2026-UTL-001 RFQ RESTORING MARSH HABITAT AND PUBLIC GREEN SPACES.pdf

CITY OF NEWPORT, RHODE ISLAND

Department of Utilities

REQUEST FOR QUALIFICATIONS

ENGINEERING SERVICES FOR

RESTORING MARSH HABITAT AND

PUBLIC GREEN SPACES AT SOUTH EASTON POND

RFQ 2026-UTL-001

Sealed proposals are being requested to provide ENGINEERING SERVICES FOR RESTORING MARSH HABITAT AND PUBLIC GREEN SPACES AT SOUTH EASTON POND, in accordance with all terms and specifications contained herein, will be received in the Purchasing Office, City Hall, 43 Broadway, Newport, R. I., until:

2:00 o’clock PM., Local Time August 5, 2025

This is not a public opening

If additional information is needed, please contact the Technical point-of-contact listed in the RFQ document.

Proposals must be submitted in sealed envelopes addressed to the Purchasing Office, City Hall, 43 Broadway, Newport, R. I. 02840, and must be plainly marked in the lower left hand corner, “ENGINEERING SERVICES FOR RESTORING MARSH HABITAT AND PUBLIC GREEN SPACES AT

SOUTH EASTON POND– RFQ #2026-UTL-001”

Note: Tabulations will be posted on the City of Newport e-procurement website generally within twenty-four (24) hours of the closing date.

Any bidder taking exception to, or questioning any of the provisions, procedures, conditions or specifications herein stated should make such exceptions known to the undersigned, in writing, not less than five (5) days before the bid opening.

Any change or interpretation made as a result thereof will be published in an addendum and posted on the City of Newport e-procurement website. Should a bidder still not be satisfied, he may, in the bid, set out and stipulate the exception, with enough explanation to be understood by the City and, within the stipulation, the INCREASE or DECREASE in the bid price because of the exception shall be stated. The City may, at its discretion, accept or reject any or all exceptions.

The right is reserved, as the interest of the City may require, to reject any or all proposals, to waive any technical defect or informality in bids received, and to accept or reject any bid or portion thereof.

The City of Newport reserves the right to reject any or all proposals or to accept any proposals deemed to be for the best interest of the City.

CITY OF NEWPORT, RHODE ISLAND

Kevin Cortes, Purchasing Agent

(401) 845-5414

CITY OF NEWPORT

DEPARTMENT OF UTILITIES

REQUEST FOR QUALIFICATIONS

ENGINEERING SERVICES FOR

I. Introduction

The City of Newport (City) requests qualification statements from consulting engineering firms (Consultant) for services associated with the following,

1. A study to evaluate the existing and future site conditions for the drainage channel that was constructed along South Easton Pond, locally known as “the Moat”.

The City of Newport under the direction of the Department of Utilities was awarded an Ocean State Climate Adaption and Resilience Fund Grant by the Rhode Island Infrastructure Bank, Rhode Island Department of Environmental Management, and Rhode Island Coastal Resources Management Council to fund this study.

Background

The North and South Easton Ponds have been a cornerstone of the drinking water supply since 1876, when the City accepted George Norman's proposal to build the reservoirs and a waterworks system. The impairment issues affecting our raw drinking water supply date back to the 1990s due to nutrient pollution entering the water bodies. North and South Easton Pond have been identified as impaired by the Rhode Island Department of Environmental Management's Total Maximum Daily Load Program (TMDL). The primary concern is total phosphorus, which contributes to total organic carbon levels. Phosphorus enters our water bodies through stormwater runoff, as rainwater picks up and carries pollutants into our reservoirs. According to RIDEM, 88% of the phosphorus loading in the North and South Easton Ponds is estimated to come from urban and residential runoff, while 10% originates from agricultural runoff, and 2% from natural background sources.

Additionally, in 2016, RIDEM identified North Easton Pond Dam (NEPD) and South Easton Pond Dam (SEPD) as high hazard dams, meaning failure or mis-operation of the dams will result in probable loss of human life (according to the FEMA definition of a high-hazard dam). The adjacent North and South Easton Ponds are located in Newport and Middletown, 700 feet from Easton Bay which is open to the Atlantic Ocean. The ponds drain to Easton Bay and are hydraulically connected to the Bay. The position of this critical infrastructure exposes it to both coastal and inland flood risk. Such conditions pose potential risk of overtopping and resultant erosion, a common mechanism for dam failure.

