Request for Proposal for Emergency Water Systems Repair Services City of El Segundo Public Works Department

City of El Segundo

REQUEST FOR PROPOSALS

for

Emergency Water Systems Repair Services

RFP Number: 26-04 RFP Title: Emergency Water Systems

Repair Services Requesting Department: Public Works Request for Proposal (RFP) Release Date: June 15, 2026 Mandatory Walk Through Date: June 23, 2026 9:00 a.m.

Proposal Due Date: July 8, 2026 11:00 a.m.

Notice is hereby given that sealed proposals will be received in the Office of the City Clerk, City Hall, 350 Main Street, El Segundo, California 90245 until 11:00 a.m. (PST), July 8, 2026.

A Mandatory Walk Through is scheduled for Tuesday, June 23, 2026 at 9:00 a.m. (PST) at City Hall Courtyard, 350 Main Street, El Segundo, California 90245

Interested parties may obtain a copy of this RFP by accessing the City Of El Segundo website:

https://www.elsegundo.org/government/departments/city-clerk/bid-rfp

The City of El Segundo Public Works Department is soliciting proposals for Emergency Water Systems Repair Services

1. It is the Bidder’s responsibility to read the entire RFP and to comply with all requirements herein.

2. The scope of the RFP is summarized in the Scope of Services – Section IV

3. Each Bidder must provide the following included in their response:

a. All Exhibits B through F

b. Completed Pricing Sheet – Exhibit G

4. To be considered, proposers must submit three (3) original hard copies and one (1) copy emailed to allcityclerks@elsegundo.org of their proposal. Each response must be submitted in a sealed envelope and clearly marked:

“RFP #26-04 Emergency Water Systems Repair Services”

Failure to identify the proposal on the envelope may result in disqualification of the proposal.

Sealed proposals must be submitted to the Office of the City Clerk at 350 Main Street, El Segundo, California 90245. Responses will be received until 11:00 a.m. Pacific Standard Time on July 8, 2026.

5. Late submittals will not be accepted.

6. City of El Segundo will not accept faxes of the above submittals

7. Any and all updates, addenda, questions and answers and changes to this RFP will be distributed through the Bid/RFP webpage. The City shall not be held responsible or liable if interested bidders or proposals miss any information relevant to this RFP.

TABLE OF CONTENTS

SECTION I. DEFINITIONS 1

SECTION II. INSTRUCTIONS FOR BIDDERS 2

A. MANDATORY WALK-THROUGH MEETING 2

B. FILING DATE 2

C. RESERVATIONS 2

D. BID FORM 3

E. THE CONTRACT 3

F. DISCREPANCIES AND OMISSIONS 3

G. CONTINGENCIES 3

SECTION III. MINIMUM REQUIREMENTS 4

A. BUSINESS LICENSE

B. STATE LICENSE

C. PREVAILING WAGE 4

D. REPRESENTATIVES 4

E. CITY REPRESENTATIVES 5

F. VENDOR REPRESENTATIVE 5

G. EMPLOYEE CONDUCT 5

H. RFP RESPONSE FORMAT AND SUBMISSION REQUIREMENTS 5

SECTION IV. SCOPE OF SERVICES 9

A. LOCATION OF WORK 10

B. WORKING HOURS 10

C. RESPONSE SCHEDULE 10

D. CITY RESPONSIBILITIES 10

E. VENDOR’S RESPONSIBILITIES 11

F. REPAIR STANDARD 11

G. MATERIALS AND SUPPLIES 11

H. DISPOSAL OF MATERIALS

I. PHYSICAL LOCATION OF UNDERGROUND UTILITIES

J. PROTECTION OF EXISTING FACILITIES

K. UTILITIES TO BE REMOVED/RELOCATED

L. RESTORATION OF PAVEMENT

M. NOISE ABATEMENT

N. WARRANTY AND SCHEDULED MAINTENANCE

SECTION V. SELECTION PROCESS 14

A. INITIAL SCREENING 14

B. EVALUATION ACTIVITIES 15

C. TENTATIVE SCHEDULE 15

D. NOTES 16

E. ATTACHMENTS 16

SECTION I – DEFINITIONS

The words defined in this Section shall have the meanings set forth below whenever they appear in this RFP, unless: (a) the context in which they are used clearly requires a different meaning; or

(b) a different definition is prescribed for a particular "Part" or provision.

1. Addenda - written or graphic instruments issued only by the City prior to the opening of bids which clarify, correct, or change the bidding documents or the contract documents.

2. Amendment - method of changing the terms and conditions or requirements of a contract beyond what is specifically allowed by the contract.

3. Award - the acceptance of a bid, offer, or proposal by the proper authority.

4. Bidder, Offeror, Proposer, Vendor - a person who submits a response to an invitation for bids.

5. City – The City of El Segundo

6. Contractor – Usually refers to the successful vendor to whom the contract is awarded.

However, it could also refer to a Bidder, Proposer or Vendor.

7. Brand Names or Equal Specifications - specifications limited to one or more items by manufacturers' names or catalog numbers to describe the standard of quality, performance or other salient characteristics needed to meet the City's requirements and which provides for the submission of equivalent products.

