COTLDC RFP for Grant Administrator and Project Manager 2026.docx

October 19, 2026

CITY OF TONAWANDA LOCAL DEVELOPMENT CORPORATION

REQUEST FOR PROPOSALS

DOWNTOWN TONAWANDA SMALL PROJECT FUND

GRANT ADMINISTRATION AND PROJECT MANAGEMENT SERVICES

The City of Tonawanda Local Development Corporation (the “COTLDC”) is hereby requesting proposals from qualified consulting firms and other professional service providers to serve as the Grant Administrator and Project Manager in connection with the COTLDC’s administration of the Downtown Tonawanda Small Project Fund funded through New York State’s Downtown Revitalization Initiative (“DRI”).

The COTLDC has been designated as the contracting entity for the Downtown Tonawanda Small Project Fund, which will provide financial assistance for eligible projects within the City's designated DRI area. The Fund is intended to support improvements to eligible commercial and mixed-use properties, including eligible interior and exterior improvements, capital equipment, public art, and related eligible costs.

The purpose of this Request for Proposals (“RFP”) is to secure professional grant administration and project management expertise to assist the COTLDC with the development, implementation, administration, monitoring and closeout of the Small Project Fund in accordance with the requirements of New York State, the Housing Trust Fund Corporation (“HTFC”), the Downtown Revitalization Initiative, the COTLDC’s approved Administrative Plan, and the applicable grant agreement.

The COTLDC is seeking a consultant with demonstrated experience in economic development, grant administration, downtown revitalization, construction or project management, public-sector programs, and/or administration of New York State-funded programs.

The COTLDC will select the consultant that, in its sole judgment, provides the combination of relevant experience, expertise, availability, understanding of the assignment, proposed approach and cost that provides the greatest benefit to the COTLDC and the Downtown Tonawanda community.

Questions regarding this RFP should be directed to:

J. Mario Pena, Chairman City of Tonawanda Local Development Corporation 200 Niagara Street Tonawanda, New York 14150 Telephone: 716-695-1800 ext.617 Email: INFO@cityoftonawandaldc.com Proposals should address each of the following points. Cover letters are not necessary.

1. Provide an overview of your firm.

Include:

· The firm's history and organizational structure;

· Location of the firm's principal office;

· Number of years in business;

· Areas of professional expertise;

· Experience working with municipalities, public authorities, nonprofit organizations or economic development organizations; and

· Any information regarding the firm's organizational capacity that would be relevant to its ability to administer the Downtown Tonawanda Small Project Fund.

Please identify any pending or anticipated restructuring, reduction in personnel, or other circumstances that could materially affect the firm's ability to perform the services described in this RFP.

2. Provide a listing of comparable grant administration and project management assignments.

For each assignment, identify:

· Client;

· Program and funding source;

· Total amount of the program or project;

· Dates of service;

· Scope of services performed;

· Number of projects or applicants administered, if applicable;

· Current status; and

· A contact person and telephone number for the client.

Respondents should specifically identify any experience with New York State Downtown Revitalization Initiative, NY Forward, Main Street, Empire State Development, HTFC, or other New York State economic development programs.

3. Identify the individuals who will be the principal contacts with the COTLDC.

For each individual, provide:

· Name and title;

· Professional background;

· Relevant grant administration and project management experience;

· Experience with New York State-funded programs;

· Role in the Downtown Tonawanda assignment; and

· Estimated percentage of time that will be devoted to the COTLDC engagement.

The COTLDC expects the individual identified as the principal project manager to remain substantially involved throughout the engagement.

4. Provide a comprehensive and detailed plan for administration of the Downtown Tonawanda Small Project Fund.

The proposed plan should address, at a minimum, the following:

a. Program Development and Start-Up Describe the firm's approach to establishing the administrative framework for the program, including application forms, program guidelines, eligibility checklists, project files, review procedures, reporting procedures and other necessary administrative materials.

b. Marketing and Outreach Describe the firm's proposed strategy for informing eligible property owners, businesses and other potential applicants about the program.

The COTLDC is particularly interested in a proactive outreach strategy that will reach small businesses and property owners that may not routinely participate in government grant programs.

c. Application Intake and Eligibility Review Describe the proposed process for receiving applications, reviewing applications for completeness, determining initial eligibility, identifying deficiencies and communicating with applicants.

d. Project Review and Selection Describe the firm's proposed process for evaluating projects for eligibility, readiness, feasibility, consistency with the DRI program and the approved Administrative Plan.

