RFP MS4 Services 6-26.pdf

Town of Simsbury RFP – MS4 Stormwater Compliance and Industrial Stormwater Permit Svcs

TOWN OF SIMSBURY

DEPARTMENT OF PUBLIC WORKS

933 HOPMEADOW STREET

SIMSBURY, CT 06070

REQUEST FOR PROPOSALS

MS4 STORMWATER COMPLIANCE AND INDUSTRIAL STORMWATER PERMIT SERVICES

Submissions will be received at the Town of Simsbury, 933 Hopmeadow Street, Simsbury, Connecticut 06070 until July 14, 2026 at 10:00AM, EST.

This Request for Proposals (RFP) is available online at https://www.simsbury-ct.gov/Bids.aspx?CatID=17

One (1) hard copy and one (1) flash drive of the submitted proposal are to be placed in a sealed envelope and addressed to Amy Meriwether, Director of Finance, Town of Simsbury, 933 Hopmeadow Street, Simsbury, CT 06070. No proposals will be accepted after the date and time specified. No fax or email submissions will be accepted.

The Town of Simsbury reserves the right to accept or reject, without prejudice, any or all proposals or to waive any irregularities therein, or to accept the proposal deemed to be in the best interest of the Town of Simsbury.

Questions regarding this RFP should be directed to Thomas J. Roy, P.E., Director of Public Works/Town Engineer, via email at pubworks@simsbury-ct.gov. In order to receive consideration, all questions must be submitted by the close of business on July 8, 2026. Responses to all salient questions will be provided by addendum and posted on the Town's website under the Finance page, Public Bids and RFPs, prior to the close of business on July 10, 2026.

Amy Meriwether, Director of Finance / Treasurer Town of Simsbury https://www.simsbury-ct.gov/Bids.aspx?CatID=17

1.0 INTRODUCTION

The Town of Simsbury (Town) is soliciting proposals from qualified consulting firms to provide stormwater compliance services in two areas:

1. The CT DEEP General Permit for the Discharge of Stormwater from Small Municipal Separate Storm Sewer Systems (MS4), and

2. Industrial Stormwater General Permits covering four Town-owned industrial facilities. The Town expects the selected consultant to take full ownership of compliance obligations for both permit programs, including all required sampling, testing, inspections, reporting, and permit development, with the Town providing operational data and site access.

The contract period is anticipated to be three (3) years with an option for up to two (2) one-year extensions.

2.0 BACKGROUND

2.1 MS4 Program

The Town of Simsbury is a regulated municipality under the CT DEEP General Permit for the Discharge of Stormwater from Small Municipal Separate Storm Sewer Systems (MS4). The Town's current MS4 compliance program is administered by the Public Works Department with support from an environmental consultant. A new MS4 General Permit is anticipated to be issued by CT DEEP, and the Town expects that transitioning to the new permit will require substantial initial effort, including preparation of a revised Stormwater Management Plan, updated Illicit Discharge Detection and Elimination (IDDE) program documentation, and other compliance deliverables as required under the new permit terms.

2.2 Industrial Stormwater Program

The Town owns and operates four facilities subject to the CT DEEP General Permit for the Discharge of Stormwater Associated with Industrial Activity:

Public Works Department facility – 66 Town Forest Road, West Simsbury Parks Department facility – 76 Hop Brook Road, Simsbury Water Pollution Control Authority (WPCA) facility – 36 Drake Hill Road, Simsbury Closed Landfill / Bulky Waste Facility – 68 Wolcott Road, Simsbury

Updated industrial stormwater permits are anticipated to be required based on new permit requirements.

The Town expects the selected consultant to develop new Stormwater Pollution Prevention Plans (SWPPPs) and associated permit documentation for each facility as a distinct initial deliverable, and to provide ongoing annual monitoring and compliance services thereafter.

3.0 SCOPE OF SERVICES

The Town's objective is to achieve and maintain full compliance with all applicable MS4 and industrial stormwater permit requirements. The Town does not seek to exceed minimum compliance thresholds but expects the consultant to ensure all regulatory deadlines and requirements are met without exception. The

Town will provide operational information (street sweeping records, catch basin cleaning records, spill reporting, and similar data) and site access; all field work, sampling, testing, reporting, and regulatory communications are the responsibility of the selected consultant.

The scope is divided into four components with separate fees requested for each, as described in Section 4.0.

3.1 New Permit Development

This component covers the initial, one-time work required to transition to new permits for both the MS4 and industrial stormwater programs. The Town acknowledges this component will be more intensive and costly than ongoing services and requests a separate fee proposal for this work.

