2026-07 Request for Qualifications On-Call Engineering & Architecture Services

ALBANY PORT DISTRICT COMMISSION RFQ# 2026-07 On Call Engineering Services
REQUEST FOR QUALIFICATIONS
RFQ # 2026-07
TITLE: On Call Engineering Services
ISSUE DATE: September 21,2026
NOTICE TO PROPOSERS:
The Albany Port District (APDC) requests proposals from engineering and architectural firms to provide
APDC with on-call engineering and/or architectural services from time to time as requested by APDC,
for consultative services, owner's representation services, or the design of small- to medium-scale, unexpected,
and/or emergency Port of Albany projects for which separate, stand-alone procurement processes and contracts
would not be feasible or effective.
APDC seeks expertise and experience in a broad range of engineering and architectural services, as
well as design-related consultation services, for its On-Call Projects. A non-exhaustive listing of
potentially relevant engineering/design disciplines is provided below (the "On-Call Disciplines");
however, it is not essential that Proposers have expertise in all of the specified disciplines. APDC seeks
Proposers who are able, through their respective in-house team members, to provide services
associated with at least one (1) if not more of the On-Call Disciplines (the Proposer's "Preferred Disciplines").
The On-Call Disciplines may include, but are not limited to:
Acoustic Engineering Geological Engineering: Power Engineering;
Architecture and Space Geotechnical Design-Related Public
Planning; Engineering; Outreach Consulting;
Audio/Visual Graphic Design Rendering Creation;
Technology Consulting; Security Consulting;
Engineering; Hydraulic Engineering; Site and Property
Building Services Industrial Engineering; Boundary Surveying;
Engineering; Interior Design; Special Inspections;
Civil Engineering; Landscape Architecture; Structural Engineering;
Code Consulting; Lighting Design; Transport Engineering;
Cost Estimating; Marine Engineering; Water Resources
Design Engineering; Materials Engineering; Engineering.
Energy Engineering; Mechanical, Electrical
Environmental and Plumbing (MEP)
Engineering; Engineering;
Facilities Engineering; Peer Review;
A contract(s) will be awarded to one or multiple firms based on a "best value" basis. The APDC places great
emphasis on the experience, expertise, skill-set and long-term viability of the proposer.
APDC Mission Statement: The APDC strives to responsibly and effectively manage the publicly owned
maritime Port of Albany-Rensselaer, driving the economy of the Capital Region and beyond while emphasizing
transparency and public stewardship.
Richard Hendrick, Chief Executive Officer
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ALBANY PORT DISTRICT COMMISSION RFQ# 2026-07 On Call Engineering Services
BACKGROUND/INTRODUCTION:
Enabled by New York State legislation in 1925, The Albany Port District Commission (APDC) is the entity
charged with managing the Port of Albany-Rensselaer operations. The APDC is a local public authority
governed by a five-member Board of Commissioners appointed through recommendations from the Mayors of
Albany and Rensselaer and approved by the Governor of New York State. The Port of Albany, located 124
nautical miles north of the Battery in New York Harbor, is Upstate New York's largest public port and logistics
hub. With an on-site U.S. Customs and Border Protection office, a fully staffed Security and Threat Assessment
team, and four transport modes - ocean vessels, barges, freight railroads, interstate highways - the Port serves
as a major Port of Entry. The Port is open and active year-round and includes deep-water shipping access and
approximately 430 acres of land on both sides of the Hudson River in four municipalities. The existing maritime
district has been in operation for over 90 years, with extensive experience handling power generating, onshore
wind, heavy lift project cargo, bulk and break-bulk cargo. An economic impact study of the Port of Albany
measured the Port's overall economic impact on New York State at more than $813 million.
PURPOSE AND OBJECTIVES:
Purpose: The intention of this RFQ is to solicit proposals from qualified engineering and architecture firms to
provide the APDC with a pre-qualified and pre-approved list of vendors to solicit for as-needed services to
support various projects as they arise.
.
Objective: The APDC's primary objective is to contract with multiple engineering and architecture (E&A)
firms that are able to provide consultative services, owner's representation services, or the design of small- to
medium-scale, unexpected, and/or emergency Port of Albany projects for which separate, stand-alone
procurement processes and contracts would not be feasible or effective.
Contract Contact: In compliance with New York State's State Finance Law sections 139-j and 139-k. Other
than the contact person identified in the proposal, or their designee, prospective proposers shall not
communicate with APDC employees or APDC Board Members during the period of this RFQ process about any
matters related to this RFQ or any other proposals submitted thereto.
