Henderson LWRP Consultant RFP.pdf

REQUEST FOR PROPOSALS

Development of a

Local Waterfront Revitalization Program for Town of Henderson, New York

Issue Date: April 22, 2026

Response Due Date: May 21, 2026

Issued by:

Town of Henderson 12105 Town Barn Road Henderson, NY 13650

This RFP was prepared with funding provided by the New York State Department of State under Title 11 of the Environmental Protection Fund.

Introduction and Instructions

Introduction The Town of Henderson (hereinafter referred to as “the Town”) is soliciting proposals from consultants for technical and professional services (hereinafter referred to as “the Contractor”) to assist the Town of Henderson in developing a Local Waterfront Revitalization Program (LWRP). Preference will be given to consultants with significant experience developing LWRPs in communities similar to the Town.

The selected Contractor will work with the Town of Henderson to delineate the Town’s waterfront revitalization areas (WRA), identify and assess existing natural and cultural resources, learn from the public what is confronting the WRA, examine the current local laws and regulations and assist the Town and in drafting any new and amended local laws necessary to support the implementation of land and water uses and projects that will be identified in the LWRP. The LWRP will provide for a sustainable, resilient waterfront community and prepare for the revitalization of the waterfront. Planning will protect critical natural resources, respond to climate change, advance community revitalization, expand public access and incorporate smart growth. A comprehensive description of the work and products that are expected to be delivered by the Contractor is included under the section “Contractor Scope of Work” in this RFP.

Purpose/Objective of the RFP This Request for Proposal (RFP) is issued by the Town of Henderson. The purpose of this RFP is to procure the services of a Contractor with a background in land and water use planning, to develop a Local Waterfront Revitalization Program for all designated inland waterways within municipal boundaries, including Lake Ontario waterfronts.

Budget The development of this project is funded by a grant awarded by the New York Department of State (hereinafter referred to as “the Department”, or “DOS”). The proposed consultant budget for this project shall not exceed $120,000, for the development of a complete LWRP ready for local adoption and Secretary of State approval. In addition, the grant requires that a minimum of 30% of the awarded grant shall be used for the services of M/WBE certified firm(s), that will participate in the development of this project. The proposal must also explain how the SDVOB goal of 6% will be addressed.

Project Organization The Town will establish a Waterfront Advisory Committee (WAC) that will support the Contractor in the development of the LWRP by providing required and relevant information, reviewing in a timely manner any materials drafted and shared by the Contractor and providing revisions and comments, and by assisting the Contractor in the coordination of the public outreach process, during the entire lifetime of this project. WAC membership represents identified community stakeholders and representatives of non-governmental, community-based, and watershed organizations. Throughout the planning process, the Contractor and the WAC will work closely with the Town, the New York Department of State, and other State agencies with jurisdiction within the WRA, with the Jefferson County

Department of Planning and Community Development serving as the Town’s project manager and primary day-to-day coordinator for the administration of the project.

Contact Person(s), Address(es) and Telephone Number(s):

Questions concerning this RFP and/or the work being requested within this RFP, should be directed in writing, either via hardcopy or email to the point of contact below:

Name of Contacts Wendy Flagg, Town Clerk Linday Witmer Town of Henderson Town of Henderson Board 12105 Town Barn Road 12105 Town Barn Road Henderson, NY 13650 Henderson, NY 13650 Phone: 315-938-5542 Email: lindsaywitmertownboard@gmail.com Email: Clerk@townofhendersonny.org

Submission Deadline Proposals shall include a narrative description of the Contractor's approach to the required tasks included in the Contractor Scope of Work section of this RFP, including project management and the means to achieve the MWBE goals of the grant awarded to the Town for the development of this project. The response must specifically address the approach for public engagement, the planning process, and strategy for the development of the LWRP in accordance with the DOS workplan included in the Contractor Scope of Work section of this

RFP.

The proposal should also outline how the development of the LWRP will be completed within the term of the funding grant contract which expires on 8/31/2029.

Submitted proposals are the property of the Town and will not be returned. Proposals received after the date and time designated will not be considered. Any expenses associated with the preparation of the proposal are the responsibility of the respondents and will not be reimbursed by the Town.

If the proposal is submitted via US Mail, the envelope containing the proposal must be sealed and clearly marked with the proposal name, company name, and address. Failure to do so may necessitate the premature opening of the proposal which may compromise its confidentiality.

