CITY OF LOS ANGELES

Los Angeles World Airports Information Management and

Technology

REQUEST FOR BIDS

Photocopier Leasing Services, Software

Licensing, Maintenance and Related Support Services

RFB Number: 0493-2026-07-RFB

RFB Issue Date: Friday, July 24, 2026

Bid Due Date: August 5, 2026

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Table of Contents

INSTRUCTIONS

PROCUREMENT SCHEDULE

CONTRACT TERM

3Year(s) Contract with two (2) one-year renewal options Goods, Equipment, &/or Non-Professional Services

CONTRACT LOCATION

Los Angeles World Airports

BIDDER'S CONFERENCE

Bidder’s Conference Information, Americans with Disabilities Act

PRICING CONFIGURATION

Bid Worksheets (Fixed Price) Fixed (Price(s) Payment of Invoice for Photocopier Leasing Services, Software Licensing, Maintenance and Related Support Services Price Adjustment (Fixed Price Bid Only)

PROCEDURAL

Award of Contract Addition of Products or Services to Contract Bid Bid Format Communication with LAWA Cooperative Arrangements (Piggybacks) Right to Reject Bids, Acceptance or Withdrawn Bids Request for Modification Tabulation of Bid Results Whole or Split Awards

PRODUCT PARAMETERS

Defective Parts/Materials/Equipment

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Deviation from Specifications Equipment/Parts/Materials Evaluation Illustrative and Technical Data New and Unused

PRODUCT SAFETY

Federal Standards (FCC) Hazardous Substances (for chemicals delivered to end-users) Safety Approval Safety Approval – Electrical Safety Code Safety Requirement

ACCOUNTING

Additional Quantities (Applies to Purchase Orders only – one-time re-order/cannot exceed quantity) Estimated Quantities Option for Authorization for Additional Work/Items Renewal Option (Two Additional Years) Sales Tax

LAWA PROTECTION

Care and Custody Damage Waiver Operation of Vehicles Permits Protection and Restoration of Existing Improvements Public Convenience and Safety Security Areas/Security Identification Termination of Contract

PERFORMANCE ASSURANCE & BONDING

Airport Customs Security Area Bond Completion and Acceptance Problem Log Successful Contractor's Responsibility Insurance References Warranty Compliance with Applicable Laws Disabled Access Independent Contractor Environmentally Favorable Operations

STATUTORY REQUIREMENT

Subcontractor Participation Plan Local Business Preference Program (LBPP) Prevailing Wage

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Certified Payroll Records Expense, Ownership and Disposition Public Disclosure Requirements

ATTACHMENTS (STANDARD)

Administrative Requirements Deadline for Submitting Requests Title VI Solicitation Notice

PROTEST PROCEDURES

Mandatory Time Limits Protests of Notice of Intent to Award Addresses

PAYMENT TERMS

Payment Terms

MANDATORY BID SIGNATURE INSTRUCTION AND FORM

MANDATORY BID SIGNATURE INSTRUCTION

MANDATORY BID SIGNATURE FORM

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INSTRUCTIONS

Bidders' Responsibility: The bidder must carefully examine the terms of the RFB, attachments, required forms, and any addenda, and evaluate all of the circumstances and conditions affecting its bid response at its own expense.

The bidder must complete and sign the Mandatory Bid Signature Form.

Throughout this Bid Document, the term “LAWA bonfirehub.com” shall denote the Bonfire portal – https://lawa.bonfirehub.com/portal – of Los Angeles World Airports

(LAWA).

Ensure to provide answers in the following sections of this Bid Document:

• Cooperative Arrangement (Piggybacks)

• Safety Approval - Electrical

• Option for Authorization for Additional Work/Items

• Renewal Option (Two Additional Years)

• Local Business Preference Program (LBPP)

• Small Local Business (SLB) Program

• Payment Terms

• Mandatory Bid Signature Form

“No Bid Responses”.

If you are not submitting a bid for the items/project, please take a moment to tell us about your decision in the “Vendor Discussions” tab on Los Angeles World Airports (LAWA) Bonfire portal (https://lawa.bonfirehub.com/portal). LAWA is interested to hear from companies that decide not to bid.

Note: If you do not provide the photocopier leasing services, software licensing, maintenance and related support services requested in this RFB, you need not respond.

https://lawa.bonfirehub.com/portal https://lawa.bonfirehub.com/portal

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PROCUREMENT SCHEDULE

LAWA will make every effort to adhere to the procurement schedule shown below. LAWA reserves the right, at its sole discretion, to adjust the schedule of events as it deems necessary.

RFB Released / Issued: 4:30PM, 07/24/2026

Pre-Bid Conference Meeting: 10:00AM, 07/29/2026

Deadline to Submit Questions: 4:30PM, 07/30/2026

Deadline to Indicate your Intent to Bid: 4:30PM, 08/06/2026

Deadline for Submissions: 4:30PM, 08/06/2026

Bid Recap: 10:00AM, 08/10/2026

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CONTRACT TERM

3Year(s) Contract with two (2) one-year renewal options Goods, Equipment, &/or Non-Professional Services Bids are requested by the City of Los Angeles, Department of Airports, also known as Los Angeles World Airports (LAWA), for furnishing the City as may be requested, during a period of 3 year(s) from the Notice to Proceed date, with two (2) one year renewal options for:

Photocopier Leasing Services, Software Licensing, Maintenance and Related Support Services in compliance with the Request for Bids (RFB) terms and conditions, including the attached Specifications for Photocopier Leasing Services, Software Licensing, Maintenance and Related Support Services ("Specifications") and Bid Worksheets.

