Refurbishment and Upgrade of the Coachella Fuel Service Station.pdf

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COACHELLA VALLEY WATER DISTRICT, CA

PROCUREMENT AND CONTRACTING DEPARTMENT

INVITATION FOR BIDS 2026-31

REFURBISHMENT AND UPGRADE OF THE COACHELLA FUEL

SERVICE STATION

ISSUED: SEPTEMBER 21, 2026

TABLE OF CONTENTS

SECTION 1 – NOTICE OF INVITATION FOR BIDS

1.1 Invitation for Bids

1.2 Term

1.3 Schedule

1.4 Procurement Officer and Delivery Address:

SECTION 2 – INSTRUCTIONS TO BIDDERS

2.1 Obtaining IFB Documents and Addenda:

2.2 Pre-Bid Conference:

2.3 Bidder’s Minimum Requirements:

2.4 Bid Security Requirement:

2.5 Performance and Payment Bonds

2.6 License Required:

2.7 Prevailing Wages and Labor Code Requirements:

2.8 Submission of Bids:

SECTION 3 – CONDITIONS GOVERNING THE PROCUREMENT

3.1 Invitation for Clarifications/Questions:

3.2 Bidders Ethical Behavior:

3.3 Bids to Remain Open:

3.4 Right to Accept or Reject Bids:

3.5 Responsibility of Bidder:

3.6 Insurance:

3.7 Public Record:

3.8 Cost Related to Bid Preparation:

3.9 Licenses, Permits, Fees and Assessments:

3.10 Investigations:

3.11 Non-Collusion:

3.12 Signed Bid and Exceptions:

3.13 Award of Contract:

3.14 Filing of Bid Protests

3.15 Form of Agreement:

SECTION 4 – SCOPE OF WORK

4.1 Background:

4.2 SCOPE OF WORK

4.3 SAFETY AND ENVIRONMENTAL STANDARDS

4.4 FLEETIO AND GEOTAB INTEGRATION REQUIREMENTS

4.5 Warranty:

4.6 Responsibility:

4.7 Fuel Tank Locations:

4.8 Schedule:

4.9 Compensation:

SECTION 5 – IFB FORMS

SECTION 6 – STANDARD AGREEMENT PUBLIC WORKS

SECTION 1 – NOTICE OF INVITATION FOR BIDS

1.1 Invitation for Bids

The Coachella Valley Water District (CVWD or District) is requesting Bids from qualified firms to provide the District with Refurbishment and upgrade of the Coachella Fuel Station.

The Coachella Valley Water District requires replacement of outdated infrastructure, achieve full compliance with current California UST regulations and SCAQMD requirements, mitigate environmental risks, and improve overall operational efficiency and safety.

This is considered a public works project and therefore will require registration with the DIR, any licensing that is required by CSLB and payment of prevailing wages.

1.2 Term

The term of this contract will be for one year, with completion sign off approved by the District.

1.3 Schedule

The following is the schedule for this procurement:

Activity Due/Time Invitation for Bids Issued September 21, 2026 Pre-Bid Conference September 28, 2026 @ 10:00 am PST

Job Walk September 29, 2026 @ 10:00 am PST Requests for Clarifications from Bidders are due October 05, 2026 @ 10:00 am PST Responses to Requests for Clarification will be posted via Addendum October 12, 2026 Bids are Due October 19, 2026 @ 2:00 pm PST Recommendation/Selection (tentative) October 26, 2026 Projected Date for Award of Contract/ PO November 10, 2026

1.4 Procurement Officer 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 BIDDERS

2.1 Obtaining IFB Documents and Addenda:

IFB documents including Addenda can be found on PlanetBids at: PlanetBids Vendor Portal Bidders will then need to log in and locate this IFB for all related documents. It is the Bidders’ 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 IFB.

2.2 Pre-Bid Conference:

A Pre-Bid Conference will be held as follows:

Date: Monday, September 28, 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/282764256466485?p=669NWvhNNrcxHifnHw Meeting ID: 282 764 256 466 485 Passcode: x38Qm79n All Bidders are highly encouraged to attend this conference to learn more about the requirements of this solicitation.

Walk Through:

Date: Tuesday, September 29, 2026 Time: 10:00 am PST Location - Coachella Fuel Service Station, 51-501 Tyler Street, Coachella, CA 92236.

Please sign in at front office to obtain a visitors pass to be authorized on property.

Purpose of the Job Walk The job walk provides prospective bidders with an opportunity to review existing site conditions, understand the project scope, identify potential construction constraints, and gather information necessary to prepare a complete and responsive bid proposal. Observe the existing underground storage tanks (UST), dispensers, piping, and fuel management equipment scheduled for replacement. Review site access, staging areas, crane access, material storage locations, and traffic considerations. Identify utility locations, electrical infrastructure, excavation constraints, and potential conflicts. Review environmental, permitting, inspection, and regulatory requirements. Understand requirements for FuelCloud, Fleetio, and GeoTab integration. Review emergency generator connection and transfer switch installation requirements. Provide an opportunity for bidders to ask questions regarding the scope of work and existing site conditions.