The NEPD embankment divides the open waters of North Easton Pond (NEP) and South Easton Pond (SEP) to form a hydraulic barrier between the impoundments. SEPD is directly downstream and south of NEPD. SEPD is surrounded by critical infrastructure including a state highway (Memorial Boulevard, Route 138A), an ultraviolet stormwater disinfection system, a sewage pumping station, and a public beach (Easton Beach). There are numerous residential and commercial properties in the direct vicinity of the dam, in addition to the roads and utilities that connect them. These ponds function as storage and distribution reservoirs, collecting runoff from Bailey's Brook watershed. Water is pumped more than the system demand from the Paradise and Gardiner Ponds, which flows into NEP. The total storage capacity of the North and South Easton's Ponds is 685.1 MG, and the total usable capacity of the ponds is 650.8 MG and represents a critical portion of Newport Water Division's safe yield. Without these reservoirs, Newport Water's capacity would decrease from 16 million gallons per day (MGD) to 7 MGD, posing a significant risk to public water supply reliability, particularly in meeting demand during the summer tourism season as maximum daily demand was 9.75 MGD in 2024.

The water supply system has significantly changed since its initial construction in the late 1800's.

Due to the impacts of urbanization, increased scale of operations, climate change, and aging infrastructure, action to strengthen water quality initiatives and the resiliency of these structures is necessary and overdue.

II. PURPOSE

The City of Newport (the City) is a picturesque coastal community with nearly 25,000 residents on Aquidneck Island. Known for its stunning scenery and beautiful beaches, the City has experienced evolution and an influx of summer tourists, creating challenges in providing public access to green spaces for recreational purposes and ensuring a sufficient supply of high-quality drinking water. These challenges are further exacerbated by the changing climate, which brings variability in weather patterns and increases the intensity of extreme weather events such as droughts and flooding along the Rhode Island coastline. One area of particular concern is North and South Easton Pond, located at the southern edge of the city, which serves as one of the primary drinking water reservoirs for Aquidneck Island.

The watershed drainage area that flows into South Pond covers approximately five square miles and is characterized by extensive urban development with large areas of impervious surfaces. To address stormwater runoff from adjacent urbanized areas, a drainage channel was constructed along South Easton Pond, locally known as "the Moat." Originally designed as a spillway to North Pond, the Moat has also been utilized to capture and redirect stormwater runoff away from the public drinking water supply. However, over time, the Moat has become a source of flooding during precipitation and tidal events. Floodwater has spread onto neighboring roads and properties. In addition, certain sections of the Moat are experiencing erosion, which poses a potential threat to the stability of the adjacent dam.

The Moat is separated from South Pond by a large grassy embankment that has informally served as a community walking path for decades. In 2012, the City established a formal gravel walking trail that connects Old Beach Road to Braga Park on the northern edge of the pond.

Currently, this area is heavily used by local residents for outdoor recreational activities such as dog-walking, jogging, and running on top of a portion of South Easton Pond. The remaining sections on the top of the dam are also utilized by walkers and joggers, but the embankment on top of the dam has become degraded, in part due to the unprotected pedestrian traffic.

Dog walking has also contributed to the presence of dog waste, which poses a risk of bacterial contamination to the public water supply.

The project proposed here involves a comprehensive study to evaluate the existing site conditions at the Moat. The main objective is to develop concept designs that utilize bioengineering and nature-based strategies to address erosion control, bank stabilization, and protection. Additionally, to restore the existing marshland habitat and create new marsh habitat southward between Route 138A and the Moat, which will also serve as additional flood storage.

As part of this restoration plan, the City will enhance public access by connecting the existing engineered walking path off of the dam to the bridge where the Moat crosses Memorial Boulevard. This will create public access along the southern edge of the dam and establish a walking path that extends from Memorial Boulevard to Braga Park.

III. PROJECT GOALS

The ultimate goal is to achieve two main objectives:

1. Improving flood management along the Moat: Aim to utilize nature-based approaches to enhance flood management along the Moat and stabilize its side slopes.

2. Increasing public access: Plan to connect the southern edge of South Easton Pond Dam and Memorial Boulevard with the Moat, thereby increasing public access.

Accomplishing these goals will benefit local priority populations by improving their access to public resources. Additionally, contribute to long-term climate resilience by safeguarding a vital drinking water supply reservoir and adjacent infrastructure through the implementation of nature-based solution.

