12-00 Request For Proposals for On Call Art Handling Services (Personal Services).pdf

Request For Proposals

On-Cal l Art Handl ing Serv ices

RFP Number: 0505-2026-08-RFP

RFP Issue Date: September 1, 2026

Proposal Due Date: September 25, 2026

TABLE OF CONTENTS

SECTION 1 - Procurement Overview & Instructions

1.1 Project Summary

1.2 About LAWA

1.3 Communications

1.4 Procurement Schedule

1.5 Pre-Proposal Meeting

1.6 Questions, Inquiries, Clarifications, Exceptions & Requests

1.7 Addenda

1.8 Additional Procurement Instructions

SECTION 2 - Formatting & Submission Requirements

2.1 Adherence

2.2 Date and Time

2.3 Notice of Intent to Propose

2.4 Electronic Submission

2.5 General Format

SECTION 3 - Proposal Contents

3.1 Administrative Requirements (Mandatory)

3.2 Business Enterprise (BE) Program Participation

3.3 Required Experience

3.4 Written/Technical Proposal

3.5 Cost/Fee Proposal

SECTION 4 - Evaluation Procedures

4.1 Mandatory Administrative Submission Requirements

4.2 Evaluation of Written Proposal

4.3 Evaluation of Interviews, Presentation, Demonstrations

4.4 Final Ranking

4.5 Clarification & Negotiation Period

4.6 Contract & Award

SECTION 5 - Scope of Services

5.1 Summary

5.2 Background Information

5.3 Schedule Expectations

5.4 Technical Requirements

5.5 Deliverables/Reports

SUBMITTALS .............................................................................. Separate Documents A. Administrative Documents B. Subcontractor Participation Plan and Affidavit C. Required Experience Form D. Written/Technical Proposal E. Cost Proposal Form

EXHIBITS ..................................................................................... Separate Documents

Exhibit 1 Scope of Services Exhibit 2 Business Enterprise (BE) Program Information Exhibit 3 Sample Contract / Agreement Exhibit 4 Insurance Requirements Exhibit 5 FAA Civil Rights – Title VI Assurances Exhibit 6 LAX Security Badge Program Information

SECTION 1

Procurement Overview and Instructions

1.1 PROJECT SUMMARY

LAWA is issuing this Request for Proposal (‘RFP’) to solicit proposals from qualified professional consulting firms (‘Proposer’) for Art Handling Services to support the various art projects at the Los Angeles International Airport (LAX) and Van Nuys Airport (VNY). The expected contract duration is one (1) year with two (2) year renewal options. LAWA may award contracts to more than one firm to perform services as described in Exhibit 1, Scope of Services. The contract-specific mandatory Business Enterprise (BE) Program goals are detailed in Section 3.2 Submittal B – Business Enterprise (BE) Program Participation.

Proposers are directed to Section 3.3. Submittal C – Required Experience for project details.

Specifically, the Los Angeles World Airports’ LAX Art Program is seeking Fine Art Service Providers, Professional Art Handlers and Preparators, and Fine Art Packing, and Transportation and Storage Providers, to include licensed contractors with experience and expertise in the installation, archival packing, moving and storage of artworks, with the intent of establishing a pre-qualified pool of companies able to perform a variety of services necessary for the handling and care of the LAX Art Exhibition Program.

The LAX Art Exhibition Program features diverse contemporary solo artist and group exhibitions of two- and three-dimensional artwork in all media. Exhibition sites are located in publicly accessible, secure areas within the Airline Terminals at Los Angeles International Airport (LAX).

Los Angeles World Airports (LAWA) will identify a number of companies across one or more art service categories, each requiring different qualifications and experience. The art service categories are as follows:

A. Full-service Custom Large-scale Art Installers and Fabricators:

responsible for the installation and de-installation of large-scale exhibitions of rotating temporary public art, including Fine Art Packing and Transportation.

B. Professional Art Preparators: responsible for the installation and de-installation of medium-and small-scale exhibitions of rotating temporary artwork, including Fine Art Packing and Transportation.

C. Fine Art Packing, Transportation, and Storage Provider

1.2 ABOUT LAWA

The City of Los Angeles, Los Angeles World Airports (‘LAWA’) owns and operates Los Angeles International Airport (LAX), Van Nuys (VNY) general aviation airport, and Palmdale land holdings. Both LAX and VNY play an integral role in helping to meet the Southern California regional demand for passenger, cargo, and general aviation services. Both airports make a distinct contribution to the strength of the system by providing a high level of safety, security, and service for their customers, communities, and stakeholders. LAWA’s mission is to serve the world, connecting people, places, and cultures.

LAX, ranked as the eleventh busiest airport globally in 2025 with approximately

73.7 million annual passengers, and the fifth busiest airport by passenger volume in the United States, is currently undergoing a multi-billion-dollar capital improvement program. This extensive project will enhance all nine passenger terminals and include the construction of new facilities, including the SkyLink train system and a Rental Car Center (RCC).

