The City of Buffalo Department of Public Works, Parks and Streets will be accepting proposal packages
for Consulting Services for the LaSalle Park Gateway Phase III Improvements. The purpose of the
project is to design and implement improvements to LaSalle Park in the City of Buffalo. A more detailed
description of services to be provided is described in the Attachment A – Proposed Scope of Services.
FUNDS AVAILABLE
1. $900,000 is available for improvements primarily to the roadway, bicycle trail and parking areas.
2. $200,000 is anticipated to be available for construction improvements to playgrounds, picnic
shelters and park signage. (Alternate)
ANTICIPATED SCHEDULE
1. Consultant Selection
2. Notice to Proceed
3. Initial Scoping and Preliminary Design
a. Public Open House
4. Final Design and Contract Documents
5. Construction Phase
February 2015
February 2015
March 2015
March 2015
May 2015
June 2015 – October 2015
This schedule is subject to change based on the outcomes of evaluation of existing conditions,
alternative analysis and/or public input.
INSTRUCTIONS FOR CONSULTANTS SUBMITTING
1. Proposal packages for Consulting Services will be accepted for the LaSalle Park Gateway Phase
III Improvements until 11:00am on January 22, 2015.
2. Provide written description of firm’s project understanding and experience with similar projects.
3. Submit the resumes of all potential staff including titles and proposed role on the project.
4. List of on-going projects including contract value, status and expected duration.
5. Proposed fees on Attachment D.
Three copies of the completed proposal to be submitted to:
Andrew R. Rabb
Deputy Commissioner for Parks, Recreation and Forestry
65 Niagara Square, 502 City Hall
Buffalo, New York 14202
Any questions on this RFP can be directed to Stephen M. Buccilli, P.E. at 851-5853 or [email protected].
SELECTION PROCESS
1. A selection team of members of the City of Buffalo DPW Staff will be established to evaluate all
of the proposal packages.
2. All qualifications packages will be evaluated based on the following equally weighted criteria:
a. Project Understanding
b. Documented experience with similar projects & public outreach
c. Personnel qualifications
d. Workload & Availability
e. Proposed Costs
Attachment A – Proposed Scope of Services
LaSalle Park Gateway Phase III Improvements
The proposed scope of work for the consultant contract will include:
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Evaluate Existing Conditions & Project Scoping
o Provide topographic survey of the entire park.
o Evaluate existing pavement, drainage conditions, and potential traffic calming
measures.
o Evaluate existing parking capacity.
o Evaluate feasibility of the extension of the Shoreline trail through LaSalle Park
o Deliverables:
 Describe existing conditions in an engineering letter report including
recommendations for remedying deficiencies and or making improvements
 Provide itemized opinion of probable cost for proposed improvements
 Provide topographical mapping in up to three (3) large format hard copy prints,
.pdf format, and AutoCAD 2007 format
o This phase will be paid as a lump sum fee.
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Preliminary Design
o Prepare preliminary engineering design drawings based on City’s acceptance of the
remedies/improvements proposed in the initial phase.
o Prepare illustrative drawings for use in public outreach and presentation.
o Chair a public open house at the beginning of this phase to share the City’s plans and
collect public input.
o Meet with the City up to two times during this phase.
o Meet with a stakeholder group, to be determined by the City, up to two times during
this phase.
o Revise drawings up to three times during this phase.
o Deliverables:
 Letter report of public input received at the public open house
 Large format plans of all drawings
o This phase will be paid as a lump sum fee.
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Final Design and Contract Document Preparation
o Prepare final engineering design drawings based on the City’s acceptance of the
preliminary design.
o Prepare contract documents utilizing City’s standard front end document as well as City
of Buffalo and NYSDOT standard technical specifications where applicable. Where
standard specifications are not applicable, the consultant shall prepare special
specifications.
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Construction documents will be prepared into two (2) bid packages. One for
roadway reconstruction and site work and one for playground and shelter
improvements.
Meet with a stakeholder group, to be determined by the City, up to one time during this
phase.
Revise drawings and contract documents up to one time in this phase.
Chair pre-bid meeting and issue meeting minutes.
Analyze bids and make a recommendation of award to the City.
Deliverables:
 Letter report memorializing the basis of design, all public input and all major
decision that were made as part of the design.
 Up to three (3) copies of both sets of construction documents to be submitted
to the City.
 Recommendations of award for the lowest responsible bidders (one for each
contract).
This phase will be paid as a lump sum fee.
Construction Administration Phase:
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Chairing pre-construction and progress meetings for all construction contracts and issuing
minutes.
Consultation and advice to the City during construction.
Preparation and issuance of supplementary sketches or designs, if required, to resolve actual
field conditions that are encountered.
Interpretation of contract documents and resolution of unanticipated field problems through
conversations with the Contractor and visits to the site.
Review for compliance with design concept and take appropriate action on details construction
and shop drawings, laboratory and test reports for materials and equipment submitted by the
contractor.
As the construction progresses, Consultant shall issue field directives as necessary to ensure and
verify that the work is performed according to the contract documents.
Tracking quantities and reporting contract progress to the City on a bi-weekly basis as the
project progresses. The City will use this information to verify that that the contract amount is
not exceeded and direct that work be added or deleted to keep the contract within the
budgeted amount.
Review of all contractor invoices for each contract to verify accuracy and recommend payment
to the City. Consultant will also review and approve certified payrolls specifically for prevailing
wage rates.
Consultant shall notify the City when a change in the work is proposed which may result in an
adjustment of the contract cost or the allowable construction period. Consultant shall evaluate
whether the proposed change is justified and reasonable. If necessary, Consultant shall prepare
change order(s) and make recommendations for approval. Providing contract closeout services
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including preparing a punch list, recommendation of acceptance of the work and other associate
closeout documentation.
