Water Loss Control: Leak Detection

REQUEST FOR PROPOSAL
Monroe County
Water Authority
Water Loss Control: Leak Detection
May 4, 2026
Monroe County Water Authority
475 Norris Drive
Rochester, New York 14610

MCWA Request for Proposals
Water Loss Control: Leak Detection
I. INTRODUCTION
The Authority is a public benefit corporation organized under the Public Authorities Law of the
State of New York to provide high quality, safe and reliable water in a financially responsible
manner. The Authority is the third largest water supplier in New York State and was formed in
1959 to solve the water supply needs of this community. The Authority took over the assets of the
private New York Water Service Corporation that 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
provides water to approximately 725,000 individuals and services approximately 200,000 separate
accounts in areas of Monroe County and certain municipalities in Ontario, Genesee, Livingston,
Orleans, and Wayne Counties. The MCWA system infrastructure includes its main operations
center, meter shop, three water treatment plants, 40 remote pumping stations, 53 tanks and 2
storage reservoirs and over 3,400 miles of transmission and distribution water mains. The annual
operating budget is approximately $90 million.
For additional information on MCWA, go to www.mcwa.com
The Authority currently seeks proposals from Leak Detection Professionals to conduct a system
leak detection survey to search the system for leaks in accordance with current industry best
practices.
Specifically, the Authority seeks proposals for a complete leak detection program from a qualified,
experienced leak detection professional (Professional) with a minimum of five years verifiable leak
detection experience. The Professional shall provide demonstrable and extensive experience in
water distribution system leak survey, detection, identification, and location, utilizing state of the
art leak detection equipment, software and methods. The goal of this proposal is to engage the
PNrOoTfeEs:s Fioirnmals t ow fiitnhd p, irdieonrt eifxyp aenrdie qnucaen itnif yp rleoavkisd iinn gth lee awka dteert edcisttiroinb usteirovni csyesst aerme. highly
encouraged to apply.
This Request for Proposals ("RFP") describes the project, the anticipated consultant
responsibilities, the consultant selection process, and the minimum information that must be
included in the proposal.
May 4, 2026
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II. SCOPE OF WORK AND DELIVERABLES
SCOPE OF WORK:
The select ed
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ill be responsible for the following associated tasks:
1. The Authority, through this bid solicitation, seeks to engage the
Prof*e ssional to perform a comprehensive leak detection survey of the entire Authority
distr*i bution system encompassing approximately:
* 3,400 miles of water main
46,000 valves
Primar2y 7G,0o0a0ls f:i re hydrants
*
2. The Authority has four primary goals with this project:
Perform leak detection on the distribution system to such an extent as to locate
leaks through active leak detection including, but not limited to, such methods
* as ground mics, automated acoustical listening devices, and computerized
correlation methods.
Listen to all fire hydrants, valves and any necessary service line connections
* across the entire distribution system through physical contact with the pipe,
main line valve, hydrant, service line valve or meter setting.
* Document the location of leaks in the water distribution system through this
program.
Coordinate and prioritize leaks to the Authority according to condition and
Authorictryit Riceasliptyo. nsibilities:
3. * The Authority will provide the following services in
support of the project:
* Furnish all maps, and records needed to assist the Professional while conducting
the leak detection program.
Personnel with a working knowledge of the water distribution system to
operate valves and offer general information about the water distribution
Deliversaybslteesm: when necessary.
4. * The successful consultant shall submit the following reports to the
Authority:
Daily Reports - List of streets surveyed, feet of pipe surveyed, number of
* hydrants/valves/services surveyed, leaks detected, and any other requested
information.
* Weekly Reports - Summary of the week's progress and a look-ahead for the next
week.
* Detected Leak - The Professional shall use appropriate methodology to identify
the lea k location for repair purposes.
Monthly Reporting including:
i. The Professional shall submit a detailed report within thirty (30) days
after completion of the month.
ii. The report shall contain individual reports of the location of each leak
located.
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Documentation and Communication:
*
5. The Professional shall perform the following:
Conduct a kickoff meeting with the Authority to cover the goals of the project
*
and outline work procedures.
*
At the end of the day (or as requested) a list and location of any leaks located.