LAWA is committed to using its procurement process to create an environment for equitable processes with the purpose of strengthening community and business partnerships to increase opportunities for small and diverse businesses.

LAWA encourages Proposers to engage in early and meaningful efforts to achieve any Business Enterprise requirements set forth in this solicitation.

LAWA’s LAX ART PROGRAM

The mission of the LAX Art Program is to enhance and humanize the travel experience by providing diverse and memorable art experiences at LAX and the LAX FlyAway® bus terminal in Van Nuys. The LAX Art Program includes temporary exhibitions, permanent art installations, and cultural performances.

With an emphasis on local and regional artists, the LAX Art Program provides access to an array of contemporary artworks that reflect and celebrate the region’s creative caliber.

1.3 COMMUNICATIONS

Proposers are not allowed to contact or communicate with any LAWA employee, consultant, elected official, LAWA Board of Airport Commissioners, or evaluation panelist, regarding this procurement while it is active or prior to contract negotiations. Any violation or perceived violation at LAWA’s discretion may result in the disqualification of the proposer from this procurement.

All Proposers must be registered in the City’s Regional Alliance Marketplace for Procurement (RAMP) which can be found at www.rampla.org and LAWA’s electronic procurement system, Bonfire, at https://lawa.bonfirehub.com. Firms must register in Bonfire to download documents and to propose on this procurement.

http://www.rampla.org/ https://lawa.bonfirehub.com/

Until notification of the award is published on the City of Los Angeles’ RAMP website, Bonfire, or firms are otherwise notified by LAWA, all communications must be in writing and follow the instructions in the RFP. Any violation of these requirements and procedures may result in disqualification from this procurement.

LAWA’s Strategic Sourcing Division is responsible for the administration of this procurement. Any and all communications regarding this procurement must be done through LAWA’s electronic procurement system, currently Bonfire.

When proposing, proposers may only rely upon written information provided by LAWA. Proposers will not rely upon, and LAWA will not be responsible for, any oral information or instructions provided in reference to this Solicitation Document.

1.4 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.

ACTIVITY TIME DATE

RFP Released / Issued 2:00 pm PST September 1, 2026 Pre-Proposal Meeting 11:00 am PST September 15, 2026 Deadline to Submit Questions 2:00 pm PST September 18, 2026 Notice of Intent to Propose 2:00 pm PST September 25, 2026 PROPOSAL DUE DATE (Deadline to Submit) 2:00 pm PST September 25, 2026

Notice of Intent to Award* October 2026

1.5 PRE-PROPOSAL MEETING

A pre-proposal meeting will be conducted to provide an overview of the RFP, the project specifics, and information regarding the proposal submittal. While this meeting is not mandatory, it is highly recommended that you attend. The meeting will be presented and hosted virtually. Please refer to the “Events” section of the Bonfire webpage for additional information. If you plan to attend this meeting, please send an RSVP via the Bonfire Vendor Discussions at least two (2) days prior to the date of the meeting. Please include a list of personnel who would like to attend this meeting (first and last name, email address, and phone number).

Nothing stated at the Pre-Proposal meeting may change the RFP unless a change is made by written addendum.

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 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. For general information, please visit the LAWA ADA website at https://www.flylax.com/lax-accessibility.

Pre Proposal Meeting Information

Join the meeting by accessing the link here or “Event” in Bonfire.

1.6 QUESTIONS, INQUIRIES, CLARIFICATIONS, EXCEPTIONS, AND

REQUESTS

Proposers are expected to promptly review this solicitation, including all submittals, attachments, exhibits, appendix, and addenda.

Any exceptions to the contractual terms and conditions, as well as any other questions, inquiries, concerns, clarifications, discrepancies, or omissions shall be submitted via Bonfire to the Procurement Contact designated for this RFP no later than the date specified in Section 1.4 Procurement Schedule.

Questions must include the RFP Number and must be submitted in the following format below:

• Identify the section number, page number, and the text of the passage being questioned

• Identify your question in relation to the text being questioned

LAWA, in its sole discretion, may or may not make any changes to any documents in response to such questions, exceptions, or requests for modification.

LAWA will make every attempt to answer all questions; however, LAWA does not guarantee that all questions will be answered. LAWA will not accept or respond to any inquiries not submitted in the format outlined above. LAWA will not accept or respond to oral inquiries. The City of Los Angeles and LAWA are not responsible for any answers not published on the Bonfire website.

