1-RFP 3904 Auto Gate Repairs.pdf

REQUEST FOR PROPOSAL #3904

AUTOMATED GATE REPAIR SERVICES

REQUEST FOR PROPOSAL (RFP) ISSUED: 4/2/2026

OPTIONAL PRE-PROPOSAL CONFERENCE: 8:00 AM, 4/9/2026

DEADLINE FOR SUBMITTAL OF QUESTIONS: 5:00 PM, 4/10/2026

ELECTRONIC PROPOSAL DUE BY: 10:00 AM, 5/4/2026

ATTENTION ALL PROPOSERS

To ensure receipt of the latest information and updates regarding this solicitation and to submit a proposal, interested parties must register online at EMWD e-Procurement.

Buyer: Ryan Emblem, Buyer Phone: (951) 928-3777, ext. 4543 Email: emblemr@emwd.org

KEY DATES

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Table of Contents

1. INTRODUCTION AND OVERVIEW

2. SCOPE OF SERVICE

3. EVALUATION OF PROPOSALS

4. AWARD PROCESS

REQUIRED SUBMITTALS

Price Form

Proposer’s Business Information

Business References

List of Subcontractors

Additions, Deletions and/or Exceptions

Qualifications and Experience

Process to Complete Work

Insurance Affidavit

Contractor’s CAL/OSHA Compliance History

Contractor Mobile Source Acknowledgement Form

ATTACHMENTS

Service Terms and Conditions

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EASTERN MUNICIPAL WATER DISTRICT

RFP #3904

AUTOMATED GATE REPAIR SERVICES

1. INTRODUCTION AND OVERVIEW

1.1 PURPOSE OF REQUEST FOR PROPOSAL

Eastern Municipal Water District (EMWD) is soliciting proposals through a competitive process to provide as-needed repair services for EMWD’s automated gate infrastructure.

The requirements for the work are further described in Section 2 – Scope of Services.

It is the intent of EMWD to receive responses to the RFP and, if appropriate, conduct individual interviews at its sole discretion in order to select a Proposal which in the opinion of EMWD, is best suited to perform the work. The purpose of this RFP, therefore, is to provide EMWD with the information necessary in order to select a contractor.

The terms and conditions contained herein constitute the full and complete understanding of the parties. However, should the Proposer request additional contractual terms and conditions for consideration, such requests must be clearly identified on the Additions, Deletions and/or Exceptions Form and submitted at the time of proposal submission. No additional terms and conditions will be accepted following receipt of proposals, and EMWD will consider such additional contractual terms and conditions as part of its evaluation process.

Should the Proposer not bid on a particular item or service, please enter “No Bid” next to each item.

1.2 GENERAL OVERVIEW

As a member of the Metropolitan Water District of Southern California, EMWD was organized under the Municipal Water District Act of 1911 for the primary purpose of importing Colorado River water to augment local water supplies. Over the past 75 years, EMWD has grown substantially and, today, provides water, wastewater, and recycled water service to a population of approximately 1 million people within a 601 square mile service area. EMWD is governed by a publicly elected Board of five Directors who are elected for four-year terms serving comparably sized districts based on population.

Retail customers of EMWD are located within the cities of Canyon Lake, Hemet, San Jacinto, Menifee, Moreno Valley, Murrieta, Perris, Fallbrook, and Temecula, as well as the unincorporated communities of French Valley, Good Hope, Homeland, Lakeview, Mead Valley, Murrieta Hot Springs, Nuevo, Romoland, Valle Vista, and Winchester. EMWD also supplies water on a wholesale basis to the Cities of Hemet and San Jacinto; the Lake Hemet Municipal Water District; Fallbrook Public Utility District; Rainbow Municipal Water District, Nuevo Water Company; and Rancho California Water District. EMWD operates four

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regional water reclamation facilities generating approximately 50 million gallons of treated wastewater daily, two water filtration plants, and three groundwater desalination plants.

1.3 COMMITMENT TO EXCELLENCE

EMWD has a vision to be a leader in performance, technology, and advocacy. As part of our commitment to excellence, we actively pursue awards for our programs and projects.

