Project Information

Bid Title

RFQ - ERIE BASIN MARINA: Recreational, Marina and Hospitality Facilities Operations

Issuing Agency

City of Buffalo

Location

New York

Published Date

Dec 2, 2025

Closing Date

Dec 10, 2025

Government Level

State & Local

Status

Closed

Original Source

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Project Description

Bid Title:	RFQ - ERIE BASIN MARINA: Recreational, Marina and Hospitality Facilities Operations
Category:	Public Works, Parks & Streets
Status:	Open

Publication Date/Time: 11/20/2025 12:00 AM Publication Information: NYS Contract Reporter Closing Date/Time: 12/10/2025 3:00 PM Related Documents: RFQ Erie Basin Marina 11-20-25 EBM Questions and Responses 11-26-25 Addendum 1 - RFQ EBM Addendum 2 - RFQ EBM

Attachment Preview

Request for Qualifications

ERIE BASIN MARINA:

Recreational, Marina and Hospitality Facilities Operations

Christopher P. Scanlon

Mayor

Nolan R. Skipper

Acting Commissioner

Department of Public Works, Parks & Streets

RFQ Date: November 20, 2025

Page 1 of 51

On behalf of the City of Buffalo, the Department of Public Works, Parks & Streets will be

accepting qualifications for an operator of Erie Basin Marina’s (hereafter referred to as the

“Marina”) recreational, marina and hospitality facilities. A more detailed description of the

services to be provided can be reviewed in Attachment A.

Anticipated Schedule

RFQ Posted

Questions regarding the RFQ are Due

Answers to be Posted by

Responses to RFQ are Due

Anticipated Selection

Contract Negotiation and Council Review

Executed Contract

11/20/25

11/24/25 @ 5:00p.m. EST

11/26/25

12/3/25

12/5/25

December 2025

January 2026

Instructions for Submitting Qualifications

1) Qualifications for this project are due by 5:00p.m. EST on December 3, 2025.

2) Respondents shall provide a cover letter, signed by an authorized representative of the

company. The letter will constitute that the Respondent authenticates it is willing and

able to perform the services described in this Request for Qualifications (RFQ) and in

their response submittal. The cover letter must explain the Respondent’s

understanding of the City’s intent and objectives. It must discuss the Respondent’s

project management and operational approach to deliver the scope of services as well

as any additional relevant factors for the City’s consideration.

a. The cover letter must also acknowledge that the Respondent accepts the general

terms and the City’s reservation of rights included in Attachment C of this RFQ

as well as an acknowledgement of acceptance of the insurance and

indemnification provisions included in Attachment D of this RFP.

3) A brief description of the Respondent’s company/business , including, but not limited

to, office location(s), professional services provided, and relevant operating

experience with respect to City’s objectives in the RFQ. Respondents with multiple

offices must identify the principal office from where the proposed staff for this

assignment would operate. Staffing details shall include the following:

a. Availability of local staff to fulfill the primary staff positions required for the scope

of work and proposed compensation for those positions,

RFQ Date: November 20, 2025

Page 2 of 51

b. Capacity to provide staff and financial resources for project deliverables.

c. The City reserves the right to negotiate additional staffing, and their

compensation based on available funding.

4) Notwithstanding the foregoing, Respondent shall not have the right to engage

subcontractor(s) and or contractor(s) without prior written approval from the

Commissioner of the Department of Public Works, Parks and Streets (hereinafter

defined “DPWSP”), which said approval shall be given or conditioned or denied in the

sole discretion of the Commissioner.

5) Respondent must provide summary descriptions of similar operations management

experience that demonstrates the experience of their company/business.

6) Respondent must provide a summary of the experience of all staff personnel who will

be assigned to the services described in this RFQ.

a. Prior experience of personnel in the operation of recreational marina/hospitality

facilities.

b. Respondent should identify all persons, by name and title, who will oversee and

complete work outlined in the RFQ’s stated objectives. The duties and

responsibilities of those persons should be clearly stated.

c. Hourly and overtime pay rates for all persons identified shall be included by title

for 2026 and following year.

7) Lump sum and/or not to exceed hourly costs are to be provided as further detailed in

Attachment A, and fee schedule in Attachment E.

