11-RFP 3863 Districtwide AC Unit Replacements.pdf

REQUEST FOR PROPOSAL #3863

DISTRICTWIDE HVAC UNIT REPLACEMENT

REQUEST FOR PROPOSAL (RFP) ISSUED: 9/8/2025

MANDATORY PRE-PROPOSAL CONFERENCE: 9:00 AM, 9/18/2025

DEADLINE FOR SUBMITTAL OF QUESTIONS: 2:00 PM, 9/25/2025

ELECTRONIC PROPOSAL DUE BY: 5:00 PM, 10/6/2025

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: James Olivas, Senior Buyer Phone: (951) 928-3777, ext. 4531 Email: olivasj@emwd.org

KEY DATES

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Femwd.bonfirehub.com%2Fportal%2F%3Ftab%3Dlogin&data=02%7C01%7Cvazquezm%40emwd.org%7Cbf58b4f644b647bfb82608d84a0ca908%7Cf7112bcf929c48f7bf407231589cba03%7C0%7C0%7C637340765516003000&sdata=jRp3WZRFk47LBJk7YIvUBCTVhwZp1xTT%2BNsO8slncms%3D&reserved=0

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Table of Contents

1. PROJECT INTRODUCTION AND OVERVIEW

2. SCOPE OF WORK

3. KEY DATES, SUBMITTAL INFORMATION AND INSTRUCTIONS

4. EVALUATION OF PROPOSALS

5. AWARD PROCESS

6. TERMS AND CONDITIONS

7. GENERAL SAFETY REQUIREMENTS – (REV. 12/08)

8. INJURY & ILLNESS PREVENTION PROGRAM (IIPP)

9. INSURANCE REQUIREMENTS – (REV. 03/2022)

REQUIRED SUBMITTALS

RFP Price Form

Proposer’s Business Information

Business References

List of Subcontractors

Additions, Deletions and/or Exceptions

Qualifications and Experience

Process to Complete Work

Timeframe to Complete Work

Insurance Affidavit

Contractor’s CAL/OSHA Compliance History

CARB Contractor Mobile Source Form

Submittal Check-off List

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EASTERN MUNICIPAL WATER DISTRICT

RFP #3863

DISTRICTWIDE HVAC UNIT REPLACEMENT

1. PROJECT INTRODUCTION AND OVERVIEW

1.1 PURPOSE OF REQUEST FOR PROPOSAL

The purpose of this Request for Proposal (RFP) is to solicit proposals, through a competitive process, for the replacement of multiple air conditioning units at various facilities, which all have reached the end of their useful life.

Following receipt of proposals, Eastern Municipal Water District (EMWD) may, at its discretion, elect to shortlist to a select few to participate in the interview stage of the selection process. It is the intent of EMWD to receive responses to the RFP and, if appropriate, conduct individual interviews in order to select a Company 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 the most advantageous Proposer.

The terms and conditions contained herein constitute a full and complete understanding of the parties. However, should your firm request additional contractual terms and conditions for consideration, such requests must be clearly identified on the Additions, Deletions and/or Exceptions Exhibit 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.

1.2 GENERAL OVERVIEW – EMWD

As a member of the Metropolitan Water District of Southern California (Metropolitan), Eastern Municipal Water District (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 regional

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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 LICENSE REQUIREMENTS:

Contractor’s CSLB C-20 Heating, Ventilation, and Air Conditioning (HVAC).

1.5 BONDS:

Payment and Performance Bonds shall be required if project is over $100,000.

1.6 PREVAILING WAGES:

Payment of prevailing wage rate is required.

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SCOPE OF WORK

2.1 BACKGROUND

Various air conditioning (AC) units have reached the end of their useful life and require replacement. EMWD is seeking competitive proposals to remove and replace AC units at various EMWD locations. Contractors shall provide all new equipment, labor, tools, etc.

for the installation of new AC units, removal and offsite disposal of existing AC units.

2.2 PROJECT SCHEDULE

Project shall be completed by June 30, 2026

2.3 TECHNICAL/SPECIFICATIONS

Installation shall comply with EMWD STANDARD Electrical Provisions Section 15700 - Heating, Ventilation, and Air Conditioning Equipment:

https://content.emwd.org/sites/default/files/migrate-documents/15700_hvacequip_rev2016_bk.pdf

Contractor shall follow manufacturer installation recommendations for all AC units.

