REQSL1256464.pdf

OCADY's Training Prop Repair and Maintenance | RFP - FD-26-770 | Template v3.14.25 |

City of

Long Beach Request for Proposals RFP - FD-26-770

OCADY's Training Prop Repair and Maintenance

City of

Long Beach Request for Proposals RFP - FD-26-770

OCADY's Training Prop Repair and Maintenance

OCADY's Training Prop Repair and Maintenance | RFP - FD-

26-770 | Template v3.14.25 | 1

Please read this entire document carefully as it contains important information essential to your proposal

Overview

Summary

The City of Long Beach Fire Department is seeking proposals from qualified proposers to provide maintenance and repair services for the OCADY's

Training Prop.

Key Dates

Release Date: Thursday, October 01, 2026

Mandatory Site Walk: 10:00 AM (PST), Tuesday, October 13, 2026

Questions Due to the City: 11:00 AM (PST), Tuesday, October 27, 2026

Proposals Due: 11:00 AM (PST), Tuesday, December

01, 2026

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information

Instructions for what to include in your proposal and how to submit it are detailed in Section 4.

Proposals must be submitted electronically via

LongBeachBuys.com.

This is a competitive process, and the City intends to award the opportunity based on the information submitted in the proposal that best meets the needs of the City.

26-770 | Template v3.14.25 | 2

Official Contact

Keisha Sanker rfppurchasing@longbeach.gov

All communication with the City related to this RFP must be directed to the contact listed above.

mailto:rfppurchasing@longbeach.gov

OCADY's Training Prop Repair and Maintenance | RFP - FD-26-770 |

Template v3.14.25 | 3

Assistance & Resources For assistance using Long Beach Buys, please contact us directly

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach

BizCare

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

562-570-4BIZ (4249)

4Biz@longbeach.gov

Request Assistance Form file:///C:/Users/casinoh/Downloads/longbeachbuys.com https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u mailto:rfppurchasing@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ mailto:4Biz@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/

26-770 | Template v3.14.25 | 4

Contents

BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

2.2.2 Contract Management

2.2.3 Contract Payment

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

1 The Opportunity

1.1 Project Summary

The Long Beach Fire Department is seeking proposals from qualified proposers to assess and repair the OCADY’s Structural Firefighting training prop located at the Long Beach Fire

Regional Training Center. This project includes both major and minor repairs to multiple rooms within the prop. The training prop consists of an entry room (no repairs required), hallway, training room 1, training room 2, training room 3, and upper level (no upstairs repairs required). The City is seeking proposals that include itemized pricing by room for smoke damage cleaning (sandblasting) and the required repairs for the three training rooms and hallway.

This project will be funded with Homeland Security Grant funds and is federally funded.

Since this project will be funded through multiple grant sources, it may need to be completed over multiple grant years, depending on funding availability. Funding for future years is contingent upon the award of Federal Emergency Management Agency (FEMA)

Homeland Security Grant Program funds. The cost of the overall repairs exceeds the funding available under the individual grant years. The City intends to use funding from multiple grant years and multiple purchase orders under this contract to complete the repairs necessary to restore the full functionality of the Regional Training Center (RTC) training prop. The grant years identified for this project are Urban Areas Security Initiative

(UASI) FY24, FY25, and FY26. Funding will span multiple grant years based on the performance period of each Grant and the availability of grant funding from that grant year to fund the repairs. The timeline of the grant will determine the funding available to cover the scalable scope of the repairs. The maintenance and upkeep of the training center, as a regional asset, is a priority of the grant program, and funding is distributed annually per release of the subrecipient agreement.

1.2 Background

The Long Beach Fire Department Regional Training Center is a state certified Regional

Training Center, certified through the California Office of Emergency Services (OES) for both

Hazardous Materials Technician/Specialist and Urban Search. The training center is also recognized as an Accredited Local Academy (ALA) by the Office of the California State Fire

Marshall. The Long Beach Fire Department (LBFD) along with the Regional Training Group

(RTG) for the Los Angeles Area Fire Chiefs Association (LAAFCA) coordinate the delivery of a variety of training courses for professional firefighters throughout the Los Angeles Region.

