City of Orange Township - RFP/RFQ - Professional Engineering Services

CITY OF ORANGE TOWNSHIP

Essex County, New Jersey

REQUEST FOR PROPOSALS / QUALIFICATIONS

RFP No.: 2026-FEMA-IDA-ENG-02

OFFICIAL PROCUREMENT DOCUMENT - FOR DISTRIBUTION

This RFP is issued for professional engineering services only. Construction work will be procured separately if authorized by the City. Proposers are responsible for reviewing the official public notice, all attachments, City-required forms, and any addenda issued by the City.

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane Ida Recovery Project 5 - Utilities

Professional Engineering Services - FEMA Public Assistance Hurricane Ida Recovery Project 5 - Thomas, Cleveland & Mechanic Streets

Proposal forms, instructions to bidders, specifications and other bidding documents can be obtained on the City website: WWW.ORANGENJ.GOV under the business tab - Bids and Solicitations. Submission Location: City of Orange Township City Hall, Office of the Business Administrator - 2nd Floor, 29 North

Day Street, Orange, NJ 07050

Issue Date: Thursday, October 8, 2026 Proposal Due Date and Time: Friday, November 6, 2026 at 11:00 AM

Table of Contents

• 1. Notice to Proposers

• 2. Purpose and Background

• 3. Source Documents and Reference Materials

• 4. Project Summary

• 5. Scope of Professional Engineering Services

• 6. FEMA / Grant Compliance Requirements

• 7. Deliverables

• 8. Proposal Submission Requirements

• 9. Evaluation Criteria

• 10. Fee Proposal Instructions

• 11. Schedule

• 12. Insurance, Legal, and Contract Requirements

• 13. City Reservation of Rights

• Appendix A - Fee Proposal Form

• Appendix B - Abbreviations and Definitions

• Appendix C - Proposal Submission Checklist

• Appendix D - Federal / Grant Contract Provisions Reference

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane Ida Recovery Project 5 - Utilities

1. Notice to Proposers The City of Orange Township is requesting proposals and qualifications from qualified professional engineering firms licensed to practice in the State of New Jersey to provide engineering services related to FEMA Public Assistance Hurricane Ida recovery projects. The selected firm shall provide document review, field verification, engineering design, permitting assistance, bid document preparation, construction-phase support, inspection support, cost reconciliation, and FEMA closeout documentation support.

This solicitation is intended to procure professional engineering services only. It is not a construction bid.

Construction work, if authorized by the City, shall be separately procured in accordance with applicable City, State, and Federal procurement requirements.

Proposals shall be submitted to: City of Orange Township, Office of the Business Administrator, City Hall, Administration Department - 2nd Floor, 29 North Day Street, Orange, NJ 07050. Submit sealed proposals in the number of copies and manner stated in the official public notice or bid posting. Email: CHartwyk@OrangeNJ.Gov

2. Purpose and Background The City has FEMA Public Assistance projects associated with Hurricane Ida, FEMA Disaster DR-4614-NJ. The City seeks engineering support to move the projects from FEMA-approved or FEMA-documented scope into construction-ready documents while preserving FEMA eligibility, procurement compliance, environmental and historic preservation compliance, and auditable documentation.

The City expects the selected engineer to act as a professional advisor, not merely to restate existing estimates. The engineer shall independently review the FEMA Project Worksheets, Damage Description and Dimensions, field inspection reports, cost estimates, EHP conditions, insurance conditions, current site conditions, utility conflicts, permitting requirements, and constructability constraints before preparing any design documents, bid specifications, quantity takeoffs, or recommendations to proceed.

Important Scope Control Language

Field inspection reports, contractor/vendor estimates, FEMA reports, and cost summaries are provided as reference materials.

The selected engineer must independently verify quantities, limits of work, current field conditions, constructability, permitting needs, and FEMA scope alignment. Reference material shall not be treated as the City’s final engineering determination.

3. Source Documents and Reference Materials The City may provide the following materials to proposers for review. The selected firm shall identify any missing documents, conflicts, inconsistencies, or documents needed before design or bid preparation.