Vendors and consultants awarded this contract may be expected to assist in writing award applications related to their work. Your insights and expertise are vital in enhancing the quality and competitiveness of these submissions, promoting recognition of our collaborative achievements.

1.4 CONTRACT TERM:

The initial term of this Agreement shall be for a period of three (3) years. EMWD reserves the right, at its sole discretion, to exercise two (2) additional one-year options to extend, for a maximum potential contract duration of five (5) years.

1.5 PREVAILING WAGES:

Payment of prevailing wage rate is required.

1.6 LICENSE REQUIREMENTS

The following license/certificates are required: C-61/D-28 (Doors, Gates, and Activating Devices) California Contractors State License (CSLB).

1.7 REQUIRED BOND(S)

N/A

1.8 PROJECT SPECIFIC DATES

The following table identifies the estimated dates/time frame for receipt, evaluation, and award of this work. Please note the following key dates when preparing your response to this RFP.

Description Date

Release of RFP 4/2/2026

Optional Pre-Proposal Conference (see §2.2) 8:00 AM, 4/9/2026

Deadline for Submittal of Questions (see §2.3) 5:00 PM, 4/10/2026

Response to Questions Submitted 4/15/2026

Proposal Due Date 10:00 AM, 5/4/2026

Proposal Review 5/8/2026

Approximate Agreement Start Date 6/1/2026

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1.9 OPTIONAL PRE-PROPOSAL CONFERENCE

In lieu of attending in person, prospective proposers can participate via Microsoft Teams teleconference. Login instructions are as follows:

A. When it's time, join the Microsoft Teams meeting by following this link:

Click here to join the meeting

B. Or, call 951-384-0840 (Local Toll) and enter access code 704 933 608#. A meeting password is NOT required.

Please contact Ryan Emblem at emblemr@emwd.org or 951-928-3777, extension 4543 if you have any questions.

1.10 QUESTION SUBMITTAL

All general inquiries shall be directed to Ryan Emblem in the Purchasing and Contracts Department at (951) 928-3777, ext. 4543. To be given consideration, all technical inquiries regarding this RFP shall be submitted on the EMWD e-Procurement website, under Questions and Answers (Q & A) tab, by the deadline as specified in section 2.1.

1.11 PROPOSAL SUBMITTAL INFORMATION

Proposals will be received electronically via EMWD on-line bid management website at EMWD e-Procurement. Proposals submitted by any other method such as a hard copy, fax, or email will be disqualified. It is the Proposer’s sole responsibility to ensure that their proposal, inclusive of any or all addenda, is uploaded to the proper place and at the proper time. Proposers are encouraged to not wait until the deadline to submit proposals, as system-related difficulties and/or questions may arise. Respondents should contact a system representative at (800) 354-8010, extension 2, if they encounter problems during the online uploading. Any proposal received after the scheduled closing time for receipt of proposals will not be considered. To ensure consideration, all proposals shall include specified forms and additional submittals to address all evaluation criteria. Mistakes may be crossed out and corrections made adjacent, however, each correction must be initialed by the person signing the proposal.

Note: Proposals are sealed and cannot be viewed by EMWD until the closing date and time.

Proposals may be withdrawn on EMWD e-Procurement website, if you need to withdraw your bid, you may do so any time before the bid deadline, by going back into the system and selecting “withdraw”.

Alternate proposals: If the Proposer submits an alternate proposal, each alternate will be submitted as a completely separate response, including all documents, signatures, and requirements of the RFP.

No Bids: If you decide not to submit a bid, EMWD requests that you notify us as soon as you have made that decision and tell us the reason you will not be bidding.

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1.12 ADDENDUM

Any additions, deletions, changes, clarifications, or supplemental information regarding the RFP will be sent to all prospective Proposers prior to the date fixed for the receipt of proposals. All addenda so issued shall become part of the contract documents. Any changes to this RFP are invalid unless specifically modified by EMWD and issued as a separate addenda document. Should there be any questions as to changes to the content of this document; EMWD’s copy shall prevail.

