RFP-OCCC-2027-08_FMP_Phase_I_AE_Services_072926.pdf

ORANGE COUNTY COMMUNITY COLLEGE

Mail Responses to: OCCC, Attn: Purchasing OH203, Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu

ARCHITECTURAL AND ENGINEERING

SERVICES FACILITIES MASTER PLAN -

PHASE I

RFP NUMBER: RFP-OCCC-2027-08, Page 1 of 50

SUNY ORANGE

REQUEST FOR PROPOSALS

ARCHITECTURAL AND ENGINEERING SERVICES

FACILITIES MASTER PLAN - PHASE I

RFP-OCCC-2027-08

The College reserves the right to postpone, withdraw, discontinue or cancel this RFP at any time and for any reason, and to issue such clarifications, modifications, and/or amendments, as it may deem appropriate. Receipt of proposal materials by the College or submission of a proposal to the College confers no rights upon the proposer nor obligates the College in any manner. The College reserves the right to waive non-material irregularities in proposals, if such action is in its best interest. Any such waiver shall not modify remaining RFP requirements or excuse the proposer from full compliance with the RFP specifications and other contract requirements if the proposer is awarded the contract.

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu

ARCHITECTURAL AND ENGINEERING

RFP NUMBER: RFP-OCCC-2027-08, Page 2 of 50

Contents

1. INSTRUCTIONS TO OFFERORS

2. INTRODUCTION AND BACKGROUND

3. GENERAL CONDITIONS

4. OBJECTIVES

5. BONDING REQUIREMENTS

6. SCOPE OF WORK

6.1 Project Background and Purpose

6.2 Source Documents and Order of Precedence

6.3 Project Objectives

6.4 Preliminary Phase I Program

6.5 Required A/E Team and Professional Disciplines

6.6 Scope of Basic Services

6.7 Project Initiation, Design Management, Project and CM Coordination

6.8 Data Collection and Existing Conditions Verification

6.9 Programming and Basis of Design

6.10 Code, Regulatory, and Approval Analysis

6.11 Phasing, Swing Space, Moves, and Construction Logistics

6.12 Schematic Design

6.13 Design Development

6.14 Construction Documents and Bidding Documents

6.15 Bidding and Contract Award

6.16 Construction Administration and Observation

6.17 Commissioning Support, Substantial Completion, and Closeout

6.18 Project-Specific Design Requirements

6.19 Harriman Hall (Middletown Campus) - Computer Science and Technology Relocation

6.20 Hudson Hall (Middletown Campus) - Education and Criminal Justice Relocations

6.21 Bio-Tech Building (Middletown Campus) - Nursing and Dental Hygiene

6.22 Newburg Campus Tower Building - SUNY Orange Plus and Instructional Modernization

6.23 Newburgh Campus Site Improvements

6.24 Campus-Wide Infrastructure and Future-Phase Coordination (Middletown and Newburgh Campuses)

6.25 Cost Management and Value Control

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu

ARCHITECTURAL AND ENGINEERING

RFP NUMBER: RFP-OCCC-2027-08, Page 3 of 50

6.26 Schedule Requirements

6.27 Meetings, Stakeholder Engagement, and Presentations

6.28 Required Deliverables

6.29 Document Standards and Digital Deliverables

6.30 Quality Assurance and Constructability

6.31 Owner-Furnished Information and College Responsibilities

6.32 Optional / Additional Services to Be Separately Identified

6.33 Proposal Scope Assumptions Required from Respondents

6.34 Scope Boundaries and College Authorization

Appendix A - Preliminary Review Milestones

7. ERRORS IN THE RFP

8. QUESTIONS REGARDING THE RFP

9. ADDENDA

10. CONTRACT TERM

11. PAYMENT

12. PROPOSAL FORMAT AND SUBMISSION

13. PROPOSAL CONTENT

14. REJECTION OF PROPOSALS

SUNY Procedure 7552/State Finance Law §§139-j and 139-k

15. EVALUATION AND AWARD CRITERIA

16. BASIS OF AWARD

17. Investigation of References

18. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSAL

19. AWARD and EXECUTION OF CONTRACT

20. NOTICE

21. TERMS AND CONDITIONS

(End of Terms and Conditions)

22. ATTACHMENTS

1. Cost Sheet

2. Pay to Play Form

3. Architect/Engineer Agreement

4. Supplier Form – please include copy of W9

23. BID INTENT FORM

24. CONFLICT OF INTEREST DISCLOSURE STATEMENT

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu

ARCHITECTURAL AND ENGINEERING

RFP NUMBER: RFP-OCCC-2027-08, Page 4 of 50

25. NON-COLLUSIVE BIDDING CERTIFICATION

Individual or Legal Name of Firm or Corporation Signature of Representative of Firm or Corporation (blue or other non-black ink)

26. INDEMNIFICATION AGREEMENT

27. IRANIAN ENERGY SECTOR DIVESTMENT

28. NON-DISCRIMINATION IN EMPLOYMENT IN NORTHERN IRELAND: MacBRIDE FAIR

EMPLOYMENT PRINCIPLES

29. Certification Pursuant to Section 201-g of the New York State Labor Law

30. PERSON AUTHORIZED TO RECEIVE NOTICE

31. REFERENCES: List the five (5) largest organizations for which you currently provide the same or similar service. Include names, addresses, email, and phone numbers of the persons most familiar with your services

