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City of

Long Beach Request for Proposals Number AP-22-122

Baggage Handling System Maintenance

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Overview

Summary

Baggage Handling System Maintenance at the Long

Beach Airport

Key Dates

Release Date: March 29, 2023

Mandatory Pre-Proposal Meeting: April 20, 2023, 10:00

AM

Questions Due to the City: April 26, 2023, 11:00 AM

Proposals Due: May 18, 2023, 11:00 AM

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 the

City’s Long Beach Buys portal, available at https://longbeachbuys.buyspeed.com/bso/view/hom epage/homePage.xhtml.

RFP Official Contact rfppurchasing@longbeach.gov

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

mailto:rfppurchasing@longbeach.gov

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Contents

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

3.3 Selection Process & Timelines

4 Proposal Instructions & Content

4.1 Proposal Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

4.4 Cost Proposal/Fees and Charges

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

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1 The Opportunity

1.1 Project Summary

The City of Long Beach (City), as operator of the Long Beach Airport (Airport or LGB), is seeking qualified firms with demonstrated capabilities and experience to provide maintenance and support of the Airport’s Baggage Handling System (BHS) as defined in Section 2, Scope of Work. The services are anticipated to commence upon approval of the Long Beach City Council which is slated for third quarter of 2023.

The Airport intends to select the firm that best understands and meets the objectives and qualifications in accordance with the evaluation criteria of the RFP. In addition, the

Proposers should be able to expand their scope of work to include additional services if it is determined to be necessary by the Airport.

1.2 Background

The Airport is strategically located next to the 405 freeway, halfway between Los

Angeles and Orange County airports. Sitting on 1,166 acres, LGB boasts three runways, with the longest being 10,000 feet and can land some of the largest airplanes in the world. Founded in 1923, LGB is the oldest municipal airport in California. Among its many awards, LGB was named a Top 10 airport in the 2020 USA Today 10 Best Readers' Choice travel award contest for Best Small Airport. LGB offers non-stop service to several U.S.

cities while supporting a healthy general aviation community with more than 300,000 annual operations. The airport is also a source of substantial economic activity and employment, with the LGB Aviation Complex generating $8.6 billion in economic impact and supporting 46,000 jobs. The Airport prides itself in preserving its esteemed historic legacy and maintaining a safe, sustainable, and environmentally responsible operation.

LGB is an active airport; with three major passenger airlines, a major cargo carrier, vibrant general aviation activity, two Fixed Base Operators (FBOs) currently in operation, the Airport transports over 3.5 million commercial airline passengers annually. The major airlines currently serving LGB are Delta Air Lines, Hawaiian Airlines, and Southwest Airlines, along with charter airlines frequently offering on-demand service.

Passengers check their baggage at the airline ticket counters located in the newly constructed 16,707 square foot Ticketing Building. The new Baggage Handling System

(BHS), manufactured by Diversified Conveyors International, Inc. (DCI), conveys the checked luggage to the newly constructed Checked Baggage Inspection Station

(CBIS), adjacent to the Ticketing Building, where the Transportation Security

Administration (TSA) operates. Cleared baggage is then moved through an enclosed

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Baggage from arriving aircraft is loaded onto carts by airline employees and moved to the appropriate baggage claim area. Baggage is then loaded onto conveyors which are dropped onto the two (2) baggage claim carousels located in the newly constructed 6,770 square foot Baggage Claim Facility.

1.3 Goals

The Airport strives to provide passengers with an optimal travel experience from check-in to reclaim. The Airport is seeking a contractor with the ability to work in a dynamic environment and has the flexibility to adapt to changes due to the needs of on-going airport activities and improvement programs.

The Contractor shall possess previous verifiable experience in providing services and support for airport BHS, as defined in the Scope of Work, to an entity comparable or exceeding in size to the Airport.

The Contractor shall have qualified staff currently working for them or must be able to reasonably hire and employ qualified staff in order to fully provide the services required by the Airport within the prescribed time period, as described in this

Request for Proposals (RFP).

The Contractor shall be able to provide a problem escalation path for the Airport for both on-site and remote services.

The Contractor shall be responsible for procuring parts and supplies, maintaining adequate levels of spare parts, and providing inventory reports.

The selected Contractor, Contractor’s employees, and Contractor’s

Subcontractors working at the Airport are able to take direction for all services provided in the RFP from the Airport Representative.

