Bid Notice.pdf

PURCHASING DEPARTMENT

515 NORTH AVENUE

NEW ROCHELLE, NEW YORK 10801

RFP 26-04

REQUEST FOR PROPOSAL FOR

CONSTRUCTION MANAGEMENT SERVICES

DUE: AUGUST 28, 2026 11:00AM

PUBLIC NOTICE

NOTICE TO PROPOSERS

-REQUEST FOR PROPOSALS FOR CONSTRUCTION MANAGEMENT SERVICES-

RFP # 26-04

The Board of Education of the City School District of New Rochelle (“District”) invites the submission of sealed proposals from reputable and qualifed firms to provide construction management services for various capital improvements at the District. Proposals must be received by no later than August 28, 2026 at 11:00 A.M. Late proposals will be returned unopened.

The District’s Request for Proposals will be posted on bidnetdirect.com and may be obtained from the District website at the following link: https://www.nred.org/page/purchasing-department. Or by contacting the District’s Purchasing Agent, Meilisa Arlt, at marlt@nredlearn.org between the office hours of 7:30 a.m. and 4:00 p.m., excluding holidays.

To prevent opening by unauthorized individuals, the sealed proposal should be identified on the envelope or other wrapper as “RFP#: 26-04 - Request for Proposals Construction Management Services for the City School District of New Rochelle”. Proposals may be mailed or hand delivered. No proposal will be accepted by electronic mail or facsimile transmission. Interested firms are invited to submit one original signed proposal and one (1) separate digital copies (individual flash drive) in PDF format addressed to the attention of Meilisa Arlt, Purchasing Agent, City School District of New Rochelle, 515 North Avenue, New Rochelle, New York 10801.

If you have any questions concerning this RFP, please contact Meilisa Arlt, District Purchasing Agent, at marlt@nredlearn.org.

The RFP does not obligate or commit the District to award a contract, pay any cost incurred in the preparation of a proposal in response to the RFP, or to procure or contract for services. The District reserves the right to amend its RFP for any reason. In addition, the Board of Education reserves the right to reject all proposals, waive any informalities in a proposal and/or to negotiate any portion of a proposal(s), which, in the Board of Education’s judgment, is in the best interest of the District.

By: Board of Education City School District of New Rochelle Meilisa Arlt, Purchasing Agent

Dated: August 11, 2026

PROPOSAL INSTRUCTIONS AND CONDITIONS

I. Overview

This Request for Proposal (“RFP”) is designed to comply with General Municipal Law 104-b requiring the use of a competitive RFP process to select a construction management firm for the City School District of New Rochelle (“District”).

The District invites qualified Construction Management Firms (“Firms”) to submit proposals to provide comprehensive construction management services in connection with the District’s ongoing annual capital improvement program and its approximately $35 million capital bond program. See Appendix A for current projects. The work may include capital improvements, renovations, additions, infrastructure upgrades, repairs, replacements, site improvements, and other enhancements to District buildings, facilities, grounds, and sites.

It is anticipated that this practice will continue for the foreseeable future, subject to the annual approval of the voters.

The successful construction management firm may also be responsible for the completion of existing and ongoing projects at the District’s facilities, as requested by the District. As part of the RFP response, proposers should identify in detail the manner in which the services required will be accomplished by the proposer.

The District’s architect of record (“Design Firm”) for the provision of architectural and engineering design and construction related services for current capital improvement projects is CSArch.

II. Description of the District:

The City School District of New Rochelle is located in Westchester County and is currently comprised of seven (7) elementary schools, two (2) middle schools and one (1) high school,.

III. Timeline/ Submission and Selection Process

The proposed timeline for review of the RFP and selection of the Firm is as follows (subject to change if needed at the discretion of the District):

Distribution of the RFP Wednesday, August 12, 2026 Deadline for submission of proposals Friday, August 28, by 11:00 A.M Interview/Oral Presentations In or about September 2, 2026. The proposed Team

Leader that oversees the Project Managers to be assigned to the District must be in attendance at any scheduled interview.

Final Selection Upon Board of Education approval in or about September 10, 2026

Contract review and execution To be scheduled with District’s legal counsel following selection of firm by the Board of Education

IV. Proposal Requirements

The minimum qualifications that will be considered by the District as a basis for selection of a construction management firms are as follows:

1. Responding Firms must have a minimum of five (5) years’ experience providing professional construction management services as described in the RFP.

2. The Firms’ prior experience as a construction manager should include three to five completed K–12 school projects in New York State comparable in scope to this project. Prior experience as a construction manager on such projects will be a major consideration.

3. Only Firms that meet or exceed the above minimum selection criteria set forth by the District will be seriously considered. The owners, officers, and employees of the selected Firm and its related entities1, and the immediate family members of these individuals2 (collectively, "Prohibited Parties") shall not bid on or perform any of the trade construction work identified in any scope of work defined by the District.

