As-Needed Plan Review and Inspection Services | RFP - DV-26-713 | Template v3.14.25 |

City of

Long Beach Request for Proposals RFP - DV-26-713

As-Needed Plan Review and Inspection Services

City of

Long Beach Request for Proposals RFP - DV-26-713

As-Needed Plan Review and Inspection Services

As-Needed Plan Review and Inspection Services | RFP - DV-

26-713 | Template v3.14.25 | 1

26-713 | Template v3.14.25 | 2

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

Overview

Summary

The City of Long Beach (City) is seeking Proposals from professional consulting firms to supplement existing

Building Bureau staff by providing as-needed plan review, inspection services, and other related support services where this is a temporary need caused when hiring to fill vacancies and workforce shortages caused by employee turnover, retirements, short-term illnesses and medical leaves, as well as circumstances where a specialized review is outside the city staff’s expertise.

Key Dates

Release Date: October 30, 2026

Optional Pre-Proposal Virtual Meeting: 11:00 AM

(PST), November 10, 2026

Questions Due to the City: 11:00 AM (PST), November

25, 2026

Proposals Due: 11:00 AM (PST), December 18, 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.

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Official Contact

William Reyes rfppurchasing@longbeach.gov

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

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 mailto:rfppurchasing@longbeach.gov 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

Assistance & Resources

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 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

1 The Opportunity

1.1 Project Summary

The City of Long Beach (City) is seeking proposals from individuals and professional consulting firms (Contractor) to supplement existing Building Bureau staff where this is a temporary need caused when hiring to fill vacancies and workforce shortages caused by employee turnover, retirements, short-term illnesses and medical leaves, as well as circumstances where a specialized review is outside the city staff’s expertise. To that end, the City is seeking as needed staffing or contractors in one or more of the following areas of expertise: plan review, inspections, permitting services, technical or outreach document production, and other related services. The

City also seeks subject matter experts to provide trainings, participate in public meetings, and provide services relating to the Americans with Disabilities Act (ADA)

Certified Access Specialist Programs (CASp), the Building Seismic Resiliency Program, Accessory Dwelling Units (ADUs) and Pre-Approved Accessory Dwelling Units

(PAADUs), or other Building Bureau programs. These services will be provided by a

Contractor on an as needed basis to support workload demands and maintain service levels. The full range of requested services is outlined in Section 2, Scope of

Work.

1.2 Background

The Community Development Department’s Building and Safety Bureau (Building

Bureau), is responsible for ensuring compliance with Federal, State and local building codes. Using the Infor Public Sector system (aka Hansen) or a successor permitting system and BlueBeam Revu Software, the Building Bureau is tasked with providing streamlined, efficient services to its customers. Specifically, the Building Bureau is responsible for processing permit applications and plan submittals, coordinating the review and approval of all construction documents, issuing permits, performing required inspections and construction approvals, updating documents, and offering routine and technical assistance to both professional and nonprofessional applicants.

1.3 Goals

The ideal Contractor should have a range of staffing available on an as-needed basis, with capacity to provide timely support. Contractors may be requested to provide one or more of the following services:

• Plan review of Construction Documents to determine compliance with the California

Building Standards, including the California Building, Residential, Fire, Energy, CALGreen, Mechanical, Electrical and Plumbing codes, and the Long Beach Municipal

Code (LBMC), applicable laws and statutes of the State, and the appropriate structural design standards. As needed inspection services are not intended to serve as additional full-time staff. Inspection services are intended to provide supplemental, as-needed assistance during periods when departmental inspection coverage is reduced due to unforeseen circumstances. These situations may include extended employee leave including but not specifically limited to long-term illnesses, extended employee vacations and retirements. In limited circumstances, these services may be called upon to assist in addressing a sudden, unexpected increase in inspection demand, such as those arising from regional emergencies that create rapid surges in the need for inspection services.

• Inspection services of construction projects to determine compliance with the

California Building Standards, including the California Building, Residential, Fire, Energy, CALGreen, Mechanical, Electrical and Plumbing codes, and the LBMC, applicable laws and statutes of the State, and appropriate inspection standards.

• Permit Center counter services to process permit applications, issue permits, and provide routine and technical information related to the application and issuance of permits.