1.4 Award Terms

This contract will be for a period of two years with the option for the City to renew for three additional one-year periods. The total contract term will not exceed five years.

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2 Scope of Work

2.1 Description of Services

2.1.1 Regular-Scheduled Preventative Maintenance

Preventative maintenance shall be considered that which will maintain the system in working order, including, but not limited to, cleaning, adjusting, lubricating, repairing, replacing of normal "wear and tear" parts, clearing bag jams and transferring tubs from ramp to airline ticket counters, and periodic inspections of the system with subsequent recommendations to the Airport for additional repairs or replacements outside of that which is preventative.

2.1.1.1 Preventative maintenance includes, but is not limited to, the following for mechanical components:

• Verifying properoperation of mechanical and pneumatic components

• Lubrication of revolving parts as needed

• Adjusting and tensioning of timing belts and chains

• Tracking and tensioning of belts

• Periodic cleaning of accumulated dust as needed

• Repair of minor imperfections (e.g. loose hardware)

• Checking safety covers

• Cleaning BHS conveyor equipment as well as the surrounding area as required

• Keeping equipment free from any trash, dirt, and/or debris

• Additional duties as assigned

2.1.1.2 Preventative maintenance includes, but is not limited to, the following for electrical components:

• Clean panel air filters, replace as necessary

• Clean interior of all loose debris

• Verify proper operation of all panel lights and indicators

• Verify proper operation of all safety devices (emergency stop switches, interlocks, etc)

• Verify proper operation of an external panel-mounted device

(switches, pushbuttons, etc.). f. Verify proper seating of all plug in devices (relays, modules etc.)

• Verify tightness of electrical quick disconnects (interface plugs, etc.)

• Verify complete schematics located in panels.

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Additional duties as assigned

2.1.1.3 Regularly-scheduled preventative maintenance shall include regular inspection of all parts to determine wear rate and percentage and the recommendation of replacements or improvements to the systems.

2.1.1.4 Utilizing information provided by the installers and manufacturers of the baggage systems and an independent third party assessment, as well as

Contractor staff experience and knowledge, Contractor shall develop a schedule for regular preventative maintenance. The schedule shall include the following:

2.1.1.4.1 The necessary preventative maintenance to keep all

baggage systems functioning and running smoothly on a daily basis;

2.1.1.4.2 Task and frequency reporting; and

2.1.1.4.3 All preventative maintenance to be performed daily, weekly, monthly, quarterly, and annually, or at other intervals to be determined by Contractor and approved by the Airport.

2.1.1.5 Contractor shall develop inspection and maintenance logs for use by staff that are to be completed and submitted to the Airport following each regularly scheduled preventative maintenance.

2.1.1.6 Contractor shall perform the regularly-scheduled preventative maintenance during normal operation hours. Normal operating hours shall be considered between 4:00 AM and 11:00 PM, seven days a week.

2.1.1.6.1 Two on-site staff per shift is highly preferred seven days a week, including holidays. Staffing schedules are subject to approval by the Airport.

2.1.1.6.2 Stand-by or backup staff should also be available to handle jobs that require three or more staff to complete.

2.1.1.7 Notice shall be provided to the Airport one (1) week prior to any scheduled maintenance that will impact the availability of the baggage system. No portion of the BHS may be intentionally removed from service for maintenance unless approved in writing by the Airport.

2.1.1.7.1 If it is determined by the Airport that the scheduled preventative maintenance would disrupt the Airport, TSA, or

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Contractor to work alternate work hours for that maintenance.

These alternate work hours may include night or early morning work.

2.1.2 Software Updates

The software to the BHS is proprietary to Intellimodus, Inc. Contractor shall be required to engage Intellimodus, Inc. for services to the software.

2.1.3 On-Call" Services

Emergency repairs shall be considered as unforeseen BHS malfunctions or failures that present a danger to property or lives or causes adverse operational issues for the Airport, TSA, or airlines.

Contractor shall respond to emergency calls by LGB staff when any portion of the baggage handling systems (BHS) are inoperable. No portion of the baggage systems may be intentionally removed from service for maintenance unless approved in writing by the Airport.

2.1.3.1 A designated ‘lead’ shall be “on-call” 24/7/365 and available to respond to emergencies at the request of the Airport, unless otherwise approved in advance by the Airport’s Representative.