4. Form of Agreement. The District does not intend to use an AIA Standard Form contract in connection with the services to be provided herein. The terms of said agreement are annexed to this RFP. The District reserves the right to amend the terms of the attached agreement in its sole discretion.

V. Submission of Proposals

Please submit one hard copy of your proposal and one PDF copy on a flash drive, based on the enclosed outline, no later than 11:00 A.M, Friday, August 28, 2026, to the following address:

Meilisa Arlt, Purchasing Agent City School District of New Rochelle 515 North Avenue New Rochelle, New York 10801

Please direct any questions concerning this RFP to Meilisa Arlt in writing at marlt@nredlearn.org. Written questions must be received no later than August 21, 2026, at 11:00 a.m. Responses to questions posed will be provided in the form of a written addendum to be distributed to all prospective proposers. It is the proposer’s sole responsibility to ensure that the

1 For purposes of this document, “related entities” means any parents or subsidiaries of the Firm and any entity owned in whole or in part by the owners, officers, or employees of the Firm.

2 For purposes of this document, “immediate family members” means the parents, spouses, children (and children’s spouses) of the owners, officers, and/or employees of the Firm.

proposal is received at the proper place by the date and time set forth above. Late proposals will not be considered. Site visits can be arranged on or before August 21, 2026, by contacting Mr. James Heubel, Director of Facilities, in writing at jheubel@nredlearn.org.

The proposal shall include the following:

1. Proposal should be submitted in a sealed envelope and clearly marked “RFP#: 26-04

Request for Proposals Construction Management Services for the City School District of New Rochelle.”

2. Title page showing the proposal is for construction management services; the Firm’s name, the name, address and telephone number of a contact person, and the date of the proposal.

3. Table of Contents.

4. Information described in the Technical Proposal Section as outlined below.

5. All RFPs become the property of the District. Submissions determined to be incomplete by the District will not be considered for award.

6. The District reserves the right, without prejudice, to reject any or all proposals.

7. By submission of a proposal, the proposer agrees to the following:

All materials submitted shall be considered public documents and may be disseminated to third parties without notice to the proposers by the District, Board of Education, Facilities Committee, the officers and employees of each.

8. The sample contract attached hereto and identified as Appendix A is acceptable and the proposer agrees, if its proposal is selected by the District, to execute the contract as the final contractual agreement between the District and the proposer to provide the required services.

VI. Technical Proposal

1. Company Profile

This section should state the size of the Firm, the type of Firm, and Firm background.

2. Experience

The proposal should include details of experience with projects of similar size and complexity to the project described in this RFP, particularly with projects for other New York school districts completed by your Firm. Please list only those projects where your Firm was the construction manager of record, in which your Firm’s role was that of a pure Construction Manager and not a prime contractor, general contractor, architect/engineer, consultant, sub consultant, or subcontractor. Include Owner’s name; contact’s name, title and phone number; a brief description; contract amount; and completion date.

The Construction Project Manager(s) shall have a minimum of five (5) years’ experience in performing Construction Management Services. The Construction

Project Manager(s) shall also have a minimum of five (5) years’ experience in Construction Management working with NY State Schools.

3. References Provide at least five (5) references for similar New York school districts where your Firm was the construction manager of record and five (5) references with past experience engaging in similar work.

4. Management Plan Please provide details regarding your understanding of the scope of services required and the approach your Firm would use to achieve the District’s objectives. Please provide details regarding the management plan your Firm would use to meet the District’s various construction schedule(s) for its projects.

Provide an organizational chart and resumes for all team members. Explain the role of each team member and the percentage of time they will be devoting to this job in each phase of the project. Define the portion of time they will be on site.

Explain how the Firm will keep the project on schedule, and how the Firm plans to coordinate and phase the work so as to minimize disruption to the District’s operations. Outline methods and techniques used in the past by the Firm to contain and reduce project costs.

Provide the size of the Firm and the location of the office from which the engagement will be handled. Provide a list of in-house services provided (e.g.

scheduling, environmental, estimating, etc.)

5. Local Experience/Staff The District is interested in the level and type of construction management experience of those persons to be assigned to the project(s). Brief resumes and listing of governmental or school district projects to attest to their experience and the total project capital cost, and a description of the work should be included.

The District reserves the right to interview and check references for any on-site personnel proposed. The District reserves the right to reject staff who they feel do not have appropriate experience or qualifications. Names and resumes of personnel to be assigned to this project(s), including the partner(s) in charge must be provided. It is fully expected that the personnel indicated would be those assigned to the project. The District’s Facilities Committee shall approve the final personnel recommendation.

