RFP_EmergencyWork2026.docx

Request for Proposal (RFP)- DPW 2026-01 On-Call Emergency Repair Services for Department of Public Works, Water and Sewer Departments

RFP ID: DPW 2026-01

Prepared By: William Smart, City Engineer August 14, 2026

NOTICE TO BIDDERS

RFP ID: DPW 2026-01

SUBMISSION DEADLINE: September 30, 2026 3:30 PM

QUESTION SUBMISSION DEADLINE: September 28, 2026 12:00 PM

The City of Rensselaer is requesting proposals from qualified construction contractors to provide emergency or on-call construction repair services for roadways, water, sanitary sewer, and storm drainage infrastructure failures. The selected contractor(s) must be able to respond to the emergency within 1 Hour of notification. The city invites proposals from qualified contractors for the provision of emergency response and infrastructure construction services on a 24 hour basis including weekends and holidays. The selected contractor must adhere to all NYS and Federal prevailing wage labor laws. The City wishes to enter into a one (1) year Master Agreement with qualified contractor(s) for emergency response and construction services. At the end of the first one (1) year term, the City reserves the right to extend the first term by an additional one (1) year term upon mutual agreement of both parties.

The purpose of this Request for Proposal (RFP) is to solicit proposals from contractors qualified to provide the above noted construction services. The City intends to select contractor(s) who, in the opinion of the Department of Public Works and City Engineer, best meet the purpose and mission of this RFP. From this RFP, a list of preferred contractors will be generated. This RFP does not preclude the City from hiring any contractor on the preferred list of Contractors, at any time, during the course of this contract.

All sealed proposals shall be marked “Contractor Proposal – Emergency Construction Services, Confidential – Do Not Open”, will be received by 3:30 PM, local time, on or before September 30, 2026 at the office of the Commissioner of Public Works at the address below:

City of Rensselaer Commissioner of Public Works City Hall, 62 Washington Street Rensselaer, New York 12144 Attention: Norbert Leppig, Commissioner Department of Public Works The City of Rensselaer reserves the right to accept or reject any and all proposals and to waive irregularities and informalities at its discretion. The City reserves the right to accept a proposal other than that with the highest evaluated score without stating reasons. By submitting a proposal, the proponent waives any right to contest, in any proceedings or action, the right of the City to accept or reject any proposal in its sole and unfettered discretion. Without limiting the generality of the foregoing, the City may consider any other factor besides capability to perform the work, in its sole and unfettered discretion.

This RFP does not commit the City to award a contract or pay any costs incurred in the preparation of a proposal, or attendance at an interview meeting with City staff.

PROJECT MANAGER CONTACT INFORMATION

The following individual(s) are the assigned contacts:

PROJECT OBJECTIVE

The objective is to provide a timely remedy in the event of sewer or water line breaks or roadway failures that endanger or impede the Public. The work includes furnishing all materials, labor, equipment and supplies necessary to provide emergency excavations, restorations and piping repair services for the City of Rensselaer.

PROJECT SCOPE AND SPECIFICATIONS

Project Scope and Specification

· The Contractor selected under this RFP may be used for emergency water, sewer and roadway repairs.

· The Contractor must respond within one (1) hour of emergency repair notification and must own the appropriate equipment and have on staff personnel to dig below ground (grade) and repair the broken/defective piping system, or excavate and make necessary roadway repairs in an emergency situation. The Contractor must have prior knowledge and demonstrated experience with water and sewer line repairs or roadway repairs. The work for emergency repairs shall proceed uninterrupted until complete.

· The Contractor must provide for emergency water and sewer repairs on the following:

· Water mains range from 2-inch to 16-inch in diameter within the City and 30-inch in the jointly owned main from Troy

· Sewer Mains range from 6-inch to 30-inch in diameter

· Sewers may be as deep as 20+ feet

· The Contractor will adhere to, and conform with the most recent NYSDOT Standard Specifications unless superseded by a City of Rensselaer specific material or construction specification that will be provided to the contractor.

· For Project Costing and Billing, Projects will fall into one of the two following types: Emergency- Is defined as work in which any delay in repairs would constitute a severe threat to the health and safety of the Citizens of Rensselaer or General Public within the City Limits. As time is of the essence such work will be completed and billed on a Time and Material Basis, Costs will be determined by the Schedule A and Schedules B1 and B2 of this RFP, Special Equipment not shown on the Company owned Schedules B1 and B2 will be billed per the most recent Blue Book Rental Rate (Weekly/40) for hours of actual use. Materials will be billed for approved materials used/placed on a cost plus 15 percent profit/overhead. Specialty contractors/services will be on a cost plus 5 percent profit/overhead. On-Call- Is defined as serious or necessary repairs while not an emergency need to be completed in a timely and efficient manner and are generally beyond capability or availability of the City Water and Sewer Crew. On-Call Project costs will be determined by a City of Rensselaer Quick Quote Form using Labor and Equipment Rates from Schedule A, B1 and B2 of this RFP, additional special equipment, materials or specialty contractor/services will be as per the Emergency Section above. Labor costs will be figured as regular time (8 hour days only).

