RFP AP-26-757.pdf

ARFF Cleaning & Related Services | RFP - AP-26-757 | Template v3.14.25 | 1

City of

Long Beach Request for Proposals RFP - AP-26-757

ARFF Cleaning & Related Services

ARFF Cleaning & Related Services | RFP - AP-26-757 |

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 (City), acting as the operator of Long

Beach Airport (Airport or LGB), is seeking qualified firm(s) or

Contractor(s) with demonstrated capabilities and experience to provide cleaning and related services for Aircraft Rescue

Fire Fighting (ARFF) vehicles.

Key Dates

Release Date: July 8, 2026

Questions Due to the City: 11:00 AM (PST), July 15, 2026

Proposals Due: 11:00 AM (PST), August 12, 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.

Official Contact

Elisa Landeros 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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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/

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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

2.1.1 Pre-Cleaning Activities

2.1.2 ARFF Vehicle Cleaning

2.1.3 PFAS Confirmation Sampling

2.1.4 F3 Refraction Testing Support & Waste Disposal

2.1.5 AFFF Waste Disposal

2.1.6 Delivery Location and Terms

2.2 Deliverables and Required Submittals

2.2.1 Work Plan and Schedule

2.2.2 Waste Generation Table and Work Plan

2.3 Summary Report

2.4 Contractor’s Responsibilities

2.5 Performance Metrics & Contract Management

2.5.1 Performance Metrics

2.5.2 Contract Management

2.5.3 Contract Payment

3 How We Choose

3.1 Minimum Qualifications

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3.2 Evaluation Criteria

3.3 Local Preference

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

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1 The Opportunity

1.1 Project Summary

The City of Long Beach, Long Beach Airport Department (City or LGB), is seeking qualified firm(s) or contractor(s) with demonstrated capabilities and experience to provide cleaning and related services for Aircraft Rescue Fire Fighting (ARFF) vehicles.

1.2 Background

Long Beach Airport

The Long Beach Airport is a Department of the City. The Airport covers 1,166 acres of area and is centered between the major business and tourism areas of Orange and Los Angeles counties and has continued to serve as an economic engine for the region since 1923.

Aviation activities are located just north of Interstate 405 (I-405) and generally bound by

Cherry Avenue to the west, City of Lakewood and Douglas Park to the north, and Lakewood

Boulevard to the east. The Airport and surrounding area are in the City’s Airport Land Use

District, which the zoning code designates as Planned Development (PD). Allowed uses within the District (PD-12) include areas for commercial storage, general industrial, light industrial, medium industrial, park, or planned development.

The Airport is slot-regulated and currently allocates 58 daily slots for air carrier operations.

Currently, three major airlines (Southwest, Delta, and Alaska Airlines), along with smaller charter operators, are serving passengers at the Airport. In the calendar year 2025, the

Airport served more than 3.8 million passengers. In addition to commercial operations, an aircraft maintenance center for corporate jets, two Fixed Base Operators (FBO), and Cargo operation by United Parcel Service (UPS) also operate at LGB. Cargo operation handled over 36 million pounds of cargo in 2025, combined with a healthy general aviation component, provided LGB with over 376,000 aircraft operations.

Project Background

In 2023, the Federal Aviation Administration (FAA) authorized the use of Fluorine Free Foam

(F3) to meet 14 Code of Federal Regulations (CFR) Part 139 firefighting agent requirements.

As LGB, John Wayne Airport (SNA), and Hollywood Burbank Airport (BUR) transition their fleet of ARFF vehicles for the use of this newly approved fire extinguishing agent, it will require the removal of Aqueous Film Forming Foam (AFFF) and associated per-and polyfluoroalkyl substances (PFAS, et al.) containing residue that may be present throughout the foam proportioning system of each vehicle.

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The scope of work outlined in this RFP, describes the requirements for the removal and cleanout of vehicles containing AFFF; refilling vehicles with F3; assistance with F3 refraction testing and liquids capture and collection; and disposal of AFFF product, cleaning rinsate, and other cleaning- and testing-related wastes.

