Municipal Engineering Services Addendum 1

Introduction
Phoenixville Borough, Chester County, Pennsylvania, is located about 25 miles
northwest of Philadelphia. The Borough of Phoenixville (Borough) occupies about 3.8
sq. mi. and its current population is approximately 21,000. There are approximately 49
miles of roadway in the Borough with 41 owned by the Borough and the remaining 8
miles are State Roads 23, 29, and 113. The Borough currently owns seven municipal
parking lots. The Borough also owns and manages its own Water Treatment Plant and
System and its own Waste Water Treatment Plant and System. Further information about
the Borough's government can be found at http://www.phoenixville.org.
The Borough of Phoenixville is seeking proposals for Municipal Engineering Services
within the Borough of Phoenixville.
Scope of Services
The Borough of Phoenixville is soliciting proposals and qualifications from firms
interested in providing municipal engineering services. The firm must have all applicable
licenses to perform municipal engineering in Pennsylvania, have at least seven (7) years
of experience in a similarly sized municipality, and have experience with doing
engineering studies and recommendations on a myriad of issues, including but not limited
to:
A. Plan Review Services
The selected Municipal Engineer will provide technical review of, and answer inquiries
related to site plans, subdivision plans, improvement plans, land disturbance plans,
improvement plans and escrows relating to projects proposed by applicants to be
developed in the Borough to ensure that such conform to codes adopted by the Borough.
B. Improvement Inspection Services
The selected Municipal Engineer will provide improvement inspections throughout the
land development process to ensure sites are built in accordance with approved plans.
C. Municipal Project Design Services
The selected Municipal Engineer must have the capability to design a full array of public
works type projects including transportation infrastructure systems, park and recreation
facilities, and stormwater management systems, in a manner that the infrastructure is
functional and cost effective. The selected consulting Municipal Engineer must be able to
provide structural/engineering guidance for municipal structures.
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D. Water Treatment Plant Design. Engineering, Construction and Management Services
The selected Municipal Engineer must have the capability to provide engineering
services for design and construction management concerning the Borough's water system
improvements and system expansion and improvements.
E. Waste Water Treatment Plant Design. Engineering, Improvement and Management
Services
The selected Municipal Engineer must have the capability to provide engineering
services for design and construction management concerning the Borough's waste water
system improvements and system expansion and improvements. The selected consulting
Municipal Engineer shall assist the Borough in the submission of DEP Wasteload
Management (Chapter 94) Annual Reports.
F. Municipal Improvement Administration and Observation
The selected Municipal Engineer will manage project improvements for general
compliance with the design plans and specifications, conduct pre-construction meetings,
approve shop drawings, prepare daily reports for all work observed, process payment
requests, and close-out contracts.
G. Environmental Services & Regulatory Agency Interactions
The selected Municipal Engineer shall be well versed in regulatory compliance and
permitting and be familiar with approval procedures of regulatory agencies including, but
not limited to, the following: Pennsylvania Department of Transportation, Pennsylvania
Department of Conservation and Natural Resources, Pennsylvania Department of
Environmental Protection, Pennsylvania Emergency Management Agency, U.S. Army
Corps of Engineers, Federal Emergency Management Agency, Federal Highway
Administration, and the U.S. Environmental Protection Agency and other regulatory
agencies with jurisdiction in the Borough.
H. Grant/Bid Assistance
The selected Municipal Engineer shall, as requested, complete or assist in the completion
of grant applications and preparation of specifications and management of the bidding
process for municipal or municipal sponsored projects.
I. Surveying, Easements and Related Services
The selected Municipal Engineer shall have the capability of performing boundary
surveys, topographic surveys, construction stake-out, prepare easement plats and
easement documents, legal descriptions, and assist in easement acquisition.
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J. CAD and GIS Capabilities
The selected Municipal Engineer shall have computer aided drafting and geographical
information system capabilities upon request. Ability to use ArcGIS is preferred.
K. MS4 Program Services
The selected consulting Municipal Engineer shall assist the Borough in reporting,
mapping and permitting requirements under the State Municipal Separate Storm Sewer
Systems (MS4) Program and perform stormwater reviews in accordance with the relevant
Act 167 Plan and Borough ordinance requirements.
L. General Borough Support
The selected consulting Municipal Engineer is also expected to cooperate and coordinate
with the Borough and its staff, and the Borough's other consultants, including without
limitation its Solicitor, in representing the best interests of the Borough in a variety of
issues that may arise during such engagement.
Proposal Requirements
All proposals should be submitted in accordance with the instructions detailed below.
Responses should address the following requests for information or questions.
A. Transmittal Letter
1. Each proposal should be accompanied by a letter of transmittal which
summarizes the key points of the proposal and which is signed by an
authorized officer or principal of the submitter.
2. The transmittal letter shall be signed by an official of the company authorized
to bind the consultant to a contract including the name, title, address, email,
and telephone number of the individual with authority to negotiate and bind
the company contractually.
