REQUEST FOR PROPOSAL #3944

POWER DISTRIBUTION MAINTENANCE AND REPAIR SERVICES

REQUEST FOR PROPOSAL RFP ISSUED: 6/25/2026

DEADLINE FOR SUBMITTAL OF QUESTIONS: 4:00 PM, 7/9/2026

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

ATTENTION ALL PROPOSERS

To ensure receipt of the latest information and updates regarding this solicitation and to submit a proposal, interested parties must register online at EMWD e-Procurement.

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

KEY DATES

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Femwd.bonfirehub.com%2Fportal%2F%3Ftab%3Dlogin&data=02%7C01%7Cvazquezm%40emwd.org%7Cbf58b4f644b647bfb82608d84a0ca908%7Cf7112bcf929c48f7bf407231589cba03%7C0%7C0%7C637340765516003000&sdata=jRp3WZRFk47LBJk7YIvUBCTVhwZp1xTT%2BNsO8slncms%3D&reserved=0

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Table of Contents

1. INTRODUCTION AND OVERVIEW

2. SCOPE OF SERVICE

3. EVALUATION OF PROPOSALS

4. AWARD PROCESS

5. TERMS AND CONDITIONS

6. GENERAL SAFETY REQUIREMENTS – (REV. 06/24)

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

REQUIRED SUBMITTALS

Price Form

Proposer’s Business Information

Business References

List of Subcontractors

Additions, Deletions and/or Exceptions

Qualifications and Experience

Sample Scenario – Process to Complete the Work

Work Plan

Insurance Affidavit

Contractor’s CAL/OSHA Compliance History

CARB Contractor Mobile Source

ATTACHMENTS

Attachment 1 – Equipment List

Attachment 2 – 2.4-15 KV Vacuum Circuit Breaker

Attachment 3 – Protective Relays

Attachment 4 – 480 V Low Voltage Breakers

Attachment 5 – Air Break Disconnect Switches

Attachment 6 – High Voltage Switchgear/ Low Voltage Switchgear

Attachment 7 – Transformer

Attachment 8 – General Quality Oil Tests

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EASTERN MUNICIPAL WATER DISTRICT

RFP #3944

POWER DISTRIBUTION MAINTENANCE AND REPAIR SERVICES

1. INTRODUCTION AND OVERVIEW

1.1 PURPOSE OF REQUEST FOR PROPOSAL

Eastern Municipal Water District (EMWD) is seeking proposals through a competitive process for Power Distribution Maintenance and Repair Services. The requirements for the work are further described in Section II – Scope of Work and Technical Specifications.

It is the intent of EMWD to receive responses to the RFP and, if appropriate, conduct individual interviews at its sole discretion in order to select a PROPOSAL which in the opinion of EMWD, is best suited to perform the work. The purpose of this RFP therefore, is to provide EMWD with the information necessary in order to select a Firm(s).

The terms and conditions contained herein constitute the full and complete understanding of the parties. However, should your Contractor(s) request additional contractual terms and conditions for consideration, such requests must be clearly identified on the Additions, Deletions and/or Exceptions Form and submitted at the time of proposal submission. No additional terms and conditions will be accepted following receipt of proposals, and EMWD will consider such additional contractual terms and conditions as part of its evaluation process.

Should the Proposer not bid on a particular item or service, please enter “No Bid” next to each item.

1.2 GENERAL OVERVIEW

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

Retail customers of EMWD are located within the cities of Canyon Lake, Hemet, San Jacinto, Menifee, Moreno Valley, Murrieta, Perris, Fallbrook, and Temecula, as well as the unincorporated communities of French Valley, Good Hope, Homeland, Lakeview, Mead Valley, Murrieta Hot Springs, Nuevo, Romoland, Valle Vista, and Winchester. EMWD also supplies water on a wholesale basis to the Cities of Hemet and San Jacinto; the Lake Hemet Municipal Water District; Fallbrook Public Utility District; Rainbow Municipal Water District, RFP #3944 4

Nuevo Water Company; and Rancho California Water District. EMWD operates four regional water reclamation facilities generating approximately 50 million gallons of treated wastewater daily, two water filtration plants, and three groundwater desalination plants.

1.3 COMMITMENT TO EXCELLENCE

EMWD has a vision to be a leader in performance, technology, and advocacy. As part of our commitment to excellence, we actively pursue awards for our programs and projects.

Vendors and consultants awarded this contract may be expected to assist in writing award applications related to their work. Your insights and expertise are vital in enhancing the quality and competitiveness of these submissions, promoting recognition of our collaborative achievements.

1.4 CONTRACT TERM:

The term of this agreement will be for a period of five years.

1.5 CONTRACTOR ROTATION

Projects awarded pursuant to the established On-Call listing may be assigned based on multiple variables depending on EMWD’s need. Emergency work may be awarded at EMWDs sole discretion or based on first available Contractor response. Scheduled work may be awarded based on the results of a Request for Proposal event.

EMWD is in no way obligated to assure such workload or monetary distribution.

1.6 PREVAILING WAGES:

Payment of prevailing wage rate is required.

1.7 REQUIRED BOND(S)

Payment, Performance, bonds may be required on a per-project bases (as-needed repairs).

Maintenance Bond shall be required.

