services. The agreement shall be reviewed by the Town and executed by the Town Supervisor.

2. The Town reserves the right to accept or reject any or all submissions when in the best interest of the Town to do so.

3. Additional services that are not detailed in the scope of services, should they arise, shall be negotiated with the Town upon written request.

4. Upon award, the consultant shall sign the Insurance contract on page 6.

PROPOSAL FORM

PART A: BASE FEE PROPOSAL (LUMP SUM BY TASK)

Please provide a flat lump-sum fee for each of the core planning and preliminary design phases below. Fees must include all labor, materials, travel, and overhead:

Task 1: Programming & Site Analysis (Validation of Town Hall Advisory Committee data, campus site assessment at 15 Bedford Rd)

Task 2: Base Campus Concept Design (On-Site) (Preliminary designs & cost analysis for on-site Town Hall, Court, Police, and Highway)

Task 3: Alternative Off-Site Analysis & Deliverables (Alternative designs & cost/benefit analysis for off- site Highway and off-site Town Offices)

Task 4: Construction Drawings (Based upon Tasks 1-3)

TOTAL BASE PROPOSAL (Sum of Tasks 1-4)

PART B: HOURLY RATE SCHEDULE

For any authorized work, modifications, or consultations requested by the Town of North Castle that fall outside the defined Scope of Services, the firm will bill at the following hourly rates:

Principal-in-Charge $ / hr Lead Project Manager $ / hr Senior Architect / Designer $ / hr Planner / Landscape Architect $ / hr Drafting / CADD Technician $ / hr Administrative Support $ / hr

PART C: PUBLIC WORKSHOPS & MEETINGS RATE

Note: The base proposal in Part A shall include up to five (5) in-person meetings with the Town Board and Town staff.

Please specify a flat rate per meeting for any additional public workshops, committee meetings, or Town Board presentations requested beyond the initial five (5):

Rate per Additional In-Person Meeting: $ per meeting

Name of Firm :

Mailing Address:

Telephone: Fax

Title:

Please return to: Alison Simon, Town Clerk

Armonk, NY 10504