Request for Proposals/Qualifications - U.S. EPA Brownfield Assessment Grant Writing and Implementation Services

REQUEST FOR PROPOSALS

U.S. EPA Brownfield Assessment Grant Writing and Implementation Services

RFP Release Date: October 12th, 2026

RFP Response Date: November 13th, 2026

Addendum 1 Date: October 27th, 2026

GENERAL INFORMATION

The Buffalo Trace Area Development District (BTADD), through this Request for Proposal (RFP), is seeking a qualified environmental consulting firm to provide grant application assistance to obtain U.S. EPA Brownfield Grant funding and, if a grant is awarded, then implementing and achieving the goals as defined within the subsequent U.S. EPA Cooperative Agreement (CA) and Work Plan(s). Environmental assessments funded by the grant will determine the nature and extent of contamination, helping prepare priority sites for future redevelopment. The intent of this RFP is to comply with US EPA federal qualifications-based procurement requirements as updated for 2026.

BTADD is requesting the following approach in response to this RFP from qualified environmental consulting firms:

A qualified consultant will provide grant application assistance, environmental inventory enhancements, community involvement activities, and grant implementation related to the United States Environmental Protection Agency (US EPA) Community Wide Assessment grant or Coalition Assessment grant as part of the US EPA Brownfields Grant Competition for FY27 and FY28. The successful consulting firm will bring experience, comprehensive technical skills, a collaborative style, and insight into a partnership with BTADD to refine and potentially implement this grant and explore other grants and brownfield initiatives as additional competitive processes for funding are announced.

The initial steps of the grant application process will be to collaborate with BTADD and interested BTADD counties and cities, identify potential brownfield sites in priority redevelopment areas, collaborate and develop community wide planning efforts that can be implemented, and assist in writing and submitting an EPA Brownfield Assessment grant application(s). BTADD's desired outcomes are to successfully identify and assess brownfields sites, develop an ongoing and sustainable brownfields program with federal and state funding, prepare sites for successful redevelopment by cities and developers, and bring economic vitality to BTADD.

The contract resulting from this proposal will be for four (4) years. BTADD may amend or extend this contract beyond the initial 4 years to accommodate the terms and conditions of this Community-wide Assessment Grant or future EPA grants awarded to BTADD within a four-year period, provided a market survey is conducted appropriately. The contract period will begin after contract approval. The services requested under this RFP will be funded through EPA grant funds for grant implementation, only if funds are awarded. The contract maximum will be set after determination of the scope of work based primarily on the EPA approved work plan(s) and budget. The contract maximum is the cap for contractual services, including both professional fees and expenses.

Proof of acceptable insurance in accordance with the requirement outlined in the RFP shall accompany the response. No bid bond, payment bond, or performance bond is required for this contract. Submission of a signed submittal by the Respondent constitutes acknowledgment of and acceptance of all document terms and conditions of this RFP and the EPA Cooperative Agreement.

BTADD may waive informalities or technicalities and reserves the right to reject any and all proposals or parts found to be unsatisfactory or not in its best interests. Furthermore, BTADD reserves the right to cancel any order or contract for failure of the successful firm to comply with the terms, conditions, and specifications of this request and/or contract.

BTADD shall not, in any event, be liable for any pre-contractual expenses incurred by the Proposers in the preparation of their proposals. Proposers shall not include any such expenses as part of their proposals.

Pre-contractual expenses are defined as expenses incurred by the Proposer in:

Preparing its proposal in response to this RFP;

Submitting that proposal to BTADD;

Negotiating with BTADD on any matter related to this RFP; or

Any other expenses incurred by the Proposer prior to the date of execution of the proposed agreement.

Payments will be made no more than monthly for work specified and completed and in accordance with the budget developed.

TECHNICAL SPECIFICATIONS

Activities Funded Under this Request for Proposals

This RFP is to solicit a consulting firm who will be expected to provide a wide range of services to BTADD for the application and potential implementation of the US EPA Brownfield Assessment Grant. The successful consulting firm is expected to perform many tasks, including but not limited to, the following:

Assist BTADD with grant application material and components towards the goal of submitting a completed grant application with all necessary research, analysis, and information

Assist BTADD in collaborating with local units of government, community-based organizations, and identified partners/stakeholders, by acting as an expert resource and providing information about brownfield assessment and remediation.

