Designated Operator (DO) Fuel Site Inspection, Testing and Repair Services | RFP - FM-25-

550 | Template v11.30.23 | 1

City of

Long Beach Request for Proposals RFP - FM-25-550

Designated Operator (DO) Fuel Site Inspection, Testing and Repair Services

Designated Operator (DO) Fuel Site Inspection, Testing and

Repair Services | RFP - FM-25-550 | Template v11.30.23 |

Overview

Summary

The City of Long Beach is soliciting proposals from qualified and experienced contractors to provide comprehensive Designated Underground Storage

Tank (UST) Operator Services as well as testing, maintenance, and repair services for its UST/AST fuel sites. Services must comply with all applicable

Federal, State, and Local regulations.

Key Dates

Release Date: March 6, 2025

Questions Due to the City:March 18, 2025 at 11:00AM

Answers Due from the City: March 25, 2025

Proposals Due: April 8, 2025 at 11:00AM

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.

Official Contact

Ahmed Ali rfppurchasing@longbeach.gov

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

mailto:rfppurchasing@longbeach.gov

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 Additional support available for small businesses in Long Beach

Additional support available for small businesses in Long Beach

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.

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.

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.

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/

Contents BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

2.2.2 Contract Management

2.2.3 Contract Payment

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

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 Protest Procedures

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The Opportunity

1.1 Project Summary

The Fleet Services Bureau of the Department of Financial Management (Department) of the City of Long Beach operates 12 underground storage tank (UST) and 4 aboveground storage tank (AST) fuel sites. Additional sites may be added during the term of the contract. The City seeks a contractor to serve as its Designated UST Operator, certified under California regulations, to perform the required inspections, testing, compliance management, maintenance, and repairs.

1.2 Background

The Department of Financial Management administers the financial affairs of the City of

Long Beach. The Department manages the City’s revenues, expenditures, investments, purchasing, accounting, budgeting and debt. As such, the Department provides the

City’s departments and residents with dependable and efficient quality services in billing and collections for utility and other City services, taxation, cash management and other fiscal functions in accordance with legal and professional standards. The

Department serves the City Council, City Manager, City departments, active/retired employees, suppliers of goods and services, bondholders, grant agencies, assessment districts and the general public.

The Fleet Services Bureau is one of the Department’s seven Bureaus their functions include vehicle and equipment acquisitions, preventative maintenance, unscheduled repair and fueling services to City departments so they can have safe, reliable cost effective equipment and vehicles to accomplish their operational goals and purpose.

The City of Long Beach Fleet Services’ Fuel & UST Division is responsible for the City’s fuel operations, UST/AST compliance and UST/AST construction projects. In 2010, the City was placed under a consent judgment with State to resolve historic UST violations at the

City’s UST facilities. The City has since committed to building a robust compliance program to help ensure its facilities stay in compliance with all Federal, State and local regulations. The awarded vendor will partner with City Staff and City vendors to maintain compliance at these aforementioned UST/AST facilities.

The City seeks a contractor with demonstrated expertise in UST/AST management to ensure compliance with regulations, minimize environmental risks, and maintain operational integrity. This RFP consolidates maintenance and compliance tasks under a single vendor to ensure consistency and efficiency.

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The City is required to follow the standards and regulations set forth by the state and federal government. In order to maintain compliance, we are seeking professional tank experts to assist in meeting all requirements.

1.3 Goals

1. Ensure all UST/AST fuel sites remain in full compliance with Federal, State, and City standards.

2. Minimize downtime by providing prompt repair and maintenance services.

3. Implement effective testing and inspection protocols to preempt potential failures.

4. Collaborate with City staff to streamline reporting and regulatory submissions.

1.4 Award Terms

The contract will be for a term of two (2) years, with three (3) optional one-year For extensions, for a total contract term not exceeding five (5) years. Awards may be made to a single or multiple vendors as deemed in the best interest of the City.

