1-IEHP-iRFB-06493 - Backflow Device Inspection Testing Repair and Replacement Services.pdf

iRFB-25-06493 Page 1 of 24 iRFB Template_Rev._06-04-2025

SECTION I: NOTICE INVITING BIDS

1. NOTICE INVITING BIDS

Inland Empire Health Plan (IEHP), a local public entity of the State of California, is seeking bids through this informal Request for Bids (iRFB) for IEHP-iRFB-06493 - Backflow Device Inspection, Testing, Repair, and Replacement Service. Bids submitted in response to this iRFB will not be publicly opened or read at the time of submission. Bid details may become available for public review after the award decision is made. This project is classified as public works, and therefore, adherence to prevailing wage rates is mandatory. By submitting your bid, you confirm that it accounts for prevailing wage compliance.

Following award, the successful bidder will be required to attach certified payroll documents to all invoices submitted to IEHP. Bidders are advised to thoroughly review and understand all specified items and conditions prior to submitting their bids. Bids shall present the best net price, inclusive of all delivery charges, delivered to the specified destination (FOB destination). Bidders are responsible for complying with all applicable labor laws and regulations as required by the Department of Industrial Relations (DIR) and the Contractors State License Board (CSLB).

This iRFB is a solicitation for bids only and shall not be construed as an offer to enter into any contract or other agreement. No procurement will be executed based on this iRFB without an official purchase order issued by IEHP.

2. CONTRACT DOCUMENTS

Each bid shall be in accordance with all of the Contract Documents.

a. Drawings

The following drawings and plans are applicable to this project and made part of the Contract Documents:

1) Not Applicable

PUBLIC WORKS UNDER $220,000

INFORMAL REQUEST FOR BIDS

IEHP-iRFB-25-06493 Backflow Device Inspection, Testing, Repair, and Replacement Services iRFB-25-06493 Page 2 of 24

b. Contract Documents

Contract Documents, applicable to this iRFB, including the Scope of Work, Instruction to Bidders, Bid Form, General Conditions, and Special Conditions, are included in this iRFB document and are available free of charge on the EUNA Procurement (Bonfire) website at www.iehp.bonfirehub.com. Contract Documents will not be distributed at any job walk.

c. Scope of Work

Description of Work

IEHP is requesting informal bids from qualified contractors to support backflow testing and repairs at designated IEHP facilities. Services shall include, but not be limited to, the following:

Scope of Services

1) Test each backflow prevention device (BPD) annually, in accordance with California Code of Regulations, Title 17.

2) IEHP Facilities Department will provide a testing schedule to the awarded Contractor showing which Backflow Preventer Devices (BPD’s) need testing. In the event no notification is received from the San Bernardino Municipal Water Department, Contractor shall contact Facilities to obtain a device list and testing forms.

3) Conduct testing per industry standards; apply a pass tag certifying the device has passed. If a device does not pass the initial test, Contractor shall make all reasonable efforts (e.g., exercising shut-off valves) to re-test the device. Retesting is not billable as an additional test.

4) Provide all labor, materials, tools, equipment, supplies, transportation and supervision required to perform annual testing.

5) Supply and install all tags on all tested devices.

6) No repairs shall be performed beyond exercising as noted in Item #3. If repairs are required, Contractor must notify IEHP’s designated project manager by email on the same day it is discovered and submit a quote for device repair within five (5) business days.

7) Report illegal cross-connections, incorrect installations, or water system hazards to IEHP’s designated project manager via email within 24 hours of test.

http://www.iehp.bonfirehub.com/ iRFB-25-06493 Page 3 of 24

8) Submit complete, accurate, and legible Test Report forms.

9) Provide IEHP’s designated project manager a PDF copy of each completed Test Report within ten (10) days of passing the test. The Reports must include:

a. Site

b. Equipment location and street or cross street

c. Manufacturer

d. Model/Device Type

e. Serial number

f. Device size

g. Date passed

h. Inspector’s name and certification expiration date

10) Submit Test Report to the water purveyor no fewer than three (3) business days before test due date.

11) Retain all test reports for three (3) years per the American Water Works Association (AWWA) requirements. Records must be available to IEHP upon request.

12) Perform any additional duties or requirements needed to complete the testing scope satisfactorily.

13) All rest procedures must follow the latest edition of the University of Southern California (USC) Foundation for Cross-Connection Control manual.

14) Provide current test kit calibration documentation prior to IEHP prior to expiration.

15) Work Hours – Contractor shall conduct all work during daylight hours.

16) Submit invoices within 30 days of test date to apinvoices@iehp.org, (cc IEHP’s designated project manager), with copies of test reports attached. Multiple tests may be included per invoice.

