Biofilter Rehabilitation - Perris Valley Regional Water Reclamation Facilities.pdf

REQUEST FOR PROPOSAL #3950

BIOFILTER REHABILITATION – PERRIS VALLEY REGIONAL WATER

RECLAMATION FACILITIES

REQUEST FOR PROPOSAL RFP ISSUED: 6/22/2026

MANDATORY JOB WALK 8:00 AM, 7/6/2026

DEADLINE FOR SUBMITTAL OF QUESTIONS: 5:00 PM, 7/13/2026

ELECTRONIC PROPOSAL DUE BY: 4:00 PM, 7/23/2026

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

KEY DATES

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RFP #3950

Table of Contents

1. INTRODUCTION AND OVERVIEW

2. SCOPE OF SERVICE

3. EVALUATION OF PROPOSALS

4. AWARD PROCESS

5. TERMS AND CONDITIONS

6. INSURANCE REQUIREMENTS – (REV. 06/2025)

REQUIRED SUBMITTALS

Price Form

Business References

List of Subcontractors

Additions, Deletions and/or Exceptions

Insurance Affidavit

Iran Contracting Act Certification

CARB Contractor Mobile Source

ATTACHMENTS

Attachment A – PVRWRF Biofilter Area As-Builts

Attachment B – PVRWRF SCAQMD Biofilter Permit

Attachment C – Contractor Staging, Trailer, and Material Storage

Attachment D – Removed Lava Rock Storage Area and Transfer Route

Attachment E – Biorem Engineering Submittal

Attachment F – Cleanout Piping Example Picture

Attachment G – EMWD Confined Space Entry Procedure

Attachment H – Biofilter Membrane Liner

Attachment I – Cast Net Screen Specification

EASTERN MUNICIPAL WATER DISTRICT

BIOFILTER REHABILITATION – PERRIS VALLEY REGIONAL WATER RECLAMATION FACILITIES

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 rehabilitation and restoration of biological foul air biofilters at the Perris Valley (PVRWRF) Facility to improve airflow distribution to ensure the systems remove foul air odors optimally. The requirements for the work are further described in Section II – Scope of Work and Technical Specifications.

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 Firm(s).

The terms and conditions contained herein constitute the full and complete understanding of the parties. However, should your Contractor(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 REQUIRED BOND(S)

Maintenance, Payment, and Performance Bonds shall be required.

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 6/22/2026 MANDATORY JOB WALK (See 3.2 RFP) 8:00 AM, 7/6/2026 Deadline for Submittal of Questions Regarding RFP (see 3.3)

5:00 PM, 7/13/2026

Response to Questions Submitted 7/16/2026 Proposal Due Date 4:00 PM, 7/23/2026 Proposal Review 7/30/2026 Contractor(s) Recommendation 8/6/2026 Board Recommendation (if applicable) 9/2/2026 Approximate Agreement Start Date 10/1/2026

1.7 MANDATORY JOB WALK

A mandatory job walk will be held at 8:00 AM on Monday, July 06, 2026. Proposers will meet at PVRWRF, located at 1301 Case Road, Perris, CA 92570. Failure to attend will render your proposal null and void.

RSVP directly to Haely Hernandez at hernanha@emwd.org or 951-928-3777 extension

6231.

1.8 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.

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.

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.

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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

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:

1.18.1 Criteria 1: Organization and Personnel Experience & Qualifications

Proposers shall include the following:

A. Qualifications and Experience of Organization

• Experience of the Contractor in effectively delivering services similar to those described in the Scope of Work (SOW)

• Organizational chart showing project team roles and responsibilities.

• Experience with public agencies is preferred.

• Minimum of ten (10) years’ experience in providing services similar to those described in SOW.

• General Engineering A Engineering License required or General Building

Contractor B License required

B. Qualifications and Experience of Assigned Personnel

• Experience of assigned key personnel in delivering services similar to those described in the Scope of Work.

