Open Space Designer and Community Engagement Consultant Pomonok Houses (PMN)

Request for Proposal

Contractor

Open Space Designer and Community Engagement Consultant

Pomonok Houses (PMN)

Type: Request for Proposal (RFP)

Contract Title: Open Space Designer and Community Engagement 

Consultant (Contractor)

Eligible Applicants: For-Profit and/or Non-Profit Organizations/Individuals

Compensation: Up to $47,500 inclusive of consultant fees

Contract Term: Up to two (2) years

Number of Contracts: One (1) 

Expected Start Date: May 2025

Mandatory Site Visit: Tuesday, April 29, 2025, at 9:30 a.m. EDT

Questions Due: Tuesday, May 6, 2025, at 6:00 p.m. EDT

Answers Published: No later than Tuesday, May 13, 2025, at 5:00 p.m. EDT 

at https://www.communityfund.nyc/opportunities/

RFP Response Deadline: Friday, May 23, 2025, at 11:59 p.m. EDT

Organizational Overview

The Fund for Public Housing, Inc., d/b/a Public Housing Community Fund (PHCF), was founded as a nonprofit (501c3) organization in 2016 to support the New York City Housing Authority (NYCHA) and its residents. The Fund creates and leverages resources and relationships to enhance the opportunities and quality of life for NYCHA residents, while uplifting the importance of public housing to our city.  The Fund aims to engage people and partners to build a stronger, more equitable New York City by investing in public housing communities. We invest in programs focused on leadership development, financial empowerment, community health, and workforce training for residents of the NYCHA community.

NYCHA, the largest public housing authority in North America, was created in 1935 to provide decent, affordable housing for low- and moderate-income New Yorkers. NYCHA is home to roughly 1 in 17 New Yorkers across over 177,000 apartments within 335 housing developments. NYCHA serves over 310,000 residents through the conventional public housing program (Section 9), over 39,000 residents at developments that have been converted to PACT/RAD, and over 102,000 families through federal rent subsidies (the Section 8 Leased Housing Program). In addition, NYCHA connects residents to opportunities in financial empowerment, business development, career advancement, and educational programs. With a housing stock that spans all five boroughs, NYCHA is a city within a city. 

About New York City Housing Authority (NYCHA) and NYCHA’s Architecture & Engineering Services Department

NYCHA's Architecture and Engineering Services (AES) Department is responsible for implementing NYCHA’s Connected Communities program, which advances the agency's participatory design practices, site planning and policy, and implementation of public-private partnerships. The program's award-winning Connected Communities Guidebook and Open Space Masterplan provide a comprehensive urban design approach and facilitate fundraising and partnership projects toward modernizing NYCHA's open spaces. The program works with City agencies as well as private and non-profit partners to execute these projects that lead to resilient communities and elevate residents' quality of life. 

Project Background

Per the awarded United States Department of Housing and Urban Development (HUD) grant, this project includes the renovation of an existing playspace at the Pomonok Houses campus in Queens. The work includes renovating an existing playspace located between 67-20 and 67-33 Parsons Boulevard, into a vibrant and accessible playground with updated play equipment to serve the needs of youth residents. The site and its program have been identified by resident leaders and community members based on their knowledge of the campus and the needs of their neighbors. The designs for these spaces will include resident participation following the principles outlined in the NYCHA’s Connected Communities guidelines.

This project has been made possible by a generous Community Project Funding (CPF) grant from Congresswoman Grace Meng (NY-6) awarded in 2024.

Responsibilities of the Contractor

The Contractor will be responsible for facilitating resident-engaged design workshops, preparing construction and bid documents, and providing project management and construction administration services –  see below for additional details. Over the duration of this project, the Contractor will report to the PHCF’s Executive Director and Director of Capital Projects, and, as directed, to NYCHA’s Asset and Capital Management Unit.

The Contractor will be responsible for providing the following design and related services for both open sites that conform to a total maximum construction budget of $390,000 inclusive of all upgrades and equipment. This project assumes a 13-month timeline for design and construction, including a five (5) month design phase, a three (3) month bid and contractor selection phase, and a five (5) month construction phase. 

1. Resident Engagement and Outreach 

• Work collaboratively with diverse stakeholders, including residents, advisory groups, and municipal agencies
• Schedule and implement in-person workshops for residents
• Engage stakeholders throughout all project phases, including design iterations, construction milestones, and adjustments based on community input

1. Design, Project Management, and Construction Administration

• Conduct site analysis of physical conditions, historical and cultural context
• Produce detailed design drawings, illustrative renderings, and sketches 
• Obtain design approval with NYCHA and PHCF project teams
• Prepare construction and bid documents of final approval design
• Identify and retain specialty design and consultant services as needed
• Provide project management through all stages of design and construction, including attendance of regular meetings and preparation of documentation

1. Project Documentation

• Provide regular progress updates and milestone reviews
• Maintain comprehensive project process documentation, including design iterations and final deliverables
• Obtain necessary photo and video release waivers from subjects as required

The Contractor will also be responsible for adhering to NYCHA’s health and safety standards, any and all related HUD rules and regulations, and all terms of PHCF’s licensing agreement with NYCHA, including required insurance and bonding. 

