COACHELLA VALLEY WATER DISTRICT

FINANCE DEPARTMENT – PROCUREMENT DIVISION

REQUEST FOR PROPOSALS 2026-25

ON-CALL PUMP REPAIR SERVICES

ISSUED: JULY 13, 2026

TABLE OF CONTENTS

SECTION 1 – NOTICE OF REQUEST FOR PROPOSALS

1.1 Request for Proposals

1.2 Term

1.3 Schedule

1.4 Procurement Technician and Delivery Address:

SECTION 2 – INSTRUCTIONS TO PROPOSERS

2.1 Obtaining RFP Documents and Addenda:

2.2 Pre-Proposal Conference:

2.3 Proposer’s Minimum Requirements:

2.4 Submission of Proposals:

SECTION 3 – CONDITIONS GOVERNING THE PROCUREMENT

3.1 Request for Clarifications/Questions:

3.2 Proposers Ethical Behavior:

3.3 Proposals to Remain Open:

3.4 Right to Accept or Reject Proposals:

3.5 Responsibility of Proposer:

3.6 Insurance:

3.7 Public Record:

3.8 Cost Related to Proposal Preparation:

3.9 Compliance with Law:

3.10 Licenses, Permits, Fees and Assessments:

3.11 Investigations:

3.12 Non-Collusion:

3.13 Signed Proposal and Exceptions:

3.14 Award of Contract:

3.15 Filing of Protests

3.16 Form of Agreement:

SECTION 4 – SCOPE OF WORK

4.1 Background:

4.2 Scope:

4.3 Warranty:

4.4 Compensation:

SECTION 5 – PROPOSAL FORMAT AND ORGANIZATION

5.1 Proposal Requirements:

5.2 Proposal Content:

5.3 Submission of Proposal:

SECTION 6 – PROPOSAL EVALUATION

6.1 Evaluation of Proposals:

6.2 Selection Process and Award of Contract:

SECTION 7 – RFP FORMS

SECTION 8 – SAMPLE AGREEMENT

SECTION 1 – NOTICE OF REQUEST FOR PROPOSALS

1.1 Request for Proposals

The Coachella Valley Water District (District) is requesting proposals from qualified firms to provide on-call pump repair services on an as-needed basis. No minimum amount of work is guaranteed under any resulting contract. The selected contractor(s) shall provide a comprehensive range of maintenance, inspection, repair, rehabilitation, testing, and related support services for District-owned pumps. Pump types include, but are not limited to, the following:

• Centrifugal Pumps

• Progressive Cavity Pumps (PCP)

• Vertical Turbine Pumps

• Submersible Pumps

• Booster Pumps (hydraulic and operational electrical)

1.2 Term

The term of this contract will be for two years, with three one-year option to renew at the Districts sole discretion.

1.3 Schedule

The following is the schedule for this procurement:

Activity Due/Time Request for Proposals Issued July 13, 2026

Pre-Proposal Conference July 21, 2026 @ 10:00 am PST

Requests for Clarifications from Proposers are due July 28, 2026 @ 5:00 pm PST

Responses to Requests for Clarification will be posted via Addendum By August 4, 2028

Proposals are Due August 11, 2026 @ 2:00 pm PST

Interviews (if Required) August 25, 2026

Recommendation/Selection (tentative) August 27, 2026

Projected Date for Award of Contract/ PO Late September 2026

1.4 Procurement Technician and Delivery Address:

Justin Lerma Coachella Valley Water District – Procurement Department

75515 Hovley Lane, E Palm Desert, CA 922611

Phone: 760.398.2661 x 2718 Email: jlerma@cvwd.org mailto:jlerma@cvwd.org

SECTION 2 – INSTRUCTIONS TO PROPOSERS

2.1 Obtaining RFP Documents and Addenda:

RFP documents including Addenda can be found on PlanetBids at:

PlanetBids Vendor Portal Proposers will then need to log in and locate this RFP for all related documents. It is the Proposers responsibility to check the PlanetBids site regularly to stay current on the documents that are available as this is the primary communication site for this RFP.

2.2 Pre-Proposal Conference:

A Pre-Proposal Conference will be held as follows:

Date: Tuesday, July 21, 2026 Time: 10:00 am PST Location: Virtually. - Interested participants who wish to participate in the preproposal conference by either requesting a link to attend via email to:

jlerma@cvwd.org or by following the directions below:

Microsoft Teams meeting, join on your computer or mobile app:

Zoom / Microsoft Teams Meeting:

Join: https://teams.microsoft.com/meet/244775232188127?p=e1wj0fWFkIvWB4hTRY Meeting ID: 244 775 232 188 127 Passcode: yt6TV3iK All proposers are highly encouraged to attend this conference to learn more about the requirements of this solicitation.

2.3 Proposer’s Minimum Requirements:

a) Years in Business: Have been in business for at least five years. Please provide documentation to demonstrate this required number of years in business in your proposal

b) Experience: Possess a minimum of five years of relevant experience. Please provide documentation of this minimum five years of experience in your proposal.

c) Licenses: Proposers shall provide copies of all applicable licenses with their proposal.