1.13 PREPARATION COSTS

Any cost incurred by the Proposer in preparation, transmittal, and/or presentation of any proposal or material submitted in response to this RFP shall be borne solely by the Proposer.

1.14 DISCLOSURE

Be advised that all information contained in proposals submitted in response to this solicitation may be subject to the California Public Records Act (Government Code Section 6250 et seq.), and information use and disclosure are governed by this Act.

1.15 CONFIDENTIAL/PROPRIETARY INFORMATION

Be advised that all information contained in proposals submitted in response to this solicitation is subject to the California Public Records Act (Government Code Sections 6250 et seq.), and the information use and disclosure are governed by this Act. Government Code Section 6250 provides that “access to information concerning the conduct of the people’s business is a fundamental and necessary right of every person in this state.” As such, all proposals and required submittal information may be subject to disclosure to the general public under the California Public Records Act, unless specifically identified as trade secret, proprietary, and/or confidential. Only pages within each proposal and/or submittal that are in fact a trade secret, proprietary, and/or confidential shall be marked as such.

EMWD reserves the right to reject any proposal received which does not meet the aforementioned criteria.

Proposers may provide supplemental information they consider to be exempt from public disclosure under the provisions of the California Public Records Act, including asserted “trade secret” information. Such supplemental information shall not be material to the required submittal information and EMWD shall be under no obligation to consider such supplemental information in its evaluation. Please be advised that any such supplemental information submitted to EMWD is subject to the California Public Records Act and may be released by EMWD as required by the Act, a court order, or other legal process.

If submitting confidential, supplemental information, such information shall be submitted separately from the rest of the submittal and shall be clearly marked "Confidential". Any confidential/proprietary submittals will be considered as exceptions and scored as such in the contractual selection criteria.

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The following California Civil Code provision defines “trade secret” as information that:

(1) derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and

(2) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

Additionally, California courts have consistently held that when individuals or businesses voluntarily enter into the public sphere, they diminish their privacy interests. (California State Univ. v. Superior Court (2001) 90 Cal.App.4th 810, 834.)

In the event of litigation concerning the disclosure of information Proposer considers exempt (e.g., Trade Secret, Confidential, or Proprietary) EMWD shall act as a stakeholder only, holding the information until otherwise ordered by a court or other legal process. If EMWD is named in an action arising out of a California Public Records Act request for any information Proposer deems confidential, proprietary, or trade secret, Proposer shall defend at its own expense and indemnify EMWD, its officers, employees, and agents from any and all liability, claims, losses, damages, costs, and expenses, including attorney’s fees, in any such action or proceeding arising under the California Public Records Act.

1.16 SUBCONTRACTORS

The use of subcontractors is allowed. The prime contractor shall be wholly responsible for the entire performance of the agreement whether or not subcontractors are used.

Additionally, the prime contractor must receive approval, in writing, from EMWD awarding any resultant contract before any subcontractor is substituted during the term of this agreement.

1.17 CONTRACT TERMS AND CONDITIONS

The contract between EMWD and Contractor will follow the format specified by EMWD in this RFP. However, EMWD reserves the right to negotiate provisions in addition to those contained in this RFP with any proposer. The contents of this RFP, as revised and/or supplemented, and the successful Proposer’s proposal will be incorporated into and become part of any resultant contract.

1.18 ADDITIONS/DELETIONS AND/OR EXCEPTIONS

A purchase order or contract incorporating the terms and conditions contained herein will be sent to the successful Proposer. Any additional terms and conditions requested by the Proposer must be submitted at the time of your response as part of the Additions, Deletions and/or Exceptions form and will be considered as part of the selection/negotiation process.

If a Proposer fails to propose any alternate terms and conditions during the procurement process, no proposed alternate terms and conditions will be considered later during the negotiation process. Failure to propose alternate terms and conditions during the procurement process is an explicit agreement by the Proposer that the contractual terms

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and conditions contained herein are accepted by the Proposer.

