Supply_of_Reverse_Osmosis_(RO)_Membranes_for_Torrance_Refinery_Water_Recycling_Plant.pdf

Invitation for Quote (IFQ)

To Provide

SUPPLY OF REVERSE OSMOSIS (RO) MEMBRANES FOR

TORRANCE REFINERY WATER RECYCLING PLANT

Due

October 17, 2025, 2:00 pm

Issued by

WEST BASIN MUNICIPAL WATER DISTRICT

17140 South Avalon Boulevard, Suite 210

Carson, California 90746

Issue Date

September 25, 2025

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/westbasin https://procurement.opengov.com/portal/%7bproject.government.code%7d

West Basin Municipal Water

REQUEST FOR QUOTATION

Supply of Reverse Osmosis (RO) Membranes for Torrance Refinery Water Recycling

Plant

I. Introduction II. Specifications (Good Description)

III. Quantity and Delivery Information IV. General Information & Terms V. Small and Local Business Enterprise Program

VI. Bid Response VII. Pricing Proposal

Attachments:

A - WB TRWRP Scope of Supply RO Membranes_Final

B - Purchase Order Template-Goods-No LC-(2023)

C - Vendor-Information-Request-Form-fillable

1. Introduction

West Basin is a public agency that provides imported drinking water and recycled water to 17 cities and nearly one million people in the coastal Los Angeles area. West Basin is a member agency of the Metropolitan Water District of Southern California. West

Basin's mission is to provide a safe and reliable supply of high-quality water to its customers and communities with a commitment to water reliability, water quality, sound financial and resource management, customer service and environmental stewardship. West Basin is an internationally recognized leader in water recycling, conservation, water education and water resource management. To learn more about

West Basin please visit www.westbasin.org.

1.1. Summary

West Basin Municipal Water District (West Basin) is inviting Qualified Bidders to submit

Quotations for Supply of Reverse Osmosis (RO) Membranes for Torrance Refinery

Water Recycling Plant.

1.2. Background

West Basin owns several water recycling facilities that are operated by contract operator. There are four reverse osmosis trains at Torrance Refinery Water Recycling

Plant (TRWRP) that treat tertiary effluent from the Edward C. Little Water Recycling

Facility (ECLWRF) in El Segundo, California. The reverse osmosis (RO) membrane elements in trains 1-4 are being replaced because they have reached the end of their useful life.

The reverse osmosis membrane elements supplier (herein called Supplier) shall furnish the reverse osmosis membrane elements in accordance with the requirements specified herein.

1.3. Contact Information

Shaneka Morris, Contracts Administrator Supervisor

Email: shanekam@westbasinca.gov

Phone: (310) 660-6207

17140 Avalon Blvd, Carson, CA 90746

1.4. Timeline

Solicit Quotes: September 25, 2025

Last Day for Comments or Questions: October 10, 2025, 2:00pm

Quotes Due: October 17, 2025, 2:00pm

2. Specifications (Good Description) http://www.westbasin.org/

2.1. Specifications

The following items define the scope of work for this project:

A. Supply and delivery of a quantity of eight hundred seventy-six (876) membrane elements (8 x 40 inches) as specified in Part 2 of Scope of Supply (attached –

Exhibit A).

B. Supply and delivery of spare parts, spare parts shall be provided in accordance with Scope of Supply (attached – Exhibit A).

C. Final acceptance of the reverse osmosis membrane elements is subject to the results of inspection by WBMWD and its agents.

D. Delivery –The completion time of the membrane replacement is paramount. The time of completion for the work will be ninety (90) consecutive calendar days from the Notice of Award.

The membrane element manufacturer (herein called Supplier) shall furnish the membrane elements and appurtenances, in accordance with the requirements specified herein.

“For a complete description of all required deliverables, please see the detailed

Specification(s) located in the Attachments Section.”

2.2. 2.2. QUALITY CONTROL / QUALITY ASSURANCE

• Reference Standards o American Society for Testing and Materials (ASTM)

▪ ASTM-D4516

▪ ASTM D4194

▪ ASTM D6161

▪ ASTM D6284

o American Nation Standards Institute (ANSI)/ National Sanitary Foundation

(NSF) Standard 6

• Manufacturers QA/QC o Membrane elements shall be manufactured in accordance with ISO/9000-

9001.

