Contract with Community Fire Protection for Fire Flow Testing

APPROVE a contract with Community Fire Protection for fire flow testing and related services at the Port of Richmond, in an amount not to exceed $11,760, for a three-year term from July 7, 2026, through June 30, 2029 – Economic Development Department/Port (Charles Gerard/510-620-6792).

Financial Impact

The proposed $11,760 expenditure is included within the approved Fiscal Year 2026-2027 Port Enterprise Fund budget and will be budgeted accordingly in subsequent fiscal years (Account String: 40161080-400201). There is no net fiscal impact to the General Fund.

Previous Council Action

None.

Statement Of The Issue

The Port of Richmond requires fire flow testing and related services to evaluate the performance and availability of water supply infrastructure serving Port facilities and operations. Approval of the proposed contract with Community Fire Protection will provide as- needed testing of Port-owned fire hydrants and related water distribution infrastructure, including measurement of water pressure and flow rates, hydrant inspection and marking, proper management of water discharged during testing, and written reports documenting testing results. This work supports facility maintenance, fire protection planning, tenant requirements, insurance needs, and ongoing Port operation

Recommended Action

APPROVE a contract with Community Fire Protection for fire flow testing and related services at the Port of Richmond, in an amount not to exceed $11,760, for a three-year term from July 7, 2026, through June 30, 2029

• Economic Development/Port (Charles Gerard/510-620- 6792).

Discussion

The Port of Richmond requires specialized fire flow testing and related services to evaluate the performance and availability of water supply infrastructure serving Port facilities and operations, including the Point Potrero Marine Terminal and other Port facilities. The scope of work includes testing Port-owned fire hydrants and related water distribution infrastructure; measuring static pressure, residual pressure, and flow rates; inspecting and marking hydrants; managing and dechlorinating water discharged during testing; and preparing written reports documenting the results.

These services are distinct from the Richmond Fire Department’s emergency response and fire prevention functions and are performed by qualified contractors with the equipment, staffing, and technical capacity to conduct infrastructure testing and reporting. The results support facility maintenance, fire protection planning, tenant requirements, insurance needs, and ongoing Port operations.

On March 26, 2026, the City issued a solicitation for fire flow testing and related services through the City's PlanetBids procurement system. The solicitation was publicly advertised and remained open until April 30, 2026, at 2:00 p.m. Electronic responses were required through the City's online procurement portal (Attachment 1). The solicitation notified 116 vendors, seven vendors downloaded the proposal, and the City received three responsive bids. (Attachment 2).

Responsive Bids:

Vendor Location Bid Amount Community Fire Protection Seaside, CA $11,760 Tri-Signal Integration San Leandro, CA $33,228 Pye-Barker Fire Pleasanton, CA $36,600

City staff reviewed the bids submitted and determined that Community Fire Protection submitted the lowest responsive and responsible bid (Attachment 3). Community Fire Protection has previously provided fire protection-related services for the City and Port and has demonstrated the qualifications, experience, and capability necessary to perform the required work.

City staff recommend that the City Council approve an as-needed contract for fire flow testing and related services at Port facilities. The contract amount is not to exceed

$11,760 and includes annual costs of approximately $3,920 per year over the three- year term (Attachment 4).

DOCUMENTS ATTACHED:

Attachment 1 – Request for Bid (RFB)

Attachment 2 – Bid Summary Attachment 3 – Bid Matrix Attachment 4 – Contract

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REQUEST FOR BID POINT POTRERO MARINE TERMINAL FIRE FLOW TESTING

The Port of Richmond (“Port”) is requesting bids from contractors that posses a Fire Protection Contractor (C-16) license to complete fire flow testing of the Point Potrero Marine Terminal’s (PPMT) fire hydrants. The locations of the hydrants are shown in Attachment A. All hydrants within PPMT are owned and operated by the Port. The selected contractor shall complete the following:

• 1. Measure static, residual, and flow rate at each of the hydrants consistent with the National Fire Protection Association (NFPA) 25.
• 2. Mark the hydrants consistent with NFPA 291.

The selected contractor shall complete the work in accordance with the following:

• 1. Coordinate with the Port and its tenant to minimize conflict with operations.
• 2. Provide de-chlorination of water released from fire hydrants.
• 3. Complete all work within 15 working days of notice to proceed.
• 4. Provide a written report indicated the results of the test in PDF format.

The Port will provide the following information and materials to the selected contractor:

• 1. Locations of the fire hydrants as shown in Attachment A.
• 2. Coordination with the Port’s tenants for access.

