Village of Tivoli Sanitary Sewer Collec�on System Rehabilita�on Request for Qualifica�ons for Professional Design Services

Instruc�ons to Proposers

July 26 Request For Qualifications Page 1 of 40

I.0000 OBJECTIVE

The Dutchess County Water and Wastewater Authority [DCWWA; Owner] invites qualified professional engineering firms to submit Qualification Statements for design engineering services for the following Project:

VILLAGE OF TIVOLI SANITARY SEWER COLLECTION SYSTEM REHABILITATION

The selected firm [Consultant] will prepare construction documents, including drawings and technical specifications; perform survey work to support design; prepare permit applications for design investigations; support the bidding process through preparation of bid documents and evaluation of bids; and provide design services during construction.

I.0100 Project Overview

The Consultant will develop a cost-effective, constructible collection system rehabilitation program to reduce inflow and infiltration within the Tivoli Wastewater Collection System. Anticipated improvements include open-trench replacement of existing sanitary sewer pipes, cured-in-place pipe [CIPP] rehabilitation of existing sanitary sewer mains and lateral connections, and structural rehabilitation of existing manholes.

I.0110 Project Funding

The Project is partially funded through grant and hardship funding provided by the United States Environmental Protection Agency [USEPA], administered by the New York State Environmental Facilities Corporation [NYSEFC], and is subject to all USEPA and NYSEFC requirements (Exhibit E).

I.0120 Procurement Process Procurement will follow the five-phase process established by NYSEFC for contracts funded through the Clean Water or Drinking Water State Revolving Funds [SRF], as outlined in the Mandatory Terms and Conditions provided in Exhibit E:

I.0121 Public solicitation via BidNet and NYS Contract Reporter I.0122 Initial screening based on submitted statements of qualifications I.0123 Interviews with the three (3) most qualified firms I.0124 Selection of the top-ranked firm based on qualifications and interview I.0125 Review and negotiation of price proposal with the selected firm

July 26 Request For Qualifications Page 2 of 40

I.0130 Scope of Services The Consultant will perform the services described in Schedule A to implement the proposed improvements and meet the preliminary project schedule provided in Schedule D. Section references below correspond to the applicable task descriptions in Schedule A.

I.0131 Task 1: Project Management [A.1000] I.0132 Task 2: Survey and Permi�ng[A.2000] I.0133 Task 3: Design [A.3000] I.0134 Task 4: Bidding and Construc�on Procurement [A.4000] I.0135 Task 5: Design Services During Construc�on [A.5000] I.0136 Task 6: Commissioning and Close-Out [A.6000] I.0137 Task 7: Addi�onal Services and Reimbursable Expenses [A.7000]

I.0140 Reference Documents

Design will be based on the Preliminary Engineering Report, prepared by Tighe & Bond Engineering and Landscape Architecture, P.C., and dated September 2021; revised March 2026; provided in Appendix F.

I.0200 Schedule and Communications

The preliminary project schedule is provided in Schedule D.

I.0210 Deliverables

Deliverable dates will be finalized upon contract issuance.

I.0220 Questions and Clarifications Submit all questions and requests for clarification by email no later than the deadline specified in Schedule D. DCWWA will issue responses through addenda posted to BidNet the NYS Contract Reporter.

I.0230 Project Contact Direct all questions or requests for clarification by postal mail, email, or fax to:

Vanessa Kichline, Project Facilitator Dutchess County Water and Wastewater Authority 1 LaGrange Avenue Poughkeepsie, NY 12603 Fax: (845) 486-3656 Email: vkichline@dutchessny.gov

July 26 Request For Qualifications Page 3 of 40

I.1000 STATEMENT OF QUALIFICATIONS

DCWWA requires Qualification Statements to follow the organization outlined below.

Supplemental materials not specifically requested should not be included.

I.1100 Firm’s Qualifications

Provide information demonstrating the Consultant’s eligibility and capacity to perform the required services, including:

I.1110 Business Name and Address(es)

Provide the legal name of the business and its location of incorporation, address used for legal process, and address of office providing services, if different.

I.1120 Form of Business Identify the legal form of the business entity (e.g., corporation, professional corporation, partnership, sole proprietorship, limited liability company, or limited liability professional corporation). Provide the additional information listed below, as applicable:

I.1121 Partnership

List the name and ownership percentage of each partner.

I.1122 Privately held corporation

List all shareholders individually owning over 10% of total shares.

I.1123 Publicly held corporation

List all shareholders individually owning over 10% of outstanding shares.

I.1130 Officers/Principals State the names and titles of all officers and principals of the business.

I.1140 Statement of Legal Ability to Provide Services Provide a statement confirming the Consultant’s legal ability to provide the services requested in this RFQ in Dutchess County, New York. Include supporting documentation, such as a current Certificate of Authorization to provide Engineering, Land Surveying, or Geology services in New York State, and current New York State professional licenses for key personnel proposed for the project.

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I.1150 Statement of Administrative Ability to Comply with NYSEFC Requirements Provide a statement describing the Consultant’s ability to comply with NYSEFC funding requirements, including Minority- and Women-Owned Business Enterprise [M/WBE] participation goals. Identify any existing or proposed M/WBE partnerships relevant to the project.

I.1160 Firm’s Experience Provide information demonstrating the firm’s experience with similar projects, funding requirements, and municipal clients.

