Professional Engineering Services - FEMA Public Assistance Hurricane Ida Recovery Project 6 - Road

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane IDA Recovery Projects 6
CITY OF ORANGE TOWNSHIP
Essex County, New Jersey
REQUEST FOR PROPOSALS / QUALIFICATIONS
Professional Engineering Services - FEMA Public Assistance Hurricane Ida
Recovery Project 6 - Road to Well House #6
RFP No.: 2026-FEMA-IDA-ENG-02
Issue Date: July 23, 2026
Proposal Due Date and Time: August 6, 2026 at 11:00 AM
Proposal forms, instructions to bidders, specifications and other bidding documents can be obtained on
the City website: WWW.ORANGENJ.GOV under the business tab - Bids and Solicitations.
Submission Location: City of Orange Township City Hall, Finance Department - 2nd Floor, 29 North Day
Street, Orange, NJ 07050
OFFICIAL PROCUREMENT DOCUMENT - FOR DISTRIBUTION
This RFP is issued for professional engineering services only. Construction work will be procured separately if authorized by
the City. Proposers are responsible for reviewing the official public notice, all attachments, City-required forms, and any
addenda issued by the City.
City of Orange Township - RFP/RFQ - Professional Engineering Services

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane IDA Recovery Projects 6
Table of Contents
* 1. Notice to Proposers
* 2. Purpose and Background
* 3. Source Documents and Reference Materials
* 4. Project Summary
* 5. Scope of Professional Engineering Services
* 6. FEMA / Grant Compliance Requirements
* 7. Deliverables
* 8. Proposal Submission Requirements
* 9. Evaluation Criteria
* 10. Fee Proposal Instructions
* 11. Schedule
* 12. Insurance, Legal, and Contract Requirements
* 13. City Reservation of Rights
* Appendix A - Fee Proposal Form
* Appendix B - Abbreviations and Definitions
* Appendix C - Proposal Submission Checklist
* Appendix D - Federal / Grant Contract Provisions Reference
City of Orange Township - RFP/RFQ - Professional Engineering Services

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane IDA Recovery Projects 6
1. Notice to Proposers
The City of Orange Township is requesting proposals and qualifications from qualified professional engineering firms
licensed to practice in the State of New Jersey to provide engineering services related to FEMA Public Assistance
Hurricane Ida recovery projects. The selected firm shall provide document review, field verification, engineering
design, permitting assistance, bid document preparation, construction-phase support, inspection support, cost
reconciliation, and FEMA closeout documentation support.
This solicitation is intended to procure professional engineering services only. It is not a construction bid.
Construction work, if authorized by the City, shall be separately procured in accordance with applicable City, State,
and Federal procurement requirements.
Proposals shall be submitted to: City of Orange Township, Office of the Purchasing Agent/QPA, City Hall, Finance
Department - 2nd Floor, 29 North Day Street, Orange, NJ 07050. Submit sealed proposals in the number of copies
and manner stated in the official public notice or bid posting.
2. Purpose and Background
The City has FEMA Public Assistance projects associated with Hurricane Ida, FEMA Disaster DR-4614-NJ. The City
seeks engineering support to move the projects from FEMA-approved or FEMA-documented scope into construction-
ready documents while preserving FEMA eligibility, procurement compliance, environmental and historic preservation
compliance, and auditable documentation.
The City expects the selected engineer to act as a professional advisor, not merely to restate existing estimates. The
engineer shall independently review the FEMA Project Worksheets, Damage Description and Dimensions, field
inspection reports, cost estimates, EHP conditions, insurance conditions, current site conditions, utility conflicts,
permitting requirements, and constructability constraints before preparing any design documents, bid specifications,
quantity takeoffs, or recommendations to proceed.
Important Scope Control Language
Field inspection reports, contractor/vendor estimates, FEMA reports, and cost summaries are provided as reference materials.
The selected engineer must independently verify quantities, limits of work, current field conditions, constructability, permitting
needs, and FEMA scope alignment. Reference material shall not be treated as the City's final engineering determination.
3. Source Documents and Reference Materials
The City may provide the following materials to proposers for review. The selected firm shall identify any missing
documents, conflicts, inconsistencies, or documents needed before design or bid preparation.
* FEMA Project Worksheet / Grants Manager project reports for each applicable project.
* FEMA Damage Description and Dimensions (DDD), Scope of Work (SOW), cost estimate references, and
EHP/insurance conditions.
* Field inspection and construction readiness reports prepared in April 2026.
* Available photographs, site inspection reports, prior cost estimates, prior contractor correspondence, and any
available mapping or utility records.
* City standard contract documents, insurance requirements, purchasing forms, legal terms, disclosure forms,
addenda, and federal/state grant clauses issued with or incorporated into the official procurement package.
City of Orange Township - RFP/RFQ - Professional Engineering Services

