Historic VIP Records Sign Restoration and Installation | RFP - PW-26-699 | Template v3.14.25 | 1

City of

Long Beach Request for Proposals RFP PW-26-699

Historic VIP Records Sign Restoration and

Installation

Historic VIP Records Sign Restoration and Installation | RFP

- PW-26-699 | 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 seeking proposals from qualified firms, teams, or individuals to provide preservation, restoration, and installation services for the Historic VIP

Records Sign, along with associated site improvements.

Key Dates

Release Date: May 18, 2026

Mandatory Pre-Proposal Meeting: 10:00 AM (PST), June 2, Questions Due to the City: 11:00 AM (PST), June 16, 2026

Proposals Due: 11:00 AM (PST), July 14, 2026

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

Proposal Information

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

Proposals must be submitted electronically via

LongBeachBuys.com.

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

Official Contact

Elisa Landeros rfppurchasing@longbeach.gov

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

mailto:rfppurchasing@longbeach.gov

Historic VIP Records Sign Restoration and Installation | RFP - PW-26-

699 | 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/

Historic VIP Records Sign Restoration and Installation | RFP

- PW-26-699 | 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

3.3 Local Preference

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

v3.14.25 | 4

1 The Opportunity

1.1 Project Summary

The City of Long Beach (City) is seeking proposals from qualified firms, teams, or individuals to provide preservation, restoration, and installation services for the Historic VIP Records

Sign, along with associated site improvements. The sign is a designated historic landmark in the City of Long Beach. All restoration and rehabilitation work shall be consistent with the Secretary of the Interior Standards.

At the direction of the City, the selected firm, team, or individual shall provide professional services for the repair and restoration of the historic sign and its installation on a City-owned parcel located at the corner of Pacific Coast Highway and Martin Luther King Jr.

Avenue. The precise installation location will be identified through separate City-led community engagement and planning processes. Those processes will also determine any associated placemaking or site improvements adjacent to the final installation site. The

Awarded Contractor shall be responsible for coordinating their work with all City-directed efforts related to the placemaking and site-improvement components.

All work and services resulting from a contract award of this RFP shall be subject to enforcement of any and all applicable labor requirements, including but not limited to State of California Labor code and prevailing wage laws, regulations, and other codes. The

Awarded Contractor must comply with all applicable record-keeping requirements.

The Awarded Contractor agrees to be bound by applicable federal, state, and local laws, regulations, and directives as they pertain to the performance of these requested services.

1.2 Background

The City of Long Beach is a full-service City and the 7th largest City in California. A key role of the Public Works Department is to oversee a range of Capital Programs as identified in its adopted Capital Improvement Program (CIP). The City’s capital projects are funded through a variety of sources including: the City’s General Fund, State and Federal Grants, Bond Revenue, County funding, and Tidelands Oil Revenue.

The Awarded Contractor must have the ability to deliver subject matter expertise in the preservation, refurbishment, restoration and repair of historic landmarks, and all work shall be done in a manner that does not materially impair in any adverse manner those characteristics of the sign that account for its designation as a historical City landmark, and must be done in a way that keeps the sign’s historic character, period and architectural style.

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1.3 Goals

The purpose of this RFP is to procure the services of a qualified firm, team, or individual to provide subject matter expertise and deliver all services necessary for the preservation, restoration, and installation of the Historic VIP Records Sign, along with related site improvements. These services include all required design, technical, and professional disciplines needed to complete the project. The Awarded Contractor shall be proactive and demonstrate comprehensive knowledge of all applicable design, environmental, regulatory, and historic preservation requirements. The Contractor shall advise the City, develop designs that reflect the City’s best interests, and ensure full compliance with the approved project schedule and budget.

1.4 Award Terms

This contract will be for a period of two years with the option to renew for one additional one-year period, or through completion of the project, whichever comes first. The total contract term will not exceed three years.

TIME FOR COMPLETION: The work related to all construction/installation activities must be completed within Eight-Four (84) calendar days after the commencement date stated in the

Notice to Proceed.

The Awarded Contractor’s fee proposal/fee schedule rates shall remain firm for the entirety of the contract term. Any proposed adjustments to the fee proposal/fee schedule rates may be submitted in writing to the City after the initial agreement term prior to any renewal periods. The City will review any proposed adjustments and determine if the fee proposal/fee schedule should be modified. Any determination made by the City shall be final and made at the City’s sole discretion. Any proposed fee proposal/fee schedule increases shall be in accordance with the current Consumer Price Index (CPI). No fee proposal/fee schedule increases shall be greater than five percent (5%).