B. Firm Experience and Qualifications
1. Provide an overview of the firm and its qualifications. Include the location
of your firm's primary office, as well as any other offices in the
Commonwealth of Pennsylvania or other states.
2. Describe your firm's relevant municipal experience for the past five (5)
years.
3. Describe your firm's equal employment opportunity policies and programs.
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4. Submit three (3) references for different municipalities of like size with
names and direct line telephone numbers.
C. Engineering Services Team
1. The selected Municipal Engineer shall assign to the Borough a minimum of
one (1) staff person who is a Professional Engineer licensed to practice in
the State of Pennsylvania, as well as the anticipated primary support team,
and include the following:
a) Experience and qualifications of personnel to be assigned for these
services, their functions and levels of responsibility.
b) References and brief summaries of similar services provided within the
preceding two years.
c) Current workload of the selected firm and staff capability of meeting the
limitations of this Request for Proposals.
2. The selected Municipal Engineer must commit to provide services to the
Borough in a timely manner, without unreasonable delays.
3. The selected Municipal Engineer is expected to attend a variety of municipal
meetings, including, but not limited to, Council meetings, Planning and
Zoning meetings, meetings of affected property owners, meetings with
developers, and meetings with Borough staff and developers. Borough
Planning Commission meetings are held on the second Thursday of the
month.
4. The selected Municipal Engineer will be expected to provide the Borough
with copies of all work products without limitation, which shall include
reports, analyses, correspondence, plans, proposals, submittals, schematics,
exhibits, spreadsheets, drawings and any other documents produced in
connection with the consulting relationship with the Borough in printed
form, as well as in electronic form to include portable document format and
the root file(s).
5. At such time the Borough ceases the engagement of the Municipal Engineer,
the firm shall promptly return to the Borough all files complete with all
documents, memos, legal research notes, correspondence and all other
material contained therein including but not limited to electronic data, at no
cost to the Borough.
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D. Conflicts of Interest
1. Describe any material financial relationships that you or your firm or any
employee has with any individual or organization that may create a conflict
of interest in representing the Borough.
2. Describe any family relationship that any employee of your firm has with
any public servant that may create a conflict of interest or the appearance of
a conflict of interest in representing the Borough.
3. Describe any other matter that your firm believes may create a conflict of
interest or the appearance of a conflict of interest in representing the
Borough and the manner in which such conflicts described in this paragraph
will be resolved.
4. Disclosure of Political Contributions (last five years) to candidates and/or
campaigns in Phoenixville Borough.
a) Any amount in currency.
b) Any other monetary or in-kind (goods or services) contributions in
excess of $250 in the aggregate from one source.
5. Provide a list of all lawsuits against your firm within the last five years.
Include name, date and description of lawsuit. If an outcome was reached,
please provide description and any associated monetary values.
6. Has your firm been found to be in violation of any Federal, State, or local
laws or regulations in the last five years? If so, please provide a description
of each violation and associated remedy and/or action taken.
E. Fee Proposals
1. It is requested that you provide an hourly fee proposal for lead engineer,
associates and staff as applicable. This fee proposal should clearly delineate
reimbursable expenses as well as overhead charges. This proposal should
also delineate any rate adjustment such as the difference between the typical
rate versus municipal rate. Rate must also include what increment of time is
billable. Indicate whether the firm will hold the fee proposal for one, two, or
three years.
2. Willingness to discount rate on municipal projects and at what percent.
3. Willingness to provide information for grant preparation at no cost or at
discount rate and percent.
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F. Insurance Coverage.
1. The submission shall include evidence of the Respondent's currently
applicable error's and omissions insurance policy coverage.
Evaluation Criteria and Selection Process
The Borough Council reserves the right to:
1. Select a proposal in its entirety or some portion(s) thereof.
2. Reject any and all proposals, in whole or in part.
3. Waive irregularities.
4. Request oral presentations and/or individual interviews from those
individuals or firms determined to be in a competitive range.
5. Make the final selection using criteria judged to be the maximum benefit to
the Borough as a whole.
Evaluation Criteria:
1. The Borough will rank firms based on the Borough's evaluation of the
Proposals received in response to this solicitation. The final review will be
established directly from the Proposals. The following factors, listed in order
of importance, will be considered by the Borough during the evaluation of the
business partners submitting Proposals:
a) The overall ability of the respondent to mobilize, undertake and
successfully complete the scope of work in a timely fashion. This criterion
will include, but not be limited to, the following factors: the number and
qualifications of management, supervisory and other staff proposed by the
respondent to perform the services required by this RFP; the availability
and commitment to the engagement of the respondent's management,
supervisory and other staff proposed.
Weight 35 points
b) The respondent's general approach to providing the services required
under this RFP.
Weight 20 points
c) The qualifications and experience of the respondent's management,
supervisory or other key personnel assigned to the engagement, with
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emphasis on municipal experience and to the services required by this
RFP.
Weight 20 points
d) The respondent's municipal experience and to the engagement addressed
by this RFP.
Weight 15 points
e) Other criteria as deemed appropriate by the Borough.