The Contractor shall possess a valid license issued by the California Contractors State License Board (CSLB) at the time of proposal submission and shall maintain such license in good standing for the duration of the contract. At a minimum, the Contractor shall hold the following license:

• C-61/D-21 – Machinery and Pumps Contractor

Contractors performing specialized portions of the work shall also hold the appropriate supplemental licenses, including, but not limited to:

• C-10 – Electrical Contractor, when performing electrical or motor-related work

• C-36 – Plumbing Contractor, if performing piping or fluid system modifications

• C-60 – Welding Contractor, if performing structural welding or metal fabrication https://protect.checkpoint.com/v2/r01/___https:/vendors.planetbids.com/portal/16339/portal-home___.YzJ1OmNvYWNoZWxsYXZhbGxleXdhdGVyZGlzdHJpY3Q6YzpvZmZpY2UzNjVfZW1haWxzX2F0dGFjaG1lbnQ6ZjliZGE4MzZjOGIyMjI4M2JiMTkzN2IyMjE1M2VlZDE6NzpiMTIzOmViYjQ0MzlkZWU1NmQyNWMyYzI5NmMzZjViNDc5MjAzNmFhZjYwMDg1NjcyZTQ3YTdmMDUwOWZlMDU3YzExNWE6cDpUOk4 mailto:jlerma@cvwd.org https://teams.microsoft.com/meet/244775232188127?p=e1wj0fWFkIvWB4hTRY

2.4 Submission of Proposals:

A. Requests for Proposals will be electronically received via the online Planet Bids electronic system until the time specified in the schedule. The receiving time date stamp in Planet Bids will be the governing time for acceptability of Proposals. Paper proposals, or proposals sent by any other means will not be accepted. Late proposals will not be accepted by the Planet Bids system so please allow plenty of time to submit your proposal. Failure to register as a Proposer to this RFP process per the instructions in this Request for Proposals (under “Obtaining RFP Documents”) may result in not receiving Addenda or other important information pertaining to this process. Failure to acknowledge Addenda may render a proposal as being non-responsive or negatively impact the evaluation of a proposal. Proposal files shall be clearly labeled per the instructions provided and submitted electronically.

SECTION 3 – CONDITIONS GOVERNING THE PROCUREMENT

3.1 Request for Clarifications/Questions:

A. Questions are to be submitted through PlanetBids vendor portal at the following link: PlanetBids Vendor Portal and then selecting the RFP.

B. Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the RFP. The deadline for all questions is as outlined in the schedule. Questions received after this date and time may not be answered. Only questions that have been resolved by formal written Addenda via the Finance Procurement Division will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect.

3.2 Proposers Ethical Behavior:

Proposers, their representatives, agents, or anyone else acting on their behalf are specifically directed not to contact any district employee, committee member, or other agency employee or associate for any purpose related to this RFP other than as directed below. Contact with anyone other than as directed below will be cause for rejection of a proposal.

3.3 Proposals to Remain Open:

The Proposer shall guarantee that all contents of their proposal shall be valid for a period of 120 calendar days from the due date of proposals.

3.4 Right to Accept or Reject Proposals:

The Coachella Valley Water District reserves the right to waive any informality or technical defect in a proposal and to accept or reject, in whole or in part, any or all proposals and to cancel all or part of this RFP and seek new proposals, as best serves the interests of the District. The District furthermore reserves the right to contract separately with others certain tasks if deemed in the best interest of the District.

3.5 Responsibility of Proposer:

All firms responding to this RFP shall be responsible. If it is found that a firm is irresponsible (e.g., has not paid taxes, is not a legal entity, submitted an RFP without an authorized signature, falsified any information in the proposal package, etc.), the proposal shall be rejected.

3.6 Insurance:

Insurance provisions are contained in the Standard Contract Services sample agreement included in the RFP. The successful Proposer will be required to comply with these provisions. It is recommended that Proposers have their insurance provider review the insurance provisions BEFORE they submit their proposal.

3.7 Public Record:

A. All documents submitted in response to this solicitation will become the property of the Coachella Valley Water District and are subject to the California Code Section 7921 et seq., commonly known as the Public Records Act. Information contained in the documents, or any other materials associated with the solicitation, may be made public after the District negotiations are completed, and staff has provided a notice of intent to recommend award to the proposers and to the District for the award of a contract to a specific firm, but before final action is taken by the District to award the contract.

https://protect.checkpoint.com/v2/r01/___https:/vendors.planetbids.com/portal/16339/portal-home___.YzJ1OmNvYWNoZWxsYXZhbGxleXdhdGVyZGlzdHJpY3Q6YzpvZmZpY2UzNjVfZW1haWxzX2F0dGFjaG1lbnQ6ZjliZGE4MzZjOGIyMjI4M2JiMTkzN2IyMjE1M2VlZDE6NzpiMTIzOmViYjQ0MzlkZWU1NmQyNWMyYzI5NmMzZjViNDc5MjAzNmFhZjYwMDg1NjcyZTQ3YTdmMDUwOWZlMDU3YzExNWE6cDpUOk4

B. Although the California Public Records Act (“CPRA”) recognizes that certain confidential trade secret information may be protected from disclosure, the District may not be in a position to establish that the information submitted in a proposal is a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” Proprietary,” or any other similar designation, the District will provide the party submitting such information with reasonable notice to allow the party to seek protection from disclosure by a court of competent jurisdiction.

C. If a submitting party contends that a portion of the proposal is confidential even under the CPRA, the party: 1) must clearly label each document and/or page deemed a confidential document 2) the legal rationale supporting such contention including specific references to applicable provisions of the Public Records laws of the State 3) must actively defend against any request for disclosure of information which the party has determined should not be released, and 4) must indemnify and hold harmless the District from any loss, claim or suit, including attorneys’ fees, brought by a person challenging the District’s refusal to release the documents. The District will not, under any circumstances, incur any expenses, or be responsible for any damages or losses incurred by a party submitting a proposal or any other person or entity, because of the release of such information.