2 Scope of Work

2.1 Description of Services

The work required by this RFP includes, but is not limited to, the following:

2.1.1 Overall Professional Design and Entitlements Services

• Provide professional architectural and/or engineering design services for the refurbishment of the historic sign, including preparation of design plans, graphics and renderings, project schedule, cost estimates, specifications, product submittals, and all other tasks necessary to complete the project. The City’s intent is to replicate v3.14.25 | 6 the previously existing site conditions of the sign’s former installation as closely as feasible - for example, maintaining a similar height to its prior rooftop placement, matching the original color scheme using updated paint technologies consistent with historic resource requirements, and replicating the original electrical and illumination characteristics using modern systems permitted under applicable historic-preservation standards. Also, all design efforts should include an analysis of potential security features and measures around the historic sign for prevention of vandalism, theft and damage, and identify sensitive and practical design solutions that will be incorporated during the installation/construction phases. These security features should not draw attention away from the sign or any surrounding improvements, and should not be offensive or objectionable to the neighborhood/community and comply with all requirements and still be practical in purpose. Additional detail is provided in the VIP Records Local Landmark Evaluation report. All design efforts shall comply with the Secretary of the Interior’s Standards for Rehabilitation to ensure that the historic sign, as a designated historical resource, is preserved without significant adverse impacts.

• PRE-DESIGN: Prepare Site Analysis reports and studies including but not limited to, the following, as applicable:

o Regulatory and agency requirements, including compliance with all applicable

Long Beach Municipal Code Development Standards, the Long Beach Historic

Sign Code, Site Plan Review requirements, Cultural Heritage Commission requirements, Parks and Recreation Commission requirements, and all applicable environmental/CEQA obligations.

o Site survey/topographic survey o Soil survey/analysis, geotechnical report o Site analysis o Off-site services o Environmental assessments o Bird nesting surveys

• SCHEMATIC DESIGN: Prepare conceptual design and associated reports based on the approved Pre-Design documents and in accordance with all applicable standards as directed by the City. The materials shall include, but are not limited to, the following, as applicable:

o Site and building plans o Elevations and building sections v3.14.25 | 7 o Cross-sections to illustrate scale and relationship of building components, exterior elevations, colors and textures o Primary material and color recommendations, in accordance with all historic refurbishment requirements o Associated consultants’ schematics, such as architectural, structural, electrical and civil o Presentation materials such as renderings, samples, photographs, elevations and sections o Schematic design report o Public outreach support, engagement, and information, including development of outreach materials (presentations, boards, renderings, etc.)

and community/public surveys as related to the refurbishment and installation of the historic sign only

• DESIGN DEVELOPMENT: Prepare Design Development-level working drawings based on the approved schematic design documents (i.e. 30% Construction Documents), including, but not limited to, the following:

o Drawing index o Site, demolition, grading, and construction plans o Elevations, building sections and details o Architectural, structural, electrical and civil documentation for sign and foundation o Primary material and color selections, in accordance with all historic refurbishment requirements o Requisite level cost estimate for construction/installation o Requisite level schedule estimate for construction/installation and overall project

• CONSTRUCTION DOCUMENTS: Prepare 60%, 90%, and 100% Ready-to-Permit

Construction Documents (CD’s) consisting of plans, specifications and cost estimates including but not limited to the following:

o Cover sheet, general notes & legends and conditions of approval o Site and building plans o Elevations, cross sections and details o Fixture and equipment schedules o Landscaping and irrigation associated with installation of historic sign only o Probable estimate of construction costs for all of these phases. Cost estimates shall be your best effort to achieve accuracy within 10% of the awarded v3.14.25 | 8 construction/installation portion of the contract resulting from this RFP. If the awarded construction/installation portion of the contract resulting from this

RFP is higher than 10% of the provided cost estimates, then the City reserves the right to take any actions necessary to resolve the discrepancy and bring the awarded construction/installation portion of the contract back within 10% of the provided cost estimates, including, but not limited to: renegotiating costs associated with awarded contract, directing the Awarded Contractor to redesign the project, plans, specifications and any other construction documents, so that the final design is within 10% of the awarded construction/installation portion of the contract. Any actions as stated above, if taken, shall be completed at the sole cost of the Awarded Contractor.

