STORMWATER UTILITY FEASIBILITY STUDY

City of Poughkeepsie, N.Y.
Request for Proposal
FOR
STORMWATER UTILITY FEASIBILITY
STUDY IN THE CITY OF
POUGHKEEPSIE, N.Y.
ISSUED: 6/29/2026
QUESTION(S) DEADLINE: JULY 21, 2026 4:00 P.M
RFP SUBMITTAL DEADLINE: JULY 24, 2026 2:30 P.M
Prepared by:
City of Poughkeepsie Engineering Division
Richard L. DuPilka, P.E., City Engineer
62 Civic Center Plaza
Poughkeepsie, N.Y. 12601

Table of Contents
1. PURPOSE......................................................................................................................................................... 3
2. BACKGROUND............................................................................................................................................... 3
3. SCOPEOFWORK....................................................................................................................................................3
3.1. PHASE I: PROGRAMMATIC REVIEW AND EQUITY................................................................................................. 3
3.2. PHASE II: PUBLIC EDUCATION AND RATE STRUCTURE..........................................................................................5
3.3. PHASE III: IMPLEMENTATION PLAN..................................................................................................................6
3.4. PHASE IV: IMPLEMENTATION SUPPORT............................................................................................................7
4. MEANSOFCOMMUNICATION................................................................................................................... 8
5. QUESTIONSANDINQUIRIES................................................................................................................................8
6. SUBMISSIONOFPROPOSALS..................................................................................................................... 8
7. EVALUATIONOFPROPOSALS.................................................................................................................... 9
8. PROCUREMENTSCHEDULE...............................................................................................................................10
9. ADMINISTRATIVEDISCLAIMER.......................................................................................................................10
10. INSURANCE/HOLDHARMLESS .......................................................................................................................10
EXHIBIT A - AGREEMENT OFPROFESSIONALSERVICES.....................................................................................12
EXHIBIT B - BUSINESSREGISTRATIONANDSALESANDUSETAXREQUIREMENTS......................................15
EXHIBIT C - AFFIRMATIVEACTION............................................................................................................................16

STORMWATER UTILITY FEASIBILITY STUDY
FOR
CITY OF POUGHKEEPSIE, N.Y.
REQUEST FOR PROPOSALS NO. RFP-COP-06-26-02 StormWater Utility Feasibility Study
I. PURPOSE
The City of Poughkeepsie, by issuance of this Request for Proposals ("RFP"), hereby solicits proposals from qualified
Professional Engineering Consultants to conduct a phased, comprehensive Stormwater Utility Feasibility Study ("Study").
Interested firms that respond to this RFP ("Respondents") shall have extensive experience, background, and qualifications
in conducting feasibility studies and implementing stormwater utilities for municipalities of similar size, economic
condition, infrastructure, and regulatory requirements to the City of Poughkeepsie, NY.
The successful Respondent that is selected by the City of Poughkeepsie to conduct the study ("Consultant") will evaluate
the city's need for, and ability to create, a fee-based Stormwater Utility ("Utility"); to propose a structure to implement
the program; to establish a rate structure; and to provide technical assistance to City of Poughkeepsie to implement
recommendations. The Study is phased so that each phase provides a useful product even if later phases are not carried
out, and so that each phase builds on the work of prior phases. Through all Study phases, the Consultant will assist the
City of Poughkeepsie in public education, outreach, and collaboratively identifying and solving problems. The Consultant
shall be responsible for ensuring compliance with all applicable environmental laws and statutes.
II. BACKGROUND
The City of Poughkeepsie, with a population of approximately 31,000, has roughly 4 square miles of land surface
area, 6 miles of natural waterways, 6151 residential parcels, and 1505 non-residential parcels. The City of
Poughkeepsie's stormwater infrastructure includes 97 identified stormwater outfalls, 70 miles of municipal
roadways, an estimated 1279 storm catch basins, 1089 storm manholes, and an estimated 45 miles of stormwater
piping.
Stormwater runoff is conveyed through City of Poughkeepsie Municipal Separate Storm Sewer System (MS4)
authorized under General Permit No. NYR20A358. The City of Poughkeepsie MS4 includes manholes, catch basins,
drainage ditches, detention basins, retention basins, infiltration basins, discharge outlets, etc. Some stormwater
infrastructure within the City of Poughkeepsie MS4 is privately owned. These privately owned systems may discharge
into City of Poughkeepsie MS4 or directly into waters of the State.
