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Appraisal Services
for NYSDOTRegion 5
New York State Department of Transportation
Contract # C037914
Pre-Proposal Conference
February 21, 2020 @ 11:00AM (EST)
Housekeeping/Agenda
In Attendance from NYSDOT: Micheleen Gregware, Main Office, Contract Management Specialist, Office of Contract
Management Alec Maiwald, Esq. Christopher Feenaughty, Main Office Appraisal Reviewer Steven Klepfer, Acting Director, Appraisal Bureau, Main Office, OROW Keri Ossont, Project Manager, Real Estate Specialist II, Region 5
Webinar is being recorded: Please mute phones
Agenda: RFP Overview RFP Attachment Overview RFP Questions
Please send an e-mail with the names of the attendees from your firm to:[email protected]. Thank you.
Designated Contact
Potential Proposers are advised that under New York State Finance Law Section 139-j, any communications regarding this procurement can be made to the following designated contact personsonly :
Micheleen Gregware, Contract Management Specialist IINew York State Department of TransportationContract Management Bureau50 Wolf Road, 6th FloorAlbany, NY 12232, USAPh. 518-485-8620E-mail: [email protected]
Matt Bromirski, Deputy Assistant Commissioner, Office of Contract Management(518) 457-2600 / [email protected]
Contact with any one else at NYSDOT to discuss this solicitation may be grounds to disqualify potential proposers from further participation in the procurement.
***Restricted Period in Effect
RFP Response Form
All potential proposers will need to submit the RFP Response Form (Page 2of the RFP) and the required Procurement Lobbing Law forms (links toforms are located in Section 5.2.2.(d) of the RFP before questions or othercommunications can be initiated.
Please use the Rich Text document to access the links to the ProcurementLobbying Law Forms.
RFP Section 1 - Introduction
The New York State Department of Transportation (NYSDOT) is seekingproposals from responsible and responsive Appraisal Consulting Firms (hereinafterreferred to as “Consultant”). NYSDOT shall select one (1) primary and one (1)secondary consultants to enter into two (2) year contract for appraisal services on aTask Order Assignment basis. These services will include a range of appraisalactivities designed to provide sufficient information for the NYSDOT Office ofRight of Way to determine just compensation or fair market value for (a)appropriated property associated with NYSDOT capital projects, (b) permit feesfor NYSDOT property in use by the original owner or a third party, or (c) surplusproperty.Firms may bid on the Primary contract, Secondary contract or both contracts,however, firms may only be awarded either the Primary or Secondary contract only;not both.
RFP Section 1 cont’d
Minimum RFP ResponsivenessAny Proposer that does not provide ALL of the following by the Proposal Submission Deadline will be determined to be non-responsive and will be removed from further consideration (prior to the technical evaluation of Proposals).
Part I: Technical and Management Proposal/Submittal• Attachment 9: Key Personnel References Form
Part II: Cost and Administrative Proposal/Submittal
• Attachment 12 – Cost Proposal Workbook• Attachment 2: Consultant Information and Certification Form
• Attachment 3: Form AOR Acknowledgement of Receipt
• Attachment 4: Procurement Lobbying Law Forms
• Attachment 6: Non-Collusive Bidding Certification
• Attachment 7: Vendor Assurance of No Conflict of Interest or Detrimental Effect
RFP Section 2 – Civil Rights Requirements
• Civil Rights Requirements
There are no MBE, WBE, SDVOB or DBE participation goals associated with this procurement.
RFP Section 3 – Project & Contract Objectives
Contract Objectives
To award one (1) primary and one (1) secondary contract to selected AppraisalConsultants to provide General Certified Appraisers. The Consultants shall provideappraisal services on an as-needed Task Order Assignment basis in a timely fashion forthe term of the contract, working in a cooperative manner with NYSDOT’s staff. Thespecific scope and description of the work to be performed by selected Appraisal firmswill be defined and authorized in the Task Order Assignment.Contract Term
NYSDOT estimates that the work for the successful consultant will commence uponfinal approval by the NYS Office of the State Comptroller (OSC) The base term orduration of the contract is two (2) years. The contract may be extended for up to one (1)additional one-year period upon written agreement of both parties and approval of theOffice of the State Comptroller and FHWA, if applicable.
RFP Section 4 – Scope of Services
Consultants awarded contracts as a result of this RFPshall provide qualified Appraisers to provide appraisalservices on an as -needed, Task Order Assignment basisfor the term of the contract. Appraisal services will beneeded on acquisitions for a transportationconstruction project. It is estimated that the primarycontract will include approximately 66 appraisals andone (1) Sales Brochure and the secondary contract willinclude approximately 26 appraisals and one (1) SalesBrochure.
RFP Section 4 cont’d
The composition of the estimated 66 appraisals and 1 Sales Brochure for the Primary Contract is as follows:
32 – CAP 1 Appraisal 3 – CAP 7 5 – CAP 2 6 – CAP 8 1 – CAP 3 2 – CAP 9 1 – CAP 4 2 – CAP 10 3 – CAP 5 9 – CAP 11 2 – CAP 6 1 – CAP 12 Sales Brochure
RFP Section 4 cont’d
The composition of the estimated 26 appraisals and 1 Sales Brochure for the Secondary Contract is as follows:
1 – CAP 4 3 – CAP 5 2 – CAP 6 2 – CAP 7 6 – CAP 8 2 – CAP 9 1 – CAP 10 9 – CAP 11 1 – CAP 12-Sales Brochure
RFP Section 5 – Proposal Content and Format
Technical & Management Proposal Submission
1. Cover letter & Title Page – NTE 1 double sided page for both the cover letter and Title Page
2. Table of Contents – All sections must be separated by labeled tabs and every page shall be sequentially numbered from 1 – “last” page.
