FINAL-HPR Capital Improvements-Design Services RFQ.pdf

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Hyde Park Regional Water Facility – Capital Improvements Professional Design Services

Request for Qualifications and Price Proposal

1.0 Purpose

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 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 systems:

• Superpulsator baffles and tank repairs

• Instrumentation and Control repairs and replacement

• Roof Investigation, repairs and replacement

• Heating, Ventilation, and Air Conditioning (HVAC) investigation, repairs and replacement

• Elevated Water Storage Tank Improvements, including Disinfection By-Product Control

• Second Raw Water Intake Investigation

• Aged Infrastructure – Pipe replacement

• Aged Infrastructure – Pump Station replacement

• General Repairs and Replacements

The firm selected will produce an Engineer’s Report for submission to the NYS EFC for consideration of awardance 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 report must be completed and submitted to the NYS EFC before the May 2026 submission deadline.

This procurement will be comprised of five (5) phases in accordance with the Environmental Facilities Corporation [EFC] Mandatory State Revolving Fund Terms and Conditions for Contracts funded with the NYS Clean Water State Revolving Fund or Drinking Water State Revolving Fund effective 10/1/2023:

1. Public announcement of solicitation via BidNet Direct and NYS Contract Reporter

2. Initial Determination of the best qualified firm(s) by assessment of qualifications by RFQ

3. Review of Qualifications and interview with at least three (3) best qualified firms

4. Selection of the most qualified firm from the best qualified firms

5. Review of price proposal and contract negotiation with the most qualified firm

The scope of design services as described in Schedule “A” includes:

• Task 1 – Execution Plan

• Task 2 – Design Analysis

• Task 3 – Deliverables

• Task 4 – Agency Assistance

• Task 5 – Additional Services and Reimbursable Expenses

Reference documents included in the RFQ as Appendix “B” includes:

• Tighe & Bond – Hyde Park Water Treatment Facility Solids Handling Building MCC-2 Replacement Preliminary Design Memorandum, September 17, 2021

• Tighe & Bond – Superpulsator Structural Inspection and Condition Assessment, December 27, 2019

• DCWWA – Technical Memorandum of Capital Improvements, August 20, 2025

2.0 Schedule and Communications

Key schedule dates related to this proposal request are summarized in the Schedule “D” - Table 1 – Expected Project Schedule

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The expected project schedule can be found in the attached Schedule “D” and will be finalized at the time of contract issuance. Any questions or requests for clarification for this RFQ should be submitted in writing to:

Jason Teed, PE, Project Manager

Dutchess County Water and Wastewater Authority 1 LaGrange Avenue

Poughkeepsie, NY 12603

Facsimile: 845-486-3656 E-mail: jasonteed@dutchessny.gov

Questions or requests for clarifications may be transmitted to the DCWWA by US Mail, courier, or e-mail. The DCWWA will make its best effort to respond to written clarifications or questions with an Addendum posted to BidNet Direct and Contract Reporter by dates shown in Table 1, Schedule “D”.

3.0 Qualifications and Proposal Contents

Proposal Organization

To assure uniformity of content and to allow effective evaluation of the Qualification statements by the DCWWA, proposals shall be in the following order:

1. Statement of name, location and form of business, ownership, and officers / principals.

2. Statement of business ability to legally provide services being requested by the DCWWA in New York State and the County of Dutchess, New York

3. Proposed Project Staff and Individual Experience applicable to the project

4. Firm’s experience in the last 5 years related to the project.

5. Project Specific References

6. Proposal Project Plan

7. NYS EFC Required Forms

8. Price proposal (SEALED) – Unsealed at Phase 5 of procurement

3.1 Statement of name, location and form of business, ownership, and officers / principals.

Provide:

• Legal name of business and location of incorporation, address used for legal process, address of office providing services (if different from that used for legal process), and

• Form of business (corporation, professional corporation, partnership, sole proprietorship, limited liability corporation, limited liability professional corporation, etc.). If a partnership, list partners names and percentage of ownership of each partner. If the business is any form of a privately held corporation, list shareholders that hold individually more than 10% of the total shares. If the business is any form of a publicly held corporation, list individual shareholders that control more than a 10% of the outstanding shares. State the names and titles of all officers and /or principals of the business.

