Accredited Water Quality Laboratory Testing, Analysis, and Reporting Services - Professional Services Agreement

The City of Anaheim ("Anaheim") Public Utilities Department ("APU") issues this Request for Proposals (“RFP”) to interested proposers ("Respondents") to solicit competitive proposals for Accredited Water Quality Laboratory Testing, Analysis, and Reporting Services ("Services") necessary to support APU's drinking water compliance monitoring program and ongoing regulatory reporting obligations to the California Division of Drinking Water ("DDW").

The selected respondent will be responsible for providing the Services described in the Scope of Work and Specifications Section and in any Attachments hereto (collectively, "Deliverables”).

After identifying a successful respondent, Anaheim will negotiate a Professional Services Agreement ("Agreement"), which may include a best-and-final offer. The Agreement must substantially conform to the requirements outlined in the Agreement and Required Provisions Section.

Any resulting Agreement will take effect upon mutual execution, after Anaheim secures all necessary approvals from its approving bodies.

Background

APU provides electric and water service to approximately 340,000 residents and 15,000 businesses located in Anaheim, spanning a service territory of approximately 50 square miles. APU is committed to delivering safe, reliable, and high-quality drinking water in compliance with all applicable state and federal regulations. As part of this commitment, APU maintains a rigorous drinking water monitoring program governed by the California Division of Drinking Water (DDW) and is seeking a qualified laboratory partner to support its ongoing compliance testing, timely reporting, and regulatory obligations.

Project Details

• Reference ID: 2025-MA RFP TEMPLATE-0025-LR
• Department: Outside Consultants
• Department Head: OpenGov (Facilitator)

Important Dates

• Questions Due: 2026-07-29T21:00:00.000Z
• Answers Posted By: 2026-08-12T21:00:00.000Z

Evaluation Criteria

• Respondent’s experience and past performance providing similar services, including demonstrated success on comparable projects, adherence to schedules, and overall contract performance. (5 pts) —

  Anaheim may contact the references provided by the respondent to verify past performance, including the successful completion of comparable projects, adherence to schedules, and overall contract performance.

• Qualifications, expertise, and availability of key personnel assigned to the Project, including specific roles, licenses/certifications (if applicable), and relevant project experience. (10 pts)
• Respondent’s proposed approach, methodology, or work plan, including understanding of Project objectives, proposed solutions, and ability to address key challenges within the required scope. (25 pts)
• Respondent’s quality control and risk management strategies, including measures to ensure accuracy, compliance with industry standards/regulations (if applicable), and mitigation of potential risks. (15 pts)
• Overall costs in respondent’s proposal, including pricing structure, cost-effectiveness, and reasonableness in relation to the required scope of work and market rates. (20 pts)
• Respondent’s ability to meet project schedule and deadlines (if applicable), including demonstrated ability to allocate sufficient resources and effectively manage Project timelines. (20 pts)
• Respondent’s compliance with RFP requirements, including completeness of the proposal and nature/quantity of exceptions taken to Agreement terms, particularly standard Insurance & Indemnification. (5 pts)

Submission Requirements

• Legal name (and DBA, if applicable), state of incorporation, entity type, Federal Tax I.D. number, phone number, and address for formal notice of the entity that would be Anaheim's contracting party ("Respondent").*  (required) —

  Please provide the information for the entity that would be the named contracting party (not a dba). Separate each answer component with a semicolon.

• Name, title, email, phone number, and business address of the individual who is submitting this proposal ("Submitter") on behalf of Respondent.* (required) —

  Please separate each answer component with a semicolon.

• Name, title, and email of Respondent's Signatory for purposes of electronic signature if an Agreement were ultimately awarded to Respondent.* (required) —

  If this person is the same as Submitter, please state "Same as Submitter."

• Does your proposal address all Deliverables requested in this RFP? (required) —

  Select "No" if your proposal addresses only some of the Deliverables requested in this RFP.

  Note: Selecting “No” will prompt a follow-up question. You may select "No" to view the question and then change your selection at any time before submission.

• If you selected "No," identify with specificity what Deliverables are not included in your proposal. (required)
• Describe Respondent's proposed Deliverables and approach.* (required) —

  Provide a detailed description of the Services that Respondent proposes to provide in response to this RFP.

  To ensure a comprehensive and competitive proposal, please address the following key areas:

  A. Firm Information

  • Cover Letter: Brief introduction of your firm and confirmation of intent to provide all services described in the RFP.
  • Firm Profile: Company name, address, years in business, number of employees, UEI number.

  B. Qualifications & Certifications

  • Laboratory Certifications: Copies of current ELAP and TNI accreditation certificates and most recent proficiency testing (PT) study results. Include scope of accreditation and applicable test methods.
  • Comparable Deliverables Experience: Examples of successful delivery or similar Deliverables, particularly for public agencies, utilities, or comparable organizations.