6. State Education Department (“SED”) Experience Please provide details regarding your Firm’s experience with SED and the value this would bring to our District and our projects. Please state the name of the staff member assigned as the SED liaison and the experience this staff member has had with previous projects. Please name individuals at SED who can verify the liaison’s experience.

7. Fee Structure The following terms and conditions shall govern the Proposer’s Price Proposal and, if awarded, compensation for Construction Management Services.

Submission of a proposal constitutes the Proposer’s acceptance of these requirements unless a specific exception is clearly identified in the proposal.

a. Basis of Compensation Compensation for Construction Management Services shall be based upon actual authorized hours worked by approved personnel at the contractual hourly rates established in the Construction Manager’s Price Proposal, subject at all times to the applicable phase and Total Not-to- Exceed (“NTE”) amounts.

The NTE amounts represent the maximum compensation payable for the required services and shall not constitute guaranteed minimum payments. The District shall pay only for services actually performed, properly documented, authorized, and accepted by the District.

b. Fully Burdened Hourly Rates All hourly rates shall be fully burdened and shall include all costs associated with providing the applicable personnel, including, without limitation:

• salaries and wages;

• employee benefits and payroll-related costs;

• insurance, except where expressly provided otherwise;

• corporate and project overhead;

• administrative and clerical support;

• ordinary office expenses;

• computers, standard software, mobile devices, and routine communications;

• supervision and management;

• ordinary local travel and transportation;

• profit; and

• all other costs necessary to provide the required services except specifically authorized reimbursable expenses.

No additional multiplier, overhead percentage, administrative fee, profit markup, or similar charge may be applied to the contractual hourly rates.

c. Not-to-Exceed Amount The Construction Manager shall perform all services required by the Contract within the applicable NTE amounts.

The Construction Manager shall be responsible for monitoring its expenditures and staffing against the NTE amounts and shall promptly notify the District if it reasonably anticipates that an NTE amount may be exceeded.

Exceeding an NTE amount shall not, by itself, entitle the Construction Manager to additional compensation.

Any increase to an NTE amount must be approved in advance and in writing by the District through an authorized amendment or other written authorization in accordance with District procedures.

Services performed in excess of an NTE amount without such prior written authorization shall be performed at the Construction Manager’s own risk and shall not obligate the District to make payment.

d. Staffing Plan The staffing plan submitted with the Price Proposal shall form the basis for the Construction Manager’s proposed fee. The District reserves the right to review and approve personnel assignments and staffing levels throughout the Project. The Construction Manager shall not materially increase staffing, substitute higher-cost personnel, or materially alter the approved staffing plan for purposes of increasing compensation without prior written District approval. Nothing herein shall prevent the Construction Manager from managing its personnel efficiently, provided that all contractual requirements are satisfied and the approved NTE amount is not exceeded.

e. Personnel Substitutions The Construction Manager shall use the personnel identified in its proposal to the extent reasonably practicable. Any proposed substitution of key personnel shall be subject to District approval. Replacement personnel shall possess qualifications and experience equal to or greater than those of the personnel being replaced. The District shall not be required to pay a higher hourly rate solely because the Construction Manager substitutes personnel. Any higher rate must be approved in advance and in writing by the District.

f. Annual Rate Adjustments The hourly rates proposed shall remain firm for the period specified in the RFP and resulting Contract. Any permitted annual rate escalation shall be limited to the escalation expressly stated in the accepted Price Proposal or otherwise established in the Contract.

No rate increase shall become effective automatically unless expressly provided for in the Contract. Any adjustment requiring District approval must be approved in writing before the increased rate is invoiced.

g. Overtime and Premium Time The District shall not pay overtime, premium-time, weekend, holiday, or other enhanced billing rates unless such rates and the circumstances under which they apply are specifically approved in advance and in writing by the District. Unless otherwise approved, hours worked outside normal business hours shall be billed at the applicable contractual hourly rate without premium.

h. Additional Services Services outside the required scope shall constitute Additional Services only when the District determines that such services are outside the Construction Manager’s contractual responsibilities.

Before performing any proposed Additional Services, the Construction Manager shall submit a written request identifying:

the specific additional service required;

the reason the service is outside the contracted scope;

the personnel proposed to perform the service;

the estimated hours;

the applicable contractual hourly rates;

the total estimated additional cost; and any anticipated schedule impact.

No Additional Services shall be compensable unless authorized in advance and in writing by the District. The Construction Manager’s performance of services without prior written authorization shall not create an entitlement to additional compensation.

i. Extended Project Duration The Construction Manager’s Price Proposal shall be based upon the Project schedule and construction duration stated in the RFP or otherwise established for pricing purposes. An extension, delay, suspension, or modification of the Project schedule shall not automatically entitle the Construction Manager to additional compensation. If the Construction Manager believes an extended duration requires services beyond those included in its NTE Fee, it shall promptly provide written notice to the District describing the circumstances and anticipated financial impact.

