FINAL RFP for Engineering services.pdf

REQUEST FOR

ENGINEERING SERVICES

FOR THE DESIGN & UPGRADE OF A 7.5 MGD SURFACE WATER

TREATMENT LOCATED IN AMAWALK, N.Y.

Prepared By

Town of Cortlandt & NWJWW Department of Technical Services

2065 E. Main St Cortlandt Manor,, 10567

Issue Date

Monday, February 3, 2025

SUBMISSION DEADLINE

Friday March 14, 2025 2:00 p.m. E.S.T

Northern Westchester Joint Water Works Engineering Services Request for Proposal

I. Notice to Consultants It is the intent of the Northern Westchester Joint Water Works to award one contract to provide all Engineering Services for designing of the upgrade of a 7.5 MGD surface water treatment facility. Existing processes are to be replaced as needed to ensure compliance with the new PFAS regulations. Work is to include but not be limited to design, State approval, bidding, and construction services – as outlined in Scope of Work. Completion of all work to be on or before January 1, 2029. Award of this contract does not guarantee firms any work over the term of the covered period. The specifications listed are minimum acceptable requirements. It must be noted that any submission of a RFP wherein specifications are less than the requirements set forth may be immediately rejected without further consideration.

Submit all questions or comments pertaining to this RFP ten (10) days prior to the deadline.

II. Background The Northern Westchester Joint Water Works (NWJWW) is a publicly owned and operated water utility, which supplies water to residents in the Towns of Cortlandt Manor, Yorktown, Somers, and the Montrose Improvement District. The NWJWW owns and operates two water treatment facilities; 1) Catskill Water Treatment Plant located in the Town of Cortlandt Manor, and 2) Amawalk Water Treatment Plant located in the Town of Somers, approximately 12 miles of transmission mains, various pumps stations, and the Montrose Improvement District’s distribution system.

The Amawalk Water Treatment Facility is a conventional surface water treatment facility that draws raw water from NYCDEP’s Amawalk Reservoir, located in Somers NY. The facility was built in 1974, with an expansion in 1995 which doubled the capacity to 7.5MGD. The facility utilizes sodium permanganate as a pre-oxidant for inorganics, Poly aluminum Chloride for coagulation, solid contactors for solids removal, filtration (sand/anthracite), post chlorination- Calcium Hypochlorite, pH adjustment-sodium hydroxide, and corrosion control-36% phosphoric acid. There is a baffled 1.0 MG storage tank on site used for disinfection. The facility is gravity fed to the high lift pumps. Water is lifted into distribution with any combination of the 4 high service pumps (2- 200hp, 1-300hp, & 1-400hp). Pressure on discharge head is ~175psi.

Residuals are pumped offsite as a ~5-7% solid with minimal processing. There is a moth-balled centrifuge onsite that has not been used in 12 years.

Generally speaking the source water is high in Total organic constituents (3.0-6.0 mg/l), low in turbidity (0.5-2.2 ntu) with moderate alkalinity. Soluble manganese varies seasonally with spikes of 0.1-0.2 mg/l Mn2+ occurring during the fall turn over.

Source water PFAS concentrations (4-6 ppt) will be above the new MCL to be promulgated in 2029, therefore NWJWW is looking to upgrade the facility as outlined in Scope of Work below.

III. Code and Permitting Requirements

All work shall be designed and reviewed in accordance with the following standards (not limited to the following).

1. EPA’s safe Drinking Water Act

2. NYS Sanitary Code

3. Westchester County Sanitary Code

4. 10 State Standards “Recommended Standards for Waterworks” 2022 Edition or latest revised.