o Probable estimate of construction schedules o Details, renderings and mock-ups o Architectural, structural, electrical and civil documentation o Technical Specifications in the latest Construction Specifications Institute (CSI) or Greenbook Format as designated by the City of Long Beach o File the required documents to obtain the services of, and written confirmation from, all utilities required by the Project, including but not limited to natural gas, electrical, telephone, cable, fiber optics, water, sewer, and storm drain;

coordinate the design with corresponding utilities o Incorporate design elements to meet Standard Urban Stormwater Mitigation

Plan (SUSMP) or Low Impact Development (LID) requirements, and/or prepare the Storm Water Pollution Prevention Plan (SWPPP), when applicable, to be implemented by the Contractor during project construction. These elements shall comply with all State Water Resources Control Board regulations, including the Construction General Permit and Long Beach Municipal Separate

Storm Sewer System (MS4) Permit requirements o Apply for and obtain all discretionary, ministerial and/or other agency permit(s) for the project, including, but not limited to, the following agencies:

the Long Beach Community Development Department, Long Beach Cultural

Heritage Commission, Long Beach Parks and Recreation Commission, and

CalTrans. Plan check and associated fees will be paid by the City o Prepare plan check corrections and resubmissions in a timely manner (i.e.

within two (2) weeks from notification of required corrections by the City) for review by Long Beach Community Development Department and other v3.14.25 | 9 permitting agencies having jurisdiction, to obtain such permit(s) and approvals. Plan check and associated fees will be paid by the City o Responsible for obtaining and researching the necessary information from the

Long Beach Municipal Code and other applicable codes/regulations for the project design compliance with the current development regulations, requirements for preserving and restoring historic resources, etc.

2.1.2 Overall Sign Refurbishment and Construction Services

• Professional sign restoration, refurbishment, and construction/installation services for the historic sign, including all necessary demolition, site preparation, and construction/installation of the historic sign atop a foundation in accordance with the approved CD’s as defined above. The Awarded Contractor shall also install all owner-furnished elements and perform all work required to complete the project as indicated in approved plans and specifications. This scope also includes construction of the foundation and all other structural components necessary for the installation of the sign, as well as all electrical infrastructure required to illuminate the sign. It also includes any site improvements needed to meet accessibility/ADA requirements identified through the permitting process.

• All change orders resulting from design deficiencies shall be the sole responsibility of the Awarded Contractor. Change orders initiated by the Owner/City representative shall be submitted in writing to the Awarded Contractor and shall be discussed and negotiated prior to final approval and formal modification of the contract.

2.1.3 City Responsibilities

The City will provide a designated City Project Management Officer/Program Manager and a Project Manager who will serve as the City representatives. The City will:

• Provide or make available, upon request, reports, drawings, documents, GIS land base maps, records and other data in the City’s possession deemed useful for project development.

• Coordinate the preparation of all information required for Zoning Administrator

Hearings, Planning Commission, City Council, and Coastal Commission approvals, as well as Site Plan Review, Cultural Heritage Commission approval, Parks and

Recreation Commission approval, and approvals from any other regulatory agencies with jurisdiction.

• Review all identified milestone submittals and design packages for approval prior to the Awarded Contractor proceeding to the next milestone or design package.

v3.14.25 | 10

• Oversee the administration of the contract resulting from this solicitation, as well as all other contracts the City enters into for the completion of the project.

2.1.4 Changes in Scope of Work / Services

The City may independently, or upon request by the Awarded Contractor, reduce the defined scope of services for any contracts resulting from this solicitation. If a reduction occurs, the City and Awarded Contractor shall meet and confer to negotiate a corresponding adjustment to the compensation associated with these contracts.

The City may also require the Awarded Contractor to perform services in addition to those identified in the Description of Services above. If the additional services fall within the

Contractor’s capabilities and offered scope, the Contractor shall perform them on a time‑and‑materials basis unless a separate fixed fee is mutually agreed upon.

If the City is not satisfied with the work or progress of the services provided by the Awarded

Contractor, the City shall meet with the Contractor to determine the causes of the issues and identify corrective actions, which may include terminating the contract and engaging another contractor to complete the remaining work.

