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Rohde,soyka&andrews (4)~` ROHDE SOYKA 1 40 Garden Street ANVxEws Poughkeepsie, NY 12601 1111 Consulting Engineers, P.C. Phone: (845) 452-7515 Fax: (845) 452-8335 E-Mail Address: info@rsaengrs.com Wilfred A. Rohde. P.E • Michael W. Soyka, P.E • John V. Andrews, Jr., P.E. November 10, 2011 ~' Planning Board Town of Wappinger 20 Middlebush Road ~ Wappingers Falls, NY 12590 Attn: Victor L. Fanuele, Chairman RE: Professional Services -Civil Engineering Town of Wappinger Planning Board Dear Chairman Fanuele and Members of the Planning Board: Rohde, Soyka & Andrews Consulting Engineers, P.C. (RSA) is pleased to submit this proposal for Civil Engineering Services to the Town of Wappinger Planning Board in response to your Request for Proposal ~" dated October 4, 2011. RSA currently provides services to the Town of Fishkill Planning Board, a position we have held since ~` 1992; the Town of Kent Planning Board, a position we have held since 1997 and we provide special project assistance on an as-needed basis to the Planning Boards of the Town of Amenia and the Town of Lloyd in Ulster County. In the past, we have provided civil engineering services to the Town of Beekman Planning Board from January 2002 to the end of December 2009; and from time to time to the Town of LaGrange Planning Board in the event of a conflict on the part of their customary engineer. We believe, jr, based on these positions, that we have the experience, skill, practical and technical knowledge necessary to provide the Town of Wappinger Planning Board with the civil engineering services you are seeking. :~- 1.0 SCOPE OF WORK Pursuant to your Request for Proposal, the services to be provided to the Planning Board i. specifically include, but may not necessarily be limited to, studying and reporting on all proposed development matters (for example subdivisions, site plans, special use permits and other normal planning matters); site visits as necessary and; attendance at two (2) evening Planning Board ~' meetings per month. We are able and prepared to provide these required basic services as described. '"" Each Planning Board that we have worked with has had its own unique way of utilizing its professional consultants. Each Planning Board has clearly established expectations with respect ~. Page 1 of 6 it } ~_: Planning Board Town of Wappinger November 10, 2011 .,. Page 2 of 6 to the performance of their consultants. The manner and method by which services are provided to the various Planning Boards has been established by those Boards during the initial stages of the engagement. It is our experience that the technical aspects of the position, particularly coordination with the rn Planning Board Secretary and the other consultants employed by the Board; the format and distribution of comment memos and reports; and the participation level of the consultant in Board discussions and site visit are generally easily worked out. Understanding the policies, practices, +~ procedures and requirements of the Board itself tend to take longer and generally evolve over time depending upon the character of the Board and of the consultant. ~ We have come to realize, given our experience over time with differing Planning Boards, that it is our responsibility as the consultant to tailor our schedule for the completion of assigned tasks to the schedule of the Planning Board. The regular and routine Planning Board meeting schedule ~" establishes targets and milestones. As the consultant it is essential that we maintain the flexibility to satisfy the requirements of the Board in moving projects toward completion. We believe that a thorough initial review of any project with the identification of all pertinent issues in the early stages of development is the key to maintaining a good project review schedule. Following that initial review, it is important to maintain open lines of communication and coordination with r other consultants, Town staff and the Board itself in order to maintain a workable project schedule. We realize that there are a wide variety of factors that go into reviewing a project efficiently. We believe that that the quality of the submittal made on behalf of a given project is the single most important element in moving a project forward. The responsibility for such a submittal falls on the Project Sponsor but it is incumbent on us as the consultant to the Town to identify, describe and maintain a consistent approach to deficiencies in those initial submittals. It is our custom and practice to prepare and submit written