5. State Environmental Quality Review Act (SEQR)

6. All applicable AWWA Standards

7. NSF 60/61

IV. Data Available upon request

V. Scope of Work Assist NWJWW with creating a master plan for the overall upgrade of the Amawalk Facility located at 2548 Route 35, Amawalk, NY 10501. Evaluation of and design process(s) and upgrades to meet objective(s). Assist NWJWW with gaining NYSDOH Approval, Bidding and design during construction and construction administration. The firm selected, will have demonstrable qualifications to provide contract services in all or portions of the following areas:

1. Primary Goal is complete compliance with the new PFAS MCL regulations by January 2029. To meet this goal the following, at minimum, must be completed.

a) Advanced oxidation process to address Total Organic Carbon load in source water (UV/peroxide, ozone biological filtration, powder activated carbon, enhanced coagulation).

b) New Clarification Process or at a minimum Replace Clarifier #2 with kind.

c) Granular Activated Carbon Filtration.

d) New 1.0MG or larger storage tank.

e) New High Lift Pumps

f) New Hypochlorite Building and Feed System

g) Residual Handling

2) Engineering Services

a) Design Phase

b) Permitting / DOH Approval

c) Bidding RFI’s, evaluations, etc.

d) Construction Administration – T/M

The firm selected will provide the following items necessary to complete this project.

1) Preparation of technical specifications for upgrading the treatment plant,

2) Preparation of engineering drawings

3) Preparation of an Engineer’s Report for NYSDOH

4) Preparation and submission of a DOH-348 form to obtain permits from WCDOH, including required fee.

5) Preparation of responses to WCDOH review comments.

6) Package technical specifications with NWJWW’s front end bid documents for review by

NWJWW officials.

7) Review of contractor submittals and requests for information, as needed.

8) Visually inspect work a minimum of 1 time per week during the construction phase of the project for conformance with the technical specifications and prepare site visit summaries to NWJWW following each visit.

9) Final design and submission of (3) sealed construction drawings.

10) (3) Separate Contracts and Bid Books.

11) Bid Review and Recommendation for the Construction Project.

12) (3) Pre-Construction Meetings

The Scope of services for this project shall be performed in multiple phases as outlined below. The consultant shall provide cost proposals for each phase of the work. The Scope of services shall include, but not be limited to, the following:

Task 1 – Feasibility Assessment and Report

The Consultant shall prepare an evaluation of the existing facility. As part of this task the Consultant will attend meetings with Plant Personnel, review water quality data and operational records to determine the most cost effective means to meet objectives. As part of this task, it is imperative that the impacts associated with any proposed changes to the treatment plant be evaluated.

The Consultant will identify constraints, agencies having approving jurisdiction and prepare preliminary concepts for the proposed infrastructure. Correspondence to agencies shall be prepared as required to determine regulatory oversight. A preliminary order of magnitude cost estimate shall be prepared.

After creating a mutually agreed upon plan, the Consultant at the direction of the NWJWW shall create an Engineering report to be submitted to NYSDOH for review and approval.

Task 2 – Design and Bid Phase

The Consultant as part of Task 1 shall have prepared preliminary concepts considered to be 30% plans. As part of Task 2, the Consultant shall.

A. Coordinate review and response with all agencies having approving jurisdiction. Prepare and complete all applications and submittals.

B. Prepare 60% design drawings with updated engineer’s estimate. Any agency correspondence and comment shall be incorporated into these plans.

C. Prepare 90% design drawings with updated engineer’s estimate. Any agency correspondence and comment shall be incorporated into these plans.

D. Obtain all permits from agencies having approving authority. No additional payment will be made for revisions related to comment response.

E. Prepare technical bid specifications and finalize design. Combine with NWJWW’s standard front-end specifications (Notice / General / Special) and potential Grant requirements (DBE, M/WBE, EEO goals, etc…). Front end specifications to be provided by the NWJWW.

F. Review and respond to RFIs and issue addenda as required.

G. Evaluate bid results and make recommendations.

Task 2 shall be a paid as a flat fee. Unless additional work is requested beyond this scope and mutually agreed upon in writing by both parties, there shall be no additional payment made for subsequent reviews. Payment breakdown- 50% at 60% drawing, 25% at 90% and 25% at completion

Task 3 – Construction Phase

A. Provide Construction Inspection Services. Provide daily rates for full time inspection services.

Inspector shall supervise installation of infrastructure and all aspects of restoration.

