RFQ Preliminary Engineering: Church Creek Manufactured Home Park Improvement Study

TOWN OF CANTON REQUEST FOR QUALIFICATIONS Preliminary Engineering: Church Creek Manufactured Home Park Improvement Study New York State CDBG Project Number: 174CP513-25 James Smith, Supervisor Town of Canton 60 Main Street Canton, NY 13617 Issue Date: October 20, 2026 Deadline for submission: November 10, 2026 12pm I. Summary INTRODUCTION The Town of Canton, NY (Town) is seeking qualifications from firms to develop a Preliminary Engineering Report for improvements at the Church Creek Manufactured Home Park at 11 Jameson Road, Canton, NY. A completed Preliminary Engineering Report will adhere to the required guidelines of the New York State Community Development Block Grant (CDBG) Program, and will establish proposed community-wide benefits to the manufactured home park. This project is a collaboration of the Town of Canton and a committed site developer. A survey of the project site and a detailed outline of the requirements for the Preliminary Engineering Report are attached hereto. The selected firm must comply with all provisions in the contract between the New York State Department of Homes and Community Renewal (NYS HCR) and the Town, including Minority and Women-Owned Business Enterprises (MWBE) participation. Respondents are expected to indicate how they anticipate demonstrating participation. PROJECT ORGANIZATION The selected firm will work in connection with the Canton Office of Community Economic Development (OED) to accomplish the project. File management and grant administration will be handled through the OED. TENTATIVE PROJECT SCHEDULE The anticipated timeline for this project is as follows: - RFQ response deadline November 10, 2026, 12pm - RFQ review, presentations, selection November 16, 2026 - Board approval November 16, 2026 - Contract signed, notice to proceed issued November 20, 2026 - Project completion May 7, 2027 BUDGET The development of this project is funded by a grant awarded by NYS HCR through the CDBG program. The proposed budget of this project shall not exceed $35,000.00. SUBMISSION DEADLINE All valid submissions must be received by 12pm November 10, 2026. Submissions, accompanied by a cover letter signed by an authorized officer, must be sent by mail or email by the date and time above to: Leigh Rodriguez, Director of Economic Development Town of Canton 60 Main Street Canton, NY 13617 lrodriguez@cantonny.gov Submissions are the property of the Town and will not be returned. Submissions received after the date and time designated will not be considered. Any expenses associated with the preparation of the submissions are the responsibility of the respondents and will not be reimbursed by the Town. If the submission is sent via US Mail, the envelope containing the submission must be sealed and clearly marked with the project name, company name, and address. Failure to do so many necessitate the premature opening of the submission which may compromise its confidentiality. AWARD OF CONTRACT Contract will be awarded to the firm with the most favorable, well-developed submission that follows all guidelines outlined in this RFQ. 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 submission. The selected respondent will be required to enter into an agreement with the Town. CONTACT PERSON Questions concerning this RFQ and/or the work being requested within this RFQ, should be directed in writing, either via hardcopy or email, to the below point of contact: Leigh Rodriguez, Director of Economic Development Town of Canton, 60 Main Street, Canton, NY 13617 (315) 386-2871 #5 | lrodriguez@cantonny.gov II. Scope of Work The scope of work will involve completion of a Preliminary Engineering Report for the Church Creek Manufactured Home Park at 11 Jameson Road, Canton, NY, in accordance with the guidelines required by the NYS CDBG program. A detailed outline of these guidelines is attached to this request for qualifications. III. Project Deliverables and Format Unless otherwise specified, the chosen firm shall submit all project related products in the following formats (as appropriate): · 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 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 either ArcGIS format, or similar product acceptable to the Town and NYS HCR, and comply with the 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. · Electronic data for all designs, drawings, and plans must be submitted in the original software that they were created (such as CAD format or other similar product acceptable to the Town and NYS HCR), as well as in JPG format. · Photographs and images must be submitted in JPG format with a minimum resolution of 300 dpi and must be dated and captioned with the location and a brief description of the activity being documented and include any associated metadata (including the photo’s GPS location where available). IV. Proposal Requirements Please organize your response to this RFQ as described in this section. At a minimum, your response should include the following sections: A) Cover Letter signed by an authorized officer B) Technical Plan Submissions shall include a narrative description of the approach to the required tasks in the Scope of Work section of this RFQ, including project management. The response must specifically address the approach for public engagement, the planning process, and your strategy for overall success. Submissions shall also outline resources available to fulfill the project requirements and demonstrate the ability to complete the scope of work within the term of the funding grant contract, which expires on 5/7/2027. C) Budget Provide a proposed budget