· Overhead/Included Costs, in addition to the normal labor taxes, insurances and general office overhead the following should be figured into the Labor and Company owned equipment costs:

· Basic Equipment: (Hand tools, small electric power tools ie. drills, circular saws, generator, cutters, joiners etc

· Basic Materials (i.e., any and all materials necessary for work zone safety, delineation and sediment and erosion control, buried utility tape, road plates, straw mulch, socks, silt fence (less than 100 ft.), etc.) Note: if the work area requires a large amount of erosion control it would be paid as an acceptable material cost as noted above.

· Payment will be made on an hourly basis for labor and depending on the duration of the work Contractor owned equipment will billed either per hour, day or week of actual work on site, No payment shall be made for “down” time and over the road time.

· The Contractor shall visit the work site and be fully informed of all existing and controlling conditions (including safety concerns) with respect to his work, the limitations of space in the work area, and the accessibility to and from the work site. Prior to the start of work the Contractor will submit a written “Work Plan” to the City Representative, this will be a simple summary of expected labor and equipment to be used and plan of construction. The Contractor's plan of construction shall include sheeting, shoring, bracing, bridging, stabilization or other acceptable means to provide for the safeguard and protection of all existing traffic and facilities.

· Primary, “Basic”, equipment for the work must be contractor owned (rental of primary equipment shall not be allowed for emergency crews, due to potential impacts to timely response). Other equipment that may be required but is not critical for timely completion of emergency repairs may be rented.

· The Contractor is responsible for locating all underground utilities by notifying DIG SAFE NY-CALL 811 in compliance with state statute.

· The Contractor may be required to provide lane closures with alternating traffic, only employees that have been certified as Flaggers may carry out this operation.

· Surplus excavated material shall be properly disposed of off-site at no additional cost.

· The Contractor shall comply with all local, state, and Federal laws and regulations including the Occupational Safety and Health Act (OSHA).

· The Contractor shall have and maintain the proper insurance and licensing required by the City and State to perform the types of work described within this RFP

· The City has agreed to provide the following or make the following City equipment available for use. Contractor shall be solely responsible for coordinating City assistance and confirming availability of this equipment and support:

· Sewer cleaning / jetting truck

· Sewer and water main mapping (as available in as-built records and GIS)

GENERAL INSTRUCTIONS:

Submission:

Contractors shall submit three (3) sealed copies of their Company’s Proposal in 8-1/2” x 11” format to the City of Rensselaer DPW, 62 Washington St. Rensselaer, NY 12144

Proposals will be received until Sept. 30, 2026 at 3:30 PM. Copies shall be mailed or hand delivered clearly marked RFP - On-Call Emergency Repair Services for Department of Public Works, Water and Sewer Departments RFP ID: DPW 2022-03.

Proposals may be withdrawn provided the City of Rensselaer receives the withdraw notice prior to the RFP due date. All information submitted in a proposal or in response to a request for information is subject to disclosure under Freedom of Information Act (FOIA) unless notified of Confidential Information contained.

Questions:

Written questions pertaining to all issues associated with this RFP shall be directed in writing via e-mail to the Project Manager by Monday September 28, 2026 at 12:00 PM.

Addenda to this RFP, if any, including written answers to questions received prior to the Deadline for Submission of Questions will be provided directly to the Contractor’s e-mail address on file. Each Contractor shall ascertain prior to submitting their Proposal that he/she has received all Addenda issued.

Bid Requirements:

The following is a list of information that the Contractor should include in their proposal submission:

1) Original signatures on Signature Page

2) Completed Schedules A-Labor, B1 and B2 Contractor Owned Equipment

3) Completed Schedule C-Additional Information

4) Litigation Questions at End.

Insurance

· The Contractor shall maintain a surety bond acceptable to the City ensuring the performance of work undertaken pursuant to contract.

· The Contractor shall maintain liability insurance on all vehicles operated in the performance of services with a minimum combined single limit of liability in the amount of one million dollars ($1,000,000). Proof of insurance shall be included in the response to this RFP.

· The Contractor shall maintain pollution liability insurance on all vehicles operated in the performance of services with a minimum combined single limit of liability in the amount of five million dollars ($5,000,000). Proof of insurance shall be included in the response to this RFP.

*ADDITIONAL NOTES:

Please note as per Article 8 of the New York State Labor Law workers must be paid at least minimally the appropriate prevailing wage for their trade, the prevailing wage schedule wage schedule for this contract is PRC #2022003462 and may be downloaded from the NYS Department of Labor. Contractor overhead and profit shall be included in labor and equipment rates provided. Attachment B is a schedule of rates to be provided by the contractor for additional contractor owned equipment, that may be required to complete the emergency repair.

The contractor will be contractually obligated to use the rates included in their proposal to generate the invoices for each individual task solicited.

Invoices will be structured logically, Costs detailing Labor, Equipment, Materials and any specialty service contractors used. Back- up documentation for costs shall be provided with all invoicing.

The rates shall be effective for one year from the contract execution date, renewable up to 1 additional year by mutual agreement. For the annual renewal, a negotiated increase to the rates provided within the response to this RFP shall be allowed.

