RFP - B.E.S.T. Program-Community Outreach 2024-27

Agency:	City of Buffalo
State:	New York
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 541690 - Other Scientific and Technical Consulting Services 541990 - All Other Professional, Scientific, and Technical Services
Posted Date:	Mar 8, 2024
Due Date:	Apr 5, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Request for Proposals

B.E.S.T. PROGRAM-COMMUNITY

OUTREACH

City of Buffalo

2024-2027

March 8, 2024

RE: Request for Proposals

2024-2027 City of Buffalo

B.E.S.T. Program – Community Outreach and Education

The City of Buffalo Department of Public Work, Parks, and Streets, Division of Parks and

Recreation is seeking a qualified firm to provide services necessary for the community outreach

and education component of the Buffalo Equity in Street Trees (B.E.S.T.) Program, as identified

in Scope of Services. The firm shall have the necessary expertise, personnel, and facilities to

perform the services as a consultant for this project.

Any contract resulting from this solicitation will be awarded to that responsive and responsible

firm whose proposal conforms to the solicitation and will most effectively meet the needs of the

City. The City will take into consideration level of effort, technical qualifications, responsiveness

to objectives identified under Scope of Services, efficiency, and cost. Selection of a proposal that

will serve as the basis of negotiation for the award of the contract will be accomplished in

accordance with all State rules and regulations and is pending formal grant agreement from

USDA Forest Service. The resulting contract will be for the summer/fall of 2024.

Summary of Project

The B.E.S.T. Program will concentrate on growing and managing the city’s urban forest through

the long-term to ensure that all residents may reap the health, social, and environmental benefits

that trees and tree canopy cover offer. The program will increase street tree planting and

maintenance efforts and focus education and community outreach exclusively within identified

Climate and Economic Justice (CEJ) areas. To amplify the voices of historically

underrepresented communities in urban forestry planning, and ensure resident buy-in, the

selected firm shall implement Community Partners and Ambassador Programs. Through this

partnership, B.E.S.T. aims to foster equitable community participation in environmental justice

initiatives. Resident support and participation will be critical to ensure equity and diversity in

community leadership and a voice in the urban forestry planning process.

Scope of Services

The selected firm, in coordination with the City, shall implement a large-scale, multi-year

community outreach and education program focused on spreading awareness of the value of tree

planting and maintenance. The plan will disseminate knowledge of the benefits of trees and a

robust tree canopy and engage residents in the planning and implementation stages of the

program. The goal is to increase the number of residential street tree planting requests submitted

to the City in the defined CEJ areas through community outreach strategies such as

neighborhood level, in-person community meetings and development of Community

Partnerships and implementation of an Ambassador Program.

The following request for proposals shall be published in the City of Buffalo City Record and on

the City of Buffalo Website on the following date: Friday, March 8, 2024.

CITY OF BUFFALO

DEPARTMENT OF PUBLIC WORKS, PARKS, AND STREETS

DIVISION OF PARKS AND RECREATION

REQUEST FOR PROPOSALS

A mandatory pre-proposal meeting will be held in Room 505 in City Hall two (2) weeks prior to

the due date.

Sealed proposals for: B.E.S.T. Program – Community Outreach and Education

will be received by the Commissioner of Public Works, Parks, and Streets, Room 502 City Hall,

Buffalo, New York, 14202, UNTIL FOUR P.M. LOCAL TIME ON:

FRIDAY, April 5, 2024

The following RFP will be made available on the City’s Website. Proposal documents may be

examined and obtained, at no cost, at the Department of Public Works, Parks, and Streets, City

Hall, 65 Niagara Square, Room 505 – City Hall, Buffalo, New York, 14202, from 9:00 A.M. to

4:00 P.M. weekdays from March 8, 2024, through April 5, 2024.

The City of Buffalo is requesting proposals from qualified individuals and firms to provide

necessary services for 2024-2027 B.E.S.T. Program – Community Outreach and Education. The

City’s objective in soliciting a Request for Proposals is to enable it to select a Respondent that

will provide the greatest value, quality, and cost-effective services to the citizens of Buffalo.

PROPOSERS SHALL COMPLY WITH ALL APPLICABLE LOCAL LAWS AND

ORDINANCES.

The City of Buffalo reserves the right to reject any and all proposals and to waive any

informalities therein.

Any questions on this project should be referred to:

Ross Hassinger, City Forester

Department of Public Works, Parks, and Streets

Division of Parks and Recreation

65 Niagara Square

Room 505 City Hall

Buffalo, New York

Phone: (716) 851-4170

Andrew R. Rabb

Deputy Commissioner of DPW, Parks and Recreation

Consulting services shall be described below.

