Addendum 2 RFP PW-25-525_Final.pdf

Department of Financial Management 411 West Ocean Boulevard, 6th Floor

Long Beach, CA 90802

(562) 570-6425

April 22, 2025

NOTICE TO PROPOSERS

ADDENDUM NO. 2: Q&A

RFP No. PW-25-525 As-Needed Litter & Encampment Abatement

This addendum changes and supersedes the language in the original RFP. Please acknowledge receipt of this addendum by signing and submitting with your proposal. Any proposer who fails to submit this addendum may be disqualified.

The City would like to remind Proposers that pursuant to Section 5.2.26 of the RFP, the City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

The city would like to make the following clarifications:

To determine an employee's craft or classification, particularly for prevailing wage projects, the key factor is the actual work performed, not just the job title or experience.

You need to analyze the employees’ tasks, tools used, materials handled, and the overall scope of their work. The California Department of Industrial Relations (DIR) provides wage determinations and classifications, and you should review those to determine the appropriate category for the employee's work. You can see details for each class and classification, including their group, on the DIR Prevailing Wage site https://www.dir.ca.gov/oprl/DPreWageDetermination.htm

The questions and answers are as follows:

1. Q: Who currently provides these services? Please provide a copy of the current contract and current rates.

A: There is no current contract.

2. Q: What is the approximate value of this contract?

A: Approximate value for this contract is $500,000 annually.

3. Q: Section 4.2 states we should provide our Cost Proposal in Excel format but is vague on what content to provide, exactly, and there is no form attached for us to complete. Please provide more details as to what we should submit for pricing, so you do not receive a wide variety of Cost Proposals.

https://www.dir.ca.gov/oprl/DPreWageDetermination.htm

Addendum No. 2 RFP PW-25-525

A: Provide the per hour and per day rate needed for the scope of services. For example, provide the hourly rate and per day (8-hour) rate for (1) laborer, (1) supervisor, (1) dump load and 1 additional laborer and 1 additional supervisor and additional dump loads rate per load. (Cost Proposal template in addendum to follow.)

4. Q: Do we need to complete all fields in the online Quote page on Long Beach

Buys? Please explain.

A: Please follow instructions in the Seller’s Guide.

5. Q: Do you want us to submit the Cost Proposal as a separate document?

A: Yes

6. Q: Please provide more details regarding the “trauma-informed guiding principles” training the successful contractor will need to take post-award.

A: The City will provide the trauma-informed guiding principles and related training after the contract is awarded to the contractor. The Long Beach Police Department (LBPD) manages the contact with the person(s) experiencing homelessness (PEH) while an encampment is cleared and remains on site during the cleanup.

7. Q: Are work hours 7 to 5 daily, or an 8-hour day? Please clarify.

A: Yes, 7 am to 5 pm daily, Monday through Friday.

8. Q: What are your response time expectations for planned work and emergency response work?

A: For planned work, 2 to 3 days. For emergencies, 1 to 2 hours response time.

9. Q: The only way to provide all required info in 25 pages is to provide concise responses. What is included in the 25 pages and what is not? Is it okay to provide required info via appendices (e.g., case studies, resumes, equipment lists, other pertinent info)?

A: In the narrative, be concise and include items referenced in section 4.3 Narrative Proposal Template, limiting yourself to 25 pages.

10. Q: It is extremely unusual to see this question in an RFP: “Describe […] your demonstrated understanding of systemic racism.” Is there any guidance you can provide as to the kind of answer you are expecting for this?

A: Describe your organization’s experience working with vulnerable populations and diverse communities.

11. Q: Are you sure the labor determination is 2024-2 and not 2025-1, as this was advertised on March 13, 2025?

A: Correct Wage Determination is: 2025-1 https://www.dir.ca.gov/oprl/2025-1/PWD/index.htm

12. Q: What should be done with the hazardous waste found on site?

A: Hazardous Waste will be properly disposed of by the contractor. A California Contractors State License Board (CSLB) License with a Hazardous Waste Endorsement is required for this RFP.

13. Q: Will there be an option to include an annual increase?

A: Yes.

