RFP - Hemlock Filtration Plant Filter Rehabilitation Project

Agency: City of Rochester
State: New York
Type of Government: State & Local
NAICS Category:
  • 236220 - Commercial and Institutional Building Construction
  • 237990 - Other Heavy and Civil Engineering Construction
  • 238990 - All Other Specialty Trade Contractors
Posted Date: Mar 22, 2024
Due Date: May 3, 2024
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RFP - Hemlock Filtration Plant Filter Rehabilitation Project

The City of Rochester (City) plans to undertake a program to evaluate and replace all of its filter underdrains, air scour piping hardware and filter effluent control valves. The project is necessary to prevent the potential catastrophic failure of one or more of the filters at the Hemlock Treatment Facility. The City is seeking proposals from a qualified Consultant to provide design and construction administration services to achieve this goal.

Download the full RFP here: Hemlock Filter Rehab Project Project RFP

Proposal Timeline

RFP Release March 22, 2024
Pre-proposal Meeting April 17, 2024
Deadline for Questions April 24, 2024
Response for Questions April 30, 2024
Proposals Due May 3, 2024
Consultant Selection and Award Recommendation May 17, 2024
City Council Approval of Agreement with Consultant August 2024
Agreement Start Date October 1, 2024
Preliminary Design Phase October 2024 - May 2025
Final Design Phase

June 2025 - September 2025

Bid & Award October 2025 - January 2026

The dates shown may be subject to change within the City of Rochester’s sole discretion and upon written notification as set forth herein.

Proposals must be postmarked or received by the City no later than May 3, 2024 at 4 pm. One (1) digital PDF copy and five (5) printed copies of the proposal are to be submitted to David Rowley, PE at David.Rowley@cityofrochester.gov , 7412 Rix Hill Road, Hemlock, NY 14466.

