VILLYORK
Request for Proposals
Tri-Village Water Supply Consolidation
Proposal Deadline
May 25, 2017
4:00 p.m.
For additional information and to receive RFP addenda as issued:
Fiona Matthew, Grants Director
(914) 366-5125
[email protected]
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I.
Introduction
InCracksintheFoundation,NewYorkStateidentifiesfunctioningandeffectivewater
infrastructureasvitaltoresidents,businessesandtheeconomyoftheregion.Thehealthof
ourcommunitiesandfutureeconomicgrowtharelinkedtoourabilitytomaintainand
upgradeourinfrastructure.
YettheDepartmentofHealth’s2008estimatetorepairandupdateNYS’sdrinkingwater
infrastructurewas$38.7billionover20years.TheVillagesofBriarcliffManor,Sleepy
HollowandTarrytownrecognizethatourpropertyownersandresidentsarestressedby
already‐highpropertytaxesandfeesforgovernment‐relatedfunctionsincludingprovision
ofdrinkingwater.Ratesforwaterconsumershaverisendramaticallyoverthedecades
and,withtierbilling,thelargewaterconsumersaremostimpacted.Thecosttobusinesses
hasmorethantripledinthelast10years,from$50perthousandcubicfeetin2007to
$168in2017(inSleepyHollow’s12,001‐15,000cubicfeetperquartertier.)
Theneedisforinfrastructuretosupporttherapidpopulationgrowththetri‐villageareais
experiencingandtostimulateinvestmentinourdowntownswhicharenotkeepingpace,
butwithoutraisingpropertytaxesforthenecessaryupgrades.
II.
ExistingEnvironment
ThelocalgovernmentsofBriarcliffManor,SleepyHollowandTarrytownprovidebasic
publicservicesandamenitiestotheirresidents,strugglingtobalanceneedsascosts
continuetoescalate,whilebeingawarethatadequatedrinkingwaterinfrastructureisa
criticalcomponentofeconomicgrowth.
WemaintaintheCatskillAqueductasourdrinkingwatersource,whichhasbeensizedfor
allthreecommunities.Allshareintwotaps(oneoriginalandanewlyinstalled
supplementarytap),themeter/operationsbuildingwhichnowincludesagenerator,and
the2.5milelong30”diametergravitymain.Togetherthethreemunicipalitiesareinthe
processofconstructinganemergencyconnectiontotheDelawareAqueducttoensurea
sourceofsupplywhentheCatskillAqueductistemporarilyshutdown.However,each
Villagehasitsownpumpingsystem.Thethreepumpstationsstandside‐by‐sideon
NeperanRoadinTarrytown,demandingtheservicesof6waterdepartmentpositionsto
provideatri‐villagewateruserpopulationof31,261(forecasttogrowby6,000overthe
next5years)with4milliongallonsperday(averagedemand.)TheBriarcliffManorpump
stationwasbuiltin2012andisunmannedsubjectonlytoregulatoryvisits.Itincludesan
advancedSCADAsystem,generatorandturbiditymeter.SleepyHollow’spumpstationwas
updatedin2006andageneratorinstalledin2016.Tarrytown’spumpstationwasbuiltin
1962,andhasnotbeenupdatedsince1996.Duetotheageofitscontrolsandequipment,
theTarrytownstationismannedsevendaysaweekanddailyadjustmentsarenecessary.
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TheVillagesofBriarcliffManor,SleepyHollowandTarrytownhavebeencooperatingon
watersystemventuresfor42yearsandtherearenowmanyexistingIMA’sand
amendmentsthathavebroughtthe3villagestothispoint.
InMay2016thethreeVillagesissuedafeasibilitystudytitled“SleepyHollow,Tarrytown
andBriarcliffManorWaterSupply,PumpingandStorageConsolidation”,which,having
studiedtheexistingdrinkingwaterinfrastructureofthethreevillages,recommendedthe
consolidationofthesupplysysteminordertoprovideamoreefficientandcost‐effective
drinkingwatersystem.
III.
