City of

Long Beach Statement of Qualifications SOQ PW-23-269

As-Needed Construction Materials Testing, Hazardous Materials Testing, and Special

Inspection Services

REVISED 12/17/24 VERSION 2

As-Needed Construction Materials Testing, Hazardous Materials Testing, and Inspection Services | SO

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Overview

Summary

The City of Long Beach (City) seeks experienced and qualified professional services firms (Consultants or

Firms) for Public Works Construction Materials

Testing, Hazardous Materials Testing, and Inspection

Services for various projects and tasks throughout the

City on an as-needed basis. Interested Firms are requested to submit a detailed Statement of

Qualifications (SOQ) in accordance with this document indicating interest in and ability to perform service(s).

Firms can choose to propose under one or multiple program categories based on their qualifications.

Key Dates

Release Date: 11:00 AM, November 13, 2024

Questions due to the City: 11:00 AM January 7, Proposals Due: 11:00 AM January 28, 2025

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

Proposal Information

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

Proposals must be submitted electronically via

LongBeachBuys.com.

Official Contact

Janet Kariuki

| 2 rfppurchasing@longbeach.gov

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

mailto:rfppurchasing@longbeach.gov

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Contents 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

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

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

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The Opportunity

1.1 Project Summary

The City, acting through its Department of Public Works (Department or Public Works), is requesting SOQs from experienced Firms to provide engineering field and laboratory services on a pre-qualified, on-call basis relative to Construction Materials Testing, Hazardous Materials Testing, and Inspection Services.

Responses must conform to the requirements of this SOQ. Firms can choose to propose under one or multiple program categories based on their qualifications. The various work performed by the Firms 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 is a full-service City and the seventh-largest City in California. A key role of Public

Works is to uphold material testing and inspection standards for Capital Improvement

Projects (CIP) as well as repair and maintenance tasks to public facilities.

The City currently maintains a slate of on-call professional services consultants. Contracts for professional services are commonplace for the delivery of capital projects, including materials testing, inspections, special investigations, and reports. 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.

Services would be requested for projects and facilities including, but not limited to:

• Public buildings and facilities such as restrooms, libraries, lifeguard stations, and community and recreation centers.

• Parks, sports fields, playgrounds, open spaces, and natural resources.

• Implementation of stormwater treatment best management practices (BMPs) including low-flow diversion systems, trash separation devices, and other stormwater management improvements.

• Bridges, local and major street improvements, complete streets, and sidewalk improvements.

• Waterfront projects including rehabilitation of wetlands, docks, piers, seawalls, and beach parking lots.

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The City has long utilized materials testing and third-party Public Works Inspection Services for successful project delivery. The Consultant shall be thoroughly familiar with all City required project standards and specifications as noted in Section 5.4 Additional

Requirements.

1.3 Goals

Public Works delivers projects and improvements aligned with key elements of the Long

Beach Strategic Vision, including Mobility, Climate and Environmental Sustainability, Housing and Homelessness, and Public Safety. The City’s On-Call Construction Materials

Testing, Hazard Materials Testing, and Inspection Services processes are designed to facilitate its Department meeting these goals.

The main goals of this SOQ will be to:

1. Support the City in delivering its approved Capital Program with efficiency and excellence as representatives of the City with public interests.

2. Ensure design and construction work meet quality standards and procedures, comply with City and State regulations, and if required on job specifics, follow Federal rules and regulations.

3. Engage consultant(s) in identifying and managing potential site-specific hazmat in accordance with California Building Code, OSHA, and other regulations, while ensuring public and construction personnel safety.

1.4 Award Terms

This contract will be for a period of three years with the option to renew for two additional one-year periods. The total contract term will not exceed five years. Please note that the listed work is not a guarantee that Construction Materials Testing, Hazardous Materials

Testing, and Public Works Inspection Services will be used. Numerous factors, including available funding, will be further evaluated by the Department in its delivery of projects, programs, and services on an as-needed basis.

By submitting an SOQ, the interested Firm agrees to all the terms of the SOQ and the City’s

Pro Forma Agreement in Exhibit A, unless exceptions to the SOQ or Pro Forma Agreement are stated by the Firm in its SOQ. The successful Firm will be selected to enter into an

Agreement that will include the requirements of this SOQ as well as other requirements.

The City reserves the right to reject any SOQ, exceptions, or changes to the Agreement or

SOQ Statements.