  C. Proposed Approach

  • Technical Approach: Describe how your firm will manage sample pickup, chain-of-custody, analysis, sample of Analytical Method Information sheet, turnaround time, and state reporting (EDT to DDW). Address emergency response capability and 24-hour pickup availability.
  • Client Portal & Data Management: Describe your web-based client portal, including sample status tracking, historical data access, and electronic data delivery capabilities.
  • Quality Assurance/QC Plan: Summary of your QA/QC program, including method compliance (EPA, Standard Methods), and data validation procedures.

  D. Project Team

  • Project Manager: Name, qualifications, and resume of the dedicated Project Manager who will serve as APU's primary point of contact.
  • Key Staff: Brief bios or an org chart identifying key laboratory and management personnel supporting this contract (e.g., QA Manager, Lab Director).
  • Subcontractors: List any subcontractors, their roles, and their applicable certifications. 

  E. Performance & Issue Resolution: Describe your firm's process for identifying and communicating service issues to the client, including missed pickups, turnaround time exceedances, and reporting errors. Include your escalation structure, key contacts at each level, and how corrective actions are documented and resolved.

  F. Additional Value-Added Services (Optional): Describe any value-added services your firm may provide, including but not limited to PFAS sampling training for APU field staff, proactive compliance alerts, pre-labeled sample kits with dedicated courier service, and enhanced client portal capabilities. 

  Note: Responses to this question must be submitted as a PDF document attachment. Please ensure your document is clearly labeled with your firm name and RFP title before uploading. 

• Does Respondent propose to use subcontractors for 10% or more of the Deliverables? (required) —

  Note: Selecting “Yes” will prompt a follow-up question. You may select "Yes" to view the question and then change your selection at any time before submission.

• If you selected "Yes," list all subcontractors who will perform 10% or more of the Deliverables, including their names, roles, and qualifications. Describe the specific work they will perform. (required) —

  Provide the following details for each subcontractor who would perform 10% or more of the Deliverables:

  1. Scope of Work & Benefits – Describe the specific work the subcontractor will perform and explain how subcontracting these services benefits the project.
  2. Qualifications & Compliance – Provide the same assurances of competence as required for Respondent, including the subcontractor’s experience, qualifications, and ability to manage and supervise the work.
  3. Regulatory & Licensing Information – Include, to the extent applicable, the subcontractor’s ELAP certification number, TNI accreditation scope, and the specific analytical parameters or portion of work they will perform.
  4. Integration & Oversight – Explain how Respondent will ensure quality control, contract compliance, and seamless integration of subcontractor services into the project.
  5. Subcontracting Limitations – Confirm that all subcontractors will comply with the terms of any Agreement resulting from this RFP and that further subcontracting is not permitted.
• Has Respondent, at any time during the past five years, had a contract terminated for convenience, non-performance, or any other reason, or been a party to a legal action involving a customer? (required) —

  Note: Selecting “Yes” will prompt a follow-up question. You may select "Yes" to view the question and then change your selection at any time before submission.

• If you selected "Yes," provide details of the situation. (required) —

  Please provide the following as applicable:

  1. Contracting Party Information – Name and address of the contracting entity.
  2. Reason for Termination or Legal Action – Specify whether the contract was terminated for convenience, non-performance, or another reason, and/or describe the nature of the legal dispute.
  3. Corrective Actions (if applicable) – Describe any steps, if any, that Respondent has taken to prevent similar issues in the future.
• Does Respondent’s applicable employees hold all required certifications, including those certifications listed, if any, in the Scope of Work and Minimum Qualifications Section? (required) —

  Note: Selecting “No” will prompt a follow-up question. You may select "No" to view the question and then change your selection at any time before submission.

• If you selected "No," identify the certifications that Respondent does not possess and describe any equivalent cerfications. (required)
• Does Respondent offer any rebate or discount structure for annual spend minimums? (required) —

  Note: Selecting “Yes” will prompt a follow-up question. You may select "Yes" to view the question and then change your selection at any time before submission.

• If you selected "Yes," describe the rebate or discount structure (e.g., thresholds, percentages, or conditions). (required)
• Does Respondent take any exceptions to this RFP? (required) —

  Anaheim will consider exceptions, but please note that significant or extensive exceptions may negatively affect evaluation scores. Any exceptions asserted after the Proposal Submission Deadline during contract negotiation may result in Respondent's elimination from further consideration.

  Note: Selecting “Yes” will prompt a follow-up question. You may select "Yes" to view the question and then change your selection at any time before submission.