2 Scope of Work

2.1 Description of Services

Designated UST Operator Services

Contractor shall have valid Designated UST Operator(s) certification(s). A list of employee names, qualifications including copies of current International Code Council

(ICC) certification(s) and expiration dates for persons conducting the Designated UST

Operator services shall be provided with the bid. The City would prefer that the

Designated Operator is also an ICC Certified UST Service Technician. The City requires a minimum of two (2) certified DOs during the contract period.

The Designated UST Operator shall provide general oversight of the UST program with specific emphasis on regulatory compliance issues. The Designated UST Operator shall fulfill the responsibilities set out in Title 23 of the California Code of Regulation, Chapter

16, Statute §2715 and §2716.

As a minimum, the Designated UST Operator's responsibilities shall include:

1. 30-Day Inspections - Inspections shall include, but not be limited to the following:

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a. Alarm History - For UST sites monitored with a Veeder Root leak monitoring system, print and review the alarm history for the past month.

b. Alarms - Investigate all leak, liquid level, vacuum, brine, communication and LLD alarms

- Determine what caused the alarm and what action was taken in response to the alarm.

Confirm that the response was appropriate. For containment-sump liquid alarms that have occurred since the last monthly inspection, review the service call record. If there is no record of a visit by an ICC-certif ied service technician, visually inspect the containment sump for the presence of liquid or debris.

c. Inspect Spill Containment - Check for the presence of liquid or debris in the spill buckets.

If liquid is present, determine if the liquid is the result of water intrusion or overfill. If necessary, clean affected spill buckets at time of inspection.

d. Inspect Under Dispenser Containment (UDC) - Open each dispenser and inspect the UDC. Check for free liquid and debris. Visually inspect dispenser piping for leaks, or seeping fuel. Inspect the shear valve to assure that it is operating properly. If necessary, clean affected UDCs at time of inspection.

e. Sumps - It is the DO's responsibility to open and inspect every sump (including transition sumps) during the monthly inspection. If necessary, clean affected sumps at time of inspection.

f. Leak Detection Sensors – All leak detection sensors must be redundant and properly placed, meaning each sensor is placed so that it is capable of continuously detecting a leak at the earliest possible opportunity. Sensors in UDCs and sumps must be continuous, tamper-proof, positioned at true vertical and located at the lowest point.

g. Test Overfill Alarm - Test the audible and visual overfill alarm on systems, if equipped.

Test output relay, if applicable.

h. Visual Site Inspection - At fueling sites, visually inspect the hoses, breakaways and nozzles for leaks, or seeping, and check dispensers and card readers for external integrity. If present, inspect aboveground piping and hoses for leaks and seeping. At generator sites, check the day tank, the generator, and all aboveground piping for leaks and seeping. For any deficiencies observed, notify Fuel Operations Program Officer/designee immediately. Tag out affected fueling positions for any hanging hardware issues observed.

i. Test and Maintenance Documentation - Review documentation to confirm that all testing, maintenance, and certif ications have been conducted within the proper time periods. This includes a review of all California State Water Resources Control Board, California Air Resources Board, South Coast Air Quality Management District and local CUPA requirements.

j. Training Verification - Review the Facility Employee Training Log to verify that all Facility Employees have been trained as required.

k. Compile results of the monthly inspection and suggested corrective action (where applicable) in a typed report (with Veeder Root Alarm History printout) on the Title 23 Appendix VIII form and leave it on site. Also submit and electronic copy of the inspection report and alarm history to the Fuel Operations Program Officer.

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l. In addition to providing the inspection report to Fleet Services, report by telephone any non-¬satisfactory condition to assigned Fuel Operations Program Officer within 24 hours.

