2-Required Submittals RFP 3904.pdf

Exhibits

RFP #3904

SUBMITTAL CHECK-OFF LIST

Item Required Submittals Checklist Check Off

1 RFP Price Form

2 Proposer’s Business Information

3 Business References

4 List of Subcontractors

5 Additions, Deletions, and/or Exceptions

6 Qualifications and Experience

7 Process to Complete Work

8 Insurance Affidavit

9 CAL/OSHA Compliance History

10 CARB Contractor Mobile Source Acknowledgement Form

11 Three (3) Sample Invoices for RFP Price Form Sample Jobs (Attach separately)

RFP #3904 PRICE FORM

CONTRACTOR BUSINESS NAME: ________________________________________

Section 1. Labor Rates

Section 2. Service Call & Mobilization Structure Select one (1) of the following billing methodologies:

☐ Option A: Minimum Call-Out (Inclusive of First Hour) * Preferred The proposed Flat Fee constitutes the total compensation for travel, fuel, AND the initial one (1) hour of on-site labor and diagnosis. Additional labor beyond the first hour shall be billed at the Section 1 Hourly Rates provided in this Price Form.

☐ Option B: Trip Charge + Hourly (Separate) The proposed Service Call Fee is a fixed rate for mobilization, dispatch, and vehicle expenses only.

Billable labor hours shall commence immediately upon the technician’s arrival at the EMWD facility and shall be billed IN ADDITION to the Service Call Fee.

Item Description Fee Total

1. Next Day Service $ _______

2. Emergency Service $ _______

3. Sunday & Holiday $ _______

Item Description Hourly Rate

1. Regular Prevailing Wage $ _______

2. Overtime Prevailing Wage $ _______

3. Sunday & Holiday Pay $ _______

Section 3. Parts Mark-Up All parts, components, and materials required for the repair of EMWD automated gate systems shall be billed at the Contractor’s Actual Wholesale Cost plus a fixed Percentage Mark-up.

1. Documentation: The Contractor shall maintain original invoices for all parts purchased for EMWD projects. When billing for parts, the Contractor shall detail list price and percentage mark-up on invoices. Failing to disclose list price and applied mark-up percentage may cause a denial or delay of payment. EMWD reserves the right to audit invoices at any time to verify the applied mark-up.

2. Inclusions: The Mark-up percentage shall be inclusive of all overhead, handling, and administrative costs. No additional "shop supplies" or "miscellaneous hardware" fees will be accepted unless specifically itemized and approved in the original service estimate.

3. Large Scale Equipment: For the replacement of entire gate operators (e.g., DoorKing, Chamberlain Elite, Max), the Contractor is encouraged to provide the most competitive pricing available to EMWD.

Item Description Proposed Mark-Up (%)

1. Standard Parts & Materials _____ %

2. Major Equipment (Over $2,500) _____ %

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Section 4. Sample Jobs For each of the three (3) scenarios listed below, Proposer shall provide a comprehensive breakdown of estimated parts and labor costs by submitting a Sample Invoice. Each sample must accurately demonstrate how the specific job would be documented, itemized, and billed to EMWD in accordance with the rates provided in the RFP Price Form and the requirements stated in RFP Section 3.4.E. Assume all necessary parts/operators are available to meet the stated timelines.

1. Sample Job # 1 (Minor Repair, Next-Day Service)

A vehicle sensing loop has failed, causing a gate to remain locked open. Request received Monday at 2:00 PM for service Tuesday during regular business hours.

Specified Parts & Materials Fixed Wholesale Cost

• (1) Standard 6'x10' Pre-formed Saw-cut Loop & Sealant $185.00

2. Sample Job # 2 (Moderate Repair, Scheduled Service)

Replacement of a DoorKing 9150 slide gate operator with a 10-day lead time for procurement and installation. Assume standard business hours.

Specified Parts & Materials Fixed Wholesale Cost

• (1) DoorKing 9150-080 Slide Gate Operator (1 HP) $4,100.00

3. Sample Job #3 (Major Repair, Emergency/Sunday)

A 30ft cantilever gate has been struck by a vehicle. The track is bent and two (2) heavy-duty rollers require replacement. Work must be performed on a Sunday to restore facility security.

Specified Parts & Materials Fixed Wholesale Cost

• (2) Heavy-Duty Cantilever Rollers & (1) 20ft Galvanized Track

$950.00

All prices proposed shall be all-inclusive and final. Pricing must account for and include all costs necessary to perform the work as specified in the scope of services, including but not limited to: labor, materials, equipment, transportation, overhead, profit, insurance, applicable sales and use taxes, tariffs, licenses, permits, travel, incidentals, and any other cost or fee reasonably expected to be incurred in fulfilling the contract requirements.

