RFP PW-26-698 Final.pdf

Naval Architecture & Marine Engineering Services | RFP - PW-26-698 | Template v3.14.25

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City of

Long Beach Request for Proposals RFP - PW-26-698

Naval Architecture & Marine Engineering Services

Naval Architecture & Marine Engineering Services | RFP -

PW-26-698 | Template v3.14.25 | 1

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

Overview

Summary

The City of Long Beach is requesting Proposals from experienced and qualified professional naval architect and marine engineering consultants to support a variety of projects in the City’s Capital Improvement

Program (CIP).

Key Dates

Release Date: July 21, 2026

Questions Due to the City: 11:00 AM (PST), August 4, Proposals Due: 11:00 AM (PST), September 1, 2026

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

Proposal Information

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

Proposals must be submitted electronically via

LongBeachBuys.com.

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

Official Contact

Janet Kariuki rfppurchasing@longbeach.gov

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

mailto:rfppurchasing@longbeach.gov

PW-26-698 | Template v3.14.25 | 2

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

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach

BizCare

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

562-570-4BIZ (4249)

4Biz@longbeach.gov

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

PW-26-698 | Template v3.14.25 | 3

Contents

BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

2.2.2 Contract Management

2.2.3 Contract Payment

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

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1 The Opportunity

1.1 Project Summary

The City of Long Beach (City) is requesting Proposals from experienced and qualified professional naval architect and marine engineering consultants to support a variety of projects in the City’s Capital Improvement Program (CIP). The identified investments within the CIP include, but are not limited to, improvements to the City’s waterfront assets including the Queen Mary, the Scorpion Submarine, Waterfront Structures, Facilities and

Utilities. Work may include all phases of marine design and naval architecture, including specifications and drawings, analysis, feasibility studies, life cycle management, and operational engineering, and inspection services on a pre-qualified, on-call basis.

Responses must conform to the requirements of this RFP. The various work performed by the Consultants shall be executed by, or, where appropriate, under the direction of, personnel possessing the appropriate State of California professional licenses, accreditation, and other certifications required or desirable for the various disciplines necessary and in alignment with appropriate methods, procedures, codes, regulations, standards, and programs for the successful completion of the project.

1.2 Background

Long Beach is a full-service City and the seventh-largest City in California. A key role of the

Public Works Department (Public Works) is to deliver Capital Improvement Projects (CIP) as well as repair and maintenance tasks to public facilities.

The City currently maintains a slate of on-call professional services Consultants. Contracts for professional services are commonplace for the delivery of capital projects, including planning, design, administration, construction support, and other technical services. One of the City’s standard practices associated with contracting professional services is to update the City’s pre-qualified Consultant list on a typical five-year cycle. The City is looking to supplement the on-call professional services with Naval Architects and Marine Engineers to specifically supplement unique waterfront projects.

Services may be requested for projects and facilities including, but not limited to the following:

• Waterfront & Marine Infrastructure: Queen Mary, Scorpion Submarine, marinas, docks, piers, breakwaters, beaches, seawalls, shoreline protection, waterways, and beach parking facilities; and,

• Support Services: Project management, development review, plan check services, peer review of plans, staff augmentation, constructability reviews, grant

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The City’s On-Call Naval Architecture and Marine Engineering Services procurement is intended to provide Public Works with qualified engineering expertise on an as-needed basis to help achieve the City’s Strategic Plan goals.

1.3 Goals

Preserving waterfront assets is a key element of the success of Long Beach. The goal of this procurement is to establish a bench of qualified Consultants capable of providing Naval

Architecture and Marine Engineering services to the timely and cost effective delivery of the

City’s CIP projects and advancing the successful implementation of the City’s CIP program’s goals.

1.4 Award Terms

This contract will be for a period of two (2) years with the option to renew for three (3) additional one-year periods. The total contract term will not exceed five (5) years. Please note that the potential scope of service identified in this RFP are intended solely to illustrate the range of professional engineering services that may be assigned to the awarded

Consultants. There is no guarantee that work orders will be issued for all or part of the services listed. Numerous factors, including available funding, will be further evaluated by the Department in its delivery of projects, programs, and services prior to work orders being issued on an as-needed basis.

