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Home My WebLink AboutRFP FEIS Strongs Marine Storage Bldgs 5/30/2023TOWN OF SOUTHOLD 53095 MAIN ROAD, SOUTHOLD, NEW YORK 11971 PHONE: 631-765-1938 May 31, 2023 REQUEST FOR PROPOSALS Project Name: Final Environmental Impact Statement Preparation for Strong’s Storage Buildings Summary: The Southold Town Planning Board is seeking proposals for the preparation of a Final Environmental Impact Statement for the Strongs Storage Buildings commercial site plan pursuant to the New York State Environmental Quality Review (SEQR) 6 NYCRR, Part 617. ➢ Submissions Due by June 15, 2023 before 2:00pm in the Southold Town Clerk’s office. ADDRESS: DEADLINE: TIME: Southold Town Clerk 53095 Main Road Southold, NY 11971 June 15, 2023 3:00 PM All questions and requests for clarification about the RFP shall be directed to: CONTACT PERSONS: Heather Lanza, Town Planning Director Mark Terry, Assistant Town Planning Director (631)765-1938 It is the vendor’s responsibility to read the detailed Request for Proposals and provide a proposal that completely and accurately addresses each part of the document. Upon submission of the proposal, it is understood that the vendor has read, fully understands and will comply with all requirements. The Town of Southold welcomes and encourages minority and women-owned businesses to participate in the bidding process. RFP – FEIS for Strongs Storage Buildings 2 PROJECT OVERVIEW PREPARE THE FINAL ENVIRONMENTAL IMPACT STATEMENT FOR THE STRONG’S STORAGE BUILDINGS SITE PLAN APPLICATION Location: 5780 West Mill Road, Mattituck, NY, SCTM No.: 1000-106-6-10 & 13.4 The Southold Town Planning Board, as Lead Agency under SEQRA for the site plan application known as Strong’s Storage Buildings, is seeking proposals for the preparation of a Final Environmental Impact Statement (FEIS). The site plan application before the Planning Board is for the proposed construction of two buildings for boat storage, one at 52,500 sq. ft. and the other at 49,00 0 sq. ft., located on 32.6 acres in the MII and R-80 Zoning Districts where there are 69,245 sq. ft. of existing boatyard buildings. The Draft Environmental Impact Statement (DEIS) entitled Strong’s Yacht Center - Proposed Boat Storage Buildings (dated as last revised in November, 2022) was accepted as adequate for public review, and notice of the public hearing for the DEIS was published in the Environmental Notice Bulletin on April 12, 2023. The first hearing was held on May 15, 2023, and over 160 people attended. To give the Board more time to hear testimony, the hearing was adjourned to June 5, 2023. Written comments are being accepted until at least July 10, 2023. The DEIS and entire plan, as well as comments received to date in writing since the comment period opened are available for review online on the Town’s Laserfiche/Weblink system at the following address: http://24.38.28.228:2040/WebLink/Browse.aspx?startid=1035796&dbid=0 Or to navigate to the subject file page online: 1. Town of Southold website www.southoldtownny.gov; 2. Click on Town Records/Weblink/Laserfiche Icon; 3. Click on Planning Dept. folder; 4. Click on Applications Folder; 5. Click on Site Plan Applications; 6. Click on Pending Folder; 7. Click on 1000-106.-6-10 & 13.4 Strong’s Storage Building Folder. RFP – FEIS for Strongs Storage Buildings 3 TASKS 1. Attend first meeting with the Lead Agency and Planning Department staff and take detailed minutes. 2. Review the Draft Environmental Impact Statement (DEIS) dated December 1, 2022 Strong’s Yacht Center – Proposed Boat Storage Buildings. 3. Review and organize relevant and substantive public comments submitted on the record (both verbally at the public hearings on May 15 and June 5, 2023, and written. The public comment period is open until at least July 10, 2023. 4. Attend second meeting with the Lead Agency and Planning Department staff and take detailed minutes. 5. Prepare the first draft of the Final Environmental Impact Statement 6. Attend the third meeting with the Lead Agency and Planning Department staff and take detailed minutes. 7. Prepare the final draft of the Final Environmental Impact Statement and submit to the Lead Agency with the recommendation of acceptance and filing with the NYSDEC Environmental Notice Bulletin. 8. Attend the fourth meeting with the Lead Agency and Planning Department staff and take detailed minutes. 9. Attend a fifth meeting with the Lead Agency and Planning Department staff if needed, and take detailed minutes. DELIVERABLES • Meeting minutes from the first meeting with the Lead Agency • Compilation of relevant, substantive Public Comments on the accepted Drafted Environmental Statement • Meeting minutes from the second meeting with the Lead Agency • First draft of the Final Environmental Impact Statement • Meeting minutes from the third meeting with the Lead Agency • Second draft of the Final Environmental Impact Statement (if needed) • Meeting minutes from the fourth meeting with the Lead Agency • Final draft of the Final Environmental Impact Statement with Cover Letter of Acceptance • NYSDEC Environmental Notice Bulletin filing • Meeting minutes from the fifth meeting with the Lead Agency (if needed) RFP – FEIS for Strongs Storage Buildings 4 Schedule for Completion of the Tasks Task Estimated