Village of Union Springs RFP Frontenac Park

VILLAGE OF UNION SPRINGS

REQUEST FOR PROPOSALS

For Design, Engineering and Construction of

Improvements to Frontenac Park

Issue Date:

September 14, 2026

Question Due Date:

Friday, October 9, 2026 @ 5:00 PM

Due Date:

Monday, November 30, 2026 @ 10:00 AM

Respond to:

Village of Union Springs

Village Clerk

26 Chapel Street, Union Springs, NY 13160 clerk@unionspringsny.gov

Request for Proposals (RFP)

Design, Engineering & Construction Services

Improvements to Frontenac Park

Introduction The Village of Union Springs (“Village”) has received a grant from the New York State Department of State (“NYS DOS”) to design and construct improvements to Frontenac Park. The Village is seeking consultant services (“Contractor”) to assist in design, construction, project management, permitting, and grant administration tasks. More details on the types of services requested are provided below:

▪ Prepare conceptual designs and supporting materials for proposed public improvements

▪ Prepare final design and construction documents for proposed public improvements

▪ Obtain necessary permits or approvals, including preparing SEQRA documentation, prior to construction

▪ Manage bidding process and all construction work for proposed public improvements, per final design and construction documents

▪ Prepare necessary paperwork to comply with MWBE reporting requirements and submit.

▪ Submit periodic project status reports to NYS DOS staff

▪ Prepare payment requests for reimbursement to NYS DOS staff

▪ Participate in regular project status meetings with Village staff and NYS DOS staff

PROJECT DESCRIPTION

Improvements to Frontenac Park The Village will undertake improvements to Frontenac Park including, but not limited to, the development of new pathways for pedestrian circulation, new pay station, accommodations for parking, repurposing of the house at the end of Factory Street into a recreation office and community gathering space, creation of a new a patio for outdoor recreation programming and classes, addition of a new picnic shelter, and restoration of lawn areas.

Scope of Work Proposals shall reflect the tasks and deliverables described below which outline the minimum expectations of the project. The following tasks are required for the project, and products identified for each task must be submitted to the Village and NYS DOS for review and approval.

Please note that the task order below is not entirely indicative of a timeline or order in which deliverables will be requested.

Task 1 Project Initiation Meeting The selected Contractor shall participate in a Project Initiation Meeting with the Village and NYS DOS, and shall identify and review design goals, schedule, scope of work, associated fees, responsible parties, and expected deliverables. Additionally, the Project Initiation Meeting should include a determination of the scope and frequency of coordination meetings between the Contractor, Village, and project staff, progress reports, and invoices to keep the project progressing and on schedule. The Contractor shall establish a file-sharing platform to be used for tracking completion of Tasks and coordinating reviews. The Meeting shall also include a site walk-through of the project site for which the designs will be developed.

Products:

• Brief meeting summary documenting agreements/understandings reached at the initiation meeting, including frequency and method of project progress reports, coordination meetings, and invoices.

• File sharing platform

Task 2 Draft Design The Contractor shall prepare a survey for the project (if needed) and a draft design with design options based upon the conceptual design and project description from the SIP as well as public input and site conditions. The Contractor will work with a Project Advisory Committee (PAC) and municipal staff on project design. The Contractor should plan to meet with the PAC (in-person or virtually) several times during the design phase and will provide presentations to the Board of Trustees at a regular meeting and to the public at a workshop to obtain feedback on the proposed design. The draft design shall include all required maps, tables, data, written discussions, and other information as identified in the NYS DOS contract. The draft design shall be provided to NYS DOS for review, and comments must be addressed to NYS DOS’s satisfaction in subsequent revision of the design.

Products:

• Site survey (if needed)

• Draft design with design options

• A presentation(s) for the Project Advisory Committee, Board of Trustees and public workshop; and summaries from meetings with groups

• Revised draft design(s) in an Adobe Acrobat PDF format created using 300 dpi resolution

Task 3 Environmental Quality Review The Contractor shall prepare all documents necessary to comply with the State Environmental Quality Review Act (SEQRA) through determination of significance. If a positive declaration is made, a Draft Environmental Impact Statement shall be prepared for an additional fee to be determined.

Products:

• SEQRA documents and, if necessary, a Draft Environmental Impact Statement

Task 4 Final Design and Construction Documents The Contractor shall prepare the final design in consultation with municipal staff, make a brief presentation of the project to the Board of Trustees, and then prepare construction drawings, plans, specifications, and cost estimates for bid letting. The final design and construction documents are subject to approval from NYS DOS. These documents must be certified by a licensed professional engineer, architect, or landscape architect, and the appropriate seal must be affixed to these documents.