1.8 LICENSE REQUIREMENTS

A valid Contractors State License Board (CSLB) C-10 Electrical Contractor’s license is required.

1.9 PROJECT SPECIFIC DATES

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

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Description Date Release of RFP 6/25/2026 Deadline for Submittal of Questions Regarding RFP (see 3.3)

4:00 PM, 7/9/2026

Response to Questions Submitted 7/14/2026 Proposal Due Date 4:00 PM, 7/23/2026 Proposal Review 7/28/2026 Contractor(s) Recommendation 7/30/2026 Board Recommendation (if applicable) 10/7/2026 Approximate Agreement Start Date 11/1/2026

1.10 QUESTION SUBMITTAL

All general inquiries shall be directed to Haely Hernandez in the Purchasing and Contracts Department at (951) 928-3777, ext. 6231. To be given consideration, all technical inquiries regarding thisRFP shall be submitted on the EMWD e-Procurement website, under Questions and Answers (Q & A) tab, by the deadline as specified in section 3.1.

1.11 PROPOSAL SUBMITTAL INFORMATION

Proposals will be received electronically via EMWD on-line bid management website at EMWD e-Procurement. Proposals submitted by any other method such as a hard copy, fax, or email will be disqualified. It is the Proposer’s sole responsibility to ensure that their proposal, inclusive of any or all addenda, is uploaded to the proper place and at the proper time. Proposers are encouraged to not wait until the deadline to submit proposals, as system-related difficulties and/or questions may arise. Respondents should contact a system representative at (800) 354-8010 x2 if they encounter problems during the online uploading. Any proposal received after the scheduled closing time for receipt of proposals will not be considered. To assure consideration, all proposals shall include specified forms and additional submittals to address all evaluation criteria. Mistakes may be crossed out and corrections made adjacent, however, each correction must be initialed by the person signing the proposal.

At the time of the proposal submittal, it is presumed that each Proposer has read and is thoroughly familiar with the specifications and contract documents (including all Addenda).

Should the Proposer not bid on a particular item, please enter “No Bid” next to each item not bid.

Note: Proposals are sealed and cannot be viewed by EMWD until the closing date and time.

Proposals may be withdrawn on EMWD e-Procurement website, if you need to withdraw your bid, you may do so any time before the bid deadline, by going back into the system and selecting “withdraw”.

Alternate proposals: If the bidder submits an alternate proposal, each alternate will be submitted as a completely separate response, including all documents, signatures, and https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Femwd.bonfirehub.com%2Fportal%2F%3Ftab%3Dlogin&data=02%7C01%7Cvazquezm%40emwd.org%7Cbf58b4f644b647bfb82608d84a0ca908%7Cf7112bcf929c48f7bf407231589cba03%7C0%7C0%7C637340765516003000&sdata=jRp3WZRFk47LBJk7YIvUBCTVhwZp1xTT%2BNsO8slncms%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Femwd.bonfirehub.com%2Fportal%2F%3Ftab%3Dlogin&data=02%7C01%7Cvazquezm%40emwd.org%7Cbf58b4f644b647bfb82608d84a0ca908%7Cf7112bcf929c48f7bf407231589cba03%7C0%7C0%7C637340765516003000&sdata=jRp3WZRFk47LBJk7YIvUBCTVhwZp1xTT%2BNsO8slncms%3D&reserved=0

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requirements of the RFP.

No Bids: If you decide not to submit a bid, EMWD requests that you notify us as soon as you have made that decision and tell us the reason you will not be bidding.

1.12 ADDENDUM

Any additions, deletions, changes, clarifications, or supplemental information regarding the RFP will be sent to all prospective Proposers prior to the date fixed for the receipt of proposals. All addenda so issued shall become part of the contract documents. Any changes to this RFP are invalid unless specifically modified by EMWD and issued as a separate addenda document. Should there be any questions as to changes to the content of this document; EMWD’s copy shall prevail.

1.13 PREPARATION COSTS

Any cost incurred by the proposer in preparation, transmittal, and/or presentation of any proposal or material submitted in response to this RFP shall be borne solely by the proposer. Any cost incurred by the proposer for set up and demonstration of the proposed equipment and/or system shall be borne solely by the proposer.

1.14 DISCLOSURE

Be advised that all information contained in proposals submitted in response to this solicitation may be subject to the California Public Records Act (California Government Code Section § 7920.000 et seq.), and information’s use and disclosure are governed by this Act.

1.15 CONFIDENTIAL/PROPRIETARY INFORMATION

solicitation is subject to the California Public Records Act (California Government Code Section § 7920.000 et seq.), and the information’s use and disclosure are governed by this Act. California Government Code Section § 7920.000 et seq. provides that “access to information concerning the conduct of the people’s business is a fundamental and necessary right of every person in this state.” As such, all proposals and required submittal information may be subject to disclosure to the general public under the California Public Records Act, unless specifically identified as trade secret, proprietary, and/or confidential.

Only pages within each proposal and/or submittal that are in fact a trade secret, proprietary, and/or confidential shall be marked as such. EMWD reserves the right to reject any proposal received which does not meet the aforementioned criteria.

