5-02 Specifications for General Hardware and Supplies.pdf

CITY OF LOS ANGELES

Los Angeles World Airports Facilities Management Division

General Hardware, Tools, Equipment, Supplies, and Inventory Management

Assistance Services

Specifications

1. Background Los Angeles World Airports (LAWA) operates Los Angeles International Airport (LAX) and Van Nuys Airport (VNY), two major aviation facilities that support passenger travel, business activity, and regional connectivity throughout Southern California. With millions of travelers, employees, contractors, and stakeholders relying on airport services each year, both airports depend on a wide range of infrastructure, systems, and support functions working seamlessly behind the scenes.

The Facilities Management Division (FMD) helps keep airport operations running by maintaining facilities and ensuring employees have the resources needed to perform their work. General hardware, tools, equipment, and supplies support maintenance, administrative, and operational activities across LAX and VNY. By providing these resources when and where they are needed, FMD helps sustain safe, efficient, and uninterrupted airport operations.

2. Scope of Work General Hardware and Maintenance Supplies lease consider the following sentence revision: “The Contractor shall furnish and deliver, to LAX Warehouse, general hardware and maintenance-related supplies on an as-needed basis. The supplies shall be used in support of maintenance, repair, and operational activities at LAX, VNY, and LAWA's outlying facilities. The contract shall apply only to the items, materials, and product categories identified in the Bid Worksheet and any contract-related documents authorized by LAWA. Items not identified in the Bid Worksheet or otherwise expressly authorized by LAWA will be considered outside the scope of this contract. Alternate, substitutions, and equal parts may be permitted as approved in writing by LAWA. However, no alternate, substitutions, or equal parts shall be accepted for Graffiti Films from Graffiti Shield. All products furnished under this contract shall be new, unused, and shall comply with applicable manufacturer specifications, industry standards, and all contract requirements.

Inventory Management Assistance Services

The Contractor shall provide onsite Inventory Management Assistance Services in support of FMD's daily operations. These services include inventory control activities, material availability, inventory accuracy, recordkeeping, and assistance for employees seeking inventory-related information. Contractor personnel shall assist with the efficient tracking of general hardware and maintenance-related supplies and help FMD maintain accurate inventory records and adequate stock levels.

The Contractor shall also provide inventory assistance for designated shops or work units to support the timely replenishment of commonly used hardware and maintenance-related supplies. Services shall include conducting periodic inventory checks, monitoring stock levels on behalf of designated shop managers or LAWA representatives, and identifying items that may require replenishment. The Contractor shall provide inventory updates, item lists, and reorder recommendations to LAWA to help prevent stock shortages and maintain operational continuity.

Inventory Management Assistance Services shall be performed only as authorized by LAWA and shall not authorize the Contractor to place orders, substitute products, or commit LAWA funds without an approved LAWA Purchase Order or other written authorization.

Inventory assistance duties will include the following:

• Assisting employees with inventory and supply inquiries.

• Researching item availability and stock levels.

• Assisting with the issuance and tracking of inventory items.

• Supporting inventory record maintenance and documentation.

• Assisting with inventory counts and reconciliation activities.

• Monitoring inventory levels and identifying items requiring replenishment.

• Providing information regarding item locations and availability.

• Supporting inventory reporting and inventory management system updates.

• Coordinating with FMD staff to address inventory discrepancies and material-related issues.

• Assisting with the distribution of materials and supplies to authorized personnel.

• Maintaining professional and responsive service when supporting inventory-related requests.

Delivery, Storage, & Handling

The Contractor shall be responsible for the delivery, storage, and handling of the general hardware, maintenance-related supplies, materials, and equipment purchased under this contract. The efficient receipt, movement, safeguarding, and distribution of materials will account to minimize disruptions to ongoing airport operations.

