REQUEST FOR PROPOSALS

Design Charrette & Construction Documents:

One Monument Square
Department of Planning and Economic Development

OVERVIEW
This Request for Proposal (RFP) is for a team to lead a community inclusive Planning Charrette for the
One Monument Square site in historic downtown Troy, New York. Stakeholders will be invited to identify
the preferred layout for this site and to plan for and design the public space, including a 50’ riverfront
esplanade and access from River Street. It is the intent of the City to release a request for proposals for
sale of the remaining, non-public land to a developer wishing to conform to the charrette.

Developers who may be interested in the non-public space are strongly urged to attend the charrette.

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 *****THIS IS A REQUEST FOR PROPOSALS*****

One Monument Square – Design Charrette and Construction Documents

RFP Instructions and Timeline

DATE: March 5, 2018

FROM: Steve Strichman, Commissioner of Planning and Economic Development

NOTICE IS HEREBY GIVEN THAT PROPOSALS ARE SOUGHT FOR THE FOLLOWING:

RFP NAME: One Monument Square – Design Charrette and Construction Documents

CONTACT PERSONS: Nancy Piskutz

(518) 279-7172
nancy.piskutz@troyny.gov

Troy City Hall

Bureau of Contracts and Procurement
433 River Street, Suite 5001
Troy, NY 12180
Attn: Nancy Piskutz

The original, one (1) paper copy, and a digital copy (on CD or USB drive) of the proposal must be
sealed, received, and time-stamped before 4:00pm prevailing time on DUE DATE. Late bids will not be
accepted and will be returned unopened to the vendor. The City of Troy advertises all bid and RFP
opportunities as well as posting on the Empire State Purchasing Group (BidNet Direct). The City
Purchasing Office is responsible for issuing, advertising, distributing, and opening all bids and RFP’s
within the guidelines of the City of Troy’s Procurement Policy.

PLEASE PRINT ON THE ENVELOPE:

1. NAME & ADDRESS OF PROPOSER

2. RFP NAME – “One Monument Square”

It is the bidder's responsibility to read the attached RFP and GENERAL CONDITIONS which outline bidding
rules of the City of Troy.

Upon submission of bid, it is understood that the bidder has read, fully understands, and will comply
with said RFP and GENERAL CONDITIONS.

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 REQUEST FOR PROPOSALS
ONE MONUMENT SQUARE
DESIGN CHARRETTE & CONSTRUCTION DOCUMENTS

1.0 INTRODUCTION
INTRODUCTION

The City of Troy is seeking proposals from qualified firms to lead a three-day design charrette and follow-
up workshop for the One Monument Square parcel located at 231-249 River Street in Troy’s Central
Business District (CBD). The exercise will create community consensus on an acceptable course of action
to design for the future commercial, municipal, mixed-use, or open space/recreation redevelopment of
the Parcel. The City’s administration is not advancing a pre-conceived plan for the redevelopment of this
site, except that the development must include a minimum 50-foot riverfront trail/esplanade as well as
visual and physical access to the Hudson River and Riverfront Park from River Street.

The charrette will employ an iterative process over three separate days open to the public, including but
not limited to all of Troy’s residents, public agencies, business owners, non-profits, employees, potential
developers, students and visitors. At the end of the initial three-day process, the exercise will have
developed a mutually agreed upon use and strategy for the site’s redevelopment. The selected team will
have one month to refine the product and present back to the community on a fourth day of workshops.

There may be an additional and separate RFP for those interested in developing the non-public space in
conformance with the charrette output, release date and scope of work will be dependent on consensus
of use and recommendations from charrette.

Upon completion of the workshop, the team will prepare construction documents for the 17,300 square
foot esplanade.

The City requires that the team will include an urban planning professional and recognized urban
designer with experience in multiple-day charrettes, and community development, zoning, and the
capability of providing necessary building and landscape architecture, engineering and economic analysis
of community proposals during the planning process.

Proposals are due by 4:00 PM, Friday, March 30, 2018.

2.0 PROJECT
PROJECTOVERVIEW
OVERVIEW

The One Monument Square site is located in the heart of Troy’s CBD and Business Improvement District
(BID). Since the demolition of City Hall in 2011, numerous attempts at redevelopment have been
initiated but have not come to fruition. This charrette process is intended to specifically design the public
space, and identify the exact building site. Having the public space delineated, designed and placed
under the City’s ownership and responsibility, will provide better guidance for the private
redevelopment of the site. The City has $1.4 million in state grant funding available for design and
construction of the esplanade.

