RFQ 2618 - Herbicide Spray Supply

EAST BAY MUNICIPAL UTILITY DISTRICT
REQUEST FOR QUOTATION (RFQ) No. 2618
for
HERBICIDE SPRAY SUPPLY
Contact Person: John W. Grimes, Buyer II
Phone Number: (510) 287-0316
E-mail Address: john.grimes@ebmud.com
For complete information regarding this project, see RFQ posted at
https://www.ebmud.com/business-center/materials-and-supplies-bids/current-requests-
quotation-rfqs/ or contact the EBMUD representative listed above. Please note that prospective
bidders are responsible for reviewing this site during the RFQ process, for any published addenda
regarding this RFQ.
Bids Due
by
2:00 p.m.
on
May 20, 2026
All bid submissions hand delivered or mailed (USPS, FedEx, UPS, etc.) to the address or
PO Box noted below and must be received no later than 2:00 p.m. on the bid due date.
RESPONSE DELIVERED BY SERVICE RESPONSE DELIVERED BY MAIL RESPONSE HAND-DELIVERED
(UPS, FedEx, DHL, etc., during (U.S. Postal Service) to: (during business hours: 8:00
business hours: 8:00 AM - 3:30 AM - 4:00 PM only)
PM only) to:
EBMUD-Purchasing Division EBMUD-Purchasing Division
EBMUD-Purchasing Division HERBICIDE SPRAY SUPPLY - RFQ HERBICIDE SPRAY SUPPLY -
HERBICIDE SPRAY SUPPLY - RFQ 2618 RFQ 2618
2618 P.O. Box 24055 Purchasing Office
375 11th Street Oakland, CA 94623 375-11TH Street, 1st Floor
Oakland, CA 94607 Oakland, CA 94607
REV: 9/23/25

EAST BAY MUNICIPAL UTILITY DISTRICT
RFQ No. 2618
for
HERBICIDE SPRAY SUPPLY
TABLE OF CONTENTS
I. STATEMENT OF WORK ........................................................................................................... 3
A. SCOPE................................................................................................................................... 3
B. BIDDER QUALIFICATIONS .................................................................................................... 3
C. SPECIFIC REQUIREMENTS .................................................................................................... 3
D. ORDERS AND DELIVERY ....................................................................................................... 5
E. DELIVERY LOCATIONS .......................................................................................................... 5
F. FAILURE TO MEET SPECIFICATIONS ..................................................................................... 5
II. CALENDAR OF EVENTS ........................................................................................................... 6
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS ................................................................ 6
A. RFQ ACCEPTANCE AND AWARD .......................................................................................... 6
B. BRAND NAMES, APPROVED EQUIVALENTS, DEVIATIONS, AND EXCEPTIONS .................... 7
C. PRICING ................................................................................................................................ 7
D. PRICE ADJUSTMENTS ........................................................................................................... 8
E. NOTICE OF INTENT TO AWARD AND PROTESTS .................................................................. 8
F. METHOD OF ORDERING ...................................................................................................... 9
G. TERM / TERMINATION / RENEWAL ..................................................................................... 9
H. WARRANTY ........................................................................................................................ 10
I. INVOICING ......................................................................................................................... 10
IV. RFQ RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION ......................................... 10
A. DISTRICT CONTACTS .......................................................................................................... 10
B. SUBMITTAL OF RFQ RESPONSE ......................................................................................... 11
ATTACHMENTS
EXHIBIT A - RFQ RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - GENERAL REQUIREMENTS
EXHIBIT D - IRAN CONTRACTING ACT CERTIFICATION
REV: 9/23/25

HERBICIDE SPRAY SUPPLY
I. STATEMENT OF WORK
A. SCOPE
It is the intent of these specifications, terms, and conditions to describe project to
furnish and deliver District requirements of herbicide spray supply materials and related
services required to District locations on an f.o.b. destination basis for a three (3)-year
period beginning approximately July 1, 2026 and ending June 30, 2029, with two (2)
options, to be exercised at the sole discretion of the District, to extend the contract for
additional one (1)-year periods.
East Bay Municipal Utility District (District) intends to award a contract to the lowest
cost bidder(s) whose response meets the District's requirements.
B. BIDDER QUALIFICATIONS
1. Bidder Minimum Qualifications
a. Bidder, bidder's principal, or bidder's staff shall have been regularly
engaged in the business of providing herbicides for at least three (3) years.
b. Bidder shall be approved or authorized by the requested chemicals
manufacturer, or a dealer, provider or distributor of the products in the
state of California.
c. Bidder shall possess all permits, licenses, and professional credentials
necessary to supply product and perform services as specified under this
RFQ.
