Request for Quotations for Interim Property Management Services

The City of Newburgh Industrial Development Agency is issuing this Request for Quotations (“RFQ”) for qualified real property management firms to provide interim property management, inspection, security-monitoring coordination, and related maintenance services for the IDA-owned property located at 145 Broadway, Tax Map No. 36.-3-1.2, City of Newburgh, Orange County, New York, commonly known as “The Armory” (the “Property”). The Property is expected to be vacant during the term of this engagement. No employees, tenants, or other regular occupants are expected to work from the building during this period. The IDA’s objective is to keep the Property secure, protected from avoidable damage, and reasonably functioning while it remains vacant and until the engagement is terminated by the IDA, including in connection with a permanent tenancy or disposition/transfer of the Property. The IDA anticipates that the period of vacancy may last several months and could extend for up to approximately twelve (12) months. The selected firm will serve as the IDA’s managing agent for the limited interim purposes described in this RFQ and will coordinate closely with designated Agency staff. Scope of Requested Services: The selected firm shall provide, at a minimum, the following requested services. Respondents should identify in their quotations any recommended additional measures that they believe are reasonably necessary to protect and preserve a vacant building of this nature. 1. Initial Property Inspection and Transition · Conduct an initial physical inspection of the interior and exterior of the Property promptly following commencement of the engagement. · Document the general condition of the Property, including known or observed deficiencies, security concerns, active leaks, damaged building components, and other conditions requiring attention. · Establish an initial written condition record, supported by photographs where appropriate, to serve as a baseline for subsequent inspections. · Confirm with Agency staff the location and status of utility shutoffs, building systems, keys/access devices, alarm contacts, emergency contacts, and any contractor or service-provider information available to the IDA. 2. Weekly Physical Inspections · Conduct a physical inspection of the Property at least twice each week, including both interior and exterior areas. · Maintain a dated inspection log for each visit and provide a written report or checklist to designated Agency staff. Reports should identify conditions observed, corrective actions taken, and matters requiring Agency authorization or further evaluation. · Use reasonable efforts to vary inspection days/times so that the Property does not appear to follow an obvious unattended schedule. 3. Building Security and Access · Inspect exterior doors, interior access doors where relevant, windows, locks, gates, and other accessible points of entry for damage, failure, tampering, or evidence of attempted forced entry. · Observe and report evidence of trespass, vandalism, unauthorized occupants, loitering, illegal dumping, or other unauthorized activity at or within the Property. · Confirm that doors and windows observed during inspections are closed and secured, except where an opening is intentionally maintained for an authorized purpose. · Promptly notify Agency staff of any material security concern and take reasonable temporary measures, within the authority granted by the IDA, to secure the Property pending permanent corrective action. · Maintain reasonable control over keys, access devices, and access by contractors or other persons authorized by the IDA, and maintain an access record when requested by the Agency. 4. Utilities, Temperature, HVAC and Building Systems · Monitor the apparent status of electric, gas, water, and other utilities that the IDA directs to remain active. · Observe interior temperature during inspections and report conditions that may create a risk of freezing, excessive heat, moisture, condensation, or damage to the Property. · Observe the apparent operating status of heating, ventilation, and air-conditioning equipment that is intended to remain in service, including thermostats and visible indicators or alarms. · Report unusual noises, odors, cycling, shutdowns, fault indicators, or other apparent HVAC abnormalities. · The managing agent is not expected to perform licensed mechanical, electrical, plumbing, elevator, fire-alarm, or other specialized trade work unless separately qualified and specifically authorized. The managing agent shall coordinate appropriate contractors when authorized by the IDA. 5. Water, Plumbing and Water Intrusion · Inspect accessible areas for visible water leaks, dripping or failed plumbing fixtures, pipe leaks, standing water, unusual moisture, and other apparent plumbing abnormalities. · Observe ceilings, walls, floors, windows, roof-accessible areas where safe and authorized, and other visible locations for signs of roof leakage, water intrusion, staining, dampness, or deterioration. · Report conditions presenting an immediate risk of water damage and take reasonable emergency loss-mitigation measures as described below. 6. Electrical and Life-Safety Observations · Observe accessible electrical panels, fixtures, outlets, equipment, and building areas for obvious abnormalities such as loss of power, damaged equipment, unusual heat or odor, sparking, exposed wiring, or repeated tripping, without opening energized equipment or performing work requiring a licensed electrician. · Observe and report the apparent status of fire alarm/fire protection systems and visible system indicators, to the extent accessible to the managing agent. · Observe the apparent status of pumps serving the Property, including sump or other building pumps known to the managing agent, and report alarms, failure, unusual operation, or standing water. · Observe and report the apparent status of elevators, including visible out-of-service conditions, alarms, damage, or other abnormalities. The managing agent shall not operate, inspect, repair, or service elevator equipment beyond ordinary observation unless properly qualified and authorized. · Promptly report any condition that appears to present an immediate fire, electrical, flooding, structural, or life-safety concern. 