I.BACKGROUND

The City of West Lake Hills (“City”) is seeking Proposals to provide operations and maintenance (O&M) services and emergency response to ensure the continuous and efficient operation of all components of the City’s Wastewater Systems (the “Systems”). The Systems are owned and operated by the City.

The wastewater system generally consists of the following:

• No Wastewater Treatment Plants – raw wastewater is delivered to the City of Austin collection system

• Four (4) Lift Stations – lift stations are equipped with auto-dialers

o The Village, three pumps, 6 HP each, permanent generator installed, RTU installed.

o Rocky River, two pumps, 11 HP each, permanent generator installed.

o Westbank, two pumps, 7 HP each, permanent generator installed.

o Belmont, two pumps, 5 HP each, no generator installed.

o Each Proposer shall fully acquaint itself with conditions relating to the scope and restrictions attending the execution of the work. It is expected that the proposer will obtain information concerning the conditions that may affect its work. The failure or omission of any proposer to receive or examine any form, instrument, addendum or other document, or to acquaint itself with conditions existing, shall in no way relieve it of any obligations with respect to its proposal or to the ultimate contract entered with the City. The City shall make all such documents available to those submitting proposals.

**This RFP includes the following attachments: **

• A – Map of City Wastewater System.

• B – Standard Operating Procedure – Grinder Pump System Management

II. STANDARD SCOPE OF WORK

The Contractor shall provide, in a good workmanlike manner, the services called for and described herein for the City to ensure the continuous and efficient operation of all components of the Systems. The City requests all required daily, weekly, monthly and annual water and wastewater operations, maintenance and upkeep activities in compliance with standards promulgated by the Texas Commission on Environmental Quality (TCEQ), the City of Austin Agreements for water/wastewater service, and City ordinances; and to perform as-needed repairs in a prompt and timely manner. Contractor shall provide 24-hour, 365 days per year communication/response to City water and wastewater system issues.

Standard Wastewater System Activities include (items to be included in the standard monthly cost for wastewater system operation and maintenance):

1) Wastewater System Daily Operations: Performing operations of the City of West Lake Hills’s existing wastewater system facilities in accordance with applicable regulatory permits and TCEQ regulations five (5) days per week. Communication of issues/concerns with the system and recommendations for needed improvements and ongoing maintenance. Assist in providing information for updating system mapping and equipment inventory.

2) Lift Station Daily Operations: Once weekly operations check at all City wastewater lift stations for proper functioning by qualified personnel. Maintain a logbook of all lift station operations activities. Remotely monitor SCADA once installed.

3) Lift Station Monitoring: Lift stations have auto-dialers for remote monitoring. Onsite monitoring of odor control chemical treatment and ordering of chemicals as needed. Chemical purchases shall be routed through this contract as an additional material cost.

4) Gravity and Force Main Maintenance: Standard gravity and force main maintenance including manholes and clean-outs, repair of city owned low pressure service lines and gravity sewer services in the right-of-way, as needed. Regular exercise of force main valves to ensure they are operational, checking of air valve operations, etc.

5) Lift Station Maintenance: Cleaning (removal of debris and grease) of each lift station wet well, as needed, minimum twice per year. Report if additional cleanings are required based on visual inspection during regular operations for grease, debris, or other build-up which can adversely affect the lift station facilities. Must use a local license wastewater hauler for removal of wastewater.

6) Spare Equipment: Contractor to store and provide an inventory of one spare pump per lift station. Store and maintain city provided grinder pump inventory.

7) Monthly Reporting: Monthly reports including operations and other System maintenance, individual customer service reports, and any other information relevant to

Efficient O&M. Individual grinder pump work orders must provide sufficient documentation and photographic records to determine cause of failure (manufacturer’s defect or customer/customer contractor abuse) to enable the contractor to file warranty claims and to enable the City to bill customers for abuse.

8) City of Austin Contract Compliance: Compliance with City of Austin contract standards. The City has been granted limited capacity from the City of Austin with specific provisions limiting the amount and strength of sewage that can go into the Austin system. Companies applying to provide O&M are required to review the City of Austin contract.

9) TCEQ Compliance: Staffing to meet required TCEQ standards for licensed wastewater operators, laborers, technicians and other personnel to ensure continuous operation and maintenance of the System and rates for all services.

10) Operator of Record: Serving as the “Operator of Record” with the TCEQ.

11) Third Party Utility Coordination: Coordination with private utility companies and other contractors to mark mains and prevent line breaks. Documentation of damage and coordination with City to bill third parties for damage. Supervision of repairs by third parties to ensure that repairs meet System standards.

12) Expenditure Coordination: Coordination with City personnel on all expenditures following local and state policy.

13) O&M Meeting Attendance: Attendance at periodic O&M meetings with the City, as requested.

III. AS-NEEDED SCOPES OF WORK

Additional Services that the City anticipates will be required on an as-needed basis, with reimbursement based on actual hourly personnel and equipment effort, and other associated expenses. This list is provided as examples only and is not exhaustive of all types of work that will be requested of the Contractor to operate their systems:

1) Portable Lift Station Generator Installation/Operation: In the event of a power outage, Contractor will monitor lift stations, and secure portable generators to operate lift stations as needed to prevent overflows. Response time shall be under 1.5 hours 24/7.