1.7 ADDENDA

LAWA may issue addenda to make changes to this RFP, respond to any questions, or provide clarification to information stated within the RFP. All written/published addenda shall become part of this RFP and must be considered by the Proposer and acknowledged in its proposal. All other communications are unofficial and non-binding. Proposers are responsible for reviewing all addenda and incorporating them into their proposal. Proposers are required to affirm receipt of all addenda in the Acknowledgment Letter (Submittal A Administrative Documents).

https://www.flylax.com/lax-accessibility https://events.teams.microsoft.com/event/5788b9e1-eaaf-496d-bda7-93f71f687b3b@0741658c-4389-4f59-96b1-83a79508d207

LAWA utilizes the Regional Alliance Marketplace for Procurement (‘RAMP’) for the advertisement of RFPs for proposers and Bonfire for documents, addenda, information, and submissions related to this procurement. In addition, should LAWA amend the requirements set forth herein, a written addendum will be issued reflecting any changes, and such an addendum will be posted at https://lawa.bonfirehub.com.

1.8 ADDITIONAL PROCUREMENT INSTRUCTIONS

Proposers are expected to read and understand all terms, conditions, disclaimers, and requirements associated with this RFP. By submitting a response to this RFP, the Proposer agrees to be bound by all of the terms, conditions, disclaimers, and requirements set forth in this solicitation.

A. PROPOSER ORGANIZATION

LAWA does not intend to limit the type of entity that may propose. Proposing entities may include individuals, corporations, partnerships, academic institutions, limited liability corporations, or joint ventures. The proposer should be the legal entity that will execute the Agreement. The Proposer need not have all the required skills and experience in-house but may assemble a team to provide the necessary skills and experience. The team may be assembled in a variety of ways, including through contracting, partnering, joint venturing, etc.

B. VALIDITY OF PROPOSAL

In submitting the proposal, the Proposer agrees the proposal will remain valid for 180 days after the deadline for submission of proposals and may be extended beyond that time by mutual agreement.

C. 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. The California Public Records Act shall apply to all Proposals.

D. ONLY ONE PROPOSAL ACCEPTED

LAWA will accept only one proposal for this RFP from any one Proposer. This restriction includes proposals submitted under different names by one firm, corporation, partnership, or Joint Venture. While Proposers may apply for multiple art service categories, they must do so within a single proposal.

LAWA will evaluate each proposal across all selected categories, and Proposers will be considered only for the categories in which they are the most competitive, highest-ranked proposer, and meet the evaluation criteria.

E. PROPOSAL RESPONSE

If only one (1) Proposer responds to the RFP, LAWA may award to that proposer, re-solicit for new proposals, or cancel the RFP at LAWA’s sole discretion. LAWA may also require a detailed cost/price analysis to determine the reasonableness of the price/cost or fees proposed. If LAWA determines that a cost analysis is necessary, the Proposer must be prepared to provide, upon request, summaries of estimated costs and documentation supporting all cost elements.

F. CONFLICT OF INTEREST

Government Code Section 1090 et seq. precludes a consultant or contractor from having a financial interest in a public contract that such consultant or contractor had the potential to influence while performing work for the City.

This includes a bar on a consultant or contractor benefiting from a public contract which results, directly or indirectly, from the services provided by such consultant or contractor. A Proposer shall include in its submission information identifying itself or any other affiliate or subcontractor and employees and principals of the affiliates or subcontractors that are proposed to perform work under this RFP and that has previously performed work for the City relating to this project as well as a description of the prior work for the City. Additionally, if a Proposer discovers any perceived, potential or actual conflict of interest, the Proposer must promptly disclose the same to the City in a written statement delivered by a representative of the Proposer to the Procurement Contact, including the names and contact information of the persons to which the perceived, potential or actual conflict of interest relates and a full and detailed description of the perceived, potential or actual conflict of interest.

Without limiting any other right reserved herein in favor of LAWA, LAWA reserves the right, in its discretion, to disqualify a Proposer due to the existence of a conflict of interest.

Execution of the Project Agreement by the Preferred Proposer shall constitute a representation by the Preferred Proposer that, at the time of such execution, the Preferred Proposer knows of no circumstances, present or anticipated, which come within the provisions of Government Code Section 1090.

Proposers are advised to obtain independent legal counsel in order to fully understand the applicability of, and the penalties for violating, Government Code Section 1090 and any other applicable conflict of interest laws.

G. COLLUSION OR INFLUENCE

Any attempt by a Proposer to improperly influence a member of the evaluation panel directly or indirectly during the proposal evaluation and scoring process will result in the elimination of that Proposer from consideration. Any evidence or appearance of collusion among Proposers shall be grounds for immediate disqualification.

H. GOVERNING LAW

This RFP shall be governed by, construed, and enforced in accordance with the laws of the State of California and the applicable laws of the City of Los Angeles.

In addition to the requirements of Title VI of the Civil Rights Act of 1964, Proposer shall comply with pertinent statutes, Executive Orders and such rules as are promulgated to ensure that no person shall, on the grounds of race, creed, color, national origin, sex, age, or disability be excluded from participating in any activity conducted with or benefiting from Federal assistance. Further, Proposer shall comply with all applicable US DOT Standard Title VI/Non-Discrimination Assurances contained in DOT Order No.