1.19 RIGHT OF REJECTION

EMWD reserves the right to reject any or all proposals, either separately or as a whole and to waive any informality in a proposal or to accept any proposal presented which it deems best suited to the interest of EMWD and is not to be bound to accept the lowest price.

1.20 SELECTION CRITERIA/PROPOSAL REQUIREMENTS

The emphasis of the proposal should be on responding to the requirements set forth herein and providing documentation requested below. In addition, proposers need to demonstrate their capabilities, background, expertise, etc. in order for EMWD to effectively evaluate the proposals, and award to the Contractor that provides the best value to EMWD.

The criteria for selection shall be based on, but not limited to, the following:

Criteria 1. Organization and Personnel Experience & Qualifications Proposers shall include the following:

A. Qualifications and Experience of Company

Proposers must demonstrate a proven track record in the maintenance and repair of complex automated gate systems. Requirements include:

• Contractor Experience: A minimum of five (5) years of experience in delivering gate infrastructure services similar in scale and technical complexity to the EMWD Scope of Work.

• Public Sector Expertise: Preference will be given to firms with documented experience working with public agencies or special districts, particularly regarding high-security utility or water facilities.

• Organizational Chart: An updated chart identifying the firm’s hierarchy and how the EMWD account will be supported within that structure.

• Innovation & Trends: A description of the Contracor’s market approach, including its ability to stay aligned with industry trends such as cloud-based access control integration and solar-powered gate solutions.

B. Qualifications and Experience of Assigned Personnel

Identify the specific team members who will be dedicated to the EMWD account.

• Key Personnel Experience: Assigned staff must have a minimum of three (3) years of individual experience servicing automated gates and activating devices.

• The Project Manager (PM): Provide a detailed professional history for the PM, highlighting their experience in managing multi-site maintenance contracts.

• Mandatory Licensing: The firm and/or assigned technicians must possess a valid C-61/D-28 (Doors, Gates, and Activating Devices)

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California Contractors State License (CSLB). Proposers must also list any supplemental certifications (e.g., IDEA Certified Gate Operator Technicians).

• Project Team Roles: Provide a project-specific organizational chart clearly defining the roles, responsibilities, and reporting lines for the team assigned to EMWD.

• Submittals: Completed Qualifications and Experience Form.

o Professional resumes for all key personnel, including the

Project Manager and Lead Technicians.

Criteria 2. Price and Payment Terms Using the provided RFP Price Form, the Contractor shall submit a comprehensive cost proposal. Submissions will be evaluated based on the competitiveness and reasonableness of the proposed rates. Contractors are encouraged to provide any available discounts, such as for early payment (e.g., 2% 10, Net 30), or others.

Criteria 3. Performance and Work History Proposers must submit the Business References Form detailing at least three (3) past projects of similar scope. EMWD will prioritize experience with public agencies. Evaluation will further be based on reference checks, and previous experience with EMWD (if applicable).

Criteria 4. Exceptions Taken to RFP Using the Additions, Deletions, and/or Exceptions Form, the Proposer must identify any requested changes to the RFP or EMWD’s standard terms and conditions. EMWD will evaluate number, nature, and materiality of exceptions taken by Proposer. Additions, Deletions and/or Exceptions, any additional terms and conditions requested by the Proposer must be submitted at the time of your response and will be considered as part of the selection/negotiation process.

Criteria 5. Process to Complete Work or Approach and Understanding Using the Process to Complete Work Form, the Contractor shall provide a detailed work plan and technical approach for accomplishing the services requested in this RFP. The response must demonstrate a comprehensive understanding of EMWD's requirements, including the Contractor’s methodology for scheduling, troubleshooting, and executing repairs efficiently.

Criteria 6. Insurance Affidavit (Pass/Fail) Proposer shall provide a signed affidavit confirming the ability to meet all requirements in attached RFP Service Terms and Conditions, Section 42.

The signed affidavit further confirms that EMWD shall be named as Additional Insured via ISO form CG 2010 (11/85) or equivalent (including CG 2037), that blanket endorsements are not acceptable, and that all carriers must maintain an A.M. Best rating of A-, Class VIII or better.