The District will not return the original or any copies of the proposal or other information or documents submitted to the District as part of this RFP process. The District may not recognize proposals where all the information, via a blanket statement is submitted as proprietary information or a trade secret. Such proposals may be found non-responsive.

3.8 Cost Related to Proposal Preparation:

The District will NOT be responsible for any costs incurred by any firm responding to this RFP in the preparation of their proposal or participation in any presentation if requested, or any other aspects of the entire RFP process.

3.9 Compliance with Law:

Proposer warrants that all Services rendered shall be performed in accordance with all applicable federal, state, and local laws, statutes, ordinances lawful orders, rules, and regulations.

3.10 Licenses, Permits, Fees and Assessments:

Proposer represents and warrants to District that it will obtain all licenses, permits, qualifications, and approvals of whatever nature that are legally required to practice its profession and perform the Work and Services requested in this RFP. Proposer represents and warrants to District that Proposer shall, at its sole cost and expense, keep in effect at all times during the term of the Agreement if so awarded, any license, permit, qualification, or approval that is legally required for Proposer to perform the Work and Services under the Agreement if so awarded. Proposer shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties, and interest, which may be imposed by law and arise from or are necessary for the Proposer’s performance of the Work and Services required under the Agreement if so awarded. Proposer shall indemnify, defend, and hold harmless the District against any such fees, assessments, taxes penalties, or interest levied, assessed, or imposed against District to the fullest extent permitted by law.

3.11 Investigations:

The District reserves the right to make such investigations as it deems necessary to determine the ability of the firms responding to this RFP to perform the Work and the firm shall furnish to the District all such information and data for this purpose as the

District may request. The District reserves the right to reject any proposal if the evidence submitted by or investigation of such firm fails to satisfy the District that such firm is properly qualified to carry out the obligations of the Contract and to complete the Work contemplated therein.

3.12 Non-Collusion:

The undersigned, by submission of this Proposal Form, hereby declares that this Proposal is made without collusion with any other business making any other Proposal, or which otherwise would make a Proposal. Proposer must execute an Affidavit of Non-Collusion provided as Attachment “B” in the RFP and include it with their proposal.

3.13 Signed Proposal and Exceptions:

Submission of a signed proposal will be interpreted to mean that the firm responding to this RFP has hereby agreed to all the terms and conditions set forth in all of the sheets which make up this Request for Proposals, and any attached sample agreement. Exceptions to any of the language in either the RFP documents or attached sample agreement, including the insurance requirements, must be requested under the request for clarifications/questions process by the deadline for questions. Any requested changes to the contract will be considered at that time and if changes are allowed, they will be sent out through an Addendum to all proposers.

Exceptions to the District’s RFP document or standard boilerplate language, insurance requirements, terms, or conditions, etc. may only be considered during the early stage of the solicitation process; and shall not be included in the submitted proposals. The District makes no guarantee that any exceptions will be approved but will consider any requests put forward in the request for clarification/question process.

3.14 Award of Contract:

It is the District’s intent to award multiple contracts to the firms that can provide the services identified in the RFP document for specific types of pumps. However, the District reserves the right to award contracts, or to make no award, whichever is in the best interest of the District. It is anticipated that award of the contract will occur at the next regularly scheduled Board meeting after the evaluation committee has made its final selection of the firm to be recommended for award and a contract has been negotiated and agendized for consideration. The decision of the Board will be final.

3.15 Filing of Protests

A. Protest Against Solicitations

1. Any protest relating to the form or content of a solicitation must be submitted in writing to and received by CVWD’s Procurement Division and contact specified in the solicitation at least five (5) business days before the original date set for the submission of proposals or bids.

2. The protest must be made in writing (letter, e-mail, or facsimile) and must contain the following information:

a) Name, address, and phone number of the protestor.

b) The title and solicitation number of the solicitation being protested.

c) A detailed statement citing the provisions being protested, including the reason(s) for the protest.

3. Late protests shall not be considered.

4. If the protest is timely and complies with all of the above requirements, CVWD shall review the protest and all relevant information. CVWD will provide a written response to the protestor.

5. Any contractor who submits a bid or proposal without making a protest shall be deemed to have waived any objection to the form or content of the solicitation.

B. Protest After Solicitation Opening

1. Submitted bids or proposals will be made available for review in a timely manner, upon written request of any Contractor.

2. Only a Proposer who has actually submitted a proposal is eligible to protest a contract award. In order for a Proposer’s protest to be considered, the protest must comply with the following:

a) The protests must be submitted within five (5) days of the electronic notification of intent to award. The District’s Procurement Division must receive the protest by 5:00 p.m. Pacific Time on the fifth (5th) business day following posting of notification of intent to award.

b) Clearly identify specific irregularity or accusation.

c) Clearly identify the specific District staff determination or recommendation being protested.

d) Specify, in detail, the grounds of the protest and the facts supporting the protest.

e) Include all relevant and supporting documentation with the protest at time of filing.

3. If the protest does not comply with each of these requirements, it will be rejected as invalid. If the protest is submitted in accordance with the above requirements, the District’s Procurement Division and/or Director of Engineering shall review the basis of the protest and all relevant information.

The District staff member from the Procurement Division or Engineering will provide a written decision to the protestor. The protestor may appeal the District’s decision to the District’s General Manager if the original ruling was believed to be in error.