Goals
Modern,maintainedwatersourceofsupplyandpumpinginfrastructurethroughsharing.
Thegoalistoaddresstwoimpedimentstorevitalizationandjobcreation,namelyaging,
inefficientinfrastructureandthesteepincreasesinthecostofwater.Weseektoaddress
theseissueswhileensuringthenecessaryredundancyisinplacetoensurethereliable
provisionofwaterandsoftentheimpactofshut‐downs.Repairs,includingtothe
aqueducts,mustnotinterruptservice.
IV.
ProjectSummary
TheprojectwillimplementtheMay2016feasibilitystudy.Withmodestupgrades,the
BriarcliffManorandSleepyHollowpumpstationswillprovidewatertoallthree
communities.TheexistingTarrytownpumpstationhasagedtothepointofnecessary
replacement,andwillbesupersededbyastoragetankforemergencyuseonthesite,to
servicetheBriarcliffandSleepyHollowpumpstations.Tarrytownwillnowobtainwater
fromtheothertwovillages.Ahydro‐pneumaticboosterstationwillmovewatertothe
Tarrytownhighgradientstoragetank.Amanifoldinterconnectionwithmeteringwill
enablecoststobeallocatedbasedonwaterusage.
Theprojectincludestheupdatingandconsolidationofthemanyexistingwatersupply‐
relatedIMA’sandamendmentsthathavebroughtthe3villagestothispoint.Asingle
functioning,formalizeddocumentwillbedevelopedandexecutedtosupersedeallofthese
distinctyetoverlappingagreements.
V.
ProjectedTimetable
Thistentativescheduleisintendedtoprovideageneralguideforschedulingpurposes.
Deadline
June23,2017
September22,2017
Activity
Projectinitiationandconsultantselection
DevelopmentofdraftComprehensiveWaterSupplyIMA
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October13,2017
October31,2017
January31,2018
May30,2018
CommentsondraftIMAfromCommitteemadeupof
representativesfromthethreeVillages
DraftIMAamendedbasedoncommentsand
PresentationofamendeddraftPlantothreeBoardsofTrustees
Hydraulicmodelofconsolidatedwaterworks
Systemdesign&engineering
Developmentofplansandspecifications
BidadvertisedbytheVillageofBriarcliffManor
RecommendationforbidawardtotheCommittee
Permitsandapprovalsobtained
Constructioncomplete
June30,2018
August30,2018
September31,2018
October1,2019
VI.
ScopeofWork
A. ProjectInitiation.Consultantselectionprocess.
B. DraftComprehensiveWaterSupplyIMA.TheCommitteeandselectedconsultantwill
reviewtheScopeofWorkincludingnecessarysteps.Theconsultantwillproducea
financialmodelencompassingtheproject’sconstructioncost,costavoidedbynot
replacingtheTarrytownpumpstation,theprojectedoperatingcostsofthe
consolidatedsystemandprojectedcapitalcoststomaintainandupgradethe
consolidatedsystem.Theconsultantwillalsoproducedraftfeeschedulesforthe
purchaseofwaterbytheVillageofTarrytownfromtheVillagesofBriarcliffManor
andSleepyHollow.TheCommitteewillprovidetheconsultantwithallexisting
water‐relatedIMA’sbetweentheVillagesandtheconsultantwillconsolidatethe
existingpertinentIMA’sintoonecomprehensiveIMA.WorkingwiththeCommittee
andotherVillageemployeesandofficials,ConsultantwillupdatethisIMAtoreflect
allnecessaryconditionsofthenewconsolidatedsystem,includingtheformulaand
mechanismforsharingcapitalcostavoidance,theformulaandmechanismfor
sharinglocalmatchingsharetoimplementtheproject,theformulaandmechanism
forsharingoperatingandcapitalcostsoftheconsolidatedsystemgoingforward,and
thegovernancestructure.ThefinancialmodelandcomprehensiveIMAwillbe
reviewedbytheCommitteeandtheNewYorkStateDepartmentofState,and
changesmadeasnecessary.TheconsultantwillpresentthedraftIMAtothethree
BoardsofTrustees.OncetheBoardsofTrusteeshaveresolvedtoaccepttheIMA,it
willbeexecutedbythethreeVillages.