reports and/or comment memos for '' any and all assigned work associated with projects in front of the Planning Board. All such reports or comment memos will be signed by the individual responsible for their content. In discussion of such items with the Board we believe it is imperative that the individual preparing the report or comment memo be available to the Board and the Project Sponsor for discussions. ~ The written comment memorandum covering each submittal typically address compliance with the technical aspects of appropriate Town Code sections, the Town Comprehensive Plan and the identified priorities, procedures and standards of the Town of Wappinger and general engineering custom and practice. Subsequent reviews would document compliance with or satisfaction of previous comments and include new comments occasioned by the current submittal. We believe it to be important that consistency be maintained in the review of submitted projects. We prefer that all our work be properly coordinated through the Planning Board. In our ~„ experience direct involvement by us with the Project Sponsor should be avoided unless specifically authorized by the Planning Board in advance. Meetings with the Project Sponsor a=: ROHDE, SOYKA & ANDREWS CONSULTING ENGINEERS, P.C. J irr Planning Board Town of Wappinger November 10, 2011 Page 3 of 6 should only occur when authorized by the Planning Board and should, whenever possible, be attended by appropriate members of the Town staff and/or other members of the consultant team. i ~,,, All meetings are documented in written form with copies submitted to the Planning Board and all attendees. ~ In our experience, when changing consultants, it is important that a proper transition occur. Submittals for existing projects currently before the Board and previously reviewed by other consultants need to be handled in a manner which minimizes inconvenience to the Planning ~' Board and the Project Sponsor, maintains the project schedule and controls the additional cost that may result from the transition. In our experience it becomes important for us as the new consultant to familiarize ourselves with the current status of a given project and the contents of prior review memorandum and/or reports. Going forward, it is imperative that we address and document completion or satisfaction of prior comments and prepare new comments without revisiting closed issues. 2.0 POINT OF CONTACT The Principal Engineer and point of contact for the Town of Wappinger Planning Board will be John V. Andrews, Jr., P.E. It is likely that Julie S. Mangarillo, P.E., CPESC will play a major role and participate extensively in the review of projects before the Board and may on occasion attend Planning Board meetings with or in lieu of Mr. Andrews. Administrative and billing matters will be handled by Susan E. Naglieri. From time to time it may be necessary to utilize other RSA personnel to provide services for the engagement. 3.0 DISCLOSURE Rohde, Soyka & Andrews Consulting Engineers, P.C. does not have any active or ongoing projects within the Town of Wappinger and/or before any Town of Wappinger Board or o department. There may be situations where our work as the Engineer to the Town of Fishkill Planning Board involves projects which straddle the Town of Fishkill or the Town of Wappinger town line. If we are selected to provide services to the Town of Wappinger Planning Board, it is our Company policy and we affirmatively state for the record that we will not accept or pursue any ~ private projects within the Town of Wappinger and/or any projects which may require approval or permit from a Town of Wappinger Board or department for the period of time that we are employed as a consultant to the Town of Wappinger Planning Board I~r i ROHDE, SOYKA BG ANDREWS CONSULTING ENGINEERS, P.C. Planning Board Town of Wappinger November 10, 2011 Page 4 of 6 4.0 TERM OF THE AGREEMENT The term of this agreement will be to December 31, 2012. The Town of Wappinger Planning Board has the option to exercise up to two (2) annual renewals. We understand the Town maintains the right to terminate any agreement without cause by specifying the date of termination in a written notice to the firm at least sixty (60) days before the termination date. In the event of any termination, RSA will be entitled to reasonable and equitable r~ compensation for all satisfactory services rendered. 