Proposers may provide supplemental information they consider to be exempt from public disclosure under the provisions of the California Public Records Act, including asserted “trade secret” information. Such supplemental information shall not be material to the required submittal information and EMWD shall be under no obligation to consider such supplemental information in its evaluation. Please be advised that any such supplemental information submitted to EMWD is subject to the California Public Records Act and may be released by EMWD as required by the Act, a court order, or other legal process.

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If submitting confidential, supplemental information, such information shall be submitted separately from the rest of the submittal and shall be clearly marked "Confidential". Any confidential/proprietary submittals will be considered as exceptions and scored as such in the contractual selection criteria.

The following California Civil Code provision defines “trade secret” as information that:

(1) derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and

(2) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

Additionally, California courts have consistently held that when individuals or businesses voluntarily enter into the public sphere, they diminish their privacy interests. (California State Univ. v. Superior Court (2001) 90 Cal.App.4th 810, 834.)

In the event of litigation concerning the disclosure of information Proposer considers exempt (e.g., Trade Secret, Confidential, or Proprietary) EMWD shall act as a stakeholder only, holding the information until otherwise ordered by a court or other legal process. If EMWD is named in an action arising out of a California Public Records Act request for any information Proposer deems confidential, proprietary, or trade secret, Proposer shall defend at its own expense and indemnify EMWD, its officers, employees, and agents from any and all liability, claims, losses, damages, costs, and expenses, including attorney’s fees, in any such action or proceeding arising under the California Public Records Act.

1.16 SUBCONTRACTORS

The use of subcontractors is allowed. The prime contractor shall be wholly responsible for the entire performance of the contractual agreement whether or not subcontractors are used. Additionally, the prime contractor must receive approval, in writing, from EMWD awarding any resultant contract before any subcontractor is substituted during the term of this agreement.

1.17 CONTRACT TERMS AND CONDITIONS

The contract between EMWD and a Contractor(s) will follow the format specified by EMWD in this RFP. However, EMWD reserves the right to negotiate provisions in addition to those contained in this RFP with any proposer. The contents of thisRFP, as revised and/ or supplemented, and the successful Proposer’s proposal will be incorporated into and become part of any resultant contract.

1.18 ADDITIONS/DELETIONS AND/OR EXCEPTIONS

A purchase order or contract incorporating the terms and conditions contained herein will be sent to the successful Proposer. Any additional terms and conditions requested by the Proposer must be submitted at the time of your response as part of the Additions, Deletions

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and/or Exceptions form and will be considered as part of the selection/negotiation process.

If a Proposer fails to propose any alternate terms and conditions during the procurement process, no proposed alternate terms and conditions will be considered later during the negotiation process. Failure to propose alternate terms and conditions during the procurement process is an explicit agreement by the Proposer that the contractual terms and conditions contained herein are accepted by the Proposer.

1.19 RIGHT OF REJECTION

EMWD reserves the right to reject any or all proposals, either separately or as a whole and to waive any informality in a proposal or to accept any proposal presented which it deems best suited to the interest of EMWD and is not to be bound to accept the lowest price.

1.20 SELECTION CRITERIA/PROPOSAL REQUIREMENTS

The emphasis of the proposal should be on responding to the requirements set forth herein and providing documentation requested below. In addition, proposers need to demonstrate their capabilities, background, expertise, etc. in order for EMWD to effectively evaluate the proposals, and award to the Contractor(s) that provides the best value to EMWD. The criteria for selection shall be based on, but not limited to, the following:

1.20.1 Criteria 1: Organization and Personnel Experience & Qualifications

A. Qualifications and Experience of Organization

• Years in Business: Documented history of the firm providing power distribution maintenance (minimum of five consecutive years preferred).

• Testing Capabilities: Proof that the firm owns or has direct access to the calibrated diagnostic equipment required for NETA-equivalent testing, infrared thermography, and ASTM fluid analysis.

• C-10 Electrical Contractor’s License

• List of Subcontractors (pass/fail), List of Subcontractors Form

B. Qualifications and Experience of Personnel

• All personnel assigned to execute work under this contract must be fully trained, field-qualified, and certified in Arc-Flash Safety (NFPA 70E).

Documented proof of ongoing NFPA 70E (Arc-Flash Safety) training and OSHA certifications for all field personnel.

• The Contractor ensures all on-site labor maintains comprehensive compliance with the following: National Electrical Code (NEC), National Fire Protection Association (NFPA) standards, and California OSHA regulations.

• Project Manager and Lead Field Technicians assigned to the EMWD hold NETA (InterNational Electrical Testing Association) certifications (Level III or IV preferred).

Qualifications and Experience Form

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1.20.2 Criteria 2: Price and Payment Terms

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

1.20.3 Criteria 3: Price – Repairs

Pricing for a Repairs sample scenario has been requested. Under this criteria, Contractor shall submit a narrative/report to describe the Process to Complete the Work requested in the sample scenario, Sample Scenario and Process to Complete Work – Repairs.

1.20.4 Criteria 4: Exceptions Taken to RFP

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

1.20.5 Criteria 5: Performance and Work History

Contractor shall provide a minimum of (3) business references, where similar maintenance and repair services were provided. Business references shall be from public agencies, similar to EMWD. Project references shall be provided under the References Form.