Long Beach, John Wayne, and Hollywood Burbank Airports (collectively, “AIRPORTS”; and each individually an “AIRPORT”) worked cooperatively on this scope of work to allow for consecutive cleanouts of all AIRPORTS’ ARFF vehicles, utilizing a single mobilization and demobilization. Consecutive vehicle cleanouts will take place in a hanger provided by

LGB. This RFP includes vehicle specifications and known estimates of AFFF waste quantities for all AIRPORTS.

The AIRPORTS request that the services provided by the Contractor be all-inclusive of the scope of work. This includes the transportation and waste disposal at the location(s) designated by each individual Airport if they choose to exercise this option.

The model contract in this RFP includes a cooperative clause, allowing the other two

Airports to enter into separate follow-on (piggy-back) contracts with the successful bidder.

In this way, each airport will execute its own contract and be responsible for the cost of the services received.

1.3 Goals

The goal of this procurement is to secure a contractor capable of providing a comprehensive, safe and environmentally responsible cleaning process for ARFF vehicles to remove legacy PFAS contamination from AFFF systems. Successful performance under this contract will reduce potential PFAS exposure for airport users and surrounding communities and enhance safety of firefighters, staff, and other personnel by minimizing

PFAS-related hazards in vehicle systems. The contract is intended to help improve local environmental conditions by preventing further PFAS release and ensuring compliance with applicable regulatory requirements.

1.4 Award Terms

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

2 Scope of Work The Contractor shall provide ARFF vehicle cleaning and other related services. This scope of work outlines the requirements for the removal and cleanout of vehicles containing AFFF

(which contain PFAS, et al.); refilling vehicles with F3; and disposing of AFFF product, cleaning rinsate, and other cleaning-related wastes. These specialized cleaning services are

ARFF Cleaning & Related Services | RFP - AP-26-757 | Template v3.14.25 | 7 critical in ensuring that the AIRPORTS maintain public health standards and comply with federal and state regulations related to hazardous substances while ensuring the operational readiness of its ARFF vehicles.

2.1 Description of Services

The scope of services includes ARFF vehicle cleaning; testing; fluorine-free foam (F3) filling, refraction and testing support; waste disposal, and documentation. The proposal for ARFF cleanout services shall be submitted on a per vehicle basis and shall include all costs associated with Scope of Work items 2.1.1 - 2.1.4.

2.1.1 Pre-Cleaning Activities

a. Contractor shall meet with AIRPORTS to determine schedule and additional details of services to be implemented and waste management options if applicable.

b. Contractor shall update the work plan and schedule of cleanout and testing services. In addition, the work plan shall include details of expected waste generation and proposed waste management.

2.1.2 ARFF Vehicle Cleaning

a. Provide all necessary equipment, materials, and personnel to clean AFFF from the vehicles and equipment listed in Table 1 – AFFF in Vehicles.

b. Contractor shall set up secondary containment to reduce the potential for discharges of PFAS containing liquids.

c. Contractor will perform the removal of AFFF from vehicles and place it into appropriate containers, provided by the Contractor, for disposal.

d. All vehicle systems must be rinsed, tested for PFAS (discussed below in PFAS

Confirmation Sampling), cleaned using the Contractor’s cleaning method, tested again for PFAS in final rinse, reassembled, and dried in preparation for filling with F3 as described in Section 2.1.4.

e. Cleaning method shall include an additive and methods to achieve enhanced removal of PFAS compounds.

f. The cleaning methods must not require any permanent modification of the vehicles or equipment for effective implementation.

g. The cleaning method shall achieve greater than 97% mass total PFAS removal

(as can later be confirmed using EPA Method 1633A) within 8 business days maximum from out-of-service to in-service for each vehicle cleaning. These 8

ARFF Cleaning & Related Services | RFP - AP-26-757 | Template v3.14.25 | 8 days are inclusive of draining AFFF from the vehicle to completion of cleaning and testing of final rinse of the vehicle.