TWO (2) hard copies of the proposal, accompanied by a cover letter signed by an authorized officer, or an electronic copy of these documents, must be submitted by 3pm on May 21, 2026, to:

Wendy Flagg-Town Clerk Town of Henderson 12105 Town Barn Road Henderson, NY 13650 Phone: 315-938-5542 Email: Clerk@townofhenderonny.org

Tentative Project Schedule Request for Proposal Issued April 15, 2026 RFP Deadline May 21, 2026 Contractor Selection June 9, 2026 Executed Contract with Contractor June 26, 2026 Project Initiation Meeting July 8, 2026 Waterfront Advisory Committee Meetings Begin July 2026 First Public Open House (Inventory + WRA Framing) August 2026 Completed Community Outreach Plan September 2026 Draft Section 1 Due January 2027 Draft Section 2 Due March 2027 First Public Information Meeting April 2027 Draft Section 3 Due June 2027 Draft Section 4 Due August 2027 Second Public Information Meeting August 2027 Draft Section 5 Due January 2028 Draft Section 6 Due February 2028 Draft Section 7 Due March 2028 Draft Appendices Due April 2028 Preliminary Draft LWRP May 2028 SEQR May 2028 Third Public Information Meeting June 2028 60 Day Review Draft LWRP June 2028 LWRP Adopted August 2029 Final LWRP Submitted to DOS August 2029 Grant Contract End Date August 31, 2029

Award of Contract Contract will be awarded by the selection committee to the firm that submits the most favorable, well-developed proposal that follows all guidelines outlined in this RFP. Selected respondent will be notified within 60 days of the proposal’s due date for submission.

Respondent pricing shall be valid for 90 days from the date of proposal submittal. The selected respondent will be required to enter into an agreement with the Town before the issuance of a Notice to Proceed.

Rights Reserved The Town reserves the right to reject

• Any submittals,

• Submittals received after the submission deadline,

• Proposals that do not identify means of reaching the MWBE goals.

Cost of Developing a Proposal All costs related to the preparation of the submitted proposals and any related activities are the sole responsibility of the Contractor. The Town assumes no liability for any costs incurred by contractors throughout the selection process.

DOS Project Description

The Town of Henderson, New York is initiating a transformative and highly strategic effort to shape the future of its Lake Ontario waterfront through the development of a Local Waterfront Revitalization Program (LWRP). This is not a routine planning exercise. It is a rare opportunity to define, with precision and ambition, how one of the North Country’s most valuable natural assets will evolve to support community vitality, environmental stewardship, and long-term resilience.

The selected Contractor will play a central role in this effort, working in close partnership with the Town to clearly delineate the Waterfront Revitalization Area, establish a rigorous understanding of existing natural, cultural, and economic conditions, and translate extensive public input into a coherent and implementable vision. This includes identifying both the opportunities and constraints shaping the waterfront today, evaluating the Town’s existing regulatory framework, and preparing targeted updates to local laws that will enable desired land and water uses, unlock priority redevelopment sites, and ensure consistency between policy and implementation.

This project involves the preparation of the Town of Henderson’s Local Waterfront Revitalization Program (LWRP) pursuant to the provisions of New York State Executive Law, Article 42 and 19NYCRR Parts 600-603. This LWRP is for a municipality on Lake Ontario, one of New York State’s designated coastal waters under Article 42 of the Executive law. A Local Waterfront Revitalization Program is comprised of:

• a plan that includes a clear description and thorough assessment of the existing and proposed land uses and water-related uses within the identified municipal Waterfront Revitalization Area, reflects coastal policies revised for communities on designated inland waterways (available from the Department), describes the local regulations and management structure supporting and evolving the implementation of the LWRP, and includes the lists of federal and state agencies and activities impacting and being impacted by the proposed LWRP.

• local laws and regulations supporting the implementation of the LWRP policies and purposes; and a local management structure that will implement the LWRP and ensure consistency of proposed actions with the policies and purposes of the Local Waterfront Revitalization Program.

The Local Waterfront Revitalization Program boundary will serve as the focal geography for advancing tourism, recreation, and strategic reinvestment, positioning the waterfront as a regional destination that attracts both residents and visitors while reinforcing broader economic development objectives.

The project is structured to embed resilience and climate adaptation directly into the Town’s redevelopment framework. Planning efforts will address fluctuating lake levels, shoreline stability, and long-term environmental change, ensuring that future investments are durable, context-sensitive, and aligned with evolving State priorities. This approach is intended to protect critical resources and enhance public benefits through improved access, upgraded infrastructure, and higher-quality waterfront experiences.

Leadership of this initiative will be driven by the Waterfront Advisory Committee, working in close coordination with the selected Contractor, with support and technical assistance provided by the Jefferson County Department of Planning and Community Development. This partnership will guide a process that reflects local priorities while establishing a clear, actionable pathway toward implementation.

Local match will be a combination of volunteer services from the advisory committee and municipal funds.

Project Initiation Meeting The Town, the Department, and any partners responsible for managing the project, shall hold an initial meeting to review and agree upon the project scope and schedule, project requirements, roles and responsibilities, involvement by the municipal attorney, State Environmental Quality Review Act (SEQRA) compliance requirements, MWBE requirements, ADA requirements for public meetings and electronic products, the number of public meetings and other techniques for public involvement proposed for the project, and any other information which would assist in project completion. In addition, the composition of a project advisory committee shall be discussed during the project initiation meeting. The Town, or a designated project partner, shall prepare and distribute to all project partners a brief meeting summary clearly indicating the agreements reached at the meeting. Work on subsequent tasks shall not proceed prior to Department approval of the proposed approach as outlined in the meeting summary.