Attachment Preview

City of Rochester
Request for Proposals
Hemlock Filtration Plant Filter Rehabilitation Project
Proposals to be received by 4:00 PM
May 3, 2024
Submit Proposals to:
David Rowley, PE
Manager of Production
City of Rochester
7412 Rix Hill Road
Hemlock, NY 14466
Issued: March 22, 2024
1
REQUEST FOR PROPOSALS
The City of Rochester (City) plans to undertake a program to evaluate and replace all of its filter
underdrains, air scour piping hardware and filter effluent control valves. The project is necessary to
prevent the potential catastrophic failure of one or more of the filters at the Hemlock Treatment
Facility. The City is seeking proposals from a qualified Consultant (Consultant) to provide design and
construction administration services to achieve this goal.
1.0 BACKGROUND
The City of Rochester’s primary source of drinking water is from Hemlock and Canadice Lakes, located
approximately 28 miles south of Rochester. The water from the lakes is treated at the Hemlock Lake
Water Filtration Plant and conveyed to the City by gravity through 130+ year old piping referred to as
the conduit system. All water is directed through Rush Reservoir, and then conveyed further northward
to Highland and Cobb’s Hill Reservoirs, located in the City.
The Filtration Plant was designed in the late 80’s, constructed and placed into service in 1993. Due to
the high quality of the raw water from Hemlock Lake, a direct filtration process was selected for the
design. The filtration process consists of the following steps-
1. Coagulants are added in a series of two chambers with mechanical rapid mixers. Aluminum
chlorohydrate (ACH), is fed in the first rapid mix chamber as the coagulant. Cationic polymer
(Cpol) is fed into the second rapid mix chamber as a filter aid.
2. Flocculation occurs in a series of 3 serpentine baffled chambers providing approximately 20-30
minutes of detention time to create pin floc for filtration.
3. Filtration is achieved through eight (8) filters with a surface area of 720 square feet each.
Maximum filter loading rate is approved at 6 gallons per minute per square foot, for a peak filter
flow of 6.22 million gallons per day (mgd). The filters themselves consist of the following
features-
a. Media- 3 feet anthracite, 1 foot of sand
b. Media retention- 1 foot of graded support gravel
c. Filter underdrains- Leopold Type S Blocks- held in place with grout.
d. Stainless steel air scour piping in filter flume
The City has an aggressive preventative maintenance/inspection cycle for the filters. It is standard policy
that filter media depths and uniformity coefficients be checked annually for each filter. Filter under
drains are also inspected (via entry through manway in filter flume) a minimum of every two years.
Additional underdrain inspections are scheduled if a media inspection shows low spots on filter media.
The need for this project became clear during filter underdrain inspections in 2022. During the
inspection of Filter #2 in May of 2022, we discovered that the grout between the underdrain blocks over
2
the filter flume has begun to fail. This was evidenced by the filter media that had leaked down into the
filter flume.
In addition to the media that had passed through the filter, a close inspection of the grout visible on the
grout bridges above the filter flume showed a large number of cracks that have developed, threatening
the filter’s ability to keep media from falling through the spaces between the underdrain blocks.
In addition to the grout failure, our inspections have also noted the deterioration of the hardware that is
holding the air scour piping in the filter flume in place. Specifically, we have been monitoring this
hardware because it was discovered during an inspection 10 years ago that in some filters, non-stainless
steel anchor bolts had been installed for mounting the stainless steel air scour piping. Our inspections
during May of 2022 show that this hardware is near the end of its useful life, and is in danger of
imminent failure.
It is important to note that the grout incorporated into this underdrain system serves to anchor the
blocks in place to prevent uplift during air scour and backwash operations, as well as to keep media from
falling into the filter flume. Should enough grout fail in other areas of the filter underdrain, the result
would be the catastrophic displacement of the underdrain blocks due to uplift forces during backwash.
In addition, there is no practical way to conduct an inspection of all of the grout in a filter without
completely removing all of the media and support gravel. Even then, only a surface inspection of the
gout could be performed.
It should also be noted that this is the fourth time a grout failure in a filter flume has occurred. Hemlock
Maintenance staff have already performed repairs on three other filters (#1, #3, and #8), as well as Filter
2 in the last 12 years.
2.0 TIMELINE
Activity
RFP Release
Pre-proposal Meeting
Deadline for questions
Response for questions submitted
Proposals due
Consultant Selection and Award
Recommendation
City Council Approval of agreement
with Consultant
Agreement Start Date
Preliminary Design Phase
Final Design Phase
Time
10:00 a.m.
4:00 p.m.
3
Date
March 22, 2024
April 17, 2024
April 24, 2024
April 30, 2024
May 3, 2024
May 17, 2024
August, 2024
October,1 2024
October 2024 May 2025
June 2025 September 2025
Bid & Award
Construction Start (anticipated)
Construction End (anticipated)
October 2025- January 2026
TBD, see note below
TBD, see note below
A Professional Services Agreement resulting from this RFP shall commence on the Agreement Start Date
for a term that shall extend until three (3) months after completion of a two (2) year guarantee
inspection of the project.
The dates shown may be subject to change within the City of Rochester’s sole discretion and upon
written notification as set forth herein.
3.0 COMMUNICATIONS
All communications by parties who have indicated an intent to submit or have submitted a proposal in
response to this RFP (“Respondents”), including any questions or requests for clarifications, submission
of the proposal, requests for status updates about the proposal selection process and any other
inquiries whatsoever concerning this RFP shall be sent, in writing, to the following City staff person
(“City Contact”):
David Rowley, PE
Manager of Production
Rochester Water Bureau
7412 Rix Hill Road
Hemlock, NY 14466
David.Rowley@cityofrochester.gov
No contact is permitted with any other City staff member with regard to this RFP during the RFP process
unless specifically authorized in writing. Prohibited contact may be grounds for disqualification.
To ensure that all Respondents have a clear understanding of the scope and requirements of this RFP,
the City will respond to all timely questions submitted via e-mail to the City Contact by the question
deadline stated in the Timeline. Questions and the responding answers will be sent via e-mail to all
Respondents who have provided an e-mail address to the City Contact and will be posted on the City’s
web page for this RFP. The City’s failure to timely respond or provide responses to any questions shall
not delay or invalidate the City’s right to make a decision to award an agreement pursuant to this RFP.
The City will make every reasonable effort to keep Respondents informed about the RFP process.
Notifications about Timeline date changes, amendments to the RFP and other information about the
RFP will be sent by e-mail to Respondents who have provided an e-mail address to the City Contact and
will be posted on the City’s website for this RFP. The City’s failure to provide such information shall not
delay or invalidate the City’s right to make a decision to award an agreement pursuant to this RFP.
4.0 PRE-PROPOSAL CONFERENCE
4
In order to provide the City with an opportunity to discuss the RFP and Respondents with an opportunity
to ask questions and clarify the RFP, a pre-proposal conference will be held as follows:
Date:
Time:
Location:
April 17, 2024
10:00 AM
Hemlock Filtration Plant, 7412 Rix Hill Road, Hemlock NY
The conference will include a tour of the Hemlock Facility, along with a discussion of the project scope
and an opportunity for proposers to ask specific questions about the project. There is no requirement
to attend the pre-proposal conference and no obligation by the City to provide information from the
conference to parties who fail to attend.
5.0 SCOPE OF SERVICES
The Consultant being selected through this Request for Proposals (RFP) process will enter into an
agreement with the City to provide engineering and related services required for this Project. Each
respondent’s proposal shall address all of those services with a description of the approach to the tasks
to be performed, an estimated time and materials cost with a not to exceed figure, and timeline for each
identified task. Anticipated work includes, but is not limited to:
Task 1.0 Project Initiation and Project Progress meetings
Under this task the Consultant shall conduct a project kickoff meeting with City personnel at the
Hemlock Filtration Plant. The purpose of the project kickoff workshop 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 present other similar topics as
applicable. The Consultant shall also submit a formal request for documents and other available
information from the City as necessary to complete the work.
Monthly progress meetings shall be conducted with City personnel to review project status and
share information. Meetings may be in-person, or virtual as deemed necessary by City staff.
Task 2.0 Condition Assessment and Preliminary Design Report
Under this task the Consultant shall review plant record drawings, maintenance records, and
conduct field work as needed to provide a preliminary design report that includes the following-
1. Condition assessment of existing filter media, underdrains, air scour piping hardware,
and all valves associated with the control of filter flow (influent and effluent) and
backwash operations. Assessment shall include evaluation of remaining useful life for
components.
2. Performance assessment of current filtration media and underdrains relative to the
current age of componentry.
3. Detailed evaluation of various types of underdrain systems, with their associated pros
and cons. Evaluation shall include consideration of initial capital costs and lifecycle costs
for each system.
5

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