2 Scope of Work

2.1 Description of Services

The Department is seeking proposals from professional firms to provide Naval Architecture and Marine Engineering Services. The basic scope of services is provided in the following sections.

2.1.1 Naval Architecture and Marine Engineering Services

The Naval Architectural services shall include the provision of arrangements, hydromechanics, ship design, small craft design, stability analyses, and structural engineering. The Marine Engineering services shall include mechanical, electrical, and structural services.

The following services are anticipated to be required by a qualified professional:

• Conduct requirements, feasibility, conceptual, and preliminary design studies to develop engineering specifications and drawings for the design, construction, repair, maintenance, and alteration of ships, small crafts, and related support systems.

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• Conduct design studies to develop procurement specifications and associated drawings, and cost estimates, for the construction, repair, and alteration of ships, small crafts, and related support systems.

• Conduct detail design studies on all types of ship systems to develop engineering specifications, drawings, cost estimates, schedules, labor estimates, and material estimates for the construction, repair, and alteration of ships, small crafts, and related support systems.

• Conduct ship system analyses such as stability tests, prototype installations, predictive and preventative maintenance analyses, engineering inspections and tests, weight and moment analyses, trim and stability analyses, and prepare weight reports and ship trim and stability booklets.

• Conduct fleet support studies, economic analyses, and operation research analyses for fleet maintenance, operation, modernization, alteration, and logistic support.

• Provide deliverable materials such as computer-aided design (CAD), drafting and engineering products, drawings, calculations, reports, and graphics. The Contractor shall have all of the required applications software required by the tasks and the related information system hardware as required to support Naval Architectural and

Marine Engineering design requirements. All CAD deliverables shall be submitted as

AutoCAD (Autodesk AutoCad, DWG format) documents. All CAD deliverables shall be submitted as attachments to E-mail messages and full or half-sized hard copies as required by the tasks. All trim and stability related work should employ the use of current industry standard software and models shall be provided to City upon request. Large format drawing scanning and printing capability shall be readily available to support the contract requirements.

• Construction phase support services related to the document review, construction observations, protection of the design integrity, resolving field issues, and record drawing production.

Consultant shall ensure all work conforms to applicable and current City, State, and Federal laws; design manuals, standard plans, specifications, and guidance;

Consultant shall prepare related contract documents, memos and reports for various requirements of grant funded projects including federally funded projects, and assist City

Staffs during all phases of the project.

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2.1.2 Development Review, Plan Check Services, and Peer Review of Plans

The awarded Consultant shall provide services required to review development plans/permit applications and associated studies including, but not limited to, major building permit site plans and improvements.

Under this discipline, the awarded Consultant shall also provide technical peer review of plans, specifications, and estimates prepared for capital improvement projects, which are prepared by other Consultants.

2.1.3 Project Management, Staff Augmentation, and Miscellaneous Engineering Support

Services

The awarded Consultant shall provide project management, staff augmentation, and miscellaneous engineering support services to City’s CIP. Typical services include, but are not limited to, the following:

• Serving as a project manager and providing project management services throughout the various phases of CIP projects;

• Preparing Standard Operating Procedures (SOPs) and policies;

• Reviewing projects Plans, Specifications, and Estimates and providing review comments;

• Preparing master schedules and ensuring project milestones are reached per schedule;

• Reviewing proposals, conducting fee negotiations, and assisting City with the consultant selection process;

• Processing projects through other agencies for review and approval in connection with special funding programs and/or permitting;

• Providing utility notifications and coordination as necessary;

• Verifying the work of other consultants to ensure quality, soundness, and compliance with City guidelines and standards;

• Preparing of conceptual plans, presentations and public outreach materials, and attending staff and community meetings;

• Providing staff augmentations for various needs within Public Works Department.

