Management, Operations & Maintenance Services for Wastewater Treatment Plants

City of Pasadena
Request for Proposals
RFP #26-008
for
MANAGEMENT, OPERATIONS, & MAINTENANCE
SERVICES FOR
WASTEWATER TREATMENT PLANTS
Issued: June 10, 2026
ISSUED BY:
City of Pasadena
1149 Ellsworth Drive
Pasadena, Texas 77506
RESPONSES DUE:
Monday, July 13, 2026
by 4:00 PM, CST

TABLE OF CONTENTS
I. REQUEST FOR PROPOSALS .................................................................................................................... 3
II. SCOPE OF SERVICES AND RESPONSIBILITIES...............................................................5
III. EVALUATION CRITERIA.........................................................................................................11
IV. REQUIREMENTS FOR RESPONSE...............................................................................12
V. SUBMISSION OF RESPONSE.............................................................................................................15
VI. AWARD OF CONTRACT...........................................................................................16
VII. INSURANCE AND LIABILITY ............................................................................................................... 18
VIII. SPECIAL PROVISIONS.............................................................................................18
IX. ANTICIPATED SCHEDULE........................................................................................20
ATTACHMENTS:
ATTACHMENT "A" VENDOR INFORMATION QUESTIONNAIRE AND ASSURANCES
ATTACHMENT "B" PRICE PROPOSAL FORM
ATTACHMENT "C" HOUSE BILL 89 VERIFICATION AFFIDAVIT
ATTACHMENT "D" CAPITAL IMPROVEMENT PROJECTS (https://bit.ly/44Od1Vk)
ATTACHMENT "E" SAMPLE AGREEMENT
ATTACHMENT "F" WWTP CURRENT PERMIT (https://bit.ly/44Od1Vk)
ATTACHMENT "G" 2023 FACILITY ASSESSMENT (VINCE BAYOU WWTP, GOLDEN ACRES WWTP)
(https://bit.ly/44Od1Vk)
ATTACHMENT "H" PRETREATMENT PLAN (https://bit.ly/44Od1Vk)

I. REQUESTS FOR PROPOSALS
The City of Pasadena ("the City") requests Proposals from interested, qualified Respondents capable of providing
full-service operations, maintenance, and management for the Pasadena Wastewater Treatment Facilities in
accordance with the terms and Scope of Services specified herein. The City Wastewater Treatment Facilities consist
of the New Vince Bayou Wastewater Treatment Plant (WWTP) and the Golden Acres WWTP. Vince Bayou WWTP
is located at 209 N Main Street, Pasadena, TX, 77506 and Golden Acres WTTP is located approximately 100 yards
South of Spencer Highway and adjacent to the west edge of Trebor Street, Pasadena, Texas, 77505.
This solicitation complies with applicable City Policy and State of Texas law, including Local Government Code 252.
The City will select the successful Respondent that is determined to provide the best value to the City of Pasadena
based on the published Evaluation Criteria and its final ranking.
The initial term of the resulting Agreement, subject to approval by the City Council, will be 5 years with one (1) five
(5)-year renewal options. While the City plans to enter into a long-term agreement with the selected Contractor, the
City reserves the right to choose to not to renew the contract at the end of each renewal period (years 5 and 10) with
the Contractor providing up to one (1) year transition period. Renewals will be subject to compliance and performance
history in addition to City Council approval.
II. SCOPE OF SERVICES AND RESPONSIBILITIES
1.0 Introduction - The City is seeking qualified respondents capable of providing full-service operations, maintenance,
and management for 2 existing wastewater treatment facilities.
1.1 Purpose of Solicitation - In issuing this RFP, the City is seeking to partner with a Contractor having the technical
and financial resources to perform the required operation, maintenance, and management services for existing
WWTPs facilities. Additionally, the selected Contractor will provide a strong technical support team to operate
safely and in compliance with all regulatory requirements, implement sustainable and effective maintenance
programs, and provide efficiencies in labor and materials.
