Request for Proposals

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Request for Proposals

Request:

The Village of Waterloo is seeking proposals from qualified Administrative Consultants to provide services in conjunction with a recently awarded Downtown Revitalization grant of $1,162,000, of which $600,000 is from the Small Project Fund, allocating up to 10% ($60,000), to be used for Administrative Costs.  Minority and women-owned businesses are strongly encouraged to respond.

Services to be Provided/Scope of Services: 

Administrative Services

  • Provide administrative services for the Downtown Revitalization Initiative (DRI), Small Project Fund with 4 commercial or mixed used buildings being rehabilitated, and providing assist to 2 business 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 Waterloo 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.
    • Submit final scopes/designs for approval through the State Historic Preservation Office’s Cultural Resource Information System (CRIS). 
    • 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 

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.
  1. 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.
  2. Timeline: Please provide a proposed timeline for the work to be completed, including an estimated start and completion dates and milestones of the program.
  3. 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.
  4. Experience and Capacity: Please indicate the firm’s prior experience in working with NYS’s DRI or any similar programs.
  5. Organization Information: Provide an overview of the firm.

Selection Process

The Village of Waterloo 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 Waterloo will begin reviews after the April 24, 2026 at Noon. deadline date. Expected timeframe for review is 30-days.

Review/Evaluation Criteria:

Evaluation Criteria includes, but is not limited to:

  • Management and Availability – Ability to begin May 18, 2026 and complete activities by 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 will be performed within 30 days of the deadline stated above and below. The selected firm will be notified upon a decision being approved by the Village of Waterloo.

Deadline:

All required documentation must be submitted on or before April 24, 2026 at Noon to be considered. Hard Copies must be delivered to:

Donald Northrup

Village of Waterloo

41 W. Main Street

Waterloo, NY 13148

(315) 539-9131

Questions:

Questions regarding this RFP should be submitted in writing via email to grants@villageofwaterloony.gov.

Attachment(s):

None