2.1.5 Miscellaneous

Drafting of plans shall be performed on a current version of AutoDesk AutoCAD (or a compatible and fully functional equivalent product), at the Awarded Contractor’s office and shall conform to all City guidelines and standards. All plans, files, electronic files, and other documents prepared by the Awarded Contractor on behalf of the City shall become the sole property of the City of Long Beach, and copies thereof shall be promptly provided to the

City upon request. Plans shall be drafted using the City’s title blocks, which will be provided by the City’s Project Manager or designee.

2.1.6 Time of Essence

Time is of the essence for completion of this project. The Awarded Contractor shall immediately notify the City in writing if they experience or anticipate experiencing any delay in performing the professional services defined in the contract within the time frame established in the project schedule. The written notice shall include an explanation of the cause for the delay, and a reasonable estimate of its duration and its impact on the overall project schedule.

APPENDICES

Appendix A: Pro Forma Design Agreement

Appendix B: VIP Records Local Landmark Evaluation Report v3.14.25 | 11

Appendix C: Web-based Project Management Software

Appendix D: Section 01 29 00 – Payment Procedures

Appendix E: Division H – General Requirements

Appendix F: Long Beach BMP’s

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

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

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

METRIC DESCRIPTION TARGET

1. Meet City Standards and Specifications

Knowledgeable of all applicable regulations and design and construction standards for the City of Long

Beach

Final 100% ready-to-permit

Construction Documents incorporate all applicable regulations and design and construction standards for the City of Long Beach.

2. Quality of Services and deliverables

(reports, studies, plans, specifications, etc.)

-Drawings/plans reflect existing conditions accurately.

-All comments and review requests are adequately incorporated into deliverables.

-Drawings/plans are complete and change orders due to design deficiencies the sole responsibility of the Awarded

Contractor.

-Deliver complete and satisfactory services as

All deliverables detailed in

Section 2 are complete and include all requested services

(and any services not requested but necessary to meet all requirements of this

RFP) and are completed within the final approved schedule and meet milestone dates.

v3.14.25 | 12 described in the Description of Services.

-Writing style, presentation and terminology is clear and straightforward.

3. Meet City expectations for cost, time and quality

-Strong attention to detail

-Cost estimates for services detailed in Section 2.1 above are measurable and adhere to industry-standard cost estimating practices

-Cost estimates related to design services for construction cannot exceed

10% of the awarded construction/installation contract amount

All deliverables are completed by or before dates indicated in final approved schedule, as well as within approved budget; cost estimates related to design services for construction cannot exceed 10% of the awarded construction/installation amount; meet biweekly (or alternative approved frequency) with City to review progress

4. Timely and Effective

Communication

-Processes required to exchange information in a clear and understandable manner

-Timely submittal and response for processing of requested documents (i.e.

Submittals and RFI’s)

-Suggest solutions that are cost effective and appropriate

All deliverables and reports are provided by or before dates indicated in the final approved schedule;

documents (such as submittals and RFI’s) are reviewed and responded to within a timely manner (i.e.

within two (2) weeks of receipt of the document); cost estimates related to design services for construction cannot exceed 10% of the awarded construction/installation amount; awarded contractor shall redesign project and provide cost effective and appropriate alternative v3.14.25 | 13 solutions to complete project, achieve desired goal, and stay within project budget

5. Project Leadership -Proactive and creative approach

-Review and analyze subcontractor deliverables and oversee work

-Maintain a professional, collaborative environment

-Provide adequate support and attendance during meetings, including meeting minutes

Awarded contractor to proactively monitor subcontractor assignments and work, ensuring they stay on track with approved schedule; facilitate collaborative environment/approach to project tasks, including developing meeting agendas, tracking attendance and taking and distributing meeting minutes, to be distributed within one (1) week of the meeting occurrence

2.2.2 Contract Management

The City reserves the right to modify the composition and scope of services of any

Agreements resulting from this RFP. The City will work continuously and proactively with the Awarded Contractor to track progress, identify impacts, and implement solutions to

Project issues to achieve the Project goals.

The execution of an Agreement between the City and Awarded Contractor does not guarantee work related to all scope of services throughout the duration of the contract period. Numerous factors will be evaluated by the City in its delivering this Project as set forth in the performance metrics, to guide the measurement and evaluation of the

Contractor’s performance. The services are subject to performance and termination provisions described in the Pro Forma Design Agreement in Exhibit A.