8. Brand Name Specification - a specification limited to one (1) or more items by manufacturers' names or catalogs.

9. Change Order - written order issued on or after the effective date of the agreement to correct errors, omissions, or discrepancies in purchase orders to cover acceptable overruns and freight costs, incorporate requirements to expand or reduce the scope of commodities or services ordered, or to meet unforeseen field, regulatory or market conditions; or a written order authorized by the proper authority, authorizing additions, deletions or revisions in the work or an adjustment on the contract price at times in accordance with the change order clause of a construction contract and signed by City and Contractor.

10. Contractor’s Representative - an individual designated by the bidder or Contractor to act on its behalf and with the authority to legally bind the bidder or Contractor concerning the terms and conditions set forth in bid/proposal and contract documents.

11. Cure Letter - a letter sent to the Contractor as a result of poor performance or for failure to comply with the requirements outlined in these specifications. Typically, the Contractor has 30-60 days to comply or face termination of the contract for cause.

12. Engineer - The City Engineer, or designee, as defined in the Greenbook. Unless otherwise provided, all correspondence and decisions made relative to the contract will be by the City Engineer or his/her designated representative.

13. Public Works Director - The City’s Public Works Director, or designee

SECTION II – INSTRUCTIONS TO BIDDERS

A. Mandatory Walk-Through Meeting A pre-bid meeting is scheduled for Tuesday, June 23, 2026 at 9:00am PST, at City Hall Courtyard, 350 Main Street, El Segundo, CA 90245. Bidders’ attendance at this meeting is mandatory. If a bidder fails to attend the meeting, the bidder will be deemed as disqualified.

B. Filing Date All proposals must be received at or before 11:00 a.m. (PST), July 8, 2026. Copies of all forms, specifications, and exhibits are available from the City website at https://www.elsegundo.org/government/departments/city-clerk/bid-rfp

C. Reservations The City Council reserves the right to reject any and all bids/proposals received; to take all bids/proposals under advisement for up to 120 days after opening; to waive any informality on any bid/proposal; and to be the sole judges of the relative merits of the material mentioned in the respective bids/proposals received. The Council also reserves the right to reject any item(s), award more than one contract for each of the items and reject bids/proposals that are not accompanied by the requested information.

D. Bid Form

• The proposal must be enclosed in an envelope and marked “RFP #26-04 On-Call Emergency Water Systems Repair Services” showing the bid number and addressed to the Office of the City Clerk, City Hall, 350 Main Street, El Segundo, California 90245.

• No telephone, email or facsimile bids will be accepted.

• If the proposal is made by an individual, it must be signed by the full name of the

Proposer and include the Proposer's complete address. If it is made by a firm/expert, it must be signed with the co-partnership name by a member of the firm/expert, and the name and full address of each member must be given. If it is made by a corporation, it must be signed by the proper officer in the corporate name, and the corporate seal must be attached to such signature.

• The phraseology of the bid must not be altered in any way.

• Proposals are subject to acceptance by the City for a period of 120 days unless a different period is prescribed in the proposal by the bidder.

E. The Contract The Bidder to whom the award is made will be required to enter into a written contract with the City. A copy of the vendor’s proposal and the contract specifications may be attached to and will form a part of the contract. All materials, supplies, equipment, and services supplied by the vendor shall conform to the applicable requirements of State and Federal Laws covering Labor and Wages, as well as conforming to the specifications herein. In case of default by the vendor, the City reserves the right to procure the articles from other sources and to hold the vendor responsible for any excess costs incurred by the City.

F. Discrepancies or Omissions Vendors finding discrepancies or omissions in the RFP or having any doubts as to the meaning or intent of any part thereof shall submit such questions or concerns in writing electronically via https://www.elsegundo.org/government/departments/city-clerk/bid-rfp.

No responsibility will be accepted for oral instructions. Addenda issued in correspondence to this RFP shall be considered a part of this RFP and shall become part of any final Contract that may be derived from this RFP.

G. Contingencies

This RFP should not be considered as a Contract to purchase goods or services but is a Request for Proposal in accordance with the Terms and Conditions herein and will not necessarily give rise to a Contract.

Completion of this RFP form and its associated appendices are a requirement. Failure to do so may disqualify your RFP response submittal. Vendors must submit signed RFP responses by the due date and time as specified herein. Vendors will be considered non-responsive if the above requirements are not submitted as requested. If only one RFP response is received, the City reserves the right to reject the response and re-bid the RFP.

Any Scope of Services, Contingencies, Special Instruction and/or Terms and Conditions applicable to this RFP and any Contract derived thereafter shall be effective as of the issue date of Notice to Proceed (NTP), and shall remain in full force and effect until sixty

City of El Segundo Public Works Department

(60) days after the City has accepted the work in writing and has made final payment, unless sooner terminated by written agreement signed by both parties.