Locations and Technical/Specifications are as follows:

LOCATION 1- PERRIS VALLEY REGIONAL WATER RECLAMATION FACILITY (PVRWRF)

Blower Electrical Building: 1301 CASE RD. PERRIS, CA 92570

• Contractor shall provide (1) New Carrier 12.5 -Ton RTU Package Unit 460V-3-60

M# 50GE-P14B6A6-0A2C0.

• Contractor to verify unit tonnage, model number, and dimensions of unit to ensure unit will fit into installation area and ducting.

• Disconnect the old system electrical and drain line and remove using a crane.

Contractor to properly dispose of unit.

• An epoxy modified, phenolic dip coating shall be provided for enhanced corrosion protection. The coating used is to be Insitu® coil coating by Modine, and no alternatives shall be utilized.

• All fabricated ductwork shall be stainless steel sheet metal and lined with 1” insulation. Standard S and D drive connections are acceptable.

• NEMA 4X stainless disconnect and fuses to be provided by contractor and installed by EMWD.

• Contractor shall provide and install filters.

• If disconnect needs to be moved, EMWD shall provide 480V wiring including conduit and termination at agreed upon location with contractor and EMWD.

• Contractor shall support the drain line every 4 feet with durablock, or similar, supports and anchors.

• Seal all seams and connections with duct sealant and seal curb mating surface with foam gasket or butyl tape.

• Start and test unit operations.

https://content.emwd.org/sites/default/files/migrate-documents/15700_hvacequip_rev2016_bk.pdf https://content.emwd.org/sites/default/files/migrate-documents/15700_hvacequip_rev2016_bk.pdf

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• Supply and install a new T-2800 Venstar thermostat. Set to EMWD requirements.

• All hardware utilized for installation shall be stainless steel.

• All lighting ground cables removed shall be re-installed and secured to equipment.

• Contractor shall procure and install low ambient kits.

• Coordinate start-up and testing with EMWD. A diagnostics report shall be provided to EMWD via E-mail for record keeping including voltages, amperages, refrigerant pressures, Delta-T and static pressure.

• Equipment, service and installation manuals shall be appropriately placed inside the equipment electrical panel and remain in plastic cover.

• All work shall be performed in a safe and workmanship-like manner in accordance with EMWD safety and policy standards.

LOCATION 2- TEMECULA VALLEY REGIONAL WATER RECLAMATION FACILITY (TVRWRF)

DEWATERING BUILDING CONTROL ROOM: 42565 AVENIDA ALVARADO, TEMECULA, CA

92590

• Contractor shall provide (1) New Carrier 5 -Ton HP RTU package Unit 460V-3-60 M# 50FEQA06A2A60A0A0 – Direct Fit – Economizer ECV-4000-SCSAAD-A.

• Contractor to verify unit tonnage, model number, and dimensions of unit to ensure unit will fit into installation area and ducting.

• Disconnect old system electrical and drain line and remove using a crane. Contractor to properly dispose of unit.

• An epoxy modified, phenolic dip coating shall be provided for enhanced corrosion protection. The coating used is to be Insitu® coil coating by Modine, no alternatives shall be utilized.

• All fabricated ductwork shall be used to shall be stainless steel sheet metal and lined with 1” insulation. Standard S and D drive connections are acceptable.

• NEMA 4X stainless disconnect and fuses to be provided by contractor and installed by EMWD.

• Contractor shall provide and install filters.

• If disconnect needs to be moved, EMWD shall provide 480V wiring including conduit and termination at agreed upon location with contractor and EMWD.

• Contractor shall support the drain line every 4 feet with durablock, or similar, supports and anchors or similar.

• Seal all seams and connections with duct sealant and seal curb mating surface with foam gasket or butyl tape.

• Start and test unit operations.

• Supply and install a new T-2800 Venstar thermostat. Set to EMWD requirements.

• All hardware utilized for installation shall be stainless steel.

• All lighting ground cables removed shall be re-installed and secured to equipment.

• Contractor shall procure and install low ambient kits.

• Coordinate start-up and testing with EMWD. A diagnostics report shall be provided to EMWD via E-mail for record keeping including voltages, amperages, refrigerant

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pressures, Delta-T and static pressure.

• Equipment, service and installation manuals shall be appropriately placed inside the equipment electrical panel and remain in plastic cover.

• All work shall be performed in a safe and workmanship-like manner in accordance with EMWD safety and policy standards.

LOCATION 3- WELL 81 ELECTRIC ROOM, BARD AC: 25010 ANTELOPE RD ROMOLAND, CA

92585

• Contractor shall provide (1) New Bard – 4 Ton Unit 460V-3-60 M#

W48AFC0ZXP4XXJ

• Contractor to verify unit tonnage, model number, and mounting/support measurements to ensure unit will fit onto installation area.