This will be for three (3) years occurring in 2026, 2027, and 2028.

Bid Requirements Please complete the Bid as included in Attachment B. Note that all work must comply with the following:

• 1. City of Richmond Ordinance No. 16-12 N.S. Richmond Business Opportunity Ordinance.
• 2. City of Richmond Ordnance Number 15-10 N.S. Local Employment Ordinance.
• 3. Compensation shall be consistent with Prevailing Wage Requirements as required by the Department of Industrial Relations.
• 4. Execute an agreement with the City of Richmond; a copy of which is included in Attachment C. No changes to this agreement will be made.
• 5. The City of Richmond requires consultants doing business with it to obtain insurance, as shown in the Attachment C Standard Contract’s Exhibit F. The required insurance certificates must comply with all requirements of the standards as shown 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 on the Project.
• 6. The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.

PPMT Fire Flow Testing

• 7. Resolution No. 86-21 (Attachment D), approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Bid (Attachment D).
• 8. The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal (Attachment E).

Submittal Process Any questions from prospective vendors must be submitted via the electronic BidsOnline system no later than 5:00 p.m., April 15, 2026. As necessary, responses to questions will be issued via an addendum.

Electronic Bids shall be submitted via the City’s secure online bidding system. All required items must be submitted via the website. Vendor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late bids and no exceptions shall be made.

Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those bids that were transmitted successfully no later than 2:00 p.m., April 30, 2026.

Bids Online Codes 34000

PPMT Fire Flow Testing ATTACHMENT A

LOCATIONS OF HYDRANTS

LEGEND:

12" DOMESTIC WATER / 12" FIRE WATER, SEE DETAIL 8/C7.01 12" (UNLESS NOTED) FIRE WATER / 4" IRRIGATION WATER, SEE DETAIL 8/C7.01 4" IRRIGATION WATER, SEE DETAIL 8/C7.01 DOMESTIC WATER, SEE PLAN FOR SIZE, SEE DETAIL 8/C7.01 FIRE WATER, SEE PLAN FOR SIZE, SEE DETAIL 8/C7.01 PVC IRRIGATION LINE, SEE LANDSCAPE PLANS.

F1 STATIC 64 PSI RESIDUAL 28 PSI 893 GPM F7 F8 F10 F11 F12 F13 F14 F15 F16 F17 F18 F19 F20 F21 F22 F23 F25 F26 F27 F28 F29 F30 F31 F32 F33 F34 F35 F36 F37 F38 F39 F40 F41 F42 F43 GENERAL WAREHOUSE PROCESSING BUILDING PORT OFFICE BASIN 1 BASIN 2 BASIN 3 BASIN 4 BASIN 5 TRUCK LOADING CAFETERIA PORT WATER SYSTEM EBMUD WATER SYSTEM EBMUD ACCOUNT #57155500001 FIRE HYDRANT LOCATION (TYPICAL)

WV WV WV WV WV WV BLDG #5 HYDRANT REPLACED 4.10.2025 COULD NOT FIND - UNDER RIGGERS LOFT WINE COMPANY MATERIALS VALVE MAY NOT FUNCTION LINE SHIFTED AS PART OF HONDA PORT OF ENTRY PROJECT CLOSE THIS VALVE TO REPLACE HYDRANT SEE DETAIL A SUBARU PROCESSING WV WATER SHUTOFF 03/2025 FIRE HOSE CONNECTION TO RED OAK LINE OFF POTABLE WATER TO RED OAK POTABLE WATER TO SEA SCOUTS F2 STATIC 64 PSI RESIDUAL 30 PSI 924 GPM F3 STATIC 64 PSI RESIDUAL 22.5 PSI 809 GPM F4 STATIC 64 PSI RESIDUAL 27 PSI 876 GPM F5 STATIC 64 PSI RESIDUAL 21 PSI 773 GPM F6 STATIC 64 PSI RESIDUAL 26 PSI 860 GPM F9 STATIC 64 PSI RESIDUAL 20 PSI 754 GPM STATIC 64 PSI RESIDUAL 52 PSI 924 GPM STATIC 64 PSI RESIDUAL 21 PSI 773 GPM STATIC 75 PSI RESIDUAL 25 PSI 843 GPM STATIC 75 PSI RESIDUAL 26 PSI 860 GPM STATIC 75 PSI RESIDUAL 50 PSI 773 GPM STATIC 75 PSI RESIDUAL 25 PSI 843 GPM STATIC 75 PSI RESIDUAL 19 PSI 735 GPM STA