1-Final On-Call IE and Electrical Maintenance Support Services RFP-25-005.pdf

REQUEST FOR PROPOSAL

(RFP-25-005)

On-Call Instrumentation and Electrical (I&E) Maintenance Support Services

Issued: December 16, 2025

Mandatory or Optional Pre-Proposal Meeting:

Not Applicable

Questions Regarding this RFP Due:

January 6, 2026, at 3PM PST

PROPOSAL DUE:

January 20, 2026, at 3PM PST

Responses eligible for consideration to this RFP must be submitted to the WRD Procurement Portal located at https://wrd.bonfirehub.com/ and addressed to the attention of:

Tenisha Simeon, Purchasing/Procurement Officer Water Replenishment District of Southern California

4040 Paramount Boulevard Lakewood, CA 90712 Phone: (562) 275-4300

NOTICE TO PROPOSERS

Request for Proposals

On-Call Instrumentation and Electrical (I&E) Maintenance Support Services

PURPOSE: The Water Replenishment District of Southern California (WRD or District) is seeking proposals from qualified and experienced firms (also r to provide on-call services for I&E maintenance-related projects at the District.

Based on current estimates, WRD expects it will need multiple on-call I&E maintenance firms to related events occurring at the same time. To be prepared to respond to the various maintenance projects, WRD intends to retain multiple qualified I&E firms to provide I&E maintenance services on an on-

Interested firms are requested to submit a Proposal to present their expertise and experience associated with on-call services for various I&E maintenance services throughout the District.

WRD intends to evaluate the Proposals received using a best value selection process to ensure that the selected Firms are capable to perform the requested work and will enter into on-call service contracts (Contract) with up to three (3) firms.

This Request for Proposal (RFP) describes the required scope of work, the information that must be included in the proposal, and the proposal selection process. Proposers are encouraged to carefully review this RFP in its entirety prior to submitting their proposals. Failure to submit information in accordance with these requirements and procedures may be cause for disqualification. This RFP is available for downloading from the WRD Procurement Portal located at: https://wrd.bonfirehub.com/.

SOLICITATION SCHEDULE: Milestones for the RFP process are summarized in the table below. The District reserves the right to modify the schedule below at its discretion. Proper notification changes will be made to interested proposers.

RFP Issued by WRD December 16, 2025 Deadline for Questions Regarding this RFP January 6, 2026, at 3PM PST Proposals Due January 20, 2026, at 3PM PST WRD Board Awards Contract March 2026

QUESTIONS REGARDNG THIS RFP: All questions regarding the technical aspects or general requirements/provisions of this Request for Proposal (RFP) must be submitted before the deadline due date under this Solicitation Number and Title (RFP for On-Call Instrumentation and Electrical (I&E) Maintenance Support Services) through the Opportunity Q&A section via the WRD Procurement Portal at https://wrd.bonfirehub.com/. For guidance on how to submit a question through https://wrd.bonfirehub.com/, please visit https://vendorsupport.gobonfire.com/hc/en-us/articles/6832480724503-How-do-I-contact-the- Project-Owner-

Questions received from prospective respondents, and responses from WRD, will be formally documented through the Opportunity Q&A section table that will be issued and be posted on the WRD Procurement Portal at: https://wrd.bonfirehub.com/. The Q&A table will be updated regularly as questions are received from prospective respondents.

DEADLINE FOR PROPOSALS: Pursuant to the requirements specified in this RFP and the WRD Procurement Portal, responses to this RFP must be submitted to WRD no later than January 20, 2026, at 3PM PST, or such later time that WRD may announce by addendum to proposers via the Procurement Portal at any time prior to the submittal deadline.

Responses received after the deadline will not be considered under any circumstances. HARD- COPY PAPER, FAXED OR E-MAILED SUBMISSIONS WILL NOT BE ACCEPTED. Only the right to reject any and/or all responses received.

TABLE OF CONTENTS

SECTION PAGE

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RFP-25-005

On-Call Instrumentation and Electrical (I&E) Maintenance Support Services

1.0 INTRODUCTION

2.0 BACKGROUND

3.0 SCOPE OF WORK

Instrumentation and Electrical Services

4.0 DESIRED QUALIFICATIONS

5.0 PROPOSAL CONTENTS

5.1 Title Page

5.2 Cover Letter

5.3 Table of Contents

5.4 Company Background

5.5 Project Team and Qualifications

5.6 Experience and Record of Past Performance

5.7 Conflict of Interest

5.8 Other Information

5.9 WRD Standard Contract

5.10 Rate Sheet

5.11 Monthly Billing

6.0 PROPOSAL SUBMISSION REQUIREMENTS

6.1 Proposal Format

6.2 Proposal Signing

6.3 Proposal Submittal Procedures

6.4 Proposal Preparation Costs

6.5 Acknowledgement

7.0 EVALUATION CRITERIA

7.1 Project Team and Qualifications (40 points)

7.2 Performance on Similar or Related Projects (30 Points)

7.3 Billing Rates (30 Points)

8.0 SELECTION PROCESS

9.0 GENERAL PROVISIONS

9.1 Entire Agreement

9.2 Contract Amendments

9.3 Term of Contract

9.4 Ownership and Use of Documents

9.5 Audit Rights, Business Records Access and Retention

9.6 Termination

10.0 TERMS AND CONDITIONS

TABLE OF CONTENTS

SECTION PAGE

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On-Call Instrumentation and Electrical (I&E) Maintenance Support Services