32. RECEIPT OF ADDENDA

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu

ARCHITECTURAL AND ENGINEERING

RFP NUMBER: RFP-OCCC-2027-08, Page 5 of 50

Procurement Timeline

RFP Release Date 9/3/26

Site Visit 9/15/26 at 10:00AM

Deadline for Submission Questions 9/22/26 Issuance of Response to Questions 09/29/26 Deadline for Submission of Proposals 10/6/26 by 2:30 PM Possible Interviews (45 minutes) Friday 10/16/26 pm or Monday 10/19/26 Anticipated Notification of Proposed Award 10/30/26

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu

FMP PHASE I A/E SERVICES

RFP NUMBER: RFP-OCCC-2027-08, Page 6 of 50

1. INSTRUCTIONS TO OFFERORS

The official solicitation and all addenda will be issued by the College Purchasing Department and BidNet. Offerors that obtain the RFP from another source are responsible for registering with BidNet and monitoring the official posting for addenda and other notices.

Submission of a proposal constitutes an offer to provide the professional services described in this RFP and acknowledgment that the Offeror has reviewed the solicitation terms, applicable laws, required forms, and proposed contract requirements. Your proposal will be considered by the College if the following conditions are met:

1. Pursuant to State Finance Law §§139-j and 139-k, contact intended to influence this procurement are restricted during the restricted period. The sole designated contact is the College Purchasing Department at purchasing@sunyorange.edu, except for contacts expressly permitted by law. Offerors shall complete all procurement-lobbying forms included with this

RFP.

2. A pre-proposal conference and site visit will be held at Orange County Community College on 9/15/26 at 10:00 am at Orange County Community College, Orange Hall Room 213, 24 Grandview Avenue, Middletown, NY 10940. Attendance at the site visit is strongly recommended. The College shall not be liable for, nor shall it review, proposed change orders, contract amendments, etc. for inadequate pricing, labor, materials, time or similar issues in Architect/Engineer's contract resulting from Architect/Engineer's failure to attend and obtain information provided at the pre-proposal conference, site visit and/or any addenda issued afterward.

3. All questions, requests for clarification, and notices of errors or ambiguities shall be emailed to purchasing@sunyorange.edu no later than 9/22/26 by 4:00PM. The subject line shall state: “RFP-OCCC-2027-08 - Questions.” Questions will be answered only through a written addendum issued to all registered Offerors. Individual responses are not binding.

4. Proposals must be received by 10/6/26 by 2:30pm and delivered in accordance with Section 12, Proposal Format and Submission. The outer package shall clearly identify the RFP number, RFP title, and Offeror name. Faxed or emailed proposals will not be accepted.

5. Submit five (5) paper copies of the proposal, including one original bearing all required original signatures; cost proposal in a separate envelope, one USB drive containing the complete technical proposal; and a separate USB drive containing the cost proposal. The cost proposal shall be sealed and clearly labeled separately from the technical proposal.

Required College forms shall not be altered except to complete requested information.

6. An Offeror may withdraw, replace, or modify its proposal before the submission deadline by signed written notice and timely delivery of the replacement or modification. After the deadline, proposals may not be changed except for written clarifications requested by the College that do not alter material terms or provide an unfair competitive advantage.

7. The College anticipates awarding one prime A/E contract under this RFP. The College may reject any or all proposals, waive nonmaterial irregularities, or cancel and resolicit when determined to be in the College’s best interest and permitted by law.

8. Any award shall be subject to the execution of a contract (and, if applicable, license or other agreements) between the Offeror and the College. The College’s contract obligation is contingent upon execution of the contract between the College and selected Vendor/Consultant, provision of required Pay-to-Play forms, insurance certificates and bonds, as applicable, by the Vendor/Consultant, and the availability of appropriated funds for the contract. No legal liability on the part of the College for payment of any money shall arise unless and until a contract is executed by both parties, funds are appropriated and made available in each year of the term of the contract, and all performance requirements for each

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

RFP NUMBER: RFP-OCCC-2027-08, Page 7 of 50 payment are met. The College shall have no responsibility or liability for any of Offeror's costs related to preparation of Proposals, attendance at interviews, etc.; all such costs are solely at Offeror's risk and expense.

9. Offeror(s) awarded a contract agree to execute the contract in the same form as the template enclosed in this RFP in the timeframe, if any, indicated in this RFP. Any supplemental agreement(s) (e.g. licensing or maintenance agreements) requested by an Offeror must be included in the proposal and are subject to the discretionary approval of the College. For any software required in the scope of services, include any proposed license or maintenance agreement(s) with your proposal. Failure to reach agreement on contract terms and conditions may result in rejection of a proposal, rescission of an award and/or retention of bid security by the College.

