Request for Proposal (RFP) to Provide Engineering Services for the

Groundwater Resilience Program Feasibility Study

(EO-3791)

Approved this _______ day of _______________, 20___

Thomas Bekele

Senior Director of Engineering

Authorized this_______ day of _______________, 20___

B. Anatole Falagán General Manager

Approved as to Form this _________ day of _________________, 20___

Dawn McIntosh City Attorney

By: _________________________________________ Marsha Yasuda

Deputy City Attorney

11th June 26

11th June 26 lesteve Snapshot

June 4, 2026

Subject: Request for Proposal (RFP) to Provide Engineering Services for the

Groundwater Resilience Program Feasibility Study Project (EO-3791)

The Long Beach Public Utilities Department (LBUD) is seeking the services of a professional engineering consulting firm (Consultant) to provide engineering services for the Groundwater Resilience Program Feasibility Study (Project). The selected Consultant will support LBUD’s efforts to enhance long-term local water supply reliability and reduce dependence on imported water as part of its strategic water resources planning.

The Project includes planning and feasibility evaluation for the Groundwater Resilience Program (GRP) including construction of a new Groundwater Treatment Plant West, production wells, and associated pipeline infrastructure. The Consultant will be responsible for conducting all necessary analyses, technical evaluations, and documentation to establish a feasible framework and implementation strategy for the GRP that aligns with LBUD’s long-term water supply goals.

A summary of the major activities the selected Consultant is expected to perform for this Project are listed below:

• Gather and review available source water quality data; perform desktop study to determine appropriate treatment process and operational requirements; and conduct treated water integration study.

• Identify all required permits and acquisition, including permitting/regulatory agency, permitting/regulatory requirements and timeframe to obtain the respective permit and acquisition.

• Evaluate the GRP and provide alternatives analysis for the GRP that evaluates potential use of existing infrastructure (raw water collection system, Groundwater Treatment Plant, existing wells, finished water storage reservoir and pump stations) and integration of proposed new infrastructure. Develop phasing options for proposed improvement.

• Prepare cost estimates for proposed improvements and perform financing feasibility and cost benefit analysis.

• Evaluate project delivery approach and life-cycle analysis, and establish a framework and implementation plan, including defining short- and long-term program goals, risks, scheduling milestone, and identification of project management needs during design and construction.

An optional pre-proposal online meeting will be held on Thursday, June 25, 2026 at 2:00 p.m. via MS Teams. The purpose of this meeting will be to discuss the scope of work to be performed under the request for proposal.

Request the pre-proposal meeting information by sending an e-mail to Ms. Leela Stevens at Leela.Stevens@lbutilities.org and include the subject line “Groundwater Resilience Program Feasibility Study (EO-3791): RSVP to Pre-Proposal Meeting”. Please include the names and email addresses of all personnel that will be attending the online meeting.

If your firm would like to be considered for providing these engineering services, please submit the information requested in this RFP as posted on Long Beach Buys (https://longbeachbuys.buyspeed.com/bso/). Proposals shall be submitted electronically via the City’s Long Beach Buys portal, available at https://longbeachbuys.buyspeed.com/bso/. Vendors must be registered with Long Beach Buys in order to submit a proposal. Proposals received after the deadline will not be considered. LBUD will not be responsible for submittals that are not received in Long Beach Buys.

The following exhibits have been included in this RFP:

Exhibit “A”: Scope of Work Exhibit “B”: Letter Proposal Requirements Exhibit “C”: Additional Information Exhibit “D”: Sample CONSULTANT Services Agreements

Exhibit “E”: Sample Fee Schedule Exhibit “F”: Site Map Exhibit “G”: 2023 Water System Optimization & Supply Management Study

Proposals must be submitted to Long Beach Buys no later than 2:00 p.m. on Wednesday, July 22, 2026 Pacific Standard Time and must be clearly marked “Groundwater Resilience Program Feasibility Study (EO-3791)”.

If you have any questions in regards to Long Beach Buys, please visit City of Long Beach Department of Financial Management Purchasing Division for additional information (http://www.longbeach.gov/finance/business-info/purchasing-division/). Technical support for Long Beach Buys is available by phone at (562) 570-6200 during normal business hours (8am – 6pm PT Monday through Friday).

Questions shall be submitted to Ms. Leela Stevens at Leela.Stevens@lbutilities.org no later than 4:00PM Pacific Standard Time on Wednesday, July 8, 2026. Responses to the questions will be posted on Long Beach Buys under the RFP title. All Proposers are recommended to visit the abovementioned website on a regular basis as the responses may be posted earlier than the deadline posted in the timeline above.

The LBUD will not be responsible for or bound by (1) any oral communication or (2) any other information or contact that occurs outside the official communication process mailto:Leela.Stevens@lbutilities.org https://longbeachbuys.buyspeed.com/bso/ https://longbeachbuys.buyspeed.com/bso/ http://www.longbeach.gov/finance/business-info/purchasing-division/ mailto:Leela.Stevens@lbutilities.org specified herein, unless confirmed in writing by the LBUD representative. The LBUD reserves the right to amend the RFP to address questions for clarification.

