Mohawk River Historic Water Trail Consultant RFP Page 1 Request for Proposals Erie Canal

P.O. Box 219, Waterford, NY 12188  518-237-7000  www.eriecanalway.org

Request For Proposals Erie Canal – Mohawk River Historic Water Trail Consultant

I. INTRODUCTION a. Purpose

The Erie Canalway National Heritage Corridor (“ECNHC”), and its non-profit affiliate Erie Canalway Heritage Fund, Inc. (“ECHF”), seek creative proposals from a qualified development consultant (“Provider”) to provide leadership, technical support and coordination in the development of the Erie Canal – Mohawk River Historic Water Trail (“HWT”).

This project will focus on enhanced water trail planning along an approximately 128-mile segment of the Erie Canal and Mohawk River between Rome, NY and Waterford, NY with the three primary goals of:

 Increase access to recreational opportunities on the Erie Canal and Mohawk River  Increase awareness of the recreational opportunities, particularly the unique opportunities and challenges on the Erie Canal and Mohawk River  Increase connections between the Erie Canal, Mohawk River, historic sites and communities through education and interpretation

The project will expand upon work by the New York State Canal Corporation, the Erie Canalway National Heritage Corridor, the National Park Service (NPS) Rivers, Trails, and Conservation Assistance (RTCA) Program, and a U.S. Department of Interior (DOI) America’s Great Outdoors (AGO) initiative in the New York Finger Lakes Region. This project will be the first large-scale implementation of lessons learned in earlier projects and will serve as a model for water trail development throughout four branches of the New York State canal system.

b. Background: Erie Canalway Heritage Fund, Inc./ Erie Canalway National Heritage Corridor

In 2000, the United States Congress established the Erie Canalway National Heritage Corridor to recognize the national significance of the Erie Canal. The Erie Canalway Corridor (“Corridor”) encompasses the 524 miles of the navigable New York State Canal System, including the Erie, Cayuga- Seneca, Oswego, and Champlain Canals, and their historic alignments. There are more than 230 communities in 23 New York counties with over 3.2 million residents within the 4,834-square-mile National Heritage Corridor.

The mission of the ECNHC is to plan for, encourage and assist historic preservation, conservation, recreation, interpretation, tourism, and community development throughout the Corridor in a manner

Erie Canal – Mohawk River Historic Water Trail Consultant RFP Page 1 that promotes partnerships among the Corridor’s many stakeholders, and reflects, celebrates and enhances the Corridor’s national significance.

The ECNHC leverages its unique assets to revitalize and advance the entire region. Working in partnership with agencies, organizations and communities, ECNHC promotes the Corridor as a world- class tourism destination, showcases and preserves the region’s cultural history and superb recreational resources, and offers exceptional educational experiences for area schools and visitors. Its diverse portfolio of accomplishments includes: engaging more than 20,000 students in educational programs at historic canal sites and museums, securing listing on the National Register of Historic Places for the canal system, installing interpretive and wayfinding signs throughout the Corridor, and providing a suite of visitor information to facilitate visitation.

The Erie Canalway Heritage Fund, Inc. is a 501(c)(3) tax-exempt nonprofit organization that works hand-in-hand with the federally-appointed Erie Canalway Commission.

c. Contract Term It is anticipated that work will begin in May 2016 and conclude no later than September 30, 2016 (unless otherwise mutually agreed upon).

d. Minimum Qualifications Companies submitting bids should have sufficient and demonstrated experience providing the requested services. If sub-contractors will be used, please indicate those components of the contract that they will fulfill.

II. PROJECT SCOPE a. General Scope The role of the development consultant will be to, while working in cooperation with the ECNHC/ECHF, perform tasks and develop project deliverables as outlined in this RFP. Proposals must provide a detailed outline for fulfilling the primary objectives of this contract.

b. Objectives The primary objectives of this project include the following:

Scope of Services for this contract will include tasks to be completed in support of these goals. In addition to proposals from a qualified development consultant, the ECHF requires the consultant’s guidance, technical support and coordination to assist in achieving the above stated objectives.

c. General Conditions The Provider will work closely with the ECNHC/ECHF staff, and its partners, to achieve the project goals. The Provider will be solely responsible for project deliverables to be completed and submitted to the ECHF on, or before, September 30, 2016 (unless otherwise mutually agreed upon).