• If you selected "Yes," identify and detail the specific exceptions Respondent takes and the reasons for each exception. (required) —

  Clearly identify each of your exceptions to this RFP, specifying the section or requirement to which the exception applies. Provide a detailed explanation of your reason for the exception, along with any proposed alternative language or solutions.

• *Download and review Anaheim's Pro Forma Professional Services Agreement —

  Please download the below documents, complete, and upload.

• Exceptions to Anaheim's Pro Forma Professional Services Agreement (required) —

  Anaheim's insurance requirements (Section 10) and indemnification provisions (Section 11) are material terms of this RFP. Respondents are advised that Anaheim anticipates limited or no modifications to these provisions. Any requested exceptions must be submitted with the Respondent's proposal as tracked-changes ("redlines") to Anaheim's Pro Forma Professional Services Agreement.

  Anaheim reserves the right to reject any proposal containing excessive, unreasonable, or other exceptions to contractual terms that materially deviate from Anaheim's standard terms and conditions. As a condition of award, the successful Respondent may be required to execute Professional Services Agreement substantially in the form provided in this RFP. Failure to disclose proposed exceptions with the proposal may also be grounds for rejection.

• Insurance Requirements (required) —

  Does your firm take exception to any portion of the insurance requirements set forth in Section 10 of Anaheim's Pro Forma Professional Services Agreement?

• Hold Harmless and Indemnification (required) —

  Does your firm take exception to any portion of the indemnification provisions set forth in Section 11 (Indemnification) of Anaheim's Pro Forma Professional Services Agreement?

• Other Proposed Changes to the Pro Forma Professional Services Agreement? (required) —

  Does your firm propose any other substantive changes to any provision of Anaheim’s Pro Forma Professional Services Agreement, including but not limited to provisions relating to risk allocation, limitation of liability, or the rights and obligations of the parties?

• If you selected "Yes" to any of the 3 questions above, or have any additional exceptions to the Pro Forma, please download and redline Anaheim's Pro Forma Professional Services Agreement, identifying each specific provision to which you take exception and describing in detail what you propose in its place. Vague or general objections will not be considered responsive. —

  Proposals that indicate “Yes” but do not include all proposed modifications in a tracked-changes version of Anaheim’s Pro Forma Professional Services Agreement will not have those modifications considered.

• Does Respondent have any form agreement, portion of an agreement, or ancillary agreement that it strongly desires Anaheim to consider or would want executed in order to perform the Deliverables? (required) —

  Include to the extent applicable proposed terms and conditions, e.g.: service warranties, laboratory service agreement, data confidentiality, etc.

  Note: Selecting “Yes” will prompt a follow-up question. You may select "Yes" to view the question and then change your selection at any time before submission.

• If you selected "Yes," please upload the document(s) here. (required) —

  Upload a copy of any form agreement, portion of an agreement, or ancillary agreement that Respondent requests Anaheim to execute as part of an engagement. Clearly identify any provisions that you consider to be required and provide commentary on negotiability if applicable.

  Please note: Anaheim will review proposed agreement terms but is not obligated to accept any provisions. Failure to disclose required agreements as part of this proposal may limit consideration of such terms during contract negotiations.

• Provide at least three customer references for projects similar in size and scope to the Services requested in this RFP. References from California water and electric utilities or other public sector customers are preferred. (required) —

  For each reference, provide the following details:

  1. Customer’s Entity Name
  2. Contact Name
  3. Contact Telephone Number
  4. Contact E-mail Address
  5. Products and Services Provided
  6. Contract Start Date
  7. Duration of Services
• Fee Adjustments (required) —

  Anaheim recognizes that costs may fluctuate due to factors beyond the Respondent’s control. Please indicate whether Respondent’s proposal consists of fixed pricing/fees: i.e., unit prices shall remain firm for the full term of the Agreement.

• If pricing is not fixed, provide a general explanation of Respondent’s proposed fee adjuster. (required) —

  Provide a general narrative explanation here. Specific price adjustment mechanisms should be detailed in Respondent’s Pricing Schedule, uploaded in response to the next question.

   

• Complete the Fee Schedule (required) —

  Download the Fee Schedule, complete all applicable fields, and upload your completed version using the upload field provided.

  Your completed Fee Schedule must:

  • Include all charges reasonably expected for the performance of laboratory testing and reporting services in response to this RFP
  • Account for all costs associated with sample pickup, analysis, subcontracted testing (if applicable), courier services, and any other costs related to service delivery
  • Provide a clear description of what each fee covers, including units, quantities, assumptions, or conditions that affect pricing/fees.
  • Include completed breakdown tabs for the following method groups, where the subtotal of each tab must equal the corresponding unit price reflected in the Required Analytical Methods tab:
    • EPA Method 200.8 
    • EPA Method 200.7 
    • General Mineral Analysis 
    • General Physical Analysis 
    • Title 22 Metals Analysis 
    • Title 22 Anions Analysis 
    • Sewer Discharge Metals Analysis 

  Be as detailed and complete as practicable. 

