Project Information

Bid Title

Hydrant Inspections

Issuing Agency

Monroe County Water Authority

Location

New York

Published Date

Jan 5, 2026

Closing Date

Jan 23, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Hydrant Inspections
Click here for details.
Due: January 23, 2026 by 11 a.m.

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REQUEST FOR

PROPOSAL

Monroe County

Water Authority

Hydrant Inspections

January 5, 2026

Monroe County Water Authority

475 Norris Drive

Rochester, New York 14610

Request for Proposal - Hydrant Inspections

Page 1 OF 12

SECTION 1 - INVITATION TO PARTICIPATE

1.1 Purpose

The Monroe County Water Authority (MCWA) is seeking proposals from prospective

companies to perform routine hydrant inspections.

Prospective Proposers must offer a proposal that will meet the scope of services,

qualifications and general description of capabilities identified in Section 2 of this

document.

In responding to this RFP/Q, 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.

1.2 RFP/Q Procurement Officer

The RFP/Q Procurement Officers identified below are the sole point of contact regarding

this RFP/Q from the date of issuance until the selection of the successful Proposer.

Steve.Trotta@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

described 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

proposal in response to this request, or to procure or contract for any equipment.

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 RFP/Q 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 RFP/Q if it is in the best interest of MCWA to

do so.

Request for Proposal - Hydrant Inspections

Page 2 OF 12

1.4 Timeline

The schedule of events for this RFP/Q is anticipated to proceed as follows:

 All questions from eligible Proposers must be emailed to

Steve.Trotta@MCWA.com by January 16th, 2026 at 5 p.m.

 Answers to questions will be sent back to all eligible Proposers by January

20th, 2025 by 5 p.m.

 Final RFP/Q submissions must be received by 11:00 AM Eastern Time on

January 23rd, 2026 at the address shown in Section 3.1. The right to

withdraw will expire on this date.

1.5 Overview of the Organization

The Monroe County Water Authority 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, 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 191,000 accounts 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:

Request for Proposal - Hydrant Inspections

Page 3 OF 12

1.6 Overview of the Project

MCWA is requesting proposals for the inspection of approximately 27,000 hydrants.

Minimum completion is 13,500 in first 12 months of award, and the remainder in

following 12 months. Inspections to occur only during MCWA standard work hours and

days, typically 7:00 to 3:30 and only in temperature appropriate conditions to prevent

any possible freeze issues. Contract is for an initial two-year period with a mutually

agreeable one-time two-year renewal.

SECTION 2 – DETAILED SCOPE OF WORK

2.1 Proposal Detail

Below are the tasks and deliverables to be completed under this contract. Additional

tasks may be required as appropriate and fees and costs to be agreed upon.

Refer to Section 3 for further detail regarding response formats and requirements.

2.2 Price Proposal

The Price Proposal should be based on the following requirements outlined in the

remainder of Section 2.

2.2.1 Current State

MCWA has approximately 27,000 hydrants across its stated service areas that are

both public and private that it maintains.

2.2.2 Minimum Requirements for Service:

Each hydrant will be inspected per the below procedure, which is subject to

minor modifications as needed. Any significant subsequent modifications may

be requested at fees to be agreed upon.

Fire Hydrant Inspection Task List

1. Visually inspect the area around the hydrant. Look for any obstructions that

could interfere with operation of hydrant. If needed weed whack around it.

2. Visually check the hydrant for any defects such as breakaway flange for

damage or loose bolts, broken nozzle, and cracks in body of hydrant or

cracks in the caps.

3. Cut and remove chains from caps, if needed.

4. Tighten all but one cap for removal, remove the 1 side nozzle cap you left

loose. Attach a hose or diffuser if necessary to protect surrounding area.

5. Open hydrant SLOWLY approximately 3 to 6 turns. Allow time for the air to

escape from the hydrant barrel. Then SLOWLY open the hydrant to get

Request for Proposal - Hydrant Inspections

Page 4 OF 12

adequate flow and flush until water is clear. If the water does not clear up

leave hydrant running until it clears up. About ¼ stream of flow.

6. If hydrant operates hard, please note. If it does not operate at all. Contact

MCWA point person.

7. Slowly close the hydrant and remove hose/ diffuser and install pressure

gauge.

8. Re-open fire hydrant slowly and let air escape from pressure gauge. Then

close small ball valve on gauge open hydrant fully and record pressure.

Check for leaks and note if any.

9. Close the hydrant and remove pressure by opening small ball valve on

pressure gauge, it should go to zero.

10.Remove gauge and all other caps, grease all threads with food grade grease.

You only use three small pea size dabs of grease. Replace rubber gaskets if

necessary.

11.Check to make sure hydrant is draining though steamer opening. If hydrant

is not draining, or draining slow use 1” pump to pump out hydrant and

record.

12.Re-install all caps. Tighten caps and back off slightly. Caps should be tight

enough to prevent removal by hand but loose enough to be removed with

ease using a hydrant wrench.

13.Call Dispatch if hydrant is “Out of Service” place Out of Service ring on

steamer and re-install cap.

Additional Details

14.Inspector may be provided with electronic portable device to complete and

document with images each phase of and completion of the inspection, or

some other method of verification.

15.MCWA will provide basic materials for inspections minimally included are

“Out of Service Rings,” Grease, Gauges, Marking Paint. Tools will NOT be

provided.

16.Inspectors will operate contractor vehicles that are clearly marked and

identified and each inspector will wear compliant safety vest and comply

with all State, County and Federal Traffic Regulations.

17.Contractor will provide an adequate certificate of insurance.

18.MCWA may install GPS unit in any vehicle that contractor will use to

complete or inspect any services performed under this contract.

19.Contractor will comply with all prevailing wage requirements.

20.Contractor will provide with proposal if they intend to use subcontractors,

and if so provide a list of subcontractors for approval. No other

subcontractors will be allowed to be used after any approvals from MCWA.

21.Provide a business plan on how the work will be performed and estimated

number of inspectors to be utilized on a daily basis.

Commodity Codes

• NAICS 541350Building Inspection Services

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