City of Little Falls – Request for Qualifications – Professional Engineering Services Water System Improvements Project

1.0 NOTICE OF REQUEST FOR QUALIFICATIONS

The City of Little Falls, New York is seeking statements of qualifications from qualified professional engineering firms licensed to practice in the State of New York for the provision of professional engineering services in connection with the City’s Water System Improvements Project.

The City has been awarded a New York State Water Infrastructure Improvement Act grant in the amount of $2,726,500 for this project and anticipates utilizing New York State Environmental Facilities Corporation Drinking Water State Revolving Fund financing in conjunction with the grant award.

The City intends to award one professional services agreement to the most qualified firm for services associated with project design, permitting and regulatory coordination, bidding-phase services, construction administration, construction observation and inspection support, funding compliance support, startup and closeout support, and related engineering services as further described herein.

This is a qualifications-based selection. Respondents shall not submit a fee proposal with the initial submission. Following review, ranking, and interviews or discussions as determined appropriate by the City, the City intends to negotiate a detailed scope of services and compensation with the top-ranked firm. Any final consultant selection and contract award shall be subject to approval by the Little Falls Common Council.

The City reserves the right to reject any or all submissions, waive informalities and minor irregularities, request clarification, request interviews or presentations, cancel this solicitation, reissue this solicitation, or take any other action deemed by the City to be in its best interests and in accordance with law.

2.0 PURPOSE AND PROCUREMENT BASIS

The purpose of this Request for Qualifications is to identify and select the most qualified engineering firm to assist the City with the implementation of its Water System Improvements Project.

Because the City anticipates the use of EFC SRF financing in conjunction with WIIA funding, the procurement of professional engineering services is being undertaken on a qualifications-based basis consistent with applicable federal and State requirements for architectural and engineering services.

The selected consultant will be expected to enter into an agreement with the City, subject to approval by the Little Falls Common Council, containing all terms and conditions required by EFC and any other applicable federal or State funding, regulatory, procurement, labor, civil rights, MWBE, EEO, and related program requirements in effect at the time of contract award and during project implementation.

3.0 PROJECT BACKGROUND

The City of Little Falls owns and operates a public drinking water system serving the City of Little Falls and its customers. The City has identified urgent deficiencies affecting both treatment capacity and distribution system performance.

The City’s recent WIIA/SRF funding application describes the following principal issues:

• The existing filtration plant is operating at or near maximum capacity, producing approximately 2.4 million gallons per day, which is barely sufficient to meet daily demand.

• Source water challenges, including elevated algae and tannic acid loading under certain operating conditions, have increased stress on the filtration system.

• The City’s water system is experiencing significant unaccounted-for water losses, approximately 54 percent, which impairs system reliability and limits the City’s ability to take filters offline for maintenance.

• The filtration plant consists of eight slow sand filters, all of which have become fouled and require rehabilitation.

The City’s currently identified first-phase improvement needs include, but are not necessarily limited to, the following:

• Purchase and installation of sand washing equipment;

• Sand media replacement and related filter rehabilitation work;

• Water meter replacement and related accountability and monitoring improvements;

• Modernization of the Supervisory Control and Data Acquisition system;

• High lift pump replacement; and

• Repair of the lower reservoir drain valve.

The City has also undertaken readiness steps including updated engineering planning, environmental review coordination, and related preliminary efforts. The City may refine the final construction scope based on funding availability, regulatory input, constructability considerations, sequencing needs, and engineering evaluation performed by the selected consultant.

The City seeks a consultant with demonstrated experience in municipal drinking water treatment and distribution projects, including projects involving NYSDOH coordination, EFC-funded work, regulatory compliance, phased implementation, and construction administration.

4.0 ANTICIPATED SCOPE OF SERVICES

The City anticipates entering into one agreement covering the full range of engineering services needed to advance the project from final scope confirmation and design through bidding, construction, startup, and closeout. The final negotiated scope may be modified by the City based on funding, priority, and project needs.