17) The Contractor will use their own GPS equipment to record latitude and longitude for any new or unlisted BPDs, and submit the data to the designated IEHP project manager in spreadsheet format.

18) All testers must hold a valid California-Nevada American Water Works Association (CA/NV AWWA) Backflow Tester certification. Submission of a complete list of all testers and a copy of their current certification to IEHP’s designated project manager is required prior to testing. Tests performed under expired certifications will not be accepted or paid.

iRFB-25-06493 Page 4 of 24

19) Use only USC Foundation-approved test kits accepted by applicable water purveyors. It is the responsibility of the Contractor to ensure that test equipment being used is approved by the applicable water purveyor and that all calibration records of said devices are submitted to the water purveyor at the assigned intervals as required by the water purveyor.

20) Renew all required certifications a minimum of 30 days prior to expiration date and submit updated copies to IEHP’s designated project manager.

Locations:

Location Address Quantity Make/ Model Atrium

10801 Sixth Street Rancho Cucamonga, CA 91730 7 RP_Wilkins_375XL_2”

The Center

9500 Cleveland Avenue Rancho Cucamonga, CA 91730 4 Not Specified

2050 North Massachusetts

Avenue San Bernardino, CA 92415

2 Not Specified

Indio 83240 Hwy 111 Indio, CA 92201 2 Not Specified

Riverside 10769 Hole Avenue Riverside, CA 92505 2 Not Specified

d. Bid Forms

It is the bidder’s responsibility to download and verify the completeness of all Bid Forms before submission. IEHP assumes no liability for incomplete downloads or printing errors.

e. Procurement Website

All updates and iRFB communication (including addenda, registration, and other information related to the iRFB) will be posted at www.iehp.bonfirehub.com.

iRFB-25-06493 Page 5 of 24

3. LICENSE REQUIREMENT

CLSB Classification:

C-36 - Plumbing Contractor

All work to be performed by a Licensed Plumbing Contractor in accordance with Architectural Drawings and As-Built Drawings, as applicable. In the event of discrepancy between the Scope of Work and the Architectural Drawings, the Architectural Drawings will take precedence.

4. CONTACT WITH IEHP

Any contact with IEHP personnel regarding this procurement, other than the IEHP Procurement Contract Specialist identified in this iRFB, or other designated Procurement Team Member, may result in disqualification of your bid.

5. TIMELINES

5.1 Release of Request for Bids: Date: 09/22/2025

5.2 Deadline for Submission of

Questions:

It is the sole responsibility of the bidder to confirm question(s) have been successfully posted.

Date: 09/30/2025

Time: No later than 2:00 PM PT to www.iehp.bonfirehub.com

5.3 Deadline for Bids (Closing Date): Date: 10/10/2025

Time: No later than 2:00 PM PT

6. BID SUBMITTAL

All bids must be submitted on IEHP Bid Forms. Bids shall be valid for a period of 90 calendar days after the bid opening date. All Bid Forms must be delivered via electronic delivery to IEHP Procurement at www.iehp.bonfirehub.com on or before 2:00 p.m. PT on or before the closing date as stated in the Timeline, Section 5 of this document. Under no circumstances will a bid be accepted after the closing date and time. It is the bidder’s sole responsibility to ensure that its bid is received as specified and no relief will be given for improperly submitted bids.

BIDS SHALL BE DELIVERED TO:

Inland Empire Health Plan (IEHP)

Via electronic delivery on the EUNA Procurement (Bonfire) website at www.iehp.bonfirehub.com https://www.cslb.ca.gov/About_Us/Library/Licensing_Classifications/Default.aspx iRFB-25-06493 Page 6 of 24

7. PREVAILING WAGES AND LABOR CODE REQUIREMENTS

This is a public works project subject to compliance monitoring and enforcement by the California Department of Industrial Relations (DIR), pursuant to Labor Code §§ 1725.5, 1771.1, 1771.4, and 1773.3.

In accordance with Labor Code § 1773.3, IEHP, as the awarding body, will electronically notify the DIR of this project award using the PWC-100 form. This notice will be submitted within 30 days of the award date, but no later than the first day on which a contractor has workers employed on the project site.

The awarded bidder shall comply with all applicable provisions of the California Labor Code regarding prevailing wages and labor requirements, including but not limited to Labor Code §§ 1773.1, 1774, 1775, and 1776. Compliance includes those enforced by the DIR Division of Apprenticeship Standards and other applicable regulations.

In bidding on this project, it is the bidder’s sole responsibility to evaluate and include the cost of complying with all labor compliance requirements under this contract and applicable law in its bid.