h. Post-Cleaning Access for System Adjustments: After completion of the cleaning and PFAS confirmation sampling, AIRPORT/Fire maintenance personnel shall have up to two (2) consecutive business days of access to each

ARFF vehicle prior to F3 refilling and testing. This period will be used to perform any required proportioning valve adjustments, system pressure testing, and mechanical inspections to ensure the vehicle’s foam proportioning and agent delivery systems are operating to manufacturer specifications.

i. This two-day access window is not included within the overall eight (8) business day maximum out-of-service period per vehicle (from start of cleaning to return to service).

ii. Contractor shall coordinate vehicle readiness and safe access for

AIRPORT personnel during this time, including drainage of any residual rinse water and ensuring the system is safe to handle.

iii. Contractor shall remain on call or available for technical assistance if required adjustments affect cleaned systems (e.g., additional flushing or reassembly).

iv. No additional mobilization or demobilization charges shall be incurred for this two-day period.

2.1.3 PFAS Confirmation Sampling

a. Contractor shall sample and test initial rinsate after removal of bulk AFFF in the vehicles using EPA Method 1633A to obtain a baseline concentration of

PFAS in each vehicle.

b. Upon reaching the final cleaning stage where PFAS compounds have been removed, the Contractor shall collect and test the “cleaned” rinsate using EPA

Method 1633A. The results of this test shall be provided in the Summary

Report.

c. Rinsate samples shall be transported to an accredited laboratory under chain of custody.

d. Final documentation shall be provided to the AIRPORT.

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2.1.4 F3 Refraction Testing Support and Waste Disposal

a. Contractor shall support the refilling of vehicles with AIRPORT-supplied F3 or an F3 surrogate, sufficient to conduct refraction testing. AIRPORT will have a knowledgeable technician to operate the vehicles.

b. Contractor shall provide secondary containment for F3 testing and containers for collection of testing liquids (surrogate or F3).

c. Contractor shall assist AIRPORT with F3 testing and calibration for each vehicle.

Contractor shall provide technical support, as-needed, in refilling, flowing, and modifying vehicle to address F3 testing needs.

d. At the conclusion of testing, Contractor shall vacuum and clean the area to remove residual foam and place F3 testing waters and associated materials in appropriate containers for disposal.

e. Contractor shall be responsible for providing appropriate containers, waste transportation and disposal in accordance with all local, state, federal regulations and requirements for all waste disposal associated with F3 testing, not including AFFF concentrates and AFFF-contaminated rinsate, as part of the cleanout services for all non-PFAS impacted waste materials.

2.1.5 AFFF Waste Disposal

a. AFFF Waste Transportation and Disposal

i. The AIRPORTs require additive waste transportation and disposal services for disposal of AFFF, AFFF cleaning rinsates, AFFF cleaning concentrates, and other AFFF-impacted waste inclusive of cleaning and disposal of associated drums and containers as directed by each

Airport. Wastes expected for disposal are listed in Table 2 - Known

Potential AFFF Waste.

ii. Contractor shall provide a waste management work plan to the Airport detailing the proposed disposition of each waste type, based on the

Airport’s preference, for approval prior to disposal/destruction of wastes.

iii. The Contractor must act in compliance with all applicable laws and regulations.

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iv. Completed manifests, bills-of-lading, and/or chain of custodies identifying final disposition of wastes must be furnished to the Airport for all waste disposed.

v. Contractor shall assure all required analytical testing is performed to address the given disposal requirements.

b. To maximize the usability of the resulting contract, proposers are strongly encouraged to submit pricing for all service methods listed in this RFP. While not required, proposals that include complete pricing across all methods may be considered more favorably during the evaluation process, as they provide greater flexibility and value to the AIRPORTS. Prices shall be provided per gallon for liquids and per drum for solids. Transportation costs shall be provided per mile.

i. Solidification and Landfilling at RCRA Class I Landfill: AFFF concentrates and miscellaneous PFAS impacted materials.

ii. Incineration at a RCRA-permitted facility: AFFF concentrates and other appropriate solids.

iii. Deep Well Injection at RCRA Class I injection wells: Injection of AFFF concentrates and rinsate waters.

iv. Supercritical Water Oxidation (SCWO): High pressure oxidation treatment of AFFF concentrates and rinsate waters.

v. On-Site or Off-Site Wastewater Treatment: Additional treatment of rinsate waters to meet the effluent standards set by the receiving

Sanitation District.