Any request for additional compensation shall identify the additional personnel, hours, contractual rates, duration, total proposed cost, and measures taken to mitigate the additional cost. Additional compensation for extended-duration services shall require prior written District authorization.

j. Reimbursable Expenses Only expenses expressly identified as reimbursable in the Contract and approved by the District shall be separately reimbursable. Reimbursable expenses shall be charged at actual documented cost without markup unless a different arrangement is expressly approved in the Contract.

Ordinary costs of doing business shall not be reimbursable and shall be deemed included within the contractual hourly rates.

The Construction Manager shall provide receipts, invoices, or other documentation reasonably requested by the District to substantiate reimbursable expenses.

k. Subconsultants and Specialty Consultants No subconsultant or specialty consultant shall be engaged at additional cost to the District without prior written District authorization. The Construction Manager shall disclose the proposed billing basis and cost of any approved subconsultant. Unless otherwise expressly authorized, subconsultant costs shall be reimbursed at actual invoiced cost without additional markup by the Construction Manager. Services that reasonably should have been included within the Construction Manager’s proposed staffing, expertise, or required scope shall not become separately compensable merely because the Construction Manager elects to utilize a subconsultant.

l. Invoicing Requirements Invoices shall be submitted in a form acceptable to the District and shall provide sufficient detail to permit verification of the services performed and amounts charged.

At a minimum, each invoice shall identify:

• Project and applicable phase;

• billing period;

• employee name;

• personnel classification;

• contractual hourly rate;

• hours billed;

• description of services performed;

• current-period charges;

• authorized reimbursable expenses;

• cumulative amount previously billed;

• cumulative amount billed to date;

• applicable NTE amount; and

• remaining balance against the applicable NTE amount.

The District may require additional supporting documentation, including timesheets or activity reports.

m. Invoice Review and Disputed Charges

Payment of an invoice shall not constitute acceptance of any service, waiver of any contractual requirement, or acknowledgment that a charge was properly payable. The District may withhold or dispute charges that are unsupported, unauthorized, inconsistent with the Contract, incorrectly calculated, or otherwise subject to reasonable question. The Construction Manager shall promptly provide documentation or clarification requested by the District concerning an invoice.

n. No Payment for Correction of Construction Manager Errors The Construction Manager shall not be entitled to additional compensation for services required to correct its own errors, omissions, deficiencies, inadequate performance, or failure to properly perform services required by the Contract. Such corrective services shall be performed without additional cost to the District.

o. Cost and Schedule Management The Construction Manager acknowledges that cost control, schedule management, coordination, forecasting, and timely identification of potential Project impacts are material elements of the required Construction Management Services. The Construction Manager shall actively manage its staffing and services to perform the required scope efficiently and within the approved NTE amounts.The existence of an NTE amount shall not relieve the Construction Manager of its obligation to provide the full scope of required services.

p. Percentage of Construction Cost Any percentage of construction cost requested in the Price Proposal shall be used for evaluation, benchmarking, or comparison purposes only unless the Contract expressly provides otherwise.

Unless specifically stated in the Contract, compensation shall not automatically increase as a result of an increase in construction cost, including increases resulting from change orders, escalation, claims, additional contractor costs, or other increases in Project cost.

Likewise, the Construction Manager shall not be entitled to an additional fee solely because the final construction cost exceeds the amount assumed for proposal purposes.

q. Value-Added Services Any service identified by the Proposer as a value-added service provided at no additional cost shall be considered included within the Construction Manager’s compensation if incorporated into the Contract.

The Construction Manager shall not subsequently charge the District for such included value-added services.

Any optional value-added service involving additional compensation must be separately identified and shall not be performed without prior written District authorization.

r. Records and Audit The Construction Manager shall maintain complete and accurate records supporting all amounts invoiced, including personnel time, hourly rates, reimbursable expenses, subconsultant costs, and Additional Services.

Such records shall be maintained for the period required by the Contract and applicable law and shall be made available to the District or its authorized representatives for review and audit upon reasonable notice.

s. Fee Proposal Assumptions and Exceptions The Proposer shall clearly identify all assumptions, exclusions, qualifications, and exceptions upon which its Price Proposal is based.

Any cost, condition, exclusion, or qualification not clearly identified in the Price Proposal may not subsequently be relied upon as a basis for additional compensation. In the event of an inconsistency between the Proposer’s Price Proposal and the requirements of the RFP or resulting Contract, the District’s requirements and the executed Contract shall govern.

t. District Authorization For purposes of compensation, references to District “approval,” “authorization,” or “written authorization” mean approval by a District representative having authority to authorize the applicable expenditure or contractual modification.