As part of the project development process, the Provider will be responsible for communicating with representatives of several agencies and organizations associated with the project. Identified stakeholders

Erie Canal – Mohawk River Historic Water Trail Consultant RFP Page 2 include, but are not limited to: Fort Stanwix National Monument; the NPS RTCA program; New York State Canal Corporation; several National Historic Landmarks; key municipal partners; and businesses along the Erie Canal and Mohawk River including canal-oriented services and tourism-related industry such as outfitters, liveries, restaurants, hotels, etc. It will be important during visioning of the historic water trail that the Provider familiarize itself with existing regional water trails, communicate with localized water trail efforts, and consider connectivity with these trails during development of the Erie Canal – Mohawk River Historic Water Trail Plan.

Furthermore, the ECNHC/ECHF and the NPS RTCA maintain an abundance of examples of water trail documents that will assist the Provider with visioning for the project deliverables. These products will be shared and reviewed with the Provider as examples of what the ECNHC/ECHF looks to achieve in the form of project deliverables.

The New York State Canal Corporation and the ECNHC/ECHF will make available current inventory data on access sites and related facilities, historic sites, and commercial interests that are relevant to water trail planning.

Limited travel within the project area may be required. Use of volunteers not employed by the selected Provider, and knowledgeable of the Corridor, is encouraged especially where on-water investigation and facility assessment is necessary.

III. SCOPE OF WORK The below listed tasks are provided in support of the primary goals and objectives of the Erie Canal – Mohawk River Historic Water Trail development. The following tasks will be completed by the Provider, in consultation with the ECNHC/ECHF, as part of this RFP.

a. Task 1 – Trail Development Research i. Summary The Provider will gather information, perform research, and conduct interviews to help inform water trail development and the planning document. ii. Sub-tasks 1. Review select examples of previously developed planning documents and completed water trails across the U.S. 2. Review previously developed water trail information for the approximately 128-mile target segment of the Erie Canal/ Mohawk River within the project planning area. 3. Compile current inventory data on access sites and related facilities, historic sites, and commercial interests relevant to water trail planning. 4. Conduct research on the approximately 128-mile target segment of Erie Canal/ Mohawk River for existing facilities (launches, campsites, lodging options, parking, merchants, etc.), areas deficient in facilities, visitable historic sites, and assess conditions of facilities 5. Conduct interviews of stakeholders (both individuals and groups) knowledgeable of the target segment including canoe, kayak, and paddleboard clubs and livery operators, tour guides, municipal officials, and knowledgeable individuals to help characterize the historic water trail a. Facilitate at least one (1) face-to-face stakeholders meeting 6. Organize and conduct on-water investigation that will help characterize paddling segments including some portions of the river that are bypassed by canal land-cut sections

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b. Task 2 – Create A Planning Document i. Summary The planning document (“Plan”) will describe the vision of the historic water trail, the goals of the project, and implementation steps (short, medium and long-term) to complete the Erie Canal – Mohawk River Historic Water Trail. The Plan will be intended for use by the ECNHC/ECHF, its partners, and local municipalities to assist in the short and long term development and implementation of best practices along the HWT. The Plan shall address these primary topics: inventory of facilities; analysis of inventory; identification of facility deficiencies; recommendations for addressing facility gaps and needs; recommendations for new sites and site-specific upgrades; design recommendations (with images or diagrams, site layout) for paddler access, carries and accommodations at locks; recommendations for signage of trail, facilities, and sites; overall trail map; segment maps identifying inventoried facilities.

The Plan should be concise, clear and easy to understand; it should be colorful and graphic in nature; and is expected to be a living document that can be revised as needed throughout the planning and development process.

