Request for Bids (RFB) for Water Conservation Kits

CITY OF CALEXICO
CONTRACT DOCUMENTS AND REQUEST FOR
BIDS (RFB) FOR
WATER CONSERVATION KITS
Finance Department
608 Heber Avenue
Calexico, CA 92231
(760) 768-2130
www.calexico.ca.gov
Issue Date: August 21st, 2026

NOTICE INVITING BIDS
The City of Calexico ("City") will receive sealed bids for the water conservation kits project
at the office of the City Clerk located at 608 Heber Avenue, Calexico, CA 92231, no later
than September 18th, 2026 at 5:00 P.M. at which time or thereafter said bids will be
opened and read aloud. Bids received after this time will be returned unopened. Bids shall
be valid for 90 calendar days after the bid opening date.
Bids must be submitted on the City's Bid Forms. Bidders may obtain a complete copy of
the Contract Documents from the City's website at www.calexico.ca.gov.
It is the responsibility of each prospective bidder to download the Contract Documents for
review and to verify the completeness of the Contract Documents before submitting a bid.
It is the responsibility of each prospective bidder to check the City's website on a daily
basis through the close of bids for any applicable addenda or updates. The City does not
assume any liability or responsibility based on any defective or incomplete copying,
scanning, downloading or printing of the Contract Documents. Information on the City's
website may change without notice to prospective bidders. The Contract Documents shall
supersede any information posted on the City's website.
If applicable, pursuant to section 1770, et seq. of the California Labor Code, the
Contractor and all Subcontractors shall pay not less than the prevailing rate of per diem
wages as determined by the Director of the California Department of Industrial Relations
and comply with all applicable Labor Code provisions, which include, but are not limited
to the employment of apprentices, the hours of labor and the debarment of contractors
and subcontractors.
Each bidder shall be licensed as required by law.
For further information, contact Karla Chaparro, Finance Director, at
kchaparro@calexico.ca.gov.

TABLE OF CONTENTS
Instructions to and Information for Bidders
1. Availability of Contract Documents
2. Examination of Contract Documents
3. Interpretation of Contract Documents
4. Addenda
5. Completion of Bid Forms
6. Modification of Bids
7. No Subcontractors
8. Licensing Requirements
9. Signing of Bids
10. Submission of Sealed Bids
11. Delivery and Opening of Bids
12. Basis of Award
13. Withdrawal of Bid
14. Notice of Award
15. Insurance Requirements
16. Statement of Qualifications/References
17. Bid Protest Procedure
Bid Specifications
1. Introduction and Project Background
2. Scope of Purchase
3. Water Conservation Kit Specifications
4. Bid Submission Requirements
5. Bid Schedule and Pricing
6. Evaluation and Award
7. Delivery and Acceptance
8. Procurement Timeline
9. Miscellaneous Provisions

INSTRUCTIONS TO AND INFORMATION FOR BIDDERS
1. AVAILABILITY OF CONTRACT DOCUMENTS
Bids must be submitted to the City on the Bid Forms which are a part of the Contract
Documents for the project. The Contract Documents may be obtained from the City as
indicated in the Notice Inviting Bids.
2. EXAMINATION OF CONTRACT DOCUMENTS
The City has made copies of the Contract Documents available as indicated in the Notice
Inviting Bids. Bidders shall be solely responsible for examining the Contract Documents,
including any addenda issued during the bidding period, and for informing themselves
with respect to local labor availability, means of transportation, necessity for security, laws
and codes, local permit requirements, wage scales, local tax structure, contractors'
licensing requirements, availability of required insurance, and other factors that could
affect the Work. Bidders shall be solely responsible for their failure to examine the
documents.
3. INTERPRETATION OF CONTRACT DOCUMENTS
Discrepancies in, and/or omissions from the Contract Documents or questions as to their
meaning shall be immediately brought to the attention of the City by submission of a
written request for an interpretation or correction to the City. Any such submission must
be emailed to Karla Chaparro, Finance Director, at kchaparro@calexico.ca.gov.
Any interpretation of the Contract Documents will be made only by written addenda from
the City. The City will not be responsible for any explanations or interpretations provided
in any other manner. No person is authorized to make any oral interpretation of any
provision in the Contract Documents to any bidder, and no bidder should rely on any such
oral interpretation.
Bids shall include complete compensation for all work to be performed under the Contract
Documents.
4. ADDENDA
The City reserves the right to revise the Contract Documents prior to the bid opening date.
Revisions, if any, shall be made by written addenda. All addenda issued by the City shall
be included in the bid and made part of the Contract Documents.
Each prospective bidder must register with the City and provide a name, address and
facsimile number to which Addenda may be sent, as well as a telephone number by which
the City can contact the bidder. Each prospective bidder shall email this information to
Karla Chaparro, Finance Director, at kchaparro@calexico.ca.gov.

