15-08 Pre-Proposal Conference for On-Call Art Handling Services on 9.15.2026.pdf

Request for Proposals On-Call Art Handling Services

Tuesday, September 15, 2026

The content provided with this presentation is confidential & privileged, not for Public Consumption.

RFP Number: 0505-2026-08-RFP-231761

• The content provided with this presentation is for reference only. Respondents are to rely solely on the issued Solicitation and any applicable Addenda.

• No Q&A will be available at this time.

Please submit all questions to LAWA.Bonfirehub.com via the instructions provided in the Solicitation.

• A copy of this presentation will be made available to Respondents via Bonfire under public files.

CONE OF SILENCE:

Respondents may not communicate with any LAWA employees, any member of BOAC, officers, agents, representatives, or contractors regarding this Solicitation except through:

LAWA.Bonfirehub.com

AGENDA

https://lawa.bonfirehub.com/opportunities/202174 https://lawa.bonfirehub.com/opportunities/202174

AGENDA

I. Welcome and Introduction II. LAX Art Exhibition Program III. Procurement Overview IV. Background Information V. Scope of Services – Categories A, B, C VI. Procurement Schedule VII. Evaluation Criteria VIII. Administrative Requirements – Submittal A IX. Business Enterprise Goals – Submittal B X. Required Experience – Submittal C XI. Written/Technical & Cost Proposal – Submittal D and E XII. Reminders

Sarah Cifarelli LAX Art Program Director

Tim McGowan Arts Manager

Los Angeles World Airports LAX Art Program

Art Program Services

• Temporary exhibitions by Guest Artists/Curators o Up to 27 New exhibits by Winter 2028 o 36 Total exhibition sites throughout Central Terminal Area

• Installation / De-installation o Regular Sites / Annual Rotation o Atria & Murals / 2-5 Year Rotation

• Maintenance and Conservation

The LAX Art Program enhances the travel experience through museum-quality exhibitions, permanent installations, and cultural performances that showcase the creative caliber of Los Angeles, with an emphasis on local and regional artists.

PROGRAM DESCRIPTION

The LAX Art Exhibitions Program presents diverse, contemporary solo artist and group exhibitions across all media throughout publicly accessible and secure areas of LAX’s airline terminals.

On-call Fine Art ServicesRFP /

PROJECT OVERVIEW

BACKGROUND INFORMATION

NEEDS ASSESSMENT

• OVER 20 NEW INSTALLATIONS BY 2028 OLYMPICS

• AFTER- HOURS WORK (10:30 P.M. - 6:30 A.M.)

• ADAPT TO CONSTRUCTION SCHEDULES/IMPACTS

EXHIBITIONS & PROGRAMMING

FORECAST

• LARGE SCALE 2-8 EXHIBITS / 2 YRS

• MED- & SMALL-SCALE 20+ EXHIBITS / 2 YRS

• ART STORAGE AS NEEDED

INSTALLATION & DE-INSTALLATION

A. LARGE SCALE (2-5 YEARS DURATION EACH)

B. MEDIUM AND SMALL SCALE (1 YEAR DURATION EACH)

ART STORAGE & SHIPPING

ARCHIVAL STORAGE

SPACE PLANNING & PACKING SERVICES

SHIPPING LONG DISTANCE

Scope of Work: Projects & Services

INSTALL/DE-INSTALL

& TRANSPORT - Large to monumental size works of art FABRICATE - Repair and/or replace artwork supports/systems SUB-CONTRACTING – Conservators, engineers, electricians, welders & riggers MEWP - Operate lifts, scaffolding, and other material hoists MAINTENANCE - Assist with periodic maintenance of exhibits between rotations PACKING – Archival packing & handling

INSTALL/DE-INSTALL

& TRANSPORT – Small/Med Exhibitions & local transport SUB-CONTRACTING – Conservators, carpenters, framers, etc.

