3-RFP-3928 AR.pdf

REQUEST FOR PROPOSAL #3928

for AULD ROAD BOOSTER STATION MEDIUM VOLTAGE SOFT STARTER

(MVSS) INSTALLATION AND START-UP SERVICE

REQUEST FOR PROPOSAL (RFP) ISSUED: 4/10/2026

MANDATORY JOB WALK : 11:00 AM, 4/21/2026

DEADLINE FOR SUBMITTAL OF QUESTIONS: 5:00 PM, 5/1/2026

ELECTRONIC PROPOSAL DUE BY: 5:00 PM, 5/8/2026

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: Alex Rigo, Temporary Buyer Phone: (951) 928-3777, ext. 4596 Email: rigoa@emwd.org

KEY DATES

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RFP #3928

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 (if applicable)

Additions, Deletions and/or Exceptions

Qualifications and Experience

Process to Complete Form

Timeframe to Complete the Work

MVSS Specification Sheet & Manufacturer Supplied Material

Isolation Switch Diagram

Insurance Affidavit

Contractor’s CAL/OSHA Compliance History / C-17 OSHA

EXHIBITS

A. Booster RVSS Diagram

EASTERN MUNICIPAL WATER DISTRICT

RFP #3928

for AULD ROAD BOOSTER STATION MEDIUM VOLTAGE SOFT STARTER (MVSS) INSTALLATION

AND START-UP SERVICE

1. INTRODUCTION AND OVERVIEW

1.1 PURPOSE OF REQUEST FOR PROPOSAL

Eastern Municipal Water District (EMWD) is seeking proposals through a competitive process for the purchase of one medium voltage soft starter, installation, startup service, and MVSS training services for EMWD employees at the Auld Road Booster Station.

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(s).

The terms and conditions contained herein constitute the full and complete understanding of the parties. However, should your Proposer(s) 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 (Metropolitan), Eastern Municipal Water District (EMWD) was organized under the Municipal Water District Act of 1911 for the primary purpose of importing Colorado River water to augment local water supplies. Over the past 75 years, EMWD has grown substantially and, today, provides water, wastewater, and recycled water service to a population of approximately 1 million people within a 601 square mile service area. EMWD is governed by a publicly elected Board of five Directors who are elected for four-year terms serving comparably sized districts based on population.

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

Municipal Water District; Fallbrook Public Utility District; Rainbow Municipal Water District, Nuevo Water Company; and Rancho California Water District. EMWD operates four regional 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 PREVAILING WAGES

Payment of prevailing wage rate is required.

1.5 LICENSE REQUIREMENTS

C-10 Electrical license

1.6 PROJECT SPECIFIC DATES

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

Description Date Release of RFP 4/10/2026

MANDATORY JOB WALK 11:00 AM, 4/21/2026

Deadline for Submittal of Questions Regarding RFP

5:00 PM, 5/1/2026

Response to Questions Submitted 5/5/2026 Proposal Due Date 5:00 PM, 5/8/2026 Contractor(s) Recommendation 5/13/2026 Approximate Agreement Start Date 5/20/2026

1.7 MANDATORY JOB WALK

A mandatory job walk will be held at 11:00 AM on Tuesday, April 21, 2026. Proposers will meet at Auld Road Booster Station , located at 30980 Auld Road, Winchester, CA 92596.

Failure to attend will render your proposal null and void.

Personal Protection Equipment (PPE) Requirements – Use with Job Walks

All attendees must wear the required personal protective equipment (PPE) listed below while on the premises. Failure to do so will result in disqualification from participating in the job walk.

• Safety boots

• Safety Glasses

Please contact Alex Rigo at rigoa@emwd.org or 951-928-3777 extension 4596 if you have any questions.

1.8 QUESTION SUBMITTAL

All general inquiries shall be directed to Alex Rigo in the Purchasing and Contracts Department at (951) 928-3777, ext. 4596. 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.

1.9 PROPOSAL SUBMITTAL INFORMATION

Proposals will be received electronically via EMWD on-line bid management website at EMWD e-Procurement. Proposals submitted by any other method such as a hard copy, fax, or email will be disqualified. It is the Proposer’s sole responsibility to ensure that their proposal, inclusive of any or all addenda, is uploaded to the proper place and at the proper time. Proposers are encouraged to not wait until the deadline to submit proposals, as system-related difficulties and/or questions may arise. Respondents should contact a system representative at (800) 354-8010 x2 if they encounter problems during the online 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.

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1.10 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.

1.11 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.

1.12 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.

1.13 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’s 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.

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.

1.14 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.

1.15 CONTRACT TERMS AND CONDITIONS

The contract between EMWD and a Contractor(s) 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.

1.16 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.

1.17 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.

1.18 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(s)) 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 Organization

• Experience of the firm in delivering services similar to those described in the Scope of Work (Minimum of 5 years of similar work). Must be an authorized distributor of MVSS Brand provided in bid.

