BUILDING CONDITIONS SURVEY

The Buffalo Public Schools (BPS) Division of Plant Services and School Planning is soliciting proposals for professional architectural and engineering design services to perform the required 2027 NYSED Building Condition Survey (BCS) and assessment.

The Buffalo Public Schools (BPS) Division of Plant Services and School Planning is soliciting proposals for professional architectural and engineering design services to perform the required 2027 NYSED Building Condition Survey (BCS) and assessment, and to prepare a document outlining the order of priorities and associated costs. Use of generally accepted overall building condition rating definitions, building system condition ratings and definitions, and building system type definitions is **required**. All associated ratings indices are to be incorporated.

Due to the survey size and scope, it is anticipated and encouraged that two or more firms will need to organize a team to cover all the buildings. However, BPS will require that one single prime consultant be contracted to coordinate the surveys, and more importantly establish formatting consistency for the database and reporting.

Vendor is expected to utilize school breaks as much as possible to minimize work during school days.

Project Deliverables

• Electronic copy of the customized database fully populated and formatted for Buffalo Public Schools (BPS)
• Hard copy reports for every building and/or site, plus electronic copies
• Completed SED Building Condition Survey form
• Input building condition survey results into SED website
• Complete SED facility report card (with in-depth comments)
• Completion of BPS report card in excel format for each building/site. (template will be provided).
• Summary report of health/safety/welfare items rated unsatisfactory with associated costs included, citing order of priorities and associated costs by priority for each building/site.
• Complete BPS District Wide Building Summary Excel Spreadsheet.

Scope of Services

• Project Kickoff Meeting: Meet with members of Facilities Planning to ascertain that all tasks are accounted for, build a project schedule and confirm all points of contact.
• Site Surveys and Assessments: Includes a review of concerns from building engineers and a physical site survey/visit of all facilities and accompanying documentation.
• Document any discrepancies between archived floor plans and real-life conditions.
• Final narrative & data reports for BPS review.
• Submission/upload of final BCS to NYSED: Perform digital upload of required electronic file submission to NYSED.
• Contract Closeout Phase: Upon verifiable NYSED upload of BPS BCS, produce all confirmation reports. Complete and provide hard copy and electronic deliverables.

Electronic submittal is ALLOWED (and encouraged) via BPS BONFIRE portal at: https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities. Only one method of submittal should be used. Mailed or delivered responses must include two (2) printed copies and one (1) electronic copy.

Responses will be evaluated on a 100 point scale. Cost will be calculated proportionally compared to lowest cost response. The minimum non-cost score is 60/100 points.

• COST (must be largest component): 30
• Previous Experience of Firm and Key Personnel: 25
• Evidence of Previous Successful NYSED BCS submissions or reciprocal experience: 25
• Project Schedule: 20

Basis of Award: Best value. Insurance is required. Response Surety ("Bid Bond") Required: No. Performance Bond Required: No. Formal contract required: Yes. Proposals valid for 90 days past closing minimum.

Initial Award & Contract Term: 12/16//2026 to 3/1/2028. Extensions: N/A. Maximum Term End: 6/30/2028.

There will be NO reimbursable expenses (i.e.: local travel, printing, etc.)