• Proposer shall provide current training records and certificates for all participating personnel for fall protection and confined space entry.

• Confined space rescue plan and training records for rescue personnel

(not required if using third-party confined space rescue team).

Qualifications and Experience Form.

1.18.2 Criteria 2: Price and Payment Terms

Competitiveness and reasonableness of proposed costs. Discounts for early payment, if applicable, Price Form.

1.18.3 Criteria 3: Exceptions Taken to RFP

Number, nature, and materiality of exceptions taken to EMWD’s terms and conditions, Additions, Deletions, and/or Exceptions Form.

1.18.4 Criteria 4: Performance and Work History

District prefers contractors who have experience with Biofilter Rehabilitation projects. If contractor has no previous biofilter rehab experience then EMWD will consider other referenced projects with similar scope as required in this RFP.

Project references shall be provided under the References Form.

List of Subcontractors for this project – If the firm utilizes Subcontractors, firm shall provide a list of the Subcontractor’s name(s) and include their responsibilities, qualifications and the major clients and projects they have worked on relative to the services requested on this RFP or similar projects, describe the relevant experience of all proposed subcontractors. The narrative must thoroughly describe how the company has supplied expertise for similar contracts and must include the extent of their experience, expertise and knowledge relevant to the Scope of Work, References Form.

1.18.5 Criteria 5: Proposed Work Plan

Contractor shall explain how work will be performed:

a) Contractor shall provide a step-by-step work plan, Gantt chart, Excel spreadsheet, or other project scheduling formatted document to support the work plan.

b) Include number of people & hours it will take to complete the work.

c) Describe the equipment that will be used to perform the services requested in this RFP.

d) Describe, in detail, the work plan to remove and replace biofilter media.

Proposed Work Plan Form.

1.18.6 Criteria 6: Insurance Affidavit (Pass/Fail)

Confirmation that the firm can meet EMWD’s insurance requirements.

1.18.7 Criteria 7: Safety Record (Pass/Fail)

Firm’s CAL/OSHA compliance history and safety performance.

1.18.8 Criteria 8: Contractor’s Mobile Source Acknowledgement Form

1.18.9 Criteria 9: Iran Contracting Act Certification (Pass/Fail)

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

The Perris Valley Regional Water Reclamation Facility (PVRWRF) utilizes four (4) square biological foul air filters (biofilters) to treat the foul air associated with the treatment of municipal waste. After noticing foul air channelization, the PVRWRF plant staff completed an inspection of the existing media and laterals to determine the extent of the problem.

The inspection identified multiple issues that will need to be fixed to return the biofilters to optimal operating condition.

2.2 PROJECT SCHEDULE

Contractor will be required to submit a schedule (Gantt chart) with their proposal identifying the duration of each task.

Contractor must start the project within two weeks of the notice to proceed provided by

EMWD.

Contractor must finish the rehabilitation at PVRWRF within 16 weeks of the notice to proceed and return the biofilters to optimal operating condition.

2.3 TECHNICAL/SPECIFICATIONS

The contractor will be required to provide all manpower, equipment, and materials necessary to complete each task. At the minimum the contractor will be required to complete the following tasks:

2.3.1 Biofilter Cell #4 (Southeast)

A. Contractor must remove all lava rock found in the cell.

a. Removed lava rock must be transferred and stored in the area designated by

EMWD and found in Attachment D – Removed Lava Rock Storage Area and Transfer Route.

b. Estimated volume of lava rock to be removed from each cell = ~55,000 cubic feet.

B. Contractor required to provide new, remove and legally dispose existing, and install new membrane liner in each cell.

a. Membrane liner system shall be installed in the bottom areas of the biofilter and extend to the walls as shown in Attachment A – PVRWRF Biofilter Area As-Builts.

b. Liner shall be 36 mils thick.

c. See Attachment H – Biofilter Membrane Liner for additional information about the requirements for the membrane liner and associated installation.

d. Contractor required to provide the necessary volume of clean sand to the bottom of the biofilter to create a slope to the existing drain.

e. Contractor shall provide a submittal for the proposed membrane liner for

EMWD approval prior to purchase of the membrane liner.