C. SPECIFIC REQUIREMENTS
I. This contract covers the purchase of District requirements of herbicide spray
supply shown on the bidding sheet and the additional services shown below. All
supplies shall be delivered "f.o.b. destination" primarily to the District's
SCHEDULE I - the District's Stockton Office, 1804 West Main Street, Stockton,
California 95203, and Pardee Center, 3535 Sandretto Road, Valley Springs,
California 95252; AND TO SCHEDULE II - Maintenance Support East, Orinda
Water Treatment Plant, 190 Camino Pablo, Orinda, CA 94563. There may be
occasional deliveries to other District sites as requested.
II. Related Services to be provided at no additional cost include:
a. Provide yearly written pest control advisor (PCA) vegetation management
recommendations. PCA must be from the local area and registered with
Amador, Calaveras, San Joaquin, Sacramento, Alameda, and Contra Costa
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HERBICIDE SPRAY SUPPLY
County Agricultural Commissioners. yearly written pest control advisor
(PCA) vegetation management recommendations. PCA must be from the
local area and registered with Amador, Calaveras, San Joaquin,
Sacramento, Alameda, and Contra Costa County Agricultural
Commissioners.
b. Provide applicator pesticide training for EBMUD employees as required by
California law. Schedule to be mutually agreeable with contractor and
EBMUD Supervisors.
c. Provide updated labels and safety data sheets for the life of the contract.
d. Invitation to EBMUD to attend at least one vegetation management
continuing education annually (approximately thirty seats reserved for
EBMUD personnel). Also, contractor will include State of California
Department of Pesticide Regulation approved continuing education credits
for EBMUD applicators that hold Qualified Applicator Certificates.
e. Provide readily available local area PCA support as needed for:
* Budget recommendation on purchasing options
* Test plot support
* Vegetation management program review
* Integrated Pest Management (IPM) recommendations
* Complaint handling
* Environmental review
* Problem support
* Written recommendations for proposed changes or additions to
the District's integrated Pest Management (IPM) program
* Additional consulting
III. HERBICIDE REQUIREMENTS
The following herbicides must meet the packaging and quantity sizes indicated.
SCHEDULE I (Stockton/Pardee)
PRODUCT PACKAGING ANN. EST. QTY
Cheetah Pro 2.5-gallon jug 2.5 gallons
Clean Traxx 2.5-gallon jug 40 gallons
Esplanade 2.5-gallon jug 20 gallons
Garlon 4 Ultra 2.5-gallon jug 15 gallons
Liberate 2.5-gallon jug 50 gallons
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HERBICIDE SPRAY SUPPLY
PRODUCT PACKAGING ANN. EST. QTY
Milestone 2.5-gallon jug 20 gallons
Ranger Pro 2.5-gallon jug 120 gallons
Transline 2.5-gallon jug 5 gallons
Top Deck Aquatic 2.5-gallon jug 2.5 gallons
SCHEDULE II (Mtc. Support East & West)
PRODUCT PACKAGING ANN. EST. QTY
Cheetah Pro 2.5-gallon jug 7.5 gallons
Esplanade 2.5-gallon jug 5 gallons
Garlon 4 Ultra 2.5-gallon jug 2.5 gallons
Liberate 1-gallon jug 5 gallons
Ranger Pro 2.5-gallon jug 25 gallons
The bidder must comply with all applicable local, state, and federal legal requirements.
D. ORDERS AND DELIVERY
Orders will be placed by the District by telephone during normal working hours of the
Contractor. Deliveries of herbicides shall be made within five (5) working days of
telephone order, unless coordinated with District personnel who placed the order for
any delayed deliveries.
E. DELIVERY LOCATIONS
Herbicides shall be delivered to the District's locations shown below. Deliveries are
accepted between the hours of 7:00 a.m. and 2:00 p.m. Monday through Friday:
Stockton Office 1804 West Main Street, Stockton, CA 95203
Pardee Center 3535 Sandretto Road, Valley Springs, CA 95252
Maintenance Support East Orinda Water Treatment Plant
190 Camino Pablo Orinda CA 94563
Maintenance Support West 1200-21st Street Oakland CA 94607
F. FAILURE TO MEET SPECIFICATIONS
In the event any shipment or shipments of a Contractor's product do not meet the
specification or delivery requirements, the District may reject the shipment or
shipments and, at its option, may purchase this material from any supplier on the open
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HERBICIDE SPRAY SUPPLY
market who can meet the District's specification requirements, or the District may
demand immediate replacement by Contractor of the non-conforming product. Any
costs over and above the original contract price will be charged back to the Contractor.
