4-01 Pumps, Heat Exchanger Parts and Repairs at LAX and VNY SOW.pdf

CITY OF LOS ANGELES

Los Angeles World Airports Central Utility Plant

Specifications

Pumps, Heat Exchanger parts and Repairs at LAX and VNY

Specifications – Pumps, Heat Exchanger Parts and Repairs at LAX

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CITY OF LOS ANGELES – LOS ANGELES WORLD AIRPORTS IS REQUESTING

A BID FOR PUMPS, HEAT EXCHANGER, REPAIR AND REPLACEMENT PARTS

1.0 BACKGROUND INFORMATION

The Central Utility Plant (CUP) includes various types of pumps located throughout terminals and buildings within LAWA properties. These pumps provide and maintain heating and cooling services essential to passengers, tenants, and employees at Los Angeles International Airport.

2.0 SCOPE OF WORK

Los Angeles World Airports (LAWA) is seeking qualified vendors to supply components, parts, and labor necessary for pump systems, heat exchangers, and related equipment. Services include repair, replacement, and maintenance activities as needed. All parts, materials, and labor shall be delivered and performed at the CUP located at 275 Center Way, Los Angeles, California 90045.

The Contractor shall provide all required goods and services as detailed in the Bid Worksheets and shall ensure that any additional materials or services offered enhance the fulfillment of LAWA’s operational needs. Optional materials or services that are not explicitly required but support the scope of work may be proposed and shall be clearly identified and separately priced.

No work shall be performed, and no costs shall be incurred, unless explicitly authorized by an approved LAWA Purchase Order (PO).

All parts supplied shall be new and unused. Replacement cycles referenced herein are estimates only and are intended for planning purposes; they do not constitute guaranteed schedules, mandatory replacement intervals, or commitments by LAWA to purchase parts at any specific frequency.

Warranty requirements for all materials and workmanship are defined in Section 5.5, “Warranty”. For clarity, the warranty period shall commence upon final written acceptance of the work by LAWA, not at the time of installation.

LAWA does not guarantee or commit to the purchase of any minimum quantity of parts or services under the term of this contract.

Subcontracting may be utilized at the Contractor’s discretion. LAWA encourages the use of local and small businesses, particularly firms certified as Small

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Business Enterprise (SBE) and/or Local Business Enterprise (LBE) within Los Angeles County.

All subcontractors shall meet the same insurance, safety, security, and regulatory compliance requirements as the prime Contractor, as applicable to the scope of work being performed. Use of subcontractors shall not relieve the Contractor of full responsibility and accountability for the performance, quality, and timeliness of all work performed under the contract. The Contractor shall remain solely responsible for ensuring that all subcontracted work complies with the terms and conditions of this agreement.

The Contractor shall identify the approximate distribution of labor and materials associated with the work, consistent with the Bid Worksheet.

The Contractor shall provide written status reports to the LAWA Contract Administrator within five (5) business days after completion of work tasks.

3.0 TERMS AND CONDITIONS

The Contractor shall comply with all LAWA General Terms and Conditions. All parts and services provided shall meet LAWA standards and applicable regulatory requirements.

4.0 PERIOD OF PERFORMANCE

The contract term shall be for five (5) years from the effective date, following completion of LAWA’s procurement requirements.

4.1 Service Hours

The Contractor shall be prepared to adjust work schedules to meet LAWA’s operational requirements as directed by the assigned project manager. Standard service hours are Monday through Friday, 7:00 a.m. to 3:30 p.m., with overtime hours from 3:30 p.m.

to 7:00 a.m., and weekend and City-recognized holiday service as required.

The Bid Worksheet attached to this solicitation provides representative equipment, parts, manufacturers, and estimated service hours for the purpose of establishing pricing.

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The Contractor shall provide all labor, materials, parts, and services necessary to support the repair, replacement, and maintenance of CUP pump systems and heat exchangers, including but not limited to those identified in the Bid Worksheets.

The items listed in the Bid Worksheets are not exhaustive and are intended to establish pricing. The Contractor shall support similar equipment and components as required to maintain CUP operations.

The service hours and quantities identified in the Bid Worksheet and this Section are estimates only and are provided for planning and bid evaluation purposes. LAWA does not guarantee any minimum volume, frequency, or amount of work under this contract.

Work shall be performed solely on an as-needed basis and only when authorized through an approved Purchase Order.

The total number of service hours indicated in the Bid Worksheet is an estimate and may vary depending on LAWA’s operational needs.

