Center of Government RFQ - FINAL DRAFT.pdf

TOMPKINS COUNTY, NEW YORK

REQUEST FOR QUALIFICATIONS

Tompkins County

Center of Government Project

June 7, 2024

NOTE: PROPOSAL SIGN OFF SHEET AND REQUIRED QUANTITY OF ALL DOCUMENTS MUST BE

INCLUDED WITH RESPONSE FOR SUBMITTAL CONSIDERATION

Center of Government Project

TABLE OF CONTENTS

DESCRIPTION PAGE

1.0 PROJECT ANNOUNCEMENT 2

2.0 INTERFACE DOCUMENT 3

3.0 INSTRUCTIONS TO RESPONDENTS 4

4.0 REASONS FOR DISQUALIFICATION 7

5.0 SCOPE OF SERVICES 8

6.0 PROPOSED PROJECT SCHEDULE 11

7.0 REQUIRED INFORMATION AND FORMAT 12

8.0 SELECTION CRITERIA 15

9.0 SELECTION PROCESS 16

10.0 GENERAL TERMS AND CONDITIONS 17

Proposal Cover / Sign Off & Addendum Receipt Acknowledgment ................ Attachment 1

Tompkins County Insurance Requirements & Indemnification Clause ............ Attachment 2

Tompkins County Standard Insurance Certificate .......................................... Attachment 3

Insurance Binder ...........................................................................................Attachment 4

Non-Collusive Certificate .................................................................................. Attachment 5

Anti-Discrimination Clause ............................................................................... Attachment 6

MWBE, DBE, & SDVOB Requirements & Certification ................................ Attachment 7

Iranian Energy Sector Divestment Certification ............................................ Attachment 8

Respondent’s Statement on Sexual Harassment ......................................... Attachment 9

Contractor’s Representation - Livable Wage Policy ...................................... Attachment 10

Vendor Responsibility Questionnaire & Certification ..................................... Attachment 11

Workforce Diversity and Inclusion Acceptance ............................................. Attachment 12

Certification Form ........................................................................................ Attachment 13

Tompkins County Business Demographic Survey ........................................ Attachment 14

Declination of Response Form ..................................................................... Attachment 15

Downtown Center of Government Project

1.0 PROJECT ANNOUNCEMENT

1.1 NOTICE IS HEREBY GIVEN that qualifications for Professional Consulting and Architectural Design Services for the Tompkins County Center of Government Project, will be received until 2:00 PM local time on Tuesday, July 9, 2024.

1.2 The Request For Qualifications (RFQ) package is available upon registration at the following website: www.tompkinscountyny.gov/purchase.

1.3 Responses to this RFQ and any other required documents shall be submitted online through the Tompkins County website at: www.tompkinscountyny.gov/purchase and selecting ‘Open Solicitations’. This will take you to BidNetDirect where the RFQ information is posted for the public. Respondents who do not have, or cannot obtain, internet access must contact the Purchasing Division via email (preferred), purchase@tompkins-co.org or by telephone, (607) 274-5500 for further instructions.

1.4 RFQ response shall be uploaded and responded to no later than the date and time indicated above.

1.5 Additionally, the RFQ may be examined at the Tompkins County Facilities Department, 170 Bostwick Road, Ithaca, NY 14850.

1.6 Tompkins County reserves the right to award the contract to the respondent who submits the proposal that proves to be in the best interest of the County. The County has the sole discretion and reserves the right to waive any informalities, cancel this request, reject any and all submittals in whole or in part, to disregard all non-conforming, non-responsive or conditional proposals, and to negotiate with any respondent to this RFQ, if it is deemed to be in the best interest of the County to do so.

*NOTE: If you experience difficulty submitting your proposal, contact the Purchasing Division via email (preferred), purchase@tompkins-co.org or by telephone, (607) 274-5500.

If you do not receive a response from the Purchasing Division, you may contact the Finance Team (607) 274-5544.

Ms. Joyce Burk Department of Finance http://www.tompkinscountyny.gov/purchase mailto:purchase@tompkins-co.org

TOMPKINS COUNTY, NEW YORK REQUEST FOR QUALIFICATIONS

Professional Consulting and Architectural Design Services

Tompkins County Center of Government Project

2.0 INTERFACE DOCUMENT

2.1 Project Manager:

Arel LeMaro ...................................................................... (607) 274-0355 Director of Facilities ........................................................... (607) 274-0358 FAX Tompkins County Facilities Department 170 Bostwick Road Ithaca, New York 14850

2.2 Purchasing

Joyce Burk ....................................................................... (607) 274-5501 Purchasing Manager ........................................................ (607) 274-5505 FAX Tompkins County Finance Department 125 East Court Street Ithaca, New York 14850

3.0 INSTRUCTIONS TO RESPONDENTS

3.1 Interested parties, including Minority and Women-Owned Business Enterprises (MWBE), Disadvantaged Business Enterprises (DBE), and Service-Disabled Veteran-Owned Businesses (SDVOB), may obtain additional sets of the Request for Qualifications (RFQ) from the Tompkins County Finance Department. Address appears in Section 1 - Project Announcement.