Products

• Presentation to Board of Trustees

• Final design and construction documents, certified by a licensed professional engineer, architect or landscape architect in an Adobe Acrobat PDF format created using 300 dpi resolution

• Cost estimates

Task 5 Permits The Contractor shall prepare the necessary permit or other approval applications and obtain the required permits or approvals.

Products:

• Copies of all required permits and approvals

Task 6 Bidding Assistance After the final design and construction documents have been approved by the Department, the Contractor shall prepare and distribute, or cause to be prepared and distributed, a bid invitation to select a construction manager subcontractor and/or other subcontractors. Prior to distributing the bid invitation, the Contractor shall submit the bid invitation(s) to the Department for review and comment.

The Contractor shall select the construction manager and/or other subcontractor(s) from the bid respondents and shall prepare a draft contract or contract(s) to conduct the work with the selected construction manager and/or other subcontractor(s). The contract(s) shall contain a detailed work plan with adequate opportunity for review at appropriate stages of Project completion, a payment schedule with payments tied to receipt of products/project milestones, and project costs as well as MWBE goals.

The Contractor must certify to the NYS DOS that applicable public bidding procedures of the General Municipal Law were followed for the selection of all subcontractors.

The Contractor shall submit the draft subcontract(s) to the NYS DOS for review and approval and shall incorporate NYS DOS's comments in the final subcontract(s). A copy of the final, executed subcontract(s) shall be submitted to NYS DOSt promptly upon execution.

Products:

▪ Draft and final bid invitation.

▪ Draft and final executed construction manager and/or other subcontract(s).

▪ Signed Procurement Certification form stating compliance with procurement procedures for each subcontractor.

Task 7 Project Signage The Contractor shall install, or cause to be installed, prior to the start of any construction work, a sign satisfactory to NYS DOS identifying the State’s funding of the Project. The Project sign shall remain in place for at least 60 days after completion of construction or initial occupancy, whichever duration is longer, unless otherwise agreed to by NYS DOS prior to the start of construction.

Products:

• NYS-DOS-approved sign design.

• Photo-documentation that sign is installed in Project area.

Task 8 Construction Management and Site Inspection The Contractor will review the General Contractor’s (“GC”) schedule regularly to ensure that the project will be completed on time and on budget. The Contractor will be responsible for enforcing the construction contract specifications and inform the Village in a timely manner of errors on the plans, defects in the work or materials that could compromise the quality of work, and any conflict that would hinder successful and timely completion of the Project.

Construction management and site inspection services may include, but are not limited to:

• Attend a pre-construction meeting and construction progress meetings, as applicable

• Respond to Requests for Information submitted by the GC or when requested by the Village

• Coordinate with the GC and municipal staff and departments on project construction schedule and impacts to current municipal property

• Monitor and maintain project progress schedules as submitted by the GC

• Review change order requests submitted by the GC

• Provide written monthly progress reports, documenting any issues, project milestones achieved, and percentage complete

• Perform periodic construction observations to verify general conformance with project plans and/or witness specific testing, as requested by the Village. Contractor will document, with photos, conditions for each project element and/or milestone before construction, during construction, and upon project completion

• Review each GC submittal (e.g., show drawings, plan revisions, design changes, construction changes, or similar) for conformance with construction documents.

• After approximately 90% of the work is complete, provide a progress notification including a punch list of remaining items and an estimated schedule for project completion

• Review and certify the GC’s applications for payment and submit to the Village for payment/processing

• Ensure that all inspection staff assigned to the project are knowledgeable concerning healthy and safety requirements, procedures and specification of the contract per municipal policy, and adhere to all standards

• Provide construction close out support

• Monitor the GC’s adherence to Equal Opportunity and labor requirements contained in the construction contract

• Monitor the GC’s and/or subcontractor’s efforts to maintain traffic and protect the public from damage to persons or properties within the limits of and for the duration of the contract

• Other related required activities as directed by the Village and NYS DOS

Products:

▪ 30-day notification of construction starting.

▪ Work progress written summaries and identification and notification of any substantial problems and delays.

▪ Photo-documentation of in-progress work.

▪ Project substantially complete/completion site visit and punch list of any incomplete items with an estimated schedule for full Project completion.