Facilities data, in geodatabase form, will ultimately be utilized to expand and enhance online mapping and a geographic database of features and facilities along the historic water trail segment of the canal.

c. Task 3 –Develop Brochure i. Summary As part of creating awareness and promoting the use of the trail, a brochure for the general public will be created. The purpose of the brochure will be to increase paddlers’ awareness of the HWT, provide basic information regarding the water trail, and to direct potential historic water trail users to a designated webpage for the HWT for the most up-to-date information. In addition to a map and general description of the system, the brochure will provide navigational and safety information that is especially relevant to paddlers using a working waterway with locks, moveable dams, and other features that they may not typically encounter in lake and river paddling.

d. Task 4 – Develop Map Templates i. Summary Downloadable trail maps of paddling segments and guide pages will be a key component of the historic water trail project. As part of this RFP, the Provider will design a template for map and guide page layout. This template will provide a consistent presentation of trail segment information in a format that is paddler-friendly (size, organization, etc.). Specific HWT and paddling information will ultimately be populated by information collected as part of Task 1 and Task 2 and available in GIS-compatible format, such as an ESRI Shapefile or a File Geodatabase.

IV. PROJECT DELIVERABLES The following are project deliverables due to the ECNHC/ECHF on later than September 30, 2016 (unless mutually agreed upon, in writing). All deliverables shall have a consistent design to established identity/branding of the ECNHC/ECHF. Graphic layout and design of project deliverables will be designed in coordination with, and approved by, the ECNHC/ECHF.

a. Plan The principle deliverable for this contract will be a comprehensive report that will include the following information: a brief context statement and summary of water trails in the U.S.; overall project goals; identification of the facilities and condition of those facilities currently available to non-motorized boaters (including canoe, kayak, rowboats, scull/shells and paddleboard); recommendations for new

Erie Canal – Mohawk River Historic Water Trail Consultant RFP Page 4 facilities and infrastructure to support non-motorized boating; recommendations for design/best practices of new facilities; identification of resources along the trail (including lodging, restaurants, markets, specialty vendors for paddlers, medical facilities, etc.); guidance for paddlers of the trail (including how to ‘lock-through’, recommended gear, weather stations, river stations, proper boating etiquette; boating rules and regulations, etc.); National Monuments and National Historic Landmarks along the trail; state and local historic sites along the trail; important contact information for facilities listed in the plan; paddle segments and characterization of the segments; overview trail map with individual segment maps; recommend next steps for trail development including recommended facilities, recommended signage, creation of additional collateral for trail users, and public information campaign to inform users of recreation opportunities; develop conceptual designs for key site improvements at locks and other engineered waterfronts, to accommodate launches/landings, carries, boat/equipment lockers, and other facilities helpful to water trail users.

b. Historic Water Trail Brochure A brief brochure will increase awareness and promote use of the trail. Topics shall include: what paddlers can expect while on the trail; a basic trail map; basic segment information; safety information including lock-through guidance; contacts for more information (web address). Tri-fold, 3”x9” format (4-6 pages), or similar style, should be considered for this deliverable.

c. Segment Maps A detailed template for downloadable segment maps will be produced.

V. PROPOSAL FORMAT AND CONTENT a. Part I- Technical and Management Submittal The following is a list of information that must be included in each response. The Erie Canalway Heritage Fund, Inc. reserves the right to disqualify a proposal that does not include all of the information required below. i. Cover Letter A cover letter must be signed by the individual or individuals authorized to bind the contractor. The letter must indicate for each signatory that the signer is so authorized and the title or position the signer holds in the contracting organization. The cover shall include the following: 1. The organization’s name, nature of organization (e.g., corporation, partnership, etc,), location of main office, mailing address, telephone numbers, email addresses, and the name and above listed contact information of the person within the organization who will be the primary contact concerning the proposal. 2. A statement that the proposal is irrevocable for 60 days from the date when proposals are due, or longer by mutual agreement. 3. A statement that the organization is ready, willing, and able to provide the proposed services in a timely manner upon reasonable notice. 4. A statement that, if awarded the contract, the provision of services to the Erie Canalway Heritage Fund, Inc. will not create a conflict of interest. If it is believed that a conflict, or even the potential of conflict of interest may arise, the nature of the conflict should be described.

ii. Title Page A title page including the company name, address, telephone number, and the name of a primary contact person for the submittal.

