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REQUEST FOR PROPOSALS

DOWNTOWN NEW ROCHELLE BID “CLEAN STREETS” PROGRAM


 

New Rochelle Downtown Business Improvement District (BID)

New Rochelle, New York

 

REQUEST FOR PROPOSALS

 

DOWNTOWN NEW ROCHELLE BID “CLEAN STREETS” PROGRAM

 

1) INTENT

 

The New Rochelle Downtown Business Improvement District (BID) is seeking proposals from licensed, qualified vendors for a five year contract to provide daily maintenance services in downtown New Rochelle. See attached map of the BID District wherein all services will be provided.

 

2) OVERVIEW & BACKGROUND

 

The purpose of this Request for Proposals (“RFP”) is to seek proposals from Contractors to provide services according to a work program as established by the BID in designated areas as described further in the scope of work below.

 

The BID retains the right to vary the work program during these hours to reflect, as appropriate, the maintenance needs of the designated areas. Such change requests will be coordinated with the City of New Rochelle and communicated through the Contractor’s designated Supervisor.

 

3) SCOPE OF WORK

 

A.              Basic Services and Service Areas

bid-map.gif

The basic program will contain the following services and work areas:

 

  1. Sidewalks and Public Spaces

 

a.   Litter removal as described below shall take place along sidewalks and public spaces, including the adjoining areas improved with decorative pavers that run between the curb and the sidewalks, and curbside. Sidewalks and public spaces shall be maintained as follows:

 

  • Removing and bagging litter. In this contract, litter removal will generally be considered picking up and removing from sidewalks and public spaces all miscellaneous litter such as, but not limited to, all papers, tissues, cigarette butts, bottles, cans, and other such public debris.
  • Removing posters, stickers and graffiti from street furniture such as light poles, parking meter poles, parking meter poles, benches, trash receptacles, etc. along designated sidewalks and public spaces using environmentally responsible solvents.
  • All collected litter and rubbish will be bagged and left at designated areas for City pick-up.

 

b. Litter removal schedule and locations

 

  • Daily Litter Removal Services

 

Daily litter removal services along sidewalks and at parking areas designated below will be provided between the hours of 9 am to 4 pm, on weekdays, and 9 am to 1 pm, on Saturdays and Sundays.

 

Designated Daily Areas

 

  • Main Street                     (Pintard Avenue to Echo Street)
  • North Avenue                   (Clinton Place to Railroad Overpass)
  • Lawton Street                  (Main Street to Huguenot Street)
  • Memorial Highway              (Main Street to Huguenot Street)
  • Church Street                   (Main Street to Clinton Place)
  • Division Street                  (Huguenot Street to Clinton Place)
  • Centre Avenue                  (Huguenot Street to Leroy Place)
  • Anderson Street                (Entire Length)
  • Anderson Plaza                  (Entire Area)
  • Huguenot Street                (Pintard Avenue to Harrison Street)
  • Harrison Street                  (Entire Length)
  • LeCount Place                   (Entire Length)
  • Maple Avenue                   (Main Street to Shea Place)
  • Westchester Place             (Centre Avenue to Division Street)
  • Memorial Plaza                  (Entire Area)

 

  • Weekly Litter Removal Services

Litter removal services will be provided weekly on the remaining designated sidewalks in the BID.

 

  • Huguenot Street                (Harrison Street to River Street)
  • River Street                      (Main Street to RR Overpass)
  • Cedar Street                     (RR Overpass to Harrison Street)

 

  1. Seasonal Services

 

  1. Leaf Removal

 

  • All leaves will be removed and bagged in all areas. Bags acceptable to the City will be used and will be left at designated areas for pick up by the City.

 

  1. Snow Removal

 

  • Snow will be removed from catch basins, at crosswalks at intersections, and around fire hydrants.
  • Snow will be removed from sidewalks along City owned plazas.

 

  1. Simple Landscaping

 

  • Maintain the general appearance of sidewalk areas including weeding.
  • Maintain tree wells and plantings around tree wells.
  • Keep Anderson and Memorial Plazas weed free and maintain all planting areas including watering in same.
  • Maintain all BID planter barrels including watering.
  • Seasonal plant materials will be proposed by the Contractor and once approved will be a separate billing.

 

B.              Additional Services

 

The following additional services are being considered. Bids are requested for each service and if all are to be awarded as part of the basic contract, a bid for all work items as one contract.

 

  1. Municipal Sidewalk Trash Barrels

 

All sidewalk trash barrels will be lined with plastic bags and bags will be collected and replaced on a regular as need basis.

