2-RFP-HH-3850 Hydrant Listening Devices.pdf

REQUEST FOR PROPOSAL #3850

HYDRANT LISTENING DEVICES

REQUEST FOR PROPOSAL (RFP) ISSUED: 10/13/2025

OPTIONAL PRE-PROPOSAL MEETING 2:00 PM, 10/29/2025

DEADLINE FOR SUBMITTAL OF QUESTIONS: 4:00 PM, 11/5/2025

ELECTRONIC PROPOSAL DUE BY: 4:00 PM, 11/19/2025

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: Haely Hernandez, Senior Buyer, MBA, CPPB, NIGP-CPP Phone: (951) 928-3777, ext. 6231 Email: hernanha@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

Implementation Plan

Technical Compliance

Insurance Affidavit

Contractor’s CAL/OSHA Compliance History

Sample Report

ATTACHMENTS

Attachment A – Computing Policy

Attachment B – Non-Disclosure Agreement

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EASTERN MUNICIPAL WATER DISTRICT

RFP #3850

HYDRANT LISTENING DEVICES

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 procurement of fixed acoustic leak monitoring system, referred to herein as Hydrant Listening Devices (HLDs), for use throughout Eastern Municipal Water District’s (EMWD) water distribution network.

Following receipt of proposals, 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 the 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 selected awardee will be required to comply with a Non-Disclosure Agreement and EMWD’s Computing Policy. These documents are provided under Attachment A – Non- Disclosure Agreement and Attachment B – EMWD’s Computing Policy. Any exceptions to these documents must be clearly stated in the Additions, Deletions, and/or Exceptions Form, and shall be considered as part of the overall evaluation.

The terms and conditions contained herein constitute the 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), 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.

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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 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 will be for five years.

1.5 PREVAILING WAGES:

N/A

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2. SCOPE OF WORK

2.1 BACKGROUND

The purpose of this project is to procure fixed acoustic leak monitoring system, referred to herein as Hydrant Listening Devices (HLDs), for use throughout EMWD’s water distribution network. The HLD system will enable the EMWD to proactively identify and locate potential water leaks with minimal staff interaction.

EMWD plans to procure approximately 600 to 800 HLDs over the next two years. Proposed unit pricing shall remain fixed throughout this period, regardless of the quantity ordered at any given time. An initial purchase of approximately 200 units is anticipated during the first phase of implementation.

2.2 DESCRIPTION OF WORK

A. EMWD is currently under contract with VODA.ai, which will determine the hydrant locations designated to receive HLDs.

B. The awarded vendor shall provide the HLD hardware, all necessary accessories, and any associated services to ensure successful operation and monitoring.

C. The HLD system must autonomously detect leaks and transmit alerts to EMWD staff via automated email, including specific location details for field investigation.

D. No manual input, login, or data analysis by EMWD staff shall be required to receive alerts.

E. Vendors shall include all labor for initial training on system installation, operation, and maintenance. EMWD staff will be responsible for installing the units in accordance with the training provided by the vendor. The vendor shall provide commissioning support to ensure proper functionality and integration of the devices.

F. Cellular modules must be included and selected based on coverage analysis, ideally supported by a site survey in areas where signal strength is questionable.

2.3 HARDWARE REQUIREMENTS

The proposed HLD hardware must meet the following minimum specifications:

A. Monitor acoustic noise in the water pipes, store acoustic data, and communicate with a cloud service.

B. Collect acoustic data at pre-determined scheduled intervals on a 24-hour basis.

C. Must locally store at least 30 days’ worth of historic data. The data shall be available to the server upon request by the operator.

D. Modules must be capable of detecting and locating leaks in the following pipe materials:

cast iron, ductile iron, steel, asbestos cement, and concrete.