• FEMA Project Worksheet / Grants Manager project reports for each applicable project.

• FEMA Damage Description and Dimensions (DDD), Scope of Work (SOW), cost estimate references, and

EHP/insurance conditions.

• Field inspection and construction readiness reports prepared in April 2026.

• Available photographs, site inspection reports, prior cost estimates, prior contractor correspondence, and any available mapping or utility records.

• City standard contract documents, insurance requirements, purchasing forms, legal terms, disclosure forms, addenda, and federal/state grant clauses issued with or incorporated into the official procurement package.

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane Ida Recovery Project 5 - Utilities

5. Scope of Professional Engineering Services The selected engineering firm shall provide the services listed below as authorized by the City. The City may issue a notice to proceed by phase, by project, or by task order.

Task 1 - Project Document Review and Kickoff

• Review FEMA Project Worksheets, DDDs, approved scopes, EHP conditions, insurance conditions, cost estimates, field inspection reports, and available City records.

• Conduct kickoff meeting with City representatives, including Purchasing/QPA, Administration, OEM, DPW/Water/Sewer, Engineering, and grant compliance personnel as applicable.

• Prepare a project-by-project scope reconciliation memo identifying FEMA-approved scope, current field conditions, known discrepancies, missing documentation, and recommended next steps.

Task 2 - Field Verification and Engineering Assessment

• Perform site visits and field measurements sufficient to verify location, limits of disturbance, quantities, access, staging, drainage, utility conflicts, traffic impacts, and public safety concerns.

• Document current conditions with photographs, notes, and sketches suitable for City records and FEMA support.

• Identify whether current field conditions remain within the approved FEMA scope or may require a scope version, amendment, improved project review, alternate procedure, or additional State/FEMA coordination.

Task 3 - Regulatory and Permitting Review

• Identify all anticipated Federal, State, County, local, and utility permits/approvals, including NJDEP, soil erosion/sediment control, flood hazard, wetlands/waterway, dam safety, road opening, traffic control, utility markout, and railroad/NJ Transit coordination where applicable.

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane Ida Recovery Project 5 - Utilities

4. Project Summary

Project 5 - Orange Township Utilities (Thomas Boulevard, Cleveland Street, and Mechanic Street) FEMA Reference: Project #668978 / P.W. #1887 / Category F - Utilities / Large Project

Locations: Thomas Boulevard from the Dodd/Hayward area; 296 Cleveland Street; and Mechanic Street in the South Essex/Scotland Road area. The Well #3 conduit repairs are excluded from this RFP and are addressed under RFP No. 2026-FEMA-IDA-ENG-01.

Damage / FEMA Scope Context: FEMA documentation includes water, sewer, storm, roadway base, and asphalt restoration items at Thomas Boulevard, Cleveland Street, and Mechanic Street.

Current Field / Reference Information: April 2026 field reports identify Thomas Boulevard utility replacement and Dodd Street/NJ Transit frontage work; Cleveland Street water/sanitary/storm replacement; and Mechanic Street water/sanitary replacement with roadway restoration.

Reference Cost Information: Field report cost references are $1,924,874.28 for Thomas Boulevard, $567,435.70 for Cleveland Street, and $1,350,845.84 for Mechanic Street. The engineer shall reconcile these amounts with the FEMA-approved Project 5 scope and available funding.

Required Engineering Focus: Reconcile scope and cost by damaged inventory; verify current field conditions; determine permitting, utility, railroad/NJ Transit, and traffic coordination needs; separate eligible work, ineligible work, and betterments; and develop construction-ready documents. Cleveland Street remains included pending any written City/FEMA direction regarding alternate funding or reallocation.

• Prepare or assist with permit applications as authorized by the City.

• Track permit conditions that must be incorporated into construction bid documents.

Task 4 - Design Documents and Technical Specifications

• Prepare design plans, technical specifications, details, quantity takeoffs, and engineer’s opinion of probable construction cost for City review.

• Use bid items and technical specifications that support FEMA documentation and avoid mixing eligible work with non-eligible betterments unless the City separately authorizes and tracks such work.

