Direct Toilet Install Program

Request for Proposal No. P-130000875
Tuesday, April 14, 2026
Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts
Division for Direct Toilet Install Program, 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:
Tuesday, May 5, 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

Request for Proposal No. P-130000875
Direct Toilet Install Program
TABLE OF CONTENTS
1. Instructions to Bidders
1.1. Request For Proposal Timeline
1.2. Proposal Submission
1.3. Mandatory Pre-Bid Meeting
1.4. Question and Answer Period
1.5. Elevated Consultant Interviews
1.6. Proposal Format
1.7. Insurance Requirements
1.8. Agreement Prices
1.9. Agreement/Contract
1.10. Term of Agreement
1.11. Subcontracting
1.12. Communications with City Staff or Elected City Representatives
2. Scope of Services
2.1. Introduction
2.2. Scope of Services
2.3. Program Requirements
2.4. General Requirements
2.5. Equipment Specifications
2.6. 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)

Request for Proposal No. P-130000875
Direct Toilet Install Program
1. INSTRUCTIONS TO BIDDERS
1.1 Request For Proposal Timeline
Release of Request for Proposal Tuesday, April 14, 2026
Mandatory Pre-Bid Meeting Tuesday, April 21, 2026, at 1:30PM PST
Questions to be submitted via Email Wednesday, April 22, 2026, at 2:00PM PST
Addendum to be Issued, if required Thursday, April 23, 2026
Proposal Submission Deadline Tuesday, May 5, 2026, at 4:00PM PST
1.2 Mandatory Pre-Bid Meeting
A mandatory pre-bid meeting will be held online via Teams on Tuesday, April 21, 2026, at
1:30PM 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, April 21, 2026,
at 9:00AM to the Purchasing Supervisor, Nicole Supan, at nsupan@cityofventura.ca.gov to
reserve your spot in the meeting.
1.3 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 Wednesday,
April 22, 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.
1.4 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 Tuesday,
May 5, 2026, at 4:00 PM PST. If discrepancies are found between the hard copy and the 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.
1.5 Elevated Consultant Interviews
The City may elect, at its option, to elevate the most qualified firms to an interview phase.

Request for Proposal No. P-130000875
Direct Toilet Install Program
1.6 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.
1.7 Insurance Requirements:
Successful firm shall provide insurance as noted in Exhibit "C" of Attachment "C" General
Services Agreement.
1.8 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.
1.9 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.
1.10 Term of Agreement
The initial term of this Agreement shall commence on July 1, 2026, and will continue for a
period of one (1) year. The City may elect, at its own option, to renew this Agreement for four
additional one-year increments. Initial term, plus any option to extend shall not exceed a total
of five years.
1.11 Subcontracting:
No Subcontracting any portion of Consultant's duties under this agreement without prior
written consent of the City.
1.12 Communication with City Staff or Elected City Representatives:
Any communication with City staff or City Elected Representatives, except for the Purchasing

Request for Proposal No. P-130000875
Direct Toilet Install Program
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.

Request for Proposal No. P-130000875
Direct Toilet Install Program
2. SCOPE OF SERVICES
2.1 Introduction
The City of San Buenaventura (Ventura, City) is a coastal community located within Ventura
County, north of Los Angeles County and south of Santa Barbara County, and is frequently
considered one of America's most desirable places to live. The City is a full-service
municipality, providing police and fire services, parks and recreation, public works, and
community development in addition to water treatment and distribution, storm water
processing, and wastewater management. The City employs nearly 700 employees, boasts a
population of 110,000 residents within its 32 square miles which includes 32 parks and historic
sites, and more than 800 acres of open green space. The City operates under its own charter
with the City Council/City Manager form of government comprised of seven members elected
by district for terms of four years. The City Council hires two of the principal officials of the City,
the City Manager and the City Attorney.
2.2 Scope of Services
The City of Ventura seeks proposals from qualified bidders for third-party administration for
Ventura Water's direct install toilet program. Third-party administrative services will include
creating and maintaining customer applications, conducting application review and verification
or rejection, scheduling with qualified applicants, removal and disposal of existing toilet (1.6
gallons per flush (gpf) or more) and wax ring, supplying equipment, providing equipment,
installation, and ensuring compliance with program requirements. Ventura Water's first year
budget is $120,000 for this program.
2.3 Program Requirements
Third-party administrative services will include the following:
Administration:
* Creating application and hosting online application form
Drafting of program applications for Ventura Water customers, with review by
o
Ventura Water staff
Finalization of applications, for posting on the Ventura Water website
o
Host application form on Ventura Water website
o
* Field all phone calls related to the program
Maintain a dedicated phone number
o
English and Spanish speakers must be available
o
Hours of operation must be 8am to 5pm Pacific Time, Monday - Friday except
o
for Holidays listed on the City's website
After-hours calls to be returned within 24 hours or the next business day

