RFP ? On-Call Well Maintenance and Repair Services

City of Lemoore - On-Call Well Maintenance and Repair Services Contract
PUBLIC WORKS DEPARTMENT
CONTRACT BOOKLET
On-Call Well Maintenance and Repair Services
Request for Proposals and Contract Documents
Rev. 3, July 10, 2026- supersedes Rev. 2 / prior version
Solicitation No.: RFP 2026-02
Issue Date: 2026-07-29
Proposal Due: 2026-09-01 03:00 PM
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City of Lemoore - On-Call Well Maintenance and Repair Services Contract
Table of Contents
Table of Contents .......................................................................................................................................... 2
Notice Inviting Proposals .............................................................................................................................. 8
1.1 Submission Deadline and Delivery ...................................................................................................... 8
1.2 Contract Documents ........................................................................................................................... 8
1.3 Prevailing Wage................................................................................................................................... 8
1.3A Historical Workload Information (Informational Only) ................................................................ 8
1.4 Proposal Validity ................................................................................................................................. 9
1.5 Evaluation and Award ......................................................................................................................... 9
1.6 Evaluation Methodology ..................................................................................................................... 9
1.7 Execution of Agreement ................................................................................................................... 10
1.8 Signature Block .................................................................................................................................. 10
Instructions for Proposers........................................................................................................................... 11
2.1 Required Proposal Forms .................................................................................................................. 11
2.2 Public Works Note ............................................................................................................................. 11
2.3 Conditional and Non-Conforming Proposals .................................................................................... 11
2.4 Solicitation Schedule; Questions and Clarifications .......................................................................... 11
2.5 Signature Requirements ................................................................................................................... 12
2.6 Delivery of Sealed Proposals ............................................................................................................. 12
2.7 Withdrawal of Proposals ................................................................................................................... 12
2.8 Opening of Proposals ........................................................................................................................ 12
2.9 Public Records Act ............................................................................................................................. 12
2.10 Site Examination ............................................................................................................................. 12
2.11 Substitutions and Approved Equals ................................................................................................ 12
2.12 Addenda .......................................................................................................................................... 13
2.12A No Reliance on Oral Statements ............................................................................................... 13
2.13 Evidence of Responsibility .............................................................................................................. 13
2.14 Reliance on Proposal Representations ........................................................................................... 13
2.15 Reserved Rights of the City ............................................................................................................. 13
2.16 Award .............................................................................................................................................. 14
2.17 Protest Procedures .......................................................................................................................... 14
2.17.1 Filing a Protest ......................................................................................................................... 14
2.17.2 Protest Deadline ...................................................................................................................... 14
2.17.3 Valid Grounds for Protest ........................................................................................................ 14
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City of Lemoore - On-Call Well Maintenance and Repair Services Contract
2.17.4 Insufficient Grounds ................................................................................................................. 14
2.17.5 City Review and Final Determination....................................................................................... 14
2.18 Taxes ............................................................................................................................................... 14
Proposal Schedule ....................................................................................................................................... 15
Section A - Labor Rates ......................................................................................................................... 15
Section B - Equipment Rates................................................................................................................. 15
Section C - Inspections and Assessments ............................................................................................. 16
Section D - Pulling, Disassembly, and Reinstallation ............................................................................ 16
Section E - Minor Repairs ..................................................................................................................... 17
Section F - Materials ............................................................................................................................. 17
Section G - Mobilization ....................................................................................................................... 17
Proposal Certifications ............................................................................................................................ 18
Proposer Qualification Questionnaire ........................................................................................................ 20
4.1 Contractor Information ..................................................................................................................... 20
4.2 Company Qualifications and Experience .......................................................................................... 20
A. Years in Business ............................................................................................................................. 20