Any costs incurred by the City due to the Awarded Contractor’s failure to meet the standards required by the scope of services, or failure to fully perform the tasks described therein, which result in the City requiring the Contractor to re-preform any portion of the work, shall be borne solely by the Contractor. They City shall no pay additional compensation for such re-performance..

v3.14.25 | 14

The Awarded Contractor shall be responsible for any additional costs reasonably determined to be related to the Contractor’s errors or omissions, which may include overhead, construction, materials, demolition, and related costs incurred by the Contractor, the City, or subcontractors. These additional costs may be deducted from monies due, or that become due to the Contractor, as determined by the City. Whether or not there are monies due, or becoming due, the Awarded Contractor shall reimburse the City for additional costs due to the Awarded Contractor’s errors or omissions.

2.2.3 Contract Payment

The City of Long Beach issues payment based upon services rendered.

For non-construction related work, including all services described in Section 2.1.1, after a contract is finalized and work is performed, the Awarded Contractor should invoice the City.

The City will remit payment within 30 calendar days of being billed. After a NTP is issued and work is performed, the Awarded Contractor should invoice the City.

• Invoices for approved services shall be submitted monthly by the Awarded

Contractor and received by the City within 30 calendar days of the completion of the approved services.

• Progress payments will be made monthly in arrears based on services provided and actual costs incurred.

• If Awarded Contractor fails to satisfactorily complete a deliverable according to the schedule set forth, no payment will be made until the deliverable has been satisfactorily completed.

To process payments efficiently, the Awarded Contractor, at minimum, must include the following information on their invoices/payment requests:

• Invoice number

• Date of invoice

• City project number and name

• Purchase Order (PO) number

• Project Manager name

• Summarize the services performed and service period

• Total amount billed for services

• Total number of hours worked per billing cycle, including ser hourly rates for all personnel

• Receipts of documentation are required for any approved non-personnel costs v3.14.25 | 15

Please note that the City of Long Beach does not permit mark-ups on other direct charges, including those for subcontractors. As defined in Section 1.4 Award Terms, fee schedules are to remain firm for the term of the agreement and any changes in the staff classifications or hourly rate charges will not be allowed. Compensation under this contract is subject to an overall contract cap and payments will be based on work completed and approved.

For construction-related work, the Awarded Contractor shall follow the general process outlined in Appendix D – 01 29 00 Payment Procedures.

3 How We Choose

3.1 Minimum Qualifications

The following represent the preferred minimum qualifications for Proposers:

• A minimum of three (3) years experience providing services similar to those described in this RFP for a governmental entity.

• Must be qualified to conduct business in the City and maintain an active business license.

• When providing professional engineering/architectural/planning design services:

o Ability to provide stamped and signed plan originals, calculations, and specifications by appropriately licensed California Architects, Landscape

Architects, and Engineers.

o Ability to prepare all necessary documentation to meet SWPPP requirements, including holding designation as a Qualified SWPPP Practitioner (QSP) and/or

Qualified SWPP Developer (QSD) certifications, as needed.

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

• Awarded Contractor must be financially stable as described in Section 4.

• Awarded Contractor must hold all mandatory licenses (i.e. valid Contractor’s State

License) required to perform all aspects of construction/installation work described in this RFP. This may include Class A – General Engineering, Class B – Building, and/or any Class C specialty licenses required to perform all of the work described in this

RFP. It shall be the Awarded Contractor’s responsibility to determine which licenses are needed to perform all work described herein and obtain those licenses and maintain them valid through completion of the services. This requirement applies to the Contractor irrespective of whether the work is performed by the Contractor directly or through subcontractors. The Contractor’s use of subcontractors shall not relieve, satisfy, or diminish the Contractor’s independent obligation to hold and v3.14.25 | 16 maintain the required CSLB license classifications(s) at all times during the Contract term.

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience

• Proposer’s personnel shall have experience providing services of a similar scope to those required by the City’ and shall demonstrate a clear understanding of the overall scope of services. Proposer shall also demonstrate the capacity and availability of resources necessary to deliver all required services as outlined in this RFP.

30%

2. Method of Approach

• Extent to which the method of approach fulfills the City’s requirements and needs, including the degree to which the Proposer will develop and deliver all design, entitlements, and construction/installation services in an efficient, high quality, reliable, flexible, low risk, secure and compliant manner that meets the City’s needs and is compatible with City operations and best practices, as outlined in this RFP.