The consultant team will present to the Planning Commission for a conceptual review of the public
space.

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 STUDYAREA
3.0 STUDY AREA

One Monument Square

The Monument Square project area is 1.6 acres in total as outlined in Diagram 1 in green and in red. The
green “Park/Esplanade Area” is shown as a minimum with 17,300 square feet or 0.4 acres. This area
could be increased in size but it must be a minimum 50 feet deep perpendicular to the river. The red

Diagram 1 - Monument Square Site

outlined “Development Area” is shown as a maximum with up to 53,500 or 1.2 acres. From these 1.2
acres, consideration must be made for access between River Street and the Park. Access, per the grant
funder is “physical and visual.” Front Street running through the parcel may be relocated from its
existing mapped location, but it must continue to cross the property for north and south access and
there must be accommodations behind any structural development to allow for firefighting apparatus.

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3.1 IMPACT AREA

During the charrette process, the public team

should be familiar with Troy’s downtown, and
how any development fits in with the services
and existing uses shown loosely in diagram 2
with a 1/3 mile radius of the One Monument
Square site.

4.0 SCOPE OF
4.0 SCOPE OF SERVICES
SERVICES

While the City is open to modifications and

suggestions for the scope of work from the
proposer, the following tasks must be
addressed in the response.

Task 1: Project Scoping Session

The selected consultant team shall

meet with City of Troy officials and
staff, Department of State staff and
representatives of the Project Advisory Diagram 2 – Impact Area
Committee to discuss key stakeholders,
roles and responsibilities, issues and strategies for outreach and communication plan, scope of
work, and proposed schedule for charrette and workshop.

Deliverables: Minutes of scoping meeting, understandings or agreements reached and next

steps.

Task 2: Charrette Preparation

Purpose: The contractor shall develop a detailed charrette schedule for a three (3)-day, charrette
and conclusive workshop. It is anticipated that the charrettes will occur no later than May 2018.

Review relevant documents; prepare a charrette schedule indicating outreach timetable, events,
such as open house hours, stake-holder meetings, and production targets. A charrette agenda
should include an ice-breaking session and downtown visioning on how the Monument Square
site should fit in with the CBD and the waterfront-esplanade/Riverfront Park. A detailed
community engagement process should be developed that identifies all methods and media to be
used to engage diverse participants throughout the entire charrette process, brochures for
distribution, and an interactive web page to keep the community informed on the process and
allow for monitoring of the charrette and deliverables.

Alternative Concepts Development: Create a minimum of three concepts drawings to be used as

a starting point for discussion at the public charrettes. Each scenario should have a best use and
outline, including market performance and illustrative proforma.

Deliverables: Draft charrette schedule within two weeks of award

Three (3) design concepts to initiate public visioning process
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 Defined goals and objectives
Communication Plan

Task 3: Three (3)-day Charrette

Purpose: Contractor shall lead a three (3)-day charrette and all associated activities to identify
and develop concept for consensus and strategic development of the site.

Opening Public Meeting: Conduct a public meeting in order to establish a community

understanding of the project background purpose, process, roles and opportunities for
community involvement; and, use hands-on drawing exercises and other methods to elicit public
input on such topics as community values, vision, and long-term waterfront revitalization.

Two Additional Public Meetings: Conduct public meetings/open house to review conceptual
drawings, identify alternative concepts and to facilitate a dialogue among all of the relevant
viewpoints represented. Gather the information necessary to narrow the alternative concepts
into a preferred plan.

Preferred Plan Synthesis: Develop a draft preferred plan by accounting for all of the information
from the public meetings, merging the high performing elements of the alternative concepts with
any newly developed design elements.

Deliverables: Minutes of public meetings

Conceptual Drawings
Draft Preferred Plan
Analysis of SEQR and permitting process

Task 4: Workshop

Refine Preferred Plan: Concluding the three (3)-day charrette, the Consultant will enhance the
concept developed during the charrette period to provide aesthetic and program detail for
review on a fourth day of workshops. Consultant will work closely with City staff to address
infrastructure needs.

Workshop: Conduct a final meeting. Present a concise and comprehensive summary and formal
report of form of development, project goals, the charrette process and all elements of the draft
preferred plan. Gather community feedback through an open discussion or open house format.
Provide the project sponsor with electronic files of the final charrette products upon the
conclusion of the charrette.