• Identify any recommended hazard mitigation, resilience, or code-required improvements separately from FEMA in-kind restoration items.

Task 5 - Construction Bid Support

• Assist the City with preparation of construction bid documents, including project-specific technical specifications and bid quantities.

• Attend any pre-bid meeting, respond to bidder questions, prepare technical addenda, and assist with review of bids for technical responsiveness.

• Provide recommendation memoranda as requested by the City. The City’s Purchasing Agent/QPA and Law

Department shall control procurement form, advertisement, award, and contract language.

Task 6 - Construction Administration and Inspection Support

• Attend pre-construction meeting and periodic progress meetings as authorized.

• Review shop drawings, submittals, material certifications, change order requests, requests for information, pay estimates, and field issues.

• Provide construction observation/inspection reports sufficient to support quality control and FEMA closeout documentation.

Task 7 - FEMA Closeout and Grant Documentation Support

• Prepare or assist with project closeout packages, including final quantities, as-built information, photographs, pay applications, change order documentation, cost reconciliation, force account information if applicable, and explanation of any scope variances.

• Support City responses to NJOEM/FEMA requests for information.

• Maintain records in a format suitable for audit and FEMA Public Assistance closeout.

6. FEMA / Grant Compliance Requirements The selected firm shall perform services in a manner that supports compliance with FEMA Public Assistance requirements, applicable 2 CFR Part 200 procurement and cost principles, and applicable State and local procurement requirements. The firm shall not advise the City to proceed with work outside the approved FEMA scope without clearly identifying the issue in writing and recommending the proper City/FEMA coordination path.

• No work shall be designed, bid, or recommended as FEMA-eligible solely because it appears in a field inspection report or contractor estimate. FEMA-approved scope, DDD, EHP conditions, insurance conditions, and current conditions must be reconciled first.

• The firm shall identify any potential duplication of benefits, insurance recovery issue, environmental permit issue, or change in approved scope that may affect reimbursement.

• The firm shall separate in-kind restoration, code-required work, recommended hazard mitigation, maintenance work, betterments, and owner-requested improvements in estimates and bid documents.

• The firm shall maintain project records sufficient to support the City’s procurement record, construction record, payment support, and FEMA closeout.

• Contracts for professional engineering services shall not be structured as cost-plus-percentage-of-cost or percentage-of-construction-cost contracts. Fee proposals shall be submitted as lump-sum by phase/project and hourly rates for authorized additional services.

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane Ida Recovery Project 5 - Utilities

7. Deliverables

• Kickoff meeting agenda and meeting minutes.

• Project-by-project scope reconciliation memorandum.

• Site verification notes, photographs, and measurement backup.

• Permitting matrix and regulatory approval plan.

• Preliminary and final design plans, details, and technical specifications.

• Engineer’s opinion of probable construction cost with quantities and assumptions.

• Construction bid technical documents and responses to technical bidder questions.

• Construction administration logs, inspection reports, submittal reviews, pay estimate reviews, and change order review memoranda as authorized.

• FEMA closeout support package with final quantities, costs, photographs, and explanation of any approved scope changes.

8. Proposal Submission Requirements Each proposal should be clear, direct, and limited to information needed for evaluation. The City may reject proposals that are incomplete, materially nonresponsive, or fail to include required forms.

1. Cover letter signed by an authorized representative.

2. Firm profile and office location that will perform the work.

3. Proof of New Jersey professional engineering licensure and identification of the responsible engineer of record.

4. Relevant FEMA Public Assistance, municipal infrastructure, water/sewer/stormwater, dam/reservoir, roadway, permitting, and construction-phase experience.

5. Project team organization chart and resumes for key personnel.

6. Project approach and understanding of FEMA scope control, current field verification, permitting, bid preparation, and construction support.

7. Similar project references with municipal contact information.

8. Fee proposal using the form in Appendix A.

9. Required City forms, certifications, disclosure forms, Business Registration Certificate, insurance certificates, and any additional documents required by Purchasing/Law.

