Annual On-Site Hearing Tests

R
EQUEST FOR
Q /P
UALIFICATIONS ROPOSAL
M C
ONROE OUNTY
W A
ATER UTHORITY
ANNUAL ON-SITE
HEARING TESTS
March 10, 2026
Monroe County Water Authority
475 Norris Drive
Rochester, New York 14610

Request for Qualifications
Annual Hearing Tests
SECTION 1 - INVITATION TO PARTICIPATE
1.1 Purpose
The Monroe County Water Authority ("MCWA") is soliciting Statements of
Qualifications/Proposals from consultants for professional services related to Annual
On-Site Hearing Tests ("Project").
Prospective Proposers must offer a Statement of Qualifications/Proposals that will
meet the scope of services, qualifications, and general description of work activities
identified in Section 2 of this Request for Qualifications ("RFQ/P").
In responding to this RFQ/P, Proposers must follow the prescribed format as outlined
in Section 3. By doing so, each Proposer will be providing MCWA with comparable
data submitted by the other Proposers and, thus, be assured of fair and objective
treatment in the MCWA review and evaluation process.
1.2 RFQ Procurement Officer
Pursuant to State Finance Law 139-j and 139-k, this Request for
Qualifications/Proposal includes and imposes certain restrictions on
communications between a Governmental Entity (MCWA) and Bidder/Offerer 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.
Craig Watt, Safety Manager
Monroe County Water Authority
475 Norris Drive
Rochester, NY 14610
Fax: (585) 442-0220
Email: craig.watt@mcwa.com
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 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 Statement of Qualifications or a cost proposal in response to this request, or to
procure or contract for any services. MCWA reserves the right, in its sole discretion,
to (a) accept or reject in part or its entirety any proposal received as a result of this
RFQ/P if it is in the best interests of MCWA to do so; and (b) award one or more
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Request for Qualifications
Annual Hearing Tests
contracts to one or more qualified Proposers, if necessary, to achieve the objectives
of the RFQ/P if it is in the best interests of MCWA to do so.
1.4 Time Line
The schedule of events for this RFQ/P is anticipated to proceed as follows:
* If required, an Addendum to the RFQ/P will be distributed on or before April 13,
2026.
* All requests for RFQ/P clarification/questions must be submitted in writing or e-
mailed to the RFQ/P Officer at the Email address provided in Section 1 and
received no later than the close of business on April 17, 2026.
* The final RFQ/P submissions must be received by the close of business on April
24, 2026 at the address shown in Section 3.1.
* Submissions will be presented to the MCWA Board of Directors for approval on
May 14, 2026.
1.5 Overview of the Organization
MCWA provides a high quality, safe, and reliable water supply, in a financially
responsible manner.
MCWA was created by State legislation in 1950 to solve the water supply needs of this
community. In 1959, MCWA 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 MCWA service area has steadily grown.
Today, we serve over 191,000 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 MCWA system infrastructure includes two operations centers and a meter shop;
three water treatment plants (i.e., Shoremont, Webster, and Corfu); 47 remote
pumping stations; 51 tanks, and 2 storage reservoirs; and over 3,495 miles of
transmission and distribution water mains.
MCWA's workforce consists of 43 Production & Transmission employees (Water
Treatment Plants; Claims & Compliance); 70 Facilities, Fleet & Operations employees
(Vehicle Shop, Warehouse, Distribution Maintenance, Hydrants, Valves and
Dispatch); 29 Engineering employees (Design, Engineering Support, Technical
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Request for Qualifications
Annual Hearing Tests
Support and Construction Services); 61 Finance employees (Meter Services,
Accounting, Customer Service, Information Technology and Purchasing); and
Administration employees (Personnel, Security, and Safety).
1.6 Overview of the Project
In conducting its normal operations, MCWA employees perform various job duties
that mandate compliance with numerous OSHA and PESH regulations.
The Water Authority, as part of its Occupational Noise Exposure/Hearing Protection
Program, performs annual Industrial Audiogram Exams pursuant to OSHA/PESH
Regulations. We have historically done these on-site in 3 (three) half-day sessions at
our East Side Operations Center located at 475 Norris Drive (City of Rochester); and
for one (1) half-day session at our Shoremont Water Treatment Plant located at 4799
Dewey Avenue (Town of Greece).
The Professional Services Agreement shall be in effect for a period of three (3) years,
with the option to extend for two (2) one (1) year terms, if mutually agreeable with
both parties.
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Request for Qualifications
Annual Hearing Tests
SECTION 2 - DETAILED SCOPE OF SERVICES
2.1 Scope of Work
A. The Proposer is to provide testing as follows:
1. On-Site Services at locations referenced above.
a. Services provided by mobile staff to test an estimated 150 employees in a
one month basis.
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 proposals rejected.
The Qualifications Statement must be received at the address below before the
time noted in Section 1:
Monroe County Water Authority
Attn: Craig Watt, Safety Manager
475 Norris Drive
Rochester, NY 14610
There will be no public opening of the submittals.
B. Required Copies: Proposers must submit one (1) signed original Qualifications
Statement and five (5) copies. They should be clearly marked as "Annual On-Site
Hearing Tests". The Proposer will make no other distribution of this submittal.
C. Delivery: All Qualifications and Proposal Statements must be submitted in a
sealed envelope clearly labeled "RFP - ANNUAL ON-SITE HEARING TESTS". All
proposals must be addressed to Craig Watt and be submitted via delivery service,
such as UPS or FedEx. Delivery service must be instructed to "Deliver to blue
drop box located at Employee Entrance - Door 19". MCWA cannot
accommodate deliveries requiring signatures to confirm receipt. The US Postal
Service is not an acceptable means to deliver to this location, proposals hand
delivered or submitted via US Postal Service will be returned unopened.
