LEGAL NOTICE
TOWN OF HAMBURG
REQUEST FOR PROPOSALS (RFP)
Sealed Requests for Proposals are hereby requested on the following:
Town of Hamburg, New York Request for Professional Design/Construction
Management and Sports Management Services for Nike Base Sports Complex
All in accordance with specifications on file with the Town Clerk, Hamburg
Town Hall, 6100 South Park Avenue, Hamburg, New York 14075. The specifications
May be obtained from the Town Clerk during regular business hours on weekdays
(Monday-Friday) from 9:00 a.m. to 5:00 p.m. local time. The fee to obtain a print copy is
Ten ($10.00). An electronic copy may be obtained at no charge.
Sealed proposals on the above must be filed and submitted in writing, to the Town
Clerk, Hamburg Town Hall, 6100 South Park Avenue, Hamburg, New York 14075, no later than 4:00 p.m. local time on October 20,2008.
Proposals must be marked:
Town of Hamburg, New York Request for Professional Design/Construction
Management and Sports Management Services for Nike Base Sports Complex
Proposals will be opened at Hamburg Town Hall, Conference Room “A”, at 4:00
p.m. (local time), on October 20, 2008, and thereafter considered by the Town Board of the Town of Hamburg.
THE TOWN BOARD RESERVES THE RIGHT TO REJECT ALL PROPOSALS AND
TO WAIVE ANY INFORMALITY.
Dated: Catherine Rybczynski
Town Clerk
TOWN OF HAMBURG, NEW YORK
REQUEST FOR PROFESSIONAL DESIGNICONSTRUCTION
MANAGEMENT AND SPORTS MANAGEMENT SERVICES
FOR NIKE BASE SPORTS COMPLEX
Your firm is hereby invited to submit a proposal for providing professional
Design Construction Management and Sports Management Services to the Town of Hamburg. The requested services and related proposal requirements are to be as described below.
General
The Town of Hamburg is proposing to design and construct the following:
Option 1
*Multi purpose, multi sport activity field house
*Improvements to existing Ice Arena, Lobby Area, Offices, Locker Rooms, Pro Shop,
Concession, Restrooms and addition of banquet conference room
*Additional facilities as proposed within discretion of the firm submitting the proposal
Option 2
*All features included in Option 1; and
*Second Ice Arena with spectator seating
*Additional facilities as proposed within discretion of the firm submitting the proposal
Proposals should outline professional services necessary to manage all aspects of the
project, including the design and construction of the aforementioned facilities; a detailed list of all facilities proposed to be constructed or provided (for example, locker room, pro shop, offices etc.); financing of the project; and continuing, cooperative, operation management of the facilities during a period of use governed by a long term lease or licensing agreement, revocable at will by the Town. Management of the facilities must be in conjunction with current or ‘future Town of Hamburg Recreation staff.
You may provide a proposal for Option 1, Option 2 or both Options.
Any receipt of a proposal by the Town, or communication regarding your proposal should not be construed as an offer, an acceptance, or a contract to purchase any of the services included in the proposal.
This request for proposals neither commits the Town of Hamburg to award a contract, nor reimburse any costs associated with the preparation or submittal of proposals in this regard.
The Town reserves the right to reject any and all proposals, should it be deemed to be in the best interest of the Town of Hamburg.
Scope of the Project
Funding for this project has not been appropriated by the Town Board. It is not anticipated that any Serial Bonding, Federal or State funding will be received or utilized in this regard. The portion of the proposal devoted to financing should detail the method of financing proposed for each phase of the project (planning, design, construction, and long term management.) Proposals should include detailed financial statements for the last five (5) years, at a minimum, for any of the principals involved in the financing of the project in any way.
A requirement of all proposals will be that any and all expenses, costs, disbursements etc. related to the planning and design phase and any submission of proposal shall be borne exclusively by the entity submitting the proposal.
Proposal must clearly state any participation of Town in proposed financing, for e.g. cosign, guarantee, and/or utilization of revenue generated from existing programs conducted at the facility for long term operations management, etc.
Proposals must include a detailed explanation of any personal .guarantees, insurance, surety, or other financial backing proposed to ensure completion of all phases of the project.
Ownership
The Town of Hamburg, at all times during the design, construction and any long term management of the facilities, shall retain complete title to and ownership to the premises and all improvements comprising the facilities.
Survey & Planning Phase
(1) Meet with Town representatives at the onset of the project, to review and finalize project requirements. It is also anticipated that monthly meetings will be held during design, or more frequently as necessary.
(2) Perform site visits and obtain field topographic survey, utility, and mapping data necessary for preparation of accurate construction plans associated with the design of the proposed facilities.
(3) Obtain geotechnical information necessary to determine the depth and character of subsurface soils and rock in the area of the project.