3.2 Statement of business ability to legally provide services in New York State and the County of Dutchess, New York being requested by the DCWWA.

• Provide relevant information as to the legal ability of the proposing business to offer the services being requested in Dutchess County, NY and New York State. Furnish copy of current Authorization to Provide Engineering/Land Surveying/Geology Services in New York State

3.3 Firm’s experience in the last five (5) years related to the project.

mailto:jasonteed@dutchessny.gov

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The proposal shall include five (5) examples of the firm’s related projects within the last five (5) years that demonstrate the ability to provide services for this project. It shall include a description of the project, the services provided, the duration of the project and contract value (Do not submit 255/254 forms), and contact information. Demonstrated projects should closely align with the Scope of Design Services as outlined in Schedule “A”.

3.4 Project Specific References

The proposal shall include five (5) customer references including organization, contact information, project name, contract value, and either the year the project was completed or an anticipated year of completion. (Do not submit 255/254 forms.) (Do not include the DCWWA as a project specific reference.)

3.5 Proposed Project Staff and Individual Experience

Provide proposed project organization and key staffing for the project including key individuals must be presented by name. At a minimum, key staff will include:

• Project Manager

• Lead Estimator requires Association for the Advancement of Cost Engineering [AACE], or American Society of Professional Estimators (ASPE), or International Cost Estimating and Analysis Association (ICEAA) certification.

Summaries of individual experience should reflect project specific requirements. It is expected that key individuals will remain assigned for the duration of this project and that any reassignment requires 30-day notice to the DCWWA. Further, replacement of key individuals requires explicit approval of DCWWA.

3.6 Proposal Project Plan

Include in the proposal an outline of the proposed project plan that conveys a thorough understanding of the project intent, the consultant’s method for project delivery, and serves as a draft of the project plan described in Task 1 of Schedule “A”

3.6.1 Project understanding: Demonstrate understanding of project goals through a summary narrative of the proposer’s approach to managing the project requirements and achieving goals. Describe how the firm’s approach will be proficient with respect to schedule, budget, and quality given the framework of the scope of design services outlined in Schedule “A”.

3.6.2 For each task included in the project scope, provide narrative, how the proposer will progress the work and include:

• Critical issues: Demonstrate project understanding through identification of project specific critical issues and risks and development of potential remedies and measures to eliminate or mitigate.

• Exceptions: Provide a detailed statement of any exceptions to the requirements of this RFP, either technical or procurement, and ensure that specific references are cited.

• Include expected task durations in Gantt form.

3.7 EFC required forms – See section 4

3.8 Price Proposal Break Down.

A price proposal shall be submitted that includes the following:

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3.8.1 Payment Schedule –Schedule “B” Payment Schedule - is enclosed as an attachment to this RFQ. Tasks are compensated based on cost type:

• Not-to-Exceed Hour [Hourly-NTE] is level of effort estimated for direct hours for scope of work described for task.

• Not-to-Exceed [NTE] for direct expenses incurred based on invoicing for scope of work described for task, where applicable.

• Lump Sum [LS] – Level of effort based on a lump sum cost for scope of work described for task.

3.8.2 Hourly Rate Schedule - Includes the inclusive hourly rates by staff/position level. Schedule “C” – Hourly Rate Schedule - is enclosed as an attachment to this RFQ and used for billing NTE-Hourly tasks. Include a copy of Schedule “C” for each proposed subconsultant.