4.2 Service Locations

Work shall be performed at the (LAX) Airports Utilities and Controls Division (AUCD), located at 275 Center Way, Los Angeles, California 90045. This contract shall also include Van Nuys Airport (VNY), located at 16461 Sherman Way, Van Nuys, CA 91406.

Exact service location at VNY shall be provided to the Contractor upon award. The Contractor shall be responsible for all goods in transit and any associated claims for damage or loss.

Field access may require compliance with site-specific requirements, including insurance, security clearances, or access to restricted areas as applicable.

The Contractor shall be solely responsible for obtaining and maintaining all required badges, clearances, escorts, and access approvals necessary to perform the work. Any delays associated with security processing, badging, escort availability, or access restrictions shall be considered part of normal operating conditions and shall be the Contractor’s responsibility. No additional compensation, schedule adjustments, or claims for delay will be approved by LAWA due to such routine security or access requirements.

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5.0 CONTRACTOR RESPONSIBILITIES

5.1 Service Hours

The Contractor shall be prepared to adjust work schedules to meet LAWA’s operational requirements as directed by the assigned project manager. Standard service hours are Monday through Friday, 6:00 a.m. to 4:00 p.m., with overtime hours from 4:00 p.m.

to 6:00 a.m., and weekend and City-recognized holiday service as required.

The Bid Worksheets attached to this solicitation provide representative equipment, parts, manufacturers, and estimated service hours for the purpose of establishing pricing.

The Contractor shall provide all labor, materials, parts, and services necessary to support the repair, replacement, and maintenance of CUP pump systems and heat exchangers, including but not limited to those identified in the Bid Worksheets.

The items listed in the Bid Worksheet are not exhaustive and are intended to establish pricing. The Contractor shall support similar equipment and components as required to maintain CUP operations.

The service hours and quantities identified in the Bid Worksheet and this Section are estimates only and are provided for planning and bid evaluation purposes. LAWA does not guarantee any minimum volume, frequency, or amount of work under this contract.

Work shall be performed solely on an as-needed basis and only when authorized through an approved Purchase Order.

The total number of service hours indicated in the Bid Worksheet is an estimate and may vary depending on LAWA’s operational needs.

5.2 Quotes and Purchase Orders

For each LAWA Purchase Order request, the Contractor shall provide a detailed quote that includes costs for all materials, parts, and labor required to perform the work. LAWA will issue a Purchase Order (PO) based on the approved quote.

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The Contractor shall perform work strictly in accordance with the issued Purchase Order. Any changes to scope, pricing, or schedule shall require a revised quote and written approval from LAWA prior to implementation. Revised quotes shall be used to update or generate new Purchase Orders.

In emergency situations, the Contractor shall provide a quote within two (2) business days of the event.

5.3 Materials, Parts, and Services

All services, materials, and parts shall be provided only as specified in approved quotes and Purchase Orders. Each quote shall include a detailed description of services, including timelines, labor, materials, and applicable mark-ups or discounts. Work shall be completed within the approved cost and timeframe.

The Contractor shall meet the following minimum response times:

• Emergency: Response within four (4) hours

• Urgent: Response within two (2) business days

• Parts and Routine Services: Response within three (3) to five (5) business days.

The Contractor shall be responsible for verifying and confirming that all parts, components, and materials supplied are fully compatible with existing LAWA systems, equipment, and operational requirements. The Contractor shall ensure proper fit, function, and integration with existing infrastructure. Any costs associated with incompatible, incorrect, or improperly specified parts—including removal, replacement, and associated labor—shall be borne solely by the Contractor at no additional cost to LAWA.

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5.4 Insurance Requirements

The Contractor shall maintain all required insurance coverage as determined by LAWA Risk Management.

All required insurance policies shall be maintained in full force and effect for the entire duration of the contract term, including any extensions or renewals. Proof of insurance, in a form acceptable to LAWA Risk Management, must be submitted and approved by LAWA prior to the issuance of the first Purchase Order (PO) and prior to the commencement of any work.

Failure to maintain required insurance coverage at any time during the contract term may result in suspension of work, withholding of payments, or termination of the contract.

5.5 Warranty

All warranty requirements for materials and workmanship are consolidated within this Section and apply to all work performed under this contract.

The Contractor shall guarantee all materials and workmanship for a period of one (1) year. The warranty period shall commence upon final written acceptance of the work by LAWA, not upon installation or delivery of materials.