The consultant will provide technical reviews and recommendations. Final project selection and award decisions will remain with the COTLDC and/or its designated Project Review Committee.

e. Project Development Describe the firm's approach to working with applicants, property owners, architects, engineers and contractors to develop detailed scopes of work, project budgets, schedules and supporting documentation.

f. Procurement and Contractor Review Describe the firm's experience assisting with public or publicly funded procurement, including contractor bidding, bid review, documentation of procurement, insurance requirements and applicable experience with MWBE/SDVOB and EEO requirements. New York State has established an MWBE participation requirement of 30% for the Downtown Revitalization Initiative projects. The consultant is expected to make a Good Faith Effort to meet this goal, if not a certified MWBE itself, and provide an explanation of how this requirement will be. All firms utilized to meet this requirement must be certified as an MWBE by New York State.

g. Environmental and Regulatory Compliance Describe the firm's experience assisting with environmental review, SEQR and other regulatory requirements applicable to publicly funded projects.

h. Construction and Project Monitoring Describe the firm's proposed approach to monitoring funded projects, including site inspections, review of progress, documentation of completed work, change orders, project schedules and identification of project delays or compliance issues.

i. Reimbursement and Financial Documentation Describe the firm's process for reviewing reimbursement requests and supporting documentation, including invoices, proof of payment, lien releases, matching funds and other documentation required by the State or COTLDC.

j. Reporting and Recordkeeping Describe the firm's approach to maintaining complete project files and providing regular reports to the COTLDC concerning applications, awards, project status, expenditures, remaining funds, compliance issues and upcoming deadlines.

k. Program and Project Closeout Describe the firm's approach to final project closeout, program reconciliation, final reporting, record retention and assistance with any State monitoring or audit.

5. Provide a proposed implementation schedule.

The schedule should identify the anticipated time required for:

1. Program start-up;

2. Development of program materials;

3. Public outreach;

4. Application period;

5. Application review;

6. Project selection;

7. Project development;

8. State review and approvals, as applicable;

9. Construction/project implementation;

10. Reimbursement; and

11. Final project and program closeout.

Respondents should identify any assumptions upon which the proposed schedule is based.

6. Describe your experience with applicable New York State requirements.

The response should specifically address the firm's experience with:

· Downtown Revitalization Initiative and/or NY Forward programs;

· HTFC requirements;

· Grant administration and reporting;

· Environmental review;

· Public procurement;

· MWBE and SDVOB requirements;

· Equal Employment Opportunity requirements;

· Conflict-of-interest requirements;

· Recordkeeping and audit requirements; and

· Construction/project monitoring.

The selected consultant will be required to comply with all applicable requirements established by New York State, HTFC, the DRI program, the final State-approved Administrative Plan and the grant agreement.

7. Provide a description of the firm's communication and project-management approach.

Describe how the firm will communicate with:

· COTLDC Board members;

· COTLDC staff;

· City officials and departments;

· Property owners;

· Business owners;

· Architects and engineers;

· Contractors; and

· New York State/HTFC representatives.

The COTLDC expects the consultant to provide regular status reports and to attend COTLDC meetings, applicant meetings and other meetings as reasonably necessary to successfully administer the program.

8. Provide at least three professional references.

References should be for clients for whom the respondent has performed comparable grant administration, economic development or project management services.

At least one reference should preferably be a municipal, nonprofit, economic development or other public-sector client.

9. Set forth the proposed compensation for the services.

The proposal should provide a detailed fee schedule identifying:

· Program start-up and administrative costs;

· Application administration;

· Application and project review;

· Project management;

· Construction monitoring;

· Reimbursement review;

· Reporting;

· Project closeout;

· Program closeout;

· Hourly rates for key personnel; and

· Reimbursable expenses.

Respondents should clearly identify whether compensation is proposed as a fixed fee, hourly fee with a not-to-exceed amount, or another methodology.

The COTLDC is seeking a cost-effective proposal and is not obligated to select the lowest-cost respondent.

The consultant shall not receive compensation from Small Project Fund applicants, property owners, contractors or other program participants unless specifically authorized by the COTLDC and permitted under applicable State requirements.

The current State administrative guidance permits a portion of Small Project Fund proceeds to be used for program administration. Respondents should base their proposals upon the administrative budget ultimately approved by the State and COTLDC. For purposes of proposal preparation, respondents may assume an administrative budget not to exceed $30,000, subject to final State approval and the terms of the applicable grant agreement.

10. Identify any actual or potential conflicts of interest.

Respondents shall disclose any actual, potential or perceived conflicts involving:

· The respondent;

· Proposed project personnel;

· Existing clients;

· Potential Small Project Fund applicants;

· Property owners;

· Contractors;

· Architects, engineers or other professionals;

· COTLDC Board members; or

· City officials.

The selected consultant will be required to disclose any conflicts that arise during the term of the engagement.

11. Provide evidence of insurance coverage.

Identify the firm's current insurance coverage, including:

· General liability;

· Professional liability/errors and omissions;

· Workers' compensation;

· Automobile liability, if applicable; and

· Any other insurance applicable to the proposed services and NYS requirements.

The selected consultant will be required to provide certificates of insurance and satisfy any insurance requirements established by the COTLDC or the State.