MEWP - Operate lifts MAINTENANCE - Assist with light maintenance of exhibits between rotations PACKING – Archival packing & handling

MILESTONES

• 1-Year Contract Beginning Late 2026

- Option to Renew for up to two 2-year Contracts

• Security Badging

- Due to Airport Security screening requirements at exhibition locations

• Scheduling

- Review & Tour exhibitions sites

- Assign Projects / LAWA Master Schedule

- Assign Project Leads

ADDITIONAL PROJECT

INFORMATION

Safety Protocols

PROCUREMENT SCHEDULE

*Tentative, subject to change

ACTIVITY TIME DATE

RFP Released / Issued 2:00pm PST September 1, 2026

Pre-Proposal Meeting (Non- Mandatory) 11:00 am PST September 15, 2026

Deadline to Submit Questions 2:00 pm PST September 18 , 2026

RFP DUE DATE (Deadline to Submit) 2:00 pm PST September 25, 2026

Interviews & Presentations October 2026*

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.

PROCUREMENT EVALUATION CRITERIA

CRITERIA REFERENCE WEIGHT

Administrative Requirements (Mandatory) Submittal A Pass/Fail

Business Enterprise (BE) (Mandatory) Submittal B Pass/Fail

Required Experience (Mandatory) Submittal C Pass/Fail

Written/Technical Proposal

Cover Letter, Table of Contents, and Executive Summary Submittal D

Part 1 Qualifications and Experience Submittal D 15

Part 2 Understanding of Project Scope Submittal D 20

Part 3 Inclusivity Plan Submittal D 5

Cost & Fee Proposal Submittal E 25

Interviews and Presentations 35

Note: Criteria will be scored on a 0-10 scale Total 100

SUBMITTAL A - ADMINISTRATIVE DOCUMENTS

SUBMITTAL A - ADMIN REQUIREMENTS CHECKLIST

SUBMITTAL A - ACKNOWLEDGEMENT LETTER

Requires you to certify and enter information for Company Name, contact information, title, email, and telephone

Joint Ventures or Partnerships: instructions for submitting copies of the partnership or joint venture agreement with the acknowledgement letter Must describe the scope and amount of work each participant will perform

Department of Industrial Relations (DIR): enter the California Department of Industrial Relations Number

Addenda Acknowledgment: receipt of all addenda and incorporation of the requirements in the addenda

Signature: MUST be signed by a person with legal authority to bind the firm/company in contractual matters with

LAWA.

SUBMITTAL A - AFFIDAVIT OF NON-COLLUSION

Requires you to certify that the RFP is genuine, and not a sham or collusive, or made in the interest or on behalf of any person.

Must be signed and notarized.

Failure to include the Affidavit of Non-Collusion with the RFP will render the Proposal non-responsive and will result in its rejection.

Notary Seal Notary Public

Signature

SUBMITTAL A - BIDDER CONTRIBUTIONS

• Respondents, their principals, and subcontractors are subject to the City’s campaign finance laws, which prohibit them from making campaign contributions or fundraising for certain elected officials or candidates from the time of submitting the RFP until the contract approval or expiration.

• Respondent’s principals and subcontractors performing $100,000 or more in work on the contract, as well as the principals of those subcontractors, are also subject to the same limitations on campaign contributions and fundraising.

• Failure to sign and submit the CEC Form 55 with the RFP may render the RFP non-responsive.

• Any RFPs submitted with an incomplete form may be deemed nonresponsive.

• For questions regarding this form, you can contact the Ethics Commission (ethics.lacity.org) or the number listed on the form

1. Schedule A:

Check the “yes” box and disclose all your principals in Schedule A.

2. Schedule B:

Check the applicable box. If you checked the “yes” box, you must disclose all your subcontractors performing $100,000 or more in work and all their principals in Schedule B.

3. Total number of pages submitted:

Enter the total number of Form 55 pages that you are submitting, including all additional Schedule A and B pages.

Name, Title, Signature, and Date

Definition of Principal

• Board Chair;

• President;

• Chief Executive Officer;

• Chief Operating Officer;

• An individual who serves in the functional equivalent of any of the above positions;

• An individual who holds an ownership interest of

20% or more; or

• An employee authorized to represent you before the City regarding this contract.

If you are using additional Schedule A pages, check “Yes” and disclose your Principals

1. Complete this section if you will have subcontractors with subcontracts worth $100,000 or more.

2. You must disclose the names and business addresses of those subcontractors and the names, titles, and business addresses of their principals.