10.1 Proposal Rejection

10.2 Proposal Clarification and Requests for Additional Information

10.3 Proposal Validity Period

10.4 RFP Revisions and Addenda

10.5 Confidentiality

11.0 LEGAL POLICIES

11.1 Compliance

11.2 Governing Laws and Requirements

11.3 Public Releases

11.4 Business License

11.5

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LIST OF ATTACHMENTS:

Attachment No.1: Submittal Checklist Form Attachment No.2: Diversity In Business (DIB) Program

LIST OF EXHIBITS:

Exhibit A: WRD Standard Services Agreement Exhibit B: Key Personnel Participation Form Exhibit C: Rate Sheet Example Exhibit D: Monthly Billing Sample Invoice Exhibit E: Acknowledgement Letter

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1.0 INTRODUCTION

The WRD is a State Special District that was established in 1959 under the California Water Code (Division 18, §60000 through §60622) to manage the groundwater resources within the Central Basin and West Coast Basin in southern Los Angeles County. WRD mission is to provide, protect and preserve high-quality groundwater through innovative, cost-effective and environmentally sensitive basin management practices for the benefit of residents and businesses of these groundwater basins. The aquifers in the Central Basin and West Coast Basin provide for about 40 percent of the total water needs for the people

-square mile service area.

To accomplish its mission, WRD conducts managed aquifer recharge using imported water, recycled water, and stormwater, prevents seawater intrusion through injection of imported water and recycled water into coastal barrier wells, protects and preserves groundwater quality through monitoring, testing, data analysis, and treatment, and ensures a future supply of reliable groundwater through planning, conjunctive use, and development of new projects. More information regarding the WRD can be found at www.wrd.org.

2.0 BACKGROUND

WRD plans to utilize on-call I&E maintenance services to deliver Capital Improvement, R&R and Operations Support projects in a cost efficient and effective manner. Task order

Leo Vander Lans Treatment Plant (LVL) Long Beach Torrance Desalter (Torrance) Torrance Albert Robles Center (ARC) Pico Rivera WRD Headquarters Lakewood Future WRD Annex Property Lakewood Turnout Structures various in Pico Rivera Monitoring Well Sites various throughout District

Based on the numerous facility locations, the distance between the facility locations and current estimates for these I&E related services, WRD expects it will need multiple on-call I&E maintenance firms to service its numerous facilities because it may be possible that there are multiple maintenance-related projects occurring at the same time.

As a result, WRD intends to select up to three (3) separate I&E firms to provide on-call maintenance support services on a task order basis. The term of each of the on-call contracts will be three (3) years with the possibility of two (2), 1-year contract extensions at the sole discretion of WRD. WRD does not guarantee that any successful firm will be awarded any individual task order or that any of Contracts will be extended beyond the initial three (3) year term.

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On-Call Instrumentation and Electrical (I&E) Maintenance Support Services

3.0 SCOPE OF WORK

The on-call firms will be responsible for completing various I&E task order projects throughout the District on an as-needed basis.

Instrumentation and Electrical Services The successful instrumentation and electrical firms shall provide all materials, equipment and labor for instrumentation and electrical services and repairs, as needed.

The firm(s) shall be responsible for maintaining all equipment under this contract in safe operating condition in accordance with NFPA 70B: Recommended Practice for Electrical Equipment Maintenance 2019 Edition. The Firm shall have experience working on all voltages.

Examples of potential projects include but are not limited to:

Running new or replacing circuits in all types of conduits, including power and lighting

Installing or repairing instruments

Calibrating instruments

Installing or replacing electrical equipment and gear

Lighting systems and lighting control systems

Receptacles, switches, data and telephone cables

Emergency lighting equipment

Motors, MCC panels, Electrical breakers repair/replacement

VFD and soft starters repair/replacement

Various maintenance support services

Routine/preventative equipment maintenance

Project Classifications/Tiers Each individual task order project shall be on an as-needed basis. WRD has created three

(3) separate classifications or tiers of projects (Tiers). The WRD Project Manager will

Tier during initial outreach for maintenance services.

per day, 365 days per year for the entirety of the Contract. Firms that do not respond within the designated timeframes outlined below may be removed from the on-call pool, response time requirements as the firms. Subcontractors and their associated time on the project must be approved by the WRD Project Manager prior to completing any work on a project. Firms will be allowed up to a fifteen percent (15%) mark-up on subcontracted

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On-Call Instrumentation and Electrical (I&E) Maintenance Support Services work. Materials will be allowed up to a ten percent (10%) mark-up with proper documentation provided for each project.

