2-RFP 3935 Dist Carpet Cleaning.pdf

REQUEST FOR PROPOSAL #3935

DISTRICTWIDE CARPET CLEANING SERVICES

REQUEST FOR PROPOSAL (RFP) ISSUED: 5/5/2026

MANDATORY PRE-PROPOSAL CONFERENCE: 10:00 AM, 5/20/2026

DEADLINE FOR SUBMITTAL OF QUESTIONS: 5:00 PM, 5/25/2026

ELECTRONIC PROPOSAL DUE BY: 5:00 PM, 6/2/2026

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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RFP #3935 2

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

CARB Contractor Mobile Source

ATTACHMENTS

Service Terms and Conditions

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EASTERN MUNICIPAL WATER DISTRICT

RFP #3935

DISTRICTWIDE CARPET CLEANING SERVICES

1. INTRODUCTION AND OVERVIEW

1.1 PURPOSE OF REQUEST FOR PROPOSAL

Eastern Municipal Water District (EMWD) is soliciting proposals through a competitive process from qualified contractors to provide districtwide carpet cleaning and maintenance services. 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, RFP #3935 4

Nuevo Water Company; and Rancho California Water District. EMWD operates four 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 term of this Agreement shall be for a period of five (5) years.

1.5 PREVAILING WAGES:

Payment of prevailing wage rate is not required.

1.6 LICENSE REQUIREMENTS

C-15 Flooring and Floor Covering license is desired but not required.

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 5/5/2026

Mandatory Pre-Proposal Conference (see §2.2) 10:00 AM, 5/20/2026

Deadline for Submittal of Questions (see §2.3) 5:00 PM, 5/25/2026

Response to Questions Submitted 5/26/2026

Proposal Due Date 5:00 PM, 6/2/2026

Proposal Review 6/5/2026

Approximate Agreement Start Date 7/1/2026

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1.9 MANDATORY PRE-PROPOSAL CONFERENCE

A mandatory pre-proposal conference will be held at 10:00 AM on Wednesday, May 20, 2026. Proposers will meet at the Operations & Maintenance Center Lobby, located at 2270 Trumble Road, Perris, CA. After a group walk-through of the facilities, at or around 10:30 AM, Proposers will drive approximately 1.7 miles to the Customer Service Call Center, located at 1708/1710 Illinois Ave, Perris, CA, to perform a walk-through of the facility.

Failure to attend may render your proposal null and void.

In order for us to plan site visit, Proposers should RSVP on EMWD e-Procurement system.

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 professional maintenance, restorative cleaning, and preservation of commercial flooring systems across multiple facilities.

Requirements include:

• Contractor Experience: A minimum of five (5) years of experience in providing large-scale commercial carpet and upholstery cleaning services. Experience must be similar in scale (multiple sites/districtwide) and technical scope to the EMWD Scope of Work.

• Industry Standards & Innovation: A description of the Contractor’s market approach, including:

o Sustainable Practices: Use of "Green Seal" or CRI (Carpet and Rug Institute) Seal of Approval chemicals and low-moisture/encapsulation technologies to support EMWD’s environmental initiatives.

o Asset Management: Ability to provide digital service logs or post-cleaning reports that help the District track the lifecycle and condition of flooring at each facility.

B. Qualifications and Experience of Assigned Personnel

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

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• Key Personnel Experience: Assigned field technicians must have experience in commercial carpet cleaning, restorative extraction, and specialized floor care (e.g., upholstery or tile/grout if applicable). Staff must be trained in the proper handling and disposal of wastewater in accordance with local environmental regulations.

• The Project Manager (PM): Provide a detailed professional history for the PM. The PM must demonstrate experience managing multi-site maintenance contracts and coordinating schedules across diverse facility types (e.g., administrative offices, operations centers, and remote district sites)

• Project Team Roles: Provide a project-specific organizational chart clearly defining the roles, responsibilities, and reporting lines for the team assigned to EMWD. This should include the primary point of contact for emergency or "on-call" service requests.

• Submittals: Completed Qualifications and Experience Form.

o Professional resumes for all key personnel, including the Project Manager and Lead Technicians, specifically highlighting experience with industrial or municipal clients.

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

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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 services 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.

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’s Asset and Facilities Services Management department is responsible for the maintenance and hygiene of approximately 97,478 square feet of carpeting across two primary locations:

• Operations & Maintenance/Administration Center: 2270 Trumble Road, Perris, CA

• Customer Service Call Center: 1708/1710 Illinois Ave, Perris, CA.

EMWD’s seeks a professional partner to provide comprehensive deep-cleaning, restorative maintenance, and emergency extraction services to prolong the life of the assets and maintain a healthy indoor environment for staff and the public.

2.2 PERFORMANCE SCHEDULE

A. Routine Services: Work shall be performed according to the frequencies established in the RFP Price Form.

B. Standard Service Window: Saturdays, 7:00 AM to 1:00 PM, unless otherwise coordinated with the EMWD Project Manager, or designee:

Cody Whipple Facilities and Grounds Supervisor whipplec@emwd.org

C. Emergency Services: Contractor shall maintain a 24/7 emergency notification system.

Contractor must be on-site and prepared to begin emergency cleaning or water extraction within four (4) hours of initial notification.

