Addendum No 1-Final.pdf

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Dutchess County Water and Wastewater Authority

Addendum No. 01

Hyde Park Regional Water Treatment Facility – Capital Improvements

September 9, 2025

To: All potential Proposers:

The following are answers to questions and/or clarifications which were asked by potential proposers during the qualification process. These items included in this Addendum No. 1 are to become part of the original Request for Qualification/Proposals (RFQ/P).

1. Is there a walk-through for this RFQ/P?

A: There is no walk-through planned for this project.

2. Can previous tank inspections reports prepared on behalf of DCWWA and provided by DCWWA be used for the evaluation or does the consultant need to complete an interior and exterior tank inspection as part of this contract?

A: While the DCWWA has provided inspection reports, the potential consultant should consider some form of validation of the previous tank inspection report.

3. Task 1 of Schedule A includes two items, the Execution Plan and Kickoff Meeting. This section states this task will be "paid at 35% for approved EP, 35% for approved bid/conformed set, 20% at substantial completion, and 10% at final completion." Can this item be paid 100% following an approved EP and kickoff meeting, as there are not additional tasks under this item?

A: No, this task cannot be billed out in full. Schedule A has further been revised to remove ‘approved bid/conformed set’, and revise substantial completion and final completion to be in-line with the EFC Report completion. Weighted adjustments have also been revised. Please replace the Schedule A – Scope of Services supplied in the original RFP/Q documents with the one attached to this Addendum No. 01

4. Did DCWWA intend to establish the total number of hours needed for each task of Schedule B?

In our previous experience only construction phase services have included pre-determined hours on Schedule B.

A: Yes, the DCWWA intended to establish the total number of hours needed for each task in consideration that each task is data collection while the report completion compiles the data collection. The intent was to consider a more accurate account of time necessary to complete the task, rather than a lump-sum value.

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5. If the answer to the above question is the proposer should use the predetermined hours per task by DCWWA, and if certain tasks with predetermined hours of work established by DCWWA in Schedule B are exceeded during the work, but other tasks have remaining hours, can the remaining hours be transferred between tasks and billed. Alternatively, can the project be billed considering total hours and not by individual tasks?

A: This may be acceptable and may require contract amendment and/or Board of Directors’ approval

6. Under Section 4 – “Minority & Women Business Enterprise (M/WBE) and Service-Disabled

Veteran Owned Business Enterprises (SDVOB) Programs”, there is reference to the Mandatory

State Revolving Fund Terms and Conditions for Contracts. It is our understanding the work on this proposal is for a report to facilitate funding from EFC and DWSRF and is not subject to those terms and conditions. Please verify.

A: The intent is that, by following the EFC policies and procedures for this report, it will ultimately be reimbursable should the project be awarded the grant.

*** End**

Aug-2025 Scope of Services – Schedule A Page 1 of 5

Hyde Park Regional Water Treatment Facility – Capital Improvements – Professional Design Services

Schedule A Scope of Services

General Requirements and Quality Standards

The Dutchess County Water and Wastewater Authority [DCWWA/Owner] is procuring professional design services from qualified consultants [Consultant] for the preparation of an acceptable Engineer’s Report to be submitted to the New York State Environmental Facilities Corporation [NYS EFC] for the purposes of seeking funding for improvements at the Hyde Park Regional Water Treatment Facility, distribution system improvements, and consecutive system improvements as described below.

Deliverables Drafts for review: 2 hard copies and 1 PDF Final: 2 hard copies and 1 PDF.

Reports

Reports shall conform to the requirements of:

• NYS Environmental Facilities Corporation for engineering reports

Cost estimates/Opinion of probable costs

Conforms to the requirements for construction cost estimating as provided for:

• Association for the Advancement of Cost Engineering [AACE],

• American Society of Professional Estimators (ASPE),

• International Cost Estimating and Analysis Association (ICEAA).

Monthly Invoices The Consultant shall prepare a proper and complete monthly invoice that includes:

• A full accounting of all labor assigned charged to Tasks and other direct costs (ODC) (inclusive of allowances) organized by Task and Sub-task, including sub-totals by personnel, title/position, for those portions of the Services that are compensated based on Cost Plus/Hourly-NTE.

Upon the request of DCWWA, the Consultant shall submit all documentation and justification in support of lump sum expenditures or Cost-Plus fees, which include, but is not limited to, timesheets, material and supplies invoices, travel receipts and other proof of lump sum work.

Sub-consultants, where applicable, are billed out using billing method for associated task.

The Consultant shall invoice for services performed and shall provide, in its monthly report to DCWWA, an accounting and a forecast of all costs at the Subtask level. The Consultant shall collect costs and maintain forecasts to the lowest level of the Scope of Services (Task, Subtask, or Sub-subtask Level) and shall provide this information when requested by DCWWA. For those portions of the services that are compensated based on lump sum payments, the Consultant shall prepare a document detailing the percentage of the lump sum payment that is being invoiced by the Consultant, and the corresponding portions of the services that were performed by the Consultant and each subconsultant. Proper and complete invoices are due by the last day of the month. Include an Authority payment voucher and send to DCWWAAP@dutchessny.gov.

