Sewer

Submission Deadline: February 24, 2025, 3:00 pm

I. Introduction:

The Tacoma Housing Authority is seeking proposals for Sewer.

This work will be for routine maintenance on a recurring basis. Contracts will be for an initial one-year term with optional renewals possible.

This work may be performed throughout our portfolio and may include prevailing wage requirements as required by Federal and State regulations. A complete list of THA properties is attached to this RFP.

II. Schedule:

	Date	Time
RFP Release Date	02/10/2025	n/a
Request for Information (RFI) Deadline	02/18/2025	3:00 pm
RFP Submission Deadline	02/24/2025	3:00 pm
THA evaluation period	02/25/2025 03/10/2025	n/a
Anticipated Notice of Award	03/10/2025	n/a
Anticipated Contract Start Date	04/01/2025	n/a
Anticipated Contract Length	1-year initial contract	Optional renewal

III. Scope of Work:

Scope of Services:

Catch Basin Cleaning

1. Inspection:
   1. Conduct a pre-cleaning inspection of each catch basin to assess current conditions and note any structural damage or blockages.
2. Cleaning:
   1. Remove accumulated debris, sediment, and organic material from catch basins.
   2. Ensure complete removal of waste down to the sump to restore full capacity.
3. Disposal:
   1. Collect and transport waste to a certified disposal facility following local, state, and federal regulations.
   2. Provide documentation of proper disposal.

Oil-Water Separator Servicing

4. Inspection:
   1. Inspect oil-water separators for proper operation, including inlet and outlet structures, baffles, and oil collection components.
   2. Check for signs of wear, damage, or clogging.
5. Cleaning and Maintenance:
   1. Pump out accumulated oil, sludge, and water.
   2. Pressure wash interior surfaces to remove residual contamination.
   3. Replace filters or absorbent materials as necessary.
6. Disposal:
   1. Dispose of extracted materials in compliance with applicable environmental regulations.
   2. Provide documentation of proper disposal.
7. Reporting and Documentation
   Provide a detailed service report for each location, including:
   1. Date and time of service.
   2. Pre- and post-cleaning photographs.
   3. Volume of materials removed.
   4. Description of any damage or issues requiring further action.
   5. Submit all disposal manifests and compliance documentation.

Project Requirements:

Contractors must possess relevant certifications, licenses, and permits to perform the work.

All work must comply with Tacoma Housing Authority requirements, City of Tacoma municipal codes, and applicable environmental regulations, including Washington State Department of Ecology standards.

Work areas must be secured to ensure public safety during maintenance activities.

Deliverables:

Inspection and cleaning of all designated catch basins and oil-water separators.

Submission of comprehensive service reports and disposal documentation.

Identification of repair needs or system deficiencies.

Schedule:

Services should be scheduled to minimize disruption to Tacoma Housing Authority operations and resident access.

Performance Standards:

Maintain compliance with all environmental and safety regulations.

Achieve thorough cleaning and functionality restoration of all serviced infrastructure.

Respond promptly to Tacoma Housing Authority requests for additional services or follow-up actions.

Evaluation and Payment:

Payment will be made upon satisfactory completion of services and receipt of all deliverables.

The contractor must submit an invoice with supporting documentation for review and approval.

IV. Proposal Requirements:

For the proposals to be considered responsive, vendors should submit the following with their bid packet:

• Cover Letter
• Company Profile and Qualifications
• Completed Contractor/Vendor Intake Form – Exhibit C
• OMWBE Certification if applicable
• MWBE Self Attestation if applicable

*Please include a pricing list submission with your proposal

V. Evaluation Criteria:

Complete Proposal Packet	20 pts.
Cover letter	10 pts.
Company Profile and Qualifications	30 pts.
MWBE Certification if applicable OMWBE certified businesses, if not certified, a self-attestation form must be completed attached)	10 pts.
Price List	30 pts.