Staff positions may include Registered Civil Engineers, technicians, inspectors, project managers, capital project coordinators, analysts, program managers, and clerical staff;

• Providing administration and observation during construction;

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• Preparing, submitting, and monitoring of grant applications and funding programs;

• Administering and ensuring compliance with local, state, and federal funding requirements, including grant administration, reporting, and reimbursement tracking;

• Providing Local Assistance process compliance, including adherence to the Local

Assistance Procedures Manual (LAPM), preparation of required authorizations, and coordination with Caltrans District Local Assistance staff;

• Developing and standardizing of operational processes, procedures, and template documents; and,

• Preparing of engineering studies, analysis, technical memoranda, or other deliverables to support planning, design, and delivery of capital improvement projects.

Contract Deliverables: The Consultants shall be responsible for providing the following key contract deliverables, which are subject to modification based on project-specific task orders. All deliverables shall be submitted in a format and schedule acceptable to the City.

Deliverable Description Due Date /

Frequency Responsibility

Project Work

Plans

Scope, schedule, and budget estimates for assigned tasks

Within 10 business days of Task Order issuance

Consultant

Monthly

Progress Reports

Summary of work completed, issues encountered, and budget status

Monthly Consultant

Engineering

Reports /

Technical Studies

Reports supporting planning, design, or funding efforts

Per task order schedule Consultant

Standardized

Templates &

Procedures

Draft and final templates for use by City staff (e.g., checklists, forms)

As needed or requested Consultant

Additional deliverables may be defined within individual task orders issued under this on-call contract.

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APPENDICES

Appendix 1: Pro-Forma Agreement Sample: 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 Consultant 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. Task Order

Response Time

Time from receipt of task order to submittal of work plan

10 business days or less

Consultant reports

2. On-Time

Deliverable

Percentage of deliverables submitted on or before deadlines

95% or higher

Task order logs

3. Quality of

Deliverables

Accuracy, completeness, and professionalism of submitted work

Meets or exceeds

City expectations;

minimal revisions required

City Review

Feedback

4. Grant Funding

Success Rate

Number of successful grant applications submitted

75% success rate

City grant tracking records

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5. Communication

Responsiveness

Timely, professional interactions with

City staff

Satisfactory or higher in performance evaluations

Quarterly City evaluations

2.2.2 Contract Management

The City will continuously and proactively work with the Awarded Consultant to track progress, identify impacts, and implement solutions to project issues to achieve the Project goals.

The Awarded Consultant’s performance and reporting requirements are set forth in detail on the scope of services. Management of the Contract will utilize the scope of services to guide in the measurement of the Awarded Consultant’s performance.

If the City is not satisfied with the work or progress of the services, the City shall meet with the Awarded Consultant to determine the causes of the issues and identify corrective actions, which may include requesting another Consultant to complete the remainder of the Task Order.

2.2.3 Contract Payment

The City of Long Beach issues payment based upon services actually rendered and accepted. After a contract is finalized and work is performed, the Consultant should invoice the City. The City will remit payment within 30 calendar days of receiving an undisputed, accurate, and approved invoice.

To process payments efficiently, the selected Consultants, at minimum, must include the following information on their invoices:

• Invoice number

• Date of invoice

• Purchase Order (PO) number and Contract Number

• Project Name and Number

• Identify project lead

• Invoice Service Period

• Summarize the title of services performed, including a summary of work performed, the amount billed to each task/deliverable, and the authorized amount remaining.

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• Consultant staff, their rates and total number of hours worked per billing cycle, including sub-consultant personnel and complete backup.

• Receipts or documentation are required to be itemized for any non-personnel costs and shall be supported by the original bills, invoices, expense accounts, or other supporting data.

Consultants shall not perform or bill for services beyond the authorized scope or budget.

Any additional services require prior written authorization from the City before work is initiated in order to be eligible for payment. Changes to rates or classifications must be done through a formal contract amendment, and not arbitrarily approval by Consultant or

City staff.

2.2.4 Billing Rates

1. The billing rates provided by Consultant shall be fully burdened, meaning they include all costs such as direct labor, benefits, insurance, general administrative overhead, and profit. The City will not pay separately for any overhead or administrative expenses. For example, routine office expenses (office supplies, phone, computer usage, copy/printing, etc.) and administrative tasks (such as invoice preparation, proposal writing, or clerical support) are considered part of the

Consultant’s overhead and will not be separately reimbursed.