3.2 Bidder/Proposer/Respondent are used interchangeably in this document and refer to a person or organization making a formal response to this RFQ.

3.3 All future references to Firms and/or Respondents in this RFQ document is understood to include Minority and Women-Owned Business Enterprises (MWBE), Disadvantaged Business Enterprises (DBE), and Service-Disabled Veteran-Owned Businesses

(SDVOB).

3.4 Tompkins County is committed to fostering an inclusive procurement process that encourages the participation of Minority and Women-Owned Business Enterprises (MWBE), Disadvantaged Business Enterprises (DBE), and Service-Disabled Veteran- Owned Businesses (SDVOB). Qualified MWBE, DBE, and SDVOB firms are strongly encouraged to submit their qualifications for consideration. MWBE, DBE, and SDVOB firms are encouraged to complete the Business Demographic Survey (Attachment 14).

3.5 Firms shall have no contact related to this project with elected officials or County employees other than as directed herein, during this RFQ process. Any such contact will subject the firm to immediate disqualification for consideration for this project.

3.6 Respondents shall submit, online, ONE ELECTRONIC ORIGINAL (Word or PDF format) qualification package with all required submission forms bearing original signatures. TEN

(10) HARD COPIES shall be mailed within 5 days of original online submittal.

3.7 All responses submitted to Tompkins County become the property of Tompkins County and are subject to Public Information Policy.

3.8 Any and all confidential materials, such as a firm’s financial status, if required in the RFQ, shall be submitted in a separate envelope, with the envelope clearly marked with the word “CONFIDENTIAL” on the outside. All confidential materials submitted shall be clearly marked on the top of each page as CONFIDENTIAL. All other materials submitted in response to the specifications and requirements contained herein shall be considered non-confidential.

3.9 Respondents shall execute the Insurance Binder, Non-Collusive Certificate and Anti- Discrimination Clause, which are enclosed.

3.10 The enclosed Tompkins County Insurance Certificate shall be filled out in its entirety and submitted as part of this proposal. No other Certificate of Insurance will be accepted.

Any submittals lacking an executed Certificate of Insurance, in amounts outlined in the hold-harmless clause, may be considered as incomplete and non-responsive.

3.11 Respondents shall submit the Vendor Responsibility Questionnaire, which is enclosed, as part of their proposal.

3.12 All respondents must comply with the Tompkins County Workforce Diversity and Inclusion terms and conditions, which are enclosed, and are encouraged to include an outline of their diversity policy in their proposal response.

3.13 Respondent agrees to comply with the County’s Compliance Plan regarding Federal and

State fraud and abuse laws; the Compliance Plan can be reviewed at www.tompkins-co.org or a copy can be obtained from Tompkins County Administration, 125 East Court Street, Ithaca, NY 14850.

3.14 Any deviations to the RFQ are to be so noted and fully explained. Deviations will be analyzed and, if deemed to be in the best interests of the County, specification requirements may be waived.

3.15 It shall be the responsibility of each Respondent to call to the attention of the County any apparent discrepancy in the RFQ or any question of interpretation thereof. Failure to do so constitutes acceptance as written.

3.16 Questions or clarifications regarding any portion of the RFQ must be submitted by posting them on the Q&A tab found in the solicitation (via BidNetDirect.com) or in writing to the email address provided in Section 1.0, no later than 7 days prior to the RFQ due date, before 5 PM on July 2, 2024. Answers will be posted on BidNetDirect.com as questions are received, but no later than five (5) days prior to the Proposal due date.

3.17 The County reserves the right to revise or amend the requirements of the RFQ prior to the due date by written addenda, ensuring transparency and equity throughout the process. It is the respondent’s responsibility to ascertain whether any addenda have been issued prior to submitting their proposal.

3.18 The County will be bound only to responses given by formal written Addenda.

3.19 Tompkins County may make such investigations as it deems necessary to determine the ability of the Respondent to provide the services described within the RFQ. The Respondent shall furnish to the County all such information and data for this purpose as may be requested within five (5) days of such request.

3.20 No Respondent may withdraw its submittal within forty-five (45) days after the actual date of the opening thereof.

3.21 The County reserves the right to reject any or all submittals, to negotiate with any qualified sources or to alter the scope of services to ensure inclusivity and fairness in the procurement process.

3.22 No charges will be allowed for federal, state, municipal sales, and excise taxes from which the County is exempt. Exemption certificates, if required, will be forwarded to promote equitable financial practices.

3.23 Respondents shall be notified in writing of their status at the time of consultant selection ensuring transparency and accountability in the selection process.

3.24 There is a policy of “No Smoking in any County Building or County Vehicle”. The successful Respondent shall ensure compliance with this policy by all personnel in their employ, promoting a healthy and inclusive work environment.

3.25 Responses lacking any of the submittals required in this RFQ may be considered as incomplete and non-responsive, ensuring all submissions meet the necessary criteria for evaluation.

3.26 This invitation to respond does not commit the County to award a contract, nor shall the

County be responsible for any cost or expense that may be incurred by the respondent in preparing and submitting their response or any cost incurred prior to the execution of a contract.

