Request for Proposal

for

Engineering and Historic Preservation Studies

 

The Smallpox Hospital

Roosevelt Island, New York City

 

Published May 28, 2015

*PLEASE NOTE: Due date has been extended to July 31, 2015

*Please note there will be one additional pre-bid walkthrough on july 8, 2015, see details below

 

Project Summary

Four Freedoms Park Conservancy (“The Conservancy”) is requesting proposals to provide engineering services for detailed site, historic preservation, and stabilization-related studies of the former Smallpox Hospital, now an abandoned ruin, situated on the southern end of Roosevelt Island, New York.

This project is in part funded by a grant from the NYS Office of Parks, Recreation and Historic Preservation through Title 9 of the Environmental Protection Act of 1993.

 

Four Freedoms Park and the Smallpox Hospital

The mission of the Conservancy is to operate and maintain the Louis Kahn-designed Franklin D. Roosevelt Four Freedoms Park (www.fdrfourfreedomspark.org) and its environs. Our neighbor to the immediate north is the abandoned Gothic-revival Smallpox Hospital.

Louis I. Kahn, architect of Four Freedoms Park (“The Park”) is considered one of the most renowned architects of the twentieth century. The Park is his final project and it was designed in complete relation to this striking Gothic structure. He incorporated the same local granite for its shoreline that James Renwick, Jr., architect of the hospital structure, used for the façade of the Smallpox Hospital. Additionally, the width of Kahn’s monumental stair, from capstone to capstone, aligns perfectly with the hospital’s southern façade, and Kahn often rendered the trees that mark the entrance to the Park to the exact height of Renwick’s structure. The Smallpox Hospital is visible from almost every Park vantage point. The two symmetrically designed structures sit thoughtfully, purposefully, and proportionally side-by-side.

As such, the Conservancy cares about the health and longevity of the structure. In 2013, the Conservancy completed preliminary engineering stabilization studies (which were jointly-funded with The New York Landmarks Conservancy “NYLC”) to produce cost estimates and conceptual engineering drawings to stabilize the building. The study was preliminary and the results of this study are documented in the section “2013 Stabilization Study.”

 

Project Goals and Desired Outcomes

The goal of this project is to 1) provide a detailed site analysis of the Smallpox Hospital and its surrounding land, 2) analyze existing conditions of the building’s structural and non structural components, 3) provide a prioritization strategy for immediate, mid-term and long-term stabilization of the building and its components, 4) provide cost evaluation and estimation, and 5) create set of detailed construction drawings to permanently stabilize the building.

 

Recent Roosevelt Island Developments

There have recently been some key developments to the southern end of Roosevelt Island, including:

1994 – Despite being a landmarked structure, the crumbling City Hospital, also designed by James Renwick, Jr., is deemed unsafe and is demolished.

2002 – The Strecker Memorial Laboratory is restored to its original design. Today it functions as a substation for the Metropolitan Transit Authority.

2007 – Winter snowstorm collapses large wall of the Smallpox Hospital. The structure, which has been in a state of decay since the 1950s, is supported with temporary, emergency bracing. Today the structure remains fenced off from the public and remains unstable.

2011 – Southpoint Park, an 8-acre open space park opens. Included in its design are meandering walkways and native plantings.

2012 – Franklin D. Roosevelt Four Freedoms Park, a 4-acre memorial directly south of Southpoint Park, opens. The memorial is designated a New York State Park.

2014 – Cornell/Technion begins demolishing the Coler-Goldwater Specialty Hospital in order to begin construction of their new applied sciences and technology campus.

 

Landmarks Designation

The structure was listed on the National Register of Historic Places in 1972, and was then added to the New York State Register of Historic Places on 1980. In 1976, the building was designated a New York City Landmark by the Landmarks Preservation Commission.

 

2007 Wall Collapse and Stabilization

On December 26, 2007 the center section of the north wall of the northern wing collapsed. An emergency temporary stabilization of structure was immediately completed. This stabilization cleared debris and overgrowth; dismantled portions of the collapsed wall and palletized fallen stones in the structure’s eastern yard; stabilized the east and west corners of the north and south wings with pilings, shoring and x-bracing; installed flashing and selective brick infill; installed putlogs at window bays; stabilized the cupola; and installed additional fencing around the structure.