Copies of addenda will be furnished by facsimile, first class mail, or other proper means
of delivery without charge to all parties who have registered with the City as set forth
above.
Please Note: Bidders are responsible for ensuring that they have received any and all
addenda. Each bidder should contact the City to verify that it has received all addenda
issued, if any, prior to the bid opening. Failure to acknowledge receipt of all addenda may
result in bid rejection.
5. COMPLETION OF BID FORMS
Bids shall only be prepared using copies of the Bid Forms which are included in the
Contract Documents. The use of Bid Forms other than those provided by the City will not
be permitted. Bids shall be executed by an authorized signatory as described in these
Instructions to Bidders. Bidders shall fill in all blank spaces (including inserting "N/A"
where applicable) and initial all interlineations, alterations, or erasures to the Bid Forms.
Bidders shall neither delete, modify, nor supplement the printed matter on the Bid Forms
nor make substitutions thereon. USE OF BLACK OR BLUE INK, INDELIBLE PENCIL OR
A TYPEWRITER IS REQUIRED. Deviations in the Bid Form may result in the bid being
deemed non-responsive.
6. MODIFICATIONS OF BIDS
Each bidder shall submit its bid in strict conformity with the requirements of the Contract
Documents. Unauthorized additions, modifications, revisions, conditions, limitations,
exclusions, or provisions attached to a bid may render it non-responsive and may cause
its rejection. Bidders shall neither delete, modify, nor supplement the printed matter on
the Bid Forms, nor make substitutions thereon. Oral, telephonic and electronic
modifications will not be considered, unless the Notice Inviting Bids authorizes the
submission of electronic bids and modifications thereto and such modifications are made
in accordance with the Notice Inviting Bids.
7. NO SUBCONTRACTORS
Contractor shall not subcontract any portion of the work to be performed without the prior
written consent of the City, which consent may be withheld in the City's sole and absolute
discretion.
8. LICENSING REQUIREMENTS
Contractor shall possess all permits and licenses required to comply with all applicable
City requirements and county, state or federal laws for the work activities performed.
9. SIGNING OF BIDS
All bids submitted shall be executed by the bidder or its authorized representative.

10. SUBMISSION OF SEALED BIDS
Once the bid and supporting documents have been completed and signed as set forth
herein, they shall be placed, along with the other required materials in an envelope,
sealed, addressed and delivered or mailed, postage prepaid to City at the place and to
the attention of the person indicated in the Notice Inviting Bids. No oral or telephonic bids
will be considered. No forms transmitted via the Internet, e-mail, facsimile, or any other
electronic means will be considered unless specifically authorized by City as provided
herein. The envelope shall also contain the following in the lower left-hand corner thereof:
Bid of (Bidder's Name) .
for the Water Conservation Kits Project .
Only where expressly permitted in the Notice Inviting Bids, may bidders submit their bids
via electronic transmission.
11. DELIVERY AND OPENING OF BIDS
Bids will be received by the City at the address shown in the Notice Inviting Bids up to the
date and time shown therein. The City will leave unopened any bid received after the
specified date and time, and any such unopened bid will be returned to the bidder. It is
the bidder's sole responsibility to ensure that its bid is received as specified. Bids may be
submitted earlier than the dates(s) and time(s) indicated.
Bids will be opened at the date and time stated in the Notice Inviting Bids, and the amount
of each unit price bid will be read aloud and recorded. All bidders may, if they desire,
attend the opening of bids. The City may in its sole discretion, elect to postpone the
opening of the submitted bids. The City reserves the right to reject any or all bids and to
waive any informality or irregularity in any bid.
12. BASIS OF AWARD
The City will award the contract with consideration given to the responsive and qualified
bidder who submits the lowest bid, in the City's sole discretion, and in accordance with
the City's purchasing regulations.
13. WITHDRAWAL OF BID
Prior to bid opening, a bid may be withdrawn by the bidder only by means of a written
request signed by the bidder or its properly authorized representative.
14. NOTICE OF AWARD
Within ten (10) days after the notice of award, the successful Bidder shall enter into a
formal contract(s) using the City's standard form purchase agreement/contract
("Contract") which is attached hereto as Exhibit "A."

