Revised Stoody RFP.pdf
PDF 915 KB Posted
- Solicitation number
- 2139723
- Issued by
- Warren County, New York
About this file
This is a Request for Proposal (RFP) for architectural and engineering services related to the historic rehabilitation of the John H. Stoody Memorial Hall, issued by Stony Brook Lodging, Inc. (SLI) in New York. The selected architect will provide comprehensive professional services across four core phases: Schematic Design, Design Development, and Construction Drawings; Regulatory and Permitting Submissions; Bidding and Contractor Procurement; and Contract Administration and Construction Oversight. The architect will be responsible for translating project goals into preliminary floor plans, elevations, and conceptual renderings, then producing detailed, permit-ready architectural and technical drawings that comply with historic preservation standards. Services include preparing and filing all documentation required for municipal building permits, zoning approvals, and State Historic Preservation Office (SHPO) reviews. The architect will also assist SLI in issuing the Invitation to Bid to qualified general contractors, answering contractor requests for information, evaluating bids, and providing contractor selection recommendations. During construction, the architect will conduct frequent site visits to monitor progress and quality, review contractor pay applications and shop drawings, manage change order requests, and maintain liaison with Wyoming County, NYS SHPO, the National Park Service, the Department of the Interior, and other relevant authorities to secure regulatory approvals including a new Certificate of Occupancy.
The proposal document does not contain specific pricing terms, set-aside requirements, response deadlines, or contract award dates. No incumbent contractor is identified, as this represents a new procurement opportunity with no identical or substantially similar contract awarded within the past five years. Funding sources and project budget details are not specified in the available documentation. The scope emphasizes coordination with multiple regulatory bodies and the involvement of a Stoody Committee in the approval process for contractor payments, shop drawings, and change orders. Regular, recurring meetings with SLI representatives are required to facilitate ongoing project communication and incorporate design feedback throughout all phases of the project.
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Other files
| File | Type | Posted |
|---|---|---|
| 2026_07_17_Stoody condition report_REVISED_.pdf |
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Text version
Request for Proposals (RFP) Architectural and Project Management Services
Historic Rehabilitation of the John H. Stoody Memorial Hall 6973 Embury Ave., Silver Lake, NY 14549
Silver Lake Institute (SLI) Issue Date: October 5, 2026 Proposal Submission Deadline: November 5, 2026 by 5PM
1. Project Overview & Background The Silver Lake Institute (SLI) is seeking proposals from qualified architectural firms experienced in historic preservation to provide comprehensive architectural, engineering, and project management services for the rehabilitation of the John H. Stoody Memorial Hall.
Built in 1892 as a meeting hall for the local Women’s Christian Temperance Union (WCTU), Stoody Hall is a contributing resource within the Silver Lake Institute Historic District on the National Register of Historic Places. It is individually significant under Criteria A for its association with historic events, social history, and the women's suffrage movement.
SLI is committed to fully restoring its architectural prominence while transforming it into a safe, accessible, climate-resilient, and welcoming multi-season community and cultural venue. All work must strictly adhere to the Secretary of the Interior’s Standards for the Treatment of Historic Properties.
2. Detailed Scope of Services The selected architect will provide professional services structured across the following core phases and components:
● 1. Schematic Design, Design Development, & Construction Drawings:
○ Translate project goals into preliminary floor plans, elevations, and conceptual renderings.
○ Produce detailed, permit-ready architectural and technical drawings and specifications that meet historic preservation standards.
● 2. Regulatory & Permitting Submissions:
○ Prepare and file all documentation required for municipal building permits, zoning approvals, and State Historic Preservation Office (SHPO) reviews.
● 3. Bidding & Contractor Procurement:
○ Assist SLI in issuing the Invitation to Bid, distributing construction documents to qualified general contractors, answering contractor RFIs (Requests for Information), evaluating submitted bids, and advising on final contractor selection.
● 4. Contract Administration & Construction Oversight:
○ Conduct frequent regular site visits to monitor construction progress, quality, and exact conformance with the contract documents.
