Project Information

Bid Title

Environmental Health & Safety (EHS) Information System

Issuing Agency

East Bay Municipal Utility District

Location

California

Published Date

Dec 10, 2025

Closing Date

Jan 23, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

The East Bay Municipal Utility District (EBMUD) is soliciting proposals from qualified firms for a cloud-based information management solution and implementation services for EBMUD’s regulatory-driven Environmental and Workplace Health and Safety programs.

Responses to this RFP are due by 4:00 pm on January 23, 2026. Completed proposals should be submitted electronically to EHSProject@EBMUD.com . Hardcopy proposals will not be accepted.

Questions

If you have any questions regarding this RFP, please contact Chandra Johannesson, at EHSProject@EBMUD.com . To ensure a response, questions must be received in writing no later than 12:00 pm on January 7, 2026.

RFP document(s)

Document	Type	Size
EBMUD Regulatory Compliance EHS RFP	PDF
EBMUD Regulatory Compliance EHS Supplemental A	PDF
EBMUD P-025 Employment Data And Certification Instructions	PDF

Attachment Preview

REQUEST FOR PROPOSAL (RFP)

for Regulatory Compliance -

Environmental Workplace Health &

Safety System (EHS)

ADDENDA

Prospective bidders are responsible for reviewing any published

addenda regarding this bid at ebmud.com/business-center

CONTACT

Raymond Lee, Project Manager

EHSProject@EBMUD.com

RESPONSE DUE

January 23, 2026

4:00 p.m. PDT

SUBMIT ELECTRONICALLY TO*

Raymond Lee, EBMUD

EHSProject@EBMUD.com

*Hardcopy proposals will not be accepted

EAST BAY MUNICIPAL UTILITY DISTRICT

RFP for Regulatory Compliance EHS

TABLE OF CONTENTS

I. STATEMENT OF WORK

A. SCOPE

B. PROPOSER QUALIFICATIONS

C. BACKGROUND

D. SPECIFIC REQUIREMENTS

II. CALENDAR OF EVENTS

III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS

A. RFP ACCEPTANCE AND AWARD

B. EVALUATION CRITERIA/SELECTION COMMITTEE

C. PRICING

D. NOTICE OF INTENT TO AWARD AND PROTESTS

E. INVOICING

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 – INSURANCE REQUIREMENTS

EXHIBIT C – IT SERVICES AGREEMENT

EXHIBIT D – IRAN CONTRACTING ACT CERTIFICATION

EXHIBIT E – INFORMATION TECHNOLOGY SECURITY INFORMATION TO BE EXCLUDED FROM PUBLIC

RECORDS ACT REQUESTS

EXHIBIT F – PRELIMINARY SECURITY INFORMATION GATHERING (PSIG)

REV 3/26/25

Regulatory Compliance EHS

I. STATEMENT OF WORK

A. SCOPE

It is the intent of this Request for Proposal to solicit proposals from firms qualified to provide

environmental and workplace health and safety information management systems and

implementation services for the East Bay Municipal Utility District (the District).

The District’s Regulatory Compliance Office (RCO), which is comprised of multiple work sections

including the Environmental Compliance Section (ECS) and the Workplace Health and Safety Section

(WHS), currently relies on outdated and unsupported data management systems—including Microsoft

Access, Excel, and various physical and digital files—to track critical Environmental, Health and Safety

(EHS) information. These tools are inefficient, difficult to scale, and increasingly unsustainable.

Microsoft Access, in particular, is no longer supported and is declining in industry use, raising serious

concerns about long-term accessibility and business continuity. Only a limited number of staff are

familiar with the existing systems; if they become unavailable, there is no institutional support or

backup, placing the District at risk of non-compliance. Many of the reports generated from this data

are legally required and time-sensitive; failure to meet these deadlines could result in regulatory

penalties.

The data being managed includes, but is not limited to, hazardous waste manifesting and reporting,

industrial hygiene data, worksite audits, injury tracking, and leading indicators used to proactively

identify and mitigate regulatory risks. Much of this data is spatial in nature, and in some cases, it is also

temporal or tied to employee-specific or task-based exposure and medical histories, which adds

further complexity. The current systems lack the ability to handle this depth and diversity of data. The

District is seeking a modern, modular Software-as-a-Service (SaaS) platform that would allow for

centralized storage, facilitate statistical analysis, and support more informed, data-driven decision-

making. Such a system should, ultimately, save time, improve compliance, and reduce costs for the

District.