 

2013 Stabilization Study

In 2013, Four Freedoms Park in a study that was jointly-funded with the NYLC completed a preliminary engineering feasibility study. The study produced conceptual engineering documents to permanently stabilize the Smallpox Hospital and it produced a detailed cost estimate, extensive reports including engineering drawings. The study was for permanent stabilization and did not take into account public access.

The study produced a comprehensive survey of the remaining original wall assemblies to record their current state of disrepair. It also documented the composition, condition and approximate dimensions of all exterior walls and most interior walls. (No foundation probes or test pits were made.)

The study found that there is partial collapse of crenellation and walls, there is delamination of certain stone veneers from deteriorated brick back-up walls, that certain walls are out of plumb, that there exist dislocated stone lintels at window and door openings, that there is collapse of interior brick walls, and that rubble piles are leaning on walls.

The study recommended conventional brick and stone repairs, pinning of masonry, grout injection, lintel replacement, wall reconstruction and repointing of all mortar joint; removal of temporary support armatures at windows; removal of temporary CMU bearing wall; replacement of temporary stabilization moment frames with permanent framing; installation of permanent moisture protection throughout the building to prevent further decay; and that repair of foundations may be also be required. It also investigated the feasibility of grout injection as one viable structural repair method (for strengthening the existing walls that remain). These tests revealed that grout injection would be an effective solution.

The complete study is attached here as Schedule A.  Links to download all RFP schedules at end of page.


Request for Proposal

 

Project Fee and Duration

Respondents are advised that a maximum of $275,000 is available as the fee for this project. The anticipated project duration is thirteen to fifteen months from contract execution. Proposers are engineering or architecture firms and are encouraged to assemble a team of professionals or sub-consultants that can provide specialized services that include areas of expertise in structural engineering and historic preservation and historic structure assessment.

 

Consultant’s Scope of Work

Site Analysis/Assessment

Provide a detailed electronic survey of the site.

Complete evaluation of the site conditions must include thorough assessment of:

  • soil condition and soil profiles
  • soil contaminants
  • soil and earth movement and settlement as related to the current and future structural stability of the Smallpox Hospital
  • existing sewage lines
  • utility studies and electrical infrastructure
  • right of way, easement, covenants, encroachments
  • archeological sensitivity
  • floodplain and drainage survey
  • and other features as required for a complete site analysis.

Please note, the Conservancy has provided drawings and reports created during the construction of Four Freedoms Park that relate to the Smallpox Hospital attached here as Schedule B. This includes the Park’s SEQRA, related architectural and engineering plans and photographs.

Also note, the Conservancy has also supplied the 2013 Stabilization Study as Schedule A for additional reference for site analysis and engineering studies.

 

Existing Conditions Survey

History – include the overview history of the property, its ownership, use and conditions history as provided in this RFP

Existing Conditions - Complete existing conditions survey of the building’s structural components including original stone masonry walls and any stabilization components that were added to the building after its completion in 1856. Survey should also compare current conditions of the building’s structural components with those described in the 2013 Silman study. 

Complete existing conditions survey of the building’s non-structural components including original parapets, window arches, and other existing architectural details.

Survey all masonry and architectural details that are palletized in the building’s east lawn.

Survey should include a detailed written narrative describing existing conditions with materials/composition of features, approximate dimensions identified.  Conditions (e.g., good, fair, poor) should be assessed and described, include current color photos to supplement narrative essays and/or charts or tables.  Summarize any life-safety issues.

Survey should include a complete set of scaled drawings (plans, elevations, sections) presented as CAD and PDF files, with photographic documentation keyed to drawings where appropriate.

 

Prioritization Plan

As the Smallpox Hospital building is in varying states of decay/disrepair, provide a prioritization plan for stabilizing the building by identifying which components require most-immediate, immediate, mid-term or long-term stabilization.

