Emergency Restoration, Mitigation and Remediation Services

REQUEST FOR PROPOSAL (RFP)
for Emergency Restoration,
Mitigation and Remediation
Services
ADDENDA
Prospective proposers are responsible for reviewing any published
addenda regarding this bid at ebmud.com/business-center
CONTACT
Kim Damico
riskmgmt@ebmud.com
RESPONSE DUE
October 30, 2026
4:00 p.m. PDT
SUBMIT ELECTRONICALLY TO*
Kim Damico, EBMUD
riskmgmt@ebmud.com
*Hardcopy proposals will not be accepted

EAST BAY MUNICIPAL UTILITY DISTRICT
RFP for Emergency Restoration, Mitigation and Remediation Services
TABLE OF CONTENTS
I. STATEMENT OF WORK
A. SCOPE
B. PROPOSER QUALIFICATIONS
C. FUNCTIONAL REQUIREMENTS
D. TECHNICAL REQUIREMENTS
II. CALENDAR OF EVENTS
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFP ACCEPTANCE AND AWARD
B. EVALUATION CRITERIA/SELECTION COMMITTEE
C. PRICING AND BILLING
D. NOTICE OF INTENT TO AWARD AND PROTESTS
E. WARRANTY
IV. RFP RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION
A. DISTRICT CONTACTS
B. SUBMITTAL OF RFP RESPONSE
C. RESPONSE FORMAT
ATTACHMENTS
EXHIBIT A - RFP RESPONSE PACKET
EXHIBIT B - GENERAL SERVICES AGREEMENT
EXHIBIT C -EMPLOYMENT DATA CERTIFICATION AND INSTRUCTIONS
REV 9/30/2026

RFP for Emergency Restoration, Mitigation and Remediation Services
I. STATEMENT OF WORK
A. SCOPE
It is the intent of this Request for Proposal to solicit proposals from firms
qualified to provide as-needed emergency restoration, mitigation, and
remediation services arising from water intrusion, wastewater releases, and
other unanticipated events arising in connection with property damage and
subrogation claims administered by East Bay Municipal Utility District (the
District).
East Bay Municipal Utility District (EBMUD) intends to award contracts to up to
five (5) qualified vendors to provide emergency restoration, mitigation, and
remediation services. Each contract will have an initial term of three (3) years,
with the District retaining, at its sole discretion, the option to extend the contract
for two (2) additional 24-month terms. Due to the emergency and as-needed
nature of the services, the District does not guarantee any minimum or
maximum amount of work to any selected Contractor.
The District may assign work among selected Contractors based on availability,
proximity to the loss location, staffing and equipment capacity, relevant
expertise, past performance, anticipated cost, response history, or any other
factor the District considers appropriate. The District does not guarantee an
equal rotation or equitable distribution of assignments among Contractors.
The restoration contractor (Contractor) shall be on call and available 24 hours
per day, seven (7) days per week, including weekends and holidays. The
Contractor shall acknowledge an emergency service request within fifteen (15)
minutes, have qualified personnel on site within one and one-half (1.5) hours,
and begin authorized mitigation within four (4) hours, subject to the limitations
described in this RFP.
The Contractor shall furnish all labor, supervision, materials, tools, commercial-
grade equipment, transportation, documentation, and approved specialty
services necessary to perform authorized emergency clean-up, stabilization,
water or wastewater extraction, structural drying, contents handling,
remediation, and removal and disposal of contaminated or non-salvageable
materials. Structural rebuilding, reconstruction, permanent repairs, remodeling,
upgrades, and betterments are excluded unless separately procured and
authorized by the District.
B. PROPOSER QUALIFICATIONS
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RFP for Emergency Restoration, Mitigation and Remediation Services
1. Proposer, Proposer's principal, or Proposer's staff shall have been
regularly engaged in the business of providing emergency restoration
services for at least 5 years.
2. Proposer shall be a qualified provider of emergency restoration,
mitigation, and remediation services and shall maintain applicable
industry certifications and accreditations appropriate to the services
proposed, including ANSI/IICRC certifications or equivalent
qualifications for water restoration, structural drying, and microbial
remediation, as applicable.