Provide guidance to BTADD on which type of assessment grant to pursue.

Assist BTADD in compiling any associated demographic data to bolster the grant application.

Assist BTADD as needed with the solicitation of letters of support from the State of Kentucky, community-based organizations, and other area stakeholders.

Assist BTADD in facilitating community outreach activities as needed to enhance the grant application.

Assist BTADD in prioritizing and selecting the appropriate sites to include in the grant application consistent with the objective of the EPA Brownfield Assessment Grant program.

Attend meetings and provide professional expertise in discussions regarding preliminary selection of focus sites and updates on grant application progress. The project work will be completed exclusively and collaboratively with BTADD and EPA Project Managers.

Provide assistance with revision and resubmittal of application(s) as part of the FY 2027 competition, if the initial applications are unsuccessful.

Grant implementation tasks, if awarded and contracted to consultant, may include but are not limited to the following:

Provide assistance with the development of U.S. EPA required project work plan(s) for a cooperative agreement for applications that are successful.

Conduct project work in accordance with EPA-approved work plans.

Prepare and maintain schedules and budgets for all assigned grant activities.

Conduct and oversee site assessments and prepare appropriate technical reports (printed and electronic formats) required by the U.S. EPA and additional state and local agencies as deemed necessary for each site.

Conduct and oversee comprehensive site investigations, including sample collection and laboratory analysis.

Provide work updates and information to all stakeholders as requested by the BTADD Project Manager.

Evaluate cleanup options and conduct risk assessment analysis and provide cost estimates on selected sites.

Prepare a written Quality Assurance Project Plan (QAPP) in compliance with U.S. EPA regulations.

Deliver to the BTADD Project Manager completed Phase I and Phase II ESA reports, site investigation reports, response action plans, and other environmental reports or plans required under the applicable Kentucky environmental regulations.

Provide project management, implementation, and technical oversight in compliance with State rules, regulations, and guidelines.

Offer professional advice regarding environmental issues associated with land reuse and/or redevelopment.

Provide regulatory and financial information as needed.

Deliver to the BTADD Project Manager completed Market Studies and Reuse Plans.

Attend meetings of BTADD and advisory committees as requested.

Prepare presentations to provide information about the project's progress as requested.

Assist with community-wide inventory of potential hazardous substance and petroleum brownfields sites, including working with BTADD staff to update necessary GIS data.

Develop preliminary budget, financing options, and implementation plan for cleanup and reuse.

Complete contaminant characterization and risk assessments as determined necessary following Phase II activities (as funds allow).

Develop comprehensive community outreach and public involvement program(s).

Provide assistance with the development of comprehensive community outreach and public involvement program(s).

Provide public and private opportunities for stakeholder participation throughout all phases of projects.

The Brownfield Assessment Grant application and implementation activities will be developed under the direction of BTADD.

Project Budget

As part of the response to the RFP, please prepare budget costs for grant application assistance, environmental inventory enhancements, community involvement, and grant implementation in alignment with the required project activities, using 80% of the total project award. The total budget anticipated for grant implementation is $500,000. If awarded, the selected firm and/or individual will work with BTADD to negotiate and finalize a detailed project budget consistent with the awarded scope of work and in compliance with applicable EPA grant requirements. BTADD and the successful consulting firm will develop budgets for assessment activities at individual sites as the project progresses and prospective sites are identified.

Project Management

The successful consulting firm, under the direction of the BTADD Project Manager, will:

Assist BTADD in writing the text for the grant application.

Compile any associated demographic data to bolster the grant application.

Assist BTADD with solicitation of letters of support from stakeholders.

Evaluate potential redevelopment sites in BTADD counties and cities based upon priority areas identified in the Comprehensive Plans.

Facilitate community outreach activities as needed to enhance the grant application and fulfill grant activities.

Define work plan tasks in conjunction with BTADD and BEP.

Coordinate grant-related project activities with BTADD, City, State, and U.S. EPA Region 4 staff for U.S. EPA grants.

