CNG Fueling Station Recommissioning and Preventive Maintenance Services.pdf

CITY OF SAN BERNARDINO

REQUEST FOR PROPOSALS

RFP F-27-1061

CNG FUELING STATION RECOMMISSIONING AND PREVENTIVE MAINTENANCE

SERVICES

Published:

July 29, 2026

Vanir Tower 290 North D Street

San Bernardino, California 92401

TABLE OF CONTENTS

NOTICE INVITING PROPOSALS

I. BACKGROUND AND INTRODUCTION

II. REQUEST FOR PROPOSALS

A. Scope of Services B. City Contact for this RFP C. Requests for Clarification E. Content and Format of Proposal F. No Deviations from the RFP G. Selection Process H. Protests I. Proposal Schedule J. Submittal Requirements K. General Conditions

EXHIBIT A

PROPOSAL CHECKLIST

CERTIFICATION OF PROPOSAL

VENDOR QUOTE FORM

ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

BID GUARANTEE

EXHIBIT B

NOTICE INVITING PROPOSALS

PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of San Bernardino (“City”) electronically through the City’s online bid management provider (“Planetbids”) before 3:00 PM, August 28, 2026. Proposals may NOT be submitted by fax, email, telephone, mail, hand delivery, or other means; any Proposals received through any means other than Planetbids will be returned to the Vendor unopened.

The City is requesting proposals to provide:

The City of San Bernardino seeks to restore and recommission its Compressed Natural Gas (CNG) fueling station to full operational status. The city intends to retain a qualified and experienced CNG fueling station contractor to perform a comprehensive inspection, testing, repair, and recommissioning of the facility.

The selected contractor shall evaluate all station equipment and systems, identify any deficiencies, perform all necessary repairs or replacements, and verify that each component is operating safely and as designed. This includes, but is not limited to, compressors, gas dryers, storage vessels, dispensers, piping, valves, controls, electrical systems, emergency shutdown devices, gas detection systems, and all associated safety equipment.

Prior to returning the station to service, the contractor shall perform all required operational testing, calibration, pressure and leak testing, and functional verification to confirm the station is safe, reliable, and fully operational.

Following recommissioning, the selected contractor shall also provide ongoing preventive and corrective maintenance services to sustain the station's operational readiness, including scheduled inspections, routine servicing, and response to unscheduled outages, as further described in Exhibit "A."

The contractor shall ensure that all work is completed in accordance with applicable federal, state, and local regulations; manufacturer recommendations; and all relevant industry codes and standards. Upon completion, the contractor shall provide documentation certifying that the CNG fueling station has been inspected, tested, repaired as necessary, and is in compliance with all applicable safety and regulatory requirements for recommission and operation.

The award of this contract is subject to available budget adequate to carry out the provisions of the proposed agreement including the identified scope of work. The City reserves the right to reject any or all proposals determined not to be in the best interest of the City.

Contractor Licensing Requirements: Proposers shall possess all California contractor license classifications required to perform the Work. Applicable classifications may include Class A, C- 10, C-36, and/or an appropriate C-61 Limited Specialty classification, depending on the work proposed. All required licenses shall be current and in good standing at the time of proposal submission and throughout the term of the Agreement.

Certain labor categories under this project may be subject to prevailing wages as identified in the State of California Labor Code commencing at sections 1720 et seq. and 1770 et seq. If applicable, employees working in these categories at the site must be paid not less than the basic hourly rates of pay and fringe benefits established by the California Department of Industrial Relations. Copies of the State of California wage schedules are available for review at www.dir.ca.gov/dlsr/. In addition, a copy of the prevailing rate of per diem wages will be made available at the City’s Public Works Fleet Department upon request. The successful bidder shall post a copy of the prevailing wage rates at each job site. It shall be mandatory upon the Bidder to whom the Contract is awarded, and upon any subcontractors, to comply with all Labor Code provisions, which include but are not limited to the payment of not less than the said specified prevailing wage rates to all workers employed by them in the execution of the Contract, employment of apprentices, hours of labor and debarment of contractors and subcontractors. If the total compensation under the contract will exceed $25,000 and pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations (“DIR”). No bid shall be accepted, nor any contract entered into without proof of the contractor’s and subcontractors’ current registration with the DIR to perform public work. If awarded a contract, the bidder and its subcontractors, of any tier, shall maintain active registration with the DIR for the duration of the project. The contract awarded pursuant to this proposal may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations.

Interested proposers may download copies of the Request for Proposals (“RFP”) by visiting the City’s web site, https://www.sbcity.org. All addenda will be published on the City’s website.