• NSF Certification https://procurement.opengov.com/portal/westbasin/projects/200399/document?section=1872453 o Requirements for NSF Standard 61 for membranes supplied shall apply to this specification.

3. Quantity and Delivery Information

Based on the results of the supplier selection, the selected RO membrane supplier (s) shall be able to deliver the eight hundred seventy-six (876) membranes within 90 days from the Notice of Award.

PRODUCT DELIVERY STORAGE AND HANDLING

• Membranes, interconnector and brine seal shall be sealed in a heavy bag.

Performance (wet) tested membranes shall include sodium bisulfite solution as a preservative. Other inorganic preservatives or non-organic based preservatives will be considered on a case by case basis. However, the use of organic based solution preservatives is not acceptable.

• Membrane Elements shall be supplied in a cardboard box which is constructed from 200 lb/ft2 cardboard. The packaging shall contain spacers to center and secure the membrane element in the box. The membrane model and serial number shall be displayed on the box.

• If applicable, membrane elements shall be organized in accordance with the membrane suppliers' loading schedule and serial number.

• Membrane boxes shall be palletized and shrink wrapped for shipment.

• For orders in excess of 100 elements, the District will consider alternative packaging approaches to eliminate cardboard and packaging waste.

• Membranes shall be transported to the jobsite using methods to prevent freezing.

SHIPMENT, HANDLING, AND STORAGE

• Bidders Quotation shall include the cost for freight (Freight Cost), stated separately.

• Freight Cost is not to be included in the unit cost of the goods on offer. Quotations that do not include a separately stated Freight Cost will be rejected as non-responsive.

• The quoted Freight Cost should reflect anticipated actual charges.

• West Basin will consider the Freight Cost as a Not-to-Exceed value and this value will be considered in the evaluation of the total price of the bid.

• West Basin will pay the actual Freight Cost, supported by a freight invoice, up to the Not-to-Exceed value.

• Freight Terms: DDP Destination – Prepay and Add

• All equipment, including spare components, shall be delivered complete by the date required by the District.

• Shipment shall be made only after the District’s written acceptance of Membrane

Supplier’s factory test data.

• Packing slips shipped with each container shall contain Material Safety Data

Sheets (MSDS) indicating the properties and safe handling of chemical solutions entrained within the elements as a preservative.

• The supplier shall provide packing information to the District prior to delivery. The supplier shall include WEIGHT, HANDLING INSTRUCTIONS, TYPE OF

STORAGE REQUIRED, AND INSTRUCTIONS FOR PROTECTIVE

MAINTENANCE DURING STORAGE WITH EACH SHIPMENT TO THE

PROJECT SITE.

• Supply shall be delivered complete by the date specified in the Purchase

Order. Deliveries will be accepted at the treatment plant at the following location:

West Basin Municipal Water District

Edward C. Little Water Recycling Facility

1935 Hughes Way

El Segundo, CA 90245

• Deliveries are accepted between the hours of 8:30 a.m. and 3:30 p.m. only, Monday through Friday. No deliveries will be accepted on Saturdays, Sundays, or holidays. Please note that West Basin facilities do not have receiving docks;

therefore, delivery companies must provide the necessary equipment or assistance for offloading.

• Not less than twenty-four (24) hours prior to delivery, the Supplier shall contact West Basin to schedule the date and time of delivery.

• Weight, handling instructions, type of storage required, and instructions for protective maintenance during storage shall be included with each shipment to the project site.

• The District shall store the membrane per the manufacturers requirements. If no requirements are provided, store membrane in a dry location temperature controlled between 40 and 110 degrees F.

4. General Information & Terms

4.1. Quotation Validity

Bidders Quotation shall be valid for a period of at least 90 from the closing date and time of this solicitation.

4.2. Review of Solicitation Documents

Bidder is strongly encouraged, and it is their responsibility, to review this Solicitation and all its attachments in their entirety.

4.3. Questions / Clarifications

Respondent Questions, Request for Clarification and Exceptions

In the event that the Respondent has any questions or requests for clarification, the

Respondent should notify West Basin with their concerns no later than the date and time noted in the timeline. Questions and Requests for Clarification must be submitted by this date through the OpenGov Question and Answer Module.