E. Must be capable of detecting and locating leaks on pipes with nominal diameters up to a minimum of 12 inches.

F. Shall use existing fire hydrants to house the leak detection sensors and gather leak detection data on the distribution pipe network. The HLD shall be a cap style device that integrates seamlessly with the hydrant so as not to be affected by corrosion, water intrusion, interference, or vandalism.

G. Have an integrated one-piece design for the sensor and communications module.

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H. Be compatible with both dry barrel and wet barrel fire hydrants.

I. Have a design life of at least 10 years for the hardware.

J. Have a battery life of at least 5 years.

K. Capable of remote firmware upgrades as required.

L. Be compatible with at least 3 major cellular network carriers, two of which should be

Verizon and AT&T.

M. Shall not alter or impact any aspect of water distribution network operation. HLD modules that impact fire hydrant operations such as operating nut type, hydrant threads, and clearance to work on or near the fire hydrant are not compliant. HLD modules that mount externally to a typical fire hydrant profile shall be deemed non-compliant. HLD modules that impede operation of water network valves shall also be deemed not compliant.

N. Equipment must be compatible with EMWD’s existing hydrants. EMWD has both wet and dry barrel hydrants. The standard model is the Clow 900 series wet barrel hydrant.

It has the following hydrant outlets that the Cap style HLD can mount to:

1. Standard Hydrant Outlets:

a. One 4-inch outlet (NST) National Standard Thread

b. One 2½-inch outlet (NST)

2. Super Hydrants:

a. One 4-inch outlet (NST)

b. Two 2½-inch outlets (NST)

O. Equipment shall be colored “safety yellow”.

2.4 SOFTWARE AND USER INTERFACE REQUIREMENTS

The system software and interface must include:

A. The leak monitoring service shall deliver specific leak alerts to EMWD that identifies the location of a recommended leak investigation.

B. EMWD staff shall not be required to input any additional information or complete any system analysis in order to receive recommended leak investigation alerts.

C. The leak monitoring system user interface shall include dashboards that show at a minimum: the number of HLD modules in their system, the communication status of each HLD module, and the number of leak investigations recommended.

D. The leak monitoring system shall allow the operator to review leak analysis results on a web user interface.

E. The leak monitoring system shall allow the operator to view leak alerts and provide feedback on leak results on a mobile device.

F. The vendor shall provide a managed hosting service, where the vendor shall own and manage the server hardware and software, to ensure the server operates according to industry best practices and performance standards. Hosting shall be in a secure, environmentally controlled facility with redundant failover communication and power systems that provide support services twenty-four (24) hours per day, seven (7) days per week and certifies better than 99.9% uptime. The Vendor hosted solution shall utilize a multi-factor enforced and secure web-based application as the user interface.

G. The leak monitoring service shall include configurable e-mail alerts to notify District staff

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of new leaks. The e-mail alerts must use the vendor’s mailing systems or utilize a third-party mailing platform like Sendgrid.

H. If a third-party tool is utilized, vendor should include all of these costs and manage the mailing platform.

I. The leak monitoring system shall provide predictive leak sizing with potential leak notifications to EMWD staff.

J. All collected time-series data and leak information should be exportable in a widely supported and readable format (e.g. comma-separated values (CSV) or similar).

2.5 LEAK MONITORING AND ANALYSIS SPECIFICATIONS

The leak analysis system shall:

A. Integrate with EMWD’s GIS datasets (pipe material, diameter, spacing). The awarded provider shall be required to complete a non-disclosure agreement (Attachment B), and agree to EMWD’s Computing Policy (Attachment A).

B. Utilize spectral, correlation, and statistical techniques to reduce false positives.

C. Include daily automated correlation analysis. Systems that require manual utility staff input for correlation are non-compliant.

D. Include group filtering for looped systems and a “persistence” feature to identify consistent signal locations over time.

E. The leak monitoring service shall have a persistence feature that identifies consistent noise in the same location over time in order to reduce the impact of false positive leak alerts.