SECTION III – MINIMUM REQUIREMENTS

A. Business License The selected Vendor awarded a Contract shall be required to obtain a City of El Segundo Business License no later than five (5) business days from notification of award prior to being issued a contract. Awarded vendor must possess and maintain all appropriate licenses/certifications necessary to in the performance of duties required under this RFP and will provide copies of licenses/certifications immediately upon request throughout the term of the Contract.

B. State License No proposals will be accepted from a Vendor who has not been licensed in accordance with the provisions of the State Business and Professions Code. For this RFP, the acceptable class of license shall be “A” for the prime vendor. The subcontractor will also be required to possess the correct license for their project classifications.

C. Prevailing Wages Where labor is required for public work as a part of any requirement covered by this RFP, pursuant to the provisions of the Labor Code of the State of California, Vendor(s) shall pay no less than those minimum wages.

D. Representatives Should the awarded Vendor require the services of a third party to complete the Scope of Services indicated in this RFP, the awarded Vendor will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof. Any attempt by the awarded Vendor to so assign, transfer, or subcontract any rights, duties, or obligations arising hereunder shall be null, void and of no effect.

The awarded Vendor shall be solely responsible for the satisfactory work performance of all personnel engaged in performing the Services including Vendor’s subcontractor. All services shall be performed by the awarded Vendor or under the awarded Vendor’s direct supervision, and all personnel shall possess the qualifications, permits, and licenses required by state and local law to perform such services.

The awarded Vendor shall be responsible for payment of all employees’ and subcontractors’ wages and benefits and shall comply with all requirements pertaining to employer’s liability, workers' compensation, unemployment insurance, and Social Security. By its execution of this Agreement, Vendor certifies that it is aware of the provisions of Section 3700 of the California Labor Code that require every employer to be insured against liability for Worker’s Compensation or to undertake self-insurance in accordance with the provisions of the Code and agrees to comply with such provisions before commencing the performance of the services.

In case of default by the Vendor, the City may take the following actions which shall include but not be limited to; cancellation of any contract, purchase order, procurement of the articles of service from other sources and may deduct from unpaid balance due to the Vendor, or may bill for excess costs so paid, and the prices paid by the City shall be considered the prevailing market prices paid at the time such purchase is made, withholding of payment until final resolution. Cost of transportation, handling, and/or

City of El Segundo Public Works Department inspection on deliveries, or Vendors for delivery, which do not meet specifications, will be for the account of the Vendor.

E. City Representatives For the purposes of this Agreement, the contract administrator and City’s representative shall be Arianne Bola, or such other person as designated in writing by City (“City’s Representative). It shall be the Vendor’s responsibility to assure that City’s Representative is kept informed of the progress of the performance of the services, and the Vendor shall refer any decisions that must be made by City to City Representative. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the City Representative.

F. Vendor Representative For the purpose of this Agreement, _________________________________ is hereby designated as the representative of the successful Vendor authorized to act in its behalf with respect to the services specified herein and make all decisions in connection therewith (“Vendor’s Representative”). It is expressly understood that the experience, knowledge, capability and reputation of the Vendor’s Representative were a substantial inducement for City to enter into this Agreement. Therefore, the Vendor’s Representative shall be responsible during the term of this Agreement for directing all activities of Vendor and devoting enough time to personally supervise the services hereunder. The successful Vendor may not change the Vendor's Representative without prior written approval of the City’s Representative.

G. Employee Conduct All Vendor personnel must observe all City regulations in effect at the location where the Services are being conducted. While on City property, the Vendor’s personnel shall be subject to oversight by City staff. Under no circumstances shall the Vendor’s or Vendor’s sub-contractor personnel be deemed as employees of the City. Vendor or Vendor’s sub-contractor personnel shall not represent themselves to be employees of the City.

Vendor’s personnel will always make their best efforts to be responsive, polite, and cooperative when interacting with representatives of the City, or any other City employees.

Vendor’s personnel shall be required to work in a pleasant and professional manner with City employees, outside Vendors and the public. Nothing contained in this RFP shall be construed as granting the Vendor the sole right to supply personal or contractual services required by the City or without the proper City approval and the issuance of a Contract.

H. RFP Response Format and Submission Requirements Completion of this RFP form and its associated Exhibits are a requirement. To be considered responsive and evaluate RFP responses fairly and completely Vendors must comply with the format and submission requirements set out in this RFP, and provide all information requested. Failure to comply with this instruction will deem said RFP response as non-responsive and will not receive further consideration in the evaluation process.

If only one RFP response is received, the City reserves the right to discard the response, re-bid or proceed with an RFP review and negotiations.

All proposals, whether accepted or rejected, shall become the property of the City upon submission. Proposals must be received no later than 11:00 a.m. PST, July 8, 2026 to the following address:

City of El Segundo Public Works Department

City of El Segundo Office of the City Clerk

350 Main Street, El Segundo, California 90245

Proposals received after this time and date will not be considered.

Proposers shall provide: THREE (3) complete paper copies of the proposal in a sealed envelope with the company name and clearly marked with the words “RFP 26-04 On-Call Emergency Water Systems Repair Services and one (1) copy emailed to allcityclerks@elsegundo.org

Proposal Format and Content Proposers must follow the prescribed format. Do not include any extraneous or marketing material. Proposals shall include sections in the same order and format shown below.