Needs Statement:

The training prop is a standalone building which is one piece of the overall LBFD Regional

Training Center. The requested improvements are solely focused on this one prop. The

OCADY training prop is a significant regional prop utilized to train regional firefighters. It is vital to our organization as well as other outside agencies that have attended and conducted training at our Regional Training Center. It is used to train civilians, Community

Emergency Response Teams (CERT), Long Beach Search and Rescue Members, recruit firefighters as well as experienced firefighters in a multitude of topics to improve all-hazard response and readiness. The Training prop consists of multiple Conex steel containers assembled to resemble a two-story structure. Each room within the training prop may require extensive repairs to the walls and ceiling.

1.3 Goals

The objective of this Request for Proposal (RFP) is to identify the repairs required for each individual room and or area, facilitating a scalable approach to the project based on available grant funds. The goal is to prevent further damage to the existing training prop, and to allow for continued use and longevity of the structure without the need for complete replacement of the structure.

1.4 Award Terms

This contract will be for a period of two years with the option to renew for one additional one-year period. The contract period for each phase of the project will align with the performance period specified by the grant funding the work. For work funded by UASI24, the performance period will terminate by February 1, 2027. For work funded by UASI25, the performance period will terminate by February 1, 2028.

This contract is funded through the Federal Emergency Management Agency (FEMA)

Homeland Security Grant Program. Continuation of the contract is expressly contingent upon the award and continued availability of grant funding. If grant funding is reduced, delayed, unavailable, or withdrawn, the City reserves the right to modify the scope of work and/or suspend, or terminate the contract in accordance with the terms of the agreement.

2 Scope of Work

2.1 Description of Services

The Contractor shall conduct a comprehensive site assessment and prepare a scalable, itemized proposal for the repair of the Regional Training Center (RTC) training prop. The proposal shall identify recommended repairs by individual room and or area and include separate pricing to allow the City to prioritize work based on available grant funding.

The proposal shall include at a minimum, the following areas identified in Exhibit 1 RTC

Training Prop Layout:

• Training Room 1

• Training Room 2

• Training Room 3

• Hallway

• Stairwell (Rear View-North Side)

For each room and/or area, the Contractor shall:

• Identify and distinguish between minor repairs, major repairs, and preventative maintenance necessary to preserve the structure and prevent further deterioration.

• Identify repairs required for existing windows and doors.

• Provide detailed, itemized pricing for each room and/or area to support phased implementation based on available grant funding.

• Include detailed description in the template provided, adding as many lines for repairs identified as needed, including pricing for each individual repair or service.

The Contractor shall assess the existing condition of the training prop and identify all repairs necessary to restore and reinforce the structure. Repairs may include, but are not limited to:

• Removal and replacement of damaged steel wall and ceiling panels.

• Reinforcement, replacement, or installation of structural supports within walls, ceilings, and corners, as needed.

• Sandblasting and welding of damaged steel components where repair is appropriate and replacement is not required.

• Any additional repairs necessary to safely restore the structural integrity of the training prop.

• Replacement of damaged doors, door hardware and handles to ensure all doors are functional, operate properly, seal properly, and provide operation and containment and use of the prop. Doors that are designed to be shut from the outside, must be able to maintain closure.

• Inspect and identify all welding repairs necessary to ensure the interior structure is properly sealed and capable of safely containing agents of combustion inside the

Training Prop.

• Inspect the interior chain support system and repair or replace, as necessary, to ensure the chain is securely welded and capable of supporting the plywood wall and ceiling panels. Where repairs require removal of the chain, the Contractor shall reinstall and securely re-weld the chain to the repaired or replacement wall and/or ceiling components.

• Repair or replace damaged doors, door hardware, handles and thresholds as necessary. Provide separate pricing for repairs to the exterior west side of the structure, including repairs necessary to prevent damage or deterioration to the exterior walls, baseboards, siding, and underlying structural components.

• Repairs include removal and replacement of existing steel panels, reinforcing, replacing or installing support structures within the walls, ceilings and or corners, as needed. Sand blasting and welding areas where existing damage is apparent and does not require replacement.

• Clean and refurbish the interior hallways, reinforce corners as needed; sandblast and weld any damaged areas; repair and replace existing floor tiles in each room and hallway as needed; and repair exterior doors and windows to ensure proper operation, and closure for safety.

In addition to the requirements identified above, the Contractor shall:

• Identify any additional deficiencies observed during the site assessment that are not specifically identified in this Scope of Work and provide recommendations and itemized pricing for the necessary repairs.

