Call Town Hall: (315) 245-2191
Request
for Qualifications (RFQ)
Engineering Services for Water System Projects
Town of Vienna
I. PROJECT DESCRIPTION
The Town of Vienna is issuing this Request for Qualifications for the qualifications-based procurement of an engineering firm to assist with engineering tasks associated with a water distribution system improvements project.
Utilizing a qualifications-based process, the Town will select up to a total of three consulting engineering firms licensed in the State of New York to design, bid, administer, and close out projects as the need arises.
The Town will be soliciting funding from a variety of programs, such as NYSEFC, to complete water distribution system improvements. The Town will also be pursuing other funding programs for eventual loans and/or grant assistance. If adequate funding is secured, it is the Town’s intent to utilize the firm selected to provide technical services needed to complete the water system improvements project.
We anticipate applying for and receiving funding for the project referenced in this RFQ with NYS and/or Federal loan and grant funds. All project bidding, construction administration, and inspection/closeout activities associated with the project must be performed in accordance with NYSEFC, Community Development Block Grant, and/or USDA Rural Development 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 a consulting engineering firm to design, bid, administer and close out various water projects to be undertaken by the Town. Proposals will be received from all firms which wish to be considered for this engagement.
II. CONSULTANT SELECTION CRITERIA
Consultants must demonstrate their level of competence and qualification, and each subcontractor’s level of competence and qualification, with respect to the listed evaluation factors for the needed services.
NOTE: These factors are not listed in order of importance. Evaluation factors include:
1. Serve as Engineer-of-Record for the Town for each project.
2. The ability of the selected firm to provide the technical skills necessary for capital improvement or maintenance projects, or evaluate such projects on a very short notice, and an as-needed basis as determined by the Town.
3. Size and experience of the consultant’s professional and technical staff with respect to the magnitude and complexity of various projects.
4. Experience of the consultant’s professional staff with water distribution system improvements.
5. Record of success by the consultant, demonstrated by work previously performed for the Town of Vienna or similar work performed for others.
6. Individuals within the consultant’s organization who will have direct charge of the work.
7. Whether the consultant has adequate staff and/or other resources to perform the work within schedule and meet funding program MWBE requirements.
8. The approach the consultant proposes to use for the work and to keep the project within budget and on schedule.
9. Pertinent new ideas that may be presented by the consultant during the selection process.
10. Whether the consultant has an effective quality control program.
11. The consultant’s demonstrated record of keeping construction costs within project budgets and design estimates.
12. Demonstrated ability to identify all necessary permits, regulatory requirements, and processes and obtain involved agency approvals.
13. Understanding of the importance of safety in design and constructability.
14. Demonstrated ability to run a diverse program including managing and coordinating schedules, deliverables, resources, and multiple consultants/sub-consultants.
15. Submit a list of communities/clients where you have provided similar water design services over the last three years.
After the initial review of the submittals, a short list of consultants will be developed for further consideration. These firms may be invited for an interview. The best-qualified firm or firms 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 Vienna Board for its consideration.
Engineering Firm Insurance Requirements
The firm must meet the following insurance requirements.
1. Proof of Workers' Compensation insurance coverage.
2. General Liability $1,000,000 per occurrence/$2,000,000 aggregate. The Town must be listed as additional insured and endorsement required.
3. 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.
4. Professional Liability not less than $2,000,000 per loss.
III. RFQ SCHEDULE
Below outlines the projected RFQ schedule.
|
DATE |
DESCRIPTION |
|
September 5, 2025 |
Request for Qualifications Advertised |
|
September 29, 2025 |
Statement of Qualifications Received |
|
September 30, 2025 |
Review Qualifications |
|
November 5, 2025 |
Award to Consultant at Town Board Meeting |
IV. SUBMISSION
Please provide a copy of your qualifications and related materials via electronic or hard copy. Proposals may be transmitted electronically in a PDF format consisting of a Statement of Qualifications or four (4) bound copies of your qualifications statement via mail in a sealed envelope no later than 3:00 p.m. September 29, 2025, the submittal deadline date. Please mark your response “REQUEST FOR ENGINEERING QUALIFICATIONS – Town of Vienna” and send or mail your response to:
Town Clerk: Carol Huber
Town of Vienna
PO Box 250
North Bay, NY 13123
Phone: (315) 245-2191
Email: townclerk@townofviennany.org
V. PROPOSAL EVALUATION
The Town will review and rank the proposals using the factors /rating scale listed below to select the preferred consultant based on qualifications. Based upon the evaluation of the proposals, the Town of Vienna reserves the right to invite any or all consultants for an interview before making a final selection. Such an invitation does not commit the Town of Vienna to pay any costs incurred in participating in said interview.
The evaluation factors are:
§ Knowledge and familiarity with the Town of Vienna’s water system.
Maximum Points: 20
§ Project Management Approach: Response as outlined regarding the Firm’s Project Management Approach and the performance of the identified services as well as the timeliness of project deliverables.
Maximum Points: 25
§ Availability of Staff and Experience of the Project Team: Having the right team helps deliver a project within budget and on schedule. The Town will give considerable weight to the individual qualifications of the project team members who will be assigned to do a majority of the work identified. Considerations will include the individuals’ qualifications, experience, and location of key personnel.
Maximum Points: 30
§ Experience with NYSEFC, USDA RD, and CDBG Funded Projects: The Firm’s familiarity and experience in successfully satisfying funding agency construction document and MWBE requirements will be reviewed and ranked.
Maximum Points: 25
Following the review of Statement of Qualifications, no guarantee of work assignments or projects can be made, however, the assignment of projects will be based on the Town’s needs.
The selection of consultants will be valid for a period of three (3) years from the date of Town Board approval and the Town reserves the right to renew the selected consultants for an additional three (3) years.
VI. 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 of Vienna encourages MWBE and Section 3 firms to submit.
VII. RIGHTS
The Town of Vienna shall be the sole judge of whether a submittal conforms to the requirements of this RFQ and of the merits and acceptability of the individual submittals. Notwithstanding anything to the contrary contained herein, the Town reserves the right to take any of the following actions in connection with this RFQ: amend, modify or withdraw this RFQ; waive any requirements of this RFQ; require supplemental statements and information from any respondents to this RFQ; award a contract to as many or as few or none of the respondents as the Town may select; to award a contract to entities who have not responded to this RFQ; accept or reject any or all proposals received in response to this RFQ; extend the deadline for submission of proposals; negotiate or hold discussions with one or more of the respondents; permit the correction of deficient proposals that do not completely conform with this RFQ; waive any conditions or modify any provisions of this RFQ with respect to one or more respondents; reject any or all proposals and cancel this RFQ, in whole or in part, for any reason or no reason, in the Town’s sole discretion. The Town may exercise any such rights at any time, without notice to any respondent or other parties and without liability to any respondent or other parties for their costs, expenses, or other obligations incurred in the preparation.
Questions regarding this RFQ should be directed to:
Town Clerk: Carol Huber
Phone: (315) 245-2191
Email: townclerk@townofviennany.org