MS4 Permit Transition:

Review and assess requirements under the new CT DEEP MS4 General Permit Revise and re-certify the Town's Stormwater Management Plan as required Update IDDE program documentation to meet new permit requirements Prepare and submit any new registration or notice of intent documents required by CT DEEP Identify and document any new minimum control measure obligations & develop a compliance plan

Industrial Stormwater Permit Development (four facilities):

Review CT DEEP General Permit for the Discharge of Stormwater Associated with Industrial Activity for updated requirements applicable to each facility

Prepare or update a Stormwater Pollution Prevention Plan (SWPPP) for each of the four facilities Conduct initial site inspections at each facility and document existing stormwater controls Prepare and submit all permit registration or notice of intent documentation to CT DEEP Identify any structural or operational modifications required for permit compliance and report recommendations to the Town

3.2 Annual MS4 Compliance Services

Following permit transition, the consultant shall provide the following ongoing annual services:

Administrative:

Prepare and submit the CT DEEP MS4 Annual Report, incorporating operational data provided by the Town (street sweeping, catch basin cleaning, and other required records)

Provide annual budget recommendations for the MS4 program

IDDE Program:

Conduct required outfall inspections and dry/wet weather sampling in accordance with permit requirements

Conduct illicit discharge investigations as required by sampling results or permit obligations

Prepare investigation reports and any required Notice of Violation correspondence Update System Vulnerability Factors and maintain required program documentation

Post-Construction Stormwater Management:

Support DCIA tracking in coordination with Town staff as required by the permit Provide technical review of stormwater management plans submitted through the Town's development review process, upon request (estimated 0-4 per year)

Stormwater Structures:

Assist with maintenance tracking and documentation for stormwater structures as required for permit compliance

3.3 Annual Industrial Stormwater Compliance Services (four facilities)

For each of the four industrial facilities, the consultant shall provide the following ongoing annual services:

Conduct all required quarterly and annual inspections in accordance with the permit Collect all required stormwater samples; manage laboratory submission, analysis, and chain-of-custody documentation Prepare and submit annual reports to CT DEEP Maintain and annually update the SWPPP for each facility based on inspection findings and any operational changes communicated by the Town Provide written notification to the Town of any permit exceedances, required corrective actions, or compliance deficiencies, including recommended responses

3.4 On-Call Environmental Support Services:

The Town anticipates an ongoing need for on-call environmental professional and/or laboratory services on a time-and-materials basis. For such engagements, the Town will define the scope and timeframe, and, subject to consultant availability, a task order will be issued at the pre-established hourly rates in Fee Schedule D.

4.0 FEE PROPOSAL REQUIREMENTS

Proposals shall include fees structures as follows:

Fee Schedule A – New Permit Development: A lump sum or not-to-exceed fee for all permit development work described in Section 3.1, broken out separately for (a) MS4 permit transition and

(b) industrial stormwater permit development by facility.

Fee Schedule B – Annual MS4 Compliance Services: An annual not-to-exceed fee for the recurring MS4 services described in Section 3.2.

Fee Schedule C – Annual Industrial Stormwater Compliance Services: An annual not-to-exceed fee for services described in Section 3.3, broken out by facility.

Fee Schedule D – Hourly Rates: A schedule of hourly billing rates for all staff classifications (Principal, Project Manager, Engineer, Environmental Scientist, Field Technician, Administrative, etc.) that would be applicable to services requested outside the defined scope.

Proposers are encouraged to clearly describe any assumptions underlying their fee proposals and to identify tasks or services that could reasonably arise under the permits that are not included in the scope above.

5.0 PROPOSAL REQUIREMENTS / FORMAT

The Town will not be liable for any costs incurred by proposers in preparing proposals or in the interview process. The Town will consider only those proposers who are able to meet and document all qualification requirements described below.

Proposers must submit one (1) hard copy and one (1) flash drive of their response in the following format:

1) Cover Letter (not to exceed one page) including:

a. Statement of interest

b. Name, title, address, email, and telephone number of the individual authorized to negotiate and execute a contract on behalf of the firm

c. Statement that the firm carries adequate insurance as required in Section 7.0

2) Firm Profile including:

a. Size, structure, and range of services

b. Resumes of key personnel proposed for this project (maximum one page per individual)

c. Identification of any proposed subconsultants and their roles

3) Relevant Experience including:

a. Description of MS4 compliance experience with Connecticut municipalities, including references (name and contact information) for at least three current or recent MS4 clients

b. Description of experience with CT DEEP Industrial Stormwater General Permit compliance, including references for at least two industrial permit clients

c. Description of experience managing permit transitions under new or revised CT DEEP general permits

4) Proposed approach to the scope of services, including:

a. Method for managing permit transition in the first year

b. Approach to coordinating with Town staff to obtain operational data

c. Approach to quality assurance for sampling and reporting

5) Fee Proposal in the format described in the RFP Section 4.0.

6) Any additional information the firm believes is relevant to this RFP.

6.0 SELECTION PROCESS

Proposals will be reviewed by a selection committee consisting of Town staff. Proposals will be evaluated and ranked using the following criteria:

Relevant experience with CT MS4 and industrial stormwater permit compliance Qualifications and availability of key personnel Quality of the proposal and proposed approach Fee proposal Familiarity with CT DEEP requirements and permit processes

The Town may conduct interviews with a short-list of firms prior to final selection. Following selection of the most qualified firm, the Town will negotiate a final scope and fee. If the Town and the selected firm are unable to reach agreement on terms and fee acceptable to the Town, negotiations will be terminated and the Town will engage the next ranked firm.