Preparation of Work Plans

Consultant's work will be supervised and approved by the BTADD Project Manager. If grants are awarded, the EPA cooperative agreement compliant work plans typically include:

Scope of work organized by logical work tasks.

Subcontractors used by the consultant and identification of their project roles.

Detailed project budget for each major task and subtask.

Time-phased project schedule listing major tasks, target dates, and delivery of work products.

Reporting Requirements

The following reports shall be prepared by the consultant and submitted to the Project Manager for approval, if grants are awarded:

Submission or updating of information in the U.S. EPA ACRES reporting system for assessed sites.

Draft and final work plans for specific sites as deemed necessary.

Technical memoranda, as requested by BTADD.

Other grant-related reports required by the U.S. EPA, other federal and/or State of Kentucky agencies, and BTADD.

PROPOSAL REQUIREMENTS

General Instructions for Preparing and Submitting a Proposal

Proposals must be submitted in written form (two copies). Proposals shall be enclosed in a sealed envelope, labeled "US EPA Brownfield Assessment Grant Writing and Implementation Services RFP/RFQ." Written proposals should be limited to ten (10) pages, excluding a maximum of five (5) resumes, limited to two (2) pages each. Written proposals should be limited to ten (10) pages, excluding the following items: a single cover page, a single-page cover letter, a single-page table of contents, a maximum of five (5) resumes, limited to two (2) pages each, and the project budget and related justifications, limited to a total of two (2) pages combined. Standard advertising brochures should not be included in the proposal. Please index and sequentially number all pages throughout or by section. The type and necessity of binders and covers will be at the Consultant's discretion. The submittal should be clear and understandable when reproduced in black and white.

Two (2) original paper format submittals must be submitted by 4:30 p.m. EST/ 3:30 p.m. CST, on November 13th, 2026. Submit all questions relating to the RFP in writing via email to Kristie Dodge, Community Development Director, at kdodge@btadd.com. All questions and clarifications submitted to BTADD regarding the RFP will be answered promptly and replied to all consulting firms receiving this RFP. All questions must be submitted by 4:30 p.m. EST/ 3:30 p.m. CST on November 6th, 2026. Questions submitted after the deadline will not receive a response. Any changes to this RFP will be made by BTADD through a written addendum. No verbal modification will be binding.

Submittals received after the deadline will not be considered.

The mailing address is: Attn: Kristie Dodge, Buffalo Trace Area Development District, PO Box 460, Maysville, KY 41056

The hand delivery address is: Attn: Kristie Dodge, 201 Government St., Suite 300, Maysville, KY 41056

The selected consultant will assume responsibility for all services offered in the proposal, including any services provided by subcontractors. Further, BTADD will consider the consultant to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. The consultant is responsible for adherence by the subcontractors to all provisions of the contract.

Proposal Content

Consultants are asked to submit concise qualifications describing their capacity to write successful grant applications, successfully implement and manage site investigation projects, and their experience with similar projects. All requested information is required. These proposals should include a clear outline of how the firm would help BTADD complete a successful grant application(s), meet the requirements of the U.S. EPA brownfields assessment grants (if awarded), and provide detailed responses to the following items:

1. Identification, Qualifications and Key Staff:

Provide the firm name, address of the office responsible from which the work will be performed, and the name and email address of the contact person authorized to negotiate for the associated work.

List all proposed sub-consultants and the percentage of work to be performed by the prime consultant and each sub-consultant.

List the Project Manager and other key staff members, including key subconsultant staff and the percent of time the Project Manager will be committed to the contract. Include resumes for key staff members responsible for work to be performed. Address the ability of the key staff members to perform project deliverables and the staff qualifications relative to the required deliverables.

Describe the capacity of consultant staff and their ability to perform the work in a timely manner relative to present workload.

Detail outreach strategies, stakeholder engagement methods, and budget allocations

Define any and all perceived conflicts of interest and how those would be handled. We recognize a number of our consultants work for other clients in the five-county BTADD region and that BTADD may be operating in a regulatory manner with some of those clients. BTADD is also aware that many consultants work directly for and with BTADD counties and cities, and we may be working on sites within these communities. Please explain any of these situations and relationships and how they can be handled to the benefit of all.

