Vanceburg Water Loss Project 7.28.26

REQUEST FOR QUALIFICATIONS (RFQ)
The Vanceburg Electric Plant Board, Vanceburg, Kentucky is seeking Statements of
Qualifications from qualified engineering firms to provide professional engineering
services for the Vanceburg Water Loss Project.
Minimum requirements include previous experience in planning, design, construction
administration, and inspection of water system infrastructure projects funded through
state and federal programs.
All interested firms should contact Kristie Dodge, Community Development Director,
Buffalo Trace Area Development District, between the hours of 8:00 a.m. and 4:30 p.m.,
Monday through Friday, to obtain an informational packet. The RFQ packet may also be
obtained from www.btadd.com.
Statements of Qualifications must be received at the office of Buffalo Trace Area
Development District, either by mail to P.O. Box 460, Maysville, KY 41056, or by hand
delivery to 201 Government Street, Suite 300, Maysville, KY 41056, no later than 4:30
p.m. Eastern Time / 3:30 p.m. Central Time on August 14, 2026. Please provide a
minimum of four copies.
The Vanceburg Electric Plant Board reserves the right to reject any and all Statements of
Qualifications not meeting the requirements of this Request for Qualifications for
Consulting Engineers.
Kentucky Relay Service for the hearing and speech impaired: 1-800-648-6056.
REQUEST FOR QUALIFICATIONS FROM CONSULTING ENGINEERS
The Vanceburg Electric Plant Board intends to pursue funding for the Vanceburg Water
Loss Project through various state and federal funding sources, including but not limited
to the Appalachian Regional Commission (ARC) Program, the Government Resources
Accelerating Needed Transformation (GRANT) Program, the Kentucky Water and
Wastewater Assistance for Troubled or Economically Restrained Systems (KYWWaters)
and other applicable funding opportunities.
Engineering services may include:
1. Preliminary engineering and planning services related to water system
improvements to reduce water loss, replace aging infrastructure, and improve the
reliability and efficiency of the water distribution system.
2. Preparation of engineering reports, plans, specifications, cost estimates, permit
applications, environmental documentation, and bidding documents.
3. Assistance with funding agency coordination and compliance requirements.

4. Bid phase services, including review of bids and recommendations for award.
5. Construction administration services.
6. Construction inspection and project closeout services.
7. Any additional engineering services necessary for successful completion of the
project.
Services provided by the firm will be related to system improvements. Duties will include
preparation of detailed preliminary cost estimates to assist in funding applications and to
also keep the project within budget. Duties will also include, contingent upon funding
being secured, design, obtaining state approvals, bidding, development of contracts,
supervision during construction, and project closeout.
Procurement of said services shall be in accordance with "The Common Rule." All
engineers interested in being considered for this project must submit a proposal detailing
qualifications, technical expertise, management and staff capabilities, and related prior
experience. The objective of the competitive process is to objectively select the firm that
will provide the highest quality of service. The City of Vanceburg Electric Plant Board
reserves the right to interview selected firms, and the firm(s) judged most qualified will be
asked to prepare a final proposal which would include fees for said services.
Exhibit I, attached to this Request for Qualifications, is the minimum qualification for the
consulting engineer. These minimum qualifications have been established to assure the
Community of professional expertise adequate experience to assure successful
completion of the proposed project within the allocated time constraints (if applicable).
Exhibit II, attached hereto, is a rating system that will be utilized for selection of the
consulting engineer. This rating system will be employed by the community to determine
which proposal best meets the needs as outlined in this "Request for Qualifications".
Work to be undertaken as part of this proposed program may be subject to be undertaken
in accordance with 24 CFR, Part 570; 24 CFR, Part 58; and other applicable State and
Federal requirements.
Responses to this Request for Qualifications must be submitted to:
Kristie Dodge
Community Development Director
Buffalo Trace Area Development District
P.O. Box 460
Maysville, KY 41056
Responses must be received no later than 4:30 p.m. E.T. / 3:30 p.m. C.T. on August 14,
2026.
Any response not meeting the minimum requirements for consulting engineer's prior
experience as outlined in this request will be rejected.

