FURNISH AND DELIVER

COMPUTER HARDWARE AND

PERIPHERAL SUPPLIES

Specifications

UD-26-338

JULY 2026

https://lbutilities.org/

Summary Invitation to Bid for the Furnishing and Delivery of Computer Hardware, Equipment, and Peripheral Supplies for the Long Beach Public Utilities Department (LBPUD).

Key Dates Release Date: Thursday June 4th, 2026 @ 10am

Questions Due: Thursday June 11th, 2026 @ 11am

Bids Due: Thursday July 16th, 2026 @ 10am

LBPUD reserves the right to modify these dates at any time, with appropriate notice to prospective Bidders.

How to Bid Instructions for what to include in your bid and how to submit it are detailed in Section 2.

Bids must be submitted electronically via https://longbeachbuys.buyspeed.com/bso/

Official Contact Erin Reyes Erin.Reyes@lbwater.org All communication with Long Beach Utilities related to this ITB must be directed to the contact listed above.

https://longbeachbuys.buyspeed.com/bso/

Contents

1 1 The Opportunity

1.1 Overview & Goals

2 Bid Instructions & Content

2.1 Bid Timelines & Instructions

2.2 Bid Content

3 General Specifications

3.1 Contract Period

3.2 Future Amendments

3.3 Basis of Award

3.4 Bidder Representations

3.5 Bid Bond

3.6 Contract Prices

3.7 Award of Contract

3.8 Future Amendments

3.9 Addendum (if applicable)

3.10 Right of Reject Bid

3.11 Legal Disclosure

3.12 Local Preference

3.13 Equal Benefits Ordinance

3.14 Insurance

3.15 Conflict of Interest

3.16 Registration with California Secretary of State

3.17 Business License

4 Detailed Specifications

4.1 Items

4.2 Minimum Orders

4.3 Delivery

4.4 Data Required of Bidders

4.5 Deviations

4.6 Miscellaneous Items/Services

4.7 Repairs

4.8 Inspection

4.9 Warranty

4.10 Authorized Distributor/Dealer

4.11 Alternates or Exceptions

4.12 Sales Tax

4.13 New and Unused

4.14 Payment

4.15 Out of State Vendors

4.16 Default by Contractor

Attachment A: Bid Authorization

Attachment B: References

Attachment C: Equal Benefits Ordinance

Attachment D: Bidders Bond

Attachment E: Statement of Non-Collusion

5 Terms & Conditions

1 1 The Opportunity

1.1 Overview & Goals

The Long Beach Public Utilities Department (LBPUD) is seeking qualified vendors to furnish and deliver computer hardware solutions in support of its Management Information Systems (MIS) operations. The scope of this procurement includes, but is not limited to, the provision of HP laptops and desktop computers designed to meet enterprise-level performance, security, and compatibility requirements. As product models are periodically updated or discontinued, the selected vendor shall demonstrate the ability to source and supply current-generation equipment that meets or exceeds the LBPUD’s established technical specifications. All equipment provided must ensure compatibility with existing systems and support the LBPUD’s operational, security, and reliability standards.

Additional Background: The Long Beach Utilities provide three primary utility services to nearly 500,000 residents and businesses, including: a) the unfailing delivery of high quality, delicious drinking water, b) the safe delivery of natural gas (including Signal Hill), and c) reliable sewer services. The City has successfully provided these three utility services to our community for 100 years or more.

These utility services are provided via a vast network of approximately 5,000 miles of underground pipeline. These services are provided 24/7 due to the dedication professionalism of 500 utility employees who handle pipeline maintenance and construction, field customer service, leak detection, engineering, water quality testing, water treatment, sewer inspection, accounting, call center activities, utility billing, meter reading, emergency response, and many other services.

In November 2022, the voters of Long Beach approved a change to the City’s charter to create the Public Utilities Department, consolidating the City’s water, natural gas, and sewer services into one department. This consolidation improves utility customer service, reduces impacts to streets through better coordination of pipeline repairs, and achieves cost savings through economies of scale and efficiencies.

With the consolidation, the three utilities are now under the Long Beach Public Utilities Department, or Long Beach Utilities. Oversight of the City’s water, natural gas, and sewer operations is provided by the independent Board of Utilities Commissioners (formerly the Board of Water Commissioners) and managed by the General Manager who reports directly to the Board.

2 Bid Instructions & Content

2.1 Bid Timelines & Instructions

MILESTONE

TIME

(PACIFIC) &

DATE LOCATION / ADDITIONAL INFORMATION

Release date June 4th,

• It is recommended that bidders visit the City’s bidding portal on a regular basis for any addenda:

https://longbeachbuys.buyspeed.com/bso/

Questions due to the City

June 11th,

• Submit all inquiries via email to ernin.reyes@lbwater.org. Include the bid number and official contact name in the subject line of the email message.

Approved Equals due to the City

• If you desire to bid an “approved equal” item, submit a request to do via email to erin.reyes@lbwater.org. Include all data necessary to substantiate that the item is equal. The City will notify you in writing of approval or disapproved of the equivalent item no later than June 11th, 2026

• “Approved equal” is defined as any material or process equal in every respect to that so indicated or specified.

Posting of the Q&A June 18th,

• Responses to the questions will be posted on https://longbeachbuys.buyspeed.com/bso/

Bids due 11:00AM July 16th,

• Bids must be submitted electronically at https://longbeachbuys.buyspeed.com/bso/

• All required sections of the bid must be submitted via this portal.