C. Exclusive Remedy The procedure and time limits set forth in this section are mandatory and are the sole and exclusive remedy in the event of a protest. Failure to comply with these procedures shall constitute a failure to exhaust administrative remedies and a waiver of any right to further pursue the protest, including filing a Government Code Claim or legal proceedings.

D. Protests of Procurement Actions Protesting party shall only communicate with the authorized contact listed in the solicitation while the protest is pending.

3.16 Form of Agreement:

The selected firm will be required to enter into a contractual agreement, inclusive of insurance requirements, with the Coachella Valley Water District in accordance with the standard Contract Services Agreement (see Section 8). Please note that the Exhibits are intentionally not complete in the attached sample standard document.

These exhibits will be negotiated with the selected firm and will appear in the final Contract Services Agreement executed between the parties.

Failure or refusal to enter into an Agreement as herein provided or to conform to any of the stipulated requirements in connection therewith shall be just cause for an annulment of the award. If the highest ranked Proposer refuses or fails to execute the Agreement, or negotiations are not successful, or the agreement is terminated, CVWD may, at its sole discretion, enter negotiations with and award the Contract to the second highest ranked Proposer, and so on.

SECTION 4 – SCOPE OF WORK

4.1 Background:

4.1.1 The Coachella Valley Water District (District) provides domestic water, wastewater, recycled water, irrigation and drainage, regional stormwater protection, and groundwater management services to approximately 300,000 residents throughout the Coachella Valley in Southern California. The District’s service area encompasses nearly 1,000 square miles, primarily within Riverside County, with additional service areas extending into Imperial and San Diego Counties.

4.1.2 The District was formed in 1918 pursuant to the County Water District Act (California Water Code § 30000 et seq.). The District is governed by a five-member Board of Directors, elected by division, each serving four-year terms.

4.1.3 The District administrative offices are located at 75-515 Hovley Lane East, Palm Desert, California 92211. Additional District facilities include the Coachella office at 51-501 Tyler Street, Coachella, California 92236, and the Operations office at 75-525 Hovley Lane East, Palm Desert, California 92211

4.1.4 The District owns and maintains a large inventory of pumps located throughout its service area. On an as-needed basis, the selected contractor shall provide all labor, materials, supplies, parts, tools, and equipment necessary to perform the inspection, maintenance, and repair of CVWD-owned pumps.

4.2 Scope:

4.2.1 All maintenance and repair services shall be performed at the Contractor’s repair facility unless otherwise authorized in writing by CVWD. CVWD’s Mechanical Department will be responsible for disconnecting and removing pumps from service and coordinating transportation to the contractor’s facility.

4.2.2 The Contractor shall provide complete repair services and ensure that all equipment is returned to CVWD in fully operational condition, meeting applicable performance and quality standards.

4.2.3 Pump Types: The Contractor shall perform a comprehensive range of maintenance and repair services on CVWD-owned pumps, including but not limited to the following pump types:

a. Progressive Cavity Pumps (PCP)

b. Centrifugal Pumps

c. Vertical Turbine Pumps

d. Submersible Pumps

e. Booster Pumps (hydraulic and operational electrical)

4.2.4 Description of Services: The Contractor shall perform the following maintenance and repair tasks:

a. Tear down, inspect, clean, and sandblast pump housing and impeller; provide a detailed tear-down report.

b. Replace and oil pump seals, gaskets, and bearings; balance impellers and rotating parts as required.

c. Coat interior and exterior of pump bowl and impeller with approved protective coating (e.g., Proline Imperium, dielectric black, super metal glide, or approved equal).

d. Balance impellers individually to 2 W/N; balance complete rotating assemblies to 4 W/N.

e. Manufacture new shafts in 416 stainless steel with a maximum runout of .002" regardless of shaft length.

f. Perform critical speed analysis of the pump unit as found and provide written calculations to CVWD prior to proceeding with repairs.

g. Maintain Total Indicator Readings (TIR) for head and columns between .002" and .004"; register fitment clearances between .001" and .004" maximum.

h. Perform structural and frequency analysis when required by CVWD.

i. Provide written repair recommendations and estimated cost on company letterhead prior to commencing any repair or replacement.

j. Replace pump impellers or bowls and machine to required head specifications.

k. Metal spray, machine, or weld pump shafts as required.

l. Machine and manufacture parts for obsolete pumps as needed.

m. Apply epoxy coating as requested.

n. Replace pump bearings and seals; perform winding and bake-out services on pump components as required.

o. Perform laser alignment services as needed.

p. Perform dynamic balancing of all rotating components.

q. Perform in-shop functional testing and provide a final as-left report upon completion.

4.2.5 Repair Shop Requirements: The Contractor shall maintain a fully equipped repair shop capable of servicing all pump types identified in the scope of work.

The District may conduct a site visit to verify that the Contractor's repair shop meets the qualifications outlined in the scope of work. At minimum, the repair shop must:

a. Be located within a 300-mile radius from CVWD's primary service area in the

Coachella Valley, Riverside County, California.

b. Maintain all necessary tools, machinery, and equipment to perform the full scope of work.

c. Have a dedicated test stand capable of performance-testing repaired pumps

(flow rate, pressure range).

d. Have in-house machining capabilities and the ability to fabricate obsolete or hard-to-find parts.

e. Be able to handle the maximum pump sizes identified in the Equipment List

(by weight and dimensions).