1. The Contractor shall be capable of cleaning rinsate water to less than 40 parts per trillion for PFOA plus PFOS.

2. Airport will obtain required permits.

3. Contractor shall be required to provide sufficient information regarding their proprietary cleaning solution and any other information required to support permitting for sanitary sewer disposal.

4. Contractor shall provide cost for transportation services, if necessary, to sanitary sewer disposal site.

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vi. Other AFFF-impacted Waste: Disposal of other PFAS-impacted waste such as drums, Airport-copper piping, polyethylene tanks, and other miscellaneous materials. Contractor shall recommend options for disposal of items in this category.

c. Any disposal method selected for award shall be considered part of the

Contract and shall be subject to all terms, conditions, and requirements of the

RFP, including but not limited to:

i. Contractor responsibilities and performance standards.

ii. Reporting, documentation, and deliverable requirements.

iii. Compliance with applicable laws, regulations, and policies.

iv. Monitoring, evaluation, and audit requirements.

d. Services shall be performed only upon written authorization and shall not commence until such authorization is issued.

e. The AIRPORT reserves the right to award, modify, or decline any waste transportation and disposal services at its sole discretion, independent of the award for vehicle cleaning services.

2.1.6 Delivery Location and Terms:

Cleanout activities will be conducted at Building 50 of the Long Beach Airport.

Location may be subject to change at the discretion of the City.

Address:

Long Beach Airport, Bldg. 50

2750 East Wardlow Road

Long Beach, CA 90807

2.2 Deliverables and Required Submittals

As part of the proposal submittal, a general work plan along with a schedule and table of estimated waste generation is required. Upon award, and after the kickoff meeting, the

Proposer shall update this information to provide a detailed work plan, schedule, and waste disposal work plan.

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2.2.1 Work Plan and Schedule

2.2.1.1 Proposer shall provide a general work plan and schedule addressing the Scope of

Service, including a timeline for completion of the required cleaning services. The work plan shall include a comprehensive description of the proposed cleaning process, including step-by-step procedures, equipment to be used, staffing approach, and quality control measures. Proposer shall clearly demonstrate how trucks will be cleaned to achieve the required PFAS reduction and how the proposed approach will meet an average cleaning duration of eight (8) business days or less.

2.2.1.2 The schedule shall include a detailed timeline for mobilization, cleaning activities, sampling and analysis, and completion of services, identifying key milestones and anticipated duration for each task.

2.2.2 Waste Generation Table and Work Plan

2.2.2.1 Proposer shall provide a Waste Management and Disposal work plan. The work plan shall include a table showing showing estimated wastes and waste types that will be generated by the cleaning process, including estimated rinsate quantity and quality (i.e. relative PFAS impact) and AFFF cleaning concentrate (if any) that will be generated for each type of vehicle to be cleaned and proposed disposal method as discussed and agreed with each AIRPORT.

2.3 Summary Report

2.3.1 Contractor shall provide a comprehensive summary report of the cleaning process, and all work performed at the conclusion of the project. The summary report shall include but not limited to:

a. All cleaning activities, including photo-documentation

b. Methodologies used throughout the process

c. Details of the solutions and quantities used for cleaning

d. Pre-cleaning and post-cleaning testing results

e. Summary of waste disposal quantities and disposition

i. Waste manifests and bills of lading of waste produced

ii. Certificate of cleaning for each vehicle, if offered.