• Include the estimated time required to complete each recommended repair, as identified in the pricing template.

• Clearly identify any recommended repairs that are critical to the structural integrity or safe operation of the training prop.

• Identify any recommended repairs that may be phased or deferred based on available funding

• The Contractor shall provide recommendations identifying whether structural elements should be repaired or replaced based on their observed condition and level of damage, with supporting rationale and itemized pricing.

APPENDICES

Appendix A: Cost Proposal Template

Exhibit 1: RTC Training Prop Room Layout

Exhibit 2: Federal Wage Rates - FEMA (CA20220026 MOD5)

Pro-Forma Agreement: Non-Design

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Awarded Contractor during the contract. This list is an indication of the performance metrics of interest to the City, and is not exhaustive or final. As a part of a response to this

RFP, Proposers may propose additional or alternative performance metrics to be tracked on a regular basis. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and the City prior to the finalization of an agreement between parties, and may be adjusted over time as needed.

METRIC DESCRIPTION TARGET DATA SOURCE

1. Repair Quality and Timelines

Contractor’s ability to accurately identify repairs and provide complete, itemized repair recommendations and cost estimates in accordance with the agreed upon schedule and City quality standards

Approved repairs are completed by the agreed-upon completion date and accepted by the

City.

Contractor status reports and project schedules

2. Execution of repairs and

Contract

Deliverables

Contractor’s performance in completing the required repairs and delivering all project requirements in accordance with the approved scope of work, project schedule and

Approved repairs and contract deliverable are completed in accordance with the approved scope of work, project schedule, and accepted by the

City, resulting in a safe and fully

Contractor status reports, project schedules, and itemized invoices.

contract requirements operational Training

Prop.

3. Completion of

Phase 1: First

Grant Year designated repairs.

Contractor’s ability to complete the

Phase 1 repairs and associated contract deliverables within the authorized grant funding and project schedule.

Phase 1 repairs and deliverables are completed within the authorized grant funding project (UASI24, UASI25, UASI26) schedule based upon contract agreement.

Contractor status reports and project schedules

4. Phase 2 Repair

Prioritization and

Implementation

Contractors ability to prioritize, make decisions, and implement the repairs, taking consideration to the limitations of grant funding, approved project scope, and the initial site assessment.

Repairs are prioritized and completed in accordance with the approved Phase 2 scope of work, available grant funding, and project schedule, resulting in a safe and operational OCADY training prop.

Initial site assessment, itemized repair recommendations, contractor status reports, project schedules, and itemized invoices.

2.2.2 Contract Management

Communication and Management: The Regional Training Chief and subject matter experts will work with the Contractor to continually assess progress and improvements.

The Grant Manager will coordinate with the Contractor and Training Battalion Chief to ensure compliance with grant requirements and timely delivery of project milestones to support reimbursement from the Grantor. The full project should be completed by mid-

January 2027 as this is a reimbursement based grant funded process, and no negotiation is possible.

2.2.3 Contract Payment

The City of Long Beach issues payment based upon services rendered. After a contract is finalized and work is performed, the Contractor should invoice the City. The City will remit payment within 30 calendar days of being billed.

For a purchase to be considered complete for grant reimbursement, all contract deliverables must be received and accepted by the City, and the applicable invoice must be submitted and paid in accordance with the applicable grant requirements.

Grant Reimbursement Requirements: Purchase orders issued for completion within

UASI24 grant must have the project completed by mid-January 2027 to be eligible for reimbursement. Purchase orders issued for completion within UASI25 grant must have the project completed by Mid-January 2028 as is the performance period for that grant cycle.

Anything outside of those deadlines is not eligible for reimbursement.

3 How We Choose

3.1 Minimum Qualifications

Proposers shall meet the following minimum qualifications:

• Qualification to conduct business in the City

• Not having been debarred by Federal, State or local government

• Demonstrated experience providing field service, performing projects of similar scope, including structural steel fabrication, welding, and industrial repairs.

• Possess license in steel fabrication and welding field service

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience

• Experience managing projects of similar scope and complexity, including oversight of potential assigned staff. Experience with fire training props is preferred; experience involving steel Conex container assemblies or similar building structures from steel Connex boxes.

• Demonstrated experience successfully completing projects on time and within similar scope, size, and complexity.

• Organizational capacity, staffing resources, and availability to successfully perform the required services.

