Citywide Sewer Main Televising and Line Cleaning Maintenance Services.pdf

Citywide Sewer Main Televising and Line Cleaning Maintenance Services

Request for Proposal No. 2026-0023

September 24, 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. Proposal Conditions B4. Pre-Contractual Expenses B5. Contract Term and Termination B6. City Rights and Negotiations B7. Protest Procedures B8. Local Business Preference

C. PROPOSAL REQUIREMENTS………………………………………………………………………………………………………………………………….…...Page 6

C1. Cover Letter / Letter of Introduction C2. Experience and Qualification of the Firm C3. Project Team Qualifications/Key Personnel C4. Plan Methodology / Project Approach C5. References C6. Sealed Fee Proposal C7. Conflict of Interest Statement C8. Acknowledgement of Insurance Requirements C9. Acknowledgement of Terms and Conditions C10. 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 – Separate Fee Proposal

A. INTRODUCTION

A1. OVERVIEW

The City of Chino (“City”) is seeking proposals from qualified firms (“Proposers”) to establish a contract for the Citywide Sewer Main Televising and Line Cleaning Maintenance Services as outlined in RFP No.

2026-0023. 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 September 24, 2026

Questions Due Date October 8, 2026 10:00 a.m.

Proposals Due Date October 22, 2026 10:00 a.m.

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

City Council Award Date (Tentative) December 1, 2026

B. INSTRUCTIONS TO PROPOSERS

All proposals must be submitted online via PlanetBids at 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. 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.

B4. 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.

B5. 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.

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

B6. 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.

B7. 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.

B8. LOCAL BUSINESS PREFERENCE

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

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 (Attachment C) 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.

▪ 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-consultants (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

▪ Resumes of project leads

▪ Sub-consultants’ 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 25%

D2. PLAN METHODOLOGY /PROJECT APPROACH 20%

D3. PAST PERFORMANCE / REFERENCES 20%

D4. QUALITY / RESPONSIVENESS OF PROPOSAL 15%

D5. COMPETITIVE PRICING 20%

D1. EXPERIENCE / QUALIFICATIONS (25%)

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 (20%)

▪ 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 sewer main cleaning, closed-circuit television (CCTV) inspection, lower service lateral inspections, and as-needed related maintenance repairs throughout the City. Work assignments and locations to be cleaned will vary and will be coordinated and scheduled by the City, which will include sewer mainline cleaning, televising services with reports, lower lateral launches with reports, and maintenance related repairs. The

Contractor’s anticipated annual quantity is to clean and televise up to fifty (50) miles of sewer mainlines and up to 500 lower service laterals per fiscal year. Sewer main cleaning should be completed prior to

CCTV inspection. Contractor shall not stage, store, park, or leave equipment, vehicles, materials, debris or other work-related items on City property, public streets, parkways, sidewalks, or right-of-way outside of active work hours unless specifically authorized in writing by the City.

F2. Objectives The Contractor shall clean sewer mains utilizing one (1) to two (2) slow-pass methods with skid-mounted hydro-jetting equipment and nozzles appropriate for the pipe diameter, material, and existing line conditions. All cleaning and inspection work shall be performed at various locations throughout the City of Chino.

F3. Scope of Work The general scope of services will include, but not be limited to the following tasks:

Task 1. Sewer Mainline Cleaning

City staff will coordinate scheduling of cleaning and inspection services. The Contractor must be available to commence work within fifteen (15) working days of receiving written or electronic Notice to Proceed from the City.

Deliverables: A digital copy of the Cleaning Activity Report (Daily/Work Log) shall be submitted by the Contractor and provided to the City and must include, at a minimum:

• Date and time of work

• Exact location (street name, manhole ID (if applicable), and pipe segment)

• Line size, material of pipe, and length cleaned

• City atlas page reference number

• Cleaning method used

• Crew members and equipment used

• Start and end manhole locations

• Quantity of debris removed (if applicable)

• Notes on any issues (roots, grease, blockages, sediment, collapsed pipe)

• Digital logs showing which segments were clean

Task 2. CCTV Inspections and Reporting Following cleaning operations, the Contractor shall perform CCTV inspections of the identified sewer mains in accordance with current NASSCO standards and best practices. All deficiencies and unusual conditions, including but not limited to root intrusion, cracks, fractures, offset joints, infiltration, damaged pipe, obstructions, or other structural or maintenance-related concerns, shall be clearly documented with video footage and still images and included in the report. Any conditions identified during inspection that pose an immediate threat to public health, safety, sewer system operations, or risk of failure shall be reported to City staff immediately upon discovery.

Deliverables: A digital copy of each inspection report shall be submitted to the City and must include, at a minimum:

• Street name and nearest address

• Identification of upstream and downstream manholes

• Distance between manholes

• Manhole depth

• Pipe material and diameter

• City atlas page reference number

• Identification and location of lateral connections (via lateral launching where required)

• NASSCO condition rating (1–5 scale)

CCTV footage that is obscured, improperly coded, incomplete, out of focus, or otherwise unacceptable to the City shall be re-performed at no additional cost.

