Request for Proposals
Environmental Engineering Services to Perform
Date of Issuance: Wednesday, June 28, 2023
Date of Submission: Friday, August 4, 2023
Link to Addendum.
Safe Harbors of Hudson, Inc.
Newburgh, New York 12550
Section A: Overview
- Background and General Information
The United States Environmental Protection Agency (EPA) has awarded Safe Harbors of the Hudson, Inc. (Safe Harbors) a $500,000 Brownfields Assessment grant. The intent of the program is to conduct brownfield assessments for sites potentially contaminated with hazardous substances in the City of Newburgh, New York.
Grant activities are separated into and will be performed in four tasks as follows:
- Select sites for environmental characterizations
- Conduct community outreach
- Perform site assessments
- Prepare written reports regarding environmental characterizations
The purpose of this RFP is to obtain Qualified Environmental Professionals (QEPs), with experience in implementing EPA Brownfield Assessment grants and the New York State (NYS) regulatory process, to develop and manage the project. The RFP describes the terms and conditions under which Safe Harbors will select a contractor. Safe Harbors will then enter into negotiations with the contractor to formalize a Contractor Agreement. An executed contract is anticipated by August 25, 2023.
Proposals will describe the applicant’s qualifications, a description of past projects which are similar in nature to this project, an explanation of how the applicant would perform task services, and a cost estimate.
Proposals are due not later than Friday, August 4, 2023 at 4pm. See section C for details regarding submission instructions.
- Scope of Services
Under the work plan and budget approved by the EPA, a total of $469,000 is reserved for the contractor to perform the following services:
Conduct inventory and select sites for assessment: The selected contractor will inventory potential Brownfield sites in the study area and develop a list of these sites along with a map showing their location. The study area includes approximately 800 acres in census tracts 36071000400 and 36071000502 including 30+ acres of vacant parcels known as Clinton Square, that were demolished in the 1970’s during Urban Renewal, and never re-developed. The contractor, in conjunction with Safe Harbors and community input, will select priority sites from the inventory-specific sites to perform assessments. Safe Harbors anticipates there will be approximately 14 sites in the inventory, and 4 priority sites/areas, including 7-11 Johnes Street, 350/352 Liberty Street, the 30+ acre area of Clinton Square, Water and Colden Streets, and Newburgh Ferry Terminal at 2 Washington Street.
Conduct community outreach: Coordinate and participate in an initial kickoff as well as quarterly stakeholder meetings held to review progress on the Area Wide Assessment and receive input on grant activities and site prioritization.
Perform site assessments:
Phase I Assessments: The selected contractor will conduct Phase I environmental site assessments in accordance with current American Society for Testing and Materials (ASTM) International Standard E 1527-21 and EPA’s guidelines on All Appropriate Inquiries and will submit draft Phase I reports (digital and hard copy) to Safe Harbors for review.
Phase II Assessments: (Phase II environmental site assessments are dependent upon the completion of Phase I assessments.) The selected contractor will conduct Phase II environmental site assessments and sampling work in accordance with ASTM International Standard E 1903-19.
Phase II site assessments will further investigate and determine areas of environmental concern and will establish the need for continued investigation, remediation, and cleanup. If cleanup is necessary, the selected contractor will ensure work is completed in conformance with New York State Department of Environmental Conservation (NYSDEC) regulations (as applicable) and provide guidance on enrolling the sites in state cleanup programs, if required.
Prepare written reports regarding environmental characterizations: The selected contractor will prepare written reports for each site, which will contain a description of the work performed, a list of sampling results, and interpretations of findings. The report will also include maps and figures illustrating sampling locations, the findings of the investigations, and tables of the data in accordance with the applicable state and ASTM guidelines.
Generate an EPA-approved Quality Assurance Project Plan (QAPP) prior to commencing Phase II fieldwork.
- RFP Process
Safe Harbors of the Hudson invites any QEP to respond to this RFP by submitting a proposal for Brownfield environmental consulting services consistent with the terms and conditions herein set forth.
The RFP process consists of three phases: a.) Proposals, b.) Selection of Contractor, and c.) Execution of Required Legal Documents.
Deadlines and other important dates are as follows:
RFP available Wednesday, June 28, 2023 by 4pm
Proposal due date Friday, August 4, 2023 at 4pm
Award date Friday, August 25, 2023
Applicants must submit their proposals in accordance with the instructions in Section C.
- An application must include all information requested in the RFP and demonstrate the applicant possesses relevant experience.
- An applicant’s submission of qualifications will be considered as permission for Safe Harbors to make inquiries concerning the applicant’s prior performance as deemed necessary.
- Proposal Evaluation Process
Evaluation of proposals will be within the discretion of Safe Harbors of the Hudson. It is the intent of this RFP that all services be provided complete in all respects, without the need for Safe Harbors to engage separate technical expertise or services. Upon receipt of the proposals, Safe Harbors will evaluate all materials submitted by responding firms and rank the proposals using the following 100-point scale:
15 points Experience with brownfield site assessment, including urban, wetland, and riparian sites
20 points Experience with environmental investigations assisted with EPA brownfield assessment grants
10 points Knowledge of regulations, standards, and techniques for brownfields characterization and remediation in the State of New York
15 points Experience with innovative brownfield technologies and techniques
10 points Demonstrated ability to complete assigned tasks on time and within budget
20 points Competitive fee structure
- points Experience incorporating community input into planning activities
- Selection of Contractor
The award of a contract shall be at the sole discretion of Safe Harbors of the Hudson, Inc. Safe Harbors may, at its discretion, notify an applicant that additional information or clarification is necessary. The selection process may involve interviews, contacts with references, and review of other information.