In the event the Bidder to whom an award is made fails or refuses to execute the Contract
and provide required documents within ten (10) calendar days after notification of the
award, the City may award the Contract to the next Bidder submitting a bid determined to
be in the best interest of the City.
Any City staff notice or recommendation remains subject to Council approval of the award
and the Contract.
15. INSURANCE REQUIREMENTS
The successful bidder shall procure the insurance in the form and in the amount specified
in the Contract Documents.
16. STATEMENT OF QUALIFICATIONS/REFERENCES
Each Bidder shall include with its bid a list of references. References, if possible, should
be to other public agencies that have purchased similar Supplies from the Bidder. Bidder
shall include the reference's name, address, contact, phone, and any relevant information
such as dollar amount of current contract, etc.
17. BID PROTEST PROCEDURE
Submitted bids will be timely made available for review upon written request of any bidder.
Bidders may file a "protest" of a bid with the City's Finance Director. The protest must:
A. Be filed in writing within five (5) business days after the bid opening date;
B. Clearly identify the alleged irregularity or other basis for the protest;
C. Specify, in detail, the factual and legal grounds for the protest; and
D. Include all relevant, supporting documentation with the protest at time of filing.
If the protest does not meet all of these requirements, the City will reject it without further
review.
If the protest is timely and complies with all of the above requirements, the City's Finance
Director, or other designated City staff member, shall review the protest, any response
from the challenged bidder, and all relevant information. The City will provide a written
response to the protestor.
The procedure and time limits set forth in this paragraph are mandatory and are the sole
and exclusive remedy in the event of a bid 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 bid protest, including filing a Government Code Claim or
legal proceedings.

END OF INSTRUCTIONS TO BIDDERS

Bid Specifications - Purchase of Water Conservation Kits
1. Introduction and Project Background
The City of Calexico is implementing a residential Water Conservation Program
("Program") intended to reduce household water use by distributing water conservation
kits to City water customers. The City estimates it will procure up to approximately 4,000
to 4,100 complete water conservation kits meeting the minimum specifications in
Section 3 on an as-needed basis through this competitive bid process. No minimum
quantity of water conservation kits is guaranteed. The City will order goods as needed
by issuance of a purchase order or other authorized ordering document. The selected
contractor shall furnish and deliver such goods only upon receipt of a valid order from
the City. Payment will be made only for goods ordered, delivered, and accepted by the
City. The estimated project budget is up to $200,000. Final quantities will depend on
Program Demand, the successful bidder's unit price, available project funding, and the
City's final purchasing authorization.
The City seeks to maximize the number of complete kits purchased while maintaining
product quality and meeting the program requirements described below. The City
anticipates receiving the kits in or around November 2026 so distribution can begin in
December 2026.
2. Scope of Purchase
* The successful bidder shall furnish, assemble, package, and deliver complete
residential water conservation kits meeting all requirements in this RFB.
* Each kit must contain all required components listed in Section 3. Products shall
be new and unused.
* The bid price shall include all costs necessary to provide the complete kits,
including products, assembly, packaging, freight, delivery, and any other
applicable charges.
* The City reserves the right to adjust the final quantity purchased based on
Program demand, the accepted unit price, and available project funding.

3. Water Conservation Kit Specifications
Each complete water conservation kit shall include, at a minimum, the following
components:
Item Qty./Kit Minimum Requirement
One (1) handheld showerhead rated at
Handheld Showerhead 1
approximately 2.35 gallons per minute (GPM).
One (1) roll of plumber's/PTFE thread-seal tape
Plumber's Tape 1
suitable for installation of the included fixtures.
Leak-detection dye tablets for identifying toilet
Leak-Detection Tablets 2
leaks.
One (1) kitchen faucet aerator rated at
Kitchen Faucet Aerator 1
approximately 1.5 GPM.
Bathroom Faucet Two (2) bathroom faucet aerators, each rated at
2
Aerators approximately 1.0 GPM.
One (1) flow-meter bag for measuring
Flow-Meter Bag 1
approximate water flow from household fixtures.
One (1) toilet tank displacement/conservation
Toilet Tank Bank 1
bank.
Toilet Water Saver 1 One (1) toilet water-saving device .
Product Documentation and Equivalency - Bidder shall provide manufacturer
literature, product data sheets, or other documentation sufficient for the City to verify
that each proposed component meets the specifications above. Brand names, if
identified in supporting materials, are intended to describe the desired quality and
functionality. Required technical attachments and proposed equivalents are permitted
supplements but may not alter the City's printed Bid Forms or contractual terms.
Proposed equivalent products must meet or exceed the stated requirements and are
subject to City approval. All requests for substitution must be submitted with the
Bidder's bid. The City Representative retains sole discretion to approve or disapprove of
a request for substitution of a product/supplies.
Packaging and Instructions - All components for each kit shall be packaged together
as a complete residential conservation kit. The successful bidder shall include
manufacturer installation instructions and product information customarily provided with
the components. The City may separately provide bilingual educational and water-
conservation materials for distribution with the kits.