6-2026-17 RFP Document.pdf

2026-17 Professional Consulting Engineering Services - 2026 - NPDES Permit Renewal and Optional On-Call Permitting Support

TOWN OF FAIRFIELD

Request for Proposal

2026-17 Professional Consulting Engineering Services for 2026 NPDES Permit Renewal and Optional On-Call Permitting Support

Town of Fairfield Water Pollution Control Authority (WPCA)

The Town of Fairfield (Town) on behalf of its Water Pollution Control Authority (WPCA) is soliciting proposals from qualified consulting engineering firms to provide professional services for the renewal of its National Pollutant Discharge Elimination System (NPDES) permit with the Connecticut Department of Energy and Environmental Protection (CT DEEP). The current permit expires on September 30, 2026, and the renewal application must be submitted to CT DEEP on or before April 3, 2026.

In addition to the core NPDES renewal scope, the Town seeks to optionally engage the selected firm for on-call permitting support related to the regulation of WPCA’s sludge management processes, including solid waste and air permitting activities authorized by CT DEEP.

BACKGROUND

The Fairfield Water Pollution Control Facility (WPCF) is a Class IV facility discharging to Long Island Sound with a design flow rate of 9.0 MGD, serving over 210 miles of sanitary sewer collection piping. The system has no known combined sewer overflows (CSOs). The WPCF has no knowledge of receiving more than 15 kg/month of non-acute hazardous waste at its headworks and receives discharges from 1 known Significant Industrial User (SIU).

CONTRACT

Included in the portal is a Draft Professional Services Agreement for this solicitation. Please utilize the Exceptions Form to note any comments or updates to the agreement. The Town is providing the agreement ahead of time for review to help expedite the award process.

PROJECT TIMELINE/SCHEDULE

Time is of the essence for this project. Please include a tentative schedule with your submission that includes the tasks outlined in the scope of work and based on an award of this project in December of 2025. The proposed schedule will be a critical factor in the selection process. The tentative schedule will be a significant factor in the review of submittals, and evaluated for efficiencies to allow for initial assessment of options and streamlined decision making.

RFP Posted: Thursday, October 23rd RFI’s Due: Wednesday, November 5th by 4:30 pm

Submission Due Date: Wednesday, November 12th by 2:00 pm

Evaluation Completion: Wednesday, November 19th

Contract Award: December 2025

2026-17 Professional Consulting Engineering Services - 2026 - NPDES Permit Renewal and Optional On-Call Permitting Support

SCOPE OF SERVICES

The selected consultant shall provide comprehensive support for the NPDES permit renewal process, including:

I. Core Services – NPDES Permit Renewal (Duration of these services is 24 months from date of service initiation)

A. Application Preparation

Lead the preparation of all components of the NPDES permit renewal application for Domestic Sewage Treatment Works (Form DEEP-WPMD-APP-300) and Attachments A through Z of that application using Town-provided data, plans, and specifications. This service is inclusive of completing the application forms for the Town’s review and signature.

Review and update documents pertaining to Attachment X of the application to reflect current WPCF operations.

Ensure all application materials meet CT DEEP formatting and content requirements.

B. Regulatory Coordination

Coordinate with CT DEEP programs relevant to the application to ensure a complete and compliant submittal.

Advise the Town on anticipated regulatory changes that may affect permit conditions.

C. Sampling Coordination

Schedule and document sampling activities required for the application.

The Town will conduct and fund all sampling; consultant shall provide technical guidance and incorporate results into the application.

D. Public Notice Preparation

Draft all required public notices associated with the application submittal.

Coordinate with Town staff to ensure timely publication in the local newspaper.

The Town will pay all public notice fees and manage publication logistics.

E. Emerging Contaminants Expertise

Provide recommendations for addressing emerging contaminants of concern within the permit application filing.

Alternate: Notice of Insufficiency (NOI) Response

Provide the Town technical support in the review and development of a response to any NOI issued by CT DEEP in response to the NPDES permit renewal.

II. Optional Services – On-Call CT DEEP Permitting Support (Duration of these services is 12 months from date of service initiation)

The Town may request additional permitting support related to WPCF’s sludge management processes. These services can include:

A. Solid Waste Demonstration Project Authorization Prepare application materials and supporting documentation Coordinate with CT DEEP Waste Engineering and Enforcement Division to ensure application completeness Advise and coordinate with Town on sampling requirements Support public notice preparation and regulatory correspondence

2026-17 Professional Consulting Engineering Services - 2026 - NPDES Permit Renewal and Optional On-Call Permitting Support

B. Solid Waste Facility Permit (Volume Reduction Facility) Prepare application materials and supporting documentation Review and update facility plans and operations narratives Coordinate with CT DEEP Waste Engineering and Enforcement Division to ensure application completeness