Proposers may modify or amend their proposal only if LBUD receives the amendment prior to the deadline stated herein for receiving proposals. Alterations, modifications or variations to the proposal may not be considered unless authorized by this RFP or by addendum or amendment.

The LBUD reserves the right to reject any or all proposals. The LBUD will select the Consultant, which appears most likely to provide the services under the conditions that would be in the best interest of the LBUD.

In accordance with the Americans Disabilities Act (ADA), the information contained in this RFP is available in an alternative format by request. Questions regarding this RFP should also be addressed to Ms. Leela Stevens, Civil Engineer, at Leela.Stevens@lbwater.org.

Sincerely, Robert J. Verceles, P.E.

Director of Water/Sewer Engineering

Attachments: Exhibits A, B, C, D, E, and F cc:

Leela Stevens, P.E., Civil Engineer Nikolas Baykal, P.E., Senior Civil Engineer mailto:Leela.Stevens@lbwater.org wadepew Image

REQUEST FOR PROPOSAL (RFP)

ENGINEERING SERVICES FOR THE

GROUNDWATER RESILIENCE PROGRAM FEASIBILITY STUDY (EO-3791)

EXHIBIT "A"

SCOPE OF WORK

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EXHIBIT “A”

SCOPE OF WORK

I. INTRODUCTION

The Long Beach Public Utilities Department (LBUD) is seeking the services of a professional engineering consulting firm (Consultant) to provide engineering services for the Groundwater Resilience Program Feasibility Study (Project).

The Consultant is encouraged to identify any changes in the scope of this RFP that may be important to the implementation of the proposed project based on the Consultant’s professional expertise in the subject area.

II. PROJECT BACKGROUND

The Long Beach Public Utilities Department (LBUD) delivers safe and reliable drinking water to approximately 500,000 residents in the City of Long Beach and has more than 90,000 active potable water service connections to residential, commercial, industrial and irrigation customers.

The LBUD service area overlays the Central Basin and the West Coast Basin, both of which are managed by the Water Replenishment District of Southern California. LBUD has an Allowable Pumping Allocation (APA) of 32,692 acre-feet per year (AFY) from the Central Basin. Currently, all groundwater supply is pumped from the Central Basin and conveyed to the Long Beach Groundwater Treatment Plant (GWTP) through the City’s groundwater collection system. LBUD has 0.7 AFY of Adjudicated Rights in the West Coast Basin but currently does not exercise its right to pump from this basin. LBUD fulfills the rest of the City’s water demand with imported water purchased from the Metropolitan Water District of Southern California (MWD).

The LBUD meets its potable water demand through a combination of purchased treated surface water from MWD and local groundwater treated at the GWTP. The City is served by two storage facilities with a total storage capacity of approximately 110 million gallons (MG): J. Will Johnson (JWJ) Reservoir and Alamitos Reservoir. The JWJ Reservoir (storage capacity of approximately 40 MG) receives and distributes purchased MWD water only, while the Alamitos Reservoir (storage capacity of approximately 70 MG) serves blended MWD and treated groundwater from the GWTP.

In 2023, LBUD completed the Water System Optimization and Supply Management Study (Study) which establishes a long-term water resources strategy with the goal of increasing the use of local groundwater supply and reducing dependence on imported water. The Study evaluated the existing water system and current operational procedures and

A-2 provided project alternatives which led to the development of the Groundwater Resilience Program (GRP). From the Study, Project Portfolio 2 was selected as the highest ranked alternative. Project Portfolio 2 focused on the development of a new groundwater treatment plant (Treatment Plant West) and associated pipelines that connect new and existing groundwater wells to meet the demands of the current MWD/JWJ service zone of 10 Million Gallons per Day (MGD).

III. PROJECT SCHEDULE

LBUD expects the engineering services for this Project to be completed promptly. The Consultant shall have 12 months to complete the Project following the Notice to Proceed.

IV. TASK DESCRIPTION

TASK A: NON-OPTIONAL WORK

1. Project Management, Communication and Meetings

1.1 Assign a project manager that will be the point of contact and coordinate all communication with LBUD staff.

1.2 At the commencement of the Project, the Consultant shall hold a kick-off meeting with LBUD staff and sub-Consultants to discuss the scope and parameters of the Project as well as LBUD's experience with the existing water facilities. Specific goals to be accomplished will be identified and effective strategy to accomplish the project goals will be discussed during this meeting.

Consultant shall prepare and distribute the agenda at least 3 working days prior to the meeting, and prepare and distribute meeting minutes within 5 working days of meeting.

