RFP: Smart Growth Comprehensive & Agricultural and Farmland Protection Plans for Town of Kendall
/The Town of Kendall is requesting proposals from qualified consultants to assist in the completion of two Town-wide planning documents. The development of a Smart Growth Comprehensive Plan will incorporate the necessary steps of an Agricultural and Farmland Protection Plan. When completed, this plan will guide future sustainable growth within the municipality, enhance the local cultural identity, and protect natural and cultural local resources.
BACKGROUND
The Town of Kendall received a Smart Growth Community Planning Program Grant from the Department of State (“DOS”) to prepare a Town of Kendall Smart Growth Comprehensive Plan. The Town’s Comprehensive Plan was last updated in 1997 and significant changes in land use (e.g., solar farm installations, Troutburg PUD), school population and resident demographics have occurred since then.
Kendall was also awarded a grant from the Department of Agriculture and Markets (“Ag & Mkts”) for preparation of an Agricultural and Farmland Protection Plan. Kendall is primarily an agricultural community which means this plan will be an important component of the overall comprehensive plan. Therefore, the Town, with agreement from the DOS and Ag & Mkts., will develop these plans simultaneously. Consulting firm candidates will be expected to demonstrate prior success in developing both types of plans.
For purposes of this document, the terms “Plan” and “Project” are used and should be understood to mean the combination of the two activities.
MWBE BUDGET
The total project budget, including all consultant fees, and other related costs is $70,000 as the project hinges on grant funding. This grant finding breaks down as a $45,000 grant from the New York Department of State Smart Growth Community Planning Program and a $25,000 grant from the New York State Department of Agriculture and Markets’ Agricultural & Farmland Protection Program.
Pursuant to New York State Executive Law Article 15-A, the State recognizes its obligation under the law to promote opportunities for maximum feasible participation of certified minority- and women-owned business enterprises and the employment of minority group members and women in the performance of State contracts. These requirements include contracting opportunities for New York State certified Minority-owned Business Enterprises (“MBEs”) and Women-owned Business Enterprises (“WBEs”), collectively MWBEs. For purposes of this project, DOS established the following MWBE participation requirements:
MBE Participation Requirement: 15% in the amount of $6750
WBE Participation Requirement: 15% in the amount of $6750
There are no MWBE requirements in the Agriculture and Markets grant.
PROJECT DESCRIPTION
The Town of Kendall, its Project Advisory Committee and consultants will prepare a Comprehensive Plan pursuant to General Town Law § 28 / Town Law § 272-a / Village Law 7-722. The Comprehensive Master Plan (“CMP”) will establish the objectives that the community wants to achieve, and will guide future sustainable growth within the municipality, enhance the local cultural identity, and protect natural and cultural local resources.
Kendall will also be completing an Agricultural and Farmland Protection Plan. Since this plan will serve as a component of the overall CMP, it will be developed simultaneously with the CMP.
The Comprehensive Plan must address the following general Smart Growth principles, in addition to the elements suggested by the New York State statutes:
● Promote mixed land uses in focus areas.
● Create an adequate range of housing opportunities and choices.
● Promote development and redevelopment where infrastructure is adequate and sustainable.
● Build on traits that make a distinctive and attractive community with a strong sense of place.
● Promote well-planned and well-placed public spaces.
● Promote sustainable compact neighborhoods.
● Increase mobility and circulation within jurisdictional lines and improve connectivity with areas outside jurisdictional lines.
● Promote sustainable mass transit that reduces the local levels of greenhouse gas emissions
● Promote walkable/bikeable neighborhood designs
● Promote and integrate clean energy resources and related incentives.
● Improve green infrastructure and resident’s participation in this effort.
● Increase resiliency to extreme weather events.
● Encourage social diversity and integration.
● Expand planning and implementation efforts across jurisdictional lines, to increase effectiveness, sustainability, and resiliency.
● Promote community and stakeholder collaboration in planning.
Additional requirements for Ag & Mkts include:
(Reference: Agriculture & Markets Law Section 324-A - Municipal Agricultural and Farmland Protection Plans)
Develop an agricultural and farmland protection plan, in cooperation with cooperative extension and other organizations, including local farmers. These plans shall include, but not be limited to:
● the location of any land or areas proposed to be protected.