2.1.3.2 Contractor shall prioritize the use of on-site staff to perform emergency repairs when such events occur during normal operation hours.

2.1.3.2.1 Normal response time to emergency calls shall be one (1) hour for all days of the week, including holidays, between the hours of 4:00 AM and 11:00 PM.Contractor shall respond to all calls made by LGB staff within the one (1) hour time frame or the

Airport may exercise the right to call another maintenance company to respond to the emergency. The expense of the alternate company responding shall then be charged to the

Contractor or the amount withheld from future payments due the Contractor.

2.1.3.2.2 Repeated failure to respond to calls or failure to provide competent responsive service will result in the City terminating the Contract.

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2.1.3.3 LGB will work with the Contractor to determine the urgency of the repair and the appropriate time for repair.

2.1.3.3.1 Damages incurred by the Airport or tenants associated with delays to the repairs, caused by actions or inactions of the

Contractor, shall be charged to the Contractor or the amount withheld from future payments due the Contractor.

2.1.3.3.2 Continued delays in repairing any inoperable portion of the

BHS deemed to be an emergency by LGB will result in the City terminating the Contract.

2.1.3.4 If it is determined by the Airport that the emergency maintenance would disrupt the Airport, TSA, or airline operations to the extent that is deemed unacceptable by the Airport, the Airport reserves the right to require the

Contractor to work alternate work hours for that maintenance.

2.1.3.4.1 These alternate work hours may include work outside regular preventative maintenance hours as listed on Section 2.1.3.2.

2.1.3.4.2 Stand-by or backup staff may also be required during these hours to handle jobs that require three or more staff to complete.

2.1.3.4.3 Secondary on-call or as-needed subcontractor staff shall be under contract and available for work with the Awarded

Contractor within 30 days of Contract start date.

2.1.3.5 Responders to emergency calls shall have and display a current Long

Beach Airport SIDA badge, or Contractor will provide appropriate escort.

2.1.4 Inventory of Parts

2.1.4.1 Contractor shall review the existing parts and supplies list provided by

LGB at contract commencement and update the list based on inventory on hand within 30 days. An example of the recommended spare parts inventory for LGB is provided in Exhibit B.

2.1.4.2 The contractor will conduct monthly cycle counts of inventory and provide a monthly status report on the stock of inventoried spare parts.

2.1.4.3 The contractor will provide a final inventory report on the stock of inventoried spare parts at contract end date.

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2.1.4.4 Contractor shall prepare and provide a Parts Cost Management Plan that shows an acceptable method of acquiring spare parts from suppliers at competitive prices within 30 days of contract start date.

2.1.4.5 All repair parts must be new and from the original equipment manufacturer (OEM) except in specific instances where the installation of another brand or used part has been approved in advance by the

Airport Representative.

2.1.4.6 Contractor shall track usage of all parts and provide notice to LGB when stock must be replenished. A method to track purchase and use of parts, used to determine reimbursement due the Contractor, shall be prepared by the Contractor and approved by the Airport within 30 days of contract start date.

2.1.4.7 Contractor shall determine what parts and supplies should be purchased.

2.1.4.7.1 Contractor will obtain warranty and non-warranty parts from the inventory, if available, prior to acquiring from another source.

2.1.4.7.2 LGB may determine to purchase parts separately or have

Contractor purchase parts.

2.1.4.7.3 Contractor shall provide for the safe and orderly storage of parts in an area provided by LGB.

2.1.5 Review and Documentation of System and System Components

2.1.5.1 Contractor shall conduct a physical review of the existing BHS, review all available specifications and drawings, and research any information necessary to understand the system or parts of the system currently being used. Contractor shall document all components and parts of the

BHS in detail and provide recommendations of replacement schedules to Airport staff within 60 days of the contract start date.

2.1.5.2 Contractor shall develop a complete and up-to-date specification of the BHS, including drawings, maintenance schedule, equipment and parts list, and other details of the system and its components. Contractor shall provide the updated specification to Airport staff within 90 days of contract start date provided by LGB.

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2.1.5.3 Contractor shall keep the specifications up-to-date with any improvements, extensions, changes, or replacements of the system or parts of the system that were completed by the Contractor or

Contractor's subcontractors under the awarded Contract. Contractor shall submit any updated specifications to Airport staff within 30 days of request made by the Airport for the update.

