Request for Proposals
Routine and On-Demand Maintenance Services for Hydrodynamic Separator (HDS) Trash Capture Devices
Release Date: May 18, 2026
Deadline for Submittal: 3:00 p.m., local time, on June 12, 2026.
City of Richmond
Public Works Department
Water Resource Recovery Division
INTRODUCTION
The City of Richmond (“City”) is requesting proposals from qualified contractors to provide routine and on-demand maintenance services for Hydrodynamic Separator (HDS) trash capture devices within the City’s stormwater system.
This Request for Proposals (RFP) describes the project, required scope of services, contractor selection process, and the minimum information that must be included in the bid. Failure to submit information in accordance with the RFP requirements and procedures may result in disqualification.
The anticipated term of this contract will be for a period of one (1) year, with options to extend for two additional one-year terms.
Vendors are required to read and understand all information contained within this entire bid package. By respon ding to this RFP, the vendor agrees to comply with all requirements contained herein.
ABOUT THE CITY
The City of Richmond is a Charter City located in Contra Costa County within the San Francisco Bay Area, with a population of approximately 110,000 residents. The City provides a full range of municipal services including public works, stormwater management, wastewater treatment, and infrastructure maintenance.
The Public Works Department is responsible for maintaining stormwater infrastructure in compliance with applicable regulatory requirements, including the Municipal Regional Stormwater NPDES Permit ( MRP), Order No. R2 -2022-0018. This includes implementation of Provision C.10 (Trash Load Reduction), which requires the installation, operation, and maintenance of full trash capture systems to reduce trash discharges to receiving waters.
Maintenance of H DS trash capture devices is a critical component of the City’s compliance strategy to meet trash reduction performance standards, protect water quality, and safeguard public health and the environment.
SCOPE OF SERVICES
A. OBJECTIVE
The objective of this contract is to provide routine and on-demand maintenance services for the City of Richmond’s HDS trash capture devices to ensure continued functionality, effective debris removal, and compliance with applicable regulatory requirements.
These services support the City’s obligations under the Municipal Regional Stormwater Permit, including Provision C.10 (Trash Load Reduction), which requires the proper operation and maintenance of full trash capture systems to achieve mandated trash reduction performance standards.
The Contractor shall perform maintenance activities necessary to ensure that all HDS devices operate as designed, remain free of debris accumulation that could impair performance, and continue to function as full trash capture systems.
B. SCOPE OF SERVICES
The Contractor shall provide routine and on-demand maintenance services for the City’s Hydrodynamic Separator (HDS) trash capture devices in accordance with the requirements set forth herein.
1. Device Inventory
The City currently owns and operates five (5) Hydrodynamic Separator (HDS) trash capture devices located at the following locations:
• S 8th Street & Potrero Avenue
• Regatta Boulevard & Marina Bay Parkway
• Regatta Boulevard near South 34th Street (dual units) • 305 Cutting Boulevard
• Carlson Boulevard & Bayview Avenue
The Contractor shall be responsible for verifying field conditions and device configuration prior to performing work. The City reserves the right to add, remove, or modify devices during the term of the contract.
2. Routine Maintenance
The Contractor shall perform routine maintenance on each device two (2) times per year.
Routine maintenance shall include, at a minimum:
Removal of all accumulated trash, debris, sediment, and floatables. Cleaning of internal components as necessary to restore function Flushing or jetting, if required, to ensure proper flow Inspection of device condition during maintenance activities Each device shall be left in a fully empty condition and restored to proper operating function upon completion of maintenance. All maintenance activities shall be performed in a manner that maintains the continued functionality of each device as a full trash capture system.
3. On-Demand Maintenance
The Contractor shall perform additional maintenance services on an as -needed basis when directed by the City.
On-demand maintenance may be required due to, but not limited to:
Devices reaching high debris capacity (e.g., ≥75% full) Evidence of blockage, bypass, or reduced hydraulic performance Public complaints or nuisance conditions
Post-storm debris accumulation
Vandalism or illegal dumping
The Contractor shall:
Respond within five (5) business days for routine requests
Respond within forty -eight (48) hours for urgent requests, when specified by the City
Perform maintenance consistent with Routine Maintenance requirements Restore the device to a fully empty and functional condition On-demand maintenance shall be paid at the same unit rate as routine maintenance unless otherwise authorized by the City.
