Underground Utility Location and Damage Prevention Services ? Genesee County

REQUEST FOR
PROPOSAL / QUALIFICATIONS
Monroe County
Water Authority
Underground Utility Location and
Damage Prevention Service
August 7. 2026
Monroe County Water Authority
475 Norris Drive
Rochester, New York 14610

Request for Proposal
Underground Utility Location and Damage Prevention Service Genesee County
Page 1 of 12
SECTION 1 - INVITATION TO PARTICIPATE
1.1 Purpose
The Monroe County Water Authority (MCWA) is seeking proposals from prospective
utility locating companies.
Prospective Proposers must offer a proposal that will meet the scope of services,
qualifications and general description of capabilities identified in Section 2 of this
document.
In responding to this RFP/Q, Proposers must follow the prescribed format as outlined
in Section 3. By so doing, each Proposer will be providing MCWA with comparable data
submitted by other Proposers and, thus, be assured of fair and objective treatment in
the MCWA review and assessment process.
1.2 RFP/Q Procurement Officer
The RFP/Q Procurement Officers identified below are the sole point of contact regarding
this RFP/Q from the date of issuance until the selection of the successful Proposer.
Larry Magguilli
Larry.magguilli@mcwa.com
Phone (585) 442-2001 x257
Monroe County Water Authority
475 Norris Drive
Rochester, New York 14610-0999
1.3 Presentation and Clarification of MCWA's Rights and Intentions
MCWA intends to enter into a contract with the selected Proposer to supply the services
described in Section 2. However, this intent does not commit MCWA to award a contract
to any responding Proposer, or to pay any costs incurred in the preparation of the
proposal in response to this request, or to procure or contract for any equipment.
MCWA reserves the right, in its sole discretion, to (a) accept or reject in part or in its
entirety any proposal received as a result of this RFP/Q if it is in the best interest of
MCWA to do so; (b) award one or more contracts to one or more qualified Proposers if
necessary to achieve the objectives of this RFP/Q if it is in the best interest of MCWA to
do so.

Request for Proposal
Underground Utility Location and Damage Prevention Service Genesee County
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1.4 Timeline
The schedule of events for this RFP/Q is anticipated to proceed as follows:
All questions from eligible Proposers must be emailed to
larry.magguilli@mcwa.com by 10AM EST on Friday, August 14, 2026
Answers to questions will be sent back to all eligible Proposers by
Tuesday, August 18, 2026 end of day.
Final RFP/Q submissions must be received by 11:00 AM Eastern Time on
Wednesday, August 26, 2026 at the address shown in Section 3.1.A
Offer/Bidder Disclosure should be completed, signed and included with
the submission. The right to withdraw will expire on this date.
It is anticipated that if an acceptable proposal is received that a Contract will
be awarded by approximately the week of September 15, 2026
1.5 Overview of the Organization
The Monroe County Water Authority provides high quality, safe and reliable water, in a
financially responsible manner. MCWA was created by State legislation in 1950 to solve
the water supply needs of this community. In 1959, the Authority took over the assets
of the private New York Water Service Corporation and had 27,000 retail customers,
serving just portions of the County's inner ring towns and portions of the City. As
surrounding towns and villages faced new water supply challenges, the Authority's
service area has steadily grown. Today, the Authority serves over 210,000 customers
in every town and village in Monroe County (partially in the City of Rochester) plus
towns, villages and other water authorities in each of the five adjacent counties.
The communities served are shown below:

Request for Proposal
Underground Utility Location and Damage Prevention Service Genesee County
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1.6 Overview of the Project
MCWA is seeking a contractor or contractors for locating underground MCWA owned
infrastructure. This includes but not limited to; water mains and valves including main
line and guard valves. Water services long and short including curb boxes. Information
on MCWA infrastructure will be provided as needed after award of contract.
The Authority is currently seeking proposals for Genesee County.
Information on MCWA infrastructure will be provided as needed.
Refer to the map above for any additional information.
SECTION 2 - DETAILED SCOPE OF WORK
2.1 Proposal Detail
Below are the tasks and deliverables to be completed under this contract. Additional
tasks may be required as appropriate and are not subject to additional fees or charges.
The Proposal requires at minimum:
All MCWA owned infrastructure be marked out in blue to prevent any damage. Each
location / request shall require the following.
1. Water main marked in blue, with flags and paint, for location and direction.
2. Water services marked in blue with flags and paint, including both sides of the
street when requested.
3. Curb boxed will be located, uncovered for verification and marked in blue in flags
& paint.
4. Valve boxes will be located, uncovered for verification and marked in blue in flags
and paint.
5. Blue survey marking paint and flags will be supplied by the Authority.
6. All locating equipment is the responsibility of the contractor. The contractor will
keep all equipment up to date and calibrated for accuracy.
7. The Authority will inspect contractor's vehicles, and equipment prior to any
approval.
Refer to Section 3 for further detail regarding response formats and requirements.
2.2 Price Proposal
The Price Proposal should be based on the following requirements outlined in the
remainder of Section 2 and in appendix A.
2.2.1 Current State

Request for Proposal
Underground Utility Location and Damage Prevention Service Genesee County
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The Authority currently completes all stakeout requests internally with Authority staff.
This is accomplished by a dispatch function who requests from and receives locates
through UDIGNY. These requests once received, are then distributed between
employees who are assigned towns for completion.
2.2.2 Requirements for Service:
A. Locates are completed during normal business hours Monday through
Friday (regular) with a 48-hour response time and indicated in the chart
below.
B. Types of locates are to include regular and short notice. The types are as
outlined in the UDIGNY request system.
C. All locates are to be completed before the work start ("DIG" in above chart)
date.
D. Clear Notify will be at a fixed rate.
2.2.3 Price and Service Requirements
A. Propose base price for services listed in section 2.2.2., regular, short notice,
and clear notify.
B. Provide pricing for additional related services not listed in section 2.2.2. This
includes ground-penetrating radar, providing the year, make and model of
equipment.
C. Travel and living expenses will not be included or approved in any services.
D. If late fees are incurred due to any circumstances. The fees will be the
responsibility of the locating company, not MCWA.
SECTION 3 - SPECIFIC PROPOSAL REQUIREMENTS

Request for Proposal
Underground Utility Location and Damage Prevention Service Genesee County
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3.1 Submission of Proposer's Statement of Qualifications and Proposal
A. Acceptance Period and Location: To be considered, Proposers must submit
a complete response to this RFP/Q. Proposers not responding to all
information requested in this RFP/Q or indicating exceptions to those items
not responded to may have their proposals rejected. The sealed Proposal must
be received before the time designated in Section 1. Proposals received late due
to failure of the delivery service to deliver them on time, even in cases of
weather, will be returned unopened. Proposals must be delivered to the
address below via delivery service (such as UPS or FedEx) with instructions to
Deliver to Bid Box located at Employee Entrance, Door #19. Proposers have
sole responsibility to contact the Procurement Officer to confirm receipt of the
Proposal. US Mail, e-mail and hand delivery are not an acceptable means to
deliver to this location. Proposals sent via US Postal Service will be returned,
unopened. Please address the proposals to:
Attn: Larry Magguilli
Underground Utility Location and Damage Prevention Service
475 Norris Drive
Bid Box located at Employee Entrance, Door #19
Rochester, New York 14610-0999
B. Required Copies: Proposers must submit one (1) ink-signed original Proposal
and four (4) copies of the signed original proposal. An official authorized to
bind the Proposer to its provisions must sign proposals.
C. Economy of Preparation: Proposals should be prepared as simply as possible
and provide a straightforward, concise description of the Proposer's
capabilities to satisfy the requirements of the RFP/Q. Expensive bindings,
color displays, promotional material, etc. are neither necessary nor desired.
Emphasis should be concentrated on accuracy, completeness, and clarity of
content. All parts, pages, figures, and tables should be numbered and clearly
labeled. Vague terms such as "Proposer complies" or "Proposer understands"
should be avoided.
3.2 Response Date
To be considered, a sealed Proposal must arrive on or before the location, time and date
specified in Section 3.1 A. Requests for extension of the submission date will not be
granted. Proposers sending proposals should allow ample delivery time to assure timely
receipt of their proposals. Proposals must be delivered via a trackable overnight service.
No proposals will be accepted via US Mail or via email.
3.3 Clarification of RFP/Q and Questions
Questions that arise prior to or during proposal preparation must be submitted in
writing via email to the RFP/Q Procurement Officer (refer to Section 1.2) by 12:00