9. Evaluation Criteria Criteria Weight Evaluation Focus FEMA PA / disaster recovery experience

25% Experience with FEMA scopes, DDDs, EHP conditions, cost reconciliation, closeout support, and audit-ready documentation.

Technical qualifications and municipal infrastructure experience

20% Relevant NJ municipal engineering experience involving water, sewer, stormwater, dams/reservoirs, roadways, utilities, permitting, and construction support.

Understanding of project scope and constructability

20% Ability to identify scope conflicts, field constraints, permitting needs, utility conflicts, staging/access issues, and FEMA eligibility concerns.

Project approach, staffing, and schedule

15% Clear approach, responsible project manager, qualified team, realistic schedule, and availability to proceed.

NJ procurement/bid support experience 10% Experience supporting municipal bidding, technical addenda, bid review, and construction administration.

Fee proposal / cost reasonableness 10% Reasonable, transparent, phase-based fee proposal and hourly rates for authorized additional services.

10. Fee Proposal Instructions The fee proposal shall be submitted using Appendix A. The City may award by full package, by project, by phase, or by task order. Firms shall not base fees on a percentage of construction cost. The City may negotiate fair and reasonable compensation with the most qualified firm, subject to applicable procurement requirements and governing body authorization where required.

• Provide lump-sum fees by project and by phase where possible.

• Provide hourly rates for authorized additional services only.

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane Ida Recovery Project 5 - Utilities

• Identify reimbursable expenses, if any, and whether they are included or excluded.

• Identify assumptions, exclusions, and optional services separately.

• Do not include construction work in the engineering fee proposal.

11. Schedule

12. Insurance, Legal, and Contract Requirements The selected firm shall comply with all insurance, indemnification, professional liability, standard terms, disclosure forms, non-collusion requirements, confidentiality requirements, and contract provisions required by the City Purchasing Agent/QPA and Law Department. At minimum, the selected firm should expect to provide professional liability/errors and omissions insurance, general liability, automobile liability, workers compensation, and any other coverage required by the City before contract execution.

The successful proposer shall comply with applicable New Jersey business registration, public contracting, pay-to-play, affirmative action/equal employment opportunity, ownership disclosure, non-collusion, prevailing wage/public works registration requirements where applicable, and all other City-required procurement documents.

13. City Reservation of Rights

• The City reserves the right to reject any or all proposals, waive informalities where legally permissible, request clarification, conduct interviews, negotiate scope and fee, award by project or phase, and cancel or reissue this solicitation if in the City’s best interest.

• The City is not obligated to award a contract solely based on lowest fee.

• The City may require additional documentation before award.

• The City may modify the final scope of services to align with FEMA, NJOEM, legal, budgetary, or operational requirements.

• This solicitation may be amended only by written addendum issued by the City through the official procurement process. Oral statements, informal emails, or unofficial communications shall not modify this RFP/RFQ.

Appendix A - Fee Proposal Form Provide a proposed fee by project and phase. Fees shall be lump-sum where possible. Hourly rates may be provided for authorized additional services only. Do not price work as a percentage of construction cost.

Project Review/Scoping Design/Permitting Bid Support Construction Support

FEMA

Closeout

Total vices:

Title / Classification Name Hourly Rate Principal / Project Executive $ Project Manager / PE $ Civil Engineer $ Electrical Engineer $

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane Ida Recovery Project 5 - Utilities

Milestone Date / Time

RFP/RFQ issued

Deadline for questions

Addenda issued, if required

Proposals due

Interviews, if held

Anticipated award / authorization

Kickoff meeting Within five (5) business days after Notice to Proceed

Project 5 - Thomas/Cleveland/Mechanic Streets

Thursday, October 8, 2026

Friday, October 23, 2026 at 4:00 PM

Wednesday, October 28, 2026

Friday, November 6, 2026 at 11:00 AM

Week of November 11, 2026, if held

November 24-December 23, 2026, subject to City review and required authorization

Title / Classification Name Hourly Rate Environmental / Permitting Specialist $ Construction Inspector $ Administrative / Grant Support $