2. FACILITY EMPLOYEE TRAINING – In accordance with Title 23 of the California Code of

Regulation, Chapter 16, Statue §2715, provide annual training to all existing facility employees, and all new facility employees prior to the City employee assuming their duties. Training shall include, but not be limited to the following topics:

a. Best Management Practices

i. Record Keeping

ii. Preventive Maintenance

iii. Delineation of Responsibility

iv. Knowing your system and the spill response kit

v. Regulatory compliance

b. The Monitoring System

i. Explanation of how the system is monitored, is redundant, and is continual.

ii. The Monitoring Panel and how to respond to an alarm, including, but not limited to the name of a contact person for emergencies and monitoring equipment alarms.

c. Spills and Overfill Response - Provide training that covers the procedures to follow in the event of an unauthorized release.

i. Emergency Contacts - Location of posted contacts list.

ii. Proper Operation of the Fueling System (where applicable)

3. SITE REPAIR NOTIFICATION - In the event that the Designated UST Operator discovers a sub-standard condition at a UST site or a situation that is non-compliant, the Designated UST Operator shall call the Fuel Program Officer or their representative to initiate a service call to bring the site up to compliance.

REQUIREMENTS FOR DESIGNATED UST OPERATOR

Provide a detailed resume of the Contractor's Designated UST Operator(s) that will fulfill this contract.

As a minimum, the vendor's Designated UST Operator(s) shall have:

1. A current California UST System Operator Certif ication.

2. At least four years of experience as a Designated UST Operator for a major municipality.

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3. Excellent written and oral communication skills.

4. A detailed knowledge of all CUPA and SCAQMD documentation required for USTs and ASTs in the City of Long Beach.

5. A good working relationship with the local CUPA.

6. Excellent references (four total) - Two municipal customers, one industry professional and one Long Beach-area CUPA inspector.

7. The Designated Operator should also have a California UST Service Technician Certif ication.

FUEL SITE REPAIR, MAINTENANCE, TESTING AND ALARM RESPONSE

The City requires maintenance of fuel sites that includes furnishing and delivering parts, supplies, and accessories for gasoline and diesel dispensers, USTs and ASTs. Additional miscellaneous items such as pumps, plumbing, tanks, nozzles and monitoring systems may also be requested.

The City expects that the contractor will have an adequate supply of replacement parts available on the service trucks. The supplies shall include various Veeder-Root sensors (at least one of each type), Veeder-Root probe cables, spill bucket drain valves (at least one of each type), mechanical line leak detector and hanging hardware for a typical Gasoline and Diesel dispenser. The City lists the current equipment in Appendix 2.

Contractor shall be licensed and/or certif ied to perform all specific tests, repairs and alarm responses in compliance with all City, State and Federal regulatory agencies and in accordance to Departmental needs. Contractor shall provide proof of certif ications at the City's request.

Fixed quotes may be required for projects and/or repairs. Contractor shall notify Fuel Operations Program Officer for any work that will exceed $1,000.00. All Permit Fees will be paid by Fleet Services through a Voucher System.

Contractor shall provide the City with their list of petroleum equipment supply vendors. Written confirmation from the parts vendor shall be provided to the City if the contractor is unable to obtain the parts within 48 hours. Failure to provide written confirmation could result in liquidated damages.

Upon completion of test, Contractor shall submit an electronic copy of the test results and printouts to Fleet Services and the proper regulatory Agency. (Testing and Inspections include but are not limited to the Sites listed on Appendix A.). The contractor is responsible for disposing all waste generated during testing events.

Contractor, Contractor’s Employees and Contractor’s Subcontractors shall abide by all of the following requirements:

1. Contractor, Contractor's Employees and Contractor's Subcontractors shall wear uniforms with Company Name and Employee Nametag visible and Company Vehicle must be properly marked with Company's Name.

2. Contractor, Contractor's Employees and Contractor's Subcontractors shall perform all work in accordance to all City, State, and Federal Safety Standards and Regulations. Contractor shall

550 | Template v11.30.23 | 9 obtain a copy of the City's Safety Policies and Procedures from the City's Risk Management Office.

3. Upon entering the Job Site, Contractor, Contractor's Employees and Contractor's Subcontractors shall check in with a City Employee (in person or by phone) and document start time on work order. Upon job completion, Contractor shall document time completion and have work order signed by a City Employee.