The three (3) separate Tiers of projects for the Contracts include:

Tier 1 - Urgent Need This tier shall include urgent projects that impact the environment, public health and/or are a safety concern that requires immediate response (i.e., chemical spill, major pipe burst, stormwater emergencies). Fees for these services will be based on a time-and-material basis as provided in the Rate Sheet provided by each selected firm, unless otherwise indicated.

The WRD Project Manager will contact all on-call firms for this project tier and request a specific project quotation. All firms are required to respond with a quotation. The firm providing the lowest, most qualified quotation quote and meeting the response requirements will receive the work.

TIER 1 RESPONSE REQUIREMENTS:

Must respond to WRD within one (1) hour after initial outreach by WRD.

Firm shall be onsite within eight (8) hours of approval or as otherwise directed by

WRD.

Tier 2 - Facility Outage This tier shall include projects that require a quick response for necessary replacement/repair in order to restart facility operations or for any other condition that line failure, electrical panel failure). Fees for these services will be based on a lump-sum basis, unless otherwise indicated.

The WRD Project Manager will contact all on-call firms for this project tier and request a specific project quotation. All firms are required to respond with a quotation. The firm providing the lowest, most qualified quotation quote and meeting the response requirements will receive the work.

TIER 2 RESPONSE REQUIREMENTS:

Must respond to WRD with an initial site visit, if required, within two (2) calendar week days after initial outreach by WRD.

Cost estimate to be received by WRD within one (1) calendar week day of initial site visit or as otherwise directed by WRD.

Firm shall be onsite within two (2) calendar week days of approval or as otherwise directed by WRD.

Tier 3 - Planned Maintenance This tier shall include projects that WRD plans for based on necessary equipment maintenance and/or upgrades for which notice of the upcoming work will be provided by

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On-Call Instrumentation and Electrical (I&E) Maintenance Support Services

WRD (i.e., pump upgrades). Fees for services performed pursuant to this tier will be based on a lump-sum basis, unless otherwise indicated.

The WRD Project Manager will contact all on-call firms for this project tier and request a specific project quotation. All firms are required to respond with a quotation. The firm providing the lowest, most qualified quotation and meeting the response requirements will receive the work.

TIER 3 RESPONSE REQUIREMENTS:

Must respond to WRD with a cost estimate within two (2) calendar weeks after initial outreach by WRD.

Firm shall be onsite within two (2) calendar weeks of approval for the work or as otherwise directed by WRD.

Project Reporting after Completion of Work For each on-call project, the firm completing the work shall provide a final PDF report and detailed accounting statement with back-up documentation summarizing the repair, inspection or any other work performed. The final PDF report shall include:

Initial site condition.

Repair progress and status.

Failed components.

New components.

Final site condition.

Technical information from the manufacturer for any new components with recommended maintenance.

4.0 DESIRED QUALIFICATIONS

Firms shall have experience providing I&E maintenance services for public water utilities working via on-call contracts. See Section 5.6 for minimum required experience.

5.0 PROPOSAL CONTENTS

To provide a degree of consistency in review of the written proposals, firms are requested to include the following content in their proposals. The information requested below will be used to evaluate each proposal based on the evaluation criteria outlined in this RFP.

Proposals may be deemed nonresponsive if they do not respond to all areas specified below.

Proposals shall be prepared simply and economically, providing a straightforward and concise description of how the proposal has satisfied all the requirements of this RFP.

Emphasis shall be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis. Excessive or irrelevant materials will not be favorably received.

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The following subsections describe the contents required in the proposal. The proposal understanding of and approach to the projects.

5.1 Title Page

address, telephone number, fax number, email address, and date of proposal submission.

5.2 Cover Letter

A principal of the firm authorized to commit the firm to the requirements of the RFP providing high quality services as described in the RFP. Additionally, the letter shall identify a contact person (name, e-mail address, and phone number) for future communication during the selection process.

5.3 Table of Contents

The table of contents should include a clear and complete identification by section and page number of the submitted materials.

5.4 Company Background

Provide a brief background of the firm including history, types of services provided, organization structure, number of employees, annual revenues, number of offices and locations with staff size and disciplines, and any other relevant information that may be

RFP.

5.5 Project Team and Qualifications

Provide an organizational chart that describes the structure of the project team, including subconsultants/subcontractors. The project team description shall identify the following:

(i) The Contract Manager,

(ii) The names of readily-available key personnel that will be deployed for each task and their contact information, and the primary office locations of each project team member (preferably within the southern Los Angeles County area),

(iii) The role each team member will play in providing services under the Contract, and

(iv) A written assurance that the key individuals listed and identified will be performing the work and will not be substituted with other personnel or proposal shall clearly identify who will lead the execution of assigned tasks and the respective personnel that will be assigned to them.

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Provide a description of the experience, qualifications including required licenses and certifications, area of expertise or specialization, and availability (including current workload) of the project team members, including subconsultants/subcontractors, if any.

