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1
TOWN OF OYSTER BAY Department of Public Works
Division of Engineering Nassau County, New York
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REQUEST FOR PROPOSALS
FOR
CONSULTANT SERVICES
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SOLICITATION NO. 2017-23
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ISSUANCE DATE: Wednesday, October 25, 2017
THIS RESPONSE IS DUE BY: Friday, November 17, 2017 by 3:30 PM
RESPONSE REQUIREMENTS: Four (4) Hardcopies and One (1) Electronic Copy
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ENGINEERING SERVICES FOR THE EXPANSION OF ELLSWORTH W. ALLEN PARK
AT THE FORMER LIBERTY SITE, FARMINGDALE
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NOTE: Any firm obtaining this RFP from the Town website is requested to e-mail the Division of Engineering to register your contact information in the event of an addendum or other modification to this RFP becomes necessary.
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REQUEST FOR PROPOSALS
TABLE OF CONTENTS
Page
Authorized Contact Person..................……………………………………………......... 3
Introduction.......................................…………………………………………………... 3
Form of Proposal....................................…………………………………. ……………. 3
Qualification Based Selection Process...............……………………………………….. 3
Criteria for Evaluation............................………………………………………………. 3
Use of Sub-consultants, Certified Outside Laboratories
and Other Subordinate Entities...................…………………………………….…….. 4
Familiarization with Current Programs, Facilities and Documents........................... 4
Payments and Claims.................................…………………………………………….. 4
Scope of Services...................................……………………………………………….. 5
Attachment Number 1 (Format of Proposal).............. …………………………………. 8
Attachment Number 2 (Special Requirements and Modifications).........................… 9
Appendix A ……................................................................................................... 10
Appendix B …………………………………………………………………………………….. 12
3
AUTHORIZED CONTACT PERSON: Prospective firms are advised that the authorized Town of Oyster
Bay contact person for all matters concerning this RFP is:
Matthew Russo, P.E., Division Head
Division of Engineering
Town of Oyster Bay Dept. of Public Works
150 Miller Place
Syosset, New York 11791
Telephone: (516) 677-5719 - Fax: (516) 677-5940
e-mail: [email protected]
INTRODUCTION: In accordance with the Town of Oyster Bay's qualification based consultant
procurement policy, the Division of Engineering of the Town of Oyster Bay Department of Public Works
(hereinafter referred to as "the Town") is seeking proposals from qualified professional consulting firms for
various consulting services.
The Town anticipates that services will be required:
From: December 2017
Through: April 2019
(hereinafter referred to as "the contract period"). The scope of the anticipated services is more fully
described below under the paragraph entitled "Scope of Services".
FORM OF PROPOSAL: Firms must submit four (4) hardcopies and one (1) electronic copy of each
technical proposal with additional relevant information. Proposals should be organized as described in
Attachment No. 1 herein.
QUALIFICATION BASED SELECTION PROCESS: The Town, after receipt and review of responses to
this RFP, reserves the right to reject all proposals based upon the information provided by the firm in their
proposals and based upon subsequent negotiations between the Town and the firm. The review process
of the RFP’s submitted are based on the qualifications of the firm for the nature of that project. The
selection of the firm will be in accordance with the Town of Oyster Bay Procurement Policy procedures,
and based upon a Qualification Based Selection (QBS) process. The Town also reserves the right to
subdivide individual items and award one or more portions to one firm and other portions to one or more
other firms.
CRITERIA FOR EVALUATION: The criteria to be used by the Town in evaluating these proposals shall
be the following:
- The magnitude, scope and complexity of the services to be rendered
- The experience of the firm in assignments of similar size, scope and complexity
- Special knowledge relevant to the project
- Special equipment or facilities relevant to the project
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- The size, staffing, resources and financial capability of the firm versus the size of the
assignment
- The firm's knowledge and experience with Town facility(ies) and programs involved in the
assignment
- The firm's past performance with the Town
- Time constraints and deliverability service; and
- The firm’s current workload, current workload remaining, workload remaining from prior years and
total workload remaining with the Town.
It is further expressly acknowledged that the quality of the services to be rendered is of paramount
importance to the Town. However, it is further expressly acknowledged that the cost of the services to be
rendered is a substantial concern.