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2 Scope of Work

2.1 Description of Services

The work required by this SOQ is detailed below. Firms can choose to propose under one or multiple program categories based on their qualifications. Proposers shall clearly identify in Attachment E – Proposer Line of Service, all program categories for which they choose to compete in.

2.1.1 Inspection Services

The firm shall provide qualified personnel and shall coordinate its efforts with the on-site

Construction Inspector, including scheduling of work, and coordination of the contractors and any other persons on the site of various Capital Improvement projects and other City projects. The firm shall serve as a point of contact on construction sites for City staff and project management teams. Responsibilities shall include, but are not limited to:

• Attending preconstruction meetings with the Contractor, Design Team, other consultants, and the City. Review project organization, lines of authority and communication, and project procedures.

• Concurring with the Contractor’s schedule for, fabrication, inspection, delivery and installation of equipment, materials, and fixtures.

• Testing and reporting on Contractor materials and methods of construction to ascertain compliance with contract requirements.

• Inspect work in progress for conformance with plans, specifications, and schedules.

Reporting defects and deficiencies to the City.

• Coordinating all daily site inspections performed with City staff and inspectors from other agencies to ensure that materials and their installation are in conformance with plans and specifications.

• Assisting in the selection of independent testing agencies and laboratories.

Scheduling their work, reviewing their reports, and making recommendations regarding their findings.

• Maintaining a complete and current record including but not limited to project contracts, drawings and specifications, change orders, directives, project correspondence, revisions, progress photos, testing and inspection reports.

• Maintaining daily job site reports recording daily and weekly Statement of Working

Days, equipment in use, general activities completed and special occurrences.

• Monitoring delivery and review of shop drawings and submittals and assisting in expediting approval of drawings and submittals. Maintaining submittal/approval logs and sets of all such documents, including but not limited to documentation of the submittal number, nature of the submittal, date the submittal was issued, date

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Contractor.

• Attending designated progress meetings among Contractor, Design Team, Inspectors, Testing and Laboratory workers, and City representatives. Discussing job progress, tracking, and recording key actions and decisions, and preparing and reviewing meeting minutes as required.

• Preparing monthly reports addressing project progress and any quality, cost, and schedule issues.

• Collaborating on the review of and processing of Request for Information (RFI), initiating and maintaining a log for the RFI’s including, but not limited to documentation of the RFI number, nature of the RFI, date the RFI was issued, date

RFI was forwarded for review, individual reviewing the RFI, date the RFI was received back, and the date the RFI was returned to the Contractor.

• Collaborating on the preparation, review, and processing of construction change orders.

• Collaborating with stakeholders to develop detailed schedule of close-out activities, including punch lists, testing, and inspections. Establishing dates of Substantial and

Final Completion, coordinating final inspections, as-built drawings, and establishing final acceptance of work, and preparing notice of completion.

• At completion of project, submitting a Close-out Report to the City one complete electronic project binder containing all project related documentation, and digital records of all scanned materials.

• Providing Public Works inspection and deputy and/or special inspection as required by code or contract documents. Deputy inspections shall include, but are not limited to grading, reinforced concrete, prestressed concrete, masonry, structural steel, steel moment and ductile frames, welding, pile driving, high strength bolts, epoxy anchors, fireproofing, and structural observation. Special inspectors shall be duly certified by the International Code Council (ICC) and other applicable governing agencies and licensed to perform special inspections in the City.

• Providing qualified, professional material laboratory testing and reporting as required by code and the City’s Project Specifications.

• Providing public outreach to stakeholders related to complaints and impacts regarding personal property and impacts to right of way, and relaying information to

City staff.

• Distribution of communication materials to the community regarding project duration, scope, and/or City contact information.

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2.1.2 Certified Material Testing Laboratory Services

The Material Testing Laboratory must be currently certified for material testing and reporting in accordance with the American Association of State Highway and

Transportation Officials (AASHTO), Caltrans, Federal Highway Administration, and Federal

Aviation Administration funding requirements, as well as qualified to meet all standards, licenses, reports analysis and recommendations.

The consulting laboratory shall coordinate and dispatch qualified personnel to perform material testing and inspection at multiple sites the day following notification. It is desirable that the consulting firm can dispatch qualified personnel within four hours. The requested services are typically performed between the hours of 7:00 a.m. and 5:00 p.m. seven days a week but may be required on a 24-hour basis.