2. Project Approach

Provide a description of your project approach relative to the advertised services. For all deliverables address your firm's technical understanding of project or services, cost containment practices, innovative ideas and any other relevant information concerning your firm's qualifications for the project.

3. Attachments

Project budget and justifications.

Resume(s) of proposed Project Manager and other key staff members that would have a major role in the project deliverables.

Any materials that help to display a specific expertise or skill that is relevant to the project.

Evaluation Criteria

BTADD will review the consulting firm's proposals with the following criteria in mind:

Successful track record in obtaining grant funding

Expertise related to relevant project components

Firm and staff experience related to environmental assessments

Cleanup and redevelopment planning

Project Approach

Ability to facilitate public outreach activities

Demonstrated ability to provide comprehensive and innovative environmental services

Cost Reasonableness

BTADD reserves the right to accept or reject proposals on any basis it deems appropriate.

Time Schedule

The timeline for completion of this Request for Proposals is outlined below.

October 12th, 2026: Formal announcement date for RFP

November 6th, 2026: Deadline for submission of questions regarding the RFP

November 10th, 2026: Deadline for BTADD to post answers to submitted questions

November 13th, 2026: Deadline for submittal of proposals

November 13th - December 14th, 2026: Proposal evaluation period

November 13th - December 14th, 2026: Anticipated contract award date (BTADD reserves the right to cancel and/or modify the RFP dates at any time).

Evaluation and Notification of Award

Following the proposal opening, BTADD will conduct its evaluation of the timely received proposals in accordance with the requirements and evaluation criteria established in the RFP. BTADD anticipates selecting a consultant by December 14th, 2026. Should either party fail to execute a contract within 30 days of notification of award, BTADD reserves the right to rescind the award and select services from another interested firm. BTADD reserves the right to complete the evaluation and award process earlier or later than the anticipated date when permitted by applicable law, federal requirements, and the terms of the RFP.

No offeror shall be deemed selected for award solely because its proposal was opened or received.

BTADD reserves the right, in accordance with applicable federal and Kentucky procurement requirements, to modify, extend, postpone, or cancel any date or activity associated with this RFP.

Any material change to the RFP, including a change to the proposal submission deadline, proposal opening date, evaluation schedule, or award schedule, will be communicated through a written addendum or other formal procurement notice and will be provided to prospective offerors in a manner consistent with applicable procurement requirements.

BTADD will not make material changes to the solicitation requirements through oral communications. Offerors are responsible for reviewing all issued addenda and incorporating applicable requirements into their proposals.

Withdrawal, Submission, and Receipt of Applications/Proposals

Applicants may withdraw their application or proposal at any time prior to the submission deadline by providing written notice to BTADD. After the submission deadline, applications or proposals may not be withdrawn for the purpose of modification or resubmission unless expressly permitted by the solicitation.

Applications or proposals must be received by BTADD no later than the date and time specified in this solicitation. Late submissions will not be accepted or considered. It is the sole responsibility of the applicant or offeror to ensure timely receipt.

Applications or proposals shall be submitted only by the method identified in this solicitation. A submission is considered received only when it has been successfully delivered to the physical delivery location (201 Government St., Suite 300, Maysville, KY 41056), before the stated deadline. Confirmation of transmission, shipping, or mailing does not constitute proof of receipt.

BTADD reserves the right to reject any application or proposal that is late, incomplete, nonresponsive, or submitted by an unauthorized method. Submission requirements will be applied uniformly to all applicants and offerors in accordance with applicable federal and state procurement requirements.

TERMS AND CONDITIONS

By submitting a proposal, the Proposer represents that he/she has thoroughly examined and become familiar with the work required under this RFP and that he/she is capable of performing quality work to achieve the objectives of BTADD. By submitting a proposal, the Respondent certifies they are able to complete the work in compliance with Federal Procurement Standards outlines in CFR 200.317- CFR - 200.326. Selecting a company to provide consultation services for BTADD requires comprehensive and accurate information from respondents to ensure that a knowledgeable, objective decision can be made.

Any exceptions to the requirements in this RFP must be included in the proposal submitted by the Proposer. Segregate such exceptions as a separate element of the proposal under the heading "Exceptions and Deviations."