For more information regarding the RFP, please contact:

City of San Bernardino, Purchasing Division financepurchasing@sbcity.org

[END OF NOTICE OF INVITING PROPOSALS]

mailto:financepurchasing@sbcity.org

REQUEST FOR PROPOSALS

I. BACKGROUND AND INTRODUCTION

The City of San Bernardino (“City”) is requesting proposals from qualified firms (“Proposers”) to inspect, repair, test, recommission, and maintain the City’s Compressed Natural Gas (CNG) fueling station.

The City of San Bernardino is seeking to restart operations at its Compressed Natural Gas (CNG) fueling station located at 187 South Pershing Avenue, San Bernardino, California. The facility is intended to provide CNG fueling services for the public, commercial fleets, and the City's municipal fleet. Constructed in 2019–2020, the station is equipped with six (6) CNG fuel dispensers, two (2) CNG compressors, and high-pressure storage tanks, along with the associated piping, controls, electrical systems, and safety equipment required for station operation. The station has been out of service for approximately two and one-half (2½) years.

Based on the City's understanding, the facility remains in mechanically sound condition; however, before returning the station to service, the City requires a comprehensive inspection, testing, and evaluation of all equipment and systems to verify that they are fully operational, safe, and functioning as designed. The selected contractor shall inspect, test, diagnose, and, if necessary, repair or replace any components required to safely recommission the station. All work shall be performed in accordance with applicable federal, state, and local regulations, manufacturer recommendations, and all applicable industry codes and standards.

Upon completion, the Contractor shall certify that the CNG fueling station is safe, compliant, and ready to resume reliable operation for public, commercial, and municipal use and shall thereafter provide preventive and corrective maintenance services to sustain that operational status, as further detailed in Exhibit “A.”

To serve and promote the welfare of its residents, the City intends to procure the Services, as described below.

II. REQUEST FOR PROPOSALS

A. Scope of Services

The Services sought under this Request for Proposals (“RFP”) are set forth in more detail in Exhibit “A”, attached hereto and incorporated herein by this reference.

Notwithstanding the inclusion of such Services in Exhibit “A”, the final scope of Services negotiated between City and the successful Proposer shall be set forth in the Maintenance Services Agreement (“Agreement”) executed by and between City and the successful Proposer. A copy of the Agreement is attached hereto as Exhibit “B” and incorporated herein by this reference.

1. Public Works Prevailing Wage and Contractor Registration (if applicable)

Certain labor categories under this project may be subject to prevailing wages as identified in the State of California Labor Code commencing at sections 1720 et seq. and 1770 et seq. If applicable, employees working in these categories at the site must be paid not less than the basic hourly rates of pay and fringe benefits established by the California Department of Industrial Relations. Copies of the State of California wage schedules are available for review at www.dir.ca.gov/dlsr/. In addition, a copy of the prevailing rate of per diem wages will be made available at the City’s Public Works Department upon request. The successful bidder shall post a copy of the prevailing wage rates at each job site. It shall be mandatory upon the Bidder to whom the Contract is awarded, and upon any subcontractors, to comply with all Labor Code provisions, which include but are not limited to the payment of not less than the said specified prevailing wage rates to all workers employed by them in the execution of the Contract, employment of apprentices, hours of labor and debarment of contractors and subcontractors. If the total compensation under the contract will exceed $25,000 and pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations (“DIR”). No bid shall be accepted, nor any contract entered into without proof of the contractor’s and subcontractors’ current registration with the DIR to perform public work.

If awarded a contract, the bidder and its subcontractors, of any tier, shall maintain active registration with the DIR for the duration of the Project. The contract awarded pursuant to this proposal may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations.

B. City Contact for this RFP

The principal contact for the City regarding this RFP will be Jennifer Broadnax, Procurement Contract Specialist for the Purchasing Division, financepurchasing@sbcity.org or a designated representative, who will coordinate the assistance to be provided by the City to the Proposer.

C. Requests for Clarification

All questions, requests for interpretations or clarifications, either administrative or technical, must be requested in writing and submitted exclusively through the PlanetBids system. Questions submitted by any other method, including email or phone, will not be accepted or considered. Questions must be submitted via the PlanetBids portal.

All written questions, if answered, will be issued to all prospective proposers via notification through PlanetBids. Oral statements regarding this RFP by any person should be considered unverified information unless confirmed in writing. To ensure a response, questions must be submitted through PlanetBids before 3:00 PM local time on the date identified in the Proposal Schedule. Each Proposer is responsible for ensuring that it has received all addenda, clarifications, supplemental information, and responses to questions prior to submitting a proposal.