Information on preparing a Local Waterfront Revitalization Program is provided in the following resources:

• Local Waterfront Revitalization Programs in the Coastal Area: Guidance Manual for Preparing Local Programs” found at: https://dos.ny.gov/local-waterfront-revitalization-program

• Making the Most of Your Waterfront: Enhancing Waterfronts to Revitalize Communities" found at https://dos.ny.gov/system/files/documents/2020/08/lwrp_guidebook.pdf

• Model Local Laws to Increase Resilience found at: https://dos.ny.gov/model-local-laws-increase-resilience

• Resilience principles, which provide a framework for planning and development, found at:

https://dos.ny.gov/system/files/documents/2021/08/resilienceprinciples_opd.pdf

Products:

Project initiation meeting held with appropriate parties. Written meeting summary outlining agreements reached

Contractor Scope of Work

Project Components The Contractor shall develop and deliver to the Town and the Department the products associated with the following specific Work Plan tasks from the grant contract between the https://dos.ny.gov/local-waterfront-revitalization-program https://dos.ny.gov/local-waterfront-revitalization-program https://dos.ny.gov/system/files/documents/2020/08/lwrp_guidebook.pdf https://dos.ny.gov/model-local-laws-increase-https://dos.ny.gov/model-local-laws-increase-https://dos.ny.gov/system/files/documents/2021/08/resilienceprinciples_opd.pdf

New York Department of State and the Town.

Project Management and Administration The Town will be supported by the Jefferson County Department of Planning and Community Development, which will serve as the lead for project management, grant administration, and reporting. The County will act as the primary liaison with the New York Department of State, oversee contract compliance, manage invoicing and reimbursement requests, coordinate reporting requirements, and support overall project delivery. The selected Contractor shall work in close coordination with both the Town and the County to ensure that all work products, schedules, and communications align with State requirements and project expectations. The Contractor shall be responsible for preparing all technical analyses, draft documents, maps, and presentation materials required under this Scope of Work; the County shall be responsible for project coordination, scheduling, grant administration, reporting, and documentation of meetings and public engagement activities; and the Town shall retain final decision-making authority, with guidance from the Waterfront Advisory Committee.

The awarded contractor will be required to complete the following tasks:

Waterfront Advisory Committee Meetings

Hold a second project meeting with the Contractor(s) and Waterfront Advisory Committee to review project requirements, site conditions, and roles and responsibilities; identify new information needs and next steps; and transfer any information to the Contractor(s) that would assist in completion of the project.

The Waterfront Advisory Committee (WAC) shall meet regularly throughout the project to guide its development and review findings and documents. The County shall work with the Contractor to coordinate the WAC meetings on behalf of the Town.

Following each meeting, the County, with input from the Contractor as needed, shall prepare and distribute a brief meeting summary including attendees, main topics discussed, decisions agreed upon by committee, and action items.

Products: Waterfront Advisory Committee meetings. Written meeting summary of each meeting.

Preparation of a Community Outreach Process and Plan

Prepare a method and process to encourage community participation in the development and implementation of the LWRP. The community outreach plan shall identify key individuals, organizations, and entities to be involved, and shall identify the visioning process and the roles and responsibilities in coordinating the entire outreach process, logistics, and the proposed schedule of public meetings and other public engagement activities such as social media, workshops, charrettes, etc. All public meetings will be advertised in the community through press releases, announcements, individual mailings, digital media, municipal website postings, and any other appropriate means.

Meetings and public engagement shall be scheduled in a manner that maximizes attendance and participation from community members. Outreach efforts should encourage participation from populations who are frequently underrepresented in this process, including immigrants, refugees, and minorities, as well as address barriers to attendance such as logistics, timing, childcare and access to technology.

Meetings and public engagement should be scheduled at times that are convenient to underrepresented communities (e.g., at night or on weekends instead of during the day) and at locations that are ADA accessible. Workshops shall be advertised with generous advance notice to garner maximum publicity, awareness, and participation.

The County will provide a summary of each public outreach session, which will be made available in written form and through other appropriate means, such as the website or social media.

The Contractor shall provide a draft and a final community outreach plan which shall be submitted to the Department for review, comment, and approval. The Contractor shall also prepare all outreach materials, displays, and engagement content necessary to support the approved outreach plan, in coordination with the Town and County.

Product: Draft and final versions of the community outreach plan.

Draft Section I - Waterfront Revitalization Area Boundary

Prepare a narrative description and map of the waterfront revitalization area, which includes surface waters and underwater lands. The waterfront revitalization area should include those portions of the water body within the municipality, as well as adjacent upland areas that affect the water body through drainage, viewshed, and other factors. Include references to the Inventory and Analysis section, justifying the inclusion of particular land use areas in this section if beneficial for increased understanding. The narrative must accompany a boundary map showing the landward side and the waterside of the proposed waterfront area, which is also the extent of the Harbor Management Area boundary. For data that may be useful for preparing the LWRP boundary see the Geographic Information Gateway at: http://opdgig.dos.ny.gov/#/map.