• Plan review and inspection services for Adult-use and Medical Marijuana (MMJ) businesses.

• Provide training for City staff and/or community members related to code changes

• Provide subject matter expertise relating to the Americans with Disabilities Act and the CASp program which may include workshops and training classes for

Department Staff and/or community groups.

• Provide subject matter expertise for the Building Seismic Resiliency Program, including soft-story strengthening in the form of training and participation in community outreach.

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

2.1 Description of Services

The following is intended to provide a description of the types of services that would be requested from the Awarded Contract(s). Contractors are encouraged to provide additional details and/or value additions to the proposed scope of services in their proposals. The Contractor may specialize in a type of service or a range of services as described below. Contractors will clearly label responses to indicate which areas are included in their proposals.

Plan Review

Plan review provides examination, analysis, and review of construction documents for various developments within the City to determine compliance with all applicable Codes. In-person/on-site services are preferred for the scope outlined in this section, and Contractors will clearly note if on-site service can be provided. Where only offsite services can be provided, it shall be specifically indicated in the Contractor’s proposal.

As-needed plan review services may include work related to, but are not limited to:

• Building plans (i.e., architectural, structural, civil)

• Electrical plans

• Plumbing plans

• Mechanical plans

• Fire-Building plans (i.e., fire sprinkler system, fire alarm system, smoke control, etc.)

• Grading and Civil plans

• Stormwater/Standard Urban Stormwater Mitigation Plans (SUSMP)

• Technical reports (i.e., structural calculations, geotechnical/soils engineering reports, hydrology report, Title 24 energy, etc)

• Green Code and Energy Code inspection

As-needed plan review services tasks may include, but are not limited to:

• Screening of applications and construction documents for building, grading, fire, mechanical, plumbing, and electrical permit submittal applications

• Reviewing submitted construction documents and providing plan review comments based on the standard plan review checklists furnished by the

Building and Safety Bureau. This may include evaluation of architectural, structural, mechanical, plumbing, electrical, fire, grading, civil, stormwater, accessibility, green and/or energy requirements. Review and comments to be provided within 10 business days, or in accordance with current Building and

Safety turnaround times when services are provided on-site

• Ensuring construction documents adhere to Federal, State and/or Local codes

• Coordinating plan reviews with other City departments or agencies

• Systematically logging/entering status of plan review activities and updating project information, such as project descriptions, valuations, and/or fixture counts into the City permitting system

• Directly notifying permit applicants of plan review comments and responding to phone calls and emails related to plan reviews within one business day

• Meeting and conferring with permit applicants to resolve all outstanding plan review comments

• Performing over-the-counter plan review of construction documents for simple scopes of work

• Stamping approved construction documents with Contractor’s’ approval stamp.

• Working with Permit Center Counter staff to facilitate the issuance of construction permits for approved construction documents

• Attending/participating in meetings, in person or by other agreed upon methods, with other City plan review or inspection staff, property owners, consultants, or design professionals.

• Communicating City permitting and plan review procedures to permit applicants during the plan review process

Inspection Services

Inspection services involve comprehensive field inspections for various developments within Long Beach, to determine compliance with the City-approved construction documents and all applicable codes.

As-needed inspection services may include, but are not limited to:

• Building inspections (multi-family dwellings and nonresidential)

• Plumbing inspections

• Mechanical inspections

• Electrical inspections

• Combination residential inspections (one- and two-family dwellings)

• Fire inspections

• Grading inspections

• Erosion/Stormwater Best Management Practices (BMPs)

• Perform other specialty inspections as required

As-needed inspection services tasks may include, but are not limited to:

• Reviewing approved construction documents to gain familiarity with development.

• Conducting inspections on developments to determine conformity with approved construction documents and codes.

• Working closely with property owners and consultants to provide solutions to problems on-site.

• Conducting or evaluating virtual or hybrid inspections when authorized by

City policy.

• Conducting pre-construction meetings, site meetings, or problem-resolution meetings.

• Coordinating with other City departments such as Fire, Public Works and

Health, as well as Community Development Department bureaus such as

Planning and Code Enforcement, as needed to resolve inspection-related issues.