• Contractor shall disconnect the unit from mounting bolts.

• Contractor shall provide and install filters.

• If disconnect is needed to be moved, EMWD shall provide 480V wiring including conduit and termination at agreed upon location with contractor and EMWD.

• Seal all seams and connections with duct sealant, seal curb mating surface with foam gasket or butyl tape.

• Supply and install a new T-2800 Venstar thermostat. Set to EMWD requirements.

• Start and test Unit operations. A diagnostics report shall be provided to

EMWD via E-mail for record keeping including voltages, amperages, and Delta- T.

LOCATION 4-OPERATION MAINTENANCE CENTER (OMC) COLLECTIONS OFFICE: 2270

TRUMBLE RD. PERRIS CA 92570

• Contractor shall provide (1) New 2.5 Ton HP Condenser Unit, 208/230V-1-60 M# 27SCA530A003 and (1) New 2.5 Ton Fan Coil Unit, 208/230V-1-60 M#

FJ5ANXB30L00.

• Contractor to verify unit tonnage, model number, and mounting/support measurements to ensure unit will fit into installation area.

• Contractor shall provide and install filters.

• Existing NEMA 4X stainless disconnect shall be reused. Fuses to be provided by contractor and installed by EMWD.

• NEMA 1 disconnect, and fuses shall be procured and installed at FAU.

• If disconnect needs to be moved, EMWD shall provide 208V wiring including conduit and termination at agreed upon location with contractor and EMWD.

• All-thread and Unistrut shall be utilized to support and level FAU.

• Secondary metal drain pan shall be installed below FAU and plumbed to outside drain.

• Return and supply plenums shall be replaced. Existing duct connections shall be installed onto new metal duct collars.

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• Seal all seams and connections with duct sealant and seal curb mating surface with foam gasket or butyl tape.

• Supply and install a new T-2800 Venstar thermostat. Set to EMWD requirements.

• Contractor shall install a heat pump on the ground with pads procured from the manufacturer. Rubber vibration pads shall be installed under each corner of the system, and the heat pump shall be anchored to the pad.

• Supply and install new hard copper refrigerant lines, low voltage thermostat wiring, and copper condensate drain line.

• Drain line shall have a cleanout trap and vent.

• Existing line-set cover shall be reused.

• Refrigerant and drain line fittings and connections shall be secured with pro-press crimping tools.

• Line-sets shall be pressure tested using dry nitrogen and all flare connections shall be torqued to installation specifications and leak tested with soap bubbles. The line-set shall be vacuumed down past 500 microns before service valves are opened.

• Start and test unit operations. A diagnostics report shall be provided to EMWD via E-mail for record keeping including voltages, amperages, and Delta-T.

• All work shall be performed in a safe and workmanship-like manner in accordance with EMWD safety and policy standards.

LOCATION 5- OMC CONSTRUCTION SERVICES OFFICE: 2270 TRUMBLE RD. PERRIS CA

92570

• Contractor shall provide (1) 5T HP Condenser Unit, 460V-3-60 (27SCA560A006) and (1) 5T Fan Coil Unit,208/230-1-60 (FJ5ANXD60L00).

• Contractor to verify unit tonnage, model number and mounting/support measurements to ensure unit will fit into installation area.

• Contractor shall provide and install filters.

• Existing NEMA 4X stainless disconnect shall be reused. Fuses to be provided by contractor installed by EMWD.

• NEMA 1 disconnect, and fuses shall be procured and installed at FAU.

• If disconnect needs to be moved, EMWD shall provide 208V wiring including conduit and termination at agreed upon location with contractor and EMWD.

• Secondary metal drain pan shall be installed below FAU and plumbed to outside drain.

• Return and supply plenums shall be replaced. Replace damaged 8” and 14” return ducts. Other existing duct connections shall be re-installed with new metal duct collars.

• Seal all seams and connections with duct sealant and seal curb mating surface with foam gasket or butyl tape.

• Supply and install a new T-2800 Venstar thermostat. Set to EMWD requirements.

• Contractor shall install a heat pump on the ground with pads procured from manufacturer. Rubber vibration pads shall be installed under each corner of the system and the heat pump shall be anchored to the pad.

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• Drain line shall have a cleanout trap and vent.

• Metal curbs shall be used to support FAU.