4.2.6 Response Time Requirements:

a. All routine work shall be scheduled during normal business hours, Monday through Friday, 7:00 a.m. to 4:00 p.m. Work outside these hours requires prior written authorization from the District’s Mechanical Department Supervisor or Electrical Supervisor.

b. In the event of an emergency, the Contractor must be able to respond within 12 hours of notification. Upon emergency notification, the Contractor shall also provide an expedited written estimate for repairs or replacement parts within 12 hours. Emergency services include all labor and equipment necessary to repair, replace, inspect, test, and restore pumps to working condition.

4.2.7 Equipment List: The Contractor service pump brands and types including, but not limited to:

a. Pump Types: Progressive Cavity (PCP), Centrifugal, Vertical Turbine, Submersible

b. Pump Brands: Paco, Peerless, Gorman-Rupp, Gould, WEMCO, ESSCO, Cascade, Flygt, Simmons, Aurora, Vaughn, Johnston, Reliance, and others as identified by the District.

c. Pump Brands: Paco, Peerless, Gorman-Rupp, Gould, WEMCO, ESSCO, Cascade, Flygt, Simmons, Aurora, Vaughn, Johnston, Reliance, and others as identified by the District.

4.2.8 Parts and Materials: All materials and parts provided under this contract shall be equivalent to Original Equipment Manufacturer (OEM) specifications. Where substitutions are permitted, the Contractor shall furnish materials of equivalent or superior quality. The Contractor shall obtain written authorization from the District prior to using non-OEM parts.

4.2.9 Replacements and Add-Ons: The Contractor shall provide written estimates and obtain the District’s authorization prior to commencing any repair or replacement. The District reserves the right to determine whether equipment should be repaired or replaced. Pumps may be added to or removed from the contract inventory during the contract term.

4.2.10 Additional Services: The Contractor shall also provide the following additional services on an as-needed basis:

a. Predictive maintenance (vibration analysis, thermography)

b. Pump system upgrades or retrofits

c. On-site repair services where applicable

d. Pickup and delivery services

4.3 Warranty:

The Contractor shall warrant all workmanship and materials against defects for a minimum period of one (1) year from the date of acceptance, or for the duration of the standard manufacturer's warranty period if longer. Any exception to this warranty requirement, including the omission or reduction of the warranty period, must be approved in writing by the District. Warranty repairs shall be completed at the Contractor's expense within five (5) calendar days of written notice from the District. Failure to perform warranty repairs within this timeframe shall entitle the District to make, or cause to be made, the necessary repairs and charge the Contractor the full cost of labor, materials, and any related expenses incurred.

4.4 Compensation:

Work will be compensated on a time and material basis. Labor will be based on the hourly rate in the contract for the number of hours needed to complete the work. Parts, Materials and Consumables will be at cost with receipts required and an allowable markup as defined in the contract. No additional compensation will be due by the District unless the contract is modified for additional work requested by the District.

SECTION 5 – PROPOSAL FORMAT AND ORGANIZATION

5.1 Proposal Requirements:

The firm’s proposal should describe the methodology to be used to accomplish the project objectives. The proposal should also describe the work which shall be necessary in order to satisfactorily complete the requirements described.

Please note: this RFP cannot identify each specific, individual task required to implement this project successfully and completely. The Coachella Valley Water District relies on the professionalism and competence of the selected firm to be knowledgeable of the general areas identified in the scope of work and to include in its proposal all required tasks and subtasks, personnel commitments, man-hours, direct and indirect costs, etc. Proposal Format:

Firms are requested to format their proposals so that responses correspond directly to, and are identified with, the specific evaluation criteria stated in Section 6 below. The proposals must be in an 8 ½ X 11 format, minimum 10pt font size, minimum ¾” margins, and may be no more than a total of 25 electronic pages, including cover letters, organization charts, staff resumes, and appendices. NOTE: Front and Back Covers, Dividers, Attachment’s “A”, “B”, “C” “D” and “E” and Addenda acknowledgments, and the Cost/Rates Proposal (*in a separate electronic file) do NOT count toward the limit (everything else does).

5.2 Proposal Content:

A. Proposers must provide the information identified below. All such information shall be presented in a format that directly corresponds to the numbering scheme identified here.

B. Each Proposal Package must include two separate electronic files as follows:

Electronic File #1, clearly marked “Technical Proposal”, shall include the following items:

Technical Proposal: The Technical Proposal (Electronic File #1) shall be clearly marked as per the instructions above and shall include the Sections A, B, C, D and E below:

Section A: Firm (including any subcontractors) Qualifications and Experience including References and documentation of the minimum requirements listed in Section 2.3.

A.1 Cover Letter. Please provide a cover letter that addresses the following:

a. Identification of Proposer, including company name, address, email, and telephone number.

b. Name, title, address, email address, and telephone number of contact person during period of proposal evaluation.

c. A statement outlining Proposers acceptance of the provisions as contained in the Contract Services Agreement included in this

RFP.

d. A statement to the effect that the proposal shall remain valid for a period of not less than 120 days from the date of submittal.

e. A statement confirming that all AI-generated content has been reviewed and validated for accuracy, compliance, and alignment with the solicitation requirements.

f. A statement confirming that no proprietary, confidential, or restricted information was improperly shared with AI tools during content generation.

g. A statement that the Proposer is independent of the District and that it is unaware of potential conflicts of interest.

h. An affirmative statement verifying the Proposer is properly licensed to perform services.

i. Identification of whether Proposer has had a contract terminated for convenience or default in the prior five years.

j. Signature of a person authorized to bind Proposer to the terms of the proposal, and Name and email address of the person authorized to execute the contract should your firm be selected.

