Turnkey Service Filter Media Change and Interior Coating

Request for Proposal No. P-130000887
Tuesday, July 28, 2026
Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts
Division for Turnkey Service Filter Media Change and Interior Coating, in accordance with
this Request for Proposal.
Closing Time and Date
One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the
Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing
Representative must be submitted prior to:
Thursday, August 22, 2026, at 4:00PM PST
Sealed proposals shall be delivered by courier, express mail, or in person to:
Purchasing & Contracts Division
City of San Buenaventura
501 Poli Street, Room 102
Ventura, CA 93001

RFP No. P-130000887 Turnkey Service
Filter Media Change and Interior Coating
TABLE OF CONTENTS
1. Instructions to Bidders
1.1. Overview
1.2. Request for Proposal Timeline
1.3. Mandatory Pre-Bid Meeting
1.4. Question and Answer Period
1.5. Proposal Submission
1.6. Elevated Consultant Interviews
1.7. Proposal Format
1.8. Insurance Requirements
1.9. Agreement Prices
1.10. Agreement/Contract
1.11. Term of Agreement
1.12. Subcontracting
1.13. Communications with City Staff or Elected City Representatives
2. Scope of Services
2.1. Introduction
2.2. Scope of Work
2.3. Specifications
2.4. General Requirements
2.5. Cost Proposal
3. Proposals
3.1. Evaluation of Proposals
3.2. Proposal Format and Requirements
3.3. Required upon Successful Award of Bid
3.4. Special Requirements
3.5. Proposal Authorization Sheet
ATTACHMENTS
* Attachment "A" - General Provisions for Standard Form Contracts
* Attachment "B" - Small Local Business Purchasing Preference Certification
* Attachment "C" - General Services Agreement
EXHIBITS
* Exhibit "A" - General Services Agreement (SCOPE OF SERVICES) Left blank intentionally
* Exhibit "B" - General Services Agreement (SCHEDULE OF COMPENSATION) Left blank
intentionally
* Exhibit "C" - General Services Agreement (INSURANCE REQUIREMENTS)

RFP No. P-130000887 Turnkey Service
Filter Media Change and Interior Coating
1. INSTRUCTIONS TO BIDDERS
1.1 Overview
The City of Ventura invites qualified bidders to participate in the City's competitive proposal
process for Turnkey Service Media Change Out and Interior Coatings on (1ea) 10' x 25'
horizontal pressure filter each year for the next 3 years.
Filter 1: Fiscal Year 2027
Filter 2: Fiscal Year 2028
Filter 3: Fiscal Year 2029
1.2 Request for Proposal Timeline
Release of Request for Proposal Tuesday, July 28, 2026
Mandatory Virtual Pre-Bid Meeting Wednesday August 12, 2026 at 1:00PM PST
Questions to be submitted via Email Thursday, August 13, 2026, at 2:00PM PST
Addendum to be Issued, if required Friday, August 14, 2026
Proposal Submission Deadline Thursday, August 22, 2026, at 4:00PM PST
1.3 Mandatory Pre-Bid Meeting
A mandatory pre-bid meeting will be held online via Teams on Wednesday, August 12,
2026, at 1:00PM PST. Attendance of the Pre-Bid Meeting is mandatory to submit a response
to the RFP. Proposals submitted on which the Pre-Bid Meeting has not been attended will be
considered non-responsive and rejected. Please RSVP no later than Tuesday, August 11,
2026, at 9:00AM to the Purchasing Supervisor, Nicole Supan, at
nsupan@cityofventura.ca.gov to reserve your spot in the meeting.
1.4 Question and Answer Period:
All questions regarding this Request for Proposal (RFP) shall be submitted via email to Nicole
Supan, Purchasing Supervisor, at nsupan@cityofventura.ca.gov PRIOR to Thursday,
August 13, 2026, at 2:00 PM. Any questions submitted after the deadline shall be rejected.
All questions will be answered in the form of an addendum.
1.5 Proposal Submission:
To be considered, all proposals must be submitted in the manner set forth in the RFP. It is the
Responder's responsibility to ensure that its/their proposal arrives on or before the specified
time. Proposers shall provide one (1) hard copy in a SEALED envelope clearly marked with
the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing
Supervisor, Nicole Supan at nsupan@cityofventura.ca.gov, submitted on or before Thursday,
August 22, 2026, at 4:00 PM PST. If discrepancies are found between the hard copy and the