Basis of evaluation and selection of most qualified - The selection committee will evaluate each proposal submitted based on the following criteria with the associated weighting:

Area of Review %

1 - Firm's Experience and management team 25

2 - Project Staffing and experience 25

3 - Proposed project plan 25

4 - Previous Performance 15

5 - Location 5

6 - Workload of Firm with DCWWA 5

Total 100

Experience in the design of drinking water treatment plant processes, pump stations, and water main replacement are preferred. Multidisciplinary practices may be necessary to meet the specific needs listed within Scope of Design Services.

4.0 Minority & Women Business Enterprise (M/WBE) and Service-Disabled Veteran Owned Business

Enterprise (SDVOB) Programs

Proposer’s attention is called to Articles 23 through 25 of DCWWA’s standard service contract for Professional Services attached herein as Appendix “A” and to Exhibit C - Mandatory State Revolving Fund Terms and Conditions for Contracts funded with the NYS Clean Water State Revolving Fund or Drinking Water State Revolving Fund effective 10/1/2023, enclosed as separate attachments for contract requirements in regard to EFC requirements including special damages due to non-compliance.

EFC Required Forms: Reference Section 2 of the Bid Packet for submittal requirements and timing included in Exhibit E as stated below:

Contract Type: Mandatory State Revolving Fund Terms and Conditions for Contracts funded with the NYS Clean Water State Revolving Fund or Drinking Water State Revolving Fund

Terms and Conditions date: 10/1/2023

Project Funding: State Revolving Fund/Grant

MWBE/DBE contract goals % total combined (Verify in Terms and Conditions)

SDVOB contract goals % total combined (Verify in Terms and Conditions)

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5.0 Form of Contract & Contract Award

DCWWA reserves the right to reject any or all proposals in the best interest of the Authority. The contract resulting from this solicitation will be awarded to the qualified proposer whose proposal DCWWA believes will be most advantageous to DCWWA in accordance with the above reference Basis of Evaluation and Selection.

The successful proposer will be required to execute an agreement with DCWWA for professional services within thirty (30) days. Appendix “A” attached herein, contains DCWWA’s standard services contract. Proposers are required to review the contract before submitting their proposal. Unless the submitted proposal specifically takes exception to clauses in the contract, the successful proposer will be expected to execute the contract with DCWWA as is. Proposer is advised to review the insurance requirements outlined in Article 10 of the standard service contract. The standard service contract also includes:

Schedule “A”1 Scope of Services – Professional Design Services enclosed as a separate attachment to this Request for Proposal

Schedule “B”2 Payment Schedule

Schedule “C”2 Hourly Rates

Schedule “D”1 Description of Work and Expected Project Schedule

Appendix A2 DCWWA Standard Form of Agreement

Appendix B1 Reference Documents – attached for reference purposes.

Appendix C1 EFC Mandatory State Revolving Fund Terms and Conditions for Contracts funded with the NYS Clean Water State Revolving Fund or Drinking Water State Revolving Fund

1 – Part of technical evaluation scope 2 – Part of contract negotiation scope

6.0 Qualifications and Proposal Submittal

The proposal shall be prepared in two separate parts:

• Part 1 shall contain responses to Items 3.1 through 3.6 of Section 3.0 – Proposal Contents above. One original hard copy and one electronic copy of Part 1 shall be submitted.

• Part 2 shall contain the SEALED priced proposal as outlined in Item 3.8 of Section 3.0 – Proposal Contents above. A summary of pricing of items shall be included in addition to the hourly rate schedule.

One hard copy and one electronic copy of Part 2 shall be submitted in a sealed envelope separate from Part 1 marked:

Proposal Parts 1 and 2 shall then be delivered in a combined, sealed package marked:

Proposal: Hyde Park Regional Facility – Capital Improvements – Technical Proposal

Hyde Park Regional Facility – Capital Improvements – Price Proposal SEALED

DCWWA ask proposers shipping overnight to provide a sealed package marked as above within the shipping package. The shipping package should be marked “Attention: Project Manager”. It is also requested that the package containing the SEALED price proposal be provided in a regularly sized envelope in the event the DCWWA returns it unopened to the proposer.