The Consultant/sub-consultant shall not invoice DCWWA for any efforts associated with the preparation of monthly invoices and deemed included as an overhead portion of billed rates.

Detailed Scope for Submission to the NYS EFC

Schedules B and D provides detail regarding project construction for: Hyde Park Regional Water Treatment Facility

– Capital Improvements, which broadly includes:

mailto:DCWWAAP@dutchessny.gov

Aug-2025 Scope of Services – Schedule A Page 2 of 5

The Dutchess County Water and Wastewater Authority [DCWWA], is soliciting a Request for Qualification Statement and Price Proposal [RFQ] from qualified professional engineering firms for professional design services for the Hyde Park Regional Water Treatment Facility – Capital Improvements that will provide supporting documents for a submission to the New York State Environmental Facilities Corporation (NYS EFC) in an effort to receive grant funding for necessary improvements to the facility and distribution system:

• Superpulsator Baffles and Tank Repairs

• Instrumentation and Control Repairs and Replacement

• Heating, Ventilation, and Air Conditioning (HVAC) Investigation, Repairs and Replacement

• Roof Investigation, Repairs and Replacement

• Elevated Water Storage Tank Improvements

• Second Raw Water Intake Pipe Investigation

• Aged Infrastructure – Pipe Replacement

• Aged Infrastructure – Pump Station Replacement

• Other Various Repairs and Replacements

The firm selected will produce an engineer’s report for submission to the NYS EFC for consideration of awardence of grant funding under the Water Infrastructure Improvement (WIIA) program. The report must accurately depict the project described above and in addition to any further investigative finds after the Professional Design Services contract has been awarded.

The Consultant will develop an Engineer’s Report for the purpose of obtaining NYS EFC funding.

The final design report will summarize the conditions associated with the list of necessary improvements to the facility and distribution system.

The Consultant’s fee proposal shall be based on the following set of tasks and the work described therein.

Consultant’s fee proposal shall include all direct and indirect labor costs, material costs, overhead, and profits. It is expected that the future construction documents applicable to this Engineer’s Report will comply with Wicks Law requirements.

Analysis of design shall be in accordance with requirements of:

• 10-State Standards – GLUMRB 2014

• Dutchess County Department of Health.

Task 1 Execution Plan

1001 Execution Plan and Kickoff Meeting

Conduct a kickoff meeting that will provide an execution plan (EP) for the Hyde Park Regional Water Treatment Facility investigation. The Execution Plan should include sufficient information with respect to the consultant’s request for DCWWA records, request for access to DCWWA facilities, and a timetable to complete the investigation and conditions report of each facility improvement. A task schedule in Gantt form that begins with kickoff meeting through EFC submission, identifying milestones should be included. The kickoff meeting should discuss at a minimum the following:

• Request for Additional Documents and Site Visits

• State Environmental Quality Review (SEQR) Completion

• State Historic Preservation Office (SHPO) Completion

Aug-2025 Scope of Services – Schedule A Page 3 of 5

• 60% Analysis Completion and Follow-up Review Meeting

• 100% Analysis Completion and Follow-up Review Meeting

• Environmental Facilities Corporation (EFC) Intended Use Plan (IUP) Submission

Risk tabulation [RT] that identifies designer’s opinion of specific key risks associated with this type of construction or specific to project (i.e. permitting, regulatory review, field conditions, maintenance of operations/service, etc.).

RT shall include remedial considerations/recommendations.

Compile a Communication Plan that the Consultant will implement to keep the Owner abreast of all critical issues that may affect project costs, schedule, safety, or quality:

▪ Communication Plan includes conducting meetings, regular and milestone. For each meeting, the Consultant shall prepare an agenda, meeting minutes, and other documentation for the purpose of addressing specific project issues and maintaining progress.

▪ Consultant shall conduct bi-weekly video/tele-conference to review outstanding schedule, critical issues and progress, or some other interval as agreed upon by the DCWWA.

Execution Plan and Kickoff Meeting not to exceed 10% of Proposed Total – Paid at 40% for approved EP, 40% at Substantial completion of EFC Report, and 20% at Final completion of EFC Report.

Task 2 Design Analysis

The Consultant shall prepare report documents that comply with all legal and regulatory requirements in the following stages for the purposes of submission to the NYS EFC for a Water Infrastructure Improvement Award

(WIIA).

2001 Superpulsator Conditions

▪ Review the conditions of the north and south Superpulsator tanks.

▪ Compile a list of deficiencies.

▪ Prepare an Opinion of Probable Cost for Construction (OPCC) to address deficiencies.

2002 Instrumentation and Controls Conditions

▪ Review the conditions of the instrumentations and controls.

▪ Compile a list of deficient and outdated infrastructure.

▪ Prepare an OPCC to address deficiencies and outdated infrastructure.

2003 Heating, Ventilation and Air Conditioning (HVAC) System Conditions

▪ Review the conditions of the HVAC System.

▪ Compile a list of deficient components.