Charrette/Workshop Products/Deliverables:
Refined design option from preferred plan that considers use of space, connection
to the river and to downtown. Design options will be presented in plans, sections,
and ground-level perspectives.
Minutes of workshop and any staff meetings held in the interim

Task 5: Planning Commission

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 Conceptual Review: Consultant will appear before Planning Commission following the three-day
Charrette to solicit feedback from members prior to or following the workshop.

Task 6: Design Development

Esplanade: Consultant will prepare construction documents for esplanade. The documents will
assume a $1.4 million construction for the 17,300 sq. ft. space as depicted on page 4 in diagram
1.

Deliverables: 75% completed construction documents for review by city staff

100% completed construction documents and technical specifications
following approval by City
Detailed cost estimate including contingency and soft costs
Bid ready materials required for project to move to construction phase

ADMINISTRATION
Monthly reports updating efforts on the
project shall be submitted to the City of Troy
by the fifth day of the month following activity.
These reports shall augment activity claimed
on billing requests. Monthly reports shall also
document any use of MWBE subcontractors
and their utilization. If there are MWBE goals
should be explicitly stated and clear that the
consultant will be responsible for promptly
completing compliance and utilization.

Deliverables: Within 30 days after completion of work, contractor shall submit a final report to the City
of Troy summarizing all aspects of work performed under the contract and identifying next steps to
advance the project.

PROPOSAL OPENING
5.0 PROPOSAL TIME DEADLINE
SUBMISSION

Proposals must be submitted by 4:00 PM on March 30, 2018 to the City of Troy,
Purchasing, 433 River Street, Suite 5001, Troy, New York 12180.

You are urged to mail/deliver your quote early. Late quotes will not be accepted and will be
returned unopened to the vendor. Do not rely on overnight delivery services since they may not
make your delivery in time.

6.0 SUBMISSION
5.0 SUBMISSIONREQUIREMENTS
REQUIREMENTSAND
ANDMETHOD
METHODOF
OFAWARD
AWARD

Responses to the following questions may not exceed 15 pages.

● A description of the contractor’s understanding and approach to the project, including

projected timeline and anticipated project deliverables. This should include a statement
explaining why you think the project would benefit from selecting your firm. Proposers
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 should also describe any past or ongoing work in the City of Troy.
● A brief description of the individual, firm(s), including background and qualifications.
Proposers should indicate how they will meet or exceed State goals for Minority and Woman
Business Enterprise contracting.
● A summary of any arrangements that will be made with any other firm (subcontractors) for
assistance on this work, and an explanation of their qualifications and project role. In
particular the description should identify, by name and experience, the key planner, urban
designer and architect who will lead the project.
● A list of key personnel to be involved in the work for each phase of the project for all
companies included. Resumes, limited to key staff, should be included in an appendix.
● A list of similar work performed for other municipalities or agencies, including a description of
work and the name of the municipality or agency. Proposers must identify at least four
engagements that feature community based design charrettes for similar communities and
comparable sites. No other experience may be substituted. Please include summary sheets of
project as attachment.
● A project budget that includes a detailed estimate of the total time needed for the firm to
complete the work. The project budget should show hours by team member by task, showing
hourly rates and estimated number of hours provided for each person and task.
● A project schedule showing major contract milestones (deliverables, meetings) shown in
weeks from contract award.

Note: the City of Troy reserves the right to reject any and all proposals for any reason.

6.0 EVALUATION
7.0 EVALUATION AND
AND SELECTION
SELECTION

The City will establish a review committee, and may conduct interviews as necessary.

Evaluation Criteria

Firm experience and capacity 20%

Project understanding 20%

Similar project experience 20%

Cost 20%

Project schedule 20%

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8.0
7.0 PROPOSAL RESERVATIONS
PROPOSAL RESERVATIONS

Proposals submitted shall remain in effect for Sixty (60) days past the date of bid opening.

8.0 CANCELLATION
9.0 CANCELLATION CLAUSE
CLAUSE

At any time prior to the selection of a proposal the proposer may withdraw their proposal by
sending a letter to the City of Troy rescinding the offer. The City of Troy may withdraw the
request for proposals at any time by sending a letter to any and all proposers notifying all
proposers that the request for proposals has been withdrawn.

9.0 INSURANCE
10.0 INSURANCE/BONDING
/ BONDING

The selected consultant/team must comply with the City of Troy’s insurance requirements.