Proposals shall be received at the DCWWA’s offices at 1 LaGrange Avenue, Poughkeepsie, NY 12603 no later than 2:00 PM on due date referenced in Table 1, Schedule “D”. Proposals received after this time and date may not be accepted and may be rejected as non-responsive. Proposals received with unsealed price proposals will automatically be disqualified from the review of the RFQ.

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 35% for approved EP, 35% for approved bid/conformed set, 20% at Substantial completion, 10% at final completion.

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.

Schedule B Payment Schedule

Task No Task Est Hours/Units Cost Basis Total ($)

1000 Execution Plan

1001 Execution Plan and Kickoff Meeting 1 EA

2000 Design Analysis

2001 Superpulsator Conditions 16 Hourly-NTE

2002 Instrumentation and Controls Conditions 16 Hourly-NTE

2003 HVAC Conditions 12 Hourly-NTE

2004 Roof Facilities Conditions 16 Hourly-NTE

2005 Elevated Storage Tank Conditions 40 Hourly-NTE

2006 Second Raw Water Intake Investigation 20 Hourly-NTE

2007 Pump Station Conditions – ZONE D 12 Hourly-NTE

2008 Aged Pipe Conditions – ZONE AB 20 Hourly-NTE

2009 Aged Pipe Conditions – ZONE C 20 Hourly-NTE

2010 Various Repairs/Replacements Conditions 24 Hourly-NTE

3000 Deliverables

3001 60% Analysis Completion 60 Hourly-NTE

3001.1 60% Review Meeting - Virtual 1 EA

3002 100% Engineer’s Report Completion 30 Hourly-NTE

3002.1 100% Review Meeting - Virtual 1 EA

3003 EFC IUP Submission 24 Hourly-NTE

4000 Agency Assistance

4001 SEQR 4 Hourly-NTE

4002 State Historic Preservation Office (SHPO) 4 Hourly-NTE

5000 Additional Services

5001 Additional Services $25,000 LS $25,000

5002 Reimbursable direct expenses $10,000 LS $10,000

Proposal Total Written in Words

Dollars and

Cents

Total

Proposal

Costs:

Aug-2025 Payment Schedule – Schedule B Page 1 of 1

Aug-25 Hourly Rates – Schedule C Page 1 of 1

Hyde Park Water Regional Facility – Capital Improvements

Schedule C Hourly Rates

The following hourly rates represent all costs as outlined in Schedule A – Scope of Services for performing Hourly not to exceed work [NTE] and extra work as required by Owner in the scope of this Agreement. For the second and third year of the Contract, the Consultant shall be entitled to an increase in Hourly Rates based on the percent change in the Consumer Price Index – All Urban Consumers for NY – Northern NJ-LI for All Items, Not Seasonally Adjusted (Index) as published by the U.S. Department of Labor, Bureau of Labor Statistics from the base Index of the First Half of 2024 (Index = 380.854) to the Index of the First Half of 2025 (for the 2026 contract year) and, if extended for a third year, to the Index of the First Half of 2026 (for the 2027 contract year.)

Position/Title Name Hourly Rate $

Project Manager

Lead Estimator

Additional titles expected

Page 1 of 1 Work Description and Expected Project Schedule – Schedule D Aug-25

Schedule D Work Description and Expected Project Schedule

Work Description

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 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:

• 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

Expected Project Schedule

Conceptual construction schedule is preliminary and will be finalized during design

Table 1

Project Activity Finish

Public Notice and Solicitation 8/26/2025

Questions and Clarification Submittal 9/5/2025

Response to Questions 9/12/2025

Proposals due 9/19/2025

Interview phase 9/26/2025

Board Authorization of Award 10/15/2025

Commence design 11/17/2025

Execution Plan Meeting 11/24/2025

60% Analysis Review Meeting 1/16/2026

100% Engineering Report Review 3/1/2026

EFC IUP Submission 4/1/2026

PROFESSIONAL SERVICE AGREEMENT

INTRODUCTION

This is an Agreement made as of this __ day of ________, 20__ between:

DUTCHESS COUNTY

WATER & WASTEWATER AUTHORITY “OWNER”

1 LaGrange Avenue

Poughkeepsie, NY 12603

And:

(CONSULTANT NAME)

(Consultant Street Address)

(Post office, State, Zip Code) “CONSULTANT”

OWNER wishes to engage the CONSULTANT to provide professional services in connection with the following project:

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

The project will include Surveying, Environmental and Improvement Project.