that includes a detailed cost estimate for the project (including any additional proposed tasks). The cost breakdown must provide the estimated number of hours dedicated to each task (or sub-task, if applicable). Hourly rates and billing structure used to prepare the proposed budget should also be provided. Periodic and final payments will be tied to the review and acceptance of work products and reports. Firms responding to this RFQ should handle fees on a “not-to-exceed” lump sum basis enumerated on a detailed cost per component area. D) Schedule Provide a preliminary schedule showing the completion dates for each task. E) Experience Provide a specific description of your firm’s experience in the North Country Region of New York or New York State with regards to related projects. In particular, identify experience with other CDBG-funded projects your firm may have completed or assisted in. Please provide reference to any supporting documents and contact persons. F) Project Team Provide a project organization chart that identifies the project manager and the project team members together with sub-consultants and subcontractors if applicable, and include resumes of individuals who will work directly on the project. G) Minority and Women Owned Business Enterprises (MWBE) Utilization The selected firm shall agree to abide by all applicable Federal, State, and Local Laws, rules, and regulations regarding equal opportunity and affirmative action. The selected firm must explain in the submitted proposal how the objective of using NYS-certified minority and women owned businesses (MWBE) services will be achieved. Only the use of NYS-certified MWBEs will count towards meeting the MWBE goals for the 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. H) Additional Information (Optional) In a separate section of your submission, please include any additional information that you think is relevant to this RFQ and will be helpful to the Town in evaluating your qualifications, e.g., sample of work, etc. V. Proposal Evaluation & Contract Award It is the Town’s intent to enter into a contract with a firm who best demonstrates the ability and technical plan to expeditiously complete the requirements of this RFQ. The evaluation criteria used for this RFQ are as follows: 1 The submission narrative’s demonstration of ability to complete a project that will accomplish the overall goals; and, 20 2 The clarity and comprehensiveness of the proposed approach to the entire project; and, 20 3 Expressed understanding of the intended community outcomes of the project; and, 20 4 Experience, professional qualifications, and evidence of project personnel expertise (contractor and sub-contractors) on similar projects having objectives similar to those described herein; and, 15 5 Ability to bring the project to a timely conclusion; and, 10 6 Clarity and breakdown of the proposed budget; and, 10 7 MWBE utilization plan. 5 TOTAL 100 A firm will be selected by representatives of the Town and developer. They will evaluate each submission, assessing each firm for each criterion. They will review these assessments and other factors to identify the selected firm. PRESENTATION BY RESPONDENTS Presentations may be required of qualified finalists. These presentations will be scheduled for November 12, or 13, 2026, and held via Zoom virtual conference. Finalists will be notified of the date and time. Presentations will provide an opportunity for the evaluating committee to obtain an understanding of: ● The extent of the firm's depth of knowledge of the subject matter of the RFQ; ● Whether the methods and resources that will be used by the firm in performing services to achieve the project goals and objectives are appropriate and cost effective; ● The firm's ability to draw together specialists and professionals with the necessary skills and experience to contribute to the overall project; ● The primary features and benefits of their proposal; ● The public presentation skills of the proposers; and ● The ability of the firm to enhance work already completed. Presentation format is left to the discretion of the presenters. Presentations will be limited to a 20-minute period per respondent, which includes questions. All key managerial personnel, as well as key personnel working on the project, should be in attendance at the presentation. NOTIFICATION OF AWARD The successful respondent will be notified by phone and/or email. Each respondent whose submission is not accepted will be notified by email. The Town will authorize the award of a contract to the successful respondent. In the event that a contract cannot be finalized within thirty (30) days of the award, the Town reserves the right to enter into negotiations with another respondent. The Town may award the work, in whole or in part, to firm(s) to perform the work described herein. The Town reserves the right to reject any bids, waive technicalities, and make the award(s) as deemed in the best interest of the Town. Issuance of this RFQ does not commit the Town to award any contract, to pay any costs incurred in preparation and/or presentation of a submission, or to procure or contract for services or supplies. All submissions shall become the property of the Town of Canton. The Town reserves the right to, at any time, cancel this RFQ, reject any or all responses to this RFQ, to modify scope of work, to re-advertise for new RFQ responses, or to award contract to any party it deems best. The project related timeline mentioned above is tentative and the Town reserves the right to modify/delay the project timelines, in part or full, as and when it deems necessary. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None