Cover Letter/Introduction RFP responses must include the complete name and address of Vendor and the name, mailing address, email address, and telephone number of the contact person regarding the RFP response. A signature by an authorized representative must be included on each RFP response. Said signature will be considered confirmation of the Vendors ability and willingness to comply with all provisions stated herein.

Table of Contents The Table of Contents must be a comprehensive listing of the contents included in your RFP response. This section must include a clear definition of the material, exhibits and supplemental information identified by sequential page numbers and section reference numbers. Each section of the RFP response will be separated by a title page at the beginning of each section.

Executive Summary The Executive Summary shall condense and highlight the contents of the Vendor’s RFP response to provide the Evaluation Committee with a broad understanding of the Vendor's approach, proposal, experience and staffing.

Experience The Vendor shall provide a concise statement demonstrating the Vendor's qualifications, experience, expertise, and capability to perform the requirements of this RFP. Provide a brief history of your company, including;

The number of years in business, The firm’s service commitment to customers, If the firm is involved in any pending litigation that may affect its ability to provide its proposed solution or ongoing maintenance or support of its products and services.

A statement as to whether your firm is an individual proprietorship, partnership, corporation, or private nonprofit firm, and the date your company was formed or incorporated.

Third-Party/Subcontractors If the Vendor intends to subcontract, a detailed list of any sub-contractors, partners, or third-party Vendors who will be involved in the implementation of the proposed services including but not limited to:

Description of the Vendor’s experience with each of the proposed subcontractors, Five (5) customer references for each subcontractor to include references names, addresses, email addresses, and telephone numbers, for products and services like those described in this RFP, Describe the specific role of each.

Staff Biographies Submit the resumes of the individuals who will be performing the services for the City.

Resumes shall be formatted in the following order:

Position with the Company, Length of time with the Company, Licenses, registrations and certifications as required by law to perform the Scope of Work described herein, Educational background, Role in the Project, Experience with the minimum requirements stated herein, Work history on similar or like projects with the other municipalities.

Proposal Response Under this section Vendors shall provide a full, detailed response to the City’s Scope of Services listed herein. Vendors should be as thorough as possible in their response as it may be the only opportunity to convey information regarding your business, ability and qualifications to complete the services needed.

Exhibits A through G The following named Exhibit A through G are a requirement. All required exhibits must be completed and signed where required and submitted as required in this RFP.

Public Works Agreement In addition to the acceptance of the City’s Terms and Conditions, the successful Vendor will be required to enter into a Public Works Agreement (“PWA”) with the City of El Segundo, a “Sample” of which is found on Exhibit A. All requirements of said PWA must be completed by the successful Vendor and signed by both applicable parties prior to any services being rendered. This RFP sets forth some of the general provisions which may be included in the final PWA. In submitting a response to this RFP, Vendor will be deemed to have agreed to each clause. Any exceptions to this agreement must be noted at the time of submitting a proposal. If no exceptions are noted, the contract will be executed in the form provided. If the terms of the Agreement cannot be agreed upon for any reason, another vendor may be selected. Vendor will be required to obtain and, during the term of the contract, maintain insurance policies as detailed in the sample Agreement.

The initial contract term will be for five (5) years from the time of inception. By mutual agreement between the City and the Vendor, the contract may be renewed for one (1)

City of El Segundo Public Works Department optional five-year renewal terms, for a maximum contract period of ten (10) years from the start date.

Termination for Default The City may, by written notice of default to the vendor, terminate any resulting order in whole or in part should the vendor fail to make satisfactory progress or fail to remedy discrepancies within the time set forth in any Cure Letter sent to the Vendor by the Engineer. If, after notice of termination of this contract under the provisions of this clause, it is determined for any reason that the Vendor was not in default under the provisions of this clause, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Convenience clause. The rights and remedies of City provided under this article shall not be exclusive and are in addition to any other rights and remedies provided by law or under resulting order.

Termination for Convenience The City may - by written notice stating the extent and effective date - terminate any resulting contract for convenience in whole or in part, at any time. The City shall pay the vendor as full compensation for performance until such termination the services or pro-rate price for the delivered and accepted portion, and a reasonable amount, as costs of termination not otherwise recoverable from other sources by the Vendor as approved by the City. With respect to the undelivered or unacceptable portion of the Agreement, the amount of compensation shall in no event exceed the total price of the services rendered.

In no event shall the City be liable for any loss of profits on the resulting order or portion thereof so terminated. The rights and remedies of the City provided in this article shall not be exclusive and are in addition to any other rights and remedies provided by law or under resulting order.

Acknowledgement of Insurance Vendors must meet all insurance requirements as outlined in the Public Works Agreement.

Ability to comply with said requirements must be indicated with signature of “Exhibit B, Acknowledgement of Insurance Requirements and Certification of Ability to Provide and Maintain Coverage Specified”, which must be submitted with the Bid under the Insurance tab. The awarded Vendor will be responsible for providing the required Certificates of Insurance and must be the Named Insured on the Certificates. Certificates of Insurance from any other entity other than the awarded Vendor, will not be accepted.

