Town of Varick
Engineering Services Request for Qualifications (RFQ)
for
Proposed Sewer District #4/Sewer District #3
- PROJECT DESCRIPTION
The Town of Varick is issuing this Request for Qualifications (RFQ) for the qualifications-based procurement of an engineering firm to assist with engineering tasks associated with the Town’s proposed Sewer District #4 sewer improvement project and a future extension to the proposed Sewer District #3.
Utilizing a qualifications-based process, the Town will select a consulting engineering firm licensed in the State of New York to design, bid, construct and close out the projects as needed.
The Town of Varick (Town) wishes to provide a sanitary collection sewer system along State Route 89 from the northern Fayette-Varick border, along Cayuga Lake’s west shore ending at the southern Varick-Romulus border. Sanitary waste will be conveyed through Fayette’s (T) proposed sanitary project (separate application) to the Seneca Falls WWTP for treatment. Additionally, the Town desires to connect the portion of the Hamlet of Fayette, that is within the Town’s borders, to the main Fayette Route 89 sewer system at a later date.
The Town is now seeking an engineering firm to design, administer, construct and close out the projects as needed. Financing is anticipated to include Clean Water State Revolving Fund (CWSRF), Water Infrastructure Improvement Act (WIIA) and Water Quality Improvement Program (WQIP) funding at a minimum. The Town may pursue Community Development Block Grant (CDBG) funding for the Hamlet project. The selected engineering firm will be responsible for complying with all funding agencies’ requirements.
In keeping with these requirements, the qualifications-based procurement standards for the Procurement of Architectural, Engineering, and Surveying (A/E) Services shall apply. Utilizing a qualifications-based process, the Town will select a consulting engineering firm to design, bid, administer and close out the Town’s sewer improvement projects. Proposals will be received from all firms which wish to be considered for this engagement.
- CONSULTANT SELECTION CRITERIA
Consultants must demonstrate their level of competence and qualification, including any subcontractor’s level of competence and qualification, with respect to the listed evaluation factors for the needed services.
- The ability of the selected firm to provide the technical skills necessary for capital improvement projects, including the ability to evaluate and adapt to project changes or resolve issues that arise as determined by the Town, regulatory or funding agencies. This may include evaluating new or additional alternatives as requested by the Town.
- Size and experience of the consultant’s professional and technical staff with respect to the size and complexity of the proposed project, including relevant experience of the consultant’s professional staff with sewer design, construction and operation.
- The consultant’s ability to make practical sewer process evaluations, develop accurate cost estimates, and develop best practice treatment recommendations.
- Record of success by the consultant, demonstrated by work previously performed for various municipalities throughout New York state. Submission of a list of communities where the firm has provided similar design services.
- Experience, communication and organizational ability of the individual(s) within the consultant’s organization who will have direct charge of the work. This includes the ability to manage and coordinate schedules, deliverables, and resources including staff, consultants or sub-consultants.
- Whether the consultant has adequate staff and/or other resources to perform the work within schedule and meet funding program MWBE requirements.
- The approach the consultant proposes to use for the work and to keep the project within budget and on schedule.
- Whether the consultant has an effective quality control program.
- Demonstrated ability to identify all necessary permits, regulatory requirements, and processes and obtain involved agency approvals.
- Engineer’s understanding of the importance of safety in design and constructability.
After initial review of the submittals, a short list of consultants will be developed for further consideration. These firms may be invited for an interview. The best qualified firm or firms will be selected based on its demonstrated competence and qualification for the services needed for the project. A more detailed scope of work and fee schedule will be negotiated with the best qualified firm or firms. If negotiations are not successful with any selected firm, the Town will terminate negotiations with that firm and initiate negotiations with the next best qualified firm. When a fair and reasonable fee is established, a contract award recommendation will be made to the Town of Varick Town Board for its consideration.
Engineering Firm Insurance Requirements
The firm must meet the following insurance requirements.
- Proof of Workers Compensation insurance coverage.
- General Liability $1,000,000 per occurrence/$2,000,000 aggregate. The Town must be listed as additional insured and endorsement required.