The Material Testing Laboratory services consist of material testing of specimens of concrete, masonry, aggregates, asphalt and asphalt plant inspection, soils, epoxies, metal, steel reinforcement, welds, diamond bit coring of asphalt, concrete or masonry, environmental sampling and testing of soil and water, including groundwater sampling and testing in accordance with Environmental Protection Agency (EPA) standards, road rating and profilograph testing of streets, and other general laboratory material testing per the

City’s Project Specifications.

Upon completion of the project, the laboratory shall provide, under the appropriate registration, a letter certifying the project.

2.1.3 Environmental Support

The primary goal of this task is to provide technical support related to environmental documentation process that will enable the City to execute CIP projects successfully in accordance with applicable environmental agencies’ guidelines, rules, and regulations.

• Environmental Site Assessments (“ESA”): Perform Phase I and/or Phase II ESAs in accordance with local, state, and federal regulations. Assess potential impacts of hazardous materials and ensure compliance with best practices.

• Mitigation Plan Development: Recommend strategies to minimize negative environmental impacts.

• Water Quality Monitoring: Sampling and analysis of surface water and groundwater.

• Project Coordination and Permitting: Prepare abatement and mitigation plans, coordinate approvals, and obtain permits from jurisdictional agencies. For State or

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Federally-funded projects, assist in preparing documents for CEQA or NEPA compliance. Obtain EPA number where applicable.

• Consultation, Monitoring, and Reporting: Offer consultation for pollutants and hazardous materials management throughout the project. Conduct monitoring when necessary for remediation and abatement activities. Provide detailed reports on testing methods, analysis, and results, including exhibits and remediation steps.

• Monitoring Post-Remediation: Conduct long-term environmental monitoring, as necessary, following remediation and abatement activities. This includes regular testing to ensure no residual contamination remains, and the environment remains safe for future use. Monitoring reports should detail any changes in risk level and the continued effectiveness of remediation efforts. The extent of long-term environmental monitoring period shall be determined by the City's PM on a project-to-project basis.

2.1.4 Hazardous Materials Testing & Support

The primary goal is to provide testing, monitoring, reporting, and recommendations for projects under the general direction of the City. This scope of services may be used to fulfill the City's Consultant service needs for various CIP and Engineering abatement work. As-needed projects will vary depending on the location’s needs and/or the contractors methods proposed. The City's related needs include, but are not limited to, the following:

• Hazardous Materials Testing and Certification: Collect samples and conduct comprehensive testing for hazardous materials, hazardous wastes, and regulated substances commonly found during construction activities for the City’s capital projects, including but not limited to asbestos, lead, mold, contaminants, volatile organic compounds (VOCs), radon, and other potential hazards in soil, air, water, or structures. Conduct follow-up testing at intervals to monitor the success of abatement efforts and ensure no re-emergence of hazards when necessary.

Provide key personnel certified by relevant authorities such as the California

Department of Public Health (Lead Inspectors, Assessors) and CalOSHA (Certified

Asbestos Consultants). When required, consultant must have work reviewed by a

Certified Industrial Hygienist.

• Ongoing Consultation and Regular Monitoring: Offer continuous consultation for hazardous materials management throughout the project. Provide air monitoring, inspection, and clearance testing for asbestos (friable and non-friable) and lead abatement activities. Ensure compliance with abatement specifications, regulations, and contractor procedures. Collect air samples and analyze them per NIOSH 7400 standards, reporting any irregularities or violations to the City.

• Remediation and Abatement Reports and Compliance Support: Provide detailed

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• Project Coordination and Permitting: Prepare abatement and mitigation plans, coordinate approvals, and obtain permits from jurisdictional agencies.

• Waste Management and Disposal: Ensure proper handling, transportation, and disposal of hazardous materials in accordance with local, state, and federal environmental regulations. Implement procedures for managing waste materials generated during abatement, ensuring they are safely contained, transported, and disposed of in compliance with hazardous waste standards.

• Monitoring Post-Remediation: Conduct post-construction monitoring, as necessary, following remediation and abatement activities. This includes regular testing to ensure no residual contamination remains, and the environment remains safe for future use. Monitoring reports should detail any changes in risk level and the continued effectiveness of remediation efforts. The extent of post-construction monitoring period shall be determined by the City's PM on a project-to-project basis.