2.3 Bidder’s Minimum Requirements:

Experience: The Bidder shall possess demonstrated knowledge and expertise in the design, construction, testing, commissioning, and regulatory compliance requirements associated with fuel service station infrastructure. This includes, but is not limited to, https://protect.checkpoint.com/v2/r01/___https:/vendors.planetbids.com/portal/16339/portal-home___.YzJ1OmNvYWNoZWxsYXZhbGxleXdhdGVyZGlzdHJpY3Q6YzpvZmZpY2UzNjVfZW1haWxzX2F0dGFjaG1lbnQ6ZjliZGE4MzZjOGIyMjI4M2JiMTkzN2IyMjE1M2VlZDE6NzplMGY3Ojg1MWQ2YTg0M2QzMjk5MDI3M2RmM2Q1YzUzOGI3ODIyODgzZDRhOTQ0ZjAzMjBhNGJlNDU4Mzg5ZGJhYTQ0MzU6cDpUOk4 https://protect.checkpoint.com/v2/r01/___https:/vendors.planetbids.com/portal/16339/portal-home___.YzJ1OmNvYWNoZWxsYXZhbGxleXdhdGVyZGlzdHJpY3Q6YzpvZmZpY2UzNjVfZW1haWxzX2F0dGFjaG1lbnQ6ZjliZGE4MzZjOGIyMjI4M2JiMTkzN2IyMjE1M2VlZDE6NzplMGY3Ojg1MWQ2YTg0M2QzMjk5MDI3M2RmM2Q1YzUzOGI3ODIyODgzZDRhOTQ0ZjAzMjBhNGJlNDU4Mzg5ZGJhYTQ0MzU6cDpUOk4 mailto:jlerma@cvwd.org https://teams.microsoft.com/meet/282764256466485?p=669NWvhNNrcxHifnHw

California UST regulations, CARB Enhanced Vapor Recovery (EVR) requirements, fuel management systems, telematics integration, environmental compliance, and permitting procedures. To be considered responsive, the Bidder shall complete the experience form provided to demonstrate successfully completing a minimum of three (3) comparable projects within the State of California during the past five (5) years involving UST replacement, CARB EVR-compliant fuel systems, and integration with fuel management and telematics platforms.

The Owner reserves the right to verify all submitted references and evaluate the Bidder's qualifications based on project experience demonstrated.

2.4 Bid Security Requirement:

Each bid shall be accompanied by cash, a certified or cashier’s check, or Bid Bond secured from a surety company satisfactory to the District, the amount of which shall not be less than ten percent (10%) of the submitted Total Bid Price, made payable to Coachella Valley Water District as bid security. The bid security shall be provided as a guarantee by the time and date the bids are due. This guarantee ensures that the successful Bidder will enter into a Contract and provide the necessary bonds and certificates of insurance within 15 days of the notification of award. The bid security will be declared forfeited if the successful Bidder fails to comply within said time. No interest will be paid on funds deposited with District.

Electronic bid bonds will be accepted in lieu of paper bid bonds. Electronic bid bonds must be executed by a licensed surety, submitted with the bid, and be capable of independent verification. Electronic bid bonds shall have the same force and effect as original signed and sealed paper bid bonds.

2.5 Performance and Payment Bonds

The awarded bidder will be required to furnish performance and payment bonds, each in an amount equal to one hundred percent (100%) of the Contract Price. Each bond shall be in the forms set forth herein, shall be secured from a surety company that meets all State of California bonding requirements, as defined in California Code of Civil Procedure Section 995.120, and that is a California admitted surety insurer.

2.6 License Required:

Pursuant to section 7028.15 of the Business and Professions Code and section 3300 of the Public Contract Code, the awarded bidder must hold the required California license, in good standing with the Contractor State License Board, at the time of submitting its bid and continuously thereafter until project completion. All subcontractors shall possess the required license in accordance to section 7028.5 of the Business and Professions Code for the classification of work being performed. Licensure statements are made under penalty of perjury.

•The following licenses are required for this project: C-61 Limited Specialty Construction and D-40 Service Station Equipment and Maintenance

2.7 Prevailing Wages and Labor Code Requirements:

A. This is a public works project subject to compliance monitoring and enforcement by the California Department of Industrial Relations. The awarded bidder shall comply with all applicable provisions of the California State Labor Code regarding prevailing wages, Department of Industrial Relations Division of Apprenticeship Standards Labor and other requirements, including but not limited to Labor Code Sections:

1771.4, 1773.1, 1774, 1775 and 1776.