• Bids are sealed and cannot be viewed by the City until the opening date and time. If you need to withdraw your bid, you may do so any time before the bid opening deadline, by going back into the system and selecting “withdraw”.

• Late bids, or bids submitted through other channels will not be accepted.

• Bidders are responsible for submitting their Bids completely and on time.

https://longbeachbuys.buyspeed.com/bso/ mailto:erin.reyes@lbwater.org

• Bidders will receive an e-bid confirmation number with a time stamp from LongBeachBuys.com indicating that the bid was submitted successfully. The City will only receive bids that were transmitted successfully.

• For technical support, email or call the City during normal business hours at LBPurchasing@longbeach.gov or (562) 570-6200

Bid Opening & Contractor Selection

August

• Bids are awarded to the lowest responsible and responsive bidder meeting the LBPUD’s specifications.

• Bid results are opened and posted publicly on the City’s online system as soon as they have been reviewed for responsiveness.

• Bid results will not be given out via telephone, email, or facsimile.

Contract Execution September/ October

• Upon award, the Awarded Contractor must submit all required documents and attachments identified in Section 3. Executed contract documents may be submitted electronically to erin.reyes@lbwater.org or mailed to:

LONG BEACH UTILITIES

ATTN: ERIN REYES

2400 E SPRING STREET

LONG BEACH CA 90802

• A contract is not in effect until the General Manager executes the contract and contract documents (including insurance and bonds) are signed, submitted and approved.

2.2 Bid Content

Complete bids will include the following. We encourage you to use this table as a checklist to ensure all components are included in your bid.

mailto:LBPurchasing@longbeach.gov mailto:erin.reyes@lbwater.org

DOCUMENT CHECKLIST

☐ Bid: Pricing shall be submitted electronically on the Line Items tab of Long Beach Buys.

• If bids on certain items are labeled “optional”, indicate “no bid”.

Mandatory Attachments: The following are posted with the bid documents on LongBeachBuys. They should be completed and uploaded as Attachments to your bid. All signatures should be by the individual legally authorized to bind the Bidder.

Upon award, the Awarded Contractor must submit originals of each of the following with wet signatures.

☐ A. Supplemental Bid Information & Authorization and Acknowledgement form (if out-of-state bidders, notarized)

☐ B. Equal Benefits Ordinance (EBO) Form ☐ C. Local Preference ☐ D. Product Data Attachment ☐ E. Warranty Specifications Attachments Which May Be Submitted Upon Award: Upon award, Awarded

Contractors will be required to submit the following. We encourage you to take note of these requirements, and where possible include available information as part of your bid to expedite processing.

☐ W-9 ☐ Business License ☐ Proof of Registration with the California Secretary of State LongBeachBuys Contact Information: The City of Long Beach is committed to providing maximum opportunities for Disadvantaged, Minority, Women and Long Beach Business Enterprises (DBEs, MBEs, WBEs and Local) to compete successfully in supplying our needs for products and services. Ensure your organization’s LongBeachBuys profile is up to date, including an email address, phone number, and with any socioeconomic classifications you may qualify for.

APPENDICES

Not applicable

3 General Specifications

3.1 Contract Period

This contract will be for a period of one year with the option to renew for four additional one-year periods at the discretion of the General Manager. The total contract term will not exceed five years.

3.2 Future Amendments

The LBPUD reserves the right to change any portion of the work required, add/or delete items or amend such other terms and conditions, which may become necessary. Any such revisions shall be accomplished by an amendment to the Contract approved by the General Manager and executed by the Contractor and the LBPUD.

3.3 Basis of Award

Quantities will not be considered in making this award. LBPUD will determine the lowest responsible bidder for individual Bid items based on the Total Amount of the Estimated Quantities along with meeting the specification requirements stated herein. Quantities included in this Bid are estimates only and are for the purpose of determining a total.

LBPUD reserves the right to purchase different quantities at the proposed unit price depending on actual needs.

3.4 Bidder Representations

By submitting a bid, Bidder represents that it:

• Has thoroughly examined and become familiar with the Work required under the bid.

• Is capable of performing in accordance with Specifications.

• Acknowledges that its bid is valid for 90 days after bid opening and the bid cannot be withdrawn within that time.

3.5 Bid Bond

N/A

3.6 Contract Prices

The bid price shall be firm Contract prices for all items ordered. The bid prices shall include cost of delivery and ALL other associated fees to deliver the item to the LBPUD facilities identified under DELIVERY section. Other costs NOT listed in the price quote may not be added at time of invoicing.

3.7 Award of Contract

LBPUD shall award, in accordance with the provisions of the specifications. Furthermore, the LBPUD reserves the right to reject all bids for any particular item or items and to award a contract or contracts for the remaining items.

Bidders shall have a representative in the State of California authorized to represent the company in all matters pertinent to furnishing and delivering the products required in these Specifications.

LBPUD may award a single contract embracing all Bid items or separate contracts each embracing one or more Bid items, or include or exclude Bid items from the Contract if LBPUD believes it is in their best interest.

3.8 Addendum (if applicable)

During the advertisement period, addenda may be issued to revise or clarify the Invitation to Bid. Bidders are required to acknowledge receipt of all addenda by signing and submitting them with their bid. Failure to include any issued addendum may result in the bid being deemed non-responsive and subject to rejection. Addenda submitted after the bid opening will not be accepted.

