MAP Trainer RFP Q and A 9.2.26.pdf

City of Geneva CDBG MAP Training/Program Delivery Services Q&A

Responses to Questions Received by 9/2/26

NOTICE TO ALL APPLICANTS:

The end date for all questions for this RFP is

September 16, 2026 at 4 PM.

Note: All questions related to insurance are being reviewed by our legal team and will be posted separately.

RESPONSES TO QUESTIONS RECEIVED AS OF 4PM 9/2/2026

• How many participants does the City expect to complete the training program, and is there a minimum or maximum cohort size?

The City expects at least 7 and as many as 15 participants. There is $150,000 available to be allocated to awardees in grants ranging from $5,000 to $30,000 each. It is also possible that a few of the participants may have already taken the required training prior to application so those awardees will have the option of whether or not they will participate in the custom training (as sought through this RFP). There is no minimum or maximum cohort size.

• How many training sessions and roughly how many total contact hours does the City envision? Is there a preferred cadence, for example weekly evenings or Saturday sessions?

The City has not established a required number of sessions or contact hours. Appendix A provides a sample eight-week program, and respondents should propose a schedule and number of instructional hours sufficient to cover all required topics in Task Two. The City anticipates that sessions may be scheduled weekly and will work with the selected consultant and participants to determine dates and times that support attendance. Evening or weekend sessions may be proposed, but no specific cadence is required.

• Will training be delivered in person, virtually, or hybrid? If in-person, will the City provide the venue and AV equipment in Geneva?

After the required in-person kickoff (see Task One), the City may allow the remaining training sessions to be delivered online, if the proposed approach is effective, accessible to the awardees, and approved by the City and funding agency. While it may be allowable, the preference is for hybrid in-person and remote training sessions as it has been the City’s experience that the in-person time is helpful to awardees as they make connections with each other and develop a supportive relationship with the trainer.

Yes, the City can provide the venue and the AV equipment in Geneva for the kick-off session, as needed, and may also be able to provide the venue and AV equipment for the training series, depending on time/day of training schedule.

• Task Two references "reasonable follow-up technical assistance." Roughly how many hours of one-on-one support per participant does the City anticipate within the $15,000 program delivery budget?

The City anticipates limited follow-up assistance directly related to the training curriculum.

This may include responding to participant questions, reviewing or providing feedback on business plans and financial projections, or offering limited individual or group office hours.

Respondents should describe the type and estimated amount of follow-up assistance included in their proposal. The follow-up obligation will conclude upon completion of the consultant’s final deliverables and contract term.

• Appendix A, the draft outlines and sample curricula, appears as images in the PDF we received. Could you send that section in an editable or text format?

Yes, we will post it as a separate document on the bid opportunities page of the City’s website (where this Q&A is also posted).

• Does the $15,000 include travel and printed participant materials, or are those reimbursed separately?

The $15,000 includes ALL program delivery costs. This includes the consultant expenses for providing training and any follow-up technical assistance services. There will be no additional reimbursements. The City does expect that City staff will perform some of the program delivery activities, so that budget will be shared between the City staff costs and consultant costs.

• Beyond the Task One kick-off meeting, what on-site presence does the City expect from the consultant? Task Two does not specify a delivery format and Appendix A notes in-person or online, so I want to understand the expectation before submitting a proposal.

After the required in-person kickoff (see Task One), the City may allow the remaining training sessions to be delivered online, if the proposed approach is effective, accessible to the awardees, and approved by the City and funding agency. While it may be allowable, the preference is for hybrid in-person and remote training sessions as it has been the City’s

• Is the training program going to run annually?

At this time, the City has issued a single procurement for training services associated with the City’s current CDBG Microenterprise Assistance Program (MAP) grant of $180,000.

There is no commitment or expectation that this training program will recur annually.

Future training cycles would depend on future CDBG awards and local needs. If CDBG funding continues to be available and we are successful with applications to the State for those funds, we would hope to offer this program every other year.

• How many weeks, days, and hours should training be (consecutive or non-sequential preferred)?

Appendix A of the RFP provides a sample eight-week training program, and the City expects respondents to propose a program similar in length. That said, the City is open to flexible scheduling, including consecutive or non-consecutive sessions, provided the training program is comprehensive and covers all core topics required in Task Two of the RFP and the awardees who will take the course can match that schedule or be accommodated by the trainer to ensure they receive the necessary training.

• May the training services be delivered fully remotely?

After the required in-person kickoff (see Task One), the City may allow the remaining training sessions to be delivered online, if the proposed approach is effective, accessible to the awardees, and approved by the City and funding agency. While it may be allowable, the preference is for hybrid in-person and remote training sessions as it has been the City’s

• Would the City accept a blended model combining self-paced online training modules, recorded sessions, and scheduled live virtual training?

Yes. The City is open to blended delivery models, provided they meet program objectives, ensure participant engagement, and are approved by the City, the MAP Committee, and OCR as required.

• Approximately how many microenterprise owners or participants are expected to receive training?

The City expects at least 7 and as many as 15 participants. There is $150,000 available to be allocated to awardees in grants ranging from $5,000 to $30,000 each. It is also possible that a few of the participants may have already taken the required training prior to application training (as sought through this RFP).

• Is there a required minimum number of training hours or sessions per participant?

The City does not mandate a fixed number of hours. Respondents must propose a program that is:

• Comprehensive

• Aligns with the required curriculum topics listed in Task Two

• Meets OCR’s requirement of “an approved entrepreneurial or small business training program”

• Will individual technical assistance or one-on-one coaching be required in addition to group training?

