Notice to Bidders and Project Information.pdf

City of Jersey Village – RFP No. PW26-08 – On-Call Water and Wastewater Utility Repair Services

CITY OF JERSEY VILLAGE, TEXAS

REQUEST FOR PROPOSALS

RFP NO. 2026-08

ON-CALL WATER AND WASTEWATER UTILITY REPAIR SERVICES

The City of Jersey Village will be accepting proposals submitted online via CIVCAST https://www.civcastusa.com/ until 2:00 pm on Thursday, October 8, 2026, for qualified and experienced utility contractors to provide on-call water and wastewater utility repair services. The selected contractor shall provide emergency responses, scheduled repairs, maintenance support, and miscellaneous utility construction services as requested by the City.

The City intends to establish a contractual relationship with one or more qualified contractors capable of responding safely and efficiently to utility infrastructure needs. This contract is intended to supplement City forces and provide additional resources when workload, emergency conditions, specialized equipment, or project needs exceed available City resources.

City/Project Location: City of Jersey Village, 16327 Lakeview Drive, Jersey Village, Texas 77040.

Proposal Deadline: 2:00 p.m., October 8, 2026.

A pre-bid meeting will be held at City of Jersey Village City Hall at 16327 Lakeview, Jersey Village, Texas, 77040, at 10:30 a.m., October 5, 2026. The pre-bid meeting is not mandatory.

Bid documents may be downloaded from www.CivcastUSA.com, search “City of Jersey Village”. Bidders must register on this website to view and/ or download the bid documents, including specifications, plans, and other documents for this Project. There is NO charge to view or download the bid documents.

Historically Underutilized Businesses (HUBs) are encouraged to submit a proposal. Each proposal must be received before the stated time on the day the proposals are due. The City shall not be responsible for any verbal communication between any employee of the City and any potential firm. Only written requirements and qualifications will be considered.

All questions concerning the bid documents, the scope of work, or the project, should be submitted through Civcast.

The City reserves the right to reject any or all proposals, waive irregularities, request clarification, negotiate as permitted by law, and select the proposal determined to provide the best value to the City.

City of Jersey Village Courtney Rutherford, City Secretary Publication Dates: September 23 and 30, 2026 http://www.civcastusa.com/

I. INTRODUCTION

The City of Jersey Village is a municipality located in Harris County, Texas. The Public Works Department is responsible for operation and maintenance of the City's water distribution system, wastewater collection system, water production facilities, wastewater facilities, lift stations, and related infrastructure.

The City is seeking proposals from qualified contractors with demonstrated experience in municipal water and wastewater utility repair activities.

II. PURPOSE AND CONTRACT STRUCTURE

The purpose of this Request for Proposals is to establish one or more on-call repair services contracts that provides the City with reliable contractors for routine and emergency water and wastewater repair activities. Work will be assigned on an as-needed basis.

The City does not guarantee any minimum quantity, frequency, or dollar value of work under this Agreement.

Issuance of the Agreement does not authorize the Contractor to perform work without City authorization.

The initial term shall be one (1) year commencing on the effective date of the Agreement. The City may renew the

Agreement for up to three (3) additional one-year terms, subject to satisfactory performance, mutual agreement, availability of funding, and any applicable City approval requirements.

III. CONTRACTOR QUALIFICATIONS

The Contractor shall have a minimum of three (3) years of experience providing water and/or wastewater utility construction, repair, maintenance, or related services. The City may consider demonstrated experience of the firm, its principals, and key personnel when evaluating the proposer's qualifications.

The Contractor shall demonstrate experience performing work similar in nature and complexity to the services described in this RFP, with preference given to experience working for municipal or governmental entities.

The Contractor shall provide personnel who are properly trained, experienced, and qualified to perform assigned services. Contractors and their personnel shall possess any licenses, registrations, certifications, or other qualifications specifically required by applicable federal, state, or local law for the work being performed.

IV. SCOPE OF WORK

The Contractor shall provide all labor, supervision, equipment, materials, tools, transportation, and incidentals necessary to complete assigned work. Services may include, but are not limited to:

• Emergency water main breaks and water distribution repairs.

• Sanitary sewer main repairs and wastewater collection system repairs.