 

 

  1. Tree Pruning

 

Prune and feed trees throughout the BID district. Pruning and feeding should be scheduled on a rotating basis so each tree is pruned and fertilized once every five years.

 

  1. Seasonal Power Washing

 

The following sidewalks will be power washed once a year:

 

  • Main Street                     (Pintard Avenue to Echo Street)
  • North Avenue                   (Clinton Place to Railroad Overpass)
  • Lawton Street                  (Main Street to Huguenot Street)
  • Memorial Highway              (Main Street to Huguenot Street)
  • Church Street                   (Main Street to Clinton Place)
  • Division Street                  (Huguenot Street to Clinton Place)
  • Centre Avenue                  (Huguenot Street to Leroy Place)
  • Anderson Street                (Entire Length)
  • Anderson Plaza                  (Entire Area)
  • Huguenot Street                (Pintard Avenue to Harrison Street)
  • Harrison Street                  (Entire Length)
  • LeCount Place                   (Entire Length)
  • Maple Avenue                   (Main Street to Shea Place)
  • Westchester Place             (Centre Avenue to Division Street)
  • Memorial Plaza                  (Entire Area)

 

  • All trash receptacles will be power washed at least twice a year.

 

C.            Equipment and Uniforms

 

The Contractor shall be responsible for the following:

 

  • The Contractor shall provide all basic equipment necessary to carry out the services, including but not limited to brooms, dust pans, buckets on wheels, scrapers, solvents, and trash bags and any other necessary equipment.
  • The contractor will also provide access to all vehicles necessary to efficiently undertake the scope of services such as water trucks, power washers, trucks to pick up bagged trash and leaves, etc.
  • The Contractor shall provide all personnel with appropriate uniforms with the BID logo.
  • The Contractor shall be responsible for insuring that said uniforms are maintained so that all personnel look presentable at all times.

 

D.              Personnel and Supervision

 

The Contractor shall provide the following:

 

  • The personnel necessary to carry out the services. All personnel shall be attired in a standard uniform, which shall be maintained in good condition.
  • An on-site, working supervisor five days per week whose duties, in addition to providing services outlined above, will include supervising the staff necessary to fulfill the requirements of this contract.
  • The supervisor will also be responsible for surveying the BID district on a regular basis to identify areas that need particular attention and assigning workers accordingly to insure that all designated areas are properly maintained.
  • The supervisor will also be responsible for reporting, through the BID, any observed maintenance issues that need to be addressed, such as, but not limited to non-functioning street lights, damaged trees, broken street furniture etc.
  • The supervisor will be available to meet periodically with the BID to discuss work schedules and assignments.
  • Provide staff with proper training in their work responsibilities, maintaining a proper appearance, and in dealing with the public

 

D                Administration

 

 

  • The BID will be responsible for managing and overseeing this program and the work of the Contractor.
  • The BID reserves the right to make reasonable changes in the scope of services and shifting work schedules to accommodate areas of need and/or special events and changing maintenance issues in the downtown. These requests for changes will be undertaken in conjunction with the supervisor assigned by the Contractor to this program and with, as appropriate, the City of New Rochelle.

 

E              Term

 

The five year (5) period for which Services will be provided shall be from January 1, 2015 through December 31, 2020 with the option for annual renewals at an agreed upon price.

 

 

F             Insurance

 

The Contractor shall arrange for insurance for this program which defends, indemnifies and holds harmless the New Rochelle BID and the City of New Rochelle, its officers, employees and agents from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorney's fees or loss arising directly out of acts or omissions hereunder by the contractor or third party under the direction or control of the contractor.

 

It is intended by the parties hereto that the general and excess liability insurance provided by the Contractor shall be primary to any other coverage carried by the New Rochelle BID and/or the City of New Rochelle with respect to liability coverage arising out of any acts or omissions by the Contractor.  The new Rochelle BID and the City of New Rochelle will be named as an additional insureds.  Nothing contained herein shall be construed as making said general and excess liability insurance primary insurance for acts or omissions of the New Rochelle BID and City of New Rochelle.

 

The Contractor will furnish the New Rochelle BID and the City of New Rochelle with Certificates of Insurance prior to commencement of work.  At least ten (10) days written notice shall be provided prior to any cancellation, at which time the City has the right to cancel the contract unless new certificates are filed within the said ten (10) days. The required coverage shall not be less than the following:

 

Workers Compensation                                      Statutory Requirements

N Y State Disability Coverage                             Statutory Requirements

General Liability                                                  $2,000,000

Automobile Liability                                             $1,000,000

Contractual Liability                                            $2,000,000

 

  • INSURANCE CERTIFICATES SHALL NAME THE CITY OF NEW ROCHELLE AS ADDITIONAL INSURED PARTY AND SHALL STATE THAT ALL COVERAGE SHALL BE PRIMARY TO ANY OTHER INSURANCE COVERAGE HELD BY THE CITY

 

  1. Payment

 

Billing procedures and a payment schedule will be developed with selected contractor.