Addendums will be posted online https://longbeachbuys.buyspeed.com/bso/ under the bid invitation number and via email request to erin.reyes@lbwater.org.

3.9 Right of Reject Bid

The LBPUD reserves the right, in its discretion, to reject any and all Bids and, to the extent not prohibited by law, to waive any minor irregularity or informality in any Bid that does not affect the validity of the Bid or does not give the bidder a competitive advantage over other bidders.

3.10 Legal Disclosure

Contractor shall disclose claims made by it or any of its owners against the LBPUD, the City or any other public agency over the previous five (5) years and may provide relevant detail regarding each claim. The vendor shall disclose all pending claims and litigation to which it is a party, including the case number, jurisdiction, and current status of the action.

3.11 Local Preference

In order to help support the success of businesses in Long Beach, the City of Long Beach has a local preference provision. In bids for materials, equipment, supplies and nonprofessional services, Long Beach-based businesses meeting the criteria set forth below may have their bid price reduced by ten percent solely for the purpose of mailto:erin.reyes@lbwater.org determining the lowest responsible bid (if selected as the winning bid, you would be paid based upon your actual bid price, not the reduced price).

The maximum preference a bidder may be awarded pursuant to this Section and any other provision of law shall be ten percent (10%). However, in no case shall the maximum preference cost under this Section exceed fifty thousand dollars ($50,000.00) for any bid. It has been determined that the local preference is applicable to this Invitation to Bid. To qualify for the local preference, eligible bidders must attach copies of the following documents to their bid package:

1. A current, valid business license from the City of Long Beach showing a place of business within the city limits; and

2. A current, valid seller’s permit (also known as a sales tax permit) showing a place of business within the city limits

All Bidders must submit the Local Preference Program form at Attachment C.

3.12 Equal Benefits Ordinance

As a condition of being awarded a contract, Contractor will be required to comply with the City's nondiscrimination provisions of the Equal Benefits Ordinance ("EBO") set forth in the Long Beach Municipal Code section 2.73 et seq Contractor will sign and submit the statement on EBO Compliance at Attachment B.

3.13 Insurance

Vendor shall submit required insurance documents in accordance with item 55 of the General Conditions.

3.14 Conflict of Interest

Contractor represents and warrants that no City employee whose position in the City enables him/her to influence the award of the Contract or any competing Contract, and no spouse or economic dependent of such employee is or shall be employed in any capacity by the Contractor herein, or does or shall have any direct or indirect financial interest in this Contract.

3.15 Registration with California Secretary of State

Awarded vendors/contractors must be registered with the California Secretary of State prior to contract execution. For more information, please consult: http://www.sos.ca.gov

3.16 Business License

The Long Beach Municipal Code (LBMC) requires all businesses operating in the City of Long Beach to pay a business license tax. In some cases the City may require a regulatory permit http://www.sos.ca.gov/ and/or evidence of a State or Federal license. Prior to issuing a business license, certain business types will require the business license application and/or business location to be reviewed by the Development Services, Fire, Health, and/or Police Departments. For more information, go to www.longbeach.gov/finance/business_license.

In accordance with Municipal Code (Section 3.80.210) a business license is required under the following conditions:

(a) If you are providing a service in Long Beach, CA

(b) If you are providing and delivering a product in Long Beach, CA

For more information, contact the Business License Section at 562-570-6211 or by e-mail to lbbiz@longbeach.gov.

Long Beach Business License Number:

(Only Required Upon Notification of Award)

The undersigned hereby declares that the Contractor has a valid State of California Contractor's License sufficient to qualify as a Contractor in this case and a current City of Long Beach Business License; and will obtain all required permits.

California Contractor's License No.: ____________________________________ Expires: ___________________________ Classification: ______________________

Awarded Contractor(s) must have a valid Long Beach Business License prior to contract execution. At the time of Quote submittal, a Long Beach Business License is not mandatory;

however, if the Contractor has already filed, information may be submitted above.

4 Detailed Specifications

4.1 Items

The quantities listed in this Invitation to Bid are estimates only and are provided for bidding purposes. Actual quantities may vary based on the LBPUD’s operational needs, and LBPUD reserves the right to increase or decrease quantities at its discretion throughout the term of the contract.

The specifications identified herein reflect the LBPUD’s current standard for computer equipment. However, LBPUD acknowledges that specific models may become unavailable, discontinued, or reach end-of-life during the contract term. In such cases, the awarded Contractor shall provide equivalent or better products that meet or exceed the original specifications, subject to the Director of Information Services review and approval, at pricing that is equal to or more favorable to the originally bid items.

Price shall be submitted electronically on the Line Items tab on Long Beach Buys.

ITEM TYPE ITEM DESCRIPTION

EST.