5.0 BASIS OF SERVICES All services will be performed on a time and material basis in accordance with Attachment A, 2012 Fee Schedule (enclosed herewith under separate sealed cover), unless otherwise agreed to it prior to the commencement of work. RSA reserves the right to annually adjust the fee schedule for services rendered, providing that the adjustment does not exceed the annual consumer price index increase and, further, that written notice is provided to the Town no later than September 15`" of the year preceding the anticipated rate adjustment. For services funded through a Town Escrow process, RSA reserves the right to suspend work on any project for which no payment is received within forty-five (45) days of billing due to escrow depletion. RSA expects the Town to honor this position and to suspend action on any project for which non payment occurs. 6.0 REUSE OF DOCUMENTS -CONTRACT FORM EXCEPTION All documents including Drawings and Specifications prepared or furnished by RSA (and the Engineer's independent professional associates and consultants) pursuant to this Agreement are instruments of service in respect to the Project, and the Engineer shall retain any ownership and '' property interest therein whether or not the Project is completed. The Owner may make and ~ retain copies for information and reference in connection with the use and occupancy of the project by the Owner and others; however, such documents are not intended or represented to be suitable for reuse by the Owner or others on extension of the Project or on any other project. Any reuse without written verification or adaption by the Engineer for the specific purpose intended will be at the Owner's sole risk and without liability or legal exposure to the Engineer, or the Engineer's independent professional associates or consultants, and the Owner shall indemnify and hold harmless the Engineer and the Engineer's independent professional associates and consultants from all claims, damages, losses and expenses, including attorneys' fees, arising out of or resulting therefrom. Any such verification or adaptation will entitle the Engineer to further compensation at rates to be agreed upon by the Owner and the Engineer. i. ROHDE, SOYKA BL ANDREWS CONSULTING ENGINEERS, P.C. ~I1 Planning Board Town of Wappinger November 10, 2011 ~ Page 5 of 6 ~r 7.0 PAYMENT FOR TRAVEL -CONTRACT FORM EXCEPTION Payment for travel time and reimbursement for miles driven is standard for the consulting business. RSA proposes that mileage and travel time be subject to reimbursement for attendance at Planning Board meetings and scheduled site visits. These charges will be apportioned to each project up for review at the Planning Board meeting and reimbursed to RSA from the escrow account. RSA also proposes that travel time and mileage for meetings with Project Sponsors and/or Town officials, outside of Planning Board meetings, be subject to reimbursement. These charges will also be apportioned to the project which is the subject of the meeting and reimbursed to RSA from the escrow account. 8.0 OPINIONS OF COST Since RSA has no control over the cost of labor, materials, equipment or services furnished by others, or over the Contractor(s)' methods of determining prices, or over competitive bidding or market conditions, the Engineer's opinions of probable Total Project Costs and Construction Cost provided for herein are to be made on the basis of the Engineer's experience and qualifications and represent the Engineer's best judgment as an experienced and qualified professional engineer, ~' familiar with the construction industry, but the Engineer cannot and does not guarantee that proposals, bids or actual Total Project or Construction Costs will not vary from opinions of probable cost prepared by the Engineer. F 9.0 CONTROLLING LAW This Agreement is to be governed by the law of the principal place of business of RSA. 10.0 BILLING AND PAYMENT Bills will be rendered at the end of each month and are due upon receipt. Bills will be itemized by personnel and expenses. Each bill will contain a description of the work done during the ~ billing period. A sample municipal invoice is attached hereto for your information. 