B. The District has obtained the most recent determination of general prevailing rates of per diem wages applicable to the work, and for holiday and overtime work, including employer payments for health and welfare, pension, vacation, and similar purposes;

and this will be made available to any bidder upon request. This information can also be obtained online at www.dir.ca.gov/dlsr/.

C. The awarded bidder shall post job site notices as prescribed by regulation. Contractor or subcontractor shall furnish records specified in Labor Code Section 1776 to the Labor Commissioner.

D. Pursuant to Labor Code Section 1771.1, any contractor submitting a bid, or subcontractor listed on the Bid Form, must be currently registered with the Department of Industrial Relations and qualified to perform public work pursuant to Labor Code Section 1725.5. No contractor or subcontractor will be awarded without proof of current DIR registration. If awarded a Contract, the Bidder and its subcontractors, of any tier, shall maintain active registration with the DIR for the duration of the Project.

2.8 Submission of Bids:

A. Bids must be submitted on the Bid forms supplied in this IFB.

B. Bids will be received via the PlanetBids link provided until the time specified in the schedule.

C. A responsive bid must include a price for all items listed on the bid form.

D. Electronic bids shall be uploaded to the PlanetBids vendor portal at the following link:

PlanetBids Vendor Portal and then selecting the IFB prior to the due date and time.

E. The receiving time in PlanetBids will be the governing time for acceptability of Bids.

Telegraphic and telephonic Bids will not be accepted. Late Bids will not be accepted by the PlanetBids System.

F. Bids will be submitted electronically in the PlanetBids System. Failure to register as a Bidder to this IFB process per the instructions in the Notice Inviting Requests for Bids (under “Obtaining IFB Documents”) may result in not receiving Addenda or other important information pertaining to this process. Failure to acknowledge Addenda may render a Bid as being non-responsive or negatively impact the evaluation of a bid.

G. Bids submitted may be withdrawn by removing them from the system before the hour set for the opening.

H. The price quoted by the Bidder in his/her bid shall include any and all applicable sales or use tax levied by the California Revenue and Taxation Code, and shall be exclusive of Federal Excise Taxes pursuant to the exemption of political subdivisions in the "Revenue Act of 1935" or any other acts of Congress.

I. Bidders may submit only one bid in response to this IFB.

J. Bidders shall submit all required forms with the bid.

K. In case of discrepancy between the Unit Price and the Item Cost set forth for a unit basis item, the unit price shall prevail and shall be utilized as the basis for determining the lowest responsive, responsible Bidder. However, if the amount set forth as a unit price is ambiguous, unintelligible or uncertain for any cause, or is omitted, or is the same amount as the entry in the “Item Cost” column, then the amount set forth in the “Item Cost” column for the item shall prevail and shall be divided by the estimated quantity for the item and the price thus obtained shall be the Unit Price.

https://protect.checkpoint.com/v2/r01/___https:/vendors.planetbids.com/portal/16339/portal-home___.YzJ1OmNvYWNoZWxsYXZhbGxleXdhdGVyZGlzdHJpY3Q6YzpvZmZpY2UzNjVfZW1haWxzX2F0dGFjaG1lbnQ6ZjliZGE4MzZjOGIyMjI4M2JiMTkzN2IyMjE1M2VlZDE6NzplMGY3Ojg1MWQ2YTg0M2QzMjk5MDI3M2RmM2Q1YzUzOGI3ODIyODgzZDRhOTQ0ZjAzMjBhNGJlNDU4Mzg5ZGJhYTQ0MzU6cDpUOk4

L. For purposes of evaluating Bids, the District may correct any apparent errors in the extension of unit prices and any apparent errors in the addition of subtotal prices. The District shall not be required to correct these errors, and such errors that render the bid materially different than was intended may, in the District’s discretion, render a bid non-responsive.

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

N. Bids will be publicly opened and read aloud virtually via the following TEAMS meeting:

Date: October 19, 2026 Time: 2:00 pm PST

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

Zoom / Microsoft Teams Meeting:

Join:

https://teams.microsoft.com/meet/256203888747877?p=mes041GwHpmGuFCan6 Meeting ID: 256 203 888 747 877 Passcode: fk9Ex9Mm

The District will post an unaudited tabulation of the Bids on the PlanetBids Portal.

https://teams.microsoft.com/meet/256203888747877?p=mes041GwHpmGuFCan6

SECTION 3 – CONDITIONS GOVERNING THE PROCUREMENT

3.1 Invitation for Clarifications/Questions:

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

B. Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the IFB. 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 Procurement and Contracting Department will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect.

3.2 Bidders Ethical Behavior:

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

3.3 Bids to Remain Open:

The Bidder shall guarantee that all contents of their Bid shall be valid for a period of 120 calendar days from the due date of Bids.

