1._RFP_CHANNEL_CLEANING_SERVICES.pdf

Channel Cleaning &

Related Maintenance Services Request for Proposal No. 2026-0016

October 15, 2026

TABLE OF CONTENTS

A. INTRODUCTION……………………………………………………………………………………………………..………………..…………………………………Page 3 A1. Overview A2. About the City A3. Proposed Schedule

B. INSTRUCTIONS TO PROPOSERS…………………………………………………………………….………………………………………….…………………Page 4 B1. Submission of RFP B2. Questions and Addenda B3. Mandatory Pre-Proposal Meeting B4. Proposal Conditions B5. Pre-Contractual Expenses B6. Contract Term and Termination B7. City Rights and Negotiations B8. Protest Procedures B9. Local Business Preference B10. Bid Bond Requirement

C. PROPOSAL REQUIREMENTS…………………………………………………………………………………………….…………………………………….…...Page 6 Part 1. Professional Services Agreement (PSA) Exhibits

Exhibit A. Plan Methodology / Project Approach Exhibit B. Acknowledgement of Terms and Conditions of Sample PSA Exhibit C. Separate Fee Proposal Exhibit D. Schedule of Performance

Part2. Technical Experience C1. Cover Letter / Letter of Introduction C2. Experience and Qualification of the Firm C3. Project Team Qualifications/Key Personnel C4. References C5. Conflict of Interest Statement C6. Acknowledgement of Insurance Requirements C7. Appendices

D. EVALUATION CRITERIA…………………………………………………………………………………………………………….…………………………………Page 8 D1. Experience / Qualifications D2. Plan Methodology / Project Approach D3. Past Performance / References D4. Quality / Responsiveness of Proposal D5. Competitive Pricing

E. SELECTION PROCESS………………………………………………………………………………….………………….……………….…………………………..Page 9 E1. Selection E2. Award E3. Implementation

F. SCOPE OF SERVICES……………………………………………………………………………………………………..…………………..…………………………Page 9

ATTACHMENTS

Attachment A – Required Forms Attachment B – Sample Professional Services Agreement Attachment C – Exhibit C - Separate Fee Proposal Attachment D – Exhibit 1 – Magnolia Channel Attachment E – Exhibit 2 – Euclid Avenue Bridge Attachment F – Exhibit 3 – Euclid Avenue Channel

A. INTRODUCTION

A1. OVERVIEW

The City of Chino (“City”) is seeking proposals from qualified firms (“Proposers”) to establish a contract for Channel Cleaning & Related Maintenance Services as outlined in RFP No. 2026-0016. Work provided shall be in accordance with the Scope of Service requirements herein. The City welcomes proposals from all qualified firms.

A2. ABOUT THE CITY

The City of Chino was incorporated as a general law City on February 28, 1910. Chino has a separately elected Mayor and four Council members, each elected to overlapping four-year terms. The Mayor and Council appoint the City Manager and City Attorney, with department directors appointed by the City Manager. The City provides a full range of services for its citizens, including police services, parks and recreation programs, planning and development, and street maintenance and lighting. It also operates water, sewer, and storm drain utilities and provides for refuse collection, and cable television through outside contracts. The City also provides its citizens with a wide range of recreational opportunities through activities at the Senior Citizens Center and youth activities at the Neighborhood Activity Center, as well as providing a unique balance of human services programs that assist youth and families with a comprehensive counseling program. In addition, the City's Public Works Department provides many street and infrastructure improvements.

A3. PROPOSED SCHEDULE

Timeline Dates

Release of Request for Proposal October 15, 2026

Mandatory Pre-Proposal Meeting October 22, 2026 10:00 a.m.

6185 Kimball Avenue Chino CA 91710

Questions Due Date October 29, 2026 10:00 a.m.

Proposals Due Date November 12, 2026 10:00 a.m.

Electronic proposals are due on or before the date and time specified above.

City Council Award Date (Tentative) December 15, 2026

B. INSTRUCTIONS TO PROPOSERS

All proposals must be submitted online via PlanetBids at https://www.planetbids.com/portal/portal.cfm?CompanyID=26384.

https://www.planetbids.com/portal/portal.cfm?CompanyID=26384

Proposals submitted by any other method will not be accepted.

B1. SUBMISSION OF PROPOSAL

To be considered, all proposals must be submitted through PlanetBids by the deadline stated in this RFP.