10. The College maintains a unilateral right to cancel or extend the contract in accordance with the terms of the contract resulting from this RFP. If Architect/Engineer fails to perform or otherwise breaches the contract, in addition to any other rights and remedies the College may have, the Architect/Engineer may be listed as non-responsible and may be ineligible for future contract awards.

11. If Bid Security is required by this RFP; it must be included in the proposal. If Performance and/or Payment Bonds are required by this RFP, proposals must include a letter from the Offeror's bank or surety stating that the required letter of credit or bond(s) will be provided in the event of a contract. The letter of credit or bond(s) shall be provided for each year or relevant portion of the contract, as may be applicable.

12. Offerors should be properly registered to do business in the State of New York and furnish applicable certificates of authority/incorporation/partnership/dba, etc. with their proposal.

13. The College encourages submission of proposals by certified Minority and Women Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

14. A Non-Collusion Certification, an Iran Divestment Act Certification and a Disclosure of Non-Responsibility Determination are included in this RFP. Bidders must complete and submit a signed original of each and the applicable number of copies with their proposal.

15. Supplier Forms are included in this RFP. Architect/Engineer's that have not received a purchase order in the last twelve (12) months from Orange County Community College must submit completed and executed Supplier Forms with a W9 prior to execution of a contract by the College.

16. Please be advised that this solicitation is subject to Orange County Local Law 13 of 2013, as amended, the "Pay-to- Play Law". Pay-to-Play Forms will be made available with this RFP. All Pay-to-Play forms should be submitted with your proposal and will be required if you are awarded a contract. The Pay-to-Play forms are required from the awarded Offeror(s) (unless exempted by the Pay-to-Play Law) prior to execution of a contract by the College.

17. Pursuant to New York’s Freedom of Information Law (“FOIL”) (Public Officers Law, Article 6, Section 84-90) all government records are presumptively open for public inspection unless specifically exempted from disclosure under FOIL. Offerors who have a good faith belief that information contained in their proposals is exempted from disclosure under FOIL must, at the time of their submission, request the exemption in writing, setting forth the basis for the claimed exemption. In addition, the Offeror must mark each page of its submission claimed to be exempt from disclosure under FOIL with the following legend: “THE OFFEROR BELIEVES THAT THIS INFORMATION IS PROTECTED FROM DISCLOSURE UNDER THE NEW YORK STATE FREEDOM OF INFORMATION LAW.” Neither the Offeror’s classification of materials as exempt under FOIL, nor the College’s acceptance of Offeror’s proposal with the claimed exemptions, should be considered a final determination as to whether the designated materials are subject to disclosure under FOIL. Any and all determinations as to the propriety of claimed exemptions will be made in accordance with applicable law.

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

RFP NUMBER: RFP-OCCC-2027-08, Page 8 of 50

2. INTRODUCTION AND BACKGROUND

Founded in 1950 and celebrating its 75th birthday, Orange County Community College has a history of innovation. The College was the first two-year college in the nation to offer the associate degree nursing program and studies in electron microscopy; and in 1982, the College was the first community college to plan and co-sponsor a business institute with local chambers of commerce.

SUNY Orange continues to grow in response to the needs of its students, offering campuses in both Middletown and Newburgh to help students achieve their academic goals. From its original configuration of two buildings—a mansion and carriage house—in 1950, the SUNY Orange Middletown campus has grown to its present size of 37 acres that houses 14 buildings.

Expansion over the years has infused the campus with significant additional educational space. The Middletown campus now boasts more than 60 general classrooms and lecture halls, along with a wide array of medical, technical and instructional laboratories. Dedicated laboratory space exists for programs in the health professions, as well as biology, chemistry, physics, architecture, criminal justice, cyber security and visual communications.

Certified as a branch campus by both the State University of New York and the New York State Education Department, the Newburgh campus offers selected academic degree programs in their entirety, enabling students in those programs to complete all of their degree requirements at the Newburgh site without having to commute to the Middletown campus.

The full degree programs available in Newburgh include business management, criminal justice, criminal justice-police, human services, individual studies, liberal arts (humanities and social science) and nursing.

In addition to its traditional for-credit degree courses and programs on both campuses, the College is growing its non-credit/workforce programming under the newly branded umbrella of “SUNY Orange Plus” (formerly known as CAPE).

This roster of training, certification and credential courses also includes robust High School Equivalency (HSE/GED) and English-as-a-Second-Language (ESL) programs as well as Orange County FoodTEC, the College’s workforce training initiative specific to the region’s food, beverage and hospitality sectors.

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu Architectural and Engineering Services - Facilities Master Plan Phase I

RFP NUMBER: RFP-OCCC-2027-08, Page 9 of 50

3. GENERAL CONDITIONS

Procurement Authority and Method -This solicitation is for professional architectural and engineering services and is being conducted pursuant to New York General Municipal Law §104-b, the Orange County Procurement Policy as amended, and other applicable College, County, SUNY, and funding-source requirements. It is not an invitation for bids under General Municipal Law §103. Award will be based on the published evaluation criteria, Offeror responsibility, successful contract finalization, and availability of funds.