CONSULTANT and OWNER agree as set forth below:

ARTICLE 1 - SCOPE OF SERVICES

The part of the project for which CONSULTANT is to perform services is hereinafter called “the work” and is as described in Schedule A – Scope of Services including the use of any sub consultants or subcontractors intended by the CONSULTANT.

ARTICLE 2 - CONSULTANT’S RESPONSIBILITIES

CONSULTANT shall provide OWNER the basic services described in detail in Schedule A within the time periods stipulated in Schedule D. The CONSULTANT shall at its own expense obtain all data and information necessary for the performance of services. CONSULTANT is responsible to see that the documents prepared by

CONSULTANT and the services CONSULTANT renders hereunder conform to the applicable laws, rules, regulations, ordinances, codes, orders and special requirements of the place where the work is located.

CONSULTANT agrees that, if required by the State or Municipality where the work is to be performed, it shall procure a license to do business and comply with any and all CONSULTANT’S other legal obligations.

CONSULTANT warrants and represents that it has carefully examined the scope of services and has the qualifications for doing the work in accordance with the terms and conditions of this Agreement. CONSULTANT shall indemnify and hold harmless OWNER for any liability or penalty which might be imposed or assessed because

CONSULTANT violated or failed to comply with any law, regulation, ordinance, governmental restriction or other rule of any Federal, State or local agency.

CONSULTANT shall be fully responsible for the accuracy of any and all documents prepared by it or any sub consultant/subcontractor, utilized by the CONSULTANT. CONSULTANT’S work shall be in accordance with the requirements of all applicable laws, rules, codes, regulations and/or ordinances. All drawings, specifications and/or reports shall bear the seal and signature of a Licensed Professional Engineer or Licensed Land Surveyor (as applicable) currently registered in the State of New York in the employ of the CONSULTANT.

CONSULTANT shall at CONSULTANT’s expense furnish information and progress reproductions of

CONSULTANT’s work and that of others assigned to the Project as may be required for the orderly performance of

CONSULTANT’s services.

ARTICLE 3 - PERIOD OF SERVICE

CONSULTANT shall perform services for the period as indicated in Schedule D.

ARTICLE 4 - ADDITIONAL SERVICES

If authorized in writing by OWNER, CONSULTANT shall provide Additional Services, which are in addition to the

Services described in Schedule A. As OWNER requests Additional Services, this Agreement will be supplemented to describe them and indicate the method of compensation, therefore.

ARTICLE 5 - COMPENSATION

OWNER shall pay CONSULTANT compensation for the services rendered as set forth in Schedule B - Payment

Schedule.

The total amount payable under this Agreement, as set forth in Schedule B shall not exceed (Insert amount in numerals) (Insert amount in words) without prior written approval from the OWNER.

ARTICLE 6 - PAYMENT

CONSULTANT will invoice in accordance with Schedule B, PAYMENT SCHEDULE and Schedule C – HOURLY

RATE SCHEDULE.

Partial payments to CONSULTANT shall be made in proportion to the work completed on a “lump sum” basis and based upon submitted documentation for “time and materials” basis pursuant to the rates enumerated in the list of

“Schedule C – HOURLY RATE SCHEDULE” as set forth in the CONSULTANT’s PROPOSAL and made a part of

Schedule C. However, the total compensation as noted in Article 5 above may not be exceeded without prior written approval.