4. Coordination with City
The City performs routine inspections of all HDS devices.
The Contractor shall:
Coordinate all maintenance activities with the City
Respond to maintenance requests based on City inspection findings Notify the City if condit ions observed during maintenance indicate that additional servicing may be required prior to the next scheduled cycle
The City reserves the right to adjust maintenance priorities and schedules based on inspection findings and operational needs.
5. Non-Routine Services
Non-routine services include work beyond standard maintenance necessary to restore or repair HDS devices. Such services may include, but are not limited to:
Removal of large or unusual debris not addressable through standard maintenance
Minor repairs to internal components or access structures Removal of obstructions affecting system performance
Support for addressing vandalism or unauthorized access conditions Non-routine services:
Shall only be performed upon authorization by the City Shall be billed on a time-and-material basis using the Contractor’s submitted rates
6. Disposal
The Contractor shall be responsible for the collection, transport, and disposal of all debris, sediment, and waste materials generated from maintenance activities.
All disposal shall comply with applicable local, state, and federal regulations.
The City will not provide disposal facilities.
7. Traffic Control
The Contractor shall provide all necessary traffic control required to safely perform the work.
Traffic control shall:
Comply with the California Manual on Uniform Traffic Control Devices (CA MUTCD)
Include all signage, lane closures, and safety measures required for th e work location
The Contractor shall coordinate with the City prior to performing work within the public right-of-way.
The City reserves the right to require additional traffic control measures for specific locations or conditions.
8. Reporting Requirements
The Contractor shall provide a maintenance report for each service event that includes:
Device location
Date of service
Estimated pre-clean condition (fullness level)
Description of work performed
Confirmation that the device was cleaned to a fully empty condition Identification of any observed damage or operational issues Before and after photographs
A sample maintenance report form is included as Exhibit C and shall be used unless otherwise approved by the City.
RFP SCHEDULE
Date Activity
May 18, 2026 Release RFP
May 26, 2026 Pre-Bid Meeting
June 2, 2026 Last Day for Questions
June 5, 2026 Last Day for Addendums
June 12, 2026 Proposals Due
June 15-18, 2026 Review proposals
July 7, 2026 Award Contract
August 17, 2026 Execute Contract
October 15, 2026 Start Work
PRE-PROPOSAL CONFERENCE [MANDATORY]
A mandatory pre-proposal conference will be held online via Microsoft Teams on May 26, 2026, from 10:00 AM to 12:00 PM. A meeting invitation and access information will be provided to registered prospective proposers prior to the conference.
BID SUBMITTAL REQUIREMENTS
Proposals shall be concise, well organized, and demonstrate the proposer’s ability to perform the required services. Proposers shall submit all required information in accordance with this Request for Proposals (RFP). Failure to comply with these requirements may result in the proposal being deemed non-responsive.
Proposals shall include the following:
A. Cover Letter
The proposal shall include a cover letter signed by an authorized representative of the firm.
The cover letter shall:
Confirm that the proposer has reviewed and understands all requirements of this RFP
Include a statement of intent to perform the services described herein Indicate the proposer’s willingness to enter into an agreement under the terms and conditions specified in this RFP, including the City’s Standard Services Agreement and insurance requirements
Provide a brief description of the firm, including relevant experience performing similar services
Identify the office location from which the work will be managed Identify a single point of contact for the proposal, including name, title, phone number, and email address
State that the proposal and pricing shall remain valid for a period of at least ninety (90) days
B. Qualifications and Experience
Proposers shall demonstrate relevant experience performing similar work. At a minimum, the proposal shall include:
Description of experience maintaining HDS units or similar stormwater infrastructure Experience with debris removal, vacuum truck operations, and sediment handling and disposal
Experience performing work within public right-of-way environments, including traffic control
Provide a minimum of three (3) references for similar projects within the last five years , including:
Client name, address, and contact information
Description of services provided
Contract duration and approximate contract value
The City reserves the right to contact any references provided.