Firms must be registered in the City’s PlanetBids portal to access and respond to the solicitation. Please upload all required documents outlined in Section C, “Proposal Requirements,” including the separate-file fee proposal. Proposals must remain valid for a minimum of 120 calendar days following the submission deadline.

B2. QUESTIONS AND ADDENDA

All questions or requests for clarification must be submitted through PlanetBids. City staff are not authorized to respond to inquiries outside of the system. Proposers are responsible for reviewing and acknowledging any addenda issued through the portal. For technical assistance with PlanetBids, please contact their support team at (818) 992-1771.

B3. MANDATORY PRE-PROPOSAL MEETING

Prior to submitting a proposal, Proposers are to attend a mandatory pre-proposal meeting where City staff will present the intent of this project, highlight key components, and expected outcomes and deliverables. Staff will leave limited time for formal questions which will be answered through the bid portal prior to the proposal deadline.

B4. PROPOSAL CONDITIONS

By submitting a proposal, Proposers acknowledge the following:

▪ Confidentiality: Proposals must not be marked confidential. Any proposals so marked may be rejected. Submitted proposals become the property of the City and may be subject to public disclosure. The City shall not be liable in any way for disclosure of any such records. Additionally, all proposals shall become the property of the City. Any portions of a proposal claimed to be exempt from disclosure must be clearly identified and accompanied by a justification under applicable provisions of the California Public Records Act. The City does not guarantee the non-disclosure of any information submitted.

▪ RFP Review: Proposers affirm that they have reviewed the full RFP and are capable of delivering the required services.

▪ Compliance: Proposals must comply in full with all RFP requirements. Any deviations or exceptions must be clearly identified and submitted separately for City review.

▪ Rejection Rights: The City reserves the right to reject any proposal deemed incomplete, conditional, or non-compliant, and may waive immaterial irregularities at its discretion.

B5. PRE-CONTRACTUAL EXPENSES

The City is not responsible for any costs incurred by Proposers in connection with this solicitation, including but not limited to preparation, submission, or contract negotiation expenses.

B6. CONTRACT TERM AND TERMINATION

If awarded, the initial contract term shall be five (5) years, with up to two (2) additional one-year renewal options, exercisable at the sole discretion of the City.

B7. CITY RIGHTS AND NEGOTIATIONS

The City reserves the right to:

• Negotiate terms with one or more Proposers,

• Withdraw the RFP without making an award,

• Award a contract to a single or multiple firms, and

• Reject any or all proposals without cause.

B8. PROTEST PROCEDURES

Only Proposers who submitted a proposal may file a protest regarding the proposed contract award.

Written protests must be submitted within five (5) business days of the City’s issuance of a Notice of Intent to Award. Protests must:

▪ Be submitted on official letterhead,

▪ Clearly describe the grounds for protest with specific issues and legal citations, and

▪ Be signed by an authorized representative of the firm.

The City Manager or designee’s determination regarding any protest shall be final.

B9. LOCAL BUSINESS PREFERENCE

A local business preference will be applied in accordance with the City’s Purchasing Ordinance.

B10. BID BOND REQUIREMENT

A bid bond may be required for this solicitation, as specified in the Required Forms or Scope of Services.

If a bid bond is required, the original must be received or postmarked by the proposal due date and time stated in the solicitation and mailed to:

City of Chino – Finance Department Reference: RFP Number and Name

13220 Central Avenue, Chino, CA 91710

C. PROPOSAL REQUIREMENTS

Proposal Length: Part 1 of the proposal is limited to 10 pages. Part 2 of the proposal is limited to 20 pages.

Each section must begin on a new page. Be concise and avoid overly promotional content. The following must be included:

PART 1. PROFESSIONAL SERVICES AGREEMENT (PSA) EXHIBITS

EXHIBIT A. PLAN METHODOLOGY/PROJECT APPROACH

▪ Include Proposer’s Scope of Services to be provided

▪ Understanding of the City’s needs

▪ Technical approach and methods

▪ Benchmarks for performance

Innovation suggestions (if any)

EXHIBIT B. ACKNOWLEDGEMENT OF TERMS AND CONDITIONS OF SAMPLE PSA

Submit signed Attachment A noting any exceptions to the RFP or sample agreement (Attachment B).

If no exceptions, state “none”.

EXHIBIT C. SEPARATE FEE PROPOSAL

Submit a separate sealed fee proposal in PlanetBids as a distinct file. Sealed fee proposals will be reviewed only after completion of the technical evaluation and scoring of non-price criteria. Pricing shall include all labor, supervision, equipment, materials, transportation, disposal, traffic control, permits, overhead, profit, and all other costs necessary to perform the work.