3.27 Should it become necessary for the County to cancel a project after the order to proceed has been issued, the County will only be liable for, and the respondent agrees, to only assess those financial damages that it can prove to have incurred as a result of the contract cancellation.

3.28 Qualifications shall be evaluated on the basis of the selection criteria. A contract will be negotiated with and awarded to the Respondent that possesses qualifications which appear to be in the best interests of the County, ensuring fair consideration for all participants.

3.29 Respondent must be located within 200 miles of the city of Ithaca in Tompkins County, New York.

3.30 The Respondent selected for the design project shall be barred from bidding on the construction or supply and installation of the designed project to avoid conflict of interest, ensuring fairness and integrity in the procurement process.

3.31 The selected Respondent shall be required to sign a Tompkins County Contract for implementation of the work of this project. Tompkins County will not sign any company’s service contract, or any other form of agreement. Tompkins County reserves the right to extract certain language from a company’s agreement and incorporate it into a Tompkins County contract, if mutually agreeable to both parties, ensuring clarity and accountability in the contracting process.

3.32 The apparent silence of the RFQ as to any details or the omission from it of a detailed description concerning any point shall be interpreted as meaning that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be used, specified or accepted, ensuring quality and integrity in project execution.

3.33 The respondent shall not re-assign any portion of the any contract that results from this solicitation without the express written consent of the County.

4.0 REASONS FOR DISQUALIFICATION

4.1 The County reserves the right to refuse to award a contract to a prospective consultant should such be in default for any of the following reasons:

(a) Failure to comply with any pre-qualification regulations of the County, if such regulations were cited, or otherwise included in the RFQ Documents as a requirement for responding to the RFQ.

(b) Respondent’s failure to pay, or satisfactorily settle, all bills due for labor and materials on former contracts in force (with the Owner) at the time the County issues RFQ Documents to a prospective respondent.

(c) Respondent’s default under previous contracts with the County.

(d) Respondent’s unsatisfactory work on previous contracts with the County.

4.2 Proposals received from Respondents who have previously failed to complete contracts within the time required may be rejected. A proposal may be rejected if the Respondent cannot show that it has the necessary ability to commence the work at the time prescribed and thereafter to perform and complete the work at the rate or time specified. A Respondent may be rejected if the they are already obligated for the performance of other work which would delay the commencement, performance, or completion of the work if the Respondent is not able to demonstrate the ability to fulfill the requirements of the proposal in a manner agreed upon by the County and the Respondent.

4.3 Tompkins County reserves the right to reject any proposal if the information submitted by, or investigation of, such Respondent fails to satisfy the County that such Respondent is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

5.0 SCOPE OF SERVICES

5.1 STATEMENT OF PROJECT

Tompkins County is seeking to solicit interest and credentials from qualified consultants to provide consulting and architectural design services for a new Center of Government building to be located at 300 & 308 North Tioga Street and 128 East Buffalo Street, Ithaca, NY, and the renovation of two adjacent buildings (Old Jail and Daniel D. Tompkins Building) to be started once the new Center of Government building is occupied.

The project is based on a study completed in 2021 for Tompkins County by HOLT Architects, P.C. and subsequently updated by HOLT in 2022 and 2023. The selected consultant team will be provided with the study. The Center of Government Project will combine and consolidate programs currently occupying five county-owned buildings (Old Jail, Daniel D. Tompkins Building, Annex Building C, Main Courthouse, and Human Services Annex) and five leased spaces (Office of Human Rights, Assigned Counsel, Workforce NY/DOL, Workforce Development Board, and Board of Elections Training & Storage Center) into one new central building and two existing adjacent buildings in the downtown campus. By centralizing operations, the project seeks to enhance accessibility and efficiency for both county employees and the community it serves.

Potential County departments considered to occupy the new Center of Government building include Assessment, Board of Elections and election machine storage, County Administration, County Attorney, County Clerk, District Attorney, Finance, Human Resources, Information Technology Services, Office for the Aging, Office of Human Rights, Veterans Services and Workforce Development/Department of Labor.

The remaining County departments not relocated to the new building (i.e., Legislature Office, Planning & Sustainability, Assigned Counsel, and Ithaca-Tompkins County Transportation Council) will continue to be located in, or will be relocated to, two existing adjacent County buildings (Old Jail, Daniel D. Tompkins Building) with minor/moderate renovations to accommodate them.

The space program for the new Center of Government building is anticipated to total approximately 55,000 gross square feet. The space program for renovation in the respective existing County buildings is:

Old Jail 6,000 net square feet Daniel D. Tompkins Bldg. 3,000 net square feet

The proposed budget for design and construction (new and renovation) is approximately $30,000,000 - $35,000,000.

The identified County site is in the locally and nationally designated DeWitt Park Historic District. The extant buildings expected to be deconstructed are non-contributing structures and were not built during the period of significance (1820-1930) of the existing historic district. However, both buildings are over 50 years old and have not been evaluated for their own historical significance. Additionally, several adjacent and nearby structures have notable historic significance and are contributing structures within the existing district and should be considered in the design and construction of the new Center of Government Building. The site is prominently located at the edge of the central core of Downtown Ithaca and shares its locale with many social, religious, commercial, government, and cultural buildings and sites. The site also sits adjacent to DeWitt Park.