4.1 Project Initiation and Review

• Review of existing reports, application materials, prior studies, available record information, existing plans, operating information, and regulatory correspondence.

• Review and confirmation of project scope, priorities, sequencing, and implementation approach.

• Meetings with City staff, operators, funding representatives, and regulatory agencies as needed.

• Development and maintenance of a project schedule and coordination plan.

4.2 Engineering Evaluation and Design Development

• Confirmation and refinement of the preferred project scope.

• Additional engineering investigations, site visits, field review, and data collection as required.

• Preliminary, intermediate, and final design for the selected project components.

• Preparation of plans, specifications, contract documents, engineer’s opinion of probable construction cost, and related technical materials.

• Integration of treatment, mechanical, electrical, instrumentation, controls, SCADA, site, civil, structural, and distribution-system-related work as applicable.

• Preparation of design memoranda, technical evaluations, and value engineering recommendations needed to support project decisions.

4.3 Permitting and Regulatory Coordination

• Coordination with NYSDOH, EFC, and any other applicable agencies.

• Preparation of technical documents required for agency review and approvals.

• Assistance with any supplemental environmental review, historic preservation, or permitting documentation required after award.

• Responses to agency comments and revision of design documents as needed.

4.4 Funding Compliance and Grant / SRF Support

• Coordination with the City regarding EFC funding requirements.

• Assistance in assembling technical information needed for financing, grant compliance, procurement, and disbursement documentation.

• Support for the City’s compliance with applicable MWBE, EEO, civil rights, and related reporting obligations by furnishing technical information, coordinating with City representatives, and incorporating required provisions into project manuals and construction documents as applicable.

• Coordination with any grant administration, fiscal, legal, or program compliance support retained by the City.

4.5 Bidding and Contract Award Phase Services

• Preparation of final biddable documents.

• Support in advertising for bids.

• Responses to bidder questions and requests for information.

• Preparation of addenda as needed.

• Attendance at pre-bid meetings.

• Review of bids, preparation of bid tabulations, analysis of responsiveness and responsibility, and recommendation of award.

• Assistance with contract execution documentation.

4.6 Construction Administration and Observation / Inspection Support

• Attendance at project meetings.

• Review of shop drawings, product data, samples, and other contractor submittals.

• Responses to requests for information during construction.

• Preparation and evaluation of change orders, field orders, and related documentation.

• Review of contractor applications for payment.

• Construction administration services customarily associated with municipal infrastructure projects.

• Construction observation, resident project representation, and inspection support as negotiated with the City.

• Coordination with City staff and operators regarding shutdowns, sequencing, startup, and continuity of operations.

4.7 Startup, Closeout, and Record Documentation

• Support for startup, testing, and commissioning activities as applicable.

• Preparation or review of punch lists and substantial completion documentation.

• Review of record drawings and operation and maintenance materials.

• Assistance with final closeout, final payment recommendations, and technical documentation needed for funding agency closeout.

• Assistance with project audit support to the extent such support involves technical or engineering documentation.

4.8 Public Meetings and Stakeholder Coordination

• Attendance at meetings of the Common Council, Board of Public Works, public information meetings, or funding and regulatory meetings as reasonably required by the City.

• Preparation of presentation materials and technical explanations for project stakeholders.

4.9 Additional Services

• The City may negotiate additional engineering or related services if required for successful project completion, provided such services are procured and authorized in a manner consistent with applicable law and funding requirements.

5.0 MINIMUM CONSULTANT QUALIFICATIONS

To be considered responsive, each respondent shall demonstrate at a minimum that it:

• Is a professional engineering firm, or a team led by a professional engineering firm, properly authorized to practice in the State of New York.

• Has demonstrated experience with municipal drinking water treatment and or water distribution improvement projects of similar scale and complexity.

• Has demonstrated experience preparing plans and specifications and providing bidding and construction phase services for publicly bid municipal infrastructure projects.

