Calkins Road and E. Henrietta Road Intersection Repair

REQUEST FOR
QUALIFICATIONS & PROPOSAL
Monroe County
Water Authority
Calkins Road and E. Henrietta Road (NYS Rte 15A)
Intersection Repair
Support Services
June 8, 2026
Monroe County Water Authority Eng. File - 26-011
475 Norris Drive
Rochester, New York 14610

Table of Contents
SECTION TITLE
1 Invitation to Participate
2 Scope of Work
3 Specific Proposal Requirements
4 General Information for The Proposer

Request for Qualifications and Proposal
Calkins Road and E. Henrietta Road Intersection Repair Support Services
Page 1
SECTION 1 - INVITATION TO PARTICIPATE
1.1 Purpose
Monroe County Water Authority (the "MCWA") is soliciting statements of qualifications (SOQs) and
price proposals (Proposals) from consultants to investigate and design a permanent asphalt repair to the
intersection of Calkins Road and East Henrietta Road (NYS Route 15A) (the "Intersection") in the Town of
Henrietta.
In 2025 New York State Department of Transportation (NYSDOT) completed a project PIN 401545,
Contract D265196, which included the repaving Route 15A from the NYS Thruway to I 390, which
included the Intersection.
In January 2026, a gate valve on a 10-inch water main in the Intersection broke causing a significant
amount of water to be released from the water main. Water made its way above and below the road
surface. The temperatures were in the single digits and there was a significant amount of frost in the
ground. The amount of pavement repair necessary to restore the intersection was more than could be
completed at that time due to weather conditions and material availability. This caused a significant
amount of asphalt heaving and settlement in various areas throughout the Intersection. At the end of
April 2026, The Town of Henrietta on behalf of Monroe County Water Authority and with the approval
and direction of NYSDOT milled portions of the intersection where the road had heaved, to level out the
pavement due to safety concerns. This project will reconstruct the intersection to as close to
preconstruction conditions as possible.
Prospective Proposers must offer an SOQ and a Proposal that meets the scope of services, qualifications
and general description of work activities identified in Section 2 of this document.
In responding to this Request for Qualifications and Proposal (RFQ/P), 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. Note that MCWA is requiring that your SOQ and your
Proposal be submitted in separate documents and in separately sealed envelopes.
1.2 RFQ 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 (the MCWA) 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.
Tod Ferguson, P.E.
475 Norris Drive
Rochester, New York 14610
Phone: (585) 442-2001 Ext. 234
Email: tod.ferguson@mcwa.com
1.3 Presentation and Clarification of MCWA's Rights and Intentions
MCWA intends to enter into a contract with selected Proposer to supply services described in Section 2.

Request for Qualifications and Proposal
Calkins Road and E. Henrietta Road Intersection Repair Support Services
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It should be noted that 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 services. 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 RFQ/P 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 RFQ/P if it is in the best interest of MCWA to do so.
1.4 Time Line
The schedule of events for this RFQ/P is anticipated to proceed as follows:
All requests for RFQ/P clarification must be submitted, in writing, to the RFQ/P Procurement
Officer at the email address provided in Section 1 and received no later than 3:00 PM EST on
June 15, 2026.
As deemed appropriate, questions will be answered and documented in writing as an
Addendum to the RFQ/P. These will be sent out to all Proposers who received the original
RFQ/P on or about June 18, 2026. If the RFQ was obtained from the MCWA website, it is
the prospective proposer's responsibility to inform the RFQ Procurement Officer with their
contact information so that they may receive any addendum.
SOQs and Proposals must be received by 3:00 PM EST on June 25, 2026 at the address
shown in Section 3.2. The right to withdraw will expire on this date.
At the Water Authority's option, a "short-list" of the best qualified Proposers may be
established by the Water Authority selection committee for interviews.
1.5 Overview of the Organization
MCWA 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 MCWA took over the assets of the private, Rochester Division of the 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 of Rochester. As surrounding towns and villages faced new water supply challenges,
the MCWA service area has steadily grown. Today, MCWA serves over 190,000 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, Shoremont, Corfu and Webster; 48 remote pumping stations; 49 tanks and 2 storage
reservoirs; and over 3,435 miles of transmission and distribution water mains.