A layout of the system and its components and specifications and schematics of the system are provided in Exhibit A. These documents are provided for reference purposes only. The Airport does not guarantee the accuracy of these documents or any information contained in the documents. It is the responsibility of the proposer to perform a detailed investigation of the existing systems as part of submitting a complete and responsive proposal.

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 DATA SOURCE

1. Response Time Tracking of responses to emergency call-outs.

Telephone and email records.

2. Problem Resolution Tracking of problem resolution.

Completed work order.

3. Inventory Management Tracking of parts/components availability for problem resolution.

Inventory logs and parts requests.

4. Regular-Scheduled

Maintenance

Tracking of completion and timeliness of preventative maintenance tasks.

Inspection and maintenance logs.

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2.2.2 Contract Management

2.2.2.1 Staffing

2.2.2.1.1 All Contractor’s supervisors, technicians, software programmers, engineers, and other proposed staff for the required services shall be skilled and have a experience maintaining and improving the BHS.

2.2.2.1.2 Contractor’s primary staff assigned to the Airport shall be full-time permanent employees of the Contractor, and must be equipped with properly identified company vehicles, if any.

2.2.2.1.3 Contractor shall provide a qualified supervisor and a number of staff that will be assigned to provide services at the Long

Beach Airport on a regular and consistent basis.

2.2.2.1.4 Contractor shall not reassign or substitute staff assigned to LGB unless approved by the Airport Facility Maintenance Officer, or designee. Replacement of any assigned Contractor requires the submittal of a resume for the replacement employee for approval by the Airport. The Airport maintains the right to request replacement of an assigned employee if the Airport Director believes that it is in the best interest of the

Airport.

2.2.2.1.5 Contractor shall provide the required personnel and necessary tools and equipment for regular preventative maintenance and for emergency repairs on a 24-hour, seven days a week basis.

2.2.2.1.6 Contractor shall provide and maintain backup staff who are equally qualified to assume and perform the responsibilities of this Contract due to sickness or other absences of the normally-assigned staff.

2.2.2.1.7 While working at the Airport, Contractor's staff shall wear company uniforms. Contractor shall ensure that staff maintain a professional appearance in company uniform acceptable to Airport standards, as determined by the LGB Contract

Manager.

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2.2.2.2 Airport Safety and Security

2.2.2.2.1 Contractor shall prepare a Safety Plan and Quality Control

Plan for performing the services and shall submit the plans to the Airport no later than 15 calendar days following the

Contract start date.

2.2.2.2.2 Contractor shall conform to all applicable federal, State and local regulations, including, but not limited to, the Airport Rules and Regulations, Federal Aviation Administration (FAA) circulars, Transportation Security Administration (TSA) guidelines and requirements, and California Labor Codes. Any

TSA fines or penalties associated with non-compliance are the responsibility of the Contractor.

2.2.2.2.3 Contractor shall continuously monitor and keep the Work site and adjacent Airport Operations Area (AOA) free of Foreign

Object Debris (FOD). Contractor shall remove all waste material resulting from its work on a daily basis, or more frequently if requested by the Airport. All waste material shall be disposed of at a properly-licensed disposal facility.

2.2.2.2.4 Contractor's on-site supervisors and employees shall be issued and shall wear SIDA badges which require TSA mandated background checks. The exact number or ratio of employees that must be badged will be determined by the Airport with input from the Contractor. Contractor shall be responsible for covering the associated costs to obtain SIDA badge, including the cost of security clearance and background. For current cost information or information related to requirements for obtaining a SIDA badge, Contractor may contact the Long

Beach Airport Access Control Office at 562-570-2618.

2.2.2.2.4.1 All supervisors and employees requiring a badge

shall be required to attend an orientation-training seminar presented by Airport Access Control and

Badging. All required forms must be completed for each employee and submitted to the Airport at least two (2) weeks prior to taking the orientation-training seminar, and successfully pass a SIDA test, to obtain a security badge. Contractor shall maintain a master list of personnel with badges and

2022-07-21 Page 13 of 37 Confidential shall make that list available to the Airport during working hours. All badged staff shall wear the badge on their outermost garment at all times when working in the Security Identification Display

Area in accordance with current regulations.