• Water service line repairs and replacements.

• Meter box, meter, valve, and fire hydrant repairs.

• Sanitary sewer manhole repairs and rehabilitation.

• Excavation, trenching, backfill, compaction, and restoration.

• Concrete and asphalt pavement restoration.

• Temporary bypass pumping and wastewater response activities.

• CCTV inspection support and utility investigation assistance.

• Sanitary sewer cleaning, pipe bursting, CIPP, and other specialized utility services when requested.

• Traffic control and work-zone safety measures.

• Grading, sodding, hydro-mulching, landscaping, and other restoration as required.

• Other related water and wastewater utility repair services requested by the City.

V. WORK AUTHORIZATION AND WORK ORDERS

Work under this Agreement will be assigned by the City on an as-needed basis. The City may request that the

Contractor inspect a location, provide an assessment, develop a scope of work, provide pricing, or perform emergency services.

Except in emergency situations, the Contractor shall not commence work without written authorization from the

City.

For routine and scheduled work, the Contractor shall, as directed by the City:

1. Respond to the City's request and inspect the work location;

2. Review information provided by the City regarding the requested work;

3. Develop a proposed scope of work;

4. Provide the City with an estimated schedule and pricing for the proposed work; and

5. Obtain written authorization from the City prior to beginning work.

Upon completion of work, the City will inspect the completed work and identify deficiencies requiring correction.

The Contractor shall promptly address deficiencies identified by the City.

The Contractor shall provide final documentation for completed work, including labor, equipment, materials, quantities, photographs, repair measurements, disposal documentation, and other information reasonably requested by the City. For underground utility repairs, the City will require documentation of the location, depth, materials, fittings, and other pertinent information prior to backfilling.

VI. EMERGENCY RESPONSE REQUIREMENTS

The Contractor shall maintain the ability to provide services twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days a year, including weekends and holidays, throughout the term of the

Agreement.

The Contractor shall provide priority response to emergency water and wastewater utility repair calls. Emergency conditions may include, but are not limited to, water main breaks, significant water leaks, sanitary sewer failures or overflows, or other conditions determined by the City to require immediate response.

Under normal working conditions, the Contractor shall have appropriate personnel at the designated site within four (4) hours of notification.

For emergency conditions, the Contractor shall have an appropriately equipped crew at the designated site within one (1) hour of notification.

For purposes of this Agreement, normal business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding City holidays. Calls received outside normal business hours, including weekends and holidays, shall be considered after-hours calls. Contractor shall maintain an emergency “on-call” number, or answering service to answer all calls placed after normal working hours seven (7) days per week and during holidays.

The Contractor shall provide an up-to-date list of primary and secondary on-call contacts, including telephone numbers and email addresses. The Contractor shall promptly notify the City of any changes to its designated emergency contacts.

VII. CONTRACTOR POINT OF CONTACT

The Contractor shall designate one (1) primary point of contact responsible for coordination and administration of services provided under this Agreement. The Contractor shall provide the City with the individual's name, title, telephone number, and email address.

The primary point of contact shall be reasonably available during normal business hours. Telephone calls from the City shall be returned within one (1) hour and emails shall be responded to within twenty-four (24) hours. The

Contractor shall notify the City within twenty-four (24) hours of any change to the designated point of contact.

VIII. CONTRACTOR PERSONNEL, IDENTIFICATION AND ATTIRE

The Contractor shall be responsible for the supervision, conduct, and performance of all personnel assigned to work under this Agreement.

The proposer shall identify key personnel anticipated to provide services under this Agreement, including the project manager or primary point of contact, superintendent or foreman, and other key personnel as applicable.

Personnel may vary depending upon the nature, location, and urgency of a particular work assignment.

All Contractor personnel performing work on behalf of the City shall wear appropriate work attire that clearly identifies them as employees or representatives of the Contractor. Contractor personnel shall wear company-branded shirts, uniforms, vests, or other readily identifiable clothing while performing work under this Agreement and shall carry company-issued identification or other identification that can be presented upon request.

The Contractor shall maintain a professional appearance and shall provide high-visibility apparel and appropriate personal protective equipment when required by the nature or location of the work.