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Criteria 7. Safety Record Proposer shall submit a completed Contractor’s Cal/OSHA Compliance History and SIC Code Form detailing CAL/OSHA compliance history for the past ten (10) years.

1.21 NO OBLIGATION

This RFP in no manner obligates EMWD to the use of any services until a valid written contract is awarded and approved by appropriate authorities.

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2. SCOPE OF SERVICE

2.1 BACKGROUND

EMWD maintains approximately 60 automated gate systems positioned throughout its service area. These systems serve as a critical security layer, facilitating controlled access to various EMWD facilities. To maintain the operational integrity of these sites and minimize the risk of service disruptions, EMWD requires expert repair for both gate structures and their electronic operators.

EMWD’s infrastructure utilizes components from various industry-leading manufacturers, including—but not limited to—Chamberlain Elite, DoorKing, and Max Controls.

2.2 PERFORMANCE SCHEDULE

A. To ensure the continuous security and accessibility of EMWD facilities, the Contractor shall adhere to the following operational standards:

Category Requirement

Initial Response Acknowledgment of service request within one (1) hour.

As-Needed On-Site Arrival Mobilization to the facility within forty-eight (48) business hours of initial response.

Emergency On-Site Arrival Mobilization to the facility within three (3) hours of initial response.

Service Continuity 24/7/365 coverage for emergency and as-needed repairs.

Standard Hours Monday – Friday, 8:00 A.M. to 5:00 P.M.

Premium/Overtime Monday – Friday after 5:00 P.M., Weekends, and EMWD Holidays.

B. Routine/As-Needed Service is defined as any maintenance, adjustment, or repair of an automated gate system that does not meet the criteria of an Emergency (see Sec.

2.2.C. below), but is required to restore full functionality, safety, or aesthetic standards of the facility.

Examples include, but are not limited to:

• Intermittent sensor or keypad failures.

• Worn chains, rollers, or hinges that have not yet failed.

• Battery replacement or preventative maintenances adjustments.

• Non-critical cosmetic damage to gate pickets or frames.

C. Emergency Service is defined as any hardware, mechanical, or electrical failure of an

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automated gate system that results in one or more of the following conditions:

• Security Breach: A gate is stuck in the "open" position or cannot be manually secured, leaving a critical infrastructure site, fleet yard, or restricted facility accessible to unauthorized entry.

• Life/Safety Hazard: A gate system failure that prevents the ingress or egress of emergency response vehicles (Fire, Police, EMS) or poses an immediate physical danger to personnel or the public (e.g., a gate off its hinges/tracks).

• Operational Stoppage: A failure at a high-traffic primary entrance that prevents EMWD personnel from mobilizing equipment or vehicles necessary for essential water/wastewater utility operations.

2.3 TECHNICAL/SPECIFICATIONS

All maintenance and replacement activities shall conform to the highest industry standards and manufacturer guidelines. Such work is to be performed exclusively by skilled craftsmen.

The scope of EMWD equipment encompasses, without limitation, vehicle gate operators, vehicle sensing loops, and vehicle gates and hardware.

2.4 SAFETY REQUIREMENTS

A. The Contractor’s personnel shall wear all appropriate PPE as required by OSHA and specific Safety Data Sheets (SDS). This includes, but is not limited to, high-visibility safety vests (Class 2 or 3), hard hats, safety glasses, and steel-toed boots while performing work on EMWD property.

B. Worksite Protection and Traffic Control

• Deploy "Work in Progress" signage, safety cones, and physical barricades to clearly demarcate the work zone.

• Ensure that automated gates are physically disconnected or locked out before any manual maintenance is performed to prevent accidental activation.

• Coordinate traffic control measures if the gate repair obstructs a primary ingress or egress point to ensure the safety of both EMWD staff and the public.

C. Electrical Safety (LOTO)

• Implement strict Lockout/Tagout (LOTO) procedures in accordance with OSHA 29 CFR 1910.147 when servicing electrical components, actuators, or control panels.

• Verify that all electrical systems are de-energized before beginning any service that involves contact with high-voltage internal wiring.