I.1161 Recent Related Projects

Provide five (5) projects completed within the last five (5) years that are comparable in scope, complexity, and technical challenges to the services requested under this RFQ.

Greater consideration may be given to projects involving sanitary sewer rehabilitation, including pipe replacement, trenchless rehabilitation, manhole rehabilitation, bypass sequencing, and work performed in constrained environments such as high-traffic corridors, wooded easements, steep slopes, or areas with limited access. Projects not directly relevant to the scope of work described in this RFQ may receive less consideration.

For each project, include:

I.1162 Project description I.1163 Services provided by the Consultant I.1164 Project duration and duration of Consultant services I.1165 Contract value (Do not submit SF 255/254 forms) I.1166 Customer representative contact information

I.1170 Project-Specific References

Provide five (5) customer references, including the organization name, project name, contract value, and the name, title, and contact information of a representative. Do not submit SF 254/255 forms. Current or former DCWWA staff may not be used as references.

When available, DCWWA encourages inclusion of references from operations or maintenance personnel familiar with the completed project.

Project-specific letters of recommendation may also be included.

July 26 Request For Qualifications Page 5 of 40

I.1200 Proposed Project Staffing Provide a proposed staffing plan identifying key project personnel by name and role. For each key staff member, provide a summary of relevant experience.

Limit resumes and detailed qualification summaries to no more than five (5) proposed staff members. Additional personnel may be identified in summary format.

I.1210 Project Manager

The Project Manager will serve as the Consultant’s primary point of contact and will be responsible for coordinating all aspects of the work, including schedule, staffing, and communication with DCWWA. The Project Manager must demonstrate experience managing municipal wastewater infrastructure projects of similar scope and complexity.

I.1220 Lead Designer

The Lead Designer will be responsible for the technical accuracy and completeness of all design deliverables.

This individual must be a Registered Engineer in the State of New York with experience in wastewater collection system rehabilitation design.

I.1230 Lead Estimator The Lead Estimator will prepare construction cost estimates at all project milestones, including a final bid-ready estimate prepared in accordance with AACE Class 1 standards.

This individual must hold current certification through one or more of the following:

I.1231 Association for the Advancement of Cost Engineering [AACE] I.1232 American Society of Professional Estimators [ASPE] I.1233 International Cost Estimating and Analysis Association [ICEAA]

I.1240 Other Key Staff

Identify any additional key staff proposed for the project, including their roles and relevant qualifications. This may include technical specialists, quality control personnel, or other personnel critical to project delivery.

I.1300 Proposed Project Plan Provide a detailed outline of the Consultant’s proposed approach to completing the project, including project understanding, critical issues, schedule, and

July 26 Request For Qualifications Page 6 of 40 implementation approach. At a minimum, the following components must be addressed:

I.1310 Statement of Project Understanding

Describe the Consultant’s understanding of the project objectives, existing conditions, and key project considerations, including any known operational, regulatory, or implementation challenges.

The narrative should describe the Consultant’s approach to:

I.1311 Manage the scope of work requested in Schedule A I.1312 Control costs and adhere to budget requirements I.1313 Develop and maintain a realistic project schedule I.1314 Coordinate effectively with permitting agencies I.1315 Communicate with project stakeholders and the public, as applicable I.1316 Ensure quality and consistency throughout all project phases

I.1320 Identification of Critical Issues Identify potential project-specific challenges or risks, such as site access limitations, utility conflicts, regulatory coordination, public communication, or seasonal constraints.

For each issue identified, describe the proposed strategy for mitigation or resolution and cite relevant prior experience where applicable.

I.1330 Exceptions Identify any exceptions to the requirements of this RFQ, including the applicable RFQ section and the rationale for the proposed modification.

I.1340 Preliminary Schedule Provide a preliminary project schedule in Gantt chart format.

The schedule should include major tasks and milestones identified in Schedule A, including estimated durations, sequencing, key dependencies, permitting and review timeframes, funding constraints, and seasonal considerations.

I.1350 M/WBE Participation Strategy As outlined in Exhibit E, contracts awarded under this RFQ are subject to a 20% M/WBE participation requirement unless waived by NYSEFC.

July 26 Request For Qualifications Page 7 of 40

A full M/WBE Utilization Plan is not required at the proposal stage.

However, the proposal should describe the Consultant’s approach to meeting the requirement, including any proposed M/WBE subcontractors and their anticipated roles.

I.1400 NYSEFC Required Forms Provide all forms required by the NYSEFC for non-construction professional service contracts, as outlined in Exhibit G.

I.2000 PRICE PROPOSAL

Submit a separate, sealed, and clearly labeled price proposal that includes the components described below. Price proposals will remain sealed and will not be opened until the qualifications-based selection process described in Section I.3200 has been completed.

DCWWA will negotiate final scope, level of effort, and fee with the most qualified firm. If negotiations are unsuccessful, DCWWA reserves the right to initiate negotiations with the next-highest-ranked firm.

I.2100 Schedule B: Task-Based Fee Proposal

Provide a proposed fee for each task described in Schedule A using payment method assigned in Schedule B. Proposed fees should reflect the level of effort required to complete each task and align with the hourly rate schedule provided in Schedule C.

Payment methods are defined as follows:

I.2110 Lump Sum [LS]

Fixed compensation for completing a defined task.