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane IDA Recovery Projects 6
4. Project Summary
Project FEMA Reference Location / Facility Reference Cost Information
Project 6 - Road to Well Project #667486 / P.W. #1497 / Cherry Lane, South Mountain Reservation Park, FEMA WTBC/CRC gross cost:
House #6 Category C - Roads and Bridges West Orange, NJ 07052; asphalt roadway to Well $13,562.04; Federal share listed at
House #6. 90%. FEMA project notes clarify a
DDD typo: the road base depth should
be 17 inches, not 1 inch.
4.1 Project-Specific Engineering Review Requirements
Project 6 - Road to Well House #6
Title: Orange Township Road Repairs - Welfield Roadway / Road to Well House #6
FEMA Reference: Project #667486 / P.W. #1497 / Category C - Roads and Bridges
Location: Cherry Lane, South Mountain Reservation Park, West Orange, NJ 07052; asphalt roadway to Well House
#6.
Damage / FEMA Scope Context: High-velocity floodwater overtopped the road and caused asphalt surface
washout, base washout, rip rap displacement, and gabion basket wire damage.
Current Field / Reference Information: FEMA documentation states the road work had begun, but the final scope
indicates remaining work to restore pre-disaster design, function, and capacity within the existing footprint. No
separate April 2026 field inspection report was provided in the latest upload for this project.
Reference Cost Information: FEMA WTBC/CRC gross cost: $13,562.04; Federal share listed at 90%. FEMA
project notes clarify a DDD typo: the road base depth should be 17 inches, not 1 inch.
Required Engineering Focus: Verify current completion status, remaining quantities, asphalt/base repair, rip rap
replacement, gabion steel mesh repair, permit/EHP conditions, and whether any completed work must be
documented for FEMA closeout.
5. Scope of Professional Engineering Services
The selected engineering firm shall provide the services listed below as authorized by the City. The City may issue a
notice to proceed by phase, by project, or by task order.
Task 1 - Project Document Review and Kickoff
* Review FEMA Project Worksheets, DDDs, approved scopes, EHP conditions, insurance conditions, cost
estimates, field inspection reports, and available City records.
* Conduct kickoff meeting with City representatives, including Purchasing/QPA, Administration, OEM,
DPW/Water/Sewer, Engineering, and grant compliance personnel as applicable.
* Prepare a project-by-project scope reconciliation memo identifying FEMA-approved scope, current field
conditions, known discrepancies, missing documentation, and recommended next steps.
Task 2 - Field Verification and Engineering Assessment
* Perform site visits and field measurements sufficient to verify location, limits of disturbance, quantities, access,
staging, drainage, utility conflicts, traffic impacts, and public safety concerns.
* Document current conditions with photographs, notes, and sketches suitable for City records and FEMA support.
* Identify whether current field conditions remain within the approved FEMA scope or may require a scope version,
amendment, improved project review, alternate procedure, or additional State/FEMA coordination.
Task 3 - Regulatory and Permitting Review
* Identify all anticipated Federal, State, County, local, and utility permits/approvals, including NJDEP, soil
erosion/sediment control, flood hazard, wetlands/waterway, dam safety, road opening, traffic control, utility
markout, and railroad/NJ Transit coordination where applicable.
City of Orange Township - RFP/RFQ - Professional Engineering Services

