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Category(ies):

Architectural, Engineering & Surveying - Consulting & Other Services

 
Issue Date: 08/31/2020 Contract Number: D214798

TERM AGREEMENT FOR ARCHITECTURAL DESIGN SUPPORT SERVICES PRIMARILY IN THE SYRACUSE AND BUFFALO DIVISIONS


Description:

The New York State Thruway Authority is seeking to retain a qualified architectural/engineering firm to provide architectural design support services. The firms and the proposed team must have architectural and engineering capabilities. Design assignments will be made on an as-needed basis and may include, but not be limited to the following: water and sewage treatment systems; HVAC systems; mechanical systems; electrical systems; plumbing and fire protection systems; coordination with outside agencies and/or utility companies; architectural and/or structural design and analysis, including building and interior design; site and landscape design; surveying and mapping; cost estimating; hazardous materials abatement design; and other miscellaneous architectural design services. Deliverables may include, but not be limited to the following: surveys and mapping; technical memorandums and reports; design reports; material testing reports; and plans, specifications and estimates. 

Possible projects designed under this agreement may include the following:

· Wastewater treatment plant upgrades – Syracuse Division

· Equipment storage building and wash bay at Verona Maintenance Section

· Replace metal building and construction wash bay at Walden Avenue facility

In addition, the selected firm may be requested to provide construction support services for architectural projects. These services may include attending progress meetings at various times during construction, per the project’s scope of services and/or at the request of the Authority’s “project engineer/engineer-in-charge” and/or construction inspector; providing submittal and shop drawing reviews; providing sketches; support during hazardous materials abatement; responding to requests for information (RFIs) and assistance with preparing amendments during the bidding process; and preparing as-built record drawings. 

The anticipated value of this term agreement is $1,500,000. The duration of this agreement is thirty-six months and the Authority shall have the option, in its sole discretion, to extend this agreement for one (1) additional one (1) year term.

In order for a firm’s Letter of Interest (LOI) to be considered by the Authority, the following three (3) points must be met. If any of these points are not met, the LOI will not be reviewed and the firm will not be considered for selection. Should the firm have any questions regarding these requirements, they must contact only one of the Authority individuals listed below. 

1. The LOI shall be no more than three (3) standard single-spaced typewritten pages, using a 10 point or greater Arial (not Arial Narrow) font (line spacing and text), with a minimum ½ inch margin on all sides. Font scaling shall be set to one hundred percent. Font spacing shall be set to ‘normal’. On a separate fourth page (8-1/2 x 11), the firm must provide their team’s organization chart. 

2. All firms listed in the LOI must be registered (and the registration must be current) with the NYS Department of State and must be able to conduct business in New York State. The firm names used in the LOI must match exactly as named with the Department of State (see below for additional details).

3. Where professional services (including engineering, architectural, and survey) are required, all firms listed in the LOI must be registered (and the registration must be current) to practice in New York State with the New York State Department of Education, Office of the Professions, and must be able to legally provide professional services in NYS under the name as stated in the LOI (see below for additional details).

The letter of interest should include the items listed below. Failure to do so may impact the firm’s evaluation score.

• Seven (7) copies of the LOI must be submitted. Use staples only (do not use binders or covers when submitting a letter of interest). If submitting electronically, only one copy is required.

• The prime consultant must complete and submit with the LOI one copy of each of the following:

o A State Finance Law §§ 139-j and 139-k Contractor Disclosure of Prior Non- Responsibility Determinations Form (TA-W3053-9) and,

o A Certificate of Compliance with the Authority Guidelines Regarding Permissible Contacts During a Procurement and the Prohibition of Inappropriate Lobbying Influence (TA-W2111-9) for your firm.

o These forms are available at http://www.thruway.ny.gov/business/consultants/forms/index.html#law. A firm’s letter of must be accompanied by both of these required forms, each fully executed for the firm. Do not staple these forms to the letter of interest.

• An explanation of the firm's understanding of the assignment.

• The firm's current and recent experience on similar work assignments. Please include completion dates, dollar values, and role of the firm for each assignment. 

• The names, certifications, and qualifications of the proposed staff members (prime and sub-consultant(s)) who will be used on this project. This must include information (including completion dates, dollar value, and role) concerning recent relevant assignments. 