Workers compensation insurance as required by law and including employer's liability insurance
in the amount of at least One Million Dollars ($1,000,000) per occurrence/Two Million Dollars
($2,000,000) aggregate and disability benefits insurance as may be required by law.

Commercial general liability and contractual liability on an occurrence basis with the following
limits of coverage: bodily injury, property damage and personal injury, One Million Dollars
($1,000,000) each occurrence/two million dollars ($2,000,000) general aggregate.

Architects and Engineers Professional Liability/Errors & Omissions of at least One Million Dollars
($1,000,000) per occurrence/Two Million Dollars ($2,000,000) aggregate.

Vehicle liability including owned, non-owned and hired vehicles and all other vehicles with the
following limits of coverage: one million dollars ($1,000,000) each occurrence and Two Hundred
Fifty Thousand Dollars ($250,000.00) property damage liability.

All certificates of insurance are to provide that the insurance evidenced by the certificate shall
not be cancelled or materially altered except after thirty (30) days prior written notice to the City
of Troy.

The City of Troy shall be named as additional named insured on the commercial general
liability/contractual liability policy and on the vehicle liability policy.

All policies are to be written by insurance companies authorized to do business in the State of
New York and which are acceptable to the City of Troy.

11.0
10.0 ADDITION
ADDITIONTOTO
THE
THE
SIGNATURE
SIGNATURE
PAGE
PAGE

The response to this RFP certifies that the responding party has read, is familiar with, and will
comply with any and all segments of these specifications, including but not limited to: Cover
Letter, General Conditions, Insurance Requirements, Product Specifications and Conditions,
Delivery and Backorder Requirements (as applicable).

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12.0
11.0 ALTERNATE BIDS
ALTERNATE BIDS

In the event that satisfactory proposals are not received, the City of Troy reserves the right to
consider alternative proposals containing deviations from the City of Troy’s RFP.

12.0 RIGHT
13.0 RIGHT TOTOREJECT,
REJECT, SUSPENDOR
SUSPEND, ORTERMINATE
TERMINATE

The City of Troy reserves the right to reject any and all proposals, to waive any informalities and
technical irregularities in the proposals received, or to accept any proposal deemed to be for the
best interest of the City of Troy. The City of Troy reserves the right to suspend or terminate the
contract for any reason.

13.0 CONFLICTOFOFINTEREST
14.0 CONFLICT INTEREST

No director, officer, employee, agent, contractor, or subcontractor of the proposer shall also be
an agent, servant and/or employee of the City of Troy. The proposer shall not employ as a
director, officer, employee, agent, contractor, or subcontractor, directly or indirectly in any
capacity, any elected or appointed official of the City of Troy, and the two school districts, or any
member of their immediate family.

The proposer agrees that it will require all its directors, officers, employees, agents, contractors,
or subcontractors, to be bound and adhere to the Code of Ethics of the City (if interested, copies
of the Code of Ethics may be obtained from the City of Troy). The contractor further agrees that
it will require all of its employees to comply with all applicable laws relating to this agreement, or
the performance thereof, and that the refusal to supply such evidence and/or testimony shall be
the cause for immediate termination of this agreement by the City of Troy.

14.0 FUNDING
15.0 FUNDING

Funding for this project comes in part through available grants administered by the New York
State Department of State (NYSDOS). Under Article 15A, Executive Law, the State of New York is
committed to providing Minority and Women Owned Business (MWBE) equal opportunity to
participate in government contracts.

15.0 NON-COLLUSIONCLAUSE
16.0 NON-COLLUSION CLAUSE

Each proposer shall complete and submit with its proposal the “Non-Collusive Proposal
Certificate and the “Acknowledgement” listed under Appendix of the RFP.

The City Reserves the right to reject any and all submissions.

The City assumes no responsibility or liability for costs incurred by respondents prior to an award
of a contract, including cost incurred with the preparation and submission of quotes in
accordance with this RFP.

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16.0 CONTRACT
17.0 CONTRACT MILESTONES
MILESTONES

Charrette kick-off: 3-day charrette: May 2018

Workshop: Within one-month of charrette

Planning Commission Review: June 2018

Final Project Deliverables July 2018

17.0 INQUIRIES
18.0 INQUIRIES

The deadline for questions relative to this request is March 16, 2018 at 2:00 PM EDT. Please send
questions to:

Nancy Piskutz
Troy City Hall
Office of the City Comptroller
433 River Street, Suite 5001
Troy, NY 12180

or via email at nancy.piskutz@troyny.gov using “Monument Square RFP” as the subject. All
questions will be compiled into one document with answers issued in the form of an Addendum
to be distributed to all potential bidders on record with the Purchasing Department. Information
obtained from any other source is not official and may be inaccurate.