Attention is called to the requirements, as applicable, as to conditions of employment to
be observed under the contract, Section 3, Segregated Facility, Section 109, and Title VI.
As stated previously, the City of Vanceburg Electric Plant Board reserves the right to
reject any and all responses submitted. If you have any questions regarding this Request
for Qualifications, please contact Kristie Dodge, Buffalo Trace ADD, at
kdodge@btadd.com or at 606-564-6894.
PROJECT DESCRIPTION
The City of Vanceburg Electric Plant Board currently has issues with water loss from its
distribution system. This project proposes to identify specific water loss areas and issues
to create project solutions, which includes the replacement approximately 42,000 linear
feet of 8-inch, 10-inch, and 12-inch ductile iron water mains and 5,000 linear feet of
service lines where the issues are located. The project may also include other distribution
improvements that aid in water loss reduction, including installation of flow monitoring
equipment, upgrading pump stations and telemetry systems, replacing aging
infrastructure, installing new fire hydrants, and upgrading the utility's billing software; all
of which aids to reduce water loss and improve system reliability and efficiency.

EXHIBIT I
ENGINEER'S QUALIFICATIONS
I. Consulting Engineer's Minimum Qualifications
A. The principal responsible for project coordination must have a minimum of three
(3) years' experience with the federal/state programs.
B. The engineering firm must have successfully provided engineering services for a
minimum of three (3) similar types of projects. The engineering firm will not be
accepted if there have been any unresolved audit exceptions related to
engineering services.
C. The engineering firm must submit references as to the firm's professional
qualifications from a minimum of three (3) previous clients for which the
engineering firm has performed work (include address and telephone number).
II. Format for Professional Qualifications
Technical qualifications for the consulting engineer shall as a minimum include the
following:
A. The criteria and design approach to be used in the performance of required work.
B. The personnel to be assigned to the project and resumes of qualifications and
experience.
C. The engineer's experience in the development, design and construction of similar
projects.
III. Final Selection
Final selection of the engineer will be based upon the maximum total points scored as
set forth in the "Rating System" in Exhibit II.
The City of Vanceburg Electric Plant Board reserves the right to negotiate a contract
with the engineer deemed the most qualified to perform the professional services
required. The City of Vanceburg Electric Plant Board reserves the right to move
negotiations to the second highest qualified firm if negotiations fail with the top firm.
Sealed proposals must be submitted to the office of Buffalo Trace Area Development
District no later than 4:30 p.m. Eastern Time / 3:30 p.m. Central Time on August 14,
2026. Any proposal not meeting the qualifications and requirements set forth in this
Request for Qualifications will be considered non-responsive and may be rejected by
the Vanceburg Electric Plant Board.

EXHIBIT II
ENGINEERING SERVICES
SELECTION RATING SYSTEM
1. Project Engineer's Experience Maximum 20 Points
A. 5 or more years' experience with federal/state programs 20 Points
B. 3 or more years experience 15 Points
C. 1-2 years experience 10 Points
D. No experience 0 Points
2. Firm's Project Completion Background Maximum 20 Points
A. Completion of 5 previous, similar type projects within proposed
time frame & budget 20 Points
B. Completion of 3 projects 10 Points
C. No projects were completed 0 Points
3. References from Similar Projects Maximum 20 Points
A. Respondent lists 3 previous clients with similar projects and all
references give excellent response on quality of service 20 Points
B. Respondent lists 2 previous clients 15 Points
C. Respondent lists 1 previous client 10 Points
D. Respondent lists no previous references 0 Points
4. Firm's Familiarity with Community's Needs Maximum 20 Points
A. Firm is thoroughly familiar with Community 20 Points
B. Firm is somewhat familiar with Community 10 Points
C. Firm is unfamiliar with Community 0 Points
5. Firm's Capacity Maximum 20 Points
A. Firm demonstrates adequate staff time and capacity to
manage project; identifies proposed project staff with experience 20 Points
B. Firm demonstrates some staff time and capacity, and/or identifies
proposed staff 10 Points
C. Firm does not demonstrate adequate staff time and capacity to
manage project; ; nor do they identify proposed project staff 0 points
6. Minority Owned, Female Owned, or Small Business Firm Maximum 5 Points
A. Firm shows registration as minority, female-owned, small business 5 points
B. Firm does not show registration as minority, female owned, small business 0 Points
MAXIMUM TOTAL POINTS 105 POINTS
Statement of Qualifications submittals should be organized to address each evaluation criteria as
listed above and provide references where appropriate. Brochures and similar generalized
background materials may be included but are not required.

Vanceburg Water - Proposed Project WX21135032
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WX21135032
Kevin Wells
GIS Manager
Miles June 2026
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