IEHP’s Procurement Department has obtained the most recent determination of general prevailing rates of per diem wages applicable to the work, including rates for holiday and overtime work, and employer payments for health and welfare, pension, vacation, and similar purposes. This information is on file at IEHP’s office and will be made available to any bidder upon request. It may also be accessed at the California Department of Industrial Relations: www.dir.ca.gov/dlsr.

The awarded bidder shall post job site notices as prescribed by regulation, including a copy of the applicable general prevailing wage determinations. Contractors and subcontractors shall furnish certified payroll records to the Labor Commissioner as required by Labor Code § 1776.

Pursuant to Labor Code § 1771.1, any contractor submitting a bid, and all subcontractors listed on the Bid Form, must be currently registered with the DIR and qualified to perform public work under Labor Code § 1725.5. No bid will be accepted, nor any contract entered into, without proof of current DIR registration for the contractor and all listed subcontractors. If awarded a contract, the contractor and its subcontractors, at any tier, shall maintain active registration with DIR for the duration of the project.

8. INSURANCE

The successful bidder shall maintain, at its sole cost and expense, insurance coverage customarily required to perform Contractor’s business operations, in iRFB-25-06493 Page 7 of 24 amounts adequate to protect the Contractor, its officers, agents, and employees, in the discharge of its responsibilities and obligations under any resulting Agreement.

The successful bidder shall furnish insurance documents in accordance with the Contract Documents. All insurance requirements shall be completed and submitted to IEHP within ten (10) working days from the date IEHP provides the successful bidder with the Notice of Award.

9. AWARD

IEHP shall award the contract to the lowest responsive, responsible bidder as determined by IEHP in its sole discretion.

10. SUBSTITUTIONS

Requests to substitute “or equal” products, materials, things or services shall be governed by Article 14 of the General Conditions and must be made within _5_ days of the bid award. See Section 14 of the General Terms and Conditions for post-award substitution procedures and requirements.

IEHP discourages substitution requests on this project because the project has gone through extensive and time-consuming City Planning review, engineering, and preparation of detailed construction documents specific to the products and Owner review for performance. IEHP reserves the right to reject any substitution request that would require time-consuming redesign, accrue additional design cost, or delay in the project. Bidders whose bids contemplate use of “or equals” do so at their own risk. IEHP will not be responsible for any costs related to substitution requests.

11. PAYMENT BOND REQUIREMENT

In accordance with California Civil Code § 9550, if the awarded contract exceeds $25,000, the Contractor shall furnish a payment bond in the amount of 100% of the contract price prior to commencement of work. This bond shall secure payment to persons performing labor and furnishing materials for the work covered under this contract. This requirement applies regardless of whether the contract is awarded through informal or formal bidding procedures.

The bond must be executed by a corporate surety authorized to conduct business in the State of California. The payment bond shall be submitted and approved prior to execution of the contract. Failure to provide the required bond will result in forfeiture of the contract and may lead to award to the next lowest responsive and responsible bidder.

12. PERFORMANCE BOND REQUIREMENT

A performance bond is not required by law for informal public works contracts under the California Uniform Public Construction Cost Accounting Act (CUPCCAA).

However, IEHP reserves the right to require a performance bond in an amount equal iRFB-25-06493 Page 8 of 24 to 100% of the contract price for select contracts, based on project risk, complexity, or at its sole discretion. If required, the performance bond must be issued by a corporate surety authorized to conduct business in the State of California and submitted prior to contract execution.

13. SPECIAL NOTICE ABOUT COVID-19

By submitting a Bid for this work, Bidder agrees to proceed with the work as proposed and to execute the contract in the form provided. Any conditions, caveats, or force majeure notices submitted with a bid will not be accepted and may result in a determination that the bid is non-responsive. Any such conditions, caveats, or notices submitted after award may result in the forfeiture of Bidder’s bid security and award to the next lowest bidder. Bidders shall comply with all governmental requirements for safety related to COVID-19, including but not limited to orders and guidance of the California Department of Public Health, orders and guidelines of Cal/OSHA, and orders of the public health officer of the County of San Bernardino.

The costs of adhering to and complying with such COVID-19 safety measures shall be the responsibility of the bidders and shall be included and incorporated into their respective bid amounts.

END OF SECTION 1 – NOTICE INVITING BIDS

iRFB-25-06493 Page 9 of 24

SECTION II: INSTRUCTIONS TO BIDDERS

1. CONTRACTOR REGISTRATION

The awarded bidder shall submit all of its current information to IEHP Procurement along with their bid, including W-9 and IRS 147C forms.