2.3 TECHNICAL/SPECIFICATIONS

A. All cleaning, restorative maintenance, and protective treatment activities shall conform to the highest industry standards (specifically IICRC S100 standards for professional carpet cleaning) and the original manufacturer guidelines to maintain product warranties. All work is to be performed exclusively by skilled, certified technicians trained in commercial-grade equipment and chemical safety. The scope of EMWD flooring assets encompasses, without limitation, broadloom carpet, modular carpet tiles, walk-off matting systems, and specialized upholstery fabrics.

B. The Contractor shall furnish all labor, supervision, specialized equipment (including pile lifters and extractors), and sustainable cleaning agents necessary for high-performance carpet maintenance.

C. Cleaning Chemistry

• All cleaning agents must be non-toxic, non-allergenic, and biodegradable. The use of "Green Seal" or "CRI Seal of Approval" chemicals is preferred.

mailto:whipplec@emwd.org

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• Solutions shall leave no tacky residue, powder "blotching," or streaking. If requested, the Contractor must demonstrate that spot-cleaning agents will not leave "rings" or damage carpet fibers.

D. Execution of Work

• Deep cleaning shall include thorough industrial vacuuming, pile brushing of high-traffic areas, and pre-treatment of heavily soiled zones. Areas inaccessible to machinery must be cleaned by hand.

• Contractor shall perform comprehensive spot removal. All treated areas are guaranteed against "wicking" or reappearance for ninety (90) days. Any reappearing spots shall be retreated at the Contractor’s sole expense.

• Contractor is responsible for moving and replacing light furniture (chairs, side tables) and chair mats to their original positions. Barrier mats must be rolled and stored flat during the cleaning process and repositioned once the carpet is dry.

• Edges and baseboard transitions shall be broomed/detailed to ensure no dust or debris remains at the perimeter.

2.4 SAFETY REQUIREMENTS

A. Wear appropriate Personal Protective Equipment (PPE) as required by OSHA and specific Safety Data Sheets (SDS).

B. Deploy "Wet Floor" or "Caution" signage at all transition points between wet carpet and hard flooring.

C. To ensure occupant safety, the Contractor shall use low-VOC (Volatile Organic Compound) chemicals and, where necessary, provide high-velocity air movers to accelerate drying times and maintain indoor air quality.

D. No chemicals or wastewater shall be disposed of in District landscape areas, storm drains, or non-designated sinks. All wastewater must be hauled off-site or disposed of in accordance with EMWD Environmental Compliance standards.

2.5 PROJECT CONSTRAINTS

A. All routine work must be completed within the Saturday 7:00 AM – 1:00 PM window to avoid disruption to weekday EMWD operations.

B. Contractor must ensure carpets are sufficiently dry for foot traffic by the next business day.

C. Contractor must coordinate with EMWD Security or Project Manager for facility access and alarm deactivation/activation.

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2.6 DELIVERABLES

A. Cleaned and Restored Carpeting: Verification that all 97,478 sq. ft. have been serviced per the schedule.

B. Emergency Response: Documentation of arrival times for any emergency calls placed.

2.7 ACCEPTANCE CRITERIA AND TESTING PERIOD EXAMPLES

A. Visual Inspection: No visible "blotching," powder residue, or streaking shall remain post-cleaning.

B. Wicking Guarantee: All spot treatments are guaranteed for ninety (90) days. If a stain reappears ("wicks") within this period, the Contractor shall re-clean the area at no additional cost to EMWD.

C. Odor Neutralization: Carpets must be free of chemical odors or damp "musty" smells upon completion.

2.8 EMWD RESPONSIBILITIES

A. Access: Provide the Contractor with necessary keys, badges, or escorted access to all carpeted areas.

B. Water/Power: Provide access to standard electrical outlets and hot/cold water sources for cleaning equipment.

C. Oversight: EMWD staff will perform periodic inspections to verify work quality.

2.9 REPORTING PROCEDURES

A. Immediate Notification: Notify EMWD of any adverse carpet conditions (rips, fraying, or delamination) found during service.

B. Quarterly Reports: Submit a written report to Cody Whipple (whipplec@emwd.org) or designee including a summary of tasks completed, dates of service, and any deficiencies noted/corrected.

2.10 SUBMITTALS

A. Safety Data Sheets (SDS): Must be readily available provided upon request for all chemicals prior to the first day of work.

B. Product Data: Cut sheets or technical specifications for the primary extraction equipment to be used.

2.11 FINAL REQUIREMENTS BEFORE SIGN OFF

A. Quarterly Chemical Inventory: Detailed listing of all products used, including brand names and quantities.

B. Invoice Verification: Detailed invoices cross-referenced with the service log and chemical receipts.

mailto:whipplec@emwd.org

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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