HPN Runway Guard Lights and Surface Sensors CS CI Services RFQ (Final).pdf

Westchester County – HPN Runway Guard Lights and Surface Sensors Construction Support and Inspection RFQ

Category Engineering Services:

Construction Support Services and Construction Inspection Services for Airport Infrastructure Improvements, at Westchester County Airport, New York.

Description:

Notice is hereby given that the County of Westchester is seeking to retain an engineering firm to provide Construction Support Services and Construction Inspection Services for the Runway Guard Lights and Surface Sensors project at Westchester County Airport, New York.

These projects include the installation of new elevated and new in-pavement Runway Guard Lights at the (16) intersections of Runway 16/34. Eleven (11) of the new Elevated Runway Guard Lights are to be installed at Taxiways B, C West, D, E, F East, F West, G, K East, K West, L North, and L South. Three (3) of the new in-pavement Semi-flush Runway Guard Lights are to be installed at Taxiways A North, A South, and C East. Two

(2) elevated RGLs are to be installed on the north and south side of Taxiway A at the intersection of RW 11/29.

Construction will include the installation of the new fixtures, new electrical conduit, a new constant current regulator and all associated incoming power and communication appurtenances. The RGL system will be programmed into HPN’s pilot-controlled lighting (PCL) system.

In addition, this project will include the construction for the installation of a three (3) new in-pavement Runway Surface Condition Sensor System. One (1) will be installed in between TW A & TW B, one (1) will be installed near the intersection of TW G and RW 16-34 and one (1) will be installed near the RW 24 end.

The elevated runway guard lights at Taxiway A, Runway 29 End, north and south were included to improve runway safety, based on the Runway/Taxiway’s designation by the FAA as a Runway Incursion Mitigation (RIM) location. The addition of these lights will provide a visual queue to the pilots that they are approaching and entering the runway environment.

Construction Support Services will include support and administration services pertaining to the construction project including, but not limited, to the following:

• Ensure the project receives required permits and obtain copies of those required permits. Supply notification of commencement of construction to permit agencies.

• Schedule, conduct and facilitate the pre-construction and progress meetings.

• Review contractor's construction schedule (Microsoft Project or equivalent) and

Schedule of Values.

Westchester County – HPN Runway Guard Lights and Surface Sensors Construction Support and Inspection RFQ

• Review contractor's submittals for all items, especially long lead items.

• Review and respond to Contractor’s Requests for Information (RFIs).

• Hold contractor to the schedule and advise the County project manager if schedule or critical milestones are expected to slip to the right.

• Review and processing of the Contractor’s submittals and pay requests.

• Assist the County of Westchester with review of the Prevailing Wage Rate requirements.

• Preparation and submission of the FAA Weekly Inspection Reports to FAA-

NYADO.

• Preparation of any design changes required by differing field conditions and unforeseen items.

• Preparation and coordination of project Change Orders through HPN and FAA-

NYADO for approval, as required. This will also include negotiations with the Contractor on price and schedule and a sponsor's reasonableness of cost determination.

• Assist with subcontractor quality assurance (QA) materials testing and surveying services as required by the contract documents.

• Prepare and submit As-Built documents and Final Engineer's Report in both digital and hard copy documents.

• Assist with contract and grant closeout.

Construction Inspection will include on-site construction inspection and oversight to ensure the quality of construction and conformity with the final plans and specifications.

Construction Inspection Activities include, but are not limited, to the following items:

• Resident Inspection required on site at all times during construction.

• Implement construction quality control plan and monitor daily.

• Coordinate final inspections and develop punch list.

Since this RFQ will procure one (1) consultant, as outlined in Section 2.7.2 of Advisory Circular AC 150/5100-14E the following conditions must be met:

1) The consultant is selected using the qualifications based selection procedures described in paragraph 2.9.

2) The parties competing for the work must be advised that the work may be accomplished during the course of multiple grants. The expected schedule of projects must be defined, together with a statement of work and the required services. The statement of work must be described in sufficient detail so that all parties may adequately establish the type of services required to accomplish the work. Avoid generic statements of work.

Westchester County – HPN Runway Guard Lights and Surface Sensors Construction Support and Inspection RFQ

3) All parties are advised that some of the services may not be required and that the Sponsor reserves the right to initiate additional procurement action for any of the services included in the initial procurement.