Where two or more Proposers desire to submit a single proposal in response to this RFP, they should do so on a prime-subcontractor basis rather than as a joint venture. BTADD intends to contract with a single firm and not with multiple firms doing business as a joint venture.

Issuance of this RFP and receipt of proposals do not commit BTADD to the awarding of a contract. BTADD reserves the right to accept or reject any or all of the proposals or portions thereof, without stated cause. BTADD reserves the right to re-issue any RFP; it is BTADD's choice whether or not to utilize the contract for this grant for future projects funded by U.S. EPA or other brownfields grants.

Upon selection of a Consultant, BTADD by its proper officials shall attempt to negotiate and reach a final agreement. If BTADD, for any reason, is unable to reach a final agreement with this selected Consultant, BTADD reserves the right to reject such finalist and negotiate with another consultant who has the next most viable proposal.

BTADD may also elect to reject all proposals and re-issue a new RFP. BTADD reserves the right to request clarification on any point or obtain additional information related to the RFP. Any request for clarification or other correspondence related to the RFP shall be in writing or email, and a response shall be provided from the Consultant within two business days. BTADD is not bound to accept the consulting firm with the lowest cost, but may accept the one that demonstrates the best ability to meet the needs of BTADD.

BTADD reserves the right to waive any formalities, defects, or irregularities in any submittal and/or response where it is in the best interests of BTADD. BTADD reserves the right to disqualify any submittal, before or after opening, upon evidence of collusion, intent to defraud, or any other illegal practice on the part of the consulting firm.

Public Information

Information supplied to BTADD is subject to the Kentucky Public Records Law. Such information shall become public unless it falls within one of the exceptions in the statute, such as security information, trade secret information, or labor relations information. If the proposer believes any information which is not public will be supplied in response to this RFP, the vendor shall take reasonable steps to identify for BTADD what data, if any, it believes falls within the exceptions. If the data is not marked in such a way as to identify non-public data, BTADD will treat the information as public and release it upon request. In addition, BTADD reserves the right to make the final determination of whether data identified by the Consulting Firm as not public falls within the exceptions of the statute.

VENDOR REQUIREMENTS

Contracting with Disadvantaged Business Enterprises

It is U.S. EPA policy to award a fair share of contracts to disadvantaged business firms. Accordingly, affirmative steps must be taken to ensure that disadvantaged businesses are utilized when possible as sources of supplies, equipment, and services. BTADD will ensure, to the fullest extent possible, that at least the U.S. EPA "fair share" objectives for prime contracts and subcontracts are made available to organizations owned or controlled by socially and economically disadvantaged individuals, women, and minorities. The consultant shall agree to support the U.S. EPA's disadvantaged business enterprise contract procurement program ensuring those businesses' participation in subcontracts.

Affirmative steps include the following as a minimum:

Including qualified disadvantaged businesses on solicitation lists;

Ensuring that disadvantaged businesses are solicited whenever they are potential sources;

When economically feasible, dividing total requirements into smaller tasks or quantities so as to permit disadvantaged business participation;

Where the requirement permits, establishing delivery schedules which will encourage participation by disadvantaged businesses;

Using the services and assistance of the Small Business Administration, the Office of Minority Business Enterprise of the Department of Commerce, and the Community Services Administration as required;

Consultants are encouraged to procure goods and services from disadvantaged businesses.

Equal Employment Opportunity

The Consultant agrees to comply with all federal, state, and local laws, resolutions, ordinances, rules, regulations, and executive orders pertaining to unlawful discrimination on account of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, sexual preference, disability, or age. When required by law or requested by BTADD, the Consultant shall furnish a written affirmative action plan.

BUFFALO TRACE AREA DEVELOPMENT DISTRICT

U.S. EPA Brownfield Assessment Grant Writing and Implementation Services

ADDENDUM # 1

DATE: 10/27/2026

The following is issued to supplement or revise the above-referenced Request for Qualifications/Request for Proposals. The revisions to the documents are described below. Unless specifically changed by this addendum, the remainder of the documents and specifications remain in effect as originally issued.