Addendum Acknowledgement The Vendor shall hereby acknowledge they have received all posted Addendums, if any.

It is the Vendor's responsibility to log into the City website to identify and request copies of the addenda that have been posted. Addenda issued in correspondence to this RFP shall be considered a part of this RFP and shall become part of any final Contract that may be derived from this RFP. Vendors must indicate their acknowledgement of any Addendums by way of signature on “Exhibit C, Addendum Acknowledgement” and must be included under this section of the RFP response.

Past Contract Disqualifications Bidding Vendors must verify by way of signature to “Exhibit D, Bidder’s Statement of Past Contract Disqualifications Form” that they have not been disqualified from any government contract and are registered in accordance with Labor Code § 1725.5. The signed exhibit must be included under this section of the RFP response.

Signature of Authority “Exhibit E”, Signature of Authority must be included with the Vendor RFP response.

Unsigned RFP responses will not be accepted. The Signature of Authority declares that the Vendor has carefully examined the instruction indicated herein including all terms and conditions and specifications, and hereby proposes and agrees, if the Vendors RFP response is accepted, Vendor agrees to furnish all material in accordance with the instruction and specifications in the time and manner prescribed for the unit cost amounts set forth in the Vendors RFP response.

Company References Provide a minimum of five (5) references, preferably with other municipalities in which similar services are being performed. References must be for work performed or completed within the past three (3) years. “Exhibit F, Reference Worksheet”, must be complete and attached to your RFP response.

Pricing “Exhibit G”, Pricing must be included with the Vendor RFP response. All prices, terms and conditions for the contract period shall remain firm for the initial 12 months of the contract, in accordance with the pricing sheets submitted with the proposal.

Pricing on proposals shall be sufficient to pay all applicable Federal and State withholdings, workmen’s compensation, staff mileage reimbursement (at the current IRS rate for the Los Angeles area) if no company vehicle is provided to travel to and from City;

as well as any sick leave that may be required under California Assembly Bill 1522 (AB1522). Mobilization, utility mark-out, and administrative reporting must also be included.

SECTION IV – SCOPE OF SERVICES

This project is to provide emergency water systems repairs on an on-call, as-needed, time-and-materials basis for a period of five (5) years with the option for one additional 5-year extension.

Any tasking shall be initiated solely by the City. Further execution of the agreements by the City does not in any way guarantee that any tasking or request for on-call services will be issued to the Vendor.

Typical work to be performed under this contract includes repair of water main leaks, water service lateral replacement, water meter replacement, fire hydrant lateral repairs/replacement, water valve replacement, backfill of excavations, compaction, and final paving of streets. From time to time the City may request service for a backhoe with operator and/or laborers to assist the City repair crew. The Vendor also may be requested to do patch paving work.

The work to be performed under this contract consists of furnishing all tools, equipment, materials, supplies, and manufacturing articles to complete the services as needed. It shall also include the furnishing of all transportation and services, including fuel, power, water, and essential communications, and for the performance of all labor, work, or other operations required for the fulfillment of the contract in currently in effect.

The Vendor may utilize the services of specialty subcontractors on those parts of the work that, under normal contracting practices, are performed by specialty subcontractor. It is understood

City of El Segundo Public Works Department that at least 50 percent of the work to be performed shall be performed by the successful Vendor.

Any subcontractor used must adhere to the same terms and conditions as the successful Vendor.

The Vendor is representing to the City that he/she and any subcontractor has all appropriate licenses, certifications, and registrations to perform the work hereunder. The Vendor shall be fully responsible to the City for the performance of his/her subcontractors, and of persons either directly or indirectly employed by them.

A. Location of Work: Various locations throughout the City. See Location Map in the Appendix A.

B. Working Hours: For Emergency Repairs working hours may be any day of the week at any time. The crews that respond to the emergency shall comply with applicable labor codes for hours worked.

For Scheduled Repairs normal City staff working hours are from 7:00am to 4:00pm, excluding weekends and City holidays. Unless otherwise approved in writing by the City, repair work shall be allowed only between the hours of 7:00am and 8:00pm on weekdays and, when approved in writing in advance by the City, 7:00am to 4:00pm on weekends and holidays. These working hours may be adjusted on a job by job basis depending on nature of the project and specific encroachment permit conditions for the project.

The Vendor shall notify the City at least 48 hours prior to any work outside the normal working hours defined above, on weekends or holidays.

C. Response Schedule: For Emergency Repair – The Vendor will make every effort to begin emergency repairs within the notification specified herein, or in accordance with a schedule approved by the City. Notification to the Vendor may be in the form of a cellphone call, or e-mail, depending on the urgency of the repair. The City reserves the rights, in its sole discretion, to require a more rapid response should it deem to be necessary. A typical emergency repair will have a response time of four (4) hours. If repair cannot be started within this period, the City reserves the right to obtain the services of other Vendors.