11.0 INSURANCE RSA carries both General and Professional Liability Insurance. Sample Certificates of Insurance are attached herewith for your review. RSA is prepared to provide appropriate Certificates of ~ Insurance to the Town of Wappinger when requested. it ROHDE, SOYKA BC ANDREWS CONSULTING ENGINEERS, P.C. ~_ Y} ilk Planning Board Town of Wappinger November 10, 2011 ,~ Page 6 of 6 12.0 ATTACHMENTS - Detailed Statement of Qualifications - Resumes of Key Personnel - List of Municipal References - 2012 Fee Schedule (enclosed herewith under separate sealed cover) - Sample Municipal Invoice - Sample Certificates of Insurance, General and Professional Liability Thank you for the opportunity to submit this proposal. We would be pleased to meet with the Town to discuss our proposal in more detail. Yours very truly, ROHDE, SOYKA & ANDREWS CONSULTING ENGINE RS, P.C. John V. Andrews, Jr., P.E. Enclosures ROHDE, SOYKA BL ANDREWS CONSULTING ENGINEERS, P.C. ~r STATEMENT OF QUALIFICATIONS w ROHDE, SOYKA & ANDREWS Consulting Engineers, P. C. 40 Garden Street Poughkeepsie, NY 12601 (845)452-7515 Fax: (845) 452-8335 E-mail: info@rsaengrs.com www.rsaengrs.com ~~©h'l`°`%I-~~U~~a',[l0'~1 ~rcI~~iC~~f~1C;~=~~~~NC it ~ ROHDE, SOYKA & ANDREWS Consulting Engineers, P C Rohde, Soyka & Andrews Consulting Engineers, P.C. (RSA) is a dedicated group of engineers, designers, drafters, CAD operators and administrative specialists formed to provide a wide variety of Civil Engineering services. RSA was formed in 1988 and is now directed by three (3) Principal Engineers who are licensed as Registered Professional Engineers in New York, Colorado, Rhode Island, Vermont and Wyoming. P'1 L W ~r We are capable of providing a full range of Engineering services, including but not limited to: CIVIL/ MUNICIPAL ENGINEERING Storm Water Control and Drainage Facilities Infrastructure Analysis Water Supply and Distribution Systems Wastewater Collection, Treatment and Disposal Systems Sewer Infiltration/Inflow Studies Roadway Improvements and Design Water Production Well Systems Subsurface (Septic) Disposal Systems Low Hazard Dam Design/Evaluations Building Design Value Engineering Maps, Plans and Reports Facilities Engineering Permit Applications to Regulatory Agencies Plan Reviews for Code Compliance Waterfront Structures ENVIRONMENTAL ENGINEERING Storm Water Treatment Erosion Control Design Wetland Protection Soil Mining STRUCTURAL ENGINEERING Structural Design and Analysis Demolition Contracts Building Rehabilitation Design, including Historic Buildings Small Bridge Design Docks and Waterfront Structures Foundation Design CONSTRUCTION ENGINEERING Administration of Government and Private Contracts Construction/Program Cost Estimates Construction Observation with Video and Photographic Documentation Resident Engineer and Inspection Services Construction Claims Analysis and Evaluation LAND AND SITE PLANNING Land Use Planning and Analysis Site Planning and Utility Design Environmental Assessments AWARDS We were a member of a Design/Construction Team that won the GBC 1995 Build New York Award in recognition of excellence in design, contract management and team work for the Cluett Hall Renovations, Trinity Pawling School, Pawling, New York D 1r~ '"'1 SERVICES ARE PROVIDED TO: • Local Governmental Agencies • State Governmental Agencies rrr Federal Governmental Agencies • Churches and Religious Organizations • Schools, Colleges and Other Institutions ~ Commercial Corporations • Health Care Organizations ,,;~ Industrial Corporations • Developers • Construction Contractors ~ Utility Companies • Fire Departments PROFESSIONAL MEMBERSHIPS ^ American Concrete Institute • American Institute of Architects -Allied Membership ^ American Society of Civil Engineers • American Society for Healthcare Engineering • American Society for Testing and Materials • American Water Works Association • Mid-Hudson Consulting Civil Engineers Society, Inc. • National Fire Protection Association ^ National Society of Professional Engineers • National Water Well Association • Water Environment Federation 1Ftfa ~s `~ ROHDE SOYKA 7 40 Garden Street ANDREWS Poughkeepsie, NY 12601 ~ Consulting Engineers, P. C. Phone: (845) 452-7515 Fax: (845) 452-8335 E-Mail Address: info@rsaengrs.com Wilfred A. Rohde, P.E • Michael W. Soyka, P.E • John V. Andrews, Jr., P.E. LIST OF PROJECT ASSIGNMENTS The following list is a sampling of assignments that demonstrates our rr~ ability to effectively provide a variety of civil, municipal, structural, land planning and environmental consulting engineering and design services ~` for a wide range of clients and projects. We have worked successfully with both public and private clients from concept development, through the design and construction phases of large scale projects that include public works, commercial, industrial, institutional, historical and residential projects. We are particularly effective in working within a partnering environment in order to provide a project that meets the needs of the client with ample consideration given to value-engineering, available construction techniques and materials, and project service-life. r. rr~ 1r rri TOWN