QUANTITY

PRICING

PER UNIT

ZBOOK

HP Zbook 8 G1i Core Ultra 7 –(Eng) U85SJE

– Zbook – 5 year Care Pack with Accidental Damage -Part# BX7U3UT#ABA

Enter cost in Line items tab

ZBOOK

HP Zbook 8 G1i Core Ultra 7 – (Mgmt) U85SJE – Zbook – 5 year Care Pack with Accidental Damage. -Part#

BP6Z0UT#ABA

ELITEBOOK

HP Elite Book 8 G1i Ultra 5 - (Std) U85BWE

- EliteBook 8 G1i – 5 year carepack with Accidental Damage. – Part#

BH3G8UT#ABA

DESKTOP

HP ProDesk 4 SFF G1i Desktop AI PC (SFF Std) + 5 year Care Pack with Accidental Damage . -Part# D32M3AT#ABA

DESKTOP

if applicable

HP ProDesk 4 SFF G2 Desktop AI PC (SFF Std) + 5 year Care Pack with Accidental Damage (if applicable)

MINI 1

HP ProDesk 4 Mini G1i Desktop AI PC (Mini Std) + 5 year Care Pack with Accidental Damage . -Part# D32LZUT#ABA

MINI 1

If applicable

HP ProDesk 4 Mini G2 Desktop AI PC (Mini Std) + 5 year Care Pack with Accidental Damage

SURFACEPRO

Microsoft Surface Pro Copilot+ PC for Business – 11th Edition – 13” – Intel Core Ultra 7 – 266V – 16GB RAM – 512 GB SSD

SURFACEPRO

MISC.

-Microsoft Surface USB4 Dock CM 1 Enter cost in

-Microsoft Surface Pro Keyboard with Slim Pen.

-Pro Copilot+ PC, US, 4-years of coverage

HP

MONITOR

HP Series 5 Pro 23.8 inch FHD Monitor - 524pf 3 year standard warranty. -Part# N84963-101

HP

MONITOR

HP Series5 27inch FHD Height Adjust Monitor - 527sh. -Part# 94C50AA#ABA

10 Enter cost in

4.2 Minimum Orders

No minimum orders will be permitted. Bids indicating a minimum order will be rejected.

4.3 Delivery

LBPUD will issue Purchase Orders to the Contractor, as needed, during the Contract term.

No products shall be ordered, shipped, or delivered without a corresponding Purchase Order issued by LBPUD. Deliveries shall be made within ten (10) business days from receipt of the Purchase Order, unless otherwise approved by LBPUD. If the Contractor is unable to meet the required delivery timeframe, the Contractor shall notify LBPUD in writing via email and provide the reason(s) for the delay, along with the anticipated delivery date. Unless specifically directed otherwise all products shall be delivered Monday through Friday between the hours of 8:00 a.m. and 1:30 p.m. (PST). Delivery confirmation of date and time shall be emailed to Alvin.Lam@lbwater.org at least two (2) days prior to the arrival of the order. The items shall be delivered complete, f.o.b. Long Beach Public Utilities Department, Water Warehouse, 1841 E. 33rd Street, Long Beach, CA 90807.

LBPUD will not be held liable for the items while in transport or anytime before the LBPUD has received the items

Individuals designated by LBPUD, will unload the products at the point of delivery. Delivery shall be made in a conveyance such that unloading can be accomplished by the normal use of a forklift.

4.4 Data Required of Bidders

Bidders shall provide with their bids, or have on file with LBPUD, detailed data on the products to be furnished in an excel file format. Bidder's failure to supply required data and/or drawings with bid, or failure to submit requested data, drawings or samples within five business days after receiving the request from LBPUD may be cause for rejection of the bid.

Bidders shall not only submit prices but shall also furnish all data requested on the bid.

Bidders shall submit all required data with their bid as a general attachment. Bidder’s failure to supply required data with the bid, or failure to submit requested data, within five business days after receiving the request from LBPUD may cause for rejection of the bid.

4.5 Deviations

LBPUD reserves the right to waive minor deviations from these Specifications when, in the opinion of the General Manager or designee, such deviations do not materially affect the performance, functionality, or value of the equipment provided.

Bidders shall clearly identify and describe any and all deviations from these Specifications within their bid submission. Failure to disclose deviations may result in the bid being deemed non-responsive.

4.6 Miscellaneous Items/Services

Miscellaneous items or services not listed herein may be purchased by LBPUD, from the Awarded Contractor(s), providing no purchase exceeds $5000.00 per order.

4.7 Repairs

Not applicable

4.8 Inspection

Final inspection and acceptance shall occur during delivery to LBPUD. Inspection, waiver of inspection, or acceptance of goods shall not relieve the Contractor of its obligation to furnish products in full compliance with these Specifications.

Any items determined by LBPUD to be non-compliant with the specified requirements may be rejected and returned to the Contractor. The Contractor shall, at no additional cost to LBPUD, promptly correct or replace such items within five (5) working days of notification.

4.9 Warranty

The Awarded Contractor shall warrant all products, materials, and workmanship against defects in material and/or faulty workmanship for a minimum period of twelve (12) months from the date of delivery and acceptance by LBPUD.

If the manufacturer provides a warranty exceeding the minimum term specified herein, the longer warranty period shall apply. Any repaired or replaced items shall be warranted for a full twelve (12) months from the date of repair or replacement, or for the remainder of the original warranty period, whichever is longer.

The Awarded Contractor shall be responsible for all costs associated with warranty service, including shipping, handling, and labor. A copy of the manufacturer’s standard warranty shall be submitted with the bid.

4.10 Authorized Distributor/Dealer

If Bidder is not an authorized distributor/dealer, the Bidder shall submit with its Bid a formal Letter of Certification from the manufacturer stating that the manufacturer will honor any warranty claims by the City/LBPUD for equipment, parts, and/or materials provided by the bidder.