1.20.6 Criteria 6: Work Plan

Proposer shall provide a Work Plan to demonstrate how well the Contractor understands the maintenance work requested in this RFP.

• Methodology: A detailed, logical narrative of how the Contractor plans to execute the biennial maintenance, sample collections, and thermographic scans across your 7 distinct facilities.

• Scheduling and Outage Coordination: Demonstration of how they will interface with your Electrical Services and RWRF Maintenance departments to request, verify, and execute LOTO and sequence-of-work protocols without disrupting plant operations.

Work Plan Form.

1.20.7 Criteria 7: Insurance Affidavit (Pass/Fail)

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

1.20.8 Criteria 8: CARB Contractor Mobile Source (Pass/Fail)

1.20.9 Criteria 9: Safety Record (Pass/Fail)

CAL/OSHA compliance history and safety performance

1.21 NO OBLIGATION

This RFP in no manner obligates EMWD to the use of any services until a valid written contract is awarded and approved by appropriate authorities.

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2. SCOPE OF SERVICE

2.1 BACKGROUND

EMWD requires the services of highly qualified, licensed electrical service Contractor(s) to provide all necessary labor, materials, tools, specialized equipment, and incidentals to perform comprehensive biennial preventive maintenance, diagnostic testing, thermographic inspection, and fluid analysis for medium- and low-voltage power distribution systems. The equipment included is rated at 12 Kilovolts (KV), 4160V, 2.4KV, 480V and below distributed across seven (7) distinct EMWD operational facilities.

Additionally, the Contractor(s) shall provide as-needed repairs, emergency troubleshooting, and system restoration services for the designated equipment. At the sole discretion of the EMWD, specific equipment and service sites may be added to or deleted from the contract asset inventory at any time throughout the duration of the agreement.

2.2 PROJECT SCHEDULE & OPERATIONAL CONSTRAINTS

2.2.1 Service Frequency: Routine preventive maintenance and testing services shall be executed on a strict biennial cycle every twenty-four (24) months per asset. Service campaigns will be initiated and coordinated through the designated departments.

2.2.2 Operating Hours: In general, maintenance, inspection, and planned repair services shall be performed between 6:00 A.M. and 3:00 P.M., Monday through Friday, excluding EMWD-observed holidays. Any deviation from these working hours requires prior coordination and written authorization from the designated EMWD department manager.

a. Operational Constraints & Shutdown Requirements: The Contractor acknowledges that the electrical testing and maintenance detailed in this Scope of Work (SOW) may require partial or complete facility shutdowns. To minimize production impacts, work on critical processes must be scheduled around plant operational constraints.

o Standard Execution: The majority of the contracted work shall be performed during standard business hours.

o Early Morning Windows: Select critical areas require execution during low-flow periods. These specialized windows generally occur between 3:00 A.M. and 9:00 A.M. The Contractor must coordinate closely with the Company to utilize these windows efficiently.

b. Inclusion of Non-Standard Hours in Base Bid: The Contractor’s base bid price shall be all-inclusive of all labor, equipment, and overhead required to complete the entire scope of work, regardless of the times of day necessary to accommodate the plant shutdown schedule.

c. No Overtime or Premium Time Change Orders: Work performed during early morning hours or outside of standard operating hours to facilitate plant shutdown windows is considered a core requirement of this contract. The Contractor shall not submit change orders, surcharges, or requests for

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premium/overtime adjustments for work executed to meet these operational constraints.

2.2.3 Outage Coordination & Constraints: The Contractor shall complete all scheduled maintenance services within ninety (90) calendar days from the formalized schedule initiation date for a given facility campaign.

a. All system shutdowns, circuit isolation, tag-outs, and utility outages must be requested in writing and coordinated directly with the designated EMWD department and operations personnel.

b. EMWD will establish and coordinate the final sequence of work prior to any power disruptions to minimize operational impacts on fresh water and reclamation systems.

2.3 DEPARTMENTS AND CONTACT POINTS

Service requests are initiated by Electrical Services and Regional Water Reclamation Facility (RWRF) Electrical Services departments. The Contractor(s) shall maintain direct communication with the designated Manager or representative for the respective division managing the work. Contact points will be provided at time of award.

1. Electrical Services Department: Manages and oversees switchgear assets located at all freshwater facilities, filtration plants, and desalination sites..

2. RWRF Electrical Services Department: Manages and oversees switchgear assets across EMWD’s four (4) regional water reclamation facilities.

2.4 MAINTENANCE SERVICES

To establish and ensure optimal equipment reliability, the Contractor shall perform rigorous testing, physical servicing, and comprehensive diagnostic evaluations in strict accordance with the localized procedures defined in Attachments 2 through 8.