At its discretion, in accordance with the review process, the Town may elect to interview each firm, make
visits to each firm and/or inspect prior work done by each firm. Following its review the Town will then
notify the three highest ranked firms of their standing and will notify the remaining firms that they will not
be chosen for this project. The top ranked firm will be invited to submit cost proposals, which will be
subject to negotiation. If a satisfactory agreement cannot be negotiated with such firm at a fee determined
by the Town to be fair and reasonable, then negotiations with such firm will be terminated and negotiations
undertaken with the second highest ranked firm. Failing accord with the second highest ranked firm,
negotiations will likewise terminate and negotiations will then be undertaken with the third highest ranked
firm. If acceptable terms cannot be reached with the third highest ranked firm, the selection process will
be terminated and the project will be re-evaluated by the Town.
USE OF SUBCONSULTANTS, CERTIFIED OUTSIDE LABORATORIES AND OTHER SUBORDINATE
ENTITIES: Prospective firms are advised that the Town will entertain proposals that include the use of
sub-consultants, certified outside laboratories and/or other subordinate entities. In such event, the
proposal must clearly state the extent and nature of the work proposed to be delegated to the sub-
consultant, laboratory or other entity. Further, if the proposed sub-consultant is an architectural,
engineering or surveying firm, the proposal must also be accompanied by a completed and current
Federal Form SF 330 (Part II) if such form is not already on file with the Town.
FAMILIARIZATION WITH CURRENT PROGRAMS, FACILITIES AND DOCUMENTS: It is the sole
responsibility of the prospective firms to familiarize themselves with the Town's current programs,
facilities, documents and any other information which is necessary and relevant to the scope of this RFP.
Upon sufficient and reasonable advance notice to the contact person named above, arrangements may
be made to visit and inspect any involved Town facilities and/or to view applicable documents. Any and all
costs borne by the prospective proposer in familiarizing themselves with the above are to be borne solely
by the prospective proposer. In the event that the prospective proposer is ultimately awarded a contract
pursuant to this RFP, the Town will not allow any claims for payment which include billable time for such
familiarization costs, regardless of whether they were incurred prior to or following the submission of the
proposer's proposal. The firm is to provide an updated Federal Form SF 330 (Part II) with their
submission.
PAYMENTS AND CLAIMS: Payments to the successful proposer will be made in accordance with the
terms of the Town of Oyster Bay Standard Consultant Agreement to entered into between the firm and the
Town.
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SCOPE OF SERVICES
The Town of Oyster Bay (“Town”) has acquired approximately 22.5 acres of land (“Site”) located adjacent
to the existing Ellsworth W. Allen Park (“Park”) which was subject to an extensive soil remediation
program which removed all known contaminated soils to a depth of 10 feet below grade beyond the
requirements of the New York State Department of Environmental Conservation NYCRR Part 375
Restricted Residential Soil Cleanup Objectives and the United States Department of Environmental
Protection Agency Record of Decision for the site. Contaminants found at the site included
Benzo(a)pyrene, Dibenzo(a,h)anthracene, cadmium and polycyclic aromatic hydrocarbons. The site was
then backfilled with clean fill. The Site contains an operating groundwater treatment facility under the
supervision of the US EPA. Part of the underground recharge piping runs under proposed elements of this
project. A copy of the Excavation Findings in Preparation for Site Development report and Site
Management Plan for the remedial work are available for review at the Division of Engineering office.
Since the completion of the remedial program, drainage infrastructure was installed to support the planned
recreational improvements that had been developed through an extensive community outreach program,
including the construction of a recharge basin and installation of leaching pools and connecting pipe. A
diagram of these installations is included as Appendix A.
At the present time, the Town wishes to implement a project to develop this site for recreational use,
utilizing a conceptual plan that has been developed, included as Appendix B, which meets the needs of
the community while minimizing construction costs. This project is anticipated to include the following
features:
One multi-purpose synthetic turf field, sized appropriately for high school soccer
One Little League/Softball synthetic turf field, with natural grass outfield
One Baseball synthetic turf field, with natural grass outfield
One T-Ball/Challenger synthetic turf field
Bleachers
Baseball batting/pitching tunnels
Restroom and Concession facility with roof observation/scorer’s area
Sports lighting (the Town may elect to install only the necessary conduit at this time)
Pedestrian walking path with fitness stations
Maintenance shed and facilities area
Open grass field
Parking area
Landscaping
Site Lighting
An updated site survey is currently being commissioned by the Town, and will be provided to the selected
firm upon completion.