Request for Proposals submitted by Firms in response to this RFP will be evaluated in accordance with the criteria
outlined in Section III. EVALUATION CRITERIA of this document. Based on the City's evaluation, the
Contractor providing the "best value" will be selected by the City for contract negotiations. A response to this RFP
is mandatory for consideration.
1.2 Background - The City currently treats wastewater at two facilities - Vince Bayou WWTP and Golden Acres
WWTP. The wastewater collection system includes 65 Lift Stations (LSs) located City-wide.
1.2.1. Vince Bayou WWTP (Vince Bayou)
Vince Bayou was originally built in the early 2000s, and is located at 209 N Main Street, Pasadena, TX,
77506. The current Texas Pollutant Discharge Elimination System (TPDES) permit is included as
Attachment F - Wastewater Treatment Plants (WWTP) Permits. The liquid treatment process includes
manual screening and grit removal followed by extended aeration secondary treatment utilizing oxidation
ditches and secondary clarifiers, post aeration basins, ultraviolet (UV) disinfection, and effluent flow
measurement structure. The solids treatment includes Waste Activated Sludge (WAS) pumping, gravity
thickener, and sludge dewatering via belt filter press. Subsequently, the dewatered sludge is hauled to
authorize landfill site. Figure 1 shows the aerial map of the Vince Bayou WWTP.
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Figure 1: Aerial Map of Vince Bayou WWTP
Vince Bayou is located mostly within the 500-year floodplain zone, with portions of the plant within the
100-year floodplain zone, according to FEMA FIRM 48201C0905N (dated 5/2/2019).
1.2.2. Golden Acres WWTP (Golden Acres)
Golden Acres was originally built in 1950s with major upgrades in 1980s as well as 2010s. The WWTP is
located approximately 100 yards South of Spencer Highway and adjacent to the west edge of Trebor Street,
Pasadena, Texas, 77505. The plant consists of two separate parallel treatment facilities, the East Plant and
the West Plant, that share a common influent LS and headworks. The East Plant liquid treatment includes
extended aeration secondary treatment with oxidation ditches and clarifiers, followed by chlorine
disinfection, effluent flow measuring weirs, and effluent pump station. The solids treatment includes WAS
pumping, gravity thickener, aerobic digester, and sludge dewatering via belt filter press. Subsequently, the
dewatered sludge is hauled to authorize landfill site. For the past few years, the Golden Acres WWTP has
been operating using only the East Plant to treat all flows. The TDPES permit is included as Attachment F
- Wastewater Treatment Plants (WWTP) Permits. Golden Acres is located within the 500-year and 100-
year floodplain zone, according to FEMA FIRM MAP 48201C9020M (dated 1/6/2017). Figure 2 shows the
aerial map of the Golden Acres WWTP.
Figure 2: Aerial Map of Golden Acres WWTP
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1.2.3. Facility Assessment
The City conducted a facility assessment of both the Vince Bayou and Golden Acres WWTP in 2023.
The findings of facility assessment are included in Attachment G and is provided for reference only.
The Contractor is expected to conduct a field visit to the facilities to understand the current existing
condition and operational capabilities of the facility and include their operational plan in the proposal
(i.e. project approach).
1.2.4. Operations Requirements
The responsibility of the Contractor shall be to operate the Treatment Facilities to meet all Effluent
Requirements, and the subject Texas Pollutant Discharge Elimination System (TPDES) permits as well as
any other federal, state, and local requirements, or as may hereafter be mandated and are within the physical
capabilities of the WWTP Facilities.
It is understood that the City cannot list every generally acceptable practice that should be associated
within a scope of work of this magnitude. As such the City has an expectation that the selected
Contractor will perform the necessary scoping items that are reasonable and rational. The City does
not expect to receive out-of-scope change orders because a single specific item was not discussed in this
scope.
2.0 Operation, Maintenance, & Management
2.1 Scope of Work
The contractor is responsible for Operation, Maintenance, and Management of the existing Wastewater Treatment
Facilities. This scope includes, but is not limited to the following:
* The Contractor is expected to provide adequate personnel and equipment to meet the current permitted
capacity requirements of the WWTP.