● an analysis of the following factors concerning any areas and lands proposed to be protected:
○ value to the agricultural economy of the municipality.
○ open space value.
○ consequences of possible conversion; and
○ level of conversion pressure on the lands or areas proposed to be protected; and
○ a description of activities, programs and strategies, including efforts to support the successful transfer of agricultural land from existing owners to new owners and operators, especially new and beginning farmers, intended to be used by the municipality to promote continued agricultural use, which may include but not be limited to revisions to the municipality’s comprehensive plan pursuant to Town Law § 272-A (Town comprehensive plan) or Village Law § 7-722 (Village comprehensive plan) as appropriate.
● The municipality shall conduct at least one public hearing for public input regarding such agricultural and farmland protection plan and shall thereafter submit such plan to the municipal legislative body and the county agricultural farmland protection board for approval.
● The municipal agricultural and farmland protection plan must be submitted by the municipality to the commissioner for approval.
Important Note: For the remainder of this RFP, references to the CMP shall be understood to also include all the additional steps required for the Agriculture & Farmland Protection Plan.
The Town of Kendall will use the funding/grant for consultant services necessary for the coordination of the planning process and preparation of the CMP.
PROJECT ADVISORY COMMITTEE
Preparation of the plan will be undertaken through consultant(s) procured by the Town of Kendall and overseen by a Project Advisory Committee. At a minimum, the Project Advisory Committee will include the Town of Kendall Administration, the Town Supervisor, and have at least one member from the planning board and shall include representatives from a large range of ethnic, social, and cultural backgrounds and a diverse range of stakeholders, such as residents, civic leaders, business owners, elected officials, environmental experts, municipal board members. Input from New York State Department of State; New York State Office of Parks, Recreation and Historic Preservation; New York State Department of Environmental Conservation; NYS Department of Transportation; Environmental Protection Agency; and the Orleans County Planning Department will be sought and considered during the development of the Town of Kendall Smart Growth Comprehensive Plan.
SCOPE OF WORK
Task 1: Project Initiation Meeting
The Contractor, the Department, and any partners responsible for managing the project, shall hold an initial meeting to review and agree upon the project scope and schedule, project requirements, budget, roles and responsibilities, the selection process for procuring consultants, State Environmental Quality Review Act (SEQRA) compliance requirements, MWBE requirements, the number of public meetings and techniques for public involvement proposed for the project, and any other information which would assist in project completion. In addition, the composition and role of the Project Advisory Committee shall be discussed during the project initiation meeting. The Contractor, or a designated project partner, shall prepare and distribute to all project partners a brief meeting summary clearly indicating the agreements reached at the meeting. Work on subsequent tasks shall not proceed prior to Department review of the proposed approach as outlined in the meeting summary.
Products: Project initiation meeting held with appropriate parties. Written meeting summary outlining agreements reached.
Task 2: Project Advisory Committee
Establish a Project Advisory Committee, as a special municipal board (if applicable), to conduct/oversee the development of the Comprehensive Plan in cooperation with municipal officials, other municipal boards, and the project consultant(s), if applicable. The Project Advisory Committee shall have at least one member from the planning board and shall include representatives from a large range of ethnic, social, and cultural backgrounds and a diverse range of stakeholders, such as residents, civic leaders, business owners, elected officials, environmental experts, municipal board members.
The members of the Project Advisory Committee conduct/oversee the planning process and the development of the Comprehensive Plan, participate in meetings, generate ideas and build consensus, provide the consultant team with relevant information reflective of the community’s current condition and needs (including a list of completed and ongoing local planning efforts and initiatives), review materials drafted by the consultant team and provide constructive feedback, support each of the proposed public participation and outreach efforts, and set the stage for cooperation and the plan’s implementation.
Products: Draft and final list of proposed members of Project Advisory Committee. Project advisory committee established.
Task 3: Project Advisory Committee Meetings
The Project Advisory Committee will meet on a regular basis during the planning process to advance the preparation, review, and approval of the Comprehensive Plan, and to organize and conduct community participation events.