1.3 Prepare a work plan to document the established project goals, milestones and deliverables, and include a project execution strategy. Presentation and review of the work plan will be done at the kick-off meeting. This work plan will serve as the basis for subsequent action, in accordance with this Scope of Work.

1.4 Following the kick-off meeting, the Consultant shall anticipate a series of workshops as identified in this RFP and bi-weekly progress meetings with LBUD staff for the duration of the Project. Consultant will prepare and distribute agendas at least 3 days prior to the meeting, lead the meetings, and prepare and distribute meeting minutes within 5 working days of meeting.

1.5 The Consultant shall address any constraints or problems envisioned for the Project. The Consultant shall use sound engineering criteria in the development and administration of the Project. The Consultant shall also be responsible for the accuracy of the calculations performed on the Project.

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1.6 Submit a Project schedule each month or as requested by LBUD throughout the duration of the project. Project schedule shall be Gantt chart showing all tasks with start and end dates, milestones, and deadlines.

1.7 Submit monthly progress reports with invoices. Monthly progress reports shall include work performed, project concerns and schedule impacts, and work anticipated for the upcoming month.

1.8 The Consultant shall monitor and control project budget and schedule throughout the duration of the Project, and administer the contract with LBUD.

The Consultant shall provide a submittal schedule and revise/update as required due to changes.

1.9 Attend all meetings as necessary for the Project as requested by LBUD’s project manager.

1.10 Provide quality assurance and quality control (QA/QC) for major deliverables.

1.11 Consultant shall be responsible for all printing costs, reproduction, and binding of all related documents for the Project unless stated otherwise herein.

1.12 Consultant shall include in its engineering fee the time and costs of meetings with the LBUD and other governmental/permit agencies required to establish an orderly development of the project.

Task 1 Deliverables:

• Workshop PowerPoint Presentations

• Overall Project Schedule with monthly updates, if required

• Meeting Agenda and Meeting Minutes

2. Data Collection and Assessment

2.1 The Consultant shall conduct a systematic data review to gather information about LBUD’s water distribution system including, but not limited to.

a) Water System Optimization and Supply Management Study, 2023

b) Groundwater Augmentation Study, 2025 (expected completion for New

Wells Siting Study in November 2026)

c) Water Distribution Master Plan, 2020

d) Water Resources Plan, 2019

e) Groundwater Treatment Plant Improvement Master Plan, 2023

f) Existing collection, distribution and groundwater hydraulic model

g) Supervisory Control and Data Acquisition (SCADA) information

h) Record drawings

i) Operational data

j) Existing operational constraints, emergency operating procedures, outage history, staffing considerations, and asset management practices.

A-4

k) Other data the Consultant may request related to this task to sufficiently assess LBUD water distribution system

2.2 The Consultant may also need to conduct additional utility research and gather data from other applicable agencies.

2.3 The Consultant shall meet with LBUD staff to collect and review operational procedures and resources. Assume up to four (4) meetings to collect facility operations information and feedback.

Task 2 Deliverable:

• Prepare a Technical Memorandum (TM) that describes the purpose of the Project and data collection process and findings. A finalized version of the TM shall be included in the Draft and Final Report under Task 8.

3. Evaluation of Existing and Potential Water System Constraints

3.1 As identified in the 2023 Water System Optimization and Supply Management Study (Exhibit G), LBUD has selected Project Portfolio 2 as the preferred alternative for the GRP. The Consultant shall evaluate the current potable water systems, and identify any constraints in the existing and future water system that would limit the ability to deliver the GRP including, but not limited to:

1. Treatment Plant West:

a) The proposed groundwater treatment plant, referred to as

Treatment Plant West, will be located at the current JWJ Reservoir property. Treatment Plant West is assumed to have a treatment capacity equivalent to meeting the demands of the JWJ Zone, which historically has averaged approximately 10 MGD.

2. West Basin Expansion Line:

a) A proposed 24-inch pipeline from the existing West Coast Basin

Well 1 (WCB1) and two (2) additional production wells, collectively referred to as West Basin Expansion Line, would deliver enough groundwater supplies to Treatment Plant West at JWJ Reservoir to operate up to 10 MGD. The Treatment Plant West and West Basin Expansion Line operating together would create a separate groundwater collection system on the western front of Long Beach.

3. Capacity Enhancement Line:

a) A proposed 30-inch pipeline along Carson Street, hereby referred to as the Capacity Enhancement Line, would connect the existing groundwater system’s eastern and western legs. This improvement would allow LBUD to increase pumping from its existing wells and provide redundancy in the existing system.

4. System Unification Line:

a) A proposed 30-inch pipeline and booster pump station connecting the existing groundwater system to Treatment Plant West, utilizes

A-5 a proposed crossing under the Los Angeles River along Del Amo Boulevard. This improvement will allow LBUD to connect both groundwater systems and provide complete system redundancy and delivery of resilient groundwater supplies to the entire service area.