4. The Fuel Program Officer will identify the type of service response required when the request for service is initiated.

a. EMERGENCY RESPONSE: Phone response with 30 minutes of the initial call. Arrival on site within 2 hours of phone confirmation.

b. NON-EMERGENCY RESPONSE: Confirmation of onsite arrival the next business day.

c. GENERAL SERVICE REQUEST: Service needs to be completed prior to the next Designated Operator Inspection.

**Maintenance Tests: A Secondary Piping pressure test from the Marina Seawall to the farthest point(s) on the Fuel Dock Piping.

[Contract Deliverables: Ensure that any specific deliverables expected from the contract are clearly summarized. This may be a list, or a table outlining the key deliverables of the contract, due dates and designation of responsibilities where relevant.]

APPENDICES

Appendix A: List of Fuel Sites

Appendix B: List of Fuel Site Equipment

Appendix C: Line Item Cost Template

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

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

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

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METRIC DESCRIPTION TARGET DATA SOURCE

1. 30-Day

Inspections

Completed

Percentage of inspections completed on time.

100%

Inspection

Reports

2. Parts availability

(common parts)

Work trucks shall be stocked with commonly used hanging hardware equipment for City fuel sites (See Appendix B).

100% Vendor Work

Order

3. Compliance

Testing

Semi-annual, annual and triennial compliance tests will be completed on time in accordance with Long

Beach Fire Department and South Coast Air

Quality Management

District.

Tank

Information

Management Company

4. Responsiveness

Response time for emergency repairs will be withing one hour via phone call/text and onsite (if necessary) within 24 hours.

Vendor Work

Orders, Internal

Reports

2.2.2 Contract Management

The City will conduct performance reviews with the contractor, addressing any challenges or opportunities for improvement. The contractor will be required to participate in periodic meetings and submit comprehensive performance reports.

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2.2.3 Contract Payment

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

3 How We Choose

3.1 Minimum Qualifications

The selected Contractor is expected to possess the following knowledge, skills, and abilities:

•Experience in performance of similar UST/AST DO, maintenance and repair services.

•Experience working with regulatory agencies to ensure UST/AST compliance standards are up to date.

•Experience working in with UST/AST programs of similar scope and size.

•Expertise and availability of key personnel.

o Must be available virtually and for on-site meetings with the City, as needed.

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience 30%

2. Method of Approach 40%

3. Communications & Reporting 20%

4. Reasonableness of Cost

Proposals will be evaluated based on cost competitiveness, clarity of budget allocation, and alignment with the project's objectives. Proposals that demonstrate cost-effectiveness while maintaining quality will receive higher scores.

10%

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.

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• 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 for all purchases funded in full or a fraction thereof by any tidelands fund, by any grant funds, nor by any funds received from the State of California.

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC)

& DATE LOCATION / ADDITIONAL INFORMATION

Release date March 6, Questions due to the

City

11:00AM

March 18,

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

Posting of the Q&A March 25,

• Responses to the questions will be posted on

LongBeachBuys.com.

Proposals due 11:00AM

April 8,

• Proposals should be submitted electronically via LongBeachBuys.com.

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

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

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

The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the

City during normal business hours at mailto:rfppurchasing@longbeach.gov file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com

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LBPurchasing@longbeach.gov or (562)

570-6200.

Evaluation of Narrative

& Cost Proposals

April 2025 • 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]

April 2025 • Interviews, demos, or site visits are not planned as part of the evaluation.

Negotiation &

Contractor Selection

April 2025 • Selected Contractor(s) will be notified in writing.

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

• Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached.

Estimated Contract

Execution

May 2025

[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.

PROPOSAL

mailto:LBPurchasing@longbeach.gov

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☐ 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 the following:

• Itemization

Proposers should itemize costs based on key deliverables, outcomes, and outputs. This includes inspections, testing, routine maintenance, emergency repair services, and reporting.

• Time Period

Costs should be broken down per inspection or test. For repair events, cost should stated in hourly rate for general service requests, emergency response and non-emergency response.

• Format

Cost proposals should be submitted in Excel format using the line item cost template provided in the RFP documents

(Appendix C).