The identified Contract projects for the duration of the Contract. The proposal shall include the Contract

-mail address.

Once a Contract has been executed, the Consultant must request approval of the District in advance of any new personnel being assigned to the project. The District reserves the right to reject or remove personnel performing services at any time for the duration of the Contract.

5.6 Experience and Record of Past Performance

same project team proposed for the services described in this RFP. Using the form provided as Exhibit B, list at least three (3) on-call I&E maintenance projects, specifically those that require fast/urgent response times successfully completed within the last five (5)

Ongoing projects currently being performed by the Proposer also may be submitted for consideration.

Clearly identify the role of all team members in each of the projects referenced. For each of the reference projects listed, provide the following information:

1. Name and location of project;

2. Name and address of project owner/sponsor;

3. Name and current phone number and e-mail address of owner's representative intimately familiar with the project, to contact for reference. Verify the reference person that can be contacted at the phone number provided;

4. A description of type and extent of services provided for the project;

5. Project budget (both projected and "as completed");

6. Project schedule milestones (both projected and "as completed"). Include dates of project initiation, key milestones and deliverables, and completion date or status of the project;

7. Special problems or difficulties encountered, such as project budget and schedule control issues, and how they were resolved by the Consultant; and

8. Applicability and relevance of the referenced project to the services described in this RFP.

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The District at its discretion may contact other firms or agencies for additional information. Failure to provide accurate contact information, adequate information or project reference summaries may be cause for rejection of the proposal as being nonresponsive.

5.7 Conflict of Interest

Provide a statement that the Proposer, individuals employed by the Proposer, or firms employed by or associated with the Proposer, including subconsultants/subcontractors, do not have a conflict of interest with the Project. The Proposer shall exercise reasonable efforts to prevent any actions or conditions that could result in a conflict of interest and shall include, but is not limited to, establishing precautions to prevent its employees or agents from making, receiving, providing in, or offering gifts, entertainment, payments, loans, or other considerations which could be deemed to appear to influence individuals to act contrary to the best interest of the District. If a potential conflict of interest is identified in any form, the Proposer shall inform the District immediately. Proposers are subject to disqualification on the basis of a conflict of interest as determined by WRD.

5.8 Other Information

The proposal shall include:

A statement that the Proposer will meet the insurance requirements per Section 12 General Services Agreement, which is attached to this RFP as Exhibit A.

A statement or description regarding any litigation to which the firm is a party, any bankruptcy settlements, or unpaid judgments against the firm or its principals.

A statement as to whether the firm has defaulted on previous professional contracts.

5.9 WRD Standard Contract

standard General Services Agreement, which is provided as Exhibit A. Proposers shall provide a statement in their proposals clearly stating acceptance of all the terms and conditions specified in the standard General Services Agreement (i.e. no exceptions can be made to WRD standard General Services Agreement).

5.10 Rate Sheet

Provide the proposed hourly rate for each proposed project team member as shown in Exhibit C. It is expected that the indicated hourly rates will remain in effect for the duration of the Contract. If the firm seeks to increase rates over the term of the Agreement/Contract it must specify in the response. The rate sheet shall also include any other rates or fees, such as markups for subcontractors/materials not identified as part of the project team, equipment markups, or other direct costs that may be incurred. Firms will be allowed up to a maximum of fifteen percent (15%) mark-up on subcontracted work. Materials shall be allowed up to a maximum of a ten percent (10%) mark-up with documentation provided for each project. Include any other rates to be potentially

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On-Call Instrumentation and Electrical (I&E) Maintenance Support Services incurred by the District.

5.11 Monthly Billing

The firms shall be required to provide hourly Cost-Plus Rates in their Proposals. Firms shall be required to pay California prevailing wages. The selected firm(s) will be required to keep the rates, escalated each year by a fixed rate, proposed in the RFP Proposals for the duration of the Contract.

The Task Order Requests will indicate whether a project is requested to be provided as a Lump Sum or Time-and-Materials. If required to be time-and-materials, firms will be required to provide documentation on their invoices of all equipment, labor rates and material in accordance with rates/mark-ups provided as part of this procurement.

The on-call maintenance services task order work will be provided to the firms that are will enter into a not-to-exceed Contract for the three (3) year base contract period with the option of two (2), 1-year contract extensions.

The monthly invoice shall be in a similar format shown in Exhibit D. At a minimum, each invoice shall contain the Work Order, Purchase Order and Contract number and shall be itemized by task. A subtotal cost for each task shall be included.

For time-and-materials projects, names of persons, their job titles, hourly billing rates, actual hours worked during the billing period, and subtotal labor costs must be summarized in a table. Attach to each invoice the timesheet details of the individuals billing to the project, and all other documentation for other direct costs in the form of receipts or vendor invoices, with the applicable costs identified for items such as equipment costs. WRD will provide reporting requirements to Respondent, and Respondent shall prepare invoices that comply with the requirements. Failure to satisfy the reporting requirements may result in rejection or short pay of the invoices submitted to WRD for payment.

