Employment Opportunities

Request for Proposals (RFP) 

Grant Consultant Services – Deadline: 5/31/24  (download RFP)

Architectural & Engineering Services – Deadline: 5/31/24

(download RFP)

Architectural & Engineering Services – Deadline: 5/31/24

(download RFP)

The Northern Berkshire Community Coalition [nbCC] is issuing a Request for Proposals [RFP] from qualified Architectural & Engineering professionals to provide interior & exterior design related to the redevelopment of a 18,000 square foot building & 0.5 acres of exterior space that nbCC owns. This project, the nbCC Community Center Project [#1986] is located at 192 State Street, North Adams, MA. 

Scope

Scope of work shall consist of the redevelopment and renovation of the existing structure and outdoor space at 192 State Street, North Adams into a safe, healthy, accessible, and comfortable community center, convening space, and working environment for nbCC staff to serve the 38,000+ residents and community members of northern Berkshire County. 

Within the scope of work, nbCC expects to receive drawings [concept, bidding, and construction], development of specifications, oversight, site visits, assistance in tendering and bid review, evaluation of materials proposed as alternatives to specifications, and any special testing [i.e. soil, asbestos, air quality, HVAC performance]. 

Instructions

Proposals will be received until 6:00pm on May 31, 2024 via email to Amber Besaw, Executive Director, Northern Berkshire Community Coalition, at ABesaw@nbccoalition.org. All submitted materials should be in pdf format. 

General Proposal Requirements

The specifications outlined in this RFP will be made a part of any agreement entered into between nbCC and the selected individual or firm. All proposals should follow the format specified below. Applicants should base their submittals on the details of this RFP, especially the “Scope” and “Services Requested”, along with any information provided in any addenda that may be issued. 

1. Cover Page: The proposal shall include the RFP Title, date of submission, company name, address, email, and telephone numbers. This page should also include the main point of contact name. 
2. Resume(s), Qualifications, and Experience: This section contains an overview of the submitter’s education background, training, and experience in architectural design and engineering. A list of all Consultant’s staff who will be participating in the project should be provided. This should include a description of their responsibilities, qualifications and experience history. Specifically, detail your experience with federal and state funded public projects, community center design, ADA accessibility infrastructure, and historic building renovation projects. List up to five (5) like projects which you designed and worked with an independent project manager to complete. 
3. Consultant’s References: Provide at least three, but not more than five, entities that you have provided architectural and engineering services for in the last five years. Please include the following information: Name of entity, type of entity (i.e. government, non-profit, etc.), current contact information, description of service provided for each entity, and length of service that was provided or will be provided (for current contracts) to each stated entity. 
4. Pricing: The proposal shall include a complete scope of services and all associated costs and an explanation of how fees are calculated. Describe in detail the fee structure you propose for providing architectural and engineering services: hourly, by position, per element, etc. The Consultant should submit a per hour fee for additional services. Any additional fees performed by authorized subcontractors shall be detailed. Project expenses such as legal fees, engineering fees, market studies, photographs, surveys, etc. to be performed by authorized subcontractors shall be detailed. 
5. Certification: The submitter will provide a certification that the statements contained in the proposal are true and correct to the best of their knowledge. Please include a response to one or more of the following: The vendor has no exceptions to nbCC’s scope of work; The vendor has proposed modifications to nbCC’s scope of work; The vendor has exceptions to nbCC’s scope of work. 
6. Additional Attachments: All other attachments, i.e. required forms, company information, etc. or any additional information to be included with the proposal. Provide any additional information you would like nbCC to consider and any value-added goods or services nbCC might be interested in. 

This Request for Proposal is not an offer of a contract. Receipt of a proposal neither commits nbCC to award a contract to any party, even if all requirements stated in this proposal are met, nor limits nbCC’s right to negotiate in its best interest. nbCC reserves the right to contract with a submitter whose proposal is determined to be in the best interest of our organization. nbCC reserves the right to reject any and all offers received. 

Expenses incurred in the preparation of proposals in response to this Request for Proposals are the submitter’s responsibility. 

All proposals are subject to review by administrative staff, building committee, board of directors and associated agency partners of nbCC and information herein should not be considered confidential in nature. Submitters are responsible for providing 10 hard copies of the RFP packet and additional materials to nbCC, for review by the Building Committee and Executive Director. 