Request for Proposal
Underground Utility Location and Damage Prevention Service Genesee County
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PM Eastern Time on Friday, August 21. Questions and answers will be provided to all
eligible Proposers who have received this specification, signed an NDA, and must be
acknowledged in the RFP/Q response. MCWA reserves the right to not respond to
questions that are too sensitive in nature or pose a risk to the security of any networks,
computer systems, and data. No contact will be allowed between the Proposer and any
other member of MCWA with regard to this RFP/Q during the RFP/Q process unless
specifically authorized in writing by the RFP/Q Coordinator. Prohibited contact may be
grounds for Proposer disqualification.
3.4 Addenda to the RFP/Q
In the event it becomes necessary to revise any part of this RFP/Q specification, addenda
will be provided to all eligible Proposers. An acknowledgment of such addenda, if any,
must be submitted with the RFP/Q response.
3.5 Organization of Qualification and Proposal Statement
This section outlines the information that must be included in your Qualifications and
Proposal Statement. Please respond with your information in the same order as the
items in the section.
A. Summary of the proposal: Include a table view that summarizes the
proposal at the beginning, which clearly outlines the costs and options of your
proposal.
B. Company Information: Provide a brief history of your company including
the number of years in business, identification of company ownership, and
the number of employees.
C. Qualification description: Provide detailed information relating to the
qualifications of the personnel proposed to support this engagement.
Include descriptions of at least five similar projects that were completed by
the personnel proposed for this project.
D. Optional features: List options that are recommended that exceed the
specification and any cost associated.
E. References: Provide a minimum of three clients for whom your company has
provided similar services. Include the following information for each client:
i. Name and address of the client;
ii. Name and telephone number of contact person;
iii. Summary of the services provided.
F. Procurement Form: Include and sign the procurement disclosure form
contained in Section 4.6. Failure to ink sign the original copy of the proposal
will disqualify the proposal.

Request for Proposal
Underground Utility Location and Damage Prevention Service Genesee County
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3.6 Organization of Price Proposal
A. Price Proposal Based on Existing Format: Please provide a price for the
project based on the specifications detailed in section 2.2. A tabular format is
preferred. This can be detailed in the summary section of the proposal
(Section 3.5A). Conversely, optional services and pricing can be detailed in
the optional features section of the proposal (Section 3.5D).
3.7 Method of RFP/Q Evaluation
A. RFP/Q Evaluation Committee: Selected personnel from MCWA will form the
evaluation committee for this RFP/Q. It will be the responsibility of this
committee to evaluate all properly prepared and submitted proposals for the
RFP/Q and make a recommendation for award.
B. RFP/Q Evaluation and Selection Criteria: All properly prepared and
submitted Proposals shall be subject to evaluation deemed appropriate for the
purpose of selecting the Proposer with whom a contract may be signed.
Evaluation of the proposals will consider several factors, each of which has
an impact on the relative success of the Proposer to provide the services as
outlined in Section 2.
C. Contract Approval Process: Proposers must be aware that any contract
resulting from this request for proposals is subject to prior approval by the
MCWA Board of Directors. MCWA anticipates awarding this contract by
approximately the week of September 14, 2026.
D. Review shall be based on the following ranking criteria
Prior Years in Number of Number Truck Completeness
Vendor Location Experience Business Employees of Trucks Quality Cost of Proposal
(X%) (X%) (X%) (X%) (X%) (X%) (X%)
A City, State
B City, State
C City, State
3.8 Investigations
MCWA reserves the right to conduct any investigations necessary to verify information
submitted by the Proposer and/or to determine the Proposer's capability to fulfill the
terms and conditions of the bidding documents and the anticipated contract. MCWA
reserves the right to visit a prospective Proposer's place of business to determine the
existence of the company and the management capabilities required to administer this
agreement. MCWA will not consider Proposers that are in arrears to MCWA, in
bankruptcy, or in the hands of a receiver at the time of tendering a proposal or at the
time of entering into a contract.