3. Submit at least one Schedule B page for each subcontractor.

4. Mark the appropriate box to indicate whether the subcontractor has principals.

5. If a subcontractor has more principals than will fit on one page, or if you have multiple subcontractors to disclose, check the box indicating that you are attaching additional Schedule B pages.

SUBMITTAL A - MUNICIPAL LOBBYING ORDINANCE BIDDER CERTIFICATION

1. Check the applicable box:

a. Original Filing – Check this box if this is your first time submitting a Form 55 in connection with the City contract that you are currently seeking or have been awarded.

b. Amendment – Check this box if you are making changes to a Form 55 that was previously submitted in connection with the same City contract that you are seeking or have been awarded

2. Reference Number:

Enter the correct RFP reference number: 0505-2026-08-RFP-231761

3. Awarding Authority:

Los Angeles World Airports (LAWA)

4. Complete the “Certification” section. (Sign & Date)

Name, Title, Signature, and Date

SUBMITTAL A - CONTRACTOR RESPONSIBILITY PROGRAM

The Contractor Responsibility Program/Ordinance requires LAWA to determine that contractors have the necessary quality, fitness, and capacity to perform the work outlined in the contract.

The CRP form is a two-part form (the CRP Questionnaire AND the Pledge of Compliance).

Please make sure to read and follow the instructions carefully and, if applicable, provide all the required additional information or explanations in Attachment A.

Failure to sign and submit this form in your RFP may make your RFP nonresponsive.

IMPORTANT: Any question answered with a “Yes” requires a written explanation in Attachment A provided in the form.

• You may attach as many additional Attachment A pages as necessary.

Please make sure to sign, date, and return the Pledge of Compliance.

SUBMITTAL A - VENDOR ID FORM & BACK-UP DOCUMENTS

SUBMITTAL A – Administrative Requirements Video To help proposers complete the administrative requirements, we strongly encourage all firms to review the Administrative Requirements video and related resources available on the LAWA website. The video provides guidance on required forms, compliance obligations, and contract provisions that may apply to your proposal and subsequent contract

Topics Covered Include:

• Required submission forms and certifications

• Contractor Responsibility Program requirements

• Municipal Lobbying Ordinance and CEC Forms

• Business inclusion and participation programs

• Insurance requirements

• First Source Hiring Program requirements

• Other project-specific administrative requirements

For more information, visit:

https://www.lawa.org/lawa-businesses/lawa-administrative-requirements https://www.lawa.org/lawa-businesses/lawa-administrative-requirements https://www.lawa.org/lawa-businesses/lawa-administrative-requirements https://www.lawa.org/lawa-businesses/lawa-administrative-requirements https://www.lawa.org/lawa-businesses/lawa-administrative-requirements https://www.lawa.org/lawa-businesses/lawa-administrative-requirements https://www.lawa.org/lawa-businesses/lawa-administrative-requirements https://www.lawa.org/lawa-businesses/lawa-administrative-requirements

SELECTED CONTRACTOR REQUIREMENTS

If you are awarded the contract and prior to execution of the contract:

• Insurance Requirements

• Business Tax Registration Certificate (BTRC)

The following requirements do not require the completion of forms but may be incorporated as provisions of the contract:

• Affirmative Action

• Assignment of Anti-Trust Claims

• Child Support Obligations

• First Source Hiring Program

• Living Wage Ordinance

SUBMITTAL B – BE PROGRAM PARTICIPATION

• The mandatory BE goal set by

LAWA:

• Small Business Enterprise (SBE) 10%

• Goes hand in hand with the Subcontractor Participation Plan.

• Please fill out and certify accordingly.

SUBMITTAL B - SUBCONTRACTOR PARTICIPATION PLAN

Must list ALL anticipated subcontractors, regardless of their dollar amount or percent proposed, and regardless of whether they are certified or not.

Must fill out ALL applicable fields completely for the Prime and all subcontractors.

Include copies of all applicable certifications.

Failure to provide complete and legible information on this form may result in your firm not receiving full certification credit.

Affidavit will become part of the contract for the selected Respondent.