A.2 Company Overview. Please provide a description of the services that your company has provided in other cities, how long you have been in operation, and any unique features of the services you offer.

Please also include how you meet the minimum requirements that will be scored on a pass-fail basis.

A.3 Please describe your organization's ability to provide pump maintenance training, including the types of training offered, delivery methods (e.g., classroom, hands-on, or virtual), instructor qualifications, and any training materials or documentation provided to participants.

A.4 Indicate the name of any sub-contractor firms or contractors that will be utilized to make up your team. Describe each sub-contractor’s qualifications, background, and specific expertise that they bring to the Project.

A.5 References. Include a minimum of three references on the form provided by recent customers for whom your firm has provided similar services as contemplated herein and include it with the forms section of your proposal. In addition to the form, in this section of your proposal please provide any additional information that would explain in more detail the work undertaken with the references provided and any other material information you would like the District to know about your work for that reference that is relevant to the work described in this RFP.

Section B: Staff, Teams (including any subcontractors) qualifications and experience B.1 Staffing. The proposers shall provide a description of the number, type and qualifications of staff available to provide the services outline in the RFP.

B.2. Provide detailed qualifications of the Contract Manager that will be assigned to the contract as the District’s point of contact.

Section C: Demonstrated understanding of the requested scope of work

A.1 Proposed Approach for Implementing the Scope of Work. Please describe how you would approach the Scope of Work for the Coachella Valley Water District. This would include how you would address or enhance the tasks in the Scope of Work and how you would partner with the District to implement the service.

A.2 Anything else the District should consider as part of this process.

Proposers should provide any insights or advice they feel may assist the District in implementing the Scope of Work.

A.3 Identify any “key” or “critical” issues that you believe may be encountered based on the firm’s prior experiences; and provide steps to be taken to ensure the issues identified do not affect the successful delivery of the service.

Section D: Forms: - Please include the following completed forms with your technical proposal

a. Completed Signature authorization and Addenda Acknowledgment

(see Attachment A)

b. Completed Affidavit of Non-Collusion (see Attachment B)

c. Complete the Reference form (Attachment C)

d. Complete the Executive Order N-6-22 Certification (Attachment D)

Electronic File #2, clearly marked “Cost Proposal”, shall include the following:

Section F: Cost Proposal:

Proposers must use the cost proposal form provided as Attachment “F” in this RFP. The cost proposal file shall be named “RFP 2026-05 Proposer Name Cost Proposal”. The Cost Proposal shall be based on a time and material basis with fully burdened hourly rates for labor costs, materials at cost plus an allowable markup. Failure to use the Cost Proposal form provided by the District will be cause for rejection of a proposal. Do NOT include Sections A-E in the Cost Proposal, Electronic File #2, Cost proposals will be evaluated by utilizing the ratio of the lowest cost provider times the number of points available for this category.

5.3 Submission of Proposal:

The two electronic files shall be uploaded to the PlanetBids vendor portal at the following link: PlanetBids Vendor Portal and then selecting the RFP.

All submissions must be time and date stamped by the system as being received by the deadline. Late submissions will be rejected.

Proposals not meeting the above criteria may be found to be non-responsive.

https://protect.checkpoint.com/v2/r01/___https:/pbsystem.planetbids.com/portal/47688/portal-home___.YzJ1OmNvYWNoZWxsYXZhbGxleXdhdGVyZGlzdHJpY3Q6YzpvZmZpY2UzNjVfZW1haWxzX2F0dGFjaG1lbnQ6ZjliZGE4MzZjOGIyMjI4M2JiMTkzN2IyMjE1M2VlZDE6NzowODlkOmNiYjJkNzg3NTEzODdjNjQ0NWVkNTNhMjY0NGYxNjc0NTRhOGIzMTYwOTUxYmEzOTQ5MThjMzhmZDgzZmQxZDc6cDpUOk4 https://protect.checkpoint.com/v2/r01/___https:/pbsystem.planetbids.com/portal/47688/portal-home___.YzJ1OmNvYWNoZWxsYXZhbGxleXdhdGVyZGlzdHJpY3Q6YzpvZmZpY2UzNjVfZW1haWxzX2F0dGFjaG1lbnQ6ZjliZGE4MzZjOGIyMjI4M2JiMTkzN2IyMjE1M2VlZDE6NzowODlkOmNiYjJkNzg3NTEzODdjNjQ0NWVkNTNhMjY0NGYxNjc0NTRhOGIzMTYwOTUxYmEzOTQ5MThjMzhmZDgzZmQxZDc6cDpUOk4

SECTION 6 – PROPOSAL EVALUATION

6.1 Evaluation of Proposals:

This solicitation has been developed in the RFP best value format. Accordingly, firms should take note that multiple factors as identified in the RFP will be considered by the Evaluation Committee to determine which proposal best meets the requirements set forth in the RFP document. Price alone will not be the sole determining criteria. Proposal Evaluation Criteria:

An Evaluation Committee, using the following evaluation criteria for this RFP, will evaluate all responsive proposals to this RFP. Firms are requested to submit their proposals so that they correspond to and are identified with the following specific evaluation criteria (100 total points possible):

Criteria Points Minimum Requirements Pass/Fail

Firm’s (including any subcontractors) Qualifications and experience in providing similar services as defined in the RFP, including References

Staff / Team’s (including any subcontractors) Qualifications and experience in providing similar services as defined in the RFP

Demonstrated Understanding of the overall project and requested Scope of Work

Cost Proposal 25

Total Points** 100

Prior CVWD work - If your firm has prior experience working with the District do not assume this prior work is known to all members of the evaluation committee. All firms are evaluated on the information contained in their proposal, information obtained from references (including the District and past performance if applicable), and presentations if requested. All proposals should be prepared as if the evaluation committee members have no knowledge of the firm, their qualifications, or past projects.