CONTRACT LOCATION

Los Angeles World Airports Los Angeles International Airport (LAX) and Vans Nuys Airport (VNY).

BIDDER'S CONFERENCE

Bidder’s Conference Information, Americans with Disabilities Act A bidder’s conference will be conducted to provide an overview of the RFB, the project specifics, and information regarding the bid submittal. This meeting is NOT mandatory but highly recommended. The meeting will be presented and hosted online virtually. If you plan on attending this meeting, please send an RSVP message via Bonfire's “Vendor Discussion” tab at least two (2) days prior to the date of the meeting. Please include a list of personnel that would like to attend this meeting (first and last name, email address, and phone numbers). Due to capacity constraints, Bidders are asked to limit attendance to three (3) people from each company. Nothing stated at the Pre-Bid conference may change the RFB unless a change is made by written addendum.

Information regarding the meeting link, meeting location and time, and any site visit special requirements will be provided in the LAWA bonfirehub.com. Questions and answers will also be posted in the LAWA bonfirehub.com under the “Public Notices” tab.

As covered under Title II of the Americans with Disabilities Act, the City of Los Angeles does not discriminate on the basis of disability. Sign Language Interpreters, assistive

Page | 8 listening devices, or other auxiliary aids and/or services may be provided upon request.

To ensure availability, you are advised to make your request to the point of contact organizing this meeting at least seven (7) business days prior to the meeting you wish to attend. The Procurement Contact will then request the resources through the LAWA ADA Office. For general information, please visit the LAWA ADA website at https://www.flylax.com/lax-accessibility or email the ADA Coordinator at ADAOffice- LAWA@lawa.org.

PRICING CONFIGURATION

Bid Worksheets (Fixed Price) The Bid Worksheets are for the purpose of establishing prices and comparing bids.

Note: The completed Bid Worksheets must be submitted via LAWA bonfirehub.com.

Failure to complete the Bid Worksheets may nullify the bid.

Fixed (Price(s) The bid is requested in the form of a fixed unit price for the items listed in the Bid Worksheets. Bidder must state the unit bid price(s) in the Bid Worksheets. The fixed unit prices are to remain unchanged for one (1) year from the effective date of the contract.

Payment of Invoice for Photocopier Leasing Services, Software Licensing, Maintenance and Related Support Services Successful bidder understands and agrees that payment of any time and materials contract invoice involving the supply of photocopier leasing services, software licensing, maintenance and related support services to Los Angeles World Airports (LAWA), unless quoted in the form of a total lump sum price:

• Requires a prior written quotation itemizing the amount of photocopier leasing services, software licensing, maintenance and related support services needed for the work;

• Requires said quotation to be approved, before the start of the work by the LAWA Project Manager;

• Will exclude the payment of travel time between the successful bidder location and LAWA location, unless specifically authorized in writing by LAWA’s Project Manager;

Will exclude payment for any work time not actually documented as work time spent at the LAWA location;

• Requires the invoice to include a list of materials and goods, if applicable, showing quantity, unit, description, and price, as required by the LAWA’s Project Manager;

mailto:ADAOffice-LAWA@lawa.org mailto:ADAOffice-LAWA@lawa.org

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• Requires the invoice to include photocopier leasing services, software licensing, maintenance and related support services, if applicable, showing description, quantity, rate, and hours/days used, as required by the LAWA’s Project Manager;

• LAWA may require, and condition payment upon, the provision of a copy of supplier’s invoice(s) documenting the photocopier leasing services, software licensing, maintenance and related support services actually used for the work.

Price Adjustment (Fixed Price Bid Only) Price adjustments may be requested after the first year from the effective date of the contract and must be documented in writing by providing evidence of the corresponding increase(s) in successful vendor’s cost(s) in the form of a copy of supplier invoice(s), commodity index(s) or charts, prevailing wage determinations, etc. All such requests will be reviewed by LAWA’s Contract Administrator and will require approval by the Strategic Sourcing Division. Successful bidder must refer to the contract number when submitting their written request for a price increase to LAWA’s Contract Administrator.

LAWA’s Contract Administrator’s name and email address will be provided to successful vendor after award of contract.

Price increases are not guaranteed and no price increase will be granted without prior approval. Price reduction may be issued at any time.

PROCEDURAL

Award of Contract Award of the contract will be made after investigation of the responsibility of the lowest responsive bidder. The contract will be awarded to the lowest responsive and responsible bidder meeting the requirements of this Request for Bid (RFB). Bids shall be subject to acceptance by the City for a period of three (3) months unless a lesser period is prescribed in this RFB. The City may make combined award of all items complete to one bidder, more than one bidder, or may award separate items or groups of items to various bidders.