During the first meeting, the Project Advisory Committee will review project requirements and roles and responsibilities, transfer necessary information to the team of consultants (if applicable), and identify new information needs and next steps. The Project Advisory Committee or the consultant (if applicable) will prepare and distribute a brief meeting summary clearly indicating the understandings reached at the meeting.
All subsequent meetings will advance the preparation of the Comprehensive Plan and assess the evolution of the project, the new information needed, changes in roles and responsibilities, and next steps.
Work on subsequent tasks shall not proceed prior to Department review.
Products: Meetings held with appropriate parties. Written meeting summaries outlining what has been discussed and understandings reached and identifying the participants to the meeting.
Task 4: Community Participation Plan
Prepare a Community Participation Plan that describes the public outreach and participation efforts that will be conducted during the development of the Comprehensive Plan, pursuant to the local and State statutes. At a minimum, the Community Participation Plan shall include (in-person or virtual) interviews with local and regional stakeholders, a community survey, a public information meeting, one or more public workshops, one or more public hearings, and a webpage with links to announcements, presentations and documents prepared during the planning process. The Community Participation Plan shall identify key individuals, organizations, and entities to be involved, and shall identify roles and responsibilities in coordinating the entire outreach process, logistics, and the proposed schedule of the proposed public outreach and participation efforts.
All public outreach and participation efforts will be publicized in the community through press releases, announcements, individual mailings, and any other appropriate means. Public access must be provided to each public meeting or workshop. Outreach efforts should encourage participation from populations who are frequently underrepresented in this process, including immigrants, refugees, and minorities.
Meetings and public engagement should be scheduled at times that are convenient to underrepresented communities (e.g., at night or on weekends instead of during the day) and at locations that are ADA accessible. Meetings shall be advertised with generous advance notice to garner maximum publicity, awareness, and participation.
A summary of each public outreach and participation efforts will be made available to the public in written form and through other appropriate means, such as websites.
Products: Draft and final Community Participation Plan.
Task 5: Community Survey and Stakeholder Interviews
Develop a relevant and realistic community survey about current local conditions and issues. The survey should be made available to the public as hard copy and online. In addition, identify a set of topics that shall be discussed with stakeholders to obtain additional relevant information and elicit stakeholder reactions and suggestions. Following the completion of the survey, develop a summary of results and analysis.
Products: Draft and final Community Survey. Draft and final list of topics to be discussed during the stakeholder interviews. Summary of survey and interviews responses and analysis.
Task 6: Review Local and Regional Planning Efforts and Ongoing Initiatives
Identify and review existing local and regional planning documents and ongoing initiatives. This review process will also include consultation with community leaders and with neighboring communities, if applicable, to identify common issues and assess if Smart Growth principals are the basis for addressing those issues.
The Project Advisory Committee and the consultant(s), if applicable, shall develop a written findings report describing and assessing existing planning documents and the issues and opportunities identified by community leaders.
Products: Develop a written findings report.
Task 7: Community Profile
Draft a Community Profile consisting in an inventory and analysis of existing conditions, including narrative, maps, and relevant data. The inventory will be used to assist in the identification of local issues and potential opportunities. The analysis of the local conditions and issues will be conducted from a Smart Growth perspective and identify potential solutions to existing issues and potential opportunities. A chart of smart growth principles will be provided to be included in the comprehensive plan which will summarize the opportunities and challenges to addressing each principle. The inventory and analysis of existing conditions may include the following, at a minimum:
● History of the municipal jurisdiction and boundaries.
● Description of previous comprehensive plan development and adoption processes.
● Demographic characteristics (population and growth trends, age distribution, average household size, ethnic composition, average household income, social diversity and integration, demographic trends).
● Local and regional economic characteristics (unemployment rates and trends, workforce characterization, dominant business sector type, major employers and industries, sales tax information, property tax rates, economic trends and jobs range.
● Housing characteristics (the age, type, and condition of structures, type of occupancy - renters versus owners, vacancy rates and trends in the community and length of residency - percentage of residents five years in home, the extent and availability of low-income housing throughout the community and in identified neighborhoods, assessment of housing opportunities and choices, housing trends and access to jobs).
● Local and regional economies and development trends (including housing, commercial, industrial and agricultural development).
● Land use and smart growth focus areas.
● Agricultural and forest lands, uses, and districts.