4) The services are limited to those specific projects that the Sponsor reasonably expects to initiate within five (5) years (See Para. 3-59, FAA Order 5100.38) of the effective date of the initial contract. With mutual and written agreement between the Sponsor and the FAA, additional projects or work elements may be added after the original selection if all of the following conditions exist:

a. The Sponsor can provide acceptable justification for not initiating a new procurement action (Note: Convenience of the Sponsor is not an acceptable justification to forgo a separate procurement action).

b. Added project(s) or work element(s) is (are) similar in character to the statement of work the Sponsor used in the original selection.

c. Added projects or work elements do not require services or qualifications not previously included in the original selection.

d. The cumulative cost of services for the added projects or work elements is not expected to exceed the simplified acquisition threshold as defined in Para. U-12 of FAA Order 5100.38.If the above-listed conditions do not exist, Sponsors that want to add work elements not specifically included in the original procurement action must conduct a separate and new procurement action. Projects initiated within the first five (5) years may continue beyond the duration of the initial contract; however once 5-year duration has ended no new projects should be initiated without a new procurement action.

5) If more than one party is selected, the expected projects to be performed by each party must be defined, together with the statement of work and the required services, at the time of the initial procurement action. The Sponsor must provide notification to each firm of the projects they were awarded. Sponsors must avoid the practice of selecting multiple firms and assigning project responsibility at a later date.

6) The negotiation of the fee is limited to the services expected to be performed under the first grant or project after the initial procurement action. The contract must be limited to the services covered by the negotiated fee. The negotiation of the fee for subsequent services, i.e., services included in the procurement action but not in the initial contract, must occur at the time those services are needed. A fee estimate must be performed for each of these negotiations (See paragraph 2.13 for information on fee estimate.). If a fee cannot be agreed upon between the Sponsor and the selected firm, then negotiations are terminated with that firm. If the Sponsor identified and ranked multiple firms for the project at the time of the initial procurement action, then the Sponsor may enter into negotiations with the firm ranked next. If no additional firms were identified and ranked or agreement is not reached with any selected firms, then the Sponsor must initiate a new procurement action.

Westchester County – HPN Runway Guard Lights and Surface Sensors Construction Support and Inspection RFQ

7) In the case of an unforeseen project as in Paragraph 4, the Sponsor and the FAA may mutually agree on the ranking of the selected consultants by evaluating their capabilities and the scope of the unforeseen project. However, if the scope of the unforeseen project does not match the capabilities of the selected consultants, a new procurement action must be conducted.

Site Visit:

There is no site visit required for this Request for Qualifications. Questions can be sent to Christopher Prashad, Westchester County Airport, via e-mail at ckqp@westchestercountyny.gov.

Consultant Selection:

The County of Westchester will select the most highly qualified firm according with the following criteria, listed in order of decreasing importance:

1. Minimum of 15 years’ experience in construction support and construction inspection of runway guard lights and runway pavement surface sensor systems at Federal Aviation Administration (FAA) 139 Certificated Airports with similar weather patterns to Westchester County Airport;

2. Demonstrated understanding of the project Work;

3. Quality of staff for Work to be delivered;

4. Approach and schedule;

5. Experience with similar scope of projects and/or Work at Airports;

6. Familiarity with the procedures for Federal Aid Projects;

7. Logistics and familiarity with the project area; and

8. Demonstrated knowledge of requirements and experience using FAA

ACs listed in this document.

Interested firms should submit four (4) copies of their Expression-of-Interest (EOI) to the address below, no later than 4:00 pm on Tuesday, November 17, 2026. An EOI shall be composed of an (SF) 330 for the prime and all proposed sub-consultants. Instructions provided for completing the form must be followed.

Special Project Requirements: The selection and retention of a consultant will be contingent upon the availability of the proposed key staff, unless substitutes are approved by the County during negotiations. The top ranked firms may be requested to prepare and give oral presentations before the County selection committee.

All qualified proposers not selected for this project, will be considered on future projects at the Westchester County Airport.

mailto:ckqp@westchestercountyny.gov

Westchester County – HPN Runway Guard Lights and Surface Sensors Construction Support and Inspection RFQ

Minority Business Enterprises and Women Business Enterprises are encouraged to submit proposals in response to this solicitation. Other proposers are encouraged to submit MWBE sub-consultants, where appropriate.

Designated firms must submit proof of authority to practice engineering / land surveying in NYS immediately upon designation.

Subconsultants, Subcontracting and/or joint ventures are permitted.

Disadvantaged Business Enterprise (DBE) Goal: 0%

Proposal Due: November 17, 2026 Contract Term: 04/2027 – 12/2028

Location: Westchester County, New York Contact 1: Christopher Prashad Westchester County Airport 240 Airport Road, Suite 202 White Plains New York 10604

(914) 995-5721 e-mail: ckqp@westchestercountyny.gov

Submit to: Christopher Prashad Westchester County Airport 240 Airport Road, Suite 202 White Plains New York 10604

(914) 995-5721 e-mail: ckqp@westchestercountyny.gov