Request for proposals for Enhanced Clerk of the Works for school district project.

Legal Notice- JECSD Enhanced Clerk of the Works RFP

I. PROJECT BACKGROUND & INFORMATION




A. The Jordan-Elbridge Central School District is located in the Village of Jordan in Onondaga County.




B. District residents approved the 2024 Capital Improvement Project on December 17, 2024. The estimated construction cost for the project is $9,900,000. District buildings included in the project are as follows:




·

Jordan-Elbridge High School – 5721 Hamilton Rd., Jordan NY 13080

·

Ramsdell Middle School – 9 N. Chappell Street, Jordan NY 13080

·

Elbridge Elementary – 130 E. Main St., Elbridge NY 13060




C. The Architect for the project is Robertson Strong Apgar Architects. Design documents by RSA Architects are currently in review at NYSED.




D. Anticipated project schedule is as follows:

·

Enhanced Clerk Proposals Due

April 8, 2026

·

Notification of Interviews

April 10, 2026

·

Interview / Presentation

April 13-14, 2026

·

Selection of Enhanced Clerk by BOE

April 22, 2026

·

Estimated SED Approval

April 2026

·

Project Advertisement

TBD

·

Open Bids

TBD

·

Award Prime Contracts

TBD

·

Construction Start

June 29, 2026

·

Construction End

January – February 2027




E. The District’s goal is to select an Enhanced Clerk of the Works who will provide the best overall value to the Jordan-Elbridge CSD. The successful firm must demonstrate their understanding of the scope of the work, ability to monitor compliance / performance and ability to coordinate activities of the project participants.




F. All questions concerning this Request for Proposal should be directed to Mr. R. J. Hartwell, Assistant Superintendent for Business & Finance, (315) 689-8500 ext. 5114 . In order to maintain consistency in information provided to the various proposing firms, no other District representative should be contacted and any information received from other sources will not be considered official.




G. The District shall provide a temporary field office at the Jordan-Elbridge High School located at 5721 Hamilton Road, Jordan which shall include computers, phone lines and copy machine.




H. Project drawing sets (the SED Submission set) can be viewed at no-cost at the Architect’s office however the set may not leave the office. Additional sets would be available for purchase directly through Syracuse Blueprint.




II. DESCRIPTION OF SERVICES




Pre-Construction Phase Services




A. Consult with Owner and Architect regarding the project program, budget, timetable, and advisability of various phasing options and timing of construction, including construction constraints, sequence of construction, and overall project schedule.




B. Adjust the preliminary master schedule for the Owner’s requirements to maintain existing functions and programs. This includes scheduling, contractor access / use of site, and cleaning protocol.




C. Conduct pre-bid conference / walkthrough and help solicit local bidder interest for the project.




D. Help evaluate low bidders with Architect and Owner.




Construction Phase Services




A. Maintain communications with Owner / Architect / Contractors.




B. Report to Board of Education monthly on progress schedule, project status, and photographic documentation of previous month’s activities.




C. Monitor and oversee construction quality, progress, compliance and schedule adherence for action by Enhanced Clerk of the Works and Architect. Report findings to Owner and Architect for required action. Coordinate work of multiple prime contracts, provide schedule enforcement and management, act as an agent of the Owner striving to keep contractors on schedule and within budget.




D. Coordinate independent testing agencies hired by the Owner and local utility providers.




E. Establish positive contractor relationships on the site.




F. Review Contractor’s Safety Protocols for the Entire Project, including Safety for Students and Workers.




G. Coordinate on-site issues with Prime Contractors to avoid delays; assist in resolution of disputes.




H. Meet and accompany Project Inspectors and testing agencies and report on inspection results.




I. Maintain Owner’s project files: Correspondence; Project Documents; Change Orders; Construction Directives; Architect’s Supplemental Instructions; Meeting Minutes; Shop Drawings; Applications for Payment; Insurance and Bond Certificates.




J. Review, evaluate, and accept / reject contractor’s schedule of values.




K. Review and approve Applications for Payment (including final payment) in coordination with supporting documentation and field observations, including certified payrolls in compliance with labor laws.




L. Coordinate construction efforts and disruption of services with building staff and school activities.




M. Receive and inventory keys, special tools and turn-over materials.




N. Provide document management and administration, development of RFI’s, RFP’s, change order requests, and back-up information. Issue documents to appropriate parties, track progress, and provide follow-up with regard to RFI response and acceptance / rejection of any RFP’s.




O. Schedule, conduct, and provide meeting minutes/reports for bi-weekly project meetings.




Closeout Phase Services




A. Coordinate project close-out processes including record drawings, O&M manuals, and warranties.




B. Verify and coordinate Contractor completion of Architect / Engineer punchlist(s)




C. Coordinate training sessions with Contractor and Owner.




III. PROPOSAL REQUIREMENTS




The following information / materials must be received by the established date and time for your firm to be considered for selection.




Section I: Company Profile




This section should state the size of your firm, the type of firm (i.e., General Contractor / Construction Manager, Construction Manager only, or Construction Clerk), firm background, and the location of the office that will perform the work on this project.




Section 2: Experience




Please include your firm’s experience as a Clerk-of-the-Works and / or Construction Manager for projects completed within the last 5 years. Please explain your firm’s role in each project (i.e., Clerk-of-the-Works, Construction Manager).




Section 3: References




Provide client references for your firm and specifically for the key personnel being proposed for this project.




Section 4: Proposed Services




Provide your understanding of the scope of services that you feel will be required to achieve our key project objectives, namely controlling the project’s cost, schedule, and safety aspects.




Section 5: Proposed Staffing and Responsibilities

Describe the roles and responsibilities of the personnel being proposed for this project. Include resumes of key staff members.




Section 6: Insurance




Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the professional consultant hereby agrees to effectuate the naming of the District/BOCES as an Additional Insured on the professional consultant's insurance policies, except for workers' compensation and N.Y. State Disability insurance.




The policy naming the District as an Additional Insured shall:

a. Be an insurance policy from an A.M. Best A- rated or better insurer, licensed to conduct business in New York State. A New York licensed and admitted insurer is strongly preferred.

b. State that the organization's coverage shall be primary and non-contributory coverage for the District/BOCES, its Board, employees and volunteers with a waiver of subrogation in favor of the District/BOCES for all coverages including Workers Compensation.

c. Additional insured status for General Liability coverage shall be provided by standard or other endorsements that extend coverage to the District/BOCES (CG 20 26) or equivalent. The decision to accept an endorsement rests solely with the District/BOCES. A completed copy of the endorsements must be attached to the Certificate of Insurance to include General Liability, Auto Liability (where applicable) and Umbrella/Excess coverages.




The certificate of insurance must describe the services provided by the professional consultant that are covered by the liability policies.




At the District's/BOCES’ request, the professional consultant shall provide a copy of the declaration page of the liability and umbrella/excess policies with a list of endorsements and forms. If requested, the professional consultant will provide a copy of the policy endorsements and forms.




The consultant agrees to indemnify the District for any applicable deductibles.




Include an Insurance Certificate to verify your firm’s ability to provide the following limits of liability during the project:

a. Commercial General Liability Insurance

$1,000,000 per occurrence / $2,000,000 aggregate.

$2,000,000 Products and Completed Operations

$1,000,000 Personal and Advertising Injury

$100,000 Fire Damage

$10,000 Medi