REQUEST FOR PROPOSAL

FOR

GEOGRAPHIC INFORMATION SYSTEMS (GIS) UTILITY

NETWORK MIGRATION

Company Name _________________________________________________________________

Contact Person _________________________________________________________________

Address _________________________________ City _________________ State ____________

Zip _____________ Telephone (____) _______________ Fax (____) ______________________

Federal Tax ID No. ________________________

Email Address: __________________________________________________________________

Prices contained in this proposal are subject to acceptance within __________ calendar days.

I have read, understand, and agree to all terms and conditions herein.

Date ___________________________________________________________________________

Signed _________________________________________________________________________

Print Name & Title ________________________________________________________________

For additional information, contact the Utilities Procurement Representative:

Esme Houtepen

CentralProcurement@lbutilities.org 562-570-2408

See Section 3 for instructions on submitting proposals.

mailto:CentralProcurement@lbutilities.org

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TABLE OF CONTENTS

1. OVERVIEW OF PROJECT

2. ACRONYMS/DEFINITIONS

3. SUBMITTAL INSTRUCTIONS

4. RESPONSE REQUIREMENTS

5. EVALUATION OF PROPOSALS

6. NEGOTIATIONS

7. BASIS OF AWARD

8. COMMENCEMENT OF SERVICES

9. ASSIGNED REPRESENTATIVES

10. LEGAL DISCLOSURE

11. CONFLICT OF INTEREST

12. ADDENDUM (IF APPLICABLE)

13. FUTURE AMENDMENTS

14. BUSINESS LICENSE

15. MEETING AND TRAINING SESSIONS

16. COST

17. BILLING & INVOICING

18. RECORD RETENTION, INSPECTION AND AUDIT

19. RIGHTS IN TECHNICAL DATA

20. OWNERSHIP OF REPORTS AND DOCUMENTS

21. DEFAULT BY CONSULTANT

22. CHANGES IN SERVICE/ ADDITIONAL WORK

23. OTHER CONTRACTS

24. WAIVER

25. DISCLAIMER

26. LOCAL PREFERENCE

27. TERMS, CONDITIONS AND EXCEPTIONS

EXHIBIT A: SCOPE OF WORK

EXHIBIT B: PROTEST PROCEDURES

EXHIBIT C: PRO-FORMA AGREEMENT

EXHIBIT D: RFP CHECKLIST

ATTACHMENT I: CERTIFICATION OF COMPLIANCE

ATTACHMENT II: STATEMENT OF NON-COLLUSION

ATTACHMENT III: EQUAL BENEFITS ORDINANCE

ATTACHMENT IV: DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY

EXCLUSION CERTIFICATION

ATTACHMENT V: W-9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND

CERTIFICATION

ATTACHMENT VI: SECRETARY OF STATE CERTIFICATION

ATTACHMENT VII: LOCAL PREFERENCE PROGRAM

ATTACHMENT VIII: SAMPLE FEE SCHEDULE

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The City of Long Beach is excited to announce Long Beach Buys as their new bid portal to promote transparency, equity, and efficiency in the City’s procurement system. We invite you to register your business for any potential bid opportunities within all departments. Please visit https://longbeachbuys.buyspeed.com/bso/.

1. OVERVIEW OF PROJECT

Long Beach Public Utilites Department (“LBPUD”) is requesting proposals from Utility Network (UN) Certified Environmental Systems Research Institute (ESRI) Partner Companies (“Proposers”). Proposers must have Utility Network Certified or equivalently qualified staff to migrate the existing Geometric Network and implement an ESRI UN data model and spatial information system for LBPUD’s Water Distribution, Wastewater Collection Systems, and Gas Distribution. The ideal candidate will have recent and extensive experience planning and implementing ArcGIS Enterprise Utility Network migrations including ArcGIS Pro, Portal and Server, and have extensive water, wastewater and gas industry background.

Proposals must demonstrate the Proposer’s experience with ESRI Utility Network, ArcGIS Enterprise products and Geodatabases, and clearly define the approach for this project. LBPUD may consider additional service offerings not listed in the Scope of Services in Exibit “A” of this Request for Proposals (RFP) if they provide additional benefits or enhancements to the original scope.

Long Beach Public Utilities Department Overview

LBPUD serves approximately 500,000 customers (150,000 accounts) with natural gas. The natural gas distribution system includes over 1,900 miles of pipeline. LBPUD also serves 90,000 customers with water with two pressure zones and maintains over 700 miles of sanitary sewer lines.

The summary of the major activities the selected Consultant is expected to perform for this Project are listed below:

• Understanding business needs, data readiness, data gaps, workflow of the GIS data for

LBPUD

• Recommend computer specification for cloud and desktop environments

• Recommend the data model and design the best addresses the current and future needs of the Utility.

• Identify application and tools needed for migration

• Review current data management, such as editing workflows in ArcFM and Attribute

Assistant and plan to migrate them to Attribute/Topology Rules in ArcGIS Pro

• Outline third party integration

• Develop and finalize plan based on previous tasks

• Finalize Utility Network migration and support

• Document data migration mapping plan with data dictionary and Attribute/Topology rules

Please see Exhibit A for complete Scope of Work.

https://longbeachbuys.buyspeed.com/bso/

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Term of Agreement

This agreement will be for a period of two years.