• Existing lineset and line-set cover shall be reused.

• Refrigerant and drain line connections shall be secured with pro-press crimping tool.

• Line-sets shall be pressure tested using dry nitrogen and all flare connections shall be torqued to installation specifications and leak tested with soap bubbles. The line-set shall be vacuumed down past 500 microns before service valves are opened.

• Start and test unit operations. A diagnostics report shall be provided to EMWD via E-mail for record keeping including voltages, amperages, and Delta-T.

2.4 PROJECT CONSTRAINTS

Work to be performed during normal business hours 8:00 a.m. - 5:00 p.m. All work shall be coordinated and scheduled with Mark Thewes, EMWD Electrical Services Supervisor, thewesm@emwd.org, or his designee.

2.5 DELIVERABLES

Contractor shall provide manuals, warranties, and as-builds prior to final project sign-off.

2.6 ACCEPTANCE CRITERIA AND TESTING PERIOD EXAMPLES

EMWD will observe one week of testing to ensure successful installation prior to final sign-off.

2.7 OPERATION AND MAINTENANCE MANUALS

Company is to provide two (2) copies of operation and maintenance manuals for all hardware components of the system. If available, EMWD would prefer to receive the manuals in electronic form, however, if submitting hard copies, they are to be bound original printings and not FAX or other low-quality reproductions. The information must be specific for the equipment supplied and not “generic” (applying to several of the Company’s models) unless all pages noting more than one model are clearly marked for the model supplied. These manuals are to include key component breakaway pictures for ease of parts ordering, catalog cut pages, part numbers, sub-assembly details, and periodic inspection and maintenance requirements recommendations. The O & M manuals shall also contain the warranty information.

2.8 EMWD RESPONSIBILITIES

• Electrical to be lockout / blockout and isolated by EMWD.

• NEMA stainless disconnects, and fuses shall be installed by EMWD.

mailto:thewesm@emwd.org

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3. KEY DATES, SUBMITTAL INFORMATION AND INSTRUCTIONS

3.1 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 to Supplier/Contractors 9/8/2025

Mandatory Job Walk, Pre-Bid Meeting (see 3.2) 9:00 AM, 9/18/2025

Deadline for Submittal of Questions Regarding RFP (see 3.3)

2:00 PM, 9/25/2025

Response to Questions Submitted 9/30/2025

Proposal Due Date 5:00 PM, 10/6/2025

Proposal Review 10/9/2025

Supplier/Contractor Recommendation 10/13/2025

Approximate start date 10/20/2025

3.2 PRE-PROPOSAL CONFERENCE/SITE VISIT/MEETING-

A mandatory pre-proposal site visit will be held at 9:00 AM on Thursday, September 18, 2025. Proposers will meet at EMWD Operation Maintenance Center vendor entrance lobby (Bldg. B.), located at 2270 Trumble Rd. Perris, CA 92570. Proposers may be required to climb a ladder to access the roof, Proposers shall bring their own Personal Protective Equipment (PPE) hard hat, gloves, steal toe boots, and safety vest to attend job walk.

Failure to attend will render your proposal null and void.

Please contact James Olivas at olivasj@emwd.org or 951-928-3777 extension 4531 if you have any questions.

3.2 QUESTION SUBMITTAL

All general inquiries shall be directed to James Olivas in the Purchasing and Contracts Department at (951) 928-3777, ext. 4531. 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 3.1.

3.3 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 x2 if they encounter problems during the online https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Femwd.bonfirehub.com%2Fportal%2F%3Ftab%3Dlogin&data=02%7C01%7Cvazquezm%40emwd.org%7Cbf58b4f644b647bfb82608d84a0ca908%7Cf7112bcf929c48f7bf407231589cba03%7C0%7C0%7C637340765516003000&sdata=jRp3WZRFk47LBJk7YIvUBCTVhwZp1xTT%2BNsO8slncms%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Femwd.bonfirehub.com%2Fportal%2F%3Ftab%3Dlogin&data=02%7C01%7Cvazquezm%40emwd.org%7Cbf58b4f644b647bfb82608d84a0ca908%7Cf7112bcf929c48f7bf407231589cba03%7C0%7C0%7C637340765516003000&sdata=jRp3WZRFk47LBJk7YIvUBCTVhwZp1xTT%2BNsO8slncms%3D&reserved=0

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uploading. Any proposal received after the scheduled closing time for receipt of proposals will not be considered. To assure 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.

At the time of the proposal submittal, it is presumed that each Proposer has read and is thoroughly familiar with the specifications and contract documents (including all Addenda).