Request for Qualifications and Proposal
Calkins Road and E. Henrietta Road Intersection Repair Support Services
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SECTION 2 -SCOPE OF WORK
2.1 Scope of Work
Below is a preliminary outline of the required tasks to be included under this contract. Additional tasks
may be required during the contract's term.
Task 2.1.1 Design Phase Services
The selected Consultant will be required to prepare all necessary contract documents and obtain
permits for the restoration of the Intersection. The Consultant shall meet with New York State DOT
Monroe East Residency and MCWA and develop a complete understanding of the goals and
objectives for the repair to the Intersection. Time is of the essence as all road repair work must be
completed during this year's paving season. Consultant will:
* Review 2025 New York State Department of Transportation (NYSDOT) completed a
project PIN 401545, Contract D265196, which included the repaving Route 15A from the
NYS Thruway to I 390.
* Determine limits of repair or restoration, including areas where pavement shows signs
of stressed failure. Limits to be approved by NYSDOT.
* NYSDOT requires:
o Subbase to be replaced with NYSDOT Item 304.12.
o Proof roll subgrade; any areas that fail proof rolling will be required to be
undercut as determined by NYSDOT. (Minimum undercut will be 1 ft extra cut
with geotextile placed below the additional 1 ft of Item 304.12) If undercuts are
needed but utility clearances prohibit additional excavation, then a geo-grid or
geotextile should be added on the subgrade, below the subbase course.

Request for Qualifications and Proposal
Calkins Road and E. Henrietta Road Intersection Repair Support Services
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o Compaction will be limited to non-vibratory methods. Material to be placed in
6" compacted lifts (8" loose lifts).
o Asphalt depth to be determined by Equivalent Single Axle Load (ESAL) counts,
but normally is a 10" section with a 12" subbase. NYSDOT to provide additional
information to calculate depth.
o Construction work will be permitted to occur on weekends only, beginning on
Friday night and finishing to the point of having a drivable surface (base and
binder initially) by the following Monday before morning rush hour.
o Meeting with NYSDOT and MCWA prior to commencing with design for
guidance and expectations, most of which have been outlined above. With
good coordination and communication one 95% submission of plans and
specifications for NYSDOT review should be adequate. In lieu of additional
submissions, two progress meetings may be held.
o NYSDOT will expedite their permit review for this project.
* Survey will be required to accommodate matching existing areas outside repair area to
create a smooth transition
* Assemble all necessary NYSDOT specifications and details.
* The City of Rochester's Water Bureau has three large diameter transmission mains
("Conduits") that pass through the intersection. Determine any construction or
compaction restrictions the City may require for work around their facilities.
* Prepare contract documents to advertise and bid the project.
* Prepare construction cost estimate? Provide estimated project schedule based on
design.
* Apply for and obtain all necessary permits and approvals for the project.
Task 2.1.2 Bid phase services.
Assist MCWA through the bid and award phase. Consultant shall provide assistance to: 1) answer
bidder questions, prepare addendum as required, evaluate bids received, and identify the lowest
responsive, responsible bidder. Upcoming MCWA Board dates are July 9, August 13, September 10
and October 8.
Task 2.1.3 Construction Phase Services
The Construction Phase shall be considered to have begun immediately after the Contract(s) has
been awarded by the Authority and the Authority has provided the Contractor and Consultant with
written authorization to proceed with the Construction Phase. During this phase the Consultant shall
act as the construction contract manager/administrator, shall advise the Authority, act as the
Authority's representative at the Project site, issue all instructions of the Authority to the Contractor
and perform the tasks listed in this section.
1. Shop Drawings and Technical Review
Check and approve samples, catalog data, schedules, shop drawings, operation and maintenance
manuals, laboratory reports, testing reports, shop and mill tests of materials and equipment,
progress data and time charts, and other data that the Contractor is required to submit, for
conformance with the design concept of the Project and compliance with the information given by
the Contract Documents. Assemble and obtain all written guarantees required by the Contract
Documents from the Contractor and deliver the same to the Authority. Provide the Authority with

