REQUEST FOR QUALIFICATIONS.docx

REQUEST FOR QUALIFICATIONS (RFQ)

Village of Mayfield, NY

FULTON COUNTY

March 4, 2026

Engineering Services Emergency Water Supply and Distribution Improvements Planning, Design, Permitting, Bidding, Construction Administration, Grant Administration

The Village of Mayfield, NY is issuing a Request for Qualifications from engineering consultants/firms, pursuant to the procurement requirements found at 7CFR 1780.39(b)(1) for Architectural/Engineering Services for Federally funded projects. The Village is utilizing a qualifications-based procurement procedure to evaluate professional service firms or individuals that are proposing to provide the professional services to assist the Village in in the planning, design, permitting, bidding, construction administration and grant administration of improvements to its municipal water supply and distribution system, as outlined in the Scope of Services presented herein.

PROJECT DESCRIPTION

The Village of Mayfield operates a municipal water supply system serving Village residents and neighboring users. Due to critically aging infrastructure and regulatory compliance concerns, the system has experienced a history of extended duration failures. To ensure long-term reliability and resiliency, the Village is advancing a capital improvement program focused on improvements to the source and distribution infrastructure. The project aims to mitigate the risk of system failure and satisfy New York State Department of Health requirements. The Village is currently seeking funding assistance and intends to retain a qualified professional engineering firm to guide the project through planning, design, permitting, and construction.

SCOPE OF SERVICES

The firm selected will undertake the professional engineering services required to advance and implement the Village’s water supply and distribution system improvement effort. Engineering services are anticipated to include, but not be limited to, the following:

· Evaluation and refinement of project scope and requirements associated with improvements to the Village’s source and distribution infrastructure, including coordination with applicable regulatory agencies.

· Preparation and submission of grant applications and submission support.

· Planning, design, and permitting of water source and distribution system improvements.

· Preparation of required engineering reports, plans, specifications, cost estimates, and contract documents necessary to support regulatory approvals, funding requirements, and public bidding.

· Coordination with the Village, the Village Attorney, funding agencies, and regulatory agencies including the New York State Department of Health and other agencies as required.

· Assistance with bidding, contractor selection, and contract award.

· Construction phase services, including construction administration, inspection and observation, review of submittals, responses to requests for information, and project closeout services.

· Assistance with project funding and grant administration requirements, including coordination with the New York State Environmental Facilities Corporation (EFC) and other funding agencies as applicable; preparation of technical documentation, certifications, cost estimates, and reports required to support funding compliance, reimbursement requests, and project closeout.

SELECTION PROCESS AND CRITERIA

The Consultant for this project will be selected according to the procurement requirements found at 7CFR 1780.39(b)(1). This Request for Qualifications does not include price as a selection factor. The Village intends to evaluate the qualifications of the service firm or individual proposing to provide the services identified in the RFQ Scope of Services. Subsequent to reviewing and evaluating qualification statements, the Village may, at its sole discretion, choose to interview some or all firms responding prior to consultant or firm selection, or may reject any or all submissions at its option. The Village reserves the right to select, not to select, or to re-advertise for statements of qualifications/proposals. The Village further intends to select the firm or individual, which in the Villages judgement, is the most qualified firm, and the firm that would best serve the Village’s interests, subject to negotiation of fair and reasonable compensation.

In evaluating proposals, the Village shall give the following evaluation factors the following weight or relative importance in the selection process.

1. The overall capacity of the consultant or firm and the range of services and experience with similar projects.

40%

2. The technical skills and experience of the designated project manager and other individuals assigned to the project.

35%

Total

100%

SUBMISSION REQUIRMENTS

Interested parties should submit a written proposal to include, but not be limited to:

A. General company brochure (if any) or business information material including a description of services that the firm renders for its clients.

B. Resumes of staff who will be working on this project.

C. A listing of projects undertaken of a similar size and scope to the proposed project, including location, project description, project cost, and other relevant.

information.

D. References, including names, addresses, and telephone numbers from at least three current or former clients.

Responses to the Request for Qualifications shall be submitted by email to Village Clerk at clerk@villageofmayfield.org by 2:00 PM, April 3, 2026.

Professional service firms, individuals, or teams that are or include NYS Certified MBE or WBE firms or individuals are strongly encouraged to submit proposals in response to this RFQ. Consultants and firms are also encouraged to submit utilizing DBE sub-consultants where appropriate.

Questions regarding this RFQ may be directed to: Village Clerk at clerk@villageofmayfield