Webster Water Treatment Plant Filter No. 3 Underdrain Failure Evaluation

REQUEST FOR
QUALIFICATIONS AND PROPOSAL
Monroe County
Water Authority
We bster WTP Filter No. 3 Underdrain
Failure Evaluation
July 23, 2026
Monroe County Water Authority
475 Norris Drive
Rochester, New York 14610
Authority Project No. 26-S05

RFQ/P Webster WTP Filter No. 3 Underdrain Failure Evaluation
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SECTION 1 - INVITATION TO PARTICIPATE
1.1 Purpose
Monroe County Water Authority (Authority) is soliciting Statements of Qualifications
and Price Proposals (together referred to as "Proposal") from consultants for
professional engineering services for the evaluation and replacement of the Filter No. 3
failed underdrain system at the Webster Water Treatment Plant (WTP) located at 593
Basket Road in the Town of Webster. Prospective Proposers must offer a Proposal that
will meet the scope of services, qualifications, and general description of work
activities identified in Section 2 of this Request for Qualifications and Price Proposal
(RFQ/P).
In responding to this RFQ/P, Proposers must follow the prescribed format as outlined
in Section 3. By so doing, each Proposer will be providing the Authority with
comparable data submitted by other Proposers and, thus, be assured of fair and
objective treatment in the Authority's review and evaluation process.
1.2 RFQ/P Procurement Officer
Pursuant to State Finance Law 139-j and 139-k, this RFQ/P includes and imposes
certain restrictions on communications between a Governmental Entity (i.e., the
Authority) and Bidder/Offerer (i.e., Proposer) during the procurement process. The
RFQ/P Procurement Officer identified below is the sole point of contact regarding this
RFQ/P from the date of issuance until the selection of the successful Proposer.
Chris J. LaManna, P.E.
Director of Production and Transmission
Shoremont Water Treatment Plant
4799 Dewey Avenue
Rochester, New York 14612
Email: christopher.lamanna@mcwa.com
1.3 Presentation and Clarification of the Authority's Rights and Intentions
The Authority intends to enter into a contract with the selected Proposer to supply the
services described in Section 2. However, this intent does not commit the Authority 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 services. The Authority 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 RFQ/P if it is in
the best interest of the Authority to do so; (b) award one or more contracts to one or
more qualified Proposers if necessary to achieve the objectives of this RFQ/P (and if it
is in the best interest of the Authority to do so).
1.4 Pre-Proposal Meeting
A pre-proposal meeting and site visit will be held at the Webster WTP (593 Basket
Road, Webster NY) on Friday July 31, 2026 at 9:00 a.m. The Webster WTP is a
secure facility. Proposers planning to attend the pre-proposal meeting shall notify the
Procurement Officer via email no later than 5:00 p.m. Wednesday, July 29, 2026 and
shall provide names of all attendees. Each attendee must present a valid photo
identification upon entrance to the WTP.

RFQ/P Webster WTP Filter No. 3 Underdrain Failure Evaluation
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1.5 Time Line
The schedule of events for this selection process is anticipated to proceed as follows:
* Pre-proposal meeting: July 31, 2026 at 9:00 a.m.
* All requests for RFQ/P clarification must be submitted in writing to the
Procurement Officer at the email address provided in Section 1 and received no
later than 5:00 p.m. EST on August 7, 2026.
* As deemed appropriate, questions will be answered and documented in writing
as an Addendum to the RFQ/P, which will be issued by the Authority no later
than August 12, 2026.
* Proposal submissions must be received by 3:30 p.m. EST on August 25, 2026
at the address shown in Section 3.1.
* Selection of the Proposer and Notice of Award: by September 10, 2026.
* Execution of Professional Services Agreement: by September 24, 2026.
1.6 Overview of the Organization
The Authority provides high quality, safe and reliable water, in a financially
responsible manner. It 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:
KENDALL LAKE ONTARIO
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MONROE COU TY
WATER AUTHORITY MURRAY O TARIQ WILLIAMSON
SERVICE AREA MAP
JANUARY 2021 CLARENDON VsALWORTH fllARION
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PEMBROKE BATAVIA f.ffi~ STAFFORD FARMINGTON MANCHESTER
DARIEN
EAST
BLOOMFIELD CANANOAIG
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EXCHANGE A.GREE~IEN'i'
O suPPLEME'ITALSUPPLY