C. Staffing and Equipment
Proposers shall describe their approach to staffing and equipment necessary to perform the work, including:
Identification of key personnel and their roles
Description of equipment to be used (e.g., vacuum trucks, jetting equipment) Demonstration of the firm’s capacity to meet required response times and service levels
D. Cost Proposal
Proposers shall complete and submit Exhibit B – Payment Proposal. The Payment Proposal shall include:
• Routine Maintenance Lump Sum for maintenance of all five HDS locations two (2) times per year, which shall serve as the Basis of Award
• Unit price per additional HDS cleaning event for City-directed non-routine / on-demand
cleaning
• Hourly rate for additional traffic control, when required and authorized by the City • Hourly rate for non-routine labor, when authorized by the City The Routine Maintenance Lump Sum shall include all l abor, equipment, materials, mobilization, flushing, debris and sediment removal, transportation, disposal, and ordinary traffic control necessary to complete routine maintenance in accordance with the Scope of Services.
No additional compensation will be p rovided beyond the prices submitted in Exhibit B unless expressly authorized in writing by the City.
E. Subcontractors
If subcontractors are proposed, the proposer shall:
Identify all subcontractors and describe their roles
Describe the proposer’s approach to managing subcontractors and ensuring quality control
The proposer shall remain fully responsible for all work performed under the contract.
F. Previous Work with the City
Proposers shall provide a list of any contracts performed for the City of Ric hmond within the past three (3) years, including:
Project description
Contract value
Completion status
G. Exceptions
Proposers shall clearly identify any exceptions to this RFP or to the City’s Standard Services Agreement.
Failure to identify exceptions shall be deemed acceptance of all terms and conditions set forth in this RFP.
H. Required Forms and Certifications
Proposers shall submit all required City forms and certifications, including but not limited to:
Sanctuary City Compliance Statement
Limited Liability Company (LLC) Disclosure Form (if applicable) Failure to submit required forms may result in the proposal being deemed non-responsive.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
All questions concerning this Request for Proposals shall be submitted through the City’s electronic BidsOnline system on the Q&A tab no later than June 2, 2026 at 5:00 p.m.
Questions submitted after the deadline may not receive a response.
If the City determines that an addendum is necessary, prospective proposers will receive notification through BidsOnline. Responses to questions and any addenda will be posted through BidsOnline. It is the proposer’s responsibility to periodically check the BidsOnline
website for addenda, responses to questions, or other updates related to this RFP.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee, or agent regarding this RFP, except through the process identifi ed herein. Any party attempting to influence or circumvent the RFP submittal and review process may have its proposal rejected.
Interested parties may download copies of this RFP by visiting the City’s website at www.ci.richmond.ca.us/bids. Vendors may be required to register through BidsOnline to download the RFP documents and receive addenda or notifications related to this RFP.
Submission of Proposals
The proposal and any required certifications shall be signed by an individual authorized to execute legal documents on behalf of the proposer.
Electronic proposals shall be submitted through the City’s secure online bidding system. All required proposal sections, forms, and exhibits must be submitted through the website. The proposer is solely responsible for timely submission of its proposal. The Bid Management System will not accept late proposals, and no exceptions shall be made.
Proposers will receive an e -bid confirmation number with a time stamp from the Bid Management System indicating that the proposal was submitted successfully. The City will only receive proposals that were transmitted successfully.
The proposal must be received no later than 3:00 p.m local time, on June 12, 2026.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal, or to procure or contract for work. The City may reject a proposal without providing the reason or reasons underlying the decision. The City shall not be responsible for work performed, even in good faith, prior to final approval and execution of the proposed contract.
The City may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence of qualifications to perform the services described in this RFP.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposals.
3. Postpone opening or review of proposals for its own convenience.
4. Remedy technical errors in the RFP process.
5. Request clarification or additional information from any proposer.
6. Negotiate with any, all, or none of the proposers.
7. Select one or more proposers.
8. Accept other than the lowest proposed cost.
9. Waive informalities and irregularities in proposals.
10. Make no award.
Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and may be subject to public review under applicable public records laws.