Request for Proposal
Underground Utility Location and Damage Prevention Service Genesee County
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SECTION 4 - GENERAL INFORMATION FOR THE PROPOSER
4.1 Reservation of Rights
MCWA reserves the right to refuse any and all proposals, in part, or in their entirety, or
select certain products from various Proposer proposals, or to waive any informality or
defect in any proposal should it be deemed to be in the best interest of MCWA. MCWA
is not committed, by virtue of this RFP/Q, to award a contract or to procure or contract
for services. The proposals submitted in response to this request become the property
of MCWA. If it is in its best interest to do so, MCWA reserves the right to:
A. Make selections based solely on the proposals or negotiate further with
one or more Proposers. The Proposer selected will be chosen on the basis
of greatest benefit to MCWA as determined by an evaluation committee.
B. Negotiate contracts with the selected Proposers.
C. Award a contract to more than one Proposer.
D. Inspect vehicles of proposers before awarding the contract.
4.2 Acceptance of Proposal Content
The contents of the proposal of the successful Proposer may become contractual
obligations, should a contract ensue. Failure of a Proposer to accept these obligations
may result in cancellation of the award.
Upon contract signing, proposer will be required to provide proof of insurance including
insurance for mis-marks and associated costs as well as sign a Non-Disclosure
Agreement before receiving a file of GIS mapping.
4.3 Contract Payment
Actual terms of payment will be the result of agreements reached between MCWA and
the Proposer selected.
4.4 Incurring Costs
MCWA is not liable for any costs incurred by Proposer prior to the effective date of the
contract.
4.5 Material Submitted
All rights, title and interest in the material submitted by the Proposer as part of a
proposal shall vest in MCWA upon submission of the Proposer's proposal to MCWA
without any obligation or liability by MCWA to the Proposer. MCWA has the right to use
any or all ideas presented by a Proposer.

Request for Proposal
Underground Utility Location and Damage Prevention Service Genesee County
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MCWA reserves the right to ownership, without limitation, of all proposals submitted.
However, because MCWA could be required to disclose proposals under the New York
Freedom of Information Law, MCWA will, to the extent permitted by law, seek to protect
the Proposer's interests with respect to any trade secret information submitted as
follows:
Pursuant to Public Officers Law 87, MCWA will deny public access to Proposer's
proposal to the extent the information constitutes a trade secret, which if disclosed
would cause substantial harm to the Proposer's competitive position, provided the
Proposer identified the information it considers to be a trade secret and explains how
disclosure would cause harm to the Proposer's competitive position.
4.6 Procurement Policy
Pursuant to State Finance Law 139-j and 139-k, this Request for Qualifications
includes and imposes certain restrictions on communications between a Governmental
Entity (including the Authority) and Bidder/Offerer during the procurement process. A
Bidder/Offerer is restricted from making contacts from the earliest notice of intent to
solicit offers through final award and approval of the Procurement Process by the
Authority to other than the Authority's Procurement Officers unless it is a contact that
is included among certain statutory exceptions set forth in State Finance Law 139-
j(3)(a). The Authority's Procurement Officers for this Governmental Procurement, as of
the date hereof, are identified herein. Authority employees are also required to obtain
certain information when contacted during the restricted period and make a
determination of the responsibility of the Bidder/Offerer pursuant to these two statutes.
Certain findings of non-responsibility can result in rejection for contract award and in
the event of two findings within a four (4) year period, the Bidder/Offerer is debarred
from obtaining government Procurement Contracts. Further information about these
requirements may be obtained from the Procurement Officers.
The Authority reserves the right to terminate this contract in the event it is found that
the certification filed by the Bidder/Offerer in accordance with State Finance Law 139-
k(5) was intentionally false or intentionally incomplete. Upon such finding, the
Authority may exercise its termination right by providing written notification to the
Bidder/Offerer in accordance with the written notice terms of this contract.