3. Proposer shall possess all permits, licenses, and professional credentials
necessary to perform services as specified under this RFP.
C. FUNCTIONAL REQUIREMENTS
The Contractor shall provide emergency water restoration and mitigation
services at residential properties designated by EBMUD. Services shall be
limited to emergency clean-up, stabilization, water extraction, and dry-out.
Structural rebuilding, reconstruction, permanent repairs, remodeling, upgrades,
and betterments are excluded.
1. Water/Wastewater Extraction
Extraction and removal of standing water, wastewater, mud, sediment,
and waterborne debris from affected interior and exterior areas.
2. Clean-up and Remediation
Clean-up, removal, disinfection, and remediation of water/wastewater in
accordance with applicable laws, regulations, public health
requirements, and industry standards.
3. Contents
a. Contents Manipulation - Moving, removal, inventory, pack-out,
temporary on-site storage, authorized off-site storage for a defined
period, or authorized disposal of contents from the affected area,
including but not limited to furniture, appliances, electronics,
clothing, documents, and other personal property.
The Contractor shall notify the assigned EBMUD Claims Adjuster
before performing a pack-out or placing contents into storage and
shall provide an estimated duration and cost. No pack-out, off-site
storage, or disposal of contents shall occur without prior approval
from the assigned EBMUD Claims Adjuster and permission from the
property owner or occupant.
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RFP for Emergency Restoration, Mitigation and Remediation Services
b. Contents Drying and Treatment - Drying, cleaning, sanitization,
disinfection, deodorization, and other technically appropriate
treatment of affected contents.
c. Non-Salvageable Contents - Identification and documentation of
items that cannot reasonably be restored. The Contractor shall
provide EBMUD with an itemized non-salvageable property list and
photographs showing the condition of each item. No personal
property shall be disposed of without approval from the assigned
EBMUD Claims Adjuster and permission from the property owner or
occupant, except where immediate disposal is necessary to address
a documented health or safety hazard.
4. Upholstery Cleaning
Cleaning, extraction, sanitization, deodorization, and drying of
upholstered furniture and other fabric-covered contents.
5. Structural Drying and Floor Drying
Drying of affected structural materials and flooring, including wood,
carpet, carpet pad, vinyl, concrete, drywall, framing, insulation,
cabinetry, and other affected materials.
6. Floor, Carpet, and Rug Cleaning
Cleaning, extraction, disinfecting, sanitizing, deodorizing, and drying of
affected floors, carpets, rugs, and related materials.
7. Deodorization and Odor Removal
Identification and treatment of odors resulting from water intrusion,
sewage, microbial growth, or related contamination using methods and
products appropriate for the affected materials and occupancy.
8. Antimicrobial Treatment
Application of antimicrobial, disinfectant, or sanitizing products when
technically appropriate. Products shall be used in accordance with
manufacturer instructions and applicable label requirements. The
Contractor shall document the product used, application area, quantity,
dilution, application method, and required contact time.
9. Structural Dehumidification
Installation and operation of commercial-grade dehumidification
equipment appropriate to the affected area, materials, environmental
conditions, and drying goals.
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RFP for Emergency Restoration, Mitigation and Remediation Services
10. Drying Equipment Monitoring
The Contractor shall monitor installed drying equipment at intervals
appropriate to the conditions and drying plan, but no less frequently than
once every 48 hours unless the assigned EBMUD Claims Adjuster
approves another interval. More frequent monitoring shall be provided
when required by site conditions, contamination level, equipment
performance, or applicable industry standards.
At each visit, the Contractor shall:
a. Record moisture readings and relevant atmospheric or psychrometric
readings.
b. Document the number, type, and location of equipment.
c. Confirm that equipment is operating properly.
d. Adjust, relocate, add, or remove equipment based on documented
drying performance.
e. Photograph the affected areas and equipment.
f. Document labor, materials, and services completed.
g. Provide an updated anticipated completion date.
h. Report any change in the anticipated scope or cost.
