18-11 Questions and Answers for On Call Art Handling Services 0505-2026-08-RFP-231761.pdf

RFP Reference No.: 0505-2026-08-RFP-231761

Questions and Answers for Request for Proposals for On-Call Art Handling Services (Personal Services)

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

Please review the table below for frequently asked questions and answers.

No. Question Date/Time

Submitted

LAWA RESPONSE

1 Does our DIR number on the Acknowledgement Letter in Submittal need to be active at the time proposal is submitted?

Sep 18, 2026 DIR registration is only required for contractors and subcontractors performing work on a public works project.

This solicitation is for personal services and is not being solicited as a public works project. Proposers that do not have a DIR registration number may indicate "N/A" in the DIR registration field

2 Does the Written/Technical Proposal need to be completed on the Submittal D Form provided or can this be submitted as individual PDF via Bonfire.

Sep 18, 2026 Responses may be uploaded as a separate PDF document through the designated Bonfire upload field, provided the submission clearly addresses all requirements and follows the organization and page limitations identified in the RFP.

3 In Bonfire there are currently 6 slots to upload Submittal D (3 for Category B & 3 for Category C).

Are we to submit the same Written/Technical Proposal for all 6 slots?

Sep 18, 2026 This has been resolved and additional submission fields have been removed.

4 Can we include 1099 subcontractors in our Subcontractor Participation Plan if they do not have certification?

Sep 18, 2026 Yes. Firms may include subcontractors, independent contractors, or other team members in their proposed project team. However, participation by firms that are not certified in the applicable Business Enterprise (BE) program will not count toward satisfaction of the mandatory BE participation requirements. Proposers remain responsible for meeting all required participation goals identified in the solicitation.

6 Section: Submittal C - Required Experience, Category C Requirements, Question 4; AND Exhibit 1, Scope of Services, Category C for a, b, c below:

(a) What environmental specification does LAWA apply to "climate-controlled storage" for purposes of the Submittal C certification? Is there a required temperature and relative humidity range, or a recognized conservation standard against which a Proposer's facility will be evaluated?

Sep 18, 2026 LAWA does not prescribe a specific temperature or relative humidity range for purposes of this solicitation. Proposers should describe the environmental controls, monitoring practices, and storage standards employed at their facilities and demonstrate that such controls are appropriate for the professional storage and preservation of fine art. LAWA may consider the suitability of the proposed storage environment as part of its evaluation of the proposer's qualifications and experience.

7 (b) Exhibit 1 describes the Category C scope as providing "climate and non-climate storage areas."

Does the Submittal C, Question 4 certification require that all storage offered by the Proposer be climate-controlled, or is it satisfied by a Proposer that offers both climate-controlled and/or non-climate storage?

Sep 18, 2026 No. The solicitation requires proposers in Category C to have access to secure, climate-controlled storage facilities.

Proposers may offer both climate-controlled and non-climate-controlled storage solutions; however, they must demonstrate access to climate-controlled storage facilities capable of supporting artworks requiring environmental protection.

8 (c) RFP Section 1.8(A), page 7, states that a Proposer "need not have all the required skills and experience in-house but may assemble a team to provide the necessary skills and experience."

May the climate-controlled storage capability referenced in Submittal C, Question 4 be satisfied through a subcontracted, leased, or teaming-partner facility rather than a facility owned by the Proposer?

Sep 18, 2026 Yes. The solicitation expressly permits proposers to assemble a team through subcontracting, partnering, joint venturing, or similar arrangements. Accordingly, the climate-controlled storage requirement may be satisfied through facilities provided by a subcontractor, teaming partner, or other proposed team member, provided the proposer demonstrates access to the required resources and remains responsible for performance under the contract.

10 Text being questioned: "The term of the contract shall be for one (1) year, beginning approximately in June 2026, with services provided year-round.