* All personnel should possess the experience, qualifications, skills, and wastewater certifications required to perform
proper and effective operations and maintenance activities for the WWTPs, and to meet current permit requirements.
The Contractor shall coordinate supervision and conduct regular evaluation of plant personnel to adhere to their
quality control measures.
* Staff must respond to callouts 24 hours/day and within 45 minutes of notification.
* The Contractor shall submit a plan for equipment and vehicles in the technical approach to demonstrate the
plan to maintain, operate, and manage the two facilities.
2.1.1 Minimum personnel qualifications for management/supervisory positions include:
* Principal-in-charge (PIC) must have substantial experience in wastewater operation and maintenance and
possess either a Texas Class A Wastewater Operator's license or equivalent from another state with
reciprocity. The principal-in-charge must attend all meetings required to update City officials of the operation
of the facility. The principal-in-charge must be responsible for contract administration, reporting and all
aspects of operations and maintenance performance. The Contractor shall not change the designated
representative without notice to and discussion of change with City. If City objects to the assigned principal-
in-charge, the Contractor agrees to provide an acceptable and qualified individual within the 30 calendar days
of such written notice as noted in the Agreement.
* On-site Operations Manager/Supervisor for each WWTP facility must possess a Texas Class A Wastewater
Operator's License or equivalent from another state with reciprocity. They must have at least 5 years of
experience in wastewater treatment and wastewater facility maintenance and repair. These staff members
must be qualified and trained to perform routine and corrective maintenance (CM) activities according to
manufacture recommendations, operate/maintain the City's WWTP SCADA and troubleshoot operational
issues, and manipulate the facilities to maintain compliance.
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* Contractor shall have on-call in-house licensed Electrician in the State of Texas for WWTP operations and
maintenance activities as noted herein.
* Contractor shall have on-call in-house Controls technician to troubleshoot and maintain systems fully
functional.
* As part of this RFP, the Contractor shall provide the City a staffing plan with a detailed list and job
descriptions of all positions and qualification levels proposed for staffing the Treatment Facilities.
* The Operator shall maintain, for review by the City, updated resumes for all staff in a plant manager or
supervisor position. The staffing plan shall be consistent with the proper and efficient operation and
maintenance of the WWTPs.
The City reserves the right, for reasonable cause, to have one or more of the Contractor's employees removed
from City's WWTPs. If so requested, Contractor will expeditiously (within 30 calendar days of written notice)
replace that employee with a qualified individual.
2.1.2 Training.
The Contractor shall implement a comprehensive skill development and training program with both classroom
and field training for all staff associated with the operations and maintenance of the WWTPs. The training
shall include, but not be limited to equipment operation, vehicular/driving safety, process control, sampling,
SCADA operations, energy and chemical conservation, management, maintenance, and repair, first aid,
safety, emergency response, hazardous material handling, right-to-know laws. Contractor is required to
increase employee state certification levels. All training must be conducted at a City of Pasadena site, unless
otherwise approved in writing by the City, and Contractor is required to invite City staff to all training.
The contractor will deliver to the City annually the Staffing and Training Plan and Schedule. The Training
Plan shall include a course description, training objectives, and schedule. Contractor shall notify City of all
training sessions sufficiently in advance (30 calendar days' notice) to accommodate attendance.
2.1.3 Preventative Maintenance (PM)
Contractor shall maintain all land, buildings, improvements, and permanent equipment. Equipment
maintenance shall be performed in accordance with the manufacturer's recommendations and documented
in computerized maintenance management system (CMMS). This includes regular monthly inspections
to identify plant deficiencies and identifying corrective actions. The Contractor will be required to provide
proof thereof to the satisfaction of the City.
* Maintain aesthetics of all facilities including, but not limited to, landscaping (e.g., mowing, tree
trimming, etc.), security entrance gate and fencing, exterior painting, pressure washing of buildings,
paving, and tanks, etc. If unacceptable to the City, the Contractor will be notified and given 5 business
days to remedy.