See Department staff for additional tools and guidance to complete this section.

The narrative description must include the size in acres or square miles of the existing or proposed waterfront revitalization area (WRA).

The Department recommends the following resource for the completion of this section:

• Geographic Information Gateway available at http://opdgig.dos.ny.gov/#/map, for mapping data that may be useful for the delineation of the boundary of the proposed waterfront revitalization area.

Additional guidance may be requested from the Department.

The Contractor shall submit Draft Section I to the Department for review and comment.

Comments from the Department must be addressed in the next version of Section I submitted to the Department.

http://opdgig.dos.ny.gov/%23/map http://opdgig.dos.ny.gov/%23/map

The Contractor shall submit GIS boundary information in an appropriate format, which will be utilized to map the LWRP boundary on the state’s Geographic Information Gateway.

Products: Draft Section I – Description of the Waterfront Revitalization Area Boundary in Word Format, including the WRA Boundary map. GIS Shapefile of the WRA, the HMA boundaries, and associated spatial data in either ArcGIS format, or similar product acceptable to the Department.

Draft Section II - Inventory and Analysis

A. The County shall support the Town and their Contractor in developing the narrative, maps, and other illustrations of Draft Section II, which includes a thorough inventory of existing upland, waterside, and underwater land uses and resources; and an analysis of conditions, issues, opportunities, and constraints to economic development and resource protection within the proposed waterfront revitalization area (WRA). This section will also provide an assessment of the vulnerable resources and potential risks associated with storms, flooding, and the effects of climate change. The inventory and analysis must be broad enough to ensure consideration of important problems and opportunities related to the natural and cultural resources within the proposed WRA, including the relationship between water-dependent uses within the harbor management area (HMA) that have the potential for conflict, congestion, and competition, and be detailed enough to support development of a specific and realistic LWRP.

This effort shall build directly upon the Town’s recently completed Comprehensive Plan, using it as the principal foundation for baseline conditions, community priorities, land use context, and previously documented public input, and shall also incorporate the recently completed Jefferson County Hazard Mitigation Plan, including the Town of Henderson jurisdictional annex, to inform the assessment of hazard exposure, vulnerable assets, infrastructure constraints, flooding and erosion risks, and long-term resilience needs within the WRA. The Inventory and Analysis should translate these recently completed planning efforts into a focused waterfront framework, ensuring continuity between the Town’s broader vision, identified hazard mitigation priorities, and the policies, projects, and regulatory strategies advanced through the LWRP. Where appropriate, previously developed mapping, risk data, vulnerability findings, and public engagement results shall be refined, expanded, and applied to the waterfront context to avoid duplication, strengthen interagency coordination, and produce a more actionable and technically grounded LWRP. Jefferson County shall make available relevant GIS data, prior planning documents, and related technical background materials in its possession that may assist in preparation of this section.

Overarching topics to be addressed in Section II - Inventory and Analysis, commensurate with the local conditions, include but are not limited to:

• Community Profile (focused on the WRA)

• Existing Land and Water Uses and Public Access

• Natural Resources

• Flooding and Erosion (Risk and Resiliency)

• Historic and Cultural Resources https://jeffersoncountynyhmp.com/

• Harbor Management Area Inventory

• Existing Authorities of Federal, State, Regional, and Local Agencies that have Jurisdiction in the Waterfront Revitalization Area

• Summary of existing Plans, Projects and Initiatives that affect the waterfront area such as the municipal comprehensive plan, All-Hazard Mitigation Plans, watershed management plans, downtown revitalization plans, community resiliency plans

• Building and Recreational Asset Assessment.

A detailed Inventory and Analysis Checklist is available from the Department to assist in development of Section II.

The Contractor shall submit Draft Section II to the Department for review and comment.

Comments from the Department must be addressed in the next version of Section II submitted to the Department.

Electronic data for all Geographic Information System-based mapping products must be submitted to the Department in either ArcGIS format or similar product acceptable to the Department.

B. The County shall support the Town in providing existing local land use laws/ regulations/ ordinances that will implement the LWRP. See the LWRP Preparation Guidance on local laws for additional information.

Products: Draft Section II - Inventory and Analysis in Word format. Data/shapefiles used to develop required maps. Existing local land use laws/ regulations/ ordinances related to LWRP implementation.

First Public Information Meeting

Following completion of Draft Section I - Waterfront Revitalization Area Boundary and Draft Section II - Inventory and Analysis, the County shall coordinate a public information meeting to assist the Contractor in informing the public about the extent of the proposed WRA boundary and the findings of the inventory and analysis of the existing conditions within the WRA, discuss key local conditions illustrated on the draft maps and described in the narrative, and solicit public input on Draft Section I and Draft Section II.