The selected consultant should have demonstrated experience in the design of new buildings and renovation of existing buildings in historic districts and historic contexts, including strong experience with local and national guidelines for such. Consultation with local resources (Historic Ithaca, Ithaca Landmarks Preservation Commission, etc.) and, if necessary, the State Historic Preservation Office is expected.

It is the goal of Tompkins County to reduce its carbon footprint and the environmental impact of its activities. If the Consultant team participates in any sustainable practices, such as, but not limited to, district heating, geothermal systems, alternative fuels, recyclable materials, adaptive reuse, or sustainable features at its own facilities, please include them for consideration in the overall mission of the project.

Tompkins County’s minimum target level for sustainability is LEED Gold equivalent in meeting with its newly revised Green Building Policy. However, the County has expressed a desire to target net zero emissions achievement for the Center of Government Building.

The County is undertaking a parallel project study for district geothermal heating & cooling of the affected buildings in the downtown campus. The consultant project team will interface with this study as it is developed.

Primary Goals of the Project

• Improve citizen and visitor access to Tompkins County governmental services.

• Provide equitable space for County staff in accordance with County Space

Standards.

• Capture operational and space efficiencies in a combined and consolidated, purpose-built central facility.

• Allow for the provision of currently leased space into a County-owned facility.

• Plan for departmental growth and future flexibility in size and configuration.

• Enhance the County’s role as a destination for users of its unique services and resources.

• Create new opportunities for collaboration and cooperation between and amongst local organizations, citizens, visitors.

• Provide for safety of government workers and visitors.

• Improve user experience for those arriving via several intermodal methods of transportation.

• Meld the facility into the context of the district to take advantage of the historic aspects of the neighborhood.

• Demonstrate the County’s leadership in environmental sustainability practices including adherence to the County’s Green Building Policy.

• Explore opportunities and consider input from community stakeholders regarding best practices for the building removal process that may involve a range of methods including demolition with salvage, deconstruction and/or the adaptive reuse of building structures or elements of existing buildings located on the site for the Center of Government building.

• Enhance facility and operational resilience in the anticipation of adverse climate-related events, particularly flooding .

• Provide easy access and dedicated parking for members of the public needing to access services.

https://www.tompkinscountyny.gov/files2/ctyadmin/policy/documents/Policy_09-47_Green_Building_Construction_Renovation_FINAL_POSTED.pdf

• Support and promote the Downtown as an attractive, walkable destination for governmental, commercial, social and cultural activities.

• Create a campus environment with existing adjacent County facilities (Main

Courthouse, Old Jail, Daniel D. Tompkins Bldg.) located on the same block.

The selected consultant should have experience in the design of municipal government facilities, office and specialized department programs, space needs analysis, building systems life-cycle cost analysis, and project budgets of similar scopes.

5.2 PURPOSE

Through the Request for Qualifications process, the County intends to review the qualifications of interested firms that demonstrate a commitment to diversity, equity, and inclusion in their workforce and project approach, including the engagement of MWBE, DBE, and SDVOB partners. The County will then select one (1) firm to begin negotiations.

These negotiations will lead to a formal proposal submitted by the selected firm and forwarded to the Downtown Facility Special Committee for consideration. Once the proposal is accepted by the Committee it will go to the Tompkins County Legislature for approval. (Refer to Section 8.0 for a full explanation of the selection process)

5.3 SCOPE OF WORK

The selected consultant will be expected to provide the following services:

• Site analysis and design, including site civil utilities, grading and drainage, landscape design;

• Environmental review and permitting (a Phase 1 review and a SEQR review document have been completed, but no formal consultation regarding historic resources has been initiated);

• Program verification;

• Regulated building materials survey and abatement design services for the existing buildings to be deconstructed;

• Building Code, including accessibility, and Energy Code analysis;

• Architectural design: conceptual/schematic, design development, construction contract documents;

• Structural, MEP/FP (including AV/IT, security) design;

• LEED Certification guidance and assistance;

• Explanatory and graphic promotional and educational materials for the public and decision-makers;

• Leading public information and engagement sessions, and presentations to public bodies;

• Providing opportunities for meaningful participation from all community members, including those from diverse backgrounds and communities.

• Identifying potential funding opportunities, including state, federal, private, and public funding resources and generating the materials necessary to procure additional funding through identified funding or resource opportunities.

• Cost estimating;

• Furniture selection;

• Signage design;

• Bid documents and Bid Administration;

• Enhanced Construction Administration;

• Project closeout.