The City may require the Contractor to remove or replace personnel whose conduct, performance, or failure to comply with City requirements is determined to be inappropriate or unacceptable. The Contractor shall cooperate with such requests.

IX. SAFETY REQUIREMENTS

The Contractor shall be solely responsible for maintaining safe working conditions for its employees, subcontractors, City personnel, the public, and surrounding property during the performance of all work.

The Contractor shall provide all required personal protective equipment and shall ensure that personnel are properly trained in its use. The Contractor shall comply with all applicable federal, state, and local safety requirements, including requirements applicable to excavation, trenching, confined spaces, traffic control, and work within public rights-of-way.

The Contractor shall provide and maintain appropriate barricades, warning signs, traffic control devices, and other safeguards as required by the conditions and location of the work.

Unsafe conditions shall be reported to the City immediately. The City reserves the right to suspend work that is determined to be unsafe or that creates an unreasonable risk to the public, City personnel, or Contractor personnel.

X. SUBCONTRACTORS

The Contractor shall not subcontract any portion of the work without the City's prior authorization, except for specialized services specifically identified in the Contractor's proposal and approved by the City.

The Contractor shall remain fully responsible for all work performed by approved subcontractors and shall ensure that subcontractors comply with all applicable requirements of this Agreement. The use of subcontractors shall not relieve the Contractor of responsibility for performance, quality, safety, or timely completion of the work.

XI. PRICING, TRAVEL, AND MOBILIZATION

The Contractor shall provide unit pricing for labor, equipment, mobilization, emergency response, and materials.

Pricing shall include all direct and indirect costs necessary to complete the work unless specifically identified otherwise.

Pricing submitted shall remain firm during the initial twelve-month contract term. The maximum proposed annual increase for renewal terms shall be identified in the Pricing Schedule. Any renewal price adjustment shall be subject to the terms of the Agreement and City approval.

Labor time shall be billable beginning when Contractor personnel arrive at the designated work site and ending when personnel leave the work site, unless otherwise authorized by the City. Travel time to and from the work site shall not be billed as labor. Mobilization charges shall be limited to the rates included in the approved Pricing

Schedule.

The Contractor shall provide documentation of actual material and equipment costs when requested by the City.

Material and subcontractor markups shall not exceed the percentages included in the approved Pricing Schedule.

XII. INVOICING AND SUPPORTING DOCUMENTATION

The City of Jersey Village is exempt from Federal Manufacturer’ s Excise, and state sales taxes.

TAX MUST NOT BE INCLUDED in Proposals or Invoices.

Tax exemption certificates will be executed by the City and furnished upon request.

Each invoice shall include sufficient documentation for the City to verify the work performed and charges incurred.

At a minimum, invoices shall include:

• Name of the vendor and "Remit to" address

• Vendor invoice number and date

• Vendors contact name and phone number

• Valid Purchase Order number, if applicable

Written description of goods/services delivered, to include:

• Location of the work;

• Date and time of Contractor arrival and departure;

• Description of the reported problem;

• Description of work performed and resolution;

• Names and classifications of personnel performing the work;

• Hours worked by each classification;

• Equipment utilized and applicable rates;

• Materials and parts used, including quantities and unit costs prior to markup;

• Applicable authorized subcontractor costs;

➢ Calculated cost on each line item (Qty x price)

➢ Total Amount Due

➢ Payment Due Date; and

➢ Work order number, when applicable

The City may request copies of invoices, receipts, time records, delivery tickets, or other documentation supporting charges submitted for payment. Failure to provide required documentation may delay payment.

Payment terms are net 30 days after the goods are provided or services are completed, as required, or a correct invoice is received, whichever is later.

Vendors are encouraged to utilize EFT (electronic funds transfer) as a payment option at no cost. This payment option makes the process more efficient. ACH forms will be provided upon contract award.

XIII. INSURANCE REQUIREMENTS

The Contractor shall, at its own expense, procure and maintain insurance coverage throughout the term of the

Agreement and for any additional period required by the Agreement. All insurance shall be issued by companies authorized to conduct business in the State of Texas.

At a minimum, the Contractor shall maintain:

• Commercial General Liability: $1,000,000 per occurrence and $2,000,000 aggregate, including premises and operations, contractual liability, and underground, explosion, and collapse hazards.