ENGINEERS We are currently Town Engineer for the Towns of Fishkill in Dutchess County and the Town of Lloyd in Ulster County. As Town Engineer, we have performed such services such as: • Review Engineer for the Town Planning Board • Consultation and compliance with MS4 requirements, including field inspection • Preparation of a Town Code for Road and Highway Specifications • Preparation of a Sewer Use Ordinance • Consultations with the Highway Superintendent on Highway Improvements • Consultations with the Town Code Enforcement Officer • Preparation of various Town Code Amendments as related to Zoning and Site Planning ~ We are also the Engineers for the Planning Board in the Town of Kent in Putnam County and the Town of Amenia in Dutchess County. We have prepared project specifications and drawings and provided bid and construction administration for several projects within our municipalities. Most recent and current projects include the Snook Road Water Improvement Area projects in the Town of Fishkill, the Rombout Wastewater Treatment Plant Replacement project in the Town of Fishkill, and the Tony Williams Field renovation project in the Town ~ of Lloyd. ~ We also provided Inspection Services for the Town of Beekman: In 1989 the Town of Beekman granted final approval to the first phase of Dalton Farm; the largest and most complex housing development 1~r proposed in the Town's history. Comprising 540 clustered dwelling units on 556 acres of rolling farm land, Dalton Farm is serviced by it's own water treatment and sewage treatment facilities. We were hired `,,, by the Town to provide the periodic on-site inspections of all road, drainage, water and sewer facilities during construction. Ir PUBLIC/PRIVATE PARTNERSHIP County of Dutchess and the Hudson Valley Stadium Corp., Dutchess Stadium. Rohde, Soyka & Andrews Consulting Engineers, P.C. were the Civil Engineers on a team which also included Architects, Mechanical Engineers, Electrical Engineers, Structural Engineers, and Construction Managers that directed the unique, fast track project that brought a functiona14,000 seat Minor League Baseball Stadium on line within 10 weeks of authorization by the Dutchess County Legislature. Specific design details included a new 16-inch diameter water main to provide water to the site; a new gravity wastewater collection system with a pump station and force main to the collection system located on the grounds of the Fishkill Correctional Facility for ultimate treatment and disposal at the City of Beacon wastewater treatment facility; site improvements on a 25b' acre site which included the parking for approximately 1,100 cars, access roads, curbing and drainage structures with grading plan to accommodate each. Other work included the preparation of plans and specifications for improvements to New York State Route 9D to accommodate the additional traffic imposed by the new stadium program. These included pavement and shoulder widening which results in new turning lanes, travel lanes, pavement markings and extended guide rails to enhance the traveling public's safety. Dutchess County Water and Wastewater Authority, Dutchess County Department of Public Works - New 16" Diameter Water Main on St. Andrews Road. A major initiative for the County Executive in 1999 was the rebuilding of St. Andrews Road. At the same time, the Harbourd Hills Water District was seriously considering a connection to the Dutchess County Water and Wastewater Authority's water ~ system in Hyde Park. The most cost effective way to bring water to Harbourd Hills began with the installation of a 16-inch diameter water main on St. Andrews Road. The work to complete the new water main had to be completed prior to the reconstruction of the new road so that new road work would not be ~ broken up by the water main installation. The topographic survey and design of the reconstructed highway was completed by the Dutchess County ~r Department of Public Works. The design of the 16-inch diameter water main was completed by Rohde, Soyka & Andrews Consulting Engineers, P.C. A coordinated bid procedure was performed by the Department of Public Works. The contract to install the water main was awarded prior to the award of ~ the contract to construct the roadway, with the requirements to complete the water main before construction began on the road. The contract to construct the water main was administered and inspected by Rohde, Soyka & Andrews. The construction of the water main was finished ahead of schedule and under budget. rr w A~,~ ~r ~ PUBLIC WORKS PROJECTS The Principal Engineers of RSA have