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Joint Schools Construction Board JSCB Joint Schools Construction Board REQUEST FOR PROPOSAL TO PROVIDE INDEPENDENT COMPLIANCE SERVICES FOR PHASE 2 OF THE SYRACUSE SCHOOLS CONSTRUCTION PROGRAM Prospective Consultants: The City of Syracuse and the Syracuse City School District, acting through the Joint Schools Construction Board, invite you to submit your proposal to provide Independent Compliance Services for Phase 2 of the Joint Schools Construction Program. Yours truly, Mary E. Vossler, CPA Director Office of Management & Budget Stephanie A. Miner Mayor 203 City Hall Syracuse, New York 13202 (315) 448-8005 Fax (315) 448-8067 Sharon L. Contreras Superintendent 725 Harrison Street Syracuse, New York 13210 (315) 435-4499 Fax (315) 435-4015 REQUEST FOR PROPOSALS FOR INDEPENDENT COMPLIANCE SERVICES ON BEHALF OF THE JOINT SCHOOLS CONSTRUCTION BOARD RFP REFERENCE # 15-100 ONE (1) ORIGINAL PROPOSAL AND SEVEN (7) COPIES OF THE PROPOSALS MUST BE RECEIVED PRIOR TO 2:30 P.M THURSDAY, APRIL 30th, 2015 AT THE FOLLOWING ADDRESS: OFFICE OF MANAGEMENT AND BUDGET DIVISION OF PURCHASE ROOM 221 CITY HALL 233 EAST WASHINGTON STREET SYRACUSE, NEW YORK 13202 ATTN: MARY E. VOSSLER, DIRECTOR NO EXCEPTIONS BE SURE THAT YOU HAVE COMPLETED AND ATTACHED ALL OF THE INFORMATION REQUIRED IN THESE SPECIFICATIONS. SPECIAL NOTE: PROPOSAL PACKAGES MUST BE SEALED AND CLEARLY MARKED ON THE LOWER LEFT FRONT WITH THE RFP TITLE & REFERENCE NUMBER AS LISTED ABOVE! PLEASE PRINT THE WORDS “ORIGINAL” ON YOUR ORIGINAL COPY PROPOSALS RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED. Table of Contents Introduction ……………………………………………………………………………………....Pg.1 General Information and Instructions……………………………………………………..…….Pg.1 Insurance…………………………………………………………….……………………….......Pg.2 Indemnification…………………………………………………………………………………....Pg.3 Consultant Employee Identification……………………………………………………………...Pg.3 Supervision and Support Personnel……………………………………………………………..Pg.3 Minimum Qualifications………………………………………………………………………….. Pg.3 Term of Contract………………………………………………………………………………......Pg.3 Information Request….................................................................................................................Pg.4 Project Approach…………………………………………………………….................................Pg.5 Billing Rates………………………………………………………………….…………………….Pg.5 Miscellaneous………………………………………………………………………………….......Pg.6 Project Background & Scope of Services Requested……………………..…………………....Pg.6 Joint School Construction Board Project Specific Compliance Services……………………...Pg.6 Proposal and Qualifications Review ………………………………………..……………………Pg.7 Qualifications & Criteria…………………………………………………………………………….Pg.8 Examination of Solicitation Documents & Addenda……………………………......................…Pg.9 Standard Professional Service’s Consultant’s Agreement………………………………………Pg.9 Proposal Costs……………………………………………………………………………………...Pg.9 Termination…………………………………………………………………………………………..Pg.9 Unbalanced Proposals……………………………………………………………………………....Pg.9 Budgetary Funding……………………………………………………………………………….....Pg.10 Award…………………………………………………………………………………………………Pg.10 Submission Requirements………………………………………………………………………….Pg.10 Professional References……………………………………………………………………………Pg.10 RFP - Cancellation/Postponement…………………………………………………………. …….Pg.11 Additional information……………………………………………………………………………….Pg.11 Proposal Due Date………………………………………………………………………………….Pg.11 Professional References…………………………………………………………………………...Pg.12 INTRODUCTION Prospective Consultants: The Joint Schools Construction Board, through the Office of Management & Budget, invites you to submit a Proposal to provide Independent Compliance Services for the Joint Schools Construction Project. Although consultant selection will be qualifications based, a Billing Rate Schedule must be submitted as indicated in the Scope of Services. The Request for Proposals is to be organized as follows: A. Proposal - General Information and Instructions B. Proposal – Instructions to Proposers C. Proposal – Project Background and Scope of Services Requested D. Proposal – Proposal and Qualifications Review The following support documents (attachments) are included in this RFP package: E. Standard Professional Services Consultant's Agreement (7 pages; blank sample) F. JSCB Phase 2 Development and Diversification Plan For Workforce & Business G. Relevant Portions of the Comprehensive Plan GENERAL INFORMATION AND INSTRUCTIONS The City of Syracuse Office of Management & Budget, Division of Purchase on behalf of the Joint Schools Construction Board is seeking proposals from vendors to provide Independent Compliance Services for the Joint Schools Construction Project. The purpose of the role is to provide a single point of contact for all Minority/Women-Owned Business Enterprise (MWBE) issues to ensure seamless MWBE