C. Contractor must clean the pipe perforations and ensure the diameter is ¾”, if not ¾” then contractor is required to expand the existing diameter to ¾”.

D. Contractor must add one inch (1”) diameter drain holes to the invert of the laterals every six feet (6’).

E. Contractor must clean the existing drain and ensure no debris has accumulated in the biofilter drain.

a. Debris must be pushed or pulled in the biofilter cell for removal and disposal.

b. Debris shall not be allowed to be removed from the sump.

F. Contractor must cut a hole in the top of the steel cage which protects the drain where the stilling well sits on top of the cage.

a. Drain must be accessible through the stilling well and the hole in the cage.

G. Contractor must provide and install cleanout piping at the end of each lateral. See

Attachment F – Cleanout Piping Example Pictures.

a. Total number of laterals that will require new PVC cleanout = 58 Laterals.

b. Contractor to provide submittals for the following materials for approval by

EMWD prior to purchase:

i. 8-Inch SCH 80 90-Degree Long Sweep Elbow

ii. 8-Inch x 4-Inch SCH 40 PVC Reducer Bushing Spigot x Socket

iii. 4-Inch SCH 40 PVC Pipe Belled at One End

1. Contractor to provide length of pipe that will put the Cleanout Plug at the same elevation of the top of the biofilter wall

2. Contractor to provide and install brackets to support the PVC pipe

iv. 4-Inch SCH 40 PVC Sewer Cleanout Adapter HUB x FPT

v. 4-Inch PVC Cleanout Plug PTV DWV

vi. Contractor is required to modify the existing FRP Baffle where it conflicts with the proposed lateral cleanouts.

H. Contractor must reinstall the laterals at the original elevation, slope, and notify EMWD to inspect the laterals to ensure the perforations are aligned correctly.

a. Contractor shall not place air rock diffuser layer on top of the lateral pipes until the pipe perforations (location & alignment) have been inspected and approved by EMWD.

I. Contractor must provide and install pressure gauge and temperature probe as described in Section 4.3 of Attachment E – Biorem Engineering Submittal.

a. Contractor must provide a submittal for approval by EMWD for both pressure gauge and temperature probe prior to purchase.

J. Contractor must install air rock diffuser layer to the depth found in Attachment A – PVRWRF Biofilter Area As-Builts.

a. EMWD will provide the air rock diffuser material required to reach the as-built (original) depth requirements based on the full removal of the air rock diffuser layer.

b. The air rock diffuser material will be stored at the location found in Attachment C – Contractor Staging, Trailer, and Material Storage Area.

K. Contractor shall reinstall the 60” flexible coupling removed from the foul air piping routed into cell #4 prior to the smoke test.

a. Contractor will be required to remove the plywood that is currently blocking both sides of the 60” flexible coupling.

L. Contractor must complete smoke testing with EMWD furnished smoke bombs for the installed air rock diffuser layer.

M. Contractor must provide and install LDPE Cast Net Screen on top of the rock diffuser layer covering the entire biofilter cell. The screen must be overlapped at least 18” and zip tied together.

a. Cast Net Screen, LDPE, perforations 0.18” x 0.18”

b. Contractor to provide submittal for the Cast Net Screen for approval by

EMWD prior to purchase.

N. Contractor shall remove and transfer the existing Biorem engineered media from

Biofilter Cell #3 to Biofilter Cell #4.

a. Contractor shall specify in as much detail as possible in the PROCESS TO

COMPLETE the method and type of equipment that will be used to move the engineered media between cells.

b. Contractor to avoid contamination of the Biorem media by ensuring that only the engineered media is transferred.

c. Depth of engineered media shall match the permit requirements found in Attachment B – PVRWRF SCAQMD Biofilter Permit.

i. Minimum three feet depth of engineered media required.