In addition, Contractor shall bear the costs of removal and disposition for any delivery
which fails to conform to the specifications.
II. CALENDAR OF EVENTS
EVENT DATE/LOCATION
RFQ Issued May 6, 2026
Deadline For Submission
of Questions May 13, 2026
Response Due May 20, 2026 by 2:00 p.m.
At this time all bids will be opened publicly in the EBMUD
Board Room at 375 Eleventh St.,
Oakland, CA 94607*
Anticipated Contract Start
Date July 1, 2026
Note: All dates are subject to change by District.
Bidders are responsible for reviewing https://www.ebmud.com/business-
center/materials-and-supplies-bids/current-requests-quotation-rfqs/ for any
published addenda. Hard copies of addenda will not be mailed out.
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFQ ACCEPTANCE AND AWARD
1. RFQ responses will be evaluated to determine that they are responsive,
responsible, and that they meet the specifications as stated in this RFQ.
2. The District reserves the right to award to a single or to multiple Contractors,
dependent upon what provides the lowest overall cost to the District.
3. The District has the right to decline to award this contract or any part of it for any
reason.
4. Any specifications, terms, or conditions, issued by the District, or those included
in the bidder's submission, in relation to this RFQ, may be incorporated into any
purchase order or contract that may be awarded as a result of this RFQ.
5. Award of contract. The District reserves the right to reject any or all proposals, to
accept one part of a proposal and reject the other, unless the bidder stipulates to
the contrary, and to waive minor technical defects and administrative errors, as
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HERBICIDE SPRAY SUPPLY
the interest of the District may require. Award will be made, or proposals
rejected by the District as soon as possible after bids have been opened.
B. BRAND NAMES, APPROVED EQUIVALENTS, DEVIATIONS, AND EXCEPTIONS
Any references to manufacturers, trade names, brand names, and/or catalog numbers
are representative of the desired products.
The District reserves the right to be the sole judge of what shall be considered equal
and/or acceptable and may require the bidder to provide additional information and/or
samples. If the bidder does not specify otherwise, it is understood that the brand and/or
product referenced in this RFQ will be supplied.
Taking exception to the RFQ, or failure on the part of the bidder to comply with all
requirements and conditions of this RFQ, may subject the RFQ response to rejection. If
no deviations are shown, the bidder will be required to furnish the material exactly as
specified. The burden of proof of compliance with the specifications will be the
responsibility of the bidder.
This RFQ is subject to acceptance only on the terms and conditions stated in this RFQ.
Any additional or different terms and conditions proposed by the bidder are hereby
rejected and shall be of no force or effect unless expressly assented to in writing by the
District.
RFQ responses based on equivalent products must:
1. Use Exhibit A "Exceptions, Clarification and Amendments" to clearly describe the
alternate offered and indicate specifically how it differs from the product
specified in this RFQ.
2. Include complete descriptive literature and/or specifications as proof that the
proposed alternate will be equal to or better than the product named in this RFQ.
C. PRICING
1. All prices are to be F.O.B. destination. Any freight/delivery charges are to be
included.
2. All prices quoted shall be in United States dollars.
3. Price quotes shall include any and all payment incentives available to the District.
4. Bidders are advised that in the evaluation of cost, if applicable, it will be assumed
that the unit price quoted is correct in the case of a discrepancy between the unit
price and extended price.
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HERBICIDE SPRAY SUPPLY
D. PRICE ADJUSTMENTS
Prices shall be firm for the initial one-year term of the contract. Thereafter, prices may
be adjusted to reflect changes in raw material costs and state or federally mandated
fees. Price adjustment requests must be submitted to the District for review and
consideration a minimum of 60 days prior to their going into effect. All increase requests
must be accompanied by supporting documentation from the party levying the increase
or fee (i.e. raw materials increase notifications or changes in state/federal fees on the
letterhead of the supplier or agency). Increase requests will only be granted once in a
given contract year, after the completion of the initial one-year term of the contract.
The seller is expected to manage costs associated with labor and other overhead costs
for the life of the original agreement and all related option-year extension periods.
E. NOTICE OF INTENT TO AWARD AND PROTESTS
At the conclusion of the RFQ response evaluation process, all entities who submitted a
bid package will be notified in writing by e-mail or USPS mail with the name of the
Bidder being recommended for contract award. The document providing this
notification is the Notice of Intent to Award.
Protests must be in writing and must be received no later than seven (7) workdays after
the District issues the Notice of Intent to Award. The District will reject the protest as
untimely if it is received after this specified time frame. Protests will be accepted from
bidders or potential bidders only.
If the protest is mailed and not received by the District, the protesting party bears the
burden of proof to submit evidence (e.g., certified mail receipt) that the protest was
sent in a timely manner so that it would be received by the District within the RFQ
protest period.