Contractors must ensure staff are available for day shifts (8:00 AM - 5:00 PM) and night shifts (10:00 PM - 5:00 AM), as instructed by the LAWA Contract Administrator and the Program Lead."

Question: (a) Does the night-shift availability expectation in Section 5.3 apply to Category C, or is it directed at the installation and de-installation work described under Categories A and B?

Sep 18, 2026 Yes. Section 5.3 applies to contractors awarded under this solicitation. Because transportation, delivery, retrieval, packing, and related logistics activities may be required during periods that minimize operational impacts within an active airport environment, Category C contractors should be capable of supporting work during both day and night shifts when requested by LAWA if/when operations involve pick-up or delivery at airport facilities.

11 (b) If it applies to Category C, is scheduled night delivery on reasonable advance notice sufficient, or must a Category C Contractor maintain a standing overnight crew?

Sep 18, 2026 No, the solicitation does not require a standing overnight crew. Contractors must demonstrate the ability to provide qualified personnel during night-shift hours when directed by LAWA. Staffing approaches are at the discretion of the contractor, provided the contractor can meet schedule and service requirements.

12 (c) Submittal E Form C, unlike Forms A and B, contains no "Maximum All-Inclusive After-Hours Rate" column and no hourly labor classifications. If night work is expected under Category C, how should a Proposer reflect a shift premium in its Form C rates?

Sep 18, 2026 Form C should be completed as provided in the solicitation.

Proposers should incorporate all costs necessary to perform the required storage, transportation, and related services into the pricing structure requested in Form C. Because Form C does not include separate after-hours rate fields, any anticipated after-hours or night-shift costs should be reflected within the proposer's submitted Category C pricing.

13 Section: 1.8 Additional Procurement Instructions, subsection D - Only One Proposal Accepted; and subsection G Page: 7 Text being questioned:

"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."

Sep 18, 2026 The requirement limits each proposer to one proposal submission per category under this solicitation. A proposer may submit a unique proposal for one or more categories.

14 (a) Does being named as a subcontractor on another Proposer's Submittal B preclude that firm from also submitting its own proposal as a Proposer?

Sep 18, 2026 Subcontractors may submit their own proposal. All proposals must be independently developed and submitted and must comply with the solicitation's non-collusion affidavit.

15 (b) May a single subcontractor be named on more than one Proposer's proposal?

Sep 18, 2026 A subcontractor can be named on more than one Proposer's proposal.

18 Section: 3.2 Business Enterprise (BE) Program Participation; and Exhibit 2, Business Enterprise Program Information Page: 16

Text being questioned: RFP Section 3.2 sets the mandatory participation levels as: "Small Business Enterprise (SBE) 10% / Local Business Enterprise (LBE) 0% / Local Small Business Enterprise (LSBE) 0%"Which set of mandatory minimum participation levels governs this solicitation?

Sep 18, 2026 The applicable Business Enterprise participation goals for this solicitation are:

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

Proposers should prepare and submit their participation plans in accordance with these requirements and must demonstrate how these requirements will be achieved through their proposed prime contractor and/or subcontractor team composition as outlined in the Subcontractor Participation Plan.

19 Will a corrected Exhibit 2 bearing RFP No. 0505- 2026-08-RFP be issued by addendum?

Sep 18, 2026 Please see Addendum No. 2 for the revised RFP document "02 Exhibit 2 Business Enterprise Program Information Proposers 0505-2026-08-RFP-231761 [REVISED]"

20 (c) Does a Proposer that is certified by the California Department of General Services as a Small Business and/or Small Business for Public Works satisfy the SBE participation requirement as prime, and at what credit percentage toward the mandatory minimum?

Sep 18, 2026 Yes. Pursuant to Exhibit 2, LAWA recognizes firms certified by the California Department of General Services (DGS) as Small Business (SB), Small Business Public Works (SB(PW)), or Small Business Micro (SB Micro) as eligible for SBE participation credit under LAWA's Business Enterprise Program.