A leak detection log of activity will be included with the monthly report that will
include the following:
i. Areas that the work was performed in
ii. Type of problems observed
iii. Locations of leaks discovered
iv. Dates and times that the survey was conducted
v. Description of equipment and techniques used to conduct the survey
vi. Specific location of all detected leaks
vii. Main size and material at leak location
viii. Results of resurvey (if any) of leak repaired locations
*
ix. Any other reasonable information requested from the Authority.
Information collected by the Project Team during the leak detection program
and any other information provided by the Authority is confidential and shall
remain the property of the Authority.
Professional Responsibilities:
*
6. The Professional will provide the following services:
*
Submit a detailed leak detection program prior to work.
Responsible for a confined space entry program and permitting as needed to
access any confined space. Note: the Authority maintains several PRV vaults. The
professional should have qualified technicians certified for the entry as may be
*
required
Note: It may be necessary to conduct parts of this Leak Survey during "off-
hours" and overnight for safety based upon traffic, noise and valve or water
main accessibility. The Authority operates M-F, 7:00 am to 3:30 pm. The
Professional shall indicate in the proposal the proposed work hours expected
for the leak detection survey field team.
Additional Responsibilities:
*
7.
An on-call leak detection service shall require a 90 minute on-site response time
over the full length of the contract on a 24 hour/day, 7 days/week, and 365
day/year basis. The amount of on call detection service requests will vary on a
*
year to year basis based on actual needs.
The Professional will be paid a 3 hour fee/case, plus actual additional hours
worked for each on call occurrence.
May 4, 2026
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CONSULTANT MATERIAL TERMS AND CONDITIONS
In add itTioenr tmo t-h e scope of work above, the following material terms and conditions will apply:
1. The Contract for water distribution system leak detection shall commence upon
award anticipated by June 11, 2026 and continue weather permitting, uninterrupted and
without delay until the survey of the system is complete, but no more than two years. The
Professional shall include in the proposal the ability to work through the winter weather, as
conditions may allow. The Authority has the option to renew this contract annually to
survey 25% of the system to obtain a full survey every 4 years. This option can be opted
into at any time prior to the following year's agreement, or later if both Parties agree in
wInrsiutirnagn. ce -
2. The consultant is required to provide evidence of insurance pursuant to
Authority requirements prior to the execution of the contract and maintain insurance
tTherromuginhoautito tnh e- entirety of the contract term.
3. The Authority may terminate services on convenience on thirty (30) days'
written notice or summarily on default for non-performance or breach.
May 4, 2026
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III. SUBMITTAL REQUIREMENTS
Proposals must be submitted in the format described below and are to be prepared in such a
way as to provide a straightforward, concise description of capabilities to satisfy the
requirements of this RFP. Emphasis should be concentrated on conformance to the RFP
instructions, responsiveness to the RFP requirements, and completeness and clarity of content.
Proposals must be complete in all respects; a proposal may not be considered if it is conditional
Procurement Policy:
or incomplete. All proposals and materials submitted become the property of the Authority.
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.
Please contact the Procurement Officer identified below with any questions:
Larry Magguilli
Monroe County Water Authority
475 Norris Dr.
Rochester, New York 14610
larry.magguilli@mcwa.com
PPhRoOnPeO: 5S8A5L- 4P4R2E-S2E0N0T0 AFTaIxO:N 5 85-442-2686
One (1) original and four (4) copies of the complete proposal must be received by the deadline.
The original and all copies must be in a sealed envelope or container stating on the outside:
Responding Consultant Name, Address, Telephone Number, RFP for Water Loss Control: Leak
Detection for the Monroe County Water Authority.
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PROPOSAL CONTENT
Cover Page:
1. Submit RFP coversheet on letterhead stationery, signed by a duly
authorized officer, employee, or agent of the consultant organization submitting the
proposal that must include statement that the proposal is submitted in response to the
RCaFpPa focirt yW aantedr TLeoassm C Sotnrturoctl:u Lreea: k Detection for the Monroe County Water Authority.
Section II, Scope of Work
2. State whether the consultant organization(s) can
provide all of the services listed in . If the consultant
organization(s) are utilizing a team approach, state all members of the consultant team,
Santadt ethme ernotle osf o Qf ueaalcihfi tceaatmio nmse: mber.