I.2120 Hourly Not-to-Exceed [Hourly-NTE] Compensation based on actual labor hours up to a defined not-to-exceed amount.

I.2130 Not-to-Exceed [NTE]

Compensation for reimbursable expenses and DCWWA-directed services beyond those defined in Schedule A, up to a defined not-to-exceed amount.

I.2200 Schedule C: Hourly Rate Schedule

Provide a schedule of fully burdened hourly rates by staff member or position classification using Schedule C. Submit a separate Schedule C for each proposed

July 26 Request For Qualifications Page 8 of 40

Subconsultant. Hourly rates will remain in effect for the duration of the project unless otherwise approved by DCWWA.

I.2300 Disposition of Price Proposals Price proposals submitted by firms not selected for negotiation will remain unopened and will be returned at the conclusion of the selection process.

I.3000 SUBMISSION AND EVALUATION OF PROPOSALS

DCWWA will evaluate only proposals that are complete and submitted in accordance with the requirements of this RFQ.

I.3100 Submission

Proposals must be submitted in two separate parts: a Qualifications Statement and a Price Proposal.

Submit one (1) hard copy and one (1) electronic copy on a USB drive for each part.

DCWWA will not accept email submissions.

I.3110 Qualifications Statement

Submit a Qualifications Statement in accordance with Section I.1000.

Clearly label the submission as follows:

Qualifications Statement Village of Tivoli Sanitary Sewer Collection System Rehabilitation Design Services

I.3120 Price Proposal Submit a Price Proposal in accordance with Section I.2100. Place the hard-copy Price Proposal and USB drive in a separate sealed envelope or package clearly labeled:

Price Proposal - SEALED Village of Tivoli Sanitary Sewer Collection System Rehabilitation Design Services

I.3130 Delivery Instructions

Clearly label each component as described above and place both in a single sealed outer package. When using a shipping service, place the sealed proposal package inside the carrier’s envelope or box.

Deliver proposals to:

July 26 Request For Qualifications Page 9 of 40

Attn: Vanessa Kichline Dutchess County Water and Wastewater Authority 1 Lagrange Avenue Poughkeepsie, New York 12603

Submit qualifications by 2:00 PM on the date specified in Schedule D.

DCWWA may reject late submissions and submissions that do not comply with the requirements of this RFQ. DCWWA is not responsible for delays in delivery.

I.3200 Evaluation Process

DCWWA will assign a minimum of three (3) staff and/or Board members [Evaluators] to score submissions based on the criteria and weighting below.

Proposal contents will remain confidential until DCWWA awards a contract or determines that no award will be made.

I.3210 Firm’s Experience and Organizational Capacity: 25%

Evaluation will consider the firm’s qualifications and ability to perform the services described in Schedule A, including relevant experience, organizational structure, quality control practices, and overall project capacity.

I.3220 Proposed Project Staffing: 25% Evaluation will consider the qualifications, experience, and availability of proposed project staff, giving preference to personnel with recent experience on similar projects.

I.3230 Proposed Project Plan: 25% Evaluation will consider the Consultant’s project understanding, proposed implementation approach, risk identification, and proposed mitigation strategies.

Additional consideration may be given to proposals that demonstrate strategies to minimize impacts on treatment plant operations, support operations staff during design and construction, and meet M/WBE participation goals.

July 26 Request For Qualifications Page 10 of 40

I.3240 Previous Performance: 15% Evaluation will consider the Consultant’s prior performance on DCWWA projects, including responsiveness, quality of deliverables, adherence to schedule and budget, communication, and overall professionalism.

Consultants with no prior work history with DCWWA will receive a default score equivalent to “meets expectations.”

I.3250 Regional Presence: 5% Evaluation will consider the proximity of the office responsible for providing services to the project site. Firms with a permanent office in Dutchess County will receive the highest score in this category, followed by firms located elsewhere in the Hudson Valley and New York State. Firms located outside New York State are eligible to propose but will not receive points under this criterion.

I.3260 Workload of Firm with DCWWA: 5% Evaluation will consider the number and scope of active contracts the Consultant holds with DCWWA, giving preference to firms with fewer existing assignments.

I.3300 Interview and Selection Process After evaluating the Statements of Qualifications, DCWWA will invite a minimum of three (3) of the most qualified firms to participate in interviews. DCWWA may conduct interviews in person or virtually.

Firms should ensure that key project staff, including the proposed Project Manager and Lead Designer, are available to participate.

After interviews, DCWWA will rank firms based on qualifications and interview performance using the evaluation criteria provided in Section I.3200. DCWWA will open the sealed Price Proposal submitted by the top-ranked Consultant and begin contract negotiations with that firm.

I.3400 Negotiation Process DCWWA will contact the top-ranked Consultant by email and/or phone to begin negotiations regarding the final scope of services, fee schedule, and hourly rate schedule. DCWWA anticipates beginning negotiations within approximately four

(4) weeks of the submission deadline.

July 26 Request For Qualifications Page 11 of 40

Negotiations will be based on the submitted proposal, project requirements, and any interview clarifications.

Contract award depends on successful negotiations and approval by the DCWWA Board of Directors. If negotiations are unsuccessful, DCWWA may end negotiations and begin discussions with the next-ranked firm.