Sanitary sewage is conveyed through a separate sanitary sewer system in most of the city. Due to the age of the
system, there are instances of combined stormwater and sanitary sewer systems that have not yet been separated.
Approximately 788 acres are served by these combined sewers in the city. There are 2,540 manholes and 211 catch
basins on the sanitary/combined sewer system. The City of Poughkeepsie Stormwater Master Plan includes
combined sewer separation projects.
The sanitary and combined sewer systems convey approximately 3.5 Million Gallons per Day (MGD-dry weather),
through approximately 74 miles of pipe, to the Poughkeepsie's' Water Pollution Control Plant.
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The City of Poughkeepsie Engineering Division is responsible for planning, design, permitting, and construction
oversight on capital projects for the MS4. The City of Poughkeepsie Department of Public Works is responsible for
operation and maintenance of the MS4. To ensure the successful development and implementation of this
undertaking, the Engineering Division has been working collaboratively with the Division of Public Works to develop
an effective and efficient procurement process. This process is open and competitive and will allow City of
Poughkeepsie to retain the services of the most qualified and reasonably priced Respondent to perform the services
herein.
III. SCOPE OF WORK
PHASE 1: PRELIMINARY FEASIBILITY STUDY- PROGRAM REVIEW AND DETERMINATION
OF RATEPAYER EQUITY
The preliminary feasibility study includes the evaluation of the existing stormwater infrastructure operation and
maintenance practices and costs, and recent and projected capital project needs and costs, to establish a baseline of
current stormwater management costs.
The Consultant shall provide the following services to facilitate the preliminary study:
1. Program Review - Evaluate the current levels of service and approximate costs to design, implement, operate,
and maintain the existing stormwater collection and conveyance system and stormwater treatment Best
Management Practices (BMPs) that address State and Federal requirements for stormwater management. The
specific tasks to be performed include the following:
a. In coordination with City of Poughkeepsie staff, assess City of Poughkeepsie current level and cost of
service. The analysis is to include a review of the existing stormwater management operations and
maintenance practices, infrastructure management, regulatory requirements, stormwater management
local laws and relevant aspects of redevelopment agreements.
b. Development of a stormwater program mission statement, goals, objectives, operational indicators and
metrics that encourage the application of urban stormwater BMPs throughout the City of Poughkeepsie.
c. In coordination with City of Poughkeepsie staff, determine future program needs and define alternative
enhanced levels of service. These enhanced levels of service should address capital improvement
program needs outlined in City of Poughkeepsie Stormwater Master Plan, in addition to MS4 permit
compliance and capital requirement needs.
d. In coordination with City of Poughkeepsie staff, gather and review available data and feasibility studies
on required expenditures and develop an estimate of the annual program costs (prior five years and
projected five years).
e. Based on the program review, provide a preliminary projection of the amount of revenue that can be
generated through the implementation of a stormwater utility.
2. Organizational Review- Review the existing stormwater organization, management, and staffing and define the
needs for the enhanced levels of service. The anticipated tasks to be performed include the following:
a. Meet with appropriate City of Poughkeepsie staff to determine the enhanced stormwater related services
to be provided.
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b. Propose an organizational structure and required staffing to support the enhanced levels of service.
3. Policy Development - Review various policy issues that need to be addressed in the development and
implementation of a stormwater utility.
a. Policy issues should include, but not be limited to, rate structure options, exemptions, credits, financing,
local law amendments, etc.
b. Develop a technical report that outlines key policy issues and recommendations for each issue.
4. Land Cover Analysis- Evaluate the current development and impervious surface conditions of the City of
Poughkeepsie.
a. Estimate the impervious area for various classes of properties, and the associated property taxes, using
available information; including, but not limited to, City of Poughkeepsie GIS, aerial photography data,
and City of Poughkeepsie Tax Assessor's data.
b. Perform preliminary statistical impervious area analysis by digitizing impervious area, as may be needed,
on a quasi-random representative sample of 360 residential parcels. Sample parcels will be selected such
that the sample parcel size distribution curve is analogous to the full parcel set.