3.4 Right to Accept or Reject Bids:

The Coachella Valley Water District reserves the right to waive any informality or technical defect in a Bid and to accept or reject, in whole or in part, any or all Bids and to cancel all or part of this IFB and seek new Bids, 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 CVWD. The District also reserves the right to award to the lowest responsive responsible bidder or to reject all bids, as it may best serve the interests of the District. Furthermore, the District reserves the right to reject the Bid of any Bidder who previously failed to perform properly, or complete on time, agreements of a similar nature, or to reject the Bid of a Bidder who is not in a position to perform such an agreement satisfactorily.

3.5 Responsibility of Bidder:

All firms responding to this IFB shall be responsible. If it is found that a firm is non-responsible the Bid shall be rejected. In addition, CVWD reserves the right to make such investigations as it deems necessary to determine the ability of the Bidder to perform the Work and the Bidder 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 Bid if the evidence submitted by or investigation of such Bidder fails to satisfy the District that such Bidder is properly qualified to carry out the obligations in the bid documents and to complete the Work contemplated therein.

3.6 Insurance:

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

https://protect.checkpoint.com/v2/r01/___https:/vendors.planetbids.com/portal/16339/portal-home___.YzJ1OmNvYWNoZWxsYXZhbGxleXdhdGVyZGlzdHJpY3Q6YzpvZmZpY2UzNjVfZW1haWxzX2F0dGFjaG1lbnQ6ZjliZGE4MzZjOGIyMjI4M2JiMTkzN2IyMjE1M2VlZDE6NzplMGY3Ojg1MWQ2YTg0M2QzMjk5MDI3M2RmM2Q1YzUzOGI3ODIyODgzZDRhOTQ0ZjAzMjBhNGJlNDU4Mzg5ZGJhYTQ0MzU6cDpUOk4

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, pursuant to CA Government Code 7922 during the negotiation process, may be made public after the District’s negotiations are completed, and staff has provided notice of intent to recommend award to the CVWD Board for the award of a contract to a specific firm, but before final action is taken by the Coachella Valley Water District Board of Directors to award the contract.

B. Although the California Public Records Act (“CPRA”) recognizes that certain confidential trade secret information may be protected from disclosure, CVWD may not be in a position to establish that the information submitted in a Bid 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 Bidis 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 Invitation 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. CVWD will not, under any circumstances, incur any expenses, or be responsible for any damages or losses incurred by a party submitting a Bid 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 Bid or other information or documents submitted to the District as part of this IFB process. The District may not recognize Bids where all the information, via a blanket statement, is submitted as proprietary information or a trade secret. Such Bids may be found non-responsive.

3.8 Cost Related to Bid Preparation:

CVWD will NOT be responsible for any costs incurred by any firm responding to this IFB in the preparation of their Bid or participation in any presentation if requested, or any other aspects of the entire IFB process. Compliance with Law:

Bidder 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.

3.9 Licenses, Permits, Fees and Assessments:

Bidder 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 IFB. Bidder represents and warrants to CVWD that Bidder 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 Bidder to perform the Work and Services under the Agreement if so awarded. Bidder 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

Bidder’s performance of the Work and Services required under the Agreement if so awarded. Bidder shall indemnify, defend, and hold harmless District against any such fees, assessments, taxes penalties, or interest levied, assessed, or imposed against District to the fullest extent permitted by law.

3.10 Investigations:

CVWD reserves the right to make such investigations as it deems necessary to determine the ability of the firms responding to this IFB 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. CVWD reserves the right to reject any Bid 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.

3.11 Non-Collusion:

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

3.12 Signed Bid and Exceptions:

Submission of a signed Bid will be interpreted to mean that the firm responding to this IFB has hereby agreed to all the terms and conditions set forth in all of the sheets which make up this Invitation for Bids, and any attached sample agreement.

Exceptions to any of the language in either the IFB documents or attached sample agreement, including the insurance requirements, must be requested under the Invitation 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 Bidders. Exceptions to the District’s IFB 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 Bids. The District makes no guarantee that any exceptions will be approved but will consider any requests put forward in the Invitation for clarification/question process.

3.13 Award of Contract:

A. Award of Bid: The Bid will be awarded to the lowest responsive and responsible

Bidder.

B. Responsibility of a bidder will be determined by the District based on each bidder’s experience and references. CVWD will be the sole judge with respect to the responsiveness and responsibility of each bidder.

C. Notice of Intent to Award: District staff will provide a Notice of Intent to award to all bidders once an evaluation of the responsiveness and responsibility of the bids has been conducted. The Notice of Intent to Award is staff’s recommendation only. It is not a Board decision. Such notice will not constitute a binding obligation of the Board of Directors to enter into such contract. The authority to award the contract shall rest with the Board of Directors.

