Village of Millport
Request for Proposal
Engineering Design Services for Emergency Generator through FEMA HMGP Grant
Description of project
The Village proposes to install a generator and associated transfer switch at an existing wellhouse along NYS Route 14 utilizing funding by FEMA and DHSES. This project shall include the sizing of a diesel generator, developing engineering drawings and specifications associated with placement and installation, assisting the Village in completing quarterly reporting and payment reimbursement, completing strategic installation inspection, issuing substantial completion and close out documentation and finally conducting any necessary coordination with the funding recipient (DHSES). The funding award letter is attached hereto.
Proposed Project Schedule
February 5, 2024: Proposals Due by 12:00 Noon
March 6, 2024: Contract awarded by this date
March 2024: Engineering Design Complete
April 2024: Bid Advertisement
May 2024: Bid Opening
June 2024: Construction Start
June 2025: Substantial Completion/Closeout
Evaluation of Proposal
Proposals will be reviewed and scored by the Village Mayor and issue a report and recommendation to the Village Board. The Village will award the project to the consultant having the highest rating based upon the following criteria:
Description Points
Organizational Capacity and Experience 50
Project Approach 40
Cost Proposal 10
A Organizational Capacity and Experience (50 Points)
Describe the organization/company's experience and capabilities providing similar services to those required. Be specific and detail no more than three projects/contracts: description of work, dates, locations, challenges and results. In the event that a firm can provide both consulting and engineering services, supporting documentation including qualified staff should be noted.
B. Project Approach (40 Points)
Describe your experience in providing Architectural/Engineering Services to a government organization for installation of generator projects. Program delivery- estimated work plan and timetable for completion of project with estimated award date December 2023. Outline the tasks your firm proposes to accomplish throughout the life of the contract. Provide an estimated schedule and timeline for each task. All things considered; summarize why you believe the Village should retain your firm to perform this project.
C. Cost proposal (10 Points)
Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This number is then multiplied by the number of points given to the cost section of the RFP, resulting in the cost proposal score.
Proposer References
Proposer must supply references of three firms to which similar products/service have been provided within the past five years to a comparable sized institution or company.
Contact information
Lillian West, Village Clerk/Treasurer
Village of Millport
4246 Main Street
Millport, NY 14864
Submitting Proposals
Proposals must be 5 pages or less and be submitted electronically to vlgclerk@stny.rr.com on or before 12:00 Noon on February 5, 2024.
All proposals must be received by the stated time. Late proposals will not be accepted.
The Village reserves the right to reject any and all proposals in full and waive any informality, cancel the entire RFP, remedy technical errors in the RFP process, and seek assistance in the evaluation process.