If a firm qualifies and receives the Diversity in Business preference and is awarded a contract with WRD, the firm shall complete and submit to WRD on a monthly basis, a

DIB firms utilized during the reporting period including all certified prime consultants/contractors and subcontractors/subconsultants. The Monthly DIB Utilization Report template shall be provided by WRD. Refer to Attachment 2 Article 4 for further details regarding the monthly DIB reporting requirements upon contract execution.

6.0 PROPOSAL SUBMISSION REQUIREMENTS

6.1 Proposal Format

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The proposal shall be limited to one PDF file with no more than 30 single-pages in length. This does not include the title page, table of contents, cover letter, appendices, dividers, or résumés.

All files shall be bookmarked and in a text searchable PDF format (i.e., not scanned images) compatible with Adobe Acrobat Version 8.0 (at a minimum). All sections of the PDF file shall be bookmarked.

6.2 Proposal Signing

The proposal shall be submitted electronically through the WRD Procurement Portal and all requested signatures must be included in the submission. Upon a determination by WRD of an intent to award, the Proposer shall submit to WRD in hard-copy form, its entire proposal submission which shall be wet-signed by an officer, or officers, authorized to execute legal documents on behalf of the Proposer. The submission and signing of the proposal shall indicate the intention of the Proposer to adhere to the provisions described in this RFP and certifies that the proposal was prepared independently and was submitted without any collusion designed to limit competition or bidding. WRD reserves the right to reject the hard-copy wet-signed proposal and not award this work if the wet-signed proposal is not identical to the electronically submitted proposal and/or other requirements in this RFP.

6.3 Proposal Submittal Procedures

The exclusive process by which a potential proposer can respond to and be considered for this RFP is through the WRD Procurement Portal at https://wrd.bonfirehub.com/. No other form of response or submission to this RFP will be considered.

submittal deadline. Proposal packages should also include all signed Acknowledgment of Addendum forms that may be issued by WRD as part of this RFP process.

The WRD will not be responsible for the proper identification and handling of any proposals submitted incorrectly. Late proposals, late modification, or late withdrawals will not be considered under any circumstances. Faxed or emailed proposals will not be accepted. There will be no formal opening of the received proposals.

6.4 Proposal Preparation Costs

This solicitation does not commit the District to award any work nor to pay any costs incurred from the preparation of proposals. Firms responding to this RFP will be solely responsible for all costs and expenses incurred during the selection process.

6.5 Acknowledgement

An Acceptance Letter ( E attached) has been attached to this solicitation. This Acceptance Letter is to be completed and signed by the Respondent and shall be included

7.0 EVALUATION CRITERIA

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On-Call Instrumentation and Electrical (I&E) Maintenance Support Services in this section, including the identified bonus points for Proposers who demonstrate that at least 10 percentage of the value of the Proposal will be performed by eligible SBEs, DVBEs, and/or LBEs. Proposals also will be evaluated based on the clarity, completeness, and professional quality of the documents submitted, as well as conformance to the RFP instructions and responsiveness to the RFP requirements in a straightforward and concise manner.

Item No.

Criteria for Proposal Evaluations Maximum Points

1 Project Team and Qualifications 40

2 Performance on Similar or Related Projects 30

3 Billing Rates 30

TOTAL POINTS: 100

Bonus Points Achievement of Diversity in Business and Local Business Participation Requirement

7.1 Project Team and Qualifications (40 points)

herein will be evaluated. Considerations include, but are not limited to the following:

Professional qualifications and education of the project team.

Expertise and the appropriate mix of skills and disciplines of the project team and percentage of work to be self-performed.

The accessibility and commitment of the subconsultants/ subcontractors to successfully complete assigned projects, including the geographic proximity of each team member primary office location .

Ability to perform work on short notice and anticipated response times.

Capacity and flexibility to complete high quality work in a timely manner that meets the established schedule.

Familiarity with the policies and procedures of the District, County, and other local agencies.

7.2 Performance on Similar or Related Projects (30 Points)

WRD reserves the right to conduct an independent verification of the experience qualifications by contacting project references, accessing public information, or contacting independent parties. Prospective proposers shall respond and provide additional information that may be requested during the evaluation of proposals. Factors

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On-Call Instrumentation and Electrical (I&E) Maintenance Support Services to be considered will include, but may not be limited to, experience with similar projects, project coordination, cost control, quality of work, technical capability, and adherence to project schedules and standards.

7.3 Billing Rates (30 Points)

Each Respondent will be evaluated on proposed billing rates for services that may be provided. WRD considers the potential services to be I&E maintenance support services, meaning they will be judged based on anticipated overall value for the services rendered.

8.0 SELECTION PROCESS

This solicitation is being conducted by WRD through a fair and open process in accordance with procurement policies established for water replenishment districts in the State of California, those policies established by WRD, and applicable State laws.