SCOPE OF SERVICES

ITEM 1: COMMUNITY ENGAGEMENT MANAGER

1. The selected firm shall have experience in and a demonstrated capacity for direct

community organizing. The firm shall have a team that is diverse and brings a variety of

skill sets to produce and manage all required areas of the scope of services. The firm shall

assign a Community Engagement Manager to the B.E.S.T. Program – Community

Outreach and Education.

a. Qualifications and expertise to be considered:

i. Facilitation of conversation surrounding Program goals

ii. Project management skills

iii. Use of creative and responsive participatory planning activities, leading to

consensus building

iv. History of direct community involvement

2. Focus neighborhoods and communities shall be located within the CEJ areas as illustrated

in Exhibit A. The firm shall adhere to and provide a program schedule as per outline in

Exhibit B.

ITEM 2: COMMUNITY PARTNERS PROGRAM

1. Community Partners, such as faith-based and/or civic organizations, will be sought by the

Community Engagement Manager to learn and understand the value of the health, quality

of life, and environmental benefits trees provide. The goal would be to understand and

address barriers to participation in tree planting opportunities, and to build trust and share

information. Community Partnerships will be integral to shaping the stories told and to

build enthusiasm for the B.E.S.T. Program. They may also play a pivotal role in their

long-standing relationship with the City of Buffalo.

2. Funding would be used to compensate community organizations for their participation in

education and outreach; a minimum of 2 entities. Proposers should include detailed

planning if preference is for additional entities.

ITEM 3: AMBASSADOR PROGRAM

1. The Ambassador Program will consist of individuals as identified through community

members, including respected elders, board members, community associations, etc. These

individuals will help the City of Buffalo and its selected firm to identify residents

interested in having street trees in front of their homes, encourage them to attend

workshops, and recruit volunteers. Once the trees are planted the ambassadors may

monitor the trees and serve as a point of contact for the City of Buffalo and the selected

firm with any concerns regarding tree health and establishment. The program would

evolve and be customized to reflect the unique need of CEJ area neighborhoods and the

communities that live there.

2. Stipends for at least 4 Ambassadors. Proposers should include if detailed planning if

preference is for additional individuals.

ITEM 4: MEETINGS AND EVENTS

1. The selected firm shall assign Community Engagement Manager to attend and assign

Ambassadors, as appropriate, to planned engagements as coordinated through the City’s

Office of Strategic Planning, Division of Citizen Services, and BPD as outlined below.

Any travel expenses shall be the responsibility of the firm and included within item 4,

Meetings fee.

2. Forecasted Office of Strategic Planning engagement meetings for 2024 to be coupled

with B.E.S.T. ambassador program attendance below, total meetings/events estimated at

31 meetings, 5 Buffalo Police Department District days, and 33 clean sweeps. Please

note, this is an example of meetings in a calendar year, actual meetings are subject to

change.

a. Envision Neighborhoods – 10 Engagement Events + additional events (ex.

Juneteenth). Description: The project began in the early spring of 2022 to help

Mayor Byron Brown reach his goal of addressing the needs of underserved and

minority communities in the city. Through a series of community conversations

and surveys, the staff with the office of strategic planning works to understand the

priorities and needs of the residents in the community, to help guide and

determine future development at the neighborhood level throughout the City of

Buffalo.

b. Legacy Cities – 4 Engagement Events (usually 1 every three months).

Description: The City of Buffalo is one of five cities participating in the 2023-

2024 Legacy Cities Community of Practice program through the Lincoln Institute

of Land Policy. The Community of Practice is an 18-month long program that

aims to support cities in understanding land use issues and implement equitable

place-based solutions. With support from a team of interdisciplinary experts, the

City of Buffalo and its partners will produce a neighborhood development

strategy focused on infill housing within the Hamlin Park and Masten Park

neighborhoods that will include several community meetings.

c. River Rock Connections – 3 Engagement Events (1 for finalized plan, 2 for

intersection improvements design project with DPW). Description: The River

Rock Connections Project is focused on determining the opportunities and

feasibility within the Riverside and Black Rock communities of achieving multi-

modal access/connectivity to waterfront parks, complete streets that include more

opportunities for pedestrians, bicyclists and transit riders, and multi-use trails that

traverse neighborhoods.

d. Climate Action Plan – 4 engagement events (2 in person, 2 virtual). Description:

The City of Buffalo has begun developing a Climate Action Plan that will include

at least four engagement events in 2024, two in-person workshops and two virtual

meetings.

e. Smart Growth – Estimated 4 engagement events. Description: Final scope

pending but tbd ahead of contracting. Intended to be a holistic neighborhood

redevelopment plan targeted in four East Buffalo planning neighborhoods:

Delavan-Grider, MLK Park, Genesee-Moselle and Broadway-Fillmore.

f. Grant Street Corridor Plan – Estimated 2 engagement events. Description:

Planning efforts are focused mainly on infrastructure improvements, but inclusive

of small business support and placemaking opportunities along Grant Street in the

Upper West Side from Forest Avenue to Arkansas.

Bid Title:	RFP - B.E.S.T. Program-Community Outreach 2024-27
Category:	Public Works, Parks & Streets
Status:	Open

RFP - B.E.S.T. Program-Community Outreach 2024-27

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