Appendix B - Abbreviations and Definitions Abbreviation Meaning A/E Architectural / Engineering BRC Business Registration Certificate CEF Cost Estimating Format CFR Code of Federal Regulations CY Cubic Yard DDD Damage Description and Dimensions DI Damage Inventory / Damaged Inventory DGA Dense Graded Aggregate DHS Department of Homeland Security DR Disaster Declaration / Disaster Recovery reference EHP Environmental and Historic Preservation FEMA Federal Emergency Management Agency FIRM Flood Insurance Rate Map FT Feet / Foot GPS Global Positioning System HMP Hazard Mitigation Proposal / Hazard Mitigation Plan scope LF Linear Feet NEPA National Environmental Policy Act NJDEP New Jersey Department of Environmental Protection NJOEM New Jersey Office of Emergency Management O&M Obtain and Maintain insurance requirement PA Public Assistance PDMG Program Delivery Manager PW / P/W Project Worksheet QPA Qualified Purchasing Agent ROW Right-of-Way RSMeans Construction cost estimating database SF Square Feet SFHA Special Flood Hazard Area SIR Site Inspection Report SOW Scope of Work WTBC Work to Be Completed

Appendix C - Proposal Submission Checklist Each proposal should include the following items unless modified by addendum or by the official public notice:

☐ Cover letter signed by an authorized representative.

☐ Firm profile and office location that will perform the work.

☐ Proof of New Jersey professional engineering licensure and identification of the responsible engineer of record.

☐ Project team organization chart and resumes for key personnel.

☐ Narrative project approach addressing FEMA scope control, field verification, permitting, bid support, construction support, and closeout documentation.

☐ Relevant FEMA Public Assistance, NJ municipal infrastructure, roadway, water/sewer/stormwater, dam/reservoir, permitting, and construction support experience.

☐ Similar project references with municipal/public owner contact information.

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane Ida Recovery Project 5 - Utilities

Completed fee proposal form and hourly rate schedule.

☐ Disclosure of any actual, potential, or perceived conflict of interest, including any role preparing prior estimates, field reports, or project documentation.

☐ City-required procurement forms, certifications, disclosure forms, Business Registration Certificate, insurance evidence, and any addenda acknowledgement required by the official bid package.

Appendix D - Federal / Grant Contract Provisions Reference The following provisions are included to support distribution of this RFP for a FEMA Public Assistance-funded professional services procurement. The City’s Purchasing Agent/QPA and Law Department control the final contract language and any required attachments.

• The selected firm shall comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 CFR Part 200, as applicable to FEMA Public Assistance funding.

• All procurement and contract records must support full and open competition, documented procurement procedures, cost/price reasonableness, conflict-of-interest controls, and audit-ready retention of project records.

• The resulting contract shall not use cost-plus-percentage-of-cost or percentage-of-construction-cost pricing. Fees shall be task-based, lump sum where feasible, with hourly rates only for authorized additional services.

• The resulting contract may include federal contract provisions, as applicable, including remedies for breach, termination for cause/convenience, equal employment opportunity, Davis-Bacon/Copeland provisions where applicable, Contract Work Hours and Safety Standards Act where applicable, Clean Air Act/Federal Water Pollution Control Act provisions where applicable, debarment and suspension, Byrd Anti-Lobbying certification, procurement of recovered materials, domestic preference, access to records, record retention, and any FEMA/NJOEM-required clauses.

• If the selected professional prepares specifications, requirements, statements of work, or bid documents for later construction or equipment procurement, the City may restrict that professional and related entities from competing for later construction or vendor work when required to avoid unfair competitive advantage.

• The City’s Purchasing Agent/QPA and Law Department shall control final contract form, legal clauses, required municipal forms, advertisement language, award procedure, and execution of any agreement.

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane Ida Recovery Project 5 - Utilities hanic Streets

SEALED PROPOSAL - DO NOT OPEN

RFP: Professional Engineering Services - FEMA Public Assistance Hurricane Ida Recovery Project 5 - Thomas Boulevard, Cleveland Street, and Mechanic Street City of Orange Township, Essex County, New Jersey

Submitted by: ______________________________ Due: Friday, November 6, 2026 at 11:00 AM