B. Provide Construction Administration Services. Review all submittals, requests for information, shop drawings and coordinate permitting with utilities.

C. Coordinate and contract with a special inspection testing on behalf of the owner for any structure.

D. Witness all pressure and disinfection testing.

E. Coordinate all inspections with WCDOH / NYSDEC and certify equipment installation. Coordinate training with equipment manufacture and NWJWW operations department.

F. Provide upgraded Operations and Maintenance manuals

G. Review contractor payment requisitions.

H. Provide as-built certifications.

I. Obtain Approval of Completed works from WCDOH.

Phase 3 tasks A shall be a paid at an hourly rate. For the purposes of the response to this RFP an upstart price and estimated hours for completion for each of the tasks outlined shall be provided. Include rates for field and office personnel.

VI. Deliverables

The following items are expected deliverables for the project. All documents shall be submitted electronically in word format, .pdf and AutoCAD 2019 or equivalent formats. In addition, 4 sets of full size and 4 sets of half size drawings shall be submitted for each task. Submittals are not limited to the following.

1. Engineers report

2. Signed, Stamped drawings

3. Permit forms and applications for all agencies with approval authority.

4. Completed Special Testing Forms for structures requiring a building permit in accordance with the

NYS Uniform Code.

5. Compile Bid Documents

6. Bid analysis and recommendation of award.

7. Certifications, pressure testing, as-built drawings and survey.

VII. Schedule

Proposals are due back Friday March 14, 2025 2:00 p.m. E.S.T. It is anticipated that the consultant contract will be awarded at the March 21, 2025 or April 25, 2025 regularly scheduled NWJWW meeting.

Once selected the consultant shall meet the following schedule:

1) 30% plans on or before March 2026

2) 90% plans on or before January 2027-to include NYSDOH approval for all tasks outlined

3) Bid issuance and award by June 2027.

4) Construction to begin fall 2027

5) Project completion on or before Dec 2028

6) PFAS compliance by January 2029

VIII. Fees

The Consultant shall provide an estimate as identified in the Tasks outlined in the Scope of Services and elsewhere in the RFP. Partial payment for each Phase can be requested. No retainer shall be paid.

The fee shall include all costs to cover all work included or anticipated by you in the above referenced above, as well as all other work defined in this document. Your fee shall remain fixed for the duration of the project. Your fee should be based upon an anticipated budget and the schedule. If in your estimation a longer timeframe is required for implementation of the above-described scope of work you shall advise the NWJWW in writing with your proposal for the project. Your fee shall include all reasonable out-of-pocket expenses including printing, plotting, modeling production costs, transportation, overnight mail, long distance telephone calls, photography, etc. The NWJWW will not allow reimbursable expenses unless they are strictly defined within the contract. All defined claims must be submitted with full documentation supporting reimbursable expenses.

In the event that extra work is required and not specified in the Contract, a supplemental agreement will need to be executed. Work performed by the Consultant without the express written consent of the NWJWW will not be paid. No claim for any extra work will be allowed unless accompanied by a written order by the NWJWW authorizing such extra work and defining agreed basis of payment. The Consultant shall extend prices in the Contract as indicated in any requested fee schedule for extra work agreed to.

IX. Qualifications

All plans, drawings and specifications shall be signed and sealed by a licensed New York State Professional Engineer or Registered Architect.

As per the New York State Department of Education’s requirements, all firms that provide professional design services are required to obtain a Certificate of Authorization from the New York State Department of Education. It is required that a copy of your firm’s Certificate of Authorization be enclosed with your proposal. This requirement extends to all subs.

The selected Firm will devote as many people and man-hours to the work as necessary. Provide a list of anticipated personnel identified as the “Project Team.” The Project Team shall include a “Project Team Manager” who is in overall charge of supervising and coordinating all the work and is a licensed professional engineer.

The NWJWW reserves the right to award all or some of the tasks outlined in this RFP to the most qualified and responsible Consultant. The NWJWW will weigh the cost of all tasks. It is understood and expected that Task 2 and Task 3 may evolve, necessitating revisions to the terms of the contract.