 

Structural Stabilization and Historic Preservation

Create complete set of construction drawings to permanently stabilize the building. Drawings must include the restoration of the northern wall with the stones that are palletized in the eastern yard back to the original structure.
Create complete set of schematic design drawings to permanently stabilize the building. Drawings must include the restoration of the northern wall with the stones that are palletized in the eastern yard back to the original structure.
In terms of the ‘Cost Effectiveness’ section of the proposal, please note that all laser surveying, soil contamination testing, creation of dimensioned drawings, geotechnical investigations including borings, test pits, and probing, soil contamination testing, site drainage/site civil testing, etc. shall be listed not as lump sum expenses but as individual line-items of the Consultant’s proposed compensation.

Identify regional and local planning issues, design reviews, building codes, and local ordinance restrictions for building stabilization.

Provide necessary coordination with the State Historic Preservation Office of the New York State Office of Parks, Recreation and Historic Preservation with partial drafts submitted at or about 20%, 40%, 80% and 100% completion. Provide necessary coordination with the Roosevelt Island Operating Corporation and the New York City Landmarks Preservation Commission.

 

Cost Evaluation and Cost Estimates

Provide detailed cost evaluation and estimates based on prioritization plan.

 

Proposal Requirements

A total of four (4) original hard copies are to be submitted in 8 1⁄2 x 11 inch bound format (11 x 17 inch fold-outs for diagrams or spreadsheets are acceptable) as well as one (1) electronic (.pdf) copy.

Responses to this RFP must include the following information:

Title Page – legal name of the proposer, address, telephone number, year firm was established, type of firm, and date of submittal.

Purpose – brief statement of the proposer’s philosophy, interests, and goals with regard to the project.

Firm – brief description of the firm including the proposed Project Manager, proposed Project Principal, support team and sub-consultants.

Similar Projects – list at least three similar or comparable projects completed by the Consultant firm and/or sub-consultants for non-profit organizations and public agencies with project contact information.  Include resumes of all project team members. References with Project Administrator Firms should have extensive experience working on and around historic structures locally designated and/or listed on the State and National Registers of Historic Places. Project team and any consultants must meet the Secretary of the Interior’s Professional Qualifications Standards as published in the Code of Federal Regulations, 36 CFR Part 61 as determined by the Secretary of the Interior.

Scope of Work and Strategy – briefly outlines the consultant’s proposed methodology and strategy. The Scope of Work should be divided into various phases proposed to accomplish the project, with itemization of tasks required to accomplish the proposed scope and proposed deliverables for each task. Include estimated number of meetings and estimated number of hours needed for each task.

Cost Effectiveness – the Consultant’s submission should include proposed compensation and billing rates and terms and include an estimate for reimbursable expenses. State any exclusions, assumptions, or qualifications to the proposal.

Schedule – proposed schedule for completion of tasks identified.

Expenses – state any exclusions, assumptions, or qualifications to the proposal. Negotiation on fee structure may be part of the selection process.

Financial stability – statement regarding firm’s ability to meet cash flow needs and maintain service levels and deliverables schedule if payment cycle is 60 days behind performance of service.

Insurance – evidence of insurance coverage that meets the Conservancy requirements. See Schedule C – Insurance Requirements.

Equal Employment Opportunity Policy Statement – all respondents will be required to submit an Article 15A Equal Employment Opportunity Policy Statement. Such statement shall be in a form attached as Schedule D or in a substantially similar form acceptable to New York State.

Non-Collusive Bidding Certification – all respondents shall submit a signed Non-Collusive Bidding Certification which is attached hereto as Schedule E.

 

Evaluation Criteria

Staff/Firm Experience 35%

The experience of the firm(s), and in particular of the Lead Designer, Lead Engineer and other designated staff members, in successfully executing projects of similar type and scale.

 The Proposal 65%

Quality and Clarity of the Written Proposal (15%)

Quality of the Proposed Methodology (25%)

The extent to which the proposed methodology represents a sound and effective way to manage and complete a multi-faceted work program that encompasses technical analysis and sound planning and design.

 Cost Effectiveness (25%)

 Evidence of the team’s ability to credibly deliver an ample range of services within the designated budget.

 

Certain Conditions and Provisos

Incurring Cost – This RFP does not commit Four Freedoms Park Conservancy to award, nor does it commit Four Freedoms Park Conservancy to pay any cost incurred in the submission of the proposal, or in making necessary studies or designs for the preparation thereof, nor procure or contract for services or supplies. Further, no reimbursable cost may be incurred in anticipation of a contract award.