Design Phase
(1) Preparation of approvable design plans, drawings (plans, profiles, details, notes), and specifications by a licensed architect with experience in sports facility design; and contract documents. The drawings shall be computer generated in AutoCAD format (latest version). The plan drawings are to be prepared at a minimum scale of 1″ = 20 feet, with detail blow-ups at appropriate locations, as necessary.
(2) Preparation of engineering studies, data, SEQR short environmental assessment form, and regulatory permit applications, as required for obtaining local, County, State, Federal and public utility approvals associated with the design and construction of the work.
(3) Furnish up to 3 sets of preliminary drawings, specifications, and other contract documents, for review by the Town, New York State Parks and Recreation, and other appropriate approval agencies. Finalize the documents as necessary, based on review comments received.
(4) Prepare an Engineer’s Report and cost estimates for construction of the project, based upon the final plans and specifications.
Construction Phase
(1) Furnish and distribute up to 25 sets of contract drawings, specifications, and other documents required for planning and construction purposes.
(2) Schedule and conduct pre-construction meetings, and prepare and distribute meeting minutes to all involved parties.
(3) Provide detailed initial stakeout for utilization by the construction contractor including bench marks, reference and axis lines, and cut stakes at appropriate intervals along the routes of construction.
(4) Provide consultation and advice to the Town, as necessary during construction. Preparation of elementary sketches and supplementary sketches, if required to provide clarification and or resolve actual field conditions encountered.
Interpret contract documents and resolve unanticipated field problems by communications and visits to the site, as necessary.
Review detailed construction, shop, and erection drawings submitted by the contractor, for compliance with design concept.
Review laboratory, shop, and mill test reports of materials and equipment, for compliance with design concept.
Prepare monthly requests for payment to contractor, based upon quantities of work items satisfactorily installed.
Notify the Town when a change in the work is proposed which will cause an adjustment in the contract cost or time. Evaluate whether the proposed change is justified and reasonable, and if necessary, prepare change orders, issue field directives, and make recommendations for Town approval.
Make periodic visits to the site to observe the work in progress and provide appropriate comments and input to the Town. In general, visits shall be on an average of once per week, and upon request by the Town due to special circumstances requiring attention.
Perform final inspection and report on the completed project, including the preparation of construction close-out documents and recommendation for Town acceptance.
Upon completion of the project, provide record drawings of all completed work and furnish one set of prints and a disk copy of the drawings to the Town. Record drawings are to be based upon information provided by the Town and construction contractor, in the form of a red-line, marked up set of drawings.
Note: It is anticipated that additional inspections during construction will be provided by Town inspectors.
Project Time Frame
A proposed schedule for the performance of each phase of the services is to be prepared and submitted as part of the proposal. The proposal shall include suggested time frames for completion of each of the following phases.
(A) Survey & Planning Phase
(B) Design Phase
(C) Construction Phase
Continuing Operational Management Phase
Service Levels
All current Town sponsored activities at the ice arena shall continue to be provided as follows:
(1) At the same level of services as currently provided. You hereby acknowledge that the
Town of Hamburg desires to increase the current level of Town sponsored services to Town residents and one of the primary objectives of the project is to increase and enhance Town sponsored services to Town residents at little or no cost increase for such services. The Town reserves the right to add additional programs, and no current Town sponsored activities shall be deleted without the express written permission of the Town. All proposals shall reserve at least 10 % of all prime time available at ice arena and/or field house to for Town sponsored activities at the cost as defined in paragraph two (2) below.
(2) The cost of such services to the public shall remain the same, with the exception of a periodic adjustment once every five (5) years, such adjustment to be equivalent to the Consumer Price Index (CPI) as calculated by the US Department of Labor, for that year; in no event should the cost of any service exceed the median cost for like service in the entire County of Erie.
(3) Day to day operation of Town services shall be integrated with the operations of the
Town Recreation Department. Annexed hereto as Exhibit A is a list of current Town sponsored activities conducted at the Nike Base.
Proposals should also include detailed list of services to compliment recreational programming, for example, types of food and mode of preparation and delivery of food in any proposed concessions; nature of goods offered for sale at any “pro shop”; and list of services offered, proposed clientele, and marketing of any banquet/conference facilities.
The proposal shall contain a detailed business plan regarding the operations of the facilities. This business plan shall include, but should not be limited to:
A) Proposed fee structure(s) for facility usage, including any estimated revenues for subleasing (e.g. pro shop, concessions) and advertising and naming rights;
B) The proposed division of ice time between town sponsored events, Hamburg Hockey
Association events, and the local schools; broken down by prime time vs. non prime time ice.
C) Estimated expenses of operations; and
D) Marketing strategy to draw outside events such as hockey tournaments, increase usage and generally promote the facility as an asset to the town.