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2.4 Contractor’s Responsibilities

2.4.1 Contractor and associated equipment must be available for the number of consecutive days required to clean out AIRPORT ARFF vehicles during a single mobilization. Contractor shall supply materials and equipment necessary for the cleaning process, including, but not limited to, drums, barrels, secondary containment, hoses, filters, generators, tanks, pumps, tools, forklifts, and other equipment. All materials shall be new, first quality and specifically suited for the specific use of work required.

2.4.2 AIRPORT will provide personnel familiar with the vehicles, a vehicle operator, a water source, and electrical power.

2.4.3 Any cleaning liquids used in the process must be free from any detectable concentrations of Comprehensive Environmental Response, Compensation and

Liability Act (CERCLA) listed Hazardous Substances.

2.4.4 Compliance with Regulations and Permits: Contractor shall comply with all relevant statutes, codes, rules and regulations as may be applicable to this contract and shall be responsible for securing any and all permits as required by the governing authority, with the exception of any sanitary sewer special discharge permits. Contractor shall be required to provide sufficient information regarding their proprietary cleaning solution to support permitting for sanitary sewer disposal.

2.4.5 Contractor shall be responsible for all safety precautions required in connection with their work, including regulation of the Occupational Safety and Health Administration

(OSHA) and other governing agencies. AIRPORT reserves the right to oversee all service from a safety standpoint and requires the Contractor to take appropriate action to ensure safety and code compliance. Contractor shall provide the AIRPORT

Project Manager or designated representative, at least two weeks advance notice of planned work activities.

2.4.6 Contractor shall furnish, install, and maintain all signage, warning devices, barricades, cones, etc. to protect the public, AIRPORT staff, and its workers during the performance of this Contract.

2.4.7 Contractor shall perform all work in accordance with generally accepted industry practice for safe and efficient operation.

2.4.8 Contractor's employees shall be required to wear uniforms, badges or other means of identification which are to be furnished by the Contractor and must be worn at all times while working on location of work.

2.4.9 All vehicles shall be clearly marked with Contractor's name and unit/vehicle.

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APPENDICES

Pro-Forma Agreement: Non-Design

Table 1: AFFF in Vehicles

Table 2: Known Potential Waste

Table 3: Cost Proposal Template

Federal Aviation Administration Contract Provisions

Worksite Information

2.5 Performance Metrics & Contract Management

2.5.1 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

1. Percentage reduction in total PFAS compared to pre-cleaning baseline

Successful cleaning must achieve greater than 97% reduction in total PFAS mass. Verified through testing.

Minimum 97%

Reduction

2. Number of business days for cleaning services

Completion of the full cleaning process – including AFFF drainage, system cleaning, flushing and final rinses within the required timeframe.

8 Days

3. Number of containment breaches or reportable incidents

Cleaning shall be conducted with no unauthorized release of contaminated fluids, rinse water, residual foam, or aerosols into the environment.

Zero incidents

4. Percentage of required documents submitted and on time

Provide complete, timely and accurate documentation, including cleaning logs, chain-of-

100%

ARFF Cleaning & Related Services | RFP - AP-26-757 | Template v3.14.25 | 15 custody records, disposal manifests, and PFAS lab results.

5. Compliance with disposal requirements

PFAS-contaminated waste is managed and transported according to applicable local, state, and federal regulations.

100%

2.5.2 Contract Management

Communication and Management: The City is committed to establishing a collaborative partnership with the Awarded Contractor throughout the implementation of the ARFF

Cleaning & Related Services Project. Effective communication, consistent coordination, and proactive problem-solving will be essential to ensuring the contract’s success and achieving the City’s operational and environmental goals.

To support this partnership, the City will engage in regular communication with the

Contractor and maintain open channels for discussing progress, identifying challenges, and adjusting strategies as needed. Long Beach Airport will serve as the primary point of contact for coordination between AIRPORTS and the Contractor, ensuring timely decision-making and issue resolution.