Target Date* 1 First Meeting July 6, 2023 2 Review DEIS Due by July 6, 2023 3 Review & Organize comments on DEIS Due July 13, 2023 5 First Draft of FEIS Due August 10, 2023 7 Final Draft of FEIS Due August 21, 2023 *Due dates are subject to change depending on the date of the Public Hearing close , and SEQRA deadlines. CRITERIA for CONSIDERATION in SELECTION of VENDOR ➢ Level of experience with SEQRA reviews of site plan applications and mitigation strategies ➢ Depth of staff, including professional experts such as traffic engineers, ecologists, and hydrogeologists ➢ Ability to meet the schedule for completion & SEQRA deadlines ➢ Level of familiarity with Southold Town and the Mattituck Creek Watershed ➢ Level of familiarity with marina operations and marine vessels ➢ Level of experience working with Southold Town Code ➢ Level of experience with municipal comprehensive plans ➢ Location of vendor relative to Southold Town ➢ Cost GENERAL 1. Proposals must include the following: a. Work plan that incorporates the following • Detailed description of the steps to complete the Tasks listed above • Project budget, • Project timetable • Deliverables b. Costs for each task listed above, broken down into categories of expense including estimated travel costs, salary, materials. c. Hourly billable rate for all persons working on the project. d. Qualifications of proposed project team members RFP – FEIS for Strongs Storage Buildings 5 - Education - Professional licenses or other affiliations - Number of years engaged in services related to those in this RFP - Other relevant work experience or qualifications - The role each person would play in this project e. Detailed description of companywide related projects, and contact information for references. f. Five paper copies + digital format 2. The execution of a Professional Services Contract (example attached) will be required. 3. Deliverable documents to be provided as hard copies and digitally in Word format as well as PDF. Longevity of Proposals: A proposal may be withdrawn at any time prior to the date specified as the Submission Deadline. However, no Contractor(s) may withdraw or cancel a Proposal for a period of ninety (90) days following the Submission Deadline, nor shall the successful Contractor(s) withdraw, cancel, or modify the Proposal after having been notified that the Proposal has been accepted by the Town, except at the request of the Town or with the Town’s written consent. Selection of Awardee and Compliance with Procurement Requirements: The intent of the Town is to select and contract with the most qualified Contractor(s) and provides the best overall value of work that responds to this RFP. The Town reserves the right to invite qualified Contractor(s) to an interview after the initial evaluation process is complete and the Town may alter the scoring of a qualified Contractor’s proposal based on the interview. Contractors are responsible for all costs or expenses incurred to attend such interview. Notwithstanding the scoring criteria outlined above, the Town reserves the right to select a submission that, on its sole judgment, is consistent with and responsive to the policies, goals, and objectives of the Town and NYS DOS’s programs irrespective of whether it is the lowest-priced proposal, if it is determined to be in the best interest of the citizens of Southold and State of New York. All Contractor proposals are subject to an evaluation based on the qualifications, experience, services, costs, and the consistency with the requirements of this RFP as well as “best value.” Best value means the basis for awarding contracts [for services] comes from proposals that “optimize quality, cost, and efficiency among responsive and responsible offerors” (State Finance Law, Article 11, § 163). The Town reserves the right to reject any/all proposals, and amend, modify as needed. RFP – FEIS for Strongs Storage Buildings 6 Contract Negotiations: The Town intends to enter into contract negotiations with the firm or firms selected who shall be required to enter into a written contract (hereinafter, the “Contract”) with the Town in a form satisfactory to the Town Board. The Town reserves the right to negotiate the terms and conditions of the Contract(s) with the selected proposing Contractor(s), if any. These negotiations could include a ll aspects of services and cost. Neither the selection of a proposing Contractor(s) nor the negotiation of the Contract with such proposing Contractor(s) shall constitute a binding commitment on behalf of the Town to enter into a Contract with such propos ing(s) Contractor(s), as any binding arrangement must be set forth in the Contract signed by both parties and is subject to all requisite approvals. Notice of Award: The Town shall inform the Awardee that they have been selected by means of a Notice of Award issued by the Town. Neither the selection of a respondent as the Awardee nor the issuance of a Notice of Award shall constitute a binding commitment on behalf of the Town to enter into any contract with the Awardee, as any binding arrangement must be set forth in definitive documentation negotiated between and signed by the Awardee and the Town. Submissions Due by June 15, 2023 before 2:00pm in the Southold Town Clerk’s office. Encls: Sample Professional Contract