2.2.2.3 City Inspections

For all work performed under this Contract, the City reserves the right to make inspections and perform tests whenever necessary to ascertain that the requirements of this Contract are being fulfilled. Deficiencies noted shall be promptly corrected at the Contractor's sole expense.

The City also reserves the right to request and receive copies of all work tickets relative to any work performed under this Contract, and require that Contractor's personnel report in with Airport-designated staff before and after any work is performed.

2.2.2.4 Confidential Information

All materials, information and data prepared, developed, or assembled by the Contractor in connection with the Contract services, including, but not limited to, maintenance logs, schedules, estimates, calculations, studies, maps, graphs, flash drives, computer source documentation, samples, models, reports, summaries, drawings, designs, notes, plans, information, material, memoranda, and other documents or correspondence shall be deemed confidential and shall not be re transmitted without the express written consent of the Airport Director.

Any and all data deemed to be Sensitive Security Information (SSI) by the City or the TSA shall be controlled under 49 CFR parts 15 and 1520.

No part of the SSI may be disclosed to persons without a "need to know", as defined in 49 CFR parts 15 and 1520, except with the written permission of the Administrator of the Transportation Security Administration or the

Secretary of Transportation. Unauthorized release may result in civil penalty or other action. For United States government agencies, public disclosure is governed by 5 U.S.C. 552 and 49 CRF parts 15 and 1520.

2.2.3 Contract Payment

The City of Long Beach issues payment based upon services rendered. The City shall pay Contractor in due course of payments following receipt of invoice.

2.2.3.1 Regularly-Scheduled Preventative Maintenance

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Payment for regularly-scheduled preventative maintenance shall be made on a monthly basis at the monthly base service Contract price.

The amount shall include labor, travel, equipment, logs, reports, plans, and all work associated with the regularly-scheduled preventative maintenance.

2.2.3.2 On-Call Services

Labor for additional on-call support during non-operation hours shall be paid for at the rates established in the Contract. All proposed rates are subject to negotiation prior to inclusion into the Contract. The Awarded

Contractor may be required to submit certified payroll and audited overhead statements.

2.2.3.3 Parts, Tools and Equipment

Contractor shall be reimbursed for the cost of parts that have been approved by the Airport to be purchased or supplied by Contractor. The cost of parts, tools and equipment shall be in accordance with the markup percentage as specified in the Cost Proposal, which shall not exceed 10%.

It is assumed that the experienced Contractor will have all tools and equipment necessary to complete the work under this Contract and no additional payment will be made for the use of tools or equipment required and utilized in performance of the work.

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3 How We Choose

3.1 Minimum Qualifications

• Qualification to conduct business in the City.

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

• At least ten (10) years’ continuous experience within in the last ten (10) years in providing Baggage Handling System Maintenance systems to airports comparable in size or greater to Long Beach Airport.

• All supervisors, technicians, software programmers, and engineers proposed by

Contractor for the required services shall be skilled and have a minimum of five

(5) years of experience maintaining and improving baggage systems.

• All on-site technicians and staff require TSA background checks and SIDA security badges.

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA

1. Organizational Capacity & Experience

• Demonstrate experience with providing BHS maintenance and repair.

• Experience in performance of comparable engagements.

• Availability of key personnel with adequate training and understanding of the

BHS.

2. Method of Approach

• Method of approach for transition period and successful implementation.

• Method of approach and timeline for preventative maintenance.

• Tasks or steps the Contractor would take to resolve emergency calls.

3. Communications & Reporting

• Method of communication for problem escalation.

• Inspection and maintenance log samples.

• Consistency, timeliness and thoroughness of reporting performance metrics identified in Section 2.2.1.

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4. Reasonableness of Cost

3.3 Selection Process & Timelines

EVALUATION STAGE

ESTIMATED

DATE DESCRIPTION

Evaluation of Narrative

& Cost Proposals

May 2023 • 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.

Negotiation &

Contractor Selection

June 2023 • Selected Contractor(s) will be notified in writing.

• 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 competing

Contractors unless and until an agreement is reached.

Estimated Contract

Execution

August 2023

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.

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4 Proposal Instructions & Content

4.1 Proposal Timelines & Instructions

MILESTONE

TIME (PACIFIC)

& DATE LOCATION / ADDITIONAL INFORMATION

Release date March 29, Mandatory Pre-

Proposal Meeting and Site Walk

10:00 AM (PST)

April 20, 2023

• Long Beach Airport, Information Center, 4135

E Donald Douglas Dr. Long Beach 90815

• RSVPs are required.