Contract Contact: Jessica Lansing, Procurement Compliance Manager, jlansing@portofalbany.us
SCHEDULE OF EVENTS
EVENT DATES
SOLICITATION OPEN September 21,2026
RFQ DUE DATE RESPONSE DEADLINE:
Submissions will be opened and evaluated for accuracy and eligibility. The approved Via email to
list of Consultants is expected to be announced within (30) thirty days. jlansing@portofalbany.us
No later than 12 noon
on
October 16, 2026
WRITTEN INQUIRIES WRITTEN INQUIRY
Must be emailed to jlansing@portofalbany.us DEADLINE:
No later than 5 p.m. on
October 1, 2026
RESPONSE TO WRITTEN INQUIRIES APDC Response to RFI's
Responses to all questions will be sent in the form of an addendum to all parties and No later than 5 p.m. on
posted to the APDC website. October 5, 2026
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ALBANY PORT DISTRICT COMMISSION RFQ# 2026-07 On Call Engineering Services
SCOPE OF WORK/ ON-CALL ENGINEERING/ARCHITECTURAL SERVICES - JOB
ASSIGNMENT PROCEDURE:
I. General Scope for Job Order Work
The selected Proposers (also referred to as the "Consultants") will provide on-call engineering and architectural
services, as well as design-related consultation services, as requested by APDC, for specific engineering and
architectural assignments for projects involving various locations within the Albany and Rensselaer Port
Districts.
The APDC's usage of consultants' services is on an as-needed basis so that if the demand is not there, then the
services will not be requested. For each on-call service request, the consultant and the APDC will agree upon
the specific scope of work and the cost for that project. No minimum amount of work is guaranteed under these
agreements. Compensation will be based on time and materials with a not-to-exceed limit agreed upon by both
the consultant and the APDC.
The selected Proposer(s) shall perform all engineering and/or architectural services required to complete the
On-Call Projects under APDC's direction.
Expert engineering services may include, but are not limited to: engineering, architectural, consulting, design,
assessment, inspection, and technical support services.
Services may also include the following project management assistance in support of the categories listed below:
o Provide project management and coordination with APDC staff. Prepare and provide project status
updates including updates to scope status, schedule and cost.
o Preparation of grant applications. Assist APDC staff in the preparation of various State and Federal
grant applications.
o Perform QA/QC.
o Submit monthly invoices conforming to APDC requirements.
o Prepare and perform presentations to APDC staff, the public and other stakeholders.
o Prepare and attend project coordination meetings with APDC staff, and other permitting agencies.
o Prepare cost estimates and project schedules.
o Provide administrative support for NYSDOT, FEMA and other NYS or Federal Government funded
projects
o Prepare plans, specifications and bid packages for individual projects for competitive public bidding.
o Preparation of planning studies, land use economic and sustainability analysis and resiliency and
equity plans.
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ALBANY PORT DISTRICT COMMISSION RFQ# 2026-07 On Call Engineering Services
PROCEDURE FOR ASSIGNMENT OF WORK
On-Call Engineering/Architectural Services - Job Assignment Procedure
A. Consultant Receipt of Job Notification
As the need for engineering and/or architectural services may arise, APDC may prepare and issue a notification
("the Job Notification") to one or more of the Selected Proposers.
The Job Notification shall set forth the scope of work needed for an individual work assignment (hereafter, a
"Job").
A Job Notification may add to, or eliminate, any of the General Scope Requirements listed above, or any
specific requirements of the Job Order Contract, as may be appropriate in APDC's estimation for a particular
Job.
B. Consultant Response to Job Notification
1. Upon receipt of a Job Notification, the Consultant shall submit a written response (the "Response") and
conduct a preliminary site visit of the On-Call Project area if deemed necessary by APDC, within forty-eight
(48) hours of such Job Notification, unless (i) it is an urgent matter that requires a more immediate response, as
determined by APDC; or, (ii) APDC specifically provides a longer period of time for the Consultant to prepare
its response.
2. The Consultant's Response shall constitute a proposal for the On-Call Project that shall include the following
components: a) a projected work schedule; b) an estimate of the total number of projected work hours required
for the assignment; c) a list of staff to be assigned to the Job, along with the actual hourly rate (or pro-rated
equivalent for salaried employees) of each staff member; d) a not-to exceed total cost (i.e., a maximum price)
for the performance of all work disclosed in and/or implied by the Job Notification; and e) if applicable, any
other required materials requested in the Job notification.