2.4.1 Global SOW Execution & Standard Clauses:

a. Standard Compliance: The Contractor shall perform all maintenance, inspection, and testing in strict accordance with the latest editions of the ANSI/NETA Standard for Maintenance Testing Specifications for Electrical Power Equipment and Systems (ANSI/NETA MTS), Standard for Electrical Equipment Maintenance (NFPA 70B), applicable IEEE standards, the original equipment manufacturer’s (OEM) instructions, and all attached project documentation.

b. Conflict of Standards: In the event of a conflict between the referenced industry standards, OEM instructions, or the specific focus items detailed in the RFP attachments, the most stringent requirement shall govern. No deviation shall be permitted without prior written approval from designated EMWD Manager.

c. Housekeeping: The Contractor shall maintain a clean work environment. Upon completion of work within any cubicle, switchgear cell, or enclosure, the Contractor shall vacuum and wipe clean all interior compartments, removing

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all dust, debris, filings, and foreign matter.

d. Absolute Prohibition of Impact Tools: The Contractor SHALL NOT use pneumatic, hydraulic, or battery-powered impact wrenches, impact drivers, or any hammering-action power tools for the purposes of racking, levering, inserting, or withdrawing circuit breakers, or for operating disconnect switch mechanisms, or for the removal/installation of electrical equipment covers or guards.

e. Approved Racking Methods: Circuit breakers shall be racked in and out utilizing only OEM-specified manual racking cranks, or approved, steady-torque electric remote racking devices equipped with calibrated, automatic torque-limiting clutches.

f. Contractor-Provided Resources and Rental Equipment: The Contractor shall provide all labor, materials, tools, specialized test equipment, and rental equipment necessary to safely and successfully complete the entire scope of work. EMWD will not be responsible for providing or procuring any equipment, nor will EMWD accept separate surcharges, fees, or markups for rental equipment required to execute maintenance or repair services. All such costs must be factored into the Contractor's base proposal pricing.

2.4.2 Comprehensive Inspection Protocols: For each switchgear equipment, the services scope must satisfy the following baseline objectives:

a. Perform an exhaustive physical and visual examination, checking mechanical linkages, structural integrity, insulation pathways, and cleanliness.

b. Conduct functional operational checks of all breakers, protective relays, switch mechanisms, and safety interlocks.

c. Verify whether the equipment is operating within nominal manufacturing tolerance ranges and establish an baseline indication of localized asset reliability.

d. Assess ongoing preventative care compliance, identifying systemic environmental or loading issues.

e. Generate data-driven engineering recommendations detailing required component repairs, technical retrofits, or full lifecycle asset replacements.

2.4.3 Insulating Liquid Analysis:

a. The Contractor shall extract insulating oil samples from all oil-filled transformers and associated equipment.

b. All laboratory fluid analyses must be performed by an American Society for Testing and Materials (ASTM)-recognized, independent testing facility in conformance with Attachment 8.

c. Formal, certified laboratory report findings must be delivered electronically to EMWD’s requesting department within ten (10) calendar days of sample collection.

2.4.4 Infrared Thermography Inspection:

a. The Contractor shall perform comprehensive thermographic (infrared) scans

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on all primary switchgear lineups, transformers, substations, and critical bus connections.

b. Thermography must establish empirical thermal baselines and identify localized abnormal temperature gradients, loose connections, unbalanced loads, or compromised electrical joints.

c. Anomalous or out-of-tolerance thermal findings requiring corrective action must be flagged, compiled, and reported to the requesting EMWD department within ten (10) calendar days of the scan.

2.4.5 Asset Identification: All target switchgear assemblies, circuit breakers, and sub-components are categorized by operational function and physical facility site within Attachment 1 (Equipment Listing and Locations).

2.4.6 Deliverables & Reporting: Contractor shall submit a comprehensive, professional electronic engineering report to the designated Manager within ten

(10) calendar days following the completion of field maintenance at any given facility. The unified report submittal must incorporate:

a. Field Maintenance Summary: Granular logs of all services performed, asset conditions observed, and final electrical testing values.

b. Laboratory Documentation: Certified ASTM oil analysis and fluid diagnostic results.

c. Thermographic Imagery: Calibrated infrared inspection scans featuring baseline comparison data and clear highlights of anomalous heat profiles.

d. Actionable Recommendations: Detailed logic justifying component repairs, retrofits, or lifecycle replacements.

e. Cost Estimates: If field adjustments or components require remediation, the

Contractor must attach a formalized itemized written estimate for the parts and labor required to execute the corrective work.

2.5 REPAIR SERVICES

2.5.1 Planned Repairs & Modifications: Upon request by EMWD Electrical Departments, the Contractor(s) shall provide planned, non-emergency repair, rehabilitation, and modification services. These tasks may be assigned based on anomalies surfaced during routine maintenance inspections, thermographic testing, or specialized plant operational demands. All such planned work will be executed under a separate, uniquely authorized EMWD Purchase Order (PO).

2.5.2 Emergency Repairs: Upon request by EMWD Electrical Departments, the Contractor(s)

a. Contractor(s) must maintain an active, 24-hour emergency response capability accessible 24 hours a day, 7 days a week, 365 days a year, inclusive of weekends and EWMD holidays.

b. EMWD will initiate emergency service requests via phone call, email, or other established immediate communication methods.

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c. Contractor’s authorized, qualified field technician(s) must physically report to the designated EMWD facility site within four (4) hours of the initial notification timestamp.

d. EMWD reserves the right, at its sole discretion, to assign any planned, as-needed, or emergency service work to alternative third-party contractors outside of this agreement.

2.5.3 Repair Documentation: Following the completion of any planned or emergency repair services, the Contractor shall submit all pertinent documentation to the designated Electrical Service Manager within five (5) calendar days of completion.