Documents protected by law from public disclosure will not be disclosed by the City if clearly marked with the word “confidential” on each applicable page. Trade secrets may be marked confidential only to the extent they meet the requirements of applicable law. Only information claimed to be confidential at the time of submittal and clearly marked as such will be treated as confidential.
Insurance Requirements
The City of Richmond requires contractors doing business with it to obtain insurance as shown in Attachment A – Insurance Requirements. Required insurance certificates must comply with all applicable City requirements and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work.
Business Licenses
The successful contractor and all subcontractors used in the work will be required to hold or obtain a City of Richmond business license. The business license fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with applicable City of Richmond ordinances, including but not limited to the Nondi scrimination Clauses in City Contracts Ordinance, Business Opportunity Ordinance, Local Employment Program Ordinance, Living Wage Ordinance, and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on Employment Applicatio ns, as applicable and as incorporated into the Contract Documents.
Sanctuary City Contracting Ordinance
The Richmond Sanctuary City Contracting Ordinance prohibits the City from granting or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to U.S. Immigration and Customs Enforcement. Proposers must submit the required Sanctuary City Compliance Statement with their proposal.
Limited Liability Company Disclosure Statement
If applicable, proposers must submit the required Limited Liability Company Disclosure Statement identifying beneficial and responsible owners of Limited Liability Companies.
Collusion
By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive, or made in the interest of or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal or refrain from submitting a proposal; and that the respondent has not sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw its proposal before the expiration of the time for submission of proposals by submitting a written request for withdrawal signed by, or on behalf of, the respondent in accordance with City procedures.
Ownership of Documents
All reports, studies, information, data, forms, photographs, maintenance records, procedures, and any other materials produced for the project shall be the sole and exclusive property of the City. The City shall have unrestricted authority to publish, disclose, distribute, and otherwise use such materials, except as may be limited by applicable law.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals will be reviewed to verify that the proposer has met the minimum requirements of this RFP. Proposals that do not comply with the requirements, fail to meet minimum content and quality standards, or take unacceptable exc eptions to the City’s terms and conditions may be eliminated from further consideration.
Proposals will be reviewed and evaluated by City staff. The City intends to award a contract to the proposer whose submission is determined to be most advantageous to the City, taking into consideration qualifications, relevant experience, ability to perform the required services, and cost.
The City reserves the right to reject any or all proposals, make no award, request clarifications, conduct follow-up discussions, request additional information, or negotiate with one or more proposers.
Evaluation criteria may include, but are not limited to, the following:
Experience, Qualifications, and References
The City will evaluate the proposer’s experience performing simil ar work, including maintenance of HDS units or similar stormwater infrastructure, debris removal, vacuum truck operations, sediment handling and disposal, and work within public right -of-way environments. References may be contacted by the City.
Equipment and Staffing Capacity
The City will evaluate whether the proposer has sufficient staffing, equipment, and operational capacity to perform the required routine maintenance, respond to on-demand
service requests, and meet required service levels.
Methodology and Approach
The City will evaluate the proposer’s proposed approach to performing the required work, including routine maintenance procedures, on-demand response procedures, traffic control approach, disposal practices, and ability to document completed work.
Cost Proposal
The City will evaluate the proposer’s cost proposal, including the Routine Maintenance Lump Sum, additional HDS cleaning unit price, additional traffic control hourly rate, and non-routine labor hourly rate, as submitted in Exhibit B – Payment Proposal.
The Routine Maintenance Lump Sum shall serve as the primary cost component and Basis of Award.
Responsiveness and Completeness
The City will evaluate whether the proposal is complete, responsive to the RFP, and submitted in accordance with all required instructions, forms, and deadlines.
Selection may be made without further discussion, negotiations, or presentations.
Proposers shall therefore submit their most favorable terms in response to this RFP. The City reserves the r ight to request additional information or clarification on any matter included in a proposal response to assist the City in making a final award decision.
Award of the contract shall be subject to completion of all required City approval processes.
The services provided by the successful proposer shall be governed by the City’s Standard Services Agreement.