Criteria 2. Price and Payment Terms Competitiveness and reasonableness of proposed costs. Discounts for early payment, if applicable. Please use the attached price form with this RFP to list the cost of each item. If a tariff is applicable, it must be included on price form.

Criteria 3. Performance and Work History Demonstrated performance on similar projects, especially for public agencies. References from at least three clients, including contact information. Use the References Form to list said clients.

Criteria 4. Exceptions Taken to RFP Number, nature, and materiality of exceptions taken to EMWD’s terms and conditions. A submission of the Additions, Deletions, and/or Exceptions Form at time of proposal is required if there are any exceptions taken. All exceptions will be factored into the evaluation.

Criteria 5. Proposed Project Schedule / Timeframe Proposed schedule for completing the work, including milestones, deliverables, and dependencies. Demonstrated ability to meet deadlines and manage lead times. Use the Timeframe to Complete Work Form.

Criteria 6. Process to Complete Work or Approach and Understanding

A detailed work plan outlining tasks, deliverables, and sequence of activities. Please use the process to complete work form for all of the bullet items below.

• Safety protocols and quality control measures relevant to the services.

• A risk analysis, identifying potential risks and proposed mitigation strategies.

• An explanation of how the firm will handle unforeseen issues or delays.

• Suggestions for technical or procedural innovations that enhance efficiency or quality.

• Demonstrated understanding of EMWD’s Scope of Work/Technical Specifications, including how their plan reflects best industry standards.

Criteria 7. Insurance Affidavit (Pass/Fail) Confirmation that the firm can meet EMWD’s insurance requirements.

Criteria 8. Safety Record (Pass/Fail) Firm’s CAL/OSHA compliance history and safety performance.

1.19 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.

2. SCOPE OF SERVICE

2.1 BACKGROUND

One medium voltage soft starter (MVSS) at Auld Road Booster Station is now past its useful life and needs to be replaced to maintain long term reliability of booster station operations.

2.2 PROJECT SCHEDULE

Upon Purchase Order issuance, Proposer is to provide a project schedule that includes estimate of lead time of MVSS to EMWD’s Booster Station site and installation, schedule of startup date(s), and availability of dates to conduct MVSS training on site. These dates are to be reviewed and approved by EMWD designee.

2.3 TECHNICAL/SPECIFICATIONS

• One (1) Medium Voltage Soft Starter – 2400V, 97A, 450HP.

• Manufacturers allowed include: ABB, Allen Bradley, Solcon, Schneider Electric or

Toshiba. No substitutes allowed.

• Provide NEMA rated cabinet for the unit and be light gray in color.

• Proposed cabinets shall fit the existing cabinet footprint.

• Controls are per EMWD Booster RVSS (see Exhibit A)

• Cabinet must be designed to reduce and redirect arc flash energy based on current industry standards. (Required Submittal)

• Isolation switch with two normally open and two normally closed contacts.

(Required Submittal).

SAFETY REQUIREMENTS

• Contractor shall follow all required safety regulations, protocols, and industry standards and shall provide all required PPE to complete installation, & startup work.

• C-10 Electrical License

2.4 PROJECT CONSTRAINTS

• Contractor is an authorized distributor of MVSS Brand.

• Contractor shall be responsible for inspecting the MVSS at time of delivery from manufacturer and shall be responsible for transporting equipment to the EMWD site for installation. Any damage to MVSS from manufacturer shall be communicated to EMWD immediately.

2.5 DELIVERABLES

• Three fuses and two spares for soft starter.

• Two copies of manufacturer operation manual for MVSS.

• Specification sheet(s) for any other hardware installed inside of cabinet.

2.6 TRAINING

Proposer will be providing onsite training of the MVSS unit after successful startup and operation. Scheduling training date is to be coordinated with EMWD to ensure resources are available to continue to operate site and not disrupt normal operations while training is occurring.

2.7 EMWD RESPONSIBILITIES

EMWD will provide access to site for day of delivery and installation, MVSS startup days, and onsite training. If applicable during installation, additional plans or drawings will be provided if contractor requests assistance to evaluate and mitigate any unforeseen issues.

2.8 REPORTING PROCEDURES

Contractor is to continue to provide updates to project and advise If there are any delays or changes to the schedule for MVSS shipment(s), installation, startup, or trainings onsite.

2.9 SUBMITTALS

• Technical specifications sheet of MVSS

• Isolation Switch Diagram (2 Normally Open & 2 Normally Closed Contacts)

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 2.13. 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 demonstration.

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 provisions 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.

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.

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:

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

4.3 IIPP AND INSURANCE REQUIREMENTS

Respondent shall secure and provide their Contractor(s)’s Injury & Illness Prevention Program (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 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.

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 Contract/Agreement shall be signed by the Contractor(s) 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 Contractor(s)’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 Bidder refuses or fails to execute the Agreement, EMWD may award the Agreement to the next qualified Bidder.

http://www.dir.ca.gov/dosh/dosh_publications/iipp.html http://www.dir.ca.gov/dosh/dosh_publications/iipp.html