• Automobile Liability: $1,000,000 combined single limit covering owned, hired, and non-owned vehicles used in connection with the work.

• Workers' Compensation: statutory limits as required by Texas law, with Employer's Liability of not less than $1,000,000.

The City of Jersey Village shall be named as an additional insured on the Contractor's Commercial General

Liability and Automobile Liability policies, where applicable. Required liability policies shall be written on an occurrence basis unless otherwise approved in writing by the City.

The Contractor shall require approved subcontractors to maintain insurance appropriate to their scope of work and shall provide evidence of such coverage upon request.

The City reserves the right to require additional insurance coverage or increased limits for an individual work assignment when warranted by the scope, location, or risk associated with the work. Certificates of insurance and required endorsements shall be provided before commencement of work and upon request.

XIV. CONTRACT TERM, RENEWAL, AND TERMINATION

The initial contract term shall be one (1) year with up to three (3) additional one-year renewal options, subject to satisfactory performance, available funding, and mutual agreement.

The Contractor shall submit any requested renewal pricing information in accordance with the Agreement and

Pricing Schedule.

The City may terminate the Agreement for convenience upon thirty (30) days' written notice to the Contractor. The

Contractor shall be compensated for authorized work satisfactorily performed through the effective date of termination, subject to the Agreement.

The Agreement shall be subject to the availability of lawfully appropriated funds. Nothing in the Agreement shall obligate the City beyond funds legally available for the services.

XV. PROPOSAL SUBMITTAL REQUIREMENTS

• Cover Letter

• Proposal Submittal Form

• Qualification Statement

• Similar Municipal Experience

• Emergency Response Plan

• Three (3) References

• Pricing Schedule

• Insurance Documentation

• Conflict of Interest Questionnaire (Form CIQ), if applicable

• Current IRS Form W-9

• Texas Ethics Commission Form 1295, when required and at the time required by law or the City

• HB89, SB13 & SB19 verification forms

Proposals shall remain valid and may not be withdrawn for a period of ninety (90) days following the proposal submission deadline.

The proposer shall submit all required documents through CivCast in accordance with the instructions provided by the City. Failure to submit required information may result in the proposal being considered non-responsive.

XVI. PROPOSAL EVALUATION CRITERIA

Evaluation Criteria Points

Price and Fees 35

Qualifications and Municipal Experience 25

Approach and Emergency Response 20

References 10

Financial Stability / Performance History 10

TOTAL 100

The City may request clarification regarding any proposal. The City reserves the right to negotiate with one or more proposers as permitted by law and to select the proposal determined to provide the best value to the City.

XVII. GENERAL CONDITIONS

The City reserves the right to reject any or all proposals, waive informalities or irregularities, request additional information, negotiate with proposers as permitted by law, and select the proposal determined to be in the best interest of the City.

All questions concerning this RFP shall be submitted through CivCast. Only written requirements and responses issued by the City, including addenda, shall be binding. Proposers are responsible for reviewing all issued addenda.

The successful Contractor shall comply with all applicable federal, state, and local laws and regulations and shall perform all services in accordance with generally accepted practices applicable to the work.

The Contractor shall indemnify and hold harmless the City to the extent provided in the executed Agreement and applicable law.

No bonds are required for this on-call contract. The City may establish additional requirements for an individual work assignment only if expressly authorized by the Agreement and applicable law.

XVIII. WORK QUALITY AND WARRANTY

All work shall be performed in a good and workmanlike manner using materials appropriate for the intended application and in accordance with applicable standards, specifications, and manufacturer recommendations.

The Contractor shall provide the warranty for labor and completed repair work identified in its Pricing Schedule and proposal. The Contractor shall promptly correct defective or deficient work identified by the City within the applicable warranty period at no additional cost to the City, except where the condition resulted from circumstances outside the Contractor's control.

ATTACHMENTS

• Attachment A – Proposal Submittal Form

• Attachment B – Qualification Statement

• Attachment C – Reference Form

• Attachment D – Pricing Schedule

• Attachment E – Required Certifications

• Attachment F – Proposal Submittal Checklist