Project Information

Bid Title

Water Quality Testing Services

Issuing Agency

City of Del Mar

Location

California

Published Date

Mar 23, 2026

Closing Date

May 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-03

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-03
Bid Title:	Water Quality Testing Services
Category:	Professional Services
Status:	Open

Description: The City of Del Mar (City) is seeking proposals from qualified professional firms (Contractors) to provide professional water quality testing services for the City. The City intends to enter into a three-year agreement with the selected Contractor, with the option of extending the agreement for an additional two-year period. Questions regarding this RFP must be received by 5:30 p.m. PST on Monday, April 13, 2026 via email to Polly Robertson, Management Analyst, at For security reasons, you must enable JavaScript to view this E-mail address. and must reference “RFP 2026-03 Water Quality Testing Services” in the title or subject line. Proposals are due by 5:30 p.m. PST on Tuesday, May 5, 2026 and should be submitted via ShareFile hyperlink: https://tinylink.net/yO2Ta . The submittal must reference “RFP 2026-03 Water Quality Testing Services” in the document title. The City is not responsible for proposal submissions that are delayed or fail to be uploaded. Proposing firms are responsible for confirming receipt of their submission. Publication Date/Time: 3/23/2026 12:00 AM Closing Date/Time: 5/5/2026 5:30 PM Related Documents: RFP 2026-03 Water Quality Testing Services

Attachment Preview

CITY OF DEL MAR, CALIFORNIA

REQUEST FOR PROPOSALS

No. 2026-03

WATER QUALITY TESTING SERVICES

I. INTRODUCTION

A. General Information

The City of Del Mar (City) is seeking proposals from qualified professional firms (Contractors) to

provide professional water quality testing services for the City. The City intends to enter into a

three-year agreement with the selected Contractor, with the option of extending the agreement

for an additional two-year period.

B. About the City

Incorporated in 1959, the City of Del Mar is a Charter Law City with a Council-Manager form of

government. The Del Mar City Council consists of five members, one of whom is chosen on a

rotating basis for a one-year term as mayor. Del Mar is located just 20 minutes north of downtown

San Diego on the southern California coast. Approximately 3,900 residents call this 2.2 square

mile city their home. The famed horse racing and annual County Fair that take place at the State-

owned Del Mar Fairgrounds and over two miles of white sandy beaches make Del Mar an inviting

tourist destination. Residents and visitors enjoy excellent weather and a variety of outdoor

activities at the City's parks and Downtown Village.

C. Inquiries

Questions regarding this RFP must be received by 5:30 p.m. PST on Monday, April 13, 2026 via

email to Polly Robertson, Management Analyst, at probertson@delmar.ca.us and must reference

“RFP 2026-03 Water Quality Testing Services” in the title or subject line. Proposing firms are

responsible for confirming receipt of their questions and inquiries.

D. Submittal Requirements

Proposals are due by 5:30 p.m. PST on Tuesday, May 5, 2026 and should be submitted via

ShareFile hyperlink: https://tinylink.net/yO2Ta. The submittal must reference “RFP 2026-03 Water

Quality Testing Services” in the document title. The City is not responsible for proposal

submissions that are delayed or fail to be uploaded. Proposing firms are responsible for

confirming receipt of their submission.

II. ANTICIPATED TIMELINE

Anticipated timeline for RFP process is outlined below and is subject to change without notice:

Action

Tentative Timeline/Deadline

Notice of RFP

March 23, 2026

Questions Due

April 13, 2026

Responses to Questions Posted

April 20, 2026

Deadline to Submit Proposals

May 5, 2026

City Staff Review of Proposals

May 7, 2026

Selected Firm Notified

May 13, 2026

Council Consideration of Agreement for Services

June 2, 2026

Project/Agreement Start Date

July 1, 2026

City of Del Mar

Water Quality Testing Services RFP No. 2026-03

Page 2 of 4

III. SCOPE OF SERVICES REQUIRED

The City requires the services of a Contractor certified under the Environmental Laboratory Accreditation

Program (ELAP) from the California State Water Resources Control Board – Division of Drinking Water

(SWRCB-DDW),

(http://www.waterboards.ca.gov/drinking_water/programs/

and

https://www.waterboards.ca.gov/drinking_water/certlic/labs/ELAP.html) to sample, analyze and report

the quality of the drinking water provided by the City of Del Mar. The scope of services includes the

following:

1. The Bacteriological Site Sampling Plan (Attachment C) provides the locations and sample schedule

for the Contractor to physically take samples, provide containers, flush and sterilize sampling location,

test water quality through analysis, and provide reports as described.

2. Contractor shall submit test results using Electronic Data Transfer (EDT), and use Write-On Utility or

LIMS Program, to output text type file in EDT format, or as directed or approved by SWRCB-DDW.

Contractor shall reference PWS ID: 3710004-001, name of sender, company name, address,

telephone number. EDT water quality analytical results shall be sent to DDW via e-mail to

edt@waterboards.ca.gov.