RFQ/P Webster WTP Filter No. 3 Underdrain Failure Evaluation
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1.7 Overview of the Project
1.7.1 Existing Conditions
The Authority's Webster WTP is a direct filtration surface water treatment plant
utilizing Lake Ontario as its source. The WTP was constructed and placed into
operation in 2013, and has a permitted capacity of 50 million gallons per day (mgd).
The WTP produces an annual average of approximately 12 mgd, with peak production
approximately 25 mgd.
The WTP has six dual media gravity filters containing 12-inches of sand and 30-inches
of granular activated carbon media. The filters are equipped with surface wash
equipment and a Xylem Leopold Type S(R) with I.M.S(R) media retainer underdrain
system. Each filter is 34'-0" by 35'-2" with a surface area of approximately 1,196
square feet.
The WTP site has seasonally high groundwater levels and there is a history of
groundwater intrusion into the Filter Pipe Gallery through joints in the building
structures and via failed electrical conduit that is buried beneath the foundation slab.
There is also a history of structure settlement.
1.7.2 Filter No. 3
In January 2026, Filter No. 3 was taken out of service due to a significant
deterioration in performance. The filter was drained and a substantial loss of media
was observed. The media was removed and the underdrain inspected by a
manufacturer's representative in April 2026. A catastrophic failure of the underdrain
system was observed with a significant portion of the underdrain system found to be
lifted in the center portion of the filter. The end caps on the flume side of the filter
were also found to be separated from the underdrain blocks. A copy of select relevant
pages from Xylem's Field Service Report are included as Attachment A.
In their report, Xylem identified three potential scenarios for failure of the underdrain,
which are summarized below, but could not conclusively determine the specific root
cause(s) of the failure:
* Hydraulic surge by rapid fill or trapped air;
* Installation deficiency, specifically insufficient grout behind end caps; and/or
* Structural issues beneath the filter floor.
1.7.3 Project Objective
Although Xylem identified several potential scenarios that could've caused or
contributed to the underdrain failure, further evaluation is necessary to determine the
specific root cause(s) of the failure. Determining the specific root cause(s) of the failure
is critical so that appropriate remedies can be implemented prior to replacement of the
underdrain system to avoid a potential failure reoccurrence.

RFQ/P Webster WTP Filter No. 3 Underdrain Failure Evaluation
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SECTION 2 -SCOPE OF WORK
2.1 General
Presented in this Section is a description of the tasks, scope of work, and deliverables
required to be completed for the Project. The Proposer is encouraged to expand upon
this scope of work and present additional detail delineating its proposed approach to
the Project. General requirements to be provided in all tasks as part of the scope of
work are presented below.
1. Prepare minutes of all meetings and distribute via email to all attendees within
five days of the meeting.
2. Submit draft version of all technical memoranda and reports to the Authority for
review in PDF unless indicated otherwise. Submit final versions within 10 days of
receipt of review comments from the Authority. Submit one original and one PDF
version.
Additional tasks may be required. If necessary, the Authority will request a specific
scope of services and proposed fee, as appropriate.
2.2 Task 1 - Project Initiation
Conduct a project kickoff meeting with Authority personnel. The purpose of the project
kickoff meeting will be to introduce the project team and roles; establish lines of
communication; review the project scope of services, goals, and deliverables; review
the project schedule; and conduct an initial site visit to the Webster WTP. Prior to the
meeting, submit a request for information including record documents and other
similar information as necessary to complete the work.
2.3 Task 2 - Removal of Failed Underdrain
Provide final design, bid phase, and construction phase services for demolition and
removal of the failed underdrain from Filter No. 3 as outlined below. The design should
be sufficient to allow further evaluation of the Filter No. 3 structure to determine the
root cause(s) of the underdrain failure.
2.3.1 Final Design
Prepare bid documents (including drawings and project manual) suitable for public
bidding for demolition and removal of the failed underdrain from Filter No. 3. Include
design drawings and specifications in the bid documents with sufficient detail to
establish the technical requirements of the Project. Provide the Authority a minimum
of two weeks following each progress submittal for preparation of its review comments.
Requirements for preparation of final design and bid documents is outlined below:
1. Design Coordination and Review Meetings
* 95% Design Submittal review videoconference