The County shall prepare and distribute the meeting announcement, agenda and minutes of the meeting. The Contractor shall prepare the presentation, handouts, sign-in materials, and other meeting content, and shall conduct the presentation.

Products: First public meeting held. Meeting announcement, agenda, presentation, handouts, sign-in sheet and minutes.

Draft Section III - Local Waterfront Revitalization Program Policies

With assistance from the County and the Town, the Contractor shall draft Section III of the LWRP. The Town will receive a template of the State waterfront revitalization policies from DOS staff which includes the approved State waterfront revitalization policy statements, standards and explanations. The municipality may add information to the policy explanations, however any additional guidelines inserted in a policy explanation should be supported by local laws or the principles or guidelines recommended in regional/State-wide plans, and reflect information provided in Section II: Inventory and Analysis. A policy explanation may also reference specific and applicable geographic or topical information to inform the review of the proposed action for consistency with the approved LWRP policies. Additional guidance may be requested from the Department.

The Contractor shall submit Draft Section III to the Department for review and comment.

Comments from the Department must be addressed in the next version of Section III submitted to the Department.

Products: Draft Section III - Local Waterfront Revitalization Policies in Word format.

Draft Section IV - Proposed Land and Water Uses and Proposed Projects

The Contractor shall draft Section IV of the LWRP. It shall describe and map proposed land and water uses within the WRA and proposed projects necessary to implement the LWRP. Proposed land and water uses and proposed projects should be within the WRA boundary in Section I, and supported by the Inventory & Analysis in Section II and the policies in Section III. The Department recommends the use of the following resources for the completion of this section:

• Project Profile Template - see Appendix 8 of Local Waterfront Revitalization Programs in the Coastal Area: Guidance Manual for Preparing Local Programs available at https://dos.ny.gov/local-waterfront-revitalization-program

Additional guidance may be requested from the Department.

The Contractors shall submit Draft Section IV to the Department for review and comment Comments from the Department must be addressed in the next version of Section IV submitted to the Department.

Products: Draft Section IV - Proposed Land and Water Uses and Proposed Projects in Word format. Maps and associated data of the proposed land use, water use, and proposed Zoning (if applicable), in PDF format.

Second Public Information Meeting

The County shall coordinate a second public information meeting to inform the public about the land and water uses and projects proposed within the WRA and local laws necessary to implement the LWRP, and to solicit public input. The County shall prepare and distribute the meeting announcement and agenda, and minutes of the meeting. The Contractor shall prepare relevant handouts and conduct the meeting.

Products: Second public information meeting held. Drafted meeting announcement, agenda, presentation, handouts, sign-in sheet, and minutes or meeting summary.

https://dos.ny.gov/local-waterfront-revitalization-program

Draft Section V - Techniques for Local Implementation of the Program

The County shall assist the Town and the Contractor in drafting Section V of the LWRP which discusses existing local laws and regulations for the Town; any new or amended laws or regulations necessary to both improve community resilience and implement the policies, strategies, proposed uses, and projects set forth in the LWRP; other actions necessary to implement the LWRP; and a local management structure for the LWRP. Relevant local land use controls may include the zoning code, subdivision review, site plan review, design standards, historic preservation, farmland protection, stormwater management, and flood damage prevention.

A. Local Laws and Regulations Examination - Identify and review the local land and water use laws/regulations/ ordinances that implement the LWRP policies in Section III and the land and water uses proposed in Section IV and prepare a table or matrix listing the LWRP policies and the corresponding local laws that will implement each policy to legally uphold the LWRP.

B. If applicable, draft new and amended local laws and regulations necessary to implement the LWRP. Full drafts of new or amended laws and regulations, including a draft local consistency review law, should be submitted to the Department for review and attached as appendices to the Draft LWRP. Local laws, regulations, standards, and procedures essential to the implementation of the policies and purposes of the LWRP must be effective (locally adopted and filed with the Department) at the time of approval of the LWRP by the Secretary of State.

The Department recommends the use of the following resources for Tasks 13A and 13B:

• Local Laws Implementing Coastal Policies - Appendix 10 of the Local Waterfront Revitalization Programs in the Coastal Area: Guidance Manual for Preparing Local Programs accessible at https://dos.ny.gov/local-waterfront-revitalization-program

• Model Local Laws to Increase Resilience accessible at https://dos.ny.gov/model-local-laws-increase-resilience

C. Describe other public and private sector actions necessary to implement the LWRP, including actions by federal and State agencies necessary to fully implement and advance projects in the waterfront revitalization area. These actions may include approving anchorage and mooring areas prior to designation, designating vessel waste no-discharge zones, dredging, or maintaining major navigation channels and basins, constructing and maintaining breakwaters, funding certain studies, or providing technical assistance.