3. Responding consultant organizations/firms should
provide a Statement of Qualifications that includes the information below:
a. General description of the consultant organization(s) or team, including size and
length of time in business
b. Details of company such as address, phone number, etc.;
c. Any subcontractors to be employed;
d. A summary of the consultant organizations(s)' or team's background and
specific experience on similar projects;
e. Examples of completed projects similar in size and scope; and
f. Any qualifications not previously described that make the consultant
Referenocregsa:n ization(s) or team unique.
4. Provide three (3) references from other clients, especially public agencies,
with whom the consultant organization(s) or team now work or have worked within the
last three (3) years and have established contract on a project of this nature or size as
that called for by this RFP. Provide the name of the agency, contact name, address,
tPerloepphoosneed nWuomrbke Pr,l apnro, jSetcatt neammeen, ta onfd S dcahteeds uthlee, saenrdvi Cceoss twse: re provided.
5. The proposal should include
the anticipated schedule for activities to be performed hereunder, including a proposed
work plan for services to be provided. The schedule should also include provisions for
Authority review, revision of draft deliverabilities, and preparation of the final
Idnoscuurmaennctes Requirements:
6. General and professional liability insurance policies in such
amounts as required by the Authority and naming the Authority as additional insured
must be submitted by the successful proposing organization.
May 4, 2026
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IV. EVALUATION
1. Criteria:
Each responding consultant organization will be evaluated based on the
information submitted and on information gathered upon investigation into the
responding consultant organization's integrity, reputation, and past performance.
All p*r oposals deemed acceptable by the Authority will be rated, based upon the
follo*w ing criteria:
* Prior experience performing leak detection surveys
* Completeness and quality of proposal
Experience and Qualifications, especially local and municipal experience
Proposed Scope of Services, including schedule and cost
The Authority reserves the right to reject any or all proposals, including but not limited to
the Authority's sole decision that a bidder is deemed non-responsible. All proposals must
include a Project Cost itemization table for the Authority.
May 4, 2026
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V. ADMINSTRATIVE INFORMATION
Issue Date:
1. Questions aTnhde I insqsuueir dieatse: of this RFP is May 4, 2026
in writing or via email
2. : Questions and inquiries will be accepted by the Authority,
but must be submitted to the Procurement Officer identified
below
Larry M. Magguilli
Monroe County Water Authority
475 Norris Dr.
Rochester, New York 14610
Email:larry.magguilli@mcwa.com
Phone: 585-442-2000 Fax: 585-442-2686
A summary of all substantive questions and answers will be distributed to all parties
receiving the RFP. The closing date for submitting written questions is May 18, 2026 -
RNeoospn onses:
3. Responses to all written questions received will be posted on the
CAluotshionrgit Dy'as twe efobrsi Pter oopn oosra blse:f ore May 20, 2026 .
4. To be eligible for consideration, all responding consultant
organization(s) must submit the following materials:
ONE (1) ORIGINAL, AND FOUR (4) COPIES OF THE PROPOSAL MUST BE IN A SEALED
PACKAGE AND RECEIVED BY THE AUTHORITY NO LATER THAN May 29, 2026 -
1A1cAceMp.t ance Period and Location
5.
To be considered, Proposers must submit a complete response to this RFP. Proposers
not responding to all information requested in this RFP or indicating exceptions to those
items not responded to may have their proposal rejected. The Bidder/Offerer Disclosure
Form must be completed, signed, and returned with the proposal.
The sealed proposal must be received at the address below on or before May 29, 2026 -
11AM. Proposals must be delivered via a trackable overnight service. No proposals will
be accepted via US Mail or via email.
Larry Magguilli
Monroe County Water Authority
475 Norris Dr.
Rochester, New York 14610
There will be no public opening of the submittals. Proposal received after the Proposal
Due Date will not be considered, nor will faxed or e-mailed proposals, whenever
received. Failure to submit a proposal on time will not be waived by the Authority under
any circumstances (e.g., traffic conditions, mail or courier failure, etc.).
May 4, 2026
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Expenses Incurred by Responding Consultant:
6. The Authority will NOT be
responsible for any costs or losses incurred by any responding consultant
organization(s) at any time in preparing and submitting a proposal in response to this
RFP.
May 4, 2026
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