2. EXAMINATION OF SITE AND CONTRACT DOCUMENTS

At its own expense and prior to submitting its bid, each bidder shall visit the site of the proposed work and fully acquaint itself with the conditions relating to the construction and labor required so that the bidder may fully understand the work, including but not limited to difficulties and restrictions attending the execution of the work under the Contract. Each bidder shall carefully examine the Drawings, and shall read the Specifications, Contract, and all other documents referenced herein and/or part of the Contract Documents, if applicable. Each bidder shall also determine the local conditions which may in any way affect the performance of the work, including local tax structure, contractors’ licensing requirements, availability of required insurance, the prevailing wages and other relevant cost factors, shall familiarize itself with all federal, state and local laws, ordinances, rules, regulations and codes affecting the performance of the work, including the cost of permits and licenses required for the work, and shall make such surveys and investigations, including investigations of subsurface or latent physical conditions at the site or where work is to be performed as may be required. The failure or omission of any bidder to receive or examine any Contract Documents, forms, instruments, addenda, or other documents, or to visit the site and acquaint itself with conditions there existing shall in no way relieve any bidder from any obligation with respect to its bid or to the contract and no relief for error or omission will be given except as required under State law. The submission of a bid shall be taken as conclusive evidence of compliance with this Section.

3. ALTERNATE BIDS

If alternate bid items are called for in the Bid Form, the time required for completion of the alternate bid items has already been factored into the contract duration and no additional contract time will be awarded for any of the alternate bid items. IEHP may elect to include one or more of the alternate bid items, or to otherwise remove certain work from the project scope of work. Accordingly, each bidder must ensure that each bid item contains a proportionate share of profit, overhead, and other costs or expenses which will be incurred by the bidder.

4. PRICES/NOTATIONS

All prices/notations must be typewritten or written in ink. No erasures are permitted.

Mistakes shall be crossed out, corrections made adjacent and initialed by person iRFB-25-06493 Page 10 of 24 signing document. Each item shall be bid separately. All signatures must be by an authorized representative of bidder. When requested by IEHP, satisfactory evidence of the authority of the any signatory on behalf of the Bidder shall be furnished. Each bidder shall submit its bid in strict conformity with the requirements of the Contract Documents. Unauthorized additions, modifications, revisions, conditions, limitations, exclusions, or provisions attached to a Bid may render it non-responsive and may cause its rejection. Bidders shall not delete, modify, or supplement the printed matter on the Bid Forms, or make substitutions thereon.

5. SUBCONTRACTORS

Pursuant to Public Contract Code § 4100 et seq., bidder shall set forth the name, address of the place of business, contractor license number, and public works contractor registration number of each subcontractor who will perform work, labor, furnish materials or render services to the bidder on said contract and each subcontractor licensed by the State of California who, under subcontract to bidder, specially fabricates and installs a portion of the work described in the Drawings and Specifications in an amount in excess of one half of one percent (0.5%) of the total bid price, and shall indicate the portion of the work to be done by such subcontractor.

Bidder shall list only one subcontractor for each portion as is defined by bidder in its bid. Bidder shall list only one subcontractor for each portion as defined in its bid.

Refer to the Designation of Subcontractors form in Section III – Bid Form. Each subcontractor shall possess at all times when it is performing work, a valid license in accordance with the provisions of the California Contractor’s State License Law (Business and Professions Code § 7000 et seq.) for the appropriate classification necessary to perform all work to be performed by that subcontractor.

6. EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS

On March 4, 2022, California Governor Gavin Newsom issued Executive Order N-6- 22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S.

government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs all California state agencies and departments to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. All contractors and grantees are obligated to comply with the Economic Sanctions. Accordingly, should the State of California (the State) or IEHP determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this Agreement. Contractor shall be provided with advance written notice of such termination, allowing Contractor at least thirty (30) calendar days to provide a written response. Termination shall be at the sole discretion of the State or

IEHP.

iRFB-25-06493 Page 11 of 24

7. NONCOLLUSION DECLARATION

Bidders on all public works contracts are required to submit a declaration of noncollusion with their bid. This form is included with the Bid Forms and must be signed and dated under penalty of perjury.

8. PREVAILING WAGES

IEHP’s Procurement Department has obtained the most recent determination of general prevailing rates of per diem wages applicable to the work, and for holiday and overtime work, including employer payments for health and welfare, pension, vacation, and similar purposes; and this is on file at its office and will be made available to any bidder upon request. This information can also be obtained at the California State Department of Industrial Relations, 464 West Fourth Street, San Bernardino, CA or online at: www.dir.ca.gov/dlsr/. The awarded bidder shall post job site notices as prescribed by regulation, including a copy of the determination of general prevailing rates of per diem wages applicable to the work.