Access the full RFP/RFQ on the BTADD website:

CLARIFICATIONS:

Page 4, Proposal Requirements section, in General Instructions for Submitting a Proposal, instructions clarified as follows:

Original Text: "Written proposals should be limited to ten (10) pages, excluding a maximum of five (5) resumes, limited to two (2) pages each."

Amended text: "Written proposals should be limited to ten (10) pages, excluding the following items: a single cover page, a single-page cover letter, a single-page table of contents, a maximum of five (5) resumes, limited to two (2) pages each, and the project budget and related justifications, limited to a total of two (2) pages combined."

QUESTIONS:

Question: Has the grant been written already or is the grant writing part of the overall SOW?

Answer: The scope of work will include some grant writing/application review in order to meet FY27 guidelines when they are released. We do not have an application written specifically for the FY27 funding opportunity, as the NOFO/application instructions have not yet been released at this time. However, we have written an application for FY26 and anticipate building upon it to meet requirements that may change in the FY27 guidelines.

Question: Contract Structure and On-Call Services: Is the resulting four-year contract intended to operate on an on-call or task-order basis, where services are requested as individual projects arise, or will the selected consultant be expected to provide continuous support throughout the contract period?

Answer: The selected consultant will be expected to provide continuous support throughout the contract period if funds are awarded for a grant.

Question: Response Time and Availability: If the contract is on-call, does it specify response times, mobilization requirements, or minimum availability expectations for the selected consultant?

Answer: N/A

Question: Workload and Contract Value: Is there an anticipated minimum workload or guaranteed contract value, or will assignments be issued based on available grant funding and identified project needs?

Answer: Work will be based on available grant funding and identified project needs as written in the grant application; It is anticipated that BTADD will apply for an assessment grant, which requires a certain amount of planning, identification of targeted sites, and ESA's along with other typical work conducted under assessment grant award.

Question: Grant Application Assistance: Will the selected consultant be compensated for grant application preparation and related services performed before the EPA grant is awarded, or are these services expected to be provided without compensation?

Answer: BTADD will not have funds to compensate the consultant outside of awarded funds for the grant; and EPA does not allow grant funds to reimburse or pay for pre-award activities such as grant writing. If the selected firm is unable to provide grant writing assistance or pre-award activities without compensation, such work will be completed by BTADD without the firms assistance.

Question: Subcontracting Opportunities: Would BTADD consider a prime consultant utilizing specialized subcontractors for services such as environmental sampling, industrial hygiene assessments, asbestos and lead-based paint surveys, and other environmental investigation activities?

Answer: The RFQ/RFP requests that you list the intended use of subcontractors within your proposal.

Question: Local Presence and Qualifications: Are there any specific Kentucky office, professional licensing, certification, or local staffing requirements applicable to the selected consultant or its subcontractors?

Answer: It is up to the firm to ensure they comply with necessary certifications, professional licensing, etc as required by EPA and/or State of KY in regard to providing qualified environmental professional services under an EPA Assessment Grant. We do not require any local staffing of the firm for the project.

Question: Budget Allocation: The RFP requests a proposed budget based on 80% of the anticipated $500,000 grant award. Could you please clarify whether the remaining 20% is reserved for BTADD administrative expenses or other grant-related activities?

Answer: Correct, as of right now, the budget anticipates reserving 20% of the project for admin and grant related activities.

Question: Please confirm whether you intend to apply for a Community Wide or Coalition Assessment grant. Both are listed in paragraph 3 under General Information; however the rest of the RFP appears to indicate a Community Wide grant.

Answer: The intent is to apply for a Community Wide Assessment grant; however, we mention Coalition Assessment grant as an option in case the selected firm recommends such following their review of the project information and prior grant applications.

Question: Project Budget and justifications is listed as an attachment under item 3 of the Proposal Requirement. However, under General Instructions of that same section, the budget is not listed as an exclusion to the 10-page limit. Please confirm whether or not the Project Budget is excluded from the 10-page limit and should be considered an attachment.

Answer: The project budget can be excluded from the 10-page limit and can be included as an attachment.

Question: Please confirm that cover page, cover letter, and table of contents do not count toward the 10-page limit.

Answer: The cover page, cover letter, and table of contents do not count toward the 10-page limit.