1050.2A, and as may be amended or interpreted by the Federal Aviation Administration or the United States Department of Transportation from time to time.

I. RIGHT OF REJECTION AND WAIVER OF INFORMALITY

LAWA reserves the right to reject any and all submittals and/or to waive any informality in the submittals when doing so would be to the advantage of LAWA. The receipt of any submittal shall not in any way obligate LAWA to enter into an agreement, concession agreement, lease, or any other type of contract of any kind with any Proposer.

J. RIGHT TO RECEIVE ADDITIONAL INFORMATION AND VERIFICATION

LAWA reserves the right to request any additional information at any time to assist in its evaluation. LAWA reserves the right to verify all submitted information, including all references, use of the internet and social media, and to contact third parties for additional references and information as it deems advisable.

K. INSURANCE

Proof of Insurance. The selected Proposer shall, at the time of the execution of the Agreement and prior to commencing any work or service, present signed certificates of insurance for all required coverages to LAWA with any applicable endorsements attached. The selected Proposer shall provide at contract inception and expiration of any insurance policy required by this Agreement all certificates of insurance and applicable endorsements as required by the Contract directly to LAWA.

The selected Proposer shall not receive a notice to proceed with the work under the “Agreement” until it has obtained all insurance required and such insurance has been approved by LAWA. This approval of insurance shall neither relieve nor decrease the liability of the selected Proposer.

Insurance requirements shall be in accordance with Exhibit 4 Insurance Requirements.

L. PUBLIC DISCLOSURE REQUIREMENTS

All documents submitted in response to the RFP will become a matter of public record and shall be considered public records. If a proposer believes that any portion of its proposal 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 proposer represents that it has a good faith belief that such material is exempt from disclosure under the California Public Records Act, California Government Code §§ 7920, et. seq.

A proposer that indiscriminately marks all or most of its proposal as exempt from disclosure as a public record, whether by notations of “Trade Secret,” “Confidential,” “Proprietary,” or otherwise, may render the proposal non-responsive and will be rejected. LAWA will not provide advice as to the nature or content of documents to protection from disclosure under the California Public Records Act, including interpretations of the Act 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 proposals are deemed a matter of public record, pursuant to the above, any proposer or member of the public shall be afforded access for inspection or copying of such proposals, by request made to LAWA in compliance with the California Public Records Act.

The proposer shall agree to reimburse LAWA for, and to indemnify, defend and hold harmless LAWA, its Board, officers, representatives, assigns, successors, fiduciaries, employees and agents from and against any and all claims, damages, losses, liabilities, suits, judgments, causes of action, demands, fines, penalties, costs and expenses including without limitation, attorney’s fees, expenses and court costs of any nature whatsoever arising from or relating to LAWA’s non-disclosure of any such designated portions of a proposal if disclosure is deemed required by law or court order. Additionally, LAWA may request that the bidder directly defend any action for disclosure of any information marked “Trade Secret,” “Confidential,” “Proprietary,” or otherwise; if the proposer refuses to do so after requested by LAWA’s sole option, LAWA may release those parts of the proposal so marked without any liability whatsoever to the proposer.

M. ADDITIONAL DISCLAIMERS AND RESERVATIONS

By submitting a response to this RFP, the Proposer agrees to be bound by all of the terms, conditions, disclaimers, and requirements set forth in this RFP.

Failure by LAWA to object to an error, omission, or deviation in the submittal package will in no way modify this Solicitation Document or excuse Proposer from full compliance with the requirements of this Solicitation Document.

Neither the Board nor LAWA shall be obligated to respond to any submittal, nor shall they be legally bound in any manner whatsoever by the receipt of a submittal.

All information stated in the submittal should be factual, truthful and should not be fabricated, embellished, extended or misrepresented. LAWA reserves the right to postpone the submittal due date, cancel this competitive process; issue addenda to this Solicitation Document; issue a new Solicitation Document; or pursue other options when it is in LAWA’s best interests to do so.

N. RIGHT TO CANCEL

LAWA may cancel this RFP at any time. LAWA is not responsible for any costs incurred by Proposers in the preparation and presentation of proposals submitted in response to this RFP.

O. ERRORS OR OMISSIONS

Proposer is liable for all errors or omissions incurred by Proposer in preparing the proposal. Proposer will not be allowed to alter proposal documents after the due date for submission unless approved by LAWA in writing.

P. CORRECTIONS AFTER SUBMISSION

LAWA reserves the right to make corrections or amendments due to errors identified in the proposal by LAWA or the Proposer. This type of correction or amendment will only be allowed for errors such as typing, transposition, or any other obvious error. Any changes will be dated, time-stamped, and attached to the proposal. All changes must be coordinated in writing with and authorized by LAWA.

Q. INCORRECT PROPOSAL INFORMATION

If LAWA determines that a Proposer has provided incorrect information for consideration in the evaluation process, which the Proposer knew or should have known was materially incorrect, that proposal may be deemed non-responsive, and the proposal may be rejected.