If there are any other fees that the Contractor anticipates that would be included in work tasks created under this Contract, they should be included in the fee schedule submitted with their proposal.

PROPOSAL SELECTION CRITERIA

Only those proposals received by the stated deadline will be considered. All proposals, submitted by the deadline, will be reviewed based upon information provided in the submitted proposal.

Proposals received by the stipulated deadline must be in the correct format.

· Contractor's performance history and alleged ability to timely deliver proposed services.

· Contractor's ability to provide and deliver qualified personnel having the knowledge and skills required to effectively and efficiently execute proposed services.

· Overall cost effectiveness of the proposal for the City (Basic Crew Cost).

The City of Rensselaer is an equal opportunity employer and prospective contractors are to take note of the following:

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, national origin, or for inquiring about, discussing, or disclosing compensation. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status

City of Rensselaer shall reserve the right to cancel, suspend, and/or discontinue any contract at any time they deem necessary or fit without obligation or notice to the proposing Contractor/contractor.

The City of Rensselaer reserves the right to reject any or all bids and waive any informalities or irregularities in the bid procedure or bids.

The City may hold the RFPs for a period not to exceed sixty (60) days from the date of the bid opening to review the bids and investigate the bidders’ qualifications prior to awarding the contract.

The undersigned has examined the basic requirements of the RFP and hereby offers to provide the City of Rensselaer with emergency repair service, as detailed by the RFP for the prices shown on the enclosed form.

__________________________________________________ Date: ____________________ Signature

(Print) Name ____________________________________ Title ________________________

Firm _______________________________________________________________________

Address ____________________________________________________________________

Contact Phone ___________________________________ Fax ________________________

Email _______________________________________________________________________

Schedule A Project: City of Rensselaer On-Call Emergency Repair Service for DPW, Water and Sewer Departments RFP ID: DPW 2026-01

!! Labor Rate to include Contractor’s Profit and Overhead !!

LABOR RATE FORM

SCHEDULES B1 AND B2

Contractor Owned Equipment

Please use this section to list and provide rental rates for contractor owned equipment. This is equipment that the contractor would have at its’ disposal to complete the specific emergency repair and noted on the Work Plan for the repair and is agreed to by the City. Schedule B1 is for Equipment that will in conjunction with 1 Laborer, 1 Foreperson and 1 Operating Engineer from Schedule A will constitute the “Basic Crew”. The Basic Crew is the minimum crew that the Contractor must be able to supply for an emergency situation, additional Labor and Equipment above this must be approved by the City. The Basic Crew cost will also be used in the evaluation process by the City as to Cost Effectiveness of each Contractor.

Please provide the following rates for each piece of equipment.

Hourly: used 8 or less hours Daily: used over 8 hours to 40 hours total (Hours above 32 and up to 40 hours will be paid as a percentage of the daily raite) Weekly used above 40 hours and over.

Price includes all Contractor Profit and Overhead

SCHEDULE B1

CONTRACTOR OWNED EQUIPMENT - BASIC CREW

!! PRICE INCLUDES ALL CONTRACTOR PROFIT AND OVERHEAD

Minimum

1/2 TON OR GREATER

SCHEDULE B2

CITY OF RENSSELAER RFP DPW 2026-01

SCHEDULE C

Project: On-Call Emergency Repair Services for Department of Public Works, Water and Sewer Departments DPW 2026-01

ADDITIONAL INFORMATION

GENERAL COMPANY INFORMATION

CONTRACTORS NAME & ADDRESS:

CONTACT INFORMATION: (PHONE, FAX, PREFERED CONTACT E-MAIL):

LEGAL FORM OF CONTRACTOR |_|Sole Proprietor |_|Partnership |_|Corporation

DATE COMPANY FORMED:

FEDERAL I.D. NUMBER:

CONTRACTORS PRINCIPLE OFFICERS & EXPERIENCE:

CONSTRUCTION SERVICES OFFERED:

24 HOUR CONTACT PERSON AND PHONE NUMBER FOR EMERGENCY WORK:

**ON A SEPARATE SHEET OF PAPER PLEASE PROVIDE THE FOLLOWING**

Relevant Experience: Provide the details of the Contractor’s last five relevant projects and past performance of the Contractor and its team members on comparable work. This item should cover, at a minimum, the substantive nature of comparable projects, when they were performed, the team members assigned, equipment used and the total contracted cost.

References: Provide at least 3 References Contractor agrees that City of Rensselaer may contact all submitted references to obtain any and all information regarding Contractor's performance.

Financial Information:

· State whether the Contractor or its parent company (if any) has ever filed for bankruptcy or any form of Reorganization under the Bankruptcy Code.

· State whether the Contractor or its parent company (if any) has ever received any sanctions or is currently under investigation by any regulatory or governmental body.

Licensing and Bonding

· Provide details of licenses and bonds (if any) that the Contractor/contractor may plan on providing for this project.

LITIGATION

Failure to answer truthfully may result in disqualification of your proposal and will be considered a breach of contract after execution of contract is awarded.

Is your company involved in any current litigation? YES / NO (If yes, please attach a letter briefly describing the litigation)

Has the company been involved in any litigation in the last three years? YES / NO

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