The Village of Ovid is issuing this Request for Qualifications for the qualifications-based procurement of an engineering firm to assist with engineering tasks associated with the Village’s Water Source and Distribution System Improvements project.

Utilizing a qualifications-based process, the Village will select a consulting engineering firm licensed in the State of New York to design, bid, construct and close out the project as needed.

The Village of Ovid owns and operates community water system NY4901195, which currently
has an average daily demand of 81,300 gallons per day (gpd). The primary water source for the Village is Seneca Lake, which has experienced an increase in Harmful Algal Blooms (HABs). In recent years, including sightings near the raw water intake. In the event of a HAB affecting the raw water, the Village lacks an alternative potable water supply. While the Village has two shallow dug wells on East Seneca Street as an emergency water source, they are not suitable for potable water due to their classification as Groundwater Under the Direct Influence of Surface Water (GWUDI) and the absence of adequate water treatment. Furthermore, these wells have elevated levels of Nitrates, occasionally exceeding Maximum Contaminant Levels (MCL). The Village also faces challenges in maintaining acceptable concentrations of Total Trihalomethanes (TTHMs) in the water storage tank. To mitigate this issue, the current practice involves dumping finished water in an attempt to freshen the storage tank. The Village has had frequent water main breaks and has approximately 2,430 linear feet of 4” CIP water mains on Main and West Seneca Streets that should be replaced due to poor condition.

The Village is now seeking an engineering firm to design, administer, construct and closeout the project as needed. The Village received notification from the Environmental Facilities Corporation (EFC) that they are eligible for Bipartisan Infrastructure Law (BIL) grant funding of $3,106,717 and BIL interest-free loan funding of $1,331,450 with additional funds as needed through the Drinking Water State Revolving Fund (DWSRF)base program. The selected engineering firm will be responsible for complying with all funding agency requirements. The Village may seek additional funding from other agencies as the project develops.

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 Village will select a consulting engineering firm to design, bid, administer and close-out the Village’s water improvement project. Proposals will be received from all firms which wish to be considered for this engagement.

1. 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 Village for this project.
2. The ability of the selected firm to provide the technical skills necessary for capital improvement or maintenance projects, or to evaluate such projects on very short notice, and on an as-needed basis as determined by the Village.
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 plant design and plant operations and distribution improvements.
5. The consultant’s ability to make practical water plant process evaluations and develop best practice treatment recommendations.
6. Record of success by the consultant, demonstrated by work previously performed for the Village or similar work performed for others.
7. Individual(s) within the consultant’s organization who will have direct charge of the work.
8. Whether the consultant has adequate staff and/or other resources to perform the work within schedule and meet funding program MWBE requirements.
9. The approach the consultant proposes to use for the work and to keep the project within budget and on schedule.
10. Pertinent new ideas that may be presented by the consultant during the selection process.
11. Whether the consultant has an effective quality control program.
12. The consultant’s demonstrated record of keeping construction costs within project budgets and design estimates.
13. Demonstrated ability to identify all necessary permits, regulatory requirements, and processes and obtain involved agency approvals.
14. Understanding of the importance of safety in design and constructability.
15. Demonstrated ability to run a diverse program including managing and coordinating schedules, deliverables, resources, and multiple consultants/subconsultants.
16. Submission of a list of communities/clients, including contract information, for which similar services were provided over the last three years.

After 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 Village 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 Village Board for its consideration.

Engineering Firm Insurance Requirements

The firm must meet the following insurance requirements.

• Proof of Workers Compensation insurance coverage
• General Liability $1,000,000 per occurrence/$2,000,000 aggregate. The Village must be listed as additional insured and endorsement required.
• Auto Liability Insurance $1,000,000 per occurrence combined single limits applicable to claims due to bodily injury and/or property damage. The Village must be listed as additional insured and endorsement required.
• Professional Liability not less than $2,000,000 per loss.

1. PROJECT SCHEDULE

Below outlines the Request for Qualification Schedule.

• SUBMISSION

Please provide a copy of your qualifications and related materials via electronic or hard copy. Proposals may be transmitted as an electronic file in a PDF format consisting of a Statement of Qualifications or a bound copy of your qualifications statement via mail in a sealed envelope no later than 2:00 pm, April 19, 2024, the submittal deadline date. Please mark your response “REQUEST FOR ENGINEERING QUALIFICATIONS – VILLAGE OF OVID WATER PROJECT” and e-mail or send your response to:

Joan Hendrix, Clerk-Treasurer

Village of Ovid

2136 Brown Street,

Ovid, New York 14521

Email: ovidny@ottcmail.com

1. PROPOSAL EVALUATION

The Village 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 Village reserves the right to invite any or all consultants for an interview before making a final selection. Such an invitation does not commit the Village to pay any costs incurred in participating in said interview.

The evaluation factors are:

• Knowledge and familiarity with the Village’s water systems.

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 Village 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 and other Federal/State Funded Projects: The Firm’s familiarity and experience in successfully satisfying funding agency construction documents and MWBE requirements will be reviewed and ranked.

Maximum Points: 25

Following the review of the Statement of Qualifications, no guarantee of work assignments or projects can be made, however, the assignment of projects will be based on the Village’s needs.

The selection of the consultant will be valid for a period of three (3) years from the date of Village Board approval and the Village reserves the right to renew the selected consultants for an additional three (3) years.

1. EQUAL OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER

All qualified engineers will receive consideration without regard to race, color, religion, creed, sex, age, or national origin. The Village strongly encourages MWBE and Section 3 firms to submit.

1. RIGHTS

The Village 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 Village 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 Village 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 Village’s sole discretion. The Village 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:

Joan Hendrix, Clerk-Treasurer

Village of Ovid

2136 Brown Street,

Ovid, New York 14521

Email: ovidny@ottcmail.com

March 20, 2024