Standard Form of Agreement

The Awarded Consultant will enter into an agreement with LBPUD based upon the contents of the RFP and the Consultant’s proposal. LBPUD’s Agreement is included as Exhibit C.

Proposers shall carefully review the Agreement at Exhibit C, especially in regards to the indemnity and insurance provisions, and include with the proposal a description of any exceptions or changes requested to the standard contract. If there are no exceptions, a statement to that effect shall be included in the proposal. There is no guarantee that the exceptions or changes requested will be accepted. Proposers shall be prepared to state their position, or all requests will be denied.

2. ACRONYMS/DEFINITIONS

For the purposes of this RFP, the following acronyms/definitions will be used:

Agreement/ Contract

Contract specifying the terms and conditions and defining the scope of services to be performed by the Consultant for a specific project, or on a continuing on-call basis.

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

Department Long Beach Public Utilities Department

Evaluation Committee

An independent committee comprised solely of representatives of the City established to review proposals submitted in response to this RFP, score the proposals, and select a Consultant.

LBPUD Long Beach Public Utilities Department

May Indicates something that is not mandatory, but permissible.

OSHA Occupational Safety and Health Administration Consultant/ Proposer

Organization/individual submitting a proposal in response to this RFP.

Public Utilities A government agency that provides energy, sewer, or water services to the public.

RFP Request for Proposal

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

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Should Something that is recommended, but not mandatory. If the Consultant fails to provide recommended information, the City may, at its sole option, ask the Consultant to provide the information or evaluate the proposal without the information.

Subconsultant A third party not directly employed by the Consultant, who will provide services identified in this RFP.

3. SUBMITTAL INSTRUCTIONS

3.1 RFP Timeline (times indicated are Pacific Time)

TASK DATE/TIME

Deadline for submitting questions April 9, 2025 @ 11:00 AM Answers to all questions submitted available April 11, 2025 @ 3:00 PM Deadline for submission of proposals April 21, 2025 @ 11:00 AM

NOTE: These dates represent a tentative schedule of events. The Long Beach Public Utilities Department reserves the right to modify these dates at any time, with appropriate notice to prospective Consultants.

3.2 All inquiries regarding this RFP must be submitted in writing via email to the Utilities Procurement Representative listed on the cover page, by the due date listed in Section 3.1. Responses to the questions will be posted on Long Beach Buys under the RFP title. All Proposers are recommended to visit the abovementioned website on a regular basis as the responses may be posted earlier than the deadline posted in the timeline above.

3.3 The Department will not be responsible for or bound by (1) any oral communication or

(2) any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the Utilities Procurement Representative listed on the cover page.

3.4 Electronic Submittal Instructions

Proposals shall only be submitted electronically via the City’s secure online bidding system Long Beach Buys portal, available at https://longbeachbuys.buyspeed.com/bso/. All required sections of the Proposal must be submitted via the Long Beach Buys portal. Proposers must be registered with Long Beach Buys in order to submit a proposal. Registration can be complete at https://longbeachbuys.buyspeed.com/bso/. Registration is free for all Consultants and is required in order to respond to opportunities with the Long Beach Public Utilities Department.

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If you have any questions regarding Long Beach Buys, please visit City of Long Beach Department of Financial Management Purchasing Division website at:

http://www.longbeach.gov/finance/business-info/purchasing-divisrion/ for additional information.

Technical support for Long Beach Buys is available by email at LBPurchasing@longbeach.gov, or by phone at (562) 570-6200 during normal business hours (8am-5pm PT Monday through Friday) or by submitting an Issue Reporting Form which can be completed at the following link:

https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u&w dLOR=c713C83D7-4896-4449-9834-FB4A3401C10C

3.5 Proposals must be received by the due date listed in Section 3.1, Pacific Time. It is Consultant's sole responsibility to ensure that their proposal is received on the City’s Long Beach Buys portal prior to the scheduled closing time for receipt of proposals.

Other means of submission will NOT be considered unless otherwise authorized.

Proposals received after the closing time specified in the RFP will not be considered.

Consultants may submit their proposal any time prior to the submittal deadline.

3.6 Electronic proposals are not accessible and cannot be viewed by LBPUD until the deadline date and time. If a Proposer needs to withdraw their bid, the Proposer may do so any time before the proposal deadline, by going back into the City’s Long Beach Buys portal and selecting “withdraw”.

3.7 Proposals shall be presented in a format that corresponds to, and references sections as detailed in Section 4, Response Requirements.

3.8 Proposals must be signed by the individual(s) legally authorized to bind the Consultant.

3.9 If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the proposal and specific references made to the tab, page, section and/or paragraph where the supplemental information can be found.