14. Q: page 7 says the city will dispose of all debris off site. If so, how are contractors expected to provide "tonnage receipts"?

A: Contractors will be responsible to dispose of all debris off site. Tonnage receipts will be required.

15. Q: will the contract be awarded to multiple parties or one sole company?

A: The contract may be awarded to up to 3 contractors that will share the annual authority.

16. Q: Public Works Case No. 2005-028 says "Bio waste collection at homeless camps" is not subject to prevailing wage. Can you comment on this?

A: Bio waste collection, when it’s part of a public works project, is subject to prevailing wage requirements, as it falls under the category of "maintenance" work.

The off-hauling and disposal of refuse from a public works maintenance site, including bio waste, is also subject to prevailing wage requirements under Labor Code Section 1720.3.

17. Q: Which licenses will be required?

A: A CSLB license with a Hazardous Waste Endorsement is required for this RFP.

18. Q: Is each job required to have its own dump fee? if multiple jobs are loaded into big trucks they will only have few tonnage receipts.

https://www.dir.ca.gov/oprl/2025-1/PWD/index.htm

A: Each job is not required to have its own dump ticket.

19. Q: Can you provide reasoning as to why this is subject to prevailing wage.

A: Litter and homeless encampment cleanup, when undertaken as part of a public works project, are subject to prevailing wage requirements because they involve maintenance work on public property, which falls under the definition of public works and necessitates the payment of prevailing wages to workers.

20. Q: Who is required to "identify personal items" as stated on page 6?

A: If a PEH is taken into custody during the cleanup: the contractor shall identify personal items, then place personal items in a bag that is tagged with the date and location (ROW address) where the personal items were removed from.

Bagged/tagged items will be turned over to the City representative.

21. Q: Will Police “identify personal items”?

A: Please see answer #20.

22. Q: Will this contract also focus on random items in ROW that don’t belong to anyone necessarily? For example, requests on Long Beach app.

23. Q: Is this service currently being provided by the city or an outside vendor?

A: Please see answer #1.

24. Q: Who were the vendors providing these services?

25. Q: May I know who were providing the litter abatement and/or homeless abatement services?

26. Q: If this service will no longer be provided will this need pile up or get back up?

A: Unknown.

27. Q: In the RFP 2(2.1) under (4. Work Assignment) mentions that trash will be transported “and disposed of them in a waste bin provided by the city at Chester Place”. If this is so, how will we provide tonnage receipts if we won't be able to measure because we will be moving them into a designated dumpster instead of a transfer station where we get receipts?

28. Q: Why wouldn't trash items in the contractor's truck be taken directly to local dumps?

A: The contractor shall take all trash items to local dumps.

29. Q: In your opinion, does moving trash items multiple times and putting hands on the same items twice lower efficiency and create more chances for injuries and unsanitary conditions?

A: The contractor shall take all trash items to local dumps.

30. Q: Estimating and proposal. As mentioned in the proposal “hourly rates, equipment” are we to provide hourly rates for trucks and trailers as well?

A: See answer #3. Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel.

31. Q: How will we be able to predict in our proposal whether we are bidding for a quick mattress pickup or a large multi-day clean up?

A: Please see answer #3.

32. Q: A lot of the proposal is based on as needed and based on our experience a lot of it is unforeseen situations, how do we put a price on things we don’t know about?

A: Please see answer #3.

33. Q: Bagged/Tagged Personal Belongings. While the RFP states that personal belongings must be bagged and tagged for transfer to a City representative, can the City clarify the expected procedure for this handoff? For example, should contractors wait onsite, deliver items to a location, or coordinate a scheduled pickup?

A: The bagged and tagged items are to be delivered to 970 W. Chester Pl. Long Beach and placed in a designated container.

34. Q: Biohazardous Waste Supplies. Are contractors responsible for providing packaging materials or certified containers for biohazardous waste and sharps collection, or will the City supply these on an as-needed basis?

A: The contractor is responsible.

35. Q: Biohazard Collection Protocols. Will the City provide written protocols or formal training related to the collection and delivery of biohazardous waste to the designated location?

