RFP for water asset management plan CDBG.pdf

Request for Proposals

Village of Wilson

Water Asset Management Plan

Background and Purpose of Study

The Village of Wilson was awarded a $50,000 CDBG Planning grant to complete an estimated $53,000

Village wide Water Asset Management Plan. The plan will evaluate and document the condition of the

Village ’s water system, identify needed water system improvements, and provide an implementation strategy to address the needs, including grant resources, to reduce Village cost burdens. Expected outcomes and deliverables include:

• The plan would include immediate, short-term, and long-term project planning for the entire

Village including assessments of existing facilities as well as identifying and documenting the need for projects, alternative evaluations, proposed projects, and cost estimates.

• Determination of implementation projects that will meet a national objective under the CDBG program and/or prepare the community for other Federal, State, or Local funding programs.

• Providing benefits to low- and moderate- income families and improving health and safety of the community.

• Alleviate the increased cost burden of higher water rates that all citizens will face if the Village of

Wilson delays investigation of necessary improvements

• Planning for future anticipated regulatory changes

The Niagara County Water District (NCWD) supplies water to the Village of Wilson through transmission mains and 3 master meters. The village distribution system is fed by these transmission mains and operated by the Village Water Department. The village service area consists of approximately 7.9 miles of waterlines, 542 service connections, including 164 fire hydrants and valves and serves approx. 1305 people.

Parts of the system are more than a century old, coming into service between 1917- 1919. Consequently, the village needs to document, inventory, and prepare a Water Asset Management Plan to ensure the long-term sustainability of the water supply system.

Scope of Work

The proposed scope for the study is as follows:

Task 1: Inventory and assessment of the current system (6 months):

a. Inventory the entire system in tanks, filtration plant, distribution lines, transmission lines, hydrants, pump stations, and equipment

b. Input data for each component into an asset management software platform including asset name, useful life, age, condition, remaining useful life, service history

c. Input location and associated data into a geographic information system that is linked to the asset management platform

d. Hold first public meeting

e. Interview key stakeholders

Task 2: Determine the level of service (LOS) for each component (2 months)

a. Define LOS based on regulatory requirements and customer service expectations

b. Assess the performance of the system and its components related to the required LOS

Task 3: Prioritize assets and establish reserve needs (2 months):

a. Prioritize based on:

i. Expected LOS and performance

ii. How critical the component is to system performance, regulations, and customer needs

b. Estimate years until failure (lifecycle)

c. Estimate cost to repair, rehabilitate, or replace

d. Based on 3b & 3c – established required annual reserve for each component

Task 4: Prepare an implementation and funding plan & final report (2 months):

a. Implementation and strategy for improvements will incorporate output of asset management platform and modifications of water system staff.

b. Prepare a multi-year funding strategy including reserves, potential rate adjustments, and grant funding. Funding will include CDBG Infrastructure funding, EFC Infrastructure funding and federal funding through EPA. The grant funding strategy will also include dates to complete associated

c. Provide a separate GIS layer for proposed improvement timeframes

d. Identify which projects would benefit low-to-moderate income people by overlaying the

GIS system improvement date with the HUD low-to-moderate income GIS layer for the

Village, census tracts and block groups.

e. Hold final public meeting to provide opportunities for public input on recommendations and findings

f. Assist Village with annual and semi-annual reporting

MWBE Encouragement

The Village of Wilson strongly encourages proposals from Minority and Women-Owned Business

Enterprises (MWBE). We are committed to fostering diversity and inclusion by providing equal opportunities for all qualified businesses. MWBEs are especially encouraged to apply for this CDBG-funded project.”

Proposal Format

Proposals should include a one-page cover letter, printed on official letterhead and signed by an authorized representative of the firm or institution. The proposal should include the following sections:

Part A: Project Understanding, Approach and Scope of Work- A narrative of the understanding of the project objectives, scope of work and timeline and the firm’s approach to this scope.

Part B: Relevant Experience - A listing and/or project sheets of recent and relevant experience in similar projects that includes the firms function during those projects

Please provide three (3) professional references on recent and relevant projects.

Part C: Project Team - Organizational Chart and one-page resumes of key personnel of the

Consultant and all subconsultants that will be committed to the project. Resumes shall indicate the individual’s defined role on this project and examples of their relevant experience.

Part D: Cost Proposal - Provide a detailed budget broken down by task and estimated expenses

Provide billing rates for all team members.

Submission Process

Proposals must be submitted no later than the date and time specified in the Schedule at the end of this

RFP. No late submissions will be considered. Applicants must submit their proposals (one original and three copies) in paper form in a sealed envelope submitted to the Village offices by mail or hand delivered as well as in electronic form (PDF):

Gregory R Martin, Deputy Mayor

Village of Wilson

PO Box 596

375 Lake St

Wilson, NY 14172.

Please submit requests for clarifications in writing via email to VOW@VillageofWilson.org

Evaluation Process

The Village of Wilson will screen all proposals to ensure they meet all requirements of this RFP. If a proposal is found to be incomplete, the proposal may be eliminated from the competition. Proposals will be evaluated on the applicant’s demonstrated ability to

(a) Responsiveness, thoroughness and overall quality of the proposal 15%.

(b) Presentation of an understanding of project 10%.

(c) Cost of services 15%.

(d) Professional reputation of team 10%.

(e) Relevant qualifications and experience of personnel to be assigned to the project 10%.

(f) Compliance with all RFP requirements 15%.

(g) Demonstration of adequate resources to supply said services 10%.

(h) Demonstration of a history of supplying similar services 15%.

Notification of Awards

Prior to the award of the project, qualified applicants may be asked to participate in an interview, the date of which is to be determined. The award recipient may be asked to submit a revised work plan, timeline, and budget. Projects cannot start until the contract is signed by both parties. The Village will not pay for expenses incurred prior to a contract being in place.

Schedule

RFP Release: February 7, 2025

Deadline for Questions: February 21, 2025

Sealed Proposals due to the Village: March 5, 2025, 3PM

If required, interviews: March 6th and March 7th, 2025

Award Date: March 10, 2025

Project Duration: The project must be completed by January 26, 2026.