▪ Prepare an OPCC to completely replace the entire HVAC system.

2004 Roof Facilities Conditions

▪ Review the conditions of the Raw Pump Station, Admin/Control, Finished Water and Garage Buildings.

▪ Compile a list of deficiencies per each building.

▪ Prepare an Opinion of Probable Cost for Construction (OPCC) to address deficiencies per building.

2005 Elevated Storage Tank Conditions

▪ Review the conditions of the two (2) elevated water storage tanks and include provisions for the re-painting of both tanks.

Aug-2025 Scope of Services – Schedule A Page 4 of 5

▪ Review the conditions of the two (2) elevated water storage tanks and include provisions for the construction of mixers to provide Disinfection By-Product control as means to avoid additional maximum contaminant level (MCL) exceedances for Total Trihalomethanes.

▪ Review the conditions of the two (2) elevated water storage tanks and include provisions for improvements to the existing altitude valves which do not properly function.

2006 Second Raw Water Intake Investigation

▪ Prepare an OPCC to address the addition of a second raw water intake into the existing raw water pump station with respect to addressing deficiencies pertaining to bottlenecking of the existing raw water intake pipe, the formation of frazel ice crystals on the existing intake screen, and the ability to take a raw water intake offline for the purposes of routine operations and maintenance.

2007 ZONE D – Pump Station Replacement

▪ Review the conditions of the subsurface pump station.

▪ Compile a list of deficiencies.

▪ Prepare an Opinion of Probable Cost for Construction (OPCC) to address deficiencies, including the relocation of the pump station to a suitable aboveground location, including all necessary modifications to the existing system to the extent practical (e.g. water main extension).

2008 ZONE AB – Pipe Replacement

▪ Review the age, diameter size, and condition of each pipe within the zone.

▪ Compile a list of cluster pipe replacements that provide maximum efficiency for the oldest and most deficient pipe, including pipe replacement that may provide better directional flow capabilities to the northern storage tank.

▪ Prepare an OPCC to address the pipe replacement.

2009 ZONE C– Pipe Replacement

▪ Review the age, diameter size, and condition of each pipe within the zone.

▪ Compile a list of cluster pipe replacements that provides maximum efficiency for the oldest and most deficient pipe.

▪ Prepare an OPCC to address the pipe replacement.

2010 General Repairs/Replacements

▪ Prepare an OPCC based upon the Technical Memorandum prepared by the DCWWA encompassing all items not included in Sections 2001 through 2009 under this task. The Technical Memorandum will also include additional information on the tasks above; however all remaining items not associated with Tasks 2001 through 2009 shall be included in this task.

Task 3 Deliverables

3001 60% Analysis

The consultant shall furnish an Engineer’s Report to 60% completion to include all the following:

▪ Conditions Review of Sections 2001 through 2010 under Task 2.

▪ Conditions Review of Repairs/Replacements of various items at the water treatment facility.

▪ Compilation of all noted deficiencies from the conditions review as discussed above.

▪ Inclusion of all Disadvantaged Communities and Potential Environmental Justice Areas where services are provided by the Hyde Park Regional Water Treatment Facility.

The consultant shall provide technical support in DCWWA’s in-house completion of SEQR and State Historic Preservation Office (SHPO) documentation.

Aug-2025 Scope of Services – Schedule A Page 5 of 5

A virtual meeting shall be conducted upon completion of the 60% analysis.

3002 100% Engineer’s Report

The consultant shall furnish an Engineer’s Report to 100% completion to include all the following:

▪ Modifications as discussed and agreed upon between the Owner and Consultant.

▪ Scoring Evaluation Matrix of all deficiencies noted in the 60% Engineers Report.

▪ OPCC addressing all deficiencies noted in the 60% Engineers Report.

A virtual meeting shall be conducted upon completion of the 100% Engineer’s Report

3003 EFC IUP Submission

The Consultant shall furnish a fully completed Engineer’s Report to the New York State Environmental Facilities Corporation for the purposes of obtaining a Water Infrastructure Improvement Award.

Task 4 Agency Assistance

4001 State Environmental Quality Review (SEQR)

The consultant shall provide technical support for DCWWA’s in-house completion of SEQR documentation submission, as needed

4002 State Historic Preservation Office (SHPO)

The consultant shall provide technical support for DCWWA’s in-house completion of State Historic Preservation Office (SHPO) documentation submission, as needed.

Task 5 Additional Services and Reimbursable Expense

5001 Additional services

The Consultant shall perform additional services as directed by the Owner. Direct services are billed at established billing rates. Indirect services are reimbursed at 1.05 times invoice.

5002 Reimbursable Expenses

Overhead and profit are not allowed for expenses. The Consultant shall be reimbursed for expenses for:

▪ The reproduction of reports, drawings, photocopies, and blueprints by vendor.

▪ Messenger and express delivery services.

▪ Travel and Tolls. Vehicle use reimbursement is restricted to IRS allowed reimbursement mileage rate.

▪ Overnight stay expenses when pre-approved by the Owner.

▪ Other expenses with explicit approval by DCWWA.