D. Notice of Award: After award of the Bid by the Coachella Valley Water District Board of Directors, if necessary, a Notice of Award letter and Agreement will be sent to the successful Bidder for execution and return. The successful Bidder shall provide all Certificates of Insurance, Bonds, if required, within fourteen (14) calendar days. In the event the Bidder to whom an award is made fails or refuses to execute the Contract and provide required documents within fourteen (14) calendar days after notification of the award, the District may award the Contract to the next lowest responsive responsible Bidder or reject all bids.

E. It is the District’s intent to award a contract to the firm that can provide all of the scope of work, equipment and services identified in the IFB document. However, the District reserves the right to award a contract, 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 of Director’s meeting after the bids have been evaluated. The decision of the Board will be final.

3.14 Filing of Bid 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 the District’s Procurement Division and contact specified in the solicitation at least five (5) business days before the original date set for the submission of 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 without making a protest shall be deemed to have waived any objection to the form or content of the solicitation.

B. Protest After Bid Opening

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

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

a) The protest must be submitted within five (5) days of the bid opening. The

District’s Procurement Division must receive the protest by 5:00 p.m.

Pacific Time on the fifth (5th) business day following the bid opening.

c) Clearly identify specific irregularity or accusation.

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

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

f) 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 shall review the basis of the protest and all relevant information. The District staff member from the Procurement Division 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.

3.15 Form of Agreement:

A. The selected bidder 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 6).

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

B. 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 lowest responsive responsible Bidder refuses or fails to execute the Agreement, the District may, at its sole discretion, award the Contract to the second lowest responsive responsible Bidder, and so on.

SECTION 4 – SCOPE OF WORK

4.1 Background:

A. The Coachella Valley Water District (CVWD) operates the Coachella Fuel Service Station located at 51-501 Tyler Street, Coachella, California. The facility currently provides gasoline and diesel fueling services for District fleet operations through a UST system consisting of five 10,000-gallon tanks (3 unleaded, 2 diesel), associated pipelines, dispensers, fuel management systems, and monitoring equipment.

B. Many of the existing fuel system components have reached the end of their useful service life and require replacement to maintain operational reliability, environmental compliance, and public safety. The District seeks to modernize the facility by replacing aging infrastructure and implementing advanced fuel management technologies that integrate with Fleetio Fleet Management Software and Geotab telematics platforms.

C. The project is intended to:

1. Replace existing UST and associated infrastructure.

2. Improve environmental protection through modern double-wall containment systems.

3. Achieve full compliance with current California UST regulations, CARB Enhanced

Vapor Recovery (EVR) requirements, SCAQMD regulations, CUPA requirements, NFPA standards, and local codes.

4. Improve fuel inventory management, transaction tracking, and equipment monitoring.

5. Enhance emergency preparedness through installation of a manual transfer switch and generator connection system.

6. Extend the operational life of the facility while minimizing environmental risk and operational disruptions.

D. The Contractor shall provide all labor, materials, equipment, engineering support, permits, testing, inspections, commissioning services, supervision, and incidentals necessary.

4.2 SCOPE OF WORK

A. General Requirements

The Contractor shall furnish all labor, materials, equipment, tools, transportation, permits, engineering services, testing, training, and project management required to perform the complete refurbishment and upgrade of the Coachella Fuel Service Station to deliver a complete, fully functional, code-compliant fuel station. The Contractor shall assume full responsibility for coordination with regulatory agencies, inspection scheduling, permit acquisition, testing, commissioning, and project closeout.

B. Phases - The project shall include, but not be limited to, the following phases:

1. Phase 1 – Pre-Construction Planning and Design – the Contractor shall:

a. Perform utility locates and subsurface investigations.

b. Verify all site conditions.

c. Conduct potholing activities as necessary.

d. Retain a licensed structural engineer to assess the condition of the existing canopy.

e. Evaluate existing fuel monitoring systems for potential reuse or replacement.

f. Prepare shop drawings and equipment submittals.

g. Prepare detailed phasing plans and construction schedules.

h. Coordinate integration requirements with District Fleetio and Geotab representatives.

i. Obtain all permits and agency approvals necessary for construction.

2. Phase 2 – Demolition and Removal - the Contractor shall:

a. Implement safety controls and temporary site protection measures.

b. Demolish existing fuel dispenser islands.

c. Remove existing fuel management pedestals.

d. Remove all under-dispenser containment systems.

e. Remove five existing USTs.

f. Remove all existing piping systems.

g. Remove electrical conduit, wiring, sensors, and monitoring equipment.

h. Dispose of removed materials at approved facilities.

i. Perform soil sampling and environmental testing.

j. Manage contaminated soils in accordance with regulatory requirements.

k. Submit soil analysis reports to regulatory agencies and CVWD.