• Kickoff Meeting: A project kickoff meeting will be held shortly after contract execution. Participants will include AIRPORT representatives and Contractor’s project team. The kickoff meeting will confirm roles, responsibilities, timelines, communication procedures, and reporting expectations.

• Progress Updates: City staff will request regular progress updates to monitor project status and ensure milestones are met.

• Issue Resolution and Course Corrections: The City encourages early communication regarding any potential challenges or deviations from the project schedule or scope.

Working collaboratively, the City and the Contractor will design and implement any needed course corrections to maintain momentum and meet project objectives.

2.5.3 Contract Payment

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

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3 How We Choose

3.1 Minimum Qualifications

Proposers must meet minimum requirements listed below for acceptance of their proposal.

Failure to meet any of the minimum requirements may result in disqualification of the proposal. Proposers must submit adequate documentation demonstrating compliance with each requirement.

1. Business Identification and Contract Information

Identification of the Proposer’s full-time, permanent business address, along with the ability to be reached by both email and telephone.

2. Contractor shall have experience in providing services and tasks similar to those requested herein which are further identified in the Scope of Work.

3. Contractor must have completed a minimum of three (3) ARFF vehicle cleaning projects and, for each project, provide the following information:

a. Number of vehicles cleaned per project

b. Average cleaning time per vehicle

c. Cleaning method utilized

d. Pre- and post-cleaning analytical results by a California accredited laboratory, as applicable

e. Percentage of PFAS remaining after cleaning, as applicable

4. Documentation of experience providing AFFF vehicle cleaning using the Proposer’s proposed method to reduce residual total PFAS by 97%, as confirmed using EPA

Method 1633A, within 8 days or less of cleaning (on average).

5. Assurance of adequate personnel and equipment capable of performing the services required of the Scope of Work.

a. Identify the Project Manager and Qualifications showing a minimum of three

(3) AFFF cleaning projects.

b. Provide information regarding Company size, financial stability, and number of employees.

c. List any subcontractors.

d. Identification of Certifications and Licenses to perform work.

6. Provide contact information for three (3) previous clients for whom similar cleaning services have been provided. These clients may be contacted for reference information.

7. Qualification to conduct business in the City.

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

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3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience

• Demonstrate experience completing similar work in scope, size and complexity, including successful PFAS-related projects

• Qualifications of key personnel assigned to the project

• Availability and adequacy of staffing and equipment to meet project needs

30%

2. Method of Approach

• Proposed Cleaning and Disposal Method

• Proposed work plan and schedule addressing the scope of service

• Understanding of the project

• Demonstrated ability for method to achieve goals effectively and efficiently

• Quality Control and Risk Mitigation Strategies

40%

3. Communications & Reporting

• Effectiveness of communication and coordination methods to ensure conformance of the RFP

15%

4. Reasonableness of Cost 15%

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC) &

DATE LOCATION / ADDITIONAL INFORMATION

Release date July 8, 2026

Questions due to the

City

11:00 AM

(PST), July

15, 2026

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

Posting of the Q&A July 29,

• Responses to the questions will be posted on

LongBeachBuys.com.

Proposals due 11:00 AM

(PST),

• Proposals must be submitted electronically via

LongBeachBuys.com.

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

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August 12,

• 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

August

• 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/ Demos/

Site Visits

September

• The City may interview or request demos from none, one, some or all Proposers.

Negotiation &

Contractor Selection

September

- October

• 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 Public Records Act requests unless and until an agreement is reached.

Estimated Contract

Execution

September

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

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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 nonresponsive.

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 Table 3 as reference. Table 3 should be prepared using the following guidelines:

• Cost proposal for ARFF vehicle cleanout services shall be submitted on a per-vehicle basis and shall include all costs associated with cleaning, sampling, testing, and mobilization/demobilization.

• Cost proposal for waste transportation, and disposal of waste materials shall be submitted on a per-gallon basis for liquids and per-drum for solids. Transportation costs shall be provided per mile.