If the City requests services for labor categories not identified in the Contract with established billing rates, the City reserves the right to negotiate those labor rates with the Consultant. Where Consultant staff possess credentials and experience equivalent to another contract title with an established billing rate, the City may require the Consultant to bill such labor at the equivalent contract rate. The City may, alternatively, elect to have labor costs billed at actual salaries (direct labor cost) multiplied by a fixed multiplier. Consultants shall accept 3.0 as a standard multiplier, unless otherwise negotiated. When a multiplier is used, the Consultant shall disclose to the City, upon request, the basis and content of the multiplier (e.g., direct labor costs, payroll additives, overhead including general and administrative expense, and profit). The multiplier and its basis of calculation shall conform to the methodology specified in this solicitation.

Otherwise, changes to rates or classification must be done through a formal contract amendment, and not arbitrary approval by Consultant or City staff. Rate increase requests which exceed the Consumer Price Index for All Urban Consumers (CPI-U) in the Los Angeles area must be accompanied with supporting documentation for consideration.

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2.2.5 Other Direct Costs (ODCs) and Travel Expenses

ODCs

• Any non-labor project expenses (e.g., supplies, equipment rental, printing, special fees) must be pre-approved by the City and included in the task order budget.

• Reimbursed at actual cost (0% markup) with itemized receipts.

• Only costs necessary and reasonable for the work will be reimbursed. Normal business overhead (computers, standard software, office communications, routine copying, etc.) is not reimbursable.

• If the Consultant has standard unit rates (e.g., mileage, in-house printing), they must be justified, pre-approved, and listed in the contract.

• All ODCs are subject to audit, and the City may require proof that costs are not billed twice.

Travel

• Travel expenses are reimbursable only if necessary, pre-approved, and in compliance with City policy.

• Transportation: Economy-class airfare (domestic) or business-class

(international, with prior written approval). Mileage reimbursed at the City-approved rate (typically IRS rate). Parking, taxis/rideshare, and car rentals (pre-approved) reimbursed at cost with receipts.

• Lodging: Standard single-occupancy hotel room at reasonable business-class rates. Extravagant accommodations or personal costs (mini-bar, entertainment, etc.) are not reimbursable.

• Meals: Actual costs reimbursed up to a daily cap of $75. Itemized receipts required; alcohol not reimbursed.

• Incidentals: Reasonable business-related expenses (e.g., baggage fees, project-specific printing) reimbursed at cost with documentation. Personal or commuting expenses are not reimbursable.

• Any exception (e.g., higher airfare class, hotel over cap) requires prior written approval from the City.

Any requests for reasonable price adjustments must be submitted 60 days prior to the

Contract annual anniversary date. Requests for adjustment in cost of labor and/or materials

| 13 must be justified based upon verifiable criteria such as the Consumer Price Index, US City

Averages, or other relevant indices.

3 How We Choose

3.1 Minimum Qualifications

• Qualification to conduct business in the City

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

• Relevant experience in naval architecture and marine engineering projects.

• Required licensed Professional Engineers, familiar with vessel design principles and governing standards and regulations

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience

Team Qualifications

• Provided resumes, Professional Engineering licenses and subject matter expertise of key personnel and teams which will work directly with the City, with demonstrated readiness and ability to perform work

Experience and Performance

• Successful completion of similar projects or demonstrated expertise in delivering the required service that is within the past 10 years.

• Demonstrated relevant professional knowledge including an understanding of City of Long Beach standards, specifications, permitting, and general needs requirements.

Capacity and Availability

• Proven depth of resources available to perform the requested services, including the proportion of qualified personnel dedicated to this type of work and whether the service is a regular part of the firm’s core business.