During negotiations, DCWWA may request the following supporting information:

I.3410 LS and Hourly-NTE Tasks

For LS and Hourly-NTE tasks, provide a breakdown of estimated labor hours by staff title or labor classification if requested.

I.3420 Modifications to Scope of Services

The Consultant may propose modifications to the Scope of Services provided in Schedule A. Describe proposed changes and identify impacts on schedule, cost, or deliverables.

DCWWA may also request modifications during interviews or negotiations to clarify expectations or better align services with project objectives.

Consultants should be prepared to revise and resubmit the Price Proposal as needed.

If the Consultant determines that a DCWWA-requested modification is not feasible, the Consultant may provide a written explanation and propose an alternative approach.

I.3500 Contract Award

DCWWA will award the contract to the top-ranked Consultant following successful negotiation of scope and fee. The selected Consultant must execute the agreement within thirty (30) days of notification unless both parties agree in writing to an extension.

DCWWA may reject any or all proposals if doing so is in the best interest of the project, DCWWA operations, or system rate payers.

DCWWA will notify all Proposers in writing after executing the contract or determining that no award will be made.

July 26 Request For Qualifications Page 12 of 40

I.3510 Form of Agreement Appendix A includes DCWWA’s standard form of agreement for professional services. Consultants should review the agreement before submitting a proposal.

Unless the proposal identifies specific exceptions to the contract terms, DCWWA will expect the selected Consultant to execute the agreement without modification. Consultants should pay particular attention to the insurance requirements outlined in Article 10, which also apply to any Subconsultants.

The standard agreement incorporates the following components:

I.3511 Schedule A, Scope of Services I.3512 Schedule B, Task-Based Fee Proposal (finalized during contract negotiations) I.3513 Schedule C, Hourly Rate Schedule (finalized during contract negotiations) I.3514 Schedule D, Preliminary Schedule (may be revised as project progresses) I.3515 Appendix E, DCWWA Standard Form of Agreement I.3516 Appendix F, Reference Documents I.3517 Exhibit G, NYSEFC Mandatory State Revolving Fund Terms and

Conditions for Contracts funded with the NYS Clean Water State Revolving Fund, effective October 1, 2025

I.3518 Exhibit H, DCWWA Payment Voucher

After contract award, the selected Consultant must submit an M/WBE Utilization Plan and/or Waiver Request as required by Exhibit G.

The agreement term will extend through completion of construction closeout services unless modified by written amendment. Consultants must complete all services in accordance with the schedule provided in Schedule D unless both parties agree to modifications.

I.3600 Confidentiality Notice DCWWA will keep proposal contents confidential until awarding a contract or determining that no award will be made.

After contract award, proposals submitted to DCWWA become public records and may be subject to disclosure under the New York State Freedom of Information Law [FOIL].

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Consultants should clearly identify any information considered proprietary or confidential. DCWWA will make reasonable efforts to protect such information but does not guarantee nondisclosure.

Schedule A Scope of Services

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A.0000 GENERAL EXPECTATIONS

The Consultant will provide professional engineering services necessary to design the project, support permitting and agency coordination, assist with bid documents and procurement, and provide design engineering support during construction.

Administrative items described in this section are considered incidental to the performance of the services described in Sections A.1000 through A.7000 and are not separately billable by the Consultant or its Subconsultants.

A.0100 Regulatory Compliance

Comply with applicable industry standards and regulatory requirements, including but not limited to:

A.0110 Americans with Disabilities Act [ADA] A.0120 DCWWA Technical Standards, Division 2 - Wastewater A.0130 NYSDEC and NYSEFC requirements A.0140 ASTM standards governing:

A.0141 Open-trench pipe installation A.0142 CIPP and trenchless pipe rehabilitation A.0143 Manhole rehabilitation

A.0150 NASSCO standards related to manhole rehabilitation A.0160 Dutchess County Department of Public Works Policy and Standards for

Access and Utility Work on County Highways A.0170 OSHA and New York State Labor Law requirements related to trench safety A.0180 GLUMRB Recommended Standards for Wastewater Facilities [Ten States

Standards, 2014]

A.0200 Submittal Standards Provide deliverables in an ADA-compliant format that meet applicable industry standards and NYSEFC requirements for format, quality, and level of detail appropriate to the project phase. Submittals must be clearly labeled, organized, and suitable for review by DCWWA and relevant regulatory agencies. Minimum requirements for each deliverable are as follows:

A.0210 Draft Submittals for Review

Submit one (1) electronic copy in PDF format for each draft design milestone unless otherwise directed by DCWWA.

A.0220 Final Submittals

Submit three (3) hard copies, one (1) PDF, and one (1) CAD file of the final design documents. CAD files must conform to layering standards defined in the Consultant’s Communication Plan. Provide all external reference

July 26 Request For Qualifications Page 15 of 40

(XREF) files, fonts, plot style tables, and other supporting files necessary to accurately reproduce design documents.

A.0230 Reports Prepare all engineering reports in accordance with NYSEFC requirements, following the Engineering Report Outline for New York State Wastewater Infrastructure Projects.

A.0240 Technical Specifications Develop technical specifications using the Construction Specifications Institute [CSI] MasterFormat® standard. Use DCWWA Division 01 specification templates unless otherwise directed by DCWWA. Final specifications must bear the seal of a Professional Engineer licensed in New York State.

