RFP PW-26-745.pdf

As-Needed Traffic Engineering & Transportation Planning Services | RFP - PW-26-745 |

Template v3.14.25 | 1

City of

Long Beach Request for Proposals RFP - PW-26-745

As-Needed Traffic Engineering & Transportation

Planning Services

City of

Long Beach Request for Proposals RFP - PW-26-745

As-Needed Traffic Engineering & Transportation

Planning Services

As-Needed Traffic Engineering & Transportation Planning

Services | RFP - PW-26-745 | Template v3.14.25 | 1

Services | RFP - PW-26-745 | Template v3.14.25 | 2

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

Overview

Summary

The City of Long Beach (City) is seeking proposals from qualified individuals, firms, partnerships, and corporations with experience in providing traffic engineering, transportation planning, and related technical and professional services on an as-needed basis for various projects within the City.

Key Dates

Release Date: July 17, 2026

Questions Due to the City: 11:00 AM (PST), July 30, Proposals Due: 11:00 AM (PST), August 27, 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

William Reyes rfppurchasing@longbeach.gov mailto:rfppurchasing@longbeach.gov

Services | RFP - PW-26-745 | Template v3.14.25 | 3

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

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

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach

BizCare

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

562-570-4BIZ (4249)

4Biz@longbeach.gov

Request Assistance Form 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/

Services | RFP - PW-26-745 | Template v3.14.25 | 4

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

Template v3.14.25 | 5

1 The Opportunity

1.1 Project Summary

The City of Long Beach (City) is seeking proposals from qualified individuals, firms, partnerships, and corporations with experience in providing traffic engineering, transportation planning, and related technical and professional services on an as-needed basis for various projects within the City for the following categories:

• Traffic and Civil Engineering

• Traffic Signals/Traffic Control Devices

• Curb Management and Parking

• Transportation Planning/Project Management

• Studies/Reporting/Outreach/Program Delivery

• Inter-Agency Coordination

Responses must conform to the requirements of this RFP. Consultants can choose to propose under one or multiple program categories based on their qualifications. 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

The City Long Beach (City) is a full-service municipality and ranks as the seventh-largest city in California. A key role of the City’s Department of Public Works is to provide engineering and inspection services for Capital Improvement Projects (CIP).

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.

Template v3.14.25 | 6

The City’s On-Call Professional Engineering Services procurement is intended to provide the

Department of Public Works with qualified engineering expertise on an as-needed basis to help achieve the City’s Strategic Plan goals.

1.3 Goals

The goal of this contract is to improve everyday travel for Long Beach residents, businesses, and visitors by creating safer, more reliable, and more accessible streets. Through traffic engineering and transportation planning services, the City aims to reduce traffic-related injuries, improve traffic flow, and enhance overall system performance using data-driven analysis, signal optimization, and roadway design improvements. This contract will support projects and programs that enhance neighborhood safety, improve access to schools, parks, and local businesses, and address traffic concerns raised by the community.

Technical efforts may include traffic signal timing, corridor analysis, multimodal design, and implementation of safety countermeasures to better serve pedestrians, bicyclists, transit users, and drivers. Ultimately, this effort will help create a more connected, livable, and sustainable Long Beach by supporting equitable mobility options, improving quality of life, and ensuring that transportation investments are guided by sound engineering practices and deliver meaningful benefits to the community.

1.4 Award Terms

Each selected design consultant will be awarded for an initial term of three (3) years, with the option to extend the agreement for up to two (2) additional 12 month term extensions, at the City’s discretion. In no event, shall the total contract term exceed five (5) years. The number of candidates selected will be based on the City’s assessment of need and qualifications/types of services provided by the candidates.

2 Scope of Work

2.1 Description of Services

Each proposer shall demonstrate the capability to provide professional services in one or more of the following practice areas, as further described below: Traffic and

Civil Engineering; Traffic Signals/ Traffic Control Devices; Curb Management &

Parking; Transportation Planning/Project Management;

Studies/Reporting/Outreach/Program Delivery; and Inter-Agency Coordination.

Template v3.14.25 | 7

Traffic and Civil Engineering

▪ Conduct traffic and civil surveys and collect associated data as needed.

▪ Investigate and research transit, motor vehicle, bicycle, pedestrian, and micro- mobility characteristics and behaviors.

▪ Evaluate capacity levels on surface roads and highways and make recommendations for adding or removing vehicle lanes.

▪ Identify and make recommendations for traffic safety improvements.

▪ Prepare geometric, civil, and channelization designs.

▪ Provide comments and recommendations on the proposed designs of private development's impact on the public roadway network.

▪ Prepare concept plans, engineering designs, reports, and studies related to traffic calming devices.

▪ Provide Vehicle Miles Traveled (VMT) Analysis.