D. Pre-Proposal Meeting – MANDATORY

Each Proposer is requested to attend a MANDATORY pre-proposal meeting to be held on August 13, 2026, from 8:00 AM to 9:30 AM at 187 South Pershing Avenue, San Bernardino, CA 92408. Failure to attend this meeting will preclude a Proposer from submitting a proposal. Attendance at the pre-proposal meeting will ensure the Proposer understands the full scope of the services requested.

E. Content and Format of Proposal

Proposals shall be concise, well organized and demonstrate qualifications and applicable experience. Proposals shall include one (1) electronic proposal submitted to Planetbids. Proposals shall be organized, tabbed, and numbered in the order presented below. Proposals must include page numbers for all pages in the proposal.

Proposals shall be in the following order and shall include:

1. Executive Summary: Summarize the content of your proposal in a clear and concise manner.

2. Table of Contents

3. Identification of Proposer

a. Legal name and address of the company.

b. Legal form of company (partnership, corporation).

c. If company is a wholly owned subsidiary of a “parent company,” identify the “parent company.”

d. Name, title, address and telephone number of the proposed representative to contact concerning the Proposal Submittal.

e. California Business License Number

4. Staffing Resources

a. Firm Staffing and Key Personnel

(i) Provide the number of staff to be assigned to perform the

Services and the names/discipline/job title of each as well as your firm’s capacity to provide additional personnel as needed.

(ii) Identify three (3) persons that shall be principally responsible for working with the City. Indicate the role and responsibility of each individual. If the Proposer is chosen as a finalist, these principal individuals must attend the interview and in-person presentation.

(iii) Describe proposed team organization, including identification and responsibilities of key personnel. Please include one-page resumes.

(iv) Provide brief biographies of individuals that shall be working directly with the City.

b. Subcontractors

(i) The Proposer shall identify functions that are likely to be subcontracted and identify the subcontractor(s) that is anticipated to perform each function, if known at this time.

5. Fiscal Stability:

a. The Proposer should provide evidence of corporate stability including:

(i) A current report from any commercial credit rating service such as Dunn and Bradstreet or Experian; or

(ii) A letter from a financial institution stating a current line of credit; and

(iii) Latest audited financial statement and/or annual report that has been certified by a CPA. This information will remain confidential and is not subject to public disclosure.

6. Experience and Technical Competence:

a. Experience

(i) The Proposer shall provide a description of how the Proposer’s experience, technical and professional skills will meet the goals and fulfill the general functions identified in this RFP.

(ii) Describe the past experience of the staff to be assigned to perform the Services in performing similar services.

(iii) The Proposer shall state the number of years the firm has conducted business. Proposer must have at least four (4) years’ experience in providing the required scope of Services for public clients.

(iv) Provide three (3) references regarding the Proposer’s experience and performance performing similar services.

Include the following information: (1) Organization/City, contact name, phone number, e-mail address; and (2) project size and description, if applicable, and description of services.

(v) Describe the Proposer’s local experience and knowledge of City.

b. Project Specific Experience

(i) The Proposer shall provide a description of the three most relevant service contracts held within the last five years, one page per project, to include:

(a) Role of the firm

(b) Dollar value of the services

(c) Dollar value of the fee

(d) Description of services

(e) Staffing

(f) Duration of providing services

(g) Relationship to client

(h) Contact name, position, entity name, telephone number, fax number and e-mail address for each project.

(ii) If any of the following has occurred, please describe in detail:

(a) Failure to enter into a contract or professional services agreement once selected.

(b) Withdrawal of a proposal as a result of an error.

(c) Termination or failure to complete a contract.

(d) Debarment by any municipal, county, state, federal or local agency.

(e) Involvement in litigation, arbitration or mediation.

Conviction of the firm or its principals for violating a state or federal antitrust law by bid or proposal rigging, collusion, or restrictive competition between bidders or proposers, or conviction of violating any other federal or state law related to bidding or professional services performance. Knowing concealment of any deficiency in the performance of a prior contract.

(f) Falsification of information or submission of deceptive or fraudulent statements in connection with a contract.

(g) Willful disregard for applicable rules, laws or regulations.

Information regarding any of the above may, at the sole discretion of the City, be deemed to indicate an unsatisfactory record of performance.

c. Technical Competence

(i) Description of in-house resources (i.e., computer capabilities, software applications, modem protocol, modeling programs, etc.)

(ii) Ability to draw upon multi-disciplinary staff to address the Services requested in this RFP.

7. Proposed Method to Accomplish the Work: Describe the technical and management approach to providing the Services to the City. Proposer should take into account the scope of the Services, goals of the City, and general functions required. Include a draft first year schedule of tasks, milestones, and deliverables that will provide for timely provision of the Services. In reviewing the scope of Services and goals described in Exhibit “A”, the Proposer may identify additional necessary tasks and is invited to bring these to the City’s attention within the discussion of its proposed method to accomplish the work.