The Contractor shall promptly correct, repair, or replace any defective or non-conforming work, materials, or equipment identified during the warranty period at no additional cost to LAWA.

This includes all associated labor, materials, transportation, and any incidental costs necessary to restore the work to compliant condition.

5.6 Failure to Perform

Failure to comply with the requirements of this agreement may result in contract termination. LAWA reserves the right to document non-performance and recover damages resulting from failure to meet contractual obligations.

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5.7 Safety & Compliance

The Contractor shall be solely responsible for complying with all applicable safety requirements, including but not limited to Occupational Safety and Health Administration (OSHA), California Division of Occupational Safety and Health (Cal/OSHA), and all Los Angeles World Airports (LAWA) safety rules, policies, and procedures.

The Contractor shall ensure that all personnel, including subcontractors, are properly trained and equipped to perform work safely and in full compliance with applicable regulations.

The Contractor shall be fully liable for any safety violations, citations, penalties, fines, or damages resulting from non-compliance with applicable safety requirements.

5.8 Environmental Compliance

The Contractor shall comply with all applicable federal, state, and local environmental laws and regulations in the performance of work under this contract.

The Contractor shall be responsible for the proper handling, storage, transportation, and disposal of all replaced parts, fluids, and waste materials in accordance with applicable requirements.

The Contractor shall be solely responsible and liable for any spills, releases, contamination, or environmental damage caused by its operations, including all required cleanup, remediation, reporting, and associated costs, at no additional expense to LAWA.

5.9 No Professional Services

This contract is limited to the provision of commodities and non-professional services.

No professional engineering, design, or other licensed professional services are included or authorized under this contract. Any services requiring professional licensure shall not be performed unless separately procured and expressly authorized by LAWA under a different agreement.

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6.0 RISKS AND CONSTRAINTS

6.1 Incidental Work

The Contractor shall perform all incidental work necessary to complete the services in accordance with the intent of the scope of work.

Incidental work shall be limited to work that is (i) necessary for the proper completion of the authorized services, (ii) customarily performed in connection with such services, and (iii) reasonably within the general scope of the applicable Purchase Order (PO).

Incidental work that falls outside these conditions shall not be performed without prior written approval from LAWA and may require a revised quote and amended or additional Purchase Order.

6.2 Change Notification

If changes in federal, state, or local laws and regulations affect the scope of work, the Contractor and LAWA shall mutually review such changes and determine whether adjustments to the scope are necessary.

No adjustment to compensation, schedule, or scope of work shall be made unless expressly authorized in writing by the LAWA Contract Administrator.

The Contractor shall keep LAWA fully informed of all activities related to services, materials, and parts.

6.3 Subcontractor Services

Any third-party materials or services require LAWA approval and must be clearly identified within the scope of work.

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7.0 ACCEPTANCE CRITERIA

All materials, parts, and services shall be subject to inspection by LAWA to ensure compliance with requirements and standards. The Contractor shall correct any deficiencies identified at no additional cost.

7.1 Inspection

All completed work shall be inspected by LAWA to ensure compliance with specifications.

7.2 Final Acceptance

Final acceptance shall occur only upon written approval by a designated LAWA project manager.

Acceptance of work by LAWA shall not be deemed a waiver of any rights under the contract, including warranty provisions specified in Section 5.5. The Contractor shall remain responsible for all latent defects, deficiencies, or non-conforming work discovered after acceptance within the applicable warranty period. LAWA reserves the right to require correction, repair, or replacement of such defects at no additional cost.

8.0 PAYMENT CONDITIONS

8.1 Cost Expectations

All costs associated with materials and services shall be paid in accordance with the approved Bid Worksheet or clearly defined costs in the Contractor’s proposal.

8.2 Hourly Rates

Hourly rates shall be fully inclusive of all labor, benefits, overhead, insurance, materials, supplies, travel, administrative costs, and profit.

Hourly rates shall also include all costs associated with mobilization and demobilization, including travel to and from the work site, site setup, and removal of equipment and materials. No separate or additional charges shall be permitted for these activities.

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No separate charges shall be allowed for administrative functions, estimating, proposal preparation, or any similar activities related to obtaining or performing work under this contract. All such costs shall be deemed included in the Contractor’s proposed rates.

8.3 Payment Expectations

LAWA shall not be obligated to pay for unsatisfactory or undelivered services. Payment shall be contingent upon satisfactory completion and acceptance.

8.4 Correction Costs

All costs resulting from Contractor error or negligence, including correction of work or damages to LAWA property, shall be borne by the Contractor.