Submittals must be provided in an organized electronic format and must include:

a. Original Equipment Manufacturer (OEM) Operation & Maintenance (O&M) manuals.

b. As-built equipment schematics, wiring diagrams, and physical drawings.

c. Digital configuration files, software logic backups, instrument settings, and protective relay calibration profiles.

2.6 INVOICING REQUIREMENTS

Invoices must be submitted electronically to apuser@emwd.org. To prevent processing delays, each individual invoice must clearly itemized costs and include the followinginformation:

• Unique Authorized EMWD Purchase Order (PO) Number.

• Facility Name and physical street address.

• Description of Work executed.

• Specific Equipment Asset IDs and asset-linked Work Order Numbers.

• Requesting Manager/Department

2.7 SAFETY & OPERATIONAL RESPONSIBILITIES

2.7.1 Personnel Qualifications: All personnel assigned to execute work under awarded contract must be fully trained, field-qualified, and certified in Arc-Flash Safety (NFPA 70E). The Contractor ensures all on-site labor maintains comprehensive compliance with the National Electrical Code (NEC), National Fire Protection Association (NFPA) standards, and California OSHA regulations.

2.7.2 Safety Protocols & Personal Protective Equipment (PPE): The Contractor shall strictly adhere to all regulatory and EMWD-specific safety directives governing energized and high-voltage equipment.

2.7.3 Preoperative safety checks, physical de-energization verifications, and safety grounding installations must be performed systematically to ensure isolation before contact.

2.7.4 Contractor must provide all necessary safety infrastructure, including but not limited to grounding mats, ground lines, voltage-rated gloves, and hot-sticks, and ensure personnel utilize appropriate PPE suited to the specific incident energy levels.

2.7.5 Lockout/Tagout (LOTO): Contractor shall strictly comply with the EMWD’s formalized lockout/blockout/tagout enforcement policies. All LOTO operations mailto:apuser@emwd.org

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must be collaboratively checked and authorized by the facility's designated electrical department personnel before work commences.

2.7.6 Equipment Operation Constraints: Contractor personnel are strictly prohibited from operating, switching, racking, or energizing/de-energizing any EMWD electrical equipment independently. Every equipment state change must be executed under the explicit direction and oversight of the designated EMWD Electrical Services Manager or plant operator.

2.7.7 Defect Notification: If any system component is discovered to be explicitly defective, hazardous, or in imminent danger of failure during routine maintenance, the Contractor must immediately notify the designated EMWD department management.

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3. EVALUATION OF PROPOSALS

3.1 At time of the opening of proposals each Proposer shall be presumed to have read and be thoroughly familiar with the specifications and contract documents, including all Addenda.

3.2 EMWD RIGHTS

EMWD may make such investigations as it deems necessary to determine the ability of the Proposer to provide the goods and/or service as specified, and the Proposer shall furnish to EMWD, as is commercially reasonable, all such information and data for this purpose.

EMWD may discuss or negotiate with one or more proposers prior to award and reserves the right to reject any proposal.

3.3 EVALUATION PROCESS

A. Proposals will be reviewed by Purchasing and Contracts staff to verify compliance with submission instructions, response to requirements, and minimum qualifications. Any Proposal not meeting the minimum qualifications will be deemed non-responsive.

B. Proposal evaluation will commence following the review conducted by the Purchasing and Contracts staff. During the evaluation process, the evaluation committee may request clarification, as necessary, from Respondents. Respondents will be notified via email regarding the status of its Proposal.

C. Following the evaluation of the submitted Proposal, a short list of the most qualified

Respondents may be developed at EMWD’s sole discretion, based on the criteria outlined. EMWD may elect to have the short list of Respondents give oral presentations. Short-listed Respondents must be prepared to give their presentation within five (5) business days of EMWD’s request. The evaluation panel may ask questions about Respondent’s written Proposal and other issues regarding the scope of work. The short-list interview may be evaluated and scored. EMWD may ask short-listed Respondents to submit a best and final offer for further evaluation.

3.4 BEST AND FINAL OFFERS

Finalists may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers. Best and final offers may also be clarified and amended at finalist oral presentation and demonstration.

3.5 SELECTION OF FINALIST

Negotiations regarding agreement terms, conditions, scope of work, and pricing may or may not be conducted with Proposer. Therefore, the Proposal submitted should contain the Proposer’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent. If EMWD engages the Respondent in negotiations and a satisfactory agreement provisions cannot be reached, then negotiations may be terminated. EMWD may elect to contact another Contractor(s) submitting a Proposal. This sequence may continue until an agreement is reached.

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3.6 FINALIZE CONTRACTUAL AGREEMENTS

Any Contractual agreement(s) resulting from this RFP will be finalized with the most advantageous Proposer(s). In the event mutually agreeable terms cannot be reached with the Proposer(s) in the time specified, EMWD reserves the right to finalize a contractual agreement with the next most advantageous Proposer(s) without undertaking a new procurement process.

3.7 DISCLOSURE OF PROPOSAL CONTENTS

Proposals will be kept confidential until negotiations and recommendation of award are completed by EMWD. At that time, all proposals and documents pertaining to the proposals will be open to the public, except for material that is clearly marked proprietary or confidential.