Traffic Signals/Traffic Control Devices

▪ Conduct warrant analysis/studies for the deployment of traffic control devices.

▪ Prepare traffic engineering designs to warn, regulate, and guide traffic.

▪ Prepare traffic signal, street lighting, striping, and signing plans, including corresponding specifications and estimates.

▪ Prepare traffic signal timing plans.

▪ Design, analyze and maintain various communications systems and control elements, including fiber-optic design and data management.

▪ Evaluate, design, and troubleshoot intelligent transportation systems and system applications for the City’s traffic management center (TMC).

Curb Management and Parking

▪ Prepare curb management plans, policies, standards, and guidelines.

▪ Conduct parking operation studies and reports as needed.

▪ Evaluate and analyze on-street parking communications, controls, and payment technologies.

Template v3.14.25 | 8

▪ Prepare off-street parking facility circulation plans and associated pavement markings.

▪ Prepare a design for off-street parking signage (static/dynamic).

▪ Prepare designs for various parking lots and structures, including parking guidance systems that display “real-time” information.

Transportation Planning/Project Management

▪ Prepare plans, studies, policies, standards, and guidelines for active transportation, micro-mobility, and placemaking.

▪ Prepare physical and electronic materials for active transportation, micro- mobility, and traffic safety education and engagement.

▪ Prepare traffic modeling of future traffic volumes for potential multi-modal projects.

▪ Analyze and evaluate transportation funding programs and policies and recommend improvements as necessary.

▪ Provide project management/construction management services for design, construction management, and oversight of infrastructure improvements.

▪ Analyze and prepare reports and recommendations relative to the

City’s transportation programs.

▪ Prepare analysis and recommendations for transportation demand management and commute reduction strategies.

▪ Define and develop transit, ride-hailing, and automated/connected vehicle studies.

▪ Develop designs and plans for various transportation projects as needed.

Studies/Reporting/Outreach/Program Delivery

▪ Prepare infrastructure and feasibility planning studies.

▪ Prepare as-needed environmental studies and research.

▪ Prepare and execute programming and outreach activities.

Template v3.14.25 | 9

▪ Prepare project study reports and master plans as necessary.

▪ Identify grant sources and prepare funding applications.

▪ Prepare landscaping and irrigation plans and designs as needed.

▪ Design and provide educational campaigns, programs, evaluation reports, materials, graphics, and renderings.

▪ Develop and conduct public outreach activities, including public presentations, open houses, town halls, focus groups, pop-ups, surveys, programs, and special events.

▪ Design and provide transportation demand management campaigns,programs, reporting, and materials.

Inter-Agency Coordination:

▪ Assist with the execution of Memoranda of Understanding (MOUs), Letters of Agreement (LOAs), and Program Supplemental Agreements

(PSAs) with grantors.

▪ Assist with creation and submission of miscellaneous Caltrans, Los

Angeles County Metropolitan Transportation Authority (LACMTA), and

Southern California Association of Governments (SCAG) documents as needed.

▪ Provide Federal Transportation Improvement Program (FTIP) coordination with SCAG and LACMTA.

▪ Serve as liaison with the California Transportation Commission (CTC).

▪ Assist with the completion and submission of environmental documentation, including California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) documentation, with

Caltrans.

▪ Assist with the completion and submission of Right-of-Way

Certification with Caltrans.

▪ Assist with the calculation of Disadvantaged Business Enterprise (DBE) goals for federally funded projects.

▪ Assist with the compilation of Request for Authorization (RFA) packages for Preliminary Engineering (PE) and Construction.

Template v3.14.25 | 10

▪ Assist with the submission of award packages and project close-out packages with Caltrans

APPENDICES

Pro-Forma Agreement: Design

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Awarded Contractor 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

Submission

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

Template v3.14.25 | 11

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

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

Template v3.14.25 | 12

• 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.

3 How We Choose

3.1 Minimum Qualifications

• Qualification to conduct business in the City;

• Experience in checking plans, reports, and specifications for conformance to all relevant City standards, codes, procedures, policies, and other related items; and

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

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience

• Experience in performance of comparable engagements

• Key personnel

• Staff and other resource allocation

• Quality of references

• Other requirements as elaborated in Section 4.3

40%

2. Method of Approach

• Demonstrate Consultant’s approach for typical projects as detailed in

Section 4.3

30%

3. Communications & Reporting

• Demonstrate processes required to exchange information in a clear and understandable manner as elaborated in Section 4.3

20%

4. Reasonableness of Cost 10%

Template v3.14.25 | 13

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC)

& DATE LOCATION / ADDITIONAL INFORMATION

Release date July 17, Questions due to the

City

11:00 AM

(PST), July

30, 2026

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

Posting of the Q&A August 13,

• Responses to the questions will be posted on

LongBeachBuys.com.