Note: Some of the anticipated contaminants are: asbestos containing items (AC pipe, roofing, flooring, fire proofing), lead, hydrocarbons, arsenic, methane, paint chips and paints (lead/latex/oil based), paint thinners, sand blasting media, contaminated soils, mercury containing items (switches, thermostats, devices), semi-empty containers and aerosols, batteries (consumer and automotive), motor fluids (oil, antifreeze, automatic transmission fluids, etc), treated wood, fuel or solvent impacted groundwater, soils contaminated with lead from burned trash (burn ash), joint and curing compounds, landscaping materials: fertilizer, pesticides, fungicides.

2.1.5 City-Furnished Services

The City will furnish to the Consultant all the available records, master plan studies and reports, and any other available information that may be helpful to the Consultant in the performance of its assigned projects or assignments. Additionally, the City will provide:

• Project management through an assigned Project Manager (PM) as designated by the City Engineer. The City’s PM will act as the project focal point. The City may utilize a Construction Manager to represent the PM.

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• Or otherwise make available upon request reports, drawings, documents, Geographic Information System (GIS) land base maps, records and other data deemed useful for project development.

2.1.6 Task Orders

The scope of services will be determined by the City representative and presented to the

Awarded Consultant as an individual Task Order. The Awarded Consultant(s) will provide a proposal with a detailed scope, cost estimate, and time for completion. Awarded Consultants will only accept assignments for which they possess the requisite experience and competence to perform the task and will only assign staff or sub-consultants with the knowledge and expertise needed to serve the City effectively. Prior to beginning the performance of any Task Order, the Awarded Consultant shall obtain a written Notice to

Proceed (NTP) and Purchase Order from the City representative.

2.1.7 Changes in Task Order Scope of Work/Services

The City may independently, or upon request from the Awarded Consultant, from time to time reduce the defined Scope of Services for any Task Order. Upon doing so, the City and

Awarded Consultant will meet and confer for the purpose of negotiating a corresponding reduction in the compensation associated with the said Task Order.

The City may require the Awarded Consultant to perform services in addition to those identified in the Task Order. If the additional services are within the scope of services offered by the Awarded Consultant, then the Awarded Consultant shall perform these additional services on a time and materials basis, unless a separate fixed fee is otherwise agreed upon.

2.1.8 Miscellaneous

Drafting of plans shall be performed on a current version of AutoDesk Civil 3-D (or a product that is compatible and functional with it), at the office site of the Awarded Consultant, and conform to City guidelines and standards. Milestone submittals shall be in PDF format. Final submittals shall be stamped and hard copies signed. All plans, files, electronic files, and other documents prepared by the Awarded Consultant on behalf of the City shall become the sole property of the City, and copies thereof shall be provided to the City on request.

2.1.9 Time of Essence

Time is of the essence for each project. The Awarded Consultant shall immediately notify the City in writing if they experience or anticipate experiencing a delay in performing the

Professional Services within the time frames set forth in the Task Order. The written notice shall include an explanation of the cause of, and a reasonable estimate of the length of the delay.

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EXHIBITS

Exhibit A: City of Long Beach (COLB) Pro Forma Agreement

Exhibit B: Project Labor Agreement (PLA) Language

Exhibit C: COLB Quality Assurance Program (QAP)

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

SOQ, 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

1. Effective Communications The process requires the exchange of information in a clear and understandable manner.

2. Zero Safety Accidents/Incidents Establish Safety as a Priority for the project site

3. Quality Assurance • Well-coordinated, competent, diligent materials control, hazardous materials testing, and inspection.

• Deliver complete and satisfactory services as described in Exhibit E.

4. Public Relations Effective monitoring and documentation of compliance with public relations nuisance issues – dust, noise, poor housekeeping, lack of BMP, etc.

5. Schedule Management Processes required to keep stakeholders informed of current project schedule status

6. Execution of Services Execution in an efficient and effective manner, adhering to required timelines for services

7. Information Accuracy Adherence to up-to-date testing standards and procedures, providing accurate results from services.

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

• Invoices for approved monthly services shall be submitted by Consultant(s) and received by the City within 30 calendar days of the completion of the approved monthly services specified in the Task Order.

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

• If Consultants fail to satisfactorily complete a deliverable according to the schedule set forth in a Task Order, no payment will be made until the deliverable has been satisfactorily completed

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

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• Project Name and Number

• Identify project lead

• Summarize the title of services performed, include a summary of work performed, and itemize and subtotal billing by Task Number.