3. Phase 3 – UST System Installation - the Contractor shall:

a. Install three new 10,000-gallon gasoline tanks.

b. Install two new 10,000-gallon diesel tanks.

c. Provide double-wall fiberglass reinforced plastic construction.

d. Provide a thirty-year minimum manufacturer warranty.

e. Install tank anchoring systems, spill containment equipment, overfill prevention equipment, vent systems, monitoring sensors, double-wall fiberglass fuel piping, leak detection systems, under-dispenser containment systems, and cathodic protection systems where required.

f. Complete all inspections and testing before backfilling operations begin.

4. Phase 4 – Fuel Dispensing System Replacement - the Contractor shall:

a. Install three replacement gasoline dispensers.

b. Install two replacement diesel dispensers.

c. Install new hoses and nozzles.

d. Install emergency breakaway devices and shear valves.

e. Install protective bollards.

f. Install two new fuel management pedestals.

g. All equipment shall be EVR-compliant and CARB-certified.

h. Calibrate and commission dispensing equipment prior to final acceptance.

5. Phase 5 – Electrical, Controls and Communications - the Contractor shall:

a. Replace all hazardous-location electrical systems.

b. Install new conduit and wiring.

c. Upgrade grounding and bonding systems.

d. Install Veeder-Root TLS-450 fuel monitoring and automatic tank gauging system.

e. Install FuelCloud fuel management software.

f. Provide networking and communication infrastructure.

g. Integrate systems with Fleetio Fleet Management Platform and Geotab

Telematics Platform.

h. Demonstrate full operational functionality during commissioning.

6. Phase 6 – Site Restoration - the Contractor shall:

a. Restore concrete and asphalt pavement surfaces.

b. Repair or replace damaged site improvements.

c. Complete striping and signage.

d. Restore disturbed areas.

e. Perform site cleanup and demobilization.

f. Perform canopy repairs identified through structural assessment.

7. Phase 7 – Emergency Generator Infrastructure - the Contractor shall:

a. Install Appleton Powertite generator connection inlet.

b. Install manual transfer switch.

c. Install associated conduit, wiring, grounding, interlocks, and labeling.

d. Provide safe emergency power connectivity in compliance with NEC Article 702 and the California Electrical Code.

4.3 SAFETY AND ENVIRONMENTAL STANDARDS

A. Safety Requirements - The Contractor shall be solely responsible for maintaining a safe work environment throughout the duration of the project and shall provide all labor, supervision, training, equipment, and controls necessary to protect CVWD personnel, contractors, visitors, the public, and the surrounding environment. All work shall comply with applicable federal, state, and local safety regulations, including Cal/OSHA, NFPA 30A, California Fire Code, NEC Article 514, and hazardous-location requirements associated with petroleum fueling facilities. More specifically the Contractor comply with the requirements listed below:

1. Site-Specific Health and Safety Plan (HASP)

Within ten calendar days of Notice to Proceed, the Contractor shall submit a comprehensive Site-Specific Health and Safety Plan (HASP) for CVWD review and acceptance. The HASP shall include, at a minimum:

a. Hazard identification and risk assessment.

b. Emergency response procedures.

c. Spill prevention and response procedures.

d. Confined space entry procedures.

e. Hot work permitting procedures.

f. Lockout/Tagout (LOTO) procedures.

g. Excavation and trench safety requirements.

h. Traffic control measures.

i. Heat illness prevention procedures.

j. Hazard communication program.

k. PPE requirements.

l. Incident reporting protocols.

m. Emergency contact information.

n. Safety training and certification records.

2. Excavation Safety

a. Obtain all required excavation permits.

b. Utilize a qualified Competent Person on-site at all times.

c. Provide engineered shoring systems where required.

d. Conduct daily trench inspections.

e. Maintain safe excavation access and egress.

f. Monitor excavation stability.

g. Implement utility protection procedures.

h. Protect adjacent structures and equipment from settlement or damage.

3. Petroleum Facility Safety Requirements

a. Use intrinsically safe tools and testing equipment.

b. Provide bonding and grounding of all fuel system components.

c. Eliminate ignition sources.

d. Provide fire watch personnel during hot-work activities.

e. Conduct atmospheric monitoring where required.

f. Verify emergency fuel shutoff systems.

g. Coordinate with Fire Marshal personnel.

h. Maintain operational fire extinguishers throughout the project.

4. Traffic and Public Protection Maintain barricades, warning signs, temporary fencing, traffic-control devices, pedestrian protection systems, and nighttime illumination/security. All traffic-control activities shall comply with the latest California MUTCD and local agency requirements.

5. Environmental Compliance Requirements

All environmental activities shall comply with California Health and Safety Code, Title 23 CCR, RCDEH, CUPA, CARB, SCAQMD, CERS, NFPA 30A, and California Water Code requirements.