• Has experience with projects funded through NYSEFC and or comparable federal and State funding programs.

• Has sufficient staff capacity and technical disciplines available to complete the work within the City’s required schedule.

• Has the ability to coordinate with regulatory agencies and funding entities and support compliance with applicable program requirements.

6.0 REQUIRED STATEMENT OF QUALIFICATIONS CONTENT

To facilitate a uniform review process, each submission shall include the following information in the order listed below.

6.1 Cover Letter

Provide a brief transmittal letter signed by an authorized representative of the respondent. The letter shall identify the respondent, the primary contact person, mailing address, telephone number, and e-mail address, and shall state the respondent’s interest in and commitment to the project.

6.2 Firm Overview

Provide a concise description of the firm or consultant team, including office locations, years in business, ownership structure, and a summary of relevant practice areas.

6.3 Project Understanding and Approach

Provide a narrative describing the respondent’s understanding of the City’s project needs and the respondent’s general approach to delivering design through construction-phase services for this type of project. This narrative should address anticipated coordination with City staff, operators, regulators, and funding agencies.

6.4 Relevant Experience

Provide descriptions of at least five relevant projects completed or substantially completed within the past ten years involving municipal drinking water treatment facilities, filter rehabilitation or media replacement, pumping improvements, controls and SCADA work, water system rehabilitation, water meter programs, or similarly related infrastructure work.

For each referenced project, include the client name, project title and location, brief description of the work, construction cost or engineer’s estimate, funding sources, services performed by the respondent, project schedule and status, key staff involved, and client contact information.

6.5 EFC / SRF / Grant Compliance Experience

Describe the respondent’s experience with EFC-funded projects and with the incorporation and administration of EFC-required contract provisions. Include experience, if any, with WIIA, IMG, DWSRF, CWSRF, BIL-equivalency or related federal requirements, and coordination of technical support for MWBE, EEO, civil rights, payroll, procurement, and closeout compliance on publicly funded infrastructure projects.

6.6 Project Team and Key Personnel

Identify the proposed project manager and all key personnel expected to work on the project. Include an organizational chart and clearly indicate the role of each proposed team member and any subconsultants. Provide resumes for key personnel, including New York professional license information where applicable, relevant experience, and office location.

6.7 Capacity and Availability

Describe the respondent’s current workload and ability to undertake the project on the City’s anticipated schedule. Identify any major commitments that may affect timely performance.

6.8 References

Provide at least five references from clients for similar projects, preferably municipal clients in New York State. Include a contact name, title, telephone number, email address, and brief project description for each reference.

6.9 Litigation / Claims / Contract Performance Disclosure

Disclose any material contract disputes, claims, litigation, terminations for default, professional liability claims, or regulatory enforcement matters within the past five years that could reasonably bear on the respondent’s ability to perform this work. If none, so state.

6.10 Required Certifications and Forms

Include confirmation that the respondent is authorized to practice engineering in New York State; acknowledgment that no fee proposal is included and that compensation, if any, will be negotiated after selection; a completed non-collusive bidding certification or affidavit, if required by the City; acknowledgment of the City’s right to incorporate EFC mandatory terms and conditions and other required provisions into the final agreement; acknowledgment of the respondent’s ability to support applicable MWBE, EEO, and encouraged SDVOB outreach and related compliance obligations; and any other forms specifically required by the City in the advertisement or addenda.

7.0 EVALUATION CRITERIA AND SELECTION PROCESS

Submissions will be reviewed by an evaluation committee designated by the City. The City anticipates evaluating qualifications using the following criteria:

The City may, at its discretion, request clarifications from one or more respondents; conduct interviews, discussions, or presentations with shortlisted firms; rank firms based on written submissions alone or written submissions plus interviews; identify at least three most highly qualified firms when practicable; and negotiate a scope and fee with the top-ranked firm, subject to approval of the final agreement by the Little Falls Common Council.

