Project Information

Bid Title

RFP #2026-451 Mohawk Valley Community College Wilcox Hall Schafer Theater Lighting Upgrades

Issuing Agency

Oneida County, New York

Location

New York

Published Date

Mar 16, 2026

Closing Date

Apr 16, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFP #2026-451 Mohawk Valley Community College Wilcox Hall Schafer Theater Lighting Upgrades

Proposals are due at the above address no later than 2:00 pm on Thursday, April 16, 2026.

RFP #2026-451 Mohawk Valley Community College Wilcox Hall Schafer Theater Lighting Upgrades

INV RFP #2026-451 Mohawk Valley Community College Wilcox Hall Schafer Theater Lighting Upgrades

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ONEIDA COUNTY DEPARTMENT OF PUBLIC WORKS

DIVISION OF ENGINEERING

5999 JUDD ROAD

ORISKANY, NEW YORK 13424

REQUEST FOR PROPOSALS

PROFESSIONAL CONSULTING SERVICES

FOR

MOHAWK VALLEY COMMUNITY COLLEGE

WILCOX HALL SCHAFER THEATER LIGHTING UPGRADES

RFP 2026-451

MARCH 2026

REQUEST FOR PROPOSAL FOR PROFESSIONAL CONSULTING SERVICES

1. Introduction

1.1. The County of Oneida (the “County”) is soliciting proposals from qualified consulting firms to provide

Professional Consulting Services defined in Section 2, Project Description and Section 3, Scope of Services.

1.2. Proposals in response to this RFP must be submitted electronically in Adobe PDF format. Proposals can

be submitted via email to dpwcapital@oneidacountyny.gov and cc’d to szerbe@oneidacountyny.gov or via

mail on a USB flash drive to:

Matthew S. Baisley, Commissioner

Oneida County Department of Public Works

5999 Judd Road

Oriskany, New York 13424

1.3. Proposals are due at the above address no later than 2:00 pm on Thursday, April 16, 2026.

1.4. A pre-proposal meeting shall be held at Mohawk Valley Community College, 1101 Sherman Drive, Utica,

New York 13501 on Thursday, April 2, 2026, at 10:00 am. All Proposers attending the pre-proposal meeting

shall meet at the Facilities Office Conference Room inside Alumni College Center for a brief meeting, which

will be followed by a site visit to the Theater.

1.5. Questions relating to this RFP must be submitted via email to dpwcapital@oneidacountyny.gov and cc’d

to szerbe@oneidacountyny.gov by 2:00 pm on Thursday, April 9, 2026.

2. Project Description

2.1. The Schafer Theater located within Wilcox Hall at Mohawk Valley Community College (MVCC) requires a

comprehensive upgrade of its stage and house lighting systems to support a wide range of performances, events,

and academic uses. The selected Consultant shall provide a complete, turnkey solution including design, equipment

specification, installation, programming, commissioning, training, and documentation. The new system must be

reliable, energy-efficient, and meet or exceed current industry standards for professional theatrical venues.

2.1.1. Removal of equipment and fixtures based on finalized scope of work.

2.1.2. Replacement of two (2) existing stage lighting dimmer racks and related dimmer and relay modules.

Existing line voltage conduit and wire to distributed circuits shall be reused to the greatest extent possible.

2.1.3. Replacement of existing failed and failing incandescent house lighting fixtures.

2.1.4. Replacement of stage lighting control console with new console with a minimum of 12,000 control

channels to accommodate future use of LED fixtures.

2.1.5. Provision of CAT6 network-based DMX control to network nodes at all stage lighting power distribution

and console control locations, to accommodate existing and future LED fixtures. Includes a dedicated Wireless

Access Point (WAP) for control of system by mobile phone and / or tablet app.

2.1.6. Provision of new stage lighting control processor, network switches, DMX distribution splitters, and

backup power supply (UPS).

2.1.7. For house lighting control, provision of the following:

2.1.7.1. Integration with stage lighting system of DMX or other control distributed to all new LED house

lighting fixtures.

2.1.7.2. Two (2) 7” programmable touchscreen control stations backstage (one at stage right and one at

stage left), replacing existing failing slider stations.

2.1.7.3. One (1) 7” “portable” programmable touchscreen control station in control booth for control of

house lighting and programming presets accessible from other touchscreen stations.

2.1.7.4. Replace existing one-button “on / off” entry stations with six-button programmable entry stations.

New wire will be needed, pulled within existing conduit.

3. Scope of Services

3.1. Design and Engineering

3.1.1. Assess existing lighting infrastructure, including fixtures, dimming, control systems, power

distribution, rigging, and cabling.

3.1.2. Develop a comprehensive design for a new LED-based theatrical lighting system, including all

required fixtures, dimming/control equipment, network/data infrastructure, and rigging hardware.

3.1.3. Prepare detailed lighting plots, photometric coverage documentation, and a rigging plan

addressing structural considerations, mounting points, safety, and code compliance.