A modern, centralized system should:

Streamline workflows by allowing staff to access the same real-time data from anywhere,

eliminating bottlenecks caused by siloed Access and Excel databases and locally stored files.

Improves data searchability and reference by allowing users to quickly locate manifests by

generator site, waste stream, transporter, date, or EPA ID number—something that is slow and

cumbersome in Access.

Facilitates regulatory reporting and internal audits with automated generation of manifests,

summaries, and reports that are formatted for DTSC, EPA, or internal review, eliminating time-

consuming manual formatting and cross-checking.

Enables trend analysis and tracking across time and locations, helping staff identify waste

reduction opportunities, recurring compliance issues, or transporter inconsistencies.

Additional scope of work details may be found in the Supplemental A document.

Page 3

Regulatory Compliance EHS

East Bay Municipal Utility District (District) intends to award a multi-year contract, with several one (1)

year optional terms, to the Proposer who best meets the District’s requirements.

B. PROPOSER QUALIFICATIONS

1. Proposer, Proposer’s principal, or Proposer’s staff shall have been regularly engaged in

the business of providing EHS software solutions and implementation services for at

least 5 years.

2. Proposer shall be a certified or authorized manufacturer, dealer, or provider.

3. Proposer shall possess all permits, licenses, and professional credentials necessary to

perform services as specified under this RFP.

C. FUNCTIONAL REQUIREMENTS

1. Functional requirements are documented in Supplemental Document A.

2. Wherever your system meets District requirements, specify whether the feature

is an out-of-the-box feature (no customization required) or one that requires

customization by the vendor or District.

D. TECHNICAL REQUIREMENTS

1. Technical requirements are documented in Supplemental Document A.

2. Wherever your system meets District requirements, specify whether the feature

is an out-of-the-box feature (no customization required) or one that requires

customization by the vendor or District.

II. CALENDAR OF EVENTS

EVENT

Contact

Email Address

DATE/LOCATION

Raymond Lee

EHSProject@EBMUD.com

Pre-Submittal Meeting

MANDATORY/OPTIONAL

Site Tour

RFP Submittal Electronic

Mail

Due Date for Questions and

Clarifications

There is no Pre-Submittal Meeting

There is no Site Tour

EHSProject@EBMUD.com

January 7, 2026, 4:00 PM (local time)

Page 4

Regulatory Compliance EHS

Due Date for Response to

Questions/Clarifications

RFP Submittal Due Date &

Time

Short-List Interviews and

Demonstrations

January 12, 2026

January 23, 2026, no later than 4:00 PM (local time)

TBD

Note: All dates are subject to change by District.

Proposers are responsible for reviewing https://www.ebmud.com/business-center/requests-

proposal-rfps/ for any published addenda. Hard copies of addenda will not be mailed out.

III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS

A. RFP ACCEPTANCE AND AWARD

1. RFP responses, short-list interviews, and demonstrations will be evaluated by the

Selection Committee and will be scored and ranked in accordance with the RFP section

entitled “Evaluation Criteria/Selection Committee.”

2. The Selection Committee will recommend award to the Proposer who, in its opinion, has

submitted the RFP response that best serves the overall interests of the District. Award

may not necessarily be made to the Proposer with the lowest overall cost.

3. The District reserves the right to award to a single or to multiple General or Professional

Service Providers, dependent upon what is in the best interest of the District.

4. The District has the right to decline to award this contract or any part of it for any

reason.

5. Any specifications, terms, or conditions issued by the District, or those included in the

Proposer’s submission, in relation to this RFP, may be incorporated into any purchase

order or contract that may be awarded as a result of this RFP.

6. Award of contract. The District reserves the right to reject any or all proposals, to accept

one part of a proposal and reject the other, unless the proposer stipulates to the

contrary, and to waive minor technical defects and administrative errors, as the interest

of the District may require. Award will be made, or proposals rejected by the District as

soon as possible after proposals have been opened.

B. EVALUATION CRITERIA/SELECTION COMMITTEE

All proposals will be evaluated by a Selection Committee. The Selection Committee may be

composed of District staff and other parties that have expertise or experience in this type of

procurement. The Selection Committee will select a Proposer in accordance with the evaluation

criteria set forth in this RFP. The evaluation of the RFP responses shall be within the sole

judgment and discretion of the Selection Committee.

Page 5

Commodity Codes

• NAICS 541620Environmental Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services

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