• For each of the proposed staff members, include the individual’s current assignments that require twenty (20) percent or more of that individual’s time. If a staff member is working on fewer than two assignments that meet the 20 percent threshold, the firm shall list at least two of that person’s largest assignments. For each of the assignments, please provide the assignment’s description, the person’s role, percentage of the person’s time, and completion date of the person’s work on that assignment.

• The names of any other firms that will be involved in this project, the work to be completed by each firm, and the estimated percentage of work to be assigned to each firm. Please ensure that the D/M/WBE and SDVOB percentages stated below are met. This includes all sub-consultants (including primary D/M/WBE and SDVOB firms) and sub-contractors. The sub-consultants’ and sub-contractors’ current and recent experience on similar work assignments must be included.

• One or two “secondary” M/WBE firms are encouraged for submission but are not mandatory. A “secondary” firm is defined as a firm that has limited or no work experience with the Authority. Do NOT propose firms for the secondary M/WBE program that have significant experience with the Authority. A brief explanation of what work might be assigned to each firm should be included.

• A certification that all firm staff members and all employees of sub-consultants and sub-contractors who are former employees of the Thruway Authority (Authority) or New York State and who will be performing work on this project are performing such services in accordance with the provisions of the Public Officers Law, other laws applicable to the service of current or former Authority or New York State employees, and/or the rules, regulations, opinions, guidelines or policies promulgated or issued by the New York Commission on Public Integrity.

• In accordance with State Finance Law §139-l, by submission of a LOI, each firm/proposer and each person signing on behalf of any firm certifies, under penalty of perjury, that the firm has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of section two hundred one-g of the labor law. The LOI shall not be considered for selection nor shall any award be made to a firm who has not complied with the requirement above; provided, however, that if the firm cannot make the foregoing certification, such firm shall so state and shall furnish with the LOI a signed statement which sets forth in detail the reasons therefor.

• Please review the requirements presented below concerning the State of New York Vendor Responsibility Questionnaire.

As stated above, your letter must include the names of any other firms that will be involved in this project and the work to be assigned to each firm. This includes all sub-consultants (including D/M/WBE and New York State Service-Disabled Veteran-Owned Business (SDVOB) firms) and sub-contractors. Firms submitting a LOI are asked to designate “primary” and “secondary” M/WBE firms. Primary M/WBE firms are those whom will be evaluated/scored when selecting a firm for designation. Further, these firms will likely be the primary firms to fulfill the M/WBE goals. In order to encourage the use of M/WBE firms that have limited Authority experience, a firm may include one or two “secondary” M/WBE firms in a firm’s letter of interest. Submission of these “secondary” firms is not mandatory and they will not be evaluated/scored through-out the selection process. With approval from the Authority, these “secondary” M/WBE firms will be included in the executed agreement. Any work completed by these secondary M/WBE firms will be used to fulfill the required M/WBE goals. If included in the executed agreement, the “secondary” M/WBE firms will be included in a firm’s performance evaluation.

Each firm submitting a letter of interest must verify and ensure that it and its proposed sub-consultants and sub-contractors have the required authorizations and certifications in order to practice engineering, surveying, etc. (verification can be found by visiting http://www.op.nysed.gov) and to legally operate as a business in New York State (verification can be found by visiting http://www.dos.ny.gov). The firm and their proposed sub-consultants’ and sub-contractors’ names listed in the LOI shall appear exactly as they are registered to practice and operate as a business in New York State. If a firm and/or its proposed sub-consultants and sub-contractors do not have the required certifications, and the firms’ names are not properly listed in the LOI, the LOI will not be considered and the firm submitting the LOI will not be considered for selection for the advertised assignment. Do not send the certifications with the LOI unless required to do so as part of the State of New York Vendor Responsibility Questionnaire.

Firms are encouraged to visit the consultant section of the Authority's website at: http://www.thruway.ny.gov/business/consultants/guidelines.html for additional detail concerning the content of the LOI.

Chapter 1 of the Laws of 2005, as amended by Chapter 596 of the Laws of 2005 (collectively referred to as the “Lobbying Law”), made major changes to the Legislative Law and State Finance Law relative to lobbying on government procurements. More specifically, the Lobbying Law created two new sections in the State Finance Law: Section 139-j addresses restrictions on “contacts” during the procurement process; and Section 139-k addresses the disclosure of contacts and the responsibility of bidders/proposers during the procurement process. The Lobbying Law applies to all procurements initiated on or after January 1, 2006. In this regard, a procurement means a contract or agreement involving an annual expenditure in excess of $15,000 for a commodity, service, technology, public work, or construction; purchase, sale or lease of real property; or revenue contract.