● Infrastructure and public utilities (i.e., drinking water supply, sewage disposal, solid waste disposal, stormwater management and green infrastructure, communications, gas and electricity) extent, capacity, age, and maintenance.
● Transportation systems, local levels of greenhouse gas emissions, levels of mobility and circulation, walkable/bikeable neighborhoods, connectivity with areas outside jurisdictional lines, distance to jobs.
● Natural resources and climate (air quality, watercourses, wetlands, floodplains, aquifers, forests/tree cover, steep slopes, soil types, and rare plant and animal habitats, precipitations, winds, temperatures, etc.).
● Extreme weather events, flooding, erosion hazards, and local resiliency.
● Health and emergency services and facilities.
● Parks and public spaces, recreation facilities, range of passive and active recreation, capacity and maintenance, accessibility etc.
● Historic, cultural, and scenic resources.
● Waterfront resources and public access.
● Zoning and other relevant local development controls.
● Fiscal resources.
The draft Community Profile shall be submitted to the Department for review before being used to design workshop activities and prepare materials needed to conduct community visioning workshops or to draft the Comprehensive Plan.
Products: Community Profile report, including a comprehensive inventory and analysis in the form of relevant data, narrative, maps, and graphics.
Task 8: Community Visioning Workshops
Conduct at least two public workshops that will inform the public about the findings of the planning process conducted up to this point, present a clear assessment of how Smart Growth policies are integrated in the municipality’s planning efforts, governmental decisions, and ongoing initiatives, and will solicit public input on existing resources, community character, and future growth. The workshops are also intended to identify Smart Growth solutions to current issues and future growth.
Each workshop shall be advertised with generous advance notice to garner maximum publicity, awareness, and participation. The site of the workshops must be accessible to the public.
Products: Published workshop announcements and fliers. Materials prepared for each public workshop. Workshops held.
Task 9: Draft Comprehensive Plan
Assemble the draft comprehensive plan that addresses each of the Smart Growth policies and establishes a long-term strategy for future growth and protection of resources, and may include the following topics commensurate with the community’s needs and vision for future actions:
● Goals, objectives, principles, policies, and standards upon which proposals for the immediate and long-range enhancement, growth, and development of the community.
● Consideration of regional needs and the official plans of other government units and agencies within the region.
● The existing and proposed location and intensity of land uses.
● Consideration and recommendations for the protection of agricultural and forest lands, historic and cultural resources, natural resources, and sensitive environmental areas.
● Consideration of population, demographic and socio-economic trends and future projections.
● Location and types of transportation facilities that reduce the local levels of greenhouse gas emissions.
● Existing and proposed general location of public and private utilities and infrastructure, including clean energy generation.
● Existing housing resources and future housing needs, including affordable housing.
● The present and potential future general location of educational and cultural facilities, historic sites, health facilities, and facilities for emergency services.
● Existing and proposed recreation facilities and parkland.
● The present and potential future general location of commercial and industrial facilities.
● Specific policies and strategies for improving the local economy in coordination with other plan topics.
● Proposed measures, programs, devices, and instruments to implement the goals and objectives of the various topics within the comprehensive plan.
● All or part of applicable plans of other public agencies.
● Any and all other items which are consistent with the orderly growth and development of the community.
A detailed strategy implementing the community’s policies, concepts, projects, and programs shall be identified in the plan. This includes phased implementation approach (short‐term, mid, and long‐term), as well as anticipated costs, and priorities.
Submit the draft Comprehensive Plan to the Department for review and approval and incorporate the Department's comments in the final plan.
Products: Draft Comprehensive Plan, including relevant data, narrative, maps, and graphics
Task 10: Review by the Local Municipal Board
Submit the draft Comprehensive Plan to the local municipal board, for review, comments, and recommendations. The comments received from the local municipal board shall be addressed before the initiation of the SEQRA compliance process.
The comments and recommendations prepared by the local governing board/local legislature shall be addressed and incorporated into the final plan prior to making the draft available for public review.
Products: Comments and recommendations received from the local municipal board submitted to the Department.