**Interviews – The District reserves the right to interview top ranking proposers. If interviews are required, the proposers invited to interview will be notified in advance and provided a format and time for the interviews. An additional 25 points will be used to score the interview based on the same criteria listed in the RFP. The 25 points will be prorated in the same proportion as the proposal scoring listed in the table above.

Best and Final Offers – The District reserves the right to ask for Best and Final Offers where costs are over budget.

6.2 Selection Process and Award of Contract:

Selection will be made by totaling the points for the proposals and using a set ratio formula to evaluate the price category, plus the interview score (if required). The proposers with the highest number of points will be recommended for award of the contracts. The District reserves the right to negotiate the terms and conditions of any resulting contract. Final contract awards, if any, will be made by the District depending on value. The selected firms will be required to comply with all insurance and license requirements of CVWD.

SECTION 7 – RFP FORMS

ATTACHMENT “A”- Signature Authorization Form, including Addenda acknowledgment. *Must be completed and included with Work/Technical Proposal electronic file #1.

ATTACHMENT “B” - Non-Collusion Affidavit Form. *Must be completed and included with Work/Technical Proposal electronic file #1.

ATTACHMENT “C” – Conflict of Interest Form *Must be completed and included with Work/Technical Proposal electronic file #1.

ATTACHMENT “D” – Reference Form. *Must be completed and included with Work/Technical Proposal electronic file #1.

ATTACHMENT “E” - Executive Order N-6-22 Certification *Must be completed for state funded work and included with the Technical Proposal file #1.

ATTACHMENT “F” – Cost Proposal Form. *Must be completed and included in a separate electronic file #2 – do not include this with your Work/Technical Proposal, electronic file #1.

ATTACHMENT “A”

SIGNATURE AUTHORIZATION

REQUESTS FOR PROPOSALS (RFP 2026-05)

TITLE

*THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICAL/WORK

PROPOSAL (Electronic File #1)*

NAME OF COMPANY(PROPOSER):

BUSINESS ADDRESS:_____________________________________________________

TELEPHONE: _______________CELL PHONE_____________ ___FAX______________

CONTACT PERSON____________________EMAIL ADDRESS____________________

A. I hereby certify that I have the authority to submit this Proposal to the Coachella Valley

Water District for the above listed individual or company. I certify that I have the authority to bind myself/this company in a contract should I be successful in my proposal.

PRINTED NAME AND TITLE

SIGNATURE AND DATE

B. The following information relates to the legal contractor listed above, whether an individual or a company. Place check marks as appropriate:

1. If successful, the contract language should refer to me/my company as:

____ An individual;

____ A partnership, Partners’ names:

____ A limited liability company;

____ A corporation If a corporation, organized in the state of: __________

2. My tax identification number is: ___________________________________

C. ADDENDA ACKNOWLEDGMENT:

Acknowledgment of Receipt of any Addenda issued by CVWD for this RFP is required by including the acknowledgment with your proposal. Failure to acknowledge the Addenda issued may result in your proposal being deemed non-responsive.

In the space provided below, please acknowledge receipt of each Addenda:

Addendum(s) # _______________ is/are hereby acknowledged.

ATTACHMENT “B”

NON-COLLUSION AFFIDAVIT

REQUESTS FOR PROPOSALS (RFP 2026-05)

ON CALL PUMP REPAIR SERVICES

*THIS FORM MUST BE COMPLETED EXECUTED BY PROPOSER AND SUBMITTED WITH

YOUR TECHNICAL/WORK PROPOSAL (Electronic File #1)* The undersigned, deposes and says that he or she is of

, the party making the foregoing Proposal. That the Proposal is not made in the interests of, or on the behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the Proposal is genuine and not collusive or sham;

that the Proposer has not directly or indirectly induced or solicited any other Proposer to put in a false or sham Proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Proposer or anyone else to put in a sham Proposal, or that anyone shall refrain from Proposing; that the Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Proposal price of the Proposer or any other Proposer, or to fix any overhead, profit, or cost element of the Proposal price, or of that of any other Proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the

Proposal are true; and, further, that the Proposer has not, directly or indirectly, submitted his or her Proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereof, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, Proposal depository, or any other member or agent thereof to effectuate a collusive or sham Proposal.

Signature: ______________________________________________

Title: _____________________________________________

EXHIBIT “C”

POTENTIAL CONFLICTS OF INTEREST SUMMARY FORM

All respondents and proposed sub-contractors must respond to each of the following questions to determine if any actual or perceived conflicts of interest may exist. If any response has a “yes” answer, the supporting questions must also be answered completely and accurately in full detail to identify any potential or actual conflicts of interests, including organizational conflicts, bias, and unfair competitive advantages. CVWD reserves the right to review and make a final determination regarding whether any actual or potential conflicts of interests would violate CVWD’s procurement and ethics policies and thus preclude a respondent’s participation in this award.

To the best of your knowledge, have you or any of your team member(s) ever been employed or retained by CVWD?

