Owner's Representative Services

Request for Proposals Proposal Type: Owner's Representative Services Client: Kite's Nest Project: North Bay ReGeneration Project Project Location: 58 North Front Street, Hudson, NY 12534 Submissions Due: Thursday, 23 July, 5:00 pm ET Inquiries: [email protected] Send submissions with the subject line "Kite's Nest Owner's Representative Proposal" to: [email protected] INTRODUCTION Kite's Nest invites proposals to provide owner's representative services for our North Bay ReGeneration Project, which will transform a two-acre riverfront property in Hudson, NY, into an ecological community campus for liberatory education, youth leadership, the arts, and environmental justice. The entire project includes the construction of a new +/-8,000-square-foot education facility and community campus. Kite's Nest selected Jaklitsch/Gardner as project architect in 2024 following a competitive RFP process. Since then, the project has advanced through Schematic Design, Design Development, Construction Documents, and GMP bidding. The design team is now developing value-engineering strategies. Initial site work has begun, and Kite's Nest anticipates construction to begin in November–December 2026. Kite's Nest is seeking an owner's representative for an anticipated 20-month engagement to protect our interests, our budget, and our timeline through value engineering, GMP finalization, permitting, and construction. Project Schedule Kite's Nest anticipates the following high-level project schedule: ● Value Engineering: July-August 2026 ● Completion of Construction Documents and GMP Establishment: September-October 2026 ● Construction through Close-out: November 2026-January 2028 Kite's Nest is a nonprofit center for liberatory education in Hudson, New York. Our mission is to build young people's collective capacity to bring about healing, personal transformation, social connection, and systemic change. Kite's Nest programs engage experiential education, the arts, meaningful job training, and civic action as tools for building community power. Since our founding in 2013, Kite's Nest has championed transformative youth development in Hudson. We have served over 2,000 children and teenagers through creative and interdisciplinary programs and courses, providing free or reduced-fee programs to more than 95% of participating youth. We have provided meaningful job training and employment opportunities to hundreds of teenagers and partnered with dozens of organizations to advocate for equitable and sustainable economic development, racial justice within our child welfare and juvenile justice systems, and the dignity of all youth. Importantly, Kite’s Nest is not a school in mission, vision, intent, or purpose. By providing a permanent home for this work, the North Bay ReGeneration Project will: ● Support young people to thrive, creating learning environments that center joy and well-being, nurture healing, and foster creativity and agency. ● Cultivate youth leaders, supporting youth to develop the skills, imagination, and collective power to transform the challenges facing our communities. ● Build community power, bringing people together to dream, practice, and co-create visionary solutions for a more just future. Kite’s Nest is seeking an owner’s representative for an anticipated 20-month engagement to protect our interests, our budget, and our timeline through value engineering, GMP finalization, permitting, and construction. The lead Capital Project Team (CPT) for Kite’s Nest comprises the Co-Executive Director for Resource Mobilization, Kaya Weidman, and the Board President, Lisa Arrastia. SCOPE OF WORK Below is a general summary of the owner's representative's scope of work, including key activities and deliverables by phase. The Owner's Representative acknowledges that they may be required to perform services not specifically set forth in this RFP but are generally understood to be required to complete a project successfully. A more detailed scope of work can be developed in collaboration with Kite's Nest after selection. Project Oversight & Team Coordination Serve as Kite's Nest's primary point of contact and advocate for Kite’s Nest and all involved in the design and construction process, e.g., the Architect, engineers, consultants, and Construction Manager. 2. Coordinate, lead, and manage the project, including but not limited to regular project meetings, issue meeting minutes, and maintaining a tracked log of decisions made and open items through to resolution. 3. Maintain and update the overall project schedule, flagging risks to timeline or budget as they arise and recommending a path forward. 4. Serve as an active liaison among the project team, CPT, and community partners, translating technical information into terms useful for decision-making. 5. Provide quarterly and as-needed live and written reports to the Board of Directors and Capital Campaign Committee, translating technical information into terms useful for decision-making and fundraising. Value Engineering & GMP Support 1. Represent Kite's Nest's interests throughout the current revisions resulting from the value-engineering process, while remaining aligned with program, budget, and mission priorities. 2. Support, assist, and guide Kite’s Nest CPT in reviewing value-engineering options and making timely decisions. 