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D. Equipment and Tool Safety

• Operate all specialized equipment (welding units, grinders, or hydraulic lifts) according to manufacturer specifications and safety standards.

• Maintain a fire extinguisher on-site during any "hot work" (welding or grinding) and perform a fire watch for a minimum of thirty (30) minutes following the completion of such tasks.

E. Entrapment Protection Standards

• Ensure all repairs and installations comply with UL 325 (Standard for Door, Drapery, Gate, Louver, and Window Operators and Systems) and ASTM F2200 (Standard Presentation for Automated Gate Construction).

• Test all safety sensors, photo-eyes, and pressure-sensitive edges upon completion of any repair to verify that entrapment protection is fully functional.

F. Incident Reporting

• Report any workplace injuries, "near-miss" incidents, or damage to District property to the Contract Officer Representative (COR) immediately, followed by a written incident report within 24 hours.

2.5 PROJECT CONSTRAINTS

A. Site Access & Security: The worksite must remain secure at all times. If a gate must remain open or is rendered inoperable during repairs, the Contractor shall notify the EMWD Representative immediately to coordinate alternative security measures.

B. Operating Hours: Standard work shall be performed between 8:00 AM and 5:00 PM, Monday through Friday. Any work requiring after-hours access or weekend scheduling must be approved 48 hours in advance.

C. Traffic Mitigation: Many worksites are active vehicle points of entry. The Contractor shall minimize downtime during peak traffic hours and provide necessary flaggers or barricades to redirect traffic safely.

D. Noise and Environment: Contractor shall comply with all local noise ordinances. The worksite must be kept clean, and all debris (old motors, metal scraps, or packaging) must be hauled off-site daily.

2.6 DELIVERABLES

The Contractor shall provide the following tangible products, reports, and services as a condition of project completion and payment:

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A. Service and Repair Documentation

• Work Orders: A detailed digital or hard-copy work order for every service call, including the date, time of arrival/departure, description of the fault, parts replaced, and the name of the technician.

B. Technical Submittals and Manuals

• Product Data Sheets: Submittal of manufacturer "cut sheets" for any new motors, actuators, or control boards installed.

• As-Built Wiring Diagrams: If any control board or wiring configuration is modified from the original EMWD design, the Contractor shall provide an updated schematic or "as-built" drawing.

C. Warranty Documentation

• Warranty Certificates: Provide all manufacturer warranty cards and a written statement of the Contractor’s labor warranty (minimum one year) for all new installations or major repairs.

2.7 ACCEPTANCE CRITERIA AND TESTING PERIOD EXAMPLES

Prior to "Sign-Off" and approval for payment of any major repair or installation, the following criteria must be met to the satisfaction of the EMWD Project Lead:

A. Functional Operational Testing

• Cycle Testing: The gate must perform ten (10) consecutive, error-free cycles (full open and full close) using all triggered methods (keypad, card reader, loop detector, and remote radio frequency).

• Manual Override: The Contractor must demonstrate that the manual release mechanism is fully functional, allowing EMWD staff to operate the gate manually in the event of a power failure.

• Battery Backup: For systems equipped with DC backup, the gate must demonstrate at least three (3) full cycles under battery power alone.

B. Safety and Entrapment Testing

• Obstruction Reversal: The gate must immediately stop and reverse upon contact with a soft-surface obstruction or upon the breaking of a photo-eye beam, as required by UL 325 standards.

• Sensing Edge Verification: All wireless or wired "pressure edges" must be tested to ensure the gate stops within the mandated distance upon impact.

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• Warning Devices: Verification that all audible alarms and visual strobe lights activate correctly during the gate’s travel cycle.

C. Integration and Communication

• Access Control Sync: The Contractor must verify that the gate operator successfully communicates with EMWD’s centralized access control software (e.g., Lenel, Genetec, or similar) and that "Gate Forced" or "Gate Held Open" alarms are reporting correctly to the Security Operations Center.

• Loop Detector Tuning: Vehicle loops (safety, shadow, and exit) must be tuned to the correct sensitivity to ensure they detect EMWD vehicles (including high-clearance trucks) without "dropping" the signal.