* Responsible for pest, rodent and other vector control at all facilities as needed,
* Taking and documenting monthly inventory of spare parts, materials and supplies in an orderly
manner.
* Facility (WWTP) janitorial cleaning and maintenance. This includes cleaning rags and debris from
process tanks/channels, pipes, and equipment (screens, pumps, gates, valves, etc.) : UV bulb
cleaning, clarifier weirs/troughs/center wells, scum boxes, splitter boxes, etc. This is not an
exhaustive list and there are other equipment/structures requiring ongoing cleaning and maintenance.
* Repair of cracks or spalled concrete and expansion joints.
* Ground maintenance including weed control in paved areas. Prevent erosion at both WWTP sites and
meet the TCEQ stormwater permit requirements.
* Completing regular oil and grease changes. Adding lubrication and protective coatings to equipment.
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2.1.4 Corrective Maintenance (CM)
Contractor shall perform and manage CM when there is a need to restore a malfunctioning piece of equipment
or system to its normal operating condition after a failure, breakdown, or performance drop below acceptable
levels, asset criticality, likelihood of failure, and remaining useful life.
All SM must be pre-approved by the City and documented in CMMS. A monthly report shall be provided to
the City that documents all expenses that are included in the PM and CM being billed to the City in line-
item detail, with copies of invoices.
All costs associated with the CM and emergency repairs shall be paid from the General Maintenance
Expenditures Limit. The Contractor shall provide a warranty of all CM and emergency repairs
improvements for a period of one (1) year from the date of completion of these improvements. Any CM and
emergency repairs failure within one (1) year period shall be repaired/rehabilitated at the sole expense of the
Contractor.
Any CM performed due to the Contractor's failure, oversight, or negligence, shall be repaired at the sole
expense of the Contractor. Failure to perform PM leading to CM for any equipment/structure shall be
Contractor's sole responsibility.
2.1.5 The Contractor shall use the Owner provided CMMS for asset management/equipment maintenance program
and spare parts inventory procedures. This includes tracking and reporting all equipment maintenance for
primary equipment (process equipment, pumps, blowers, motors, gates, valves, etc.). The list of equipment
and documentation procedures including PM activities shall be developed and mutually agreed upon.
It is the responsibility of the Contractor to develop a complete list of PM activities, consistent with the
manufacturer's recommendations and good industry practices, and to coordinate with the City and/or their
Consultant to enter and schedule the activities in the CMMS.
2.1.6 Implement Safety and Emergency Response Programs. The contractor shall perform services in a safe, secure,
effective, and efficient manner. Workplace safety shall be maintained at both facilities according to best
practices for facilities of similar size and scope within the Region. The Contractor shall promote strong safety
culture where staff feels comfortable reporting hazards, participate in safety initiatives, adhere to OSHA
requirements, utilize appropriate personal protective equipment (PPE), and document entry/egress of all
visitors on site.
2.1.7 Responsible for compliance with the State of Texas regulatory requirements and all other applicable local,
state, and federal laws and regulations. Prepare all TPDES permit reports pertaining to the facilities in
accordance with industry standards and TPDES reporting requirements to the City of Pasadena, TCEQ, and other
appropriate regulatory agencies for the following:
* Golden Acres WWTP
Wastewater: TPDES Permit #WQ00100530011
o
o
Stormwater: # TXR1516QZ
* Vince Bayou WWTP
Wastewater: TDPES Permit: WQ0010053009
o
Stormwater: #TXR05AW92
o
The Contractor shall be responsible to renew wastewater and stormwater permit with TCEQ at every five (5)
year interval or as required by the regulatory entity for both facilities. Delay in obtaining permit (reference
WWTP specific TPDES and TCEQ timeline) could result in breach of contract.
In the event that abnormal or toxic material is received at WWTP facility, the Contractor shall immediately
notify the City, TCEQ, and other regulatory agencies with jurisdiction (in writing) as required, provide a plan
of action to remove or reduce such materials using the processes and equipment at the WWTP facility.