The selected Architectural and Engineering firms shall serve as the prime consultant and shall coordinate and be responsible for all required design disciplines, subconsultants, investigations, design services, and design deliverables necessary to complete the authorized work. The Design Consultant shall coordinate its services with the College and other consultants retained by the College, including the Construction Manager.

The work will occur in active academic and administrative facilities. The consultant shall coordinate access, surveys, testing, meetings, utility shutdowns, temporary services, construction logistics, and sequencing with the College so that instruction, student services, public-facing clinical operations, and essential campus functions remain safe and operational.

All consultant and subconsultant personnel entering College property shall comply with College security, identification, safety, parking, access, and conduct requirements. The College reserves the right to restrict site access when necessary to protect students, employees, visitors, facilities, or ongoing operations.

The consultant shall not change the authorized scope, schedule, budget, project team, or subconsultant assignments without prior written authorization from the College.

4. OBJECTIVES

SUNY Orange seeks to retain a qualified prime A/E consultant to validate the Phase I program and provide coordinated planning, programming, design, bidding, construction administration, design-related project controls, phasing, swing-space, and closeout services for improvements at the Middletown and Newburgh campuses.

5. BONDING REQUIREMENTS

There are no Bonds required for this contract.

6. SCOPE OF WORK

“Phase I” refers to the College's overall Phase I capital program. Individual buildings may contain separate construction subphases. The selected A/E consultant shall validate and reconcile the Facilities Master Plan sequencing, current funding, academic calendar constraints, swing-space availability, enabling projects, and the final authorized limits of work before design proceeds.

6.1 Project Background and Purpose

SUNY Orange is seeking a qualified A/E team to provide comprehensive professional services for the implementation of Phase I of the College's Facilities Master Plan. The work is expected to include phased renovation, modernization, partial reconfiguration, program relocation, infrastructure improvements, and site work at the Middletown and Newburgh campuses.

Phase I is intended to establish the academic and operational foundation for later Facilities Master Plan projects by improving instructional environments, consolidating related academic programs, creating required swing space, and

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu Architectural and Engineering Services -

RFP NUMBER: RFP-OCCC-2027-08, Page 10 of 50 sequencing construction to minimize disruption to teaching, student services, and campus operations.

The Phase I strategy identifies an overall planning-level investment of approximately $59.9 million. This figure, all building-level estimates, and the current sequence are planning assumptions only. The selected A/E consultant shall validate current market conditions, escalation, contingencies, project limits, funding constraints, and the recommended implementation strategy before the College authorizes design.

6.2 Source Documents and Order of Precedence

The A/E consultant shall review and use the following documents as the initial planning basis:

• SUNY Orange Facilities Master Plan, JMZ Architects and Planners, June 2025.

• SUNY Orange FMP Summary / “Activating the Facilities Master Plan: A Funding & Philanthropic Strategy for 2025-

2035.”

• College-provided surveys, record drawings, utility information, capital plans, prior studies, hazardous-material reports, equipment inventories, room data, technology standards, and other project records.

The Facilities Master Plan is conceptual and shall not be treated as completed programming, code analysis, engineering design, or construction documentation. Where the source documents conflict with verified field conditions, current College direction, available funding, or applicable requirements, the consultant shall promptly identify the conflict and obtain written direction from the College.

6.3 Project Objectives

• Validate the Phase I program, scope, budget, schedule, building dependencies, enabling projects, and construction sequence.

• Provide modern, flexible, technology-enabled instructional environments that support active learning and current program needs.

• Relocate programs in a manner that strengthens academic neighborhoods, program identity, wayfinding, access, collaboration, and student belonging.

• Improve accessibility, life safety, building performance, resilience, energy efficiency, indoor environmental quality, and maintainability.

• Develop a practical swing-space and move-management strategy that limits unnecessary departmental moves and maintains continuous campus operations.

• Coordinate building and site improvements so that Phase I investment supports, rather than obstructs, later Facilities

Master Plan phases.

• Deliver complete, coordinated, biddable, and constructible documents with reliable cost control and clear phasing requirements.

6.4 Preliminary Phase I Program

The following elements represent the anticipated Phase I program. The A/E consultant shall validate the exact rooms, areas, equipment, quantities, adjacencies, infrastructure, and limits of work during programming. The College may authorize components as separate bid packages, alternates, or construction contracts.

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu Architectural and Engineering Services -

RFP NUMBER: RFP-OCCC-2027-08, Page 11 of 50

Project Area Preliminary Program

Middletown - Harriman Hall

Relocate Computer Science and Technology from Bio-Tech to the first floor; provide computer laboratories, support space, faculty offices, general instructional space, required building-system upgrades, and interfaces for future Harriman work.

Middletown - Hudson Hall

Relocate Education and Criminal Justice from Bio-Tech; create specialized labs, resource/support space, faculty offices, general classrooms, group study/informal learning space, program identity, and gateway/wayfinding improvements.

Middletown - Bio-Tech Building

Renovate and modernize Nursing instructional/simulation spaces and Dental Hygiene instructional/clinical spaces; provide the associated clinical support, technology, casework, utilities, ventilation, life-safety, and building infrastructure needed for safe and continuous operation.

