RFP- Professional Consulting Services for Sanitary Sewer Joint Interceptor Study

City of Ithaca
Division of Water & Sewer, DPW
510 First Street
Ithaca, New York 14850
Phone (607) 272-1717
Fax (607) 277-5028
REQUEST FOR QUAL IFICATIONS (RFQ)
PROFESSIONAL CONSULTING SERVICES FOR
SANITARY SEWER JOINT INTERCEPTOR STUDY
for
THE CITY OF ITHACA DPW WATER & SEWER DIVISION
Posting Date:
Submission Deadline:
May 4, 2026
May 18, 2026

REQUEST FOR PROPOSALS ("RFP")
CITY OF ITHACA, NEW YORK
PROFESSIONAL CONSULTING SERVICES FOR
POTTER'S FALLS DAM (60' DAM) REHABILITATION PROJECT
SUMMARY
The City of Ithaca ("City") is requesting statements of qualifications to establish a
pool of consultants interested in providing civil design services in a capacity
evaluation of sanitary sewer interceptors between the Town of Ithaca and the City
of Ithaca. Special emphasis on inflow and infiltration will be necessary to provide
information in support of an existing Joint Interceptor Study between the two
municipalities.
This document outlines the necessary scope of work. Written proposals will be
accepted until May 18, 2026, at 2:00 PM and shall be directed to Scott Gibson,
Assistant DPW Superintendent.
Submissions will only be accepted via email using the following address and subject
line: Address:
Subject Linsgei:b son@cityofithaca.org
RFP Submission, Sanitary Sewer Interceptor Study
*An email reply will be sent confirming the City's receipt of the proposal. Please contact the City if you do
not receive a confirmation email within two business days.
BACKGROUND
The City of Ithaca (City) owns and maintains an extensive sanitary sewer collection
systems that consists of approximately 85 miles of 4" to 42" sewer main, which
includes roughly 1.3 miles of 1.5" to 8" sewer force main, approximately 2,370
sewer manholes, and 13 sewer pump stations. City sanitary sewer collection
systems that serve the West Hill, Inlet Valley, South Hill, East Hill areas immediately
north and south of the Cornell University Campus, and the Lake Street area
discharge to interceptor sewers (Interceptors) jointly owned by the Town and the
City of Ithaca. Metering manholes that contain flumes and level sensors are located
at most of the transitions from Town sewer mains to Interceptors. This
infrastructure serves approximately 35,000 City and 23,000 Town of Ithaca
residents.

Wastewater from these systems is treated at the Ithaca Area Wastewater Treatment
Plant (IAWWTF), which is jointly owned and operated by the City of Ithaca, Town of
Ithaca, and Town of Dryden.
Flows within most of the collections systems are influenced by the influx of students
when Cornell University and Ithaca College are in session.
Flows from the North East portion of the Town flow into the Village of Cayuga
Heights (VCH) collection system. This system then conveys the sewage to the VCH
treatment facility. A sanitary sewer bypass is located on Kline Rd in the VCH which
allows for a wet weather bypass during high flow events to divert sewage within the
VCH system to the IAWWTF.
*Existing drawings may be reviewed upon request
Mapping containing additional information can be found in Exhibit A.
PROJECT SCOPE
The intent of the project is to determine the Interceptor component capacities from
the Town/City municipal boundary to the intake at IAWWTF. This information will
be used to determine capacities for new developments and aid in developing a
capital improvement plan.
The* a nticipated scope of the project would include the following:
Perform metering immediately below boundary meters to verify accuracy of
*
boundary meters.
Perform calculations to determine Interceptor pipe capacities. There are pipe
segments that do not have information. Field work will be required to gather
*
this information.
Perform metering throughout the various Interceptors to determine existing
average and peak flows within pipe segments. Metering shall occur when the
*
colleges are in session.
Duration and location of meters to be discussed prior to submitting a
*
proposal.
Review operation and capacities of jointly owned interceptor pump stations
and siphons with applicable standards for compliance (10 State Standards;
*
TR-16; etc.).
Review results and complete a report documenting findings from the study.
Report shall identify percentage of Town and City flows independently
*
within the various Interceptors.
Update shapefiles/feature layers with field collected data.
The following will be available/provided to the selected consultant:

*
*
Traffic control for field work operations.
*
Existing sewer system GIS data (data agreement required).
BUDGEJToi nAtN IDnt TerIcMeEpLtoINr AE greement
The City and consultant will finalize the total fee for professional services once a
consultant is selected.
The following is an anticipated schedule for the RFQ process. The Town of Ithaca
reserves the right to modify any part of this schedule:
RFQ Schedule (subject to change)
Advertise Request for May 4, 2026
Qualifications (RFQ)
Deadline for May 13, 2026
Questions
RFQ Due May 18, 2026
Notice of Selection June 1, 2026
and Proposal Award
Kick-Off Meeting June 8, 2026
GENERAL RFQ QUALIFICATIONS AND SUBMITTALS
Responses submitted to this RFQ will become property of the City of Ithaca at the
time of submission. Any confidential information, such as a company's financial
status, if required by the specifications, shall be submitted separately and marked
"Confidential." All responses may be released pursuant to the Freedom of
Information Law. This RFQ is subject to the City of Ithaca Purchasing Policy and
Procedure Manual and all applicable local, state, and federal law. All proposals must
be submitted by May 18, 2026. The City of Ithaca may extend the advertising period
of this RFQ at its sole discretion.
Each proposal will be evaluated based on the following documents and
requirements. Notwithstanding the weight indicators below, the City reserves sole
a1w. aCrodv deirs cLreetttioenr .( Required)
Please provide a cover letter summarizing the applicant's qualifications,
2. oQpuearlaiftiiocantailo enx p&e Criaepnaceb,i alintide ps roposed approach to the execution of this project.
Describe the qualifications and capabilities of the firm, team, or individual(s) as
they relate to the requested project work. If any aspect of the project is to be

outsourced, this must be noted in the proposal and include the outsourced firm's
3. iTdeecnhtinfiiccaatli oAnpsp arnoda cqhu alifications.
Include a detailed work plan that lists all tasks determined necessary to
accomplish the work outlined in the Scope of Work section. The work plan shall
define resources needed for each task (title and person-hours) and the firm's
s taff person(s) completing the project task. Additionally, the plan should provide
a timeline that details the approximate duration for each task and milestone.
The work plan should also give details of any City staffing needs, including
expected time duration and frequency. Any additional information or documents
needed from staff should be included in this section of the submission.
Additional project elements or deliverables suggested by the consultant can be
4. iPnacslut dPerdo jienc tth Eex wpoerrkie pnlacen and identified as 'consultant suggested elements.'
5. PCloesats Pe rinocplousdael examples of comparable projects and at least three references.
A cost breakdown shall be submitted as part of the proposal. Fees are to include
the names, title, hourly rates, overhead factors, and any other details by which
the overall and project element costs have been derived. The fees are to relate in
detail to each item of the proposed work plan. Consultants shall be capable of
justifying the details of the fee proposal relative to personnel costs, overhead,
how the overhead rate is derived, material and time.
If applicable, provide the price of any optional services that would be
PROcoPmOSpAleLm EeVnAtaLrUy AtoT tIhOeN s ervices requested.
A selection committee composed of City staff will evaluate each proposal by the
above-described criteria to select a short list of firms for further consideration. The
City reserves the right to reject proposals found to be unresponsive and deficient in
any of the requested information. The submission of a proposal with all requested
information does not guarantee that the proposing firm is a candidate for further
consideration. The City may contact references to verify material submitted by the
candidates.
Each person signing the proposal certifies that they are the person in the
consultant's firm/organization responsible for the decision as to the fees being
offered in the Proposal and has not and will not participate in any action contrary to
the terms of this provision.

The City is committed to diversity, justice, and inclusion. We encourage women- and
minority-owned businesses to submit responses and Awardees to utilize women
and minority businesses for supplies, equipment, and services.
All proposals will be evaluated in accordance with the attached tabulation schedule.
The City reserves the right to waive any and all irregularities, to request additional
i nformation as required in order to make a procurement in the best interest of the
CNiEtyX,T a nSdT EtoP rSe ject any and all proposals for any reason.
Following selection, the City intends to work with the identified lead consultant to
define the terms of the contract, including the definition of a workplan, including
milestones and deliverables. The Agreement will be subject to the City Terms and
PCoAnYdMitEioNnTs , TwEhRicMhS a re attached as Appendix B.
Payment terms subject to negotiation at the option of the City following award.
Interest penalties against the City will not be allowed. The City is not subject to
Federal, State, or Local taxes. The City shall not be liable for any costs incurred by a
respondent prior to the date of execution of a contract. Award of this RFP does not
cNoOnNst-iAtuPtPeR eOxePcRuAtiTonIO oNf aC cLoAnUtrSaEc t.
In accordance with New York State General Municipal Law, the City will not be liable
for any purchases or contracts for goods or services for which funding is not
available. As a result, the Respondent agrees to hold the City harmless for any
contracts let for which funding either does not currently exist, or for which funding
has been removed prior to the authorization to proceed. Should it become necessary
for the City to cancel a project after the order to proceed has been issued, the
R espondent agrees that the City's liability is strictly limited to only those financial
dINaDmEaMgeIsN tIhFaItC iAt TcaIOn Np,r oHvOeL tDo hHaAvRe MinLcEurSrSe, dA aNsD a IrNeSsuUlRt AofN tChEe Contract termination.
The successful Respondent shall release, waive, indemnify, hold harmless, and
defend the City and its officers, employees, agents and elected officials from and
against any and all claims, demands, actions, causes of action, suits, or judgements,
including but not limited to, losses, costs, expenses, penalties, or other damages or
liability brought against the City and its officers, employees, agents and elected
officials for injury, illness, or death to any person or persons or damage to property
arising out of the performance of this RFQ by the successful Respondent, its
employee s, subcontractors, or agents with the exception of actions and claims
arising out of the negligence of the City. The indemnification will survive the term of
this RFQ.