The City requires reasonable follow-up technical assistance related to the training curriculum. One-on-one coaching is optional, but respondents may include it in their proposals, if appropriate, and within the $15,000 program delivery cap.

• Are respondents permitted to develop their own curriculum and training materials, or is there an established curriculum that must be followed?

Respondents may develop their own curriculum, using the sample curriculum in Appendix A as guidance. Final curriculum must be approved by the City, MAP Committee, and OCR.

• What documentation or evidence of participation will be required for CDBG/OCR compliance, such as attendance records, course completion records, assessments, or certificates?

Required documentation includes:

• Participant attendance records

• Copies of training materials

• Final agenda and curriculum

• Participant completion summary

• Signed participant certificates

• Are any in-person sessions or activities in Geneva required?

Yes. The kickoff meeting must be held in person in Geneva, NY. After that, training may occur online, pending City approval.

• Is there an established budget or maximum amount allocated specifically for the training/program delivery services under this procurement?

Yes. The maximum program delivery budget is $15,000, which includes training and business support activities. The City does expect that City staff will perform some of the program delivery activities, so that budget will be shared between the City staff costs and consultant costs.

• Appendix A states that the eight-week training program may be offered in person or online based on cohort needs. Would the City permit the training program to be delivered entirely online following the required in-person kickoff meeting?

Yes. After the kickoff, the City will permit fully online delivery, provided the proposed plan meets accessibility and quality requirements, meets the needs of the awardees, and is approved by the City and OCR.

• Regarding the trainee certificates, will the City provide an approved City-issued certificate template for the selected consultant to personalize, print, distribute, and provide digitally to the City? Alternatively, is the selected consultant expected to design the certificate and submit it to the City for approval before distribution?

The consultant may either use a City-provided template or propose a design for City approval. Both approaches are acceptable.

• How many individuals do you anticipate attending the training?

The City expects at least 7 and as many as 15 participants. There is $150,000 available to be allocated to awardees in grants ranging from $5,000 to $30,000 each. It is also possible that a few of the participants may have already taken the required training prior to application

• How many of those individuals will be part of the same business?

Most businesses will send one owner, though up to two owners from the same microenterprise may attend if they share operational responsibilities.

• Do you have an existing group of volunteer experts who speak or otherwise contribute to the programming?

The City does not maintain a standing roster of volunteer expert instructors for MAP training. Respondents may propose guest speakers or local partners as part of their curriculum approach.

• Does it make any sense for me to submit a bid, considering my current lack of familiarity with Geneva and that my relevant experience score would be so low?

Familiarity with Geneva’s local ecosystem is not required as long as respondents demonstrate:

• Strong experience delivering entrepreneurship/microenterprise training

• A clear plan to understand the Geneva business environment

• A strategy for leveraging local expertise as needed

• Would the City accept a hybrid delivery model consisting of the required in-person project kickoff meeting in Geneva, eight virtual training sessions totaling approximately 16 instructional hours, virtual follow-up technical assistance, and an in-person certificate presentation or closing celebration?

Yes - the City will permit a hybrid delivery model which must include the required in-person kickoff meeting, provided the proposed plan meets accessibility and quality requirements, meets the needs of the awardees, and is approved by the City and OCR.

• Appendix A provides a detailed draft eight-week course structure, learning objectives, weekly topics, proposed assignments, and suggested templates. In addition to Appendix A, will the City provide any existing editable lesson content, presentation materials, participant worksheets, business-plan templates, financial-projection tools, or other instructional resources for the selected consultant to adapt? Or should proposers anticipate developing the complete instructional materials based on the Appendix A outline?

Proposers should anticipate development the complete instructional materials based on the Appendix A outline. If needed, proposers may use/adapt templates and tools from the SBA Business Guide and the SBA Learning Dashboard and other sources, provided the proposed materials meet accessibility and quality requirements and are approved by the City and

OCR.

• Approximately how many businesses or participants does the City expect to enroll?

The City expects at least 7 and as many as 15 participants. There is $150,000 available to be allocated to awardees in grants ranging from $5,000 to $30,000 each. It is also possible that a few of the participants may have already taken the required training prior to application

• Will the City be responsible for recruiting, determining eligibility, and enrolling participants before referring them to the selected consultant?

Yes – the City will provide a final list of participants and their contact information to the consultant.

• Will the City provide an appropriate venue for the required in-person project kickoff meeting, including available internet access, audiovisual equipment, tables, chairs, and other basic facility resources? If the proposed delivery model includes an in-person certificate presentation or closing celebration, would the City also provide an appropriate venue and available facility resources for that event?

Yes – if needed, the City can provide an appropriate venue for in-person activities.

• Please clarify the anticipated scope, format, and duration of the “reasonable follow-up technical assistance” referenced in the RFP. Does the City envision group office hours, limited individual assistance, responses to curriculum-related questions, review or revision of participants’ business plans and financial projections, or another form of support? Please also indicate when the follow-up obligation is expected to conclude.

The City anticipates limited follow-up assistance directly related to the training curriculum.

This may include responses to participant questions, review or feedback concerning business plans and financial projections, or limited individual or group office hours.

Respondents should propose the format, estimated hours, and availability period included within their cost proposals. The follow-up obligation will conclude upon completion of the consultant’s final deliverables and contract term.

• How many rounds of City, MAP Committee, or funding-agency review should the consultant anticipate for approval of the curriculum and agenda?

Respondents should anticipate one consolidated review of the draft curriculum and agenda, followed by revisions necessary to obtain final approval. Additional review may be required if the initial submission does not address program requirements or if the City, MAP Committee, or funding agency requests further changes.