CONSULTANT shall submit monthly invoices to OWNER, which shall include a description of the portion of the work accomplished during the term of the invoice. Invoices shall be submitted with OWNER’S Payment Voucher, attached herein as Exhibit F, completed and certified by the CONSULTANT.

A complete CONSULTANT request for payment received on or before the fifth of the month will be scheduled for payment no later than the 5th of the following month. A complete request for payment includes a properly executed

Authority Payment Voucher, CONSULTANT’S invoice, and Certified Payroll as needed per Article 9, for the

Authority to review and deem the payment request acceptable.

CONSULTANT shall, at CONSULTANT’s expense, furnish information and progress reproductions of

CONSULTANT’s work and that of others assigned to the Project as may be required for the determination of the proportional completion of the CONSULTANT’s services for payment purposes.

ARTICLE 7 - TERMINATION

OWNER shall have the right to terminate CONSULTANT’s services or abandon or suspend any of the work under this Agreement at any time, for any reason, upon 10 days written notice to CONSULTANT. In the event of termination, abandonment or postponement by OWNER at any time prior to completion of the work and if such event is taken by OWNER through no fault of CONSULTANT, the amount due and payable under Article 6 at that time shall represent the complete and final payment due to CONSULTANT under this Agreement and OWNER shall have no further obligation to CONSULTANT.

The obligation to provide further services under this Agreement may be terminated by CONSULTANT upon thirty days written notice to OWNER in the event of substantial failure by OWNER to perform in accordance with the terms hereof through no fault of CONSULTANT.

ARTICLE 8 –AUDIT AND RECORDS

The CONSULTANT’s documents and records pertaining to this Agreement shall at all reasonable times be subject to inspection and audit by any authorized representative of the OWNER or any regulatory authority having jurisdiction.

The CONSULTANT agrees to maintain and have available all records required by this Agreement and New York

State and Federal law, rule or regulation for a minimum of 7 years from final payment date, but no less than any statutory requirement. Should CONSULTANT decide to cease business operations before the specified time, it shall offer in writing to deliver the records to the OWNER. The OWNER shall respond in writing within 30 days of receipt of such notice, the amount, type and extent of records to be provided to the OWNER.

Fiscal records of CONSULTANT pertinent to CONSULTANT’s compensation and payments under this Agreement will be kept in accordance with generally accepted accounting practices and will not be disposed of by

CONSULTANT until after sixty days’ prior written notice to and subsequent approval of OWNER.

CONSULTANT shall maintain all records (fiscal and other) in legible form. CONSULTANT shall provide to

OWNER prior to project completion an electronic copy of deliverable work product in a form acceptable to

OWNER. A copy of all project records shall be available to OWNER at CONSULTANT’s expense and

CONSULTANT shall not dispose of the originals until after sixty days’ prior written notice and subsequent approval of OWNER.

ARTICLE 9 - ASSIGNMENT AND SUBCONTRACTS

CONSULTANT shall not assign any of its interest in this Agreement without prior written consent of OWNER.

CONSULTANT shall extend to any sub consultants and subcontractors the requirements of this contract. Copies of all CONSULTANT’S sub consultant and subcontracting agreements shall be submitted to the OWNER.

ARTICLE 10 - INSURANCE

CONSULTANT shall carry and maintain the following insurance in a form satisfactory to OWNER with at least the minimum coverage limits set forth below:

(a) Workers’ Compensation and disability benefits covering CONSULTANT’s employees or agents as required by law;

(b) Comprehensive General and Employer’s Liability including premises - operation, explosion and collapse, underground hazard, product/completed operations hazard, contractual insurance, broad form property damage, independent contractors and personal injury written on an occurrence basis--$1,000,000 each occurrence, $2,000,000 total;

(c) Automobile Liability - $1,000,000 combined single limit bodily injury and property damage covering motor vehicles owned, non-owned, hired or otherwise used by, or furnished for, or used in connection with, the services provided.

(d) Professional Liability and errors and omissions coverage--$3,000,000 in aggregate for all professional services to be provided.