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2. Specifications
* Front-end documents including advertisement, instruction to bidders,
agreement, general conditions, supplemental conditions; and technical
specifications including the Authority's standard specifications as applicable.
The Authority will provide its standard front-end documents to the Consultant
in Microsoft Word format.
* Technical specifications and bid items shall follow Authority's standard format.
3. 95% Design Submittal shall include the following:
* Complete set of draft 95% complete bid documents including all drawings and
specifications in PDF.
* Updated opinion of probable project costs and project schedule; and
* 95% Design Submittal review videoconference to discuss Authority review
comments.
4. 100% Design Submittal shall include the following:
* Complete set of 100% complete bid documents including all drawings and
specifications in PDF; and
* Final as-bid opinion of probable project costs and project schedule.
* The Authority will review and provide any final comments to the Consultant.
5. Submit final complete set of bid documents incorporating all of the Authority's
review comments and suitable for advertisement for public bids.
2.3.2 Bid Phase
Furnish the Authority with up to 20 sets of full-size drawings and project manuals for
the purpose of issuing to prospective bidders. Prepare addenda to all holders of bid
documents for interpretation and clarification as required. The Authority will advertise
for proposals from bidders, distribute the appropriate bid documents and addenda to
the bidders, open bids at the appointed time and place, and pay all costs incidental
thereto. Evaluate bids and bidder's qualifications in accordance with Authority
procedures, and prepare a formal recommendation for award.
2.3.3 Construction Phase
Act as the construction contract manager/administrator, advise the Authority, act as
the Authority's representative at the Project site, issue all instructions of the Authority
to the construction contractor, and perform the tasks listed below:
1. Review shop drawings and other submittals;
2. Prepare payment estimates;
3. Conduct construction progress meetings;
4. Review construction schedules;
5. Prepare clarifications, modifications, and change orders to the contract documents;

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6. Provide resident project representation during all construction activities and submit
daily work reports;
7. Conduct preliminary and final inspections; and
8. Prepare record drawings.
2.4 Task 3 - Evaluation
Conduct an evaluation to determine the specific root cause(s) of the underdrain failure
and prepare recommendations for improvements. The evaluation should include an
assessment of Filter No. 3 with the failed underdrain in place, and after it has been
demolished and removed (under Task 2 - Removal of Failed Underdrain). Present
evaluation results and recommendations in an Evaluation Report. Specific items to be
completed under this task, at a minimum, are outlined below.
1. Conduct additional site visits and field inspections as required to confirm existing
conditions and complete the evaluation.
2. Review original basis of design information, current operating conditions, and
available record documents as necessary.
3. Conduct additional field testing as required.
4. Develop recommendations for repairs and other improvements necessary to
replace the failed underdrain system.
5. Prepare an Evaluation Report that summarizes results of the evaluation and
recommendations for improvements. The Evaluation Report shall include the
following, at a minimum:
a. Results of all evaluations conducted;
b. Conclusions identifying the root cause(s) of the underdrain failure;
c. Recommendations for repairs and improvements to address the root cause(s)
of the underdrain failure, and for installation of new underdrain.
d. Proposed basis of design for the preferred improvements;
e. Preliminary sketches and drawings, as applicable;
f. Necessary calculations;
g. Opinion of probable project costs; and
h. Proposed project schedule through construction.
6. Submit draft Evaluation Report and conduct review meeting to obtain the
Authority's review comments. Submit final Evaluation Report within two weeks
following review meeting.
2.5 Additional Final Design, Bid, and Construction Phase Services
Following completion of Task 3 - Evaluation, the Authority may request additional
final design, bid phase and construction phase services to implement the
recommended improvements and install a new underdrain system in Filter No. 3. If