More

information

is

available

at:

https://www.waterboards.ca.gov/drinking_water/certlic/drinkingwater/EDTFAQ.html

3. Courtesy call: Prior to leaving the office, the Laboratory or Lab Technician shall call the Public Works

Department at (858) 755-3294 to notify that they are enroute to perform the water sample grabs at

the specified locations. Public Works staff may provide assistance, if necessary.

4. Copies of test reports shall be provided to the Public Works Department, via email, within five (5)

calendar days from date of known test results. Hard copies of the test results, and invoices, must

also be sent to the Public Works Department, 2240 Jimmy Durante Blvd., Del Mar, CA 92014.

5. If any positive results are detected in the samples, the Contractor must contact the Public Works

Department immediately. To contact the Public Works Department after-hours (4:30 PM to 7:00

AM), the Contractor will follow the Department’s call procedure that will be provided upon award of

the contract.

6. In case of Coliform positive Bac-T test, the Contractor must resample within 24 hours in accordance

with 22 CCR 64424 (b), using the locations listed in Repeat Sampling Schedule (Attachment C).

Resampling is also required when the Department requests it, including during main break repairs or

other recovery activities that require bacteriological clearance before water lines can be returned to

service. The Public Works Department will determine the type of tests needed, based on the urgency

and severity of the situation, and in consultation with its Primacy Agency, the SWRCB-DDW District

14 – San Diego. The rush sample cost shall include the following: Contractor collecting and picking

up repeat samples at locations per the Water Repeat Sampling Schedule, performing Cl2 and Colilert-

18 hour test (unless otherwise directed), and immediately communicating results with the Public

Works Department by calling (858) 755-3294 and emailing both the Public Works Department at

PublicWorks@delmar.ca.us and the DDW.

7. The Contractor may charge the City a Wait Fee per incident, between locations, for each occurrence

of group tests (bacteriological or physical) when the laboratory is unable to access or perform

sampling for reasons beyond its contractual obligations, or when delays are caused by the City.

Effective communication between the Contractor and the City is essential. The Wait Fee may only

be applied when the delay or City’s response or wait time following the Contractor’s call-in to the

Public Works Department exceeds 15 minutes per incident or test location (bacteriological or

physical).

City of Del Mar

Water Quality Testing Services RFP No. 2026-03

Page 3 of 4

8. The Contractor may charge a one-time Recall Fee for re-mobilization at the next scheduled recall

time and day when the Contractor is unable to access or perform sampling and testing at the final

sample location before leaving the City, for reasons beyond the Contractor’s contractual obligations

or due to delays caused by the City. Effective communication between the Contractor and the City

is essential. The Recall Fee may only be applied when the delay or the City’s response or wait time

after the Contractor contacts the Public Works Department exceeds 15 minutes while the Contractor

is present at the final remaining location.

9. All test results, chain of custody records, and invoices shall be sent via U.S. Mail to the City of Del

Mar - Public Works Department, 2240 Jimmy Durante Blvd., Del Mar, CA 92014 and via email to

PublicWorks@delmar.ca.us.

IV. PROPOSAL FORMAT AND REQUIREMENTS

To be considered, proposals submitted in response to this RFP need to include the following content:

1. Proposal

The proposal shall confirm understanding of the Scope of Work, demonstrate ability to meet to

the City’s needs for the project as outlined in this RFP, and shall include:

o Number of years the firm has been in business.

o Experience in providing services to municipalities or other public sector clients.

o Selected Contractor shall be certified under the Environmental Laboratory Accreditation

Program (ELAP) from the California State Water Resources Control Board – Division of

Drinking Water (SWRCB-DDW):

http://www.waterboards.ca.gov/drinking_water/programs/

https://www.waterboards.ca.gov/drinking_water/certlic/labs/ELAP.html)

o Provide name of contact person for the project, phone number and email address.

o Provide name, title, and contact information for the authorized contract signer.

o Respondents may submit other relevant information they deem appropriate.

2. Conflict of Interest

Contractor is required to issue a brief statement disclosing potentially conflicting interests,

including any litigation involving the Contractor or Contractor’s personnel which is adverse to the

City; and the listing of services currently being provided or provided within the last four years to

any person, corporation, partnership, or other entity that made application to the City for a

discretionary land use entitlement or City project.

3. Client References

List a minimum of three (3) references from municipalities or other public sector clients.

4. Cost and Fee Structure

The cost proposal should be submitted on the attached Fee Schedule included as Attachment

B. The Contractor shall also provide a separate rate sheet for additional water quality

testing services offered by the Contractor. Additional water quality testing services are not

guaranteed and will be used on an as-needed basis. The total all-inclusive maximum price to be

bid is to contain all direct and indirect costs including all out-of-pocket expenses.

5. Acceptance of or Requested Changes to the City’s Standard Agreement

Proposing firm must expressly state their acceptance of the terms of the City’s standard

agreement or include requested changes and an explanation for each change. Requested

changes after the close of the RFP solicitation period will not be considered. The City will not

agree to make any modifications to the indemnity and insurance requirements sections.

Generally, the City will only consider changes that would be legally required for the City’s

agreement to comply with federal, state, or local laws and regulations.