D. Testing Period (Burn-In)

• 48-Hour Observation: For major control board replacements or new operator installations, a 48-hour "Burn-In" period is required. During this time, the gate must remain in service without any "false trips," mechanical binding, or communication failures.

• Final Walk-through: A final joint inspection between the Contractor and the EMWD Project Lead will be conducted to verify that the worksite is clean, all wire runs are conduit-protected, and all cover panels are secured with appropriate hardware.

2.8 TRAINING

Contractor shall provide onsite training to designated EMWD personnel for all major repairs or new installations to ensure full operational competency.

2.9 EMWD RESPONSIBILITIES

Access to EMWD facilities shall be coordinated thought the EMWD’s Electrical Services Manager or his designee.

2.10 REPORTING PROCEDURES

The Contractor shall maintain regular communication with EMWD to ensure all service activities, system statuses, and safety compliance measures are documented.

2.11 SUBMITTALS

The Contractor shall provide all technical and administrative documentation to the EMWD Project Lead for review and approval as required for the duration of the contract.

A. Product Data and Specifications: Prior to the installation of any new equipment or major components, the Contractor shall submit manufacturer "cut sheets," technical specifications, and product data. This ensures all replacement parts are compatible

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with existing District infrastructure and meet industry standards.

B. Technical Drawings: If any modifications are made to the original gate configuration or control logic, the Contractor shall provide updated wiring diagrams or "as-built" drawings. These documents must clearly reflect the final state of the equipment after repairs or upgrades are completed.

C. Safety and Compliance Documents: The Contractor shall submit written verification of all safety testing and entrapment protection compliance. This includes any checklists or certifications required to confirm the system meets current UL 325 and ASTM F2200 standards.

D. Administrative Submittals: Upon request, the Contractor shall provide the EMWD

Project Lead with updated Safety Data Sheets (SDS) for any chemicals or lubricants used on-site, as well as copies of required professional licenses or DIR registrations.

2.12 FINAL REQUIREMENTS BEFORE SIGN OFF

Before final acceptance and authorization for payment, the Contractor shall complete the following requirements to the satisfaction of the EMWD Project Lead:

A. Functional Testing and Verification: The Contractor shall perform a comprehensive operational test of the gate system in the presence of the EMWD Project Lead or their designee. This testing must demonstrate that all safety sensors, access control triggers, and manual override features are fully functional and adjusted correctly.

B. Site Restoration: The Contractor shall ensure that the work area is clean and free of debris. All enclosure panels, electrical covers, and conduit fittings must be properly secured and weather-sealed as originally intended.

C. Handover of Documentation: The Contractor shall submit all final documentation to the EMWD Project Lead, which may include:

• Warranty Information: Copies of manufacturer warranties for all new parts and a summary of the Contractor’s labor guarantee.

• Technical Manuals: Operation and maintenance manuals for any newly installed gate operators or control systems.

• Updated Asset Records: Finalized service logs reflecting the completed work and any changes to the equipment inventory.

D. Staff Orientation: If new or upgraded equipment has been installed, the Contractor shall provide a brief orientation to EMWD staff on basic operation, safety features, and emergency manual release procedures.

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3. EVALUATION OF PROPOSALS

At time of the opening of proposals each Proposer shall be presumed to have read and be thoroughly familiar with the specifications and contract documents, including all Addenda.

3.1 EMWD RIGHTS

EMWD may make such investigations as it deems necessary to determine the ability of the Proposer to provide the goods and/or service as specified, and the Proposer shall furnish to EMWD, as is commercially reasonable, all such information and data for this purpose.

EMWD may discuss or negotiate with one or more proposers prior to award and reserves the right to reject any proposal.

3.2 EVALUATION PROCESS

A. Proposals will be reviewed by Purchasing and Contracts staff to verify compliance with submission instructions, response to requirements, and minimum qualifications. Any Proposal not meeting the minimum qualifications will be deemed non-responsive.