• Attending/participating in meetings with other City inspection or plan review staff, property owners, consultants, or design professionals.

• Maintaining a record of non-complying items and ensuring the resolution of such items.

• Document Inspection outcomes in a manner that supports the City’s reinspection and fee assessment processes.

• Ensuring any construction changes are properly documented and approved by the appropriate City staff.

• Utilize City’s designated permitting and inspection systems, including electronic inspection programs and digital plan sets, and maintain accurate inspection records in accordance with City standards.

• Systematically log and/or enter status of construction inspection activities and records.

Fire Inspection Support:

Contractor inspectors may be assigned to support Fire inspection functions where authorized by the City. Assignments may include assisting with inspections of fire-resistive assemblies, fire dampers, draft stopping, fire blocking, fire-rated penetrations, firestopping systems, and other life-safety components typically reviewed as part of Building or Fire coordination inspections.

Where qualified and appropriately certified, Contractor inspectors may be assigned to perform fire-related inspections associated with building permits, including coordination inspections involving fire alarm systems, fire sprinkler systems, and other fire and life-safety features, subject to City oversight and applicable interdepartmental procedures.

Contractor inspectors assigned to fire-support tasks may include, but are not limited to:

• Verifying compliance with approved plans, adopted fire and building codes, and referenced standards

• Documenting findings consistent with City fire inspection protocols

• Coordinating inspection outcomes with Fire Department personnel when required

• Identifying deficiencies impacting life-safety and escalate as necessary

Contractor inspectors do not exercise Fire Marshal or Fire Code Official authority.

Final authority for fire code enforcement and approval remains with the City and designated Fire Department personnel.

Permit Center Counter Services

Permit Center counter services provide routine and technical information related to processing permit applications and the issuance of permits to architects, engineers, consultants, business owners and homeowners.

As-needed permit counter services may include, but are not limited to:

• Reviewing applications

• Processing plan submittals

• Verifying necessary approvals for permit issuance

• Calculating fees

• Maintaining records

• Reviewing and approving simple non-structural plans at the counter

• Processing applications using the City’s permitting system (Infor Public

Sector, or successor system) to process applications

• Providing customer support and assistance

As-needed permit counter services tasks may include, but are not limited to:

• Providing customer support and assistance at the Permit Center counter and over the phone

• Assisting the public in completing permit applications and other necessary forms

• Determining permit, plan, and process requirements for permit applicants and notifying permit applicants when construction documents or permits are ready for pickup or issuance

• Reviewing permit applications and other pertinent information at the Permit

Center counter to verify accuracy and completeness of information

• Processing permit applications and plan intake; and calculating a variety of fees

• Reviewing and approving less-complicated non-structural plan reviews over the counter

• Maintaining a variety of permit-related records

• Verifying that projects have obtained all necessary approvals before issuing permits and that the following have been filed with the City: valid consultant’s license, workers’ compensation, and valid business license information

• Coordinating/routing Construction Documents to the appropriate City staff for plan review and approval

• Performing other related duties, as required

Cannabis Business Services

As a result of the passage of the State of California’s Proposition 64 Marijuana

Legalization and the City of Long Beach’s Measure MM: Regulation of Medical

Marijuana Businesses, the City has been receiving a large number of applications for Cannabis businesses starting in early 2017.

In addition to more routine plan review and inspection services as described above, the City desires Contractors that have experience in performing plan review and inspections of cannabis businesses. Contractors with this expertise should demonstrate the ability to review multiple cannabis businesses simultaneously, as well as the ability to meet expedited time frames.

The following types of services are optional, but are additional services that are desired by Proposers. Contractors are encouraged to provide additional details to demonstrate the added benefit they can provide related to these optional services in their proposals, as applicable.

Building Code Training Services (Optional)

Changes in federal, State and/or local laws may require staff and community trainings to ensure compliance with new regulations. At the request of the

Building & Safety Bureau, as needed Contractors may be requested to facilitate or assist with training opportunities to introduce or provide continuing education on changing regulations. Training can include internal presentations, participation in public outreach events, related meetings, planning and preparation of training materials, and creation of bulletins and other necessary documents. Proposals should clearly indicate if the Contractor can provide this type of service.