RFP No. P-130000887 Turnkey Service
Filter Media Change and Interior Coating
PDF, the hard copy will provide the basis for resolving such discrepancies. If no document
can be identified as the original, proposal may be rejected at the discretion of the City.
No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be
considered in the absence of a hard copy sealed proposal.
Proposals received after the scheduled submittal deadline will be returned. Proposals
postmarked prior to submittal deadline, but received after the deadline, will be returned.
1.6 Elevated Consultant Interviews
The City may elect, at its option, to elevate the most qualified firms to an interview phase.
1.7 Proposal Format:
Proposals must be submitted in the format described in the Proposal Format and
Requirements Section No. 3.2. Proposals must be complete in all respects as required in the
Proposal Format and Requirements Section. Proposals are to be prepared in such a way as
to provide a straightforward, concise description of capabilities to satisfy the requirements of
the RFP. Expensive binding, colored displays, promotional materials, etc., are not necessary
or desired. Emphasis should be concentrated on conformance to the RFP instructions,
responsiveness to the RFP requirements, and on completeness and clarity of content. A
proposal may not be considered if it is conditional or incomplete.
1.8 Insurance Requirements:
Successful firm shall provide insurance as noted in Exhibit "C" of Attachment "C" General
Services Agreement.
1.9 Agreement Prices:
At any time during the course of this anticipated contract the City may alter the Scope of Work,
making changes to the assignments and times indicated, and/or adding or deleting
assignments as deemed necessary. The City and firm will negotiate changes to the contract
pricing accordingly.
Unless otherwise stated, prices are maximum for the term of the Contract. Price adjustments,
if allowed under this Contract, must be requested in writing and accompanied by the required
information to substantiate the request for price adjustment, as set forth in the Contract. No
price adjustment allowable under this Contract will be granted retroactively. The CITY must
also be given the benefit of any decline in prices. If any price increase is granted by the CITY,
the increase shall not be greater than the Consumer Price Index (CPI) of the current year.
1.10 Agreement/Contract:
A copy of the City of Ventura's General Services Agreement, Attachment "C" is included
herein, as it will be the document executed into a final contract between the City and the
awarded Consultant. You do not have to return Attachment "C" with your proposal submission;
the sample General Services Agreement is provided for reference only and does not have to
be returned with the bid.

RFP No. P-130000887 Turnkey Service
Filter Media Change and Interior Coating
1.11 Term of Agreement
The term of this Agreement shall commence on effective date and will continue for a period of
three (3) years.
Filter 1: Fiscal Year 2027
Filter 2: Fiscal Year 2028
Filter 3: Fiscal Year 2029
1.12 Subcontracting:
No Subcontracting any portion of Consultant's duties under this agreement without prior
written consent of the City.
1.13 Communication with City Staff or Elected City Representatives:
Any communication with City staff or City Elected Representatives, except for the Purchasing
and Contracts Division, regarding this RFP is prohibited. Disregard of this provision could
result in rejection of the proposal.
Copies of the proposal package and subsequent addenda may be obtained at
www.cityofventura.ca.gov/bids.

RFP No. P-130000887 Turnkey Service
Filter Media Change and Interior Coating
2. SCOPE OF SERVICES
2.1 Introduction
Turnkey Service media change out and interior coatings on (1) each 10' x 25' horizontal pressure
filter each year for the next 3 years. Filter 1 in FY 27, Filter 2 in FY28 and Filter 3 in FY29.
2.2 Scope of Work
Contractor Responsibilities
* Media sample analysis for landfill disposal, City will coordinate sample collection with
Contractor or collect sample and send to requested location for analysis per
Contractor's request, provided all documents are provided for chain of custody. Sample
results and landfill disposal documents to be provided in post job report.
* Pre-job video/photos of site, exterior of vessel and all appetencies; to be included in
post job report
* Set up confined space entry, access interior of vessel, document via video/photos of
current media levels and interior condition; to be included in post job report.
* Removal, packaging, and disposal of filter media off site at an approved landfill
* Inspect interior of vessel, including underdrain, air scour laterals header piping and all
connections
* Removal, cleaning and storage of underdrain laterals for reuse.
* Surface preparation of steel substrates in pressure vessel to ensure proper adhesion of
new coatings. Document prepped surface by video or photos prior to application of new
coatings. Prepared surface documents to be included in post job report.
* Material selection/Coatings- Contractor to provide full containment, environmental
control, and protection of underdrains throughout the coatings process. Material will be
Endura flex 1988 at 40-60 mil dry film thickness on interior of pressure vessel.
* Holiday detection and inspection in accordance with SSPC-PA 2, to be included on the
post job report.
* Supply and install new media per manufacturer at specified levels.
* Supply and install new gaskets at all access points, secure and torque to manufacture
specified levels.
City Responsibilities
* Isolate, drain and provide access for media pre sampling.
* Lockout/tagout vessel prior to work using muti hasp so Contractor can also install locks
for up to 5 valves, drain water from vessel to lowest level possible.
* Filter Disinfection and sampling Per AWWA C653, provide filter disinfection services for
each filter following rehabilitation, sample accordingly for Bacti, VOC, MEK, MIBK and
Odor. Return vessel to service upon receipt of absent sample results.