12. Provide any additional information that you believe would distinguish your firm.

Respondents may provide additional information concerning qualifications, innovative approaches, technology, applicant services, program administration systems, economic development expertise or other capabilities that would benefit the COTLDC in administering the Downtown Tonawanda Small Project Fund.

PROGRAM ADMINISTRATION AND AUTHORITY

The COTLDC will retain overall responsibility and authority for the Downtown Tonawanda Small Project Fund.

The selected consultant will serve as the COTLDC's professional grant administrator and project manager and will provide administrative, technical and advisory services.

The consultant will not have independent authority to:

· Approve grant awards;

· Commit COTLDC funds;

· Execute grant agreements on behalf of the COTLDC;

· Authorize payments;

· Amend approved project scopes or budgets; or

· Otherwise bind the COTLDC, unless specifically authorized in writing by the COTLDC.

The COTLDC anticipates establishing a Project Review Committee or similar review process to evaluate eligible applications and make recommendations concerning project awards. The consultant will support that process by providing application reviews, project analyses, recommendations and administrative support.

All final funding decisions shall remain with the COTLDC and/or the body authorized by the COTLDC to make such decisions.

STATE REQUIREMENTS

The selected consultant shall familiarize itself with and comply with all applicable requirements of New York State, HTFC, the Downtown Revitalization Initiative and the final State-approved Administrative Plan and grant agreement.

In the event of a conflict between this RFP and any applicable State requirement, the State requirement shall control.

The consultant shall assist the COTLDC in maintaining all records and documentation necessary to demonstrate compliance with applicable State requirements.

PROPOSAL EVALUATION

The COTLDC anticipates evaluating proposals based upon the following general criteria:

The COTLDC reserves the right to request additional information, conduct interviews or presentations, seek clarification, negotiate with any respondent and/or modify the evaluation process as it deems appropriate.

The COTLDC will consider the overall value of each proposal and is not required to select the respondent offering the lowest fee.

TERMS OF ENGAGEMENT

It is anticipated that the selected consultant will be retained for a period commencing upon execution of a professional services agreement and continuing through completion and closeout of the Downtown Tonawanda Small Project Fund.

The anticipated term of the engagement is through the duration of disbursement of all grant monies and associated documentation as deemed sufficient by the COTLDC Board of Trustees.

The engagement may be extended or modified by mutual agreement of the parties and subject to applicable COTLDC and State requirements.

RESERVATION OF RIGHTS

The issuance of this RFP constitutes only an invitation to present proposals. The COTLDC reserves the right, in its sole discretion, (a) to seek additional information and/or clarification on any proposal, (b) to conduct interviews or presentations, (c) to negotiate with any respondent, (d) to reject any and all proposals with or without cause, (e) to waive minor irregularities or informalities, and (f) to modify or withdraw this RFP.

Under no circumstances will the COTLDC have any liability to any respondent for any costs or expenses incurred in connection with this RFP, the preparation or submission of a proposal, any interview or presentation, or otherwise.

The COTLDC does not guarantee that a contract will be awarded as a result of this RFP.

PROPOSAL SUBMISSION

Proposals may be submitted via email in PDF format.

Neither the COTLDC nor any of its officers, directors, employees, agents or consultants shall be responsible for any errors and/or delays in transmission and/or receipt of proposals, mechanical or technical failures or disruptions, or any omissions or irregularities in proposals submitted electronically.

One (1) electronic copy of the proposal must be submitted no later than 5:00 PM EST on November 9, 2026, to:

J. Mario Pena, Chairman City of Tonawanda Local Development Corporation 200 Niagara Street Tonawanda, New York 14150 Email: INFO@cityoftonawandaldc.com Telephone: 716-695-1800 ext.617 Email subject line should state:

COTLDC – Downtown Tonawanda Small Project Fund RFP Proposals received after the deadline stated may be rejected.

QUESTIONS REGARDING THIS RFP

Questions concerning this RFP should be submitted in writing to:

City of Tonawanda Local Development Corporation 200 Niagara Street Tonawanda, New York 14150 Email: INFO@cityoftonawandaldc.com COTLDC may distribute responses to substantive questions to prospective respondents to ensure that all respondents have access to the same information.

ANTICIPATED SCHEDULE

The anticipated schedule for the procurement is as follows:

The COTLDC thanks you for your attention to this matter and looks forward to your response to this Request for Proposals.

Sincerely, J. Mario Pena Chairman City of Tonawanda Local Development Corporation Issuance of this RFP does not commit any of the COTLDC to award any contract, to pay any costs incurred in preparation and/or submission of a proposal, or to procure or contract for services or supplies. All proposals submitted shall become the property of the COTLDC. The COTLDC reserves the right to, at any time, cancel this RFP, reject any or all responses to this RFP, to modify scope of work, to re-advertise for new RFP responses, or to award contract to any party it deems best. The timeline mentioned above is tentative and the COTLDC reserves the right to modify/delay the project timelines, in part or full, as and when it deems necessary.

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