A: No.

36. Q: Tonnage Receipts. If the City is responsible for final waste disposal, how should contractors obtain and submit tonnage receipts? Are these provided by City personnel at Chester Place, or is the contractor expected to dispose of materials independently and bear disposal costs?

A: Contractor is responsible for disposing of all debris / trash off site.

Tonnage receipts are required.

37. Q: Vehicle Capacity. Can the City clarify whether the 20-cubic-yard hauling capacity must be met in a single vehicle trip, or is it acceptable to reach that volume through multiple trips using smaller vehicles such as the standard pickup trucks and flatbeds also referenced in the RFP?

A: It is acceptable to reach that volume through multiple trips.

38. Q: Photo Documentation Standards. Are there specific requirements or guidelines for what constitutes sufficient before-and-after photo documentation (e.g., number of photos, inclusion of location signage, timestamps, or staff presence)?

A: The photo documentation must show the entire work site before the work begins, and after the work is done. The number of photos depends on how large the work site is. Taking photos from different angles is necessary and time and date stamp is required.

39. Q: Reporting Cadence & Format. Could the City clarify the intended reporting cadence and content for each type of report? Specifically, what should be submitted weekly versus monthly, and are there preferred formats for these reports?

A: Please see Attachment BB - Monthly Report Template provided in addendum.

(There is no weekly reporting.)

40. Q: We are a non-profit organization with volunteers not employees, would we be able to keep volunteers and community service workers rather than w2 earners to avoid offering employee benefits?

A: No. This project is subject to prevailing wage. Please see answer #19.

41. Q: Is it mandatory to have a contractors license when bidding for jobs?

A: A CSLB license is needed for this project because it uses employee labor and the total cost of the project is $1,000 or more, and contractors who perform hazardous substance removal work at specific sites require a CSLB.

42. Q: Are we allowed to have a 5 hour work days 7 days a week from 8am to 1pm?

.A: No. Please see answer #7.

43. Q: In regards to pay/ is it possible to have 15 day pay rather than 30 day pay from date of invoice?

A: No. The City will remit payment within 30 calendar days of being billed.

44. Q: When writing the proposal can we include monies for Care Closet Village to help with the mounting pressure that Homelessness is causing the citypilot program

A: When the contract is awarded, funds are allocated to the contractor to be used for services that fall within the scope of services only.

45. Q: If we utilize someone else's contractors license do they have to fill out the RFP?

A: Yes. The primary contractor shall complete the proposal.

46. Q: When applying for the proposal do we specify a specific dollar amount that we are applying for? Are the funds evenly distributed throughout all the contractors listed?

A: No. Approximate value for this contract is allocated for up to $500,000annually.

47. Q: What is Trauma informed training? Does every person in our staff need to complete a course for this training?

A: Trauma-informed training teaches how to recognize and respond to trauma with care, using principles like safety, trust, empowerment, collaboration, peer support, and cultural awareness. Training will be provided to the awarded contractor, and all staff involved in encampment abatement must complete it. For more details, see Answer #6.

48. Q: We work with the most vulnerable population that have substance abuse issues are they allowed to volunteer?

49. Q: Should multiple contractors be awarded this contract, how will work be divided among the various contractors?

A: This will be at the discretion of the contract administrator at the time the work is requested.

50. Q: The RFP addresses “biohazardous waste” but makes no mention of “hazardous waste”. What will be done about hazardous waste encountered in ROW?

Please note Cal recycle expects agencies to find hazardous waste in unsheltered encampments—see link.

A: Hazardous Waste will be properly disposed of by the contractor.

51. Q: What licenses will be required to perform this contract?

A: Please see answer #17.

52. Q: Will you require a Contractors State License with a Hazardous waste endorsement to handle hazardous waste?

53. Q: Will you require a Department of Toxic Substance control transporter registration to transport hazardous waste?

A: It is the contractor’s responsibility to comply with all regulations at the time of service.