6.0 PROPOSED PROJECT SCHEDULE

(Actual Design Schedule will be developed in conjunction with the selected consultant)

6.1 RFQ Release Date ....................................................................... June 7, 2024

6.2 Last day to post Questions ........................................................... July 2, 2024, 5 PM ET

6.3 Receive Consultant Qualifications ................................................ July 9, 2024, 2 PM ET

6.4 Interview Consultants.................................................... ................ July 17, 2024

6.5 Negotiate Agreement, Legislature Review & Authorization ........... August 6, 2024

6.6 Award Contract ............................................................................. August 16, 2024

6.7 Public Engagement Sessions ....................................................... September-October 2024

6.8 Schematic Design and Design Development ................................ October 2024-June 2025

6.9 Team Review ............................................................................... June-July 2025

6.10 Construction Documents .............................................................. August 2025-February 2026

6.11 Team Review ............................................................................... February-March 2026

6.12 Bidding, Contracts ........................................................................ April-May 2026

6.13 Submittals, Pre-ordering ............................................................... June-July 2026

6.14 Construction ................................................................................. July 2026-May 2028

6.15 Furniture Installation, Moving ........................................................ June-August 2028

6.16 Occupancy ................................................................................... September 2028

6.17 Backfill Renovations ..................................................................... September 2028- August 2029

NOTE: It is the County’s intent at this time to separately let contracts for abatement and deconstruction of the existing buildings to be vacated: KeyBank and Ithaca Professional Building (300 and 308 N. Tioga Street, respectively) prior to new building construction and Annex Building C (128 E. Buffalo Street) post-new building completion and occupancy (Information Technology Services to move only once).

7.0 REQUIRED INFORMATION AND FORMAT

7.1 In order to be considered for selection, respondents shall submit as a minimum the following information. The respondent should state why it believes it is qualified to provide the services requested in the RFQ. The submittal must be prepared addressing the following items in the specified order:

7.1.1 Outside Cover and First Page

A. Shall contain the title, “Statement of Qualifications for Professional Consulting Services for the Tompkins County Downtown Office Facility”, the name of the respondent, and the submittal date.

7.1.2 Table of Contents

7.1.3 Letter of Introduction

A. Provide a letter of introduction signed by an authorized officer of the organization.

B. If submitting as a team, note which team is the prime consultant or lead joint venture partner, including MWBE, DBE, and SDVOB partners (if applicable).

C. Note the name of the individual who will lead the consulting services team.

D. Summarize why the respondent believes itself to be the most qualified, including commitment to diversity equity and inclusion (if applicable).

7.1.4 Firm Information

A. Type of organization or company structure.

B. Area of specialization.

C. Firm history.

D. Number of years the firm has been in business.

E. Honors and awards.

F. Location of home and branch offices.

G. Name of principal officers of the firm.

H. Identification of the major consultants.

I. Identification of Minority and Women-Owned Business Enterprises (MWBE), Disadvantaged Business Enterprises (DBE), and Service-Disabled Veteran- Owned Businesses (SDVOB) Certification (if applicable).

J. Statement affirming licensing and eligibility to practice architecture and/or engineering in New York State, including LEED accreditations of key professional staff.

K. Litigation: The firm or firms must have an acceptable history working proactively to avoid litigation. Provide specific information on termination for default, litigation settled or judgments entered within the last 5 years, and civil judgments or criminal convictions for false claims within the last 5 years.

7.1.5 Project Team

A. Include an organizational chart identifying the Project Manager and all other key personnel who will be assigned to this project.

Identify the key members within the firm that will be assigned to the project together with their brief resumes. This listing should detail each individual’s specific qualifications and experience on projects of this type. Also describe the ability of the firm’s principals and staff to work with municipal government agencies in general and experience with Tompkins County project staff in particular, emphasizing collaboration with diverse teams.

1. Identify the senior leadership team, with representation from each consultant, and provide a written plan detailing their proposed level of engagement and role on the proposed project and how that will work with Tompkins County stakeholders and County processes. For each member of the senior leadership team provide a detailed list of their experience, if any, on projects with Tompkins County.

B. Identify any proposed consultants for this project. Describe the qualifications and experience of the respondent’s consultants on comparable projects.

Include brief resumes and related experience for appropriate members of these firms.

C. Describe M/WBE, DBE, and/or SDVOB involvement with the Firm and Project Team (if applicable).

D. Describe M/WBE involvement of the Firm and Project Team.

E. Describe what other work commitments the proposed team has and include the percentage of full-time commitment each project team member will have to the project.

7.1.6 Prior Experience

A. List completed projects equal or greater in terms of project type, size, complexity, budget, and schedule where the respondent’s firm was Architect and/or Engineer of Record. The listed projects must demonstrate that the firm, through previously completed work, has developed expertise to provide consulting and design services as required for this project. Specifically, list similar public and private office building projects that your firm has conducted in Tompkins County within the past 10 years. In addition, provide information on all projects completed with Tompkins County within the past 10 years. Also include projects which required building in an historic context or district.

Provide information as to your firm’s ability to finish projects within budget and within the project time limits.

7.1.7 References

A. For each project listed under “Prior Experience” above, provide the name, job title, and current address and phone number of the Owner’s Project Manager.

B. Provide references for the project principal, and project architect/engineer from among the projects listed under “Prior Experience” above. Reference sources to include the Owner’s project manager and sub-consultants. Include at least one reference for each person identified as part of the proposed team.