F. The leak monitoring service shall have the ability to monitor acoustic changes from a single HLD module.

G. The system shall conduct daily leak monitoring analysis and deliver specific recommended locations for field leak investigation.

H. Absolutely no operator analysis or input shall be required in order to receive recommended locations for field leak investigation.

I. In known conditions, the accuracy of a located leak shall be no more than six feet from the confirmed leak location.

2.6 SPARE PARTS AND WARRANTY SUPPORT

Bidder shall identify recommended spare parts and include unit pricing in the cost proposal.

All hardware shall include a minimum one-year manufacturer warranty; vendor shall provide details on warranty coverage, claims process, and available extended warranty options.

2.7 SUPPORT SERVICES

The vendor shall provide:

A. Five-year monitoring service agreement.

B. Continuous network integrity monitoring, data hosting, and software/system maintenance.

C. Remote support via phone for network issues.

D. Leak detection analysis support via phone and email during standard North American business hours. The leak analysis support shall aid the system operator in remotely

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verifying possible leaks and decide on the need for on-site verification. The support shall be provided by an experienced leak detection specialist.

2.8 DATA OWNERSHIP

All data collected by the HLD devices and associated software shall remain the sole property of EMWD. In the event of vendor contract termination or system decommissioning, vendor shall ensure full transfer of data and functionality to EMWD or a designated third-party.

Vendor shall notify EMWD in writing of any known product discontinuation or end-of-life schedules and provide upgrade paths or support transition plans.

2.9 TRAINING

Vendor shall provide on-site and/or virtual training for up to two (2) days for EMWD personnel, including instruction on installation procedures, troubleshooting, data interpretation, and system maintenance. Training shall include training manuals, videos (if available), and quick-reference guides.

2.10 REQUIRED DOCUMENTATION AND O&M MATERIALS

Vendor shall provide complete documentation for the HLD system, including operations and maintenance (O&M) manuals, product specifications, warranty terms, and software user guides. All documentation shall be provided electronically and in hard copy upon request.

2.11 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.

2.12 PILOT

EMWD intends to procure a product that has not yet been tested within our system and is seeking to issue a Request for Proposals (RFP) that encompasses both a pilot program and the potential full-scale purchase of approximately 600 to 800 HLDs.

At EMWD’s discretion, a limited pilot deployment of up to forty (40) units may be required prior to the full contract award. The selected vendor shall support this pilot by providing and commissioning the units. Upon completion of training, EMWD staff will install the units.

Performance during the 90-day pilot period will be evaluated based on detection accuracy, RFP #3850 9 data integrity, and overall system reliability. Upon successful completion of the pilot program, EMWD may proceed with executing the full agreement. If the pilot program does not meet EMWD’s performance requirements, EMWD reserves the right to cancel the procurement in its entirety or to enter into negotiations and award to the next lowest responsive and responsible bidder.

2.13 ACCEPTANCE TESTING

The HLD system acceptance will occur once the system has been installed and commissioned. The system will be considered as a successfully commissioned system once the following criteria have been fulfilled:

A. Full delivery of HLD hardware modules B. Verification of connectivity and communication via the vendor’s web-based dashboard.

C. Ninety (90) day Pilot D. Successful detection of simulated leaks.

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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 10/13/2025 Optional Pre-Proposal Conference 2:00 PM, 10/29/2025 Deadline for Submittal of Questions Regarding RFP (see 3.3)

4:00 PM, 11/5/2025

Response to Questions Submitted 11/12/2025 Proposal Due Date 4:00 PM, 11/19/2025 Proposal Review 11/24/2025 Supplier Recommendation 12/15/2025 Board Approval (if applicable) TBD Approximate start date TBD

3.2 OPTIONAL PRE-PROPOSAL CONFERENCE

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

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

Join the meeting now Meeting ID: 240 082 475 561 7 Passcode: Bb7KG7cd

Dial in by phone +1 951-384-0840, 228128073# United States, Riverside Find a local number Phone conference ID: 228 128 073#

3.3 QUESTION SUBMITTAL

All general inquiries shall be directed to Haely Hernandez in the Purchasing and Contracts Department at (951) 928-3777, ext. 6231. 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.