For Scheduled Repair – If a scheduled repair cannot be started within twenty-four (24) hours of the City’s scheduled time of repair, the Vendor shall provide the City accurate estimate of when work can start. The City will work with the Vendor in regards to other commitments the Vendor may have. However, the City reserves the right to seek outside assistance from other Vendors if scheduling cannot be agreed upon and repairs are determined by the City, in its sole discretion, to be as required.

D. City Responsibilities City’s personnel will identify and assess specific projects or repairs. The City will notify Vendor of general locations requiring construction or repair, and a general description of the field conditions at repair locations, and materials to be provided by the City. The City’s Project Manager or designated representative will direct the general process to be followed but shall not generally direct the means or methods to be used by the Vendor.

The City will provide base maps or record drawings of the facilities when they are requested and available. All work to be completed will be agreed upon prior to the commencement of work with a general scope of services. Drawings will be provided if applicable. The City will issue a written task order and attach the contractor’s scope of work for projects that are not an emergency. Notification of residents whose service may be interrupted will be the responsibility of the City

E. Vendor’s Responsibilities

The Vendor will provide a scope of work for each project that is not an emergency. The scope of work will be the basis for the project and will serve as supplement to the contract documents for that particular project. The scope of work shall include a not to exceed amount for the project. The Vendor shall be responsible for providing the following to complete the services in a timely manner as outlined below:

Qualified Labor Tools Equipment, including all necessary Safety Equipment Materials and Supplies Transportation Services (including fuel, power, water, and communications) Sheeting and shoring as required Traffic control devices and measures

For an emergency repair, the Vendor shall make every effort to begin the repair within four

(4) hours of notification that a repair is needed. Notification of the repair will be made in the form of an e-mail, cellphone text or cellphone call. The City is aware that the Vendor may have other commitments. The Vendor shall notify the City if they do not have the manpower to mobilize a crew to begin the repair within the allotted time. If the Vendor cannot mobilize, the City reserve the right to seek assistance from another contracting firm.

Vendor is responsible for damage resulting from performing work and clean-up of effected area. The Vendor shall incur these damage costs and not pass these charges to the City.

The Vendor shall be cautioned that the City has Asbestos Cement Pipe (ACP) in some areas of the water distribution system as well as the wastewater collection system. Some of the repairs may be on ACP lines. The Vendor and its employees shall be properly trained for working on these ACP lines. All current OSHA standards shall be followed.

F. Repair Standards The Vendor is responsible for meeting all contract conditions and City’s Standard Details for Construction, specifications, and drawings. If the City’s Inspectors determine that any repair work is substandard, the Vendor shall be advised thereof orally and in writing, and shall redo all such work at the expense of the Vendor. The City’s Project Manager and Inspectors will determine a time when the re-work is to be completed and re-inspect the repair to determine if the repair has been performed satisfactorily. The Vendor shall comply with all Federal, State, and Local safety rules and regulations.

G. Materials and Supplies At the time of notification, the City will provide the Vendor with a list of City supplied materials. The Vendor is responsible for having a reliable supply chain in place for the required repair. All materials and supplies obtained by the Vendor for the work must be new and free from defects. There will be no mark-up or other cost charged to the City for materials and supplies used from the City’s inventory. The City will deliver small materials and fittings such as repair clamps, corp stops, etc. to the project site. Any bulk materials such as aggregate base, temporary asphalt paving, etc. provided by the City shall be picked up by the Contractor at the City Yard.

H. Disposal of Materials

All materials shall be disposed of in a manner that does not adversely affect the environment and is consistent with local, state, and federal laws and regulation.

I. Physical Location of Underground Utilities The City is responsible for providing all available utility maps or record drawings to perform repairs.

Facilities Shown or Indicated – Unless it is otherwise expressly provided in the section below, Protection of Existing Facilities, the City shall not be responsible for the accuracy or completeness of information or data shown on the City’s as-built plans or any other utility information. The Vendor shall have full responsibility for reviewing and checking all available information and data, for locating all existing underground infrastructure, and for coordination of the work with the utility owners during construction. The Vendor must maintain the safety and cleanliness of the job site. The Vendor shall repair any damage thereto resulting from the work at no additional cost to the City. All repairs due to damage are subject to inspection and approval by an authorized representative of the utility owner before being concealed by backfill or other work. The obligations set forth in this paragraph and other paragraphs concerning underground work shall apply to such damage as may occur after backfilling or is not discovered until after completion of the backfilling.

Facilities Not Shown or Indicated – If an Underground Utility is uncovered or revealed at or contiguous to the site which was not shown or indicated in the as-built plans and not otherwise made known to the Vendor prior to excavation, which the Vendor could not reasonably have been expected to be aware of based on the presence of other visible facilities, such as buildings, meter and junction boxes, on or adjacent to the site of the repair, the Vendor shall identify the owner of such Underground Utility and give written notice thereof to the City in accordance with the requirements of the next section, Protection of Existing Facilities. If the Vendor damages any existing utility lines that are not shown or the locations of which are not made known to the Vendor prior to excavation, a written report thereof shall be made immediately to the City. If directed by the City, repairs shall be made by the Vendor.