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

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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

☐ 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: See Section 5.3.2

☐ 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

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

PART 1 Organizational Capacity & Experience (Minimum Qualifications)

PROPOSER CONTACT INFORMATION

Organization

Company Name

Company Address

Federal Tax ID Number

DIR Number

Website

Name

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Authorized

Representative

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).

Describe length of time the organization has been providing the services described in this

RFP.

Describe how the organization has managed and tracked the progress and success of previous projects and tools used to report this information.

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?

Provide a plan of overview for how the project will be staffed.

Briefly describe the key staff that will manage and accomplish the goals of this project.

REFERENCES

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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

Project Manager

Phone Number

Project Description

Reference 4

Project Manager

Phone Number

Project Description

Reference 5

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

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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?

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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.

PART 2 Method of Approach

1. Provide a brief summary of your proposed solution, including the general strategy, key components of the approach, staffing needs, and any distinguishing features or advantages that support the goals for the ARFF Cleaning & Related Services

Project.

2. Describe the logic model behind the approach, explaining how each major step or method will lead to the expected outcomes and outputs of the project. Proposer should explain:

• How the method results in the required PFAS reduction

• How the process achieves the performance standards specified in the Scope of Work

• Why the approach is effective, safe and appropriate

3. Summarize the proposed work plan, including a timeline outlining major tasks and milestones. At minimum, the work plan should address:

• Mobilization

• Cleaning and PFAS-reduction activities

• Sampling and analysis

• Waste handling and a table of expected waste generation types and amounts (rinsate and other) for each truck cleaned

• Reporting and documentation

• Demobilization

• Proposers should identify expected duration and any dependencies between tasks.

4. Explain how the proposal will meet the following objectives:

• Explain how the proposed cleaning process will achieve the required PFAS reduction level and how the solution meets the objective of the RFP.

• Describe how the approach will meet or exceed the target average cleaning duration of eight (8) business days or less.

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• Describe how accuracy, reliability, and completeness of all sampling, analysis, and post-cleaning verification activities will be ensured.

• Describe the technologies, equipment, materials, and procedures that will be used to complete the cleaning and PFAS-reduction process.

• Explain how the proposed waste handling and disposal approach aligns with the environmental and safety objectives.

5. Explain how the approach will mitigate, manage, or prevent the following risks:

• Operational delays or constraints

• Sampling and analytical challenges

• Waste Disposal and Transport Risks

6. Identify any information, resources, coordination, or support that will be required from the City to implement the contract successfully. This may include site access, operational constraints, documentation needs, schedule coordination, or other forms of assistance necessary to complete the work.

Communications & Reporting

1. Explain how data will be collected and what reporting methods or systems will be used.

2. Explain how employees responsible for vehicle cleaning and disposal will be supervised.

3. Explain how the organization will report on performance to the City and coordinate with the City to meet the objectives of the project

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.

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5 Terms & Conditions

5.1 Acronyms/Definitions

1. AFFF: Aqueous Film Forming Foam

2. AIRPORTS: Long Beach, John Wayne, and Hollywood Burbank Airports

3. ARFF: Aircraft Rescue Fire Fighting

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

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

5. CERCLA: Comprehensive Environmental Response, Compensation, and Liability Act

6. CFR: Code of Federal Regulations

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

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

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

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. FBO: Fixed Based Operators

12. FAA: Federal Aviation Administration

13. F3: Fluorine-free foam

14. LGB: Long Beach Airport

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

16. OSHA: Occupational Safety and Health Administration

17. PD: Planned Development

18. PFAS: Per-and polyfluoroalkyl substances

19. RFP: Request for Proposals.

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

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21. 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.

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

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.

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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 electronically 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

ARFF Cleaning & Related Services | RFP - AP-26-757 | Template v3.14.25 | 29 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

ARFF Cleaning & Related Services | RFP - AP-26-757 | Template v3.14.25 | 30 apparent conflict of interest.