Task 11: Environmental Quality Review
Prepare materials necessary for compliance with the State Environmental Quality Review Act (SEQRA). The adoption of a new or amended Comprehensive Plan or Zoning Ordinance is classified as a Type 1 action, pursuant to SEQRA and 6 NYCRR Part 617. The local municipal board shall act as the Lead Agency for the Purposes of SEQRA. The local municipal board shall comply with SEQRA requirements and issue a SEQRA Determination. Based on the results of the SEQRA Determination, the local municipal board or its consultants may be required to prepare a Generic Environmental Impact Statement (GEIS) to provide a review of the land-use actions proposed in the new or amended Comprehensive Plan or Zoning Ordinance. Copies of all SEQRA documents shall be submitted to the Department.
Products: SEQRA documents submitted to the Department.
Task 12: County Planning Board Review
Submit the draft Comprehensive Plan to the County Planning Board for review and recommendations pursuant to Section 239-m of the New York State General Municipal Law. Comments received from the County Planning Board shall be addressed in the final version of the Comprehensive Plan that will be locally adopted.
Comments received from the County Planning Board shall be submitted to the Department.
Products: Draft plan submitted to County Planning; Comments and recommendations prepared by the County Planning Board submitted to the Department.
Task 13: Final Comprehensive Plan
Address all comments and recommendations received from the public and involved local, regional and State agencies and incorporate into the Final Comprehensive Plan and schedule a public hearing and the local adoption of the plan.
The final Comprehensive Plan and the date of the public hearing and local adoption of the plan shall be submitted to the Department.
Products: Final Comprehensive Plan ready for local adoption.
Task 14: Public Hearing and Local Adoption
Conduct a public hearing prior to adoption of the comprehensive plan. Notice of the public hearing shall be published in a newspaper of general circulation in the community at least ten calendar days in advance of the hearing. The proposed comprehensive plan shall be made available for public review during said period at the office of the municipal clerk and public library and shall be posted on the municipal website. The public hearings may also be publicized in the community through press releases, announcements, individual mailings, and any other appropriate means.
Copies of the public hearing minutes and the local adoption resolution shall be submitted to the Department.
Products: Minutes from the public hearings and record of decision submitted to the Department.
Task 15: Final Project Summary Report and Measurable Results
Submit the Final Project Summary Report and Measurable Results electronically at: https://forms.office.com/g/eZERFeEeKM.
Products: Final Project Summary Report and Measurable Results submitted to the Department.
Task 16: MWBE Reporting
Comply with MWBE Reporting Requirements by completing the following actions:
● Submit Form D - MWBE Utilization Plan to indicate any state-certified MWBE firms selected to work on this contract. Form D must be updated and submitted to the Department whenever changes to the selected MWBE firms occur (addition or removal).
● Record payments to MWBE subcontractors using DOS funds through the New York State Contract System (NYSCS).
Technical assistance for use of the NYSCS system can be obtained through the NYSCS website at https://ny.newnycontracts.com by clicking on the “Contact Us & Support” link.
Products: Ongoing reporting through NYSCS during the life of the contract. Form D submitted as necessary to reflect updated MWBE subcontractors.
Task 17: Project Status Reports
Submit project status reports semi-annually (every June 30 and December 31) on the form provided, including a description of the work accomplished, the status of all tasks in this work plan, schedule of completion of remaining tasks, and an explanation of any problems encountered.
Products: Completed project status reports submitted to the Department during the life of the contract.
DIVISION OF RESPONSIBILITIES
The Town of Kendall:
● will be responsible for conducting all project work in conformance with the Work Plan included in the executed contract with the Department.
● will be responsible for all project activities including drafting requests for proposals and managing subcontracts with consultants and subconsultants.
● will certify to the Department that the procurement record for project consultants and subcontractors complies with the applicable provisions of General Municipal Law.
● will receive approval from the Department for any and all consultant subcontracts before beginning project work.
● will be responsible for the submission of all products and payment requests.
● will be responsible for coordinating participation and soliciting comments from local government personnel, project volunteers, and the public.
● will be responsible for ensuring that all public engagement communications and opportunities are made accessible to underrepresented communities (e.g., meeting locations, meeting materials, meeting notices, plan documents)
● will keep the Department informed of all important meetings for the duration of this contract.
● will receive approval from the Department before purchase of any equipment.
● will secure all necessary permits and perform all required environmental reviews.