Weight 10 points
Selection Process
1. The Borough reserves the right to complete the selection project without
proceeding to an interview phase, and the Borough may choose to select a
consultant based upon information supplied in the proposal. The Borough
also reserves the right to request additional information or clarification from
respondents as desired to reach a final decision. The Borough reserves the
right to make a final decision without an interview.
2. Phoenixville Borough Council will select the respondent deemed most
advantageous to the Borough, with price and other factors considered. The
resulting contract will include this RFP, any clarifications or addenda
thereto, the selected respondent's proposal, and any changes negotiated by
the parties. Phoenixville Borough shall not be required to appoint the lowest
cost respondent.
3. Although the ranking process may assist the Borough in selecting a
Municipal Engineering Firm, the Borough reserves the right to complete the
selection of a Municipal Engineering Firm without reliance on such ranking.
Proposal Submission
A. Proposals, including any/all attachments, cover letter and tabs should not exceed
ten (10) pages in length on 8 12" x 11" paper, single spaced using a minimum font
size of 12 pt. Please do not provide any marketing materials.
B. Proposals shall be scanned as a PDF file and submitted in electronic format via
email to the below email address. Faxed proposals will not be accepted.
C. Proposal must be received by 11:00am EST on Wednesday, October 7, 2026.
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D. Proposals are to be submitted to:
Borough Manager
351 Bridge Street, Second Floor
Phoenixville, PA 19460
Attn: Municipal Engineering Services - RFP
Manager@phoenixville.org
Subject line shall be: Municipal Engineering Services RFP
E. Any questions regarding the RFP must be addressed to the Borough Manager
prior to Close of Business on Wednesday, September 30, 2026 at the following
manager@phoenixville.org subject line shall be: Municipal Engineering Services
RFP. Whether the Borough chooses to response to any inquiry is at the discretion
of the Borough.
F. The entire RFP and any Addendum will be included on the website at
https://phoenixville.org/Bids.aspx.
Proposer Interviews
The Borough plans to conduct interviews with the top three (3) selected firms during the
week of October 19, 2026. The Borough requests the proposers seek to make themselves
available during this time in person. Any cost incurred by the respondents in preparing or
submitting a response to this RFP or interviewing for this project shall be the
respondents' sole responsibility.
Disclosure
During the Request for Proposal consideration and selection process, all Proposals shall
remain confidential, except as required by law. The entire selection process
(procurement) file for the successful firm, if any, shall be opened to the public (which
includes all respondents) after an agreement is approved by the Borough, except those
items for which confidentiality has been requested in writing by the Respondent, and
providing that the Borough Solicitor has reviewed and determined this to be properly
confidential under the Commonwealth Open Records Act and other relevant statutes and
regulations.
Insurance
A. Workers' Compensation Insurance
Each respondent shall submit with its bid a Certificate of Insurance issued by an
insurance company satisfactory to the Borough evidencing the existence of the
mandatory minimum coverages required by this section.
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The successful respondent shall, during the term of the contract, maintain
Workers' Compensation Insurance in order to fully protect both its employees and
the Borough, as may be required by any and all state and federal laws, and
provide the Borough with an appropriate certificate evidencing the existence of
said insurance policy; provided, however, that employer liability coverage shall
not be less than $1,000,000 for each occurrence.
B. Liability Insurance
The successful respondent shall maintain, during the term of the contract, at its
own expense, the following minimum liability insurance coverage:
A. General Public Liability Insurance (non-automotive) for personal injury and
property damage in the amount of $1,000,000.00 for each occurrence and
$3,000,000.00 in the aggregate;
B. Automotive Liability Insurance for personal injury and property damage in the
amount of $1,000,000.00 for each occurrence and $3,000,000.00 in the
aggregate; and
C. Umbrella Excess Liability coverage policy in the amount of $5,000,000.00.
The aforesaid policies of insurance and others that may be necessary to comply
herewith shall be maintained in the amounts set forth above and shall, inter-alia,
name the Borough as an additional insured and be designed to protect the Borough
from all claims for damages of any kind or any nature whatsoever including, but
not limited to, wrongful death, which may arise from the obligation of the
successful respondent in the performance of its contract, whether such obligation
be controlled by the successful respondent itself, or by someone, either directly or
indirectly, employed by it, for the purpose of accomplishing some obligation
incumbent upon the successful respondent by the terms of the contract, and shall
provide at the insurer's expense all necessary legal aid, counsel and representation.
All insurance policies maintained hereunder shall be issued by an insurance carrier
licensed and authorized to conduct business in the Commonwealth of Pennsylvania
and shall be obtained and properly endorsed in favor of the Borough before
execution of the contract hereunder.
Said policies shall remain in full force and effect until the expiration of the term of
the contract or the completion of all duties to be performed hereunder by the
successful respondent, whichever shall occur later. The successful respondent shall
deposit with the Borough Manager the original policies of insurance herein
referred to or true copies thereof prior to commencing work under the contract.
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