- Auto Liability Insurance $1,000,000 per occurrence combined single limits applicable to claims due to bodily injury and/or property damage. The Town must be listed as additional insured and endorsement required.
- Professional Liability not less than $2,000,000 per loss.
- PROJECT SCHEDULE
Below outlines the Request for Qualification Schedule.
| DATE | DESCRIPTION |
| 09/10/2024 | Request for Qualifications Advertised |
| 10/10/2024 | Statements of Qualifications Due to Town by Noon |
| 11/06/2024 | Review Qualifications and Short List Consultants, Begin Interviews if needed. |
| 12/03/2024 | Award to Consultant at Town Board Meeting |
- SUBMISSION
Please provide a copy of your qualifications and related materials via electronic or hard copy. Proposals may be transmitted as an electronic file in a PDF format consisting of a Statement of Qualifications or a bound copy of your qualifications statement via mail in a sealed envelope no later than Noon on Thursday, October 10, 2024, the submittal deadline date. Please mark your response “REQUEST FOR ENGINEERING QUALIFICATIONS – TOWN OF VARICK SD #4 & SD#3” and e-mail or send your response to:
Angela Testa, Bookkeeper
Town of Varick
4782 State Route 96,
Romulus, New York 14541
Email: varickfinance@yahoo.com
- PROPOSAL EVALUATION
The Town will review and rank the proposals using the factors /rating scale listed below to select the preferred consultant based on qualifications. Based upon the evaluation of the proposals, the Town of Varick reserves the right to invite any or all consultants for an interview before making a final selection. Such an invitation does not commit the Town of Varick to pay any costs incurred in taking part in said interview.
The evaluation factors are:
- Understanding of the project and experience with other similar sewer improvement projects and sewer systems.
Maximum Points: 25
- Project Management Approach: provide a response outlining the Firm’s Project management approach and the performance of the identified services as well as the timeliness of project deliverables. This response should address items 1 through 10 of this RFQ.
Maximum Points: 25
- Availability of Staff and Experience of the Project Team: Having the right team helps deliver a project within budget and on schedule. The Town will give considerable weight to the individual qualifications of the project team members who will be assigned to do a majority of the work identified. Considerations will include the individuals’ qualifications, experience, and location of key personnel.
Maximum Points: 30
- Experience with NYSEFC and other Federal/State Funded Projects: The Firm’s familiarity and experience in successfully satisfying funding agency construction documents and MWBE requirements will be reviewed and ranked.
Following the review of the Statement of Qualifications, no guarantee of work assignments or projects can be made, however, the assignment of projects will be based on the Town’s needs.
The selection of the consultant will be valid for a period of three (3) years from the date of Town Board approval and the Town reserves the right to renew the selected consultants for an additional three (3) years.
- EQUAL OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER
All qualified engineers will receive consideration without regard to race, color, religion, creed, sex, age, or national origin. The Town of Varick strongly encourages MWBE and Section 3 firms to submit.
- RIGHTS
The Town of Varick shall be the sole judge of whether a submittal conforms to the requirements of this RFQ and of the merits and acceptability of the individual submittals. Notwithstanding anything to the contrary contained herein, the Town reserves the right to take any of the following actions in connection with this RFQ: amend, modify or withdraw this RFQ; waive any requirements of this RFQ; require supplemental statements and information from any respondents to this RFQ; award a contract to as many or as few or none of the respondents as the Town may select; to award a contract to entities who have not responded to this RFQ; accept or reject any or all proposals received in response to this RFQ; extend the deadline for submission of proposals; negotiate or hold discussions with one or more of the respondents; permit the correction of deficient proposals that do not completely conform with this RFQ; waive any conditions or modify any provisions of this RFQ with respect to one or more respondents; reject any or all proposals and cancel this RFQ, in whole or in part, for any reason or no reason, in the Town’s sole discretion. The Town may exercise any such rights at any time, without notice to any respondent or other parties and without liability to any respondent or other parties for their costs, expenses or other obligations incurred in the preparation.
Questions regarding this RFQ should be directed to:
Angela Testa, Bookkeeper
Town of Varick
4782 State Route 96,
Romulus, New York 14541
Email: varickfinance@yahoo.com
Tel: 315-585-6181