Newburgh - Tower Building

Expand SUNY Orange Plus; modernize selected classrooms, computer laboratories, specialized instructional laboratories, offices, and student-facing areas; reconfigure spaces for active learning; address systems and code work within the authorized renovation limits.

Newburgh - Site Improvements

Improve pedestrian circulation and accessible routes between Kaplan Hall and the Tower Building; develop Tower entry and overlook plazas, walkway/lighting/wayfinding/landscape improvements, and related accessibility enhancements.

Campus-wide / Program-wide

Develop construction phasing, swing-space, moves, temporary facilities, utility coordination, shutdown planning, logistics, cost controls, bid packaging, and infrastructure modifications and improvements required to support Phase I and protect future phases.

6.5 Required A/E Team and Professional Disciplines

The selected firm shall coordinate its services with the College, the College’s Construction Manager, and other consultants retained by the College. The Design Consultant shall remain responsible for the professional adequacy, interdisciplinary coordination, code compliance and technical integrity of its design and contract documents.

The team shall include, at a minimum, the following disciplines and capabilities, as applicable to each project element:

• Architecture, interior architecture, space planning, programming, furniture/equipment coordination, and accessibility design.

• Structural engineering, including investigations and design for equipment, penetrations, rooftop systems, foundations, and modifications to existing construction.

• Mechanical, electrical, plumbing, fire protection, energy, controls, and utility engineering.

• Civil engineering, landscape architecture, grading, drainage, accessible routes, pavement, site utilities, and permitting support.

• Technology, audiovisual, telecommunications, structured cabling, wireless, security, access control, and special systems design.

• Laboratory, clinical, simulation, dental, and specialty equipment planning and coordination.

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu Architectural and Engineering Services -

RFP NUMBER: RFP-OCCC-2027-08, Page 12 of 50

• Cost estimating and value management sufficient to support design development, budget compliance, and reconciliation with estimates prepared by the College and Construction Manager.

• Design scheduling, phasing/ logistics, swing space, shutdown, and move-planning expertise sufficient to develop and document design requirements and coordinate with the College and Construction Manager in establishing the overall project implementation strategy.

• Constructability and maintainability review as part of the Design Consultant’s internal quality control process, including participation in independent constructability reviews performed by the College and/or Construction Manager.

• Code, life safety, hazardous-material coordination, environmental support, sustainability and other specialty consultants required for a complete project.

All professional services shall be performed under the responsible charge of appropriately licensed professionals in New York State, where licensure is required. The consultant shall identify the prime project manager and discipline leads who will remain assigned through completion unless the College approves a replacement.

The Design Consultant shall identify in its proposal which services will be provided directly by the prime firm and which will be performed by subconsultants. The proposed team shall demonstrate sufficient staffing capacity and availability to coordinate effectively with the College and Construction Manager throughout design, procurement, construction, commissioning, and closeout.

6.6 Scope of Basic Services

Basic Services shall include all normal professional services necessary to deliver the authorized Phase I projects from validation through closeout. The consultant shall not rely solely on record documents and shall verify existing conditions in the field.

The College anticipates retaining a Construction Manager to provide preconstruction and construction management services. The Design Consultant shall cooperate and coordinate with the College and its Construction Manager throughout design, procurement, construction, commissioning, and closeout.

6.7 Project Initiation, Design Management, Project and CM Coordination

• Conduct a project kickoff meeting and establish communication, decision, review, and document-control protocols.

• Prepare and maintain a detailed design management plan covering scope, responsibilities, design schedule, deliverables, quality control, design risk, stakeholder engagement, budget compliance, and change management.

• Maintain a design specific action-item log, decision log, risk register, design issue log, and design-change logs necessary to manage the Design Consultant’s services, and provide information and updates necessary for incorporation into the overall project logs maintained by the college and/or Construction Manager.

• Coordinate all subconsultants and disciplines; resolve conflicts before each submission; conduct internal quality-control reviews; and coordinate design activities, deliverables, and required technical information with the Construction Manager.

• Attend regular project meetings as required. Meeting administration, including preparation of agendas, minutes, and overall project action-item tracking, shall be coordinated with the College and Construction Manager to avoid duplication of services.

• Coordinate with College Facilities, Information Technology, academic leadership, faculty, procurement, finance, accessibility, public safety, and other stakeholders identified by the College, in coordination with the Construction Manager where applicable.

• Participate in in project-control activities led by the College and/or Construction Manager. The Design Consultant shall provide timely technical information, recommendations, and responses necessary to support these activities.

• Nothing in the Construction Manager's project-management or project-control responsibilities shall relieve the Design Consultant of responsibility for management and coordination of its professional services, subconsultants, design schedule, quality control, or the technical adequacy and coordination of the Contract Documents.

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu Architectural and Engineering Services -

RFP NUMBER: RFP-OCCC-2027-08, Page 13 of 50

6.8 Data Collection and Existing Conditions Verification

• Review all source documents, prior studies, record drawings, capital-plan projects, utility information, maintenance histories, and current project initiatives.