 

  1. Cancellation

 

The BID reserves the right to cancel this contract upon thirty (30) days notice in writing. In the event of such cancellation, the BID shall be pay proportionally to the effective date of termination.  Termination shall be deemed to occur upon the effective date shown in such notice.

 

EXHIBIT A: PROPOSED COSTS OUTLINE

The proposal should outline prices for the following:

 

Work Item

Contractor Cost Proposal

Basic Services: 3.A.1 and 3.A.2

Year 1

Year 2

Year 3

Year 4

Year 5

 

Additional Services: 3.B.1, 3.B.2 and 3.B.3

 

 

3.B.1

Year 1

Year 2

Year 3

Year 4

Year 5

 

3.B.2

Year 1

Year 2

Year 3

Year 4

Year 5

 

3.B.3

Year 1

Year 2

Year 3

Year 4

Year 5

 

Combined Cost Proposal: If All Services Awarded.

 

3.A.1, 3.A.2,3.B.1, 3.B.2 and 3.B.3

Year 1

Year 2

Year 3

Year 4

Year 5

 

Work and Staffing/Equipment Plan

Submit descriptions of work program and staffing and equipment proposed for accomplishing the seven day a week basic program and for additional services.

 

4) EVALUATION OF PROPOSALS

 

Proposals will be evaluated by an Evaluation Committee. Criteria for evaluation are as follows:

 

  • Strength and experience of the vendor                       25 points
  • Quality of similar work presented                                15 points
  • Completeness of work and staffing/equipment plan        15 points
  • Cost of proposal                                                      45 points

 

5) SUBMITTAL REQUIREMENTS

Respondents should submit a proposal which includes, at a minimum:

 

  • Completion of Exhibit A above. Use extra pages if needed.
  • Detailed proposal introducing the vendor or vendors, list of subcontractors, work program, staffing, seven day a week staff schedule to be assigned to this project and the principal for this project with full contact information;
  • A clear explanation of the relevant qualifications necessary to do this project; cite recent examples of similar construction jobs;
  • A list of client references with contact information and an explanation of the work completed for this client;
  • Proof that the vendor or vendors are licensed to conduct business in the State of New York or a statement that the vendor or vendors will take the necessary steps to achieve such certification;
  • Proposals and prices must remain valid for three (3) months.

Complete responses to this Request for Proposals should be sent to the following address:

 

New Rochelle Downtown Business Improvement District

c/o Purchasing Office

New Rochelle City Hall

515 North Avenue

New Rochelle, NY 10801

 

One original and four copies of the completed proposal are required.

 

Proposals should be received at the above address no later than 1:00 pm, Wednesday, September 24, 2014. Proposals received after this time will not be accepted.  The BID is not responsible for any internal or external delivery delays that may cause the proposer’s submittal to arrive beyond the deadline.

Requests for Clarification: Any requests for clarification please contact:

 

Ralph DiBart, Executive Director

New Rochelle BID

914-960-1460/212-866-0191

6) GENERAL REQUIREMENTS

Labor Laws:

The awarded vendor will be required to comply with all applicable laws, including but not limited to labor laws, prevailing wage rates and workers compensation.

 

Resolution 205:

 

Respondents must agree to employ best efforts to ensure minority and female participation in accordance with the attached Nondiscrimination Policy adopted by the New Rochelle City Council.

 

Right to Reject Proposals:

This RFP does not commit the BID to award a contract, pay any cost incurred in the preparation of a proposal in response to this RFP or to procure or contract for services. The BID intends to award a contract on the basis of the best interest and advantage to the BID, and reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified proposers or to cancel this RFP in part or in its entirety, if it is in the best interest of the BID to do so.

 

Cancellation Clauses:

 

Any violation of the terms, conditions, requirements and/or non-performance of the agreement resulting from this RFP shall result in immediate cancellation. The agreement may be cancelled by the BID for any other reason(s) upon 30 days written notice.

 

Venue:

 

This contract shall be construed under the laws of the State of New York. All claims, actions, proceedings and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract shall be brought in the Supreme Court of the State of New York, Westchester County.

 

The successful respondent must comply with all federal, state and city of New Rochelle statues and codes as may be applicable to the scope of work detailed herein, including all labor laws.

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