Addition of Products or Services to Contract Should LAWA have a need for photocopier leasing services, software licensing, maintenance and related support services or a combination of the same, that could not be anticipated at the time of drafting this RFB, but is related to the performance of the contract, successful bidder understands and agrees to source the photocopier leasing services, software licensing, maintenance and related support services, or research the

Page | 10 cost of the service in question and submit in writing a fixed price quotation including labor and freight, to the LAWA’s Contract Administrator.

LAWA’s Contract Administrator’s name and email address will be provided to successful vendor after award of contract.

LAWA reserves the right to accept the offer, reject the offer and obtain the photocopier leasing services, software licensing, maintenance and related support services of the same by other means. Accepted offer including background documentation will become part of the contract. Price adjustment provision in the bid shall apply to photocopier leasing services, software licensing, maintenance and related support services added to the contract.

Bid

• Do not change the format of this Bid Document.

• Use LAWA bonfirehub.com to upload the Bid Document, Administrative

Requirements, illustrative and technical data, and narrative material.

• Match each document with its file name and upload them to the portal.

• Make sure to completely fill out and sign all the forms.

• The bid must state the amounts for which the bidder proposes to supply ALL photocopier leasing services, software licensing, maintenance and related support services required by the Specifications.

• Do not leave any blanks in this Bid Document and the Bid Worksheets. Blank fields must be properly filled in. Type “N/A” if they are not applicable or information is not available. Answer ALL the questions and add comments if needed.

• Any unauthorized addition, condition, limitation, modification, or provision attached to the bid may render it non-responsive and may cause its rejection.

• No bid received after the Bid due date and time will be considered.

• Bidders are responsible for contacting Bonfire Support at https://customer.eunasolutions.com/public/s/contactsupport or “Vendor Support – Powered by Bonfire” at https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub in case of any Bonfire technical problems, such as issues with document uploads, prior to the bid due date.

Bid Format All bidders are required to submit the following completed documents:

Bid Document, Bid Worksheets, Administrative Requirements, illustrative and technical data, and narrative material via LAWA bonfirehub.com.

https://customer.eunasolutions.com/public/s/contactsupport https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub

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Communication with LAWA

• Direct any inquiries regarding this RFB to the LAWA bonfirehub.com's “Vendor

Discussions” tab, and submit them by the deadline set forth on LAWA bonfirehub.com. Refer to the “Questions Due Date” on LAWA bonfirehub.com.

• Refer to the "Public Notices" section in the LAWA bonfirehub.com for the official responses and any Addenda.

• Any communications after deadline for submittal of questions must be addressed by e-mail to Sourcing@lawa.org.

Cooperative Arrangements (Piggybacks) From time to time, other City of Los Angeles Departments and/or other governmental agencies outside the City may want to make purchases using the price(s), terms and conditions of any contract resulting from this bid.

If you allow such purchases, indicate “yes” and include your initials and firm name. If you don't allow such purchases, indicate “no”.

Indicate “Yes”:

Indicate Initials:

(Firm Name):

Indicate “No”:

Right to Reject Bids, Acceptance or Withdrawn Bids LAWA reserves the right to reject any or and all bids and waive any informality in such bids when to do so would be to the advantage of the City.

After the bids have been opened and declared, no bid shall be withdrawn except with the consent of LAWA's Strategic Sourcing Division, but the same shall be subject to acceptance by LAWA for a period of three (3) months.

mailto:Sourcing@lawa.org

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Request for Modification If a bidder claims that any provision of the RFB is unduly restrictive, improper or otherwise precludes a bidder from submitting a bid, the bidder must submit its request in writing that the RFB be modified at least five (5) working days prior to the bid opening/due date. This pre-award protest procedure, and time limit, is mandatory and a bidder’s sole and exclusive remedy in the event of a pre-bid protest. A bidder’s failure to comply with these provisions shall constitute a waiver of any right to further pursue any Pre-Award Protest, including filing a Government Code claim or legal proceeding. All bidders will be notified by Addendum of any approved changes in the RFB.

Tabulation of Bid Results Strategic Sourcing Division will attempt reasonable effort to tabulate and post the bid results within ten (10) business days from the bid due date depending upon verification of Specifications, certifications and administrative requirements.

Bid results (recap) will be communicated via LAWA bonfirehub.com - "Public Notices".

You must login to Bonfire to open the bid recap document.

Bid results will not be communicated over the telephone, email or by fax.

Whole or Split Awards Under the terms of this request for bid, LAWA reserves the right to award a resultant contract as a whole for all items to a single qualified bidder.

PRODUCT PARAMETERS

Defective Parts/Materials/Equipment The successful vendor agrees to replace any and all defective equipment, the supplies provided by the vendor, and parts supplied under the contract, as determined by LAWA’s Project Manager, at no cost to LAWA.

Deviation from Specifications These Specifications are to describe the construction, design, size, quality/performance of equipment and goods desired, and are not intended to be restrictive to any particular brand/make/model. Bids will be considered for brands/make/model deviating from the Specifications if such brands/make/model comply substantially with the Specifications.

Each deviation from the Specifications must be stated in a separate document and uploaded to LAWA bonfirehub.com. Submit complete illustrative and technical data on items bid. Failure to do so may nullify bid.