B. Description of Services .................................................................................................................... 20
C. Relevant Project Experience (Past 5 Years) .................................................................................... 20
D. Reference Verification and Past Performance ............................................................................... 21
4.3 Key Personnel Assigned to This Contract .......................................................................................... 21
4.4 Equipment and Resources ................................................................................................................ 21
4.5 Safety Program .................................................................................................................................. 21
4.6 Insurance ........................................................................................................................................... 22
4.7 Litigation, Claims, and Contract Disputes ......................................................................................... 22
4.8 Licensing and Performance Responsibility Matrix ............................................................................ 22
4.9 Certification ....................................................................................................................................... 23
Summary Proposal ...................................................................................................................................... 24
Subcontractor Designation ......................................................................................................................... 25
Subcontractor 1................................................................................................................................... 25
Subcontractor 2................................................................................................................................... 25
Subcontractor 3................................................................................................................................... 25
Subcontractor 4................................................................................................................................... 25
Subcontractor 5................................................................................................................................... 26
Noncollusion Declaration ............................................................................................................................ 27
Workers' Compensation Certification......................................................................................................... 28
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City of Lemoore - On-Call Well Maintenance and Repair Services Contract
Drug-Free Workplace Certification ............................................................................................................. 29
Sufficient Funds Declaration ....................................................................................................................... 30
Iran Contracting Act Certification ............................................................................................................... 31
Special Provisions ........................................................................................................................................ 32
1. Definitions ........................................................................................................................................... 32
2. Contract Documents ........................................................................................................................... 32
3. Scope of Work ..................................................................................................................................... 33
3.1 DIR Registration ............................................................................................................................ 33
3.2 Contractor Licensing and Qualifications ....................................................................................... 33
3.3 Pricing Structure ............................................................................................................................ 34
3.4 Key Personnel ................................................................................................................................ 34
3.5 Subcontractor Substitutions ......................................................................................................... 34
3.6 Background Checks and Site Access ............................................................................................. 34
4. Commencement of Work and Response Time ................................................................................... 34
5. Compensation and Term ..................................................................................................................... 35
5.1 Term .............................................................................................................................................. 35
5.2 Contract-Wide Not-to-Exceed ....................................................................................................... 35
5.3 Task Order Not-to-Exceed ............................................................................................................. 35
5.4 Rate Adjustments on Extension .................................................................................................... 35
6. Authorization and Extra Work ............................................................................................................ 35
7. Materials and Approved Equals .......................................................................................................... 35
8. Work Prosecution................................................................................................................................ 35
9. Invoicing and Payment ........................................................................................................................ 36
9.1 Invoice Format .............................................................................................................................. 36
9.2 Supporting Documentation........................................................................................................... 36
9.3 Materials Cost Verification ............................................................................................................ 36
9.4 Prompt Payment ........................................................................................................................... 36
9.5 Records Retention and Audit ........................................................................................................ 36
9.6 Disputed and Unauthorized Charges ............................................................................................ 36
10. Business License and Permits............................................................................................................ 36
11. Contract Administration .................................................................................................................... 37
12. Insurance Requirements ................................................................................................................... 37
12.1 Required Coverage ...................................................................................................................... 37
12.2 Additional Insured Requirements ............................................................................................... 38