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane IDA Recovery Projects 6
* Prepare or assist with permit applications as authorized by the City.
* Track permit conditions that must be incorporated into construction bid documents.
Task 4 - Design Documents and Technical Specifications
* Prepare design plans, technical specifications, details, quantity takeoffs, and engineer's opinion of probable
construction cost for City review.
* Use bid items and technical specifications that support FEMA documentation and avoid mixing eligible work with
non-eligible betterments unless the City separately authorizes and tracks such work.
* Identify any recommended hazard mitigation, resilience, or code-required improvements separately from FEMA
in-kind restoration items.
Task 5 - Construction Bid Support
* Assist the City with preparation of construction bid documents, including project-specific technical specifications
and bid quantities.
* Attend any pre-bid meeting, respond to bidder questions, prepare technical addenda, and assist with review of
bids for technical responsiveness.
* Provide recommendation memoranda as requested by the City. The City's Purchasing Agent/QPA and Law
Department shall control procurement form, advertisement, award, and contract language.
Task 6 - Construction Administration and Inspection Support
* Attend pre-construction meeting and periodic progress meetings as authorized.
* Review shop drawings, submittals, material certifications, change order requests, requests for information, pay
estimates, and field issues.
* Provide construction observation/inspection reports sufficient to support quality control and FEMA closeout
documentation.
Task 7 - FEMA Closeout and Grant Documentation Support
* Prepare or assist with project closeout packages, including final quantities, as-built information, photographs, pay
applications, change order documentation, cost reconciliation, force account information if applicable, and
explanation of any scope variances.
* Support City responses to NJOEM/FEMA requests for information.
* Maintain records in a format suitable for audit and FEMA Public Assistance closeout.
6. FEMA / Grant Compliance Requirements
The selected firm shall perform services in a manner that supports compliance with FEMA Public Assistance
requirements, applicable 2 CFR Part 200 procurement and cost principles, and applicable State and local
procurement requirements. The firm shall not advise the City to proceed with work outside the approved FEMA
scope without clearly identifying the issue in writing and recommending the proper City/FEMA coordination path.
* No work shall be designed, bid, or recommended as FEMA-eligible solely because it appears in a field inspection
report or contractor estimate. FEMA-approved scope, DDD, EHP conditions, insurance conditions, and current
conditions must be reconciled first.
* The firm shall identify any potential duplication of benefits, insurance recovery issue, environmental permit issue,
or change in approved scope that may affect reimbursement.
* The firm shall separate in-kind restoration, code-required work, recommended hazard mitigation, maintenance
work, betterments, and owner-requested improvements in estimates and bid documents.
* The firm shall maintain project records sufficient to support the City's procurement record, construction record,
payment support, and FEMA closeout.
* Contracts for professional engineering services shall not be structured as cost-plus-percentage-of-cost or
percentage-of-construction-cost contracts. Fee proposals shall be submitted as lump-sum by phase/project and
hourly rates for authorized additional services.
City of Orange Township - RFP/RFQ - Professional Engineering Services

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane IDA Recovery Projects 6
7. Deliverables
* Kickoff meeting agenda and meeting minutes.
* Project-by-project scope reconciliation memorandum.
* Site verification notes, photographs, and measurement backup.
* Permitting matrix and regulatory approval plan.
* Preliminary and final design plans, details, and technical specifications.
* Engineer's opinion of probable construction cost with quantities and assumptions.
* Construction bid technical documents and responses to technical bidder questions.
* Construction administration logs, inspection reports, submittal reviews, pay estimate reviews, and change order
review memoranda as authorized.
* FEMA closeout support package with final quantities, costs, photographs, and explanation of any approved
scope changes.
8. Proposal Submission Requirements
Each proposal should be clear, direct, and limited to information needed for evaluation. The City may reject
proposals that are incomplete, materially nonresponsive, or fail to include required forms.
1. Cover letter signed by an authorized representative.
2. Firm profile and office location that will perform the work.
3. Proof of New Jersey professional engineering licensure and identification of the responsible engineer of record.
4. Relevant FEMA Public Assistance, municipal infrastructure, water/sewer/stormwater, dam/reservoir, roadway,
permitting, and construction-phase experience.
5. Project team organization chart and resumes for key personnel.
6. Project approach and understanding of FEMA scope control, current field verification, permitting, bid preparation,
and construction support.
7. Similar project references with municipal contact information.
8. Fee proposal using the form in Appendix A.
9. Required City forms, certifications, disclosure forms, Business Registration Certificate, insurance certificates, and
any additional documents required by Purchasing/Law.
9. Evaluation Criteria
Criteria Weight Evaluation Focus
FEMA PA / disaster recovery 25% Experience with FEMA scopes, DDDs, EHP conditions, cost reconciliation,
experience closeout support, and audit-ready documentation.
Technical qualifications and municipal 20% Relevant NJ municipal engineering experience involving water, sewer, stormwater,
infrastructure experience dams/reservoirs, roadways, utilities, permitting, and construction support.
Understanding of project scope and 20% Ability to identify scope conflicts, field constraints, permitting needs, utility conflicts,
constructability staging/access issues, and FEMA eligibility concerns.
Project approach, staffing, and 15% Clear approach, responsible project manager, qualified team, realistic schedule,
schedule and availability to proceed.
NJ procurement/bid support experience 10% Experience supporting municipal bidding, technical addenda, bid review, and
construction administration.
Fee proposal / cost reasonableness 10% Reasonable, transparent, phase-based fee proposal and hourly rates for authorized
additional services.
10. Fee Proposal Instructions
The fee proposal shall be submitted using Appendix A. The City may award by full package, by project, by phase, or
by task order. Firms shall not base fees on a percentage of construction cost. The City may negotiate fair and
reasonable compensation with the most qualified firm, subject to applicable procurement requirements and governing
body authorization where required.
* Provide lump-sum fees by project and by phase where possible.
* Provide hourly rates for authorized additional services only.
City of Orange Township - RFP/RFQ - Professional Engineering Services