Proposals due 11:00 AM

(PST),

August 27,

• 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.

Evaluation of Narrative

& Cost Proposals

September

• 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

October

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

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

Template v3.14.25 | 14

• 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

November

Proposer Debrief After

Contractor is Selected

• Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal. The intent of the debrief is to provide the Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

4.2 Proposal Content

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

PROPOSAL

☐ Narrative

Proposal

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

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

• The Excel spreadsheet should list the tasks following

Section 2.1 Description of Services including personnel and hourly rates

PROPOSAL APPENDICES

Template v3.14.25 | 15

☐ 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

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.

☐ C. W-9

☐ D. Business License

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

☐ F. Certificates of Insurance

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

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

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

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

4.3 Narrative Proposal Template

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

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization Company Name

Template v3.14.25 | 16

Company Address

Federal Tax ID Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the 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:

• Traffic and Civil Engineering;

• Traffic Signals/Traffic Control Devices;

• Curb Management and Parking;

• Transportation Planning/Project

Management;

• Studies/Reporting/Outreach/Program

Delivery; and/or

• Inter-Agency Coordination

Template v3.14.25 | 17

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 provide a name, title, and resume either as an attachment or 1 paragraph description.

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 Company

Template v3.14.25 | 18

Project Manager

Phone Number

Project Description

SUB-CONTRACTOR CONTACT INFORMATION

Does the proposal include subcontractors?

☐ Yes

☐ No

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

Organization Company Name

Company Address

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Which specific requirements of this RFP will the subcontractor perform?

Template v3.14.25 | 19

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, 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 provide a name, title, and resume either as an attachment or 1 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?

Template v3.14.25 | 20

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

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. 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.

Template v3.14.25 | 21

5 Terms & Conditions

5.1 Acronyms/Definitions

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

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

5. 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.

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

7. RFP: Request for Proposals.

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

9. 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.

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

11. CTC: California Transportation Commission.

12. FTIP: Federal Transportation Improvement Program.

13. LACMTA: Los Angeles County Metropolitan Transportation Authority.

14. LOA: Letters of Agreement.

15. MOU: Memoranda of Understanding.

16. PE: Preliminary Engineering.

17. PSA: Program Supplemental Agreement.

Template v3.14.25 | 22

18. RFA: Request for Authorization.

19. SCAG: Southern California Association of Governments.

20. TMC: Traffic Management Center.

21. VMT: Vehicle Miles Traveled.

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.

Template v3.14.25 | 23

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

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

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

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

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

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

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

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

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

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.

Template v3.14.25 | 24

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

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

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

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

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

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

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

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

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

The City reserves the right to disqualify any Proposer on the grounds of actual or 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 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

Template v3.14.25 | 25

25. Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the

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

26. The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any 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.

Template v3.14.25 | 26

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

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

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

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

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

Template v3.14.25 | 27

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

Company the following insurance:

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

00 01 10 93 naming the City of Long Beach and its officials, employees, and agents as additional insureds on a form equivalent in coverage scope to ISO

CG 20 10 11 85 from and against claims, demands, causes of action, expenses, costs, or liability for injury to or death of persons, or damage to or loss of property arising out activities performed by or on behalf of the Contractor in an amount not less than One Million Dollars (US $1,000,000) per occurrence and Two Million Dollars (US $2,000,000) in general aggregate. Coverage must not exclude the perils of explosion, collapse, and underground (XCU).

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

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

c. Only if use of a vehicle is part of the scope of services, commercial automobile liability insurance equivalent in coverage scope to ISO CA 00 01 06 92 in an amount not less than Five Hundred Thousand Dollars (US $500,000) combined single limit (CSL) covering Symbol 1 (“any auto”).

d. Professional liability or errors and omissions liability insurance in an amount not less than Two Million Dollars ($2,000,000) per claim and in aggregate covering the engineering, traffic engineering, planning, or other professional services provided pursuant to this Contract.

e. Umbrella liability (in excess of all coverages from above except b.) in an amount not less than Four Million Dollars ($4,000,000) per claim covering the services provided pursuant to this Contract.

Any self-insurance program or self-insurance retention must be approved separately in writing by City and shall protect the City of Long Beach and its officials, employees, and agents in the same manner and to the same extent as they would have been protected had the policy or policies not contained retention provisions. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, or canceled by either party except after thirty (30) days prior written notice to City, and shall be primary and not contributing to any other insurance or self-insurance maintained by City.

Template v3.14.25 | 28

Any subcontractors which Contractor may use in the performance of this contract shall be required to indemnify the City to the same extent as the Contractor and to maintain insurance in compliance with the provisions of this section.