12.3 Notice of Cancellation or Material Change ................................................................................. 38
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City of Lemoore - On-Call Well Maintenance and Repair Services Contract
12.4 Proof of Insurance ....................................................................................................................... 38
12.5 Subcontractor Insurance ............................................................................................................. 38
12.6 Failure to Maintain Insurance ..................................................................................................... 38
12.7 No Limitation of Liability ............................................................................................................. 38
13. Indemnification ................................................................................................................................. 38
14. Task Order Procedures ...................................................................................................................... 39
14.1 General ........................................................................................................................................ 39
14.2 Task Order Request ..................................................................................................................... 39
14.3 Contractor Confirmation and Cost Estimate ............................................................................... 39
14.4 Not-to-Exceed Authorization and Unforeseen Conditions ......................................................... 39
14.5 Task-Specific Notice to Proceed .................................................................................................. 40
14.6 Modifications to Task Orders ...................................................................................................... 40
14.7 Close-Out Documentation and Acceptance ................................................................................ 40
14.8 Task Order Limitations ................................................................................................................ 40
14.9 Dispute Resolution Regarding Task Orders ................................................................................. 40
15. Emergency Response ........................................................................................................................ 40
15.1 General ........................................................................................................................................ 40
15.2 Definition of an Emergency......................................................................................................... 41
15.3 Response Time Requirements .................................................................................................... 41
15.4 Emergency Call-Out Procedure ................................................................................................... 41
15.5 Verbal Authorization ................................................................................................................... 41
15.6 Safety and Coordination ............................................................................................................. 41
15.7 Emergency Billing and Documentation ....................................................................................... 41
15.8 Follow-Up Work .......................................................................................................................... 41
15.9 Availability and Backup ............................................................................................................... 42
15.10 Emergency Contact Information ............................................................................................... 42
15.11 Repeated Failure to Meet Response Requirements ................................................................. 42
16. Performance Standards and Corrective Action................................................................................. 42
16.1 Performance Deficiencies ........................................................................................................... 42
16.2 Notice of Deficiency and Cure Period ......................................................................................... 42
16.3 Corrective Action ........................................................................................................................ 42
16.4 Continued Non-Performance ...................................................................................................... 42
16.5 Liquidated Damages for Emergency Response Failures ............................................................. 42
17. Performance Metrics ........................................................................................................................ 43
17.1 Performance Benchmarks ........................................................................................................... 43
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City of Lemoore - On-Call Well Maintenance and Repair Services Contract
18. Site Conditions and Preservation of Property ................................................................................... 44
19. Warranty ........................................................................................................................................... 44
19.1 Contractor Warranty ................................................................................................................... 44
19.2 Correction of Defective Work ..................................................................................................... 44
19.3 Manufacturer Warranties ........................................................................................................... 44
19.4 No Limitation of Other Rights ..................................................................................................... 44
20. Confidentiality and Data Security ..................................................................................................... 44
20.4 Cyber Liability Insurance ............................................................................................................. 45
21. Nondiscrimination and Equal Opportunity ....................................................................................... 45
22. Dispute Resolution ............................................................................................................................ 45
23. Certificates of Compliance ................................................................................................................ 45
24. Labor Compliance ............................................................................................................................. 46
25. Inspection .......................................................................................................................................... 46
26. Task Kickoff Meetings ....................................................................................................................... 46
27. Task Closeout .................................................................................................................................... 46
28. Changes to the Scope of Work .......................................................................................................... 46
29. No Guaranteed Quantities; Non-Exclusive Contract......................................................................... 46
Appendix A - Agreement .......................................................................................................................... 47
