Request for Proposals (RFP): Engineering Services to Enhance the Canal Basin Park for the Village of Medina

RFP Release Date:      June 15, 2026
Proposals Due:           August 13, 2026

I.                 PROJECT DESCRIPTION The Village of Medina received NY Forward grant from the NYS Department of State (DOS) in the amount of $1,345,000 to Enhance Canal Basin Park. The Village of Medina has also received a grant from the Municipal Zero-emission Vehicle (ZEV) Infrastructure Grant Program in the amount of $245,184 from the NYS Department of Environmental Conservation (DEC) to install two BTC Power L3R-1---480kw DC Fast Chargers in the canal basin.

The Village is seeking Requests for Proposals for engineering services for the project component listed below:

Project Component 1: Transform Canal Basin Park into a Waterfront Gateway, complete with green space, seating areas, and boater/cyclist amenities. (See attached work plan and project profile from the NY Forward Strategic Investment Plan)

Note: The Village of Medina was awarded grant funding from the Municipal Zero-Emission Vehicle Infrastructure Grant program in the amount of $245,184.   The placement of two Zero-Emission vehicles will need to be incorporated into the design of the canal basin project.  Request for proposals on this project will be advertised at a later date.  

DESCRIPTION ON SERVICES AND DELIVERABLES

The Village of Medina is soliciting proposals from engineers, landscaped architects, or other licensed design professionals to provide design services for the above-mentioned project components.

The Scope of Services includes:

Proposals shall reflect the tasks and deliverables described below which outline the minimum expectations of the project. At a minimum, the following tasks are required for the project, and products identified for each task must be submitted to the Village and DOS for review and approval. Please note that the task order above is not entirely indicative of a timeline or order in which deliverables will be requested.

Task 1. Project Initiation Meeting

The selected consultant shall participate in a Project Initiation Meeting with the Village, and shall identify and review design goals, schedule, scope of work, associated fees, responsible parties, and expected deliverables. Additionally, the Project Initiation Meeting should include a determination of the scope and frequency of coordination meetings between the consultant, Village, and project staff, progress reports, and invoices to keep the project progressing and on schedule. The consultant shall establish a file-sharing platform to be used for tracking completion of Tasks and coordinating reviews. The Meeting shall also include a site walk-through of the project site for which the designs will be developed.

Products:

·       Brief meeting summary documenting agreements/understandings reached at the initiation meeting, including frequency and method of project progress reports, coordination meetings, and invoices.

·       File sharing platform

Task 2. Draft Design

The consultant(s) shall prepare a survey for the project (if needed) and a draft design with design options based upon the conceptual design and project description from the SIP as well as public input and site conditions. The draft design shall include all required maps, tables, data, written discussions, and other information as identified in the DOS contract. The draft design shall be provided to DOS for review, and comments must be addressed to DOS’s satisfaction in subsequent revision of the design.

Products:

·       Site survey (if needed)

·       Draft design with design options

·       A presentation(s) to the Village Board and public workshop; and summaries from meetings

·       Revised draft design(s) in an Adobe Acrobat PDF format created using 300 dpi resolution

Task 3. Environmental Quality Review

The consultant(s) shall prepare all documents necessary to comply with the State Environmental Quality Review Act (SEQRA) through determination of significance. If a positive declaration is made, a Draft Environmental Impact Statement shall be prepared for an additional fee to be determined.

Products:

·       SEQRA documents and, if necessary, a Draft Environmental Impact Statement

Task 4. Final Design and Construction Documents

The consultant(s) shall prepare the final design in consultation with municipal staff, make a brief presentation of the project to the Village Board, and then prepare construction drawings, plans, specifications, and cost estimates for bid letting. The final design and construction documents are subject to approval from DOS. These documents must be certified by a licensed professional engineer, architect, or landscape architect, and the appropriate seal must be affixed to these documents.

Products

·       Presentation to Village Board

·       Final design and construction documents, certified by a licensed professional engineer, architect or landscape architect in an Adobe Acrobat PDF format created using 300 dpi resolution

·       Cost estimates

Task 5. Permits

The consultant(s) shall prepare the necessary permit or other approval applications and obtain the required permits or approvals.