IV. SCOPE OF WORK

The Scope of Work outlined within this request calls attention to certain objectives and general work items anticipated. The City of Newport, Department of Utilities recognizes the competence of qualified firms and encourages them to utilize their professional judgment and expertise in defining their approach to this project. As such, the Consultants are encouraged to review the scope of services presented herein and make independent suggestions and recommendations in their submission if it is felt that it will best meet the objectives of this RFQ and best serve the needs of the City.

All work related to this project shall be under the direction and supervision of a professional engineer registered in the State of Rhode Island. The City anticipates the Scope of Work may include, but not necessarily be limited to, the following elements.

1. Kick-off Meeting

The selected Consultant shall meet with City staff immediately following the issuance of the Notice to Proceed. This meeting will provide the opportunity for discussion regarding the City's goals and concerns regarding this project. The scope of services and schedule will be reviewed. Information the Consultant requires for success of this project will be discussed. Department of Utilities staff will be available to provide all information regarding the current system.

2. Existing Conditions Analysis

The proposed project will consist of a study to evaluate the existing site conditions at the Moat. This study will include a desktop analysis of the impacts of stormwater drainage, natural resources (such as sensitive habitats or endangered species), geology (including soils), and on-site fieldwork for topographical and wetland surveys. The desktop analysis will also involve a review of current and future climate conditions available from publicly available datasets. The re-stabilization of the Moat's embankment slopes and the assessment of using nature-based systems and implanting increased public access will require consideration of anticipated future precipitation and storm magnitude. A range of various present-day and projected climate conditions for 2070, including inland precipitation and coastal surge events, should be evaluated during the design development process. Since future climate conditions will not remain static, assessing a range of potential scenarios is essential. This approach allows for the consideration of variability in climate conditions that may arise over time and ensures that development incorporates adaptive and flexible solutions, effective risk management, preparedness, efficient engineering, and innovation. Rather than relying on a fixed storm design, we must prioritize flexibility in our planning to ensure that the project results in sustainable designs that meet resilient infrastructure needs and desires for public accessibility. As such, consultants will later refine resiliency assumptions and address what projected climate conditions the restoration methods been designed to withstand.

3. Coordination of Public Engagement Workshop

Conduct public engagement to educate residents about the environmental challenges affecting the Easton Ponds and gather feedback on the proposed walking path and improvements to the existing green space next to the pond. Community engagement at an early project phase will prioritize residents from local priority populations and align this project with broader City initiatives to enhance climate resilience, particularly regarding limited freshwater drinking supply resources. The City and Consultant will oversee this task.

4. Development of Conceptual Designs

Develop conceptual plans to extend the walking path southwards along the Easton Ponds, connecting it to the existing pathway that leads to Braga Park as well as incorporate strategies that utilize nature-based systems to control erosion along the Moat and create wetlands, which can enhance the system’s flood resilience by providing additional storage. The re-stabilization of the Moat’s embankment slopes and the assessment of using nature-based systems will require consideration of a range anticipated future precipitation and storm magnitude, resiliency assumptions will be refined during this task. Conceptual plans will be made publicly available for comments on the City’s website. The Consultant will be responsible for leading this task.

5. Coordination of Pre-Application Meeting with Relevant Permitting Agencies

To ensure the feasibility of the final restoration plan and incorporate any necessary changes prior to implementation, it is important to conduct a pre-application meeting with relevant permitting agencies, including the CRMC. CRMC staff contacted for the pre-application meeting will be made aware by consultants and grantee that the project is funded by the OSCAR Grant and will be provide the project’s Scope of Work and OSCAR Application. During this meeting, the draft restoration plans and concept designs will be presented and reviewed.

This step will help ensure that the restoration plan aligns with the permitting requirements and addresses any concerns or modifications needed.

6. Preparation of a Restoration Plan

Prepare a restoration plan that provides a summary of the existing conditions, outlines the anticipated permitting requirements, and describes the selected restoration methods to be implemented at South Easton Pond, including public engagement activities. The plan should also include the scope, cost estimates, and concept designs for the proposed new walkway.

Consultants will address the projected climate conditions the restoration plan has been designed to withstand. This plan will define the next steps for the City to advance this project and incorporate it into other municipal plans to improve the resilience of the dam and Easton’s Beach. The consultant will lead this task.