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these additional services are requested, the Authority will negotiate a separate detailed
scope of services and price proposal based on the recommendations presented in the
final Evaluation Report.
2.6 Preliminary Project Schedule
A preliminary schedule for completion of the Project is presented below:
* Project Kickoff Meeting By October 1, 2026
* Submit Final Bid Documents for By November 23, 2026
Demolition and Removal of Filter No. 3
Underdrain
* Bid and Construction Phase Services for December 2026 - February 2027
Demolition and Removal of Filter No. 3
Underdrain
* Submit Draft Evaluation Report Within Four Weeks After
Substantial Completion of the
Demolition and Removal of Filter
No. 3 Underdrain

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SECTION 3 - SPECIFIC PROPOSAL REQUIREMENTS
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 RFQ/P. Proposers not responding to all information
requested in this RFQ/P or indicating exceptions to those items not responded
to may have their Proposal rejected.
The sealed Proposal must be received at the address below on or before the time
specified 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. Requests for extension of the submission time or date will not be
granted. Proposals will not be opened publically.
All Proposals must be received in a sealed envelope clearly labeled "Webster
WTP Filter No. 3 Underdrain Failure Evaluation-Proposal" and marked with the
due date and time. Proposals must be delivered to the address below via
delivery service (such as FedEx or UPS) or hand delivery. U.S. Postal Service
mail delivery is NOT an acceptable means to deliver to this location.
Proposals submitted via U.S. Postal Service will be returned unopened. If
using a delivery service, include instructions to "Deliver to Bid Box located at
Employee Entrance, Door #19." Proposers have sole responsibility to contact
the Procurement Officer and confirm receipt of the Proposal. Please address
Proposals to:
Attn: Chris J. LaManna, P.E.
Webster WTP Filter No. 3 Underdrain Failure Evaluation - Proposal
475 Norris Drive
Bid Box at Employee Entrance, Door #19
Rochester, New York 14610
B. Required Copies: Proposers must submit one signed original and two copies of
the Proposal. The Proposer will make no other distribution of proposals. An
official authorized to bind the Proposer to its provisions must sign the Proposal.
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 RFQ/P. 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.
D. Public Disclosure: The Proposer acknowledges that all submitted materials not
marked confidential or proprietary shall be subject to public disclosure as may
be required per applicable regulations or laws.
3.2 Request for Clarification of RFQ/P
Questions that arise during Proposal preparation must be submitted in writing via
email to the Procurement Officer pursuant to instructions in Section 1 of this RFQ/P.

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No contact will be allowed between the Proposer and any other member of the
Authority with regard to this RFQ/P during the procurement process unless
specifically authorized in writing by the RFQ/P Procurement Officer. Prohibited
contact may be grounds for Proposer disqualification.
3.3 Addenda to the RFQ/P
In the event it becomes necessary to revise any part of this RFQ/P, addenda will be
provided to all that received the RFQ/P and posted on the Authority's website. An
acknowledgment of such addenda, if any, must be submitted with the Proposal. If the
RFQ/P was downloaded from the Authority's website and was not received directly
from the Authority, then prospective Proposer is not on a list to receive any addenda.
It is the Proposers' responsibility to confirm any addenda have been issued.
3.4 Organization of Statement of Qualifications
This section outlines the information that must be included in your Statement of
Qualifications. Please respond with your information in the same order as the items in
the section.
A. 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.
B. Qualifications: Describe a minimum of five projects of similar scope that best
demonstrate the company's (and sub-consultants as appropriate) qualifications
to undertake all aspects of the work.
C. Project Team: Provide a description of the project team's organization and
roles. List the specific project team members and their office location. Include
resumes for all project team members, including proposed subconsultants.
Please note the Authority places great importance on the individual team
members. Those proposed should be available if selected. If in doubt, listing
"alternatives" is acceptable. Include a description of your approach to meet the
M/WBE goals for the Project (see Section 4.15).
D. Project Approach and Scope of Services: Describe in detail your approach to
executing and managing the Project, including your corporate philosophy for
planning, implementation, coordination, and control mechanisms. Provide a
proposed scope of services for completing all required tasks.
E. Value Added Services/Benefits: Describe any value added services your
company will provide as part of this contract and any specific benefits to the
Authority as a result of this partnership.
F. Project Schedule: Include a proposed schedule for completion of the project
through construction.