Task 9 Completion of Project Following satisfaction of punch list items, the Contractor shall submit a statement that the work has been completed in accordance with the contract, the final design and construction specifications, and all permit requirements. The completion statement must be prepared and/or certified by a licensed professional engineer, architect, or landscape architect. Unless otherwise specified, the Contractor shall submit two copies of as-built plans for the project, certified by a licensed professional engineer, architect, or landscape architect. The Contractor shall submit a final project report to the Village and NYS DOS including a copy of the completion statement and a copy of the certified as-built plans and photo-documentation in the form of digital images of the site prior to, during, and upon completion of work. The consultant(s) shall not submit a final payment request until the Village concurs that the work is complete.

Products

• Completion statement certifying all work has been completed in accordance with the contract, final design and construction specification, and permit requirement certified by a licensed professional engineer, architect, or landscape architect

• Two copies of certified as-built plans for the project

• Photo-documentation in the form of digital images of the site prior to, during, and upon completion of the work

• Final Project Summary Report

Task 10 M/WBE and SDVOB Utilization and Reporting In accordance with New York State Executive Law Article 15-A, the New York State Department of State has established the Minority Business Enterprise (MBE) and Women-Owned Business Enterprise (WBE) participation goals of 30% of the state funding amount (15% for MBE participation and 15% for WBE participation). The Contractor and the Village must secure participation and/or demonstrate good faith efforts to procure M/WBEs to satisfy those goals and fulfill all other NYS DOS requirements as applicable.

The Contractor shall support the Village with M/WBE outreach during the bidding process and demonstrate good faith efforts to procure M/WBE contractors.

The Contractor must submit a utilization plan that identifies which MWBE firm(s) are included in the project, their associated Federal Tax ID numbers, a detailed description of the work, and the associated dollar value for the description of work to meet the state mandated goal of 30%. Utilization of SDVOB firms will also be documented

The Contractor will prepare all information monthly required by the New York State Contract System to record payments to subcontractors, including a breakdown of payments issues to state-certified M/WBE firms and otherwise report compliance with the provisions of Executive Law Article 15-A in relation to funds uses pursuant to the Village contract with NYS DOS.

Article 3 of Veterans’ Services Law, as amended, authorized the creation of the Division of Service- Disabled Veterans' Business Development to promote participation of Service- Disabled Veteran-Owned Businesses (SDVOBs) in New York State contracting. The Service-Disabled Veteran-Owned Business Act recognizes the veterans’ service to and sacrifice for our nation, declares that it is New York State’s public policy to promote and encourage the continuing economic development of service-disabled veteran-owned businesses, and allows eligible Veteran business owners to become certified as a New York State Service-Disabled Veteran-Owned Business (SDVOB), in order to increase their participation in New York State's contracting opportunities. To this effect, NYS DOS has implemented a Veteran-Owned Businesses (SDVOB) Program, as mandated by Article 3.

To comply with the SDVOB Program goals of 6%, NYS DOS strongly encourages grantees to make every effort, to the maximum extent possible, to engage certified SDVOBs in the purchasing of commodities, services and technology in the performance of their contracts with NYS DOS. If SDVOB utilization is obtained, a quarterly SDVOB utilization report should be submitted to NYS DOS with information of the utilization percentage achieved during that quarter. Contractor Reporting Forms are found at:

https://ogs.ny.gov/Veterans/.

Products:

• Reporting documents for the life of the contract

Task 11 Project Reporting The Contractor shall assist the Village with the preparation of a semi-annual (by June 30 and December

31) project status report on the forms provides, including a description of the work accomplished, the status of all tasks in the contract, anticipated schedule of completion of remaining tasks, and an explanation of any problems encountered.

The Contractor shall work with the Village to complete the Final Project Summary Report using the information requested on NYS DOS’s. The Contractor shall develop the answers to the questions and submit them to the Village for review prior to submission of this form to NYS DOS. Final payment shall not be authorized until this report has been completed and filed with project deliverables.

Products

• Project status reports for the life of the contract

• Final Project Summary Report

The Village recognizes that there are different approaches that can lead to the desired outcomes that have been noted in this RFP. If, based on the Contractor’s knowledge and experience, the Contractor believes the required scope of work should be changed in any way, the suggested changes should be outlined in their response. Respondents to the RFP are required to include a recommended project approach based on their expertise and experience with similar projects. The Village and NYS DOS reserve the right to modify the above-mentioned scope of services based on project approaches that may be recommended by respondents, and all RFP document holders shall be notified of such changes.