Accounting
Regarding the operations management phase, proposal should include detailed plans for
delivery, audit and reconciliation of all financial statements and ledgers pertaining to operation of the facility, prepared by a certified public accountant in accordance with Generally Accepted Accounting Principles; and liaison with Wayne Drescher, Town Accountant. Such records shall be provided to the Town on a monthly basis, with audits completed on a quarterly basis.
Entity responsible for continuing operations management of the facilities shall be solely responsible to pay any and all debts or expenses incurred in connection with such continuing
operations; and shall indemnify and hold the Town harmless regarding any loss resulting from the continuing operations management of the facilities; and shall be entitled to retain any revenues received in excess of expenses incurred in connection with its operation of the facilities.
Form of Proposals
Three (3) copies of your proposal are to be submitted. Proposals are to be concise and specific, directed toward describing your firm’s:
(1) Technical approach toward the project and compliance with the scope of work requirements.
(2) Related experience, qualifications, and capabilities in performing projects of this type.
(3) Current workload and ability to complete the work within the required time frame.
(4) Qualified available staff to perform the work.
(5) Sub-consultants or other subcontractors proposed to be utilized (if any), including the types of services to be provided by them.
(6) Fee for the performance of each phase of the services. The fee proposal is to be presented in a detailed, itemized format outlining the price for each of the four phases included in the Scope of Work. All costs are to be borne by the entity submitting the proposal. A total summation of all costs is to also be presented.
The itemized amounts shall include all direct and indirect costs and expenses associated with the performance of the services to be provided.
If there are any suggested optional items which the consultant feels would be beneficial and appropriate to be included in the Scope of Work, they should be presented as part of the proposal, together with a separate listing of any additional costs which may be associated with such.
The proposal should identify all the qualifications of the entity submitting the proposal, and its ability to complete all phases of the project. References pertaining to such qualifications, including, but not limited to, banking financing references, are strongly suggested and will be given consideration, particularly for similar types of projects performed by the firm.
Consultants are advised that the inclusion of unnecessary artwork, special covers, and other superfluous information in the proposal will be looked upon negatively as a non-productive use of the firm’s resources.
Evaluation Procedure
Proposals will be evaluated based on the Town’s analysis and ranking of each firm’s understanding of the project requirements and responses relative to the specific criteria requested in the Form of Proposals section. The Town reserves the right to negotiate any and all aspects of the services and the cost for such services, if necessary.
Proposal Due Date
Proposals are to be received by the Town Recreation Department by no later than 4:00 pm on October 20, 2008. Late submittals will not be accepted, and will be returned unopened.
Requests for Further Information
All questions and inquiries should be directed to:
Town of Hamburg Recreation Dept.
Attn: Martin Denecke, Director of Recreation
2982 Lakeview Road
Hamburg, New York 14075
(716) 646-5 145
“Schedule A”
Current Town of Hamburg Recreation Department
Programming held at the Town Arena
Learn to Skate with Skate Great, Inc. - Wed. 5 -7 pm / 0ct – March, Thurs. 9:30 - 10:30 / Oct.
Jump, Spin & Spiral with Skate Great. Wed. 4 - 5pm / Oct. -March
Intro. To Syncro with Skate Great. Inc. -Wed. 4 -5pm / Oct. - March
Public Skate - Sun. 2 -4 pm, Tues. -Fri. 1 lam - 1pm, Thurs. 4 -6 pm, Fri. 8 - 10pm / Oct. -
March
Youth Skate and Shoot -Mon. Tues. Fri. 3 -5pm / Oct. - March
Adult Skate and Shoot -Mon. -Fri. 1 -3pm / Oct. -March
Ice Rentals - as scheduled
Spring / Summer
Baseball Skill Development Clinic -Mon. -Fri. 6 -9vm / 1 week in April
Start Smart Multi-Sport -Wed. 6 -7vm / Late April -Late of May
Start Smart Baseball - Mon. 6 -7pm / Late April -Early June
Tiny Tot Tennis -Tues. 6 -7pm / Late April -Late May
Day Camp -Mon. -Fri. 7:30am - 5:30pm / Late June -Mid August
Youth Pick-Up Roller Hockey -Sat. 10am - 1pm / May & June
Senior High Roller Hockey League -Sun. & Mon. 6 - 10pm / June - August
Adult Roller Hockey -Tues. & Thurs. 6 - 11pm / June - August
Adult Floor Hockey -Did not run in 2008
Adaptive Sports Clinics Physical / Mentally Disabled)
Find Your Niche Sports Clinics (Asperrers/Autism)
Start Smart Golf -9 - 10arn / May -June 6-7vm /June -July
Sport Court Rentals -As Scheduled
