RFQ_Spencer_Salt Storage Facility - Copy.docx

Request for Qualifications for Engineering Consultant Services for the Town of Spencer Salt Storage Facility Project

Issuing Date: May 20, 2025 Response Deadline: June 11, 2025, at 10:00 AM

Contact: Allen T Fulkerson, Town Supervisor Email: SupervisorSP@htva.net Address: 79 East Tioga Street Spencer, NY 14883 Phone: 607-589-4887

Request for Qualifications for Engineering Consultant Services for the Town of Spencer Salt Storage Facility Project

LEGAL NOTICE

The Town of Spencer is seeking qualifications from engineering consultants to perform planning, design, and construction phase consulting services for the Town of Spencer Salt Storage Facility Project. Qualification packages shall be emailed to the Town Supervisor (SupervisorSP@htva.net) no later than June 11, 2025 at 10:00 AM. The full Request for Qualifications documents can be obtained by emailing the Town Clerk (townsp@htva.net).

Allen T Fulkerson Town of Spencer, Tioga County, New York

Request for Qualifications for Engineering Consultant Services for the Town of Spencer Salt Storage Facility Project

General Information The Town of Spencer (Town) is in need of a permanent storage facility for winter salt and sand mixtures. The Town seeks professional engineering services to assist in the pursuit of grant funding, site design and structure construction/acquisition. The Town is hereby requesting Licensed Professional Engineers to submit qualification packages in response to this Request for Qualifications to conduct grant assistance, planning, design, and construction phase consulting services. Minority and Women Business Enterprise firms are encouraged to respond.

Interested firms shall email qualification packages to the Town Supervisor at SupervisorSP@htva.net no later than June x11, 2025, at 10:00 AM Eastern Daylight Savings Time.

The Town Board reserves the right to reject all submissions that do not meet the intent of these RFQ requirements and to waive defects in form or minor irregularities where the best interest of the Town would be served.

Qualification Package Presentation Costs: The Respondents must bear all costs associated with submittal preparation, including labor, copying, postage, and delivery costs. The Town is not responsible for any costs or expenses incurred by persons responding to this RFQ.

Cancellation of Solicitation: The Town retains the right to cancel this Solicitation at any time prior to the execution and approval of a Contract. If this Solicitation is canceled, all Submittals received in response to this RFQ will be rejected. All package preparation costs remain the responsibility of the Proposer.

Return of Information Package: The Town shall be under no obligation to return any materials submitted by a Respondent in response to this RFQ.

The selected engineering firm will be responsible for developing the final design of the recommended Salt Storage Facility. All project bidding, construction administration, construction inspection and project closeout activities must be performed in accordance with NYS DEC WQIP requirements and regulations.

In keeping with these requirements, the qualifications-based procurement standards for the Procurement of Architectural, Engineering, and Surveying (A/E) Services shall apply. Utilizing a qualifications-based process, the Town will select one consulting engineering firm to design, bid, administer and close-out the project. Qualification packets will be received from all firms which wish to be considered for these and future projects.

Project Description The Town of Spencer intends to apply for a 2025 NYS DEC Water Quality Improvement Program (WQIP) Grant to assist in design and construction of needed Salt Storage Facility.

The project will generally consist of:

· Survey, Site Planning and Building Layout

· Contract Coordination and Management

· Grant Acquisition Services

· Assistance with bidding & Construction Planning/Phasing

· Overall design management and coordination with contractors and Town

Questions about this RFQ shall be directed to:

Allen T Fulkerson Town of Spencer 79 East Tioga Street Spencer, NY 14883 Phone: 607-589-4887 Email: SupervisorSP@htva.net Submission Requirements Each submission shall be inclusive of the following information:

· Firm Overview: Provide a background on your company including the size, location(s), overview of general services provided, etc.

· Qualifications: Provide details of similar project experience and firm qualifications to complete this project. Qualifications shall be inclusive of both technical capabilities and managerial capabilities (including funding agency experience).

· Project Team: Provide an overview of all key staff that will assist your firm on this project.

· References: Provide a minimum of three references from similar projects.

Consultant Selection Criteria

1. This Request for Qualifications document will be publicly advertised, and responses will be solicited.

2. All submissions will be evaluated by the Town and ranked based on the submitted qualifications statements. The following criteria will be utilized to rank the submissions received:

· Possess a firm understanding of the issues facing the Town 40% as well as successful experience on similar projects and relevant issues facing the Town.

· Technical capability and availability of staff 40% (Qualifications of personnel and financial stability of respondent organization);

· NYS DEC WQIP experience. 20%

After initial review of the submittals, a short list of consultants may be developed for further consideration and interviewed as necessary. The best qualified firm will be selected based on its demonstrated competence and qualification for the services required for the project. A more detailed scope of work and fee schedule will be negotiated with the best qualified firm or firms. If negotiations are not successful with any selected firm, the Town will terminate negotiations with that firm and initiate negotiations with the next best qualified firm. When a fair and reasonable fee is established, a contract award recommendation will be made to the Town of Spencer’s Board for its consideration. Any final engineering agreement must include all contract requirements of NYS DEC WQIP Program.

Engineering Firm Insurance Requirements The firm must meet the following insurance requirements.

1. Proof of Workers Compensation insurance coverage

1. General Liability $1,000,000 per occurrence/$2,000,000 aggregate. The Town must be listed as additional insured and endorsement required.

1. Auto Liability Insurance $1,000,000 per occurrence combined single limits applicable to claims due to bodily injury and/or property damage. The Town must be listed as additional insured and endorsement required.

1. Professional Liability not less than $2,000,000 per loss.

Equal Opportunity / Affirmative Action Employer All qualified engineers will receive consideration without regard to race, color, religion, creed, sex, age, or national origin. The Town Spencer encourages M/WBE and Section 3 firms to submit.

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