Project Information

Bid Title

Professional Services for Finished Water Flow Management

Issuing Agency

City of Saratoga Springs

Location

New York

Published Date

Feb 23, 2026

Closing Date

Mar 24, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 2026-02

Original Source

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Project Description

Bid Number:	RFP 2026-02
Bid Title:	Professional Services for Finished Water Flow Management
Category:	Bids and RFPs
Status:	Open

Publication Date/Time: 2/23/2026 9:30 AM Closing Date/Time: 3/24/2026 2:00 PM Related Documents: Professional Services for Finished Water Flow Management RFP 2026-02

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JOHN SAFFORD

MAYOR

JOANNE KIERNAN

COMMISSIONER OF FINANCE

BK KERAMATI

COMMISSIONER OF PUBLIC WORKS

TIM COLL

COMMISSIONER OF PUBLIC SAFETY

JESSICA TROISI

COMMISSIONER OF ACCOUNTS

City of Saratoga Springs, NY

Request for Proposal

Professional Services for

Finished Water Flow

Measurement

PREPARED BY: Department of Public Works

February 20, 2026

.........................................................................................................................................................

ALL BIDS SHALL BE ENCLOSED IN A SEALED ENVELOPE MARKED:

RFP #: 2026-02 – Professional Services for Finished Water Flow Measurement

Name of Bidder: ____________________________________

RFP Opening: Tuesday, March 24, 2026 at 2:00 p.m.

AND RETURN TO:

City of Saratoga Springs

Department of Accounts

474 Broadway Suite 14

Saratoga Springs, NY 12866

City of Saratoga Springs, NY

RFP Opening: Tuesday March 24, 2026 2:00 p.m.

Professional Services for Finished Water Flow Measurement 2026-02

_____________________________________________________________________________________________________________________

NOTICE TO BIDDERS

The City of Saratoga Springs, New York, will receive sealed bids for Professional Services for Finished Water Flow

Measurement. Sealed bids must be received in its’ entirety by the City of Saratoga Springs, Office of the

Commissioner of Accounts, 474 Broadway Suite 14, Saratoga Springs, New York, 12866, by Tuesday March 24,

2026 at 2:00 p.m. at which time they will be publicly opened and read.

Interested firms are strongly encouraged to attend a pre-proposal meeting at.

Saratoga Springs City Hall

474 Broadway NY 12866

March 4 ,2026 @ 10:00am

Council Room.

Copies of the Request for Proposal (RFP) may be obtained on the City’s web page at www.saratoga-springs.org,

under current bids. There is no fee for these documents.

Addenda, if any, will be issued only to those persons whose name and address are on record with the City as

having obtained a bid packet. Addenda to the bid, when issued, will be on file in the City Clerk’s Office at least five

(5) days before the bid opening date. If you have obtained a bid packet through the City’s web site and would like

to be on record for any Addenda please email stefanie.richards@saratoga–springs.org with your name, the name

of the bid packet obtained and email address.

Questions regarding the bid should be directed to Stefanie Richards in writing at stefanie.richards@saratoga-

springs.org. All bids must be made on the official bid form or an exact copy by reproduction thereof and enclosed is

a sealed envelope.

No Bidder may withdraw his/her bid within sixty (60) calendar days after the actual date of the opening thereof. A

Bidder may withdraw their bid response in writing immediately following this sixty (60) day per New York State

Finance Law §163(9)(e). The City reserves the right to reject any and all bids, to waive any and all informalities

and the right to disregard all nonconforming, non-responsive or conditional bid documents per New York State

Finance Law §163(9)(d).

Page 2 of 13

City of Saratoga Springs, NY

RFP Opening: Tuesday March 24, 2026 2:00 p.m.

Professional Services for Finished Water Flow Measurement 2026-02

_____________________________________________________________________________________________________________________

INSTRUCTIONS TO BIDDERS

1. RFP DOCUMENTS

This document includes a complete set of the RFP specifications and required documents, which are for the

convenience of Bidders and are not to be detached from the bid. Failure to submit the required forms at the

time of bid submission may disqualify the bid submission.