Claims against Four Freedoms Park Conservancy and/or the Roosevelt Island Operating Corporation– Neither the proposing firm nor any of the firm’s representatives shall have any claims whatsoever against the Conservancy or any of its staff arising out of or relating to this RFP or these RFP procedures, except as set forth in the terms of a definitive agreement between the Conservancy and the proposing firm.

Basis for Proposal – Only information supplied by the Conservancy and the Roosevelt Island Operating Corporation in writing, in connection with this RFP, should be used as the basis for the preparation of a proposal. Links to internet sites are provided for your information only and such sites are not incorporated into this RFP.

Form of Proposal – Submittal of proposals should adhere to the section “Proposal Requirements.” No verbal, telephone, or facsimile proposals will be accepted.

Amended Proposal – A proposer may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such.

Withdrawal of Proposals – Upon written request, firms may withdraw their proposals at any time prior to the deadline for receipt of proposals.

RFP Responses – In order for a proposal to be considered, the proposal must be received in person or via courier or mail to the Conservancy no later than the due date and time.

No Public Proposal Opening – There will be no public opening for this RFP.

Confidentiality – Generally, each proposal and all documentation submitted to the Conservancy is confidential until a notice of intent to award is posted. The Conservancy shall not disclose any information to any other person or entity, except to the extent such disclosure is required pursuant to applicable law, regulation or court proceeding or as otherwise approved by respondent.

Use of electronic versions of the RFP – This RFP is being made available by electronic means. If accepted by such means, the respondent acknowledges and accepts full responsibility to ensure that no changes are made to the RFP. Respondent hereby acknowledges that acceptance of electronic RFP means that electronic delivery of the RFP is adequate for responder. In the event of conflict between a version of the RFP in the proposer’s possession and the version maintained by the Conservancy, the Conservancy’s version takes precedence.

Rights of the Conservancy – The Conservancy reserves the right to do any of the following at any time:

Any proposal submitted by any respondent pursuant to this RFP shall be deemed a solicitation for offers, to which the Conservancy may or may not respond in the exercise of the Conservancy’s discretion. Nothing in this RFP shall obligate the Conservancy to contract with any respondent, and the Conservancy reserves the right to disregard or reject any or all proposals without indicating any reason for such rejection.

Waive or correct any minor or inadvertent defect, irregularity or technical error in a proposal or the RFP process, or as part of any subsequent contract negotiations.

Request that proposers supplement or modify all or certain aspects of their proposals or documents or materials submitted.

Terminate the RFP, and at its option, issue a new RFP.

Procure services specified in this RFP by other means.

Modify the selection process, the services, or the contents or format of the proposals.

Extend a deadline specified in this RFP, including deadlines for accepting proposals.

Negotiate with any or none of the proposers.

Modify in the final agreement any terms and/or conditions described in this RFP.

Terminate failed negotiations without liability, and negotiate with other proposers.

Disqualify any proposer on the basis of a real or apparent conflict of interest, or evidence of collusion that is disclosed by the proposal or other data available to the Conservancy.

Eliminate, reject or disqualify a proposal of any proposer who is not a responsible proposer or fails to submit a responsive proposal as determined solely by the Conservancy.

Accept all or a portion of a proposal.

 

Contract Requirements

It is the intent of the Conservancy that the contractual relationship between the selected consultant firm and the Conservancy will be memorialized in an agreement for professional services (based on an AIA Standard Form or equivalent) (the “Agreement”) that would be approved by the Conservancy and the Roosevelt Island Operating Corporation. The Agreement to be executed by the Conservancy and respondent may contain such reasonable modifications as to capture the Scope of Work included herein and modified to incorporate in substance the provisions of Attachment A-1, Program Specific Terms and Conditions, Environmental Protection Fund (attached hereto as Schedule F).

 

Insurance and Indemnification Requirements

The selected consultant will be required to obtain a Certificate of Insurance, during the negotiation of the contract, and maintain current insurance coverage through the contract duration, in accordance with the Insurance Requirements (attached hereto as Schedule C). The consultant will be further required to indemnify both the Conservancy and the Roosevelt Island Operating Corporation, Empire State Development, the Division of Housing and Urban Renewal, the State of New York and the City of New York, or any organization that the Conservancy may reasonably designate prior to execution of the contract.