5. Production Wells:

a) A minimum of three (3) production wells is required to deliver enough groundwater supplies to Treatment Plant West at JWJ Reservoir to meet the current JWJ service zone demand of 10

MGD.

b) LBUD anticipates utilizing the existing WCB1 well within the West Coast Basin. WCB1 was drilled in 2019 but currently is not equipped for production.

c) LBUD is currently conducting a detailed extraction well siting study under the Groundwater Augmentation Program to identify potential future well sites. This study is anticipated to be completed in November 2026.

3.2 At a minimum, the Consultant shall identify, evaluate and analyze the following:

1. Utilize the collection and distribution systems hydraulic models or another method of analysis, as necessary, to determine planning and design criteria, including pressure, velocity, and roughness coefficients.

2. Provide alternative pipeline alignment, in addition to the baseline alignment described in the section 3.1, and perform desktop analysis to identify constraints and improvements needed on the existing system.

3. Develop a quantifiable or numeric performance matrix that displays how the new treatment plant will improve redundancy, emergency operating capability, system reliability, and production capacity during outage scenarios.

4. Develop a conceptual layout of the civil, mechanical, structural, electrical, instrumentation and control for the Treatment Plant West.

5. Evaluate future consideration, build out and feasibility of potentially upsizing the 10 MGD Treatment Plant West.

6. Provide cost and schedule estimates, including necessary land and/or easement acquisition and permitting for the GRP; include capital, maintenance and operation.

7. Provide alternative project delivery methods to best optimize cost and schedule. The Consultant shall identify benefits and drawbacks for each method, and project management needs during design and construction.

A-6

8. Perform cost-benefit analysis and provide comparison to the forecasted future costs of imported water if no additional water supplies are developed.

9. Establish a framework and implementation plan to include defining short- and long-term program goals, risks, and scheduling milestones.

Task 3 Deliverable:

• Provide Workshop PowerPoint Presentations and prepare a TM that describes the results of the analysis. A finalized version of the TM shall be included in the Draft and Final Report under Task 8.

4. Water Quality and Treatment Process

4.1 Collect and review available source water quality data, including but not limited to existing WCB1 data, WRD data, and water quality data from nearby agencies.

4.2 Perform desktop study and propose a treatment methodology option (e.g., membrane, ozone, granular activated carbon (GAC), ion exchange, etc.) and conduct finished water integration study that is best suited for the existing water quality conditions and meets current and upcoming regulatory compliance.

4.3 Develop a conceptual treatment facility site plan and layout, process flow diagram, and identify utility connection points required to support facility operations. Provide concept-level cost estimates for both design and construction of the proposed treatment facility and associated infrastructure.

4.4 Once treatment methodology is selected, evaluate energy consumption, backup power requirements.

4.5 Provide a concept operations plan identifying staffing requirements necessary to operate and maintain the treatment plant, including estimated O&M, staffing classifications, shift requirements, operator certifications, and long-term operational considerations.

Task 4 Deliverables:

• Provide Workshop PowerPoint Presentations and prepare a TM that describes the results of the water quality modeling, and recommendations for treatment optimization. A finalized version of the TM shall be included in the Draft and Final Report under Task 8.

5. Alternative Courses of Action

5.1 Provide alternative courses of action and/or analyses for groundwater resiliency and distribution in the event the primary option (described in Task 4) is deemed unfeasible. The Consultant shall provide detailed background and justification for proceeding with the selected alternative course of action.

A-7

Task 5 Deliverables:

• Provide Workshop PowerPoint Presentations and prepare a TM to discuss the results of the analysis. A finalized version of the TM shall be included in the Draft and Final Report under Task 8.

6. Permit Coordination and Regulatory Compliance

6.1 Perform an initial permitting and regulatory compliance assessment to understand any requirements, as well as develop a list of required permits (including permit description, issuing regulatory agency, summary of permit requirements, permit costs and permit acquisition timelines).

Task 6 Deliverables:

• Prepare a TM to discuss the results of the analysis. A finalized version of the TM shall be included in the Draft and Final Report under Task 8.

7. Financing Feasibility Analysis

7.1 Identify and develop financing options that include but not limited to: market financing, federal and state loans and grant funding, loan forgiveness, or other below market rate loans available to assist with the financing of the GRP.

Perform an initial assessment of the requirements and LBUD eligibility for the different options.

Task 7 Deliverables:

• Prepare a TM to discuss the results of the analysis. A finalized version of the TM shall be included in the Draft and Final Report under Task 8.

8. Final Project Report

8.1 Draft Final Project Report Submittal:

1. The Consultant shall prepare and submit, for approval, an outline of the Draft Report for review and comment. The Draft Report submitted under this task will be a compilation of all the finalized deliverables provided throughout the course of the Project.