8. Fee Proposal: Please provide a fee proposal for the scope of Services.

The fee proposal shall include hourly rates for all personnel for “Additional Work” (as such term is defined in the proposed Agreement attached hereto as Exhibit “B”).

9. Insurance: See the Agreement, attached hereto as Exhibit “B”, for a description of the insurance requirements

10. Litigation: Provide litigation history for any claims filed by your firm or against your firm related to the provision of Services in the last five (5) years.

11. Other Information: This section shall contain all other pertinent information regarding the following:

a. Demonstration of record of staffing tasks efficiently and completing projects on time and within the allocated budget.

b. Description of community involvement.

c. Description of any previous involvement with the City.

d. A statement that the Proposer has not conflicts of interest in connection with providing the Services.

12. Certification of Proposal: This section shall state:

“The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.”

13. Appendices

14. Bid Guarantee: Proposer shall submit a bid bond, certified check, or cashier's check in an amount not less than ten percent (10%) of the total proposal amount, as described in the Notice Inviting Proposals.

F. No Deviations from the RFP

In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted in the proposal and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein.

[CONTINUES ON FOLLOWING PAGE]

G. Selection Process

1. The City will evaluate proposals based on the following criteria:

CRITERIA WEIGHT (%)

a. The Proposer is properly licensed to practice in the State of California. (Pass/Fail)

Pass/Fail

b. The Proposer has no conflict of interest with regard to any other work performed by the firm for the City. (Pass/Fail)

Pass/Fail

c. Clarity and conformance of proposal to the RFP. 10 %

d. Content of the proposal. 25 %

e. Proposer’s experience and performance. 20 %

f. Team members’ experience and performance. 15 %

g. Fee proposal. 25 %

h. Comments by references. 5 %

i. Exceptions/Deviations to RFP/Agreement Template (Pass/Fail)

Pass/Fail

j. History of litigation within the past 5 years. (Pass/Fail) Pass/Fail

TOTAL 100 %

NOTE: A ‘fail’ designation in any Pass/Fail criterion will result in disqualification of the proposal.

2. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

3. It is the City’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Services. The City reserves the right to reject all proposals, select by proposal review only or interview as needed. Certain Proposers may be selected to make a brief presentation and oral interview after which a final selection will be made.

The successful Proposer will be selected on the basis of information provided in the RFP, in-person presentations, and the results of the City’s research and investigation. Upon selection of a Proposer, the City will endeavor to negotiate a mutually agreeable Agreement with the selected

Proposer. In the event that the City is unable to reach agreement, the City will proceed, at its sole discretion, to negotiate with the next Proposer selected by the City. The City reserves the right to contract for services in the manner that most benefits the City including awarding more than one contract if desired.

4. After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Council concerning the proposed Agreement. The City Council has the final authority to approve or reject the Agreement.

H. Protests

1. Protest Contents: Protests based on the content of the RFP shall be submitted to the City no later than ten (10) calendar days prior to the scheduled proposal submittal deadline. If necessary, the proposal submittal deadline may be extended pending a resolution of the protest. Proposer may protest a contract award if the Proposer believes that the award was inconsistent with City policy or this RFP is not in compliance with law. A protest must be filed in writing with the City (email is not acceptable) within five (5) business days after receipt of notification of the contract award. Any protest submitted after 5 p.m. of the fifth business day after notification of the contract award will be rejected by the City as invalid and the Proposer’s failure to timely file a protest shall waive the Proposer’s right to protest the contract award. The Proposer’s protest must include supporting documentation, legal authorities in support of the grounds for the protest and the name, address and telephone number of the person representing the Proposer for purposes of the protest. Any matters not set forth in the protest shall be deemed waived.

2. City Review: The City will review and evaluate the basis of the protest, provided that the protest is filed in strict conformity with the foregoing. The City shall provide the Proposer submitting the protest with a written statement concurring with or denying the protest. Action by the City relative to the protest will be final and not subject to appeal or reconsideration. The procedure and time limits set forth in this section are mandatory and are the Proposer’s sole and exclusive remedy in the event of protest. Failure to comply with these procedures shall constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

[CONTINUES ON FOLLOWING PAGE]

I. Proposal Schedule

The tentative schedule is as follows:

EVENT DATE

Release of Request for Proposal July 29, 2026

Pre-Proposal Meeting - Mandatory Location:

187 South Pershing Avenue, San Bernardino, CA 92408

August 13, 2026

8:00 AM – 9:30 AM

Last Day to Submit Questions for Clarification received by the City before 3:00 PM

August 18, 2026

Clarifications Issued by City by the end of the day August 20, 2026

Deadline for Receipt of Proposals submitted before 3:00 PM

August 28, 2026

Evaluations of Proposals Completed September 10, 2026

Interview of Finalist(s) TBD

Vendor Selection September 2026

City Council Approval October 2026

Vendor Award (Agreement through DocuSign) Note: Award notification is pending Council approval, when applicable.