D. Describe the local management structure in the Town for reviewing proposed waterfront projects for consistency with the approved LWRP, and the financial resources required to implement the approved LWRP. Implementation of the LWRP will be a continuing responsibility of the municipalities. In preparing its LWRP, the municipalities need to consider the costs of implementing the program and whether the funds needed are, or https://dos.ny.gov/local-waterfront-revitalization-program https://dos.ny.gov/local-waterfront-revitalization-program https://dos.ny.gov/model-local-laws-https://dos.ny.gov/model-local-laws-can be reasonably expected, to be available. This section shall also identify the anticipated role of Jefferson County in supporting future implementation through technical assistance, funding coordination, and related planning support, as appropriate.

E. Guidelines for Notification and Review of State Agency Actions Where Local Waterfront Revitalization Programs are in Effect may be included here or an Appendix (a template for the guidelines will be provided by the Department).

The Contractor shall submit Draft Section V to the Department for review and comment.

Comments from the Department must be addressed in the next version of Section V (and related appendices) submitted to the Department.

Products: Draft Section V - Techniques for Local Implementation of the Program in Word format. Drafts of new and/or amended local laws, and table of LWRP policies and corresponding local laws necessary to implement the LWRP policy in Word format. Comments from the Department must be addressed in Draft Section V and the appendices of the LWRP that include draft local laws.

Draft Section VI - State Actions and Programs Likely to Affect Implementation of the

LWRP

A. Section VI.1 - The Department shall provide an approved list of State agency actions and programs which are to be undertaken in a manner consistent with the LWRP. This approved list shall be inserted in Section VI.

B. Section VI.2 - The County shall assist the Contractor in creating a list of specific State actions or programs necessary to further implementation of the LWRP (technical assistance, funding, procedural changes, etc.).

Products: Verification of the most up to date Section VI.1 list of State Actions and Programs Likely to Affect Implementation of the LWRP was received from the Department and has been inserted in the Draft LWRP. Section VI.2 listing specific programs and actions applicable to the community.

Draft Section VII - Local Commitment and Consultation

The County shall assist the Contractor in describing the public consultation efforts undertaken in the preparation of the LWRP, such as public hearings, public informational meetings, or meetings with governmental agencies. All activities undertaken to consult and obtain local support and commitment should be thoroughly documented in Section VII. Describe any local committees created to oversee preparation of the LWRP, and the role of other municipal agencies.

The Contractor shall submit Draft Section VII to the Department for review and comment.

Comments from the Department must be addressed in the next version of Draft Section VII.

Products: Draft Section VII - Local Commitment and Consultation in Word format.

Draft Appendices

The County shall assist the Contractor in preparing Appendices for the LWRP, as necessary.

• Appendix A of the LWRP shall include the draft local LWRP Consistency Review Law.

Other appendices may include but are not limited to:

• Excerpts of State Legislature acts establishing municipal boundaries, which are used to delineate the extent of the proposed WRA.

• Other draft or existing local laws supporting the implementation of the LWRP, such as a local Harbor Management Law.

• Relevant excerpts of local/regional/State/federal planning documents, including relevant maps

• If not included in Section V, guidelines for notification and review of state and federal agency actions where LWRPs are in effect (template will be provided by the Department)

The proposed content of the other appendices and their sequence shall be discussed with the Department.

The Contractor shall submit Draft Appendices to the Department for review and comment.

Comments from the Department must be addressed in the next version of the Appendices submitted to the Department.

Products: Draft Appendices

Preliminary Draft LWRP

The Contractor will assemble draft sections and appendices, incorporating comments provided by the Department into a Preliminary Draft LWRP document. The document must be submitted in Word format to allow comments by the Department. Each map included in the Preliminary Draft LWRP must also be submitted as an individual high-resolution PDF. Each PDF must be under 20MB. The GIS data/shapefile used to create the WRA boundary map must be submitted together with the Draft LWRP.

The Contractor shall submit the Preliminary Draft LWRP to the Department for review and comment. Comments from the Department must be addressed in the next version of the Draft

LWRP.

Products: Preliminary Draft LWRP in Word format together with revised maps in PDF format.

GIS data/shapefile used to develop the WRA boundary map, submitted to the Department in a format compatible with the Department’s Geographic Information Gateway.

Determination of Significance and Compliance with SEQRA

The Town shall comply with SEQRA regulations 6 NYCRR § 617. Upon completion of the Draft LWRP, the Contractor shall assist the Town in preparing, distributing, and filing a Full Environmental Assessment Form for purposes of evaluating the significance of the environmental impacts associated with preparing, accepting as complete, and ultimately adopting the LWRP. Upon completing the Full Environmental Assessment Form, the Town shall designate a Lead Agency. In accordance with the SEQRA regulations, the Lead Agency shall make a Determination of Significance regarding the local acceptance of the Draft LWRP as complete and ready to be submitted to the Secretary of State for the initiation of the 60-day review by State and federal agencies.

If the Determination of Significance results in a Positive Declaration, the Lead Agency shall prepare a Draft Generic Environmental Impact Statement for the Draft LWRP in accordance with State Environmental Quality Review Act (SEQRA) regulations and guidelines.