4.11 Alternates or Exceptions

Bidders may propose products or materials deemed “approved equal” to those specified;

however, such items must be equal to or superior in all material respects, including performance, quality, durability, and compatibility with existing systems.

Any request to substitute an “approved equal” must be clearly identified and submitted with the bid. The Bidder shall provide sufficient supporting documentation to demonstrate equivalency, including detailed specifications, technical data, and Safety Data Sheets (SDS), if applicable. LBPUD shall be the sole judge in determining whether a proposed item qualifies as an approved equal.

Failure to request approval or to provide adequate supporting documentation may result in the bid being deemed non-responsive.

4.12 Sales Tax

Unit extension prices stated herein shall not include sales tax.

4.13 New and Unused

The items furnished shall be new and unused.

4.14 Payment

Payment for the items shall be made in due course after completion of delivery and acceptance by LBPUD or authorized representative and upon receipt of an invoice from the Awarded Contractor.

The Awarded Contractor shall send a hard copy invoice to the LBPUD Accounts Payable and/or an electronic invoice with each billing to the following addresses:

Mailing Address: 1800 E. Wardlow Rd. Long Beach, CA 90807 Attn: Accounts Payable

Invoice electronically: go-acctspay@longbeach.gov waterfinance@lbwater.org

The Awarded Contractor shall not invoice for items before merchandise has been received.

Payment will not be authorized until merchandise has been received.

LBPUD will pay said invoice in due course of payments, usually no more than thirty (30) days after receipt of the invoice, providing that all items are in accordance with these specifications, inspected and accepted by LBPUD and that applicable certifications and reports have been submitted in accordance with this Contract.

LBPUD shall have the right to order products during the Contract period at the prices bid, even if delivery is made after expiration of the Contract.

4.15 Out of State Vendors

All out-of-state vendors including manufacturers, distributors and vendors shall deliver f.o.b. to Long Beach Public Utilities Department, Operations Service Center, 1731 East 33rd Street, Long Beach, California. LBPUD and Contractor shall agree on delivery method.

Contractor shall be responsible for and pay all costs of delivery and assume risk of loss and damage to destination point.

4.16 Default by Contractor

LBPUD reserves the right to terminate the Contract, in whole or in part, for cause, without liability for damages, upon written notice if, in the opinion of LBPUD, the Awarded Contractor fails to diligently perform the work, fails to comply with any material term or condition of the Contract, or otherwise fails to act in good faith.

In the event of termination for cause or Awarded Contractor default, LBPUD may procure the required goods or services from alternate sources. The Awarded Contractor shall be liable for any and all excess costs incurred by LBPUD as a result of such procurement, including administrative costs, and LBPUD reserves the right to recover such costs from any amounts due or to become due to the Awarded Contractor.

mailto:go-acctspay@longbeach.gov mailto:waterfinance@lbwater.org%0d mailto:waterfinance@lbwater.org%0d

Attachment A: Bid Authorization

SIGNATURE PAGE

Organization

Company Name Company Address Website Federal Tax ID #

i. I am authorized by the bidder to submit this Invitation to Bid. NOTE: FAILURE TO COMPLY MAY RESULT IN DISQUALIFICATION OF YOUR BID. ALL SIGNATURES MUST BE NOTARIZED IF THE ENTITY IS LOCATED OUTSIDE THE STATE OF CALIFORNIA (see acknowledgment page).

a. INDIVIDUAL (Doing Business As): The only acceptable signature is the owner of the company. (Only one signature is required.)

b. PARTNERSHIP: The only acceptable signature(s) is/are that of the general partner or partners.

c. CORPORATION: Two (2) officers of the corporation must sign; OR the signature of one officer or the signature a of person other than an officer is acceptable if the Bid is accompanied by a certified corporate resolution granting express authority to said person to execute contracts on behalf of the corporation.

d. LIMITED LIABILITY COMPANY: The signature on the bid must be a member or, if the Articles provide for a manager, must be the manager. (Only one signature is required.)

ii. Under penalty of perjury that this bid is genuine and not a sham or collusive, or made in the interest or on behalf of any person or entity not herein named; that the Bidder has not directly or indirectly induced or solicited any other Bidder to submit a sham bid, or any other person or entity to refrain from bidding, and that the Bidder has not in any manner sought by collusion to secure to himself any advantage over other Bidders.

iii. No City employee whose position in the City enables the employee to influence the award of the Contract or any competing Contract, and no spouse or economic dependent of such employee is or shall be employed in any capacity by the Bidder herein, or does or shall have any direct or indirect financial interest in a potential resulting Contract.

iv. Inter-Agency Participation If other agencies express an interest in participating in this bid, would you supply the same items?

Yes No (If yes, any agency electing to participate in this Bid will order its own requirements without regard to the City of Long Beach. The City of Long Beach assumes no liability or payment guarantee on any units sold to participating agencies.)

v. I have read and agree to the City of Long Beach Vendor Code of Conduct.