J. Protection of Existing Facilities General - The Vendor shall protect all existing utilities and improvements not designated for removal and shall restore damaged or temporarily relocated utilities and improvements to a condition equal to or better than they were prior to such damage or temporary relocation. Restoration shall be to the reasonable satisfaction of the City or to the affected utility or franchisee.

The Vendor shall verify the exact locations and depths of all utilities or improvements through potholing. The number of pothole excavations required shall be that number which is sufficient to determine the alignment and grade of the utility or improvement. The Vendor shall notify and obtain concurrence with City staff regarding this number.

It shall be the Vendor's responsibility to see that all utilities or other improvements are adequately protected from damage during operations. The Vendor shall exercise care in all excavations to avoid damage to existing underground facilities. This shall include hand digging in those areas where underground facilities are known to exist until they have been sufficiently located to avoid damage to the facilities. No additional compensation shall be

City of El Segundo Public Works Department provided to the Vendor for compliance with the provisions of this section or for the damage and repair of facilities due to lack of such care.

Right-of-way – The Vendor shall not do any work that would affect any oil, gas, sewer, or water pipeline; any telephone, telegraph, communication wire or cable, or electric transmission line; any fence; or any other structure, nor shall the Vendor enter upon the right-of-way involved until notified by the City’s representative that the City has secured authority therefore from the appropriate authority. All oil and gasoline pipelines, power, and telephone or other communication cable ducts, gas and water mains, irrigation lines, sewer lines, storm drain lines, poles, and overhead power and communication wires and cables encountered along the line of the Work shall remain continuously in service during all the operations under the Contract, unless other arrangements satisfactory to the City are made with the owner of said pipelines, duct, main, irrigation line, sewer, storm drain, pole, or wire or cable.

In case it shall be necessary to move the property of any public utility or franchise holder, the Vendor shall provide written and just cause for utilities to be moved, and such utility company or franchise holder will, upon request of the Vendor, be notified in writing by the City to move such property within a specified reasonable time. When utility lines that are to be removed are encountered within the area of operations, the Vendor shall notify the City’s Engineer a sufficient time in advance for the necessary measures to be taken to prevent interruption of service.

This procedure is intended to prevent the Vendor from arbitrarily deciding to cut through any other utility’s or any franchisee’s facilities. It allows the City to coordinate such work with those agencies and set the timeline and sequence of such work. After authorization has been obtained, the Vendor shall give said party due notice of its intention to begin work, and shall give said party convenient access and every facility for removing, shoring, supporting, or otherwise protecting such pipeline, transmission line, ditch, fence, or structure, and for replacing same. The Vendor shall provide such special protection as may be necessary to protect all known utilities and other improvements that may be impaired during construction operations and shall take all possible precautions for the protection of unforeseen utility lines or other improvements to provide for uninterrupted service.

K. Utilities to be Removed/Relocated – Where the proper completion of the repair work requires the temporary or permanent removal and/or relocation of an existing utility or other improvement that is shown, the Vendor shall remove and, without unnecessary delay, temporarily replace or relocate such utility or facility. In all cases of such temporary removal or relocation, restoration to the former location shall be accomplished by the Vendor in a manner that will restore or replace the utility or improvement as nearly as possible to its former location and to as good or better condition than found prior to removal.

L. Restoration of Pavement General. All paved areas, including asphalt concrete berms, cut or damaged during construction, shall be replaced with in accordance with the specifications of the City. All pavements that are subject to partial removal shall be neatly saw cut in straight lines per specifications.

Temporary Resurfacing. Wherever required by the City, the Vendor shall place temporary surfacing promptly after backfilling and shall maintain such surfacing for the period of time approved by the City before proceeding with the final restoration of improvements.

City of El Segundo Public Works Department

Permanent Resurfacing. In order to obtain a satisfactory junction with adjacent surfaces, the Vendor shall comply with applicable City standards, at its expense.

Restoration of Sidewalks or Driveways. Wherever sidewalks or driveways have been removed for purposes of construction, the Vendor shall place suitable temporary sidewalks or driveways promptly after backfilling and shall maintain them in satisfactory condition for the period approved by the City. Final restorations shall be in accordance with City standards.

M. Noise Abatement All operations at the site of the repairs shall be performed so as to minimize unnecessary noise. Special measures shall be taken to suppress noise during night hours. Noise levels due to Vendor’s activities shall not exceed the levels specified by City Ordinance.

Internal combustion engines used on the work shall be equipped with a muffler of a type recommended by the manufacturer. No internal combustion engine shall be operated without said muffler.

N. Warranty and Scheduled Maintenance The Vendor hereby agrees to make, at its own expense, all repairs or replacements necessary by defects in materials or workmanship, in those components provided, installed, replaced and/or modified by the Vendor, and pay for any damage to other works resulting from such defects, which becomes evident within one (1) year after the date of acceptance of installation work, or within such longer period of time as may be prescribed by law or by the terms of any applicable special guarantee required by the Agreement. This warranty shall include all parts and labor and the performance of all manufacturers’ recommended maintenance. This in no way shall limit, amend, or reduce any manufacturer’s warranty. The Vendor further assumes responsibility for a similar guarantee for all work and materials provided by subcontractors. This warranty shall not apply to existing equipment that was not modified or significantly adjusted to change its operation.