7. Exterior, Grounds and Lighting · Inspect the building exterior and grounds for damage, vandalism, fallen limbs, debris, dumping, drainage issues, trip hazards, damaged fencing or gates, and other conditions that could affect security or the preservation of the Property. · Observe exterior and interior security/egress lighting that is intended to remain operational and report failed or damaged fixtures. · Identify vegetation or other exterior conditions that obstruct access, conceal entry points, threaten the building, or create an apparent safety or security concern. · Coordinate routine grounds maintenance if and as specifically authorized by Agency staff. 8. Snow and Ice Removal · Provide or coordinate timely snow and ice removal for the Property, including sidewalks, pedestrian approaches, entrances, steps, ramps, driveways, parking/access areas, and other areas reasonably necessary to maintain safe access to and around the Property. · Monitor winter weather conditions and arrange for plowing, shoveling, salting/sanding, de-icing, and related services as conditions warrant. The managing agent shall document snow and ice services performed or coordinated and promptly report any condition that cannot be reasonably addressed through routine snow and ice removal. · Maintain reasonable access for authorized IDA representatives, emergency responders, contractors, inspectors, and other persons authorized to enter the Property during winter conditions. 9. Routine Maintenance and Authorized Repairs · Perform minor routine maintenance that is expressly included in the respondent’s quotation and approved by the IDA. · Identify needed repairs or maintenance beyond the agreed base services and provide the IDA with a description and estimated cost before proceeding, except where immediate action is reasonably necessary under the Emergency Response provisions below. · Coordinate qualified and properly insured contractors for specialized repairs when authorized by Agency staff. · Coordinate and serve as the primary point of contact for the Property's service vendors and contractors, including pest-control, fire-alarm, security/alarm-monitoring, and other building-service providers. This responsibility includes scheduling and facilitating access, communicating observed conditions and service needs, following up on vendor recommendations and required work, and reporting material issues and completed services to the IDA. · No capital improvement, material repair, or non-emergency expenditure beyond an authorization threshold established by the IDA may be undertaken without prior approval. 10. Emergency Response and After-Hours Availability · Provide the IDA with a 24-hour emergency contact number and identify the personnel responsible for receiving and responding to emergency calls concerning the Property. · Effective October 20, 2026, the managing agent shall be designated as the primary contact for all alarm-monitoring notifications concerning the Property and shall receive, acknowledge, assess, and respond to such notifications twenty-four (24) hours per day, seven (7) days per week, including nights, weekends, and holidays. The managing agent shall coordinate any required response with the alarm-monitoring company, fire department, police department, security vendor, or other appropriate contractor or emergency service. Except when notice is necessary because of a material incident, required Agency authorization, or an unresolved emergency, Agency staff shall not be used as the routine first-line or after-hours recipient of alarm notifications. · Respond promptly to reports of forced entry, vandalism, fire or fire-system alarm, water leak or flooding, loss of heat during freezing conditions, significant electrical abnormality, storm damage, building-system failure, or another condition that reasonably threatens the security or physical integrity of the Property. · Upon receiving notice of an emergency, assess the situation remotely when appropriate and dispatch qualified personnel to the Property when an on-site response is reasonably required. · For conditions involving immediate danger to persons or property, contact 911, the fire department, police department, utility provider, alarm company, or other appropriate emergency service as circumstances require, and notify the IDA’s designated contact as soon as practicable. · Take reasonable temporary loss-mitigation measures within the managing agent’s capabilities and authority, such as securing a damaged opening, shutting off a leaking water source when safe and appropriate, arranging emergency extraction, or coordinating an emergency contractor. · The selected firm shall not undertake substantial permanent repairs without Agency approval unless delay would reasonably be expected to cause significant additional property damage and Agency representatives cannot be reached. Respondents shall describe their proposed emergency spending/authorization protocol and any recommended emergency expenditure limit. · Provide a written incident report following each material emergency, including the time of notice, time of response, conditions observed, persons contacted, actions taken, photographs where appropriate, contractors used, and any recommended follow-up. · Respondents shall state their target response time for after-hours and emergency calls and identify all emergency call-out fees, minimum charges, overtime rates, contractor markups, or other charges that may apply. 