NY Forward Small Project Fund Consultant Services RFP.pdf

REQUEST FOR PROPOSALS

CONSULTANT SERVICES

PROJECT MANAGEMENT & ADMINISTRATION

VILLAGE OF GOWANDA NEW YORK FORWARD GRANT

SMALL PROJECT FUND

REQUEST FOR PROPOSALS / QUALIFICATIONS

Request:

The Village of Gowanda is seeking proposals from qualified Administrative Consultants to provide services in conjunction with a recently awarded grant. Minority and women-owned businesses are strongly encouraged to respond.

Services to be Provided/Scope of Services:

Administrative Services

• Provide administrative assistance and coordination of the Village of Gowanda, NY Forward Small Project Fund, including but not limited to:

- Participation in development and coordination of the marketing, application, and project selection process;

- Review program guidelines with selected participants;

- Review of and submission of funding commitment and disbursement paperwork;

- Coordination of construction monitoring and site inspections;

- Communication with property owners; and

- Collaborate with the Village of Gowanda and HTFC staff for project activities

- Coordinate Architectural and Environmental Services

Architectural and Environmental Services

• Assist building owners in development of written project scopes of work that are consistent with local and state codes and design guidelines

• Prepare design documents as applicable

• Prepare Environmental Review documents including forms, documentation, maps, relevant records and findings.

o Submit final scopes/designs for approval through the State Historic Preservation

Office’s Cultural Resource Information System (CRIS).

o Coordinate environmental assessment of project site(s) to determine the level of investigation required to complete the site contamination review, following program requirements and using ASTM guidelines. This would include assistance with identifying qualified environmental firms, or completion of the reviews if consultant has capacity in house. Requirements are available online, beginning on page 12:

https://hcr.ny.gov/environmental-compliance-handbook-0 https://hcr.ny.gov/environmental-compliance-handbook-0

Submission Requirements:

1. Contact information: Provide the complete name, address and telephone numbers of the firm and for the persons who would be the primary contacts.

2. Services Capability: Provide any relevant evidence that demonstrates the capabilities of the firm to complete all requested services. If any outside sub-consultants are being proposed as part of program, they must be identified.

3. Timeline: Please provide a proposed timeline for the work to be completed, including an estimated start and completion dates and milestones of the program.

4. Written Description of Work and Cost Estimates: Provide a detailed breakdown of all services to be provided along with cost estimates. The Description of Work should outline the firm’s proposed approach for the activity(ies), and demonstrating a strong understanding of the program rules and requirements.

5. Experience and Capacity: Please indicate the firm’s prior experience in working with the New York Forward Small Project Fund, NY Main Street program or any similar programs.

6. Organization Information: Provide an overview of the firm.

Selection Process

The Village of Gowanda will review qualifications in accordance with the submission requirements and review/evaluation criteria. Proposals that are submitted timely and comply with the mandatory requirements of the RFP will be evaluated in accordance with the terms of the RFP. The Village of

Gowanda will begin reviews after the August 26h, 2026 12:00 pm deadline date. The expected timeframe for review is 2 weeks.

Review/Evaluation Criteria:

Evaluation Criteria includes, but is not limited to:

• Management and Availability – Ability to begin activities by October 2026 and continue until all selected projects are complete and no later than December 31, 2028

• Cost – Demonstrate reasonable cost of services

• Capability - Ability of the firm to perform all related services.

• Experience - The extent and quality of prior relevant experience.

• Qualifications and references - Individual qualifications and list of proposed personnel for this project as presented by the firm.

Evaluations of proposals will be performed within 2 weeks of their receipt. The selected firm will be notified upon a decision being approved by the Village of Gowanda Board of Trustees.

Deadline:

All required documentation and proposal information must be submitted by 12:00 PM on Wednesday, August 26th to be considered. Please include (1) hard copy and (1) thumb drive digital copy of your proposal and mail to:

Traci Hopkins

Village of Gowanda

27 East Main Street

Gowanda, NY 14070

The Village of Gowanda takes no responsibility for any third-party error in the delivery of the applications (e.g., U.S. Post Office, Federal Express, UPS, courier, etc.). Submittals received after the submission deadline will not be considered. The Village of Gowanda reserves the right to reject all submittals that do not comply with these instructions. Proposals will not be returned and will become the property of the Village of Gowanda once submitted. Any and all expenses associated with the preparation of the proposals are the responsibility of the respondents and will not be reimbursed by the Village of Gowanda. The Village reserves the right to reject any or all proposals for any reason.

Submission of a proposal does not constitute an offer or award of work or create any commitment on behalf of the Village. The Village reserves the right to negotiate the final agreement with the

Consultant selected for the project, including the final scope of work and cost.

Questions:

Questions regarding this RFP should be submitted in writing via email to Traci Hopkins at gowandavillageth@gmail.com mailto:gowandavillageth@gmail.com