If the prime proposer holds an eligible SBE certification, the prime's participation in the contract is counted as 100% SBE participation. If the proposer utilizes certified SBE subcontractors, participation credit will be calculated in accordance with the requirements set forth in Exhibit 2.

21 1. For Category B, may the five-year key-personnel experience requirement be satisfied through the individual experience of proposed personnel, including subcontracted or independent-contractor personnel, or must the prime proposer itself demonstrate five years of comparable contracts?

Sep 18, 2026 Yes. The solicitation's required experience criteria for Category B refer to key personnel and staff assigned to supervisor/lead roles. Experience may be demonstrated through the qualifications and experience of the proposed team members identified in the proposal. LAWA will evaluate the qualifications of the proposed personnel and overall team in accordance with the solicitation requirements.

22 2. Does the degree requirement in Submittal C apply to every individual proposed as an Art Preparator, or may experienced preparators without a qualifying degree serve on the team when other proposed preparator/key personnel satisfy the education requirement?

Sep 18, 2026 No, the degree requirement does not apply to every individual proposed to serve on the team. The RFP states that key personnel roles (e.g. lead or supervisor) "should" have a degree in Art History, Fine Arts, Museum Studies, or a related field. LAWA recognizes that relevant professional experience may also demonstrate qualifications for preparator roles.

Proposers should clearly identify the education, training, certifications, and professional experience of proposed personnel.

23 3. May the Project Manager, Head Preparator, and Art Preparators proposed for Category B include independent contractors or subcontracted personnel rather than only employees of the prime proposer?

Sep 18, 2026 Yes. The solicitation permits proposers to assemble teams through subcontracting, partnering, joint venturing, and similar arrangements. Proposed key personnel may therefore include subcontracted or independent-contractor personnel, provided the proposer identifies those individuals in its proposal and remains responsible for contract performance.

24 4. If the prime proposer is not currently SBE-certified, may the mandatory 10% SBE goal be satisfied through participation by certified SBE subcontractors?

Sep 18, 2026 If the prime contractor is not SBE-certified, but uses SBE subcontractors on the contract, LAWA will credit the prime contractor with the percentage of total dollars paid to the SBE subcontractors versus the total dollars paid to the prime contractor.

25 Please confirm that the controlling participation goals for this solicitation are 10% Small Business Enterprise, 0% Local Business Enterprise and 0% Local Small Business Enterprise.

Sep 18, 2026 Yes, the Business Enterprise participation goals for this solicitation are:

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

26 Please confirm which rate applies to work performed between 9:00 p.m. and 10:00 p.m. and whether all work performed during the stated night shift should be billed at the after-hours rate. Please also confirm whether overtime performed outside the defined after-hours period should nevertheless be billed at the after-hours rate.

Reference: Request for Proposals, Section 5.3, printed page 28; Submittal E, Forms A and B, Notes 4 and 5.

Relevant language: Section 5.3 defines the night shift as 10:00 p.m. to 5:00 a.m. The cost forms define after-hours work as 9:00 p.m. to 5:00 a.m.

and state that approved overtime will be paid at the after-hours rate.

Sep 18, 2026 For purposes of the cost proposal forms, proposers should use the after-hours definitions and instructions contained in the applicable cost proposal form. In the event of an award, actual work scheduling and compensation for any approved after-hours services will be governed by the contract, task orders, and LAWA direction.

27 Please confirm that the required Commercial Automobile Liability limit is $1,000,000 combined single limit.

Reference: Exhibit 4, Special Insurance Provisions, PDF page 1.

Relevant language: The Commercial Automobile Liability requirement is printed as “$1,0000,000 combined single limit,” which appears to contain an extra zero.

Sep 18, 2026 The required Commercial Automobile Liability limit is $1,000,000 combined single limit.

28 Please confirm whether every staff member proposed in a Preparator role for Category B must hold a degree in Art History, Fine Arts, Museum Studies or a related field. If not, may equivalent professional experience satisfy this requirement?