9. PUBLIC WORKS CONTRACTOR REGISTRATION CERTIFICATION

Pursuant to Labor Code §§ 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations. No Bid will be accepted, nor any contract entered into without proof of the contractor’s and subcontractors’ current registration with the Department of Industrial Relations to perform public works. If awarded a contract, the bidder, and its subcontractors, of any tier, shall maintain active registration with the Department of Industrial Relations for the duration of the Project. To this end, bidder shall submit with its bid the Public Works Contractor Registration Certification on the Bid Form. Failure to submit this form may render the bid non-responsive. In addition, each bidder shall provide the registration number for each listed subcontractor in the space provided in the Designation of Subcontractors section of the Bid Form.

10. DEBARMENT OF CONTRACTORS AND SUBCONTRACTORS

In accordance with the provisions of the Labor Code, contractors or subcontractors may not perform work on a public works project with a subcontractor who is ineligible to perform work on a public project pursuant to Labor Code §§ 1777.1 or 1777.7. Any contract on a public works project entered into between a contractor and a debarred subcontractor is void as a matter of law. A debarred subcontractor may not receive any public money for performing work as a subcontractor on a public works contract.

Any public money that is paid to a debarred subcontractor by the the awarded bidder for the project shall be returned to IEHP. The awarded bidder shall be responsible for the payment of wages to workers of a debarred subcontractor who has been allowed to work on the project.

http://www.dir.ca.gov/dlsr/ iRFB-25-06493 Page 12 of 24

11. WORKERS' COMPENSATION CERTIFICATION

In accordance with the provisions of Labor Code § 3700, the awarded bidder shall secure the payment of compensation to its employees. Bidder shall sign and return the Workers' Compensation Certificate as part of the Bid Forms.

12. PAYMENT BOND REQUIREMENT

In accordance with California Civil Code §9550, if the awarded contract exceeds $25,000, the Contractor shall furnish a payment bond in the amount of 100% of the contract price prior to commencement of work. This bond shall secure payment to persons performing labor and furnishing materials for the work covered under this contract.

The bond must be executed by a corporate surety authorized to conduct business in the State of California. The payment bond shall be submitted and approved prior to execution of the contract. Failure to provide the required bond will result in forfeiture of the contract and may lead to award to the next lowest responsive and responsible bidder.

13. PERFORMANCE BOND REQUIREMENT

A performance bond is not required by law for informal public works contracts under the California Uniform Public Construction Cost Accounting Act (CUPCCAA).

However, IEHP reserves the right to require a performance bond in an amount equal to 100% of the contract price for select contracts, based on project risk, complexity, or at its sole discretion. If required, the performance bond must be issued by a corporate surety authorized to conduct business in the State of California and submitted prior to contract execution.

14. PRICING/TERMS/TAX

All pricing shall include applicable tax, permits, fees, and licenses required by the agencies with authority in the jurisdiction in which the work will be located, unless otherwise expressly provided by the Contract Documents. IEHP pays California Sales Tax and is exempt from Federal Excise Tax. The awarded bidder shall pay all taxes related to the work.

15. ADDENDA TO iRFB

IEHP reserves the right to issue such addenda to the iRFB as it may desire at any time prior to the time for receiving bids. The number and date of each addendum shall be listed on each bid in the space provided. All addenda issued by IEHP shall be made part of the Contract Documents. Copies of addenda will be furnished by email to all bidders who have obtained a copy of the Contract Documents posted at www.iehp.bonfirehub.com. Bidders are responsible for ensuring that they have iRFB-25-06493 Page 13 of 24 received any and all addenda. Addenda shall also be acknowledged on the Bid Forms. Failure to acknowledge all addenda may render the bid non-responsive.

16. IEHP RESERVATION OF RIGHTS

IEHP reserves the right to reject any or all bids, to waive any discrepancy, technicality, or informalities in a bid or in the bidding process, and to make the award in any manner determined by IEHP to be most advantageous to IEHP. IEHP may reject as non-responsive any bid which unevenly weights or allocates costs, including but not limited to overhead and profit to one or more particular bid items.

17. WITHDRAWAL/MODIFICATION OF BID

A bid may be withdrawn only prior to the bid closing date and time by written request.

Following withdrawal of its bid, bidder may submit a new bid, provided that such new bid is received prior to the stated closing time. No bidder may modify its bid after the bid closing date. Bids may be withdrawn after bid opening only by providing written notice to IEHP within five (5) working days of the bid opening and in compliance with Public Contract Code Section 5100 et seq., or as otherwise may be allowed with the consent of IEHP. Relief under PCC § 5100 requires prompt written notice of the mistake within five (5) days of bid opening and must meet the statutory criteria for material error not due to judgment or carelessness.