Additional Products The Contractor must submit to the Village the following additional products described below:

• Electronic data for all Geographic Information System-based mapping products must be submitted in either ArcGIS format, or similar product acceptable to NYS DOS, and comply with the requirements for Contract GIS Products. Formal metadata must be provided with all digital GIS data which includes, at minimum, a file summary/abstract, intended use, data, source data, and author information.

• Electronic data for all designs, drawings, and plans must be submitted in the original software that they were created (such as CAD format or other similar product acceptable to the Village), as well as in JPG format.

• Photographs and images of the project site before construction, during construction, and post-construction must be submitted in JPG format with a minimum resolution of 300 dpi and must be dated and captioned with the location and a brief description of the activity being documented and include any associated metadata (including the photo's GPS location where available).

Proposal Requirements Respondents to the RFP shall include the following components in sequential order:

1. Letter of submittal. A short introduction, summary of the firm/consultant, and any subcontractors along with a description of the disciplines included within the firm/team. The letter shall also identify a single contact with a telephone number and email address

2. Team profile and qualifications. A description of the team members, including sub-consultants, and their role in the project and their relevant experience. This section should include an organizational chart for the project team, which identifies the Project Manager, who will be the primary contact person overseeing daily scope activities. Resumes for key personnel should also be included.

3. Scope of Work. A detailed work program outlining the Contractor’s approach to performing, at a minimum, the tasks within the Scope of Work as noted earlier in this RFP. Based on the Contractor’s past experience and expertise, respondents may add additional tasks they deem necessary to achieve the project goals but must explain why necessary to achieve project goals.

For each task, include:

a. A brief narrative describing what is included within the task,

b. Key milestones to be met,

c. Key deliverables to the Village,

d. An estimated timeframe for completing the task.

4. Fee Proposal including

a. Not to exceed fees for all services to be provided by the respondent's team required to fulfill the deliverables described herein and within their proposal

b. Breakdown for fee proposal by each task and by prime respondent and any sub-consultants

c. Breakdown of any proposed reimbursables for travel, printing, and/or other anticipated charges

d. Fees for any optional and/or additional services for out-of-scope work products that the Contractor feels necessary to achieve the goals of the project.

5. Project Experience. A description of similar work experience and projects involving design and construction management and/or inspection services performed.

6. Work Sample(s). A representative work sample similar to the work being requested. Samples may be provided digitally as a PDA samplelink can be provided. A minimum of two (2) samples is required.

7. References. A minimum of three (3) professional references for similar project work completed within the past five (5) years. Provide the name, phone number, and email address of each professional contact.

RFP Schedule The anticipated schedule for the RFP is below:

Availability of RFP: September 14, 2026

Walkthrough of project area: Wednesday, September 30, 2026 at 10:00 AM

All questions due by email: Friday, October 9, 2026

Responses to questions posted: Friday, October 30, 2026

Proposal due: Monday, November 30, 2026 at 10:00 AM

Interviews conducted (if needed): Week of January 4, 2027

Consultant selected and notified: Week of January 18, 2027

Anticipated project start: Monday, February 1, 2027

All Respondents are encouraged to attend a site visit with municipal staff on Wednesday, September 30, 2026. The site visit will begin a 10:00 AM at Village Offices, 26 Chapel Street, Union Springs, NY 13160. All Respondents are also free to examine the project site during regular business hours.

RFP Response Submission Procedure Respondents are required to submit eight (8) complete, hard copies of the proposal and one electronic copy in a universally accepted digital format (i.e. flash drive or via email).

Hard copies may be hand delivered or mailed to: Christine Van Horn, Village Clerk, 26 Chapel Street, Union Springs, NY 13160

If emailing the electronic copy, please submit the response via email with the subject line Frontenac Park Proposal. All responses to this RFP must be received no later 10:00 AM, Monday, November 30, 2026. No materials will be accepted after the due date and time.

Questions pertaining to this RFP may be submitted via email to Village Clerk, clerk@unionspringsny.gov All questions must include your name, company, address, phone number, and email address. The Village is not responsible for any failure in the delivery of an inquiry. Responses will be posted on the municipality’s website on Friday, October 30, 2026. All submissions become the property of the Village and the New York State Department of State upon submission.

RFP Review and Selection Procedure The Village will review proposals, conduct interviews of finalists (if necessary), and select a Contractor to perform the required work based on the criteria below.

• Quality and completeness of proposal

• Approach to completing the scope of work

• Qualification and relevant experience

• Past performance on similar projects

• Fee for this scope of work

The Village will select the firm that is best suited to assist with this project in accordance with the municipality’s procurement policy. Presentations and/or interviews may be required of qualified finalists.