ongoing experience in the design and construction inspection of public works projects, such as: Town of Newburgh Chadwick Consolidated Water District, included the assumption of all construction observation and project administration for all uncompleted construction contracts which include various water storage tanks ranging from 1.8 million gallons in capacity to 750,000 gallons in ~ storage capacity and several water transmission main contracts with a construction value of more than $2 million. We were commissioned to review existing plans and specifications for two pump stations of 3,500 gallons per minute and 650 gallons per minute each; and several water distribution or transmission iir systems of 12-inch diameter to 20-inch diameter pipe for the adequacy of design and change order potential prior to the bidding of these projects. And lastly, we served as the Engineering Claims Consultant for various contracts within the Chadwick Consolidated Water District. Poughquag Hamlet Water Improvement Area: This project involved the permitting, design and ~ construction supervision of approximately 3,760 linear feet of new 8 and 6 inch water main complete with all appurtenances. This project further involved the design and construction supervision of the installation of 25 individual service connections complete with meters and disconnection of the existing well source. Private wells in and around the Town of Beekman Poughquag Hamlet Area were found to ~" be contaminated. The Town established an Improvement Area to supply a replacement source for affected homeowners. Rohde, Soyka & Andrews Consulting Engineers, P.C. was retained by the Town to analyze the various source options available, to prepare and submit all necessary applications for the selected source option, to design the necessary improvements and to provide construction observation services during installation of the improvements. The project was authorized in April of 1996 and the proposed improvements on line and operational servicing the affected homes by February 1997. Town of Hyde Park Harbourd Hills Water District: This water district was served by an underground water source that required a significant improvement to its treatment process in order to meet current and proposed drinking water standards if the system were to be expanded. We completed the engineering study and the economic analysis which compared the costs and benefits of upgrading the existing source of water with the costs and benefits of the construction of a water transmission main to connect to the expanded Hyde Park Water District. As a result, the Dutchess County Water and Wastewater Authority through the Dutchess County Legislature established a new zone of assessment (water district) to connect Harbourd Hills to the Hyde Park Water District. Croton Falls Water District, Town of North Salem: This water district suffered from an inadequate ~Ir distribution system and only one well as its sole source of water. Upgrades to the system included new mains and valves to improve control and flow by establishing more loops in the system. D r. ~' ROHDE, SOYKA 40 Garden Street ~ & ANDREWS Poughkeepsie, NY 12601 Phone: (845) 452-7515 Fax: (845) 452-8335 ,~ Consulting Engineers, P. C. E-Mail Address: info@rsaengrs. com Wilfred A. Rohde, P.E • Michael W. Soyka, P.E • John V. Andrews, Jr., P.E. i~ Tom Knips Chairman, Planning Board Town of Fishkill 807 Route 52 Fishkill, NY 12524-3110 Tel: 914-489-9478 tiknip~gmail.com REFERENCES TOWN OF FISHKILL Glenn Scofield Highway Superintendent Town of Fishkill 807 Route 52 Fishkill, NY 12524-3110 Tel: 845-896-6013 hiahway_((a~fishki ll.n~gov TOWN OF KENT Katherine Dougherty Supervisor 25 Sybil's Court Kent Lakes, NY 10512 Tel: 845-225-3943 kdohei~townofkentny.gov ~r rr Irr ~r ~. Frank Lombardi Highway Superintendent Town of Lloyd 12 Church Street Highland, NY 12528 Tel: 845-691-7631 hiahway~a~townofloyd.com TOWN OF LLOYD Debbie Davis Planning Board Secretary Town of Fishkill 807 Route 52 Fishkill, NY 12524-3110 Tel: 845-831-7800 x 3328 ddavis(a~fishkill.ny.gov Russell Fleming Chairman, Planning Board 25 Sybil's Court Kent Lakes, NY 10512 Tel: 845-878-4200 x127 fleming~a,nfsa.org David E. Barton, II Director, Building & Zoning Town of Lloyd 12 Church Street Highland, NY 12528 Tel: 845-691-2735 dbarton(ea,townofllo, d TOWN OF AMENIA William Flood Chairman, Planning Board PO BOX 126 4988 Route 22 Amenia, NY 12501 Tel: 413-896-2714 billjflood(a~yahoo.com Shari Riley Stormwater Officer Town of Lloyd 12 Church Street Highland, NY 12528 Tel: 845-691-273 5 sriley(~rc ,townoflloyd.com