Reference: Request for Proposals, Section 3.3, printed page 17; Submittal C, Category B Requirements, PDF page 3.

Relevant language: Section 3.3 states that personnel assigned to Preparator roles “should” have a relevant degree. Submittal C asks whether Preparator staff have such a degree and indicates that a “No” response means the proposer is not qualified.

Sep 18, 2026 No. The solicitation states that key personnel (aka lead, manager, or supervisor) "should" possess a degree in Art History, Fine Arts, Museum Studies, or a related field. LAWA will consider the overall qualifications of proposed personnel, including relevant education, training, certifications, and professional experience. Proposers should clearly document the qualifications of all personnel proposed for preparator roles.

29 Please advise what proposers should enter as the Bid/Proposal Amount and each Subcontractor’s Proposed Amount in Submittal B when the contract is on-call and no guaranteed contract value or estimated volume of work has been provided. May subcontractor commitments be stated solely as percentages? If a proposer is responding to both Categories B and C, should it submit one combined participation plan or separate calculations for each category?

Reference: Submittal B, instructions and Subcontractor Participation Plan, PDF pages 3–4;

Exhibit 3, Sections 4.1–4.4, printed pages 3–4.

Relevant language: Submittal B requires a total Bid/Proposal Amount and proposed subcontractor dollar amounts. The sample agreement states that work will be assigned through written task orders and that Los Angeles World Airports is obligated only for the scope and amount authorized in an executed task order.

Sep 18, 2026 Because services will be authorized through individual task orders and no guaranteed contract value is provided, proposers may calculate and present subcontractor participation based on the anticipated utilization methodology described in Submittal B. If proposing for multiple categories, proposers should submit a single participation plan reflecting the overall proposed team and anticipated participation applicable to the categories for which they are submitting.

30 Please explain how the cost proposal will be evaluated and identify the numeric cost that will be used in the normalization formula for each service category. Will cost proposals be evaluated separately by category? If a proposer responds to both Categories B and C, will the Category B and Category C costs be evaluated independently or combined?

Reference: Request for Proposals, Sections 3.5 and 4.2, printed pages 22–23; Submittal E, Forms B and C.

Relevant language: Section 4.2 states that the lowest cost will receive all available cost points and that other scores will be calculated proportionally.

Form B requests three years of hourly and after-hours rates, while Form C requests multiple unit rates without estimated quantities or a calculated total.

Sep 18, 2026 Cost proposals will be evaluated separately for each service category. As stated in Section 4.2, the proposer with the lowest evaluated cost for a category will receive the maximum available points for the cost criterion, and remaining scores will be calculated proportionally using the formula identified in the RFP. Cost proposals submitted for Category B and Category C will be evaluated independently based on the applicable cost proposal form and requirements for each category.

31 Please clarify how Category C pricing should be completed for objects that do not fall squarely within either stated size tier, including objects that weigh more than 200 pounds, objects weighing 40–200 pounds that are not larger than eight feet, and objects weighing less than 40 pounds that are larger than eight feet. Please also confirm how proposers should complete the requested out-of-state transportation ranges and how those ranges will be evaluated.

Reference: Submittal E, Form C, Category C Cost Proposal.

Relevant language: Form C defines the Small/Medium tier as objects up to 39 pounds and no larger than eight feet in any dimension. It defines the Large tier as objects weighing 40–200 pounds and larger than eight feet in any dimension. The transportation section requests dollar ranges per $5,000 and $10,000 of value, although the workbook instructions otherwise require numeric entries in every blank.

Sep 18, 2026 Proposers should use the pricing tier that most closely reflects the anticipated handling, packing, transportation, and storage requirements of the object. If additional assumptions are necessary to develop pricing, proposers should clearly identify those assumptions in their proposal. LAWA reserves the right to seek clarification during evaluation.