A.0250 Drawings Prepare plan and profile drawings using a standard scale of 1” = 40’ horizontal and 1” = 4’ vertical, unless site conditions require otherwise.

Final drawings must bear the seal of a Professional Engineer licensed in New York State.

A.0260 Cost Estimates Identify assumed unit costs, quantities, and contingency allowances appropriate to the design stage. Each Opinion of Probable Cost [OPC] should represent the Consultant’s best estimate of construction costs at the anticipated bid date based on the current project schedule. OPCs must reflect current construction market conditions and industry standards, consistent with the methodologies of the following organizations:

A.0261 Association for the Advancement of Cost Engineering [AACE] A.0262 American Society of Professional Estimators [ASPE] A.0263 International Cost Estimating and Analysis Association [ICEAA]

A.0270 Project Schedules Provide a Gantt chart identifying major milestones and the critical path.

Update at each design milestone to reflect progress, scope changes, and project risks.

A.0300 Invoice Requirements

Submit complete and accurate invoices by email to DCWWAAP@DutchessNY.gov no later than the fifth (5th) day of each month. Each invoice must include the following:

July 26 Request For Qualifications Page 16 of 40

A.0310 DCWWA Payment Voucher

Include a completed DCWWA payment voucher (Exhibit H) as the first page of each invoice package.

A.0320 Hourly-Not-to-Exceed [H-NTE] Billing

Itemize labor charges by staff member and title as defined in Schedule C.

A.0330 Lump Sum [LS] Billing For LS services, include supporting documentation identifying:

A.0331 The percentage of the Lump Sum invoiced in the current billing period.

A.0332 A brief description of work completed by the Consultant and each

Subconsultant during the billing period, including the estimated percentage of Task completion represented by that work.

A.0340 Not-to-Exceed [NTE] Billing Itemize all costs by Task and Subtask as defined in Schedule B.

A.0350 Subconsultant Billing Provide a separate invoice for each Subconsultant. Subconsultant invoices must follow the billing method assigned to the relevant Task(s) as defined in Schedule B and clearly identify any applicable overhead and profit markups.

All required insurance certificates and workers' compensation documentation for Subconsultants must be current and on file with DCWWA before an invoice can be processed for payment.

A.0360 NYSEFC Reporting Submit all NYSEFC reporting required by Exhibit G, including Monthly M/WBE Utilization Reports where applicable. DCWWA is unable to authorize payment until NYSEFC approves required submissions and disburses corresponding funds.

A.0370 Monthly Progress Reporting Submit a concise progress report with each invoice including:

A.0371 Costs incurred to date by Task and Subtask A.0372 Forecast of total project costs by Task and Subtask

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A.0373 A brief narrative summarizing recent progress, identifying schedule or budget concerns, and confirming that the invoiced work aligns with contract deliverables.

A.0380 Supporting Documentation

DCWWA may request supporting documentation for any invoiced cost, including but not limited to:

A.0381 Timesheets or labor detail reports A.0382 Material and supply invoices or receipts A.0383 Travel expense reports and receipts A.0384 Other records supporting LS or Cost-Plus charges

A.0400 Payment Schedule DCWWA will make payments based on satisfactory completion of work in accordance with the billing methods defined in the final contract. Invoices submitted in accordance with Section A.0300 will be processed for payment during the following month.

A.0410 Project Management Services

Compensation for Project Management services as described in Section A.1000 are limited to 10% of the total contract value. DCWWA will reimburse Project Management services according to the following schedule:

A.0411 35% following DCWWA approval of the Project Management Plan A.0412 35% following NYSEFC approval of the Conformed Bid Set A.0413 20% following substantial completion of construction A.0414 10% following final completion of Consultant services

A.0420 Design Phase, Construction Phase, and Close-Out Phase Services

DCWWA will reimburse services described in Sections A.2000 through A.6000 monthly, subject to timely invoice submission and NYSEFC approval.

A.0421 H-NTE Tasks

DCWWA will reimburse H-NTE services monthly based on actual hours worked up to the approved not-to-exceed amount.

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A.0422 LS Tasks DCWWA will reimburse LS services based on progress toward completion as documented in the Consultant’s invoice and confirmed by DCWWA.

A.0430 Additional Services

The base contract includes a $25,000 allowance for services beyond the base scope described in this RFQ. DCWWA’s Executive Director must authorize use of this allowance in writing before the Consultant performs additional services.

Additional services exceeding this amount require a formal contract amendment approved by the DCWWA Board of Directors.

A.0431 Direct Costs

DCWWA will reimburse authorized additional services based on actual labor hours and the approved hourly rates in Schedule C.

DCWWA will only approve additional compensation for work clearly outside the base scope and not resulting from incomplete survey, design oversight, or changes made solely for contractor convenience.

A.0432 Indirect Costs

DCWWA will reimburse approved project-related indirect costs associated with authorized additional services at 1.05 times the invoiced amount with no additional markup for overhead or profit.

A.0440 Reimbursable Expenses The base contract includes a $10,000 allowance for reimbursable expenses. The Consultant may incur eligible reimbursable expenses without prior written approval provided the total remains within the authorized allowance. Expenses exceeding this allowance require a formal contract amendment approved by the DCWWA Board of Directors.