If the findings of the Determination of Significance are such that the LWRP will not have a significant environmental impact, a Negative Declaration may be prepared and filed to complete the SEQRA process. The County shall assist the Contractor in determining whether a public hearing will be held to share the Determination of Significance with the public. The Town shall retain responsibility for all formal SEQRA determinations and required resolutions.

The Contractor shall work with the Town to provide completed SEQRA documents which shall be submitted to the Department.

Products: Completed Full Environmental Assessment Form and associated SEQRA determination statements (Positive Declaration or Negative Declaration, Draft Generic Environmental Impact Statement, if needed) and public hearing notes.

Third Public Information Meeting

Following completion of the Draft LWRP and in conjunction with 60-Day Review and compliance with SEQRA the Contractor will conduct a public meeting or meetings on the Draft LWRP. The County shall prepare and distribute the meeting announcement, agenda and minutes of the meeting(s). The Contractor will provide relevant handouts and conduct the meeting.

Products: Third public meeting(s) held. Meeting announcement, agenda, presentation, handouts, sign-in sheet, and minutes or meeting summary.

60-Day Review Draft LWRP

Following the completion of the SEQRA compliance process, the Town shall accept by resolution the version of the Draft LWRP that addresses the entirety of the comments provided by the Department. The resolutions shall state that the Town found the LWRP to be complete and ready for submission to the Secretary of State for the initiation of the 60-day review by State, Federal, regional, and local agencies.

Upon receipt of the Draft LWRP in Word and PDF formats and documentation reflecting the conclusion of the SEQRA compliance process, the Department will review the Draft LWRP to confirm the LWRP is complete and ready for online publication and the initiation of 60-day review by State, federal, local, and other agencies. The County will submit the draft LWRP, including maps and appendices, and a copy of the Resolution to the State, on behalf of the Town.

Products: (1) Draft LWRP in Word and PDF, including maps and appendices. (2) Resolution by the local municipal legislative bodies accepting the Draft LWRP as complete and ready to be submitted to DOS for review and initiation of the 60-Day review process.

Final LWRP

After the 60-Day Review period of the Draft LWRP (and Draft Generic Environmental Impact Statement, if applicable), the Department shall meet with the Town, County and Contractor to discuss all 60-Day comments received, determine appropriate responses, and revise the LWRP document to reflect each response. All supporting local laws proposed for adoption in conjunction with the adoption of the LWRP, and the Final Environmental Impact Statement (if applicable), shall also be revised as necessary to reflect 60-Day comments and responses, to the satisfaction of the Department. The Contractor shall be responsible for these revisions and providing the revised documents to the County and the Town.

Additionally, the Contractor shall submit a schedule of adoption of the LWRP and local laws necessary for implementation of the LWRP. Once the Town has locally adopted the LWRP and local laws, the Town must file each local law with the Department, Division of Corporations, for the law(s) to become effective, pursuant to Section 27 of the Municipal Home Rule Law. Filing information is accessible at https://dos.ny.gov/local-law-filing. The County shall assist the Town in these filings, but the Town shall remain the legally responsible filing entity.

Products: LWRP document in Word and PDF (20 MB maximum per PDF) (and one paper copy upon request), including supporting local laws (and Final Environmental Impact Statement, if applicable). Electronic data for all Geographic Information System-based mapping products submitted in either ArcGIS format, or similar product acceptable to the Department, and schedule of LWRP adoption.

Final Project Summary Report and Measurable Results

The Contractor is to prepare the Final Project Summary Report and Measurable Results. The Contractor shall submit the Final Project Summary Report and Measurable Results electronically at: https://forms.office.com/g/eZERFeEeKM

Products: Final Project Summary Report and Measurable Results submitted to the Department.

MWBE Reporting

All parties shall comply with MWBE Reporting Requirements by completing the following actions:

• The County shall work with the Town to submit Form D - MWBE Utilization Plan to indicate any state-certified MWBE firms selected to work on this contract. Form D must be updated and submitted to the Department whenever changes to the selected MWBE firms occur (addition or removal).

• The County shall assist the Town in recording payments to MWBE subcontractors using DOS funds through the New York State Contract System (NYSCS). The Contractor shall provide timely and accurate subcontractor utilization and payment information necessary https://dos.ny.gov/local-law-filing https://forms.office.com/g/eZERFeEeKM to support this reporting.

Technical assistance for use of the NYSCS system can be obtained through the NYSCS website at https://ny.newnycontracts.com by clicking on the “Contact Us & Support” link

Products: Ongoing reporting through NYSCS during the life of the contract. Form D submitted as necessary to reflect updated MWBE subcontractors.

Project Status Reports

The County shall work with the Contractor to submit project status reports semi-annually (every June 30 and December 31) on the form provided, including a description of the work accomplished, the status of all tasks in this work plan, schedule of completion of remaining tasks, and an explanation of any problems encountered. The Contractor shall provide the substantive task updates and supporting information necessary for preparation of these reports.

Products: Completed project status reports submitted to the Department during the life of the contract.