6. Soil and Groundwater Protection

a. Continuously monitor for evidence of contamination.

b. Collect and analyze soil samples as directed by RCDEH.

c. Retain a California-certified environmental laboratory.

d. Immediately report contamination findings to CVWD and regulatory agencies.

e. Segregate contaminated materials.

f. Prevent migration of contaminated soils or groundwater.

g. Maintain complete chain-of-custody documentation.

7. Hazardous Waste Management

a. Characterize all waste streams.

b. Store waste in approved containers.

c. Label hazardous waste containers.

d. Maintain waste accumulation logs.

e. Use licensed transporters.

f. Dispose of waste at approved facilities.

g. Provide manifests and certificates of disposal/destruction.

8. Stormwater and Spill Prevention Implement Best Management Practice including spill containment measures, secondary containment, stormwater protection devices, erosion-control systems, dust suppression, and daily housekeeping. Immediately report any release of petroleum products, chemicals, or contaminated materials to CVWD and applicable regulatory agencies.

4.4 FLEETIO AND GEOTAB INTEGRATION REQUIREMENTS

A. General Requirements

1. A major objective of this project is to provide a fully integrated fuel management and tank monitoring ecosystem capable of exchanging real-time data between the FuelCloud fuel management platform, Veeder-Root TLS-450 monitoring system, Fleetio Fleet Management System, and the Geotab telematics platform.

a. The Contractor shall provide all hardware, software configuration, programming, testing, and commissioning necessary to achieve seamless interoperability between these systems.

b. The Contractor shall coordinate directly with CVWD Fleet Management, Information Technology personnel, Fleetio representatives, Geotab representatives, and equipment vendors throughout design, configuration, testing, and commissioning.

B. Fleetio Integration Requirements

The Contractor shall configure the system to automatically transfer fuel transaction data into Fleetio as follows:

1. Required Data Elements

a. VIN

b. Asset number

c. Vehicle unit number

d. Driver identification

e. Date and time of fueling

f. Fuel type dispensed

g. Quantity dispensed

h. Fuel cost

i. Fueling location

j. Odometer reading

k. Engine hours

l. Tank inventory levels

m. Fuel transaction exceptions

n. Fuel consumption analytics

2. Fleetio Functional Requirements

a. Automatic fuel transaction uploads

b. Real-time asset fueling records

c. Automated fuel inventory updates

d. Exception-based fueling alerts

e. Unauthorized fueling notifications

f. Fuel usage reporting

g. Historical transaction retrieval

h. Audit trail preservation

C. Geotab Integration Requirements - The Contractor shall configure integration between FuelCloud and Geotab to support telematics-based fueling validation and fleet management functions as follows:

1. Required Data Exchange

a. Vehicle identification

b. GPS location

c. Driver credentials

d. Odometer readings

e. Engine hour data

f. Vehicle status

g. Fuel transactions

h. Fuel inventory information

i. Fuel theft detection alerts

j. Equipment operational status

2. Required Geotab Capabilities

a. Vehicle-to-pump authorization

b. Automated vehicle identification

c. Fuel transaction validation using telematics data

d. Odometer verification

e. Fuel exception reporting

f. Idle fuel consumption analytics

g. Vehicle utilization reporting

h. Unauthorized fueling prevention

E. Integration Testing and Commissioning - The Contractor shall prepare and execute a comprehensive Integration Test Plan.

1. Fuel Transaction Testing

a. Vehicle authorization

b. Driver authentication

c. Successful fueling transaction

d. Fuel transaction upload into Fleetio

e. Fuel transaction upload into Geotab

f. Reporting functionality verification

2. Tank Monitoring Testing

a. Tank level monitoring

b. Leak detection alarms

c. Low inventory alarms

d. Communication loss alarms

e. Sensor failure alarms

f. Alarm notification delivery

3. Network Resiliency Testing

a. Temporary network interruption

b. Local transaction buffering

c. Automatic synchronization after connectivity restoration

d. No loss of transactional data

e. Recovery reporting and exception logging

F. Acceptance Criteria

1. All fuel transactions successfully populate Fleetio.

2. Asset and driver data successfully synchronize with Geotab.

3. Tank monitoring alarms are transmitted and logged.

4. Historical reporting is operational.

5. Data synchronization and recovery testing has passed.

6. CVWD staff have been trained.

7. CVWD has issued written acceptance of the integration system.

G. Training Requirements - The Contractor shall provide a minimum of eight hours of training covering:

1. FuelCloud administration

2. Veeder-Root TLS-450 operation

3. Fleetio fuel management reporting

4. Geotab transaction monitoring

5. Alarm management

6. Troubleshooting procedures

7. User account administration

8. Report generation and exporting

9. Backup and recovery procedures

10. Cybersecurity and credential management practices

4.5 Warranty:

A. Contractor shall warrant all labor, materials, equipment, systems, software integrations, and workmanship for a minimum of one year from Final Acceptance, including schedule identifying manufacturer, model number, serial number, warranty period, commencement date, and warranty contact information for each installed item.