X. Insurance Requirements

Submit the following Insurance Policies. The cost of these shall be included in the lump sum proposal. No additional payments will be made by the NWJWW to the Bidder to cover any additional costs. Each Consultant shall have professional design liability insurance.

i. GENERAL LIABILITY

Such insurance shall be in an amount not less than one million dollars ($1,000,000), two million ($2,000,000) aggregate limit.

ii. UMBRELLA/EXCESS

Five million ($5,000,000)

iii. PUBLIC LIABILITY AND PROPERTY DAMAGE INSURANCE

The Bidder shall take out and maintain during the life of the Contract, Public Liability and Property Damage Insurance to protect the bidder and/or any sub performing work covered by this Contract from claims for personal injury, including accidental death, as well as from claims for property damages which may arise from operations under this contract whether such operations be by the bidder itself or by a sub or by anyone directly or indirectly employed by either of them.

Such insurance shall be in an amount not less than two million dollars ($2,000,000) for injuries, including accidental death to any one person, for each occurrence.

iv. AUTO LIABILITY AND PROPERTY DAMAGE INSURANCE

The Bidder's General Liability and Auto Liability insurance coverage for Bodily Injury and Property Damage to be in effect during the life of this Contract shall be not less than one million dollars ($1,000,000) for each occurrence. The Bidder shall furnish a current Certificate of Insurance to the NWJWW prior to commencement of any work on the project premises. The Bidder shall require all subs to provide this same insurance coverage.

Iva . POLLUTION CONTROL INSURANCE

The Bidder shall take out and maintain during the life of this contact Pollution Control Insurance in an amount no less than one million dollars ($1,000,000).

v. WORKER’S COMPENSATION INSURANCE / DISABILITY BENEFITS

The Bidder shall take out and maintain during the life of this Contract, Worker's Compensation Insurance for all of his employees at the project site; and, in case any work is sublet, shall provide Worker's Compensation Insurance for all of the latter's employees unless these employees are covered by the Bidder’ policy. In case any employees engaged in hazardous work under this Contract at the project site is not protected under the Worker's Compensation statute, the Bidder shall provide, and shall cause each sub to provide employer's liability insurance for the protection of all employees.

The Bidder must submit one of the following to comply with the provisions of the Worker’s Compensation Law: WC/DB-100, C-105.2 (Westchester County Requires), U-26.3, SI-12 or GSI-105.2.

The Bidder must submit one of the following to comply with the Disability Benefits Law: WC/DB-100, DB-120.1 or DB-155.

Such insurance shall be in an amount not less than one million dollars ($1,000,000)

vi. Consultants Only

Professional Liability in excess of Five million dollars ($5,000,000).

The Northern Westchester Joint Water Works, The New York City Department of Environmental Protection, and the County of Westchester shall be named as an Additional Insured and Indemnified.

The Bidder shall provide evidence that the insurance policy has been endorsed accordingly - in a form acceptable to and approved by the NWJWW Attorney.

XI. Submission Requirements

The Submission shall contain:

i. Firm contact, list of staff working on this project, resumes and references.

ii. Subs if any.

iii. Project narrative and approach containing the scope of services which shall include the tasks as outlined above and any other tasks not specifically defined.

iv. Hold Harmless Form (to be furnished by low bidder only after notice).

v. Non-collusive Form (see attachments)

vi. Proposal Form with a fees for each Task.

XII. Notice of Award

The NWJWW will evaluate and recommend to the NWJWW Board of Trustees the proposal that meets the best interest of the NWJWW. Proposals will remain valid for a period of forty-five (45) days.

Consultant Firms will be notified of the results. The awarded Consultant will be given a written Authorization to Proceed along with an executed contract. The NWJWW reserves the right to reject any and all proposals, to waive any informality therein, or to award the Contract to any Consultant if deemed to be in the best interest of the NWJWW to do so.

Questions can be sent to Matthew Geho, NWJWW-Director of Operations at 914-737-3558 Ext # 111 or by email matthewgeho@nwjww.com.

mailto:matthewgeho@nwjww.com