18. INTERPRETATION OF THE BID DOCUMENTS

Discrepancies in and omissions from any of the Contract Documents, questions as to their meaning or uncertainties that might cause disputes, shall immediately be brought to the attention of IEHP by the bidder. Any interpretation of the terms of the Contract Documents will be made only by written addenda issued by IEHP and available at www.iehp.bonfirehub.com. IEHP will not be responsible for any other explanations or interpretations.

19. BID PROTESTS

Bidders may file a “protest” of a Bid with IEHP’s Procurement Department via email:

procurement@iehp.org, (with a follow up hard copy). In order for a bidder’s protest to be considered valid, the protest must:

a. Be filed in writing within five (5) calendar days after IEHP sends a notice of intent to award (or reject) a bid;

b. Clearly identify the specific irregularity or accusation;

c. Clearly identify the specific IEHP staff determination or recommendation being protested;

d. Specify in detail the grounds for protest and the facts supporting the protest;

mailto:procurement@iehp.org iRFB-25-06493 Page 14 of 24 and Include all relevant, supporting documentation with the protest at time of filing.

If the protest does not comply with each of these requirements, IEHP may reject the protest without further review.

If the protest is timely and complies with the above requirements, IEHP’s Procurement Director, or designee, shall review the protest, any response from the challenged bidder(s), and all other relevant information. IEHP’s Procurement Director or designee will render a decision on the protest.

The procedure and time limits set forth in this section are mandatory and are the sole and exclusive remedy in the event of a Bid Protest. Failure to comply with these procedures shall constitute a failure to exhaust administrative remedies and a waiver of any right to further pursue the Bid Protest, including filing a Government Code Claim or legal proceedings.

20. AWARD OF CONTRACT

Once all bids are opened and reviewed to determine the lowest responsive and responsible bidder, IEHP Procurement may award the contract. The apparent successful bidder may begin to prepare the required insurance certificates and endorsements. Once IEHP notifies the bidder of the award, the bidder will have ten

(10) working days from the date of this notification to execute the Contract and supply IEHP with all of the required documents and certifications. Once IEHP receives all of the properly executed documents and certifications from the bidder, IEHP will issue a Notice to Proceed to that Bidder within forty-five (45) days. The bidder shall be prepared for the Notice to Proceed to issue immediately, and IEHP expects that it may issue within ten (10) days.

21. EXECUTION OF CONTRACT

As required herein the bidder to whom an award is made shall execute the Contract in the amount determined by the Contract Documents. IEHP may require appropriate evidence that the persons executing the Contract are duly empowered to do so. In lieu of a Contract, IEHP may issue a Purchase Order to the awarded bidder for certain informal or low-risk projects. The Contract to be executed by the successful Bidder, if applicable, is included within these Contract Documents and shall not be detached.

END OF SECTION II – INSTRUCTIONS TO BIDDERS

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SECTION III: BID FORM

1. Contractor Bid Summary

This section must be completed by the Vendor.

*This is a public works project, and therefore prevailing wages must be paid.

Labor: $ Materials: $

2. Pricing Chart:

a. Fill in estimated quantities based on device count (see provided locations).

b. Include all applicable pricing fees. IEHP prefers bundled rates when feasible.

c. IEHP is a public entity of the State of California and qualifies for government pricing discounts

d. Clearly define any minimum charges, exclusions, or terms in your submission.

Item / Service Unit Quantity Unit Price

Total Price

Annual Backflow Device Test (Pass on first try) Per device 17 $ $

Re-Test (after exercising only; not additional) Included __ N/A N/A

Certification Tag and Report Submission

Per device 17 $ $

GPS Mapping for New Devices

Per device (as needed)

Each New Device

Quote Prep for Failed Devices

Per device Each Failed

Device

Travel / Mobilization Fee

Per service trip

Other (please specify) $ $

Total Bid Cost $ iRFB-25-06493 Page 16 of 24

3. Total Project Cost:

$ (In Numbers)

(In Written Form)

Company Name:

Phone Number:

Contact Person:

Email address:

Company Address:

Contractor’s License#

Addenda:

Contractor’s DIR Registration #

6. Contractor’s Certification Regarding Workers Compensation

By signing this Bid Form, the undersigned declares that he or she is aware of the provisions of § 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this Contract.

7. Non-Collusion Declaration

By signing this Bid Form, the undersigned declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true.

The bidder has not, directly, or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company association, organization, bid iRFB-25-06493 Page 17 of 24 depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on the date of this Bid Form.

8. DESIGNATION OF SUBCONTRACTORS

In accordance with Section 10 of the General Terms and Conditions, the subcontractor(s) listed in the table below will perform work or labor or render service to the contractor in or about the construction of the work or improvement, or are subcontractors licensed by the State of California who will, under subcontract to the contractor, specially fabricate and install a portion of the work or improvement according to detailed drawings contained in the Contract Documents, in an amount in excess of one-half of one percent (0.5%) of the contractor’s total bid.