All responsive proposals will be evaluated by a selection committee formed by the District. The proposal shall be of such scope and depth to sufficiently describe and complete the scope of services described herein. Submittal of incomplete or vague responses to any section or subsection of this RFP may result in rejection of the proposal.

Proposals will be evaluated, scored, and ranked based on the criteria specified in Section 7 of this RFP.

Once the proposers are ranked, WRD will initiate negotiation with the top-rated proposer.

If WRD is unable to reach an agreement with the top-rated proposer, negotiations will be formally terminated. WRD will then negotiate with the next highest-ranked proposer and so on until an agreement is reached. Once negotiations with a proposer are terminated, WRD will not renegotiate with that proposer.

WRD will award Contracts to up to three (3) firms. The total number of Firms selected will be made by WRD at its sole discretion. The firms that are recommended to the WRD Board of Directors for award of contract will be the ones whose proposal is determined to be the most advantageous to the District in consideration of price and all other evaluation factors that are set forth in this RFP. No other factors or criteria not listed in this RFP shall be used in the evaluation.

9.0 GENERAL PROVISIONS

The Proposer should specify if any of the requirements included in this section or any other section of the RFP pose a specific problem, and if so, identify the problem and its impact within the proposal.

9.1 Entire Agreement

The services described in this RFP, the successful proposal (with any proposed optional tasks) approved by WRD and any written changes or amendments to the scope of services shall represent the entire Agreement between the parties and shall supersede all prior written or oral representations, discussions, and agreements. The Consultant

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On-Call Instrumentation and Electrical (I&E) Maintenance Support Services awarded a contract to provide services described in this RFP shall be deemed bound to execute all requirements as listed and prescribed in this RFP, unless WRD modifies aspects of the scope of work or any conditions in the RFP in writing. Thus, the executed Contract will incorporate the terms and conditions specified in this RFP, as well as the final scope of work and fee schedule submitted by the Consultant as part of its proposal.

9.2 Contract Amendments

Changes that affect the scope of work, period of performance or time schedule, and costs will be effected by written notices of amendment. No payments will be made for work performed outside the original scope of work unless prior written approval was granted by WRD. The Consultant may be required to provide additional services under a negotiated change order approved in writing by WRD.

9.3 Term of Contract

Upon approval by the WRD Board of Directors, the District shall enter into a contract with a maximum term of three years with selected firms with the ability for two (2), 1-year contract extensions. WRD reserves the right, at any time, to suspend/terminate the Contract.

9.4 Ownership and Use of Documents

WRD in case of alteration, loss, or damage thereto. Consultant shall not release to the general public, public agencies, or private businesses in any manner, any information, data, or documents developed pursuant to the performance of services specified herein or information provided by WRD without the expressed written consent of WRD.

Any preliminary or working drafts, notes, and inter-agency or intra-agency memoranda that are not expected to be retained by the Consultant or WRD in the ordinary course of business shall be exempt from disclosure to any public entity under provisions of the Public Records Act.

9.5 Audit Rights, Business Records Access and Retention

Consultant shall maintain all records related to this Contract and project. During the term of this Contract and for a period of five (5) years after its termination, WRD shall have access to and the right to examine any directly pertinent books, documents, records and any other documents of Consultant directly related to the Contract and project.

9.6 Termination

WRD may terminate the project at any time at its sole discretion. Notice of termination will be provided in writing. Upon termination of the project, WRD shall make payment to the Consultant only for services provided up to the date of termination.

10.0 TERMS AND CONDITIONS

10.1 Proposal Rejection

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WRD reserves the right to accept or reject any or all proposals received in response to this RFP or cancel in whole or part the selection process if it is in the best interest of the District to do so. Alternatively, the District reserves the right to waive any minor defect or technicality in any proposal received.

10.2 Proposal Clarification and Requests for Additional Information

All proposals shall be afforded fair and equal treatment with respect to any opportunity for clarification. WRD reserves the right to request clarification of information submitted and to request additional information from any or all proposers. The District may require financial stability, before any contract is awarded. In conducting discussions with proposers, there shall be no disclosure of information derived from proposals submitted by competing firms.

10.3 Proposal Validity Period

Proposers may withdraw their proposals at any time prior to the due date and time by

Proposers who withdraw their proposals prior to the designated date and time may still submit another proposal if done in accordance within the proper time frame. A proposal cannot be changed or modified after it has been submitted by the designed due date and time and shall constitute an irrevocable offer, for a period of ninety (90) days, to WRD for the services set forth in the proposal.

10.4 RFP Revisions and Addenda

WRD reserves the right to issue a written Addendum or Addenda to provide further clarification or make revisions/corrections to the RFP. All Addenda will be issued via the Procurement Portal. If an Addendum is necessary within 72 hours of the proposal submittal deadline, the District, at its discretion, can extend the proposal submittal deadline.

Any Addendum issued must be acknowledged by the Proposer by signing and submitting

All Acknowledgment of Addendum forms must be submitted to WRD as part of the proposal package that is submitted by the proposal due date. Failure to acknowledge any Addenda may result in the proposal being considered nonresponsive and subject to rejection. All Addenda and Acknowledgements shall be submitted via the WRD Procurement Portal.