2. The Draft Report shall include, but not be limited to, the following:

1) Executive Summary

2) Introduction section

3) Chapter on each Project task

4) Discussion of assumptions and analysis made

5) Cost benefit analyses and develop project schedules for each option considered

6) Results, conclusions and recommendations

A-8

8.2 Final Project Report Submittal:

8.2.1 The Consultant shall prepare a Final Project Report incorporating all comments from LBUD.

8.2.2 The Consultant shall also assume a minimum of one (1) workshop presentation to present the Final GRP Feasibility Study Report. The workshops shall be no more than 2 hours in length, not including a question and answer period.

Task 8 Deliverables:

• Provide Workshop PowerPoint Presentations and prepare Draft and Final GRP Feasibility Study Report.

TASK B: OPTIONAL TASKS

The following are optional items of work, and LBUD reserves the right to exercise its option to delete or proceed with these items. The tasks shall not be started without written authorization from LBUD.

9. Extra Services

9.1 During the course of the work, conditions may occur that were not planned, anticipated and foreseen. The extra service fee is based on 10% of the above subtasks (Tasks 1-8).

V. LBUD RESPONSIBILITIES

1. Provide project management. Assign a LBUD Project Manager to act as the project focal point.

2. Provide or make available upon request, reports, drawings, specifications, GIS land base maps, LBUD standard specifications, records and other data deemed useful for project development.

3. Provide coordination to avoid interfering with other LBUD or City construction projects and major events.

VI. MISCELLANEOUS

All plans and other documents prepared by the Consultant on behalf of LBUD shall become the sole property of Long Beach Public Utilities Department.

All engineering design and calculations shall be based on design standards adopted by LBUD and relevant agencies. These design standards in turn refer to various state and regional design standards.

EXHIBIT "B"

LETTER PROPOSAL REQUIREMENTS

B-1

EXHIBIT "B"

LETTER PROPOSAL REQUIREMENTS

I. LETTER PROPOSAL REQUIREMENTS

Although no specific format is required by LBUD, this section is intended to provide guidelines to the Consultant regarding features, which LBUD will look for and expect to be included in the proposal.

1. Content & Format

Organize and present a Letter Proposal in a neat and logical format, relevant to these services. Consultant’s proposal shall be clear, accurate, and comprehensive.

Excessive or irrelevant material will not be favorably received.

Proposals shall use a 10-point minimum font size and a maximum of 50 pages, including transmittal/offer letter and resumes of key people, but excluding Index/Table of Contents, tables, charts, and graphic exhibits. The purpose of these restrictions is to minimize the costs of proposal preparation and to ensure that the response to the RFP is fully relevant to the project. Submit a separate Fee Proposal to contain only enough pages to clearly respond to the information that is requested in the RFP.

The Letter Proposal should include the following:

a) Team Organization including an organization diagram.

b) Description of specific work tasks and activities, and concepts for conducting the work.

c) Descriptions of similar projects by the project manager and key staff to be used on this assignment.

d) Brief resumes of key staff listing CA PE number and showing a design year for each project (one page per resume).

e) Project schedule indicating the time frame for completing each task contained within the scope of work.

f) Cost and billing schedule of current hourly billing rates for each of the specialized engineers and of each support service.

2. Scope of Services

A description of the work program shall be included in this section. It should explain the technical approach, methodology, and specific tasks and activities that will be performed and designed to address the specific issues and work items identified in the RFP. It should also include a discussion of constraints, problems, and issues that should be anticipated during the contract, and suggestions for approaches to resolving them.

B-2

Additionally, state in what ways and for what reasons the proposal deviates from the scope of work as presented by LBUD. Denote deviations per the specific Scope of Work Section. If additional Scope of Work items are identified, note and add them to the Scope of Services and the fee estimate.

3. Statement of Qualifications

Describe the qualifications of the firm, key staff and subconsultants that will perform on the project. The consultant and subconsultant qualifications shall be based on projects (less than ten) within the past five years that are similar in scope and size.

The consultant and subconsultants shall demonstrate competence to perform these services. The projects listed should be those that the key staff named for this project were responsible for performing services. Information shall include:

a) Names of key staff that participated on named projects and their specific responsibilities.

b) The client’s name, contact person, addresses, and telephone numbers.

c) A brief description of type and extent of services provided.

d) Completion dates (estimated, if not yet completed).

e) Total costs of the projects.

4. Project Team

The purpose of this section is to describe the organization of the project team including subconsultants and key staff. A project manager shall be named who shall be the prime contact and be responsible for coordinating all activities with LBUD. An organization diagram shall be submitted showing all key team members and illustrating the relationship between LBUD, the project manager, key staff, and subconsultants. There shall be a brief description of the role and responsibilities of all key staff and subconsultants identified in the team organization.

There should also be included in the section brief resumes of key personnel who will provide these services demonstrating their qualifications and experience. Resumes should highlight education, experience, licenses, relevant experience, and specific responsibilities for services described.