2. INTERPRETATION OR ADDENDA

No oral interpretation will be made to any Bidder as to the meaning of the bid or any part thereof. Every

request for such an interpretation shall be made in writing to the City. Any inquiry received seven (7) or more

days prior to the date fixed for opening of bids shall be given consideration. Every interpretation made to a

Bidder shall be in the form of Addenda to the bid, and when issued, shall be on file in the City Clerk’s Office at

least five (5) days before bids are opened. All Addenda shall be emailed to each person whose name and

address are on record with the City as having obtained a bid packet or has attended a pre-bid meeting. All such

Addenda shall become part of the bid and all Bidders shall be bound by such Addenda, whether or not received

by the Bidders.

3. BIDS

All bids shall be submitted on documents supplied by the City and shall be subject to all requirements of the

bid, including any plans, and these Instructions to Bidders. All bids shall be regular in every respect and no

interlineations, excisions or special conditions shall be made or included in the bid documents by the Bidder.

The City may consider as irregular any bid on which there is an alteration of or departure from the bid forms

hereto attached and at its’ option may reject the same. Purchases by the City of Saratoga Springs are not

subject to any sales or federal excise taxes.

4. NON-COLLUSIVE BIDDING AND VENDOR CERTIFICATIONS:

Each Bidder submitting a bid to the City for the work contemplated by the documents on which bidding is based

shall execute and attach thereto, the Non-Collusion and Vendor Code of Conduct Affidavit on the form

herein provided, to the effect that he/she has not colluded with any other person, firm or corporation in regard to

any bid submitted.

5. RISK AND SAFETY AGREEMENT AND CERTIFICATE OF INSURANCE:

Bidder must execute the Risk and Safety Agreement and include the agreement with the bid response

submission. A Certificate of Insurance providing proof of the required insurance as outlined in the Risk and

Safety Agreement with the bid response submission

6. APPRENTICESHIP PROGRAM:

The City of Saratoga Springs hereby requires any contractor on a project in excess of Two Hundred Thousand

Dollar ($200,000.00) aggregate, at the time of bid date, or submission of quote, and prior to entering into a

construction contract with the City of Saratoga Springs, or any sub-contractor on such a project with a sub-

contract in excess of Fifty Thousand Dollar ($50,000.00) aggregate, at the time of bid date, or submission of

quote, and prior to entering into a sub-contract with a contractor who has a construction contract with the city of

Saratoga Springs on a project in excess of Two Hundred Thousand Dollar ($200,000.00)aggregate, to have

apprenticeship agreements traditionally and historically appropriate for the type and scope of work to be

performed, which have been registered with, and approved by, the New York State Commissioner of Labor, and

which have a graduation rate of at least thirty percent (30%).

7. CORRECTIONS:

The Bidder must initial erasures or other changes in the bid.

Page 3 of 13

City of Saratoga Springs, NY

RFP Opening: Tuesday March 24, 2026 2:00 p.m.

Professional Services for Finished Water Flow Measurement 2026-02

_____________________________________________________________________________________________________________________

8. RECEIVING BIDS:

Bids received prior to the advertised time of opening shall be securely kept, sealed. The City Clerk’s office,

whose duty it is to open them shall decide when the specified time has arrived to open bids, and no bid

received thereafter will be considered. LATE BIDS shall be rejected. E-mail or faxed bid submissions are

not acceptable and shall not be considered.

9. OPENING OF BIDS:

At the time and place fixed for the opening of bids, the City shall cause to be opened and publicly read aloud

every bid that was received within the time set for receiving bids. Bidders and other persons properly

interested may be present, in person or by representative.

10. WITHDRAWAL OF BIDS:

Bids may be withdrawn on written request dispatched by the Bidder in time for delivery in the normal course of

business prior to the time fixed for opening; provided that written confirmation of withdrawal over the signature

of the Bidder is placed in the mail and postmarked prior to the time set for bid opening.

11. EVALUATION PROCESS:

After the bid opening, each Bidder’s proposal will be screened for completeness and conformance with the

requirements for this bid submission as set forth under the Bidders Submittal Instructions.

Written bid amounts are the legally binding bid amount. Numeric bid amounts are viewed as a convenience.