Products:

·       Copies of all required permits and approvals

Task 6. Bidding Assistance

The consultant(s) will assist the Village in the preparation of all required bid materials. The consultant(s) will attend a pre-bid meeting with the municipality and prospective contractors and will answer any questions received pertaining to the bid materials. The municipality will advertise the bid and hold the public bid opening. The consultant(s) will assist the municipality with outreach to certified M/WBE firms relevant to the project.

The consultant(s) will analyze the bid results to verify bid calculations, receipt of required documents, qualifications, and other relevant information.

Products:

·       Bid invitation

·       Bid tabulation sheet

Task 7. Construction Management and Site Inspection

The consultant(s) will review the contractor’s schedule regularly to ensure that the project will be completed on time and on budget. The consultant will be responsible for enforcing the construction contract specifications and inform the Village in a timely manner of errors on the plans, defects in the work or materials that could compromise the quality of work, and any conflict that would hinder successful and timely completion of the Project.

Construction management and site inspection services may include, but are not limited to:

·       Attend a pre-construction meeting and construction progress meetings, as applicable

·       Respond to Requests for Information submitted by the General Contractor (GC) or when requested by the village

·       Coordinate with the GC and municipal staff and departments on project construction schedule and impacts to current municipal property

·       Monitor and maintain project progress schedules as submitted by the GC

·       Review change order requests submitted by the GC

·       Provide written monthly progress reports, documenting any issues, project milestones achieved, and percentage complete

·       Perform periodic construction observations to verify general conformance with project plans and/or witness specific testing, as requested by the Village. Consultant will document, with photos, conditions for each project element and/or milestone before construction, during construction, and upon project completion

·       Review each GC submittal (e.g., show drawings, plan revisions, design changes, construction changes, or similar) for conformance with construction documents.

·       After approximately 90% of the work is complete, provide a progress notification including a punch list of remaining items and an estimated schedule for project completion

·       Review and certify the GC’s applications for payment and submit to the Village for payment/processing

·       Ensure that all inspection staff assigned to the project are knowledgeable concerning healthy and safety requirements, procedures and specification of the contract per municipal policy, and adhere to all standards

·       Provide construction close out support

·       Monitor the GC’s adherence to Equal Opportunity and labor requirements contained in the construction contract

·       Monitor the GC’s and/or subcontractor’s efforts to maintain traffic and protect the public from damage to persons or properties within the limits of and for the duration of the contract

·       Other related required activities as directed by the Village and DOS

Products:

·       Written monthly progress reports, documenting any issues, project milestones achieved, and percentage complete

·       Progress notification including a punch list of remaining items and an estimated schedule for project completion

Task 8. Completion of Project

Following satisfaction of punch list items, the consultant shall submit a statement that the work has been completed in accordance with the contract, the final design and construction specifications, and all permit requirements. The completion statement must be prepared and/or certified by a licensed professional engineer, architect, or landscape architect. Unless otherwise specified, the consultant shall submit two copies of as-built plans for the project, certified by a licensed professional engineer, architect or landscape architect. The consultant shall submit a final project report to the Village and DOS including a copy of the completion statement and a copy of the certified as-built plans and photo-documentation in the form of digital images of the site prior to, during, and upon completion of work. The consultant(s) shall not submit a final payment request until the Village concurs that the work is complete.

Products

·       Completion statement certifying all work has been completed in accordance with the contract, final design and construction specification, and permit requirement certified by a licensed professional engineer, architect, or landscape architect

·       Two copies of as-built plans for the project

·       Photo-documentation in the form of digital images of the site prior to, during, and upon completion of the work

Task 9. M/WBE and SDVOB Utilization and Reporting

In accordance with New York State Executive Law Article 15-A, the New York State Department of State has established the Minority Business Enterprise (MBE) and Women-Owned Business Enterprise (WBE) participation goals of 30% of the state funding amount (15% for MBE participation and 15% for WBE participation). The consultant and the Village must secure participation and/or demonstrate good faith efforts to procure M/WBEs to satisfy those goals and fulfill all other DOS requirements as applicable. The consultant shall support the Village with M/WBE outreach during the bidding process and demonstrate good faith efforts to procure M/WBE contractors.