The Proposer shall be responsible for ensuring that its proposal reflects any and all addenda issued by the District prior to the submittal due date. Therefore, the District recommends that prospective proposers check the WRD Procurement Portal for this RFP prior to making their submission.

10.5 Confidentiality

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On-Call Instrumentation and Electrical (I&E) Maintenance Support Services

The content of proposals will be kept confidential until the award of contract by the the property of the WRD and will become public record after award of contract to the successful Consultant. The WRD will not return any proposals to proposers.

If a Proposer believes any portion of its proposal contains confidential or proprietary information, exempt from public disclosures under the California Public Records Act, the or price information, which shall be open to the public upon award of contract.

Notwithstanding the foregoing, the District will not be responsible or liable in any way for losses that the Proposer may incur from the disclosure of information or material to third parties.

11.0 LEGAL POLICIES

11.1 Compliance

The Consultant shall abide by and obey all applicable federal, state, and local laws, rules, regulations, and ordinances.

11.2 Governing Laws and Requirements

Performance of services herein shall be governed and construed in accordance with the laws of the State of California. The selected Consultant hereby agrees that in any action relative to the performance of said services, venue shall be in the County of Los Angeles, State of California.

11.3 Public Releases

The Consultant agrees not to use or otherwise make public in any manner, either for profit or nonprofit, any of the information, data, procedures, systems, or documentation developed pursuant to the performance of services specified herein without the expressed written permission of WRD.

11.4 Business License

The Consultant will be required to show evidence of all valid and applicable business license(s), which must be in effect during the period of the performance of services specified herein.

11.5

All deliverables submitted pursuant to the performance of services specified herein shall become the sole property of WRD and they may be used in any manner and for any purpose WRD deems in its best interest.

ATTACHMENT NO. 1

RFP Submittal Checklist Form

ATTACHMENT NO.1

Request for Proposals (RFP) Submittal Checklist

The following submittals shall be completed and submitted with each Proposal package (see table below for the “Required Submittal Checklist.”). This table has been provided as a convenience for proposers to use as a reference only. Ultimately, it is the Proposer’s sole responsibility to ensure that their proposal complies with all requirements of the RFP and all the required submittals are included in the Proposal package before it is formally submitted to WRD.

Proposals may be deemed nonresponsive if they do not respond to all areas specified in the RFP.

Item No. Required Submittal Checklist Check ( 1 One signed (1) Proposal package including:

2 Title Page 3 Cover Letter 4 Table of Contents 5 Company Background 6 Project Team and Qualifications 7 Project Understanding and Approach 8 Experience and Record of Past Performance

Exhibit B – Key Personnel Participation Form

9 Diversity in Business and Local Business Program:

Attachment No. 2 – General Information for the Diversity in

Business Preference program (if applicable) Business Participation Report (if applicable)

10 Conflict of Interest 11 Other Information:

A statement that the Respondent will meet the insurance requirements in the District’s standard Services Agreement (Exhibit A)

A statement or description regarding any litigation to which the firm is a party, any bankruptcy settlements, or unpaid judgments against the firm or its principals.

A statement as to whether the firm has defaulted on previous professional contracts.

12 WRD Standard Contract:

A statement accepting of all the terms and conditions specified in the District’s standard Services Agreement (Exhibit A)

13 Rate Sheet (Exhibit C) 14 Monthly Billing (Exhibit D) 15 Acknowledgement Letter (Exhibit E) 16 Addenda Acknowledgement Forms (if applicable)

ATTACHMENT NO. 2

DIVERSITY IN BUSINESS (DIB) PROGRAM

EXHIBITS

Exhibit A WRD Standard Service Agreement

Water Replenishment District of 1 On-Call Maintenance and Repair Services Contract Southern California [INSERT CONTRACTOR NAME]

ON-CALL MECHANICAL MAINTENANCE AND REPAIR SERVICES AGREEMENT

[INSERT CONTRACTOR NAME]

This On-Call Mechanical Maintenance and Repair Services Agreement (the “Agreement”) is made and entered into this __ day of ________, _____, by and between the Water Replenishment District of Southern California (“District”) and [Insert Contractor Name], (“Contractor”) (collectively the “Parties” or individually as “Party”) for certain maintenance and repair services upon the following terms and conditions.

1. Scope of Services. Contractor promises and agrees to furnish to the District all labor materials, tools, equipment, services, and incidental and customary work, as necessary, to fully and adequately provide the routine mechanical preventative maintenance and repairs services as set forth in more detail in Exhibit A (hereinafter referred to as “Services”), attached hereto and incorporated herein by this reference. Tasks other than those specifically described in Exhibit A shall not be performed without a prior written amendment to this Agreement. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, this Agreement shall prevail. On-call Services shall be more particularly described in the individual Task Orders issued by the District’s Representative or his or her designee. No on-call Services shall be performed unless authorized by a fully executed Task Order in the form attached hereto as Exhibit B. All Services shall be subject to, and performed in accordance with this Agreement, the relevant Task Order, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.