30%

2. Method of Approach 40%

• Proposed work plan and methodology for assessing and completing the required repairs, including the project schedule.

• Demonstrated understanding of the project scope, objectives, and site conditions, including a phased work plan with itemized pricing by room, and a project schedule to ensure timely project completion.

• Quality of the proposed work plan for completing the required repairs

• Ability to complete the project within the required timeframe

• Quality of Materials, recommendation of types of welds to repair with;

we will review structural components as well as surface components of general plan of repair; broken down in quote proposal.

• Cost effective repair approach, including repair versus replacement recommendation, supported by the site assessment and consideration of both individual repair cost and overall project value and consideration of current damage.

3. Communications & Reporting

• Communication and Reporting with City Staff via email or phone regarding project completion reporting and status.

• Progress reporting and project status updates.

• Project management approach for communication, reporting, and timely project completion

10%

4. Reasonableness of Cost

• Reasonableness of the proposed costs for each room based on the anticipated repairs within the budget of each Grant Year.

20%

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC) &

DATE LOCATION / ADDITIONAL INFORMATION

Release date Thursday

October 01, Mandatory Site Walk 10:00 AM

(PST),

Tuesday,

• Long Beach Fire Regional Training Center

2249 Argonne Ave, Long Beach, CA 90815

• Meeting Location: Front Lobby

• Street Parking Only

October 13, Questions due to the

City

11:00 AM

(PST),

Tuesday, October 27,

• Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A Tuesday, November

10, 2026

• Responses to the questions will be posted on

LongBeachBuys.com.

Proposals due 11:00 AM

(PST),

Tuesday, December

01, 2026

• Proposals should be submitted electronically via LongBeachBuys.com.

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

• Proposers are responsible for submitting their proposals completely and on time.

o Proposers will receive an e-bid confirmation number with a time stamp from LongBeachBuys.com indicating that the proposal was submitted successfully. The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the

City during normal business hours at

LBPurchasing@longbeach.gov or (562)

570-6200.

Evaluation of Narrative

& Cost Proposals

TBD • An Evaluation Committee will review Narrative

& Cost Proposals to select the proposal that best meets the needs of the City.

• Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 3.2.

Interviews TBD • The City may interview none, one, some or all

Proposers.

Negotiation &

Contractor Selection

TBD • Selected Contractor(s) will be notified in writing.

mailto:rfppurchasing@longbeach.gov file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov

• Any award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to Public Records Act requests unless and until an agreement is reached.

Estimated Contract

Execution

TBD

Proposer Debrief After

Contractor is Selected

• Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal.

The intent of the debrief is to provide the

Proposer with constructive feedback to equip them with information to effectively meet the

City’s needs and be successful in future proposals.

4.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal. Please note proposals that are NOT complete will NOT be considered for the opportunity and will be deemed non-responsive.

PROPOSAL

☐ Narrative

Proposal

The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP. Guidance on preparing a Narrative Proposal is detailed in Section 4.3.

☐ Cost Proposal The Cost Proposal should be prepared using Appendix A Cost

Proposal Template.

PROPOSAL APPENDICES

☐ Financial

Stability

Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the Proposer and subcontractor.

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

Colored displays, promotional materials, and other collateral are not necessary or desired. However, if a complete response cannot be provided without referencing supporting documentation, it may be provided as an addendum clearly cited in the Narrative or Cost Proposal.

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

Beach Buys. They must be signed by the individual legally authorized to bind the

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

☐ C. Proof of registration with the California Department of Industrial Relations

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 proposal to expedite processing.

☐ D. W-9

☐ E. Business License

☐ F. Proof of Registration with the California Secretary of State

G. ☐Certificates of Insurance: [Refer to Section 5.3]

☐ H. Faithful Performance Bond

☐ I. Labor and Materials Bond

☐ J. Current Contractor’s State License Board print out

☐ Contact Information | Ensure your organization’s profile is up to date in Long Beach

Buys, including an email address, phone number, and for any classifications you may qualify for.

☐ Conformation of Attachments | Ensure you have checked ALL the attachments in

Long Beach Buys and have confirmed that all the required documents have been uploaded and labeled correctly.

4.3 Narrative Proposal Template

An editable version of the template below has been posted to Long Beach Buys. Proposers should complete the editable template and submit it as their narrative proposal.

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization

Company Name

Company Address

Federal Tax ID Number

DIR Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time the organization has been providing the services described in this RFP (1-3 sentences).