3.4 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 https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWUwMThjYTQtZTIwOS00ZjUzLTkwOWMtOGFiZDIwNWJlY2E4%40thread.v2/0?context=%7b%22Tid%22%3a%22f7112bcf-929c-48f7-bf40-7231589cba03%22%2c%22Oid%22%3a%220d959680-eb7f-4cb7-ba69-83a6397da07c%22%7d tel:+19513840840,,228128073 https://dialin.teams.microsoft.com/972afc4c-f0c8-4b8c-980a-dfc73311d482?id=228128073 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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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 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.

3.5 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.

3.6 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.

3.7 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.

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3.8 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 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.

3.9 CONTRACT TERMS AND CONDITIONS

The contract between EMWD and a Supplier 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.

3.10 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.

3.11 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.

3.12 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 Supplier 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 (35 points).

B. Qualifications and Experience Supplier shall have a minimum of five (5) years of demonstrated experience, by the references provided in References Form (5 points), of effectively performing the services requested in this RFP; Location and number of offices in EMWD’s service area;

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experience working with public agencies, etc.

Discuss your company’s experience – Demonstrated experience of the proposer in supplying, installing, and supporting similar acoustic leak monitoring systems. Includes references from other agencies, resumes of key personnel, and experience with GIS integration. Include professional history, skills, and relevant experience demonstrating a capable, working knowledge of performing the services requested in this RFP or of similar projects. If required, indicate whether Proposer has sufficient licenses, permits, qualifications, and approvals that are required to perform the services requested in this RFP. Additionally, this section will consider proposer’s approach to their company business and to their market and product direction including their ability to stay innovative and ahead of the curve. Provide an organization chart delineating who would have overall and daily responsibility for the project, Qualifications and Experience Form (15 points).

C. Performance and Work History

Reference checks, contracts referenced are similar in size, scope, and complexity to the requirements in the solicitation, prior performance with EMWD, etc., References Form (5 points).

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 (10 points).

E. Implementation Plan Clarity and feasibility of the vendor’s delivery schedule, training, testing, and support.

Includes training details, site survey strategy, commissioning timeline, and ongoing service support., Implentation Plan Form (10 points).

F. Technical Compliance

Extent to which the proposed HLD hardware and software meet or exceed the technical specifications outlined in the Scope of Work, including integration with hydrants, data collection, leak detection accuracy, automation, and reporting capabilities. Provide, in detail, the steps necessary and the deliverables needed to complete the services in the best interest of EMWD. Provide the plan for performing the required services; depth of Proposer’s understanding of EMWD’s Scope of Work/Technical Specifications; process and/or approach; logic, clarity and specificity of work plan (describe project management approach, method, organizational structure, etc.); proposed project schedule ; reporting methodology (details of written and oral progress reporting); risk analysis (identify any potential risks and steps to eliminate potential risks); Describe how the project will stay on schedule and on budget; Explain any unforeseen issues that should be addressed; suggested technical or procedural innovations, etc., Technical

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Compliance Form (25).

G. Insurance Affidavit Compliance with EMWD’s insurance requirements as specified in Section 9. Pass/Fail

H. Safety Record Contractor’s CAL/OSHA Compliance History. Pass/Fail

I. Sample Report Proposers shall submit at least one sample report generated from their leak detection system. This sample should illustrate:

• Automated email alert content

• Leak location display and mapping

• Leak size prediction (if available)

• Dashboard visualization

• Any exportable formats or summary analytics

3.13 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

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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 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 one hundred eighty

(180) days following RFP submittal. All proposals received are considered valid for that one hundred eighty (180) 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 Supplier 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…