City of Del Mar

Water Quality Testing Services RFP No. 2026-03

Page 4 of 4

6. Acceptance of RFP Addendums

Proposing firm must expressly acknowledge review and acceptance of all addendums to the

RFP if any are issued before the close of the RFP solicitation period.

V. EVALUATION CRITERIA

Selection of the successful proposal shall be generally based on the information provided in the proposals

and any subsequent interviews, which may be held solely at the option and discretion of the City. At a

minimum, proposals will be evaluated based on the following criteria: experience and qualifications; ability

to understand and fulfill scope of work; costs; proposal responsiveness and completeness; and other

relevant evaluation criteria established by the City.

VI. TERMS AND CONDITIONS

A. Reserved Rights by the City

The rights reserved by the Cities include, but are not limited to, the following:

 Select and recommend for award the firm(s) that best meets the needs of the City.

 Require further documentation or information prior to entering into an agreement.

 Conduct interviews or require oral presentations of any or all Consultants.

 Reject any or all submittals or waive technicality and formalities in submittals, as well as

accept submittals in whole or in part, if deemed in the best interest of the City.

 Amend or revoke this RFP. Any modifications, clarification, or additions will be posted on the

City’s website as an addendum.

 Terminate the RFP process or, in the event a contract has been awarded, the contract, for

any firm that is found to have made a material misstatement or misrepresentation or that

provided materially inaccurate information to the City.

 Under the City’s best value evaluation method, the Consultant with the lowest rates may not

necessarily be awarded this contract.

B. Business License

Prior to the start of the Agreement, the selected firm shall obtain a City of Del Mar Business

License.

C. Equal Opportunity

The City of Del Mar requires all proposers to comply with equal opportunity policies. Del Mar’s

programs, services, employment opportunities, and volunteer positions and contracts are open to

all persons without regard to race, religion, color, national origin, sex, age, sexual orientation,

marital status, disability, medical condition, genetic disability, military or veteran status, or political

affiliation.

D. Public Information

All materials received relative to this RFP will become public information and be available for

public inspection. Any information deemed confidential or proprietary should be clearly identified

by the Consultant as such. Companies submitting proposals which contain information deemed

to be proprietary, may submit that information separately under closed cover so designated and

clearly identified. Pricing information may not be so submitted and is non-privileged.

VII. ATTACHMENTS

Attachment A – Standard Professional Services Agreement

Attachment B – Fee Schedule

Attachment C – Bacteriological Site Sampling Plan 2026

ATTACHMENT A

PROFESSIONAL SERVICES AGREEMENT BETWEEN

THE CITY OF DEL MAR AND [NAME OF CONSULTANT]

FOR WATER QUALITY TESTING SERVICES

This Professional Services Agreement (“Agreement”) is made and entered into this 1st day

of July, 2026, by and between the City of Del Mar, a Charter City and a municipal corporation (“City”),

and [Name of Consultant] (“Consultant”) (collectively “Parties”).

WHEREAS, the City desires to employ a consultant to provide Water Quality Testing

Services (“Consulting Services”). Said work is to be performed in accordance with the terms and

conditions set forth below and as described in the scope of services, attached hereto as Exhibit

“A” and incorporated herein; and

WHEREAS, the City has initially determined that Consultant is qualified by experience

and ability to perform the services desired by City, and Consultant is willing to perform such

services; and

WHEREAS, Consultant will conduct all the work as described and detailed in this

Agreement to be provided to the City.

NOW, THEREFORE, the Parties hereto mutually covenant and agree with each other as

follows:

1. CONSULTING SERVICES.

1.1 Scope of Services. The Consultant shall perform the Consulting Services

as set forth in the written Scope of Services, attached hereto as Exhibit “A” and incorporated

herein. Such services shall be provided at the direction of the City.

1.2. Designated Point of Contact. City shall provide Consultant access to

appropriate staff and resources for the coordination and provision of services. Prior to the start of

services, each Party shall identify for the other a designated point of contact for administration

and oversight of the services to be provided under this Agreement, with notification of any change

to the point of contact within thirty (30) days.

1.3. City Modification of Scope of Services. City may order changes to the

Scope of Services within the general scope of this Agreement consisting of additions, deletions,

or other revisions. If such changes cause a change in the Consultant’s cost of, or time required

for, completion of the Scope of Services, an equitable adjustment to Consultant’s compensation

and/or contract time shall be made, subject to the City’s approval. All such changes shall be

authorized in writing, executed by Consultant and City. If such a change results in an extension

of the term of this Agreement or increases the maximum amount to be paid under this Agreement,

no such change shall have any force or effect unless an amendment to this Agreement is

approved by the City Council.

2. DURATION OF AGREEMENT.

2.1 Term, Time for Performance. This Agreement shall be effective for a

period of three (3) years beginning on July 1, 2026, and terminating on July 1, 2029. The

agreement may be extended for an additional two (2) year period, upon written approval of both

parties. Time is of the essence for this Agreement and each provision of this Agreement, unless

otherwise specified in this Agreement.

Commodity Codes

• NAICS 541380Testing Laboratories

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