R. WITHDRAWAL OF PROPOSAL

A proposer may withdraw their submitted proposal at any time prior to the specified due date and time. Requests must be in writing. After withdrawing a previously submitted proposal, the proposer may submit another proposal at any time up to the specified due date and time.

S. MISREPRESENTATION

If any information stated in the submittal is found to be misrepresented in any manner, this may be grounds for disqualification of the proposal.

T. PROTEST PROCEDURES

Mandatory Time Limits: The procedures and time limits set forth in this section are mandatory and are the proposer’s 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 It is the intent of this paragraph to provide proposers with a process to formally object to the award related to this RFP. A protest and all required copies relative to a Notice of Intent to Award of a contract to a particular Proposer on this RFP, must be submitted in detail, in writing, signed by the Protestor or by a representative of Protestor, and received in the offices of the Los Angeles City Attorney’s Office, Airport Division and the Director of Strategic Sourcing Division at the below address, before 5:00 p.m. on the tenth (10) calendar day 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. (local time) the following business day. 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 RFP, any submitted proposal, or other document that forms the basis for the protest. The protest must include the name, address, and telephone number of the Protestor and the Protestor’s representatives.

All protests must be addressed to:

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

With a copy to:

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

U. POST-AWARD DEBRIEFING

Within 30 calendar days after execution by LAWA of the contract, upon written request to the Procurement Contact, LAWA will be available for an oral debriefing session with the unsuccessful Proposer. The debriefing will be limited to the debriefed Proposer’s overall ranking, the strengths and weaknesses of its proposal, and answer questions regarding the selection process. Debriefings shall not include a point-by-point comparison of the debriefed Proposer’s proposal with other proposals.

V. Title VI Solicitation Notice LAWA, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4), 28 CFR § 50.3, and 49 CFR Part 21, hereby notifies all proposers that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, creed, age, or disability in consideration for an award.

<< End of Section 1 >>

SECTION 2

Formatting & Submission Requirements

2.1 ADHERENCE

Proposals shall be submitted in accordance with the requirements set out in this document. Any proposal that does not adhere to the requirements in this RFP may be deemed non-responsive and rejected. LAWA reserves the right, in its sole discretion, to waive minor informalities or minor deviations.

2.2 DATE & TIME

Proposals shall be submitted prior to the due date and time specified in the Procurement Schedule (Section 1.4). Late proposals will not be accepted or considered.

2.3 NOTICE OF INTENT TO PROPOSE

Proposers should complete and submit the Intent to Bid on https://lawa.bonfirehub.com by the date indicated in the Procurement Schedule.

This will assist LAWA with future planning. If there is no intent to propose on this RFP, please indicate the reason on the form (to assist LAWA on future solicitations).

2.4 ELECTRONIC SUBMISSION

Proposers are required to submit their Proposal via electronic submission at:

h t t p s : / / l a w a . b o n f i r e h u b . c o m

• Proposals will NOT be accepted using any other method (hardcopy delivery, email, facsimile, etc.).

• The Proposal shall be uploaded and submitted prior to the Due Date/Time indicated in Section 1.4 Procurement Schedule.

• LAWA strongly recommends that Proposers give themselves sufficient time to upload documents (at least one day before the Proposal Due Date).

• The Proposer must upload electronic files, as outlined in Bonfire.

• The Proposer must upload electronic files, as outlined in Bonfire. All files should match the name of the requested information to be uploaded to Bonfire.

2.5 GENERAL FORMAT

All responses to this RFP shall be made in accordance with the format outlined below. Failure to submit in the requested format or failure to submit all the required forms may cause a proposal to be deemed non-responsive. The format for the proposal includes the following:

• Shall be written in the English language and use US standards of measurement

• Be single-spaced with a minimum font size of Arial 12

• Prepared simply, economically, and without unnecessary promotional materials

• Submittals should be submitted in either MS Word, MS Excel, or

Adobe PDF format

• Each file has a maximum file size of 1000MB.

• Any supplementary artwork, visual aids, films, and other extraneous materials will not be accepted or reviewed.

<< End of Section 2 >>

SECTION 3

Proposal Contents

This RFP solicitation contains Submittal forms, which must be used by the Proposer. Proposers must not include website links or embedded documents in any Submittal, as they will not be accessible. LAWA will not consider information outside of, or embedded in, the Submittals. Any response that does not adhere to the requirements of each Submittal may receive a “0” score for that particular Submittal.

3.1. ADMINISTRATIVE REQUIREMENTS (MANDATORY)

The Administrative Requirements are found in Submittal A Administrative Requirements Documents. Failure to complete, sign, and submit these documents may result in the disqualification of the proposal. The incomplete submission of the required forms may result in the Proposer being deemed non-responsive. Please review these documents very carefully for accuracy and completeness before submittal. Please note that all documents must be signed by the duly authorized representative of the entity or sole proprietor.