7.1.8 Firm Capabilities – Explain the firm’s capability as they relate to the following:

A. Describe the process and work plan for how your firm would approach the tasks included in the Scope of Work including how your firm would gather and assess information and priorities; develop and evaluate alternatives; and how the information would be presented to the County.

B. Techniques that may be employed based on experience to help streamline the process for this project yet achieve high quality results.

C. Prior use of processes that creatively engage municipal staff and other stakeholders in all stages of the study, emphasizing diversity in engagement.

D. Describe current and expected workload for the next 12 months and availability of designated staff to handle the project. Substantiate this response with time management staffing plans on existing projects, pending projects, and this proposed project. Indicate how the necessary resources will be dedicated to achieving the time schedule and budget, with attention to diversity among staffing.

E. Experience working with County governments, emphasizing inclusive approaches.

F. Experience in sustainable design and LEED projects. Describe any focus on environmental justice and equitable sustainability.

G. Integration of flexibility and future technology into proposed design concept, considering accessibility and diverse user needs.

H. BIM capability and software proposed to be used to produce deliverables for the project; and ability to provide the County with electronic BIM files.

7.1.9 Financial References

A. Provide credit references and brief information regarding the firm’s financial stability.

7.1.10 Verification that Tompkins County insurance requirements will be met by completion and submission of Tompkins County Standard Insurance Certificate.

7.1.11 Insurance Binder, Anti-Discrimination Clause and Non-Collusive Bidding Certificate.

7.1.12 All other documents as required in the “Instructions To Respondents” or “Proposal Cover / Sign Off Sheet”.

7.2 Firms should be willing and able to provide additional information that may be required by the County.

8.0 SELECTION CRITERIA

8.1. Set forth are the criteria by which the proposals will be evaluated:

8.1.1 The firm’s demonstrated ability to relate to project requirements (approach and understanding of the scope of services; quality and completeness of approach;

ability of key personnel to work effectively with County staff and other public agencies, and related parties; project management and decision-making philosophy, emphasizing inclusivity and equity.)

8.1.2 The firm’s willingness to accomplish Tompkins County objectives and ability to expedite the schedule. Communication of concepts that demonstrate the creativity of the firm to economically address planning, design (conventional and sustainable), construction, and long-term maintenance challenges including environmental cost-saver initiatives.

8.1.3 The firm’s experience with similar projects for County and Municipal governments and experience record of proposed team.

8.1.4 The firm’s experience designing LEED and other national sustainability standard projects in New York State.

8.1.5 Technical qualifications, experience, availability of key personnel, and adequacy of staff and/or other resources such as sub-consultants to perform the work within the time required.

8.1.6 The firm’s track record of completing projects within budget and on schedule.

8.1.7 Respondent’s proximity, familiarity and past experience with Tompkins County.

8.1.8 The firm’s reputation with previous and existing clients (references from other municipal and state governments, and similar entities).

8.1.9 The firm’s financial stability and capacity needed for the proposed work. The firm must have an acceptable history working proactively to avoid litigation.

8.1.10 The firm’s ability to meet or exceed applicable policies regarding workforce diversity and inclusion, MWBE, DBE, SDVOB or similar factors.

8.1.11 Other factors relevant to determining the best value for the County including the status of the firm as a Tompkins County based business.

9.0 SELECTION PROCESS

9.1 Following the evaluation and review of all proposals, the selection panel will rank the most qualified consultants numerically in order of preference. At the option of the selection panel, interviews may be held with selected firms if it is determined to enhance the selection process. The selected firms would be invited to make brief (up to one hour) presentations explaining creative approaches to meet the County’s needs. All key personnel who will be involved in regular communication with County staff and at least one principal of the firm shall attend and participate in the presentation.

9.2 The County and the top-ranked firm will negotiate a “scope of services,” which specifies the full range of services the consultant will provide, the personnel it will commit to the project, and the schedule by which the work is to be completed.

9.3 When agreement is reached on the scope of work, a fee that is fair and reasonable to both parties shall be negotiated. If an agreement is reached that is acceptable, a contract will be executed. If an agreement cannot be reached, negotiations will be terminated and the County will attempt to negotiate with the second-ranked firm. The process may be repeated with the third firm if necessary. A contract shall be awarded to the respondent that submits the proposal that proves to be in the best interest of the County.

9.4 A contract award, if any, will be made within forty-five (45) calendar days of reaching an agreement on fees.

9.5 After an award has been approved by the proper County authority, the successful respondent will be issued a Notice of Award. A notice of contract award shall not be binding upon the County until the contract has been fully executed by both parties.

10.0 GENERAL TERMS AND CONDITIONS

10.1 The proposed contract to be used for this project is AIA Document B101 of the American Institute of Architects, entitled The Standard Form of Agreement Between Owner and Architect - 2017 EDITION.

10.2 The following documents shall be incorporated, to the extent deemed appropriate in the sole discretion of the County, within the AIA contract between Tompkins County and the apparent successful respondent: the successful respondent’s RFQ response, the original RFQ request and any written Addenda in response to inquiries of prospective respondents as set forth in Section 3.15 above.