C. HydraulicModel.Theconsultantwilldevelopahydraulicmodeloftheconsolidated
waterworkstoconfirmcapacity,andevaluatetheproposedpumpingand
transmissionimprovements,comparingthemtotheexistingcondition.Thestudy
shallincludeanalysisofthe30”main’scapacityforfuturepotablewaterdemands.
D. DesignandEngineering,Plans&Specifications,PermitsandApprovals.The
consultantwilldesignthesystem,andproduceplansandspecifications.Design
planswillincorporatethesequencingnecessarytoavoidanyinterruptiontowater
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serviceduringconstruction.Biddocumentswillincludelanguagerequiredbythe
NewYorkStateDepartmentofStateasspecifiedintheirgrantcontractwiththe
VillageofBriarcliffManor.Theconsultantshallobtainpermitsandapprovalsfrom
theNewYorkStateandWestchesterCountyDepartmentsofHealth,theVillageof
Tarrytownandanyothersuchagencyfromwhichapermitorapprovalisrequired.
TheconsultantwillworkwiththeCommitteeontheSEQRAprocesstodetermine
environmentalimpacts.OnceConsultanthasfinalizedthebiddocuments,theVillage
ofBriarcliffManorwillnoticethebid.Consultantwillconductthemandatorypre‐
bidmeeting,attendthepublicbidopening,evaluatethebidsandrecommendabid
award.
Constructionscopewillbebasedondesign,butwilllikelyincludebutnotbelimited
to:DemolitionoftheTarrytownpumpstationandconstructionofanairbreaktank
onthesite,eliminatingtheneedfortheexistingsmallairbreaktankswhichwould
beremoved.Takingenvironmentalandaestheticconsiderationsintoaccount,the
newtankshallincludestoragewiththemaximumcapacityforthesite.Upgradeof
theBriarcliffManorandSleepyHollowpumpstations(i.e.thetworemainingpump
stations)withanadditionalpumptoensurecapacitytomeetdemandduringperiods
ofabove‐averagedailyconsumption.Upgradeswillincludeinternalpipingand
controls.Installationofamanifoldinterconnectionwithmeteringtomeasurethe
amountofwaterenteringeachofthethreevillages’distributionsystems,bothfor
billingpurposesandtosupportrecord‐keepingofeachvillage’sconsumption.
Installationofahydro‐pneumaticboosterstation,requiredbythewaterlevelin
Tarrytown’shighgradientstoragetank.
E. NewYorkStateGrantRequirements
FiscalAnalysisReport:Consultantwillidentifyuserrateimpact(e.g.costorsavings)ofthe
projectexpressedasTotalCostImpact,CostImpactperCapita(basedonthemost
recentUSCensus,Censusestimatesorpopulationsurvey)andEstimatedImpacton
UserRates.AbriefreportwillbepreparedfortheDepartmentofState.
Alldocumentscreatedduringthecourseoftheprojectmustspecifythefollowing
“This(document,report,map,etc.)waspreparedwithfundsprovidedbytheNew
YorkStateDepartmentofStateundertheLocalGovernmentEfficiencyGrant
Program.”
ConsultantwillprovidequarterlyMinorityandWomenOwnedBusinessEnterprise
QuarterlyReportsandEqualEmploymentOpportunityWorkforceUtilizationReports
asrequiredbyNewYorkStateDepartmentofState,thegrantmaker.
Consultantwillundertakeorcontinueanexistingprogramofaffirmativeactionand
equalemploymentopportunitytoensurethatminoritygroupmembersandwomenare
affordedequalemploymentopportunitieswithoutdiscriminationbasedonrace,color,
nationalorigin,age,disability,sex,gender,sexualorientation,religionoranyother
discriminationprohibitedbylaw.EqualEmploymentOpportunityshallapplyinareas
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ofrecruitment,employment,jobassignment,promotion,demotion,terminationand
ratesofpay.