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane IDA Recovery Projects 6
* Identify reimbursable expenses, if any, and whether they are included or excluded.
* Identify assumptions, exclusions, and optional services separately.
* Do not include construction work in the engineering fee proposal.
11. Schedule
Milestone Date / Time
RFP/RFQ issued July 23, 2026
Deadline for questions July 30, 2026 at 4:00 PM
Addenda issued, if required August 3, 2026
Proposals due August 6, 2026 at 11:00 AM
Interviews, if held Week of August 18, 2026, if held
Anticipated award / authorization September 2026, subject to City review and required
authorization
Kickoff meeting Within five (5) business days after Notice to Proceed
12. Insurance, Legal, and Contract Requirements
The selected firm shall comply with all insurance, indemnification, professional liability, standard terms, disclosure
forms, non-collusion requirements, confidentiality requirements, and contract provisions required by the City
Purchasing Agent/QPA and Law Department. At minimum, the selected firm should expect to provide professional
liability/errors and omissions insurance, general liability, automobile liability, workers compensation, and any other
coverage required by the City before contract execution.
The successful proposer shall comply with applicable New Jersey business registration, public contracting, pay-to-
play, affirmative action/equal employment opportunity, ownership disclosure, non-collusion, prevailing wage/public
works registration requirements where applicable, and all other City-required procurement documents.
13. City Reservation of Rights
* The City reserves the right to reject any or all proposals, waive informalities where legally permissible, request
clarification, conduct interviews, negotiate scope and fee, award by project or phase, and cancel or reissue this
solicitation if in the City's best interest.
* The City is not obligated to award a contract solely based on lowest fee.
* The City may require additional documentation before award.
* The City may modify the final scope of services to align with FEMA, NJOEM, legal, budgetary, or operational
requirements.
* This solicitation may be amended only by written addendum issued by the City through the official procurement
process. Oral statements, informal emails, or unofficial communications shall not modify this RFP/RFQ.
Appendix A - Fee Proposal Form
Provide a proposed fee by project and phase. Fees shall be lump-sum where possible. Hourly rates may be provided
for authorized additional services only. Do not price work as a percentage of construction cost.
Project Review/Scoping Design/Permitting Bid Support Construction FEMA Total
Support Closeout
Project 6 - Road to Well House #6 $________ $________ $________ $________ $________ $________
Hourly Rate Schedule for Authorized Additional Services:
Title / Classification Name Hourly Rate
Principal / Project Executive $
Project Manager / PE $
Civil Engineer $
Electrical Engineer $
City of Orange Township - RFP/RFQ - Professional Engineering Services