10.3 The successful respondent to whom a contract is awarded, shall not assign, transfer, convey, sublet, or otherwise dispose of same, or of its right, title and interest herein, including the performance of the contract or the right to receive monies due or to become due, or of its power to execute the contract without the prior written consent of Tompkins County. In the event the respondent shall, without written consent, assign, transfer, convey, sublet or otherwise dispose of the contract, or the right to receive monies due or to become due, or its power to execute such contract to any other person or corporations, or upon receipt by Tompkins County of an attachment against the Successful Respondent, Tompkins County shall be relieved and discharged from any and all liability and obligation growing out of such contract to such respondent, and the person or corporation to which such contract shall be been assigned, its assignees, transferees or sub lessees shall forfeit and lose all monies thereto assigned under the contract, except so much as may be required to pay its employees.

10.4 In the event of a breach by Respondent, Respondent shall pay to the County within ninety

(90) days all direct and consequential damages caused by such breach, including, but not limited to, all sums expended by the County to procure a substitute firm to satisfactorily complete the contract work, together with the County’s own costs incurred in procuring a substitute firm. All legal and equitable claims against the County of Tompkins shall be brought in the Supreme Court of Tompkins County.

10.5 The County reserves the right to cancel the contract without cause with a minimum of thirty

(30) days written notice. Termination or cancellation of the contract will not relieve the respondent of any obligations or liabilities resulting from any acts committed by the respondent prior to the termination of the contract. The respondent may cancel the contract with one hundred-twenty (120) days written notice.

10.6 The County agrees, under the General Municipal Laws of New York State to allow all authorized users who wish to utilize any contract awarded as a result of this solicitation to do so. However, it is understood that the extension of such contract is at the discretion of the respondent and the respondent is only bound to the contract between itself and the County.

10.7 In accordance with New York State General Municipal Law, the County will not be liable for any contracts for services for which funding is not available. As a result, the respondent agrees to hold the County harmless for any contracts let for which funding either does not currently exist, or for which funding has been removed prior to the authorization to proceed.

10.8 The terms and conditions of the Tompkins County hold harmless and indemnification clause (Attachment 2) will be strictly enforced.

10.9 Respondents must submit a completed Tompkins County Standard Insurance Certificate (Attachment 3) with their qualifications.

10.10 Respondents must sign a certification that they have and have implemented a written policy addressing sexual harassment prevention in the workplace, and provide annual sexual harassment prevention training to all its employees (Attachment 9).

10.11 Respondents must comply with the Tompkins County Workforce Diversity and Inclusion terms and conditions (Attachment 12) and are encouraged to include an outline of their diversity policy in their proposal response.

10.12 The Respondent agrees to comply with all Federal, State, and local laws and regulations governing the provision of goods and services under this Contract. To the extent that federal funds are provided to the Respondent under this contract, the Respondent agrees that it will comply with all applicable federal laws and regulations, including but not limited to those laws and regulations under which the Federal funds were authorized.

10.13 Respondents that are providers of healthcare services certify that the Respondent, and all employees, directors, officers and subcontractors of the Respondent, are not “excluded individuals or entities” under Federal and/or New York State statutes, rules and regulations. The Respondent agrees to screen all employees, directors, officer and subcontractors monthly at the New York State Office of Medicaid Inspector General website, and any other websites related to the Excluded Parties List System required by Federal and/or New York State Medicare or Medicaid statutes, rules and regulations, to determine if any employee, director, officer, or subcontractor is on or has been added to the exclusion list.

10.14 The Respondent shall promptly notify the County if any employee, director, officer of subcontractor is on or has been added to the exclusion list. The County reserves the right to immediately cancel this contract, at no penalty to the County, if any employee, director, officer or subcontractor is on or has been added to the exclusion list.

10.15 By submitting a response to a Request for Qualifications, you are attesting to the fact that you and/or the provider, which you represent, have not been sanctioned nor excluded by any of the aforementioned entities.

10.16 If in the event that New York State Labor Law Article 9, Sections 230-239-A are applicable under the agreement and/or scopes of work, the statute requires that contractors and subcontractors pay the prevailing rate of wage and supplements (fringe benefits) to all workers under a public work contract and follow other requirements. Employers must pay the prevailing wage rate set for the locality where the work is performed. Prevailing wage is the pay rate set by law for work on public work projects. This applies to all laborers, workers or mechanics employed under a public work contract. Every contractor and subcontractor must keep and provide certified original payrolls or transcripts subscribed and affirmed as true under penalty of perjury. These must be made available to the COUNTY at its request. Payrolls must be maintained for at least three (3) years from the projects date of completion. Additionally, as per Article 6 of the Labor Law, contractors and subcontractors are required to establish, maintain, and preserve for not less than six

(6) years, contemporaneous, true, and accurate payroll records. At a minimum, payrolls must show the following information for each person employed on a public work project:

Name; Address, Last 4 Digits of Social Security number, Classification(s) in which the worker was employed, Hourly wage rate(s) paid, Supplements paid or provided, and Daily and weekly number of hours worked in each classification. Payroll records and transcripts are required to be kept on site during all the time that work under that contract is being performed.