5. Project Schedule

A project schedule shall be included which identifies in graphical format the timetable for completion of tasks, activities and phases of the project, which correlate with the scope of work for the project. There should be a brief discussion of any key assumptions used in preparing the timetable and identification of critical tasks and/or events that could impact the overall schedule, including review periods.

B-3

6. Fee Proposal

The Consultant’s fees shall be itemized in accordance with the attached spreadsheet (Exhibit E). In preparing the fee proposal for this project, the Consultant shall take into consideration the following:

a) Compensation for services provided shall be an hourly rate plus reimbursable with an upper limit.

b) A work plan, together with a breakdown of labor hours by employee billing classification, together with the cost of non-labor and subconsultant services shall be included with the fee proposal. The labor breakdown shall be compiled by project tasks and be based on a listing of work tasks that correlates with the Consultant’s defined scope of work for the project proposal. This information will be used by LBUD staff to evaluate the reasonableness of the fee proposal and may be used in negotiating the final fee amounts for the contract agreement.

c) The Consultant’s standard billing rates for all classifications of staff likely to be involved in the project shall be included with the fee proposal along with the costs for any non-labor expenses and subconsultants.

d) Miscellaneous expenses should include only those expenses that are normally not covered by the consultant’s overhead rates.

Allowables:

• Copying & postage

• Certain mileage & travel expenses

• Items requested by LBUD

• Outside services

Nonallowables:

• Computer charges

• Cost of telephone or facsimile equipment

• Health & Safety programs

• Administration charges

• Markups on non-labor expenses and sub-consultants

e) The Consultant shall not exceed the upper limit of their proposal without prior approval from the LBUD.

f) The Consultant shall submit their fee proposal in both PDF and Excel formats.

7. Statement of Offer & Signature

The Proposal shall be signed by an individual authorized to bind the Consultant and shall contain a statement that the proposal is a firm offer for a 90-day period.

EXHIBIT "C"

ADDITIONAL INFORMATION

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EXHIBIT "C"

ADDITIONAL INFORMATION

I. GENERAL REQUIREMENTS

1. Insurance Requirements

The Consultant shall furnish with the proposal proof of the following minimum insurance coverage as shown in the attached sample Agreement (Exhibit D). These minimum levels of coverage are required to be maintained for the duration of the project.

2. Standard Form of Agreement

The Consultant will enter into an agreement with LBUD based upon the contents of the RFP and the Consultant’s proposal. LBUD’s Agreement is included as Exhibit D.

The Consultant shall carefully review the Agreement, especially in regard to the indemnity and insurance provisions, and include with the proposal a description of any exceptions or changes requested to the standard contract. If there are no exceptions, a statement to that effect shall be included in the proposal. There is no guarantee that the exceptions or changes requested would be accepted. The Consultant shall be prepared to state their position on the exceptions or changes to the agreement or all requests will be denied.

3. Disclaimer

This RFP does not commit LBUD to award a contract, or to pay any costs incurred in the preparation of the proposal. The LBUD reserves the right to extend the due date for the proposal, to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified Consultant, to verify any information submitted in the proposal, or to cancel this RFP in part or in its entirety. LBUD may require the selected Consultant to participate in negotiations and to submit such technical, fee, or other revisions of their proposals as may result from negotiations.

LBUD reserves the right to request clarification of any proposal term from Proposers. LBUD may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

C-2

LBUD reserves the right to waive informalities and minor irregularities in proposals received.

LBUD prefers to award to a single CONSULTANT, but reserves the right to award contracts to multiple CONSULTANTS.

LBUD shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the LBUD after all factors have been evaluated.

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

Any irregularities or lack of clarity in the RFP should be brought to the LBUD’s designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements and the Proposer’s standard contract language. The omission of these documents may render a proposal non-responsive.

Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.

Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

No attempt may be made at any time to induce any firm or person to refrain from submitting a proposal or to submit any intentionally high or noncompetitive proposal. All proposals must be made in good faith and without collusion.

Proposal will become public record after the conclusion of the negotiation process and before final approval by the awarding body unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend LBUD for honoring such a designation. The failure to so label any information that is released by LBUD shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

A proposal submitted in response to this RFP must identify any subcontractors, and outline the contractual relationship between the Proposer and each subcontractor.

C-3

An official of each proposed subcontractor must sign, and include as part of the proposal submitted in response to this RFP, a statement to the effect that the subcontractor has read and will agree to abide by the Proposer’s obligations.

If the Awarded Contractor elects to use subcontractors, Awarded Contractor agrees to require its subcontractors to indemnify Indemnified Parties and to provide insurance coverage to the same extent as Awarded Contractor.

If the Awarded Contractor elects to use subcontractors, the Awarded Contractor shall not allow any subcontractor to commence work until all insurance required of subcontractor is obtained.

Each Proposer must adhere to LBUD’s Vendor Code of Conduct, including, but not limited to, disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed. LBUD reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest. The Vendor Code of Conduct can be found at https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023.

Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. LBUD reserves the right to reject any proposal based upon the Proposer’s prior history with LBUD or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the LBUD in evaluation of the proposal. Any Proposer misrepresentation shall be treated as fraudulent concealment from LBUD of the true facts relating to the proposal.

Proposers are advised that any contract awarded pursuant to this procurement process that exceeds $100,000 shall be subject to the applicable provisions of Long Beach Municipal Code Section 2.73 et seq, the Equal Benefits Ordinance.

All Proposers shall complete and return, with their bid, the Equal Benefits Ordinance Compliance form contained in Attachment A, if applicable. Unless otherwise specified in the procurement package, Proposers do not need to submit with their proposal supporting documentation proving compliance. However, supporting documentation verifying that the benefits are provided equally shall be required if the proposer is selected for award of a contract.

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4. Late Proposals

It is Consultant's sole responsibility to ensure that its proposal is received via Long Beach Buys prior to the scheduled closing time for receipt of proposals. Proposals received after the closing time specified in the RFP will not be considered and will be returned.

5. Withdrawal of Proposals

Proposals may be withdrawn via Long Beach Buys prior to the closing time for receipt of proposals. Proposals cannot be withdrawn after the proposal closing time.

6. Assigned Representatives

The LBUD will assign a responsible representative to administer the contract, and to assist the Consultant in obtaining information. The Consultant also shall assign a responsible representative (project manager) who shall be identified in the proposal. The Consultant’s representative will remain in charge of the Consultant’s duties from the notice-to-proceed through PROJECT completion. Any substitution of representatives or sub-consultants identified in the proposal shall first be approved in writing by the LBUD’s representative. LBUD reserves the right to review and approve/disapprove all key staff and subconsultant substitutions or removals, and may consider such changes which are not approved to be a breach of contract.

7. Site Inspection

Consultant is urged to make site visits and examinations so as to become thoroughly familiar with the conditions affecting their evaluation process. Failure to make such additional investigations will not be the grounds for additional claims or for extension of time under the contract, and will not relieve the Consultant of responsibility for meeting all requirements of the RFP.

II. CONSULTANT EVALUATION & SELECTION PROCESS

Consultant evaluation and selection process is based on the following criteria. The following criteria will be used in evaluating the proposals using a point value system based on the items indicated below.

Description Score

1 Ability/Resources to Perform Work 10

2 Project Manager/Staff Experience 10

3 Project Understanding 10

4 Specific Methods/Techniques Used 10

5 Demonstrated Success in Similar Projects 10

6 Reasonableness of Fee 10

Total Possible Score: 60

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a) Ability/Resources to Perform Work: Necessary resources to perform the work within the project timeline and budget.

b) Project Manager/Staff Experience: Qualifications and experience of the project manager, other key individuals, and subconsultants.

c) Project Understanding: Understanding of the project requirements, including identification of critical elements and key issues.

d) Specific Methods/Techniques Used: Technical approach and work plan for the project, including innovative approaches.

e) Demonstrated Success in Similar Projects: Demonstrated success in projects of similar scope. Reference checks will only be conducted for a short list of firms or the top-rated firm.

f) Reasonableness of Fees: Reasonableness of fees and schedules.

LBUD may elect to interview a short list of qualified firms or to interview only the top-rated firm based on the proposals submitted for the project.

LBUD staff will negotiate a contract with the best qualified firm for the desired consulting services at compensation which the staff determines is fair and reasonable to LBUD. Should LBUD staff be unable to negotiate a satisfactory contract with the firm considered to be the most qualified, negotiations with that firm shall be formally terminated. LBUD is not obligated to continue negotiations with the next firm(s) and may decide not to award the contract at all.

III. EQUAL EMPLOYMENT OPPORTUNITY

LBUD is an equal opportunity employer and requires the Consultant to comply with policies and regulations concerning equal employment opportunity.

IV. CONTRACT TERMS AND CONDITIONS

a) The awarded Contractor will be the sole point of contract responsibility. LBUD will look solely to the awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded Contractor shall not be relieved for the non-performance of any or all subcontractors.

b) The awarded Contractor must maintain, for the duration of its contract, insurance coverages as required by LBUD. Work on the contract shall not begin until after the awarded Contractor has submitted acceptable evidence of the required insurance coverages.

c) The Long Beach Municipal Code (LBMC) requires all businesses operating in LBUD of Long Beach to pay a business license tax. In some cases, LBUD may require a regulatory permit 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

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Services, Fire, Health, and/or Police Departments. Additional information is available at www.longbeach.gov/finance/business_license.

d) All work performed in connection with construction shall be performed in compliance with all applicable laws, ordinances, rules and regulations of federal, state, county or municipal governments or agencies (including, without limitation, all applicable federal and state labor standards, including the prevailing wage provisions of sections 1770 et seq. of the California Labor Code), and (b) all directions, rules and regulations of any fire marshal, health officer, building inspector, or other officer of every governmental agency now having or hereafter acquiring jurisdiction.