O. Contractor must perform smoke test, using EMWD supplied smoke bombs, for the installed engineered media layer.

P. If the results of the smoke test are accepted by EMWD then the contractor shall provide and install irrigation sprinklers that match the other cells (number & location).

a. Contractor shall provide a submittal cutsheet to EMWD for approval of the sprinklers prior to purchase.

b. Once the sprinklers are installed, operational, and approved by EMWD then the contractor can proceed to Biofilter Cell #3.

2.3.2 Biofilter Cell #3 (Southwest)

A. Contractor must remove and legally dispose the existing plastic Cast Net screen that separates the engineered media from the air rock diffuser layer.

B. Contractor must remove entire lava rock volume found in the cell.

a. Removed lava rock must be transferred and stored in the area designated by

EMWD and found in Attachment D – Removed Lava Rock Storage Area and Transfer Route.

b. Estimated volume of lava rock to be removed from each cell = ~55,000 cubic feet.

C. Contractor required to provide new, remove and legally dispose existing, and install new membrane liner.

a. Membrane liner system shall be installed in the bottom areas of the biofilter and extend to the walls as shown in Attachment A – PVRWRF Biofilter Area As-Builts.

b. Liner shall be 36 mils thick.

c. See Attachment H – Biofilter Membrane Liner for additional information about the requirements for the membrane liner and associated installation.

d. Contractor required to provide the necessary volume of clean sand to the bottom of the biofilter to create a slope to the existing drain.

e. Contractor shall provide a submittal for the proposed membrane liner for EMWD approval prior to purchase of the membrane liner.

D. Contractor must clean the pipe perforations and ensure the diameter is ¾”, if not ¾” then contractor is required to expand the existing diameter to ¾”.

E. Contractor must add one inch (1”) diameter drain holes to the invert of the laterals every six feet (6’).

F. Contractor must clean the existing drain and ensure no debris has accumulated in the biofilter drain.

a. Debris must be pushed or pulled in the biofilter cell for removal and disposal.

b. Debris shall not be allowed to be removed from the sump.

G. Contractor must cut a hole in the top of the steel cage which protects the drain where the stilling well sits on top of the cage.

a. Drain must be accessible through the stilling well and the hole in the cage.

H. Contractor must install air rock diffuser layer to the depth found in Attachment A –

PVRWRF Biofilter Area As-Builts.

a. Rock Diffuser Layer will be provided by EMWD and contractor will be responsible for installation.

b. The air rock diffuser material will be stored at the location found in

Attachment C – Contractor Staging, Trailer, and Material Storage Area.

I. Contractor must reinstall the laterals at the original slope and notify EMWD to inspect the laterals to ensure the perforations are aligned correctly.

a. Contractor shall not place air rock diffuser layer on top of the lateral pipes until the pipe perforations (location & alignment) have been inspected and approved by EMWD.

J. Contractor must perform smoke test, using EMWD supplied smoke bombs, for the installed air rock diffuser layer.

K. Contractor must provide and install LDPE Cast Net Screen on top of the rock diffuser layer covering the entire biofilter cell. The screen must be overlapped at least 18” and zip tied together.

a. Cast Net Screen, LDPE, perforations 0.18” x 0.18”

b. Contractor to provide submittal for the Cast Net Screen for approval by

EMWD prior to purchase.

L. Contractor shall remove and transfer the existing Biorem engineered media from

Biofilter Cell #1 to Biofilter Cell #3.

a. Depth of engineered media shall match the permit requirements.

i. Minimum three feet depth of engineered media required.

M. Contractor must perform smoke test for the installed engineered media layer.

N. If removed, contractor shall reinstall all irrigation piping to match original installation.

O. If the results of the smoke test are accepted by EMWD then the contractor can proceed to Biofilter Cell #1.

2.3.3 Biofilter Cell #1 (Northwest)

A. Contractor must remove and legally dispose the existing plastic perforated screen that separates the engineered media from the air rock diffuser layer.