B. Contractor shall provide a thirty-year minimum manufacturer warranty for USTs.

C. In addition to the Contractor warranty, the Contractor shall provide and assign to CVWD all available manufacturer warranties for every product, material, equipment item, system component, software subscription, and accessory furnished under this Contract.

D. The Contractor shall provide manufacturer warranty documentation for all furnished goods including USTs, piping, UDCs, spill buckets, Veeder-Root systems, dispensers, FuelCloud equipment, Fleetio and GeoTab integration components, electrical equipment, generator connection equipment, bollards, signage, and all permanently installed products.

E. Manufacturer warranties shall supplement and not limit the Contractor warranty obligations. The Contractor shall coordinate all warranty claims during the Contractor warranty period.

F. Where manufacturer warranties exceed one year, including the minimum thirty-year UST warranty and other extended equipment warranties, such warranties shall be fully registered and transferred to the District prior to Final Acceptance.

G. Prior to Final Payment, the Contractor shall provide a complete Warranty Binder in electronic PDF and hard-copy format containing all manufacturer warranties, registration certificates, warranty contacts, claim procedures, maintenance requirements, and proof of warranty activation.

4.6 Responsibility:

Item Contractor CVWD Permit preparation, coordination, and scheduling of inspections X Collect a minimum of five (5) representative soil samples from the project area, including surface and subsurface samples as required by site conditions and the geotechnical engineer's recommendations. Submit all samples under chain-of-custody procedures to a California ELAP-accredited laboratory for analysis

X

Permit fees and agency charges X Owner-required permit signatures / owner-of-record authorizations

X

Fuel product removal / disposal / reuse decision X Temporary fueling operations (if pursued) and all safety/regulatory controls

X

Utility shutdown coordination and notifications X Fleetio configuration activities requiring contractor input (devices, mapping, testing)

X

Fleetio credentials / tenant access provisioning X Geotab API access provisioning X Hazardous waste handling, manifesting, and disposal for contractor-generated waste

X

SWPPP/BMP implementation and compliance during construction (if applicable)

X

Traffic control and public protection measures X

4.7 Fuel Tank Locations:

Figure F-1: Professional UST Monitoring Plot Plan — Existing Conditions (May 2026). Clean vector recreation of 2016 layout for construction clarity. All 5 tanks, fuel dispensers, sumps, and vents shown below:

4.8 Schedule:

Work will commence within 20 days of the Notice to Proceed. All work shall be completed within 12 months of the Notice to Proceed.

4.9 Compensation:

Work will be compensated on a unit price basis. Contract pricing includes all labor, expenses, and incidentals to complete the work outlined in the contract scope. The Contractor may request monthly payments based on work completed for the previous month in accordance with the unit pricing outlined in the agreement. No additional compensation will be due by the District unless the contract is modified for additional work requested by the District.

SECTION 5 – IFB FORMS

ATTACHMENT A – Signature Authorization Form, including Addenda acknowledgment ATTACHMENT B – Non-Collusion Affidavit Form ATTACHMENT C - Experience Form ATTACHMENT C – References ATTACHMENT D – References Form ATTACHMENT E - Executive Order N-6-22 Certification Form ATTACHMENT F– Bid Form ATTACHMENT G - License Form ATTACHMENT H - DIR Form ATTACHMENT I - Bid Bond Form ATTACHMENT J - Contractor’s Certification Regarding Workers’ Compensation Form ATTACHMENT K - Designation of Subcontractors Form

ATTACHMENT A

SIGNATURE AUTHORIZATION

INVITATION FOR BIDS (IFB 2026-31)

REFURBISHMENT AND UPDATE OF THE COACHELLA FUEL SERVICE STATION

*THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR BID

NAME OF COMPANY(BIDDER):

BUSINESS

ADDRESS:___________________________________________________________

TELEPHONE: ______________CELL PHONE___________ ___FAX______________

CONTACT PERSON____________________EMAIL ADDRESS____________________

A. I hereby certify that I have the authority to submit this Bid 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 bid.

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 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 the District for this IFB is required by including the acknowledgment with your bid. Failure to acknowledge the Addenda issued may result in your Bid 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

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

YOUR BID

The undersigned, deposes and says that he or she is of , the party making the foregoing Bid. That the Bid is not made in the interests of, or on the behalf of, any undisclosed person, partnership, company, association, organization, or corporation;

that the Bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham Bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham Bid, or that anyone shall refrain from Bidding; that the Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the

Bid price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the

Bid price, or of that of any other Bidder, 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 Bid are true; and,…