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 MONUMENT SQUARE CHARRETTE
RFP PROPOSAL FORM

FORM MUST BE COMPLETED AND SIGNED TO BE CONSIDERED FOR AWARD

3-Day Design Charrette and follow up Workshop $______________________________

Construction Documents
for $1.4 million, 17,300 sq.ft. Esplanade $______________________________

Total $

Name & Address of Company Submitting Proposal:____________________________________

Authorized Representative Submitting Proposal:

Printed Name

Signature

Title

Telephone: __________________________________

E-mail Address: __________________________________

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 Appendix A

CERTIFIED COPY OF RESOLUTION OF

BOARD OF DIRECTORS OF

(NAME OF CORPORATION)

“RESOLVED that _______________________________________, ______________________________

(Person Authorized to Sign) (Title)

Of ___________________________________ authorized to sign and submit the Bid of this corporation

(NAME OF CORPORATION) for the

following Project:

and to include in such bid the certificate as to non-collusion, and for any inaccuracies or misstatements in such certificate this
corporate Bidder shall be liable under the penalties of perjury.

The foregoing is a true and correct copy of the resolution adopted by

(NAME OF CORPORATION)

at a meeting of its Board of Directors held on the _______ day of __________________, 2018.

By: ____________________________________
Title:

__________________________________

(SEAL)

The above form must be completed if the Bidder is a Corporation.

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 NON-COLLUSION AFFIDAVIT OF BIDDER
CITY OF TROY, NEW YORK

State of New York )

)ss.
County of )

__________________________________________________, being first duly sworn, deposes and says that:

1) He/she is _________________________________________________________________ of
(owner, partner, officer, representative, or agent)
_____________________________________________________________, the Bidder that has submitted the
attached bid;
2) He/she is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances
respecting the Bid;
3) Such Bid is genuine and is not a collusive or sham Bid;
a. By submission of this Bid, each Bidder and each person signing on behalf of any Bidder certifies,
and in the case of a joint Bid each party thereto certifies, as to its own organization, under penalty of perjury,
that to the best of his knowledge and belief:
1. The prices in this Bid have been arrived at independently without collusion, consultation,
communication, or agreement, for the purpose of restricting competition, as to any matter
relating to such prices with any other Bidder or with any competitor
2. Unless otherwise required by law, the prices which have been quoted in this Bid have not
been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder
prior to opening, directly or indirectly, to any other Bidder or to any competitor; and
3. No attempt has been made or will be made by the Bidder to induce any other person,
partnership, or corporation to submit or not to submit a Bid for the purpose of restricting
competition
b. A Bid shall not be considered for award nor shall any award be made where clauses 4) a., 1, 2, and 3 above
have not been complied with; provided however, that if in any case the Bidder cannot make the foregoing
certification , the Bidder shall so state and shall furnish with the Bid a signed statement which sets forth in
detail the reasons therefor. Where 4) a., 1, 2, and 3 above have not been complied with, the Bid shall not be
considered for award nor shall any award be made unless the head of purchasing unit of the State, public
department, or agency to which the Bid is made, or her designee, determines that such disclosure was not
made for the purpose of restricting competition.
c. The fact that a Bidder (i) has published price lists, rates, or tariffs covering items being procured, (ii) has
informed prospective customers of proposed or pending publication of new or revised price lists for such
items, (iii) has sold the same items to other customers at the same prices being bid, does not constitute,
without more, a disclosure within the meaning of clause 4) a. 2.
d. Any Bid hereafter made to the municipality or any public department, agency, or official thereof by a
corporate Bidder for work or services performed or to be performed or goods sold or to be sold, where
competitive bidding is required by statute, rule, or regulation, and where such Bid contains the certification
referred to in subparagraph 4.a. of this section, shall be deemed to have been authorized by the Board of
Directors of the Bidder and such authorization shall be deemed to include the signing and submission of the
Bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.
4) The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy,
connivance, or unlawful agreement on the part of the Bidder or any of its owners, partners, officers, representatives,
agents, employees, or parties in interest, including this Affidavit.

___________________________________
(Signature)

(Title)
Subscribed and sworn before me this

_______ day of ____________, 2018

______________________________

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