54. Q: Will you require a Department of California Highway Patrol Transporter’s license to transport hazardous waste?

55. Q: Will you require OSHA 40-Hour HAZWOPER training to handle hazardous waste?

https://urldefense.com/v3/__https:/calrecycle.ca.gov/illegaldump/homelesscamp/__;!!MKV5s95d0OKnVA!qNqFprWjt3v22CQvj-S91V2ci7yaSoz7cm1CnhOXiXB2Am2XXVuRTZLyhfoPjdwqMgy1pvINLlYHcPBVN9Qc-yZx$

56. Q: Will you require OSHA Bloodborne pathogen training to handle biohazardous waste?

57. Q: Will you require a Department of Motor Vehicles Motor Carrier Permit?

58. Q: Will you require a Department of Health Services Medical Waste Hauler Registration number to transport biohazardous waste?

59. Q: Will you require a Department of Pesticide Regulation Business License to administer bleach to decontaminate bloodborne pathogens?

60. Q: Will you require a Department of Transportation Motor carrier number?

61. Q: Will you require a Department of Transportation Hazardous Materials Certificate of Registration?

62. Q: Will you require registration with the Department of Industrial Relations?

63. Q: Will you require an Environmental Protection Agency Identification number?

64. Q: I understand Long Beach Care closet provided similar services. How did the city allow them to handle hazardous waste encountered in unsheltered encampments?

65. Q: I understand Los Cerritos Wetland Stewards provided similar services. How did the city allow them to handle hazardous waste encountered in unsheltered encampments?

66. Q: Why do you think this type of work is subject to prevailing wage?

A: Litter and homeless encampment cleanup, when undertaken as part of a public works project, are subject to prevailing wage requirements because they involve maintenance work on public property, which falls under the definition of public works and necessitates the payment of prevailing wages to workers.

67. Q: Are you aware that Public Works Case No. 2005-028 says that “Bio-waste collection at homeless camps” is not subject to prevailing wage? Do you still hold this contract’s work is subject to prevailing wage?

A: Bio waste collection, when it’s part of a public works project, is subject to prevailing wage requirements, as it falls under the category of "maintenance" work. The off-hauling and disposal of refuse from a public works maintenance site, including bio waste, is also subject to prevailing wage requirements under Labor Code section 1720.3.

68. Q: Instead of declaring this work as prevailing wage or non-prevailing wage, would you consider simply implementing the language “contractors should follow all prevailing wage laws”?

A: No.

69. Q: RFP page 7 says contractors are expected to record tonnage throughout the duration of the contract. If “the city shall legally dispose of all debris off site” (page 6), how are contractors expected to record tonnage if we ourselves are not going to the dump?

70. Q: Who assumes liability for identifying, bagging, tagging, and storing “personal belongings of PEH”?

A: A City employee will train the contractor how to identify personal belongings that need to be bagged and tagged. The contractor is responsible to bag, tag, and deliver the items to 970 W. Chester Pl. Long Beach. The City is responsible to store the personal belongings.

71. Q: Just to confirm, does all waste collected during cleanup efforts go back to the city?

72. Q: Please confirm the city covers all disposal, fees and handling of (Non-Haz, Universal, Bio-Hazardous, Hazardous, etc) will be required. If material requires special handling for regulatory compliance, receipts are required to be included with billing documents.

73. Q: For large/abandoned items, does the contractor need to provide a storage bin or does the city already have a storage bin?

A: If abandoned, the items must be disposed of properly by the contractor.

Contractors will be responsible to dispose of all debris and abandoned items off site. Tonnage receipts will be required.

74. Q: Who is the current providers/contractors?

75. Q: Being a non-profit do we need to have a contractor's license to remove waste?

A: A CSLB license is required for this RFP at the time service is provided.

76. Q: Having volunteers assist our non-profit can we utilize an honorarium?

77. Q: Will we be able to freelance and find our own work to expedite the cleanliness of the city? Or must we wait for jobs that are listed/approved prior to doing work?

A: All work will be assigned by City staff associated with the contracted work.

PREPARED BY: Elisa Landeros, Buyer II

ACKNOWLEDGED BY: ________________________________________________

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