Task 3. Lower Service Lateral Launches Contractor shall perform inspection of lower service laterals from the mainline up to the City’s right-of-way using a CCTV system equipped with a lateral launcher. Contractor shall perform CCTV inspections of the identified lower service laterals in accordance with current NASSCO standards and best practices. All deficiencies and unusual conditions, including but not limited to root intrusion, cracks, fractures, offset joints, infiltration, damaged pipe, obstructions, or other structural or maintenance-related concerns, shall be clearly documented with video footage and still images and included in the report. Any conditions identified during inspection that pose an immediate threat to public health, safety, sewer system operations, or risk of failure shall be reported to City staff immediately upon discovery.

Deliverables: A digital copy of each inspection report shall be submitted by the Contractor and provided to the City and must include, at a minimum:

• Date of inspection

• Street name and mainline segment (upstream/downstream manholes)

• Address

• Location of lateral as it relates to the address (clock position of lateral)

• Lateral length inspected

• Diameter and material

• City atlas page reference number

• Inspection direction (from mainline outward)

• If full length of lateral was reached

• Observations/Remarks

• NASSCO condition rating (1-5 scale)

Task 4. Maintenance Related Repairs In addition to scheduled work, the City may require occasional on-call spot repairs at individual sewer main locations throughout the year. The Contractor must have the capacity to respond to maintenance requests for spot repairs in a timely manner. Contractor shall be fully capable of furnishing and implementing traffic control measures, in compliance with the WATCHBOOK and all applicable regulations and standards. Any conditions identified during maintenance-related repairs that pose an immediate threat to public health, safety, sewer system operations, or risk of failure shall be reported to City staff immediately upon discovery. Contractor will be responsible for providing a detailed report of these findings.

F4. Additive Bid Item As an additive bid item, the City is requesting a cost for the development and delivery of a Geographic Information System (GIS) data layer derived from CCTV inspection results compatible with ArcGIS.

Under this item, the Contractor shall compile, attribute, and integrate all relevant inspection data into a GIS-compatible format following completion of televising services. The GIS layer shall spatially identify and map observed deficiencies within the sewer system, including but not limited to leak points, structural failures, root intrusion, inflow and infiltration (I&I), and other indicators of system inefficiencies or deteriorating infrastructure.

The Contractor shall identify and categorize sewer main segments and associated assets that are recommended for repair, rehabilitation, or replacement based on CCTV inspection findings. These locations shall be accurately georeferenced and attributed within the GIS dataset.

All GIS deliverables shall be fully compatible with ArcGIS Pro and conform to the City’s existing GIS standards.

Deliverables:

• GIS File format:

o ESRI File Geodatabase (.gdb) preferred o Shapefiles (.shp) acceptable if approved by the City

• Coordinate System:

o California State Plane Coordinate System, Zone V (NAD 83), or as otherwise specified by the City

• Feature Classes (at a minimum):

o Sewer Main Segments (line features) o Defect Locations (point features) o Manholes (point features, if updated during inspection)

• Required Attribute Fields (minimum schema):

o Asset ID (linked to City atlas or asset management system) o Street Name o Upstream Manhole ID o Downstream Manhole ID o Pipe Diameter o Pipe Material o Inspection Date o Inspection Company o NASSCO PACP Rating (1–5) o Defect Code (per NASSCO PACP standards) o Defect Description o Defect Severity Score o Distance from Upstream Manhole (feet) o Recommended Action (e.g., Monitor, Clean, Repair, Rehabilitate, Replace) o Priority Ranking (High, Medium, Low) o Video File Reference / Hyperlink o Image Reference / Hyperlink

• Data Standards and Requirements:

o All defect coding and condition ratings shall conform to National Association of

Sewer Service Companies PACP standards o GIS data shall maintain relational integrity between linear assets (pipes) and associated inspection/defect records o Hyperlinks to CCTV videos and images shall be functional within ArcGIS Pro o Data shall be topologically correct with no overlapping or disconnected segments unless field-verified

• Metadata and Documentation:

o Complete FGDC-compliant metadata shall be provided for each feature class o A data dictionary describing all fields, domains, and coded values shall be included o A brief technical memorandum summarizing methodology, assumptions, and data limitations shall be submitted

The GIS layer shall be designed to integrate seamlessly with the City’s existing asset management system and support long-term maintenance planning, capital improvement programming, and condition assessment tracking.

All GIS deliverables shall be compatible with ArcGIS Pro and conform to the City’s ArcGIS Enterprise environment, including enterprise geodatabase (SDE) schema, attribute structure, domains, subtypes, naming conventions, and spatial reference system. Data shall be provided in an Esri file geodatabase format and be suitable for integration into the City’s enterprise geodatabase and use in hosted or federated applications.

All deliverables shall be reviewed and approved by the City prior to final acceptance.

F5. Contractor Qualifications To qualify, the Contractor must meet the following minimum requirements:

Contractor shall possess a valid California Class A General Engineering Contractor’s License from the time the RFP is submitted and throughout the entire term of the contract. City will not award this contract to a firm who fails to possess the required license.