6.1 RFP Schedule

Advertise: June 6, 2026

Questions Due: July 8, 2026

Responses to Questions: July 10, 2026

Proposals Due: July 14, 2026 by 10:00 AM EST

Preliminary Selection: TBD

Contract Execution: TBD

6.2 Inquiries and Questions

All questions must be submitted by email to Thomas J. Roy, P.E., Director of Public Works/Town Engineer, at pubworks@simsbury-ct.gov by the close of business on July 8, 2026. Only written responses posted as addenda on the Town's website will be binding.

7.0 INSURANCE REQUIREMENTS

The Contractor must carry the following types of insurance under which the Town is named as an additional insured on a primary and non-contributory basis, as follows:

Such insurance must be by insurance companies licensed to write such insurance in Connecticut against the following risks with the following minimum amounts and minimum durations.

A. Workers Compensation, as required by Connecticut State Statute.

B. Employer’s Liability: at least $100,000 per employee/ $1,000,000 per incident, and $1,000,000 per policy.

C. Public Liability, Bodily Injury Liability and Property Damage Liability as follows:

Injury or death of one $1,000,000 a single accident: $1,000,000 Property damage in one $1,000,000 Property damage in all accidents:

$1,000,000

D. Automobile (including owned, hired, non-owned) and Truck (Vehicular) Public Liability, Bodily Injury Liability, and Property Damage Liability as follows:

Injury or death of one person: $1,000,000 Injury to more than one person in a single a single accident: $1,000,000 Property damage in one $1,000,000 Property damage in all accidents:

$1,000,000

E. Builders Risk including Fire and Extended coverage: In an amount equal to the value of construction completed plus materials delivered to the site.

F. Excess Liability Insurance: The CONTRACTOR shall maintain excess liability, which shall be over and above the commercial general liability insurance and business automobile liability insurance requirements, with limits of not less than:

Excess Liability: $5,000,000

Insurance under B, C, and D above must provide for a 30-day notice to the Town of cancellation/or restrictive amendment

Insurance under B, C, and D above must be for the whole duration of the contract and for at least twenty-four (24) months after acceptance of the project by the Town.

The Town of Simsbury shall be named as additional insured on the general liability, umbrella liability and automobile liability policies. A waiver of subrogation is required in favor of the Town of Simsbury on all insurance policies, including workers’ compensation.

Insurance under B, C, and D above must provide for a 30-day notice to the Town of cancellation/or restrictive amendment.

Insurance under B, C, and D above must be for the whole duration of the contract and for at least twenty-four (24) months after acceptance of the project by the Town.

A waiver of subrogation is required in favor of the Town of Simsbury on all insurance policies, including workers’ compensation.

Subcontractors must carry A, B, C, and D in at least the same amounts as above for the duration of the project and until acceptance by the Town.

Certificates of insurance with the Town named as additional insured, along with a copy of the relevant policies and list of endorsements, must be submitted to the Director of Public Works prior to the signing of the contract and within ten days of notification of award of contract. Should any insurance expire or be terminated during the period in which the same is required by this contract, the Director of Public Works shall be notified, and such expired or terminated insurance must be replaced with new insurance and a new certificate furnished to the Director of Public Works.

Failure to provide the required insurance and certificates may, at the option of the Town, be held to be a willful and substantial breach of this contract.

NOTE: Coverage under "B" shall include XCU coverage as necessary, Collapse and Underground shall be provided for ALL Contracts. Explosion will be provided if specified, or prior to any blasting being performed under the Contract.

Indemnification: To the fullest extent permitted by law, Contractor shall defend, indemnify and hold harmless the Town of Simsbury from and against all claims, bodily injury and property damage, judgments and expenses, including attorney fees that arise from and are alleged to arise from the performance of this Agreement. This provision shall survive termination of this Agreement the Contractor must carry the following types of insurance, under which the Town is named as an additional insured on a primary and non-contributory basis:

8.0 GENERAL TERMS AND CONDITIONS

The Town of Simsbury reserves the right to amend or cancel this RFP prior to the proposal due date. If revisions or addenda are necessary, they will be distributed to all known prospective proposers and posted at https://www.simsbury-ct.gov/Bids.aspx?CatID=17.

A contract shall not be awarded to any firm or individual who has an unpaid or overdue debt or obligation to the Town of Simsbury.

All proposals shall comply with all applicable Federal and State of Connecticut laws and regulations.

The successful proposal shall comply in all respects with applicable Equal Employment Opportunity laws and regulations.

The Town of Simsbury is exempt from Federal Excise Tax and Connecticut Sales and Use Tax. Such taxes should not be included in fee proposals.

To the fullest extent permitted by law, the Contractor shall defend, indemnify, and hold harmless the Town of Simsbury from and against all claims, bodily injury, property damage, judgments, and expenses, including attorney fees, arising from the performance of this Agreement. This provision shall survive termination of the Agreement.

By submitting a proposal, the vendor agrees that any or all past clients may be contacted by the Town of Simsbury for reference purposes.

END OF REQUEST FOR PROPOSAL

https://www.simsbury-ct.gov/Bids.aspx?CatID=17