10.17 The Minority and Women-Owned Business Enterprise (MWBE), Disadvantaged Business

Enterprise (DBE), or Service-Disabled Veteran-Owned Business (SDVOB) participation goal for this project is 10%.

ATTACHMENT 1

PROPOSAL COVER / SIGN-OFF

ADDENDUM ACKNOWLEDGMENT

PROPOSAL COVER / SIGN-OFF SHEET

All documents listed on this page must be included in the qualifications package, or proposal may be rejected as incomplete and non-responsive. Please check off and sign for items listed and submit this sheet with your proposal:

DONE INITIALS

1. One online Original, and 10 hard copies of Qualifications

2. Proof of Insurance coverage in amounts required by specifications, signed by Insurance Agent (Att. 3)

3. Insurance Binder (Att. 4)

4. Non-Collusion Certificate (Att. 5)

5. Anti-Discrimination Clause (Att. 6)

6. MWBE, DBE, SDVOB Plan Certification (Att. 7)

7. Iranian Energy Sector Divestment Certification (Att. 8)

8. Respondent’s Statement on Sexual Harassment (Att. 9)

9. Contractor’s Representation - Livable Wage Policy (Att. 10)

10. Vendor Responsibility Questionnaire & Certification (Att. 11)

11. Workforce Diversity and Inclusion Acceptance (Att. 12)

12. Outline of Respondent's Diversity Policy

13. Certification Form (Att. 13)

14. Tompkins County Business Demographic Survey (Att. 14)

15. Required New York State Architecture/Engineering Licenses, copies submitted

16. Addenda (if issued) receipt acknowledged

Addendum No. Addendum Date Receipt Acknowledgment

ATTACHMENT 1

ATTACHMENT 2

Tompkins County Hold Harmless and Insurance Requirements

The Successful Respondent Shall Maintain and Agree to the Following:

(Engineer, Architect, etc.) hereinafter referred to as Design Professional, shall indemnify, hold harmless and defend Tompkins County and its officers, employees, agents and elected officials from and against any and all claims and actions brought against Tompkins County and its officers, employees, agents and elected officials for injury, illness, or death to any person or persons or damage to property arising out of the performance of this Agreement, negligent acts, errors or omissions by the Design Professional, its employees, subcontractors or agents except all actions and claims arising out of the negligence of Tompkins County. The Design Professional shall maintain the following minimum limits of insurance or as required by law, whichever is greater.

A.) Workers’ Compensation and New York Disability

Workers’ Compensation Statutory coverage complying with NYS Workers’ Compensation Law Section 57 General Municipal Law Section 125, Contractor must submit one of the following:

CE-200 - Certification of Attestation of Exemption form NYS Workers’ Compensation and/or Disability Benefits Coverage available at http://www.wcb.ny.gov/content/main/forms/AllForms.jsp, OR

CE-105.2 - Certification of NYS Workers’ Compensation Insurance (U-26.3 f or State Insurance Fund version), OR

SI-12 - Certificate of NYS Workers’ Compensation Self Insurance, OR

GSI-105.2 - Certificate of NYS Workers’ Compensation Group Self-Insurance Employers’ Liability $1,000,000

Disability Benefits Requirements Statutory coverage complying with NYS Workers’ Compensation Law Section 220 (8) under General Municipal Law Section 125, Contractor must submit one of the following:

CE-200 - Certification of Attestation of Exemption from NYS Workers’ Compensation and/or Disability Benefits Coverage, OR

DB120.1 - Certificate of Disability Benefits Insurance, OR DB155 - Certificate of Disability Self-Insurance

NOTE: Proof of NYS Workers’ Compensation and NYS Disability Benefits must be provided on NYS forms as listed above (complete information available at http://www.wcb.ny.gov/content/main/forms/AllForms.jsp or Bureau of Compliance at (866) 546-9322).

B.) Commercial General Liability (CGL) including, contractual, independent contractors, products/completed operations

Each Occurrence $1,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate $2,000,000 Personal and Advertising Injury $1,000,000 Damage to Rented Premises $50,000 Medical Expense $5,000

• If the CGL contains a General Aggregate Limit, such General Aggregate shall apply separately to each project.

• Contractor/Subcontractor shall maintain CGL coverage for itself and all additional insureds for the duration of the project and maintain Completed Operations coverage for itself and each additional insured for at least 3 years after completion of the work.

• Policy may not contain any exclusions relating to NY Labor Law or municipal work.

• It is expressly understood and agreed by the Contractor that the insurance requirements specified above, contemplate the use of occurrence liability forms.

• Tompkins County and its officers, employees, agents and elected officials are to be included as Additional Insured’s on a primary and non-contributory basis.

ATTACHMENT 2

http://www.wcb.ny.gov/content/main/forms/AllForms.jsp http://www.wcb.ny.gov/content/main/forms/AllForms.jsp

ATTACHMENT 2

• Contractor, Owner, and all other parties required of the Contractor shall be included as Additional Insured included Completed Operations on the CGL, using ISO Additional Insured Endorsement CG2010 (11/85) or CG2010 (04/13) AND CG2037 (04/13) or CG2037 (04/13) AND CG2038 (04/13) or an endorsement…