B. Proposal evaluation will commence following the review conducted by the Purchasing and Contracts staff. During the evaluation process, the evaluation committee may request clarification, as necessary, from Respondents. Respondents will be notified via email regarding the status of its Proposal.

C. Following the evaluation of the submitted Proposal, a short list of the most qualified Respondents may be developed at EMWD’s sole discretion, based on the criteria outlined in Section 1.20. EMWD may elect to have the short list of Respondents give oral presentations. Short-listed Respondents must be prepared to give their presentation within five (5) business days of EMWD’s request. The evaluation panel may ask questions about Respondent’s written Proposal and other issues regarding the scope of work. The short-list interview may be evaluated and scored. EMWD may ask short-listed Respondents to submit a best and final offer for further evaluation.

3.3 BEST AND FINAL OFFERS

Finalists may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers. Best and final offers may also be clarified and amended at finalist oral presentation and demonstrations.

3.4 SELECTION OF FINALIST

Negotiations regarding agreement terms, conditions, scope of work, and pricing may or may not be conducted with Proposer. Therefore, the Proposal submitted should contain the Proposer’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent. If EMWD engages the Respondent in negotiations and a satisfactory agreement provision cannot be reached, then negotiations may be terminated. EMWD may elect to contact another Contractor(s) submitting a Proposal. This sequence may continue until an agreement is reached.

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3.5 FINALIZE CONTRACTUAL AGREEMENTS

Any Contractual agreement(s) resulting from this RFP will be finalized with the most advantageous Proposer(s). In the event mutually agreeable terms cannot be reached with the Proposer(s) in the time specified, EMWD reserves the right to finalize a contractual agreement with the next most advantageous Proposer(s) without undertaking a new procurement process.

3.6 DISCLOSURE OF PROPOSAL CONTENTS

Proposals will be kept confidential until negotiations and recommendation of award are completed by EMWD. At that time, all proposals and documents pertaining to the proposals will be open to the public, except for material that is clearly marked proprietary or confidential.

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4. AWARD PROCESS

4.1 EMWD reserves the right to withhold award of contract for a period of (90) days following RFP submittal. All proposals received are considered valid for that (90) day period.

4.2 INJURY & ILLNESS PREVENTION PROGRAM (IIPP)

Every California employer must establish, implement, and maintain a written Injury and Illness Prevention Program (IIPP) and a copy must be maintained at each worksite if the employer has non-fixed worksites. The requirements for establishing, implementing, and maintaining a written Injury and Illness Prevention Program can be found at:

https://www.dir.ca.gov/dosh/puborder.asp#IIPP

4.3 IIPP AND INSURANCE REQUIREMENTS

Respondent shall secure and provide their IIPP and Certificate of Insurance (including endorsements and waivers) with the types and amounts of Insurance set forth in in this RFP within fourteen (14) calendar days of EMWD’s notification of recommendation of award approval. If the successful Proposer is unable to secure the required insurance, EMWD reserves the right to revoke the award and award the agreement to the next highest ranked Proposer, to negotiate with any Proposer regarding the services that are the subject of this RFP, or to take any other action that is in the best interest of EMWD.

Proposers are not required to provide proof of IIPP with their proposals.

4.4 A purchase order or contract incorporating the terms and conditions contained herein will be sent to the successful Proposer.

4.5 EXECUTION OF THE AGREEMENT

The Agreement shall be signed by the Contractor and returned, along with the required attachments to EMWD within ten (10) calendar days from receipt of contract. The period for execution may be changed by mutual agreement of the parties. Contracts are not effective until signed by the authorized EMWD officials. Any work performed prior to receipt of a fully executed contract shall be at the Contractor’s own risk.

4.6 FAILURE TO EXECUTE THE AGREEMENT

Failure to execute the Agreement within the time frame identified above shall be sufficient cause for voiding the award. Failure to comply with other requirements within the set time shall constitute failure to execute the Agreement. If the successful Proposer refuses or fails to execute the Agreement, EMWD may award the Agreement to the next qualified Proposer.

https://www.dir.ca.gov/dosh/puborder.asp#IIPP%20%20%20%20