Subcontracts

Any subcontracted services proposed by the submitter shall be described and information provided as to the nature of the services the subcontractor provides as it relates to this proposal. The submitter shall include the name of the subcontractor, describe prior business relationships with these firms, the experience and qualifications of said entities, and describe methods the consultant will employ to manage the subcontractor. The financial and legal relationship between the submitter and the subcontractor must be described in the proposal and approved by nbCC prior to initiation of the contract. Submitters and their subcontractors must comply with all confidentiality laws and will be responsible for standard insurance requirements, which are part of these specifications. 

Consultant Status

The Consultant agrees that its relationship to nbCC, or any of its departments or staff, is that of an independent contractor. The consultant agrees that it will conduct itself in a manner consistent with such status, that it will neither hold itself out as, nor claim to be, an officer or employee of nbCC by reason hereof, and that it will not make any claim, demand or application to, or for, any right or privilege applicable to an officer or employee of nbCC, including but not limited to, workers compensation coverage, disability, unemployment insurance benefits, social security coverage, or retirement membership or credit. 

Questions

Any interested party may submit in writing via email to abesaw@nbccoalition.org questions regarding this RFP and proposed services not later than 5:00 pm on May 10, 2024. All questions will be answered in writing, via email response, to the sender.

 

Grant Consultant Services – Deadline: 5/31/24  (download RFP)

The Northern Berkshire Community Coalition [nbCC] is issuing a Request for Proposals [RFP] from qualified professional Grant Consultation Service providers to assist with the identification of grant opportunities, to develop grant applications on behalf of nbCC, and to advocate for nbCC’s grant application(s) with the appropriate funding agencies, to meet needs related to the development of a 18,000 square foot building that nbCC will become the tenant and operator of. 

nbCC is seeking to contract with an individual or firm that specializes in the management of the overall grant process and can assist nbCC by contributing critical, specific, grant seeking capacity to maximize the process of resource acquisition towards the funding goals. 

Scope 

This is a part-time contract role. nbCC is looking for a comprehensive and aggressive approach to grant research, grant writing, and grant advocacy. It is the intention of nbCC to apply for grants which support design, engineering, pre-construction, construction work, and interior that will result in a community resource center that offers a portfolio of supports, convening space, programs, and agency access in a fully ADA accessible building in the heart of North Adams, MA. The ideal Grant Consultation Services provider will be motivated, knowledgeable, experienced and self-motivated towards providing this critical grant seeking capacity needed. 

The goal of this scope of work is to apply for and be awarded capital resources to fulfill a large portion of the capital need required for the redevelopment of the historic S. B. Dibble Lumber mill into a highly accessible, prominent community resource center and convening space to serve the 38,000+ residents and community members of Northern Berkshire County. With a full development budget of approximately $8 million, grant seeking and awards will be critical in meeting the needs of this effort. 

Instructions 

Proposals will be received until 5:00pm on April 15th, 2024 via email to Amber Besaw, Executive Director, Northern Berkshire Community Coalition, at ABesaw@nbccoalition.org. All submitted materials should be in pdf format. 

General Proposal Requirements 

The specifications outlined in this RFP will be made a part of any agreement entered into between nbCC and the selected individual or firm. All proposals should follow the format specified below. Applicants should base their submittals on the details of this RFP, especially the “Scope” and “Services Requested”, along with any information provided in any addenda that may be issued. 