Should a proposer fail to incorporate any cost that would reasonably be expected as part of the work outlined in the existing scope, Eastern Municipal Water District (EMWD) shall not be responsible for additional compensation. The proposer shall bear the full cost of such omissions and will be required to complete the work at no additional charge to EMWD.

EMWD encourages and will give consideration to early payment discounts during proposal evaluation. If a discount is offered, the terms must be clearly stated as follows:

% discount if paid in full within days.

By submitting a proposal, the undersigned Proposer certifies that this proposal is genuine and not made in the interest of or on behalf of any undisclosed person, firm, or corporation and is not submitted in collusion with any other party. The Proposer further certifies that they have fully read and understood all proposal documents and agree to comply with all specifications, terms, conditions, unit pricing, and delivery requirements unless clearly stated otherwise in the “exceptions” section of the proposal.

Name of Offeror (Firm): Title:

Authorized Signature: Date:

Printed/Typed Name:

Mailing Address:

City: State: Zip:

Fax No.: E-mail:

Page 5 of 13 Exhibits

Page 1 of 1 PROPOSER’S BUSINESS INFORMATION Business Information

Legal Business Name: Date:

Address: _____________ Street Address Suite #

City State ZIP Code

Contact: Title:

Phone: Email:

Length of time in business:

Length of time at current location:

Federal Tax No.:

Names and titles of officers of the Business:

Is your firm incorporated? No ☐ Yes ☐

Name and remittance address that will appear on invoices:

Is your firm a sole proprietorship doing business under a different name? No ☐ Yes☐

If yes, please indicate sole proprietorship name and the name you are doing business under:

California State Contractor’s License No.:

Department of Industrial Relations Registration No.:

Page 1 of 1 BUSINESS REFERENCES Business References for

Proposer Business Name: Date:

Proposer shall provide a minimum of three (3) customer references with five (5) or more years’ experience with the Proposer. Preferred references should be similar in size, scope, and complexity to the contract requirements.

Reference 1 Name of Firm: Phone:

Address: Contact:

Project Approx. Contact Title: Cost: $ Email:

Project Descript.:

Project Project Start: End:

Reference 2 Name of Firm: Phone:

Address: Contact:

Project Approx. Contact Title: Cost: $ Email:

Project Descript.:

Project Project Start: End:

Reference 3 Name of Firm: Phone:

Address: Contact:

Project Approx. Contact Title: Cost: $ Email:

Project Descript.:

Project Project Start: End:

Page 1 of 1 LIST OF SUBCONTRACTORS

Subcontractor #1 Information Legal CSLB DIR Reg.

Business Name: No.: No.:

Street Address: Suite:

City: State: Zip:

Subcontract Description:

Subcontractor #2 Information Legal CSLB DIR Reg.

Business Name: No.: No.:

Street Address: Suite:

City: State: Zip:

Subcontract Description:

Subcontractor #3 Information Legal CSLB DIR Reg.

Business Name: No.: No.:

Street Address: Suite:

City: State: Zip:

Subcontract Description:

ADDITIONS, DELETIONS AND/OR EXCEPTIONS

Please state any and all Additions, Deletions and Exceptions that you are taking to any portion of this proposal. If not addressed below, then Eastern Municipal Water District (EMWD) assumes that the vendor will adhere to all terms and conditions listed.

EMWD will issue an Agreement in its standard form to the successful firm(s) for the services contemplated herein; a copy of which is attached hereto and incorporated herein. Any deletion, exception, or modification taken to EMWD contract terms and conditions will be evaluated, in addition to the specified criteria; and may, itself, result in non-acceptance by EMWD. Any request for deletion, exception, or modification, if so taken, must be submitted at the time of proposal. Any asserted trade secrets or other proprietary information must be identified on this exhibit with specific page references within the proposal and/or supplemental information.

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QUALIFICATIONS AND EXPERIENCE

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PROCESS TO COMPLETE WORK

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INSURANCE AFFIDAVIT

I, (Proposer/Company) have reviewed the Insurance Requirements in its entirety and agree to furnish all insurance policies with designated limits, along with full endorsements, and waiver of subrogation, as stated in this Request for Proposal for the full term of the agreement.

I hereby agree to provide copies of insurance certificates, endorsements, and waiver of subrogation within fourteen (14) calendar days of EMWD’s notification of recommendation of award.