○ Review contractor pay applications, shop drawings, and change order requests, then review all with the Stoody Committee for approval.
○ Manage project closeout, including punch-list inspections, collection of warranties, and closeout documentation.
○ Manage ongoing liaison, formal submittals, and regulatory approvals with Wyoming County, NYS SHPO, the
National Park Service, the Department of the Interior, and other relevant authorities. Inclusive of securing a new Certificate of Occupancy.
○ Maintain routine, recurring meetings with SLI representatives to facilitate ongoing project communication and incorporate design feedback.
● 5. Hourly Allowance for Unidentified "Extras":
○ Include a pre-negotiated allotment of hourly services for unforeseen site conditions, extra meetings, or scope adjustments that may arise during the design and construction phases.
3. Anticipated Project Priorities Guided by our 2024 Building Condition Assessment [LINKED HERE], the prioritized capital improvements include but are not limited to:
● Building Envelope & Roofing: Stabilization, restoration or replacement of the roof, fascia, soffits, and eaves.
● Structural & Exterior Restoration: Repair of foundational piers, remediation of cupping on the wrap-around veranda flooring, siding/trim restoration, and painting.
● Window and Door Restoration: Repair and restoration of original double-hung windows and doors.
● Electrical Safety Upgrades: Complete overhaul and modernization of the electrical service.
● ADA Accessibility & Public Facilities: Reconfiguration/expansion of restroom facilities to meet ADA standards and creation of accessible exterior entry pathways.
● Kitchen Facilities: Integration of a functional kitchen area to support community gatherings, events, and hosting capabilities.
● Interior Finishes: Restoration and replication of interior surfaces and fixtures, including historic beadboard, trim, and flooring materials. Ensure that historic aesthetics and functional updates harmonize.
● Climate Control: Unobtrusive insulation and integration of high-efficiency mini-split HVAC systems to extend seasonal usage.
● Landscaping: Sensitive tree trimming/removal inclusive of hazard oak tree, site remediation, restoration and plantings designed to protect the historic foundation, manage stormwater runoff, maintain the shaded and inviting front lawn area used for community gatherings.
● Future Adaptability: Incorporation of future-proofed rough-ins, including electrical, supply and drain plumbing lines for changing needs.
4. Proposal Requirements Interested architectural firms should submit a proposal containing:
1. Firm Overview & Key Personnel: History of the firm and resumes of personnel assigned to the project.
2. Historic Preservation Experience: Documented experience with National Register-listed or other significant historic properties and SHPO navigation. Provide at least three (3) relevant project example and proof the firm meets the Secretary of the Interior's Professional Qualification Standards for Architectural History or for Historic Architecture
3. Approach & Methodology: Narrative outlining the firm's approach to historic building stabilization, phased management, working with a volunteer committee, and regulatory compliance.
4. Fee Proposal: A clear fee breakdown in phased lump sums for drawings, bidding, contract administration, inspections with weekly updates to the Stoody Committee, and the proposed hourly allowance for unforeseen extras.
5. References: Contact information for at least three (3) past clients for similar historic preservation projects.
5. Timeline and Submission Instructions
● RFP Issuance Date: October 5th, 2026
● Questions: Erin Anheier - erinanheier@aol.com https://drive.google.com/file/d/18ykdi-AR74tEOlosY323Ms-sA_tZBpTM/view?usp=sharing https://www.nps.gov/articles/sec-standards-prof-quals.htm mailto:erinanheier@aol.com
● Optional Site Visits: October 17th beginning at 1PM - email to schedule
● Proposal Submission Deadline: November 5th, 2026 by 5:00 PM
● Target Architect Selection: November 30, 2026
Please submit your proposal electronically to:
Silver Lake Institute Grants Committee ATTN: Erin Anheier erinanheier@aol.com
| Request for Proposals (RFP)Architectural and Project Management Services |
| 1. Project Overview & Background |
| 2. Detailed Scope of ServicesThe selected architect will provide professional services structured across the following core phases and components: |
| 3. Anticipated Project Priorities |
| 4. Proposal Requirements |
| 5. Timeline and Submission Instructions |
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