Richfield Springs' Spring Park Design Services

Village of Richfield Springs Request for Proposal (RFP) Design Services Historic Spring Park Revitalization Issued by: The Village of Richfield Springs Richard Spencer, Mayor 118 Main Street (315) 858-1710 [email protected] Introduction: The Village of Richfield Springs is seeking proposals from qualified design and planning firms to lead the revitalization of Spring Park at 167 Main Street (NY Route 20). This project is funded through the Village’s New York Forward award. The park is located within the E. Main Street Historic District. Two structures, the bandstand and the village clock, are listed on the New York State Register of Historic Places. The Village has an approved concept plan (see Attachment A from the Strategic Investment Plan). The selected firm will build on that plan and will not start from scratch. Total grant award: $976,000, use the below percentages as a guideline Design services (feasibility to construction bids) – 50% of budget Public Engagement/Outreach – 25% Environmental Review/GIS/Survey – 25% Project Description: Spring Park is a historically significant public space in the heart of Richfield Springs. The revitalization will make the park welcoming, accessible, and engaging for all ages and abilities while reconnecting it to the downtown. The scope of this engagement covers the full park as described in the approved concept plan. Priority improvements include: a. Restoration of the historic bandstand (highest priority; centerpiece of the park) b. Raising and improving the picnic pavilion (currently sits over the foundation of a 19th century bathhouse) c. ADA compliant meandering walkways d. Restoration of the DAR Fountain and Sulphur Springs e. Restoration of retaining wall/planter at the clock corner, matching bandstand’s stone base f. New seating, swinging benches, cornhole area g. Improved parking and access h. New split rail fencing along rear property edges i. New pedestrian entrance with stone column Scope of Work: This project will have multiple phases. Phase I: Provide planning drawings, cost estimates, and full construction documents for the elements listed below: 1. Feasibility Study and Full Construction Documents for the Historic Bandstand: The bandstand is the centerpiece of Spring Park and the highest priority element of this project. This task requires a feasibility study to document existing conditions, followed by full construction documents sufficient to bid and build the restoration. Firms must include or partner with an architect experienced in historic preservation. a. Deliverables: b. Feasibility study documenting existing conditions and restoration options with cost estimates c. Full draft and final construction documents for bandstand restoration d. Waterflow review and soil study to identify drainage needs e. Historic restoration design: stairs, roof, structural repairs f. Installation design for weatherproof LED lighting and sound equipment 2. Feasibility and Study Work for the Picnic Pavilion: The pavilion sits over the foundation of a 19th-century bathhouse and has ongoing settling issues. Due to the complexity of this element, the scope is broken into two sub-tasks below: B.1. Structural and Foundational Assessment Conduct a structural and foundational assessment of the existing pavilion. A licensed engineer must be part of the proposed team. Deliverables: a. Feasibility report documenting current structural conditions b. Options for repair, replacement, or enclosure for year-round use, with cost estimates c. Recommendation on whether test borings are warranted (borings are allowable as part of scope if recommended) B.2. Environmental Review and Site Assessment Conduct an environmental site assessment to evaluate conditions related to the buried bathhouse foundation beneath the pavilion. Deliverables: a. Environmental site assessment report b. Identification of any remediation needs or constraints affecting future construction c. Recommendations for construction sequencing given site conditions 3. Additional Site Elements to Include in Planning Stages of Design Provide 30% planning level draft design drawings and cost estimates for the remaining park elements below. These drawings will support 2026/2027 grant applications and establish a full park design consistent with the approved concept plan. Design Element Scope of Work (SOW) Village Clock & Landscaping Planning level draft design and cost estimate. Historic preservation architect preferred DAR Fountain & Sulphur Springs Planning level draft design, drainage and soil study, historic restoration approach, and improved ADA access Walking Paths Planning level engineering design following original layout where possible; must be ADA compliant Retaining Wall / Clock Planter Planning level draft design; stone must match bandstand base Parking & Access Planning level draft design Split-Rail Fencing (rear edges) Planning level draft design Pedestrian Entrance (stone column) Planning level draft design a. GIS and Drawing Data a. All GIS data submitted in ArcGIS or DOS-approved format, with formal metadata b. All design files submitted in original software format (CAD or equivalent) plus JPG b. Bidding Assistance a. Preparation of all required bid materials (technical specs and drawings; Mohawk Valley Economic Development District, Inc. (MVEDD) will handle front end of contract b. Attend a pre-bid meeting with the village and prospective contractors c. Assist with outreach to certified good firms with experience relevant to the project Phase II — Future Work (Not Included in Contract) Phase II is the construction of improvements. The planning documents and construction drawings from Phase I will be used to secure Phase II