The Contractor shall be liable for all fines or civil penalties which may be imposed by a regulatory agency
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for violations of the effluent quality requirements that are a result of Contractor's negligent operation.
Contractor shall be liable for all judgments, liabilities, damages, claims, and other costs precipitated by
violations of the plant's wastewater discharge permit, caused by Contractor's negligence. Should the City be
assessed fines as a result of Contractor negligence in performance of its contractual obligations, Contractor
will reimburse the City for such fines within thirty (30) days of payment/due date.
2.1.8 Biosolids Management: Contractor shall prepare, implement, monitor, and report information for the Biosolids
Management Plan required by the City. This can include but is not limited to:
* Processing, monitoring, transporting, and disposing of all solids (including screenings and biosolids)
generated at the wastewater treatment facilities to a City and TCEQ approved disposal facility.
* Prepare and submit annual biosolids reports and regulatory sampling requirements.
* The plant biosolids management will require the operations to meet the dewatered solids content of
minimum 16% solids content and meet EPA's paint filter test, in alignment with the plant's design and
operational capabilities, TDPES permit, or ultimate disposal/hauling requirements.
* Retain all biosolids records and provide copies of all reports to the City.
2.1.9 Disposal of Sludge: Contractor shall arrange for disposal of screenings, grit, trash, and wastewater sludges
(referred as sludge or biosolids) at the expense of the contractor. This cost includes but is not limited to third-
party hauling costs with fuel, tipping fees, trucking fees, etc. Notwithstanding such services, title and
ownership of the sludge shall always remain with the City.
In addition, the Contractor shall improve solids processing operations. Any recommended improvements
must be submitted to the City for review and approval prior to implementation.
2.1.10 Pretreatment program: The Contractor shall, upon written request of the City, assist the City by providing
technical and analytical services in connection with City's pretreatment program. (See Attachment H). This
service is incidental to the scope of work.
2.1.11 Develop WWTP specific process control strategy (both liquid and solids treatment). The Contractor shall
document the process control strategy and periodically (monthly) provide operations data to the City for
review.
The Contractor shall perform and improve all laboratory and analytical services required for process control,
process monitoring, process optimization, and water/sludge quality parameters needed to optimize energy
and chemical use as well as chemicals required for sludge processing. Laboratory procedures and analysis
shall conform to the current edition of Standard Means for the Examination of Water and Wastewater or be
in accordance with testing requirements of the TPDES permit. The Contractor shall prepare the data for all
TPDES permit monitoring and operating reports and shall deliver and certify such results to the City and
submit such results to all required regulatory agencies in a timely manner.
Testing and analyses costs for routine process control, and for routine monthly reporting (DMR) requirements
are the responsibility of the contractor (no separate pay). All other special, quarterly, or annual testing costs
will be reimbursed by the City.
The Contractor shall provide the City monthly laboratory results by date and WWTP outfall for effluent
and/or influent testing as required by the TPDES discharge permit in an excel format. Reports should note
any daily max exceedances, and/or average concentration exceedances with explanation of potential causes.
2.1.12 Provide a Communications Plan to include the following reports:
* Monthly Discharge monitoring reports (DMR) as submitted to TCEQ.
* Monthly Operation and Maintenance reports (MOR)
* Monthly PM reports summarizing all scheduled, completed, and backlogged PM.
* Monthly WWTP inspection reports including Quality Assurance Plan documentation.
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* Monthly CM and emergency repairs reports summarizing all scheduled, completed, and backlogged
CM and emergency repair improvements, along with the associated costs for each improvement
activity.
* Monthly Consumable report summarizing electrical and chemical usage at each facility.
* Monthly sludge processing and disposal report.
* Monthly Exception report summarizing any pending or current conditions, situations, or issues
regarding the WWTP facilities or the Contractor, including staffing changes. Exceptions should
include any recommended modifications, minor improvements, or capital improvements to the
facilities.
* Annual Operations and Maintenance Report.