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Equipment/Parts/Materials Evaluation The apparent successful vendor may be required to provide one unit of the same capacity and configuration as unit offered for evaluation by LAWA within 20 days after the bid opening date and prior to the award of a contract. LAWA will be the sole judge in determining the acceptability of the unit offered.

Illustrative and Technical Data Bidder is to submit with bid, complete illustrative and technical data on goods and equipment proposed to be furnished via LAWA bonfirehub.com. Failure to furnish such data may void bid.

New and Unused The equipment, goods and materials furnished shall be a new and unused, current model. If and when parts and/or materials are to be provided, they will also be new and unused.

PRODUCT SAFETY

Federal Standards (FCC) As a requirement for this request for bid, the equipment supplied MUST function within all applicable FCC standards, rules, and regulations governing the operational function of such equipment. It shall be the responsibility of the successful vendor to know and see to it that such equipment meet all such federal standards, rules, and regulations.

Hazardous Substances (for chemicals delivered to end-users) If during the course of the contract resulting from this RFB the successful vendor plans to use a product which may contain hazardous substances shown on the list prepared by the Director of Industrial Relations of the State of California pursuant to California Labor Code Sections 6380-6386, 7 days prior to the successful vendor’s proposed first use of such product the successful vendor shall submit to the Information Management and Technology Division Project Manager, a Safety Data Sheet (SDS) prepared in compliance with Title 8, California Administrative Code, Section 5194.

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Safety Approval Where required by Los Angeles City regulations, any articles delivered must carry Underwriters Laboratories Approval or City of Los Angeles Dept. Of Building and Safety approval. Failure to have such approval at the time of bidding may result in rejection of the Bid. Also, articles quoted must conform with the Safety Orders of the California Division of Industrial Safety, and/or OSHA, where applicable.

Safety Approval – Electrical Electrical items quoted herein shall have the Underwriter's Laboratory (“UL”) or Los Angeles City Electrical Testing Laboratory approval and meet all current OSHA requirements, where applicable.

Indicate approval your product carries:

UL Label:

Los Angeles City Electrical Testing Laboratory:

Safety Code Any equipment or material furnished shall conform with the current SAFETY CODE of the California Division of Industrial Safety and all OSHA requirements in effect at time of award of contract. Any required certification necessary to place equipment into service shall be the responsibility of the successful bidder. A copy of the certification shall be delivered with the equipment.

Safety Requirement The successful vendor agrees to comply with the provisions of the Occupational Safety and Health Act of 1970 and the standards and regulations issued thereunder and certifies that all equipment, goods, materials, and services furnished under this order will conform to and comply with said standards and regulations. The successful vendor further agrees to indemnify and hold LAWA harmless for all damages (including, but not limited to, all legal costs and attorney’s fees) assessed against LAWA as a result of the awarded vendor's failure to comply with the Act and the standards issued thereunder and for the failure of the items furnished to so comply.

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ACCOUNTING

Additional Quantities (Applies to Purchase Orders only – one-time re-order/cannot exceed quantity)

LAWA desires the option to purchase additional quantities stated in the Bid Worksheets.

State if you will accept orders for additional quantities at the same prices, terms and conditions, providing additional quantity does not exceed that amount stated in the bid and providing the City exercises option within one (1) year from bid due date.

Indicate “Yes” if Option Granted:

Indicate “No” if Option Not Granted:

If option is not granted, state length of time prices are good and additional orders acceptable.

Prices good until (mm/dd/yyyy):

Estimated Quantities The quantities stated herein are estimates only of LAWA's requirements. No guarantee can be given that this total will be reached or that it will not be exceeded. Successful vendor agrees to furnish more or less than the estimates throughout the contract period at the unit price(s) quoted.

Option for Authorization for Additional Work/Items LAWA’s personnel may authorize and approve any additional work to be performed over and beyond the scope of this contract. LAWA will decide whether successful vendor maintenance personnel shall perform additional work. Also, during the course of this contract, successful vendor may be called upon to provide goods, parts, and materials above and beyond the stated Specifications but with the same rates and terms as stated in this contract.

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State whether you will grant to the LAWA the option to purchase additional work or materials and parts under $1,000.00 per order.

If any renewal option granted on the original contract is to be exercised, the City will notify the successful bidder as soon as possible.

Renewal Option (Two Additional Years) State if you will grant to the City the option to extend any contract awarded hereunder for a period of two years from the date of expiration, under the same prices, terms, conditions, etc., contained herein. Options granted will not be considered as a factor in awarding the contract(s).

If any renewal option granted on the original contract is to be exercised, the City will notify the successful bidder as soon as possible.

Sales Tax Do not include sales tax in your Bid. Sales Tax will be added at time of order.

LAWA PROTECTION

Care and Custody The successful vendor accepts full responsibility for the security against loss or damage to the equipment involved while in its possession or the possession of any of its agents.

Successful vendor shall reimburse the City for any loss or damage to City equipment in its or its agents care or custody.

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Damage Waiver The equipment rental company (successful vendor) will waive ALL costs for damage to the equipment resulting from the use of the equipment by LAWA or its agents. This waiver will include any and all costs for repair, replacement of parts and for labor associated with these repairs.

