Economic Inclusion Consulting Services
July, 2006

SECTION 1.      GENERAL INFORMATION

1.1 Background

The Albany County Convention Center Authority of the State of New York (“ACCCA” or “Authority”) is a public benefit corporation of the State of New York under the Public Authorities Law, Article BT28-BB, Section 2675 E.  It mandates “the general purpose of the authority shall be to design, plan, develop, finance, create, site, construct, renovate, administer, operate, manage and maintain the convention center of the authority”.

1.2 Purpose
   
The Authority is requesting summary of qualifications from consulting firms to provide a variety of professional services to assist the Authority in developing required documents and policies for an Affirmative Action Plan, an Economic Inclusion Plan for local MWBE's and local residents and pre-construction assistance to the Authority to ensure the participation of Minority Business Enterprises (MBE's), Women Business Enterprises (WBE's), Small Business Enterprises (SBE's) certified and operating within New York State. The selected firm(s) will be expected to provide assistance related to the bidding or performance of work on ACCCA managed construction projects.  It is desired that the consultant:

• Design an effective Affirmative Action Plan which includes components such as MWBE development and job creation opportunities for local residents;
• Address issues and concerns of local Minority, Woman-owned, and disadvantaged Business Enterprises;
• Identify specific agencies, resources and relationships that will ensure the ACCCA increased efficiency as an economic development catalyst

1.3 Key Events and Dates

Deadline for RFQ Questions
Monday, August 21, 2006        

Qualifications Due Date
Friday, September 8, 2006
        
Interviews* (not earlier than)
September, 2006                              

Selection of Consultant
September, 2006

* Interviews will be conducted at the Authority’s discretion (see section 4.3) 

SECTION 2.      SCOPE OF SERVICES

2.1 Overview

The Authority desires to secure services, in all cases, for review of, or technical assistance in the development of, MWBE policies and procedures.  The contract will contain three (3) phases and the authority reserves the right to secure services under separate contracts.  Only a Phase One contract will be awarded at this time. 

Phase one will address organizational issues with establishment of the Authority and the project pre-development period.   Phase two will address ongoing issues during the construction period with respect to MBE, WBE or SBE firms seeking to work on any Authority managed construction project.  Phase Three will address ongoing monitoring of contract compliance. The following is a list of representative services that might be included in a contract with the successful respondent.

2.2 Phase One – Pre-development

1. development of an Affirmative Action Plan that would comply with Article 15-A of the Executive Law;
2. development of an Economic Inclusion Plan for local Minority, Woman-owned, and Disadvantaged Business Enterprises and minorities and women labor;
3. establishment of  Minority/Women Workforce participation Goals;
4. establishment of  Minority/Women Business Enterprise participation goals;
5. establishment of a contract compliance system and necessary Authority documents.  The compliance system shall include pre-bid and post-award activities;
6. any other additional services requested by the Authority.

2.3 Phase Two – Construction

1. identification of certified MWBE firms from state certification lists;
2. attendance at all pre-bid construction meetings to ensure MWBE and EEO goals are accomplished; encouraging Prime Contractors’ bid packages provide sufficient opportunities for MWBE participation; and,
3. identification of MWBE firms for contracting opportunities;
4. referral of contractors to bid preparation agencies;
5. identification of financial assistance programs;
6. development of documents for monthly reports to track MWBE utilization, payments and EEO participation;
7. any other additional services requested by the Authority

2.4 Phase Three – Monitoring of Contract Compliance

1. Provide MBE/WBE EEO progress reports to owner;
2. Participate at project meetings for updates on MBE/WBE & EEO status;
3. Assist contractors in meeting MBE/WBE & EEO goals to ensure Convention Center objectives are being met;
4. Review MBE/WBE Utilization Plans;
5. Help to establish apprenticeship programs from Unions and non-union firms to increase EEO participation;
6. Use computerized tracking system for monthly certified payroll records for EEO participation;
7. Attend construction meetings to resolve issues and to encourage greater MBE/WBE and EEO participation;
8. Review and keep records of efforts made by consultants and contractors for MBE/WBE & EEO participation;
9. Assist in dispute resolutions with Primes, unions and MBE/WBE firm, and.
10. Work with the Construction Manager firm to conduct Construction Training Courses for Minority/Women Business Enterprises to increase Minority and Women technical skills.

SECTION 3.      SUBMISSION REQUIREMENTS

3.1 Qualification Information

The following is a listing of the information required to be provided. A submission that does not provide all the information requested below may be subject to rejection. Provide only the information requested and in the same order in which it is requested.   

1. Cover Letter – Provide a cover letter no more than two (2) pages in length that states why your firm should be pre-qualified for this service.  This letter may emphasize specific qualifications or project experience that your firm may possess.  The cover letter must include: 
1. The firm’s name, address, telephone number, fax number, email address and web site address, if applicable. 
2. The name, title, telephone number, fax number and email address of the individual within the firm who will be the Authority’s primary contact concerning this request for qualifications and future RFP’s that may result should the firm be selected

The cover letter must be signed by the individual(s) authorized to bind the firm contractually.  Indicate the title or position that the signer holds within the firm.  The Authority reserves the right to reject a submission that contains an unsigned cover letter. 