Direction from a consultant, architect, contractor, employee, or other individual who lacks such authority shall not constitute authorization for additional compensation.

u. No Guarantee of Hours or Expenditures The hourly quantities, staffing assumptions, construction costs, schedules, and other quantities provided for proposal evaluation are estimates unless expressly stated otherwise. The District makes no guarantee that any minimum number of hours will be utilized or that the entire NTE amount will be expended. The District’s financial obligation shall be limited to authorized services actually performed and accepted in accordance with the Contract.

v. Fee Structure Acknowledgment By submitting its Price Proposal, the Proposer acknowledges that:

1. its hourly rates are fully burdened except for expressly permitted reimbursable expenses;

2. its proposed staffing and estimated hours are sufficient to perform the required scope based upon the stated assumptions;

3. the NTE Fee represents the maximum compensation for the required services absent prior written authorization for an adjustment;

4. no increase in construction cost automatically increases the Construction Manager’s compensation;

5. Additional Services require prior written District authorization;

6. schedule extensions do not automatically create an entitlement to additional compensation; and

7. the Proposer has included all costs necessary to perform the required Construction Management Services except those specifically identified as excluded or separately reimbursable.

8. Litigation, Regulatory Issues and Conflicts of Interest Provide a description of any regulatory action taken against the Firm within the last five

(5) years by a regulatory agency, such as the Internal Revenue Service, New York State Department of Labor, or New York State Education Department.

Provide a statement verifying that there are no conflicts of interest between the Firm, the District, and the District’s Architect and known Contractors. Identify any litigation brought against the Firm during the past five (5) years. Explain any pending litigation and any financial impact on your Firm as a result of any pending litigation.

Provide an affirmation by the Firm that it will not delegate or subcontract its responsibilities under any agreement with the District, without the express written permission of the District.

VII. Scope of Work

The scope of services that the Construction Management Firm will provide during pre-construction, construction, and post-construction phases of any District project shall include, but not be limited to the provisions included in the Sample Agreement attached to this RFP as well as the following scope of services:

1. General Responsibilities:

Provide sufficient organization and experienced personnel and management to carry out the requirements of the resultant agreement.

Coordinate the activities of the Construction Manager, Architect and Contractors, as well as coordination of the construction activities of the Contractors with one another. The District shall have the right to interview, check references for, review the resumes of, and approve all of the Construction Manager’s personnel who will be working on-site. The District reserves the right to request the removal of any of the Construction Manager’s personnel.

All Firm employees assigned pursuant to the terms of this RFP are required to present a picture ID before entering a school building, subject to background check and should wear a visible form of identification while conducting business at all times on school property.

Attend and actively participate in monthly Facilities Committee meetings and any other meetings requested by the District.

2. Pre-construction and Bidding Phase Consult with the District and its Design Firm regarding the project program, budget, timetable and advisability of various bidding options and timing of construction.

Prepare an independent estimate of the Project costs inclusive of the contingencies based on the construction documents prepared by the District’s Architect/Engineer. Reconcile all estimates.

Review construction documents and offer recommendations on construction and logistics prior to establishing bid date.

Develop construction-phasing schedule to be included in contract documents.

Prepare a schedule that incorporates tasks of the entire team during the design phase and the construction phase.

Review all available procurement options for the District’s projects and/or any component of any project.

In consultation with the District’s Architect, develop a project master schedule that establishes duration and responsibility for all major activities during all phases of the project. The project master schedule must incorporate the Construction Manager’s services, the Architect’s services, Contractor’s responsibilities and the District’s responsibilities with regard to anticipated design and construction.

Monitor the project master schedule and report to the District and Architect, the progress during the pre-bid phase and bidding phases, notify the District and the Architect of any delays or problems and recommend any corrective action necessary to meet the time requirements for the project(s).

During the completion by the Architect of the construction documents, update the project master schedule so as to develop a detailed construction schedule for inclusion in the bidding documents to be made available to bidders on the project(s).

Establish and maintain an accurate and up-to-date construction cost accounting system.

Prepare and reconcile detailed cost estimates at various intervals of the project(s) beginning at the completion of the schematic design through completion of construction documents.

Assist the Design Firm with local labor market conditions and availability of construction materials as they affect design choices and construction costs.

Undertake value engineering studies of alternative systems, with respect to manufacturers and vendors of items with long lead times, to obtain the most economic benefit from a cost standpoint while maintaining the District’s functional and program requirements.

Assist the Design Firm in developing a multiple prime bid strategy(ies).

Review the bid packages as prepared by the architect/engineer for each trade including scope definition, terms and conditions, insurance and bonding requirements. Conduct pre-bid conferences, solicit local bidder interest for this project and maximize competition to achieve the best bidding results for the District.

Review and evaluate all applicable procurement options.

Assist the District and Design Firm in evaluating the responsiveness and completeness of construction bids and proposals received.

Review and make written recommendations to award contracts to successful bidders.