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

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 bidder 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.

3.4 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.

3.5 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. Any cost incurred by the proposer for set up and demonstration of the proposed equipment and/or system shall be borne solely by the proposer.

3.6 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’s use and disclosure are governed by this Act.

3.7 SUBCONTRACTORS

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

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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.

3.8 CONTRACT TERMS AND CONDITIONS

The contract between EMWD and a 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.

3.9 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 and conditions contained herein are accepted by the Proposer.

3.10 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.

3.11 SELECTION CRITERIA

The emphasis of the proposal should be on responding to the requirements set forth herein.

In addition, proposers need to demonstrate their capabilities, background, expertise, etc.

in order for EMWD to effectively evaluate the proposals, and award to the company that provides the best value to EMWD. The criteria for Contractor selection shall be based on, but not limited to, the following:

A. Price and Payment Terms

Competitiveness and reasonableness of costs, early payment discount, etc., RFP Price Form.

B. Qualifications and Experience Contractor shall have a minimum of 5-years of demonstrated experience, by the references provided in the References Form, of effectively performing industrial/commercial grade air conditioning and ducting services of a similar type and scope as described in the Scope of Work, Section II.

Experience and qualifications of personnel assigned to perform the work, technicians, RFP #3863 13 shall have three (3) years of experience in performing heating, ventilation, and air conditioning services as they relate to this scope of work.

Discuss your company’s experience – Include professional history, skills, and relevant experience demonstrating a capable, working knowledge of performing the services requested in this RFP or of similar projects. Environmental Protection Agency (EPA) 608 Certificate required. All information to be provided on the Qualifications and Experience Form.

C. Performance and Work History Based on the references provided on the Business Reference Form, experience with EMWD, and any other information that may be required to determine the ability of the contractor to perform the services in a professional, timely, and safe manner.

D. Exceptions Taken to RFP The number, nature, and materiality of exceptions taken by Proposer – Itemize each deviation or exception to the RFP. Additions, Deletions and/or Exceptions, any additional terms and conditions requested by proposer must be submitted at the time of your response and will be considered as part of the selection/negotiation process, Additions, Deletions and/or Exceptions Form.

E. Proposed Project Schedule OR Timeframe to Complete the Work Reasonableness of Proposer’s implementation/delivery schedule and ability to meet deadlines. Contractor shall submit a Gant Chart Timeframe to Complete Work Form which shall include the lead time for the units, lead time for removal of existing units, and lead time for installation of new units.

F. Safety Record

Contractor’s CAL/OSHA Compliance History. Failure to provide all relevant documentation relating to a safety violation may deem your proposal as non-responsive. Ensure all documentations (citation documents, reports, corrective actions, etc.) are provided as part of the C17-Form (Pass/Fail).

G. Process to Complete Work Contractor to provide, in detail, the steps necessary and the deliverables needed to complete the services in the best interest of EMWD - Proposed Process to Complete Work Form.

H. Insurance Affidavit

Buyer to verify before award recommendation (Pass/Fail).

I. CARB Contractor Mobile Source Form All CARB forms must be signed and returned with proposals (Pass/Fail).

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3.12 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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4. EVALUATION OF PROPOSALS

4.1 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.

4.2 EVALUATION PROCESS

A. Proposals will be reviewed by the buyer to verify compliance with submission instructions, response 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 buyer.

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 based on the criteria outlined in Section 3.12. 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.

4.3 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 demonstration.

4.4 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 provisions cannot be reached, then negotiations may be terminated. EMWD may elect to contact another company submitting a Proposal.

This sequence may continue until an agreement is reached.

4.5 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

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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.

4.6 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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5. AWARD PROCESS

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

5.2 IIPP AND INSURANCE REQUIREMENTS

Respondent shall secure and provide their company’s Injury & Illness Prevention Program (IIPP) and Certificate of Insurance (including endorsements and waivers) with the types and amounts of Insurance set forth in “Sections 8 & 9” of the RFP within fourteen (14) calendar days of EMWD’s notification of recommendation of award. If the successful Respondent is unable to secure the required insurance, EMWD reserves the right to revoke the award and award the agreement to the next highest ranked Respondent, to negotiate with any Respondent regarding the services that are the subject of this RFP, or to take any other action that is in the best interest of EMWD. Respondents are not required to provide proof of Insurance and Injury & Illness Prevention Program (IIPP) with their proposals.

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

5.4 EXECUTION OF THE AGREEMENT

The Contract/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 Company’s own risk.