VI. Proprietary Proposal Material:

Any records or materials submitted to Tacoma Housing Authority become public records under Washington State law (see RCW Chapter 42.56, the Public Disclosure Act at https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56.

VII. Exhibits to RFP:

Exhibit A: Contractor/Vendor Intake Form

Exhibit B:  MWBE Self Attestation Form

Exhibit C: THA Insurance Requirements

Exhibit D:  THA Sample Contract

RFI Responses

Q1: Is the Engineer’s Estimate or prior performance total contract value available for reference?

A1: No

Q2: Is there a history of prior equivalent contract usage?

A2: No

Q3: Are all sites (taxable and non-taxable) subject to prevailing wage?

A3: Only our taxable sites are subject to prevailing wage. Your proposal should include prevailing wage.

Q4: Please provide a sample pricing list template in the preferred format.

A4: Please include your pricing based on the requirements and scope of work provided.

Q5: Please provide a typical example of the nature of service callouts

A5: Service callouts could include anything located in the scope of services/scope of work.

Q6: Are background checks required for this contract (Section 3.1)?

A6: No

Q7: Are specialty insurance provisions required fort this contract (Sections 7.6 Technology, 7.7 SAM, 7.10 Pollution)?

A7: No

Q8: Will THA provide a service report for reporting and documentation (Section III, G) to be filled out for each site, or is it for the contractor to develop and provide?  

A8: Vendor will provide

Q9: Does THA require the volume of materials removed to be calculated by specific property or by each structure?

A9: Contractor to provide

Q10: The title of the RFP is “Sewer,” and the scope of work is “Catch Basin Cleaning,” which is typical of stormwater. Please clarify the nature of services under this contract.

A10: All services are outlined in the scope of work, historically this has been our “Sewer” contract.

Q11: The scope states: “Inspection and cleaning of all designated catch basins and oil-water separators.” How many catch basins (CBs) and oil-water separators (OWS) may be designated, and in what quantities or work lots?

A11: THA would require support to locate and get an accurate count.

Q12: Are there maps showing the assets at each property? Not to be provided at this time, we have on file for vendors if the job permits.

A12: Contractor may have to support this effort we have some available but not all.

Q13: When was the last time the OWS structures were serviced? This may require profiling per site and potential premiums for contaminants disposal.

A13: Last known service about 2020

Q14: Will the service of all properties be at the discretion of THA for assignment?

A14: Yes, we would like to establish a preventative maintenance schedule.

Q15: Who will be responsible for notifying the properties to have parking stalls coned off for access if needed?

A15: The contact listed in the signed contract (THA staff) or facilities manager.

Q16: What are the site/work hours contractors can be onsite?

A16: Site work hours are Monday through Friday 8am to 4pm.

Q17: How will property cleanings be assigned? Will the contractor receive all properties at once and can run concurrently if they choose?

A17: This year we would like to establish the account, get a count of location, services needed, and a tentative schedule put together. 2026 will be budged for full on each property. Any noted as in distress or by the City will be serviced in 2025.

Q18: Does THA know the approximate number of catch basins and oil/water separators between all the properties being considered?

A18: No, contractor support is needed.

Q18: Does the scope of work outlined in the RFP require a contractor capable of performing all aspects of the project or if you are considering individual contractors for each specific scope of work?

A18: We will be contracting with one vendor for this work but our contract does allow for subcontracting.

Q19: Does the Housing Authority have GIS files of the location of the assets needing cleaning?

A19: Some but not all, contractor support is needed

---

Contact Information:

If you have any questions or require additional information, please contact THA’s contracting team at .

All proposals should be submitted to contracts@tacomahousing,org. In the event that electronic submission isn’t possible, THA will accept proposals directly at our Administration Building:

902 S L St. Tacoma, WA 98405

All submissions must be received prior to the due date and time.

Notice of award will be sent to all applicants and posted on our website under the RFP name.