Project Attribution and Number of Copies

The Contractor must ensure that all materials produced acknowledge the contributions of the New York State Department of State (hereinafter referred to as the Department) to the project.

All final and public facing materials must include the Department of State logo and the following acknowledgment:

This [document, report, map, etc.] was prepared with funding provided by the New York State Department of State under Title 11 of the Environmental Protection Fund.

The contributions of the Department must also be acknowledged in community press releases and other notices issued for the project, including web site postings and other forms of digital distribution. The Contractor must coordinate with the Town and provide adequate notice, at least two weeks, to the Department prior to any press release and/or events to coordinate appropriate DOS attribution and participation. Project press releases and other notices shall be approved by the Department prior to release.

All products must be provided in the following formats:

• Draft products: one digital copy of each product must be submitted in Microsoft Word and Adobe® Acrobat® Portable Document Format (PDF), created using 300 dpi scanning resolution.

• Final products: one electronic copy of each product must be submitted in Microsoft Word, PDF (20 MB maximum, per PDF), created using 300 dpi scanning resolution.

In addition, one paper copy of each final product (including reports, designs, maps, drawings, and plans) must be submitted, upon request.

• Electronic data for all Geographic Information System-based mapping products and associated spatial data must be submitted in ArcGIS format and comply with the https://ny.newnycontracts.com/ 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.

• Photographs and images included in the products of this project should have a minimum resolution of 300 dpi, must be dated and captioned with the location and a brief description of the activity/site being documented.

Proposal Format and Requirements

Technical Plan

Proposals shall include a narrative description of the approach to the required tasks in the Contractor Scope of Work section of this RFP, including project management. The response must specifically address the approach for public engagement, the planning process, and your strategy for overall success. Proposals shall also outline resources available to fulfill the proposal requirements and demonstrate the ability to complete the scope of work in a timely and safe manner.

Experience

Provide a specific description of your firm's experience in the North Country Region of New York or New York State with economic development, open space planning, public engagement, brownfield redevelopment, and multi-modal transportation planning. In particular, identify experience with other LWRPs your firm may have completed or assisted

in. Please provide references to any supporting documents and contact persons.

Project Team

Provide a project organization chart that identifies the project manager and the project team members together with sub-consultants and subcontractors if possible and include resumes of individuals who will work directly on the project.

Budget

Provide a proposed budget that includes a breakdown of the costs per task (including any additional proposed tasks). The cost breakdown must provide the estimated number of hours dedicated to each task (or sub-task, if applicable). Periodic and final payments will be tied to the review and acceptance of work projects and reports. Contractors responding to this RFP should handle fees on a "not-to-exceed" lump sum account basis enumerated on a detailed cost per component area.

Please note that the total cost available for this contract is fixed based on grant funding provided by the New York Department of State. The proposed budget is not to exceed $120,000.00. An amount of 30% must be used for services provided by M/WBE firms the development of this project. The proposal must explain how this MWBE goals will be achieved. The proposal must also explain how the SDVOB goal of 6% will be addressed.

Schedule

Provide a preliminary schedule showing the completion dates for each task. A more detailed schedule will be prepared by the Contractor as part of the Project Status Reports previously described.

Note that the Town’s contract requires project completion by 8/31/2029. Extensions beyond this may be provided at the discretion of the New York Department of State.

Minority and Women Owned Business Enterprises (MWBE) Utilization

The Contractor shall agree to abide by all applicable Federal, State, and Local Laws, rules, and regulations regarding equal opportunity and affirmative action. The Contractor must explain in the submitted proposal how the goal of using NYS-certified minority and women owned businesses (MWBE) services that would cost at least 30% M/WBE will be achieved.

Only the use of NYS-certified MWBEs will count towards meeting the MWBE goals for this project. NYS-certified MWBE contractors should be identified by accessing the NYS MWBE Directory located at https://ny.newnycontracts.com.

Outline your plan to utilize MWBEs, including names of MWBE certified firms, work that they will be completing on each task and/or related costs.

Service-Disabled Veteran-Owned Businesses (SDVOB) Utilization

The Contractor will make every effort, to the maximum extent possible, to engage certified SDVOBs in the performance of their contract with the Town. To comply with the SDVOB Program goals of 6%, the Contractor must explain in the submitted proposal how the goal of using NYS-certified SDVOB’s will be addressed.

Only the use of NYS-certified SDVOB’s will count towards meeting the SDVOB goals for this project. NYS-certified SDVOB contractors should be identified by accessing the NYS SDVOB Directory located at https://sdves.ogs.ny.gov/business-search.

Outline your plan to utilize SDVOB’s, including names of SDVOB certified firms, work that they will be completing on each task and/or related costs.

Payment

The successful Contractor shall receive payment as the work is completed and documented. To receive payment, the Contractor shall submit detailed invoices to the Town, including description of work completed under each DOS task and the MWBE participation to that specific work, with copies provided simultaneously to Jefferson County for contract administration and reimbursement coordination.

The Town may withhold payments hereunder for reasons including,…