  Note: Respondent shall provide a unit price/fees for each analytical test listed in the Fee Schedule and calculate the estimated line total based on the provided annual quantities. All fields must be completed. Respondent understands that any charges not captured in the unit price/fees, such as after-hours, rush, or emergency services, must be identified separately and clearly described. Respondent shall not modify, add, or remove any line items from the Fee Schedule as provided. 

  Please download the below documents, complete, and upload.

• Does your proposal include value-add options/services? (required) —

  Examples may include, but are not limited to, on-site staff training on sampling techniques and regulatory updates, proactive compliance alerts for upcoming state-mandated sampling windows or MCL exceedances, enhanced client portal capabilities.

  Note: Selecting “Yes” will prompt a follow-up question. You may select "Yes" to view the question and then change your selection at any time before submission.

• If you selected "Yes," identify and describe the value-added options/services in your proposal. (required)
• Please provide any additional information that you believe would assist Anaheim in evaluating Respondent's proposal. (Optional) —

  Provide any additional information, context, or supporting content that you deem relevant, such as:

  • Supplemental details not covered elsewhere in your response.
  • Clarifications, qualifications, or unique aspects of your approach.
  • Illustrative tables, charts, or images.
  • Proposed alternative contract Term structures (i.e., initial and extension periods) and pricing escalation, if needed.

  Note: This response field supports text, tables, and images, which may be copied and pasted into response. (Recommended: select "Remove formatting" when pasting)

• I, Submitter, certify that I have the legal authority to certify and submit the binding statements in this proposal on behalf of my firm, Respondent. I further certify that I have reviewed this RFP in its entirety, including all attachments (if any) and all subsequently issued addenda (if any). (required)
• Conflict of Interest Statement (required) —

  By confirming, Submitter certifies individually and on behalf of Respondent that:

  1. Respondent is informed of applicable provisions of the Political Reform Act (Government Code §§ 87100–91014) and Government Code § 1090, which prohibit any Anaheim official, officer, or employee from participating in any governmental decision or contract in which they are financially interested that may result in a potential financial conflict of interest.
  2. Respondent has conducted a financial conflict of interest evaluation and, as applicable, has caused its employees and subcontractors to do the same. Based on this evaluation, Respondent certifies that neither it, its employees, nor its subcontractors have any financial interests that may create a conflict of interest or preclude Anaheim from entering into a contract in accordance with these laws.
  3. Respondent acknowledges that it is responsible for ensuring compliance with these conflict of interest laws prior to submitting this proposal and throughout the pre-contract period. A prohibited conflict of interest may result in rejection of the proposal or termination of any awarded contract.
  4. Respondent further certifies that it will immediately notify Anaheim in writing if it becomes aware, at any time before contract execution, of any potential financial interest that may create a financial conflict of interest for any Anaheim official, officer, or employee.
• Noncollusion Declaration (Public Contract Code, § 7106) (required) —

  The undersigned (Submitter) declares:

  I am the authorized representative of Respondent, the party making the foregoing proposal.

  The proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The proposal is genuine and not collusive or sham. The Respondent has not directly or indirectly induced or solicited any other respondent to put in a false or sham proposal. The Respondent has not directly or indirectly colluded, conspired, connived, or agreed with any respondent or anyone else to put in a sham proposal, or to refrain from submitting a proposal. The Respondent has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposed price of the Respondent or any other respondent, or to fix any overhead, profit, or cost element of the proposed price, or of that of any other respondent. All statements contained in the proposal are true. The Respondent has not, directly or indirectly, submitted his or her proposed price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham proposal, and has not paid, and will not pay, any person or entity for such purpose.

  Any person certifying this declaration on behalf of a respondent that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to certify, and does certify, this declaration on behalf of the Respondent.

  I, Submitter, declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is certified/executed on the date of Respondent's submission of this proposal.

• Is this RFP for a Critical Deliverable? (required) —

  Critical Deliverables are those whose delay would reasonably impact utility operations, system reliability, regulatory compliance, or project delivery. Critical Deliverables shall be expressly identified as “Critical Deliverables” in the solicitation, purchase order, or statement of work.

• If you selected "Yes" will you also require a specific delivery date? (required) —

  If you selected "Yes" add a delivery date.

  **Reminder that Critical Deliveries not delivered on a specified delivery date may trigger liquidated damages against the contractor/vendor.