• Total amount billed for the service and remaining authority

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

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

3 How We Choose

3.1 Minimum Qualifications

The following are the preferred minimum qualifications for Proposers:

• Minimum three years performing Materials Testing, Hazardous Materials Testing and/or Inspection Services for Public Projects

• Possess certifications required by Federal/State/Local government for Materials

Testing, Hazardous Materials Testing and/or Inspection Services

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

• Financially stable as described in Section 4.

3.2 . Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA WEIGHT

1. Organizational Capacity & Experience

• Demonstrated competence, technical ability, and familiarity with local, state, and federal procedures (including an understanding of project and program needs, issues, and implementation)

• Outlines the expertise, experience, and availability of key personnel in a manner that will likely ensure successful project delivery

• Quality of references

35%

2. Method of Approach

• Demonstrated understanding of the requirements to successfully deliver the scope of services as defined

• Outlines any innovative approaches or technologies the Firm will utilize to efficiently and effectively solve any potential issues

25%

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• Conformance with terms of this SOQ

3. Communication

• Demonstrate processes required to exchange information in a clear and understandable manner

20%

4. Financial Stability 20%

3.3 Local Preference

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

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

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

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

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

• The local preference does not apply to solicitations for all purchases funded in full or a fraction thereof by any tidelands fund, by any grant funds, nor by any funds received from the State of California.

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME (PACIFIC) &

DATE

LOCATION / ADDITIONAL INFORMATION

Release date 11:00 AM, November 13, Questions due to the City

(second round)

11:00 AM,

January 7, 2025,

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

Posting of the Q&A

January 16, 2025 • Responses to the questions will be posted on

LongBeachBuys.com.

SOQs due January 28, 2025, 11:00 AM

• Proposals should be submitted electronically via LongBeachBuys.com.

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

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• 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

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 Evaluation Committee may interview none, one, several, or all consultants if necessary to fully understand and compare the proposer’s capabilities and qualifications.

Consultant

Selection and

Negotiation

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 SOQ.

• Negotiations shall be confidential and not subject to disclosure to competing file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov

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Contractors 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 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

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

Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal

PROPOSAL

☐ Narrative Proposal The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy this SOQ which includes both prime and sub-consultants. Guidance on preparing a Narrative

Proposal is detailed in Section 4.2.1 to 4.23

☐ Cost Proposal The Cost Proposal should be prepared using

Appendix 1:

• Cost Proposal - For Contracts with Cost plus Fixed Fees

• Excel spreadsheet listing the tasks following Section

2.1 Description of Services including personnel and

hourly rates (See Appendix 1)

• The Cost Proposal shall be submitted as a separate file(s)

• Appendix 2 Schedule of rates charges is required for section 2.1.2 material testing services only.

• Consultants may use Appendix 1 for items

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2.1.3 and 2.1.4

PROPOSAL APPENDICES

☐ Financial Stability Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the

Proposer and subcontractor.

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda (if applicable)

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

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

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

(Attachments A to E can be single submittal attached in SOQ package)

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

☐ C. Local Preference Program

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

☐ E. Proposer Line of Service Selection 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.

☐ F. W-9

☐ G. Business License

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

☐ I. Certificates of Insurance: See Section 5.3

☐ J. 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.

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4.2.1 Proposal Section 1: Cover Letter

Include a Table of Contents listing all major topics and their respective page numbers and the following information: An introductory letter describing the firm’s basic understanding of the services identified. This letter should also contain an expression of the firm’s interest in the work, a statement regarding the qualifications of the firm to do the work, and any summary information that may be useful or informative to the City

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization

Company Name

Company

Address

Federal Tax ID

Number

DIR Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other

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Please describe why the organization is qualified to provide the services described in this SOQ

(1-2 paragraphs).

Please indicate how your proposal demonstrates your firm’s ability to meet and/or exceeds sufficient experience in providing materials testing, hazardous materials testing, and/or inspection services.

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

Provide a brief firm history, background, and specialties.

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. Or: Who are the key staff involved in the project?

For each, please a name, title, and resume either as an attachment or

1 paragraph description.

REFERENCES

Reference 1

Project

Manager

Description

Project Start and

End Dates

Reference 2

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Start

Reference 3

Reference 4

Reference 5

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4.2.2 Proposal Section 2: Statement of Qualifications (SOQ)

• Project Understanding and Approach:

o Based on the available information and experience with similar projects, provide a narrative describing your understanding of the services requested in this SOQ, your general approach, and any major challenges to achieving the City’s stated scope, such as project budget, schedule, and stakeholders’ needs. Include any issues that you believe will require special consideration for this SOQ. Also, identify any unique approaches or strengths your firm may have related to this SOQ.