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Request for Qualifications
Annual Hearing Tests
Proposers shall have sole responsibility to contact Craig Watt to confirm receipt
of proposal.
3.2 Clarification of RFQ/P and Questions
Questions that arise prior to or during preparation of the Statements of Qualifications
must be submitted in writing or via Email pursuant to instructions in Section 1 of this
RFQ. As per NYS Finance Law, no contact will be allowed between the Proposer and
any other member of MCWA with regard to this RFQ/P during the RFQ 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, an addenda will
be sent to the short-list of firms receiving this RFQ/P. An acknowledgement of such
addenda, if any, must be submitted with the RFQ/P response.
3.4 Organization of Qualifications Statement
This section outlines the information that must be included in your Qualifications
Statement. 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. Value-Added Services/Benefits: Describe any value-added service your
company will provide as part of this contract and any specific benefits to
MCWA as a result of this partnership.
C. Project Team: Provide a description of the Project team's organization and
roles, including the availability of a licensed Audiologist to interpret the
results of the Hearing Tests. List the specific Project team members,
including resumes. Please note: MCWA places great importance on the
individual team members. Those proposed should be available, if selected.
If in doubt, listing "alternatives" is acceptable.
D. References: Provide a minimum of three (3) clients for whom your company
has provided similar services. Include the following information for each
client:
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Request for Qualifications
Annual Hearing Tests
* Name and address of client;
* Name and telephone number of contact person;
* Summary of the services provided.
E. Procurement Form: Include the procurement disclosure form contained in
Section 4.6.
3.5 Organization of Cost Proposals
This section outlines the information that must be included in your Cost Proposal.
Please respond with your information in the order as the items in the section.
A. Cost Proposals
Your RFQ/P should include as a minimum the following items for on-site services:
* Services provided by mobile staff.
* Services provided by on-site staff
* Estimated fees for on-site services.
1. Minimum Fee for 66 Tests
* 66 tests performed on-site in a 7 hour period.
* Fee for each additional test over 66 performed in said 7 hour
period.
* Additional fee - if any - should testing exceed said 7 hour period.
2. Minimum Fee for 33 Tests
* 33 tests performed on site in a 3.5 hour period.
* Fee for each additional test over 33 performed in said 3.5 hour
period.
* Additional fee - if any - should testing exceed said 3.5 hour
period.
3. Estimated fee to test approximately 150 employees over 4 days.
4. Fee - if any - for mileage, fuel, maintenance, or vehicle administration.
5. Additional fee - if any - (ex. if mobile unit must be left overnight).
6. Cancellation fee.
* Advance notice required to avoid cancellation fee.
7. Number of examinations that can be performed per hour.
8. Fee to test employees not present at the scheduled time of the on-site mobile unit.
9. Re-test fee.
10. Cancellation fee for off-site visits.
11. Review fee for assessment and/or data entry of prior hearing test results.
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Request for Qualifications
Annual Hearing Tests
3.6 Method of Evaluation and Selection
A. Evaluation Committee: Selected personnel from MCWA will form the
evaluation committee for the RFQ/P. It will be the responsibility of this
committee to evaluate all properly-prepared and submitted Statements of
Qualifications and make a recommendation for award.
B. Evaluation and Selection Criteria: All properly-prepared and submitted
Statements of Qualifications shall be subject to evaluation deemed appropriate
for the purpose of selecting the Proposer with whom a contract may be signed.
Evaluation of the Statements of Qualifications/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. Responses to this RFQ/P will be
evaluated according to the following criteria:
* Project Team and its experience with similar projects
* Value-Added Services/Benefits
* Cost Proposal
* Proximity of key staff
* Submission
SECTION 4 - GENERAL INFORMATION FOR THE PROPOSER
4.1 Reservation of Rights
MCWA reserves the right to refuse any and all submittals, 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 RFQ/P, 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.
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Request for Qualifications
Annual Hearing Tests
4.2 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 and the anticipated contract. MCWA
will not consider Proposers that are in bankruptcy or in the hands of a receiver at this
time of tendering a proposal or at the time of entering into a contract.
4.3 Incurring Costs
MCWA is not liable for any costs incurred by Proposer prior to the effective date of
the contract.
4.4 Material Submitted
All right, title and interest in the material submitted by the Proposer shall vest in
MCWA upon submission 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.
MCWA reserves the right to ownership, without limitation, of all materials submitted.
However, because MCWA could be required to disclose documents received under
the New York Freedom of Information Law, MCWA will, to the extent permitted by
laws, seek to protect the Proposer's interests with respect to any trade secret
information submitted as follows:
Pursuant to Public Officers Law Section 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.
4.5 EEO
The Consultant shall comply with the Equal Employment Opportunity provisions of
the New York State Executive Law, Article 15-A, Section 312.
4.6 Procurement Policy
Pursuant to State Finance Law Section 139-j and 139-k, this Request for
Qualifications/Proposal includes and imposes certain restrictions on
communications between a Governmental Entity (including the MCWA) 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
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Request for Qualifications
Annual Hearing Tests
and approval of the procurement process by the MCWA to other than the MCWA's
Procurement Officer unless it is a contact that is included among certain statutory
exceptions set forth in State Finance Law Section 139-j(3)(a). The MCWA's
Procurement Officer for this Governmental Procurement, as of the date hereof, is
identified herein. MCWA 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 the 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 Officer.
The MCWA 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
Section 139-k(5) was intentionally false or intentionally incomplete. Upon such
findings, the MCWA may exercise its termination right by providing written
notification to the Bidder/Offerer in accordance with the written notice terms of this
contract.
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