Operation of Vehicles No personal cars will be permitted in the restricted area of the Airport. Employees' personal vehicles shall be parked in public lots, or off LAWA property. LAWA shall not be responsible for damages, fees or time lost travelling to the airport incurred by employees.

Each vehicle unit or equipment that travels or operates on any part of the airport shall have an approved decal or company name applied to both sides of the vehicle in a location opposite the driver's seat. For vehicles having front doors, the identification should be applied to the front door panels. Magnetic or temporary signs are acceptable if they meet the size and description requirements. The name of the company should be spelled out in letters no less than 1-1/4" high. Use of logos or symbols in lieu of letters is subject to approval by the Airport Manager. Each vehicle or unit of equipment that travels or operates in any restricted area of the Airport shall be equipped with a checkered flag mounted firmly on the vehicle.

Each vehicle or piece of equipment anywhere on the Airport that extends higher than twenty-five (25) feet above ground shall be equipped with a checkered flag mounted firmly on the highest part of the vehicle, and shall be obstruction lighted per FAA Advisory Circular 70/7460-1 when the visibility is less than three (3) miles. This flag shall not be less than three (3) feet square consisting of five (5) 1-foot squares of international orange color and four (4) 1-foot squares of white color.

Except as otherwise directed or approved by the Airport Manager, only operators with current restricted area driving passes issued by the Airfield Operations Division will be permitted to operate vehicles in restricted airfield areas. When an operator does not have a current pass, the operator must be escorted by a vehicle driven by an authorized driver.

The maximum vehicular speed allowed at various locations will be established by the Airport Manager. Vehicles shall not exceed a speed of ten (10) miles per hour on any apron or ramp, or twenty (20) miles per hour on the airfield or any service road, or the posted speed limit of any street. Vehicles shall be under safe control at all times, weather and traffic conditions being considered. No vehicle shall at any time be permitted to interfere with or endanger aircraft traffic.

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Permits The successful vendor shall procure all permits and licenses required, pay all charges and fees, and give all notices necessary. The cost of the permits and licenses is incidental to the work and no additional payment shall be made for costs incurred in obtaining the permits and licenses or in conforming to the requirements thereof.

Protection and Restoration of Existing Improvements As to any services performed by the successful vendor under this contract on LAWA property under the awarded contract, the successful vendor shall perform its services in a manner that avoids injury or damage to adjacent property and improvements.

Buildings, trees, shrubbery, pole lines, fences, guard rails, guide posts, culvert and project markers, signs, structures, and other objects on or adjacent to the worksite, that are not designated for removal, shall be protected from injury or damage. When ordered by the Project Manager, the successful vendor shall provide and install suitable safeguards to protect any object from injury or damage.

The successful vendor shall protect existing pavement and pavement edges against damage or marking from equipment. Areas and routes used by the successful vendor or subcontractors shall be restored to their original condition by the successful vendor before final acceptance of the work.

In instances where any improvement or facility is not referenced in the Specifications, the successful vendor shall not be relieved of the responsibility to ascertain the existence of any structure that may be subject to damage by its operations. The successful vendor shall pay for and/or satisfactorily repair damage to any property, improvement, or object which may be damaged as a result of the acts of Contractor. If it becomes necessary for LAWA to repair such damage, the successful vendor shall be billed for and shall pay the actual cost to LAWA, for labor and materials plus fifteen percent (15%) administrative costs.

Public Convenience and Safety The successful vendor shall conduct all operations in a manner that will not cause any interference with airplane traffic or normal operation of the Airport. In all operations the successful vendor shall be governed by the regulations and rules of LAWA and shall cooperate fully with the authorized LAWA employee (name) or his/her designated representative.

Security Areas/Security Identification Successful vendor may be required to perform work in areas that are in “secure or sterile areas” of the airport and not open to the general public. In such cases where the successful vendor is required to work in these locations, it will be the responsibility of

Page | 19 the successful vendor to complete additional enrollment into the badge program and each employee is required to clear a background investigation and identity check.

Please note that these additional requirements may increase the timeline and must be completed before work can be performed in those secure/sterile areas. For questions related to security badge requirements; for LAX and Van Nuys call (424) 646-5500.

Note: Even though this requirement will allow successful vendor to access secure areas, the requirement for notification of the Project Manager or his/her designee is not waived.

Termination of Contract

FOR CONVENIENCE:

LAWA may terminate this contract, with or without cause and without liability for costs or damages of any kind, upon giving the successful vendor a thirty (30) day advance written notice or as otherwise provided herein.

In case of default by Vendor/Supplier, the City reserves the right to procure the articles or services from other sources and to hold the Vendor/Supplier responsible for any excess costs occasioned the City thereby.

FOR CAUSE:

In the event the successful vendor fails to abide by the terms, covenants and conditions of the awarded contract, LAWA may give the successful vendor written notice to correct the defect or default. If LAWA provides such notice and the same is not corrected, or substantial steps are not taken toward accomplishing such correction, within two (2) calendar days after LAWA’s mailing of notification, LAWA may, at its sole discretion, terminate the awarded contract forthwith upon giving the successful vendor a ten (10) calendar day written notice.