The selected firm will be required to perform the necessary engineering services in order to achieve the
Town’s goals. The design services will include, but is not limited to, the following:
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Perform a traffic study to determine the most efficient movement of cars through the Site and the
existing Park.
Attend meetings with Town personnel and local sports groups to determine needs.
Submit a final site plan and preliminary construction cost estimate to the Town for review and
approval at the schematic design phase at approximately 15% of the design development.
Upon approval of the final site plan, proceed with the design phase. Submit updated plans and
cost estimates at the completion of 50% 75%, and 90% completion milestones.
Analyze the existing soils to determine suitability for drainage and structural support.
Establish final grades for the site.
Petition the Nassau County Department of Public Works for the installation of a new traffic signal
to service the Site.
Coordinate the relocation of existing utilities and the installation of new utility services to support
the development of the Site with the South Farmingdale Water District, Nassau County
Department of Public Works, National Grid and PSE&G,
There is an existing groundwater treatment facility located on the property, operated under the
direction of the United States Environmental Protection Agency. Any existing remediation
infrastructure including recharge piping, pumps, underground electric and underground controls
will remain as part of this project. The firm will be required to coordinate this facility’s effluent
drainage system with the proposed development to ensure future operation. The firm shall
provide for a visually separation of this facility from the balance of the site.
The Town may allow the South Farmingdale Water District and EPA-managed groundwater
treatment facility to discharge into the existing recharge basin. The firm shall determine if the
basin must be enlarged to meet anticipated flowrates. Further, the Town may require that the
recharge basin be partitioned to separate the multiple discharges.
Prepare final contract documents for approval by the Town.
Prepare a Stormwater Pollution Prevention Plan (SWPPP) for submission and approval by the
Town Department of Planning and Development and New York State Department of
Environmental Conservation.
Revise the existing Site Management Plan, as necessary, to conform to the final site plan for the
project which shall detail the earth moving and excavations necessary and provide a protocol for
the proper handling and disposal of contaminated soil if found during the course of work.
Upon acceptance of the design documents by the Town, bid services will include, but is not limited to,
the following
Prepare the necessary copies of the bid documents.
Attend a mandatory pre-bid meeting with prospective contractors.
Respond to any Request for Information received.
Issue any necessary bid document Addendums
Upon submission of bids, review documents received for conformance with the bid
requirements.
Meet with TOB to review bids and recommendations for award
Prepare a recommendation of award.
Supply the necessary conformed copies of the Contract.
7
Upon the award of the construction contract by the Town, construction services will include, but is not
limited to, the following
Conduct a pre-construction meeting with the awarded Contractor.
Coordinate and conduct a utility coordination meeting with the Contractor.
Review submittals for contract document compliance.
Prepare agendas and conduct regular construction progress meetings.
Provide the necessary construction inspection services to ensure contract compliance, design
intent, quality of workmanship, and material acceptance.
Review, approve, and submit Contractor requisitions to the Town.
Prepare and issue Field Orders and Change Orders.
Conduct inspections of the SWPPP controls for compliance with the approved plan.
In the event contaminated soil is identified, implement the protocols of the Site Management
Plan.
Coordinate all designs with the existing US EPA operating water treatment facility to ensure no
interference with their operations
At Substantial Completion, conduct Substantial Completion Inspection and prepare punchlist of
work to be completed.
Coordinate the development of final as-built drawings with the Contractor and submit to the Town.
Review and approve the Contractor’s final payment requisition, maintenance bond, and any other
required close-out documentation.
Prepare a recommendation of final acceptance to the Town.
8
ATTACHMENT NUMBER 1
FORMAT OF PROPOSAL
Proposals should be organized as shown below with tab dividers between sections and should include all
the information indicated. Note that elaborate brochures or other presentations beyond those sufficient to
present a complete and extensive response to this solicitation are not desired. Five (5) copies shall be
submitted.
SECTION A. INTRODUCTORY STATEMENT
SECTION B. QUALIFICATIONS AND APPROPRIATENESS OF PROPOSED STAFF
1. Project team.
2. Provide names and resumes of key personnel proposed for this project.
SECTION C. APPROPRIATENESS AND QUALITY OF PROPOSER'S EXPERIENCE
1. Please include experience on projects within Long Island including projects with the Town of
Oyster Bay.
2. 2. Minimum of five (5) references with contract information (recent, similar projects preferred).
SECTION D. PROPOSED METHODOLOGY
Based on the project description and scope of services, the firm should discuss how it would approach
and manage the project.