Itemize all reimbursable expenses in the monthly invoice. The Consultant must retain supporting documentation, including receipts, mileage logs, and third-party invoices, and provide such documentation to DCWWA and/or NYSEFC within two (2) business days of a written request.

DCWWA will reimburse reimbursable expenses at cost with no markup for overhead or profit. Vehicle mileage will be reimbursed at the applicable

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IRS standard mileage rate. If travel originates from an employee’s residence, DCWWA may deduct the employee’s normal commuting distance from the total mileage.

A.0450 Non-Reimbursable Overhead Costs

DCWWA will not reimburse ordinary business overhead or indirect costs incurred completing Tasks A.1000 through A.6000, including but not limited to administrative salaries, insurance, office expenses, software licensing, information technology systems, utilities, or other costs not directly attributable to the project.

A.1000 PROJECT MANAGEMENT

This Task includes all work necessary to maintain project controls and minimize risks related to schedule, cost, quality, communication, and safety.

A.1100 Project Management Plan [PMP]

Develop a PMP defining the management strategies and controls necessary to deliver the project on schedule, within budget, and in compliance with applicable regulatory requirements.

Coordinate with DCWWA operations staff to ensure the PMP aligns with operational needs and system constraints.

Submit the PMP to DCWWA within thirty (30) days of contract execution and finalize it no later than five (5) business days prior to the 30% design submission.

Update the PMP throughout the design process to reflect changes in schedule, scope, or project conditions. Provide an updated PMP with each design submittal.

The PMP must include, but is not limited to, the following components:

A.1110 Key Personnel

Provide a list of key personnel from both the Consultant and DCWWA, including emergency contact information.

At a minimum, include the Consultant’s Project Manager, Lead Designer, and Lead Estimator, as well as DCWWA’s Project Facilitator, Director of Operations, and Lead Operator.

Notify DCWWA in writing within thirty (30) calendar days of changes to key project personnel.

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A.1120 Project Schedule Provide a Gantt chart covering all phases from design through construction closeout. Coordinate project phasing with DCWWA operations staff.

Identify major project milestones, including but not limited to:

A.1121 Design commencement and kick-off meeting A.1122 Subsurface Condition Report submission A.1123 30% design and Class 5 OPC submission A.1124 60% design and Class 3 OPC submission A.1125 Regulatory submittals A.1126 Initial bid document submission A.1127 Pre-bid meetings A.1128 Anticipated start of construction A.1129 Anticipated substantial completion of construction

A.1130 Risk Tabulation

Identify project-specific risks including permitting challenges, regulatory review timelines, field conditions, and impacts on system operations. Place particular emphasis on risks that could interfere with continuous and reliable system function during design and construction.

For each identified risk, recommend mitigation strategies addressing potential impacts to project schedule, cost, quality, and operations.

A.1140 Permits and Investigations

Develop a list of required permits and field investigations. Identify the party responsible for each item (e.g., DCWWA, Consultant, Subconsultant, or others).

A.1150 Communication Plan

Establish a communication plan supporting coordination, transparency, and timely decision-making. At a minimum, the plan must:

A.1151 Identify primary contacts for routine communication A.1152 Define expected response times for routine project communications A.1153 Establish emergency contact protocols, including primary and alternate contacts for DCWWA and the Consultant A.1154 Describe procedures for coordinating with DCWWA operations staff regarding system constraints, field conditions, and routine operations and maintenance, including communication methods and escalation procedures for urgent operational issues. The plan

July 26 Request For Qualifications Page 21 of 40 should account for the field-based nature of operations staff responsibilities.

A.1155 Define procedures and timelines for preparing and distributing meeting agendas, minutes, and action items

A.1156 Define escalation procedures for urgent issues affecting project delivery or system operations

A.1157 Describe the Consultant’s approach to supporting DCWWA’s public communication efforts upon request

A.1158 Define standards for digital submittals, including file naming conventions, CAD layering standards, and preferred file-sharing platforms

A.1160 Geotechnical Investigation Plan and Subsurface Condition Report

Prepare documents as defined in Sections A.2140 and A.2150 to characterize subsurface conditions and support design development.

A.1170 Commissioning Plan

Develop a commissioning plan that maintains continuous operation of the sewer collection system and avoids adverse impacts on downstream infrastructure, including the wastewater treatment plant.

Coordinate commissioning activities with DCWWA operations staff to ensure procedures are safe, practical, and compatible with ongoing system operations.

A.1200 Design-Phase Meetings

The Consultant will participate in meetings throughout design to monitor progress and address technical, operational, and scheduling issues. Meetings may be held virtually or in person, as determined by DCWWA.

A.1210 Progress Meetings

The Consultant will lead biweekly progress meetings during design to review project status, coordinate ongoing work, and identify outstanding issues. At a minimum, the Consultant will:

A.1211 Prepare and distribute meeting agendas at least two (2) business days prior to each meeting.

A.1212 Submit draft meeting minutes within five (5) business days following each meeting. Minutes should summarize key discussion topics, decisions, and action items.

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A.1220 Project Milestone Meetings The Consultant will lead milestone meetings at key phases of design, including but not limited to 30% and 60% design submissions, regulatory submittals, and bid document reviews. Meetings may be held in person, onsite, or virtually as determined by DCWWA.

