6-Pumps, Heat Exchanger Parts and Repairs at LAX and VNY Pre-Bid Conference PowerPoint Slides.pdf

LAWA IS COMMITTED TO 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.

Procurement Inclusivity

Important Notice

• This presentation provides a summary of the Request for Bid (RFB) specifications and requirements.

• It does not cover every required element in detail.

• Nothing presented here overrides or replaces the official RFB documentation.

Proposer Responsibility

• Ensure your Bid documents are complete and accurate.

• Follow all information and requirements outlined in the RFB.

Questions & Answers

• No live Q&A during this meeting.

• All questions must be submitted in writing via Bonfire/Euna Procurement – Vendor Discussions.

Disclaimer

• Welcome / Introductions

• Procurement Timeline

• Technical Specifications – Scope of Work

• Bid Documents

• Bid Clauses

• Bid Worksheets

• Administrative Requirements

• Checklist

• Mandatory Forms

• Submissions

• Reminders

Agenda

Procurement Timeline

RFB Released / Issued Friday, September 4, 2026 4:00 PM, Pacific Time

Pre-Bid Conference Wednesday, September 9, 2026 10:00 AM, Pacific Time

Initial Deadline to Submit Questions Thursday, September 24, 2026 4:00 PM, Pacific Time

Bid Due Date (Deadline to Submit) Thursday, October 15, 2026 4:00 PM, Pacific Time

Bid Results Communication

The Sourcing and Economic Impact Group will make every reasonable effort to tabulate and post bid results within ten (10) business days after the bid due date. This timeline is subject to verification of specifications, certifications, and administrative requirements.

Bid results (recap) will be posted on LAWA’s Euna Procurement (formerly Bonfire) portal (bonfirehub.com) under “Public Notices.” Please log in to Euna Procurement/Bonfire to access the bid recap document.

Bid results will not be communicated by telephone, email, or fax.

Conveyance Monitoring @ LAX Scope of Work Overview

Pumps, Heat Exchanger Parts and Repairs at LAX and

VNY

• This contract is intended to provide LAWA with a responsive source for pump and heat exchanger parts, repairs, and related services at both LAX and VNY. Vendors should review the Bid Worksheets carefully, understand that listed equipment is representative rather than exhaustive, and be prepared to support similar equipment throughout the contract term

Pumps, Heat Exchanger Parts and Repairs at LAX and

VNY

• Contract consists primarily of parts supply, with labor provided on an as-needed basis

• Parts requests will typically include a part number and/or equipment nameplate information to support accurate quoting

• Delivered items will be inspected upon receipt;

damaged or incorrect items shall be replaced at the Contractor's expense

Pumps, Heat Exchanger Parts and Repairs at LAX and

VNY

• Quotes should include estimated delivery lead times (ETA) for all requested items

• Deliveries and services will primarily be performed at the Central Utility Plant (CUP), 275 Center Way, Los Angeles, CA

• Shipping charges exceeding $75 must be supported by original documentation

• No LAWA badge is required to perform work under this contract

Bid Documents

Bid Clauses Form

Bid Clauses Form How to Complete the Bid Document

• Read the RFB, attachments, required forms, and any addenda.

• Understand all conditions before submitting your bid.

Review All Materials

• Fill out the Mandatory Bid Signature Form and sign it.

Complete & Sign

•“LAWA bonfirehub.com” refers to the Bonfire portal:

https://lawa.bonfirehub.com/portal

Portal Information

• PRODUCT SAFETY: Safety Approval – Electrical

• ACCOUNTING: Option for Authorization for Additional Work/Items

• LAWA PROTECTION: Local Business Preference Program (LBPP)

• PAYMENT TERMS: Payment Terms

• Mandatory Bid Signature Form

Key Sections to Answer

• Tell us why in the Vendor Discussions tab on the Bonfire portal.

• Your feedback helps LAWA improve future bids.

If Not Bidding

Bid Clauses Form Examples

Bid Tables

Bid Worksheet (Fixed Price)

Bid Worksheet (Fixed Price)

Bid Worksheet (Discount/Mark-Up)

Bid Worksheet (Discount/Mark-Up)

The Administrative Requirements are a set of policies, forms, and procedures that contractors must comply with when working for LAWA and the City of Los Angeles. These requirements are mandated by one of three authorities: the Los Angeles City Charter, the Los Angeles Municipal Code, or the Los Angeles Administrative Code.

Submitting an incomplete form or failing to submit a required form may deem bids/proposals as non-responsive and could result in their rejection.

Administrative Requirements Video Link below Administrative Requirements | Los Angeles World Airports https://www.lawa.org/lawa-businesses/lawa-administrative-requirements

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

Administrative Requirements Checklist Download this checklist to track required documents:

Vendor Identification Form

How to Complete:

Requires you to provide general information about a bidder/proposer’s business (e.g., address, phone number, taxpayer ID number & W-9, contact person’s information, etc.)

Also requires Seller’s Permit number, California Secretary of State Entity number, City of L.A. Business Tax Registration Certificate (BTRC) number, California Franchise Tax Board forms, and information on the firm’s City of Los Angeles contracts, if applicable.

Ensure that all the information provided in this form is current and accurate, as we use this form to establish the contract in our financial management system and to create purchase orders and process payments if you are the selected vendor or contractor.

Ensure that the firm name is used consistently throughout all Administrative Requirement(s) forms.

Affidavit of Non-Collusion

How to Complete:

Requires you to certify that a bid or proposal 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 bid/proposal will render the bid/proposal non-responsive and will result in its rejection.

Municipal Lobbying Ordinance (CEC Form 50)

Why It’s Needed:

The City’s Municipal Lobbying Ordinance requires certain individuals and entities to register with the

City Ethics Commission. It requires public discourse of certain lobbying activities, including money received and spent in connection with such activities.

By signing this form, you are certifying that the bidder/proposer acknowledges and agrees to comply with the disclosure requirements and prohibitions established in the ordinance.

Failure to sign and submit the CEC Form 50 with the bid/proposal WILL render the bid/proposal non-responsive.

Any bids/proposals submitted with an incomplete form WILL be deemed nonresponsive.

Municipal Lobbying Ordinance (CEC Form 50)

How to Complete:

1. Check the applicable box:

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.

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 Bid/Proposal number.

3. Awarding Authority:

Los Angeles World Airports

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

Bidder Contributions (CEC Form 55)

Why It’s Needed:

Bidders/proposers, 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 Bid until the contract approval or expiration.

Bidder/proposer’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 bid/proposal WILL render the bid/proposal non-responsive.

Any bids/proposals submitted with an incomplete form WILL be deemed nonresponsive.

Bidder Contributions (CEC Form 55)

How to Complete:

1. Schedule A:

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

2. Schedule B:

Check the applicable box. If 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.

Bidder Contributions (CEC Form 55)

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.

Bidder Contributions (CEC Form 55)

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.

Selected Contractor Requirements

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

• Living Wage Ordinance

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

Insurance Business Tax Registration

Certificate (BTRC)

Administrative Requirements Recap

1Submit ALL required forms. 2Use the forms provided in the RFB package.

Read the instructions carefully and thoroughly to complete each required form

(SIGN & DATE).

Ensure the firm name is used consistently throughout the forms.

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

mailto:Support@GoBonfire.com

Reminders

Submit your questions in writing via Bonfire’s “Vendor Discussions” tab, and SSD will address them formally. Rely only on the information in the RFB or information changed by written addenda.

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.

Submit your bid before the closing date and time.

Upload all completed required documents to their associated file name in Bonfire