• Public Parking is available at Parking Lot A or

B. Parking will not be validated.

• The purpose of this meeting is to provide answers to questions regarding the RFP document, as well as for proposers to observe and gather information on the existing system.

It is the responsibility of the proposer to attend the site-walk and perform a detailed investigation for submitting a complete and responsive proposal. It is recommended that

Contractors bring a copy of the RFP document to this meeting, as limited copies will be available.

• Proposers will not be disqualified for late arrivals to the Pre-Proposal Meeting/Site-Walk;

however, Proposers are responsible for all information provided at the Pre-Proposal

Meeting/Site-Walk. Proposers must sign-in at the Pre-Proposal Meeting to be able to submit a proposal.

Questions due to the City

11:00 AM (PST)

April 26, 2023

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

Posting of the

Q&A

May 02, 2023 • Responses to the questions will be posted on the City’s Long Beach Buys portal, available at https://longbeachbuys.buyspeed.com/bso/vi ew/homepage/homePage.xhtml.

Proposals due 11:00 AM (PST)

May 18, 2023

• Proposals should be submitted electronically via the City’s Long Beach Buys portal, mailto:rfppurchasing@longbeach.gov https://longbeachbuys.buyspeed.com/bso/view/homepage/homePage.xhtml.

https://longbeachbuys.buyspeed.com/bso/view/homepage/homePage.xhtml.

2022-07-21 Page 18 of 37 Confidential available at https://longbeachbuys.buyspeed.com/bso/vi ew/homepage/homePage.xhtml..

• 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 Long Beach Buys indicating that the proposal was submitted successfully. The City will only receive proposals that were transmitted successfully.

o Technical support is available by phone at (818) 992-1771 o Support resources including a list of

Frequently Asked Questions are available at https://longbeachbuys.buyspeed.com

/bso/view/homepage/homePage.xht ml.

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.

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 below in Section 4.3.

☐ Cost Proposal Guidance on preparing a Cost Proposal is detailed below in

Section 4.4.

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 related earnings https://longbeachbuys.buyspeed.com/bso/view/homepage/homePage.xhtml https://longbeachbuys.buyspeed.com/bso/view/homepage/homePage.xhtml https://longbeachbuys.buyspeed.com/bso/view/homepage/homePage.xhtml

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☐ 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

NON-MANDATORY ATTACHMENTS | The following are required for awarded

Contractors prior to contract execution. If possible, Proposers are encouraged to include this information as part of their proposal to expedite processing.

C. Current Contractor’s State License Board Print Out

☐ D. W-9

☐ E. Business License

☐ F. Proof of Registration with Secretary of State

☐ Long Beach Buys | Ensure your organization’s Long Beach Buys profile is up to date, including an email address, phone number, and for any socioeconomic classifications you may qualify for.

4.3 Narrative Proposal Template

Proposers should develop a narrative proposal that includes all of the following information.

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization

Company Name

Company Address

Website

Federal Tax ID Number

Authorized Representative

Name

Title

Email Address

Phone Number

Other Point of Contact (if required)

Name

Title

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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).

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?

Does the proposal include subcontractors?

☐ Yes ☐ No

REFERENCES

Contractors should provide a minimum of five (5) references from similar projects performed for state and/or large local government clients within the last three years.

Information provided shall include:

Reference 1

Company

Project Manager

Phone Number

Project Description

Project Start and End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

Project Start and End Dates

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Reference 3

Company

Project Manager

Phone Number

Project Description

Project Start and End Dates

Reference 4

Company

Project Manager

Phone Number

Project Description

Project Start and End Dates

Reference 5

Company

Project Manager

Phone Number

Project Description

Project Start and End Dates

SUB-CONTRACTOR CONTACT INFORMATION (if applicable)

Please provide this information 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 _______________________________

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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?

Method of Approach

1. Proposer shall submit a proposed Transition and Implementation Plan, containing all necessary tasks and potential personnel who will be on the transition team and their roles. Included shall be sample timelines illustrating when the Contractor will be fully in place and performing all tasks, including but not limited to the following:

How will your company provide the necessary training, support, and on-boarding to ensure successful implementation and management of the contract, if awarded.

