Water Treatment Instrument Calibration and Preventive Maintenance 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 annual preventive maintenance and calibration services for Hach water quality instruments ("Services") necessary to support APU's ongoing water quality monitoring and regulatory compliance operations.

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.

Project Details

• Department: Outside Consultants
• Department Head: OpenGov (Facilitator)

Important Dates

• Questions Due: 2026-07-09T00:00:00.000Z
• Answers Posted By: 2026-07-23T00:00:00.000Z

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. (15 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. (20 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. (10 pts) —
  • Warranty coverage for services performed and parts supplied, including duration and scope
  • Responsiveness to warranty claims, from APU notification to on-site resolution
• Overall costs in respondent’s proposal, including pricing structure, cost-effectiveness, and reasonableness in relation to the required scope of work and market rates. (30 pts)
• Respondent’s ability to meet project schedule and deadlines (if applicable), including demonstrated ability to allocate sufficient resources and effectively manage Project timelines. (10 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. (10 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 Deliverables that Respondent proposes to provide in response to this RFP.

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

  1. Scope of Work and Service Approach – Explain how your proposal meets the scope of work and specifications outlined in this RFP. Include: 
     • Your technical approach to performing preventive maintenance and calibration for each instrument type (Turbidimeters, Chlorine Analyzers, pH Sensors, and Spectrophotometer).
     • How your methodology aligns with Hach manufacturer service manuals and factory-recommended maintenance procedures.
     • Whether your technicians are Hach-certified or hold equivalent qualifications, and how you demonstrate Hach-equivalent capability.
     • How you ensure calibration accuracy and traceability, including the standards and references used.
  2. Parts & Materials – Explain Respondent’s approach to supplying and delivering the parts. 
     • Identify whether replacement parts used in service will be Hach OEM parts or equivalent alternatives. If equivalent, describe how you ensure like-in-kind quality and compatibility.
  3. Service Coordination & Scheduling
     • Describe how you will coordinate with APU to schedule and confirm service visits, including your process for issuing advance reminders.
     • Identify your designated Project Manager and backup contact for this engagement.
     • Describe your process for documenting and communicating any issues discovered during a service visit that may require follow-up action or APU approval.
  4. Calibration Reports & Certifications
     • Confirm that certifications will be delivered to APU following each completed visit and provide a sample report with your proposal.
     • Provide a copy of ISO/IEC 17025 accreditation or equivalent calibration certification. 
  5. Quality Control & Risk Management 
     • Describe your quality assurance procedures, including how you verify the accuracy of calibration work and ensure compliance with manufacturer specifications.
     • Explain how you manage risks such as instrument downtime, parts unavailability, or technician absence.
     • Describe your process for providing a loaner instrument when an instrument must be taken out of service for repair.
  6. Warranty & Responsiveness  
     • Describe your warranty policy for services performed, including coverage duration and scope.
     • Explain your process for handling a warranty claim, from APU notification to on-site resolution.
     • State your committed response and on-site arrival timeframe for warranty-related calls.
  7. Additional Value-Added Services (Optional) – Identify any additional services, products, or functions that were not explicitly requested in the RFP but that Respondent believes would be beneficial to Anaheim.

  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.  

• Describe Respondent's qualifications and past performance.* (required) —

  Describe Respondent’s qualifications and relevant experience in providing the requested goods and services.

  To ensure a comprehensive response, please address the following:

  1. Qualifications – Relevant experience, service capabilities, and industry expertise.
  2. Comparable Deliverables Experience – Examples of successful delivery or similar Deliverables, particularly for public agencies, utilities, or comparable organizations.
  3. Demonstrated Performance & Reliability – Evidence of timely delivery, service quality, compliance with requirements, and client satisfaction (e.g., references, measurable outcomes, or testimonials).

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

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

  Per the Scope of Work, APU will notify Respondent within the same calendar day an emergency is identified. The Respondent is expected to make best efforts to perform on-site service that same day, regardless of the time of day, day of the week, or holidays. If same-day service is not feasible, on-site arrival is required no later than the following calendar day. 

  Can Respondent commit to these response time requirements? If not, describe standard response times and any conditions or limitations that may apply.

• Does Respondent’s applicable employees hold all required certifications, including those certifications listed, if any, in the Scope of Work and Specifications 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? (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.

• Does Respondent take any exceptions to the standard terms and conditions in Anaheim’s Pro Forma Professional Services Agreement — including, specifically, Sections 10 (Insurance) or 11 (Indemnification)? (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," upload a tracked changes version of the Pro Forma Professional Services Agreement with supporting commentary. (required) —

  Upload the Pro Forma Professional Services Agreement with your proposed exceptions provided as tracked changes with comments providing supporting commentary. Clearly explain the basis for each proposed modification.

  Please note: Sections 10 and 11 of the attached Pro Forma Professional Services Agreement represent Anaheim’s standard insurance and indemnity provisions. If a respondent has any specific concerns regarding these provisions that would render the respondent unable or unwilling to enter into an agreement with Anaheim, the respondent must identify such concerns in its proposal. Be specific. Any proposed deviations from these provisions will be considered by Anaheim in its evaluation of the responsiveness of the proposal.

• 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.: written warranties, maintenance/service agreements, lease purchase agreements, 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/fees 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 Fee 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 services in response to this RFP.
  • Account for labor, rental equipment, materials, and other non-labor costs.
  • Provide a clear description of what each fee covers, including units, quantities, assumptions, or conditions that affect pricing/fees.
  • Identify any optional fee structures, tiered models, escalation provisions, or alternative methods being offered.
  • Do not modify, add, or delete any rows or columns in this table.

  Be as detailed and complete as practicable. 

  Note: Respondent will submit unit cost per line item. 

  Please download the below documents, complete, and upload.

• Does your proposal include value-add options/services? (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," identify and describe the value-added options/services in your proposal. (required)
• Supporting Documentation (Optional) —

  Respondent may, if applicable, upload any supporting documentation here (e.g., Hach factory or authorized service documentation, Service technician certifications/credentials) or other supporting documents here.

• 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.