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane IDA Recovery Projects 6
Title / Classification Name Hourly Rate
Environmental / Permitting Specialist $
Construction Inspector $
Administrative / Grant Support $
Appendix B - Abbreviations and Definitions
Abbreviation Meaning
A/E Architectural / Engineering
BRC Business Registration Certificate
CEF Cost Estimating Format
CFR Code of Federal Regulations
CY Cubic Yard
DDD Damage Description and Dimensions
DI Damage Inventory / Damaged Inventory
DGA Dense Graded Aggregate
DHS Department of Homeland Security
DR Disaster Declaration / Disaster Recovery reference
EHP Environmental and Historic Preservation
FEMA Federal Emergency Management Agency
FIRM Flood Insurance Rate Map
FT Feet / Foot
GPS Global Positioning System
HMP Hazard Mitigation Proposal / Hazard Mitigation Plan scope
LF Linear Feet
NEPA National Environmental Policy Act
NJDEP New Jersey Department of Environmental Protection
NJOEM New Jersey Office of Emergency Management
O&M Obtain and Maintain insurance requirement
PA Public Assistance
PDMG Program Delivery Manager
PW / P/W Project Worksheet
QPA Qualified Purchasing Agent
ROW Right-of-Way
RSMeans Construction cost estimating database
SF Square Feet
SFHA Special Flood Hazard Area
SIR Site Inspection Report
SOW Scope of Work
WTBC Work to Be Completed
Appendix C - Proposal Submission Checklist
Each proposal should include the following items unless modified by addendum or by the official public notice:
Cover letter signed by an authorized representative.

Firm profile and office location that will perform the work.

Proof of New Jersey professional engineering licensure and identification of the responsible engineer of record.

Project team organization chart and resumes for key personnel.

Narrative project approach addressing FEMA scope control, field verification, permitting, bid support, construction

support, and closeout documentation.
Relevant FEMA Public Assistance, NJ municipal infrastructure, roadway, water/sewer/stormwater, dam/reservoir,

permitting, and construction support experience.
Similar project references with municipal/public owner contact information.

City of Orange Township - RFP/RFQ - Professional Engineering Services

City of Orange Township - RFP No. 2026-FEMA-IDA-ENG_02 - FEMA Hurricane IDA Recovery Projects 6
Completed fee proposal form and hourly rate schedule.

Disclosure of any actual, potential, or perceived conflict of interest, including any role preparing prior estimates,

field reports, or project documentation.
City-required procurement forms, certifications, disclosure forms, Business Registration Certificate, insurance

evidence, and any addenda acknowledgement required by the official bid package.
Appendix D - Federal / Grant Contract Provisions Reference
The following provisions are included to support distribution of this RFP for a FEMA Public Assistance-funded
professional services procurement. The City's Purchasing Agent/QPA and Law Department control the final contract
language and any required attachments.
* The selected firm shall comply with the Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards, 2 CFR Part 200, as applicable to FEMA Public Assistance funding.
* All procurement and contract records must support full and open competition, documented procurement
procedures, cost/price reasonableness, conflict-of-interest controls, and audit-ready retention of project records.
* The resulting contract shall not use cost-plus-percentage-of-cost or percentage-of-construction-cost pricing. Fees
shall be task-based, lump sum where feasible, with hourly rates only for authorized additional services.
* The resulting contract may include federal contract provisions, as applicable, including remedies for breach,
termination for cause/convenience, equal employment opportunity, Davis-Bacon/Copeland provisions where
applicable, Contract Work Hours and Safety Standards Act where applicable, Clean Air Act/Federal Water
Pollution Control Act provisions where applicable, debarment and suspension, Byrd Anti-Lobbying certification,
procurement of recovered materials, domestic preference, access to records, record retention, and any
FEMA/NJOEM-required clauses.
* If the selected professional prepares specifications, requirements, statements of work, or bid documents for later
construction or equipment procurement, the City may restrict that professional and related entities from
competing for later construction or vendor work when required to avoid unfair competitive advantage.
* The City's Purchasing Agent/QPA and Law Department shall control final contract form, legal clauses, required
municipal forms, advertisement language, award procedure, and execution of any agreement.
Proposal Package Label
SEALED PROPOSAL - DO NOT OPEN
RFP: Professional Engineering Services - FEMA Public Assistance Hurricane Ida Recovery Project 6 - Road to
Well House #6
City of Orange Township, Essex County, New Jersey
Due: August 6, 2026 at 11:00 AM
Submitted by: ______________________________
City of Orange Township - RFP/RFQ - Professional Engineering Services