5.5 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 Bidder refuses or fails to execute the Agreement, EMWD may award the Agreement to the next qualified Bidder.

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6. TERMS AND CONDITIONS

6.1 ENGAGEMENT OF COMPANY

Company agrees to furnish and install the goods and/or services as stipulated herein, in accordance with the terms and conditions contained herein. Company will supply all labor, tools, equipment, materials, and expertise required to complete the work in a timely and workmanlike manner consistent with industry standards. Company agrees to perform the work in accordance with the terms and conditions of this contract, the forms attached hereto and incorporated herein by reference, and all applicable local, EMWD and federal laws, rules and regulations in effect at the time the services are provided.

6.2 TIME PERIOD

Company shall complete the work required herein in accordance with the schedule contained in the Proposal or as negotiated at the meeting between EMWD and Company after receipt of a fully executed purchase order, contract, or other Notice to Proceed where applicable. Time extensions will be granted, as reasonable, if Company’s performance of services is delayed by reason of strikes, boycotts, accidents, acts of God, weather, or other circumstances beyond Company’s control.

6.3 OTHER AGREEMENTS OR UNDERSTANDINGS

To the extent the terms and conditions herein are inconsistent with the terms and conditions contained in Company’s proposal, the terms and conditions in this document shall govern. There are no understandings or agreements except as herein expressly stated.

6.4 PAYMENT FOR SERVICES/PRODUCT

EMWD will remit payment following receipt of invoice after internal validation and acceptance. If an invoice is in error, EMWD will pay the accurate amount of the invoice, or the invoice will be returned to the Company for correction and reissue.

In connection with any cash discount specified in this proposal, time will be computed from the date of services performed or product acceptance/receipt as specified, or from the date correct invoices are received by EMWD if the latter date is later than the date of services performed. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of EMWD warrant or check.

Payment for goods and/or services received shall be made in accordance with the payment schedule and payment terms contained in this Proposal or as negotiated by EMWD and Company. Payment is deemed to be made on the date of mailing of the check.

The Company shall email invoices referencing the appropriate contract number to:

apuser@emwd.org or mail to :

Eastern Municipal Water District Attn: Finance Department

P.O. Box 8300 Perris, CA 92572-8300 mailto:apuser@emwd.org

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6.5 RIGHT TO WITHHOLD PAYMENT

EMWD may withhold or nullify the entire payment, or a portion of any payment due to Company to such extent as may be reasonably necessary to protect EMWD from loss as a result of:

A. Defective work not remedied in accordance with the provisions of the contract; or

B. Claims or liens filed or reasonable evidence indicating probable filing of claims or liens;

or

C. Failure of Company to make payment properly for labor, services, materials, equipment, or other facilities or to Subcontractors; or

D. Damage to other work on property; or

E. Failure of the Company to maintain all records as required; submitting progress schedules, and any other such items as may be required herein.

6.6 CHANGE ORDERS

Change Orders are defined as additional work and/or changes to the scope of this Request for Proposal. Change Orders may be required and ordered in writing by EMWD with agreement by Company. No Change Orders shall be authorized by EMWD unless a request therefore is submitted in writing to EMWD with an estimate of additional hours of work to be performed and/or additional goods or materials to be supplied and the associated costs provided. Change Orders performed without written authorization will not be approved for payment.

6.7 ASSIGNMENT, SUBCONTRACTING, OR INSOLVENCY

A. No performance of this contract or any portion thereof may be assigned or subcontracted by the Contractor without the express written consent of EMWD. Any attempt by the Contractor to assign or subcontract any portion of this contract without the express written consent of EMWD shall be invalid and shall constitute a breach of this contract. Whenever the Contractor is authorized to subcontract or assign, the terms thereof shall incorporate by reference and not conflict with this contract.

B. Contractor agrees that if there is a change in ownership prior to completion of this contract the new owners will be required under terms of sale to assume this contract and complete it to the satisfaction of EMWD.

C. No other Subcontractor other than those listed on the List of Subcontractors Form shall be permitted to perform services under this contract without the express written consent of EMWD.

D. The request for assignment or subcontract and EMWD’s approval or disapproval is not

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to be construed as an excuse for non-compliance with any other provision of law and the singed contract, including but not limited to the “Subletting and Subcontracting Fair Practices Act” or any other contracting requirements relating to substitution of subcontractors.