C. New Source Review (NSR) Air Permit

Provide technical support for NSR applicability and emissions calculations Prepare permit application materials and coordinate with CT DEEP Air Bureau to ensure application completeness Advise on BACT (Best Available Control Technology) and compliance strategies

D. General Advisory Services

Respond to Town inquiries regarding CT DEEP permitting pathways Attend meetings or calls with CT DEEP staff as requested by Town Provide written summaries or memos on regulatory interpretations as requested by Town

DELIVERABLES

Draft and final NPDES permit renewal application Updated Attachment X: Certification Regarding Submittal of Previously Approved Documents, as needed Sampling coordination plan and summary Public notice drafts Meeting summaries and correspondence logs with CT DEEP as requested by Town Optional: Technical memos, regulatory correspondence as requested by Town

PROPOSAL FORMAT

Please include the information specified below in the sequence specified, with each section of your submission properly numbered in accordance with the items identified below:

1. Indicate whether your Company is local, regional, national or international in the scope of its practice.

2. Each Proposer shall provide to the Town ownership information. The proposal shall indicate whether the Proposer is a sole proprietor, a partnership, a corporation, or other legal entity, and shall be signed by the person or persons legally authorized to bind the Proposer to a contract.

3. Indicate if your Company is currently involved in any claim or litigation with any other Federal, State or

Local Government, or Private Entity.

4. Indicate whether your Company has been the subject of any professional disciplinary action by federal or state government or by any professional organization and if it has been, describe the nature of such action.

2026-17 Professional Consulting Engineering Services - 2026 - NPDES Permit Renewal and Optional On-Call Permitting Support

5. All Proposers shall show evidence to the Town of satisfactory financial and moral responsibility to perform the contract throughout the term of the contract.

6. Identify any Connecticut municipalities for which your Company currently or in the past has performed services of the type described in this RFP. Provide a minimum of three (3) references of services conducted of similar or greater size to the Town of Fairfield. List samples of work for three (3) projects of similar type and scope indicating timeline to complete the project from start to application submittal, whether or not a CT DEEP NOI was issued in response to the application submittal, and the date of final permit issuance.

7. Indicate the address of your main office and identify the local office that would handle this service for the Town including address and telephone number. Identify the individual in charge of that office. Indicate the total number of professional staff currently assigned to that office. Describe how your Company’s personnel assigned to the Town of Fairfield project would be available for meetings in addition to the on-going services.

8. Please include a tentative schedule with your submission that includes all items outlined in the scope of work and based on an award of this project in December of 2025.

9. Provide a description of the proposed project team that includes experience and qualifications related to municipal projects of similar scope and size outlined in this RFP document.

EVALUATION CRITERIA

1. Firm & Team Qualifications and Experience: Evaluation of the firm's overall experience and the qualifications of key personnel assigned to the project. Includes capacity to perform the work, technical competence, and demonstrated success on comparable projects of similar size and nature.

2. Project Schedule & Work Plan: Clarity, detail, and feasibility of the proposed timeline and work plan, demonstrating an understanding that time is of the essence. Evaluation will consider the proposer’s ability to meet critical project milestones, efficiently allocate resources, and ensure timely project completion.

3. Relevant Regulatory Experience: Evaluation of the firm’s experience with Connecticut Class IV Water Pollution

Control Facilities (WPCFs) and familiarity with CT DEEP Municipal NPDES, solid waste, and air permitting requirements, regulations, and statutes. Demonstrated success navigating these regulatory processes will be considered.

4. Understanding of CT DEEP Permitting Process: Assessment of the proposer’s depth of understanding of CT

DEEP permitting procedures, documentation, and compliance expectations. Evaluation will consider demonstrated knowledge of permit application, renewal, and coordination requirements.

5. Experience with Emerging Contaminants: Evaluation of the firm’s specific experience addressing per- and polyfluoroalkyl substances (PFAS) and other emerging contaminants of concern. Includes demonstrated technical knowledge, project experience, and strategies for compliance and mitigation.

6. Fee Proposal (submitted separately from your proposal submission via the Fee Proposal Form within the e- Procurement Portal): Total proposed fee and cost-effectiveness in relation to the scope of work. Evaluation will consider value for money and alignment with the proposed approach and deliverables.

2026-17 Professional Consulting Engineering Services - 2026 - NPDES Permit Renewal and Optional On-Call Permitting Support

SELECTION PROCESS

The Town shall utilize an evaluation panel consisting of employees of the Town’s WPCF, and potentially other Town departments.

1. The Town’s evaluation team will individually review and rank each Respondent’s sealed Proposals.

2. The Town’s team will meet to discuss the Respondent’s credentials and qualifications and recommend an award.

3. Based on the responses received, the Town may choose to continue or cancel the RFP process.