B. Contractor must remove entire lava rock volume found in the cell.

a. Removed lava rock must be transferred and stored in the area designated by EMWD and found in Attachment D – Removed Lava Rock Storage Area and Transfer Route.

b. Estimated volume of lava rock to be removed from each cell = ~55,000 cubic feet.

C. Contractor required to provide new, remove and legally dispose existing, and install new membrane liner.

a. Membrane liner system shall be installed in the bottom areas of the biofilter and extend to the walls as shown in Attachment A – PVRWRF Biofilter Area As-Builts.

b. Liner shall be 36 mils thick.

c. See Attachment H – Biofilter Membrane Liner for additional information about the requirements for the membrane liner and associated installation.

d. Contractor required to provide the necessary volume of clean sand to the bottom of the biofilter to create a slope to the existing drain.

e. Contractor shall provide a submittal for the proposed membrane liner for

EMWD approval prior to purchase of the membrane liner.

D. Contractor must clean the pipe perforations and ensure the diameter is ¾”, if not

¾” then contractor is required to expand the existing diameter to ¾”.

E. Contractor must add one inch (1”) diameter drain holes to the invert of the laterals every six feet (6’).

F. Contractor must clean the existing drain and ensure no debris has accumulated in the biofilter drain.

a. Debris must be pushed or pulled in the biofilter cell for removal and disposal.

b. Debris shall not be allowed to be removed from the sump.

G. Contractor must cut a hole in the top of the steel cage which protects the drain where the stilling well sits on top of the cage.

a. Drain must be accessible through the stilling well and the hole in the cage.

H. Contractor must install air rock diffuser layer to the depth found in Attachment A –

PVRWRF Biofilter Area As-Builts.

a. Rock Diffuser Layer will be provided by EMWD and contractor will be responsible for installation.

b. The air rock diffuser material will be stored at the location found in

Attachment C – Contractor Staging, Trailer, and Material Storage Area.

I. Contractor must reinstall the laterals at the original slope and notify EMWD to inspect the laterals to ensure the perforations are aligned correctly.

a. Contractor shall not place air rock diffuser layer on top of the lateral pipes until the pipe perforations (location & alignment) have been inspected and approved by EMWD.

J. Contractor must perform smoke test, using EMWD supplied smoke bombs, for the installed air rock diffuser layer.

K. Contractor must provide and install LDPE Cast Net Screen on top of the rock diffuser layer covering the entire biofilter cell. The screen must be overlapped at least 18” and zip tied together.

a. Cast Net Screen, LDPE, perforations 0.18” x 0.18”

b. Contractor to provide submittal for the Cast Net Screen for approval by

EMWD prior to purchase.

L. Contractor shall remove and transfer the existing Biorem engineered media from

Biofilter Cell #2 to Biofilter Cell #1.

a. Depth of engineered media shall match the permit requirements.

i. Minimum three feet depth of engineered media required.

M. Contractor must perform smoke test for the installed engineered media layer.

N. If removed, contractor shall reinstall all irrigation piping to match original installation.

O. If the results of the smoke test are accepted by EMWD then the contractor can proceed to Biofilter Cell #2.

2.3.4 Biofilter Cell #2 (Northeast)

A. Contractor must remove and legally dispose the existing plastic perforated screen that separates the engineered media from the air rock diffuser layer.

B. Remove entire lava rock volume found in the cell.

a. Removed lava rock must be transferred and stored in the area designated by EMWD and found in Attachment D – Removed Lava Rock Storage Area and Transfer Route.

b. Estimated volume of lava rock to be removed from each cell = ~55,000 cubic feet.

