Project Information

Bid Title

RFP- IAWWTF FATS-OILS-GREASE (F.O.G.) HEATING LINE

Issuing Agency

City of Ithaca

Location

New York

Published Date

Dec 1, 2025

Closing Date

Jan 2, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	RFP- IAWWTF FATS-OILS-GREASE (F.O.G.) HEATING LINE
Category:	Bids & RFP's from the City
Status:	Open

Description: The City of Ithaca is requesting proposals from qualified firms or individuals to furnish a dedicated Fats, Oils, and Grease (FOG) heating, mixing, and pumping system as a new, independent feed line into the digester at the Ithaca Area Waste Water Treatment Facility. Please see related items for more info... Publication Date/Time: 12/1/2025 9:00 AM Closing Date/Time: 1/2/2026 5:00 PM Related Documents: RFP - FOG Heating Line Excerpt_IAWWTP_OriginalDrawings IAWWTF Septage Receiving.1-2 IAWWTF Septage Receiving.2-2

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ITHACA AREA WASTEWATER TREATMENT

FACILITY(IAWWTF)

FATS-OILS-GREASE (F.O.G.) HEATING LINE

Request for Proposals

Posting Date: 12/1/25

Submission Deadline: 01/02/26

Ithaca Area Wastewater Treatment Facility

525 Third Street

Ithaca, NY 14850

The City of Ithaca is requesting proposals from qualified firms or individuals to furnish a

dedicated Fats, Oils, and Grease (FOG) heating, mixing, and pumping system as a new,

independent feed line into the digester.

This document outlines the scope of work for Engineering design and build services.

Electronic proposals will be accepted until January 2nd, at 5:00 PM. Proposals shall be

submitted by email* to:

bzarzynski@cityofithaca.org

*An email reply will be sent confirming the City’s receipt of the proposal. Please contact the City if you do not receive

a confirmation email within two business days.

Summary

The City of Ithaca, Ithaca, New York (hereinafter referred to as “City”) is soliciting sealed written proposals

from qualified equipment suppliers to furnish a dedicated Fats, Oils, and Grease (FOG) heating, mixing, and

pumping system as a new, independent feed line into the digester. The project aims to improve handling

efficiency and optimize digester operation by adding a heating line/loop to maintain proper temperature

conditions for fats, oils and grease

Background

Scope of Work and Deliverables

The system shall be designed and installed in a way that allows for potential future integration of septage

and thickened sludge heating if desired, without requiring major rework.

A. Tank Configuration

 Provide 2 design options for tank configuration

 Option 1 – Keep FOG service at Tank #1

 Option 2 - Repurpose Septage Receiving Tank #3 for FOG service and relocate glycol storage to

Tank #2. Note a new bar screen will need to be added for FOG delivery.

 Ensure all tanks are finished with corner edge grouting and radius as planned.

B. Heating System

 Install stainless steel (or equivalent corrosion-resistant) multi-pipe heating loops, estimated 4–8"

diameter (final sizing to be based on heat transfer performance requirements), mounted around

the interior walls of Tank #3.

 Provide direct hot water supply from the existing plant hot water system (HWS), sourced from the

turbine building and existing boiler/turbine loop.

 Minimize additional heat exchangers or glycol loops unless technically required. Direct HWS tie-in

is the preferred approach; additional heat exchangers or glycol loops shall only be used if

technically unavoidable, as they add unnecessary complexity and efficiency loss.

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C. Mixing & Suspension

 Utilize the existing in-tank grinder/mixer pump where possible.

o Replace the 2 existing Vaughan submersible chopper pumps that are currently out of

service

 If mixing performance is inadequate, provide additional mixers to maintain proper suspension and

consistent heat transfer.

D. FOG Pumping

 Furnish and install a new diaphragm pump (or equivalent) suitable for FOG service.

 Pump must be sized to handle expected flow rates and viscosity.

 Existing Wemco septage pumps shall not be used for FOG transfer

E. Piping & Distribution

 Install new insulated underground piping from the turbine building to the digester building.

 Route piping to avoid conflicts with existing infrastructure, including the concrete pad for the gas

compression skid.

 Evaluate cost-saving options such as reusing existing insulated PEX piping currently stored

onsite.

 Heat tracing is not preferred due to maintenance concerns; provide adequate insulation instead

F. Digester Tie-In

 Connect heated FOG line into the digester sludge circulation line immediately upstream of

circulation pumps.

 FOG heating shall be a dedicated process line, isolated from septage and thickened sludge feeds.

 Include a static mixer (e.g., KOMAX or approved equivalent) to ensure thorough blending with pre-

heated sludge.

 Confirm compatibility with existing spiral heat exchangers for additional heat pickup.