(e) Excess Liability Coverage - in an umbrella form in the amount of $1,000,000 per occurrence, $3,000,000 aggregate.

Insurance policies shall be provided by Insurers with an A.M. Best Rating of A or better.

All insurance must remain in effect until final payment under this agreement is made by the Owner.

OWNER, DUTCHESS COUNTY, NY shall be named as an “Additional Insured” for the full policy limits with respect to each coverage except Professional Liability and Workers Compensation. At the time this Agreement is signed and prior to initiation of any work under this Agreement, CONSULTANT shall provide OWNER with a certificate of insurance evidencing the required coverages. The certificate shall contain an endorsement that each insurer agrees that no coverage shall be canceled, limits changed, or the scope of coverage modified unless OWNER is given 30 days prior written notice. CONSULTANT shall keep the insurance in force until this Agreement has been fully performed and CONSULTANT has been paid in full for all services rendered under this Agreement.

CONSULTANT shall indemnify and save harmless and defend the OWNER, its agent, servants and employees from and against any claim, demands or cause of action of every name or nature arising out of error, omission or negligent act of the CONSULTANT, its agents, servants or employees in the performance of services under this

Agreement.

ARTICLE 11 - SUCCESSORS

OWNER and CONSULTANT each is hereby bound, and the partners, successors, executors, administrators, and legal representatives of each and, to the extent permitted by Article 9, the assigns of OWNER and CONSULTANT are hereby bound to the other party to this Agreement and to the partners, successors, executors, administrators, and legal representative (and said assigns) of such other party, in respect of all covenants, agreements and obligations of this Agreement.

ARTICLE 12 - CONFIDENTIALITY

To provide the services under this Agreement, it may be necessary for OWNER to disclose certain confidential information to CONSULTANT. All information received by CONSULTANT from OWNER or other consultants shall be treated as confidential to the extent permitted by law.

ARTICLE 13 - OWNERSHIP OF WORK PRODUCTS

All drawings, specifications, calculations, reports, information or data prepared by or furnished to CONSULTANT by OWNER in connection with any or all work to be performed under this Agreement shall be the property of the

OWNER.

All work products prepared by CONSULTANT furnished to OWNER in connection with any or all work to be performed under this Agreement shall be the property of the OWNER. The CONSULTANT may retain copies of its work. The OWNER agrees that it shall only use the work products for the use stated in this agreement and shall warrant, protect, hold harmless and defend the CONSULTANT should any illegal use of the work product occur by the OWNER resulting in claims against the CONSULTANT.

ARTICLE 14 - GOVERNING LAW AND VENUE

This Agreement shall be governed and interpreted pursuant to the laws of the State of New York. Each and every provision of law or clause required by law to be included in this Agreement shall be deemed to be included herein as if set forth at length within, and the Agreement shall be read and enforced as though it were included herein.

If this Agreement contains any invalid, unlawful or unenforceable provisions not an essential part of this Agreement and which shall not appear to have any controlling or material inducement to the making hereof, the same shall be deemed of no effect and shall, upon notice by either party, be deemed stricken from the Agreement without affecting the binding effect of the remaining provisions.

The failure of the OWNER to strictly enforce one or more provisions of this Agreement shall not constitute a waiver of such provisions or the right to insist upon strict compliance with the terms thereof on the part of the

CONSULTANT.

Any action brought against the OWNER or CONSULTANT arising from this Agreement shall be brought in the

Supreme Court of the State of New York and venue in Dutchess County.

ARTICLE 15 – OWNER’S EXPENSE

The CONSULTANT agrees to pay any and all costs and expenses of the OWNER resulting from the

CONSULTANT’S failure to comply with the Agreement.

If the OWNER commences an action arising out of or in connection with the Agreement, the OWNER shall be entitled to recover its legal counsel fees and any costs and disbursements incurred in prosecuting such action including staff costs, fees of consultants, engineers or expert witnesses. In any action commenced by the

CONSULTANT against the OWNER in which the OWNER prevails, the OWNER shall be entitled to recover its legal counsel fees and any costs and disbursements incurred in prosecuting such action including staff costs, fees of consultants, engineers or expert witnesses.