50%

2. Method of Approach and Quality Management

• Demonstrated approach for typical projects or services, showing alignment with City expectations and industry best practices

• Provision of a written QA/QC plan and process to ensure quality deliverables and services

30%

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3. Communication and Reporting

• Provision of processes for exchanging information clearly, consistently, and in a timely manner, including as elaborated in Section 4.3

15%

4. Reasonableness of Cost 5%

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC) &

DATE LOCATION / ADDITIONAL INFORMATION

Release date July 21, Questions due to the

City

11:00 AM

(PST),

August 4,

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

Posting of the Q&A August 18,

• Responses to the questions will be posted on

LongBeachBuys.com.

Proposals due 11:00 AM

(PST),

September

1, 2026

• Proposals should be submitted electronically via LongBeachBuys.com.

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

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

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

The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the

City during normal business hours at

LBPurchasing@longbeach.gov or (562)

570-6200.

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

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Evaluation of

Narrative & Cost

Proposals

TBD • An Evaluation Committee will review Narrative

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

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

Negotiation &

Contractor Selection

TBD

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

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

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

Estimated Contract

Execution

TBD

Proposer Debrief After

Consultant 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.

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PROPOSAL

☐ Narrative

Proposal

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

☐ Cost Proposal The Cost Proposal should be prepared using

• Exhibit 1: Cost Proposal for Contracts with Cost plus fixed fees.

• Consultants may use Exhibit 1for all kinds of services under Section 2.1 Description of Services.

• Excel spreadsheet listing the tasks following Section 2.1

Description of Services including personnel and hourly rates per submitted Exhibit 1.

The Cost Proposal shall be submitted as a separate file(s) or document.

PROPOSAL APPENDICES

☐ Financial

Stability

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

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

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

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

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

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

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

Attachments Which May be Submitted Upon Award | Upon award, Awarded

Contractors will be required to submit the following. We encourage you to take note of these requirements, and where possible, include available information as part of your proposal to expedite processing.

☐ D. W-9

☐ E. Business License

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

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☐ G. Certificates of Insurance: [See section 5.3]

☐ H. Faithful Performance Bond

☐ I. Labor and Materials Bond

☐ J. Current Consultant’s State License Board print out. (The Awarded Consultant shall hold and maintain, at the time of proposal submittal and continuously throughout the term of the Contract, all valid and active California State License

Board (“CSLB”) license classifications required to perform the Work. This requirement applies to the Consultant irrespective of whether the Work is performed by Consultant directly or through subcontractors. The Consultant shall independently possess and maintain any CSLB license classification required for the Work.)

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

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

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

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

4.3 Narrative Proposal Template

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

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

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PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

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

Please indicate how your proposal demonstrates your firm’s ability to meet and/or exceeds sufficient experience in providing:

• Naval Architecture

• Marine Engineering

• Development review, plan check services, & peer review

• Project management, staff augmentation, and miscellaneous engineering support services

How many employees does the organization have in total and residing in

Long Beach?

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

Please provide a plan of overview for how the project will be staffed, including the percentage of time each employee will be allocated to the project, and the names and titles of principles. And/Or: 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.

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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

Project Manager

Phone Number

Project Description

Reference 4

Project Manager

Phone Number

Project Description

Reference 5

Project Manager

Phone Number

Project Description

SUB-CONTRACTOR CONTACT INFORMATION

Does the proposal include subcontractors?

☐ Yes

☐ No

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

Organization Company Name

Company Address

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Which specific requirements of this RFP will the subcontractor perform?

Is the subcontractor registered with the

California Department of Industrial

Relations? If yes, provide registration number.

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

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

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

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

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

Method of Approach

1. Provide a concise approach for delivery of services that uniquely qualifies the

Consultant for selection. Elaborate on the strategy, innovation, proactiveness, and use an example of a successful relevant project delivered for a similar Client with references.

2. How would the Consultant ensure achievements of project controls including cost, budget, quality and risk in project delivery?

3. Provide a sample task flow chart and project schedule for a sample project.

Highlight the critical path, including timeline of delivery into construction incorporating the City internal process up to construction award.

4. Provide examples of typical challenges faced in delivering similar projects and how such challenges would be addressed.