7. Quarterly Progress Reports

Quarterly progress reports, inclusive of any issues or causes for delay, will be developed and submitted to CRMC and RIIB throughout the duration of the project. The City will lead this task under the advice of consultants.

8. Timing of Project

The project shall be initiated upon issuance of the Notice to Proceed. The final report shall be completed by the end of June 2026.

V. RESPONSE TO RFQ

Two (2) originals and three (3) copies of the written qualification statement shall be submitted in sealed envelopes to the Purchasing Office, City Hall, 43 Broadway, Newport, RI 02840 by 2:00 PM on August 5, 2025. Submittals should be clearly marked: "Restoring Marsh Habitat and Public Green Spaces at South Easton Pond RFQ # 2026-UTL-001”. Submittals shall be in 3 ring binders with tabs separating sections. Submittals shall be limited to no more than a total of sixty (60) pages

It is the Consultant's responsibility to ensure that the submission is delivered by the time and at the place described above. Submission received prior to the time of opening will be securely kept unopened. No responsibility will attach to any officer or person for the premature opening of a submission not properly addressed and identified. Any submission received after the time and date specified shall not be considered even if it is determined by the City that such non- arrival before the time set for opening was due solely to delay in the mails for which the submitter is not responsible. Conditional or qualified submission will not be accepted.

Proposal shall contain the following, as a minimum:

1. Transmittal letter must be signed by an authorized officer of the firm

2. Brief firm history

3. A description of the proposed project management decision making process, and overall management philosophy

4. The Consultants organization chart showing the reporting and control structure for the proposed project team for the City's project,

5. A description of the role and scope of work for each team member the Consultant assigns to the City's project. Include a statement of the availability and commitment of each team member including the proposed work location of each individual during the project.

6. A description of the background, experience and qualifications of each team member that will be assigned to the City's project. Include resumes for the project manager and each of the team members. Must demonstrate that the project manager has relevant recent experience working with Clean Water Infrastructure Plans.

7. A description of similar projects to that of this request where the proposed project team have worked together

8. The qualification statements shall clearly demonstrate the project team’s full knowledge, understanding, and experience in the methods, techniques, and guidelines required for the performance of the required tasks to complete the Project.

9. The Consultants shall provide a general discussion of the approach to the work described as a part of this request.

10. A narrative description of the Consultant's quality assurance/ quality control program.

11. A minimum of three (3) references for projects completed within the last five (5) years, especially for similar engineering consulting services for public drinking water projects. The following information should be included for each project:

• Project name, description, location, and contract value

• Team members involved

• Completion date

• Schedule and cost performance

• Services performed

• Owner contact for references

12. Any other information the Consultant deems pertinent.

VI. SELECTION PROCESS AND CRITERIA

The submittals from this Request for Qualifications will be reviewed and evaluated by City staff from the Department of Utilities based on the selection criteria identified in this section. First the submittals will be reviewed to determine if it is responsive to the requirements of the RFQ. If the submittal is deemed responsive it will be evaluated and ranked. In its sole discretion, the City may waive any minor or immaterial failure to meet a requirement of this RFQ and may request clarifications or additional information if deemed necessary. Also, if necessary, as determined by the City, individual presentations and discussions may be scheduled with the top three (3) firms ranked as fully qualified and meeting the objectives of this RFQ based on the information provided within the written statements.

The ranking of the Consultants shall be in the order determined to provide the qualifications and services deemed most meritorious for the City's project.

Negotiations for a contract shall be conducted with the Consultant ranked first. If a contract satisfactory and advantageous to the City cannot be negotiated at a fair and equitable price, as determined at the sole discretion of the City, negotiations shall be formally terminated.

Negotiations will then begin with the Consultant ranked second and so on until a contract satisfactory and advantageous to the City can be negotiated at a fair and equitable price as determined at the sole discretion of the City. The final negotiated contract shall be recommended to the City Council for award of a contract.

The City is not required to furnish an explanation of how a proposal rated or a statement of reasons why a particular proposal was not selected as most meritorious.

The following criteria shall be considered in the evaluation and ranking of the proposals:

a. Qualifications and Experience - 40 points

• Leadership structure and experience

• Project team's experience and credentials of key people assigned to the team

• Commitment of the individuals on the project team

• Management staff and capabilities

• Size of firm

b. Project Understanding and Approach- 30 points

• Demonstration of the Consultant's understanding of the RIDOH requirements for preparing IRPs Presentation of the Consultant's proposed approach to providing services to the City for the project.

