2026.09.21 DRAFT v3 RFQ Water Project_Brocton V Waterline Improvements.docx

Village of Brocton Engineering Services Request for Qualifications (RFQ) for Water System Improvements

I. PROJECT DESCRIPTION

The Village of Brocton is in the central part of Chautauqua County, New York. The Village of Brocton is committed to providing their residents with a safe reliable water system. The Village has been working to upgrade their water system. The Village has many water lines that are aged, undersized and that are nearing the end of their useful life. The Village is also desires to replace their aged water meters.

These water improvements are expected to be funded by a Drinking Water State Revolving Fund (DWSRF) Engineering Planning Grant. Implementation is expected to be funded by the Drinking Water State Revolving Fund (DWSRF), the Water Infrastructure Improvement Act (WIIA), the and a Community Development Block Grant (CDBG). The engineering firm selected will be responsible for complying with each 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. The Village seeks to engage a qualified engineering firm through this RFQ process based on the specific needs and funding requirements of the project. Please note, the selected engineering firm must be licensed in the State of New York.

Proposals will be received from all firms which wish to be considered for this engagement.

II. 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 services needed.

1. 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 and/or resolve issues that arise as determined by the Village, regulatory or funding agencies. This may include evaluating new or additional alternatives as requested by the Village.

2. 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 water design, construction and operation.

3. The consultant’s ability to make practical water process evaluations, develop accurate cost estimates, and develop best practice treatment recommendations.

4. 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 and contact information for each community is required.

5. 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.

6. Whether the consultant has adequate staff and/or other resources to perform the work within schedule and meet funding program MWBE requirements.

7. The approach the consultant proposes to use for the work and to keep the project within budget and on schedule.

8. Whether the consultant has an effective quality control program.

9. Demonstrated ability to identify all necessary permits, regulatory requirements, and processes and obtain involved agency approvals.

10. 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. Firms on the short-list may be interviewed to better assess their qualifications. The best qualified firm will be selected based on demonstrated competence and qualifications for the services needed for the project.

A more detailed scope of work and fee schedule will be negotiated with the firm the Village feels is best qualified to complete this project. If negotiations are not successful with any selected firm, the Village 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 Village of Brocton Village Board for its consideration.

The Village of Brocton is an Equal Opportunity Provider and Employer. The Village encourages Section 3 Businesses, Minority-owned Business Enterprises (MBEs) and Woman-owned Business Enterprises (WBEs) to submit qualifications

Engineering Firm Insurance Requirements The firm must meet the following insurance requirements.

1) Proof of Workers Compensation insurance coverage.

2) General Liability $1,000,000 per occurrence/$2,000,000 aggregate. The Village must be listed as additional insured and endorsement required.

3) Auto Liability Insurance $1,000,000 per occurrence combined single limits applicable to claims due to bodily injury and/or property damage. The Village must be listed as additional insured and endorsement required.

4) Professional Liability not less than $2,000,000 per loss.

III. RFQ SCHEDULE

Below outlines the Request for Qualification Schedule.

10/28/26

Request for Qualifications Advertised

by 4:00 pm

Meeting date, but possibly sooner.

IV. SUBMISSION

Please provide a copy of your qualifications and related materials via electronic AND hard copy. Proposals must be transmitted as an electronic file in a PDF format AND 6 hard copies must be sent to the Village via mail or overnight express. All proposals must consist of a Statement of Qualifications or a bound copy of your qualifications statement and must be received (both electronically AND via mail in a sealed envelope) no later than 4:00 pm, Thursday, November 30, 2026, the submittal deadline date. Please mark your response “REQUEST FOR ENGINEERING QUALIFICATIONS – Village of Brocton Water System Improvement Services”.

All proposals must be submitted electronically to the Village of Brocton with the subject heading “RFQ Water System Improvement Services” Six (6) copies of your proposal must also be sent to the Village Offices via mail or delivery service as follows:

Village of Brocton 34 W Main St, PO Box B Brocton, New York 14716 Attention Scott Jagoda – RFQ Water System Improvement Services Please note the Village Offices are open from Monday through Friday from 8:30 am to 4:30 pm.

V. PROPOSAL EVALUATION

The Village 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 Village of Brocton reserves the right to invite any or all consultants for an interview before making a final selection. Such an invitation does not commit the Village of Brocton to pay any costs incurred in taking part in said interview. The evaluation factors are:

• Understanding of the project and experience with other similar water improvement projects and water 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 Village 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, WIIA, CDBG 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. Maximum Points: 20

The selection of the consultant will be valid for the completion of the proposed project.

EQUAL OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER

All qualified engineers will receive consideration without regard to race, color, religion, creed, sex, age, or national origin. The Village of Brocton strongly encourages MWBE and Section 3 firms to submit.

VI. RIGHTS

The Village of Brocton 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 Village 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 Village 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 Village’s sole discretion. The Village 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:

Scott Jagoda, Clerk/Treasurer Email: brocton@stny.rr.com Phone: 716-792-4160, Ext 2