Authorized Representative Signature Date

Title Email Address Phone Number https://www.longbeach.gov/globalassets/city-manager/media-library/documents/ethics-commission/resources/vendor-code-of-conduct-2023

ACKNOWLEDGMENT

A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

State of California County of _________________________________)

On __________________________ before me, ____________________________________

(insert name and title of the officer) personally appeared who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature _________________________ (Seal)

OPTIONAL

Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

INDIVIDUAL

CORPORATE OFFICER

TITLE OR TYPE OF DOCUMENT

TITLE(S)

PARTNER(S) LIMITED

GENERAL

ATTORNEY-IN-FACT NUMBER OF PAGES

TRUSTEE(S)

GUARDIAN/CONSERVATOR

OTHER:

DATE OF DOCUMENT

Attachment B: Equal Benefits Ordinance

Attachment C: Local Preference Local Preference Provision

The City may reduce the bid price for all local businesses by ten percent solely for the purpose of determining the lowest responsible bid. (if selected as the winning bid, you would be paid based upon your actual bid price, not the reduced price).

The maximum preference a bidder may be awarded pursuant to this Section and any other provision of law shall be ten percent (10%). However, in no case shall the maximum preference cost under this Section exceed fifty thousand dollars ($50,000.00) for any bid.

Local Business shall mean a company/organization which maintains its principal place of business in a fixed location within the City of Long Beach and possesses a current City of Long Beach business license and sellers permit, if applicable. For a business to be eligible to claim preference, the business MUST request the preference in Attachment V and provide a copy of its current business license and seller’s permit, if applicable.

If your business qualifies for the local preference, please certify your eligibility by selecting “yes” below. If you are not eligible, please select “no.” DO NOT LEAVE THIS SECTION BLANK. If you selected “yes,” you must attach copies of the following documents to your solicitation package:

i. A current, valid business license from the City of Long Beach showing a place of business within the City limits;

and

ii. A current, valid seller’s permit (also known as a sales tax permit) showing a place of business within the

City limits, IF APPLICABLE.

☐ Yes, I am a Long Beach-based business that meets the criteria set forth in this solicitation.

☐ No, I am NOT a Long Beach-based business that meets the criteria set forth in this solicitation.

My City of Long Beach Business License Number is:

and I will attach a copy to my submission.

My City of Long Beach Seller’s Permit (Sales Tax Permit) Number is:

and I will attach a copy to my submission, if applicable.

The address associated with my City of Long Beach Business License is:

☐ This is a brick and mortar/ commercial / non-residential location.

☐ This is a residential location.

Name Signature Date

Terms & Conditions Solicitation Terms & Conditions

1. The Long Beach Public Utilities Department (LBPUD) operates as a division of the City of Long Beach. Any reference to the City of Long Beach in this bid document also refers to LBPUD, and the terms are used interchangeably.

2. COMPLETE CONTRACT: This Invitation to Bid or any attachments thereto shall become the Contract upon its acceptance by the General Manager or designee on behalf of the LBPUD. Contractor will be provided with a copy of the executed Contract. All materials or services provided by the Contractor shall comply with the City Charter, and all applicable Federal, State and City Laws.

3. SERVICES TO BE PROVIDED BY THE CONTRACTOR: Contractor shall upon acceptance of this bid by the LBPUD, furnish the goods and services herein specified according to the terms and conditions set forth herein.

4. PRICES: Prices shall be in accordance with those extended to other governmental agencies. In case of error in extension of prices, unit price will govern. All prices must be firm for the Contract term unless LBPUD specifically provides for adjustment.

Bidder shall quote Bidder’s lowest price and best delivery date as no changes are permitted after the bid opening.

5. ADDITIONAL CHARGES: Prices quoted shall include all shipping, handling, unloading, pick-up, inside delivery charges to the location designated at time of order, which shall be within the City of Long Beach. Bidder shall not charge any fees or charges for restocking or service fees for incorrect items, defective items, minimum orders, deliveries, pick-ups, disposals, environmental fees, fuel surcharges, etc.

6. MINIMUM ORDERS: No “minimum orders” will be permitted. Bids indicating a minimum order will be rejected.

7. BRAND NAMES AND SPECIFICATIONS: The detailed specifications and/or brand names stated are descriptive only and indicate quality, design and construction of items required. Whenever in the specifications any material or process is indicated or specified by patent or proprietary name and/or by name of manufacturer, such specifications shall be used for the purpose of facilitating descriptions of the material and/or process desired and shall be deemed to be followed by the words "or equivalent.”. The contractor may offer any material or process which shall be equal in every respect to that so indicated or specified, provided however, that if the material, process or article offered by the contractor is not, in the opinion of the City of Long Beach, equal in every respect to that specified, then the contractor must furnish the material, process or article specified or one that in the opinion of the City of Long Beach is the equal thereof in every respect. Offers will be considered to supply articles substantially the same as those described herein but with minor variations. Bidders must describe variations in the bid. Substitute items must be equal in quality, utility and performance. The phrase “or approved equal” throughout the specifications means that the City in its sole and absolute discretion shall make the final determination whether or not the substitute items are equal.

8. SAFETY APPROVAL: Where required by City Regulations, any items delivered must carry Underwriters Laboratories Approval or City of Long Beach City Safety Officer approval. Failure to comply will be cause to reject bid. Also, any equipment must conform with the Safety Orders of the California Division of Industrial Safety and OSHA regulations.

9. SAMPLES: Samples of items when requested or required must be furnished to the City free of expense to the City and, if not destroyed by tests, will upon request be returned at Bidder’s expense.