RFP No. P-130000887 Turnkey Service
Filter Media Change and Interior Coating
2.3 Specifications
Filter Description: Loprest Water Treatment 10'x25' horizontal filter. Designed for 12" Anthracite,
18" Silica sand 16" support gravel media levels.
2.4 General Requirements
Licensing, Certification and/or Training
Contractor shall have and maintain OSHA compliant Confined Space Entry Training
Certification
Contractor shall be registered with the Department of Industrial Relations (DIR)
Site Access
The site is an un-manned gated facility. Site foreman will sign out one (1) Remote Control Gate
Opener to allow access onto site after site safety walk is conducted with all onsite personal.
Gate Clicker to be returned on final job walk with City. A fee of $1000 will be assessed if clicker
is not returned. Onsite access with be granted between 0700 and 1530; noise generating work
will be permitted between 0800 and 1500.
Site Facilities
Contractor to provide their own portable restroom facilities.
Safety
The site is an active water treatment plant. Prior to start of service, a site safety walk will be
conducted providing an overview of hazards onsite, entrance and exit routes, and evacuation
muster location. Site foreman will sign a contractor notification of hazard document that will be
maintained onsite. Bidders must submit proof of Confined space entry training for all staff who
will be performing work prior to bidding award. Contactor to maintain confined space entry
permits daily and provide copies for each day a permit was activated in the post job report.
All work conducted by the contractor and its representative shall conform to current applicable
California Occupational Safety and Health Administration (CAL-OSHA) laws and regulations.
Contractor shall maintain safety certifications and provide city with copies of training records.
Contractor must strive to maintain good public relations at all times. The work must be
conducted in a manner which will cause the least possible interference and annoyance to the
public. Work must be performed by competent employees and supervised by an experienced,
foreman or supervisor.

RFP No. P-130000887 Turnkey Service
Filter Media Change and Interior Coating
The Contractor is responsible for the legal disposal of all hazardous materials in accordance
with EPA and local regulations.
Accident Reporting
Contractor shall immediately notify the City of any accident, regardless of whether or not injury
or damage is evident, involving the contractor's staff, vehicles, or equipment while on the work
site. Contractor shall take photo documentation of damage and immediately report to
appropriate City contact. Contractor shall document any damage that exists before the onset
of work. The Contractor shall take photographs of existing damage and report to appropriate
City contact prior to commencing any work. Any damage caused as a result of the
Contractor's actions shall be the sole responsibility of the Contractor to repair or pay in full for
damages.
Record Keeping
Contractor shall maintain and provide records and/or associated drawings of all repairs done to
any City system.
Invoicing/Billing
Invoicing for services rendered are required for proper payment. The work must be identified
on the invoice.
Post Job Report
A post job report will be required at time of invoicing. Payment will not be processed without
report. Items to be included in the report will include product spec sheets, SDS sheets as well
as all items listed below in the scope of contractor.

RFP No. P-130000887 Turnkey Service
Filter Media Change and Interior Coating
2.5 Cost Proposal
Section 2.5.A: Labor
ITEM
ITEM DESCRIPTION UoM / QTY Prevailing Wage
NO.
1. Laborer Per Hour $
2 Journeyman Per Hour $
3. Supervisor Per Hour $
4. Foreman Per Hour $
Section 2.5.B: Equipment
Please enter the type of equipment typically required to perform the work described in Scope
of Services
NO. EQUIPMENT DESCRIPTION PRICE PER PRICE PER
HOUR DAY
1. $ $
2. $ $
3. $ $
4. $ $
5. $ $

RFP No. P-130000887 Turnkey Service
Filter Media Change and Interior Coating
3. PROPOSALS
3.1 Evaluation of Proposals
All proposals received by the deadline will undergo an evaluation process conducted by City
staff. They will be reviewed to determine whether they meet the requirements of this RFP. The
City will consider the following factors in the evaluation process and will render a decision based
on the perceived best fit and best value for the engagement. The proposals will be evaluated in
the following areas:
Scoring Component % of Score
Contractor Capability
Qualification and experience of staff, types of certifications /
1. 40%
equipment, experience in the rehabilitation of drinking water filter
vessels.
Reference Evaluation
Quantity and quality of work previously performed for similar projects,
2. 15%
including names and contact information from previous employers.
Cost of Service
An evaluation of the contractor's fee schedule, the lowest proposed
3. cost is a significant factor, but not the sole criterion for contract 25%
award.
Quality and Completeness of Proposal
Relevance and conciseness of request for proposal and statement of
4. 10%
qualifications.
5. Proximity to Work Area 10%
Total Possible Score 100%
3.2 Proposal Format and Requirements
Your proposal should specifically address the following topics in the same order as presented.
Please refrain from submitting general marketing materials which do not explicitly serve this
purpose. The Proposal shall be signed by an individual or individuals authorized to execute legal
documents on behalf of the Respondent.
A. Cover Letter of Interest
Introducing your firm, including the principal place of business and the name, phone
number, email address, and address of your contact person. The cover letter shall be