Consultant,ifnotacertifiedMinorityandWomenOwnedBusinessEnterprise(MWBE),
agreestopursueanMWBEgoalof30%whenselectingsub‐contractors,ifsub‐
contractorsaretobeusedontheproject.Intheeventthisgoalisnotachieved,
Consultantmustsubmitsufficientdocumentationtodemonstrategoodfaitheffortsto
provideopportunityforMWBEfirms(ifprocuringsub‐contractors.)
Asnecessary,ConsultantwillsupporttheVillageofBriarcliffManorinprovidingthe
followingdeliverablestoNewYorkStateDepartmentofState:
Task
SEQRA Review
Deliverable
Letter stating findings
Copy to DOS for
review & comment
Hydraulic Model
Copy to DOS
Design and Engineering, Plans Copies to DOS
& Specifications, Permits and
Approvals, Bid documents
Project Status Report
Copy to DOS
Schedule
Beginning of Project, as
part of design process
Draft Water Supply IMA
Photos taken during
Photos to DOS
construction
Fiscal Analysis Report
Copy to DOS
Final Project Summary Report Copy to DOS
Every 3 months – Village
to draft report
End of Project
End of Project – Village to
draft report
VII. SelectionofVendor
SubmissionofProposals
All responses to this Request for Proposals must be sealed and clearly marked
Proposal for Tri‐Village Water Supply Consolidation. Three bound originals and one
unboundoriginalshallbesubmitted.Allproposalsshallbesubmittednolaterthan4p.m.
ontheafternoonofMay25,2017totheVillageofBriarcliffManor,ATTN:PhilipZegarelli,
Village Manager, 1111 Pleasantville Road, Briarcliff Manor, NY 10510. All proposals
receivedafterthesubmissionduedatewillberejected.TheVillageisnotresponsiblefor
lateproposalscausedbymailoranyothermethodofdelivery.
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ContentsofProposals
Proposalsshouldinclude:
1. Letterofinterestindicatingwhytherespondent(includingsub‐contractors)is
thebestselectionfortheproject.Theletterofinterestistobesignedbyan
officer,partnerorprincipalinthecompany.Thelettershallidentifythecontact
persontowhomallcorrespondencefromtheVillageregardingtheproposaland
consultantselectionprocessshallbesent.
2. Statementofexperiencewithsimilarprojectsincludingbriefproject
descriptionsandreferencelist.
3. Identificationofindividualstobeassignedtotheprojectandstatementof
qualificationsofindividualsandresourcesassignedtotheproject.
4. Identificationofanysub‐contractorstobeusedontheproject
5. Statementofgeneralapproach
6. Thecost.
Proposals should be formatted with tabbed sections for responses to each of the six
sections described above. Additional information may be included in a single section
tabbedandlabeled“AdditionalInformation”.ItisnotnecessarytoincludeaCDorDVD.
EvaluationCriteria:
TheCommitteewillreviewproposalsandmayinviteuptothree(3)consultantstobe
interviewed.Finaldecisionsaboutconsultantselectionwillbebasedontheinterviewsand
theEvaluationCriteriaspecifiedbelow.Onceaconsultantisrecommended,theconsultant
willworkwiththeCommitteetonegotiateafinalcontractdocument,includingadetailed
timelineforprojectcompletion.AllcontractdocumentswillbeexecutedwiththeVillageof
BriarcliffManor,NYandwillconformtotheVillage’spoliciesandprocedures.The
selectionprocessshouldbecompletedwithin30daysofthesubmissionofproposals.
Consultantswillbeevaluatedbasedonthefollowingcriteria:
 Experienceandexpertiseindrinkingwaterprojects
 Experiencewithsimilarprojects
 Abilitytoaccomplishprojectsinaprofessional,thoroughandtimelymanner.
 Qualificationsofpeopleandresourcesassignedtoproject.
 AbilitytoworkwellwiththeCommitteeandVillagestaff/officials.
 Costofservices.
VIII. GeneralInformationandInstructions
A.