1. Cover Page: The proposal shall include the RFP Title, date of submission, company name, address, email, and telephone numbers. This page should also include the main point of contact name. 
2. Resume(s), Qualifications, and Experience: This section contains an overview of the submitter’s education background, training, and experience in grant writing and working with State, Federal and Foundation-based agencies. A list of all Consultant’s staff who will be participating in the project should be provided. This should include a description of their responsibilities, qualifications and experience history in the identification and preparation of grants for non-profit organizations and/or building development. Specifically, detail your experience with federal, state and foundation grants for social service agencies, community centers, ADA accessibility infrastructure, historic building renovation projects, and capital campaign support. List up to five (5) grants which you developed, detailing the funding source, amount requested, and amount funded. 
3. Grant Funding Research: Provide a narrative that explains how you or your organization conducts grant funding research. Include details on the process, information sources, end product, and turn-around time for completing grant research. Consultants should include descriptions of how they determine grant readiness and under what circumstances would you recommend an agency not pursue a given grant program. 
4. Methodology: The consultant should submit a detailed plan of the procedure for assessing the availability of grants and how a typical grant project would proceed, including other services requested. Describe the methodology/approach to be used to identify the needs of nbCC which would be eligible for funding through grants, including whether costs will be hourly or per grant written and submitted. Detail the procedure you would utilize in identifying grants which would address the needs identified by nbCC; the involvement and role of nbCC staff and resources in the grant writing process; and the process you would utilize to prepare the actual grant application. Please include a sample monthly progress report that nbCC would expect to receive. 
5. Consultant’s References: Provide at least three but not more than five entities that you have provided grant writing services for in the last five years. Please include the following information: Name of entity, type of entity (i.e. government, non-profit, etc.), current contact information, description of service provided for each entity, and length of service that was provided or will be provided (for current contracts) to each stated entity. 
6. Pricing: The proposal shall include a complete scope of services and all associated costs and an explanation of how fees are calculated. Describe in detail the fee structure you propose for providing grant writing services: hourly, per grant, by position, per element, etc. The Consultant should submit a per hour fee for additional services. Any additional fees performed by authorized subcontractors shall be detailed. Project expenses such as legal fees, engineering fees, market studies, photographs, surveys, etc. to be performed by authorized subcontractors shall be detailed.

7. Certification: The submitter will provide a certification that the statements contained in the proposal are true and correct to the best of their knowledge. Please include a response to one or more of the following: The vendor has no exceptions to nbCC’s scope of work; The vendor has proposed modifications to nbCC’s scope of work; The vendor has exceptions to nbCC’s scope of work. 
8. Additional Attachments: All other attachments, i.e. required forms, company information, etc. or any additional information to be included with the proposal. Provide any additional information you would like nbCC to consider and any value-added goods or services nbCC might be interested in. 

This Request for Proposal is not an offer of a contract. Receipt of a proposal neither commits nbCC to award a contract to any party, even if all requirements stated in this proposal are met, nor limits nbCC’s right to negotiate in its best interest. nbCC reserves the right to contract with a submitter whose proposal is determined to be in the best interest of our organization. nbCC reserves the right to reject any and all offers received. 

Expenses incurred in the preparation of proposals in response to this Request for Proposals are the submitter’s responsibility. 

All proposals are subject to review by administrative staff, building committee, board of directors and associated agency partners of nbCC and information herein should not be considered confidential in nature. 

Services Requested 

nbCC is seeking a grant writing consultant to assist nbCC with all aspects of the grant writing process. nbCC will rely upon the grant writing consultant’s expertise and experience, as nbCC does not have dedicated grant writing staff. The proposed services must include, but not need be limited to, the following: 

1. Create a Strategic Plan: The consultant will create a Strategic Plan for grant research and funding to be pursued in keeping with nbCC’s development goals and objectives. This process will include coordination with nbCC’s staff, leadership and board to assess the validity of current goals and determine future funding goals and how to best achieve them. 
2. Research Available Opportunities: The consultant will conduct research to identify grant resources that support nbCC’s funding needs and priorities, including but not limited to the following areas: 
3. ADA Accessibility 
4. Social Service Facility Infrastructure 
5. Energy Efficiency 
6. Fire Suppression Systems 
7. Design and Engineering 
8. Pre-Construction 
9. Utilities Infrastructure 
10. Safety and Security 
11. HVAC Systems and Efficiencies 
12. Historic Building Adaptive Reuse 
13. Interior Finishes/Technology/Appliances/Equipment 

Research will include all available governmental and non-governmental grant opportunities that support nbCC’s priorities on an ongoing basis for the duration of the contract period. Detailed written grant summaries will be provided to the Executive Director that outline prospective grant opportunities and include an evaluation of these opportunities including, but not limited to, an explanation of the program, due dates, the amount of funding available, key requirements of the grantor, cash match requirements, the level of competitiveness of the program, and an assessment of the readiness of nbCC to take on the grant, if awarded. 