32 Please confirm which rate applies to work performed between 9:00 p.m. and 10:00 p.m. and whether all work performed during the stated night shift should be billed at the after-hours rate. Please also confirm whether overtime performed outside the defined after-hours period should nevertheless be billed at the after-hours rate.

Reference: Request for Proposals, Section 5.3, printed page 28; Submittal E, Forms A and B, Notes 4 and 5.

Relevant language: Section 5.3 defines the night shift as 10:00 p.m. to 5:00 a.m. The cost forms define after-hours work as 9:00 p.m. to 5:00 a.m.

and state that approved overtime will be paid at the after-hours rate.

Sep 18, 2026 For purposes of the cost proposal forms, proposers should use the after-hours definitions and instructions contained in the applicable cost proposal form. In the event of an award, actual work scheduling and compensation for any approved after-hours services will be governed by the contract, task orders, and LAWA direction.

33 Please confirm whether the Contractor Responsibility Program Questionnaire and Contractor Responsibility Program Pledge of Compliance must be submitted with the proposal or only if requested during negotiations. If they are required with the proposal, please confirm where they should be uploaded in Bonfire.

Reference: Request for Proposals, Section 4.5, printed page 25; Exhibit 3, Section 20.2, printed page 18.

Relevant language: Section 4.5 states that additional financial-resources and responsibility information may be requested during negotiations and contract preparation. Section 20.2 of the sample agreement states that the Contractor Responsibility Program Questionnaire and Pledge of Compliance must be submitted with the proposal.

Sep 18, 2026 The Contractor Responsibility Questionnaire and Contractor Pledge of Compliance are not required when submitting your proposal but will be required during contract negotiation and mandatory for contract execution.

34 Please confirm whether this solicitation is considered a public works project and whether California Department of Industrial Relations registration is mandatory for proposers and subcontractors responding to Categories B and C.

If registration is not required for those categories, what should an unregistered proposer enter in the Department of Industrial Relations number field?

Reference: Acknowledgment Letter, PDF page 2, “Department of Industrial Relations.”

Relevant language: The Acknowledgment Letter states that no contractor or subcontractor may be listed on a proposal or awarded a contract for a public works project unless registered with the California Department of Industrial Relations, and it requests the proposer’s registration number.

Sep 18, 2026 No. This solicitation is for personal services and is not being procured as a public works project. Therefore, DIR registration is not required for proposers or subcontractors solely for purposes of responding to this solicitation.

Proposers that do not maintain a DIR registration may enter "N/A" in the DIR registration field on the Acknowledgement Letter.

35 Please confirm whether the questions and answers issued under the cancelled On-Call Art Handling Services solicitation remain applicable to this reissued solicitation. If any prior responses remain applicable, will Los Angeles World Airports incorporate or republish them through Bonfire?

Reference: “QA for RFP Art Handling Services” issued under the prior solicitation.

Relevant language: The reissued solicitation contains substantially similar requirements, but the prior questions-and-answers document is not included in the current supporting documentation.

Sep 18, 2026 The current solicitation and its associated addenda, notices, and question-and-answer releases constitute the official procurement documents for this solicitation. Proposers should rely only on information issued under the current solicitation.

36 Please confirm the anticipated contract commencement date and whether the intended maximum contract term is three years, consisting of an initial one-year term and two one-year renewal options.

Reference: Request for Proposals, Sections 1.1 and 5.3, printed pages 3 and 28; Exhibit 4, PDF page 1; Submittal E, Forms A and B.

Relevant language: The Request for Proposals describes an expected one-year contract with two renewal options, and Section 5.3 lists an approximate commencement date of June 2026.

Exhibit 4 identifies the term as three years, and the cost forms request rates for Years 1, 2 and 3.

Sep 18, 2026 The anticipated contract start date is November 2026. The contract consists of a one (1)-year term with options to renew for two one year renewal options for a total maximum contract length of three (3) years.