What will your company need from the Airport to implement the contract successfully.

2. Provide a summary of your proposed preventative maintenance plan and be sure to include timelines.

3. Describe your company’s task order and problem escalation approach.

Communications & Reporting

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1. Provide a list and brief description of systems to be used to manage the contract based on the scope of work and requirements set forth in this RFP, such as work order tracking system, inventory management system, etc.

2. Provide summary on your company’s internal communications approach. How will on-site staff be supervised. Who will staff report issues to when supervisors are unavailable.

3. List method of communication to relate important information to the Airport. Will tasks requiring Airport approval, and other reporting objectives listed on this RFP, be communicated through email, work orders, etc.

4. 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.

4.4 Cost Proposal

Contractors shall use the sample Cost Proposal table provided in Exhibit C as guidance for preparing their Cost Proposal. Categories and figures listed in these templates are provided as examples only.

The cost proposal shall be prepared as a separate document and shall include the following:

4.4.1 Table 1 - Annual Cost for Base Services

Contractor shall provide the proposed annual cost for base services for each year of the Contract term. The amount shall be inclusive of all labor, travel, equipment, logs, reports, plans, and all work associated with the regularly-scheduled maintenance services of the Airport Baggage Handling System (BHS). The negotiated and accepted annual cost for base services shall be paid to the Awarded Contractor on a monthly basis in the applicable year. Monthly payment amounts shall be fixed amounts and are not subject to any price escalation.

4.4.2 Table 2 - Details of Base Services Cost

Contractor shall provide a detailed breakdown of the proposed annual cost for base services, which will include proposed on-site staff and specific categories of cost such as materials, equipment, subcontractors, services, support, overhead, and profit.

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4.4.3 Table 3 - Hourly Rates for "On-Call" Services

Contractor shall provide hourly rates for additional "on-call" services that may be requested by the Airport during emergencies. List rates for additional technicians requested during normal operating hours on Table 3a and rates for additional technicians requested after normal operating hours, or other uncommon events, in

Table 3b. Hourly rates shall be fixed and inclusive of all cost to perform the requested work.

4.4.4 Table 4 - Weekly Schedule of On-Site Staff

Contractor shall propose an on-site staffing schedule to perform preventative maintenance in accordance with Section 2.1.1, which shall be covered by the annual cost of base services. The selected Contractor will work with the Airport to finalize the staffing schedule to provide the required staffing for the services requested.

The City reserves the right to approve or reject any changes to the staffing schedule after the Contract is awarded. The City also reserves the right to request staffing changes, with reasonable notice to the Contractor, following Contract award if the City determines that such changes are in the best interests of the Airport.

4.4.5 Table 5 - Parts

Contractors shall provide markup to costs of parts. Any parts or materials covered by the contract shall be transported to the Airport on a FOB Destination basis, paid by the contractor and not billed as extra.

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5 Terms & Conditions

5.1 Acronyms/Definitions

1. Airport: Long Beach Airport.

2. AOA: Airport Operations Area.

3. Awarded Contractor: The organization/individual that is awarded a contract with the City of Long Beach, California for the services identified in this RFP.

4. BHS: Baggage Handling System.

5. CBIS: Checked Baggage Inspection System.

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

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

8. Department / Division: City of Long Beach, Airport.

9. DHS: Department of Homeland Security.

10. 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.

11. FAA: Federal Aviation Administration.

12. LGB: Long Beach Airport.

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

14. RFP: Request for Proposals.

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

16. 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.

17. SIDA: Security Identification Display Area.

18. SSI: Sensitive Security Information.

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

20. TSA: Transportation Security Administration.

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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. 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.

11. 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

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

13. 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.

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

15. 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.

16. 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.

17. 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.

18. 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.

19. Proposal will become public record after the award of a contract 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.

20. 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

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Proposer’s obligations.

21. 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.

22. Each Proposer must 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.

23. 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. 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.

24. 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.

25. 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.

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

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

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28. Execution of Attachment A of this RFP shall constitute an agreement to all terms and conditions specified in the RFP, including, without limitation, the Attachment

B contract form and all terms and conditions therein, except such terms and conditions that the Proposer expressly excludes.

29. 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.

30. Proposals shall be kept confidential until a contract is awarded.

31. 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.

32. 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…