3. Construction Phase and Closeout Establish and maintain an on-site office in office space provided by the

District, if such space is available as determined by the District.

Provide Construction Project Manager(s) to oversee and coordinate contractors, to expedite their work and maintain quality control and conformance to the Contract Documents. The construction inspection services shall be thorough, examining all construction work for conformance to the design plans and specifications, performed on a daily basis for all trades and for each construction project.

The Construction Project Manager(s) shall review and fully comprehend the scope of work outlined in the contract bid documents, drawings and specifications. Copies of the Contract Bid Documents shall be maintained at the site and be made available for referencing by the Design Firm and District and be used by the Construction Management Team. The Construction Project Manager shall prepare and maintain a current master record copy of drawings showing all changes to the contract drawings. The Construction Manager shall be familiar with broad disciplines and experience in projects being managed.

The Construction Management Firm will provide personnel and expertise required for the administration of contracts, tracking and negotiation of change orders. Provide cost estimating review of Contractor Change Orders.

Construction Management Firm will monitor and administer the construction work in progress; coordinate activities, schedules and work of multiple prime contractors at multiple sites; operate monthly requisition and payment processes and maintain accounts; handle inquiries; keep records;

report on schedule progress and estimate completion costs and completion dates; prepare punch lists; administer completion and hand over process;

and administer as-builts, warranties, guarantees, etc. for acceptance.

A Construction Project Manager must be on-site at all times when any work associated with the project(s) is occurring, including nights, weekends, and/or holidays.

Assist in coordination of activities of the utility companies and regulatory agencies. Coordinate all utility interruptions with the District.

Oversee and schedule the testing services and other services retained for the project(s).

Assist the District in expediting the submission of all submittals and shop drawings to be reviewed by the Design Firm for conformance with the contract documents; maintain accurate records of accepted shop drawings and submittals.

Develop and manage a logistics plan defining site access, materials and equipment staging and mobilization and partitioning of construction activities from school activities.

Solicit, review and approve contractor construction schedules.

Develop and maintain a master construction schedule inclusive of milestones and a critical path.

Monitor construction schedules and initiate corrective actions with contractors to remain on schedule. Attend coordination meetings amongst the prime contractors, in addition to review and guide recovery schedule as needed.

Perform daily on-site inspections and supervision of all work in process including second shift, holiday and weekend work.

Ensure that contractors follow all laws, statutes, codes and regulations during construction and maintain required exit pathways.

Coordinate all deliveries to designated on-site materials holding areas.

Coordinate all contractor activities.

Act as liaison between contractors and the District and their designated representatives.

Review contractor safety procedures on an on-going basis.

Review contractor change requests and proposals and make recommendations to the Facilities Committee, Board of Education and Design Firm. Provide independent estimates of same.

Provide Construction Cost Accounting to District and Design Firm.

Log and monitor all requests for information (RFIs).

Maintain a daily log of activities on the jobsite including contractor participation and interactions with regulatory representatives.

Review contractor payment applications with progress verification.

Log and maintain all project samples on site.

Notify Design Firm in advance of required construction and testing observations to be witnessed by Design Firm.

Coordinate and chair required contractor site meetings, prepare and distribute meeting minutes.

Coordinate and chair bi-weekly progress meetings and distribute meeting minutes.

Prepare and present progress reports to the District’s Facilities Committee and Board of Education as requested in a format agreed to by both parties.

Maintain documentation and photographs of project progress.

Maintain a file of all project documentation to be given to District at project completion.

Coordinate building occupancies and construction phasing to comply with the needs of the Board of Education.

Continue progress evaluation, determine effects on project schedule and take appropriate action to adjust the work as required to maintain the accepted schedule.

At a minimum, conduct bi-weekly and specially scheduled job meetings involving the project team; keep and distribute accurate minutes of meetings.

Maintain a daily log of significant events, visitors and occurrences at the job site; maintain record drawings, photographs, etc.

Review Proposed Change Orders and negotiate with contractor prior to presenting to District.

Review preliminary (“pencil”) and final requests for payments from contractors and suppliers, certify them, and forward them to the Design Firm with comments. Ensure all back up and supporting documents are appendix to payment application.

Assist in establishing and maintaining good relations with the surrounding community as requested by the District and implement reasonable methods to control dust, noise, lighting, odor, etc. as required by the contract specifications and/or applicable law, codes, rules, regulations and ordinances.

Monitor on site conditions to ensure the Contractor maintains site security, a clean and safe construction environment, temporary protection and temporary support systems to prevent injuries, damage to property and loss of life.

Collect, organize, review and approve for delivery to the District all operating manuals, equipment lists and maintenance manuals required by the contract documents.

Coordinate punch list inspections and execution of punch list items.

Assist District personnel in assuming operation of all systems, including scheduling of instructional (training) sessions by the contractor as required in contract documents.