▪ Itemize all fees by task, rate, hours, and role

▪ Include prevailing wage (if applicable)

EXHIBIT D. SCHEDULE OF PERFORMANCE

▪ Work plan and schedule

PART 2. TECHNICAL EXPERIENCE

C1. COVER LETTER / LETTER OF INTRODUCTION

▪ Firm name, address, website

▪ Authorized representative’s name, title, phone, and email

▪ Office assigned to the project

▪ Sub-contractors (if applicable)

▪ Statement of 120-day proposal validity

▪ Attestation that all information is true and correct

C2. EXPERIENCE AND QUALIFICATION OF THE FIRM

▪ Years in business

▪ Past projects for municipalities

▪ Relevant expertise and capabilities

▪ Litigation or contract termination history in the past 3 years

▪ Disciplinary actions in the past 5 years (if any)

C3. PROJECT TEAM QUALIFICATIONS / KEY PERSONNEL

▪ Organizational chart

▪ Roles and responsibilities of key personnel

▪ Résumés of project leads

▪ Sub-contractors’ qualifications (if applicable)

C4. REFERENCES

Provide three (3) references for similar services within the last four (4) years. Include:

▪ Client name and contact

▪ Email, phone, and mailing address

▪ Brief project scope, timeline, and current status

C5. CONFLICT OF INTEREST STATEMENT

Complete and submit Attachment A.

C6. ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

Complete and submit Attachment A. Minimum insurance includes:

▪ General Liability: $1M per occurrence, $2M aggregate, with Additional Insured Endorsement

▪ Auto Liability: $1M per accident

▪ Workers’ Comp: $1M (if applicable)

▪ Umbrella/Excess policies must not diminish coverage

C7. APPENDICES

Appendix A shall include a sample work product completed by the proposer limited to 3 pages in total.

Appendix B is reserved only for relevant, supplemental materials. Do not submit excess or promotional content.

D. EVALUATION CRITERIA

Proposals will be reviewed and scored by a Selection Committee. The City’s final decision will consider the overall value and not just pricing. A proposal may be disqualified for failure to meet any requirement of the RFP.

Criteria Weight

D1. EXPERIENCE / QUALIFICATIONS 20%

D2. PLAN METHODOLOGY /PROJECT APPROACH 25%

D3. PAST PERFORMANCE / REFERENCES 20%

D4. QUALITY / RESPONSIVENESS OF PROPOSAL 15%

D5. COMPETITIVE PRICING 20%

D1. EXPERIENCE / QUALIFICATIONS (20%)

Includes:

▪ Firm’s experience on similar projects

▪ Municipal project familiarity

▪ Training and credentials of key personnel

▪ Organizational stability and resources

D2. PLAN METHODOLOGY /PROJECT APPROACH (25%)

▪ Clarity and detail of work plan

▪ Ability to meet objectives and deadlines

▪ Understanding of the Scope of Services

▪ Innovative solutions and efficiency

D3. PAST PERFORMANCE / REFERENCES (20%)

▪ Client feedback on similar work

▪ Contractor's reputation and professionalism

▪ Responsiveness, communication, and reliability

D4. QUALITY / RESPONSIVENESS OF PROPOSAL (15%)

▪ Completeness and accuracy of proposal

▪ Adherence to RFP instructions and format

▪ Attention to detail and responsiveness

D5. COMPETITIVE PRICING (20%)

▪ Fair and reasonable cost

▪ Alignment of price with scope and schedule

▪ Clarity and transparency in cost breakdown

E. SELECTION PROCESS

E1. Selection All proposals will be reviewed by the Selection Committee. Finalists may be invited for interviews. The City may select one or more firms, or reject all proposals.

E2. Award The City will issue a Notice of Intent to Award through PlanetBids to notify all Proposers of the top-ranked firm(s).

E3. Implementation

▪ Kick-off Meeting: May be held post-award to review scope, team introductions, and project launch.

▪ Notice to Proceed: Issued after execution of agreement and submission of all insurance and other required documents.