ARTICLE 16 – NO CLAIMS AGAINST INDIVIDUALS

No claim whatsoever shall be made by the CONSULTANT against any officer, director, agent, consultant or employee of the OWNER or Dutchess County, NY for, on account of, or by any reason of anything done or omitted to be done in connection with this Agreement.

ARTICLE 17 – SERVICE OF NOTICES

(a) In addition to the methods of service allowed under the laws of New York State, the OWNER and

CONSULTANT agree to service by registered or certified mail with return receipt requested or confirmed facsimile transmission. Facsimile transmission confirmation shall consist of a copy of the facsimile transmission sheet or report of the sender. Service shall be complete and effective upon depositing in a United States Postal Service Mailbox or Post Office, or when the facsimile has been transmitted. Service to the last known address or facsimile number shall be sufficient.

(b) After service, the recipient shall have 30 calendar days to respond, unless a different amount of time is specified elsewhere in the Agreement, in which case, such different amount of time shall be sufficient.

(c) Addresses and facsimile numbers for purpose of Service of Notices:

OWNER: Dutchess County Water and Wastewater Authority

1 LaGrange Avenue

Poughkeepsie, NY 12603

Facsimile: 845-486-3656

CONSULTANT: (Consultant’s Name)

(Consultant Mailing Address)

(Post Office, State, Zip Code)

Facsimile: (Area Code – Exchange-Number)

ARTICLE 18 – PREVAILING WAGE RATE

(a) Attention is directed to the statutory provisions governing payment of prevailing wage rates of wages for the performance of field survey as part of a public works project.

(b) Section 220 of the Labor Law of New York State as amended requires that wages paid for a legal day’s work shall not be less than the rate of wages plus supplements prevailing at the time the work is performed as established by the New York State Department of Labor (NYS DOL), and as may be amended or supplemented from time to time by the NYS DOL. The CONSULTANT is responsible for determining the current pay and supplements requirements and has sole responsibility for conformance to such pay and supplements, and any NYS DOL amendments or supplements during the period of the Agreement.

(c) The CONSULTANT shall take into account in its quotation all changes and supplements that may be forthcoming during the time this Agreement is in effect.

(d) CONSULTANT shall submit to OWNER with each payment request, copies of certified payrolls prepared in conformance with NYS DOL requirements for any work performed during the period covered by the payment request.

ARTICLE 19 – DISPUTES

Prior to initiating action against the other party, the OWNER and CONSULTANT agree that the party initiating the action shall:

(a) Provide a sworn statement listing the time, place and manner of the alleged breach of the Agreement, together with an itemized list of damages to which the initiating party believes it is entitled to the other party.

(b) Within the 90-calendar day period beginning from receipt of the notification, the party that is the potential defendant against the action shall have the right to conduct a deposition upon its choice of any officer, employee or agent of the party initiating the action, at a reasonable time and place.

(c) If settlement by negotiation is not achieved within 120 calendar days of receipt of notification, both parties agree to participate in non-binding mediation prior to commencing legal action. Both parties agree to conclude non-binding mediation within 60 calendar days of a request by either party for non-binding mediation.

(d) Strict compliance with this Article titled “DISPUTES” shall be a condition precedent to maintenance or institution of any action or proceeding, whether administrative or legal. This Article titled

“DISPUTES” shall not be construed to start any applicable statute of limitations.

(e) Any action against the OWNER must be commenced within one (1) year of the event which gives rise to liability, unless a shorter period is proscribed by law.

(f) Nothing herein shall impair or affect the right of the OWNER to commence any action for injunctive or equitable relief without having to first give notices and complete the other measures described in (a) through (d) above.

ARTICLE 20 – MISCELLANEOUS

(a) Format of Agreement – The format and…