Article I - Scope of Work ....................................................................................................................... 47
Article II - Relationship of Parties ......................................................................................................... 47
Article III - Contract Documents; Order of Precedence ........................................................................ 47
Article IV - Compensation ..................................................................................................................... 47
Article V - Term, Renewal, Suspension, and Termination .................................................................... 48
A. Initial Term and Extensions ............................................................................................................. 48
B. Suspension of Task Orders .............................................................................................................. 48
C. Termination for Cause .................................................................................................................... 48
D. Termination for Convenience ......................................................................................................... 48
E. Contractor's Right to Terminate ..................................................................................................... 48
F. Effect of Termination ...................................................................................................................... 48
G. No Guaranteed Work ..................................................................................................................... 48
Article VI - Insurance and Indemnification ........................................................................................... 49
A. Indemnification ............................................................................................................................... 49
Article VII - Warranty ............................................................................................................................ 49
Article VIII - Entire Agreement .............................................................................................................. 49
Article IX - Force Majeure ..................................................................................................................... 49
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City of Lemoore - On-Call Well Maintenance and Repair Services Contract
Article X - Amendments ........................................................................................................................ 50
Article XI - Assignment .......................................................................................................................... 50
Article XII - Notice ................................................................................................................................. 50
Article XIII - Governing Law; Venue ...................................................................................................... 50
Article XIV - Government Claims Act .................................................................................................... 50
Article XV - Attorneys' Fees .................................................................................................................. 50
Article XVI - No Third-Party Beneficiaries ............................................................................................. 50
Article XVII - Waiver .............................................................................................................................. 50
Article XVIII - Severability ..................................................................................................................... 50
Article XX - Authority ............................................................................................................................ 51
Evaluation Scenario (For Illustration Only) ............................................................................................. 52
Appendix - City Fill-In Register .................................................................................................................. 53
Appendix - Change-Log (Rev. 1 Rev. 2) ................................................................................................ 54
Appendix - Change-Log (Rev. 2 Rev. 3) ................................................................................................ 55
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City of Lemoore - On-Call Well Maintenance and Repair Services Contract
Notice Inviting Proposals
The City of Lemoore ("City") is soliciting sealed proposals from qualified firms to provide on-call well and
pump maintenance, repair, inspection, testing, and related services (the "Services") for the City's potable
water well facilities.
This solicitation is an on-call procurement for maintenance and repair services for potable water well
facilities. It is not being converted to a qualifications-based engineering procurement, nor is it a public
works construction bid at the contract level. Certain Task Orders may be designated by the City as public
works when required by applicable law. Proposers shall submit hourly labor rates, equipment rates,
service rates, and a materials markup on the Proposal Schedule provided in this Booklet.
1.1 Submission Deadline and Delivery
Sealed proposals must be received by the City Clerk at 711 W. Cinnamon Drive, Lemoore, California 93245,
no later than 3:00 p.m. on September 01, 2026 (the "Proposal Deadline"). Proposals received after the
Proposal Deadline will not be opened or considered.
Each proposal shall be submitted in a sealed envelope clearly marked:
PROPOSAL - ON-CALL WELL MAINTENANCE AND REPAIR SERVICES
1.2 Contract Documents
Proposal documents, including this Contract Booklet, the Scope of Work, the Proposal Schedule, and all
required forms, may be downloaded free of charge from the City of Lemoore Public Works Department
website.
1.3 Prevailing Wage
Certain individual tasks assigned under this Contract may fall within the definition of "public works" under
California Labor Code 1720 et seq. If the City designates a task as public works, the City will notify the
Contractor in writing before issuance of the Task Order. The Contractor shall comply with all applicable
prevailing wage, apprenticeship, and Department of Industrial Relations (DIR) requirements for that task
only, including registration under Labor Code 1725.5 and certified payroll under Labor Code 1776.
1.3A Historical Workload Information (Informational Only)
For general reference only, the City has historically operated multiple potable water wells and has used
on-call well maintenance, repair, and inspection services as needed. Annual expenditures and service
frequency have varied based on operational needs, system conditions, and emergency events. This
information is provided solely to assist Proposers in understanding potential service conditions. It is not a
representation of anticipated workload and does not guarantee any minimum amount of work, Task
Orders, or compensation.
Active City wells: Nine Active City Wells
Typical Task Order size distribution (informational only):
- Small routine tasks: approximately $1,000-$5,000
- Typical repairs and maintenance: approximately $5,000-$25,000
- Major repairs or emergency work: may exceed $25,000 depending on conditions
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City of Lemoore - On-Call Well Maintenance and Repair Services Contract
1.4 Proposal Validity
All proposals shall remain irrevocable and valid for ninety (90) calendar days after the Proposal Deadline.