Consultant shall conduct a final inspection and report upon completion of the project, including
recommendations to the City concerning acceptance, final payment to the contractor, the
release of the retained percentage of payments, if any, and the close-out of the construction
contract. Consultant shall certify that the work under the contract has been completed in
accordance with the plans and specifications.
This phase will be paid as a lump sum fee.
Construction Inspection Phase:
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Inspection services related to construction contracts that the City assigns the consultant to
including, but not limited to, the following:
o Full time construction inspection on all contracts. This will require multiple inspectors
to be employed at various times.
o Daily reports in accordance with MURK.
o Tracking of quantities.
o Field engineering as necessary.
o Inspecting complaints and/or claims made against the City as a result of the work and
providing the City with a timely response.
o Preparing a punch list and monitoring its completion
o Additional services as requested by the City.
The inspectors that are employed on the project are subject to approval by the City. The
minimum qualification is NICET III or equivalent experience acceptable to the City.
This phase will be paid on an hourly basis.
Record Keeping and Closeout Phase:
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Provide all records that were kept during the course of the contract to the City. Two (2) hard
copies and one (1) pdf copy (On CD, DVD or jump drive) of all documents will be delivered to the
City. Records shall include plans indicating the location of all completed work, daily reports, all
field notes, photographs and other documents produced while working on this project.
Provide tabulated summary data to the City in a format consistent with the Division of Parks’
annual reporting documents.
This phase will be paid as a lump sum fee.
Related Studies
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The following studies have been completed previously and shall be evaluated for information
pertinent to this study:
o LaSalle Park Master Plan – City of Buffalo
o Greenway Master Plan
o Riverwalk Revitalization Plan
The City may revise this scope of work based on the outcomes of the evaluation of existing conditions,
determination of alternatives, public input etc. In the event a task is not required or the project is
canceled, the Consultant shall be paid only for work completed.
Attachment B
Construction Observation Hourly Rates Specifications
Single Location Projects
The flat rate hourly fees that are submitted shall be for the duration of the contract and shall include the
following:
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Salary and fringes
Profit and overhead
All mileage and or vehicle charges
The cost of all supplies necessary including paper, postage, reproduction costs, job photos,
inspector’s vehicle, measuring tape, inspection forms, mobile phone, etc
Overtime worked shall be billed as the same above quoted unit price as straight time worked
Insurance as described in the enclosed specification of required insurance
Attachment C
Insurance Requirements for City of Buffalo Consultant Contracts
The Consultant shall secure policies of Workman's Compensation, Professional Liability,
General and Automobile Liability Insurance, and maintain said policies in force during the life of
this contract in the limits set forth:
Workman's Compensation and Disability Insurance:
This contract shall be void and of no effect unless the Consultant shall secure
Workman's Compensation and Disability Insurance for the benefit of, and keep insured during
the life of this contract, such employees as are necessary to be insured in compliance with the
provisions of the State of New York workmen's Compensation Law. The certificates shall be on
the New York Form.
General Liability:
With respect to all operations the Consultant shall carry Commercial General Liability
insurance providing for a minimum limit of two million dollars ($1,000,000) per occurrence for
all damages arising out of bodily injury, personal injury, property damage, products/completed
operations, and contractual liability coverage for the indemnification provided under this
contract. Each annual aggregate limit shall not be less than $2,000,000. The City shall be
named as the additional insured.
Automobile Insurance:
With respect to any owned, non-owned, or hired vehicles and all vehicles, the
Consultant shall carry Automobile Liability insurance providing for a minimum limit of one
million dollars ($1,000,000) per accident for bodily injury and property damage. The City shall
be named as the additional insured.
Professional Liability:
With respect to any damage caused by an error, omission or any negligent acts of the
Consultant, the Consultant shall carry Professional Liability insurance providing two million
dollars ($2,000,000).
All policies of insurance required by this contract shall be provided and maintained at no
cost or expense to the City and shall name the City of Buffalo as an Additional Insured and
Certificate Holder with respect to the Consultant 's activities.
Professional Liability and
Workmen's Compensation Insurance shall name the City of Buffalo as a Certificate Holder.
All policies of insurance shall be provided by a company or companies authorized to do
business in the State of New York. Before commencing the work, the Consultant shall furnish to
the City a certificate of insurance, and shall thereafter provide renewal certificates, as
appropriate, evidencing such coverage written by a company or companies acceptable to the
City. All certificates of insurance shall be subject to the approval of the Corporation Counsel of
the City as to form and of the Comptroller of the City as to sufficiency. Such certificates and
renewal certificates shall provide for a notice of cancellation, change, lapse or restrictive
amendment by certified or registered mail at least thirty (30) days.
Any contractor or subcontractor performing work under this contract shall procure and
maintain statutory insurance and other insurance as determined by the Consultant so as to
properly cover the liability of the Consultant, contractor and subcontractor(s). The policy limits
shall be the same as required of the Consultant and the certificates of insurance shall be
delivered to the Consultant.
Attachment D
Cost Proposal Form
LaSalle Park Phase III Rehabilitation Consulting Services
Evaluate Existing Conditions & Project Scoping
$__________________ lump sum
Preliminary Design
$__________________ lump sum
Final Design & Contract Document Preparation
$__________________ lump sum
Construction Administration
$__________________ lump sum
Construction Observation
$______/hr
Record Keeping and Closeout
$___________________ total 1000 hr
$__________________ lump sum
Total
$____________________________
Alternate – Improvements to Playgrounds, Picnic Shelters and Park Signage
Construction Administration
Construction Observation
$__________________ lump sum
$______/hr
Total
$___________________ total 200 hr
$____________________________