• Perform site and building investigations sufficient to document existing architectural, structural, MEP, fire-protection, technology, civil, landscape, accessibility, and life-safety conditions within and affected by the proposed work.

• Field-verify dimensions, ceiling/plenum conditions, equipment, service capacities, utility routes, shafts, structural constraints, roof conditions, drainage, and points of connection.

• Prepare measured base drawings and coordinated existing-condition models/drawings suitable for design and construction documentation.

• Identify destructive investigation, testing, scanning, surveying, subsurface investigation, or specialty inspections required to reduce design and construction risk.

• Identify known or suspected hazardous materials and coordinate testing, abatement design, and bid-document requirements as authorized.

• Evaluate accessibility and code deficiencies affected by the work, including routes, entrances, doors, toilet rooms, alarms, signage, vertical circulation, and site transitions.

6.9 Programming and Basis of Design

• Conduct programming workshops and interviews with each affected academic and administrative group.

• Confirm enrollment, pedagogy, staffing, room capacities, equipment, storage, support, adjacencies, security, privacy, acoustic, technology, and future-flexibility requirements.

• Prepare room data sheets and equipment/utilities matrices for specialized classrooms, computer labs, clinical areas, simulation spaces, dental clinics/labs, and support rooms.

• Validate the proposed allocation of existing and future space and identify opportunities for shared, adaptable, or multi-purpose rooms.

• Prepare a written Program Validation and Basis of Design Report identifying approved scope, area, performance criteria, system concepts, phasing assumptions, owner decisions, exclusions, and unresolved issues.

6.10 Code, Regulatory, and Approval Analysis

• Prepare a code and life-safety analysis for each building and site package, including occupancy, construction type, area/height, egress, fire ratings, accessibility, plumbing fixtures, energy, and fire-protection implications.

• Identify all reviewing agencies, permits, variances, utility approvals, inspections, and campus/SUNY reviews that may be required.

• Coordinate design requirements for instructional, clinical, laboratory, dental, simulation, and technology spaces with applicable programmatic, accrediting, health, safety, and operational standards.

• Participate in pre-application and review meetings and revise documents in response to agency comments.

• Where applicable, prepare and coordinate separate specifications, bid forms, scopes of work, and responsibility matrices required by General Municipal Law §101, including coordination among separate prime contractors.

Incorporate prevailing-wage schedules and other public-work requirements provided or approved by the College.

6.11 Phasing, Swing Space, Moves, and Construction Logistics

• Validate all enabling projects and dependencies, including whether work outside the listed Phase I limits is required before Tower, Bio-Tech, Hudson, or Harriman work can proceed.

• Develop, in coordination with the College and CM, an executable master phasing plan aligned with the academic calendar, funding availability, utility shutdown windows, campus events, and occupancy constraints.

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu Architectural and Engineering Services -

RFP NUMBER: RFP-OCCC-2027-08, Page 14 of 50

• Prepare floor-by-floor and building-by-building swing-space plans showing temporary locations, duration, required temporary improvements, technology, furniture/equipment, security, accessibility, and restoration.

• Prepare move sequencing and occupancy plans designed to minimize multiple moves and avoid disruption to instruction and student services.

• Develop design-level construction logistics requirements and coordinate with the CM in development of the overall construction logistics plan. These should areas including but not limited to: site access, contractor staging, deliveries, hoisting, temporary partitions, egress, pedestrian detours, parking impacts, noise, vibration, dust, infection/exposure controls, and separation of occupied areas from construction.

• Recommend bid packaging and contract sequencing, including early procurement packages, long-lead equipment, enabling packages, alternates, and allowances.

6.12 Schematic Design

• Develop alternative concepts where needed and facilitate College selection of a preferred approach.

• Prepare plans, diagrams, site concepts, room layouts, key sections/elevations, system narratives, code summary, preliminary equipment layouts, phasing/logistics, and outline specifications.

• Prepare a current estimate of probable construction cost and a design-phase project schedule identifying design activities and milestones, reviews, approvals, bidding/procurement requirements, anticipated construction activities, moves, and closeout. The Design Consultant shall coordinate its design schedule with the overall project schedule maintained by the College and/or Construction Manager.

• Identify value-management opportunities, major risks, deferred items, alternates, and decisions required before Design Development.

• Present the Schematic Design package to College stakeholders and incorporate approved comments from the College and, as applicable, its consultants.

6.13 Design Development

• Advance the approved design with coordinated architectural, structural, MEP/FP, civil, landscape, technology, security, audiovisual, specialty equipment, interior, and accessibility documentation.

• Finalize room data, major equipment selections, utility loads, controls concepts, finish concepts, furniture/equipment coordination, and system zoning.

• Develop coordinated phasing, logistics, temporary-service, and shutdown plans sufficient to establish constructability and bid-package strategy in coordination with the College and Construction Manager. The Design Consultant shall establish the technical and design requirements associated with phasing, temporary conditions, shutdowns, and continuity of operations and shall coordinate these requirements with the Construction Manager's construction sequencing and logistics recommendations.

• Prepare updated outline/project specifications, code documentation, equipment schedules, and a detailed estimate of probable construction cost and reconcile the estimate with independent estimates or cost reviews prepared by the College and/or Construction Manager.