3. Grant Writing: The consultant will complete all grant applications presented to and identified by nbCC in accordance with the guidelines established by the funding agencies. Grant writing will be on a continuing basis for the duration of the contract period. This includes all necessary follow up with governmental, non-governmental, and legislative agencies in support of applications submitted on behalf of nbCC, as well as advising on technical requirements and criteria associated with grants. Consultant will assist with developing logic models, evaluation plans, and obtaining data needed to support proposals. A copy of each grant application submitted is to be provided to the Executive Director. When grant applications are required to be submitted by nbCC directly, the Consultant shall provide a complete application package ready for signature and final submission by nbCC no later than 48 hours of the application deadline for submission. 
4. Grant Review: The consultant may be requested to provide review services for grant applications that are prepared by nbCC staff. The purpose of such a review process is to improve the grant document and give constructive criticism or improvement. This review may extend to proper grammar and syntax used within grant narratives. 
5. Reporting: The consultant will submit a monthly report to the Executive Director detailing all activities undertaken by the consultant on behalf of nbCC. The monthly report will summarize the amount of time expended and describe activities undertaken during the previous month. The report should include all grants recommended, grants awarded, grants submitted and pending approval, grant applications-in-progress, and any grants denied with relevant feedback received. The Consultant will be expected to assign a primary point-of-contact/liaison to respond to questions by the Executive Director or nbCC staff. The liaison may be required to attend board meetings upon request by nbCC. 

Selection Process 

nbCC will make its selection based on its review of the proposals submitted. The criteria will include qualifications, experience, fee structure, and ability to meet the needs of nbCC. nbCC reserves the right to reject any and all of the proposals, and to waive informalities in the proposals to the proposal process. nbCC may interview selected submitter(s). nbCC further reserves the right to award the contract to other than the lowest bidder if such action is deemed in the best interest of nbCC. nbCC reserves the right to consider other factors not named here in making its decision. 

Proposals will be evaluated on the following criteria utilizing a point system as outlined below

1. Management Capabilities 20 points 
2. Fee/Compensation Arrangements 25 points 
3. Qualifications / Experience 25 points 
4. Ability to Meet nbCC’s Needs 30 points 
5. Other information provided (Bonus) 5 points 

nbCC may also take into account any other factors it deems necessary in evaluating each proposal. Submission of a proposal indicates acceptance by the firm of the conditions contained in the RFP unless clearly and specifically noted in the proposal submitted and confirmed in the contract between nbCC and the firm selected. The selection of a firm will not guarantee any minimum hours of service unless explicitly agreed to in the contract. 

Contract Term 

The term of this contract is for an initial period of (6) months, anticipated dates of May 1, 2024 through October 31, 2024. NbCC and the consultant may mutually agree to renew and continue this agreement for additional periods at the same prices, terms, and conditions. 

Subcontracts 

Any subcontracted services proposed by the submitter shall be described and information provided as to the nature of the services the subcontractor provides as it relates to this proposal. The submitter shall include the name of the subcontractor, describe prior business relationships with these firms, the experience and qualifications of said entities, and describe methods the consultant will employ to manage the subcontractor. The financial and legal relationship between the submitter and the subcontractor must be described in the proposal and approved by nbCC prior to initiation of the contract. Submitters and their subcontractors must comply with all confidentiality laws and will be responsible for standard insurance requirements, which are part of these specifications. 

Consultant Status 

The Consultant agrees that its relationship to nbCC, or any of its departments or staff, is that of an independent contractor. The consultant agrees that it will conduct itself in a manner consistent with such status, that it will neither hold itself out as, nor claim to be, and officer or employee of nbCC by reason hereof, and that it will not make any claim, demand or application to, or for, any right or privilege applicable to an officer or employee of nbCC, including but not limited to, workers compensation coverage, disability, unemployment insurance benefits, social security coverage, or retirement membership or credit. 

Reporting and Invoicing Requirements 

Activity reports as detailed in the scope of services must accompany the monthly invoice and shall be designed to ensure accountability and performance. At a minimum, the monthly report should include the following details: 

– Number of grant applications started, written, pending, and awarded 

– Description of the technical assistance provided to nbCC, if any 

– Status of funding research activities to date 

Each billing invoice shall include, but not be limited to, documentation and/or reports as required to support appropriate program expenses. Recipients of nbCC funds must agree to comply with all regulations governing contracts with nbCC and all applicable state or federal regulations. 

Questions 

Any interested party may submit in writing via email to abesaw@nbccoalition.org questions regarding this RFP and proposed services not later than may 15th, 2024. All questions will be answered in writing, via email response, to the sender.