3.1.4. Coordinate two interviews with MVCC staff and Oneida County DPW staff to ensure the design

meets programmatic, technical, and sustainability goals.

3.2. The Consultant shall be required to prepare plans, bid specifications, and estimates compliant with New

York State General Municipal Law for the project, as described in Section 2, Project Description, and as

directed by the County.

3.3. Without exception, the Consultant shall be responsible for preparing and securing all permits including

SEQR documentation, NYSDEC authorizations, and any other applicable state/local approvals in association

with the construction of this project. The County shall pay all permit fees.

3.4. Plans and bid specifications shall be ready for bid no later than (one hundred and twenty) 120 days after

execution of an Agreement for Consultant Services and a written or verbal notice to proceed from the

County project manager.

3.5. Consultant Services shall be divided into the following sequential phases:

3.5.1. Implementation

3.5.1.1. Confer with the County and review recommendations/requirements of the Project to arrive

at a mutual understanding of the scope.

3.5.1.2. Inspect site and review existing conditions available for project development.

3.5.1.3. Analyze design alternatives regarding cost and schedule. Submit results to the County for

review and selection.

3.5.1.4. The Consultant shall lead and participate in a project kickoff meeting, biweekly progress

meetings (virtual unless otherwise required), and milestone review meetings at 30%, 60%, 90%, and

Final Design.

3.5.2. Design Development

3.5.2.1. Verify design alternative(s) selected by the County.

3.5.2.2. Prepare preliminary drawings and specifications sufficient to permit review and approval by

County.

3.5.2.3. Review and incorporate comments and revisions into design.

3.5.2.4. Provide a statement of probable construction cost.

3.5.3. Comments, Revisions and Final Review

3.5.3.1. Submit final drawings and specifications to County for review.

3.5.3.2. Review and incorporate comments and revisions into design.

3.5.3.3. Provide a detailed statement of probable construction cost.

3.5.3.4. Submit final design and construction schedule, along with anticipated project construction

duration (for the purpose of estimating the construction effort that will be required for the project)

for review and approval.

3.5.3.5. Provide all information generated during design development. Include, as a minimum, all

calculations, computer program outputs, and ASCII survey coordinate file(s).

3.5.4. Environmental Review and Regulatory Compliance (SEQR and NEPA)

3.5.4.1. The Consultant shall assist the County in completing all environmental reviews required for

the project. This includes preparing documentation necessary for compliance with the New York

State Environmental Quality Review Act (SEQR) and, if applicable, the National Environmental Policy

Act (NEPA).

3.5.4.2. The Consultant shall evaluate the project to determine the appropriate SEQR classification

and prepare all required materials, including but not limited to a Short Environmental Assessment

Form (EAF), Full EAF, supporting analyses, and any documentation needed for the County, as Lead

Agency, to issue a SEQR determination. If the Project Qualifies as a Type II action, the Consultant

shall provide written justification supporting that classification.

3.5.4.3. If NEPA review is required due to federal funding, federal permits, or federal agency

involvement, the Consultant shall prepare all necessary NEPA documentation, including but not

limited to Categorical Exclusion (CE) documentation, Environmental Assessments (EA), technical

studies, agency coordination materials, and responses to public or agency comments. The Consultant

shall support the County throughout the NEPA process until a final determination is issued by the

appropriate federal agency.

3.5.4.4. The Consultant shall prepare all supporting technical studies, correspondence, and

documentation required to complete SEQR and/or NEPA review and shall assist the County in

coordinating with all involved agencies until all environmental determinations are finalized.

3.5.5. Bid Documents

3.5.5.1. Prepare final design drawings, specifications and bid documents stamped and signed by a

Professional Engineer registered with the State of New York, in the format previously approved by

the County.

3.5.5.2. Deliver all bid documents to County within ten days after final review and approval.

3.5.5.3. Provide entire set of bid documents (plans and specs) electronically in Microsoft Word and

PDF file format.

3.5.5.4. All electronic design files shall be submitted in formats compatible with County standards.

CAD files shall be provided in AutoCAD DWG format (version 2018 or later) unless otherwise

approved by the County. All PDFs shall be text-searchable and formatted for full-size plan sheets. File

naming conventions shall be coordinated with the County prior to final submission.

3.5.6. Public Bidding

3.5.6.1. The Consultant shall provide all necessary design-related support services throughout the

entire public bidding period until the County has successfully awarded a construction contract for

the work designed under this Agreement.

3.5.6.2. The County shall reproduce and distribute all construction documents.

3.5.6.3. The consultant shall assist in the bidding process by answering questions submitted by

bidders and provide Addendums when necessary.

3.5.6.4. The consultant shall review bids submitted by contractors and forward their

recommendation to the County.

3.5.6.5. The Consultant’s obligations during the bidding phase shall continue until the County

formally retains a contractor to perform the construction work.

Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors

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