This proposed agreement is subject to the provisions of the Lobbying Law. As such, firms are required to review the ‘Thruway Authority Guidelines Regarding Permissible Contacts During a Procurement and the Prohibition of Inappropriate Lobbying Influence (TAP-335)’. These Guidelines can be found on the Authority’s Website at http://www.thruway.ny.gov/business/consultants/forms/index.html

An interested firm and any proposed sub-consultants and sub-contractors that the firm is proposing to use on this project must have completed a State of New York Vendor Responsibility Questionnaire using the Office of the State Comptroller’s New York State VendRep System (http://www.osc.state.ny.us/vendrep/index.htm), within one year of when the LOI is due. A hard copy Questionnaire shall not be submitted with the LOI.

Further, an interested firm and any proposed sub-consultants and sub-contractors that the firm is proposing to use on this project must also have a Standard Form (SF) 254, Architect-Engineer and Related Services Questionnaire on file with the Authority. If the firm has previously submitted the SF 254 to the Authority and such form will be less than one-year old on the date when the LOI us due, the firm does NOT need to send another copy. All SF 254’s must include the firm’s Federal ID number in Box #1. While the SF 254 is used in the consultant selection process, it is secondary to the LOI. As such, ensure that all of the required information is included in the LOI. The SF 254 form is available on the Authority’s website at: http://www.thruway.ny.gov/business/consultants/forms/index.html

If submitting a SF 254, please enclose only one copy and do not staple it to the LOI.

The Authority is committed to providing and ensuring Minority-owned Business Enterprises (MBE), Women-owned Business Enterprises (WBE), Service-Disabled Veteran-owned Business Enterprises (SDVOB) and Disadvantaged Business Enterprises (DBE) with opportunities to participate in the Authority’s contracting and procurement processes in accordance with Title 49, Part 26 of the United States Code of Federal Regulations (CFR), New York State Executive Law, Articles 15-A, 17-B, and all applicable federal and state laws, rules, regulations and Executive Orders, herein incorporated by reference.

The aggregate Minority–owned Business Enterprise (MBE) and/or Woman-owned Business Enterprise (WBE) sub-consultant goal is 30%. If the prime consulting firm is an MBE or WBE, their participation may fulfill up to fifty percent (50 %) of the stated sub-consultant goal. The Service-Disabled Veteran Owned Business sub-consultant goal is 6%.

For questions involving Minority, Woman, Disadvantaged enterprise or Service-Disabled Veteran-Owned business goals, contact the Authority’s Chief Compliance Officer at (518) 471-5830.

For this advertisement, firms may submit the LOI and supporting documentation electronically at: D214798@thruway.ny.gov. Submissions will be locked to preserve the competitive process and only opened after the submission deadline has passed.

Letters of Interest Due: September 25, 2020 by 5:00 p.m.

 

Due Date: 09/25/2020 5:00 PM

Contract Term: Three years, with an option for the Authority to extend for one (1) additional one (1) year term.

Location: Syracuse and Buffalo Divisions

Ad Type: General


Technical contact:     Thruway Authority, NYS
Engineering Department
Contracts and Capital Program
Jill Ross
Planning Coordinator
200 Southern Boulevard
Albany, NY 12209
United States
Ph: 518-471-5922
Fax:
jill.ross@thruway.ny.gov

Primary Contact:     Thruway Authority, NYS
Engineering Department
Capital and Contracts Management
Andrew Trombley
Director
200 Southern Boulevard
Albany, NY 12209
United States
Ph: 518-436-3164
Fax:
Andrew.trombley@thruway.ny.gov

Secondary contact:     Thruway Authority, NYS
Engineering Department
Contracts and Capital Program
Jill Ross
Planning Coordinator
200 Southern Boulevard
Albany, NY 12209
United States
Ph: 518-471-5922
Fax:
jill.ross@thruway.ny.gov
Secondary contact:     Thruway Authority, NYS
Engineering Department
Capital and Contracts Management
Andrew Trombley
Director
200 Southern Boulevard
Albany, NY 12209
United States
Ph: 518-436-3164
Fax:
Andrew.trombley@thruway.ny.gov