The Contractor shall check in and deliver all products and materials to the LAX Main Warehouse located at 7409 World Way West, Los Angeles, California 90045. The Contractor shall own and be responsible for all goods in transit. The Contractor accepts full responsibility for the security against loss or damage to the equipment involved while in their possession or the possession of their agent(s). The Contractor shall reimburse LAWA for any loss or damage to LAWA equipment in their care or custody.

Upon delivery, drivers shall provide LAWA with all required delivery documentation for materials and equipment received. All materials shall be subject to inspection by LAWA personnel. Any materials found to be damaged, defective, or otherwise non-compliant shall be rejected and returned to the Contractor. The Contractor shall be responsible for providing full replacement of rejected materials at no additional cost to LAWA. Final acceptance of materials shall occur only upon LAWA's verification and written approval.

All prices quoted shall include delivery and unloading to the specified location.

Deliveries shall be made within five (5) business days after order receipt unless otherwise approved by LAWA.

3. Contractor Responsibilities The Contractor shall supply materials that conform to contract specifications and are fit for their intended purpose. Where applicable, materials shall be compatible with existing equipment and systems. The Contractor shall promptly notify LAWA in writing of any supply chain disruptions, delays, discontinued products, product availability issues, or other circumstances that may affect its ability to meet contract requirements. The Contractor shall also notify LAWA of any circumstances that may affect product specifications, lead times, or pricing. Advance written notification shall not relieve the Contractor of its obligation to perform unless otherwise approved by LAWA in writing.

To maintain the integrity of the supply process, partial deliveries shall not be made without prior approval from LAWA. No substitute product shall be delivered unless approved in writing by LAWA before delivery. The Contractor shall issue full credit for all returned items within two (2) weeks of return, including all applicable fees and shipping costs. The Contractor shall promptly correct, at no additional cost to LAWA, any errors involving incorrect deliveries, nonconforming products, defective materials, or other Contractor-related issues.

As part of the Inventory Management Assistance Services, the Contractor shall work in coordination with LAWA personnel to observe, count, document, and monitor stock levels for LAWA's review. The Contractor shall conduct inventory checks at intervals authorized by LAWA and provide inventory updates, item lists, and replenishment recommendations to the designated LAWA representative or shop manager. LAWA shall retain sole authority to approve, modify, or reject any recommendation before requesting a quote or issuing a Purchase Order.

To verify compliance with Contract requirements, LAWA reserves the right to inspect the Contractor's facilities, inventory records, and operations. Repeated failure to meet response times, delivery requirements, product quality standards, or other contractual obligations may result in corrective action, suspension of ordering privileges, or termination of the Contract, as determined by LAWA.

4. Pricing, Quotes, and Payment

Pricing under this Contract shall be based on the Bid Worksheet and any contract-related documents authorized by LAWA. Pricing shall include all costs necessary to furnish the required items and perform authorized services. Any costs associated with Inventory Management Assistance Services, including labor, inventory checks, stock-level monitoring, coordination, administrative activities, and documentation, shall be included in the Contractor's pricing.

Estimated annual quantities, labor hours, and dollar amounts identified in the Bid Worksheet are provided for evaluation purposes only and do not guarantee any level of purchases or services. Pricing submitted in the Bid Worksheet shall remain firm during the first year of the Contract. Any proposed price adjustments thereafter shall be subject to LAWA's written approval.

The Contractor shall submit quotes to LAWA staff, or an authorized designee, for review and approval prior to fulfilling any order. The Contractor shall respond to standard quote requests within five (5) business days and emergency quote requests within two (2) business days. All quotes shall be based on the applicable Bid Worksheet pricing and any contract-related documents authorized by LAWA and shall include all associated costs.

Payment shall be made only for goods that have been delivered, inspected, and accepted by LAWA and in accordance with the terms and conditions of an approved Purchase Order. No goods, services, or deliveries shall be provided without an approved LAWA Purchase Order or other written authorization from LAWA. LAWA does not guarantee any minimum quantity of purchases, services, or expenditures under this Contract.