5. How are projects expedited with public agencies?

6. Elaborate on the Consultant’s innovative ideas in solving design and management challenges.

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7. Describe project development approach from inception commissioning.

Elaborate on the strategic elements of the approach.

8. What are the potential risks foreseen in delivering such projects, and are the risks managed?

9. Describe the Quality Assurance and Quality Control system and how it is applied to subconsultants.

10. Elaborate on needs and project requirements from the City and equate the level of independence in terms of availability for resources and capabilities. How can the Consultant complement the City’s resources and capabilities in the project development process?

11. How can the Consultant help the City in addressing funding needs for the projects?

Communications & Reporting

1. Provide a communication plan and resource management plan. Show elements of internal and external reporting, chain of command, highlight the strategy and approach as well as risks and mitigations.

2. Highlight the qualifications of the Consultant public outreach team and why they are uniquely qualified to succeed in their project roles. How would they achieve project objectives?

3. Elaborate on how the Consultant would ensure quick responsiveness from all of their project teams, including subconsultants and stakeholders.

4. What is the approach in managing stakeholders, and how is stakeholder consensus built?

5. Please provide information regarding the accounting system and how it reports project metrics. Is there an earned value accounting system that ties project deliverables to payments? How does the Consultant ensure that invoices are in sync with project deliverables?

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5 Terms & Conditions

5.1 Acronyms/Definitions

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

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

3. CAD: Computer Aided Design.

4. CIP: Capital Improvement Program.

5. Consultant / Proposer: Organization/individual submitting a proposal in response to this RFP.

6. Department / Division: City of Long Beach, Public Works/Project Management

Bureau.

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 Consultant.

8. LAPM: Local Assistance Procedures Manual.

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

10. RFP: Request for Proposals.

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

12. 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.

13. SOP: Standard Operating Procedure.

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

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5.2 Solicitation Terms & Conditions

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

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

Proposers.

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

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

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

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

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

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

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

10. 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

| 25 conducting such analysis, the City shall not be obligated to accept the single proposal.

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

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

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

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

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

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

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

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

Contractor or prospective Contractor.

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

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

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

Contractor for implementation of their proposal.

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

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

21. Proposal will become public record after the Notice of Intent to Award has been posted and the protest period has closed unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

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

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

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

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

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

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

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

25. Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023 https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

| 27 any proposal. The City reserves the right to reject any proposal based upon the

Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

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

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

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

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

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

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

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

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

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

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

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

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

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

Compliance form contained in Attachment B, if applicable. Unless otherwise specified in the procurement package, Proposers do not need to submit with their bid supporting documentation proving compliance. However, supporting documentation verifying that the benefits are provided equally shall be required if the proposer is selected for award of a contract.

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

5.3 Contract Terms & Conditions

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

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

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

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

Company the following insurance:

mailto:membership_reporting@calpers.ca.gov

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a. Commercial General Liability insurance, supplemented by or in the form of

Marine General Liability and Ship Repairers Liability insurance, equivalent in coverage scope to ISO CG 00 01 and including coverage for watercraft contractual and ship repairer's exposures. The policy shall name the City of

Long Beach and its officials, employees, and agents as additional insureds on a form providing equivalent coverage scope to ISO CG 20 10. Coverage must apply to claims, demands, causes of action, expenses, costs, or liability for injury to or death of persons, or damage to or loss of property (including vessels and marine equipment in the care, custody, or control of the

Contractor) arising out of activities or work performed by or on behalf of the

Contractor. Limits shall be not less than One Million Dollars (US $1,000,000) per occurrence and Two Million Dollars (US $2,000,000) in general aggregate.

Such insurance shall not exclude coverage for liability resulting from cross-liability protection, the perils of explosion, collapse, or underground (XCU), or sudden and accidental pollution liability.

b. Workers’ compensation coverage as required by the Labor Code of the State of California, specifically endorsed to include the Federal Longshore and

Harbor Workers’ Compensation Act (LHWCA) and Maritime Employer’s Liability

(Jones Act) coverages. Employer’s liability insurance (and Maritime Employer's

Liability) shall carry minimum limits of…