How many employees does the organization have in total and residing in Long Beach?

Where are the representative(s) that would service the City’s account located?

Please provide a plan of overview for how the project will be staffed, including the percentage of time each employee will be allocated to the project, and the names and titles of principles. Or: Who are the key staff involved in the project? For each, please include a name, title, and resume either as an attachment or 1 paragraph description.

REFERENCES

Reference 1

Company

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

Reference 3

Company

Project Manager

Phone Number

Project Description

SUB-CONTRACTOR CONTACT INFORMATION

Does the proposal include subcontractors?

☐ Yes

☐ No

If applicable, provide the following for all subcontractors included in this proposal.

Organization Company Name

Company Address

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Which specific requirements of this RFP will the subcontractor perform?

Is the subcontractor registered with the

California Department of Industrial

Relations? If yes, provide registration number.

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time the organization has been providing the services described in this RFP (1-3 sentences).

How many employees does the organization have nationally, locally, and residing in Long

Beach?

Where are the representative(s) that would service the City’s account located?

Please provide a plan of overview for how the project will be staffed, including the percentage of time each employee will be allocated to the project, and the names and titles of principles. Or: Who are the key staff involved in the project? For each, please include a name, title, and resume either as an attachment or 1 paragraph description.

Method of Approach

1. Briefly summarize your proposed solution.

2. Describe your proposed workplan for completing the required repairs for each room, including key milestones and timelines.

3. Explain the logic model for how you will achieve the target outcomes/outputs of the RFP.

4. Explain how proposal will mitigate or address the risk.

5. Outline what the proposer will need from the City to implement the contract successfully.

Communications & Reporting

1. Describe the project management tools and systems your firm will use to monitor project progress, track repairs, and provide communication and reporting to the

City throughout the project.

2. Describe your approach to communicating and coordinating with City staff throughout the project, including how project updates, schedule changes, and project issues will be communicated. Include your approach to coordinating and communicating with the Director of Training, Training Captains, and other designated project staff throughout the project.

3. The City requires that the Awarded Contractor provide proof of payment of any subcontractors used for this project. If the proposal includes subcontractors, please describe the plan for how the City will be notified of such payments.

5 Terms & Conditions

5.1 Acronyms/Definitions

1. Awarded Contractor: The organization/individual that is awarded a contract with the

City of Long Beach, California for the services identified in this RFP.

2. City: The City of Long Beach and any department or agency identified herein.

3. Contractor / Proposer: Organization/individual submitting a proposal in response to this RFP.

4. Department / Division: City of Long Beach, Fire Department

5. Evaluation Committee: An independent committee comprised solely of representatives of the City established to review proposals submitted in response to the RFP, evaluate the proposals, and select a Contractor.

6. May: Indicates something that is not mandatory but permissible.

7. OCADY: Name of the training prop structure

8. RTC: Regional Training Center (Long Beach Fire Department, City of Long Beach)

9. RFP: Request for Proposals.

10. Shall / Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement will result in the rejection of a proposal as non-responsive.

11. Should: Indicates something that is recommended but not mandatory. If the

Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

12. Subcontractor: Third party not directly employed by the Proposer who will provide services identified in this RFP.

13. UASI: Urban Areas Security Initiative: Homeland Security Grant

5.2 Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

2. The City reserves the right to request clarification of any proposal term from

Proposers.

3. The City 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.

4. The level and term of documentation required from the Proposer to satisfy the City will be commensurate with the size and complexity of the contract and Proposers should submit accordingly. If the information submitted by the Proposer, or available from other sources, is insufficient to satisfy the City as to the Proposer’s contractual responsibility, the City may request additional information from the Proposer or may deem the proposal non-responsive.

5. The City reserves the right to waive informalities and minor irregularities in proposals received.

6. The City reserves the right to reject any or all proposals received prior to contract award.

7. The City’s determination of the Proposer’s responsibility, for the purposes of this RFP, shall be final.

8. Unless otherwise specified, the City prefers to award to a single Contractor but reserves the right to award contracts to multiple contractors.

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

10. If the City receives a single responsive, responsible proposal, the City 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 the City to assist such analysis. By conducting such analysis, the City shall not be obligated to accept the single proposal.

The City reserves the right to reject such proposal or any portion thereof.