Upon notice (written or otherwise) to the successful vendor of LAWA’s decision to terminate the awarded contract, the successful vendor shall immediately surrender to LAWA all LAWA property including, but not limited to, items of authority (badges, permits, etc. issued by LAWA) that are in the possession, custody, and care of the successful vendor and/or its agent(s).

PERFORMANCE ASSURANCE & BONDING

Airport Customs Security Area Bond The Department of Treasury, Homeland Security, Bureau of Customs and Border Protection, mandates employers/Contractors of persons requiring access to the security areas of Los Angeles International Airport to post a bond wherein they specifically agree that they and their covered employees will comply with the Customs regulations applicable to those areas and to pay liquidated damages for the failure to do so. For

Page | 20 additional information on this requirement, please visit the Federal Register website at:

https://www.govinfo.gov/content/pkg/CFR-2010-title19-vol1/xml/CFR-2010-title19-vol1-part113.xml

Link to view or download a copy of the Airport Security Customs Bond Form. See Section II, Item 11. https://www.cbp.gov/document/forms/form-301-customs-bond

The Contractor shall file an Airport Customs Security Area Bond for a minimum of $100,000.00 with the U.S. Customs Security Seal Team.

The successful vendor shall arrange to have the Customs Bond remain in effect throughout the entire term of the contract and to comply with all future regulations as deemed necessary by the Bureau of Customs and Border Protection. Questions regarding bonding qualifications and requests for a bond application should be directed to the LAX Custom Inspector at (310) 215-2407.

Completion and Acceptance The work shall be under the charge and care of the successful vendor until final acceptance of the work. The successful vendor shall take every precaution against injury or damage to the work from the action of the elements or any other cause, whether or not arising from the execution of the work. The successful vendor shall rebuild, restore, and make good, at the successful vendor's expense, all injuries or damage to the work occurring before acceptance of the work.

Any loss or damage arising from all unforeseen obstructions or difficulties, either natural or artificial, encountered in the performance of the work, or from any act or omission not authorized by the Specifications on the part of the successful vendor or subcontractor, shall be sustained by the successful vendor.

Problem Log In addition to LAWA’s right to terminate stated elsewhere, if services provided fall below an acceptable level, as determined by the Project Manager at LAWA or his/her representative (collectively, “Project Manager”), the Project Manager may notify the successful vendor in writing of the problem(s) via a Discrepancy Report (DR). The successful vendor shall respond in writing to the Project Manager, indicating what steps are being taken to correct the unacceptable service. If two (2) DRs are issued to the awarded vendor within any twelve (12) month period of the awarded contract, LAWA may terminate the contract within ten (10) calendar days after the awarded vendor receives the second DR.

https://www.govinfo.gov/content/pkg/CFR-2010-title19-vol1/xml/CFR-2010-title19-vol1-part113.xml https://www.govinfo.gov/content/pkg/CFR-2010-title19-vol1/xml/CFR-2010-title19-vol1-part113.xml https://www.cbp.gov/document/forms/form-301-customs-bond

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Successful Contractor's Responsibility Neither the final acceptance nor the final payment, nor any provision in the contract documents shall relieve the successful vendor of responsibility for faulty goods, materials, parts, equipment, and/or quality of work. The Project Manager shall give notice of observed defects to the successful vendor with reasonable promptness. The successful vendor shall remedy the defects and pay for any damage to other work resulting therefrom which appears within one (1) year after final acceptance.

Insurance Successful vendor shall provide proof of all specified insurance and related requirements to LAWA prior to commencement of the awarded contract as per the Insurance provisions contained in this RFB.

References Bidders are required to complete, sign, and submit the Business Reference Form for each company/agency that has performed similar work/services and/or supplied goods/equipment under similar conditions as required in this bid. Bidders are to include the following information: reference person's name, company address, telephone number, email address, project date, role on the project, and description of project.

Bidders must submit the Business Reference Form via LAWA bonfirehub.com.

Warranty The successful vendor shall guarantee all goods, materials, parts, and equipment furnished for a period of one (1) year after the date of final acceptance of goods, materials, parts, and equipment (free parts and labor for defective material or failure to operate properly). Neither the final acceptance nor the final payment nor any provision in the contact documents shall relieve awarded vendor of responsibility for faulty goods, materials, parts, and equipment. The Project Manager shall give notice of observed defects to the successful vendor with reasonable promptness. The successful vendor shall remedy the defects and pay for any damage to other work resulting therefrom which appears within one (1) year after final acceptance. Whenever applicable, equipment/material/parts furnished shall bear the Underwriter's Label.

Compliance with Applicable Laws Successful vendor shall, at all times during the performance of its obligations under the awarded contract, comply with all applicable present and/or future local, Department of Airports, State and Federal laws, statutes, ordinances, rules, regulations, restrictions and/or orders, including the hazardous waste and hazardous materials regulations, and the Americans with Disabilities Act of 1990. Successful vendor shall be solely responsible for any and all damages caused, and/or penalties levied, as the result of

Page | 22 successful vendor’s noncompliance with such enactments. Further, successful vendor agrees to cooperate fully with City in its efforts to comply with the Americans with Disabilities Act of 1990 and any amendments thereto, or successor statutes.