funding. The Village anticipates hiring for construction administration and inspection at that time. Please include an optional fee for Phase II construction and site inspection services in your proposal so the Village can plan. MVEDD will assist with the bid contract. The consultant will provide technical specifications and drawings. Proposal Requirements: Applicants’ proposals must include the following: a. Cover Letter - firm name, contact person, phone, email, and list of subcontractors with roles b. Team Qualifications - org chart, project manager identified, resumes for key personnel. Note: a structural engineer and a historic preservation architect (or equivalent sub) must be on your team. c. Work Plan - for each task above: your approach, key milestones, deliverables, and timeline d. Fee Proposal: a. Not to exceed total fee b. Breakdown by task and by firm (prime + subs) c. Reimbursables listed separately (travel, printing, etc.) e. Optional fee for Phase II construction administration/inspection f. Similar Project Experience - comparable projects with design and construction management g. Work Samples - min. 2, submitted as PDF or link h. References - min. 3, from similar projects completed in the past 5 years (name, phone, email) RFP Schedule: · Availability of RFP: 06/16/2026 · Walkthrough of project area: 06/24/2026 o 11:30AM, meet at the corner of Main/Church Streets · All questions due by email: 06/25/2026 · Responses to questions posted: 06/29/2026 · Proposal due: 07/08/2026 · Interviews conducted (if needed): 07/09/2026 – 07/16/2026 · Consultant selected and notified: 07/22/2026 · Anticipated project start: 07/28/2026 How to Submit: Electronic submission is preferred: a. Email to Mayor Rick Spencer at mailto:[email protected] b. Subject line: “Spring Park RFP” Hard copies (if preferred): a. Two complete copies, hand delivered or mailed to: 118 Main Street, Richfield Springs, NY 13439 a. All proposals must be received by 03:00 PM on July 8, 2026. No materials will be accepted after this deadline. b. Questions must be submitted by email to Mayor Spencer by the questions deadline. All Q&A will be posted publicly on the village website. All submissions become the property of the village and NYS DOS upon receipt. Selection Criteria a. The village will evaluate proposals based on: a. Quality and clarity of proposed approach b. Team qualifications and relevant experience c. Past performance on similar projects d. Fee b. The village reserves the right to interview finalists. All consultants and subcontractors must be approved by the NYS Department of State. The contract will be awarded to the most qualified firm representing best value. New York Forward Required Program Conditions a. MWBE Goal: 30% The village and Department of State have established an overall goal of 30% for NYS Certified Minority and Women-Owned Business Enterprises (“MWBE”), comprised of specific goals of 15% for NYS Certified Minority-Owned Business Enterprises (“MBE”) participation and 15% for NYS Certified Women-Owned Business Enterprises (“WBE”) participation. For purposes of providing meaningful participation by NYS Certified MWBEs and achieving the Contract Goals established, the selected consultant should reference the directory of New York State Certified MWBEs can be found at the following internet address: https://ny.newnycontracts.com/FrontEnd/VendorSearchPublic.asp Where NYS Certified MWBE goals have been established herein, the consultant must document “good faith efforts” to provide meaningful participation by NYS Certified MWBEs as subcontractors or suppliers in the performance of the Contract. In accordance with Section 316-a of Article 15-A and 5 NYCRR §142.13, the consultant acknowledges that if the consultant is found to have willfully and intentionally failed to comply with the MWBE participation goals set forth in the DOS contract, such a finding constitutes a breach of contract and the consultant shall be liable to the village for liquidated or other appropriate damages, as set forth herein.). b. SDVOB Goal: 6% The Village and Department of State have established an overall goal of 6% for NYS Certified Service-Disabled Veteran Owned Businesses (“SDVOB”). For purposes of providing meaningful participation of 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 NYS Certified SDVOBs in the purchasing of commodities, services and technology in the performance of their contracts with the Department. For assistance with engaging NYS Certified SDVOB vendors in your contracts, please contact the Division of Service-Disabled Veterans' Business Development at the following email address: [email protected] or [email protected] Directory: https://sdves.ogs.ny.gov/business-search Insurance a. The selected consultant must provide workers’ compensation and liability insurance as required, listing the village as an additional insured. Other Conditions a. Any modifications to this RFP will be issued in writing to all proposers. Spoken instructions and conversations are not legally binding. b. All documents and correspondence are public information subject to FOIL. Confidential materials should be clearly marked. c. The village reserves the right to accept or reject any or all proposals, waive technicalities, or cancel the RFP process at any time. d. All costs of proposal preparation are borne by the respondent. The village is not liable for any preparation costs. Questions & Contact Mayor Rick Spencer [email protected] 118 Main Street, Richfield Springs, NY 13439 Grant Administration Support: Heather Devitt, MVEDD [email protected] 26 W. Main Street, Mohawk, NY 13407 Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 6.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 15.00% WBE Goal: 15.00%