3. Narrative Description – Brief outline of the substance of your proposal.
4. Experience – Attachment 9: Key Personnel References Form must be submitted for all Key Personnel proposed.
5. Approach, Scope of Services and Schedule – Brief description of the approach for performing the work and accomplishing the project objectives.
6. Organization and Staffing – Provide an organization chart for the project showing the names of the proposed Key Personnel. (Refer to Attachment 13: Staffing Table/Level of Effort Hours.
RFP Section 5 cont’d
Cost and Administrative Proposal SubmissionAttachment 12: Cost Proposal WorkbookVendor Responsibility Questionnaire (either on-line or hard copy)Attachment 2: Consultant Information and Certification FormAttachment 3: Form AOR Acknowledgement of ReceiptAttachment 4: Procurement Lobbying Law FormsAttachment 6: Non-Collusive Bidding CertificationAttachment 7: Vendor Assurance of No Conflict of Interest or Detrimental Effect
RFP Section 6 – Criteria for Evaluation of Proposals
The Technical and Management Proposal will be scored and will represent 80% of the total score for a Proposal. The major evaluation criteria are listed below:
1. Experience of Firm and Key Personnel (Up to 40 points)
a. Overall quality, extent and relevance of experience of the firm and key personnel during the past three (3) years relevant to the scope of services for this project. (Up to 30 points)
b. Quality, extent and relevance of education and training of Key Personnel. (Up to 10 points)
2. Approach to Scope of Services and Schedule (Up to 40 points)
a. Quality of approach to the scope of services for accomplishing the project objectives, initiative and creativity. (Up to 25 points)
b. Completeness and reasonableness of the project schedule. (Up to 15 points)
RFP Section 6 cont’d
The Cost portion of Part II: Cost and Administrative Proposal/Submittal will be point scored and will represent 20% of the total score for a Proposal. The calculation of a cost score will be based on the following method:The Proposal with the lowest overall total price will receive the full amount of points.Proposals with higher overall total prices will receive proportionately lower Cost Proposal scores.This point total will be calculated by dividing the lowest proposed Cost Proposal price by the Cost Proposal price of each Proposal, multiplied by the maximum weight for the Cost Proposal (20%).A final Cost Proposal score shall be calculated once all Cost Proposal evaluations have been completed.
Tentative RFP Schedule
TENTATIVE RFP SCHEDULE• RFP Release Date: February 14, 2020• Pre-Proposal Webinar: February 21, 2020, 11:00AM (EST) • Question Submittal Deadline: February 28, 2020@ 4:00PM (EST)• Answers/RFP Announcement #1 Due: On or before March 4, 2020• Proposals Due: March 13, 2020, 12:00PM (EST)• Proposal Evaluation: March 2020• Recommendation & Designation: April 2020• Contract Finalizing: Late April / Early May 2020• Contract Award: July 2020
Proposal Submission
Proposers shall submit one (1) originally signed copy and five (5) printed, bound (3 ring binder) and tabbed hard copies of Part I plus one (1) copy of Part I on CD/Thumb Drive in Adobe PDF compatible format and one (1) originally signed copy and two (2) printed, bound (3 ring binder) and tabbed copies of Part II plus one (1) copy of Part II on CD/Thumb Drive in Adobe PDF format plus Attachment 17 – Cost Proposal Workbook in MS Excel 2016 compatible format.
Your proposal must be received by NYSDOT by 12pm noon (EST) on March 13, 2020. The proposal must be addressed to:
Micheleen GregwareNYS Department of Transportation50 Wolf Road, 6th floorAlbany, New York 12232Attention: #C037914 “Appraisal Services for NYSDOT, Region 5”
Proposal Evaluation Process
1) Proposal Opening, Log-In and Certification
• Minimum Proposal Requirements (Technical & Cost)
2) Pre-Screening of Proposals –Proposals shall be pre-screened to determine ifthey meet the minimum RFP responsiveness, referenced in Section 1.3.Those which do not shall be deemed non-responsive and shall be removedfrom further consideration.
3) Technical Evaluation Committee (TEC) will evaluate the Technical Evaluation Criteria and will represent up to 80 points (Up to 80%)
4) Cost Proposal Evaluation will be completed by the Office of Contract Management and will represent up to 20 points (Up to 20%)
Order of Evaluation Process:
1) Written Proposal Evaluations / Cost Proposal Evaluations (done simultaneously)
2) Written Technical Proposal Clarifications, if necessary
3) Best & Final Offer (BAFO; Optional) & Proposal Withdrawal, if necessary
4) Final Best Value Evaluation
5) Consultant Selection Recommendation & Tentative Contract Award
Contract Requirements
• Accept Terms & Conditions of Attachment 1: Draft Contract
• Insurance:
o Certificate of NYS Workers’ Compensation Insurance Coverage (Form C105.2)
o Certificate of Insurance Coverage under the NYS Disability Benefits Law (Form DB-120.1
• RFP Modifications & Acknowledgement
• Form A (Attachment 19 of RFP)
• Vendor Responsibility
• PLL Forms
• ST-220-CA & ST-220-TD
Contract Approval Process
• Contract Finalization
• Consultant Review & Signature
• Contract Management Signature
• Funding
• Procurement package to Attorney General for approval
• Procurement package to Office of State Comptroller for
final approval
Attachment 12: Cost Proposal Workbook
Questions???
E-mail all questions to:
REMEMBERDeadline for written question submission is Friday, February 28, 2020 at 4:00pm (EST)