3. As an alternative to a not-to-exceed total cost, in appropriate circumstances APDC may request that
Consultants propose a fixed price or lump sum project cost. If such a cost is requested in the Job Notification,
the Consultant's Response should include a Fee Schedule for fixed price work.
4. Failure to respond to a Job Notification, to conduct a site visit, or to submit a Job Proposal within the
timeframes referenced above, unless an extension is approved in advance and in writing by APDC, more than
five (5) times during the course of the Consultant's Contract term shall be grounds for removal from the list of
Consultants for cause by APDC.
5. If the estimated cost for such On-Call Project is equal to or greater than $50,000 and the projected duration of
the Project is more than ten (10) workdays or if APDC specifically requests, the Consultant shall provide as part
of its Response an approach plan (the "Approach Plan"). If required for an On-Call Project, the Approach Plan
provided by the selected Proposer shall include the following information:
* A detailed breakdown of proposed fees and costs to perform the On-Call Project - including, but not limited to
all labor and reimbursable expenses;
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ALBANY PORT DISTRICT COMMISSION RFQ# 2026-07 On Call Engineering Services
* A proposed staffing plan, including the raw rates and the total number of hours for the Consultant's staff, and
any sub-consultants;
* A description of the Consultant's approach to the performance of the project and the identification of any
potential logistical, permitting or schedule issues or concerns, and related strategies, associated with the project.
C. APDC Selection of Consultant and Assignment of Work
1. APDC, upon receipt of one or more Job Proposals, shall assign the Job to one of the responding Consultants
on a best-value basis.
2. Prior to assignment, APDC reserves the right to negotiate with one or more Consultants to obtain the best
value, including making minor changes to the scope of the Job Order work, or requesting revisions to one or
more Consultant's approach plans.
3. APDC shall consider the following factors in an award of a Job:
* The expertise of the Consultant as relevant to the Job;
* The Consultant's Rates and Multiplier, as identified in its Response to the Job Notification and the
Agreement's Rate Sheet;
* The availability and experience of the Consultant's assigned employees;
* The amount of other APDC work assigned to the Consultant; and
* The Consultant's proposed and historical compliance with M/WBE and SDVOB goals of the Job Order
Contract.
4. APDC may utilize the Consultant's Response and Approach Plan to assess the Consultant's expertise and the
experience of its assigned employees. In assigning Jobs, APDC reserves the right to take into account
Consultant's prior performance or responsiveness in connection with other Job Order Services.
5. APDC further reserves the following rights with respect to the assignment of any Job under this Contract:
* To reject any or all Job Proposals received in response to a Job Notification;
* To issue a Job Order to any of the Consultants submitting a Job Proposal, in whole or in part;
* To seek clarifications and/or revisions of any Job Proposal;
* To negotiate with one or more Consultants regarding the scope and/or price of the Job;
* To make revisions to the scope of any Job and/or Job Notification either before or following receipt of Job
Proposals.
6. Upon selection of a Consultant, the APDC shall issue a Job Order to the Consultant.
APDC shall have the right, in its sole discretion, to amend, supplement, or otherwise depart from the form of
Job Order as it deems appropriate for each individual On-Call Project.
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ALBANY PORT DISTRICT COMMISSION RFQ# 2026-07 On Call Engineering Services
D. Performance of Work
1. The Consultant shall perform all work specified in the Job Order, in accordance with the specific scope of
work (including drawings and specifications, if applicable) set forth in the Job Order, and in accordance with all
the requirements of the Agreement, unless expressly excluded in the Job Notification and/or Job Order.
2. Consultant's performance shall comply with all requirements contained in the On-Call Services Agreement as
it relates to the Job.
3. The Consultant shall not proceed with any Job with a value in excess of fifty-thousand dollars ($50,000) until
a) APDC Board of Commissioners approves the Approach Plan as submitted, or (if applicable) as revised; and
b) the parties have executed a "Job Order" for performance of the relevant Job
MINIMUM QUALIFICATION REQUIREMENTS:
The following are the minimum qualification requirements for this RFQ. Proposals that fail to meet these
requirements will be rejected:
1) Proposer must have at least five (5) years of experience in providing E/A services in the Capital District of
New York or surrounding areas.
2) Proposer must be duly licensed or authorized to provide E/A services (as
applicable) in the State of New York and be able to provide evidence of such licensure or authorization.
METHOD OF AWARD:
The award of this solicitation will be given to the most responsive and responsible proposer or proposers based
on best value.