West Basin will respond to questions and requests for clarifications and exceptions via the OpenGov Question and Answer Module.

Questions, Requests for Clarification, and Exceptions must be submitted by this date. Questions, Requests for Clarification, and Exceptions submitted after this date will not be considered. Questions, Requests for Clarification, and

Exceptions submitted with a proposal may result in the proposal being deemed non-responsive.

So that all Bidders will continue to have a fair and equal opportunity in this solicitation, an exception(s) will only be considered to correct errors or if all proposals submitted take exactly the same exception(s). West Basin’s consideration of any exception shall not, in any way, be construed as West Basin’s intent to grant said exception. Exceptions will be evaluated on a case by case basis and will be granted only to correct errors in the documentation or when it is deemed to be in the best interest of West Basin.

4.4. Purchase Order Award

A. The Purchase Order will be awarded to the Bidder with the lowest responsive quotation.

1. Quote evaluation and Supplier selection criteria will be based on the total cost, for the supply and delivery of membrane elements and parts for both RO trains delivered to the Edward C. Little Water Recycling Facility

B. Purchase Order award may be subject to the approval of West Basin’s Board of

Directors.

4.5. Terms and Conditions

West Basin’s Purchase Order Terms and Conditions have been included in the

Attachments Section for your review and are a part of this IFQ. These Terms and

Conditions shall apply to the Purchase Order that will be executed upon award to the successful bidder. Submission of your quote in response to this IFQ constitutes your acceptance of all Specification(s), Terms and Conditions of this IFQ and all its attachments provided that a proposer may state exceptions to terms and conditions with its proposal, and provided further that exceptions to terms and conditions not included with a proposal shall, at the District’s option, be deemed waived.

5. Small and Local Business Enterprise Program

5.1. Small and Local Business Enterprise

The District encourages the utilization of small and local businesses. To promote the participation of Small and Local Business Enterprises in the competitive Solicitation process, the District has established a program that provides incentives to encourage small and local Vendors to participate in District Solicitations

5.2. Definition of Terms - The following definitions shall apply:

• Local Business Enterprise (LBE) - To be considered as a local business enterprise, a firm must provide evidence, in the form of a business license, that the firm is located at a fixed commercial or residential address where administrative, clerical, professional or other productive work is performed relative to its commercial purpose. The firm must be located either within the

District’s service area or within 25 miles of the District’s Carson headquarters for a minimum of one year.

Click HERE to verify your firm's Local status.

• Small Business Enterprise (SBE) - To be considered as a Small Business

Enterprise and to encourage maximum participation, the District will accept a

Vendor that meets and is certified to the federal U.S. Small Business

Administration (SBA) size standards or the SBE standards set by the California

Department of General Services (DGS). In addition, the District will accept a

Vendor’s self-certification of any local agency within the State of California. All certifications are subject to verification.

https://procurement.opengov.com/portal/westbasin/projects/200399/document?section=1872453 https://westbasinmwd.maps.arcgis.com/apps/webappviewer/index.html?id=46934fa1ec32475cbf153df394c16315

5.3. Verification

To qualify as a Small and/or Local Business Enterprise, the Respondent must provide verification of their Business Enterprise status in the Bid Response Section of this RFP.

5.4. Evaluation Scoring

For the purpose of evaluation of Informal and Formal competitive Quotations, the

Quotations of SBEs or LBEs will be reduced by 3% of SBE or LBE participants who propose as Prime Contractors. If the participant is both a small and a local business, the

Quotation will be reduced by 6%.

If a Prime Supplier includes a SBE or LBE as a Sub(s) in its Quote, the District will reduce the Prime’s Quotation by 1% for participation from either SBE or LBE Sub(s) only if at least 30% of the total compensation paid by the District under the terms of the contract are allocated to and received by the SBE or LBE Sub(s).

If, after this adjustment, the SBE or LBE is determined to be the most competitive

Quotation, the actual Contract amount will be the amount originally quoted.

6. Bid Response

Quote Submittal Instructions / Details

• Bidder shall provide price, delivery, technical, and other information as requested.

