Architectural/Engineering Design, and Bidding, Construction Administration, and Inspection Services for West Islip Long-Term Pump Station Generators.

A/E services are being sought to design and oversee construction of the permanent elevation of existing controls and the installation of a three-phase, 12KW natural gas fired backup generator at each of the two drainage pump stations in the Sequams neighborhood. This project will be designed to ensure continuous operation of the pump stations during power outages and flood events. During flood events, these pump stations are utilized to drain floodwater out of the neighborhood, protecting residential, utility and infrastructure assets. The project would raise the electrical controls and generator at each station to an elevation above the 500-year flood level. The Town of Islip reserves the right to modify the Scope of Work. Modifications to this scope of work by a Respondent to this RFP shall not be permitted unless approved by the Town of Islip. The selected A/E form will be responsible for the following: • To avoid duplication of efforts, unless otherwise specified by GOSR in writing, the selected A/E firm will not conduct environmental review activities. It is presumed that GOSR will serve as lead agency for the purposes of NEPA and SEQRA. The selected A/E firm will be required to coordinate with GOSR and its contractors in support of any environmental review activity. Notwithstanding the above, the selected A/E firm will be responsible for applying for, obtaining and complying with all applicable, local, state and federal permits. • The selected A/E firm must abide by GOSR’s environmental requirements found in Exhibit B of this RFP, including but not limited to elevation design standards adapted to address impacts of climate change. Updated copies of these environmental requirements are available at: www.stormrecovery.ny.gov/environmental-docs. • Prepare a design report that includes the following components: (1) problem definition; (2) existing conditions; (3) project description; (4) preliminary drawings/site plan; (5) estimate of total project costs broken out by services and construction costs; (6) project schedule; (7) preliminary engineering analysis (e.g. hydrocad model, building code, constructability, etc.); (8) alternatives to the project that address the problem; and (9) summary. After the initial pre-design conference, the successful Respondent shall meet and work with the Town of Islip to determine more detailed program requirements for the project and shall refine and complete the program in a form acceptable to the Town of Islip. • Design the Project so that the actual Total Project Construction Cost does not exceed the Approved Construction Budget. In the event it is discovered at any phase of design that the estimated Total Project Construction Cost of the work is in excess of the Approved Construction Budget, or the bids received are in excess of the Approved Construction Budget, the Respondent shall revise, at its own cost and expense, all or any part of the Schematic Deliverables, the Design Development Deliverables, the Construction Documents or the Bid Documents necessary to bring the estimated Total Project Construction Cost within the Approved Construction Budget. In order to reduce the estimated Total Project Construction Cost to the Approved Construction Budget, the Respondent shall, at the Town of Islip’s request and at no additional cost to the Town of Islip: (i) provide value engineering to reduce the estimated Total Project Construction Cost to the Approved Construction Budget; (ii) assist the Town of Islip in redefining the scope of the Project; (iii) incorporate all scope reductions and Project modifications into the modified Schematic Deliverables, Design Development Deliverables, Construction Documents or Bid Documents; and (iv) develop and incorporate bid alternates into the Construction Documents and Bid Documents. • Prepare, at a minimum, the following deliverables: 1) preliminary design or 30% Schematic design; 2) Design Development or 60% design; 3) Draft final or 90% design and 4) 100% construction documents or Final Contract Documents. At each submission, Respondent agrees to provide an opinion of probable cost. Respondent shall also prepare a detailed design schedule in five (5) calendar days of each deliverable. Prepare a complete set of Final Contract Documents (i.e. drawings, specifications, and calculations), including an estimate of probable construction costs for use as the basis for advertising the construction project for bid within 275 calendar days of the executed design contract. • Prepare and submit any and all required permit applications. • Assist Town of Islip with compliance with Uniform Relocation Act (URA) regulations governing land acquisition (for easements, temporary easements, rights of way, and real property) including surveying, metes and bounds descriptions and plat maps, for the purpose of enabling construction, if applicable. • Assist Town of Islip during the construction bid process by attending the pre-bid site meeting, responding to bidder questions, distributing documents to prospective bidders by mail or email and maintaining a list of prospective bidders, issuing any necessary addenda, and reviewing bids received to determine technical responsiveness and bidder experience and qualification to perform the work and prepare bid tabulation. • Recommend to the Town of Islip, award to the lowest, responsive, responsible bidder and assist the Town of Islip in the preparation of the Notice of Award. Conduct the pre-construction meeting and prepare meeting minutes. • Review submittals for contract document compliance. Answer Requests for Information from the Town of Islip within three (3) business days of receipt of the request. • Prepare agendas and conduct regular construction progress meetings in accordance with Town of Islip’s requests. Prepare meeting minutes. Meetings shall be held bi-weekly. • Conduct daily construction inspections to ensure contract compliance, design intent, quality of workmanship, material acceptance, and Department of Labor compliance. A daily inspection reports shall be required for each day throughout the construction period. • Prepare Field Orders and Change Orders. • At Substantial Completion, conduct Substantial Completion Inspection and prepare punchlist of work to be completed. • At Final Completion, conduct Final Completion Inspection and prepare Certification of Final Completion. • Prepare Record (as-built) drawings and Certificate of Substantial Completion at completion of construction. • If applicable, prepare Operation and Maintenance Manual. Coordinate project activities with the activities of Town of Islip and other parties. • Review and approve all contractor requests for payment, and submit approved requests to the Town of Islip. Payment requests shall meet GOSR requirements for reimbursement. • Attend and present project update at one NYRCR Planning Committee update meeting. This meeting is separate from other meetings referenced in this Scope of Work.