10. CONDITIONS OF WORK: Bidder is responsible for carefully examining the Site to become fully informed regarding all existing and expected conditions and matters, which could affect performance, cost or time of the Work. Any visits to the Site prior to submittal of the bid, shall be at the expense of Bidder.

11. EXAMINATION OF BID: Bidder is responsible for examining the Invitation to Bid and submitting its bid complete and in conformance with these instructions.

12. DISCREPANCIES IN BID DOCUMENTS: If Bidder finds discrepancies in or omissions from the Invitation to Bid, if the intent of the Invitation is not clear, or if provisions of the Specifications restrict Bidder from bidding, he may request in writing that the deficiency(s) be modified. Such request should be submitted electronically via LongBeachBuys.com at least five (5) working days before the bid opening date.

Bidders will be notified by Addendum of any approved changes in the Invitation to Bid.

13. ORAL STATEMENTS: City of Long Beach via LBPUD shall not be bound by oral statements made by any employee or agent concerning this Invitation to Bid. If Bidder requires specific information, Bidder must request it in writing and obtain a reply in writing from the LBPUD.

14. PREPARATION OF BID: The preparation of the bid shall be at the expense of Bidder.

Bidder shall state brand name or make of each item bid. If not bidding on item as described, the manufacturer’s name and catalog number of the substitute must be given. Bidder shall also attach specifications and furnish other data to establish the suitability of the substitute. Bidder shall quote separately on each item.

15. DOCUMENTS REQUIRED TO COMPLETE TRANSACTION: Contractor shall submit samples of all documents that Contractor may require the LBPUD to execute to complete this transaction. By accepting these samples as part of the bid or by awarding the Contract to a Contractor who has submitted said samples, the LBPUD does not agree to the terms stated in said samples. This Invitation to Bid and Contractor’s bid shall take priority over said samples, and this Invitation and Contractor’s bid shall become the Contract between the LBPUD and the Contractor.

16. PUBLIC RECORDS: Bid will become public record upon opening unless the bid or specific parts of the bid can be shown to be exempt by law. Each Bidder may clearly label all or part of a bid as "CONFIDENTIAL" provided that the Bidder thereby agrees to indemnify and defend the City for honoring such a designation. The failure to label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

17. AWARD: The LBPUD prefers to award a single bidder but reserves the right to award contracts to multiple bidders. The LBPUD reserves the right in its sole discretion to award all items to one bidder, or to award separate items or groups of items to various bidders, or to increase or decrease the quantities of any item. The LBPUD reserves the right to reject at any time any or all bids.

18. OFFER VALIDITY: Bid shall be subject to acceptance by the LBPUD for a period of three

(3) months unless a lesser period is prescribed in the quotation by Bidder.

19. NO GUARANTEE: The LBPUD’s purchases of goods and services are based on the LBPUD’s actual needs and requirements. All quantities stated herein are only ESTIMATES. The LBPUD reserves the right to increase or decrease these estimated quantities based on its actual needs and funds available. The LBPUD is obligated to purchase and pay for only those goods and services that the LBPUD needs and requires, and that the LBPUD actually orders and receives. Any dollar amount identified as a “not to exceed:” amount in any LBPUD document is not a guaranteed payment amount to any contractor or service provider. Furthermore, the LBPUD may determine that its needs and requirements may be met by City labor or by a second contractor or service provider, even after an award is made to one contractor or service provider. An award is not a promise or guarantee of exclusivity.

20. CHOICE OF ALTERNATE PROVISIONS; OPTIONS; NOTIFICATION: When alternative provisions are requested, or options are offered, Contractor will be notified as to which provision, or option, is being accepted at the same time that he is notified that he is the successful Bidder.

21. RIGHT TO REJECT: The LBPUD reserves the right, in its discretion, to reject at any time any or all bids, or parts thereof, and to waive any variances, technicalities and informalities which do not impair the quality, utility, durability or performance of the items.

22. SINGLE BID RECEIPT: If the LBPUD receives a single responsive, responsible bid, the LBPUD may request an extension of the bid acceptance period and/or conduct a price or cost analysis on such bid. The Bidder shall promptly provide all cost or pricing data, documentation and explanation requested by the LBPUD to assist such analysis. By conducting such analysis, the LBPUD shall not be obligated to accept the single bid. The LBPUD reserves the right to reject such bid or any portion thereof.

General Contract Terms

23. Acceptance of the offer contained in this Contract is expressly limited to the terms and conditions of such offer as herein stated.

24. This Contract shall be construed in accordance with the laws of the State of California, and the venue for any legal actions brought by any party with respect to this Agreement shall be the County of Los Angeles, State of California for state actions and the Central District of California for any federal actions.

25. Contractor shall comply with all applicable federal, state and local laws pertaining to the subject matter hereof.

26. Contractor shall deliver the materials, equipment, supplies or services, or cause the work to be performed, within the time and in the manner specified in the Contract.

Times and dates stated herein are of the essence. If at any time Contractor has reason to believe that deliveries will not be made as scheduled, written notice setting forth the cause of the anticipated delay shall be given immediately to the LBPUD.

Deliveries must be prepaid. C.O.D. shipments will not be accepted.