● will ensure that all materials printed, constructed, and/or produced acknowledge the contributions of the Department to the project.
● will ensure that all products prepared as a part of this contract shall include the NYS Comptroller's contract # as indicated on the Face Page of this contract.
● will ensure the project objectives are being achieved.
● will ensure that comments received from the Department and the project advisory committee, or other advisory group, are satisfactorily responded to and reflected in subsequent work.
● will recognize that payments made to consultants or subcontractors covering work carried out or products produced prior to receiving approval from the Department will not be reimbursed unless and until the Department finds the work or products to be acceptable.
The Department:
● will review and approve or disapprove of subcontracts between the Town and consultant(s) and any other subcontractor(s).
● will participate in the project initiation meeting and attend meetings that are important to the project.
● will review all draft and final products and provide comments as necessary to meet the objectives.
● must approve or disapprove any and all design, site plan, and preconstruction documents. Department approval must be obtained before construction may begin.
SUBMISSION OF PROPOSALS
Interested respondents must submit sealed proposals including three (3) paper copies and one (1) electronic version on USB thumb drive no later than 1:00pm on Friday, March 7, 2025 to: Town of Kendall Clerk’s Office, 1873 Kendall Rd., Kendall, NY 14476 Attention: COMPREHENSIVE MASTER PLAN, at which place and hour will be opened and publicly read.
Proposals received after the scheduled time and date will not be accepted. Facsimile and Email proposals will not be accepted.
PROPOSAL CONTENT AND CONDITIONS
Each proposer must submit a complete proposal which addresses each component of the RFP.
● A full description of how the Scope of Work will be completed along with a schedule detailing when the items will be completed.
● Writing samples demonstrating the ability to condense and concisely present large amounts of information.
● A description of each staff member or sub-consultant who will be involved with this project and a description of their role in the project.
● A client list of similar projects in the last five years, including contact name and phone number, and a brief description of projects.
● Budget and expense information which details all costs including personnel expenses which state the name and title of each individual assigned to the project, their hourly rate and the number of estimated hours the individual will be working on the project. The same information should be submitted in detail for subcontractors.
● Administrative costs for travel, postage, photocopying, telephone, printing, and other related expenses must be detailed. Also, estimates of expense for each of the tasks with assumptions.
CONDITIONS GOVERNING PROPOSALS
Only those proposals which contain complete information and are responsive to the RFP will be considered. Proprietary or patented information which may be included in the proposal must be clearly identified and brought to the committee’s attention. The Town of Kendall reserves the following rights:
● To accept or reject any or all proposals.
● To waive or modify minor irregularities in proposals received.
● To negotiate with proposers, within the proposal requirements, to best serve the interests of the community and the Department of State.
● To amend specifications after their release, with due notice given to all bidders to modify their proposals to reflect changed specifications.
● To consider every offer as firm and not revocable for a period of sixty (60) days unless withdrawn in writing or unless otherwise specified in the solicitation.
● To award a contract for any and all parts of a proposal including award of specific project components to individual proposer team members and to negotiate with the successful bidder(s).
● By submitting a proposal, the proposer agrees that it will not make any claim for or have any right to damages because of any lack of information or misinterpretation of the information provided in this RFP.
● The Town of Kendall will not utilize any of the materials submitted in the RFP process included in unsuccessful proposals without permission. The New York State Department of State must approve all consultants and subcontractors. The Consultant must comply with all provisions in the Contract between the New York State Department of State and the Town of Kendall, including all appendices. A copy of the contract is available upon request.
INQUIRIES
All inquiries regarding the RFP should be made in writing and sent via e-mail and must cite the RFP section in question. Answers to substantive questions will be provided to all proposers. Inquiries should be directed to:
Bruce Newell
Kendall Planning Board Chairman
planning@townofkendall.com with Subject: Kendall CMP - RFP Related Question
PRESENTATION BY PROPOSERS
Presentations may be conducted for the two highest scoring proposals. The presentations will be made to provide the Town and the Project Advisory Committee with an opportunity to obtain an understanding of:
● The extent of the firm’s depth of knowledge of the subject matter of the RFP.
● 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.
● To allow proposers to further define the primary features and benefits of their proposal.
● To evaluate the public presentation skills of the proposers Presentation format is left to the discretion of the proposers.