The Vendor also agrees to indemnify, defend, and hold the City harmless from liability of any kind arising from damage due to covered defects. Prior to the final acceptance of installation work, the Vendor shall provide phone numbers for around-the-clock notification of the need for emergency service repairs, a schedule showing specific dates for routine maintenance service calls.

The Vendor shall respond within four (4) hours of City’s emergency service call after receipt of notice from the City, and promptly make all repairs arising out of defective materials, workmanship, or equipment. If a service response does not occur within four (4) hours, or diligent efforts are not made to effect repairs, the City will notify the Vendor (by email or voice mail if no representative is available) of its intent to secure another service provider.

Thereafter, the City is authorized to make such repairs, and the Vendor shall be liable for the cost thereof.

SECTION V – SELECTION PROCESS

A. Initial Screening All RFP responses will undergo an initial review to determine responsiveness to the instructions herein. Those RFP responses initially determined to be responsive by meeting the RFP requirement as indicated herein will proceed to the next phase of the evaluation process.

B. Evaluation Activities

RFP responses deemed as having met the standard RFP requirements as indicated herein are then evaluated by an Evaluation Committee which comprised of City staff. The RFP submittals are scored and assigned a ranking of one (1) through ten (10), ten being the highest possible score. The following criteria have been assigned percentages that the criteria will be scored against, based upon but not limited to the following evaluation criteria factors:

Criteria

Criteria Description Assigned Percentage

Vendor Expertise 40 Quality of proposed services or goods 20 Extent to which the Vendors services or goods meet the City’s needs 20 Cost 20

The Evaluation Committee will review and rank the proposals based upon the ‘Ranking Criteria’ table, and then re-rank the proposals in consideration of the Cost Proposal and overall value of the proposed services.

The top-rated Vendors may be requested to come to an interview with the Evaluation Committee, who will determine the final rankings. The ultimate scope of work, schedule, and fee will be negotiated with the top-ranked firm, resulting in a recommended contract award by staff to the City Council. The successful bidder is selected by the City Council acting within its sole discretion.

The City Council is under no obligation to contract with any bidder. If an agreement cannot be reached with the top-ranked firm in a reasonable amount of time, negotiations may begin with the next highest-ranking firm until an agreement is reached.

C. Tentative Schedule

The following schedule represents a target timeframe for the Respondent Selection process and execution of the License Agreement. Dates are subject to change.

Action Date

Request for Proposal (RFP) Released Monday, June 15, 2026

Mandatory Walk-Through Tuesday, June 23, 2026 9:00 a.m.

Questions from Proposers Due Thursday, June 25, 2026 5:00 p.m.

Questions and Answers Posted Tuesday, June 30, 2026

Proposals Due Tuesday, July 8, 2026 11:00 a.m.

Contract awarded by City Council Tuesday, August 18, 2026

Contract Begins (Start Date) September 1, 2026

City of El Segundo Public Works Department

D. Notes Addendums may be issued during this procurement process; however, none will be issued fewer than three (3) working days prior to the proposal due date.

Any and all questions shall be submitted solely to Arianne Bola via email:

abola@elsegundo.org Question submittal due date is June 25, 2026 by 5:00pm and answers will be posted on the on the City’s website at https://www.elsegundo.org/government/departments/city-clerk/bid-rfp by the end of the day on Tuesday, June 30, 2026.

E. Attachments Sample Public Works Agreement and Bonds (Exhibit A)

Acknowledgement of Insurance (Exhibit B)

Addendum Acknowledgement (Exhibit C)

Bidder’s Statement of Past Contract Disqualifications (Exhibit D)

Signature of Authority (Exhibit E)

Company References (Exhibit F)

Pricing (Exhibit G)

05/2025

PUBLIC WORKS AGREEMENT

BETWEEN

THE CITY OF EL SEGUNDO AND

[CITY COUNCIL MUST APPROVE CONTRACTS GREATER THAN $60,000]

This CONTRACT is entered into this____ day of ___, 20__, (“Effective Date”) by and between the City of El Segundo, a municipal corporation and general law city (“City”) and [Entity Name], a ______[Location and type of entity, e.g., a California corporation]_____ (“Contractor”).

1. WORK.

A. The Contractor shall perform all work required by and set forth in the Contract Documents (the “Work”) in a good and workmanlike manner for the project identified in the Contract Documents, as attached hereto and incorporated by reference. The Contractor agrees to perform additional work arising from changes ordered by the City in accordance with the Contract Documents.

B. The Contractor shall furnish all of the labor; supplies and materials;

equipment; printing; vehicles; transportation; office space and facilities; all tests, testing and analyses; and all matters whatsoever (except as otherwise expressly specified to be furnished by the City) needed to perform and complete the Work and provide the services required of the Contractor by the…