▪ Performance Metrics: The City reserves the right to evaluate the contractor’s performance through metrics such as:

✓ Timeliness of services

✓ Emergency response time

✓ Service quality (as verified during inspections)

F. SCOPE OF SERVICES

F1. Overview:

The City reserves the right to refine or modify the final Scope of Services during contract negotiations with the selected firm(s). The City of Chino is seeking proposals from qualified contractors to provide sediment removal, sediment hauling, and weed abatement services within a designated section of the

Magnolia Channel (Attachment D - Exhibit 1 – Magnolia Channel).

VEGETATION

The Contractor shall remove and legally dispose of all sediment, debris, and vegetation from the Magnolia Channel located east of El Prado Road on Kimball Avenue, immediately west of 6185 Kimball Avenue. All work shall be performed in a safe manner that minimizes impacts to adjacent properties and the surrounding environment.

Vegetation removal shall include all vegetation located along the channel bottom and side slopes for an estimated total channel length of approximately 2,000 linear feet. Weed abatement shall extend approximately 135 feet north of Kimball Avenue and 1,865 feet south of Kimball Avenue.

SEDIMENT

In addition, the Contractor shall remove sediment and debris from both sides of the double-box culvert located beneath Kimball Avenue at the Magnolia Channel, east of El Prado Road, as directed by the City.

Each culvert measures approximately 10 feet wide, 42 inches high, and 88 feet long. Cleaning of the culverts shall be performed using a mechanical winch and scraper system, or an equivalent method approved by the City. All equipment used shall be capable of operating within the culvert's clearance limitations. The use of hydro vacuum equipment will not be permitted.

The Contractor shall also remove sediment from the following channel areas:

• Up to 135 feet north of Kimball Avenue, estimated at approximately 135 feet × 12 feet × 1 foot.

• An additional sediment accumulation area located just beyond the channel bend, south of the

1,865-foot section described above, estimated at approximately 100 feet × 12 feet × 1 foot.

The Contractor shall implement appropriate dust control measures throughout the duration of the work and shall haul and dispose of all removed sediment, debris, and vegetation at an approved disposal facility.

The Contractor shall be solely responsible for any damage to adjacent properties, landscaping, or vehicles resulting from its operations.

City staff will contact the contractor and schedule the cleaning of this channel. Contractor must have the availability to begin provision of service as requested by the City within fifteen (15) working days of receiving a written or electronic notice to proceed. These services can be contracted up to three (3) times per contract year. If Contractor is scheduled for only one move-in during the contract year, City shall only pay for services rendered, not the full contract amount.

The Contractor shall furnish all labor, materials, equipment, and traffic control necessary to safely perform the work. Traffic control shall be provided in accordance with the latest edition of the W.A.T.C.H. Manual, the California Manual on Uniform Traffic Control Devices (CA MUTCD), and all other applicable federal, state, and local regulations. The Contractor shall obtain a business license, all required encroachment permits, and any other permits necessary to perform work within the public right-of-way.

F2. Additive Items As an additive bid item, the City is requesting pricing for weed abatement services at two locations along Euclid Avenue. These services may be awarded at the City's sole discretion. If awarded, weed abatement services will be performed a minimum of two (2) times per calendar year and up to a maximum of three

(3) times per calendar year, depending on vegetation growth, environmental conditions, and applicable permit restrictions.

Location #1 – Euclid Avenue Bridge (Attachment E – Exhibit 2 – Euclid Avenue Bridge) The Contractor shall remove and dispose of all vegetation within the designated work area located on both sides of Euclid Avenue. The work limits extend approximately ten (10) feet from the edge of pavement and approximately 2,500 linear feet along each side of the roadway. Vegetation shall be removed by mechanical means only. The use of herbicides or chemical vegetation control methods is strictly prohibited at this location. A map identifying the work limits for Location #1 is included for reference. Work performed along the Euclid Avenue Bridge shall include appropriate lane closures and flagging operations, as necessary, to safely complete the vegetation removal.

Location #2 – Euclid Avenue Storm Drain Channel (Attachment F – Exhibit 3 – Euclid Avenue Channel) The Contractor shall remove and dispose of all vegetation within the storm drain channel located on the east side of Euclid Avenue between Kimball Avenue and Merrill Avenue. The channel is approximately ten

(10) feet wide and 5,000 linear feet in length. Vegetation shall be removed by mechanical means only. The use of herbicides or chemical vegetation control methods is strictly prohibited at this location. A map identifying the work limits for Location #2 is included for reference.

All vegetation removed from both sites are to be cut to ground level, disposed of off-site, and sites to be left in a neat condition. Contractor shall not remove vegetation and leave onsite or blow cut vegetation into the existing untouched landscape.