ADA / CASP Services (Optional)

At the request of the Department, as needed Contractor may be engaged to provide subject matter expertise relating to Accessibility and the CASp Program.

These services may include training of Department staff or providing support for community stakeholders through presentations, workgroups, and other similar programs intended to educate regarding Access laws, protections, and requirements. Contractors interested in providing ADA/CASp related services must possess a valid California CASp certification and provide documentation of previous experience showing they are qualified to perform the role described herein.

Seismic Resiliency and Retrofit Services (Optional)

At the request of the Department, as needed contractor services may be required to provide subject matter expertise relating to the Building Seismic Resiliency

Program, with a focus on the mitigation of certain building types that possess physical characteristics that leave them susceptible to poor performance during a moderate to severe earthquake. This may include review of structural drawings, engineering reports, structural calculations, and related documentation submitted by property owners or engineers to verify that proposed seismic upgrades meet applicable performance objectives of building codes and city ordinances. In addition to reviewing plans, the Contractor may be asked to evaluate retrofit strategies for different building types, provide recommendations to city staff, present information to community stakeholders to explain program goals and importance, and generally assist in improving the structural resilience of existing buildings in Long Beach and protect public safety. As-needed Contractors interested in providing services related to the Seismic Program must demonstrate expertise specifically related to seismic retrofitting, seismic retrofit ordinances and earthquake mitigation.

ADU and PAADU services (Optional)

As needed Contractor services related to ADUs and PAADUs assist the city in supporting the planning, review, and implementation of these housing programs.

Services may include reviewing ADU and PAADU plans for compliance with applicable building codes, zoning regulations, and state and local requirements, as well as evaluating design standards and site conditions. The Contractor may also help develop or maintain a library of pre-approved ADU plans, coordinate with architects, engineers, and city staff during the review process, and provide technical guidance to ensure plans meet safety and permitting requirements. Additional services can include assisting with program administration, advising on policy updates, and supporting efforts to streamline permitting for homeowners seeking to construct ADUs.

Contract Deliverables:

• Scope of work

• Schedules and milestones

• Fee proposals or cost breakdowns

• Staffing plan or hourly rates

• Monthly or periodic progress reports

APPENDICES

Pro-Forma Agreement: Non-Design

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

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

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

METRIC DESCRIPTION TARGET DATA SOURCE

1. Response time for placement or service request

The City will contact

Awarded Contractor to request placement or services. The City would like a reasonable response time from

Awarded Contractor provides proposal or resumes for review within one week. If placement is difficult or cannot be performed the

Awarded Contractor

This will be based on the responsiveness of email reply.

the initial service request.

should provide response within a week.

2. Available contractors for placement

The City will contact

Awarded Contractor to request as needed placement of contractors. The city would like to review resumes for each request.

Awarded Contractor to be able to provide resumes for individuals showing subject matter expertise and familiarity with operational requirements

Resumes and or proposals.

3. Awarded

Contractor maintains adequate staffing capacity to ensure continuity of service including timely replacement or reassignment of as needed personnel when previously assigned personnel become unavailable.

The City would like to maintain a continuity in ability to meet customer need.

Awarded Contractor to provide timely backfilling of absences or other staff interruptions.

Invoicing for hourly as needed services.

4. Reporting on placed contractors

Name, start date, hourly rate, hours worked to date, assignment description (if applicable)

Awarded Contractor to support one report per month to detail placements

Awarded Contractor to manage and provide listing monthly

2.2.2 Contract Management

Communication and Management: The Community Development Department will monitor, evaluate and adjust duties for contractors provided by an Awarded Contractor as needed. Management and Supervisors will communicate with the contractor on a regular basis working in partnership to achieve the duties and goals as outlined in section 2, Scope of Work. Contractors will continue to be assessed based on their knowledge and technical skills, quality and accuracy of duties performed, and the level of service provided.

Performance Reports: Periodic performance reports will be issued to evaluate the contractor’s performance in any of the scopes of work requested. Performance reports align future goals or inform of areas for improvement. Performance reports may provide oversight including but not limited to the individual or the Awarded Contractor and their ability to provide requested staffing, a professional work ethic, experience, proper time management, the ability to perform requested duties, staff/customer interactions and compliance with applicable laws and codes.