Equipment shall not remain on site longer than technically necessary and
shall not be removed solely because a predetermined number of rental
days has elapsed.
11. Mold Remediation
Mold or microbial remediation services may be performed when needed
and expressly authorized by the assigned EBMUD Claims Adjuster. If
mold or suspected microbial growth is identified, the Contractor shall
immediately notify EBMUD and shall not perform mold remediation,
environmental testing, or clearance services without prior authorization.
12. Material Removal
Removal of drywall, flooring, baseboards, insulation, cabinetry, ceiling
materials, or other structural or finish materials shall be limited to
removal reasonably necessary to effectuate water extraction and dry-out.
Before performing material removal, the Contractor shall:
a. Notify the assigned EBMUD Claims Adjuster.
b. Explain why removal is necessary.
c. Provide photographs showing the material before removal.
d. Identify the estimated quantity or dimensions to be removed.
e. Provide the anticipated cost.
f. Obtain permission from the property owner or occupant.
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RFP for Emergency Restoration, Mitigation and Remediation Services
g. Identify any suspected asbestos, lead, mold, or other regulated-
material concern.
The Contractor shall not rebuild or replace removed materials unless the
assigned EBMUD Claims Adjuster separately authorizes limited temporary or
minor restorative work in writing. Structural rebuilding, reconstruction,
permanent repairs, remodeling, upgrades, and betterments remain outside the
scope of this RFP unless separately procured and authorized by the District.
13. Exterior Walking Surfaces and Drainage Features
The Contractor shall notify EBMUD Risk Management if water,
wastewater, sediment, mud, or debris affects:
a. Walking paths leading to a residence or garage.
b. Stairs, entrances, driveways, or other regularly used pedestrian
surfaces.
c. French drains, perimeter drains, area drains, or similar drainage
features.
When authorized by EBMUD, the Contractor may power wash or
otherwise clean affected walking surfaces to reduce slip or trip hazards
and may clean affected drainage features to prevent additional damage.
14. Disposal and Documentation
Disposal services shall include appropriate photographs, inventories,
disposal records, receipts, manifests, and other documentation required
to identify the materials or contents disposed of. The Contractor shall
keep EBMUD and the property owner or occupant adequately informed
throughout the process. Potentially relevant physical evidence shall not
be disposed of without prior direction from the assigned EBMUD Claims
Adjuster.
15. Specialty Services and Subcontractors
The Contractor shall obtain prior approval from the assigned EBMUD
Claims Adjuster before retaining any subcontractor, consultant,
laboratory, or specialty service provider, including but not limited to:
a. Asbestos or lead consultants and abatement contractors.
b. Pack-out or contents vendors.
c. Electricians or plumbers.
d. Environmental consultants or industrial hygienists.
e. HVAC contractors.
f. Mold consultants or remediation contractors.
g. Structural engineers.
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RFP for Emergency Restoration, Mitigation and Remediation Services
h. Waste-hauling or disposal contractors.
i. Temporary-power providers.
The Contractor's request for approval shall identify the proposed
provider, scope, qualifications, estimated cost, proposed markup, and
anticipated effect on the project schedule.
16. Other Restoration or Remediation Services
Other restoration or remediation services may be provided as needed.
Such services shall be quoted using the agreed-upon service rates and
approved by the assigned EBMUD Claims Adjuster before the work is
performed.
D. TECHNICAL REQUIREMENTS
1. Emergency Availability
The Contractor shall provide emergency-response services 24 hours per
day, 365 days per year, including weekends and holidays.
2. Initial Response
The Contractor shall acknowledge EBMUD's request for services within
15 minutes. If the Contractor cannot meet an applicable
acknowledgment, arrival, or commencement deadline, the District may
assign the work to another Contractor without liability for any
unperformed work or anticipated revenue. Repeated failure to satisfy
emergency-response requirements may result in suspension from
assignments or termination of the resulting agreement.