1.5 Evaluation and Award
The City will evaluate proposals using a best-value methodology appropriate for on-call maintenance and
repair services. Award will not be based solely on price. The City may award one or more contracts, up to
three (3) contractors, to protect continuity of water-system operations, improve emergency coverage,
and maintain task-order flexibility. The City reserves the right to determine which proposal or combination
of proposals represents the best overall value based on the following weighted evaluation criteria:
Evaluation Criterion Weight
Relevant well and pump maintenance experience 20%
Qualifications of key personnel 15%
Equipment, resources, and emergency response
20%
capability
Pricing structure and cost competitiveness 30%
References and past performance 15%
Total 100%
The City reserves the right to reject any or all proposals, waive minor irregularities, request clarifications,
conduct interviews, request best-and-final offers, negotiate final terms with one or more highest-ranked
proposers, cancel or reissue the solicitation, and take any other action authorized by law and consistent
with the best interests of the City.
"Closely ranked" means Proposals whose evaluation scores are within five percent (5%) of the highest-
ranked Proposal. The City may use this band to determine whether additional awards would provide
operational value, emergency redundancy, specialized capabilities, or improved overall coverage. The City
reserves the right to hold clarifying interviews with all closely ranked Proposers before making a best-
value determination. Where proposals are closely ranked, the City may consider qualitative differences in
emergency response capability, past performance reliability, risk factors, task-order availability, and
overall confidence in performance when determining best overall value. Selection is not based solely on
numerical score.
1.6 Evaluation Methodology
The City will not apply, interpret, or infer any pricing methodology, assumption, or calculation that is not
expressly reflected in the Proposal Schedule.
The City may evaluate proposals based on the information contained in the proposal, references,
clarification responses, interviews (if conducted), and any other information reasonably requested by the
City.
The City may compare proposals using hypothetical service scenarios and task-order combinations. Such
scenarios are used solely for evaluation and do not guarantee future work, quantities, task orders, or
compensation.
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City of Lemoore - On-Call Well Maintenance and Repair Services Contract
The City may develop and utilize evaluation scenarios that reflect anticipated operational conditions,
emergency response events, maintenance activities, and service combinations reasonably expected
during the Contract Term.
The City reserves the right to exercise reasonable discretion in evaluating proposals and determining
which proposal represents the best overall value to the City. The City may consider proposal content,
qualifications, experience, references, emergency response capability, equipment availability, staffing
resources, pricing, responsiveness, responsibility, and any other evaluation factors identified in the
Contract Documents.
The City's evaluation determinations shall be based upon the information available at the time of
evaluation and shall be made in the best interests of the City.
The City will evaluate pricing based solely on the values entered by the Proposer in the Proposal Schedule
and any City-issued evaluation scenario included in this solicitation or addenda. For scoring purposes, the
City may apply identical assumed quantities to each proposer's submitted rates. The City will not interpret,
reconstruct, re-bundle, normalize, or otherwise modify any pricing methodology, worksheet, assumption,
or calculation that is not expressly incorporated into the Proposal Schedule.
Clarifications may be used only to confirm information already contained in a proposal or resolve minor
ambiguities. Clarifications may not be used to modify pricing, staffing, subcontractors, equipment
commitments, or any other substantive element of a proposal, or to cure a material defect existing at the
Proposal Deadline.
The City may use evaluator scoring sheets, consensus evaluations, reference verification results,
responsibility reviews, pricing evaluations, and other evaluation documentation in its best-value
determination. The City is not required to award a Contract based solely upon any single evaluation factor,
score, ranking, or pricing result.
1.7 Execution of Agreement
The Proposer selected for award shall execute the Agreement (Appendix A) and provide all required
insurance certificates, endorsements, and other documentation within ten (10) calendar days after
issuance of the City's Notice of Award or other written City authorization to execute the Agreement,
unless the City grants additional time in writing. Failure to timely execute the Agreement or provide
required documentation may result in withdrawal of the award, rejection of the proposal, a determination
that the Proposer is not responsible, or any other action authorized by law.
1.8 Signature Block
CITY OF LEMOORE
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