Presentations will be limited to a one-hour period per respondent, which includes questions. All key managerial personnel, as well as key personnel working on the project, must attend the proposal presentation.
LIABILITY
The Town of Kendall and the Project Advisory Committee are not liable for any cost incurred by any individual or firm for work performed to prepare its proposal or for any travel and or other expenses incurred in the preparation and or submission of its proposal. Further, the Town of Kendall is not liable for any costs incurred prior to approval of the contract.
EVALUATION PROCESS
The Town, the Project Advisory Committee, the Department of State and the Department of Agriculture and Markets will review submitted proposals with reference to the qualifications and criteria as detailed in this Request for Proposals. The intent is to select the consultant who has the technical capability and necessary experience to perform the services as outlined in this RFP within the time frame required.
SELECTION CRITERIA
The selection of a consultant for this effort will be based on the following criteria:
1) Technical Proposal: Proposals will be evaluated based on their quality, clarity, and demonstrated understanding of the project objectives. The proposal must include a plan outlining how each item in the Scope of Work will be addressed.
2) Relevant Experience: The Proposer must provide a list of all projects similar in scope and nature completed in the last five years. The Proposer must demonstrate experience with New York State- based land use and watershed planning, local laws, and regulations. The projects listed will be used to determine the proposer’s expertise, experience, and knowledge. Submission of sample reports or products from previous projects is encouraged.
3) Implementation schedule: Proposals will be evaluated based on their ability to complete the project within an eighteen-month time frame. The proposal must include an implementation schedule that lists all milestones for the development and implementation of project deliverables.
4) Cost Proposal: A Cost Proposal Outline organized to follow the outline of Scope of Work and assign a detail of cost for the action including personnel costs and reimbursable expenses. Project budget and incorporation of MWBE participation will also be considered.
5) Team Composition and Resumes: The Proposer must provide a list of all person(s) who will be assigned work pursuant to this RFP (including subcontractors), as well as their resumes showing qualifications, educational background, training and expertise. a) Team members will be evaluated based on relevant education, work experience and professional accreditation. b) The Proposer must designate an individual as the Project Manager who will be directly responsible for all activities of the organization and provide their resume showing qualifications, educational background, training and experience. The project manager must have managed the implementation of at least one other project of similar scope and nature. A description of the project must be submitted with the resume.
6) Presentation Skills: The Proposer will be evaluated based on their knowledge of the subject material, their ability to relay the message in a clear, concise, and timely fashion and their ability to field questions posed to them. The Proposer will also be evaluated on form and format of their presentation, its professional nature, and the ability to captivate the audience and keep their attention. The Proposer may be asked to demonstrate their presentation skills, both written and oral, by providing samples of previous presentations and written material.
7) Location of Office: The Proposer will be evaluated based on their proximity to the community to ensure a physical presence, when necessary, throughout the process of this project.
8) References: The Proposer must submit five references from projects of a similar scope and nature. Each reference should include a contact name and phone number along with a statement describing the project. The Town of Kendall and the Project Advisory Committee reserves the right to obtain information from other sources.
NOTIFICATION OF AWARD
The Town of Kendall will notify the successful bidder by phone, followed by written confirmation. Each bidder whose proposal is not accepted will be notified in writing.
The Town of Kendall will authorize the award of a contract to the successful proposer based upon the evaluations and recommendations of the Grant Coordinator and Project Advisory Committee. In the event that a contract cannot be finalized within thirty (30) days of the award, the Town Board of the Town of Kendall reserves the right to enter negotiations with the consultant which received the second highest evaluation. The Town of Kendall and the New York State Department of State must approve all consultants and subcontractors.
CONFIDENTIALITY
The Contractor agrees that it shall use and maintain information relating to individuals who may receive services, and their families pursuant to the Master Contract, or any other information, data or records deemed confidential by the State (Confidential Information) only for the limited purposes of the Master Contract and in conformity with applicable provisions of State and Federal law. The Contractor (i) has an affirmative obligation to safeguard any such Confidential Information from unnecessary or unauthorized disclosure and (ii) must comply with the provisions of the New York State Information Security Breach and Notification Act (General Business Law Section 899-aa; State Technology Law Section 208).