INCLUSIVITY

LAWA is committed to using its procurement process to create an environment for equitable processes and outcomes in contracting through a program of inclusivity.

LAWA established the Local Business Preference Program (LBPP) as part of its commitment to help local businesses’ participation in LAWA contracts. The LBPP seeks to leverage funds expended under contracts to stimulate local business activities, encourage businesses to set up operations locally, and augment local job creation efforts.

For more information, visit:

Small Business Enterprise Program (SBE) | Los Angeles World Airports https://www.lawa.org/lawa-businesses/lawa-administrative-requirements/small-business-enterprise-program

SUBMITTAL C – REQUIRED EXPERIENCE

Proposers to this RFP should demonstrate that their proposed team meets the desired qualifications found in the RFP package

CATEGORY A:

• Does the proposed key personnel have at least 5 years of experience performing services described, such as packing, transporting, and installation

• Can all proposed staff comply with the security airport badging requirements?

• Does the proposer hold a California General Contractor License or specialty license?

• Do Preparator staff have a degree in Art History, Fine Arts, Museum Studies, or a related field?

• Proposers to this RFP should demonstrate that their proposed team meets the desired qualifications found in the RFP package

CATEGORY B:

• Does the proposed key personnel have at least 5 years of experience performing services described, such as packing, transporting, and installation

• Can all proposed staff comply with the security airport badging requirements?

• Do Preparator staff have a degree in Art History, Fine Arts, Museum Studies, or a related field?

• Do Preparator staff have at least 2 years of experience in preparation and installation, care, handling, and transport of art objects?

• Proposers to this RFP should demonstrate that their proposed team meets the desired qualifications found in the RFP package

CATEGORY C:

• Does the proposed key personnel have at least 5 years of experience performing services described, such as packing, transporting, and installation

• Can all proposed staff comply with the security airport badging requirements?

• Does the Proposer have access to secure, climate-controlled storage facilities?

SUBMITTAL D & E – WRITTEN/TECHNICAL PROPOSAL

The Written/Technical RFP has four (4) separate parts, each with a maximum page limit requirement. The Respondent is to use Submittal D – Written/Technical RFP Form. All RFP packages should include a cover letter, cover page, and table of contents with clear titles and labels for each Part of the Written/Technical

PART 1 – Qualifications and Experience PART 2 – Understanding of Project Scope PART 3 – Inclusivity Plan

The Cost & Fee Schedule is found in Submittal E. The firm must provide an all-inclusive monthly fee, covering all business expenses it may incur while providing the services for this RFP. The Submittal E form offers a standard format for Proposers to submit estimated costs to LAWA.

SUBMITTAL E – COST PROPOSAL

The Cost Proposal must include the Proposer’s estimated maximum all-inclusive hourly rates for the key personnel positions listed in Categories A and B.

• The cost must include all field office overhead costs and profit to be applied to direct labor

• Proposers must not change the structure of any worksheets, as doing so will invalidate the submission

SUBMITTAL E – CATEGORY B & C

The Cost Proposal must include the Proposer’s estimated maximum all-inclusive hourly rates for the key personnel positions listed in Category B.

• The cost must include all field office overhead costs and profit to be applied to direct labor

The Cost Proposal for Category C includes the Proposer’s estimated costs for art packing, transportation, and storage for small, medium, and large 2D and 3D objects

CATEGORY B Cost Proposal Form CATEGORY C Cost Proposal Form

REMINDERS

• Submit ALL required forms

• Only use the Forms provided to you in the RFP package via Bonfire

• Read the instructions carefully and thoroughly to complete each required form (SIGN & DATE).

• Ensure the firm/organization’s name is used consistently throughout all the administrative forms.

• You will be notified of new or updated information, including any addenda, via the “Public

Notices” tab in Bonfire.

• Check the “Public Notices” tab often to view updated information, especially to any Questions and

Responses/Answers

• Please do not wait until the last minute to complete your submissions in case you encounter any technical difficulties

• If you have any technical problems with Bonfire, please contact Support@GoBonfire.com for assistance.

Please submit all questions to LAWA.Bonfirehub.com via the instructions provided in the RFP.

THANK YOU

https://lawa.bonfirehub.com/opportunities/202174