* Annual Staffing and Training Plan and Schedule.
* Annual Safety and Emergency Response Programs.
* Monthly and annual accounting and billing records.
* Annual Facility/Condition Assessment documentation.
All reports and data shall be created separately for each WWTP facility and saved in electronic format
that is accessible to the City during normal business hours. The report formats (prior approval is
required) must meet the City's expectation and project requirements specified herein.
Accounting records: Contractor operator shall maintain up-to-date financial records as they apply to the
services rendered under the terms of the agreement. All records shall be kept in accordance with generally
accepted accounting principles. Such records and copied thereunder shall be made available to Owner on
request.
2.1.13 The Contractor shall operate the WWTPs within the limits prescribed by law and the capabilities of these
facilities to minimize odor and noise.
2.1.14 Provide access for periodic inspection of all facilities as requested by the City during normal hours of
operation.
2.1.15 Sponsor and participate in community events annually.
2.1.16 The contractor shall meet general management control including accounting, scheduling staff planning and
technical control.
2.1.17 The contractor shall identify modifications to plant process and operations that would improve effluent quality
and reduce operating costs. All proposed modifications must be submitted to the City for evaluation and
approval prior to implementation. It is critical for the Contractor to effectively meet TPDES permit while
minimizing operations costs (electricity, chemicals, sludge, etc.)
2.1.18 The Contractor shall complete an initial facility assessment and conduct annual facility and condition
assessments for non-compliance, functionality, safety, and overall performance. Provide a detailed report of
findings to the City.
2.1.19 When solicited, provide a Capital Improvement Plan estimate and Operations and Maintenance Fee (including
chemicals and utilities) for incorporation into the City's annual budget process.
2.1.20 When solicited, coordinate and work with the City to explore alternative delivery methods to implement capital
improvements in the most cost-effective manner.
2.1.21 Cooperate and assist the City and any consultants and contractors retained by the City for any planning, design,
and construction related to the Facilities and project equipment.
2.1.22 The Contractor (PIC and Plant Supervisor/Manager) must participate in meetings, general discussion, and
consultations with the City staff and its representatives relative to this project and associated WWTP facilities
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projects through the period of engagement at no additional cost to the City.
2.1.23 The Contractor shall participate and support City's CIP projects including providing assistance for WWTP
startup, testing, operations, etc. for the successful implementation of WWTP CIP projects at no additional cost
to City.
2.2 Additional Services
On a periodic basis, the Contractor may be asked to provide or coordinate additional and/or out-of-scope services.
These services are apart from the base services. The City, at its option, may award separate task orders for the
additional and/or out-of-scope services, including design services. Each task order shall be separately negotiated
based upon a fee schedule or cost proposal provided by the Contractor.
Should additional or out-of-scope services result in an increase in the contract price, an amendment will be
required, with approval by Mayor and City Council.
For a more complete listing of services required, please see the Draft Contract attached as Attachment E.
3.0 Description of Procurement Process
3.1 Pre-Proposal Meeting and Site Tour (Attendance at this meeting is mandatory.)
The City will conduct a mandatory pre-proposal meeting and site tour on Thursday, June 18, 2026 at 10:00am.
The pre-proposal meeting/tour may last up to four (4) hours and will be held in the Pasadena Engineering
Conference Room located at 1149 Ellsworth Dr., 5th floor, Pasadena, TX. Following the pre-proposal meeting,
potential contractors will visit the Vince Bayou and Golden Acres WWTP. For this RFP, this meeting will be
your only opportunity to tour the WWTP Facilities. Please dress accordingly.
The purpose of the pre-proposal meeting is to provide an opportunity for Respondents to view the facility with a
site tour included. Questions will not be addressed during this Meeting/Tour but should be documented and
submitted in writing by the question deadline per the instructions in Section VIII. Subsection 18. All questions
and answers will be documented and provided in an Addendum per Section VIII. Subsection19.
Interested Contractors should ensure that they meet or exceed the Minimum Operational Requirements set
forth in this document prior to attending.
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