The consultant must submit a utilization plan that identifies which MWBE firm(s) are included in the project, their associated Federal Tax ID numbers, a detailed description of the work, and the associated dollar value for the description of work to meet the state mandated goal of 30%. Utilization of SDVOB firms will also be documented.

The consultant will prepare all information monthly required by the New York State Contract System to record payments to subcontractors, including a breakdown of payments issues to state-certified M/WBE firms and otherwise report compliance with the provisions of Executive Law Article 15-A in relation to funds uses pursuant to the Village contract with DOS.  

Article 3 of Veterans’ Services Law, as amended, authorized the creation of the Division of Service-Disabled Veterans' Business Development to promote participation of Service- Disabled Veteran-Owned Businesses (SDVOBs) in New York State contracting. The Service-Disabled Veteran-Owned Business Act recognizes the veterans’ service to and sacrifice for our nation, declares that it is New York State’s public policy to promote and encourage the continuing economic development of service-disabled veteran-owned businesses, and allows eligible Veteran business owners to become certified as a New York State Service-Disabled Veteran-Owned Business (SDVOB), in order to increase their participation in New York State's contracting opportunities. To this effect, the Department of State (DOS) has implemented a Veteran-Owned Businesses (SDVOB) Program, as mandated by Article 3.

To comply with the SDVOB Program goals of 6%, the Department of State strongly encourages grantees to make every effort, to the maximum extent possible, to engage certified SDVOBs in the purchasing of commodities, services and technology in the performance of their contracts with the Department. If SDVOB utilization is obtained, a quarterly SDVOB utilization report should be submitted to the Department with information of the utilization percentage achieved during that quarter. Contractor Reporting Forms are found at: https://ogs.ny.gov/Veterans/.

Products:

·       Reporting documents for the life of the contract

Task 10. Project Reporting

The consultant(s) shall assist the Village with the preparation of a semi-annual (by June 30 and December 31) project status report on the forms provides, including a description of the work accomplished, the status of all tasks in the contract, anticipated schedule of completion of remaining tasks, and an explanation of any problems encountered.

The consultant(s) shall work with the Village to complete the Final Project Summary Report using the information requested on DOS’s online submission form. The consultant(s) shall develop the answers to the questions and submit them to the Village for review prior to submission of this form to DOS. Final payment shall not be authorized until this report has been completed and filed with project deliverables. 

Products

·       Project status reports for the life of the contract

·       Final Project Summary Report

The Village recognizes that there are different approaches that can lead to the desired outcomes that have been noted in this RFP. If, based on the consultant’s knowledge and experience, the consultant believes the required scope of work should be changed in any way, the suggested changes should be outlined in their response. Respondents to the RFP are required to include a recommended project approach based on their expertise and experience with similar projects. The Village and DOS reserve the right to modify the above-mentioned scope of services based on project approaches that may be recommended by respondents, and all RFP document holders shall be notified of such changes.

Task 11.           Public Engagement Requirements

The consultant(s) shall assist the Village with the public engagement requirements.  At least one public workshop will be held to solicit input on design options. 

Additional Products

The consultant(s) must submit to the Village the following additional products described below:

·        Electronic data for all Geographic Information System-based mapping products must be submitted in either ArcGIS format, or similar product acceptable to DOS, 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 Village), as well as in JPG format.

·        Photographs and images of the project site before construction, during construction, and post-construction 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).

II.               OWNERS RESPONSIBILITIES

The Village shall provide or perform the following: Access to and reproduction of all pertinent records maintained by the Village; General direction with regard to fundamental project objectives; General review of all material submitted; Provide detailed construction inspection as appropriate.

III.             PROPOSAL REQUIREMENTS, SUBMISSION AND TIMELINE

Proposals must be received by August 13, 2026, by 1:00 p.m. to Deborah L. Padoleski at the address below. Submissions should include three (3) hard copies as well as one electronic version (.pdf format) sent to:

Deborah L. Padoleski, Mayor

119 Park Avenue

Medina, New York 14103

dlpadoleski@villagemedina.gov

Questions regarding this RFP should be directed to:

Deborah L. Padoleski, Mayor

119 Park Avenue

Medina, New York 14103

dlpadoleski@villagemedina.gov

Proposals must include:

a.     Letter of interest submittal, including a single contact with a telephone number and email address;

b.     Team profile and qualifications, including experience, qualifications, and capacity. Please identify a project manager and primary contact overseeing daily activities. Resumes for key personnel should also be included;

c.      Scope of work outlining the consultant’s approach to performing the tasks herein;

d.     Work samples of three (3) recent designs and photographs of completed projects for related projects;

e.     Description of relevant project experience designing with a focus on community and waterfront projects;

f.       Description of experience working with public grants, and NYS agencies / authorities;

g.     A proposed cost broken down by project component and timeline for project completion;

h.     Demonstration of how respondents are expected to achieve the following the following Minority/Women-Owned Business Enterprises (MWBE) and Service-Disabled Veteran-Owned Business (SDVOB) goals: a. MBE – 15% b. WBE- 15% c. SDVOB- 6%

i.       At least three (3) client references for similar projects;

j.       Non-collusive bidding certificate;

k.      Sexual Harassment training certificate.

RFP Schedule

The anticipated schedule for the RFP is below:

Availability of RFP:      June 15, 2026

Walkthrough of project area:  July 9, 2026

All questions due by email:     July 23, 2026

Responses to questions posted:   July 24, 2026 through July 30, 2026

Proposal due:   August 13, 2026

All proposers are encouraged to attend a site visit with municipal staff on July 9, 2026 at 11:00 a.m. The site visit will begin at 119 Park Avenue, Medina, New York.   All proposers are also free to examine the project site during   regular business hours.

IV.             PROPOSAL EVALUATION

The Village will review and rank the proposals using the factors listed below to select the preferred consultant. Based upon the evaluation of the proposals, the Village of Medina reserves the right to invite any or all consultants for an interview before making a final selection. Such an invitation does not commit the Village of Medina to pay any costs incurred in participating in said interview. The evaluation factors are:

1.     Understanding of Project Goals and Approach

a.     Understanding of project objectives;

b.     Quality of the proposed design process;

c.      Understanding and experience with the construction permitting approval and regulatory process;

d.     Ability to provide a realistic work plan with clear milestones and ability to meet funding deadlines/cost.

2.     Experience and Capacity of the Consultant/Project Team

a.     Recent relevant experience of the firm in similar projects, including public infrastructure and public realm enhancements;

b.     Experience with state or government funded projects;

c.      Successful completion of projects of similar size, scope and complexity.

3.     Qualifications of the Key Personnel

a.     The quality and experience of the proposed staff and the proper balance of relevant skills, including the project manager and proposed sub-contractors;

b.     Availability and commitment of the proposed staff;

c.      Demonstration of how the team will achieve or exceed the overall MWBE and SDVOB goals

4.     Overall Response and Cost Proposal

a.     Quality and completeness of the response;

b.     Reasonableness of the proposed fee and cost effectiveness;

c.      Alignment of the proposal with scope and available budget.

 VI. RIGHTS

The Village of Medina shall be the sole judge of whether a proposal conforms to the requirements of this RFP and of the merits and acceptability of the individual proposals. Notwithstanding anything to the contrary contained herein, the Village reserves the right to take any of the following actions in connection with this RFP:

·       amend, modify or withdraw this RFP;

·       waive any requirements of this RFP;

·       require supplemental statements and information from any respondents to this RFP;

·       award a contract to as many or as few or none of the respondents as the Village may select;

·       to award a contract to entities who have not responded to this RFP;

·       accept or reject any or all proposals received in response to this RFP;

·       extend the deadline for submission of proposals;

·       negotiate or hold discussions with one or more of the respondents;

·       permit the correction of deficient proposals that do not completely conform with this RFP;

·       waive any conditions or modify any provisions of this RFP with respect to one or more respondents; reject any or all proposals and cancel this RFP, in whole or in part, for any reason or no reason, in the Village’s sole discretion.

The Village may exercise any such rights at any time, without notice to any respondent or other parties and without liability to any respondent or other parties for their costs, expenses or other obligations incurred in the preparation.

VII. ATTACHMENTS

–       Non-Collusive Bidding Certificate

-        Sexual Harassment Training Certificate

-        Village / DOS Contract Work Plan

-        Medina NY Forward Strategic Investment Plan- Project Profile

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