Should successful vendor fail to comply with this Section, then City shall have the right, but not the obligation, to perform, or have performed, whatever work is necessary to achieve equal access compliance. Successful vendor will then be required to reimburse City for the actual cost of achieving compliance, plus a fifteen percent (15%) administrative charge.

Disabled Access As directly related to successful vendor's responsibilities with regard to the awarded contract, successful vendor shall be solely responsible for fully complying with any and all applicable present and/future rules, regulations, restrictions, ordinances, statutes, laws, and/or orders of any federal, state, and/or local governmental entity and/or court regarding disabled access including any services, programs, improvements or activities provided by successful vendor. Successful vendor shall be solely responsible for any and all damages caused by, and/or penalties levied as the result of, successful vendor’s noncompliance. Further, successful vendor agrees to cooperate fully with City in its efforts to comply with the Americans with Disabilities Act of 1990 and any amendments thereto, or successor statutes.

Should successful vendor fail to comply with the Applicable Laws section above, if applicable, then City shall have the right, but not the obligation, to perform, or have performed, whatever work is necessary to achieve equal access compliance.

Successful vendor will then be required to reimburse City for the actual cost of achieving compliance, plus a fifteen percent (15%) administrative charge.

Independent Contractor It is the express intention of the parties that the successful vendor is an independent contractor and not an employee, agent, joint venture or partner of City. Nothing in this Contract shall be interpreted or construed as creating or establishing the relationship of employer and employee between the successful vendor and City, or between the successful vendor and any official, agent, or employee of City. Both parties acknowledge that the successful vendor is not an employee of City.

The successful vendor shall retain the right to provide supplies and perform services for others during the term of this Contract, unless specified to the contrary herein or prohibited by conflict of interest or ethics laws, regulations, or professional rules of conduct.

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Environmentally Favorable Operations If applicable, successful vendor acknowledges for itself and any subcontractors that its provision of service under the awarded contract will be subject to all Department policies, guidelines and requirements regarding environmentally favorable construction, use and/or operations practices (hereinafter collectively referred to as (“LAWA Policies”) as such LAWA Policies may be promulgated, revised and amended from time-to-time.

STATUTORY REQUIREMENT

Subcontractor Participation Plan If subcontractor(s) will be used, bidders must complete all fields, regardless of the dollar amount, in the Subcontractor Participation Plan form (see Administrative Requirements).

Bidders must submit the completed Subcontractor Participation Plan via LAWA bonfirehub.com.

Local Business Preference Program (LBPP) To be eligible to participate in the LBPP, please refer to the LBPP instructions which follows the bid and is hereby incorporated into this RFB by reference.

If a vendor is selected under the LBPP, the selected vendor must be certified by the Bureau of Contract Administration/Office of Contract Compliance (BCA/OCC) as a Local Business or Provisionally Qualified Local Business at the time of award.

If you are already a certified City of Los Angeles Local Business Enterprise, please indicate your RAMPLA Company ID Number:

If you are applying for a new certification or renewal, fill in LAWA as the Referring Department on the Local Business Certification Affidavit of Eligibility form. (See attached steps titled “Apply for the LBE Certification” to obtain application).

Note: Harbor LBE certification does not apply to LAWA projects.

Prevailing Wage Any contract awarded hereunder will require the successful vendor to comply with the provisions of the Labor Code of the State of California, relating to Public Works Wages.

These provisions require the successful vendor to pay not less than the “General

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Prevailing Rates” to all workers employed in the execution of the contract and to post a copy of the "General Prevailing Wage Rates" at the job-site, in a conspicuous place available to all employees and applicants for employment.

Certified Payroll Records Certified payroll records shall be submitted, to the City's Office of Contract Compliance by the Prime Contractor and all Subcontractors performing work on the project, regardless of dollar amount or type of contract. These payroll records shall be submitted to the Office of Contract Compliance, through the Department of Public Works, Bureau of Contract Administration, Online Certified Payroll System (OCPS).

The period covered shall be from the time work starts until all work is completed on the project. Failure to submit said certified payrolls on time may result in the withholding of progress or retention payments to the Prime Contractor and the assessment of penalties as set forth in the California Labor Code.

This project has been identified for submission of certified payrolls through the Department of Public Works Bureau of Contract Administration’s Online Certified Payroll System (OCPS). The OCPS is a web-based program that will allow contractors to submit certified payrolls electronically. Contractors (of any tier) will be required to submit their certified payrolls through the OCPS. Contractors (of any tier) shall be responsible for maintaining certified copies of payroll records as required by law (§ 1776 of the California Labor Code). The prime contractor shall be responsible for ensuring that all their subcontractors regardless of tier submit certified payrolls through OCPS. Training for OCPS will be provided by the Bureau of Contract Administration during the second and fourth Wednesday of each month. For further questions, please send an email to ocps.help@lacity.org.

https://bca.lacity.gov/Uploads/labor/LABOR%20COMPLIANCE%20MANUAL.pdf https://bca.lacity.gov/labor-compliance