2) Grinder Pump Services: Grinder pump service calls and after-hours availability to respond to grinder pump emergencies 24 hours per day, 365 days per year. Coordinate with the certified manufacturers to perform grinder pump maintenance and repairs, following city standard operating procedure, and including filing warranty claims. Maintenance of a database of grinder pump serial numbers by address, also noting at what address any spare parts were used for repairs. Assist City in determining cause of failures. Data base shall include all maintenance information for each of the grinder pumps.

3) Wastewater Line Inspection & Cleaning: As-needed television inspection and cleaning of gravity sewer main issues.

4) Wastewater System Emergency Response: 24/7, 365 days per year availability to respond to emergencies within 1 hour of notification during normal working hours and 1.5 hours during after-hours and holidays. In the event of a wastewater system emergency, notifying and consulting with the Department of Public Works to determine the proper course of action. In the event DPW is unavailable, notifying the Wastewater Manager. In an emergency, taking any necessary actions to sustain the wastewater system, providing an update to the City’s DPW or Manager as soon as information is available. In case of an emergency when the DPW and Manager are unavailable and action is necessary to sustain the wastewater system, subcontracting any services needed to sustain the systems and purchasing needed materials, is permissible.

5) Customer Service: Customer service is from the point of entry (the clean-out at the property line for a gravity connection, and from the control panel/grinder pump unit for a low-pressure connection). Typical Response to on-site repair calls from residents or City staff required within one (1) hour of receiving the call for service during normal working hours. Response required within one and one half (1.5) hours after hours or on holidays. Refer to the SOP for additional requirements. Contractor will determine if repair is needed on City’s system or if the issue is the property owner’s responsibility.

6) Other Items: Provide other items, as-required, vital to the operation of the City’s wastewater systems.

The City will:

1) Coordinate with Proposer on purchase orders to ensure the continuous and adequate operation and maintenance of the System.

2) Provide information to the Proposer from historical O&M records, as requested.

3) Provide third party plumbing and electrical inspection services, and engineering consultation, as needed.

4) Maintain a final records depository for systems transactions and documents.

5) Provide support for improved O&M by addressing operations and policy issues raised by the Proposer through City staff, and the City Council. Promulgate ordinances and send out information to customers to improve System O&M.

Type of work: Operations and Maintenance of the City Wastewater System Operations, Maintenance and Emergency Response.

Pre-bid meeting: November 6, 2026 at 2:00 PM (Chicago) — 4010 Bee Cave Road West Lake Hills, TX. 78746 — In person. Come prepared to caravan to the lift stations. Questions will be answered here.

Bid opening: November 20, 2026 at 2:00 PM (Chicago) — 4010 Bee Cave Road, West Lake Hills, Texas 78746 — Preparation of the Proposal Formal proposals shall be received by the City on or before 3:00 p.m. on November 20, 2026. Proposer shall provide two hard copies and one jump drive with all of the information electronically. Only the services listed in this Request for Proposal and included in addenda will be considered. All Proposals must be prepared and signed by the Proposer. Any Proposal may be withdrawn prior to the above-scheduled time for the opening of Proposals or authorized postponement thereof. Any Proposal received after the time and date specified above shall not be considered. Any questions regarding this proposal shall be submitted on Civcast by November 13, 2026, by 5:00PM. Any questions after this date will not be answered. A mandatory on-site visit of lift stations will be November 6, 2026 at 2:00 PM. Proposers will meet at City Hall at 4010 Bee Cave Road, West Lake Hills, TX. 78746

Questions due: November 13, 2026 at 2:00 PM (Chicago)

Selection: The City will evaluate and rank all complete and timely submissions received in response to this RFP based on the information submitted. The City may require an interview of shortlisted Contractors prior to selection. The City strives to identify and enter into a contract for services with the most qualified Proposer at a competitive price. The City reserves the right to: 1) reject any and all proposals; 2) seek clarification of particular proposals; 3) request additional information from proposers; and 4) provide supplemental data to proposers in order to improve the pool of potential Proposers from which the City can select a candidate (or candidates) for award of a contract Rating System Past performance and References 18% Reputation of proposer for the proposers' services 16% Quality of proposer services 20% Extent to which the proposer meets the City's needs 22% Experience with TCEQ coordination 11% Cost of proposal and pricing structure 13% Total 100% Plan docs were too big for the platform. Please see the attached bid docs for the complete bid and instructions

Bid documents (download requires a free CivCast account):

• 1295.pdf (Other) — 1 pp.
• Verification regarding boycott of energy companies TLGC ch 2274.docx (Other)
• VERIFICATION REGARDING BOYCOTT OF ISRAEL.docx (Other)
• VERIFICATION REGARDING DISCRIMINATION AGAINST FIREARM ENTITIES OR FIREARM TRADE ASSOCIATIONS.docx (Other)
• Westlakehills_WW maintenanceRFP_JCB _BEM edits and correct dates.docx (Bid Item)
• 250221 - City of West Lake Hills - Grinder Pumps SOP Rev0.pdf (Bid Docs) — 28 pp.
• WW DOT MAP 9.15.26.pdf (Map) — 1 pp.
• Bid prelim docs.pdf (Bid Docs) — 11 pp.