Request for Proposal No. P-130000875
Direct Toilet Install Program
Maintain a call log
o
* Intaking and processing applications
Intake applications by form via the third-party's email
o
Enter applications submitted verbally by phone call
o
Maintain database of applicants
o
Review of submitted applications for verification of qualification into program
o
Scheduling for removal with qualified applicants
o
Scheduling for installation with qualified applicants
o
Follow-up with non-qualifying applicants to correct any issues
o
* Meeting with City staff when needed
Meetings in person or online - estimated no more than 12 meetings per year
o
Installation:
* Installation and supply of toilets and related parts that will be replacing applicants'
previous existing toilet
* Consultant to coordinate directly with the homeowner
* Collect verification of installation forms and maintain database of completed installations
Disposal:
* Disposal of previously existing toilet (1.6 gpf or more) and wax ring
* Consultant to coordinate directly with the homeowner
* Ensure all environmental compliance in disposal, if required
Post-installation repairs
* Must be conducted within 90 days (via warranty per installation form)
* Confirm with Ventura Water prior to any repairs
2.4 General Requirements
Licensing and Professional Certification
Contractor shall have and maintain a State of California Contractor's License Classification C-
36 Plumbing Contractor.
City Standard Construction Detail
All work shall be performed by experienced, qualified personnel in accordance with the project
specifications, City of Ventura's Standard Construction Details, industry best practices, and
OSHA safety requirements.
Link: City Standard Construction Details | Ventura, CA

Request for Proposal No. P-130000875
Direct Toilet Install Program
Permitting and Safety
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.
The Contractor must obtain all required permits through the City of Ventura Permit Services
Department online portal.
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.
Invoicing/Billing
Invoicing for services rendered are required for proper payment. The Purchase Order Number
and work completed must be identified on the invoice.
Record Keeping
Contractor shall maintain and provide records and/or associated drawings of all repairs done to
any City system.
2.5 Equipment Specifications
Awarded bidder shall be responsible for the procurement, warehousing, distribution of, and
ability to install the following equipment:
* Niagara (Tank Part Number: N7714; Bowl Part Number: N7717), or any City-approved
model. Installation includes removal of existing toilet and wax ring, and installation and
set-up of new wax ring and toilet. Quantity: 200 toilets.

Request for Proposal No. P-130000875
Direct Toilet Install Program
2.6 Cost Proposal
Proposer must complete the Cost Proposal requirements in its entirety to be considered responsive to
the RFP.
A. Equipment Price List
Item
Description Quantity Cost per unit Total Cost
no.
Niagara Stealth (N7717 Bowl; N7714 Tank) or any
city approved toilet model.
1 Installation includes removal of existing toilet and wax $ $
ring, and installation and set-up of new wax ring and
toilet.
B. Bidder shall include a cost breakdown for each task under Section 2.3 Program Requirements.
Where tasks may include more than one item, provide the cost for each item or unit.
C. Bidder shall include HOURLY billing rates for all proposed staff and subcontractors.

Request for Proposal No. P-130000875
Direct Toilet Install Program
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 Possible Points
Qualifications, experience, and resource, including expertise,
1. 40 pts
competence, and availability of services
2. Knowledge of the City of Ventura's Water Conservation Programs 15 pts
3. Price to Value 35 pts
4. Completeness of Proposal Format 10 pts
Total Possible Score 100 pts
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
signed by an official authorized to bind the firm and shall contain a statement that the
proposal is valid for one year. Please limit Cover Letter to 1 page.
B. Firm's Qualifications, Experience, and Resources
1. A summary of your firm's experience with third-party administration of water
conservation programs or comparable programs.
2. A general description of your company and the professional staff. How long has
this business been operating in Ventura County? If the company has operated in