Request for Qualifications and Proposal
Calkins Road and E. Henrietta Road Intersection Repair Support Services
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one electronic set of reviewed and processed shop drawings and other submittals in PDF, including a
log or index, at the time the Project is substantially complete.
2. Prepare Payment Estimates
Based on on-site observations as an experienced and qualified professional, and on review of the
Contractor's applications for payment, the Consultant shall determine the amount owing to the
Contractor and recommend payment in writing. Recommendation shall constitute a representation
to the Authority based on such observations, review and the data comprising such applications,
that, to the best of Consultant's knowledge information and belief, the Contractor's work has
progressed to the point indicated, the quality of such work is substantially in material compliance
with the Contract, subject to the results of any subsequent test(s) called for in the Contract
Documents and any qualifications stated in Consultant's approval. By recommending any payment,
Consultant shall not make any examination to ascertain how and for what purpose Contractor has
used the monies paid on the Contract or determine if any labor, materials or equipment provided to
the Owner and covered by the application is free and clear of any liens, claims or security interest or
encumbrances.
3. Meetings
Attend pre-construction conference and bi-weekly construction progress meetings and notify those
expected to attend in advance. Maintain and distribute copies of minutes of the progress meetings
and pre-construction conference. Arrange and schedule bi-weekly progress meetings with the
Authority, Contractor and Resident Project Representative (RPR). Consultant anticipates the RPR will
coordinate and attend bi-weekly progress meetings through the duration of the Project and that
additional engineering personnel will attend up to 5 meetings as needed.
4. Scheduling
Review the construction schedule prepared by the Contractor for compliance with the Contract
Documents and provide written comments concerning its acceptability. Review and comment on
monthly updates. Provide Authority with copies of initial and subsequent updates.
5. Clarification, Modifications and Change Orders
Prepare design clarifications and other routine supplementary information, and respond to requests
for information. Provide preparation and administration of modifications, claims, and change orders,
as required. Coordinate permit revisions with regulatory agencies if needed to reflect any revisions
to Project after regulatory agency issuance.
6. Resident Project Representation
Provide an RPR on the site during the time the Work is progressing on the Project. Coordinate with
the Authority to verify when onsite representation is needed and provide an RPR during those
times. A total of 350 hours are budgeted for RPR. Consistent with their other obligations
hereunder, the RPR will be responsible to see that the Contractor undertakes their work in material
compliance with the Contract Documents and will keep the Authority informed of the progress of
such work. The RPR will use their best efforts to guard the Authority against defects and deficiencies
in the Contractor's project work and may recommend disapproval of such work that fails to conform
to the Contract Documents. The Consultant shall not be responsible for selecting the Contractor's

Request for Qualifications and Proposal
Calkins Road and E. Henrietta Road Intersection Repair Support Services
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means, methods, and techniques of performing the Contractor's work. It is not intended by this
paragraph to relieve the Consultant, their employees, agents, sub-contractors and consultants, from
responsibility for their own acts or failure to act which might contribute to the Contractor's failure to
perform.
The RPR shall:
a. Serve as the Authority's liaison with the Contractor.
b. Cooperate with the Contractor in their dealings with the various agencies having jurisdiction
over the Project in order to maintain continuity of the Project.
c. Obtain from the Authority additional details or information when required at the job site for
proper execution of the Work.
d. Maintain orderly files for correspondence, reports of job conferences, shop drawings and
other submissions, reproductions of original Contract Documents including all addenda, change
orders and additional Drawings issued subsequent to the award of the Contract, the Authority
and/or Consultant's interpretations of the Contract Documents, progress reports and other
Project related documents.
e. Keep a diary or log book of daily reports, recording hours (time of day) on the job site,
weather conditions, list of visitors, daily activities, decisions, and observations in general, and
specific procedures. A copy of this record is to be provided to the Authority at the Project's end
and if requested, during the Project.
f. Record names, addresses and telephone numbers of all parties involved in the Project such as
officials of the Authority and the public agencies involved, contractors, sub-contractors and
major material suppliers. Provide a copy to the Authority and update as changes occur.
g. Maintain a set of Drawings and a Field Book on which authorized changes are noted that are
to be available for review and used by the Consultant to prepare the "as built" Drawings, which
are to be delivered to the Authority upon completion of the Project. As-built drawings shall
include adequate ties for all pipeline appurtenances.
h. When required, obtain from the Contractor their list of suppliers and subcontractors.
i. Receive reviewed shop drawings and other submissions; record data received; maintain a file
of such drawings and submissions; and check construction for compliance with them.
j. Alert the Contractor's field superintendent when the RPR observes materials or equipment
being installed before review of shop drawings or samples, where such are required, and advise
the Authority and/or the Consultant when the RPR believes it is necessary to disapprove any
work of the Contractor as failing to conform to the Contract Documents.
k. Confirm Contractor has set adjustable parameters as required by the Contract Documents.
Verify tests, including equipment and systems start-up that are required by the Contract
Documents are conducted and that the Contractor maintains adequate records thereof.