The contract will be awarded to the consultant who is most qualified and who proposal represents the best value based on the above evaluation criteria. NYS DOS must approve all Contractors and sub-contractors. The Contractor must comply with all provisions in the Contract between NYS DOS and the Village.

Conditions to Request for Proposals

a. MBE/WBE Goals

The Village and NYS DOS have established an overall goal of 30% for Minority and Women-Owned Business Enterprises (“MWBE”), comprised of specific goals of 15% for Minority-Owned Business Enterprises (“MBE”) participation and 15% for Women-Owned Business Enterprises (“WBE”) participation.

For purposes of providing meaningful participation by MWBEs and achieving the Contract Goals established, the selected consultant should reference the directory of New York State Certified MWBEs can be found at the following internet address:

https://ny.newnycontracts.com/FrontEnd/VendorSearchPublic.asp

Where MWBE goals have been established herein, the Contractor must document “good faith efforts” to provide meaningful participation by MWBEs as subcontractors or suppliers in the performance of the Contract. In accordance with Section 316-a of Article 15-A and 5 NYCRR §142.13, the Contractor acknowledges that if the Contractor is found to have willfully and intentionally failed to comply with the MWBE participation goals set forth in the NYS DOS contract, such a finding constitutes a breach of contract and the Contractor shall be liable to the Village for liquidated or other appropriate damages, as set forth herein.

b. SDVOB Goal The Village and NYS DOS have established an overall goal of 6% for Service-Disabled Veteran Owned Businesses (“SDVOB”). For purposes of providing meaningful participation of To comply with the SDVOB Program goals of 6%, NYS DOS strongly encourages grantees to make every effort, to the maximum extent possible, to engage certified SDVOBs in the purchasing of commodities, services and technology in the performance of their contracts with NYS DOS. For assistance with engaging SDVOB vendors in your contracts, please contact the Division of Service-Disabled Veterans' Business Development at the following email address:

VeteransDevelopment@ogs.ny.gov, or the DOS Bureau of Fiscal Management – SDVOB Program at dos.sm.sdvob@dos.ny.gov. The directory of certified SDVOB vendors can be found at:

ttps://sdves.ogs.ny.gov/business-search.

c. Insurance Requirements The selected Contractor will provide workers’ compensation and liability insurance as required, listing the Village as an “additional insured.”

d. Modifications to the RFP Any material clarifications or modifications to the RFP or the selection process will be made in writing and provided to all persons who submit proposals (“Respondent”). It is the responsibility of the Respondent teams, before submitting a response to the RFP, to ascertain if the Village has issued any notices, clarifications, addenda, or other communications to Respondents. Oral explanations or instructions from staff, officials or consultants shall not be considered binding on the Village.

e. Public Information All documents, conversations, correspondence, etc. between the Village and Respondents are public information subject to the laws and regulations concerning disclosure that govern the New York State municipalities, unless specifically identified otherwise. If respondent provides material(s) of a confidential nature for disclosure to third parties, the respondent should clearly indicate the specific material(s) it considers confidential. Subject to the provisions of FOIL and any other applicable laws, the Village may agree to maintain confidentiality of such material(s) if requested. The Village assumes no responsibility for any loss or damage resulting out of any determination requiring disclosure of information pursuant to FOIL.

f. RFP Award Acceptance The Village reserves the right at all times to accept or reject in their sole discretion, any or all responses and to waive any defects or technicalities or advertise for new RFP responses where the acceptance, rejection, waiving or advertising of such would be in the best interest of the Village. The RFP process may be terminated or modified without notice at any time.

g. Proposal Preparation Expenses Expenses incurred in the preparation of responses shall be borne by the respondent(s) with the express understanding that the respondent(s) may not apply to the Village for reimbursement for these expenses. The Village is not liable for any costs incurred by any individual or firm for work performed to prepare its response or for any travel and or other expenses incurred in the preparation and/or submission of its response or participation in subsequent interviews or presentations. Further, the Village is not liable for any costs incurred prior to approval of the contract.

h. Notice of Acceptance or Rejection Notice by the Village regarding either acceptance or rejection of a response to this RFP will be deemed to have been sufficiently given when mailed to the respondent, or his or her duly authorized representative, at the address indicated in the cover letter accompanying respondent’s submission of a response to this RFP.

Attachment A: Project Profile (Attach Project Profile from the SIP)