11. Reporting and Coordination · Designate a primary account representative for the IDA. · Provide weekly inspection documentation in a format acceptable to the IDA. · Promptly communicate material issues rather than waiting for the next routine report. · Provide a monthly summary of inspections, incidents, maintenance performed, open issues, contractor activity, and costs. · Be available to communicate with Agency staff and, if requested, attend an IDA Board meeting to discuss the condition or management of the Property. · Cooperate with the IDA’s insurance broker/carrier, contractors, representatives, and other authorized parties as directed by Agency staff. Term of Engagement: The IDA anticipates that services will commence on October 20, 2026, and intends this engagement to be temporary. Respondents should propose a monthly arrangement that permits the IDA to continue services while the Property remains vacant and to terminate services when they are no longer required. The final term, renewal mechanism, notice requirements, and termination rights will be set forth in the contract between the IDA and the selected firm. The IDA anticipates that services may be required for several months and potentially for up to approximately twelve (12) months. Compensation: Compensation will be defined in a contract entered into between the IDA and the selected firm. To facilitate comparison of quotations, respondents shall clearly separate the base monthly management fee from additional, emergency, trade, subcontracted, snow/ice, and other non-routine charges. Quotation Requirements: The respondent should demonstrate in its quotation its experience and qualifications in performing all aspects of the scope of work. Quotations should include, at a minimum: · A description of the firm, its size and organization, and the office from which personnel will be assigned to the IDA. · Experience managing, monitoring, or preserving vacant commercial, institutional, governmental, historic, or similar properties. · The names and qualifications of personnel who would be assigned to the Property, including the primary account representative and emergency contacts. · At least three (3) references, including project/property names, addresses, contact persons, telephone numbers, and email addresses where available. · A description of the firm’s proposed weekly inspection process and sample inspection checklist/report, if available. · A description of the firm’s emergency response protocol, 24-hour availability, target response times, escalation procedures, and proposed emergency spending authorization process. · A description of how the firm selects, coordinates, supervises, and bills for subcontractors or specialty trades. · A description of any services the firm recommends for a vacant building that are not expressly identified in this RFQ. · The insurance coverage maintained by the firm, including commercial general liability, automobile liability, workers’ compensation/employer liability, and any professional/errors and omissions coverage maintained by the firm. Final insurance requirements will be established by the IDA in the contract. · Disclosure of any actual or potential conflicts of interest involving the IDA, the City of Newburgh, or the Property. Cost Schedule: The quotation shall include a complete and transparent fee schedule. At a minimum, respondents shall provide: · Fixed monthly fee for the base scope of services, identifying the number/frequency of inspections and all services included. · Hourly rates for personnel who may perform additional authorized services. · Emergency/after-hours call-out fees, overtime rates, minimum charges, and target response times. · Any administrative fee or markup applied to subcontractors, materials, or third-party services. · Pricing or pricing methodology for grounds maintenance, if not included in the base fee. · Pricing or pricing methodology for snow and ice removal and coordination, clearly stating whether such services are included in the base monthly fee or billed separately. · Any other recurring or potential charge that the IDA could reasonably incur under the engagement. Selection of Managing Agent: The IDA Board of Directors, in its consideration of the firm to be retained, may consider the qualifications and relevant experience of the firm and assigned personnel; demonstrated experience with vacant or similar properties; proposed approach to inspections, security, building-system monitoring and emergency response; responsiveness and availability; references; cost of services; and any other factor the Board determines relevant to the best interests of the IDA. The IDA will follow its Procurement Policy. Due Date and Miscellaneous: The issuance of this RFQ constitutes an invitation to submit quotations only. The IDA reserves the right, in its sole discretion, to seek additional information or clarification regarding any quotation; conduct interviews; negotiate scope, terms, and compensation with one or more respondents; score responses in its sole discretion; reject any and all quotations with or without cause; waive irregularities or informalities; and modify, suspend, or cancel this RFQ at any time. Under no circumstances will the IDA have liability to any respondent for costs or expenses incurred in connection with this RFQ or any response thereto. Tours of the Property may be scheduled with Cherisse Vickers at contact@example.gov between October 5 and October 13, 2026. Questions concerning this RFQ shall be directed only to the approved contact identified above. Respondents should not contact individual members of the IDA Board concerning this procurement. Quotations must be emailed to contact@example.gov no later than 4:00 p.m. on October 14, 2026. Respondents are not required to submit quotations by mail or deliver hard copies. City of Newburgh Industrial Development Agency Board of Directors, c/o Cherisse Vickers, Executive Director83 Broadway, Newburgh, NY 12550. Contact Number: +1 (555) 000-0000 Approved contact for this RFQ: Cherisse Vickers, Executive Director83 BroadwayNewburgh, NY 12550Contact Number: 845-569-7369Email: contact@example.gov Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None