Proposals that do not meet the City’s requirements, as outlined in the RFP, may be deemed nonresponsive and

given no further consideration. Proposals meeting the City’s requirements shall be evaluated with the criteria

listed below:

A. Design approach and methodology per project requirements 40%

B. Capability and project experience

45%

C. Pricing / fee proposal

15%

The selection committee will primarily be composed of City employees. There will be interviews with selected

firms as part of the evaluation process.

12. AWARD OF CONTRACT: REJECTION OF BIDS

If the contract is awarded, it shall be awarded to the responsive and responsible Bidder submitting the best

value bid complying with the conditions and qualifications of the Notice to Bidders and Instructions to Bidders.

The Bidder to whom the award is made will receive a "Notice of Award" at the earliest possible date.

The City, however, reserves the right to:

a. reject any and all bids and to waive any informality in bids received whenever bid packages are submitted

incomplete without the required attachments and/or such rejections or waivers are in the City’s best

interest;

b. consider as not responsible any Bidder who does not habitually perform with their own forces at least fifty

percent (50%) of the dollar value of the work involved in the contract;

c. award the bid, in part, on the Bidder’s ability to provide timely technical assistance, part(s) replacement and

service for repairs;

d. give preference to Minority Women Business Enterprise (MWBE) businesses; and/or

e. extend the contract for one (1) year from expiration under the same terms and conditions as long as the

extension is agreeable to both the City and the Contractor.

13. EQUAL EMPLOYMENT OPPORTUNITY:

Page 4 of 13

City of Saratoga Springs, NY

RFP Opening: Tuesday March 24, 2026 2:00 p.m.

Professional Services for Finished Water Flow Measurement 2026-02

_____________________________________________________________________________________________________________________

The City, state and federal government have stringent requirements for ensuring that all Bidders comply with

regulations requiring that employees and applicants for employment are not discriminated against because of

their race, color, religion, sex or national origin. Bidders will be required to abide by those requirements.

14. AMERICANS WITH DISABILITIES ACT:

The Bidder agrees to comply with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation

Act of 1973 and not discriminate on the basis of disability in the admission or access to, or treatment of

employment in its services, programs, or activities. The Bidder agrees to hold harmless and indemnify the City

from costs, including but not limited to damages, attorney's fees and staff time, in any action or proceeding

brought alleging a violation of ADA and/or Section 504 caused by the Bidder. The Bidder agrees that

accommodations will be provided upon request to allow individuals with disabilities to participate in all services,

programs and activities provided by the Bidder.

15. CIVIL RIGHTS:

The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC

§2000d to 2000d-4) and its regulations, hereby notifies all Bidders that it will affirmatively ensure that any

contract entered into pursuant to this advertisement will provide the opportunity for disadvantaged business

enterprises to be afforded full and fair opportunity to submit bids in response to this invitation and will not be

discriminated against on the grounds of race, color, or national origin in consideration for an award.

16. SEXUAL HARRASSMENT:

Every employer in the New York State is required to adopt a sexual harassment prevention policy giving all

employees a legal right to a workplace free from sexual harassment. The City is committed to maintaining a

workplace free from sexual harassment. Per New York State law, the City has a sexual harassment prevention

policy in place. This policy applies to all employees, paid or unpaid interns and non-employees in our

workplace, regardless of immigration status.

17. COMPLIANCE

Failure to comply with any of the above terms or any evidence of poor quality or service will be considered

cause of discontinuing business with the successful Bidder.

18. CONTRACT TERM

The term of this Contract shall commence per the date of approval of this Contract by the City Council of

the City of Saratoga Springs. Any modification, including but not limited to balance limits per task item, of

the work performed by the Engineer shall be made in writing and shall not be undertaken until the City

agrees to the modification in writing.

19. APPLICATION FOR PAYMENT

Vendor invoices must include the City template for an “Application for Payment” (copy attached). Vendor

must submit an Application for Payment within thirty (30) days of the completion of the invoiced tasks.

Failure to do so may result of non-payment of the invoice. Applications for Payment must accompany

detailed time sheets for the work period included on the application for payment. Supplemental costs

include direct expenses such as travel, postage, photocopying, and map reproduction.

20. CONTINGENCY ALLOWANCE

Vendor agrees that a contingency allowance, if any, is for the sole use of the City to cover unanticipated

costs. The Contract Price may only be changed by a Contract Amendment.

Page 5 of 13

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541618Other Management Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

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