Deerwood Cart Path RFP FINAL.pdf

CITY OF NORTH TONAWANDA NEW YORK

Request for Proposal

Deerwood Golf Course Cart Path & Parking Improvement Project

Professional Engineering Services

July 15, 2026

Mayor: Austin J. Tylec

Common Council President & 1st Ward Alderman: Gabrielle Richards Alderman at Large: Tom Murphy Alderman at Large: Joseph Lavey Jr.

2nd Ward Alderman: Will Schulmeister 3rd Ward Alderman: Hilary Roe Parks & Recreation Director: Alex Domaradzki City Engineer: Chelsea L. Spahr, PE City Attorney: Edward A. Zebulske III City Clerk/Treasurer: Donna Braun

Table of Contents

1.0 INTRODUCTION

1.1 Background Information

1.2 General Information

1.2.1. Consultant Services

1.2.2. Consultant

1.2.3. Provisions for Payment

1.2.4. Additional Services and Extra Work

1.2.5. Reimbursement

1.2.6. Cost Control

1.2.7. Insurance Coverage

2.0 SCOPE OF SERVICES

2.1. Description of Scope of Services

2.2. Scope of Services

3.0 AVAILABILITY OF EXISTING INFORMATION

4.0 REFERENCES

5.0 SCHEDULE RESTRAINTS

6.0 PROPOSAL REQUIREMENTS

7.0 PROPOSAL EVALUATIONS

8.0 SUBMISSION OF DOCUMENTS

ATTACHMENT 1: Parking Lot with Adjacent Lot

1.0 INTRODUCTION

The City of North Tonawanda, New York, herein referred to as OWNER is issuing a

Request for Proposals (RFP) from experienced design and engineering firms for the design and cost estimate services for improvements to the Deerwood Golf

Course cart path system and parking lot extension.

Firms shall be experienced in municipal government and/or golf course projects and are able to provide examples of past projects that are similar in scope and to the project described in the document.

1.1 Background Information

The Deerwood Golf Course is a 27-hole municipal golf facility owned and operated by the City of North Tonawanda. The OWNER is seeking design & engineering services for cart path extensions and parking lot improvements.

The CONSULTANT will work closely with our team which includes the City

Engineer, Parks & Recreation Director, and Golf Course Superintendent to understand the needs/desires for the project which include but are not limited to:

• approximately 16,100 LF of new golf cart paths to connect existing paths from tee to green.

• repaving approximately 18,000 LF of existing golf cart paths.

• Implementation of an adjacent property (1852 Sweeney St) into an extension of the current parking lot (Attachment 1).

• Engineering estimates/opinion of probable cost for improvements.

• Preparation of construction documents suitable for public bidding.

Engineering design for the cart paths may be completed utilizing existing aerial imagery, available LiDAR topographic data, and limited field verification. A full conventional topographic survey is not anticipated unless additional survey information is demonstrated to be necessary. As such, this should be indicated in the proposal if viewed as a necessary step in the process.

1.2 General Information

1.2.1. Consultant Services

The CONSULTANT’S services shall consist of all services described in this

Request for Proposal. The preparation and certification of final designs and construction documents and for any supervision of construction, a licensed professional engineer, architect, or landscape architect licensed in New

York State is required.

1.2.2. Consultant

The CONSULTANT may propose and engage additional Consultants to perform portions of the services required by this Request for Proposal.

When additional Consultants are engaged to perform portions of the required services, the CONSULTANT must provide a separate manpower utilization estimate for each of the additional Consultants. The OWNER retains the right to disapprove of the proposed Consultant(s), and, in said event, the CONSULTANT shall propose another Consultant(s) for that portion of the required services.

The fees for any additional Consultants retained by the CONSULTANT for services required in this Request for Proposal will be included in the cost for Basic Services.

1.2.3. Provisions for Payment

There are no MWBE (Minority/Women Business Enterprises) requirements for the design portion of this project.

The CONSULTANT is asked to bid in a lump sum. For the purpose of the

OWNER’S evaluation, the cost proposal shall include a breakdown per task, hereinafter described, with the associated man-hours, salaries, and other applicable fees.

1.2.4. Additional Services and Extra Work

Additional Services and/or Extra Work are defined as items of work not addressed by this Request for Proposal. Payment for additional services/extra work will be made based on a lump sum amount. Proposals for Additional Services and/or Extra Work will be presented in the same manner as the Proposal for Basic Services. No extra work will be performed without authorization by the City Engineer and the Common

Council of North Tonawanda as OWNER.

1.2.5. Reimbursement

Include all reimbursable expenses under Compensation for Basic Services.

1.2.6. Cost Control

This section of the Request for Proposal is omitted.

1.2.7. Insurance Coverage

1.2.7.1. Worker’s Compensation and Employer’s Liability Insurance with a limit of $1,000,000 under Coverage B and, where applicable, coverage under the Jones Act and the Longshore Act.

1.2.7.2. Comprehensive Liability Insurance (for Contractual and

Independent Contractors) with limits no less than $1,000,000 combined (Bodily Injury and Property Damage) single limit per occurrence and $3,000,000 aggregate.

1.2.7.3. Comprehensive Automobile Liability Insurance covering owned, hired, and non-owned vehicles with a combined Bodily Injury and

Property Damage Liability limit of at least $1,000,000 per occurrence.

1.2.7.4. An Owner’s Protective Liability Policy in the name of the City of

North Tonawanda.

1.2.7.5. Professional Consultants retained by the City of North Tonawanda in connection with the project shall show evidence of Professional

Liability Insurance with limits no less than $1,000,000.