Without the above-stated evidence of insurance for the additional endorsement, the contract cannot be signed, and the Conservancy reserves the right to reject the selected consultant.

 

Affirmative Action/Minority and Women-Owned Business Enterprises

In keeping with requirements for funding from the New York State Office of Parks, Recreation and Historic Preservation, Four Freedoms Park Conservancy shall be responsible for carrying out or causing to be carried out a program for providing for Affirmative Action (AA), Equal Employment Opportunity (EEO), and Minority and Women-Owned Business Enterprise (M/WBE) participation in this project based on the requirements of the New York State Office of Parks, Recreation and Historic Preservation and the Environmental Protection Fund. A minimum of $60,000 in MBE and WBE participation is required with participation in both categories. Respondents selected for an interview will be required to submit a Grants MWBE Utilization Plan, the form of which is attached hereto as Schedule G. MWBEs participation is required under the requirements outlined in “NYS Office of Parks Recreation and Historic Preservation Minority and Women’s Business Requirements” attached hereto as Schedule H and the forms attached hereto as Schedule I are required throughout the duration of the project.

 

Schedule

RFP Issue Date:  May 28, 2015

Mandatory Pre-Submittal Meeting: June 22 or JULY 8, 2015

Proposal Submittal Deadline: July 31, 2015

Notify Consultants Selected to Interview: TO BE DETERMINED

Interviews: TO BE DETERMINED

Selected Consultant Notified:  TO BE DETERMINED

Following the June 22 pre-submittal meeting, through June 30 questions may be emailed to Stephen Martin, smartin@fdrffp.org. Answers will be forwarded to all firms registering at the mandatory pre-submittal meeting.

 

Pre-Submittal Meeting

A mandatory pre-submittal site visit and meeting will be held on Monday, June 22, from 10:00am to 12:00pm or Wednesday, July 8 from 10:00 am to 12:00 pm. All teams planning to attend should contact Stephen Martin (smartin@fdrffp.org) by Wednesday, July 8 at 8:00 am, to provide firm and individual names for up to three attendees per team. This meeting is exclusively for representatives of licensed firms in the fields of design that have a bona fide interest in responding to this RFP.

 

Project Contact Information

Inquiries regarding this RFP should be directed, via email to Stephen Martin, Director of Design & Planning, at Four Freedoms Park Conservancy (smartin@fdrffp.org).

 

Submission Deadline

Firms interested in submitting proposals must submit four (4) complete original, hard copies of the proposal, in a sealed envelope. An additional copy (in .pdf form) must also be emailed. Proposals must be submitted no later than July 31, 2015 at 5PM, addressed as follows:

Stephen Martin, Director of Design & Planning, Four Freedoms Park Conservancy, 1110 Second Avenue, Suite 301, New York, NY 10022

 

Schedules - DOWNLOAD

Schedule A: 2013 Stabilization Study

Schedule B: Select Four Freedoms Park architectural and engineering plans and SEQRA or download through WeTransfer here, link expires 7/29/15.

Schedule C: Insurance Requirements

Schedule D: Article 15A Equal Employment Opportunity Policy Statement

Schedule E: Non-Collusive Bidding Certification

Schedule F: Attachment A-1, Program Specific Terms and Conditions, Environmental Protection Fund

Schedule G: Grants MWBE Utilization Plan

Schedule H: NYS Office of Parks Recreation and Historic Preservation Minority and Women’s Business Requirements

Schedule I: NYS Office of Parks Recreation and Historic Preservation Minority and Women’s Business Requirement Forms

Schedule J: Archival drawings and reports of the Smallpox Hospital, download through WeTransfer here, link expires 7/29/15.

Schedule K: Application of Waiver of MWBE Participation Goals

Schedule L: 2008 Adverse Impact Statement - Four Freedoms Park

Schedule M: 2008 Adverse Impact Statement - Renwick Ruin

Schedule N: Milner Archaeological Assessment Report, download through WeTransfer here, link expires 7/24/15.

Download the Request for Proposal as a PDF here.

-STEPHEN MARTIN, Director of Design & Planning