2. Summary of Qualifications – The following is designed to elicit information important to the Authority in determining the qualifications of the responding firms. The Authority requests that each proposer provide information regarding the following.  Submit the requested information in the order presented below: 
1. Firm Location:  Provide the location(s) of the firm’s office(s) and the geographic areas within New York State where the firm is proposing to provide services (i.e. New York City Metropolitan Region, Capital District Region, etc.) 
2. Personnel Detail: Provide a staffing summary by employee title for each of the firm’s offices listed above (include resumes of executive managers and project managers).
3. Project Experience:  Provide a list of recent projects (within the past five years) where your firm has or is providing construction management or contract compliance services.  For each project listed include the following information:
   • Project name and location
   • Project description (indicate whether the project was new construction or rehabilitation)
   • Construction budget
   • Description of service provided by your firm
   • Number of prime contracts supervised
   • Completion date (actual or projected)
   • Owner name and contact phone number
   • Existence of a project labor agreement
     
     
4. Project Type:  For each project listed in 2.c. above, place them in one of the following categories.  List no more than ten (10) projects for any one category.
    
   • Health Care
   • Higher Education (academic facilities)
   • Science and Technology
   • Housing
   • Court Facilities
   • Other 

Note whether your firm is registered as a minority or women owned business.

3.2 Miscellaneous

Proposer will offer alternative compensation schedules in keeping with the requirements of this RFQ.

3.3 Submission of Qualifications 

Four (4) copies of the qualification information requested should be submitted on or before 5:00 p.m. EST on Friday, September 8, 2006 in a sealed package to:  

Albany County Convention Center Authority
25 Quackenbush Square
Albany, New York 12207

Attn: Al Sorrentino, Project Manager

Note: All inquiries regarding this RFQ should also be addressed to the person above with the following criteria:   

All questions must be submitted in writing to the Project Manager by email (asorrentino@albanynewyorkconventioncenter.com) or facsimile (518-434-0887), citing the particular section and paragraph number by Monday, August 21, 2006. 

Proposers should note that all clarifications and exceptions are to be resolved prior to their submission.  Answers to all questions of a substantive nature will be given to all recipients of this RFQ in the form of a formal addendum.

3.4 Important Information Affecting Proposers

1. A proposer may withdraw a proposal anytime prior to the final due date and time by written notification, signed by an authorized agent, to the contact person identified above.  The proposal may thereafter be resubmitted, but not after the final due date and time. 
2.  Modifications offered in any other manner, oral or written, will not be considered.  The Authority will not be liable for any costs incurred by a proposer in the preparation and production of a proposal and/or an interview. 
3. If a proposer discovers an ambiguity, conflict, discrepancy, omission or other error in this RFQ, the proposer should immediately notify the contact person identified above.  Notice of such error or omission should be submitted prior to the final due date and time for submission of proposals.  Modifications shall be made by addenda to this RFQ.  Such clarifications will be given by written notice to all parties who have received this RFQ. 
4. If a proposer fails, prior to the final due date and time for submission of proposals, to notify the Authority of a known error or an error that reasonably should have been known, the proposer shall assume the risk of proposing. 
5. A proposer indicates its acceptance of the provisions and conditions enumerated in this RFQ by submitting a proposal.

Section 4.      Evaluation Process

A committee comprised of the Authority Board and staff will review the qualifications of each firm.  The selection process will begin with the review and evaluation of each of the written statements of qualifications.  The purpose of this evaluation process is twofold:  (1) to examine the responses for compliance with this RFQ; (2) to identify the complying firms that have the highest probability of satisfactorily performing the scope of services.  The evaluation process will be conducted in a comprehensive and impartial manner. 

4.1 Preliminary Review
 
The Authority reserves the right to reject and return to the proposer all responses received after the RFQ due date and time.  All proposals will be reviewed to determine if they contain all required information and submittals specified in Sections 3 and 4.  Incomplete proposals may be rejected.  

4.2 Criteria for Selection 

Selection for pre-qualification shall be based on a review of the information required under Section 3.1 of this RFQ.  Specifically, firms must be able to demonstrate experience providing construction management services on projects of a similar size and nature as those currently proposed by ACCCA. 

4.3 Interviews 

The Authority reserves the right to determine whether interviews will be necessary.  The purpose of the interview is to further document the proposer’s ability to provide the required services, and to impart to the Committee an understanding of how specific services will be furnished.  The proposed lead principal, as well all other key personnel proposed to provide the services, must be present and participate in the interview.  The interview will be evaluated on the basis of whether it substantiates the characteristics and attributes claimed by the proposer in its written response to this RFQ and any other information requested by the Committee prior to the interview.

4.4 Albany County Convention Center Authority Requirements

1. By submitting a proposal, the proposer covenants that the proposer will not make any claims for or have any right to damages because of any misinterpretation or misunderstanding of the specifications or because of lack of information. 
2. The Authority shall not be obligated for any cost incurred the proposer in proposal preparation or in activities related to the review of this RFQ or any interview costs. 
3. Other than the contact person identified above, or their designee(s), prospective proposers shall not approach Authority employees during the period of this RFQ process about any matters related to this RFQ or any proposals submitted pursuant thereto.

4.5 Albany County Convention Center Authority Rights and Prerogatives 

The Authority reserves the right to exercise the following prerogatives: 

1. To accept or reject any or all proposals and amend, modify or withdraw this RFQ.
2. To change the final due date and time for qualifications. 
3. To waive or modify any irregularities in proposals received after prior notification to the proposer.  This will in no way modify the RFQ documents or excuse the proposer from full compliance with its requirements. 
4. To consider modifications to proposals at any time before the award is made, if such action is in the best interest of the Authority. 
5. To interview proposers prior to selection. 
6. To reject any proposal containing false or misleading statements, or that provides references that do not support an attribute or condition claimed by the proposer.

4.6 Notification 

After the completion of pre-qualification selection process, the Albany County Convention Center Authority will notify all firms as to their status.  Those firms not selected may request a telephone debriefing by contacting the Project Manager (by email) identified in Section 3.3 of this RFQ.

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