• Extent to which the Proposer will ensure compliance with all historic preservation requirements throughout all design, entitlements, and construction/installation services.

40%

3. Communications & Reporting

• Proposer’s ability to provide relevant documents and reports on a continuous and periodic basis (as determined by the City) to support routine evaluation of contract performance and measurement of services provided.

• Extent to which Proposer identifies and proposes additional and/or alternative performance metrics and methods for evaluating and measuring services provided.

• Extent to which Proposer identifies method for providing proof of payment of any subcontractors used for this project, including plan for how City will be notified of such payments.

20%

4. Reasonableness of Cost

• Overall reasonableness of cost to deliver all services described in this

RFP.

• Extent to which Proposer provides comprehensive and predicable pricing and limits pricing risk and cost escalations to the City.

10% v3.14.25 | 17

3.3 Local Preference

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

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

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

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

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

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

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC)

& DATE LOCATION / ADDITIONAL INFORMATION

Release date May 18, Mandatory Pre-

Proposal Meeting

(Virtual)

10:00 AM

(PST),

June 2, Microsoft Teams: Join the meeting now o Meeting ID: 263 385 436 854 930 o Passcode: tL2sG9rH o Dail in by phone:

o +1 213 279 1690 o Phone conference ID: 351 881 544#

• Objective of the meeting:

o Provide a general overview and explain the scope of services, and review the existing conditions at the proposed installation site.

o Allow for unofficial general questions and answers. Answers will be issued to all prospective Proposers via an addendum https://teams.microsoft.com/meet/263385436854930?p=EvaYoWScSJfbfZn5Cr v3.14.25 | 18 only to written questions received by the deadline for questions.

Mandatory Site Walks June 2, 1:00 PM -

2:00 PM at

1st

Location

2:30 PM -

3:30 PM at

2nd

Location

• 1st Location: 620 San Francisco Avenue, Long

Beach, CA 90802 at 1:00 PM - 2:00 PM to review the historic VIP Records sign and existing condition

• Parking Instructions: Please park inside the fenced lot in any of the marked spaces, or any adjacent public parking or street parking

• 2nd Location: 998 E Pacific Coast Highway, Long

Beach, CA 90806 at 2:30 PM - 3:30 PM to review the site where the sign will be installed and existing site conditions

• Parking Instructions: Please park at any adjacent public or street parking

• Objective of the Site Walk:

o Provide proposers with the opportunity to review the existing condition of the historic VIP sign, as well as review the existing conditions of the site where it will be installed

• EXAMINATION OF SITE AND WORK: Each

Proposer must fully inform itself of the conditions relating to the work and employment of labor for the work. A Proposer’s failure to do so will not relieve it of the obligation to furnish all material and labor necessary to complete all of the work described in this RFP.

Questions due to the

City

11:00 AM

(PST), June

16, 2026

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

Posting of the Q&A June 30,

• Responses to the questions will be posted on

LongBeachBuys.com.

Proposals due 11:00 AM

(PST), July

14, 2026

• Proposals should be submitted electronically via LongBeachBuys.com.

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

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 v3.14.25 | 19

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

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

The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the

City during normal business hours at

LBPurchasing@longbeach.gov or (562)

570-6200.

Evaluation of Narrative

& Cost Proposals

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.

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

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

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 file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov v3.14.25 | 20 the debrief is to provide the Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

4.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal. Please note proposals that are NOT complete will NOT be considered for the opportunity and will be deemed nonresponsive.

PROPOSAL

☐ Narrative

Proposal

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

☐ Cost Proposal The Cost Proposal should be prepared in a manner in which all relevant information related to costs for providing all services indicated in this RFP are included within the proposed fees.

Proposers should list separately the total costs associated with all work related to Section 2.1.1 Overall Professional Design and

Entitlements Services, and the total costs associated with all work related to Section 2.1.2 Overall Sign Refurbishment and

Construction Services. Additionally, costs related to Section 2.1.2 should be provided in a manner typically used in the construction industry, such as developing and providing a schedule of values, using the AIA G702 & G703 formats for invoices/pay applications, and adhering to general processes outlined in Appendix D – 01 29 00 Payment Procedures.