• Quotations shall be submitted online through the e-procurement system. NO

OTHER FORM OF SUBMISSION WILL BE ACCEPTED

• Quotations received later than the due date and time specified herein will be rejected.

• At West Basin’s sole discretion, West Basin reserves the right to reject any or all

Bids.

• The Bidder must guarantee the minimum standards identified in the

Specification(s).

• West Basin reserves the right to terminate any agreement to provide the offered Services when termination is deemed necessary. This includes but is not limited to improper insurance (when applicable), poor workmanship or untimely performance.

6.1. Membrane Elements Model Number*

*Response required

6.2. Technical Submittals *

The Membrane Supplier shall include all technical information as outlined in Sections

1.03 and 1.04 of the Scope and Supply (Attachment A)

A. Shop Drawings

B. Factory Testing

C. Installation Instructions

D. Operation and Maintenance Manuals

*Response required

6.3. WARRANTY*

Please confirm if you can meet the following Warranty requirements per Section

1.05 of Scope of Supply (Attachment A)

☐ Yes

☐ No

*Response required

6.4. Small Business Enterprise Verification

Small Business Enterprise (SBE): To be considered as a Small Business Enterprise and to encourage maximum participation, the District will accept a Vendor that meets and is certified to the Federal U.S. Small Business Administration (SBA) size standards, or the SBE standards set by the California Department of General

Services (DGS). In addition, the District will accept a Vendor’s self-certification of any local agency within the State of California. All certifications are subject to verification.

To qualify as a Small Business Enterprise, Bidder must attach documentation of

Small certification.

6.5. Local Business Enterprise Verification

Local Business Enterprise (LBE): To be considered as a Local Business Enterprise, a Vendor must provide evidence, in the form of a business license, that the Vendor is located at a fixed commercial or residential address where administrative, clerical, professional or other productive work is performed relative to its commercial purpose. The Vendor must be located either within the District’s service area or, within

25 miles of the District’s Carson headquarters for a minimum of one year.

Please click HERE to determine if your firm is considered Local.

To qualify as a Local Business Enterprise the Bidder must attach current copy of the firm's business license.

https://certify.sba.gov/ https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://westbasinmwd.maps.arcgis.com/apps/webappviewer/index.html?id=46934fa1ec32475cbf153df394c16315

6.6. Sub(s) Small and Local Business Enterprise Verification

If a Prime Bidder includes a SBE or LBE as a Sub(s) in its Quote, the District will reduce the Prime’s Quotation by 1% for participation from either SBE or LBE Sub(s) only if at least 30% of the total compensation paid by the District under the terms of the contract are allocated to and received by the SBE or LBE Sub(s).

The Prime must include the Sub(s) services and compensation in its Price Form.

The Prime (Bidder) must attach current copy of the Sub(s) business license.

6.7. Acceptance Conditions*

By clicking Yes below, I, on behalf of the Respondent submitting this Proposal, quotation, or bid acknowledge that I have read and understand the subject solicitation and all its attachments. I further acknowledge that, by submission of a proposal, quotation, or bid in response to the subject solicitation, the Respondent accepts all the terms and conditions set forth in the subject solicitation and its attachments, including, but not limited to, the Sample Agreement or the Purchase Order Standard Terms and

Conditions, except as specifically identified in an exception submitted concurrently therewith.

☐ Yes

☐ No

*Response required

6.8. How did you first hear about this project?*

☐ Direct email / notification from OpenGov

☐ West Basin's Website

☐ West Basin Procurement Newsletter

☐ Industry Outreach Event

☐ West Basin's Virtual Outreach Webinar

☐ Construction Bid Platform (Ebidboard, Dodge Data, ConstructConnect, etc.)

☐ Social Media

☐ Other

*Response required

6.9. [FOR NEW VENDORS ONLY] Attach Company W-9

6.10. [FOR NEW VENDORS ONLY] Complete New Vendor The New Vendor form is under the documents section labeled as Attachment C.

7. Pricing Proposal

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Supply 876 reverse osmosis membrane elements 876 ea

2 Supply spare parts per Exhibit A 1 lot

3 Sales Tax (9.75%) 1 lot

4 Freight 1 lot

TOTAL