• Conduct constructability, coordination, maintainability, and quality-control reviews and resolve identified issues before submission. The Design Consultant shall also participate in independent constructability, value-management, phasing, logistics, schedule, and cost reviews conducted by the College and/or Construction Manager and shall provide written responses to material review comments.

• Coordinate with the Construction Manager regarding anticipated bid packaging, long-lead equipment, procurement constraints, construction sequencing, temporary conditions, campus operational impacts, and other implementation considerations affecting the design.

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu Architectural and Engineering Services -

RFP NUMBER: RFP-OCCC-2027-08, Page 15 of 50

6.14 Construction Documents and Bidding Documents

• Prepare complete, coordinated, sealed construction drawings and technical specifications suitable for competitive bidding, permitting, construction, and project closeout.

• Clearly delineate base bid, alternates, unit prices, allowances, owner-furnished items, contractor-furnished items, phasing, work restrictions, temporary work, shutdowns, testing, training, closeout, and record-document requirements and incorporate approved phasing, logistics, sequencing, bid-packaging, and constructability requirements developed in coordination with the College and Construction Manager.

• Coordinate front-end technical requirements with the College's procurement and legal documents without modifying College commercial terms unless directed and coordinate with the Construction Manager regarding construction-related administrative, logistics, phasing, scheduling, and coordination requirements to be reflected in the Contract Documents.

• Submit documents at agreed review milestones, including at minimum 50 percent, 90 percent, and final/Issued-for-Bid stages, and provide written responses to all College and Construction Manager review comments.

• Update the cost estimate, design schedule, and risk register at each milestone and immediately notify the College of anticipated budget or schedule variance. The Design Consultant shall participate in reconciliation of its estimate and schedule assumptions with project controls maintained by the College and/or Construction Manager.

• Assist with permit and approval submissions and incorporate review comments into final documents.

• Coordinate with the College and Construction Manager in evaluating bid-package strategy, alternates, allowances, long-lead equipment, early procurement opportunities, construction sequencing, and other procurement considerations affecting the Contract Documents. Final design and Contract Documents shall remain the responsibility of the Design Consultant.

6.15 Bidding and Contract Award

• Attend pre-bid meetings and site visits; prepare presentation materials and bidder information.

• Respond to bidder questions; prepare written interpretations, sketches, addenda, and revisions.

• Assist the College in evaluating substitutions, alternates, qualifications, bid irregularities, and apparent scope gaps.

• Review bid results against the estimate and assist with value engineering or rebidding if authorized.

• Prepare conformed contract documents reflecting all addenda, Notice to Proceed and accepted alternates.

6.16 Construction Administration and Observation

• Participate in preconstruction conferences and host regular progress meetings coordinated by the College and/or

Construction Manager. .

• Review submittals, shop drawings, samples, product data, RFIs, testing reports, and coordination drawings for conformance with the contract documents providing timely responses.

• Provide technical input on contractor schedules and schedules of values, as requested by the College or Construction

Manager.• Provide periodic site observation by appropriate disciplines at a frequency adequate for the work, critical activities, concealed work, shutdowns, system start-up, and College risk.

• Issue field reports documenting observations, deficiencies, deviations from the Contract Documents, and required corrective action.

• Collaborate with the Construction Manager in the review of applications for payment, change proposals, claims support, time impacts, and proposed substitutions; prepare independent cost evaluations and recommendations.

• Prepare supplemental instructions, proposal requests, construction change directives, and change-order documentation as authorized.

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu Architectural and Engineering Services -

RFP NUMBER: RFP-OCCC-2027-08, Page 16 of 50

• Participate in phased occupancy, temporary and permanent certificates/approvals, utility cutovers, move-in readiness, owner training, and systems start-up in coordination with the College and Construction Manager.

• The Design Consultant shall remain responsible for professional interpretation of the Contract Documents and the technical adequacy and coordination of its design.

6.17 Commissioning Support, Substantial Completion, and Closeout

• Incorporate testing, balancing, start-up, controls verification, functional testing, training, and documentation requirements into the contract documents.

• Coordinate with any independent commissioning provider retained by the College and respond to commissioning issues.

• Conduct substantial-completion inspections and prepare discipline-specific punch lists; verify completion of corrective work.

• Review warranties, O&M manuals, training records, test reports, as-built documents, attic stock, spare parts, and closeout submissions.

• Prepare record drawings based on contractor markups and provide final editable files, PDFs, models, and data in the

College-required format.

• Conduct an eleven-month warranty review and provide a written deficiency report before expiration of the one-year warranty period.

6.18 Project-Specific Design Requirements

The following requirements supplement the Basic Services and are based on the current Facilities Master Plan concepts.

They are preliminary and shall be confirmed during programming.

6.19 Harriman Hall (Middletown Campus) - Computer Science and Technology Relocation

• Relocate Computer Science and Technology from the Bio-Tech north wing to the first floor of Harriman Hall.

• Provide appropriately sized computer laboratories, support/storage/work space, faculty offices, general classrooms, conference/collaboration space, and technology infrastructure.