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 v3.14.25 | 21 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 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: See Section 5.3.2

☐ I. Faithful Performance Bond

☐ J. Labor and Materials Bond

☐ K. Current Contractor’s State License Board print out

☐ 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 v3.14.25 | 22

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:

☐ Limited Liability Company

☐ Other _________________________________

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 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 (i.e. key contract representative, subject matter expert(s) for refurbishing and/or restoring historical resources, holders of contractors licenses required to perform these services, etc.), including the percentage of time each employee/staff listed will be allocated to the v3.14.25 | 23 project, and the names and titles of principles. Also, list additional accounts and/or projects that key personnel will be assigned to manage concurrently. Provide resumes and other documents that support/demonstrate that key staff have the relevant experience and qualifications to provide the services listed in this RFP and an understanding of refurbishment/restoration of historic resources and construction.

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 v3.14.25 | 24

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 _________________________________

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.

v3.14.25 | 25

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?

Please provide a plan of overview for how the project will be staffed (i.e. key contract representative, subject matter expert(s) for refurbishing and/or restoring historical resources, holders of contractors licenses required to perform these services, etc.), including the percentage of time each employee/staff listed will be allocated to the project, and the names and titles of principles. Also, list additional accounts and/or projects that key personnel will be assigned to manage concurrently. Provide resumes and other documents that support/demonstrate that key staff have the relevant experience and qualifications to provide the services listed in this RFP and an understanding of refurbishment/restoration of historic resources and construction.

Method of Approach

1. Proposers shall summarize their proposed methodology for meeting all the requirements and providing all services indicated in this RFP. Provide an overview of the proposed Overall Professional Design and Entitlements Services as described in Section 2.1.1, including design approach and milestones, document preparation, permits/entitlements that will be required to obtain, schedule/timelines, City/staff resources needed, and any other relevant information related to these services. Provide an overview of the proposed Overall v3.14.25 | 26

Sign Refurbishment and Construction Services as described in Section 2.1.2, including construction/installation approach and milestones, document preparation, submittals of documents for review and approval (i.e. product submittals, color selection submittals, etc.), method of refurbishment for sign that complies with all historic resource requirements and codes, subcontractor listing, license types and valid licenses to perform all services indicated herein, schedule/timelines, City/staff resources needed, and any other relevant information related to these services.[

2. Proposers shall provide schedule/timelines, including key milestones, indicated in their method of approach/work plan, as indicated above.

3. Proposers shall identify anticipated risks and potential issues with implementing and providing all services described in this RFP, and providing implementable actions/resolutions to mitigate those risks/issues, address risks/issues and other related challenges.

4. Proposer shall identify what services, items, etc. they will need from the City to implement and provide all requested services described in this RFP successfully.

Communications & Reporting

1. Proposers shall provide all requested services, (i.e. reports, deliverables, etc.)

within the timeline identified in the schedule(s) submitted with the proposal documents for delivering all services, and to be reviewed and approved by the City.

Strict adherence with the final approved schedules/timelines, as well as compliance with all requirements listed in this RFP (including for quality and workmanship), will be expected and used to measure contract performance, including determination of non-compliance with contract requirements and additional action to be taken by the City. These will be used to routinely evaluate contract performance and measure services provided, and identify corrective action. The Proposer shall also identify and propose any additional or alternative performance metrics to track that would aid in such contract performance evaluation.

2. 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.

v3.14.25 | 27

5 Terms & Conditions

5.1 Acronyms/Definitions

1. ADA: Americans with Disabilities Act

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. BMP’s: Best Management Practices

4. CD’s: Construction Documents

5. CEQA: California Environmental Quality Act

6. CIP: Capital Improvement Program

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

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

9. CPI: Consumer Price Index

10. CSI: Construction Specifications Institute

11. DBE: Disadvantaged Business Enterprise

12. Department / Division: City of Long Beach, Public Works

13. DIR: Department of Industrial Relations, State of California

14. EBO: Equal Benefits Ordinance

15. 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.

16. GFE: Good Faith Effort

17. LID: Low Impact Development

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

19. MS4: Municipal Separate Storm Sewer System

20. NTP: Notice to Proceed

21. PO: Purchase Order v3.14.25 | 28

22. QSP/QSD: Qualified SWPPP Practitioner / Qualified SWPPP Developer

23. RFP: Request for Proposals.

24. SBE: Small Business Enterprise

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

26. 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.

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

28. SUSMP: Standard Urban Stormwater Mitigation Plan

29. SWPPP: Storm Water Pollution Prevention Plan

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.