3. Facilitate the finalization of the Guaranteed Maximum Price (GMP) with the Construction Manager, tracking the cost impact of value-engineering decisions against the approved project budget. Permitting & Regulatory Approvals 1. Support the Architect in securing any additional Planning Board approvals required and obtaining all permits required by the City of Hudson and other authorities having jurisdiction. The project has already been approved by the local Planning Board, and any further approvals would only be sought if there are substantial revisions to the site plan. 2. Track permitting timelines and proactively surface delays or risks to Kite's Nest leadership. GMP Finalization & Contractor Coordination 1. Lead CPT through the review and finalization of the Guaranteed Maximum Price with the Construction Manager, including evaluating value-engineering proposals, clearly explaining cost and schedule trade-offs, and ensuring CPT has the information and clarity needed to make timely and informed decisions. 2. Lead coordination and tracking of outreach toward Kite’s Nest’s MWBE investment goals across design and construction. 3. Lead review and negotiation of final contract terms with the Construction Manager, subject to Kite's Nest's final approval. Construction Administration Phase Oversight 1. Represent Kite's Nest's interests throughout construction, attending regular site meetings and monitoring progress against schedule and budget. 2. Review and advise Kite's Nest on payment applications, change orders, and requests for information. 3. Identify quality, schedule, or budget concerns promptly, recommend corrective action, and work with the full project team (architects, CPT, CM, et al) to resolve them. Project Closeout 1. Oversee punch list completion, final inspections, and receipt of certificates of occupancy. 2. Ensure Kite's Nest receives all warranties, as-built drawings, and closeout documentation from the Architect and Construction Manager/General Contractor. PROPOSAL REQUIREMENTS Please include the following sections and information in your proposal: Firm Description ● Approach: Provide a brief description of your firm's approach to owner's representative work, particularly in nonprofit, educational, or community contexts. ● Previous Work: Describe your firm's previous work and experience with relevant projects, including experience serving as owner's representative for nonprofits, schools, or community organizations, and with sustainable/regenerative design principles. ● Team: Team structure, personnel, and qualifications. Please include additional subcontractors and consultants as required. ● References: Provide three references, including a current phone number, address, and email address. References may include the owner of a project completed by your firm; architects or consultants who have worked with you on a significant project; and/or contractors who have worked with you on a project. When possible, provide at least one reference for a project of similar scale and scope as the North Bay ReGeneration Project or Kite’s Nest as an organization. FEE PROPOSAL Provide a fee proposal based on a hard-cost construction budget of +/-$11M. This proposal should include the performance of services described in this RFP, as well as those that may not be specifically outlined but are necessary for the completion of this project. Please include a budget for reimbursable expenses and hourly rates for additional services. In building a team for this project, Kite's Nest strongly encourages participation by people of color, trans and gender-nonconforming people, queer people, people from working-poor and working-class backgrounds, people with disabilities, and women. NY State funding for the project requires a 30% investment in MWBE contracts across design and construction. Please indicate how you would help secure that investment. Insurance Requirements: Submit a sample of a current Certificate of Insurance covering Professional Liability (Errors & Omissions), Commercial General Liability, Workers' Compensation, and auto liability (if needed). Kite's Nest reserves the right to require increases to the limit values. Selection Timeline ◍ RFP Issued: Friday, 3 July 2026 ◍ Submissions Due: Thursday, 23 July, 5:00 pm ET ◍ Owner's Representative Interviews: Monday and Tuesday, 27 and 28 July SUBMISSION INFORMATION Your proposal must be received via email on or before Thursday, 23 July, 5:00 pm ET. Email submissions should be sent to Kite’s Nest North Bay ReGeneration: [email protected] Confidentiality: The Owner's Representative hereby acknowledges that any and all information, drawings, documents, technical or financial information, photographs, renderings, or electronic data shared by Kite's Nest in connection with this RFP or the Project are Kite's Nest's proprietary, confidential information and shall be held in strict confidence and shall not be disclosed to any third party without the prior written consent of Kite's Nest. Inquiries: Any inquiries should be directed via electronic mail to [email protected] Agreement/Contract Award: This RFP, your response, and subsequent documents do not give rise to contractual obligations or offers, implied or otherwise. Kite's Nest reserves the right to reject any and all offers, to proceed without reliance on these documents, and ultimately to execute an Agreement with an Owner's Representative who best serves Kite's Nest's interests. If your firm is selected, this RFP and its attachments, your Response, and subsequent documents may become part of the Agreement between Kite's Nest and your firm. Minority / Women Business Enterprise contracting goals (MWBE) Total MWBE Goals: 30.00%