South Archibald Alternative Water Supply Program Services

Project Title
South Archibald Alternative Water Supply Program Services

Invitation #
1521

Bid Posting Date
03/24/2022 2:43 PM (PDT)

Project Stage
Bidding

Bid Due Date
04/14/2022 4:00 PM (PDT)

Response Format
Electronic

Project Type
RFP (Request for Proposal)

Response Types
Cost File
Response File
General Attachment
Request for Proposal
Non-Collusion Declaration

Type of Award
Lump Sum

Categories
92685 - Soil, Soil Vapor, And Groundwater Sampling And Analysis (Including Disposal)
98900 - Sampling And Sample Preparation Services (For Testing)


License Requirements


Preferences
Local - Local Business


Department
Municipal Utilities

Address
1425 South Bon View Ave
Ontario, California

County
San Bernardino

Bid Valid
90 Calendar Days

Liquidated Damages


Estimated Bid Value


Start/Delivery Date


Project Duration


Bid Bond

Bid Bond
0.00%

Payment Bond
0.00%

Performance Bond
0.00%

Pre-Bid Meeting Information

Pre-Bid Meeting
No

Online Q&A

Online Q&A
Yes

Q&A Deadline
03/31/2022 4:00 PM (PDT)

Contact Information

Contact Info
Purchasing 909-395-2012
purchasing@ontarioca.gov

Bids to


Owner's Agent


Description

Scope of Services
The City requires assistance performing the following tasks:
1. Water Tank System Operations & Maintenance; a typical tank system consists of the following primary components:
a. Procure and provide potable water delivery (estimate demand of up to 200 gal/day/tank) to each water tank system on an as-needed basis using a California State-certified water hauling vehicle transporting water from a secured meter connection within Ontario’s municipal water supply.
b. Provide water delivery oversight which includes but is not limited to monitoring water usage and quarterly reporting of water deliveries and related activities.
c. Provide routine system operations & maintenance by coordinating and conducting routine inspections of system components for basic preventative maintenance, troubleshooting, and basic repairs as needed.
d. Provide non-routine (contingency) operations & maintenance to cover significant non-routine and/or unscheduled repairs that may be required to keep the tank systems operational.
e. Provide continuous on-call customer service to handle calls or emergencies from property owners and/or residents.
f. Provide bottled water deliveries to the seven (7) sites that currently receive bottled water deliveries.
2. Private Well Sampling; to complete the annual private well sampling, the tasks include, but is not limited to the following:
a. Annually, prepare and submit a private well sampling work plan signed and stamped by a Professional Geologist for review and approval by the City and the Regional Water Quality Control Board (RWQCB) prior to plan implementation. The plan will include protocols for:
b. Coordinate private well sampling collection with residents and collect water samples in accordance with United States Environmental Protection Agency (EPA) protocols (method 524.2) for VOCs. Comply with any specific requests or requirements as directed by the RWQCB and/or City.
c. Process private well samples by submittal to a certified laboratory for analyses of VOCs by EPA Method 524.2.
d. Process private well sampling results and draft individual letters to each resident, advising of the laboratory results of testing conducted at their specific location. Laboratory shall prepare results as electronic EDF data in compliance with California Code of Regulations (Title 23, Division 3, Chapter 20 and Title 27, Division 3) and submit to the State’s Geotracker website as required.
e. Prepare signed and stamped annual private well sampling reports that summarize the procedures/protocols utilized and the data obtained from these sampling activities. The report will include the analytical results and identification of each sample location. Additionally, the report will include available historical TCE results for the sampled private wells for comparative analysis.
3. Water Tank System Installation Services
If properties are identified as requiring or eligible for installation of a water tank system, the tasks include, but is not limited to the following:
a. Evaluation of sites that may be identified as needing a water tank system and coordinate with property owners to conduct inspection to assess site-specific system installation requirements related to all water tank system and piping components.
b. Prepare system design drawings and coordinate submittal to City Planning and Building Departments to obtain appropriate permits from City Departments.
c. Provide full and complete system installation services while also accounting for the number of residents, tank placement, tank location, landscaping modifications, plumbing modifications, and electrical supply issues.

Other Details
Bidder may begin bid process at any time prior to the bid deadline. Information entered is viewable only to bidder and may be saved, changed, or withdrawn up until the deadline. No substitutions will be considered unless written request for approval has been received by the City by Wednesday, March 31, 2022 by 4 P.M. Such requests shall include the name of the material or equipment for proposed substitution including drawings, performance and test data, and other information necessary for an evaluation. A statement setting forth changes in other materials, equipment or other portions of the work including changes in the work prompted by the substitution shall be included. The burden of proof of the merit of the proposed substitution is upon the proposer. The City’s decision of approval or disapproval of a proposed substitution shall be final.

Notes
The bidder is solely responsible for “on time” submission of their electronic bid. The City will only consider bids that have been transmitted successfully and have been issued an ebid confirmation number with a time stamp from the Bid Management System indicating that bid was submitted successfully. Transmission of bids by any other means will not be accepted. Bidder shall be solely responsible for informing itself with respect to the proper utilization of the bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service. Failure of the bidder to successfully submit an electronic bid shall be at the bidder’s sole risk and no relief will be given for late and/or improperly submitted bids. Bidders experiencing any technical difficulties with the bid submission process may contact PlanetBids at (818) 992-1771. Questions of an operational nature may be directed to the City’s Purchasing office at (909) 395-2012. Neither the City, nor PlanetBids, makes any guarantee as to the timely availability of assistance, or assurance that any given problem will be resolved by the bid submission deadline.

Special Notices
It is the bidder’s responsibility to become familiar with the contract documents in their entirety.
The City reserves the right to award its total requirements to one bidder, or to apportion those requirements among several Bidders as the City may deem to be in its best interests.
Award of contract will be made by City Council.
Bidders must submit all questions pertaining to this bid through the City's Online Bid Management System, by selecting the "Q&A" tab. Questions sent directly to City Staff will not be addressed and you will be directed to submit your question(s) online.
Select “Place e-bid” to start entering bid information. All information entered is visible only to bidder. Data entered may be “saved” or “submitted” and revised or withdrawn up to the closing deadline.
This solicitation is a Request for Proposal (RFP), typically subject to negotiation, and as such award is based on multiple criteria of which price is only one element in the City’s best value determination. The RFP solicitation usually requires a Response File rather than line item pricing; therefore, a bid tabulation will not be available. Information regarding proposals is publicly available upon submission of a Public Records Request following award.
The City has established a local preference to vendors located within the City limits of Ontario a 1 3/4% advantage in the City's determination of low bid, and a 3/4% advantage of vendors outside the City but within the County of San Bernardino.


Local Programs & Policies



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