Additional information (including supplemental guides, instructions, and examples) can be found online at: www.lawa.org/en/lawa-businesses/lawa-administrative-requirements. For assistance regarding these Administrative Documents, please email the Procurement Contact.

3.2. BUSINESS ENTERPRISE (BE) PROGRAM PARTICIPATION

The BE program documents are found in Submittal B – Business Enterprise Program Participation. LAWA is committed to creating an environment that provides all individuals and businesses open access to the business opportunities available at LAWA. LAWA’s policy is to ensure diversity in the award and administration of all LAWA contracts. The successful Proposer shall be required to meet minimum contracting participation percentages for firms certified in the Business Enterprise (BE) Programs specified for this RFP. To be deemed responsive to this proposal, Proposers must commit to meet or exceed the mandatory minimum BE Program participation requirements set forth below.

Additional information can be found in Exhibit 2, Business Enterprise (BE) Program Information.

Business Enterprise Program Mandatory Participation Level

Small Business Enterprise (SBE) 10% Local Business Enterprise (LBE) 0% Local Small Business Enterprise

(LSBE) 0%

http://www.lawa.org/en/lawa-businesses/lawa-administrative-requirements http://www.lawa.org/en/lawa-businesses/lawa-administrative-requirements

LAWA encourages and expects all Proposers to engage in meaningful efforts to pursue subcontracting, mentoring, joint venturing, teaming, and/or other partnering opportunities with certified firms in all aspects of the work specified in the proposal. The Successful Proposer’s commitments will become a part of the contract between LAWA and the Successful Proposer, along with any additional terms and conditions specified and required by LAWA. The contract between LAWA and the Successful Proposer shall include a robust program by which LAWA will monitor the Successful Proposer’s compliance with commitments set forth in the proposal.

3.3. REQUIRED EXPERIENCE

The Required Experience form is found in Submittal C – Required Experience.

The incomplete submission of this form may result in the Proposer being deemed non-responsive. To ensure that all proposers meet the baseline qualifications necessary to perform the services described in this RFP, LAWA requires the submission of the Required Experience Form. This form consolidates the essential qualifications for all categories under the solicitation and must be completed by each proposer. The form is designed for Yes/No self-certification to confirm compliance with the required experience. It includes a section for proposers to indicate the category(s) for which they are applying. Failure to submit a completed form or failure to meet any required experience may result in disqualification. LAWA may request supporting documentation at any time to verify responses.

Required Experience:

• For Category A, the proposed key personnel must have at least five (5) years of experience performing services described in this RFP

• Proposer in Category A must hold a California General Contractor’s License or equivalent specialty license (if required by the project scope)

• For Category A and B (Preparator roles), key personnel and staff assigned in Preparator roles should have the following:

o A degree in Art History, Fine Arts, Museum Studies, or a related field o At least five (5) years of verifiable experience in preparation, installation, care, handling, packing, and transport of art objects

• For Category B (Preparator roles), key personnel and staff assigned in Preparator roles must have at least two (2) years of verifiable experience in preparation, installation, care, handling, packing, and transport of art objects

• For Category C, proposed key personnel must have at least five (5) years of experience in preparation, installation, care, handling, packing, and transport of art objects.

• Proposers in Category C must have access to secure, climate-controlled storage facilities

• For all categories, the proposed key personnel must be able to comply with airport security badging requirements once awarded the contract

• For all categories, the proposed key personnel must have experience in art handling, packing, transporting, and installation

Qualified Personnel All prospective proposers shall have local, qualified personnel, sub-consultants, and resources necessary to accomplish the services required by LAWA as described herein. The successful proposer(s) shall be capable of furnishing all necessary professional, technical, and expert services as required to plan, organize, and coordinate all aspects of the supplemental art handling services that are required and described herein these documents. The successful proposer(s) shall provide LAWA with experienced, qualified, and licensed/certified (as required) personnel who shall meet the requirements listed in Exhibit 1, Scope of Services. The successful proposer(s)’ personnel shall possess good written, oral, and interpersonal communication skills. The successful proposer(s)’ personnel shall include, but not be limited to, the personnel defined within Exhibit 1, Scope of Services, and Submittal E – Cost Proposal Forms. The proposers will be evaluated in accordance with the evaluation criteria set forth within this RFP.

Proposer’s Experience Proposers must demonstrate that their team has experience and capabilities for successfully and efficiently providing art handling services in an environment with complexity and operations similar to those at LAWA. The proposer must provide detailed and relevant descriptions of its experience related to the qualifications set forth and provide client references that will substantiate such experience.

Working in a Dynamic Environment Proposers must be able to work in a dynamic, fast-paced environment and be willing to adapt to changes driven by ongoing, large airport improvement programs, especially at LAX. Proposers must be able to expand their scope of work to include additional services if LAWA determines it necessary.