compliance among all projects while adhering to the Phase 2 Development and Diversification Plan Workforce & Business as set forth by the JSCB. The services to be provided will include compliance with approved budgets, compliance with all due dates and deadlines, coordination with JSCB outside consultants, monitoring of all required policies and procedures for the proper and successful administration under the direction of the City’s MWBE Compliance Officer of Neighborhood and Business Development, City Engineer and Joint Schools Construction Board (JSCB). This successful Proposer will be required to sign a Professional Services Contract with the JSCB as approved by the Corporation Counsel who acts as counsel to the JSCB. It is the intent of the Joint Schools Construction Board to hire one consultant to provide the requested services. Although consultant selection will be qualification based, a Billing Rate Schedule must be submitted as indicated in the Scope of Services. Page | 1 INSURANCE Notwithstanding any terms, conditions or provisions, in any other writing between the Parties, the proposer hereby agrees to effectuate the naming of the City of Syracuse, the JSCB and the Syracuse School District as unrestricted additional insured on the proposer’s insurance policies, with the exception of Workers’ compensation. Consultants shall purchase and maintain during the life of the contract the following insurance. This insurance must be purchased from a New York State licensed; A.M. Best Rated “A” or “A+” carrier. The City of Syracuse, the JSCB, and the Syracuse School District, with the exception of Workmen’s Compensation and Employer’s Liability Insurance, shall be named as additional named insured. A copy of all required certificates of insurance shall be mailed to the Department of Neighborhood and Business Development, Office of Minority Affairs, Room 600 City of Syracuse prior to the execution of the contract with the JSCB. Upon request the successful Proposer (Consultant) shall provide to the JSCB any of the underlying insurance policies for review and approval. The certificates shall be issued to the City of Syracuse, the JSCB and the School District of the City of Syracuse with a provision that in the event the policies are either cancelled or diminished, at least 30 days prior notice thereof shall be given to the City, the JSCB and the School District. The successful bidder or any subcontractor shall not commence work under this contract until the counsel for the JSCB has approved such insurance. The successful proposer shall require any subcontractor(s) to provide all of the requirements of this section before any work are to commence. A. Comprehensive General Liability Insurance with contractual liability coverage in the minimum amount of $2,000,000 per occurrence and $2,000,000 as the aggregate limit of liability. Also required, the declarations page from the General Liability Insurance policy showing the endorsement that the City of Syracuse, the Joint School Construction Board and the Syracuse City School District are indeed an additional insured. B. Automotive Liability Insurance: on owned, hired, leased, or non-owned autos in the amount of $2,000,000 occurrence combined Single Limit. C. Worker’s Comprehensive & Employer’s Liability Insurance: statutory Worker’s compensation and Employer’s Liability insurance for all of his employees to be engaged in work under the contract and if such work is sublet, the contract shall require the subcontractor to provide Workmen Compensation and Employer’s Liability Insurance for all of the latter employees to be engaged in such work. The City of Syracuse, the Joint Schools Construction Board and the Syracuse City School District must be named as additionally insured. The Consultant shall secure, at its expense, a professional liability insurance policy with contractual liability coverage. The insurance shall be in the minimum amount of $2,000,000.00 per claim and $2,000,000.00 as the aggregate limit of liability. Page | 2 INDEMNIFICATION The successful Proposer shall defend, indemnify and save harmless the City of Syracuse, its officers and employees, the JSCB, and the Syracuse City School District, its employees and agents from and against all claims, damages, losses and expenses (including without limitations, reasonable attorneys’ fees) arising out of, or in consequence of, any negligent or intentional act or omission of the successful Proposer, its employees or agents, to the extent of its or their responsibility for such claims, damages, losses and expenses. CONSULTANT EMPLOYEE IDENTIFICATION All employees servicing this account are to carry company issued photo identification that will easily and clearly identify the employee(s) while on property or facilities. All employees
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