A.1300 Quality Assurance and Quality Control [QA/QC] Implement a formal QA/QC process throughout the Project. Designate a QA/QC Lead who is not directly responsible for production of design documents to review all deliverables prior to submission to DCWWA or reviewing agency and ensure consistency, technical accuracy, compliance with the Contract, and compliance with NYSEFC requirements.

Upon request, provide QA/QC review documentation, including the results of accessibility evaluations and any corrective actions taken.

A.2000 SURVEY AND PERMITTING

This Task includes all work necessary to document existing conditions, develop a complete design for the proposed improvements, and obtain the required regulatory approvals to advance the project to construction. The Consultant will coordinate and oversee all Subtasks, including work performed by Subconsultants.

A.2100 Survey

The Consultant will obtain all survey data required to support design and permitting, including topographic, utility, property, and geotechnical information necessary to document existing conditions and support engineering decisions.

Survey work may be completed by the Consultant or a qualified Subconsultant.

The Consultant remains responsible for survey coordination, accuracy, and completeness.

A.2110 Topographic Survey

The Consultant will conduct a detailed ground-based topographic survey with two-foot (2’) contour intervals to document existing conditions and define the construction limits. At a minimum, the survey must identify:

A.2111 Approximate abutting property boundaries labeled with reputed owner names and tax parcel identification numbers A.2112 Approximate easement locations with references to Dutchess

County Clerk’s Office recording information (Liber and Page) A.2113 Approximate public property boundaries, highways and other public rights-of-way, and applicable zoning setback lines

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A.2114 Surface and approximate subsurface features of underground utilities, based on available mark-outs and mapping

A.2115 Existing pavements, curbs, sidewalks, driveways, private roads, structures, fences (noting type, height, and width)

A.2116 Trees greater than 2.5 inches in diameter, including species and diameter

A.2117 Existing sewer infrastructure and associated surface features, including manhole rim and invert locations and elevations to the nearest 0.1 foot and other relevant structures

Reference all survey work to the following datums:

A.2118 Horizontal datum: NAD 83, NYSP East Zone, US Survey Feet A.2119 Vertical datum: NAVD 88

A.2120 Subsurface Utility Study

Coordinate with public and private utility operators to obtain mark-outs of all underground utilities within the survey limits, including utilities located within public rights-of-way and private property, subject to property owner consent.

Incorporate all available records and surface evidence to document subsurface utility locations to the extent practicable.

A.2130 Easement Plats and Descriptions Prepare easement plats and written descriptions under the supervision of a Licensed Land Surveyor registered in New York State. Plats must clearly show the relationship between easement areas, existing infrastructure, and affected property boundaries. Submit plats on 11” x 17” sheets bearing the seal of a Professional Engineer licensed in New York State and easement descriptions on standard 8.5” x 11” paper.

A.2131 Existing Easements

Prepare surveyed plats and legal descriptions to clarify, formalize, or document existing easement corridors associated with sewer infrastructure. These easements are generally described in historical records but lack surveyed alignments.

Work may include establishing and mapping easement corridors associated with existing sewer alignments across multiple tax parcels.

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Prepare documentation suitable for design coordination, construction, ongoing maintenance activities, and potential recording or legal review.

A.2132 New Easements If permanent or temporary construction easements are required to implement the rehabilitation design, prepare easement plats and descriptions suitable for recording. Clearly distinguish permanent and temporary easement areas and identify all affected tax parcels.

A.2140 Geotechnical Investigation

Determine whether geotechnical investigation is necessary based on proposed construction methods, anticipated subsurface conditions, and site constraints.

If geotechnical work is warranted, develop a Geotechnical Investigation Plan [GIP] identifying the type, number, and location of borings or test pits required to characterize subsurface conditions along the project corridor.

DCWWA must approve the GIP prior to field work.

If geotechnical investigation is required, procure and coordinate all excavation and boring services necessary to execute the GIP. Perform all geotechnical work under the supervision of a licensed professional in accordance with applicable standards and regulations.

A.2150 Subsurface Condition Report Summarize findings in a Subsurface Conditions Report [SCR] suitable for final design and construction planning. At a minimum, the SCR must include:

A.2151 Drawings showing “as-bored” locations of all borings and/or test pits dimensioned relative to project features A.2152 Boring logs or excavation profiles documenting soil and groundwater conditions prepared in accordance with applicable ASTM standards

A.2153 Documentation on corrosive or hazardous materials and methods of detection (e.g., odor, visual observation)

A.2154 Soil classification chart defining terminology, symbols, and classification criteria used in logs or profiles

A.2155 Narrative summary of observed surface conditions and estimated subsurface stratigraphy

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A.2156 Subsurface profiles identifying depth to rock or other bearing strata where encountered

A.2157 Discussion of anticipated seasonal groundwater fluctuations and potential impacts on construction activities

A.3000 DESIGN

Design a constructable, cost-effective collection system rehabilitation program based on the reference documents provided in Attachment F. Final documents will be ADA compliant and suitable for public bidding under the contract structure determined to be in the best interest of the Project.

The design will progress through the following stages and associated deliverables:

A.3100 30% Design

Develop the preliminary design and confirm the proposed rehabilitation approach. Deliverables include:

A.3110 Updated PMP A.3120 Draft basis of design narrative describing proposed rehabilitation methods and basis for selection A.3130 Preliminary plan and profile drawings showing proposed CIPP lining, open-trench pipe replacement, and manhole rehabilitation A.3140 Preliminary bypass pumping layouts, if applicable A.3150 Draft Division 01 specifications using DCWWA templates A.3160 Identification of any special safety considerations, including confined space entry and traffic control requirements A.3170 Preliminary list of required special inspections A.3180 Identification proposed easement modifications or new easement requirements A.3190 AACE Class 5 construction cost estimate

A.3200 60% Design

Develop substantially complete design documents and bid documents.