October 2026

Purchase Order Issuance November 2026

The above scheduled dates are tentative, and City retains the sole discretion to adjust the above schedule. Nothing set forth herein shall be deemed to bind City to award a contract for the above-described professional Services and City retains the sole discretion to cancel or modify any part of or all of this RFP at any time.

J. Submittal Requirements

1. General: It is strongly recommended that the Proposer submit proposals in the format identified in this RFP to allow the City to fully evaluate and compare the proposal. All requirements and questions in the RFP should be addressed and all requested data shall be supplied. The City reserves the right to request additional information which, in the City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the Agreement.

2. Preparation: Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstrated capability to perform the Services. Expensive bindings and promotional materials, etc., are not necessary or desired. However, technical literature that supports the approach to providing the Services and work plan should be forwarded as part of the proposal. Emphasis should be concentrated on completeness, approach to the work and clarity of proposal.

3. Site Examination: Proposers may visit the City and its physical facilities to determine the local conditions which may in any way affect the performance of the work; familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement.

4. Authorization: The proposal shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Proposer.

5. Confidentiality of Proposal: Pursuant to Michaelis, Montanari, & Johnson

v. Superior Court (2006) 38 Cal.4th 1065, proposals submitted in response to this RFP shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Proposer have completed negotiations and entered into an Agreement or City has rejected all proposals. All correspondence with the City including responses to this RFP shall become the exclusive property of the City and shall become public records under the California Public Records Act.

Furthermore, the City shall have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement.

If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public Records Act, the Proposer must mark it as such and state the specific provision in the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information that a Proposer submits is a trade secret. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information.

Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this procurement.

6. Submittal Instructions: Electronic PDF file format via Planetbids. Please allow time for system to process your proposal. The proposal must be received before 3:00 PM local time, on or before August 28, 2026. The City shall not be responsible for proposals that are not received on time.

The City will not be responsible for and will not accept late bids due to slow internet connections, or incomplete transmissions.

K. General Conditions

1. Federal Requirements: If the Services are funded through a federal funding source, the successful Proposer and its subcontractors shall be required to take cognizance of and comply with all requirements set forth in the Federal Requirements, attached hereto as Exhibit “C”, and incorporated herein by this reference.

2. Amendments to RFP: The City reserves the right to amend the RFP and issue to all Proposers an addendum.

3. Amendments to Proposals: Unless specifically requested by the City, no amendment, addendum or modification shall be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals.

4. Non-Responsive Proposals: A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

5. Costs for Preparing: The City shall not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

6. Cancellation of RFP: City reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other marketing costs associated with this RFP.

7. Price Validity: Prices provided by Proposers in response to this RFP are valid for 120 days from the proposal due date. The City intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete, and the contract is awarded.

8. No Commitment to Award: Issuance of this RFP and receipt of proposals does not commit the City to award a contract. City expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Proposer concurrently, or to cancel all or part of this RFP.

9. Right to Negotiate and/or Reject Proposals: City reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of City, such action shall serve its best interests and those of the tax-paying public. The Proposers are encouraged to submit their best prices in their proposals, and City intends to negotiate only with the Proposer(s) whose proposal most closely meets City’s requirements at the lowest estimated cost. The Agreement, if any is awarded, shall go to the Proposer whose proposal best meets City’s requirements.

10. Non-Discrimination: The City does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract.

11. Minor Irregularities: City reserves the right to waive any minor irregularity, informality, or non-substantive deficiency in a proposal. A minor irregularity is one that:

a. Does not affect the responsiveness of the proposal;

b. Is merely a matter of form or format;

c. Does not change the relative standing or otherwise prejudice other proposals;

d. Does not change the meaning or scope of the RFP;

e. Is trivial, negligible, or immaterial in nature;

f. Does not reflect a material change in the work; or

g. Does not constitute a substantial reservation against a requirement or provision.

In such cases, the Proposer may be notified of the deficiency and provided an opportunity to correct the irregularity, defect, or variation, or the City may elect to waive the deficiency and accept the proposal. The decision to waive a deficiency shall not modify or compromise the overall intent of the RFP or excuse the Proposer from full compliance with all material requirements if awarded a contract.