PROPOSAL APPENDICES

☐ Financial

Stability

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

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

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

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

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

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

☐ C. Local Preference Program

☐ D. 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

550 | Template v11.30.23 | 15 these requirements, and where possible, include available information as part of your proposal to expedite processing.

☐ E. W-9

☐ F. Business License

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

☐ H. 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.

4.3 Narrative Proposal Template

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

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization

Company Name

Company Address

Federal Tax ID Number

DIR Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

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☐ Limited Liability Company

☐ Other _________________________________

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

• Experience with Similar Projects:

Please describe your organization’s experience in managing UST/AST systems, including the length of time you have provided services such as inspections, testing, maintenance, and compliance management.

Highlight any projects that are similar in scope and complexity to this RFP.

• Regulatory-Expertise:

How has your organization ensured compliance with Federal, State, and Local regulations for UST/AST systems in previous projects? Provide examples of challenges encountered and how they were addressed.

• Project-Portfolio:

Provide a summary of at least five

(5) similar projects your organization has successfully completed. For each project, include:

• The client’s name (or type, if confidentiality is required).

• Project scope and duration.

• Outcomes achieved, such as compliance rates, reduced downtime, or cost savings.

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

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

[How will your organization staff this project to ensure all required services are

550 | Template v11.30.23 | 17 delivered on time and meet quality standards?

Please provide:

1. A staffing plan that includes the roles and responsibilities of each team member, including the percentage of time each individual will be allocated to the project.

2. The names, titles, and qualifications of key personnel who will be directly involved in delivering the services.

Resumes or a 1-paragraph description for each key staff member should be included.

3. Details of backup personnel or contingency staffing plans to ensure uninterrupted service delivery in case of unexpected absences or increased workload.

REFERENCES

Reference 1

Company

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Project Manager

Phone Number

Project Description

Reference 3

Project Manager

Phone Number

Project Description

Reference 4

Project Manager

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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

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

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Which specific requirements of this RFP will the subcontractor perform?

Is the subcontractor registered with the

California Department of Industrial

Relations? If yes, provide registration number.

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

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

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

Beach?

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

Who are the key staff involved in the project?

For each, please a name, title, and resume either as an attachment or 1 paragraph description.

Method of Approach

1. Provide a concise summary of their approach to delivering the requested services, focusing on how their solution aligns with the goals of the RFP (e.g., compliance with regulations, minimizing downtime, and maintaining operational integrity of UST/AST systems).

2. Provide statement regarding the logic and rationale behind your Company’s approach to achieving the target outcomes.

3. Work plan:

• Detail the steps and activities required to ensure compliance with Federal, State and local regulatory agencies.

• Provide method of communication for scheduling inspections, tests and repairs.

• Provide method for ensuring documents are signed by appropriate parties and placed on site.

• Provide contacts for technical and quality assurance questions.]

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4. How will your organization ensure that all UST/AST fuel sites remain in full compliance with applicable Federal, State, and City standards? Provide examples of systems, processes, or technologies you will implement to achieve this.

• What strategies will you use to minimize downtime caused by repairs or maintenance? Include examples of past projects where you successfully achieved this objective.

5. Identify potential risks or challenges (e.g., equipment failures, regulatory changes, unforeseen emergencies) and propose strategies to mitigate these risks.

• Highlight how emergency repair services will be prioritized to meet the less-than-24-hour response time requirement.]

6. Describe with how your Company will collaborate with City staff, including regular communication updates, periodic performance reviews, and ongoing coordination with the City’s vendors. Specify what support or resources will be needed from the City to ensure smooth implementation (e.g., access to records, site coordination).

Communications & Reporting

1. Key Performance Indicators and project monitoring and evaluation: Provide a description of the data and reporting systems that will be used to routinely evaluate program performance, if there are any additional or alternative performance metrics they recommend tracking, how this data will be used for program management, or how they have used data and reporting systems for program management in the past.

2. Project supervision: Provide details on how employees responsible for front-line service delivery will be supervised.

3. Communication and coordination with the City: Explain how your Company will report on your performance to the City, and coordinate with the City to meet the objectives of the RFP.