SECTION E. MANPOWER BREAKDOWN
Manpower estimates shall be separated by task with the employee's name, classification, percentage of
time to be spent on the project, and estimated man-hours.
Manpower should be broken down for the Design Phase, Bid Phase, and Construction Phase. Total
hours for each Phase.
SECTION F. WORKLOAD DISCLOSURE
MAKE CHART TO SHOW THE FOLLOWING:
1. Current 2017 calendar year workload with the Town of Oyster Bay in dollars.
3. Current 2017 calendar year workload remaining with the Town of Oyster Bay in dollars.
4. Workload remaining with the Town of Oyster Bay from prior years in dollars.
5. Total workload remaining.
SECTION G. SUPPLEMENTAL INFORMATION
Any additional information relevant to the firm's qualifications for this project may be included at the firm's
option.
9
ATTACHMENT NUMBER 2
SPECIAL REQUIREMENTS AND MODIFICATIONS
Provisions stated under Special Requirements and Modifications shall supersede and take precedence
over information provided in the preceding documents and attachments.
1. Firms must provide a Maximum Hourly Wage Rate Schedule listing job classifications. The salary
of all employees proposed in the response to this RFP must be within the limits of the schedule
and will be subject to the approval of the Department of Public Works.
2. Payments will be made to the Consultant in accordance with the terms of the Standard Consultant
Agreement. If a wage rate/multiplier format is utilized, payment will be made on the basis of direct
salary times a multiplier of 3.0. Direct salary shall be actual salary or compensation paid by the
consultant to all personnel for the work performed by them directly related to the particular project
or projects assigned exclusive of insurances, payroll taxes and all other fringe benefits. In no
event (regardless of the maximum wage rate schedule to be provided in accordance with the
above) shall the Town pay more than the maximum hourly limit as approved by the Town Board,
currently set at $175/hour.
3. The consultant will not discriminate against employees or applicants for employment because of
race, creed, color national origin, sex, age, disability or marital status and will undertake or
continue existing programs of affirmative action to ensure that group members and women are
afforded equal employment opportunities without discrimination. When sub-consultants or other
outside entities are to be utilized, the consultant shall also make reasonable efforts to encourage
the participation of Certified Minority- and Women-Owned Business Enterprises as sub-
consultants, and retain the documentation of these efforts to be provided upon request of the
Town. A listing of contractors can be found at www.nylovesmwbe.ny.gov.
4. Consulting firms shall be properly staffed by properly licensed and certified professionals by the
State of New York. The consultant shall submit a list of licensed Professional Engineers and
Registered Architects, along with their license and/or registration numbers, to allow for proper
evaluation by the Town.
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APPENDIX A
EXISTING SITE SURVEY
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APPENDIX B
CONCEPTUAL SITE PLAN
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0' 60'60'
SCALE
BATHROOMBUILDING
MAINTENANCE SHED& FACILITIES AREA
PEDESTRIAN WALKINGPATH
NEW PARKING FIELD
WO
OD
WA
RD
PA
RK
WA
Y
MOTOR AVE.
LONG ISLAND RAILROAD
TOWN BOARDJOHN VENDITTO, SUPERVISOR
TOWN OF OYSTER BAY
DESIGN ENGINEERS
THE LiRo GROUPSTEVEN L. LABRIOLA
COMMISSIONER OF PARKSTOWN CLERK CONTRACTORINDUSTRIES, INC.LASER
COMMISSIONER OF PUBLIC WORKS
xxxxxxxJAMES J. STEFANICHRECEIVER OF TAXES
JOSEPH D. MUSCARELLA
CHRIS J. COSCHIGNANO
JOSEPH G. PINTO
ELSWORTH W. ALLEN PARK
2013
xxxxxxx
ANTHONY D. MACAGNONE
ELIZABETH A. FAUGHNAN
REBECCA ALESIA
xxxxxxx
LITTLE LEAGUE /SOFTBALL FIELD275' OUTFIELD
BASEBALL FIELD300' FOUL LINES
350' CENTER FIELD
HE
ISS
ER
LAN
E
GRASSFIELD
MULTI-PURPOSEFIELD
TOWN OF OYSTER BAYELLSWORTH W. ALLEN PARK
FARMINGDALE, NY
OCTOBER 2017
NEW PARK ENTRANCEWITH TRAFFIC LIGHT
T-BALL FIELD