2.2.3 Contract Payment

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

To process payments efficiently, an Awarded Contractor should, at minimum, include the following information on their invoices:

• Invoice number

• Identify the service performed

• total amount billed for service

• total number of hours worked per billing cycle (if applicable)

• name of assigned individual (if applicable)

• Purchase order number

The Department can set up electronic fund transfer payments instead of issuing physical checks. The Department can provide the necessary forms and instructions to set up electronic fund transfer payments. Physical checks can be printed and mailed if that is the preference of an Awarded Contractor.

NOTE: Contractors provided by an Awarded Contractor located outside the Los

Angeles/Orange County area shall not assume the City will reimburse for travel to the City without prior approval. Contractors outside of Los Angeles/Orange County should discuss how their remoteness will affect their responsiveness in delivering services.

3 How We Choose

3.1 Minimum Qualifications

Proposers shall meet the following minimum qualifications to be eligible:

• 3 years minimum experience, 5 years preferred, performing the proposed services for governmental or public agencies.

• Holds applicable licensure or certification based on the service(s) provided, such as ICC plans examiner/inspector/permit technician series certification, or California

Professional Engineer, Civil Engineer or Structural Engineer, where applicable.

• Individuals performing plan review shall have a bachelors degree from an accredited university or college in an area of study closely related to the building and construction industry.

• Individuals performing plan review of inspections shall possess a thorough understanding of applicable building and safety codes and standards.

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the ability to demonstrate the following criteria are met as related to the services referenced in Section 2.1:

CRITERIA Weight

1. Technical Competency & Certifications

• Depth of code knowledge (CBC/IBC, IRC, CASp, CPC, fire code, energy, CALGreen, accessibility/ADA, local ordinances).

• Specialized expertise (structural, egress/fire-life safety, MEP, accessibility, energy modeling).

• Required certifications and licensure (ICC plans examiner/inspector series; California Professional Engineer, Civil

Engineer or Structural Engineer where applicable).

• Demonstrated competence in the scope of work the Contractor has proposed.

20%

2. Appropriate Capacity, Staffing Plan & Responsiveness

• Ability to handle surges (e.g., housing tracts, TI waves, ADUs, over the counter and virtual services).

• Turnaround commitments and unplanned coverage needs.

• Backfill and continuity (vacations, attrition, key personnel changes).

• Demonstrated availability of Contractor personnel to meet required service levels.

20%

3. Technology Familiarity & Program Integration 20%

• Familiarity with existing technology and systems included but not limited to Infor, GIS, Bluebeam, Adobe and Excel.

• Familiarity with digital plan review tools, markup standards, and version control.

• Can maintain data accuracy, audit trails, and cyber security posture.

4. Performance of Optional Services

• Specialized expertise to provide optional services outlined in Section

2.1

• Applicable certifications and licensure for optional services (ICC plans examiner/inspector series, California Professional Engineer, Civil Engineer or Structural Engineer, California Certified Access

Specialist, American Institute of Architects License, as appropriate

5%

5. Customer Interaction & Communication

• Counter etiquette, clarity of corrections, consistency of interpretations.

• Multilingual service capability (as applicable), accessibility accommodations.

• Stakeholder engagement (developers, homeowners, design professionals).

15%

6. Cost Proposal/Fee Schedule, Value & Pricing Transparency

• Competitiveness and reasonableness of the proposed hourly rates or fee structure for as-needed services.

20%

3.3 Local Preference

• The City shall apply five extra credit percentage points to all local businesses operating a home-based, residential business.

• The City shall apply ten extra credit percentage points to all local businesses operating a non-residential, commercial, brick-and-mortar business.

• Local business shall mean a business which maintains its principal place of business in a fixed office/place of business with the City of Long Beach, possesses a current

City of Long Beach business license and sellers permit if applicable.

• For a business to be eligible to claim preference, the business MUST request the preference in the solicitation response (see Attachment C) and provide a copy of its current business license and seller’s permit if applicable.

• The local preference does not apply to solicitations that are funded in full or in part by tidelands funds. The local preference may not apply to solicitations that are funded in full or in part by certain grant, federal or State of California funds.