5. Equity of Current Stormwater Costs - Based on the above tasks, assess the equity of current and anticipated
stormwater costs through the current Municipal budget, taxation and fee structure to determine:
a. Which landowner categories pay more in taxes and fees than would be equitable based on their share
of impervious cover, and to what extent.
b. Which landowner categories pay less in taxes and fees than would be equitable based on their share of
impervious cover, and to what extent.
c. The extent to which use of a fee-based stormwater utility would shift costs so that a more equitable
distribution of costs is achieved.
d. The identification of the categories of landowners that would most significantly benefit or incur additional
costs, and the largest landowners in the latter group.
6. Stormwater Local Laws- In coordination with the city, the Consultant will review the existing stormwater
management local laws. In addition to preparing a new rate, modifications to other relevant stormwater
management local laws should be recommended as necessary.
7. Program and Organization Review - Evaluate the levels of service and determine the approximate costs to create
a stormwater utility with fees that are equitably imposed on property owners based on contribution to the system
and of a sufficient total amount to design, implement, operate, and maintain BMPs that address State and Federal
requirements for stormwater management.
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III. SCOPE OF WORK
(CONTINUED)
PHASE 2: COMPREHENSIVE FEASIBILITY STUDY- PROGRAM EVALUATION &
NEEDS ASSESSMENT, PUBLIC EDUCATION, LEGISLATIVE PROCESS, AND RATE
STRUCTURE
The Comprehensive Feasibility Study-Phase 2 provides for the further development of the stormwater utility
including a public education program and the framework for a defensible rate structure to fund the proposed Utility.
If City of Poughkeepsie elects to continue the Study, the Consultant shall provide the following Phase 2 Services:
1. Public Outreach/Education/Involvement- In coordination with City of Poughkeepsie staff, the Consultant will be
responsible for ensuring an effective public outreach, education and involvement process while determining
whether the city should develop and implement a stormwater utility. The purpose of this task is to ensure
that City of Poughkeepsie has a comprehensive understanding of critical issues that key stakeholders may raise
(positive and negative) regarding the various options, to develop methods to address these issues in
consultation with these stakeholders, where possible, and to take advantage of concepts and suggestions from
the stakeholders in formulating the Phase I study. This task should include the following components:
a. In coordination with City of Poughkeepsie staff, create a steering committee of key stakeholders to
participate in this study.
b. In coordination with City of Poughkeepsie staff, prepare a public outreach, education and involvement
plan to provide information on the process to City of Poughkeepsie staff, elected officials, local
community groups, the business community and general public.
c. Assist City of Poughkeepsie staff in the development of all public information material including
Frequently Asked Questions (FAQ) brochures and various types of presentations from formal to informal.
d. Assist City of Poughkeepsie in identifying and coordinating discussions with stakeholders who would be
affected by enhanced stormwater management efforts and a prospective stormwater utility program.
e. For the duration of the study, prepare for and conduct at least three workshops to educate the public on
the study and solicit input on policy issues. Consultant shall recommend the most critical points for these
workshops.
f. Prepare for and conduct at least eight (8) public engagement/education meetings.
g. Prepare for and conduct at least four (4) City of Poughkeepsie Common Council presentations.
2. Stormwater Management Funding and Rate Structure - Develop the framework for a defensible cost allocation
methodology, estimate revenue requirements for the stormwater utility and recommend an estimated rate
structure for equitable cost recovery. The tasks expected to be performed include the following:
a. Perform required cost allocation and estimate annual O&M and capital expenditures to develop revenue
requirement projections.
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b. Evaluate funding methods to provide sufficient revenues to meet the levels of service and program needs,
and develop a preliminary cash flow analysis.
c. Develop rate structure alternatives that are fair and provide for equitable cost recovery. Discuss the pros
and cons and legal liabilities associated with each alternative.
d. Provide a rate model that City of Poughkeepsie can utilize to update revenue requirements and cash flow
projections as program changes occur in future years. Training of staff in the use of the model is expected.
e. Estimate the impervious area for various classes of properties, and develop the Equivalent Residential
Units (ERUs) for the stormwater utility, using available information; including, but not limited to, City of
Poughkeepsie GIS, aerial photography data, and City of Poughkeepsie Tax Assessor's data.
f. Perform preliminary statistical impervious area analysis by digitizing impervious area, as may be needed,
on a quasi-random representative sample of at least 360 residential parcels to define the ERU value.