RFPProcess
TheRFPisnotabid.IntheeventthattheVillageelectstonegotiateaprofessional
services agreement with the successful respondent, any contract shall contain, at a
minimum, the terms and conditions (or substantially the same terms and conditions) as
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hereinafter stated. The Village reserves the right, in its sole discretion to reject all
submissions,reissueasubsequentRFP,terminate,restructureoramendthisprocurement
process at any time. The final selection and agreement negotiation rests solely with the
Village.
B.
Questions
Any questions concerning the scope of this project or request for additional
informationshouldbedirectedviaemailtoFionaMatthew,GrantDevelopmentDirectorat
[email protected] with the title RFP – Consolidated Water Supply System”
and all questions must be submitted no later than 11 a.m. on May 17, 2017. No
interpretationshallbebindingunlessinwriting.
C.
RejectionofProposals
AnyproposalsthatdonotconformtotheessentialrequirementsoftheRFPshallbe
rejected. The Village reserves the right to waive informalities and minor irregularities in
submittals and reserves the sole right to determine what constitutes informalities and
minorirregularities.TheVillageisnotobligatedtoenterintoanycontractonthebasisof
anysubmittalofresponsetothisRFP.TheVillagereservestherighttorequestadditional
informationfromanyfirmsubmittingunderthisRFPiftheVillagedeemssuchinformation
necessarytofurtherevaluatethefirm'squalifications
D.
Confidentiality
Allinformation,materialsorotherdocumentssubmittedbyarespondentshallnot
be released or made otherwise available to any person or entity except Village
representatives assisting in this procurement process, until public opening of the
proposals, unless required by law. Unless required by law, proprietary or financial
information submitted to the Village by a respondent will not be disclosed if respondent
visibly marks each part of the proposal which respondent considers to be confidential
financialorproprietaryinformationwiththeword“Confidential”.
E.
ProposalandPresentationCost
TheVillagewillnotbeliableinanywayforanycostsincurredbyrespondentsinthe
preparationoftheirproposalsinresponsetotheRFP.
F.
WithdrawalofProposal
TheProposalmaybewithdrawnbytheRespondentbymeansofawrittenrequest,
signedbytheRespondentoritsdulyauthorizedrepresentative.Suchwrittenrequestmust
bedeliveredtothelocationspecifiedintheRequestforProposals priortothescheduled
closing time for receipt of Proposals, 4 p.m. on May 25, 2017. Modifications will not be
acceptedoracknowledgedafterthedateandtimeforsubmissionofproposals.
G.
Acceptance/Rejection
TheVillagereservestherighttoacceptorrejectanyorallproposalsreceivedasa
resultofthisRFP,ortonegotiateseparatelywithcompetingcontractors,andtowaiveany
informalities, defects, or irregularities in any proposal, and to accept that proposal or
proposals,whichinthejudgmentoftheproperofficials,isinthebestinterestoftheVillage.
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H.
AcceptancePeriod
Anyproposalinresponsetothissolicitationshallbevalidfor120calendardays.At
the end of this time the proposal may be withdrawn at the written request of the
Respondentifnoawardhasbeenmade.
I.
ConflictofInterest
TheContractorshallpromptlynotifytheVillage,inwriting,bycertifiedmail,ofall
potential conflicts of interest for any prospective business association, interest, or other
circumstance, which may influence or appear to influence the Contractor’s judgment or
quality of services being provided hereunder. Such writtennotification shall identify the
prospectivebusinessassociation,interest,orcircumstance,thenatureofworkthatsucha
personmayundertake,andrequestanopinionoftheOwnerastowhethertheassociation,
interest, or circumstance would, in the opinion of the Owner, constitute a conflict of
interest.TheOwnershallrespondtosuchnotificationbycertifiedmailwithinthirty(30)
days. BY SUBMITTING THIS PROPOSAL, THE RESPONDENT CERTIFIES THAT THEY
HAVE NO CONFLICT WITH ANY EMPLOYEE, AGENT, ELECTED OFFICIAL OR OFFICER
OFOWNER,NORANYOTHERCONFLICTASMAYBESETFORTHHEREIN.
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