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC)

& DATE LOCATION / ADDITIONAL INFORMATION

Release date October

30, 2026

Optional Info Session 11:00 AM

(PST),

November

10, 2026

• Microsoft Teams:

https://teams.microsoft.com/meet/29

2940468454191?p=7E0B3Cqcm72HFS

E6Eh

Meeting ID: 292 940 468 454 191

Passcode: uX73V5iz

• Objective of the meeting:

o Provide a general overview and explain the scope of services.

• Allow for general questions and answers. Answers will be issued to all prospective Proposers via an addendum received by the deadline for questions.

Questions due to the

City

11:00 AM

(PST),

November

25, 2026

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

Posting of the Q&A December

4, 2026

• Responses to the questions will be posted on LongBeachBuys.com.

Proposals due 11:00 AM

(PST),

December

18, 2026

• Proposals should be submitted electronically via

LongBeachBuys.com.

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

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

https://teams.microsoft.com/meet/292940468454191?p=7E0B3Cqcm72HFSE6Eh https://teams.microsoft.com/meet/292940468454191?p=7E0B3Cqcm72HFSE6Eh https://teams.microsoft.com/meet/292940468454191?p=7E0B3Cqcm72HFSE6Eh 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 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

January

• 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

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

Negotiation &

Contractor Selection

TBD • Awarded 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 and before final approval by the awarding body..

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

Estimated Contract

Execution

TBD

Proposer Debrief After

Contractor is Selected

• Successful and unsuccessful

Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal. The intent of the debrief is to provide the

Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

4.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal. Please note proposals that are NOT complete will NOT be considered for the opportunity and will be deemed 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 submitted separately and comprehensively describe the Contractor’s fee schedule. It shall include the following:

• Provide a fixed hourly fee schedule that specifies the

Contractor’s labor, indirect costs and any subcontractor costs.

• The fee to be paid to the Contractor will be made at the

Contractor’s established billable rates for staff hours and expenses actually accrued in producing the required services, up to a maximum fee to be established through negotiations.

• The Contractor’s billable rates shall not include mark-ups on reimbursable items or mark-ups for overhead and profit; no additional payment will be made for those items. The City will neither reimburse the Contractor for mileage, office supplies, overhead expenses, nor the use of computer equipment.

• Contractors located outside the Los Angeles/Orange

County area shall not assume the City will reimburse for travel to the City without prior approval. Contractors outside of Los Angeles/Orange County should discuss how their remoteness will affect their responsiveness in delivering services.

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 any subcontractor.

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

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

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

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

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

☐ C. Local Preference Program

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

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

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

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

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

4.3 Narrative Proposal Template

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

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Proposer

Company Name

Company Address

Federal Tax ID Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the Proposer?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Please describe why the Proposer is qualified to provide the services described in this RFP

(1-2 paragraphs).

Please describe the length of time the

Proposer has been providing services as described in this RFP?

Has the Proposer provided similar services for other organizations? If so, please list them.

How many employees does the Proposer have in total? How many employees reside in Long Beach?

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

Please describe the specific personnel who would be assigned to the City’s account, including their roles, qualifications, relevant experience, and the percentage of their time that will be dedicated to supporting the City’s team.

REFERENCES

Reference 1

Company

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

Reference 3

Company

Project Manager

Phone Number

Project Description

SUB-CONTRACTOR CONTACT INFORMATION

Does the proposal include subcontractors?

☐ Yes

☐ No

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

Subcontractor 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 subcontractor?

☐ 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?

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

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

How many employees does the subcontractor have nationally, locally, and residing in Long Beach?

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

Please provide an overview and method of approach outlining how the subcontractor will complete the specific duties requested in their areas of expertise?

Method of Approach

1. Please list the proposed services the Proposer can provide?

2. Please list any organizations including municipal/local government agencies for which the Proposer has previously provided the proposed services?

3. Please provide examples of when the Proposer was required to reference or research codes such as the CBC, IBC, MEP codes, Fire code, ADA or others as stated above in section 2.1 for proposed services?

4. Please explain how the Proposer will prioritize workloads when service demands increase or multiple areas of service are requested?