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4. AWARD PROCESS

4.1 EMWD reserves the right to withhold award of contract for a period of (180) days following RFP submittal. All proposals received are considered valid for that (180) day period.

4.2 INJURY & ILLNESS PREVENTION PROGRAM (IIPP)

Every California employer must establish, implement, and maintain a written Injury and Illness Prevention Program (IIPP) and a copy must be maintained at each worksite if the employer has non-fixed worksites. The requirements for establishing, implementing, and maintaining a written Injury and Illness Prevention Program can be found at:

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

4.3 IIPP AND INSURANCE REQUIREMENTS

Respondent shall secure and provide their Contractor(s)’s Injury & Illness Prevention Program (IIPP) and Certificate of Insurance (including endorsements and waivers) with the types and amounts of Insurance set forth in in this RFP within fourteen (14) calendar days of EMWD’s notification of recommendation of award approval. If the successful Respondent is unable to secure the required insurance, EMWD reserves the right to revoke the award and award the agreement to the next highest ranked Respondent, to negotiate with any Respondent regarding the services that are the subject of this RFP, or to take any other action that is in the best interest of EMWD. Respondents are not required to provide proof of Insurance and Injury & Illness Prevention Program (IIPP) with their proposals.

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

4.5 EXECUTION OF THE AGREEMENT

The Contract/Agreement shall be signed by the Contractor(s) and returned, along with the required attachments to EMWD within ten (10) calendar days from receipt of contract. The period for execution may be changed by mutual agreement of the parties. Contracts are not effective until signed by the authorized EMWD officials. Any work performed prior to receipt of a fully executed contract shall be at Contractor(s)’s own risk.

4.6 FAILURE TO EXECUTE THE AGREEMENT

Failure to execute the Agreement within the time frame identified above shall be sufficient cause for voiding the award. Failure to comply with other requirements within the set time shall constitute failure to execute the Agreement. If the successful Bidder refuses or fails to execute the Agreement, EMWD may award the Agreement to the next qualified Bidder.

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

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5. TERMS AND CONDITIONS

5.1 ENGAGEMENT OF COMPANY

Company agrees to furnish and install the goods and/or services as stipulated herein, in accordance with the terms and conditions contained herein. Company will supply all labor, tools, equipment, materials, and expertise required to complete the work in a timely and workmanlike manner consistent with industry standards. Company agrees to perform the work in accordance with the terms and conditions of this contract, the forms attached hereto and incorporated herein by reference, and all applicable local, EMWD and federal laws, rules and regulations in effect at the time the services are provided.

5.2 TIME PERIOD

Company shall complete the work required herein in accordance with the schedule contained in the Proposal or as negotiated at the meeting between EMWD and Company after receipt of a fully executed purchase order, contract, or other Notice to Proceed where applicable. Time extensions will be granted, as reasonable, if Company’s performance of services is delayed by reason of strikes, boycotts, accidents, acts of God, weather, or other circumstances beyond Company’s control.

5.3 OTHER AGREEMENTS OR UNDERSTANDINGS

To the extent the terms and conditions herein are inconsistent with the terms and conditions contained in Company’s proposal, the terms and conditions in this document shall govern. There are no understandings or agreements except as herein expressly stated.

5.4 PAYMENT FOR SERVICES/PRODUCT

EMWD will remit payment following receipt of invoice after internal validation and acceptance. If an invoice is in error, EMWD will pay the accurate amount of the invoice, or the invoice will be returned to the Company for correction and reissue.

In connection with any cash discount specified in this proposal, time will be computed from the date of services performed or product acceptance/receipt as specified, or from the date correct invoices are received by EMWD if the latter date is later than the date of services performed. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of EMWD warrant or check.

Payment for goods and/or services received shall be made in accordance with the payment schedule and payment terms contained in this Proposal or as negotiated by EMWD and Company. Payment is deemed to be made on the date of mailing of the check.

The Company shall email invoices referencing the appropriate contract number to:

apuser@emwd.org or mail to :

Eastern Municipal Water District Attn: Finance Department

P.O. Box 8300 Perris, CA 92572-8300 mailto:apuser@emwd.org

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5.5 RIGHT TO WITHHOLD PAYMENT

EMWD may withhold or nullify the entire payment, or a portion of any payment due to Company to such extent as may be reasonably necessary to protect EMWD from loss as a result of:

A. Defective work not remedied in accordance with the provisions of the contract; or

B. Claims or liens filed or reasonable evidence indicating probable filing of claims or liens;

or

C. Failure of Company to make payment properly for labor, services, materials, equipment, or other facilities or to Subcontractors; or

D. Damage to other work on property; or

E. Failure of the Company to maintain all records as required; submitting progress schedules, and any other such items as may be required herein.

5.6 CHANGE ORDERS

Change Orders are defined as additional work and/or changes to the scope of this Request for Proposal. Change Orders may be required and ordered in writing by EMWD with agreement by Company. No Change Orders shall be authorized by EMWD unless a request therefore is submitted in writing to EMWD with an estimate of additional hours of work to be performed and/or additional goods or materials to be supplied and the associated costs provided. Change Orders performed without written authorization will not be approved for payment.