C. Contractor required to provide new, remove and legally dispose existing, and install new membrane liner.

a. Membrane liner system shall be installed in the bottom areas of the biofilter and extend to the walls as shown in Attachment A – PVRWRF Biofilter Area As-Builts.

b. Liner shall be 36 mils thick.

c. See Attachment H – Biofilter Membrane Liner for additional information about the requirements for the membrane liner and associated installation.

d. Contractor required to provide the necessary volume of clean sand to the bottom of the biofilter to create a slope to the existing drain.

e. Contractor shall provide a submittal for the proposed membrane liner for

EMWD approval prior to purchase of the membrane liner.

D. Contractor must clean the pipe perforations and ensure the diameter is ¾”, if not

¾” then contractor is required to expand the existing diameter to ¾”.

E. Contractor must add one inch (1”) diameter drain holes to the invert of the laterals every six feet (6’).

F. Contractor must clean the existing drain and ensure no debris has accumulated in the biofilter drain.

a. Debris must be pushed or pulled in the biofilter cell for removal and disposal.

b. Debris shall not be allowed to be removed from the sump.

G. Contractor must cut a hole in the top of the steel cage which protects the drain where the stilling well sits on top of the cage.

a. Drain must be accessible through the stilling well and the hole in the cage.

H. Contractor must install air rock diffuser layer to the depth found in Attachment A –

PVRWRF Biofilter Area As-Builts.

a. Rock Diffuser Layer will be provided by EMWD and contractor will be responsible for installation.

b. The air rock diffuser material will be stored at the location found in

Attachment C – Contractor Staging, Trailer, and Material Storage Area.

I. Contractor must reinstall the laterals at the original slope and notify EMWD to inspect the laterals to ensure the perforations are aligned correctly.

a. Contractor shall not place air rock diffuser layer on top of the lateral pipes until the pipe perforations (location & alignment) have been inspected and approved by EMWD.

J. Contractor must perform smoke test, using EMWD supplied smoke bombs, for the installed air rock diffuser layer.

K. Contractor must provide and install LDPE Cast Net Screen on top of the rock diffuser layer covering the entire biofilter cell. The screen must be overlapped at least 18” and zip tied together.

a. Cast Net Screen, LDPE, perforations 0.18” x 0.18”

b. Contractor to provide submittal for the Cast Net Screen for approval by

EMWD prior to purchase.

L. Contractor shall carefully remove the 60” flexible coupling from the foul air piping routed into cell #1 and store in the area designated area by EMWD for future reinstallation.

a. Contractor shall block both sides of the flexible coupling to ensure no foul leaves the system.

M. Contractor shall prepare the cell for future installation of engineered media.

2.4 SAFETY REQUIREMENTS

The biofilter cells treat foul air that contains Hydrogen Sulfide (H2S). At all times the contractor shall utilize H2S detection devices and a blower to provide ventilation when working in the biofilter.

The biofilter cells are classified as a confined space while the media is being removed and when the media has been removed. The contractor must assess the confined space prior to entry to determine if the confined space is Permit Required Confined Space. Contractor shall take all necessary precautions and follow Attachment G – EWMD Confined Space Entry Procedure when entering a confined space. EMWD policy requires ventilation and monitoring of all confined spaces.

Confined Space Rescue trained contractor or a rescue consisting of qualified third party personnel designated to rescue workers from permit spaces may be required for this project.

2.5 SUBMITTALS

Contractor will be required to provide the following submittals to Matthew Peacock (peacockm@emwd.org), Associate Engineer II, within (15) days of purchase order issuance for approval by EMWD:

A. PVC Cleanout Pipe and Fittings as described in Section 2.3.G

a. 8-Inch SCH 80 90-Degree Long Sweep Elbow

b. 8-Inch x 4-Inch SCH 40 PVC Reducer Bushing Spigot x Socket

c. 4-Inch SCH 40 PVC Pipe Belled at One End

d. 4-Inch SCH 40 PVC Sewer Cleanout Adapter HUB x FPT

e. 4-Inch PVC Cleanout Plug PTV DWV

B. LDPE Cast Net Screen C. Sprinkler Head D. Pressure Gauge E. Temperature Probe F. Site-specific Health safety Plan (HASP)

a. Must be submitted to EMWD designee prior to mobilization

2.6 PROJECT CONSTRAINTS

The following are constraints for the project:

A. All work shall occur during normal business hours of Monday through Friday 6:00 A.M. to 4:00 P.M.

B. Work shall not interfere with normal operation of wastewater treatment facilities, except for those operations directly affected by the biofilter.

