RFP - Small Project Fund 2026.pdf

REQUEST FOR PROPOSALS / QUALIFICATIONS

Request:

The Village of Greenwich 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 for the administration of the Village of Greenwich, NY Forward Small Project Fund. Services to be provided, 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 contractor selection, construction monitoring, and site inspections;

- Communication with property owners; and

- Collaborate with Village of Greenwich 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

• Incorporate decarbonization into the funded project to the extent required by DRI/NYF program guidelines and coordinate with the Department of State (DOS) or their consultants to first confirm the decided-on compliance path and then subsequently receive verification from the DOS that all decarbonization requirements have been satisfied prior to receiving final reimbursement.

• 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 evaluation, 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 13: 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.

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

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 NY Forward program or similar grant programs that involve overseeing and managing multiple building projects.

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

Selection Process

The Village of Greenwich 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 Greenwich begin reviews after the October 9, 2026 deadline date. The expected timeframe for review is until November 2, 2026.

Review/Evaluation Criteria:

Evaluation Criteria includes, but is not limited to:

• Management and Availability – Ability to begin and complete activities by May 28, 2027.

• 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. (Must include specific experience in managing similar grant programs that involve overseeing and managing multiple building projects.

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

Evaluations will be performed within 60 days of their receipt. The selected firm will be notified upon a decision being approved by Village of Greenwich.

Deadline:

All required documentation must be submitted on or before October 9, 2026 by 12 p.m. to be considered. Hard Copies must be delivered to:

Attention: Village Clerk

Village of Greenwich

6 Academy Street

Greenwich, NY 12834

Questions:

Questions regarding this RFP should be submitted in writing via email to clerk@villageofgreenwichny.gov