Expense, Ownership and Disposition LAWA shall not be responsible in any manner for any costs associated with the preparation or submission of any documents or materials purchased, prepared or presented during any interviews or any additional documentation provided or requested by LAWA. All submitted documents, including all drawings, plans, photos, and narrative material, may become the property of LAWA upon receipt by LAWA. LAWA shall have the right to copy, reproduce, publicize, release or otherwise dispose of each submittal in any way that LAWA selects.

https://bca.lacity.gov/labor-compliance

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Public Disclosure Requirements All documents submitted in response to this procurement will become a matter of public record and shall be considered public records. If a bidder believes that any portion of its bid is exempt from public disclosure, such portion shall be clearly marked “Trade Secret,” “Confidential,” or “Proprietary.” By submitting information with portions marked in this manner, the bidder represents that it has a good faith belief that such material is exempt from disclosure under the California Public Records Act (“CPRA”), California Government Code §§ 7920, et. seq. A bidder that indiscriminately marks all or most of its bid as exempt from disclosure as a public record, whether by notations of “Trade Secret,” “Confidential,” “Proprietary,” or otherwise, may render the bid non-responsive.

LAWA will not provide advice as to the nature or content of documents to protection from disclosure under the CPRA, including interpretations of the CPRA or the definitions of “Trade Secret,” “Confidential” or “Proprietary.”

LAWA is not liable or responsible for the disclosure of records marked “Trade Secret,” “Confidential” or “Proprietary,” including those exempt from disclosure if disclosure is deemed required by law, by an order of Court, or which occurs through inadvertence, mistake or negligence on the part of LAWA or its Board, officers, representatives, assigns, successors, employees or agents. At such time as bids are deemed a matter of public record, pursuant to the above, any bidder or member of the public shall be afforded access for inspection or copying of such documents, by request made to LAWA in compliance with the CPRA. If LAWA receives a CPRA request for records that may include those marked “Trade Secret,” “Confidential” or “Proprietary” of bidder and LAWA determines that such records are subject to disclosure under the CPRA, then LAWA will notify the bidder of the request and its intent to disclose the documents. LAWA, as required by the CPRA, will release such documents unless the bidder timely obtains a court order prohibiting such release.

ATTACHMENTS (STANDARD)

Administrative Requirements The Administrative Requirements and Invoice Instructions apply to this Bid. Failure by the bidder to retrieve, read, complete, comply with and return the Administrative Requirements with the bid response, may render the bid non-responsive.

Note: LAWA Accounts Payable offers the optional service of electronic payment via Electronic Funds Transfer (EFT). To request this service, complete the Vendor Set Up Request Form for Automated Clearing House (ACH) and submit form with the required documentation to the address or email stated on the form.

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Deadline for Submitting Requests All requests for information, clarification, or questions must be received seven (7) calendar days before the date and time set for receipt of bids. The “Questions Due Date” is published in LAWA bonfirehub.com. All RFB documents and related documents, including applicable questions and information requests and responses, will be posted on and downloadable from LAWA bonfirehub.com. It shall be the bidder’s responsibility to ensure it has reviewed all such responses or clarifications.

Inquiries or clarification requests received after the seven (7) calendar days may not receive a response.

Title VI Solicitation Notice LAWA, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat.252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders or offerors that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, all bidders or offerors will be afforded full and fair opportunity to submit bids in response to this invitation (RFB) and no business will be discriminated against on the grounds of race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in consideration for an award.

PROTEST PROCEDURES

Mandatory Time Limits

The procedures and time limits set forth in this section are mandatory and are the sole and exclusive remedy in the event of a protest. Failure to comply with these procedures will constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

Protests of Notice of Intent to Award This is the process to formally object to the proposed award for the solicitation. A protest and all required copies relative to a Notice of Intent to Award a contract to a bidder(s), must be submitted in detail, in writing, signed by the bidder and/or the bidder’s representative, and received by the Director of Strategic Sourcing Division with a copy to the Los Angeles City Attorney’s Office, Airport Division, at the below addresses, before 5:00 p.m., Pacific Time, ten (10) calendar days after the notification of the Notice of Intent to Award. If the tenth calendar day falls on a weekend or legal holiday, the protest period ends at 5:00 p.m. (Pacific Time) the following business day.

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The protest shall contain a full and complete statement specifying, in detail, the factual grounds and legal basis of the protest. The protest shall refer to the specific portion of the RFB, any submitted bid, or other document that forms the basis for the protest. The protest must include the name, address, and telephone number of the bidder and/or the bidder’s representative.

Addresses All Protests of RFB Content and Protests of the Notice of Intent to Award must be addressed to:

Director of Strategic Sourcing Division Los Angeles World Airports 6053 W. Century Blvd., 9th Floor Los Angeles, CA 90045

With a copy to the:

The Office of the City Attorney, Airport Division 6053 W. Century Blvd., 4th Floor Los Angeles, CA 90045

PAYMENT TERMS

Payment Terms Payment terms are Net 30 days, unless bidder grants the LAWA a discount.

Percentage discounts offered for payment 25 days or more will be considered by the City when evaluating bids. Discounts offered for payment less than 25 days will not be deducted from your bid total.

If bidder grants the LAWA a discount, indicate percentage and…