In compliance with the Subletting and Subcontracting Fair Practices Act Chapter 4 (commencing at Section 4100), Part 1, Division 2 of the California Public Contract Code, the Bidder shall set forth below:

The name and the location of the place of business;

The California contractor license number;

The portion of the work which will be done by each subcontractor; and

The cost of the work.

If a Bidder fails to specify a subcontractor or if a contractor specifies more than one subcontractor for the same portion of work, then the bidder shall be deemed to have agreed that it is fully qualified to perform that portion of work and that it shall perform that portion itself.

If additional space is needed, attach a continuation sheet following the format on the next page.

Portion of Work

Subcontractor Name

Business Address

CSLB

Contractor License #

DIR

Registration

Cost of

Work iRFB-25-06493 Page 18 of 24

Quotation must be signed by an authorized officer or employee of the Bidder’s company. Any person executing this bid on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I hereby certify under penalty of perjury under the laws of the State of California that all of the information submitted in connection with this bid and all of the representations made herein are true and correct.

Contractor Signature Date Name and Title

End of Section III – Bid Form iRFB-25-06493 Page 19 of 24

Section IV: General Terms and Conditions

1. COMPLIANCE AND REGULATIONS

The awarded Contractor shall comply with all applicable local, state, and federal laws, regulations, and codes, including public works regulations, safety standards, labor compliance, and environmental laws. The Contractor is responsible for securing all necessary permits and licenses at their own expense for the duration of the project. This includes adherence to the Americans with Disabilities Act (42 U.S.C.

§ 12101 et seq.) and other relevant codes.

2. BID SUBMISSION AND EVALUATION

Bids are to be submitted by the deadline provided in the Informal RFB. Evaluation will be based on cost, timeline, experience, and adherence to the scope of work. IEHP reserves the right to reject any or all bids and will award the contract based on the proposal that offers the most value to IEHP.

3. SCOPE OF WORK

The awarded Contractor shall perform the specified work as described in this Informal RFB to IEHP’s standards and specifications. Any alterations or deviations will require prior written approval from IEHP.

4. SITE CONDITIONS AND UTILITY USAGE

The Contractor is responsible for assessing existing site conditions, including utility presence, soil composition, and environmental factors. If the project involves excavation, the Contractor must comply with California utility regulations governing underground infrastructure.

5. CONTRACT EXECUTION

The awarded Contractor will be required to enter into a contract that outlines project details, obligations, and terms. This contract must be fully executed before work begins.

6. CONTRACT ASSIGNMENT

The awarded Contractor shall not assign, transfer, or subcontract project obligations without IEHP's written consent. Any changes in the Contractor’s legal status must be formally communicated to IEHP and approved in writing by IEHP Procurement.

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7. PERFORMANCE EXPECTATIONS

The awarded Contractor is expected to meet all deliverables within the project timelines. Any potential delays must be promptly communicated to IEHP with justifiable reasoning.

8. CHANGES AND MODIFICATIONS

Any changes to the project scope, pricing, timeline, or terms will require a written change order, mutually agreed upon by both IEHP and the awarded Contractor.

9. PAYMENT SCHEDULE

Payments will be made according to the schedule that will be outlined in the contract, with final payment contingent upon the satisfactory completion of all work.

For bid pricing requirements, see Section II.14 – Pricing/Terms/Tax.

10. COMPLIANCE WITH EMPLOYMENT LAWS

The awarded Contractor shall comply with all employment laws, including the employment of apprentices (California Labor Code §§ 1777.5 and 1777.6), wage regulations in accordance with the Labor Code, and equal opportunity provisions (Labor Code § 1735 and other applicable provisions of law).

11. PUBLIC WORKS CONTRACTOR REGISTRATION

As per Labor Code §§ 1725.5 and 1771.1, the Contractor and all subcontractors must be registered with the Department of Industrial Relations, as required for public works projects.

12. SAFETY AND ENVIRONMENTAL COMPLIANCE

The awarded Contractor is responsible for maintaining a safe work environment and complying with all relevant safety and environmental laws, which will be defined in the contract.