11. Any irregularities or lack of clarity in the RFP should be brought to the Purchasing

Division designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

12. 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.

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

14. 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.

15. Proposals may be withdrawn by written notice received prior to the proposal opening time.

16. The price and amount of this proposal must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other

Contractor or prospective Contractor.

17. 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.

18. Prices offered by Proposers in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The Awarded Contractor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the Awarded

Contractor for implementation of their proposal.

19. The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

20. In the event a Proposer received assistance from City staff or a representative of the City (technical assistance provider), the City is not responsible for any mistakes, inaccuracies, delays, or any other impact that the assistance provided did to impact the Proposer’s final product. Available technical assistance support services are only intended to provide advice and does not constitute a basis for any protest to this contract opportunity. It is solely the Proposer’s responsibility to prepare and submit a response to the RFP.

21. Proposal will become public record after the Notice of Intent to Award has been posted and the protest period has closed 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 the City for honoring such a designation. The failure to so 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.

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

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.

23. If the Contractor elects to use subcontractors, the City requires that the Awarded

Contractor provide proof of payment of any subcontractors used for this project.

Proposals shall include a plan by which the City will be notified of such payments.

24. Each Proposer must adhere to the City’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.

The City 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

25. 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 https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023 https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023 any proposal. The City reserves the right to reject any proposal based upon the

Proposer’s prior history with the City 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.

26. The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the Awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the Awarded Contractor’s proposal, and the

Awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

27. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

28. Any contract resulting from this RFP shall not be effective unless and until approved by the City Council / City Manager, as applicable.

29. The City will not be liable for Federal, State, or Local excise taxes.

30. Execution of Attachment A of this RFP shall constitute an agreement to all terms and conditions specified in the RFP, including all contract terms and conditions therein, except such terms and conditions that the Proposer expressly excludes.

31. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal. Any

Proposer misrepresentation shall be treated as fraudulent concealment from the City of the true facts relating to the proposal.

32. Proposals shall be kept confidential until the Notice of Intent to Award has been posted and the protest period has closed.

33. No announcement concerning the award of a contract as a result of this RFP may be made without the prior written approval of the City.

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.

34. All Proposers shall complete and return, with their bid, the Equal Benefits Ordinance

Compliance form contained in Attachment B, if applicable. Unless otherwise specified in the procurement package, Proposers do not need to submit with their bid 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.

35. Independent contractors or employees of a third-party employer who are CalPERS retirees are subject to provisions of the Government Code. A CalPERS retiree is an employee of a CalPERS employer who terminates active employment and receives a monthly CalPERS retirement allowance. Any individual qualifying as a CalPERS retiree doing business as an independent contractor or employee of a third- party employer is required to submit a CalPERS determination to ensure the services provided are considered that of a true independent contractor position. All third-party employers are required to notify any individual they are having work for the City of Long Beach of this requirement. You may reach out directly to CalPERS at membership_reporting@calpers.ca.gov for a determination.

5.3 Contract Terms & Conditions

1. The Awarded Contractor will be the sole point of contract responsibility. The City 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.

2. The Awarded Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Work on the contract shall not begin until after the Awarded Contractor has submitted acceptable evidence of the required insurance coverages. As a condition precedent to the effectiveness of this contract, Contractor shall procure and maintain at Contractor’s expense for the duration of this contract from an insurance company that is admitted to write insurance in the

State of California or that has a rating of or equivalent to an A:VIII by A.M. Best and

Company the following insurance:

mailto:membership_reporting@calpers.ca.gov

a. Commercial general liability insurance equivalent in coverage scope to ISO CG

00 01 10 93 which does not exclude coverage for liability resulting from XCU

(explosion, underground, and collapse) perils, cross liability protection, sudden and accidental pollution and cleanup liability, mobile equipment, and products and completed operations liability naming the City of Long Beach and its officials, employees, and agents as additional insureds on a form equivalent in coverage scope to ISO CG 20 10 11 85 from and against claims, demands, causes of action, expenses, costs, or liability for injury to or death of persons, or damage to or loss of property arising out of activities or work performed by or on behalf of the Contractor in an amount not less than One

Million Dollars (US $1,000,000) per occurrence and Two Million Dollars (US

$2,000,000) in general aggregate.

b. Workers’ compensation coverage as required by the Labor Code of the State of California and Employer’s liability insurance with minimum limits of One

Million Dollars (US $1,000,000) per accident or occupational illness. The policy shall be endorsed with a waiver of the insurer’s right of subrogation against the City of Long Beach and its insurers, officials, employees, and agents.

c. If use of a vehicle is part of the scope of services, commercial automobile liability insurance equivalent in coverage scope to ISO CA 00 01 06 92 in an amount not less than One Million Dollars (US $1,000,000) combined single limit

(CSL) covering Symbol 1 (“any auto”).