An applicant may be rejected at any time if adverse findings are made with regard to the applicant or any of its principal or related entities.
Safe Harbors further reserves the right, at its sole discretion, to reject at any time, any or all applications, to withdraw the RFP, to negotiate with one or more applicants, and/or to terminate negotiations without cause.
- Execution of Required Legal Documents
Upon selection of the Contractor, Safe Harbors and the contractor will negotiate a Contractor Agreement. The terms of the Agreement, after execution, shall govern the relationship between Safe Harbors and the Contractor. In the event of any variance between the terms of this RFP and the Agreement, the terms of the Agreement will govern.
- Pre-proposal Conference
There will be no Pre-proposal Conference for this solicitation.
Requests for clarification and/or questions related to this RFP must be submitted in writing, via email, and received no later than 4pm, Monday, July 31, 2023. Questions received after that time will not receive a response. No interpretations of the RFP will be made orally. All interpretations will be issued by email to all parties who receive a copy of the RFP. All inquiries shall be addressed to:
Lisa Silverstone, Executive Director
Safe Harbors of the Hudson
Section B: Standard Terms and Conditions
- Contractor’s Agreement
If deemed the most responsive firm to this RFP, the contractor shall enter into an agreement with Safe Harbors of the Hudson, Inc. The contractor, as well as any of its subcontractors or affiliates providing goods or performing work or services under the contract, shall meet the mandatory compliance requirements of the State of New York as set forth by law.
The Scope of Services shall conclude no later than September 30, 2025. The agreement may be terminated at an earlier date upon 30 days written notice by either party. The agreement may be extended upon mutual agreement of the parties and approval by the EPA of a request for a No Cost Time Extension.
- Insurance Requirements
- 3. Compliance
The contractor and any subcontractors of affiliate must comply with all local, state, and federal laws, rules, and regulations applicable to any contract for the subject project and to any goods delivered, services rendered, or work performed in accordance with the same.
- Cause for Rejection
Submittals pursuant to this RFP may be rejected for any or all of the following reasons:
- Applicant is not authorized to do business in the State of New York
- Submission is not responsive to the requirements set forth in this Request for Proposals document
- Submission contains false or misleading statements
- Any other parameter that Safe Harbors deems appropriate cause for rejection
Section C: Instructions for Preparation and Submission of Proposals
- Form and Content of Submission Documents
Contractor shall submit their proposals in a sealed package with the following information clearly marked on the outside: name, address, and telephone number of the applicant; and the title, “Environmental Engineering Services to Perform Brownfield Assessments”.
Each submission must consist of one bound original of the applicant’s qualifications, including all documentation requested as described below, and one computer disk that includes all submission items.
The following submission items are required:
- Cover letter
If the proposal is submitted by a corporation (joint venture, associated firms, etc.) the cover letter shall be signed by a corporate officer authorized to do so. If made by an individual, that individual shall sign the cover letter. One or more of the partners shall sign if the applicant is a company or partnership.
- Qualifications Statement
Each applicant shall submit a statement of qualifications that demonstrates the applicant’s ability to perform the work proposed. The statement should be cognizant of the evaluation criteria in section C,2, and include the following:
Assessment team descriptions: The qualifications statement shall identify a lead firm, project manager, and members of the assessment team, including address, telephone numbers, and email addresses for each. Resumes for key personnel and an explanation of their anticipated roles as members of the assessment team for the subject project shall be included.
Relevant experience: The statement shall describe the applicant’s capabilities in performing the type of work that will be required by this RFP, including the applicant’s experience, capabilities, and resources to performing the following:
Phase 1 Site characterizations
Remedial alternative analyses
Surface geophysical investigations
Soil, groundwater, and waste sampling
Groundwater impact investigations
The applicant shall provide a description of at least three relevant projects demonstrating experience with the services requested. Include the project name, a short description (i.e., location, size, current and prior land uses, environmental investigations conducted, etc.), the member’s role in the assessment process, the entity for which the project was performed, and a contact name and telephone number. Any experience with “inclusive public processes” such as stakeholder involvement and/or visioning, should be noted.
- Technical Proposal
The applicant will provide a description of how they intend to perform the services under each task.
- Project cost and fee structure
The applicant will provide a detailed cost proposal to include:
Site inventory and selection
Phase I Assessment
Quality Assurance Project Plan
Phase II Assessment
- Forms and certifications
All forms and certifications cited in the text of this RFP, most of which are provided in the appendices of this document, shall be completed and provided by the applicant(s) as part of the submission package.
- Time and place for submitting responses
Applicants shall submit the complete submission package no later than Friday, August 4, 2023, to:
Safe Harbors of the Hudson
c/o Lisa Silverstone, Executive Director
Newburgh, NY 12550
Submissions will NOT be accepted after the above-specified date and time. A submission may be withdrawn prior to the time of receipt of proposals specified herein.