If the City is unable to negotiate an agreement with the top-ranked firm, the City may terminate negotiations and proceed in order of ranking, or may reject all submissions and resolicit.

8.0 MWBE, EEO, SDVOB, AND RELATED COMPLIANCE REQUIREMENTS

The selected consultant shall be required to comply with all applicable federal and State program requirements associated with the project and the project funding sources.

Without limiting the foregoing, the selected consultant shall be expected to:

• Enter into an agreement containing all applicable EFC mandatory terms and conditions in effect at the time of contract award.

• Cooperate with the City and its designated compliance representatives regarding applicable MWBE, EEO, civil rights, and related requirements.

• Provide technical and administrative support necessary for the City to incorporate applicable compliance provisions into bidding and contract documents.

• Furnish technical documentation reasonably required to support grant, financing, disbursement, audit, and closeout processes.

• Support the City’s outreach and good-faith efforts relating to MWBE participation and, where applicable, encouraged SDVOB participation.

• Coordinate with the City concerning any Equal Employment Opportunity staffing plans, utilization plans, reporting forms, and related compliance documentation applicable to the consultant’s contract or to construction contracts developed under the project.

The City anticipates that the project will be subject to the MWBE and related requirements applicable to EFC-funded projects utilizing SRF financing. The final contract and all downstream procurement documents shall reflect the then-applicable program requirements.

9.0 GENERAL CONDITIONS

9.1 No Fee Proposal at This Time

Do not include any fee schedule, cost proposal, or pricing information in the submission. Compensation will be negotiated only with the selected firm following qualifications-based ranking.

9.2 City Reservations of Rights

The City reserves the right to reject any or all submissions; waive minor informalities or irregularities; request additional information from respondents; request interviews or presentations; amend or withdraw this RFQ; issue addenda; request revised submissions; negotiate contract terms with the selected respondent; negotiate with the next-ranked respondent if negotiations with the first-ranked respondent are unsuccessful; and not proceed with the project in whole or in part.

9.3 Costs of Response

All costs incurred in preparing and submitting a response shall be borne solely by the respondent.

9.4 Freedom of Information Law

Submissions may constitute public records subject to disclosure pursuant to the New York State Freedom of Information Law, except to the extent that portions are properly exempt from disclosure under applicable law.

9.5 Accuracy of Information

The City has made reasonable efforts to present accurate information in this RFQ. However, respondents are responsible for their own review of available information and for making any independent inquiries they deem necessary.

9.6 Final Contract

Any contract resulting from this RFQ shall be subject to approval by the Little Falls Common Council and shall contain such terms and conditions as the City deems necessary or appropriate, including all applicable federal, State, and EFC requirements.

10.0 SUBMISSION INSTRUCTIONS

Respondents shall submit one electronic PDF copy of their statement of qualifications in accordance with the instructions below. The submission package shall be clearly labeled “RFQ – Professional Engineering Services – Water System Improvements Project.”

10.1 Submission Address

Electronic Submission:
cityengineer@cityoflittlefalls.net

Hardcopy submissions are not required.

10.2 Deadline

Submissions must be received no later than April 27, 2026 at 4:00 PM. Late submissions may be rejected.

10.3 Questions and Requests for Clarification

All questions regarding this RFQ shall be directed in writing to Chester P. Szymanski III, P.E., City Engineer, at cityengineer@cityoflittlefalls.net or (315) 574-5245. Questions must be received by April 16, 2026. Potential respondents may reach out to request additional available background information regarding the project.

11.0 ANTICIPATED PROCUREMENT SCHEDULE

The foregoing schedule is tentative and subject to change. Interviews may be conducted if determined necessary by the City.

12.0 CONTACT INFORMATION

For purposes of this RFQ, the City’s contact for technical questions is:

Chester P. Szymanski III, P.E.
City Engineer
City of Little Falls
659 East Main Street
Little Falls, New York 13365
Phone: (315) 574-5245
Email: cityengineer@cityoflittlefalls.net