The successful Respondent will be required to procure and maintain, at its own
e xpense, the minimum limits of insurance as described herein or as required by law,
wCOhNicTheRvAeCrT is A gWreAatReDr.
The Contract award, if any, will be made by June 1, 2026. The Contract shall be
awarded to the Respondent(s) who submits the proposal that proves to be in the
best interest of the City. The City of Ithaca reserves the right to reject any or all
proposals, to waive any informalities, and to accept the proposal that serves the best
interest of the community. This RFQ does not commit the City to award any contract
or to pay any costs incurred in the preparation of this proposal.
The resulting Contract will incorporate the City of Ithaca Contract Terms and
Conditions, this RFQ, any addendum, and Respondent's response thereto, all
additional agreements and stipulations, and the results of any final negotiations will
constitute the final Contract. The terms and conditions as contained in the final
eCxOeNcuTtReAd CCTo nEtXraTcEt NfoSrI OSeNr vices shall take precedence over any conflicting terms.
The City agrees, under New York General Municipal Law, to allow all authorized
users who wish to utilize any Contract awarded as a result of this solicitation to do
so. However, it is understood that the extension of such Contract is at the discretion
of the Respondent and the Respondent is only bound to the Contract between itself
aAnPdP tLhIeC ACiTtyIO. N CONTACT INFORMATION
All questions and communications should be in writing and sent via e-mail.
Questions and requests for clarifications related to definition or interpretation of
this RFQ shall be submitted via email no later than 2:00 PM on May 13, 2026.
All inquiries shall be directed to:
Scott Gibson, Assistant DPW Superintendent of Water & Sewer
607-272-1717
sgibson@cityofithaca.org

APPENDIX A: TABULATION SHEET

Interceptor Study
Criteria Checklist
Scores Available from 1-5.
1. Adherence to RFP Instructions BASIS FOR SCORE
Timeliness
Completeness All sections from RFP
Overall Quality & Level of Professionalism Self-determine
Overall Response Self-determine
Average Score #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
2. Company Information BASIS FOR SCORE
Experience with Similar Clients Breadth and detail of other contracts
Support Team Team members identified and senior
References Other municipalities?
Partnerships
Average Score #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
3. Project Understanding BASIS FOR SCORE
Overall Comprehension of Project Objectives All items from RFP included
Understanding of the Requirements Meets Intent of Scope
Average Score #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
4. Requirements BASIS FOR SCORE
Completeness of Vendor Response All items in all sections
Named Subconsultants ID Subconsultants
Vendor Ability to Meet Requirements Technical skills, resources
Average Score #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
5. Product Delivery BASIS FOR SCORE
Product Completeness Detailed timeline/deliverables/milesto
Environmental approach, methods,
Technical Resources etc.
Product Timeline Priority of locations; quickness
Average Score #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
8. Fee Summary BASIS FOR SCORE
Completeness of Fee Quote Detail, anticipated variability, itemiza
Affordability Within budget
Average Score #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
NOTES NOTES NOTES NOTES NOTES NOTES NOTES NOTES NOTES NOTES
CRITERIA SCORES
WEIGHT NOTES
1. Adherence to RFP Instruction 0.03 #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
2. Company Information 0.2 #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
3. Project Understanding 0.23 #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
4. Requirements 0.04 #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!

APPENDIX B: CITY OF ITHACA TERMS AND CONDITIONS