The APDC reserves the right to request additional information from proposers for the purpose of ascertaining
whether or not the qualifications, facilities, and pricing offered by each proposer meet the requirements set forth
in these specifications, sufficient to ensure the proper performance under the contract.
APDC reserves the right to conduct discussions with any proposer who submits a proposal.
APDC reserves the right to reject any and all proposals, to waive any informality in proposals received, to
accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or
negotiate any or all items with individual proposers if it is deemed in APDC's best interest. Moreover, APDC
reserves the right to not make a selection if proposals are deemed to be outside the fiscal constraint or not in the
best interest of APDC.
SELECTION PROCESS:
A. Evaluation
Each timely submitted Proposal will be reviewed for compliance with the form and content requirements of this
RFQ. A committee of APDC staff (the "Committee") will then review and evaluate the Proposals in accordance
with the evaluation criteria set forth below.
Before final selection, APDC must determine that the proposed selected Proposer is responsible, in accordance
with applicable NYS Finance law.
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ALBANY PORT DISTRICT COMMISSION RFQ# 2026-07 On Call Engineering Services
B. Interviews
APDC reserves the right to decide whether to interview any or all of the Proposers. The Committee
may conduct interviews for many reasons, including to further assess a Proposer's ability to perform
the Work or provide specific services, or to seek information related to any other evaluation criteria.
C. Evaluation Criteria
Selection will be based upon the following criteria:
CRITERIA PERCENTAGES:
1. Breadth and depth of Proposer's experience and expertise in preferred disciplines 40%
2. Relevant projects in preferred disciplines 15%
3. Relevant experience with on-call contract work 15%
4. Approach to client communication, staffing and management 15%
5. Base rate ranges, multipliers, and escalations in cost proposal 15%
AWARD OF BID
Contract (or Contracts) will be awarded to one or more Proposer(s) whose Proposal(s) is/are
determined to be responsive, whose technical score(s) reflect(s) a high level of proficiency in its/their
Preferred Discipline(s), and whose selection is determined to be in the best interests of the APDC.
The award, if any, will be made within (45) forty-five calendar days of the opening date. All successful
proposers shall be notified by the APDC of any contracts they have been awarded. Unsuccessful proposers will
be notified.
The APDC makes no representation, promise, or guarantee regarding the quantity, frequency, or duration of
services that may be requested under this Agreement. Any contract award shall not be construed as a
commitment by the APDC to order any minimum amount of work. The proposer acknowledges and agrees that
services will be requested solely on an as-needed basis, at the sole discretion of the APDC, and that the APDC
shall have no obligation to compensate the awardee except for services actually authorized in writing and
satisfactorily performed.
TERM OF CONTRACT
The anticipated term(s) of the contract(s) awarded pursuant to this RFQ (the "Contract(s)") will be five years.
Any Job Assignments issued under a Contract(s) shall survive the term of the Contract(s) until all
assigned work is completed. APDC reserves the right to terminate the Contract(s) at any time, with or
without cause, in accordance with the terms of the Contract(s). The Consultant list and any potential renewals
will be executed upon approval of the APDC Board of Commissioners.
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ALBANY PORT DISTRICT COMMISSION RFQ# 2026-07 On Call Engineering Services
PROPOSAL CONTENT & FORMAT
Proposers are encouraged to focus on their areas of discipline and strength and are not required to team
with a large number of sub-consultants to cover all potential types of projects.
Proposals should include a Table of Contents, and all pages should be numbered.
Proposals should be saved in PDF format and sent via email to Jlansing@portofalbany.us
PLEASE PUT THE FOLLOWING IN THE SUBJECT LINE: Your Company Name: RFQ#2026-07
All Proposals should include the following:
1. Title Page: That includes name, address, phone, email of the proposer including contact person and
name(s) of the person who prepared the proposal.
2. Table of Contents: Outlining each section
3. Executive Summary: Brief description of the services available and highlighting the strengths and
capabilities of your firm to provide the requested services.
4. Qualifications of Proposers: Provide a description of how the proposer meets all of the qualifications in
the proposer qualification section of this RFQ. Describe how the proposer meets each of the criteria in
the evaluation criteria section of this RFQ.
5. Proposed Cost of Services: Outline the hourly rates and breakdown in detail any pertinent facts or
factors related.
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ALBANY PORT DISTRICT COMMISSION RFQ# 2026-07 On Call Engineering Services
RECEIPT OF PROPOSALS:
Submission of any proposal indicates acceptance of the conditions and terms stated herein unless clearly and specifically
noted otherwise. The APDC reserves the right to reject any and all proposals, in whole or in part, submitted in response to
this RFQ. Proposals will be examined and evaluated by APDC staff.