3. One and A Half-Hour On-Site Response
The Contractor shall have qualified personnel physically present at the
loss location- "boots on the ground"- within one and a half hours after
EBMUD's initial request for services. If the Contractor anticipates that it
cannot meet this requirement, it shall immediately notify EBMUD Risk
Management and provide the reason for the delay, the location and
status of the responding crew, and the revised estimated arrival time.
4. District Notification and Claim Assignment
Upon receiving an assignment, the Contractor shall call or email EBMUD
Risk Management at: Telephone: (510) 287-0175; Email:
Riskmgmt@ebmud.com. The Contractor shall:
a. Confirm the anticipated arrival time.
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RFP for Emergency Restoration, Mitigation and Remediation Services
b. Provide the name and mobile telephone number of the on-site
supervisor.
c. Provide the number of personnel responding.
d. Obtain the name and contact information of the assigned EBMUD
Claims Adjuster.
e. Obtain the assigned EBMUD claim number.
f. Confirm any initial scope limitation or not-to-exceed authorization.
5. Identification of Additional Affected Properties
To the extent reasonably apparent from site conditions, information from
occupants, or observations made during the response, the Contractor
shall determine whether other properties may require emergency
mitigation services. If another potentially affected property is identified,
the Contractor shall immediately notify EBMUD Risk Management at
(510) 287-0175. The Contractor shall not begin work at an additional
property without EBMUD authorization, except where narrowly tailored
emergency action is necessary to protect life or prevent imminent
substantial damage.
6. Initial Damage Documentation
Upon arrival and before beginning work, the Contractor shall document
the condition of the property to the extent reasonably practicable.
Documentation shall include:
a. Matterport or equivalent video documentation of the exterior and
interior of the property prior to remediation.
b. Overall views of the property and affected areas.
c. Photographs of each affected room or location.
d. Photographs of damaged materials and contents.
e. Photographs of pre-existing or unrelated damage.
f. Photographs of affected walkways, garages, driveways, and exterior
areas.
g. Photographs of standing water, wastewater, sediment, mud, or
debris.
h. Photographs of materials before removal.
i. Video documentation when photographs do not adequately depict
the condition.
7. Preliminary On-Site Assessment
Promptly after arriving at the property, the Contractor shall provide
EBMUD Risk Management with apreliminary on-site assessment
describing:
a. The apparent extent of damage.
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RFP for Emergency Restoration, Mitigation and Remediation Services
b. Immediate safety concerns.
c. Areas requiring emergency mitigation.
d. Anticipated personnel and equipment needs.
e. Conditions requiring environmental testing or specialty services.
f. Whether other properties may be affected.
g. Conditions preventing or delaying work.
8. Commencement of Mitigation
The Contractor shall begin authorized mitigation efforts within four hours
after EBMUD's initial request for services. If work cannot begin within four
hours because of denied access, an unsafe condition, suspected
regulated materials, utility hazards, or other circumstances beyond the
Contractor's control, the Contractor shall immediately notify EBMUD
Risk Management.
9. Initial Assessment and Immediate Notification
The Contractor shall submit an initial assessment within 12 hours after
EBMUD's initial request for services. The assessment shall include:
a. A description of affected rooms, areas, materials, and contents.
b. Initial photographs and video, as applicable.
c. Initial moisture readings and moisture map.
d. Water category or contamination concerns, when applicable.
e. Proposed mitigation activities.
f. Proposed equipment type and quantity.
g. Anticipated duration of mitigation.
h. Anticipated need for material removal.
i. Anticipated need for pack-out or storage.
j. Anticipated need for specialty services or subcontractors.
k. A rough order of magnitude cost estimate or proposed not-to-exceed
amount.
l. Known safety, access, customer, or operational concerns.
10. Safety Requirements
Safety shall be the Contractor's first priority. The Contractor shall
immediately report any outstanding or newly identified safety concerns to
EBMUD Risk Management and, as appropriate, the property owner or
occupant. Reportable concerns include, but are not limited to:
a. Electrical hazards.
b. Structural instability.
c. Slip, trip, or fall hazards.
d. Sewage or contaminated water.
e. Suspected asbestos or lead-containing materials.
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