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iii. Table of Contents A Table of Contents that organizes the content of the submittal.

iv. Executive Summary A concise summary of the company’s key staff, experience, qualifications, and interest in working with the ECNHC/ECHF.

v. Statement of Qualifications Each proposal shall contain the following information regarding qualifications to provide the requested services: 1. A brief history and description of organizational structure including size, scope of services, capability and area(s) of specialization. 2. Detailed documentation of qualifications and experience related to the scope of work required by the RFP. 3. Concise resumes of key management and supervisory personnel who will be directly assigned to provide the services to the Erie Canalway Heritage Fund, Inc. and a description of the specific function each will perform. This information should include each individual’s qualifying experience to perform the services assigned and his/her position and length of service. 4. Identification of items that may require sub-contractors, including the use of minority or women-owned business enterprises (M/WBEs). 5. At least three (3) client references including a description of the size, total dollar value, and specific services provide to each client to which the organization provided services within the past three (3) years. Specify the name, address, telephone number and email of the individual responsible at the client organization for the supervision of such services.

vi. Statement of Proposal Each proposal should address each specified task including a proposed schedule of implementation and milestone deliverables. This narrative should be as specific as possible.

VI. CRITERIA FOR EVALUATION OF PROPOSALS a. General The Evaluation Committee will evaluate each proposal using the criteria for selection set forth below, not necessarily in priority order: i. Familiarity with water trails ii. Familiarity with the Corridor iii. Overall philosophical approach to work plan and timeline iv. Total cost and detailed fee schedule v. Demonstrated record of experience and capability vi. Availability of the lead person(s) and other staff who would be assigned to provide services vii. Overall completeness, clarity, quality and responsiveness of the proposal to the RFP

VII. ADMINISTRATIVE SPECIFICATIONS

a. Erie Canalway Heritage Fund, Inc. Rights to Proposals The Erie Canalway Heritage Fund, Inc. retains all rights to submitted proposals.

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b. Method of Payment Submittals should include requested payment milestones and amounts.

c. Inquiries and Additional Information Please direct inquiries and requests for additional information to:

Mr. Brian Yates, Program Manager Erie Canalway Heritage Fund, Inc. P.O. Box 219 Waterford, NY 12188 (518) 237-7000 Ext. 220 [email protected]

d. Proposal Submission All submitted proposals should be received at the Erie Canalway Heritage Fund, Inc. Offices by 4:00pm on Friday, April 29, 2016. Please submit ten (10) hard copies of each proposal submittal to one of the addresses below.

Submission of proposals: Sent via US Post Office: Hand or overnight deliveries Do NOT send to this address if using (such as Fed Ex or UPS): overnight deliveries such as Fed Ex or UPS. Note: Do NOT send to this address if HWT RFP using the US Post Office. c/o Erie Canalway Heritage Fund, Inc. HWT RFP P.O. Box 219 c/o Erie Canalway Heritage Fund, Inc. Waterford, NY 12188 1 Delaware Avenue Cohoes, NY 12047

NOTE: Faxed or emailed submissions will not be accepted.

e. Schedule of Key Events and Key Dates March 29, 2016 Release of RFP April 15, 2016 Deadline for written questions April 29, 2016 RFPs must be received by Erie Canalway Heritage Fund, Inc. by 4:00pm May 13, 2016 Target date to notify selected Provider May 2016 Work on Project authorized to begin (estimated) September 30, 2016 Project completion and project deliverables submitted on, or before

f. Meetings In addition to staff of the ECNHC/ECHF being available to the Provider via telephone and email, it is anticipated that a series of regularly scheduled monthly meetings will be established, in addition to as- needed meetings, during the Contract Term.

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