A. Emailed proposal packages must be received by APDC, to Jlansing@portofalbany.us
NO LATER THAN 12:00 PM noon on October 16, 2026. Subject Line must be clearly labeled with your
company name and reference # RFQ 2026-07
B. No bids will be accepted after the designated time indicated in the "Notice to Proposers". NOTE: This includes
any changes listed on the latest addendum issued by the APDC, if any. Delay in email delivery is not an exception
to the deadline for receipt of bids.
C. All proposals and accompanying documentation will become APDC property and will not be returned.
D. Vendors are solely responsible for all costs incurred by preparing or submitting a bid, or otherwise responding to
this RFQ, or any negotiations incidental to its bid acceptance thereof.
E. The APDC is subject to New York State's Freedom of Information Law (FOIL). Should your submission to this
RFQ contain "trade secrets", or other information that the disclosure of which could reasonably be expected to be
harmful to business interests, you must ensure that such information is clearly identified and marked as such.
Identification must be specific by item or paragraph. Should marked information be the subject of a request under
FOIL, you may be requested to either consent to the request or make representation explaining why the
information should not be disclosed.
F. An official authorized to commit the company to a contract must sign the proposal and all related proposal
documents.
G. Emailed copies of all bids shall be submitted, including completed copies of any forms or certifications required
for this RFQ. Failure to respond to an RFQ on any official form included in this RFQ may result in
disqualification of a bid as non-responsive. No bid form will be accepted which contains any additions, omissions,
or erasures. Each bid shall be properly executed and signed by the proposer. Illegible, conditional bids and
unsigned bids will be rejected as non-responsive. ELECTRONIC PROPOSALS OR BID RESPONSES ARE
EXPECTED; FAX OR MAIL DOCUMENTS WILL NOT BE ACCEPTED FOR THIS BID OPENING.
H. Vendors must notify APDC of any omissions, contradictions, or conflicts in consistency with the written inquiry
due date noted in the event schedule of this document. APDC will provide necessary corrections or additions to
plans and specifications by addendum. If Vendor does not notify APDC of any such condition it will be assumed
that the vendor has included the necessary items in the bid to complete the specification.
I. The APDC reserves the right to any of the following:
1) utilize any and all ideas submitted in the proposals received;
2) negotiate with proposers responding to this RFQ to serve the best interests of the APDC;
3) cancel this Request for Qualifications for any reason; and
4) reject any and all bids.
J. All proposals and accompanying documentation will become APDC property and will not be returned. The
successful proposer's proposal and a copy of this RFQ will be made part of any resulting contract. Therefore, an
official authorized to commit the company to a contract must sign the proposal.
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ALBANY PORT DISTRICT COMMISSION RFQ# 2026-07 On Call Engineering Services
MWBE/SDVOB PARTICIPATION GOALS
Pursuant to New York State Executive Law Article 15-A, the APDC recognizes its obligation under the law to
promote opportunities for maximum feasible participation of certified minority- and women-owned businesses
(MWBEs) in the performance of APDC contracts. The APDC advises all potential service providers that
disadvantaged, minority and women-owned business enterprises will be afforded full opportunity to submit
proposals in response to this notice and there will be no discrimination on the basis of race, creed, color, sex,
national origin, disability or marital status in the award of the contract or any subcontract.
Please note that potential job orders issued may contain goals for an individual project.
The directory for New York State Certified MWBEs can be viewed at NEW YORK STATE CONTRACT SYSTEM
Veteran's Services Law Article 3 provides for more meaningful participation in public procurement by certified
Service- Disabled Veteran-Owned Businesses ("SDVOBs"), thereby further integrating such businesses into
New York State's economy. The APDC recognizes the need to promote the employment of service-disabled
veterans and to ensure that certified service-disabled veteran-owned businesses have opportunities for
maximum feasible participation in the performance of APDC contracts. In recognition of the service and
sacrifices made by service-disabled veterans and in recognition of their economic activity in doing business in
New York State, Proposers are strongly encouraged and expected to consider SDVOBs in the fulfillment of the
requirements of the Contract. Such participation may be as subcontractors, as proteges, or in other partnering or
supporting roles.
The directory of New York State Certified SDVOBs can be viewed at: https://ogs.ny.gov/Veterans/.
M/WBE and SDVOB proposers with certifications are encouraged to apply and are requested to identify
themselves within their bid submission.
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