Publication Date of RFP: July 29, 2026

[END OF SECTION]

EXHIBIT A

PROPOSED SCOPE OF SERVICES/SCHEDULE OF CHARGES

RECOMMISSIONING OF THE CITY OF SAN BERNARDINO COMPRESSED NATURAL GAS

(CNG) FUELING STATION

This Scope of Services constitutes a public work. Each Proposer shall furnish a Bid Bond in an amount not less than ten percent (10%) of the total evaluated proposal amount with its proposal.

The selected Contractor shall furnish Performance and Payment Bonds, each in the amount of one hundred percent (100%) of the Contract price, prior to execution of the Agreement, as further described in the Notice Inviting Proposals and Contract Documents. The Contractor and all subcontractors shall maintain all licenses, registrations, permits, certifications, and qualifications required to perform the Work, including active registration with the California Department of Industrial Relations when required.

1. Project Overview

The City of San Bernardino is seeking the services of a qualified contractor experienced in the inspection, repair, testing, commissioning, and maintenance of Compressed Natural Gas (CNG) fueling stations to restore the City's CNG fueling station to full operational status and provide ongoing preventive and corrective maintenance services.

The station is located at 187 South Pershing Avenue, San Bernardino, California. The facility was constructed in approximately 2019 through 2020 and includes:

• Six CNG fuel dispensers

• Two CNG compressors

• High-pressure storage vessels

• Gas drying equipment

• Electrical distribution and control systems

• Emergency shutdown systems

• Gas detection equipment

• Associated piping, valves, instrumentation, mechanical systems, and safety equipment

The station has been out of service for approximately two and one-half years and must be comprehensively evaluated before being returned to operation.

The City does not represent that the station or any component is currently functional, complete, code-compliant, free from defects, or capable of recommissioning without repair or replacement.

Proposers shall independently evaluate the station and identify all work reasonably necessary to restore safe, reliable, and compliant operation.

2. Scope of Services

The Contractor shall furnish all labor, supervision, tools, equipment, testing equipment, materials, replacement parts as authorized, permits as required, and technical expertise necessary to inspect, repair, test, certify, recommission, and maintain the CNG fueling station.

Services shall include, but are not limited to, the following:

PHASE I: ASSESSMENT, DIAGNOSTIC TESTING, AND RECOMMISSIONING PLAN

A. Initial Site Assessment

• Conduct a comprehensive site inspection.

• Review available equipment records, maintenance history, and manufacturer documentation.

• Identify missing, damaged, obsolete, or deteriorated equipment.

• Document existing station conditions.

• Prepare an inspection report identifying deficiencies and recommended corrective actions.

B. Mechanical Inspection

Inspect and evaluate the condition and operation of:

• CNG compressors

• Compressor motors and drives

• Gas dryers

• Lubrication systems

• Oil separators

• Pressure regulators

• Pressure relief devices

• Storage vessels

• Cascade storage system

• High-pressure piping

• Isolation valves

• Check valves

• Manual valves

• Flexible hoses

• Fuel dispensers

• Breakaway devices

• Nozzles

• Filters

• Pressure gauges

• Mechanical supports

• Anchors

• Equipment foundations

C. Electrical and Controls Inspection

Inspect and test:

• Electrical distribution equipment

• Disconnect switches

• Motor control centers

• Variable frequency drives

• PLC systems

• Human Machine Interface (HMI)

• Control panels

• Instrumentation

• Communication systems

• Emergency stop circuits

D. Safety Systems Inspection

Inspect and verify proper operation of:

• Gas detection system

• Emergency shutdown system

• Fire alarm interfaces

• Ventilation systems

• Pressure relief systems

• Emergency isolation valves

• Warning devices

• Audible alarms

• Visual alarms

• Safety signage

• Lockout/Tagout provisions

E. Testing

Perform all necessary testing including:

• Leak testing

• Pressure testing

• Functional testing

• Instrument calibration

• Electrical testing

• Compressor operational testing

• Dispenser operational testing

• Flow verification

• Fuel metering verification

• Automatic sequencing verification

• Storage cascade operation

• Alarm testing

• Emergency shutdown testing

• System startup testing

• Full operational performance testing

F. Phase I Assessment Report and Recommissioning Plan

Upon completion of the inspections and testing required under Phase I, the Contractor shall submit a written Assessment Report and Recommissioning Plan to the City. The report shall include, at a minimum:

• A summary of the inspections and diagnostic testing performed.

• An inventory of the major equipment and components inspected, including manufacturer, model, serial number, condition, and operational status, when available.

• Identification of missing, damaged, failed, obsolete, deteriorated, unsupported, or noncompliant equipment and components.

• Identification of immediate safety hazards or conditions requiring isolation or prompt corrective action.

• Recommended repairs, replacements, adjustments, calibrations, testing, and other corrective actions required to safely recommission the station.

• Identification of any equipment that cannot be economically repaired or reasonably supported.