Any self-insurance program or self-insurance retention must be approved separately in writing by City and shall protect the City of Long Beach and its officials, employees, and agents in the same manner and to the same extent as they would have been protected had the policy or policies not contained retention provisions. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, or canceled by either party except after thirty (30) days prior written notice to City, and shall be primary and not contributing to any other insurance or self-insurance maintained by City.

Any subcontractors which Contractor may use in the performance of this contract shall be required to indemnify the City to the same extent as the Contractor and to maintain insurance in compliance with the provisions of this section.

Contractor shall deliver to City certificates of insurance and original endorsements for approval as to sufficiency and form prior to the start of performance hereunder. The certificates and endorsements for each insurance policy shall contain the original signature of a person authorized by that insurer to bind coverage on its behalf. “Claims-made” policies are not acceptable unless

City Risk Manager determines that “Occurrence” policies are not available in the market for the risk being insured. If a “Claims-made” policy is accepted, it must provide for an extended reporting period of not less than three (3) years. Such insurance as required herein shall not be deemed to limit Contractor’s liability relating to performance under this contract. City reserves the right to require complete certified copies of all said policies at any time. Any modification or waiver of the insurance requirements herein shall be made only with the approval of City Risk Manager. The procuring of insurance shall not be construed as a limitation on liability or as full performance of the indemnification provisions of this contract.

3. 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 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. Additional information is available at www.longbeach.gov/finance/business_license.

4. 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.

5. Awarded Contractor shall indemnify, protect and hold harmless City, its Boards, Commissions, and their officials, employees and agents (“Indemnified Parties”), from and against any and all liability, claims, demands, damage, loss, obligations, causes of action, proceedings, awards, fines, judgments, penalties, costs and expenses, including attorneys’ fees, court costs, expert and witness fees, and other costs and fees of litigation, arising or alleged to have arisen, in whole or in part, out of or in connection with (1) Awarded Contractor’s breach or failure to comply with any of its obligations contained in this Contract, including any obligations arising from the http://www.longbeach.gov/finance/business_license

Awarded Contractor’s compliance with or failure to comply with applicable laws, including all applicable federal and state labor requirements including, without limitation, the requirements of California Labor Code Section 1770 et seq. or (2) negligent or willful acts, errors, omissions or misrepresentations committed by

Awarded Contractor, its officers, employees, agents, subcontractors, or anyone under Awarded Contractor’s control, in the performance of work or services under this Contract (collectively “Claims” or individually “Claim”).

6. In addition to Awarded Contractor’s duty to indemnify, Awarded Contractor shall have a separate and wholly independent duty to defend Indemnified Parties at

Awarded Contractor’s expense by legal counsel approved by City, from and against all Claims, and shall continue this defense until the Claims are resolved, whether by settlement, judgment or otherwise. No finding or judgment of negligence, fault, breach, or the like on the part of Awarded Contractor shall be required for the duty to defend to arise. City shall notify Awarded Contractor of any Claim, shall tender the defense of the Claim to Awarded Contractor, and shall assist Awarded Contractor, as may be reasonably requested, in the defense.

7. If a court of competent jurisdiction determines that a Claim was caused by the sole negligence or willful misconduct of Indemnified Parties, Awarded Contractor’s costs of defense and indemnity shall be (1) reimbursed in full if the court determines sole negligence by the Indemnified Parties, or (2) reduced by the percentage of willful misconduct attributed by the court to the Indemnified Parties.

8. Any requests for reasonable price adjustments must be submitted 60 days prior to the Contract annual anniversary date. Requests for adjustment in cost of labor and/or materials must be justified based upon verifiable criteria such as the

Consumer Price Index, US City Averages, or other relevant indices.

9. 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.

10. 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.

11. The provisions of this section shall survive the expiration or termination of this

Contract.

12. PUBLIC WORKS OF IMPROVEMENT ONLY: Contractor agrees that all public work (as defined in California…