13. REQUESTS FOR SUBSTITUTION

a. For the purposes of this provision, the term “substitution” shall mean the substitution of any material, method or service substantially equal to or better in every respect to that indicated in the Standard Specifications or otherwise referenced herein.

b. Notwithstanding any earlier substitution timing stated in the Notice Inviting

Bids or Instructions to Bidders for pre-award purposes, this section governs post-award substitution requests only. In accordance with Public Contract iRFB-25-06493 Page 21 of 24

Code § 3400(b), substitution requests under this Article shall be submitted no later than thirty-five (35) calendar days after award of Contract.

c. Pursuant to Public Contract Code § 3400(b), IEHP may make a finding that is described in the Notice Inviting Bids that designates certain products, things, or services by specific brand or trade name.

d. Unless specifically designated in the Special Conditions, whenever any material, process, or article is indicated or specified by grade, patent, or proprietary name or by name of manufacturer, such specifications shall be deemed to be used for the purpose of facilitating the description of the material, process, or article desired and shall be deemed to be followed by the words “or equal.” Contractor may, unless otherwise stated, offer for substitution any material, process, or article which may be substantially equal to or better in every respect to that so indicated or specified in the Contract Documents. However, IEHP has adopted uniform standards for certain materials, processes, and articles.

e. The Contractor shall submit substitution requests, together with substantiating data, for substitution of any “or equal” material, process, or article no later than thirty-five (35) calendar days after award of Contract.

Provisions regarding submission of substitution requests shall not in any way authorize an extension of time for the performance of this Contract. If a substitution request is rejected by IEHP, the Contractor shall provide the material, method or service specified herein. IEHP shall not be responsible for any costs incurred by the Contractor associated with substitution requests. The burden of proof as to the equality of any material, process, or article shall rest with the Contractor. The Engineer has the complete and sole discretion to determine if a material, process, or article is substantially equal to or better than that specified and to approve or reject all substitution requests.

f. Substantiating data as described above shall include, at a minimum, the following information:

1) A signed affidavit from the Contractor stating that the material, process, or article proposed as a substitution is substantially equal to or better than that specified in every way except as may be listed on the affidavit.

iRFB-25-06493 Page 22 of 24

2) Illustrations, specifications, catalog cut sheets, and any other relevant data required to prove that the material, process, or article is substantially equal to or better than that specified.

3) Information detailing the durability and lifecycle costs of the proposed substitution.

g. Failure to submit all the required substantiating data detailed above in a timely manner so that the substitution request can be adequately reviewed may result in rejection of the substitution request. The Engineer is not obligated to review multiple submittals related the same substitution request resulting from the Contractor’s failure to initially submit a complete package.

h. Time limitations within this Article shall be strictly complied with and in no case will an extension of time for completion of the contract be granted because of Contractor’s failure to provide substitution requests at the time and in the manner described herein.

i. The Contractor shall bear its costs of all substitution requests and shall not be entitled to any additional compensation for the substitution.

j. If substitution requests approved by the Engineer require that Contractor furnish materials, methods or services more expensive than that specified, the increased costs shall be borne by Contractor.

14. INDEMNIFICATION

The awarded Contractor shall indemnify and hold IEHP harmless from all liabilities, damages, or claims arising from the awarded Contractor's performance or third-party claims, in accordance with contract terms.

15. INSURANCE REQUIREMENTS

The awarded Contractor must maintain adequate insurance coverage, including general liability, and workers' compensation, and automobile insurance (if applicable), for the project duration. All insurance policies shall name IEHP as an additional insured and include a waiver of subrogation in favor of IEHP.

Specific insurance requirements will be outlined in the contract.

iRFB-25-06493 Page 23 of 24

16. DOCUMENTATION AND RECORDS

The awarded Contractor must maintain and provide access to all project-related records for IEHP's review or audit, as stipulated in the contract.

17. WARRANTIES

The awarded Contractor must guarantee the quality of work and rectify any defects at no cost to IEHP, in accordance with the manufacturer’s warranty terms and contract provisions regarding workmanship guarantees.

18. DISPUTE RESOLUTION

Dispute resolution procedures will be outlined in the contract, and may include negotiation, mediation, or arbitration, in accordance with California Government Code §§ 900 et seq.

19. SUSPENSION AND TERMINATION

IEHP reserves the right to suspend or terminate the project for specified reasons, as outlined in the contract. Compensation for work completed prior to termination will be determined by IEHP.

20. GOVERNING LAW

a. The contract resulting from this Informal RFBwill be governed by the laws of the State of California, excluding its conflicts of law provisions.

b. The provisions of the Government Claims Act (California Government Code §§ 900 et seq.) must be followed for any disputes under the contract resulting from this Informal RFB.

c. All actions and proceedings arising in connection with the contract resulting from this Informal RFB shall be tried and litigated exclusively in the state or federal (if permitted by law) courts located in the counties of San Bernardino or Riverside, State of California.

END OF SECTION IV – GENERAL TERMS AND CONDITIONS

iRFB-25-06493 Page 24 of 24

SECTION V – SPECIAL CONDITIONS

INTENTIONALLY OMITTED

END OF SECTION V – SPECIAL CONDITIONS