• An itemized cost estimate for the recommended work, including estimated labor hours by classification, materials, parts, equipment, subcontractor costs, freight, permits, and applicable markups.

• A proposed schedule and sequence for completing the recommended Phase II work.

• Identification of required permits, inspections, utility coordination, manufacturer support, or regulatory approvals.

• Identification of long-lead materials, anticipated station downtime, assumptions, exclusions, and conditions that may affect cost or schedule.

• A recommended preventive maintenance schedule following recommissioning.

• Photographs, test results, and other supporting documentation.

No repair, replacement, modification, or corrective work beyond minor incidental diagnostic activities shall proceed without prior written authorization from the City. The City may authorize all, part, or none of the recommended Phase II work.

PHASE II: AUTHORIZED REPAIRS, TESTING, AND RECOMMISSIONING

G. City Authorization

The City may authorize all, part, or none of the recommended corrective work. Authorization shall be provided through a written Notice to Proceed, task authorization, purchase order, or other written direction issued by an authorized City representative. The Contractor shall not exceed the authorized scope or amount without prior written approval.

H. Repairs

The Contractor shall:

• Identify failed or damaged components.

• Submit repair recommendations and cost estimates.

• Replace defective equipment upon City authorization.

• Install OEM or equivalent replacement parts.

• Adjust, calibrate, lubricate, and service equipment as required.

Repairs performed under this Section are part of Phase II and shall be priced according to the authorized time-and-materials rates in the Vendor Quote Form. Maintenance services following recommissioning shall be priced separately under Phase III.

I. Recommissioning

After repairs are completed, the Contractor shall:

• Start up all station systems.

• Verify proper compressor operation.

• Verify proper dispenser operation.

• Verify communication between all station controls.

• Verify storage sequencing.

• Confirm proper fueling performance.

• Demonstrate reliable station operation under normal operating conditions.

J. Regulatory Compliance

Verify the station complies with all applicable requirements, including but not limited to:

• Applicable federal regulations

• State of California requirements

• Local jurisdiction requirements

• Fire Department requirements

• Building and Electrical Code requirements

• Applicable NFPA standards

• Manufacturer specifications

• Industry best practices

Coordinate with the City to facilitate inspections required for recommissioning.

K. Documentation

Provide:

• Inspection reports

• Test reports

• Calibration reports

• Leak test documentation

• Pressure test documentation

• Repair records

• Equipment condition assessment

• Recommended maintenance schedule

• Final recommissioning report

PHASE III: ONGOING PREVENTIVE AND CORRECTIVE MAINTENANCE

L. Preventive & Corrective Ongoing Maintenance

Following successful recommissioning and City acceptance of the station, the Contractor shall provide ongoing preventive and corrective maintenance services to sustain the station's safe and reliable operation, including:

• Preventive Maintenance (PM): Scheduled inspections and servicing at defined intervals

— monthly, quarterly, and annual, as applicable by component and manufacturer recommendation — covering compressors, dryers, storage vessels, dispensers, piping, valves, controls, electrical systems, and safety/gas detection equipment.

• Corrective Maintenance: Diagnosis and repair of equipment malfunctions, failures, or unscheduled outages identified during PM visits or reported by the City.

• Emergency Response: On-call response to station-down conditions, with a maximum response turnaround time of 24 hours from City notification.

• Routine Servicing: Calibration, lubrication, adjustment, and minor parts replacement as needed to maintain equipment within manufacturer specifications.

• Reporting: Monthly maintenance activity reports to the City documenting work performed, equipment condition, and any recommended repairs outside routine PM scope.

• Term: Ongoing maintenance services shall commence upon City acceptance of recommissioning and continue for an initial one-year term. The City shall have the option, at its sole discretion, to extend the maintenance services for up to four additional one-year terms. Pricing shall be provided as set forth in the Vendor Quote Form under Phase III.

PROPOSAL CHECKLIST

(as detailed in Chapter II. Request for Proposals, Section E. of the RFP)

# REQUIRED DOCUMENT INCLUDED IN BID

PACKAGE

1. Required - Proposal

Technical Proposal

• Executive Summary (E.1)

• Table of Contents (E.2)

• Identification of Proposer (E.3)

• Staffing Resources (e.g., Assigned Personnel experience) (E.4)

• Experience and Technical Competence (E.6)

• Proposed Method to Accomplish the Work (E.7)

• Litigation History (if any) (E.10)

• Other Information (pertinent to proposal) (E.11)

Completion of other similar projects;

Community involvement (if any);

Prior projects, agreements, involvement with the City (if any);

No Conflict-of-Interest statement.

• Certification of Proposal (E.12) “The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.”

• Appendices (E.13)

• Statement of “No Deviations from RFP” (F.)