2.0 SCOPE OF SERVICES

2.1. Description of Scope of Services

The following will serve to delineate the scope and nature of services to be provided by the CONSULTANT in order to meet the objective of the OWNER as stated herein.

The basic objective of the OWNER is for the CONSULTANT to prepare plans, specifications, engineer’s estimates, permitting, and a contract for the public bidding of the cart path improvements and parking lot extension.

2.2. Scope of Services

The following will serve to outline the OWNER’S objectives as they relate to engineering and design services needed for the project. The CONSULTANT shall perform all services, as set forth in Section 2.0.

The “Scope of Services” items compiled are at a minimum and are only the items that were evident to the OWNER. The CONSULTANT is to use the listed work items as a guide when he/she prepares a response to this Request.

The following is a listing of items that must be addressed:

Task 1 – Project Initiation

• Kickoff meeting

• Review existing conditions and mapping

• Site visits and field reconnaissance

• Develop project schedule

Task 2 – Preliminary Design

• Approximately 16,100 LF of new cart paths.

• Approximately 18,000 LF of existing cart path rehabilitation.

• 0.52 acres of lots space into a parking lot addition

• Prepare SEQR for environmental impacts of the project and any other necessary permits the project may require.

• Preliminary layouts, drainage review, and cost estimate.

Task 3 – Final Design

• Prepare complete plans and specifications including cover sheet, layout plans, grading, drainage details, erosion and sediment control plans, SWPPP sheets, quantities, contract documents, technical specifications, and engineer's estimate.

Task 4 – Environmental Permitting

• Because the project will disturb more than one acre, the consultant shall prepare a Stormwater Pollution Prevention Plan (SWPPP), Notice of Intent (NOI), and all supporting documentation necessary for state compliance.

Task 5- Deliverables

• PDF and AutoCAD plan sets

• Engineer's estimate

• SWPPP and NOI documentation

• Digital project files

ADD ALTERNATE SERVICES

• Add Alternate No. 1 – Bidding Services

• Add Alternate No. 2 – Construction Administration Services

• Add Alternate No. 3 – Construction Inspection Services

3.0 AVAILABILITY OF EXISTING INFORMATION

The CONSULTANT’S proposal shall be based upon the assumption that no existing topographic survey of the project area exists, and that city utility drawings and any existing drawings will be made available by the OWNER.

4.0 REFERENCES

The CONSULTANT shall submit a minimum of three (3) public agency references in which the CONSULTANT was engaged to perform tasks similar to those requested under this RFP. The references should include the name, title, and contact information of the public agency officer or employee for overseeing the

CONSULTANT’S work in which the OWNER can contact to verify their qualifications.

5.0 SCHEDULE RESTRAINTS

The expectation that the final design documents should be completed by January

2027 with construction bid documents prepared to go out in spring of 2027.

6.0 PROPOSAL REQUIREMENTS

Each submission shall include the following information and organized per the index below. Provide a:

• Description of Experience: Include brief history of firm including experience on similar projects.

• Description of recent & relevant projects: Include images of projects and references plus cost, dates and other relevant data.

• History of cost control, schedule adherence and other evidence of performance

• Proposed Project Manager indicating experience which focuses on municipal projects and golf courses

• List of key members of Design Team and their respective disciplines and experience

• Description of the understanding of the project, the vision, and the firm’s project approach.

• Project Schedule depicting key tasks and project milestones.

• Cost proposal for services requested in this RFP. For the purpose of evaluation, the cost proposal shall include a breakdown per task, hereinafter described, with the associated man-hours, salaries, and other applicable fees.

7.0 PROPOSAL EVALUATIONS

The OWNER will formally review the CONSULTANT’S work. The CONSULTANT shall allow ten (10) calendar days for OWNER’S review of proposals. The CONSULTANT shall be required to respond to comments made and to incorporate any needed changes into the documents within seven (7) calendar days following receipt of the OWNER’S comments.

Each proposal will be evaluated on the following based on completeness and value provided to the community. While price will be one consideration, a number of other criteria will be utilized to evaluate each proposal and team experience.

Evaluation criteria for proposals will generally include the following factors:

• Quality and completeness of the response

• Understanding of the proposed scope of work

• Applicability of proposed alternatives or enhancements to information requested

• Cost-effectiveness of the proposal

• Qualifications and relevant experience with respect to the task to be performed.

• Reputation among previous clients

• Ability to complete all project tasks within the allotted time and budget

The OWNER is not obligated to accept the lowest cost proposal, is not obligated to accept any proposal, and will make its determination based on the best interests of the OWNER. The OWNER retains the right and may, at their sole and absolute discretion: postpone, abandon, or terminate the RFP process at any time;

accept or reject any and all, or part of any or all, proposals submitted; re-advertise this RFP; waive any irregularities in the proposals received in conjunction with this

RFP; and/or determine the criteria and process whereby proposals are evaluated and awarded. Each proposal will be independently evaluated by a steering committee. The OWNER may elect to conduct on-site interviews. The most qualified firm will then be selected to negotiate fees for all the services. If a fee cannot be agreed upon, the OWNER will attempt to negotiate with the next most qualified CONSULTANT, and so on, until contract agreements are reached.

8.0 SUBMISSION OF DOCUMENTS

Questions regarding this Request for Proposal should be submitted to

AlexD@northtonawanda.gov by 4:00 PM on Friday, July 31, 2026. If your organization is interested, please submit via email to AlexD@northtonawanda.gov

, a PDF of your proposal by 4:00 PM, Monday, August 10, 2026.

mailto:AlexD@northtonawanda.gov mailto:AlexD@northtonawanda.gov

ATTACHMENT 1: Parking Lot with Adjacent Lot