On site Construction Manager personnel shall comply with and enforce OSHA guidelines and recommend practices.

Ensure proper documentation, included release of liens, waiver of liens and prevailing wage rate certificates are provided by the Contractors and their subcontractors.

VIII. Criteria for Selection

RFPs will be evaluated using the following criteria:

1. Qualifications

2. Fees

3. Experience

4. Ability to implement the District’s projects promptly

5. Demonstrated knowledge of NYS Education Department project application and approval process, NYS Education Department Office of Facilities Planning Forms, Green Building Design and New York State Education Department CHPS, New York State Education Department Change Order Process, Application and Certificate for Payment procedures (AIA Document G702CMa)

6. Geographic Proximity to District

7. Insurance

8. Pending Litigation and Insurance Claims

9. References

IX. Rights

The Board of Education reserves the right to:

1. Request Firms submitting proposals to make oral presentations and attend interviews as part of the evaluation process.

2. Request additional information or clarification from any Firm that submitted a valid proposal.

3. Reject staff assigned who the District believes does not have the appropriate experience or qualifications to fulfil the responsibilities and scope of services requested.

4. Select the most responsible proposer that meets the District’s needs.

X. Independent Contractor and Obligations Under the Law

The Firm will warrant and represent that it and its employees shall be independent contractors and not employees of the District. The Firm, in accordance with its status as an independent contractor, covenants and agrees that it will conduct itself consistent with such status, that it will neither hold itself out nor its’ employees out as, nor claim to be, an officer or employee of the District by reason hereof, and that neither it nor its employees will, by reason hereof, make any claim, demand or application to, or for any right or privilege applicable to an officer or employee of the District, including but not limited to, the application of the Fair Labor Standards Act provisions related to minimum wage and overtime payment, the Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, the New York State Revenue and Taxation Act, the New York State Workers’ Compensation Law, and the New York State Unemployment Insurance Law. The District shall not be liable for any obligations incurred by the Firm, if any, including, but not limited to, unpaid minimum wages and/or overtime premiums.

The Firm agrees that, during the performance of the work required pursuant to this RFP, it and all its employees working under the Firm’s direction shall strictly comply with all local, state, or federal laws, ordinances, codes, rules or regulations controlling or limiting in any way, its actions during such performance of the work required by this RFP, including but not limited to the General Business Law, Labor Law, New York State Department of State Rules and Regulations and all local, state and federal health, safety and civil rights laws. Furthermore, each and every provision of law and clause required by law to be inserted in the agreement between the District and the successful proposer shall be deemed to be inserted herein and the agreement shall be read and enforced as though it were included therein. If, through mistake or otherwise, any such provision is not inserted, then upon the application of either party the agreement shall be forthwith physically amended to make such insertion or correction.

XI. Insurance

The Construction Manager shall provide Worker’s Compensation, automobile, comprehensive general liability and professional liability (Errors and Omission) insurance in amounts set forth herein. All policies shall be in a form, with a deductible, and with a carrier reasonably acceptable to the District. Promptly upon signing the construction management services agreement, and thereafter as necessary or requested, the Construction Manager shall provide the District with proof of the required insurance coverages. Simultaneously with the execution of this Agreement, Construction Manager shall deliver insurance policies and certificates to District which will provide at least a 30-day notice of cancellation or amendment.

Required Insurance:

1. Minimum Required Insurance:

a. Commercial General Liability Insurance $1,000,000 per Occurrence/ $2,000,000 Aggregate with coverage for sexual misconduct $2,000,000 Products and Completed Operations $1,000,000 Personal and Advertising Injury $100,000 Fire Damage $10,000 Medical Expense

b. Automobile Liability

$1,000,000 combined single limit for owned, hired, borrowed and non-owned motor vehicles.

c. Workers' Compensation and NYS Disability Insurance

Statutory Workers' Compensation (C-105.2 or U-26.3); and NYS Disability Insurance (DB- 120.1) for all employees. Proof of coverage must be on the approved specific form, as required by the New York State Workers' Compensation Board. ACORD certificates are not acceptable. A person seeking an exemption must file a CE-200 Form with the state. The form can be completed and submitted directly to the WC Board online.

d. Professional Errors and Omissions Insurance

$2,000,000 per occurrence/$2,000,000 aggregate for the professional acts of the construction management firm performed under the contract for the District.

If written on a “claims-made” basis, the effective date must pre-date the inception of the contract or agreement. Coverage shall remain in effect for three (3) years following the completion of work.

e. Umbrella/Excess Insurance

$3,000,000 each Occurrence and Aggregate. Umbrella/Excess coverage shall be on a follow-form basis or provide broader coverage over the required Auto Liability (where applicable), General Liability and Professional Liability coverages.

2. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the construction management firm hereby agrees to effectuate the naming of the District as an additional insured on the firm’s insurance policies, except for workers' compensation and N.Y. State Disability insurance. The policy(ies) naming the District as an additional insured shall:

a. be insurance policy(ies) from an A.M. Best A- rated or better insurer, licensed and admitted to conduct business in New York State.

b. State that the organization's coverage shall be primary and non-contributory coverage for the District, its Board, employees and volunteers with a waiver of subrogation in favor of the District for all coverages including workers compensation.

c. Additional insured status for General Liability coverage shall be provided by standard or other endorsements that extend coverage to the District (CG 20 26) or equivalent. A completed copy of the endorsements must be attached to the Certificate of Insurance to include General Liability, Auto Liability (where applicable) and Umbrella/Excess coverages.

d. The certificate of insurance must describe the services provided by the

Construction Management Firm that are covered by the liability policies.

e. At the District's request, the Construction Management Firm shall provide a copy of the declaration page of the liability and umbrella/excess policies with a list of endorsements and forms. If requested, the Firm will provide a copy of the policy endorsements and forms.

3. The Construction Manager agrees to indemnify the District for applicable deductibles and self-insured retentions.

4. The Construction Manager acknowledges that failure to obtain such insurance on behalf of the District constitutes a material breach of contract and subjects it to liability for damages, indemnification and all legal remedies available to the District. The Construction Manager is to provide the District with a certificate of insurance, evidencing the above requirements have been met, prior to the provision of services. The failure of the District to object to the contents of the certificate or the absence of same shall not be deemed a waiver of any rights held by the District.

XII. Questions

All questions regarding this Request for Proposals MUST be emailed to Meilisa Arlt, Purchasing Agent at marlt@nredlearn.org. All questions must include the name of the Firm and be submitted no later than August 21, 2026. Questions received after this time may not be addressed. Each question received will be reviewed and an appropriate amendment will be issued to all interested Firms. There will be no individual response to Firms.

APPENDIX I. CONSTRUCTION MANAGER INFORMATION FORM

Name of firm, address, and contact information for your firm’s main office:

Firm:

Address:

City, State, Zip:

Telephone: ___________________________________Fax:

Email Address:

Name, title, address, and contact information for the firm’s officer responsible to the District for all the work to be provided under this RFP:

Name/Title:

Address:

City, State, Zip:

Telephone: ___________________________________Fax:

Email Address:

Please check the appropriate box to identify the legal entity making this proposal.

( ) Corporation ( ) Partnership ( ) Individual ( ) Joint Venture

If a Joint Venture, identify other firm(s) in association.

Firm/Contact:

Address:

City, State, Zip:

Telephone: ___________________________________Fax:

Email Address:

If yes to any of the following questions, please attach a separate sheet of explanations; state the project(s), date, owner and reason.

Has your firm or joint venture failed to accept a contract or to complete a contract awarded to you?

( ) Yes ( ) No

Has your firm or joint venture under another or previous name failed to accept a contract or to complete a contract awarded to you? ( ) Yes ( ) No

Has your firm or joint venture had a contract terminated or been given written notice or demand incident to a proposed contract termination? ( ) Yes ( ) No

State the name, agent’s name, address, telephone number of your current bonding company(s) and identify any other sureties used by your firm during the past five (5) years.

Company Name _______________________________________________________ Agent Name _______________________________________________________

Address _______________________________________________________ City, State, Zip _______________________________________________________ Telephone ___________________________________Fax_________________

APPENDIX II. SCHEDULE OF FEES

The Proposer shall provide its proposed compensation for Construction Management Services using the format below. The District intends to evaluate both the reasonableness of the proposed hourly rates and the overall cost of the proposed staffing plan. Please provide subtotal/total at the end of each section.

The Proposer shall include all costs necessary to perform the required services except those reimbursable expenses expressly identified and approved by the District.

1. Hourly Rate Schedule

Provide fully burdened hourly billing rates for all personnel classifications that may be assigned to the District.

Personnel Classification Proposed Hourly Rate

Principal / Executive-in-Charge $________

Project Executive $________

Senior Project Manager $________

Project Manager $________

Assistant Project Manager $________

Construction Manager / Superintendent $________

Project Engineer $________

Scheduler $________

Cost Estimator $________

MEP Specialist $________

Commissioning / Closeout Support $________

Administrative / Project Controls $________

Other: __________________ $________

Hourly rates shall be fully burdened and shall include salary, benefits, payroll costs, overhead, profit, ordinary office expenses, administrative costs, and all other costs associated with providing the personnel, except for reimbursable expenses specifically permitted by the Contract.

The Proposer shall identify any proposed annual escalation in hourly rates. No escalation shall be permitted unless expressly provided for in the resulting agreement.

Proposed annual escalation, if any: ________%

2. Proposed Staffing and Estimated Hours

The…