C. Only one active biofilter can be taken offline at a time.

D. EMWD and 3rd party inspection services will be provided throughout the project.

a. Contractor must notify EMWD for inspection and receive approval for the following items:

i. Installation of the membrane liner.

ii. Installation of the air rock diffuser layer.

iii. Installation of the lateral pipe.

iv. Installation of the LDPE screen.

v. Installation of the Engineered Media.

vi. All smoke tests.

E. Engineered media shall be installed per the manufacturer’s instructions found in

Attachment E – Biorem Engineering Submittal.

F. After installation of the engineered media has been approved and smoke tested in a cell the contractor shall proceed to the next cell.

G. Contractor shall utilize staging and storage area defined in Attachment C –

Contractor Staging and Storage Area.

H. Contractor shall provide the EMWD two weeks’ notice prior to shutting down a biofilter cell.

I. Contractor is responsible for supplying a portable restroom with wash sink for the project duration.

J. Contractor required to provide a unique lock to be added to the lock box for each staff which will enter the biofilter cell.

2.7 DELIVERABLES

The contractor shall deliver to EMWD three (3) biofilter cells that have been rehabilitated with existing engineered media and one (1) biofilter cell which is prepared for future engineered media installation.

2.8 ACCEPTANCE CRITERIA AND TESTING PERIOD EXAMPLES

EMWD will inspect the installation of the membrane liner, lateral pipes, air rock diffuser layer, engineered media layer, and observe the smoke tests completed at both the air rock diffuser layer and the engineered media layer to ensure proper air flow is achieved. If EMWD accepts the smoke test results then EMWD will accept the completed rehab in the biofilter cell.

2.9 EMWD RESPONSIBILITIES

EMWD will be responsible for providing the following:

A. Access to biofilter cell by performing lock out tag out (LOTO) of the foul air piping.

a. Contractor must provide a unique lock for all staff that will be working within the biofilter cell.

B. Assistance with the smoke test at the air rock diffuser and engineered media layer.

a. EMWD will provide smoke bombs and assist with each smoke test.

b. Contractor shall provide EMWD a minimum of 72-hour notice for when the smoke test will be completed.

c. All smoke tests need to be completed by 8:00 a.m. in the morning for best smoke viewing results.

2.10 CHANGE ORDER PROCESS

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.

2.11 FINAL REQUIREMENTS BEFORE SIGN OFF

EMWD will review the completed work and ensure the depths of the permit and as-builts (original elevation) were achieved. If no deficiencies are identified EMWD will sign off and accept the completed work performed by the Contractor.

2.12 INVOICE PROCESS

Contractor shall submit progress invoices at completion tasks to apuser@emwd.org.

Invoices shall reference purchase order agreement number and describe task to ensure prompt payment. Failure to send the invoice to the appropriate department, listing the purchase order number, and/or failing to describe the task may cause invoice to be rejected or payment to be delayed.

mailto:apuser@emwd.org

3. EVALUATION OF PROPOSALS

3.1 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.

3.2 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.

3.3 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.

3.4 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.

3.5 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.

3.6 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.

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

4.3 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.

4.4 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.

5. TERMS AND CONDITIONS

5.1 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.

5.2 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.

5.3 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.

5.4 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

5.5 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.

5.6 CHANGE ORDERS

Change Orders are defined as additional work and/or changes to the scope of this Request for…