V. PROTEST PROCEDURES

Section 1: Who May Protest?

Only a bidder/Proposer who has actually submitted a bid/proposal is eligible to protest a bid/proposal. The LBUD will not accept or entertain protests from manufacturers, contractors that did not submit a proposal, suppliers, subcontractors, or the like. A bidder/Proposer may not rely on the protest submitted by another bidder/Proposer but must timely pursue its own protest.

Section 2: Time for Protest

A bidder/Proposer desiring to protest a bid/proposal shall file the protest within five

(5) business days following the date of the electronic notification of intent to award.

The General Manager, or designee, must receive the protest by the close of business on the fifth (5th) business day following the issuance of notice of intent to award.

Section 3: Form of Protest

The protest must be in writing and signed by the individual who signed the bid/proposal or, if the bidder/Proposer is a corporation, by an officer of the corporation and addressed to the General Manager, or designee. A protest shall not be made by e-mail or fax and the LBUD will not accept such. A protest must set forth a complete and detailed statement of the grounds for the protest and include all relevant information to support the grounds stated, must refer to the specific portion(s) of the Contract Documents upon which the protest is based, and shall include a valid e-mail address, street address, and phone number sufficient to ensure the LBUD's response will be received.

Section 4: Additional Information

Once the protest is received by the General Manager, or designee, the LBUD will not accept additional information on the protest unless the LBUD itself requests it.

In that case, the additional information must be submitted within three (3) business http://www.longbeach.gov/finance/business_license

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Section 5: LBUD Response to Protest

The General Manager, or designee, will respond by e-mail and regular mail to the addresses provided in the protest with a decision regarding the protest within ten

(10) business days following receipt of the protest. This decision shall be final.

Section 6: Limitation of Remedy

The procedure and time limits set forth herein are mandatory and are the bidder's/Proposer’s sole and exclusive remedy in the event of protest. The bidder's/Contractor’s failure to comply with these procedures shall constitute a waiver of any right to further pursue a protest including filing a Government Code Claim or initiation of legal proceedings.

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ATTACHMENT A

EQUAL BENEFITS ORDINANCE DISCLOSURE FORM

As a condition of being awarded a contract with LBUD of Long Beach ("City"), the selected Contractor/Vendor ("Contractor') may be required during the performance of the Contract, to comply with LBUD's nondiscrimination provisions of the Equal Benefits Ordinance ("EBO") set forth in the Long Beach Municipal Code section 2.73 et seq. The EBO requires that during the performance of the contract, the Contractor shall provide equal benefits to its employees with spouses and employees with domestic partners. Benefits include but are not limited to, health benefits, bereavement leave, family medical leave, membership and membership discounts, moving expenses, retirement benefits and travel benefits. A cash equivalent payment is permitted if an employer has made all reasonable efforts to provide domestic partners with access to benefits but is unable to do so. A situation in which a cash equivalent payment might be used if where the employer has difficulty finding an insurance provider that is willing to provide domestic partner benefits.

The EBO is applicable to the following employers:

• For-profit employers that have a contract with LBUD for the purchase of goods, services, public works or improvements and other construction projects in the amount of $100,000 or more

• For-profit entities that generate $350,000 or more in annual gross receipts leasing City property pursuant to a written agreement for a term exceeding 29 days in any calendar year

Contractors who are subject to the EBO must certify to LBUD before execution of the contract that they are in compliance with the EBO by completing the EBO Certification Form, attached, or that they have been issued a waiver by LBUD. Contractors must also allow authorized City representatives access to records so LBUD can verify compliance with the EBO.

The EBO includes provisions that address difficulties associated with implementing procedures to comply with the EBO. Contractors can delay implementation of procedures to comply with the EBO in the following circumstances:

1) By the first effective date after the first open enrollment process following the contract start date, not to exceed two years, if the Contractor/vendor submits evidence of taking reasonable measures to comply with the EBO; or

2) At such time that the administrative steps can be taken to incorporate nondiscrimination in benefits in the Contractor/vendor's infrastructure, not to exceed three months; or

3) Upon expiration of the contractor's current collective bargaining agreement(s).

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Compliance with the EBO

If a contractor has not received a waiver from complying with the EBO and the timeframe within which it can delay implementation has expired but it has failed to comply with the EBO, the Contractor may be deemed to be in material breach of the Contract. In the event of a material breach, LBUD may cancel, terminate or suspend LBUD agreement, in whole or in part. LBUD also may deem the Contractor an irresponsible bidder and disqualify the Contractor from contracting with LBUD for a period of three years. In addition, LBUD may assess liquidated damages against the Contractor which may be deducted from money otherwise due the Contractor. LBUD may also pursue any other remedies available at law or in equity.

By my signature below, I acknowledge that the Contractor understands that to the extent it is subject to the provisions of the Long Beach Municipal Code section…