Bid protests must contain a detailed and complete written statement describing the
reason(s) for protest. The protest must include the name and/or number of the bid, the
name of the firm protesting, and include a name, telephone number, email address and
physical address of the protester. If a firm is representing the protester, they shall
include their contact information in addition to that of the protesting firm.
Protests must be mailed, hand delivered, or emailed to the Manager of Purchasing,
Mailstop 102, East Bay Municipal Utility District, 375 Eleventh Street, Oakland, CA
94607 or P.O. Box 24055, Oakland, California 94623. Facsimile and electronic mail
protests must be followed by a mailed or hand delivered identical copy of the protest
and must arrive within the seven workday time limit. Any bid protest filed with any
other District office shall be forwarded immediately to the Manager of Purchasing.
The bid protester can appeal the determination to the requesting organization's
Department Director. The appeal must be submitted to the Department Director no
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HERBICIDE SPRAY SUPPLY
later than five workdays from the date which the protest determination was transmitted
by the District, to the protesting party. The appeal shall focus on the points raised in the
original protest, and no new points shall be raised in the appeal.
Such an appeal must be made in writing and must include all grounds for the appeal and
copies of the original protest and the District's response. The bid protester must also
send the Purchasing Division a copy of all materials sent to the Department Director.
The Department Director will make a determination of the appeal and respond to the
protester by certified mail in a timely manner. If the appeal is denied, the letter will
include the date, time, and location of the Board of Directors meeting at which staff will
make a recommendation for award and inform the protester it may request to address
the Board of Directors at that meeting.
The District may transmit copies of the protest and any attached documentation to all
other parties who may be affected by the outcome of the protest. The decision of the
District as to the validity of any protest is final. This District's final decision will be
transmitted to all affected parties in a timely manner.
F. METHOD OF ORDERING
1. Written POs may be issued upon approval of written itemized quotations
received from the Contractor.
2. POs and payments for products and/or services will be issued only in the name of
Contractor.
3. Any and all change orders shall be in writing and agreed upon, in advance, by
Contractor and the District.
G. TERM / TERMINATION / RENEWAL
1. The term of the contract, which may be awarded pursuant to this RFQ, will be
three (3) years with two (2) options, to be exercised at the sole discretion of the
District, to extend the contract for additional one (1)-year periods.
2. This Agreement may be terminated for convenience by the District provided the
Contractor is given written notice of not less than 30 calendar days. Upon such
termination, the District shall pay the Contractor the amount owing for the
products ordered and satisfactorily received by the District. This shall be the sole
and exclusive remedy to which the Contractor is properly entitled in the event of
termination by the District.
3. This Agreement may be terminated for cause at any time, provided that the
District notifies Contractor of impending action.
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HERBICIDE SPRAY SUPPLY
H. WARRANTY
1. For any contract awarded pursuant to this RFQ, Contractor guarantees all
products and services against faulty or inadequate design, manufacture,
negligent or improper transport, handling, assembly, installation or testing, and
further guaranties that there shall be strict compliance with all manufacturer
guidelines, recommendations, and requirements, and that Contractor guaranties
that it will conform to all requirements necessary to keep all manufacturer
warranties and guarantees in full force and effect. These warranties and
guarantees are inclusive of all parts, labor, and equipment necessary to achieve
strict conformance, and shall take precedence over any conflicting warranty or
guarantee. These warranties and guaranties shall not be affected, limited,
discharged, or waived by any examination, inspection, delivery, acceptance,
payment, course of dealing, course of performance, usage of trade, or
termination for any reason and to any extent. In the absence of any conflicting
language as to duration, which conflicting language will take precedence as being
more specific, Contractor's aforesaid warranties and guarantees shall be in full
force and effect for a period of one year from the date of acceptance by the
District but shall continue in full force and effect following notice from District of
any warranty or guarantee issue, until such issue has been fully resolved to the
satisfaction of District.
I. INVOICING
1. Following the Districts acceptance of product(s) meeting all specified
requirements, and/or the complete and satisfactory performance of services, the
District will render payment within thirty (30) days of receipt of a correct invoice.
2. The District shall notify Contractor of any invoice adjustments required.
3. Invoices shall contain, at a minimum, District purchase order number, invoice
number, remit to address, and itemized products and/or services description.
4. The District will pay Contractor in an amount not to exceed the total amount
quoted in the RFQ response.
IV. RFQ RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION
A. DISTRICT CONTACTS
All contact during the competitive process is to be through the contact listed on the first
page of this RFQ. The following persons are to be contacted only for the purposes
specified below.
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