Sample parcels will be selected such that the sample parcel size distribution curve is analogous to the full
parcel set.
g. Develop a draft stormwater rate schedule to be included in the stormwater rate local law. Compare the
cost per ERU to rates from other stormwater utilities using available information.
3. Credits, Appeals, and Incentives - In coordination with city staff, the Consultant will evaluate credit options
and recommend various credits for public and private onsite stormwater management and other rate
modification options for each class. The impact of the credit program on the rate structure should be
evaluated. In addition, recommendations for fee adjustment appeals process should be provided. Evaluate
alternative incentive programs to encourage the community to adopt eligible/acceptable BMPs and green
stormwater infrastructure that more effectively manage stormwater runoff.
PHASE 3: IMPLEMENTATION PLAN
Phase 3 includes the exploration of the benefits and costs of implementing a dedicated, fee-based funding source
to implement BMPs, identify and implement required activities to ensure State and Federal regulatory compliance,
coordinate infrastructure improvement projects, educate and engage the community in water quality stewardship
and finally, to provide incentives for the community to adopt eligible/acceptable BMPs and green stormwater
infrastructure that more effectively manage stormwater runoff. If City of Poughkeepsie elects to continue the
Study, the Consultant shall provide the following Phase III Services:
1. Equivalent Residential Units - Finalize the impervious area analysis and develop the Equivalent Residential Units
(ERU) for each property using available information; including, but not limited to, City of Poughkeepsie GIS, aerial
photography data, and City of Poughkeepsie Tax Assessor's data.
2. Master Account File - The Consultant shall develop a Master Account File (MAF) with billing parameters to
facilitate stormwater user fee billing.
3. Local Laws- The Consultant shall assist in preparing a stormwater fee local law incorporating all modifications
required by the City of Poughkeepsie.
4. Rate Calculation - The Consultant shall prepare a package of stormwater fee rates and adjustment factors that is
sufficient to generate the revenue required to fund the projected storm water program for the next five (5) years
subsequent to adoption of the fee local law.
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5. Stormwater Fee Rate Comparison - The Consultant shall compare the proposed City of Poughkeepsie stormwater
fee rates to the rates used by other stormwater utilities in similar situations, including utilities in New York if
possible. Utilities used for comparison should represent a national cross-section, but cost should be standardized
to City of Poughkeepsie values.
6. Sample Analysis - The Consultant shall complete an analysis of a random sample of ten (10) multi-family
residential parcels, and ten (10) non-residential parcels (of City of Poughkeepsie choice), and also an analysis of
the 20 largest areas of single ownership; all parcels to be in City of Poughkeepsie utilizing the Consultant's
recommended rate methods. The analysis will predict the storm water charges on each parcel, and options for
achieving stormwater fee credits.
7. Public Education Program - The Consultant shall develop a complete program for educating the public, regarding
the purpose, structure, costs and billing process for the stormwater utility, including options for stormwater fee
credits. Prepare for and conduct at least three (3) public engagement/education meetings.
8. Stormwater Fee Credit Program-The Consultant shall develop on-line and in-person methods for City of
Poughkeepsie to accept applications for, review, and approve or deny stormwater fee credits, including GIS and
engineering support systems.
9. Incentives Program - The Consultant shall develop a complete program for implementing an incentives program
to encourage the community to adopt eligible/acceptable BMPs and green stormwater infrastructure that more
effectively manage stormwater runoff.
PHASE 4: PROGRAM IMPLEMENTATION SUPPORT
Phase IV services include technical assistance for the implementation of any of the Consultant's recommendations
that have been accepted by the City of Poughkeepsie. If City of Poughkeepsie elects to create the Utility, the
Consultant shall provide the following Phase IV Services for the first 6 months of implementation:
1. Support implementation of the billing system;
2. Assist in training municipal customer service representatives on responding to questions and complaints
regarding the new utility;
3. Support implementation of a mechanism to add and bill for new annexations, developments, or changes to
impervious surface as necessary;
4. Assist in training the billing staff to collect the fee for the first 120 days, after initial billing
5. Document the implementation process and results at the successful conclusion of the project.
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IV. MEANS OF COMMUNICATION
All communications concerning this RFP, or the RFP process, shall be directed in writing, by email, facsimile, or
certified mail, to the following designated point of contact in the Division of Engineering:
Richard L. DuPilka, P.E.
