REQUEST FOR QUALIFICATIONS (RFQ)

Village of Chatham
Columbia County

February 19, 2026

Engineering Services

Water Supply and Distribution Improvements

Planning, Design, Permitting, Bidding, Construction Administration, Grant Administration

The Village of Chatham N.Y. is issuing a Request for Qualifications from engineering consultants/firms, pursuant to the procurement requirements found at 7CFR 1780.39(b)(1) for Architectural/Engineering Services for Federally funded projects. The Village is utilizing a qualifications-based procurement procedure to evaluate professional service firms or individuals that are proposing to provide the professional services to assist the Village in the planning, design, permitting, bidding, construction administration and grant administration of improvements to its municipal water supply and distribution system, as outlined in the Scope of Services presented herein.

PROJECT DESCRIPTION

The Village of Chatham owns and operates a municipal public water supply system serving Village residents and neighboring users. The Village has identified deficiencies within its water supply and distribution system, including limited source redundancy, aging infrastructure, and regulatory compliance concerns related to emerging contaminants.

To address these issues and to ensure the long-term reliability of the municipal water system, the Village intends to advance a program of water supply and distribution system improvements. The proposed project includes development of new groundwater supply well(s) at the Kline Kill site and associated improvements to water treatment and transmission infrastructure. The improvements are intended to improve system redundancy and address regulatory requirements of the New York State Department of Health.

The project will require professional engineering services to advance the improvements through planning, design, permitting, bidding, and construction. The Village has secured funding assistance toward implementation of this project and seeks to retain qualified professional engineering services to assist with implementation of the proposed improvements.

SCOPE OF SERVICES

The individual or firm selected will undertake the professional engineering services required to advance and implement the Village’s water supply and distribution system improvement effort. Engineering services are anticipated to include, but not be limited to, the following:

• Evaluation and refinement of project requirements associated with development of new groundwater supply wells at the Kline Kill site, including coordination with applicable regulatory agencies.

• Planning, design, and permitting of new groundwater supply wells, pumping equipment, treatment and control facilities, and related appurtenances necessary to place the new sources into service.

• Planning, design, and permitting of water transmission and distribution system improvements required to convey water from the Kline Kill site and integrate into the existing system.

• Preparation of required engineering reports, plans, specifications, cost estimates, and contract documents necessary to support regulatory approvals, funding requirements, and public bidding.

• Coordination with the Village, the Village Attorney, funding agencies, and regulatory agencies including the New York State Department of Health and other agencies as required.

• Assistance with bidding, contractor selection, and contract award.

• Construction phase services, including construction administration, inspection and observation, review of submittals, responses to requests for information, and project closeout services.

• Assistance with project funding and grant administration requirements, including coordination with the New York State Environmental Facilities Corporation (EFC) and other funding agencies as applicable; preparation of technical documentation, certifications, cost estimates, and reports required to support funding compliance, reimbursement requests, and project closeout.

SELECTION PROCESS AND CRITERIA

The Consultant for this project will be selected according to the procurement requirements found at 7CFR 1780.39(b)(1). This Request for Qualifications does not include price as a selection factor. The Village intends to evaluate the qualifications of the service firm or individual proposing to provide the services identified in the RFQ Scope of Services.

Subsequent to reviewing and evaluating qualification statements, the Village may, at its sole discretion, choose to interview some or all firms responding prior to consultant or firm selection, or may reject any or all submissions at its option. The Village reserves the right to select, not to select, or to re-advertise for statements of qualifications/proposals.

The Village further intends to select the firm or individual, which in the Village’s judgement, is the most qualified firm, and the firm that would best serve the Village’s interests, subject to negotiation of fair and reasonable compensation.

In evaluating proposals, the Village shall give the following evaluation factors the following weight or relative importance in the selection process:

• The overall capacity of the consultant or firm and the range of services and experience with similar projects.
  40%

• The technical skills and experience of the designated project manager and other individuals assigned to the project.
  35%

• Communication skills, the respondent must be able to prepare written information in a clear and concise manner and must also be willing to provide timely accurate information in response to inquiries from the Village of Hudson Falls.
  15%

• References
  10%

Total: 100%

The Village will consider contracts for separate phases or separate identifiable projects that become a component of the total long term improvement effort.

SUBMISSION REQUIREMENTS

Interested parties should submit a written proposal to include, but not be limited to:

• General company brochure (if any) or business information material including a description of services that the firm renders for its clients.

• Resumes of staff who will be working on this project.

• A listing of projects undertaken of a similar size and scope to the proposed project, including location, project description, project cost, and other relevant information.

• References, including names, addresses, and telephone numbers from at least three current or former clients.

Responses to the Request for Qualifications shall be submitted by email to Desiree Kelleher, Village Clerk/Records Access Officer, by 2:00 PM, February 19, 2026.

Professional service firms, individuals, or teams that are or include NYS Certified MBE or WBE firms or individuals are strongly encouraged to submit proposals in response to this RFQ. Consultants and firms are also encouraged to submit utilizing DBE sub-consultants where appropriate.

Questions regarding this RFQ may be directed to:
Desiree Kelleher, Village Clerk

dkellehar@villageofchathamny.gov
Phone #518 392-5281
Village Offices are at 77 Main Street, Chatham, NY 12307.