3.4. WRITTEN/TECHNICAL PROPOSAL

The Written/Technical Proposal has three (3) separate parts, each with a maximum page limit. The Proposer is to use Submittal D – Written/Technical Proposal Form. Any Submittal Part that exceeds the maximum page limit may receive a “0” score for that part. All proposals submitted with the Written/Technical proposal must include a cover letter, a cover page, a table of contents, and an executive summary.

Cover Letter Each Proposer must submit a cover letter with their proposal. The cover letter must include the RFP title as listed on Bonfire, the proposer’s authorized representative’s name and title, official company address, email address, telephone number, and identify the company proposing.

Table of Contents Each Proposer must include a table of contents, listing the various sections included in the proposal

Executive Summary (3-Page Limit) Proposers shall submit with their proposal an Executive Summary that demonstrates important features, qualifications, and understanding of the goals, scope, and complexity of the services. The executive summary must also include a brief statement on how the proposer and its proposed subconsultants shall meet the minimum qualifications criteria set forth in the RFP and are best qualified to meet the challenges associated with the scope of services.

Part 1 – Qualifications and Experience (10-Page Limit – excluding resumes) The Proposer should outline their qualifications and experience in art handling services. The Proposer must provide at least three (3) specific examples of past work/projects that demonstrate their ability to meet the requirements specified in the scope of work. Proposer shall provide current, verifiable references for the experience described. For each project, identify the following:

• Name of the owner’s project manager

• Project title

• Location of the project

• Date the project was completed

• Size or value of the project ($)

• Project type and a description of the work or services provided

• Project or property owner and contact information

• Project results (which may include cost or schedule overruns, quality, utilization of small/targeted businesses, etc.)

• Any appropriate project information

The Proposer should outline the experience and qualifications of the team assigned to this contract, including key personnel and key subcontractors or subconsultants. The Proposer is responsible for assigning key personnel (individuals) as listed below. The key personnel identified in the proposal shall be assigned to their roles after the award is made. The successful proposer must notify LAWA at least thirty (30) days in advance of any change in the individuals assigned to the project. New personnel must submit resumes detailing the qualifications and experience required to accomplish the project. Substitutions proposed during performance of the contract without proper notification and approval by LAWA may be grounds for termination of the contract.

a) Project Manager - an individual who will be the overall primary day-to-day point of contact throughout this project. This individual is responsible for all aspects of the project, including scheduling, coordination, and communication with selected personnel and LAWA contract administrators

b) Lead Preparator - Senior technician responsible for planning, supervising, and executing the safe handling, packing, installation, and deinstallation of artworks.

c) Art Handler / Preparator – Responsible for the physical handling, packing, and installation of artworks. Must have experience in art transportation and set-up in high-traffic and secure environments

The Proposer shall highlight any unique attributes that make the proposed team especially qualified for the scope of services in Exhibit 1 Scope of Services. This may include:

• The relevant experience of each of its assigned key personnel and subcontractors that led the Proposer to select said personnel/subcontractors for a key role.

• Any approaches, tools, techniques, or unique experiences, including any education, training, and professional qualifications/certifications that the proposer believes make the selected personnel/subcontractors the best fit for their role on this project.

• Detail the California State licenses, professional designations, certificates, or registrations.

• Provide client references to substantiate their listed experience. Client references must include the project name, dates, service location, client names, email addresses, addresses, and telephone numbers.

• Provide an organizational chart and staffing plan identifying key personnel who will provide the direct planning, leadership, and influence over the quality of the service deliverables for this project.

The Proposer must provide resumes for the key personnel (listed above) who will be assigned to the contract. Resumes are limited to 1 page per key personnel (the resumes are not included in the overall page limit for Part 1).

Company References – The Proposer must provide a section that includes, at a minimum, three (3) relevant references. Proposers must only submit verifiable references, with current email and phone numbers for each reference.

References should be on similar projects or services that closely match the size, complexity, and tasks described in the statement of work in this RFP, and where the key personnel served in similar roles. References must be from the end client or users of the project or service, not from third-party consultants or the owner’s representatives. LAWA may contact these references to gather information about their experiences and satisfaction with the ability of the company identified to deliver high-quality work. LAWA also reserves the right to seek other verifications as necessary and additional references independent of those supplied by the Proposer, including internal references in relation to the Proposer and any subcontractors’ performance under any past or current contracts with LAWA.

Breakdown of Work to be Performed by Sub Consultants Proposers shall identify the anticipated work to be performed by each of the Sub- Consultants and the estimated percentage of that work as it compares to the entire scope of the project to completion.

List and identify all key Sub-Consultants to be used on the project. Provide specific examples of appropriate experience of each Sub-Consultant firm and their key staff.