1.1 Standard of Performance. In performing the scope of services under this Agreement, Contractor shall diligently perform all services required in connection with this Agreement in the manner and according to the standards observed by a competent contractor in which Contractor is engaged in the geographical area in which Contractor practices its profession.

1.2 Assignment of Personnel. Contractor shall assign only competent personnel, with the appropriate education experience and licenses similar to the standards observed by a competent contractor in which Contractor is engaged in the geographical area in which Contractor practices its profession, to perform services in connection with this Agreement.

1.3 District’s Representative. District hereby designates [PMs Name], or his or her designee, to act as its representative for the performance of this Agreement (“District’s Representative”). District's Representative shall have the power to act on behalf of District for all purposes under this Agreement. District’s

Water Replenishment District of 2 On-Call Maintenance and Repair Services Contract

Representative shall also review and give approval, as needed, to the details of Contractor’s work as it progresses.

1.4 Contractor’s Representative. Contractor hereby designates ______________ or his or her designee, to act as its representative for the performance of this Agreement (“Contractor’s Representative”). Contractor’s Representative shall have full authority to represent and act on behalf of the Contractor for all purposes under this Agreement. The Contractor’s Representative shall supervise and direct the Services, using his best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement and as described in the relevant Task Orders.

2. Term. The term of this Agreement shall be three (3) years in length and shall commence on Month, Day, Year and shall end on Month, Day, Year (the “Expiration Date”). At least ninety (90) days prior to the Expiration Date, District staff shall evaluate the quality of the Services that have been provided by the Contractor, the cost of such Services relative to the benefits, and the need for any continuation of the services. The District shall have the right, in its sole discretion, to extend the term for two (2) additional, one (1) year time extensions at the sole discretion of the District. Contractor shall complete the Services within the term of this Agreement and shall meet any other established schedules and deadlines set forth in any Task Order. All applicable indemnification provisions of this Agreement shall remain in effect following the termination of this Agreement.

2.1 Termination by District

2.1.1 Termination for Convenience. The District may terminate this Agreement for its convenience at any time with twenty-four (24) hour written notice to Contractor. Contractor's compensation in the event of such a termination shall be exclusively limited to payment for all authorized services performed and for all authorized expenses incurred up to the effective date of such termination. Contractor understands and agrees that it shall not be entitled to any additional compensation or reimbursement whatsoever in the event of such termination. In the event this Agreement is terminated in whole or in part as provided herein, District may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.

3. Schedule of Services. Contractor shall perform the mechanical preventative maintenance and repair services expeditiously for each of the three (3) Tiers of work, within the term of this Agreement, and in accordance with the schedule set forth in Exhibit “A” attached hereto and incorporated herein by reference. Contractor shall be required to commence work on a Task Order pursuant to the schedule described in Exhibit A once it receives a fully executed Task Order. Contractor represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order

Water Replenishment District of 3 On-Call Maintenance and Repair Services Contract to facilitate Contractor’s conformance with each Tier related schedule, the District shall respond to Contractor’s submittals in a timely manner. Upon the District’s request, Contractor shall provide a more detailed schedule of anticipated performance to meet the relevant schedule of Services. All work shall be subject to the approval of District.

4.1 Contractor’s Compensation. District will compensate Contractor for services performed and for expenses incurred pursuant to this Agreement as follows:

4.1 Fee. District hereby agrees to pay Contractor for the scope of Services, whether by lump sum price or by hourly rates subject to fixed rate schedule (depending on the Tier of work), pursuant to the fee schedule attached as Exhibit C and incorporated herein by this reference, which may not be changed except with District's written approval. Total compensation for work performed under this Agreement shall NOT EXCEED [INSERT THE TOTAL CONTRACT

QUOTE/PRICE________ ($________)]

4.2 Reimbursable Expenses. No expenses, costs, or liabilities of Contractor shall be reimbursable unless the obligation and manner of reimbursement is expressly set forth in the scope of services (Exhibit A) and in the fee schedule (Exhibit C).

4.3 Payment of Compensation. Contractor shall submit to District a monthly statement which indicates work completed and hours of Services rendered by Contractor. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. The statement shall be in pdf format with back-up documentation summarizing and supporting the costs for the repair, inspection and any other work performed. The statement shall include descriptions of the following:

4.3.1 Initial site conditions.

4.3.2 Repair progress and status.

4.3.3 Failed components.

4.3.4 New components.

4.3.5 Final site condition.

4.3.6 Technical information from the manufacturer for any new components with recommended maintenance.

District shall, within forty-five (45) days of receiving such statement, review the statement and pay all approved charges thereon.

5. Project Site. Contractor shall perform the Services in such a manner as to cause a minimum of interference with District's operations and the operations of other contractors

Water Replenishment District of 4 On-Call Maintenance and Repair Services Contract at each Project site and to protect all persons and property thereon…