If proposer does not take any exceptions or deviations from the terms and conditions indicated in the agreement, then the proposer must indicate this information by making a statement within the proposal documents.

Fiscal Stability (E.5)

• Current report from any Commercial Credit Rating Service (e.g. Dunn &

Bradstreet);or

• Line of credit; and

• Financial Statement.

2. Required - Fee Proposal (E.8) ☐

3. Required - Certificate of Insurance (E.9) ☐

4. Required - Vendor Quote Form ☐

5. Required - Acknowledgement of Insurance Requirements ☐

6. Required - Applicable Licenses & DIR Registration ☐

7. Required - Bid Bond (10%) (E.14) ☐

8. Optional - DBE Form ☐

Submittal Instructions: Electronic PDF file format via Planetbids on the date and time stated in the RFP. Please allow time for system to process your proposal. The City shall not be responsible for proposals that are not received on time. The City will not be responsible for and will not accept late bids due to slow internet connection, or incomplete transmissions.

CERTIFICATION OF PROPOSAL

(Required Submittal)

VENDOR NAME: PHONE:

ADDRESS:

The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.

The undersigned further certifies that they are legally authorized to submit this proposal and to bind the entity on whose behalf this proposal is submitted, and that the information contained herein is true and correct to the best of their knowledge.

This proposal shall remain valid for a period of not less than 120 calendar days from the date of submission.

☐ This proposal includes exceptions to the RFP.

If checked, please identify the page number(s) and section(s) where exceptions appear:

☐ This proposal does not include exceptions to the RFP.

SUBMITTED BY: DATE: ___________________

(Authorized Representative Signature)

PRINT NAME: TITLE: ___________________

VENDOR QUOTE FORM

The undersigned hereby submits the following price quote in response to the above-referenced RFP. Pricing includes all labor, materials, equipment, transportation, and services necessary to perform the work described in the RFP.

ITEM

NO.

DESCRIPTION

EVALUATION

QUANTITY

UNIT

UNIT COST TOTAL

AMOUNT

1. Phase I: Assessment, Diagnostic Testing, and Recommissioning Plan 1 LS

2.

Phase II: Authorized Repairs, Testing, and Recommissioning

1 Allowance

3.

Phase III-A: Preventive Maintenance Services for Initial One-Year Term, with Four Optional One-Year Extensions

1 LS

4.

Phase III-B: Corrective Maintenance during Regular Business Hours

[____] Hour

5.

Phase III-C: Emergency and After-Hours Corrective Maintenance

[____] Hour

6.

Parts and Materials Markup

[____] Est. Cost

7.

Subcontractor Markup

[____] Est. Cost

TOTAL AMOUNT $_________

Total Number of Additional Pages:

I declare under penalty of perjury that the information provided herein is true and correct.

SUBMITTED BY: DATE: ___________________

LIC. NO: CLASSIFICATION: DIR REG. NO: _______________

ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

The Proposer shall demonstrate the willingness and ability to provide the required insurance coverage as set forth in the City requirements within ten (10) calendar days of notification of selection for contract award. The insurance requirements are detailed below:

COVERAGE TYPE MINIMUM POLICY LIMITS

Commercial General Liability

$2,000,000 per occurrence/$4,000,000 aggregate for bodily injury, personal injury, and property damage

Automobile Liability

$1,000,000 per occurrence for bodily injury and property damage

Employer’s Liability

$1,000,000 per occurrence

Professional Liability

$1,000,000 per claim and aggregate (errors and omissions)

Contractor’s Pollution Liability

$1,000,000 per occurrence and $2,000,000 aggregate

By signing below, the Proposer acknowledges that they have reviewed the City’s insurance requirements and confirm their ability to meet these requirements within the specified timeframe.

SUBMITTED BY: DATE: ___________________

BID GUARANTEE

BID BOND

[Note: Not required when other form of Bidder’s Security, e.g. cash, certified check or cashier’s check, accom-panies Bid.]

The makers of this bond are, _____________________________________________, as Principal, and ______________________________________________________, as Surety and are held and firmly bound unto the CITY OF SAN BERNARDINO , with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, California 92401, hereinafter called the City, in the penal sum of TEN PERCENT (10%) OF THE TOTAL BID PRICE of the Principal submitted to the City for the work described below, for the payment of which sum in lawful money of the United States, well and truly to be made, we bind ourselves, our heirs, exec-utors, administrators, successors and assigns, jointly and severally, firmly by these presents.

THE CONDITION OF THIS OBLIGATION IS SUCH that whereas the Principal has submitted the accompanying bid dated _____________, 20 ____, for RFP F-27-1061 CNG Fueling Station Recommissioning And…