E. In the event that the company shall become insolvent or makes a general assignment for the benefit of creditors, or files or has filed against it a petition of bankruptcy or for reorganization or pursues any other remedy under any law relating to the relief of debtors, or in the event a receiver by appointed of Company’s property or business, EMWD may, at its option, cancel this contract.

6.8 STATUS OF COMPANY

Company will be considered for all purposes an independent Contractor and will not at any time directly or indirectly act as an agent, servant or employee of EMWD or make any commitments or incur any liabilities on behalf of EMWD without its express written consent. All personnel furnished by Company will be employees of the Company and Company will pay all salaries and expenses of, and all federal, social security taxes, federal and state unemployment taxes, and any similar payroll taxes relating to such personnel, and will carry Worker’s Compensation Insurance for such personnel. Neither Company nor any of his/her employees or agents shall have any claim under this contract or otherwise against EMWD for vacation pay, paid sick leave, retirement benefits, social security, workers compensation, health, disability, unemployment insurance benefits or other employee benefits of any kind.

6.9 LICENSING AND PERMITS

Company shall be licensed, as required, in accordance with the laws of this state. Company further warrants that it has all necessary permits, approvals, certificates, waivers and exemptions necessary for the provision of goods/services hereunder and required by the laws and regulation of the United States, State of California, the County of Riverside and all other appropriate governmental agencies and shall maintain these throughout the term of this Contract.

6.10 WARRANTY

A. Company warrants that all Services performed under this Agreement shall be performed in a competent manner in conformance with EMWD’s specifications and all applicable professional standards and that all equipment, materials and supplies provided hereunder or used in connection with the performance of such Services shall be of first rate quality, in strict compliance with EMWD’s specifications and any and all applicable industry standards, and free of defects in design, workmanship, and materials.

B. If the Services do not meet the warranties specified herein, Company shall promptly correct, without expense to EMWD, all Services which are not completed to the reasonable satisfaction of EMWD, and all specifications, drawings, or instructions set forth in or referenced in the Order(s). Company shall re-perform the Services and

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repair or replace all equipment, materials, and supplies, and make all corrections of Services, equipment, materials and supplies, including disassembly and re-assembly, which do not conform to the foregoing warranties, upon written notice thereof anytime such defects appear within twelve (12) months after EMWD’s acceptance of the Services performed hereunder.

6.11 COMPANY’S RESPONSIBILITIES

A. EMPLOYEES

1. Background/Security: Company warrants that all personnel engaged in the performance of this work are legal employees of the Company, possess sufficient experience, and have been subject to a background check for criminal history.

During the term of this contract, Company shall notify EMWD of any employee performing this work that has a criminal conviction.

2. Conduct: Company shall not allow any person(s) under the influence of alcohol or drugs on EMWD’s property. Neither shall the Company allow the use or presence of alcohol or drugs on EMWD’s property. Any employee or Subcontractor or Company performing work on EMWD property while under the influence of alcohol or drugs or whose conduct interferes with proper performance of the work or with EMWD’s operations shall be immediately removed from the work site and not permitted at the worksite thereafter.

3. Supervision: Company shall provide a supervisor or foreman who shall be present at all times during contract operations, and who shall be responsible for both the conduct and workmanship. The supervisor or foreman shall be able to communicate effectively in both written and oral English.

4. Company Representatives: EMWD reserves the right to require a change in company representatives if the assigned representative(s) is (are) not, in the opinion of EMWD, adequately meeting the needs of EMWD.

While performing Services, Contractor’s personnel shall at all times present a professional appearance wearing neat, clean uniforms with Contractor’s company name displayed on uniform shirt, jacket, and safety vest and all required PPE.

Contractor personnel shall maintain the highest level of professional standards in attire, decorum, and interaction with the public and EMWD personnel. Contractor shall ensure that all personnel providing Services conduct themselves at all times in a professional manner that reflects well on EMWD. EMWD reserves the right to request removal of any Contractor personnel deemed inappropriate for assignment to duty on EMWD properties. In the event EMWD is dissatisfied with Contractor’s personnel, Contractor shall replace said personnel within one (1) day of receiving written or verbal notification of such from EMWD

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The contractor shall provide coverage when staffing changes occur. Contractor shall guarantee that all scheduled services described in the scope of work shall be provided on-time and in full. Contractor shall provide adequate staffing to meet the requirements of the scope of work and shall ensure that the schedule of services provided shall not lapse or have interruptions due to contractor/vendor staff scheduled vacations, sick days, family leave, etc.