5.7 ASSIGNMENT, SUBCONTRACTING, OR INSOLVENCY

A. No performance of this contract or any portion thereof may be assigned or subcontracted by the Contractor without the express written consent of EMWD. Any attempt by the Contractor to assign or subcontract any portion of this contract without the express written consent of EMWD shall be invalid and shall constitute a breach of this contract. Whenever the Contractor is authorized to subcontract or assign, the terms thereof shall incorporate by reference and not conflict with this contract.

B. Contractor agrees that if there is a change in ownership prior to completion of this contract the new owners will be required under terms of sale to assume this contract and complete it to the satisfaction of EMWD.

C. No other Subcontractor other than those listed on the List of Subcontractors Form shall be permitted to perform services under this contract without the express written consent of EMWD.

D. The request for assignment or subcontract and EMWD’s approval or disapproval is not

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to be construed as an excuse for non-compliance with any other provision of law and the singed contract, including but not limited to the “Subletting and Subcontracting Fair Practices Act” or any other contracting requirements relating to substitution of subcontractors.

E. In the event that the company shall become insolvent or makes a general assignment for the benefit of creditors, or files or has filed against it a petition of bankruptcy or for reorganization or pursues any other remedy under any law relating to the relief of debtors, or in the event a receiver by appointed of Company’s property or business, EMWD may, at its option, cancel this contract.

5.8 STATUS OF COMPANY

Company will be considered for all purposes an independent Contractor and will not at any time directly or indirectly act as an agent, servant or employee of EMWD or make any commitments or incur any liabilities on behalf of EMWD without its express written consent. All personnel furnished by Company will be employees of the Company and Company will pay all salaries and expenses of, and all federal, social security taxes, federal and state unemployment taxes, and any similar payroll taxes relating to such personnel, and will carry Worker’s Compensation Insurance for such personnel. Neither Company nor any of his/her employees or agents shall have any claim under this contract or otherwise against EMWD for vacation pay, paid sick leave, retirement benefits, social security, workers compensation, health, disability, unemployment insurance benefits or other employee benefits of any kind.

5.9 LICENSING AND PERMITS

Company shall be licensed, as required, in accordance with the laws of this state. Company further warrants that it has all necessary permits, approvals, certificates, waivers and exemptions necessary for the provision of goods/services hereunder and required by the laws and regulation of the United States, State of California, the County of Riverside and all other appropriate governmental agencies and shall maintain these throughout the term of this Contract.

5.10 WARRANTY

A. Company warrants that all Services performed under this Agreement shall be performed in a competent manner in conformance with EMWD’s specifications and all applicable professional standards and that all equipment, materials and supplies provided hereunder or used in connection with the performance of such Services shall be of first rate quality, in strict compliance with EMWD’s specifications and any and all applicable industry standards, and free of defects in design, workmanship, and materials.

B. If the Services do not meet the warranties specified herein, Company shall promptly correct, without expense to EMWD, all Services which are not completed to the reasonable satisfaction of EMWD, and all specifications, drawings, or instructions set forth in or referenced in the Order(s). Company shall re-perform the Services and

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repair or replace all equipment, materials, and supplies, and make all corrections of Services, equipment, materials and supplies, including disassembly and re-assembly, which do not conform to the foregoing warranties, upon written notice thereof anytime such defects appear within twelve (12) months after EMWD’s acceptance of the Services performed hereunder.

5.11 COMPANY’S RESPONSIBILITIES

A. EMPLOYEES

1. Background/Security: Company warrants that all personnel engaged in the performance of this work are legal employees of the Company, possess sufficient experience, and have been subject to a background check for criminal history.

During the term of this contract, Company shall notify EMWD of any employee performing this work that has a criminal conviction.

2. Conduct: Company shall not allow any person(s) under the influence of alcohol or drugs on EMWD’s property. Neither shall the Company allow the use or presence of alcohol or drugs on EMWD’s property. Any employee or Subcontractor or Company performing work on EMWD property while under the influence of alcohol or drugs or whose conduct interferes with proper performance of the work or with EMWD’s operations shall be immediately removed from the work site and not permitted at the worksite thereafter.

3. Supervision: Company shall provide a supervisor or foreman who shall be present at all times during contract operations, and who shall be responsible for both the conduct and workmanship. The supervisor or foreman shall be able to communicate effectively in both written and oral English.

4. Company Representatives: EMWD reserves the right to require a change in company representatives if the assigned representative(s) is (are) not, in the opinion of EMWD, adequately meeting the needs of EMWD.

While performing Services, Contractor’s personnel shall at all times present a professional appearance wearing neat, clean uniforms with Contractor’s company name displayed on uniform shirt, jacket, and safety vest and all required PPE.

Contractor personnel shall maintain the highest level of professional standards in attire, decorum, and interaction with the public and EMWD personnel. Contractor shall ensure that all personnel providing Services conduct themselves at all times in a professional manner that reflects well on EMWD. EMWD reserves the right to request removal of any Contractor personnel deemed inappropriate for assignment to duty on EMWD properties. In the event EMWD is dissatisfied with Contractor’s personnel, Contractor shall replace said personnel within one (1) day of receiving written or verbal notification of such from EMWD

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The contractor shall provide coverage when staffing changes occur. Contractor shall guarantee that all scheduled services described in the scope of work shall be provided on-time and in full.