8) Respondent shall submit its plan to comply with MBE / WBE goals defined in Executive

Order #16-04, included as Attachment B.

9) Respondent shall include its responses to the Vendor Responsibility Questionnaire,

Respondent shall submit an additional electronic copy to Don Poleto, Senior Engineer,

DPWPS, DPoleto@buffalony.gov. The maximum file size is 10MB.

RFQ Date: November 20, 2025

Page 3 of 51

City’s Designee for Communication

For the purposes of this solicitation, the City’s Designee shall be Don Poleto, Senior

Engineer, DPWPS, (716.851.5636, DPoleto@buffalony.gov).

Questions regarding the Request for Qualifications shall be directed in writing to the City’s

designee only. Any impermissible contact with any other City officer or employee of the City

regarding the RFQ during this procurement period shall result in the rejection of such

Respondent’s qualifications. Respondents shall communicate in writing only via email to the

email address listed in the RFQ. No other communications with the City’s designee regarding

the RFQ are permitted during the procurement period.

All questions, requests for clarification, or additional information must be sent in writing by

email to DPoleto@buffalony.gov and must be received no later than November 24, 2025 at

5:00p.m. EST. All questions and answers will be posted on the City website.

Questions received from all Respondents will be answered in writing by the City’s Designee.

No other officers, employees, or representatives of the City are to be contacted regarding this

RFQ . The City accepts no responsibility for, and the Respondent agrees not to rely upon any

non-written statements or representations by the City’s Designee nor verbal or written

statements or representations from any other person, whether or not employed by the City.

Addenda and Modifications

The City reserves the right, in its sole discretion, to amend this RFQ at any time prior to the

deadline for submission of the proposals. In the event that it becomes necessary to revise or

expand upon any part of this RFQ, all addendums, amendments, and interpretations will be

posted to the City’s website. It is the sole responsibility of the Respondent to monitor the City’s

website for any such addendums, amendments, interpretations, and/or modifications.

All addendums, amendments, interpretations, and/or modifications shall be deemed to have

been incorporated as part of this RFQ as though they were originally set forth in this RFQ. No

addenda will be issued later than twenty-four (24) hours prior to the date and time for the

receipt of offers, except an addendum withdrawing the RFQ, or addenda for postponement of

the due date and/or time. The City does not assume any responsibility for the receipt of

information sent to any Offeror. City reserves the unilateral right to cancel this RFQ and

reserves the right to decide not to award any contract at all.

Selection Process and Criteria

The City’s objective in soliciting qualifications is to enable the City to select a respondent that

will provide high quality and cost-effective services to the City and its residents. The City will

consider qualifications only from respondents that, in the City’s sole judgment, have

demonstrated the capability and dedication to provide high quality services to the City in the

manner described in this RFQ. Qualification statements will be evaluated by the City on the

basis of which respondents are the most valuable to the City based on experience and other

factors considered.

RFQ Date: November 20, 2025

Page 4 of 51

If the City determines to make any selection, it will do so based on all of the evaluation factors

set forth in this RFQ. Each proposal must satisfy the objectives and requirements detailed in

this RFQ except as otherwise stated. Successful respondents shall be determined by an

evaluation of the total content of the qualifications submitted. The City reserves the right to

decline any of the responses to the RFQ. The City shall not be obligated to explain the results

of the evaluation process to any respondent.

A selection committee comprised of City Staff will be established to evaluate all respondents

packages based on the following criteria:

Related Experience / References

30%

Project Team Availability / Resumes of Key Personnel

20%

Fee Schedule

20%

Project/Operations Approach

10%

Minority Employment & Business Opportunities

15%

Female Employment & Business Opportunities

5%

List of Attachments

Attachment A

Attachment B

Attachment C

Attachment D

Attachment E

Attachment F

Proposed Scope of Services

Executive Order #16-04

City of Buffalo Reservation of Rights

Insurance and Indemnification Provisions

Respondent Form

Vendor Responsibility Questionnaire

RFQ Date: November 20, 2025

Page 5 of 51

Commodity Codes

• NAICS 561210Facilities Support Services

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