4. Coordination with other stakeholders: The City’s Fuel Operations Program also works with an Information Manager, Environmental Compliance Consultant and

550 | Template v11.30.23 | 21 several customer departments such as Police, Fire Department and Public Works.

Please explain how your company will work with these groups.

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.

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5 Terms & Conditions

5.1 Acronyms/Definitions

1. AST: Aboveground Storage Tank

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

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

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

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

5. Department / Division: City of Long Beach, [Financial Management]

6. DO: Designated UST Operator

7. 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.

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

9. RFP: Request for Proposals.

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

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

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

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

13. UST: Underground Storage Tank.

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.

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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.

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

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

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

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

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

Contractor or prospective Contractor.

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

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

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

20. In the event a Proposer received assistance from City staff or a representative of the

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

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

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

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

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

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

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

24. Each Proposer must adhere to the City’s Vendor Code of Conduct, including, but not limited to, disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed.

The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest. The Vendor Code of Conduct can be found at https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

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

26. The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023 https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

550 | Template v11.30.23 | 26 modifications thereto, and the Awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the Awarded Contractor’s proposal, and the

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

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

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

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

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

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

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

32. Proposals shall be kept confidential through the negotiation process.

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

Proposers are advised that any contract awarded pursuant to this procurement process that exceeds $100,000 shall be subject to the applicable provisions of Long

Beach Municipal Code Section 2.73 et seq, the Equal Benefits Ordinance.

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

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

550 | Template v11.30.23 | 27 documentation verifying that the benefits are provided equally shall be required if the proposer is selected for award of a contract.

35. Independent contractors or employees of a third-party employer who are CalPERS retirees are subject to provisions of the Government Code. A CalPERS retiree is an employee of a CalPERS employer who terminates active employment and receives a monthly CalPERS retirement allowance. Any individual qualifying as a CalPERS retiree doing business as an independent contractor or employee of a third- party employer is required to submit a CalPERS determination to ensure the services provided are considered that of a true independent contractor position. All third-party employers are required to notify any individual they are having work for the

City of Long Beach of this requirement. You may reach out directly to CalPERS at membership_reporting@calpers.ca.gov for a determination.

5.3 Contract Terms & Conditions

1. The Awarded Contractor will be the sole point of contract responsibility. The City will look solely to the Awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the Awarded

Contractor shall not be relieved for the non-performance of any or all subcontractors.

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

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

Company the following insurance:

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

00 01 10 93 naming the City of Long Beach, its Boards, and their officials, employees, and agents as additional insureds on a form equivalent in coverage scope to ISO CG 20 10 11 85 from and against claims, demands, causes of action, expenses, costs, or liability for injury to or death of persons, or damage to or loss of property arising out of activities or work performed by or on behalf of the Contractor in an amount not less than One Million Dollars

(US $1,000,000) per occurrence and Two Million Dollars (US $2,000,000) in mailto:membership_reporting@calpers.ca.gov

550 | Template v11.30.23 | 28 general aggregate. Such insurance shall not exclude XCU (explosion, underground, and collapse) perils, sudden and accidental pollution and cleanup liability, or mobile equipment.

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

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

c. Commercial automobile liability insurance equivalent in coverage scope to ISO

CA 00 01 06 92 in an amount not less than One Million Dollars (US $1,000,000) combined single limit (CSL) covering Symbol 1 (“any auto”).

d. Professional liability or errors and omissions liability insurance in an amount not less than One Million Dollars ($1,000,000) per claim covering the services provided pursuant to this Contract.

e. Excess liability insurance on a following form basis insurance in excess of the coverage provided by a. and d., including, but not limited to, additional insured coverage, in an amount not less than Two Million Dollars ($2,000,000) per claim and in aggregate covering the services provided pursuant to this

Contract.

Any self-insurance program or self-insurance retention must be approved separately in writing by City and shall protect the City of Long Beach and its officials, employees, and agents in the same manner and to the same extent as they would have been protected had the policy or policies not contained retention provisions.