Company representatives may be required to carry access badges in order to perform work on EMWD sites. Contractor will be required to leave a $50.00 deposit ($10 Fee/$40 is refundable upon access badge return) for each access badge issued.

5. Training: Company shall have an ongoing training program for its entire staff.

Company shall provide only personnel that have been fully trained for performance of this work. Supervisors shall have been trained in supervision as well as technical training. Training shall be conducted no less than at frequency adequate to ensure that employees retain the critical knowledge and skills required to safely perform all assigned tasks and duties.

6. Gifts and Gratuities: Company shall establish precautions to prevent its employees or agents from making, providing, or offering gifts, entertainment, payments, loans or other considerations which could be deemed or appear to influence individuals to act contrary to the best interest of EMWD.

7. Notice of Security Breach: In the event Company has actual knowledge of or reason to believe that there has been a security breach of their systems, including breaches of email accounts and telephone used to conduct business to provide the Services, herein called “Security Breach”, Company shall promptly, but within no more than 72 hours, notify EMWD. Company shall use commercially reasonable efforts necessary including those as may be required by law, to contain such Security Breach and to prevent any further Security Breaches that may affect EMWD.

Company shall also require its third-party Vendors, subconsultants, and Subcontractors to comply with this clause

B. RECORDS

Company shall maintain an accurate record showing name of employee, classification, actual hours worked, wages paid, and any benefits paid to each employee.

C. RESTRICTIONS

Unauthorized use of EMWD equipment is prohibited by the Company or their employees. EMWD telephones shall not be used for personal or business reasons with the following exception(s):

1. To report need of medical aid, fire, or need of law enforcement, use 9-911 number.

2. Notification to EMWD’s IOC center (951-928-3777, ext. 6265) of damage as

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required in this contract.

6.12 NON-DISCRIMINATION IN EMPLOYMENT

Company shall not discriminate against any worker, employee, or applicant for employment because of sex, race, color, religion, ancestry, national origin, ethnic group identification, age, mental disability, physical disability, medical condition, genetic information, marital status, or sexual orientation. Company agrees upon request to provide EMWD with Certificate of Submission of Current Compliance Report or Compliance Report Notification.

6.13 PAYMENT OF SUPPLIERS

Company shall pay all sums of money that become due from any labor, services, materials, or equipment furnished to Company on account of said services to be rendered or said material to be furnished under this contract. Company shall fully discharge each such obligation at the time performance of the obligation matures and becomes due. Prior to payment, Company shall provide, and unconditional waiver and release form as authorized by Civil Code Section 8138, signed by each material supplier and Subcontractor involved on the project.

6.14 NON-PERFORMANCE OF DUTIES

Should EMWD find the Company in default by not performing duties as per requirements, EMWD will immediately notify the company’s representative verbally. If corrections are not made within five (5) working days of verbal notice, EMWD will then notify Company in writing of non-performance. If corrections are not made within five (5) working days of written notice, EMWD may terminate the contract with cause.

6.15 TERMINATION

This contract may be terminated for any reason set forth below:

A. With Cause In the event of any breach by the Company of the conditions set forth in this contract, including any non-performance of duties, EMWD may, without prejudice to any of its legal remedies, terminate this contract for cause upon five (5) days written notice to the Company. Upon contract termination, EMWD reserves the right to complete the work at its convenience and timing as deemed necessary.

EMWD may procure the articles or services from other sources and may deduct from any unpaid balance due the other sources, together with EMWD’s legal and administrative expenses, to the extent EMWD total cost exceed the contract price hereunder.

B. Without Cause EMWD reserves and has the right to immediately suspend, cancel or terminate this contract for its convenience for any reason whatsoever, and at any time upon written notice to the Company. In the event of such termination, EMWD’s only obligation to Company will be payment for goods received or services rendered up to and including the effective date of termination. EMWD shall not be liable for

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other costs nor for prospective profits on goods not delivered or services not performed.

C. Appeal Procedure In the event of termination with or without cause, Company shall have the right to request a hearing in which it shall have the opportunity to address the reasons for the termination. Said request shall be in writing and submitted within five (5) days of issuance of the Notice of Termination. The Senior Director of Administrative Services or his or her designee shall be the hearing officer. The hearing shall be held within 30 days of a written request for same.

6.16 HOLD HARMLESS AND INDEMNIFICATION

EMWD, its agents, officers and employees shall not be liable for any claims, liabilities, penalties, fines or any damage to property, whether real or personal, nor for any personal injuries or death caused by, or resulting from, or claimed to have been caused by or resulting from, any act or omission of Company.