G. Proportional Injection Capability

 Integrate provisions for proportional injection of glycol into the FOG stream at controlled ratios.

 Control system should allow operators to adjust dosing rates to optimize digestion performance

and support stable methane production.

H. Design Assumptions

 FOG composition varies too much to provide any data, use vegetable oil to design

 Errors on IAWWTF Septage Receiving2 dwgs package

o All shown piping & construction needs to be field verified As no As Builts or Redlined

Markups appear to be in files.

o Some Septage Bldg Overall inside piping to Tanks & Honey Monsters has been modified

and does not match supplied drawings now.

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 Sheet M-2

o Septage Transfer Pumps location shown in the tanks not correct to Dwgs

o STPs are more centrally located in tank, next to 8" Fill piping shown

 Sheet M-4

o Scum Pit New Construction shows new Grinder Pump piped to Thickener,Was never piped

to Thickener, Was Connected to existing Parallel Septage Piping directly to Primary

Digester.

 Sheet E-2

o Level Floats shown as STP controls were never installed

o STPs ended up use Radar Level Sensor Controllers mounted in 4-6' Holes not shown

o Electrical Panel Dwgs & EC Dwgs for STPs were never marked up or corrected.

o To use Radars as level controls. No Docs found in Dwg or Wiring Wise for Panels Or Field

showing those Radars or Interface Meters.

I. Deliverables

The contractor shall provide the following:

1. Provide full professionally stamped design drawings.

2. Furnish all equipment, materials, and piping required for the installation.

3. Perform all necessary demolition, site preparation, and trenching.

4. Install and test pumps, mixers, heating loops, and control systems.

5. Integrate the system with existing plant HWS and digester piping.

6. Commission the system, including performance testing of heating, pumping, mixing, and injection

functions, with demonstration of target heat transfer and mixing sufficient for stable digester gas

production.

7. Provide operator training and as-built documentation.

RFP Submission Requirements

The City of Ithaca (“City”) encourages prospective partners to submit the following documents

electronically to bzarzynski@cityofithaca.org.

Submissions will only be accepted via email using the following address and subject line:

Email: bzarzynski@cityofithaca.org

Subject Line: RFP Response, IAWWTF F.O.G Heating Line

Responses submitted to this Request for Proposal (RFP) will become property of the City of Ithaca at the

time of submission. Any confidential information, such as a company’s financial status, if required by the

specifications, shall be submitted separately and marked “Confidential.” All responses may be released

pursuant to the Freedom of Information Law. This RFP is subject to the City of Ithaca Purchasing Policy

and Procedure Manual and all applicable local, state, and federal law. All proposals must be submitted by

the 01/02/26. The City of Ithaca may extend the advertising period of this RFP in its sole discretion.

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Each proposal will be evaluated based on the following documents and requirements. Submissions must

include all of the following, including a cover letter, to be deemed complete. Notwithstanding the weight

indicators below, the City reserves sole award discretion.

1. Cover Letter

Provide a cover letter summarizing the applicant’s qualifications, operational experience, and proposed

approach to the execution of this project.

2. Qualification & Capabilities

Describe the qualifications and capabilities of the firm, team, and/or individual(s) as they relate to the

requested project work. If any aspect of the project is to be outsourced, this must be noted in the proposal

and include the outsourced firm’s identifications and qualifications.

3. Technical Approach

Include a detailed work plan that lists all tasks determined necessary to accomplish the work outlined in

the Scope of Work section. The work plan shall define resources needed for each task (title and person-

hours) and the firm’s staff person(s) completing the project task. Additionally, the plan should provide a

timeline that details the approximate duration for each task and milestone.

The work plan should also give details of any City staffing needs, including expected time duration and

frequency. Any additional information or documents needed from City staff should be included in this

section of the submission. Additional project elements or deliverables suggested by the consultant can be

included in the work plan and identified as ‘consultant suggested elements.’

4. Past Project Experience

Please include examples of comparable projects and at least three references.

5. Cost Proposal

A cost breakdown shall be submitted as part of the proposal. Fees are to include the names, title, hourly

rates, overhead factors, and any other details from which the overall project costs and costs for each

element have been derived. The fees are to relate in detail to each item of the proposed work plan.

Applicants must justify the details of the fee proposal relative to personnel costs, overhead, how the

overhead rate is derived, material, and time.

If applicable, provide the price of any optional services that would be complementary to the services

requested.

Important Dates

Publication of RFP

Proposal Submission Deadline

Selection

Project Kickoff Meeting

12/01/25

01/02/26 at 5:00pm

02/01/26

TBD

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Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 562998All Other Miscellaneous Waste Management Services

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