• Project controls

c. Past Performance- 30 points

• Successful project experience with Clean Water Infrastructure Plans

• Design and construction experience related to public drinking water systems.

• Demonstrated commitment to customer objectives

• Schedule and budget performance on similar projects

VII. GENERAL CONDITIONS

1. The City reserves the right to reject any and all proposals, to waive any informality, to request interviews of consultants prior to award and to select and negotiate the consultant services in the best interest of the City.

2. The Consultant shall guarantee to perform the services offered and the total price of the proposal for a period of not less than 60 days from the deadline for submission of proposals.

3. The City reserves the right to accept all or part of any proposal, and to negotiate a contract for services and cost with the selected Consultant.

4. The Consultant shall provide all necessary personnel, materials and equipment to perform and complete all work under this proposal.

5. All original documents and drawings shall become the property of the City after completion of the Consultant's work.

6. The City of Newport intends to recommend award of a contract to the City Council for the requested services within one (1) month of receipt of the proposals. The Consultant shall be prepared to commence work immediately upon execution of a contract with the City.

7. Awards will not be made to any person, firm or company in default of a contract with the City, the State of Rhode Island or the Federal Government.

8. The Consultant hereby agrees that it will assign to the City of Newport all cause of action that it may acquire under the anti-trust laws of Rhode Island and the United States as the result of conspiracies, combination of contracts in restraint of trade which affect the price of goods or services obtained by the City under this contract if so requested by the City of Newport.

9. Unless otherwise stated, invoices are to be submitted in duplicate upon delivery of service to the City c/o Department of Utilities. The invoice must include an itemization of all services provided in accordance with the Contract Fee Schedule.

10. Unless otherwise stated, payment will be made within thirty (30) days of the completion of the service, in an acceptable fashion, to the City and receipt of invoice, whichever is later.

11. City is exempt from all sales and Federal excise taxes. Our exemption number is 05- 6000260.

Please bill less these taxes.

12. The City of Newport's obligations to pay any amount due under a contract are contingent upon availability and continuation of funds for the purpose. The City may terminate the contract, for non-appropriation of funds, and all payment obligations of the City cease on the date of termination.

13. None of the services covered by the contract shall be assigned in full or in part, or sub-contracted without the prior approval of the City.

14. This contract will be for the services described above; however, this agreement should not be considered exclusive. As deemed necessary, the City reserves the right to obtain these services from any other vendor.

15. Unless otherwise specified all costs listed are firm for the term of the contract.

16. Neither party shall be liable for any inability to perform its ' obligations under any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm or other act of God.

17. Notification of the parties shall be considered to have been constructively received when it is mailed via the United States Postal Service or delivered in hand to the parties as stated in the contract.

18. If any of the GENERAL TERMS AND CONDITIONS is held to be invalid or unenforceable, it will be construed to have the broadest interpretation which would make it valid and enforceable under such holding. Invalidity or unenforceability of a term or condition will not affect any of the other GENERAL TERMS AND CONDITIONS.

19. Each and every provision and clause required by law to be inserted in any subsequent

Contract shall be deemed to be inserted herein and the Contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not insert ed, or is not correctly inserted, then upon the application of either party, the Contract shall forthwith be physically amended to make such insertion or correction.

20. Proposal shall also mean quotation, bid, offer, qualification/experience statement, and services. Proposers shall also mean vendors, offerors, bidders, or any person or firm responding to a Request for Qualifications.

21. All contracts entered into by the City of Newport shall be governed by the Laws of the State of Rhode Island. Any disputes shall be resolved within the venue of the State of Rhode Island and Newport County.

22. The Consultant selected for this project shall procure and maintain the following types of insurance:

• Statutory Workers Compensation and Employer's Liability Insurance

• Professional Services Liability Insurance for errors and omissions ($1,000,000.00 minimum)

• Liability and Property Damage Insurance (a) Bodily injury liability: $500,000 each person, $1,000,000 each occurrence; (b) Property damage liability: $500,000 each occurrence, $1,000,000 aggregate.

VIII. TECHNICAL POINTS OF CONTACT

Any questions regarding the RFQ may be directed to Robert C. Schultz, Jr., General Manager and Chief Engineer at (401) 845-5600.

CITY OF NEWPORT

DEPARTMENT OF UTILITIES

REQUEST FOR QUALIFICATIONS

ENGINEERING SERVICES FOR

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