City Engineer
City of Poughkeepsie, N.Y.
62 Civic Center Plaza
Poughkeepsie, N.Y. 12601
Phone 845-451-4069/451-4192
Email: rdupilka@cityofpoughkeepsie.gov
Interested parties should contact City of Poughkeepsie to register and receive a copy of the RFP documents.
Only Registered Respondents will receive amendments to this RFP or answers to any questions or requests
for information.
V. QUESTIONS AND INQUIRIES
Respondents shall direct all questions or requests for information in writing to the designated point of contact
mentioned above. All questions and/or requests for information must contain an address where responses can
be directed. The deadline to submit written questions is set forth in Table 1, Procurement Schedule, below.
Questions or inquiries received afterwards will not receive a response.
All questions and/or requests for information should reference the section or addendum of the RFP and page
number to which they pertain and should be asked in consecutive order, from beginning to end, following the
organization of the RFP. Potential respondents are urged to submit questions pertaining to the RFP as soon as
possible. All questions are due by 4:00 P.M on Tuesday, July 21, 2026
VI. SUBMISSION OF PROPOSALS
Submit the Proposal, by email or certified mail, no later than 2:30 P.M on Friday, July 24, 2026. Only complete
and timely proposals from qualified respondents will be considered.
To assure consistency, responses shall conform to the following format:
1. Description of company and company references.
2. Organization chart and resumes.
3. Scope of services, including familiarity with the Stormwater and Flood Reduction Acts as applicable
4. Sample work product from similar projects performed for other jurisdictions.
5. Proposed schedule.
6. Fee proposal with "Not to Exceed" cost for each phase; itemized with estimated hours, hourly rates, and
reimbursable fees. This information should be submitted in a separate sealed envelope and marked as
"Fee Proposal".
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VII. EVALUATION OF PROPOSALS
The selection of the Consultant is subject to the Local Public Contracts Law,. The sought-after services are
professional services as defined by New York State. Accordingly, City of Poughkeepsie reserves the right to
meet with and/or negotiate with one or more Respondents based on the proposals received, and to
recommend to City of Poughkeepsie Board of Contract & Supply an award of a contract for professional
services based on which proposal is in City of Poughkeepsie best interest.
The City of Poughkeepsie has structured a procurement process that ensures that each person and/or firm is
provided an equal opportunity to submit a proposal in response to this RFP. The submitted proposals will be
reviewed and evaluated in accordance with the criteria set forth below, which will be applied in the same
manner to each proposal received.
Proposals received by the deadline will be reviewed for eligibility and completeness. Proposals from qualified
respondents will be reviewed first on the basis of qualifications and technical proposals, and then on the basis
of price. Each proposal shall be evaluated individually based on the following criteria:
a. Experience, including references, in providing the type of services detailed herein.
b. Personnel qualifications (i.e., organization chart & resumes of key personnel who will be
responsible for and assigned to the work.
c. Understanding of the services requested (including completeness and clarity of submission), and
qualitative nature of the services proposed.
d. Ability to provide services in a timely manner.
e. Cost of services (i.e. fee proposal).
The experience and qualifications of Respondents, on which the proposals will be evaluated, should include the
following:
(cid:131) Experience in and a demonstrated ability to conduct public involvement techniques such as holding public
and study committee meetings, conducting stakeholder interviews, developing effective survey instruments,
communicating effectively with a range of local stakeholders, etc.
(cid:131) A strong understanding of municipal planning, utility operations, and local government in New York
(cid:131) Knowledge of economic and environmental benefits of implementing stormwater BMPs in a municipality with
an aging stormwater infrastructure system.
(cid:131) Relevant experience in stormwater management and financing as it relates to providing recommendations and
guidance to local government officials responsible for the management and operations of stormwater
infrastructure and facilities (as required).
(cid:131) Experience in and a demonstrated ability of setting actionable goals, analyzing problems, generating alternative
solutions, and providing recommendations and implementation strategies, including those related to
financing both green and gray infrastructure BMPs.
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