Contractor shall deliver to City certificates of insurance and original endorsements for approval as to sufficiency and form prior to the start of performance hereunder. The certificates and endorsements for each insurance policy shall contain the original signature of a person authorized by that insurer to bind coverage on its behalf. “Claims-made” policies are not acceptable unless

City Risk Manager determines that “Occurrence” policies are not available in the market for the risk being insured. If a “Claims-made” policy is accepted, it must provide for an extended reporting period of not less than three (3) years. Such insurance as required herein shall not be deemed to limit Contractor’s liability relating to performance under this contract. City reserves the right to require complete certified copies of all said policies at any time. Any modification or waiver of the insurance requirements herein shall be made only with the approval of City Risk Manager. The procuring of insurance shall not be construed as a limitation on liability or as full performance of the indemnification provisions of this contract.

3. The Long Beach Municipal Code (LBMC) requires all businesses operating in the City of Long Beach to pay a business license tax. In some cases, the City may require a regulatory permit and/or evidence of a State or Federal license. Prior to issuing a business license, certain business types will require the business license application and/or business location to be reviewed by the Development Services, Fire, Health, and/or Police Departments. Additional information is available at www.longbeach.gov/finance/business_license.

4. All work performed in connection with construction shall be performed in compliance with all applicable laws, ordinances, rules and regulations of federal, state, county or municipal governments or agencies (including, without limitation, all applicable federal and state labor standards, including the prevailing wage provisions of Sections 1770 et seq. of the California Labor Code), and (b) all directions, rules and regulations of any fire marshal, health officer, building inspector, or other officer of every governmental agency now having or hereafter acquiring jurisdiction.

5. Awarded Contractor shall indemnify, protect and hold harmless City, its Boards, Commissions, and their officials, employees and agents (“Indemnified Parties”), from and against any and all liability, claims, demands, damage, loss, obligations, causes http://www.longbeach.gov/finance/business_license

Template v3.14.25 | 29 of action, proceedings, awards, fines, judgments, penalties, costs and expenses, including attorneys’ fees, court costs, expert and witness fees, and other costs and fees of litigation, arising or alleged to have arisen, in whole or in part, out of or in connection with (1) Awarded Contractor’s breach or failure to comply with any of its obligations contained in this Contract, including any obligations arising from the

Awarded Contractor’s compliance with or failure to comply with applicable laws, including all applicable federal and state labor requirements including, without limitation, the requirements of California Labor Code Section 1770 et seq. or (2) negligent or willful acts, errors, omissions or misrepresentations committed by

Awarded Contractor, its officers, employees, agents, subcontractors, or anyone under Awarded Contractor’s control, in the performance of work or services under this Contract (collectively “Claims” or individually “Claim”).

6. In addition to Awarded Contractor’s duty to indemnify, Awarded Contractor shall have a separate and wholly independent duty to defend Indemnified Parties at

Awarded Contractor’s expense by legal counsel approved by City, from and against all Claims, and shall continue this defense until the Claims are resolved, whether by settlement, judgment or otherwise. No finding or judgment of negligence, fault, breach, or the like on the part of Awarded Contractor shall be required for the duty to defend to arise. City shall notify Awarded Contractor of any Claim, shall tender the defense of the Claim to Awarded Contractor, and shall assist Awarded Contractor, as may be reasonably requested, in the defense.

7. If a court of competent jurisdiction determines that a Claim was caused by the sole negligence or willful misconduct of Indemnified Parties, Awarded Contractor’s costs of defense and indemnity shall be (1) reimbursed in full if the court determines sole negligence by the Indemnified Parties, or (2) reduced by the percentage of willful misconduct attributed by the court to the Indemnified Parties.

8. 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 must be justified based upon verifiable criteria such as the

Consumer Price Index, US City Averages, or other relevant indices.

9. If the Awarded Contractor elects to use subcontractors, Awarded Contractor agrees to require its subcontractors to indemnify Indemnified Parties and to provide insurance coverage to the same extent as Awarded Contractor.

Template v3.14.25 | 30

10. If the Awarded Contractor elects to use subcontractors, the Awarded Contractor shall not allow any subcontractor to commence work until all insurance required of subcontractor is obtained.

11. The provisions of this section shall survive the expiration or termination of this

Contract.

12. Awarded Contractor agrees that all public work (as defined in California Labor Code section 1720) performed in relation to this Project (the “Public Work”), if any, shall comply with the requirements of California Labor Code sections 1770 et seq. If there is a difference between the general prevailing wage rates determined by the Director of the Department of Industrial Relations and the applicable minimum wage rates determined by the Secretary of Labor (federal) for similar classifications of work, the

Contractor and its Subcontractor of every tier shall pay their workers not less…