27. Contractor warrants that the goods, machinery or equipment delivered or the work performed hereunder shall conform to the specifications, drawings, samples or other description specified by the LBPUD and shall be fit and sufficient for the purpose intended, merchantable, of good material and workmanship, in good working order and free from defect or faulty workmanship for a period of ninety (90) days. When defective goods, machinery, or equipment or faulty workmanship is discovered which requires repair or replacement pursuant to this warranty, Contractor shall provide all labor, materials, parts and equipment to correct such defect at no expense to the LBPUD.

28. No return or exchange of material, equipment or supplies shall be permitted without written approval by the LBPUD Administrator.

29. This Contract shall not be assigned in whole or in part, nor any duties delegated without the LBPUD’s prior written approval.

30. No performance of this contract or any portion thereof may be assigned or subcontracted by Contractor without the express written consent of the LBPUD. Any attempt by the Contractor to assign or subcontract any performance of the terms of this contract without said consent shall be null and void and shall constitute a default under this contract. In the event of such a default, the LBPUD may immediately terminate this contract. In the event the LBPUD consents to assignment or subcontracting, each term and condition of this contract shall be binding on the assigns, successors or administrators of the respective parties. In the event the LBPUD consents to subcontracting, the Contractor shall include in all subcontracts the following provision: “This contract is a subcontract under the terms of a prime contract with the Board of Public Utilities Commissioners of the City of Long Beach.

All provisions of that prime contract shall apply to this subcontract.” The Contractor and all subcontractors must obtain and maintain in effect a valid City of Long Beach Business License prior to commencement of work, and during the entire time that work is being performed under the contract. The Contractor shall pay all taxes properly assessed against any equipment or property used or required in connection with the performance of security services. Bidder shall list the name and location of the place of business of each Subcontractor who will be a supplier/perform work for the bidder in an amount in excess of one-half of one percent of the bidder's total Purchase Order cost. The Subcontractor list shall be submitted with the bidder's bid.

31. Contractor, in the performance of any work or the furnishing of any labor under this Contract, shall be considered an independent contractor. Contractor and Contractor’s agents and employees shall not be considered employees of the City.

32. The LBPUD reserves the right at any time to make changes in drawings and specifications, in methods of shipment and packaging and in place of delivery as to any articles covered by this Contract. In such event, there will be made an equitable adjustment in price and time of performance mutually satisfactory to Contractor and the LBPUD; but any claim by Contractor for such an adjustment must be made within thirty (30) days of such change.

33. The LBPUD reserves the right to terminate this Contract at any time in whole or in part even though Contractor is not in default hereunder. In such event, there will be made an equitable adjustment of the terms that is mutually satisfactory to the LBPUD and Contractor. Upon receipt of any notice of such termination, Contractor shall, unless such notice otherwise directs, immediately discontinue all work on the Contract and deliver, if and as directed, to the LBPUD all completed and partially completed articles, work in process and materials purchased or acquired for performance of the Contract. The provisions of this section shall not limit or affect the right of the LBPUD to terminate this Contract immediately upon written notice of breach.

34. The LBPUD reserves the right to cancel this Contract or any part thereof and reject delivery of goods if delivery is not undertaken and completed when specified and in accordance with specifications. Contractor shall be charged for any direct losses, but not any consequential damages, sustained by the LBPUD by reason of such delay or failure, excepting losses caused by a delay for reasons beyond Contractor’s reasonable control. Direct losses shall include any costs to the city in excess of the Contract price of obtaining goods from other sources similar to those cancelled or rejected hereunder.

35. The LBPUD’s obligation to pay the sum herein stated for any one fiscal year shall be contingent upon the Board of Public Utilities Commissioners and/or City Council appropriating the necessary funds for such payment in each fiscal year during the term of this Contract. For the purposes of this section, a fiscal year commences on October 1st of the year and continues through September 30th of the following year.

In the event that the Board of Public Utilities Commissioners or the City Council fails to appropriate the necessary funds for any fiscal year, then, and in that event, the Contract will terminate at no additional cost or obligation to the City.

36. The remedies herein reserved shall be cumulative and additional to any other remedies at law or in equity. The waiver of any breach of this Contract shall not be held to be a waiver of any other or subsequent breach. The City’s failure to object to provisions contained in any communication from Contractor shall not be deemed an acceptance of such provisions or a waiver of the provisions of this Contract.

37. This Contract shall not be amended or modified, except by written agreement signed by the parties and expressly referring to this Contract.

38. The City reserves the right to change any portion of the work required, to add and/or delete items, or amend such other terms and conditions that may become necessary.

Any such revisions shall be accomplished by written amendment to the contract and executed by the Contractor and the City.

39. The invalidity, unenforceability or illegality of any provision of the contract shall not render the other provisions invalid, unenforceable, or illegal.

Price & Payments

40. No charges for taxes, transportation, boxing, packaging, crating or returnable containers will be allowed and paid by the LBPUD unless separately stated hereon.

All sales, use, excise or similar taxes to be paid by the LBPUD must be itemized separately hereon and on invoices. The LBPUD is exempt from payment of Federal Excise Tax under Certificate No. 95-73 0502K and none shall be charged to the

LBPUD.

41. The LBPUD shall pay Contractor for the goods or services as described in the section entitled “3.6 Contract Prices.”

42. Contractor shall furnish further itemization and breakdown of the Contract price when requested by the LBPUD.

43. Payment terms are NET/30 unless Bidder otherwise quotes. All Cash Discounts shall be taken and computed from the date of delivery or completion and acceptance of the material, or from date of…