I understand and confirm that our firm is able to provide and maintain the coverage as specified.

Failure to maintain said coverage shall be sufficient cause for contract termination and shall result in termination of the awarded contract.

I understand that by signing this document, I (Proposer/Company) agree to all terms and conditions as stated in the Insurance Requirements.

☐ Check here if you DO NOT accept terms and conditions as stated in the Insurance Requirements. Detail all Exceptions in, Additions, Deletions and/or Exceptions Form.

Authorized Representative’s Signature Name Authorized Representative’s Printed Name

Company Name Date

Mailing Address Telephone

City, State, Zip Code Email

CONTRACTOR’S CAL/OSHA COMPLIANCE HISTORY AND SIC CODE

(This document is to be submitted with the proposal package) (rev.

10/08/18)

Date: Contractor’s Standard Industry Code:

Contractor’s Name: California State Contractor’s License #:

Address:

Contact Person: Phone No:

Please answer the following questions:

1. Has the contractor been cited by Cal/OSHA or any regulatory agency for a violation related to safety or environmental issues within the past seven (7) years?

No ☐ Yes ☐

2. Within the past ten (10) years has the contractor had a serious incident or fatality on a job site?

No ☐ Yes ☐

* If yes to # 1 or #2, please provide information specific to the incident(s) and action(s) taken to ensure that there is not a repeat violation, or incident(s) (attach additional sheets if needed)

Contractor’s Representative signature: Date:

FOR EMWD USE ONLY: Purchasing to forward to Risk Management for review

Date:

(Risk Management) Approved: No ☐ Yes ☐

Reviewed by (Risk Management) (signature required)

Contractor Mobile Source Acknowledgement Form This form and supporting attachments must be completed and included in the bid proposal.

The contractor is responsible for maintaining compliance throughout the contract term and for verifying compliance certificates for any subcontractors or rented equipment used throughout the contract term.

OFF-ROAD VEHICLES [CONSTRUCTION EQUIPMENT]

IN USE OFF ROAD DIESEL REGULATION (ORD)

13 CCR 2449-2449.2 (AMENDMENTS EFFECTIVE 10/1/2023)

SIGNED STATEMENT OF ACKNOWLEDGEMENT:

I hereby certify acknowledgement that all off-road diesel-fueled construction vehicles used for this project shall be operated in accordance with California Air Resources Board (CARB) In-use Off-road Diesel-fueled Fleet Regulation [Title 13 CCR, Division 3, Chapter 9, Article 4.8, as amended, effective 10/1/23]. I understand this applies to all equipment used for the project, including equipment used by subcontractors and/or rental equipment.

I understand that it is the contractor’s responsibility to verify that the off-road equipment used for the project, including equipment used by subcontractors and/or rental equipment, meets the CARB requirements. The contractor shall obtain copies of valid Certificates indicating Compliance with the In-Use Off-Road Diesel-Fueled Fleets Regulation for the vehicles used to execute the project scope. The contractor is responsible for maintaining compliance with the In-Use Off-Road Diesel-Fueled Fleets Regulation for the contract term and for verifying compliance certificates for any subcontractors used throughout the contract term.

I understand that copies of current, valid CARB compliance certificates MUST also be included in the bid proposal for the contractor and listed subcontractors. Copies of subsequent annual certificates for the contract term shall be maintained and provided to EMWD upon request. I understand that if the subject regulation is not applicable to equipment owned by my company, I must provide a signed statement and supporting documentation in the bid proposal and provide certificates for the equipment that will be used.

APPLICABILTY STATEMENT: ☐ All equipment used for this project will be rented.

!Contractor-owned equipment will be used.

!Both contractor-owned and rented equipment will be used The contractor is not subject to the off-road regulation (provide reasoning below) I understand that I must verify that all off-road equipment used for this project complies with the In-Use Off-Road Diesel Regulation.

Complete the following (if it applies): The In Use Off Road Diesel Regulation does not apply to equipment owned and operated by my company because:

The signature below certifies acknowledgement by the contractor of the requirements above

Company Name:

Signer’s Name Date:

(PLEASE PRINT)

Signature:

The contractor is responsible for maintaining compliance throughout the contract term and for verifying compliance certificates for any subcontractors or rented equipment used throughout the contract term.