Deliverables include:

A.3210 Updated PMP A.3220 Final basis of design narrative describing recommended rehabilitation methods and basis for selection A.3230 Detailed plan and profile drawings showing proposed rehabilitation work, pipe materials, and manhole details

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A.3240 Draft project manual including technical specifications for CIPP lining, pipe materials and appurtenances, manhole rehabilitation, and bypass pumping

A.3250 Draft commissioning plan describing inspection, testing, and phased startup for completed sewer segments

A.3260 AACE Class 3 construction cost estimate

A.3300 Regulatory Review Set Submit a complete design package for regulatory review. Deliverables include:

A.3310 Signed and sealed construction drawings and project manual A.3320 Final commissioning plan A.3330 Draft operations and asset management plan addressing post-rehabilitation inspection, condition assessment, and future maintenance A.3340 AACE Class 1 construction cost estimate

A.3400 Initial Bid Set

After incorporating regulatory review comments, prepare final bid-ready documents for public advertisement. Coordinate with DCWWA’s Contract Specialist to incorporate DCWWA’s Division 00 documents. DCWWA will be responsible for advertising the project through the New York State Contract Reporter and BidNet Direct. Deliverables include:

A.3410 Final signed and sealed project manual and drawings A.3420 Updated AACE Class 1 construction cost estimate

A.3500 Conformed Bid Set

After bidding, prepare a conformed contract set incorporating all addenda, clarifications, and accepted alternates issued during the bidding phase. Submit deliverables within two (2) weeks of prime contract award. Deliverables include:

A.3510 Final signed and sealed conformed project manual and drawings A.3520 Updated AACE Class 1 construction cost estimate reflecting scope revisions resulting from bidding

A.3600 Permitting and Regulatory Approvals Identify and obtain all permits and regulatory approvals required during the design and bidding phases of the project. Responsibilities include coordinating with reviewing agencies, preparing and submitting required documentation, and responding to agency comments.

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SEQR coordination is not included in the Contract. DCWWA previously completed SEQR review for the Project as a Type I Action and issued a Negative Declaration.

A.3610 Regulatory Approvals

Identify all required approvals, prepare and submit permit applications, and coordinate directly with reviewing agencies, including responding to agency comments. Required approvals may include, but are not limited to:

A.3611 NYSEFC

A.3612 NYSDEC

A.3613 DCWWA

A.3614 Dutchess County Department of Public Works A.3615 Any local authority having jurisdiction

A.3620 Environmental and Special Investigations

Complete environmental documentation necessary to support permitting and regulatory compliance. Tasks may include, but are not limited to:

A.3621 NYSDEC State Pollution Discharge Elimination System [SPDES]

General Permit for Stormwater Discharges from Construction Activity

Determine whether the project will disturb one acre or more of soil at any time. If SPDES permit coverage is required, prepare and submit a Stormwater Pollution Prevention Plan [SWPPP] and supporting documentation to obtain permit coverage.

A.3622 Floodplain Review Determine whether proposed work is located within a regulated floodplain. If applicable, coordinate with NYSDEC and local floodplain administrators to ensure compliance with floodplain development requirements.

A.4000 BIDDING AND CONSTRUCTION PROCUREMENT

This task includes revisions to bid documents and support for bidding and procurement activities related to sewer collection system rehabilitation work. Services under this Task include preparation of signed and sealed addenda, support during bidding, and assistance through contract award.

A.4100 Bidding Assistance

Prepare Division 01 bid documents, including technical specifications, drawings, and supporting procurement documents necessary to solicit competitive bids for construction.

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A.4110 Consultant Responsibilities

The Consultant will:

A.4111 Utilize the bidder qualification form provided by DCWWA for incorporation into the project manual

A.4112 Utilize the bid advertisement prepared by DCWWA for incorporation into the project manual

A.4113 Utilize the Instructions to Bidders provided by DCWWA and modify them as necessary to address project-specific requirements

A.4114 Incorporate prevailing wage rate case [PRC] documentation provided by DCWWA into the project manual

A.4115 Conduct two (2) pre-bid meetings, prepare meeting minutes, and issue addenda as necessary to address bidder questions and clarify the contract documents during bidding

A.4120 Owner Responsibilities DCWWA will:

A.4121 Provide all Division 00 procurement documents, including the bidder qualification form, bid advertisement, and Instructions to Bidders

A.4122 Obtain the PRC number and documentation from the New York State Department of Labor [NYSDOL] and include it as part of the Div. 00 documentation for incorporation into the bid documents.

A.4123 File all required prevailing wage documentation with NYSDOL upon contract award and project completion

A.4124 Advertise the project through BidNet and the New York State Contract Reporter

A.4125 Review addenda as necessary A.4126 Conduct the public bid opening, record bid results, and distribute bid tabulations to the Consultant and interested parties in accordance with applicable Freedom of Information Law [FOIL] requirements

A.4200 Construction Procurement Assistance…