Applicant Eligibility

The Fund is open to proposals from individuals, small groups, or qualified entities, including for-profit companies and/or non-profit organizations. 

Minimum Qualification Requirements

Below are the minimum qualification requirements for this work:

• Experience: Demonstrated experience in designing and implementing open space design projects, community engagement projects, or similar initiatives 
• Expertise: Expertise in conducting participatory processes that involve community members in design decisions, ensuring resident-informed designs
• Portfolio: A portfolio showcasing previous work that includes open space design and/or community-based installations.
• References: At least one reference from previous clients or communities where similar projects have been successfully completed
• Understanding of Community: Understanding of the local community's history, culture, and values, demonstrated through past projects or proposals
• Compliance: Compliance with local regulations, including permits and environmental considerations for open space improvements
• Team: Clearly defined roles and qualifications of the team members who will be involved in the project, including designers, community engagement specialists, etc.
• Budget and Schedule Management: Experience in managing budgets for similar projects, ensuring efficient use of resources without compromising quality

Preferred Qualifications

• Prior experience working with NYCHA or another housing authority

• Minority, women, and veteran-owned businesses (MWBE/SDVOB)

Contract Term and Compensation

The Contractor will be awarded one (1) contract for up to two (2) years not to exceed $47,500:

• Contract will be deliverable based with milestones
• Compensation not to exceed $47,500 inclusive of all required consultant fees
• The Contract is expected to be awarded in May 2025

Questions and Answers

All questions regarding this Request for Proposal should be submitted via email to openspace@communityfund.nyc with the subject line: NYCHA PMN RFP – Questions. 

Questions must be received by Tuesday, May 6, 2025, at 6:00 p.m. EDT. All questions will be answered directly and published with answers publicly on the Fund’s website at communityfund.nyc no later than Tuesday, May 13, 2025, at 5:00 p.m. EDT. The Fund will not answer any questions regarding this Request for Proposal by phone or any other method than described above. All questions will be made public along with answers on the Fund’s website. 

All applicants are required to attend a site visit on Tuesday, April 29, 2025 at 9:30 a.m.

Proposal Requirements

1. Cover Letter (maximum 1 page)

Cover letter should explain why the Proposer is interested in this work and the strengths and level of commitment the Proposer brings to the project.

1. Qualifications & Experience (maximum 2 pages)

Proposers should describe relevant experience and qualifications to perform the work described in this RFP, specifically responding to the qualifications outlined as Minimum and Preferred Qualifications above. Include a brief history of the organization and demonstrate the organizational capacity to meet the objectives of this project and relevant experience in community engagement, working in NYCHA (if applicable), experience designing open spaces, and your design process, including pictures of previous design and engagement programming in the final single PDF document.

1. Proposed Approach (maximum 2 pages)

Proposers should outline an approach to executing the proposed project within the allocated timeline and budget. Include a high-level schedule, staff plans, community engagement and design process.

1. Resumes of Key Staff (maximum 5 pages)

Resumes for key staff who will be working on this project should be included, with indication of any positions for which Contractor will need to hire to complete the project.

Additional/Preferred Requirements: 

• Evaluation and Feedback Mechanisms: Outline how you will gather feedback from community members throughout the project and evaluate the success of this project in meeting its objectives
• Inclusivity and Accessibility: Detail strategies to ensure the renovated open spaces are accessible to diverse community members, including those with disabilities or language barriers – this could involve considerations like multilingual signage, ADA compliance, and universal design principles
• Community Partnerships: Describe any existing or proposed partnerships with local community organizations, schools, or cultural institutions that will enhance community engagement and project outcomes

All components of the proposal must be formatted with one-inch margins, single spaced, in a standard 12-point font. Proposals should be submitted as a single PDF document.

Responses are due by Tuesday, May 23, 2025, at 11:59 p.m. EDT by email to openspace@communityfund.nyc with the subject line: Open Space Designer and Community Engagement Consultant Proposal-PMN.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

1. Strength and relevance of Proposer’s qualifications and experience, including a history of successful community engagement and design efforts
2. Creativity and thoroughness of Proposer’s approach to completing the project
3. Capacity to start the project in a timely manner
4. Demonstration of commitment to delivering high-quality, implementable designs that can be sustained in resident communities
5. Pictures showcasing previous design and engagement programming should be included

The Fund for Public Housing, Inc., d/b/a Public Housing Community Fund, provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Enclosures: 

• Project site plans and photographs
• Insurance requirements