ON-ROAD VEHICLES

CARB ADVANCED CLEAN FLEETS (ACF)

13 CCR 2013 – 2013.4; 13 CCR 2015 – 2015.6

CALIFORNIA AIR RESOURCES BOARD ON-ROAD VEHICLE DISCLOSURE

All on-road vehicles with a GVWR greater than 8,500 lbs. and light-duty package delivery vehicles operated in California may be subject to the California Air Resources Board Advanced Clean Fleets regulations. Such vehicles may therefore be subject to requirements to reduce emissions of air pollutants.

For more information, please visit the CARB Advanced Clean Fleets webpage at https://ww2.arb.ca.gov/our-work/programs/advanced-clean-fleets

SIGNED STATEMENT OF ACKNOWLEDGEMENT:

I hereby certify acknowledgement that the contractor understands that the above CARB regulation may apply to the on-road vehicles they operate or hire and direct for this project. I understand that it is the contractor’s responsibility to verify that the on-road vehicles used for this project, including equipment used by subcontractors and/or rental equipment, meet the CARB requirements. The contractor shall be responsible for verifying compliance with the CARB Advanced Fleet Regulations for applicable vehicles they hire and operate or hire and direct the operation of for the project. The contractor is responsible for maintaining compliance for the contract term and for verifying compliance certificates for any subcontractors used throughout the contract term. The contractor shall keep supporting records and documentation to demonstrate compliance and shall provide them to EMWD upon request.

The signature below certifies acknowledgement by the contractor of the requirements above.

Company Name:

Signer’s Name Date:

(PLEASE PRINT)

https://ww2.arb.ca.gov/our-work/programs/advanced-clean-fleets

The contractor is responsible for maintaining compliance throughout the contract term and for verifying compliance certificates for any subcontractors or rented equipment used throughout the contract term.

ON-ROAD HEAVY DUTY VEHICLES

CARB TRUCK AND BUS REGULATION

13 CCR 2025

SIGNED STATEMENT OF ACKNOWLEDGEMENT:

I hereby certify acknowledgement that all on-road heavy duty vehicles used for this project shall be in accordance with California Air Resources Board (CARB) In-Use On-road Diesel Vehicle Regulation (Truck and Bus Regulation; Title 13 CCR, Division 3, Chapter 1, Article 4.5, section 2025).

I hereby certify acknowledgement that the contractor is aware of the Truck and Bus regulation (Title 13, California Code of Regulations, Section 2025) and will verify the use of 2010 or newer engines in any diesel heavy duty truck used for this project. I understand that it is the contractor’s responsibility to verify that the on-road vehicles used for this project, including equipment used by subcontractors and/or rental equipment, meet the CARB requirements. The contractor shall be responsible for verifying compliance with the CARB Truck and Bus for applicable vehicles they hire and operate or hire and direct the operation of for the project. The contractor shall maintain compliance throughout the contract. The contractor shall keep supporting records and documentation to demonstrate compliance and shall provide them to EMWD upon request.

The signature below certifies acknowledgement by the contractor of the requirements above.

Company Name:

Signer’s Name Date:

(PLEASE PRINT)

The contractor is responsible for maintaining compliance throughout the contract term and for verifying compliance certificates for any subcontractors or rented equipment used throughout the contract term.

ON-ROAD HEAVY DUTY VEHICLES

CARB HEAVY DUTY INSPECTION AND MAINTENANCE PROGRAM

13 CCR 2195 – 2199.1

SIGNED STATEMENT OF ACKNOWLEDGEMENT:

I hereby certify acknowledgement that all on-road heavy duty vehicles used for this project shall be in accordance with California Air Resources Board (CARB) Heavy Duty Vehicle Inspection and Maintenance Program (Heavy Duty I/M Title 13 CCR, Division 3, Chapter 3.7, Section 2195-2199.)

I hereby certify acknowledgement that the contractor is aware of the Heavy-Duty Inspection and Maintenance Program requirements (Title 13 CCR, Division 3, Chapter 3.7, Section 2195-2199) and will use heavy duty vehicles with current CARB compliance certificates for this project. I understand that it is the contractor’s responsibility to verify that the on-road vehicles used for this project, including equipment used by subcontractors and/or rental equipment, meet the CARB requirements. The contractor shall be responsible for verifying compliance with the CARB Heavy Duty I/M for applicable vehicles required to operate for the project. The contractor shall maintain compliance throughout the contract. The contractor shall keep supporting records and documentation to demonstrate compliance and shall provide them to EMWD upon request.

The signature below certifies acknowledgement by the contractor of the requirements above.

Company Name:

Signer’s Name Date:

(PLEASE PRINT)

RFP Price Form