5. Please state what technology or software mentioned in section 3.2 the Proposer has used in the past and what services were performed while using the technology or software?

6. Please list any other relevant technology or software the Proposer has experience using that falls within the scopes of work outlined in this RFP?

7. Describe Proposer’s experience working with cities or other public agencies. How does Proposer ensure its services align with municipal procedures, regulatory requirements, and public accountability standards?

8. What does Proposer’s team structure look like for this contract, and how does

Proposer ensure the right expertise is available when needed?

9. How will Proposer ensure consistency and quality across multiple assignments under an as-needed contract?

10. What processes does Proposer use to maintain clear communication, provide regular updates, and coordinate effectively with City staff and other consultants or departments?

11. How does Proposer manage scope, schedule, and budget to ensure the City receives efficient and cost-effective services under an as-needed contract?

12. Provide an example of a similar as-needed or on-call contract where Proposer successfully met similar service objectives?

13. Describe identify professional licenses, education or certifications are held and/or maintained by Proposer’s employees?

14. Provide examples that substantiate how the professional licenses, education or certifications of the Proposer’s employees will qualify them to perform the proposed services listed in section 2.1?

15. Please describe examples of when the Proposer provided excellent customer service? What type of service was being provided?

16. How will the Proposer’s employees maintain professionalism when interacting with unruly or argumentative customers?

17. If the Proposer or employee of the Proposer believes a customer is not being truthful or is attempting to falsify or limit information to gain a type of benefit, how will you handle this scenario?

Communications & Reporting

1. What experience does the Proposer have working with classified or proprietary information? Awarded Contractors may be asked to complete cyber security training. Would Proposer be willing to complete cyber security training if requested?

2. If the Proposer or Proposer’s employee providing the services identified in this

RFPrequires additional guidance or information that is not readily available, what steps will the Proposer or employee take to ensure the service or task gets completed in a timely manner?

If additional information or guidance is required while performing a service with a customer and is not readily available, what steps or actions will Proposer or

Proposer’s employee take to make the customer feels at ease?

3. Are Proposer and Proposer’s employees familiar with instant messaging software such as Microsoft Teams, Zoom, or similar? Please list the all instant messaging software Proposer is familiar with.

4. If other stakeholders will be involved in the implementation of this proposal, please explain their involvement and how Proposer will work with these groups to achieve the objectives?

If the Proposer requires involvement from other stakeholders to implement this proposal or to perform any of the proposed services or scopes of work, please list the stakeholders, official titles and the reason for their involvement.

5. 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.

Will the Proposer require the use of subcontractors to perform any of the proposed services or scopes of work?

5 Terms & Conditions

5.1 Acronyms/Definitions

1. ADA: Americans with Disabilities

2. ADU:Accessory Dwelling Unit

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. BMP: Best Management Practices

5. Building Official: Superintendent of Building and Safety who oversees the administrations of the State and City’s building and construction codes, engineering plan review, permits, and constructions procedures.

6. CASP: Certified Access Specialist

7. CBC: California Building Code

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

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

10. CPC: Certificate of Practical Completion

11. Code: The latest editions of the California Building Standards Code, Long Beach

Municipal Code, and/or all applicable laws and statues of the State.

12. Department / Division: City of Long Beach, Community Development Department, Building and Safety Bureau

13. 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 an Awarded Contractor(s).

14. GIS:Geographic Information System

15. IBC:International Building Code

16. ICC: International Code Council

17. IRC:International Residental Code

18. LBMC: Long Beach Municipal Code

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

20. MEP: Mechanical Electrical and Plumbing

21. MMJ: Medical Marijuana.

22. PAADU: Preapproved Accessory Dwelling Unit

23. RFP: Request for Proposals.

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

25. 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.

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

27. SUSMP: Standard Urban Stormwater Mitigation Plans

5.2 Solicitation Terms & Conditions

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

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

Proposers.

3. The City may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Proposer or prospective Proposer.

17. No attempt may be made at any time to induce any firm or person to refrain from submitting a proposal or to submit any intentionally high or noncompetitive proposal.

All proposals must be made in good faith and without collusion.

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

Contractor for implementation of their proposal.

19. The City is not liable for any costs incurred by Proposers prior to entering into a formal contract.