• Staff Experience and Availability of Key Team Members:

o Identify the qualifications and related experience of key staff assigned to the contract through a resume (not to exceed two pages). These resumes must identify projects performed of comparable scope. Each resume shall also include the number of years employed in each respective field and how long the individual has been employed by the Respondent Firm. Qualifications shall include a statement of availability for the contract duration. Three references shall be provided for each key staff member.

o Describe your ability to deliver on high volume (both count and magnitude) of project assignments, varying in the project life cycle, size, and challenges, including the ability to scale the project team to meet the needs of the program size

• Project Reference Summaries:

o Three recent project reference summaries are required. Project reference summaries should be in a narrative format, not to exceed one page per summary. They should be for projects, preferably in the Southern California region, related to the services proposed for this SOQ. Summaries must include the following information:

▪ State whether the firm was the Prime Consultant or a Subconsultant.

▪ State what service the firm provided (e.g., Project Management, Construction Management, and/or Public Works Inspections)

▪ Name, address, and current phone number of the public agency (private developer or other entity – for those without public agency experience) for which the firm provided the service, as well as an agency or other contact person with personal knowledge of the project.

▪ Name of the public agency project (private projects for those without public agency experience).

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▪ Approximate dates of the beginning and completion of the project phases, such as studies, planning, design, and construction.

▪ Describe the services the firm performed, such as studies, reports, planning, design, construction documents, construction management, inspection, etc.

▪ Describe any special problems or difficulties encountered and how they were resolved.

▪ Discuss the project’s cost control, including but not limited to the following information:

a) What was the firm’s cost estimate versus the low bid award?

b) Describe the firm’s efforts to control costs.

c) Discuss the project schedule and time control issues.

d) Did the firm receive any awards or special recognition for its work?

▪ NOTE: The City, at their discretion, may contact other firms or agencies for additional information. Failure to provide accurate contact information, adequate information, or project reference summaries may negatively impact narrative proposal evaluation.

4.2.3 Proposal Section 3: Sub-Consultant’s Experience and Availability

Provide a list of all proposed sub-consultants available and used for tasks/projects related to this SOQ. The list should include all information contained in the table below.

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

SUBCONTRACTOR CAPACITY & EXPERIENCE

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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 SOQ will the subcontractor perform?

Is the subcontractor registered with the

California Department of Industrial

Relations? If yes, provide registration number.

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

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

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

Beach?

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

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4.2.4 Proposal Section 4: Cost Proposal

Respondents must submit the required fixed hourly fee schedule as part of the cost proposal (see Appendix 1) and Schedule of Rates and Charges for Geotechnical/Materials

Testing Services (see Appendix 2).

1. If forms and templates are provided for the Price Proposal, use them without modification. Additional items may be submitted, but only in addition to, not in lieu of, the requested Price Proposal. When submitting an additional item, clearly identify it as an additional.

2. Price Proposals may be submitted for multiple services and staff. If submitting for multiple services Price Proposal, clearly identify primary and alternative services.

3. Include prices for the base period of service.

4. Unless otherwise indicated, when applicable, in the price of an item, include all licenses required for operation, as well as upgrades and/or revisions to software over the term.

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5 Terms & Conditions

5.1 Acronyms/Definitions

1. AASHTO: American Association of State Highway and Transportation Officials.

2. ASTM: American Society for Testing and Materials

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

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

4. CIP: Capital Improvement Program.

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

6. Consultant / Contractor / Proposer/ Firm: Organization/individual submitting a proposal in response to this SOQ.

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

8. EBO: Equal Benefits Ordinance.

9. Evaluation Committee: An independent committee comprised solely of representatives of the City established to review proposals submitted in response to the SOQ, evaluate the proposals, and select the Proposers to establish a bench of on-call Materials Testing and Inspections Consultants.

10. GIS: Geographic Information System.

11. HUD: Department of Housing and Urban Development.

12. ICC: International Code Council.

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

14. PM: Project Manager.

15. PW: Public Works

16. RFQ: Request for Qualifications.

17. RFI: Request for Information.

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

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19. 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.

20. SOQ: Statement of Qualifications.

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

5.2 Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this SOQ, or to withdraw this SOQ, 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 SOQ, 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.

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

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

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

11. Any irregularities or lack of clarity in the SOQ 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 SOQ 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…