• Coordinate the Phase I work so it can operate independently and remain compatible with future renovation of the remainder of Harriman Hall.

• Evaluate curtainwall, finishes, signage, wayfinding, accessibility, drainage, plumbing fixtures, HVAC, controls, switchgear, fire alarm, fire protection, power, data, and special systems affected by the work.

• Design any Phase I life-safety and utility infrastructure with capacity and connection provisions for the completed building where practical and authorized.

6.20 Hudson Hall (Middletown Campus) - Education and Criminal Justice Relocations

• Renovate the second floor to support specialized Education and Criminal Justice instructional/laboratory functions, general instruction, group study, and support space.

• Provide Education faculty offices and resource/support functions on the first floor as confirmed during programming.

• Create a clear program “front door,” informal learning/collaboration area, and improved wayfinding that reinforce the

Public Service academic neighborhood.

• Preserve occupied areas and maintain safe operations during construction; sequence boiler and other major shutdown work around the academic calendar.

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu Architectural and Engineering Services -

RFP NUMBER: RFP-OCCC-2027-08, Page 17 of 50

• Evaluate and design affected curtainwall/soffits, finishes, roof interfaces, rooftop equipment, boiler plant, DDC controls, lighting, drainage, fire alarm, access control, accessibility, and other infrastructure required for a complete renovation.

6.21 Bio-Tech Building (Middletown Campus) - Nursing and Dental Hygiene

• Validate and design the Nursing program consolidation/expansion, anticipated to include updated nursing labs, simulation labs, computer-supported instruction, debriefing, faculty/office support, storage, and related spaces.

• Validate and design the Dental Hygiene instructional and clinical program, anticipated to include reception/waiting, two clinics, updated teaching laboratories, sterilization support, faculty/office support, lockers, storage, and required clinical utilities.

• Coordinate equipment, casework, technology, audiovisual, medical/dental gases or specialty utilities where required, sterilization workflow, infection-control considerations, privacy, acoustics, lighting, ventilation, plumbing, drainage, and emergency systems.

• Develop building-level phasing that accounts for vacated space created by the Harriman and Hudson relocations, ongoing occupancy, swing space, temporary services, and continuity of Nursing and Dental Hygiene instruction/clinical operations.

• Evaluate and design affected envelope, skylights, masonry, lecture-hall technology, laboratory casework, HVAC/ventilation, central plant, DDC, switchgear, temporary power, fire alarm, sprinklers, fiber/data, plumbing, water pressure, access control, and other building systems required for the authorized work.

• Coordinate current Phase I work with future Bio-Tech programs and infrastructure so that later construction can be completed without unnecessary demolition or stranded investment.

6.22 Newburg Campus Tower Building - SUNY Orange Plus and Instructional Modernization

• Confirm the authorized floors and rooms for Phase I, recognizing that the Facilities Master Plan illustrates multiple building subphases and dependencies.

• Expand and improve SUNY Orange Plus space and modernize selected classrooms, computer labs, specialized instructional labs, faculty/support areas, and student-facing spaces for active learning.

• Provide flexible technology, power/data, audiovisual, furnishings, storage, acoustics, lighting, and accessibility appropriate to each room type.

• Evaluate existing window/envelope, foundation, interior finishes, central mechanical systems, water-source heat pumps, ventilation, switchgear, fire protection, access control, roof, and other systems within or serving the authorized work.

• Preserve building cores and occupied administrative/meeting spaces to the greatest practical extent, unless the College authorizes broader work.

• Identify and quantify any enabling work required in Kaplan Hall or other locations. Such work shall not be included in the base construction scope unless specifically authorized by the College, but shall be fully documented as a dependency and potential option.

6.23 Newburgh Campus Site Improvements

• Strengthen the accessible pedestrian connection between Kaplan Hall and the Tower Building and improve campus arrival, wayfinding, safety, and visual identity.

• Develop the Tower Building entry plaza and river-overlook plaza, including seating/gathering areas, pavement, grading, drainage, lighting, furnishings, signage, landscape, and a focal/identity element as approved.

Receiving – Horton Hall, 22 Grandview Avenue, Middletown NY 10940

PHONE: 845-341-4780/4852

email: purchasing@sunyorange.edu Architectural and Engineering Services -

RFP NUMBER: RFP-OCCC-2027-08, Page 18 of 50

• Evaluate a new stair/connection to the playground and coordinate it with accessible circulation, childcare operations, security, code, and site constraints.

• Provide shade trees, low-maintenance native plantings, campus branding, and pedestrian-scale improvements consistent with College maintenance capabilities.

• Coordinate all work with existing utilities, property boundaries, drainage, emergency/service access, snow removal, campus operations, and future projects.

6.24 Campus-Wide Infrastructure and Future-Phase Coordination (Middletown and Newburgh Campuses)

• Identify shared utility, technology, life-safety, site, and building-system improvements required across project areas.

• Avoid temporary solutions that would conflict with the long-range Facilities Master Plan unless the College expressly accepts the limitation.

• Provide spare capacity, future taps, sleeves, pathways, controls integration, and other…