Yes ☐ No ☐

If your answer is “Yes,” please provide the following additional information (attach additional sheets as needed):

Name of individual:

Title/position within your company: YES NO

Was the individual an CVWD full-time employee? ☐ ☐

Was the individual an CVWD part-time employee? ☐ ☐

Was the individual an CVWD as-needed employee? ☐ ☐

Was the individual an CVWD retained Contractor? ☐ ☐

Or, other? Please explain:

Dates of employment/engagement with CVWD:

CVWD department(s)/area(s) worked:

Name of CVWD supervisor:

Description of job duties and responsibilities for each CVWD position held:

To the best of your knowledge, are any present or former CVWD employees or Board members, or immediate relatives of any present or former CVWD employees or Board members, currently serving as officers, partners, or shareholders in your company?

Yes ☐ or No ☐

If the answer is “Yes,” please provide the following additional information as (attach additional sheets as needed):

Name of individual: Title/position within your company:

Percentage of ownership of company shares:

To the best of your knowledge, are any of your former employees or officers currently employed or retained by

CVWD?

Yes ☐ or No ☐

If the answer is “Yes,” please provide the following additional information (attach additional sheets as needed):

Name of individual: Title/position within your company:

Description of job duties within your company:

Dates of employment/service within your company:

In the preceding twelve (12) months, have you, your company, or any employee or officer made, arranged, or delivered any gifts (including entertainment) to any CVWD Board member or employee? Yes ☐ or No ☐

If the answer is “Yes,” please provide the following additional information (attach additional sheets as needed):

Name of CVWD Board member/employee receiving gift: Value of the gift:

Description of the gift: Date that gift was delivered:

In the preceding twelve (12) months, have you, your company, or any employee or officer made, arranged, or delivered any campaign contributions to any CVWD Board member? Yes ☐ No ☐

If the answer is “Yes,” please provide the following additional information (attach additional sheets as needed):

Name of CVWD Board member receiving contribution: Amount of contribution: _______

Form of contribution (i.e., cash, check, etc.): Date that contribution was delivered:

To whom was the contribution delivered:

I declare under penalty of perjury of the laws of the State of California that the foregoing is true and correct.

Name (Type or print) (Signature)

Title Date

ATTACHMENT “D”

REFERENCES

Reference 1 Organization name: Contact and title:

Address: Phone number:

Email Address:

Effective date of contract: Value of Contract:

Description of products/services provided:

Reference 2

Address: Phone number:

Email Address:

Reference 3

Address: Phone number:

Email Address:

ATTACHMENT “E”

EXECUTIVE ORDER N-6-22 CERTIFICATION

Executive Order N-6-22 issued by Governor Gavin Newsom on March 4, 2022, directs all agencies and departments that are subject to the Governor’s authority to (a) terminate any contracts with any individuals or entities that are determined to be a target of economic sanctions against Russia and Russian entities and individuals; and (b) refrain from entering into any new contracts with such individuals or entities while the aforementioned sanctions are in effect.

Executive Order N-6-22 also requires that any contractor that: (1) currently has a contract with the Coachella Valley Water District funded through grant funds provided by the State of California; and/or (2) submits a bid or proposal or otherwise proposes to or enter into or renew a contract with CVWD with State of California grant funds, certify that the person is not the target of any economic sanctions against Russia and Russian entities and individuals.

The contractor hereby certifies, SUBJECT TO PENALTY FOR PERJURY, that a) the contractor is not a target of any economic sanctions against Russian and Russian entities and individuals as discussed in Executive Order N-6-22 and b) the person signing below is duly authorized to legally bind the Contractor. This certification is made under the laws of the State of California.

Signature:

Printed Name:

Title:

Firm Name:

Date:

ATTACHMENT “F”

COST PROPOSAL

THIS FORM MUST BE COMPLETED AND SUBMITTED IN SEPARATE ELECTRONIC

FILE #2 “Cost Proposal”, NOT with Electronic File #1, Technical/Work Proposal*)

ITEM DESCRIPTION Unit of Measure

Estimated Quantity*

Rate Total

1 Labor Hourly 2178 $

2 Labor Emergency Hourly 70 $

3 Predictive Maintenance Labor

Hourly 600 $

ITEM DESCRIPTION Unit of Measure

Estimated Quantity*

Unit Price Total

4 Pickup and Delivery Each 40 $

ITEM DESCRIPTION Estimated Amount

Percentage Markup

Estimated Amount times Markup

Estimated Amount plus Markup amount

5 Value of Parts, Materials and consumables

$500,000.00

Total

*For evaluation purposes only as this is for as needed work, and no amount of work is guaranteed under this contract.

Signature of Authorized Person:

Printed Name:

Title:

SECTION 8 – SAMPLE AGREEMENT

Note: This Agreement must be reviewed by Proposers for acceptance during the RFP process, and any changes or questions must be addressed during the question-and-answer period outlined in the RFP. The District will not accept any changes to the agreement after the question period is closed. Proposals submitted with exceptions to scope and agreement terms will not be moved forward in the evaluation process.

CONTRACT SERVICES AGREEMENT 2026-05

THIS AGREEMENT FOR CONTRACT SERVICES (“Agreement”) is made and entered into on _____________, 20__, by and between the Coachella Valley Water District, a public agency of the State of California (“District or CVWD”), and _____________, a _____________, (“Contractor”). CVWD and Contractor are individually referred to as “Party” and are collectively referred to as the “Parties”.

RECITALS

A. CVWD requires pump repair…