Part 2 – Understanding of Project Scope (10-Page Limit) In this section, the Proposer must summarize their firm’s understanding of the scope of services to be provided as described in this RFP and Exhibit 1, Scope of Services. Part 2 must describe the firm’s approach, methodology, and plan for accomplishing the services. The Proposer shall describe its approach in detail to meeting the RFP’s overall technical and specification requirements, including detailed specific company capabilities in providing art handling services at a large airport or similarly complex environment. The Proposer must include a narrative of the technical approach to the Scope of Services; describe the management techniques employed, and any constraints, risks, or issues that may be anticipated during the performance of services. Part 2 must provide a narrative of the points listed below:

• The Proposer should provide sufficient information to demonstrate their understanding of the requirements, and to deliver the scope of services as described in Exhibit 1, Scope of Services.

• The Proposer should identify and discuss key challenges, risks, and issues that may be anticipated during the performance of services and outline the firm’s approach and experience in addressing them.

• The Proposer shall describe in detail the methods, tools, management techniques, technology, innovation, and expertise they will use to deliver the required scope described within this RFP.

• The Proposer should demonstrate their knowledge of airports (if any);

specific applicable airport operations, safety, and security procedures; and how they plan to coordinate their work based on the needs of LAWA.

Proposers should provide details on their experience, if any, and their ability to perform work in an active airport environment or in similarly high-traffic, high-security environments, such as transportation hubs.

• Detail how your team plans to align with LAWA’s Sustainability goals and environmental policies. Describe your approach and methodology for your use of green and sustainable practices to deliver the services in Exhibit 1, Scope of Services.

Part 3 – Inclusivity Plan (3-Page Limit) The Proposer shall provide a detailed plan (“Plan”) describing their team’s past and present approach to inclusivity, including examples demonstrating its past performance and history of achievement on diversity and inclusion goals/commitments on similar projects. The Plan, which will become part of the selected Proposer's contract, shall delineate the strategies the Proposer will undertake to meet its commitments to inclusion and the Business Enterprise goals, both prior to and after any contract award.

Proposers should also clearly identify the Business Enterprise (BE) scope of work, key milestones, and steps it will undertake to ensure subcontractor utilization and prompt payment strategies or initiatives, as well as capacity-building (i.e., mentoring, training, or other supportive services) related to its BE partners. Proposers should also discuss the track record of achieving business enterprise goals on similar contracts.

This Plan shall also identify the individual with executive/managerial authority who will have programmatic responsibility for the Plan and will serve as the liaison to LAWA on inclusivity matters during the project period, as well as the steps this individual will take to manage and monitor BE participation and adherence to the Plan.

3.5. COST/FEE PROPOSAL

The purpose of this cost proposal submittal is to provide a standard format for the Proposer to submit to LAWA estimated costs suitable for detailed review and analysis. The forms are found in Submittal E - Cost & Fee Proposal. If you are applying to only one or two categories, the unused category sheets should be removed before submission.

The Cost Proposal must include the Proposer’s estimated maximum all-inclusive hourly rates for the key personnel positions listed in Forms A and B for Categories A and B. Rates must be All-Inclusive as described in Note 2 of Forms A and B. The cost must include all Field Office Overhead costs and profit to be applied to direct labor. Please see the instructions provided in the Submittal E forms for each category form. Proposers must not change the structure of any worksheets, as doing so will invalidate the submission.

<< End of Section 3 >>

SECTION 4

Evaluation Procedures

4.1 MANDATORY ADMINISTRATIVE SUBMISSION REQUIREMENTS

LAWA will review all submissions to determine compliance with mandatory submission requirements. The Proposer’s failure to comply with the instructions or to submit a complete proposal may result in the proposal being deemed non-responsive. Proposals deemed non-responsive will be eliminated from further consideration.

4.2 EVALUATION OF WRITTEN PROPOSAL

LAWA plans to award one or more contracts to the most qualified Proposers with the best value to the City based upon the evaluation criteria defined in Section

4.2 Evaluation Criteria. Written Proposals will be rated independently by members of an evaluation panel. The evaluation panel will score proposals based on how well the proposer responded to each of the criteria identified herein.

Based on the ratings of each proposal against the evaluation criteria, LAWA may establish a shortlist comprised of the most highly rated proposals. LAWA may limit the number of Proposers on the shortlist to the greatest number that will permit an efficient competition. The shortlisted Proposers may be invited to Interviews. The criteria and weights used to shortlist Proposers are shown below.

Criteria Reference Weight Administrative Documents (Mandatory) Submittal A Pass/Fail Business Enterprise (BE) Participation (Mandatory) Submittal B Pass/Fail

Minimum Requirements (Mandatory) Submittal C Pass/Fail Written/Technical Proposal

Part 1 Qualifications & Experience Submittal D 15 Part 2 Understanding of Project Scope Submittal D 20 Part 3 Inclusivity Plan Submittal D 5

Fee/Cost Proposal Submittal E 25 Total 65 Note: Criteria will be scored on a 0-10 scale

LAWA will use the approach below to calculate total scores.

For Cost Criteria: Points for cost criteria will be normalized as follows: The Proposer with the lowest cost will receive all available points for that criterion.