3.10 Consultants are encouraged to carefully review this RFP, particularly Section 4, Response Requirements, and the RFP Checklist in Exhibit D prior to preparation of the proposal. A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

3.11 LBPUD reserves the right to reject any or all proposals. LBPUD will select the

Consultant who appears most likely to provide the services under the conditions that would be in the best interest of the LBPUD. LBPUD reserves the right to verify all information submitted in the proposal.

http://www.longbeach.gov/finance/business-info/purchasing-divisrion/ mailto:LBPurchasing@longbeach.gov https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C

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3.12 LBPUD reserves the right to amend the RFP or issue to all Consultants a Notice of

Amendment to address questions for clarification.

3.13 Consultant may modify or amend its proposal only if LBPUD receives the amendment prior to the deadline stated herein for receiving proposals. Alterations, modifications or variations to a proposal may not be considered unless authorized by this RFP or by addendum or amendment.

3.14 LBPUD reserves the right to waive informalities and minor irregularities in proposals received.

3.15 Proposals must include any and all proposed terms and conditions and the Consultant’s standard contract language. The omission of these documents may render a proposal non-responsive.

3.16 If Consultant forms a joint venture, a copy of the joint venture agreement will be requested if Consultant is selected for award. Do not submit the joint venture agreement with the proposal.

3.17 Pre-contractual expenses are not to be included in the Cost Proposal for services. Pre-contractual expenses are defined as expenses incurred by the Consultant in; a) preparing its proposal in response to this RFP; b) submitting that proposal to LBPUD;

c) negotiating with LBPUD any matter related to the Consultant’s proposal; and d) any other expenses incurred by the Consultant prior to the date of award and execution, if any, of the Contract.

4. RESPONSE REQUIREMENTS

By submitting a proposal, Consultant represents that it:

• Has thoroughly examined and become familiar with the RFP.

• Is capable of performing in accordance with the RFP.

• Acknowledges that its RFP is valid for 90 days and the RFP cannot be withdrawn within that time.

The following information requested will be used to evaluate the Consultant’s proposal based on the criteria outlined in Section 5, Evaluation of Proposals. Consultants may be deemed non-responsive, if they do not respond to all items listed in A through M, below.

Proposals must be prepared simply and economically, providing a straightforward, concise description of methodology and approach to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis.

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Organize and present Proposal in a neat and logical format, relevant to these services.

Consultant’s proposal shall be clear, accurate and comprehensive. Excessive or irrelevant materials will not be favorably received.

Proposals shall use a 10-point minimum font size, (maximum of 60 pages) including transmittal/offer letter and resumes of key people, but excluding Index/Table of Contents, tables, charts, and graphic exhibits. The purpose of these restrictions is to minimize the costs of proposal preparation and to ensure that the response to the RFP is fully relevant to the project.

Proposal shall be organized in separate sections tabbed with corresponding numbers and related headings in the order presented below:

A. Executive Summary Letter B. Validity of Proposal C. Statement of Compliance D. Certificate of Insurance E. Experience / References F. Staffing and Key Personnel G. Primary Consultant Information H. Subconsultants I. Work Plan/Methodology J. LBPUD Supplied Items/Service K. Cost Proposal/Fee Schedule L. Financial Information M. RFP Checklist Attachments (Exhibit D)

A. Executive Summary Letter

This letter shall be a brief formal letter from Consultant that provides information regarding the firm and its ability to perform the requirements of this RFP. Emphasize those aspects of your organization and experiences that distinguish your firm from other firms who may respond to this RFP. The letter must be signed by an individual authorized to bind the proposing entity or by the two corporate officers authorized to bind the proposing entity as set forth in the California Corporations Code and shall identify all materials and enclosures being forwarded in response to this RFP. An unsigned proposal submission may be grounds for rejection.

B. Validity of Proposal

The Proposal shall be signed by an individual authorized to bind the Consultant and shall contain a statement that the proposal is a firm offer for a 90-day period.

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C. Statement of Compliance

Submit herein Attachment I, Certification of Compliance. Include either a statement of compliance with all parts of this RFP (terms and conditions, scope of services, sample agreement, etc.) or a listing of exceptions. The listing of exceptions must include:

suggested rewording; reasons for submitting the proposed exception; and any impact the proposed exception may have on the services to be provided, and suggested changes.

D. Certificate of Insurance

The Consultant shall furnish with the proposal proof of the following minimum insurance coverage as shown in the attached Sample Consultant Agreement (Exhibit C). These minimum levels of coverage are required to be maintained for the duration of the project.

E. Experience / References

Describe the qualifications of the firm, key staff and subconsultants that will perform on the project. The Consultant and subconsultant qualifications shall be based on projects (less than ten) within the past five years that are similar in scope and size. The Consultant and subconsultants shall demonstrate competence to perform these services. The projects listed should be those that the key staff named for this project were responsible for performing services. Information shall include:

a) Names of key staff that participated on named projects and their specific responsibilities.

b) The client’s name, contact person, addresses, and telephone numbers.

c) A brief description of type and extent of services provided.

d) Completion dates (estimated, if not yet completed).

e) Total costs of the projects.

f) Include any benefits the Team made to the project such as recommendations for condition assessment strategies.

F. Staffing and Key Personnel

The purpose of this section is to describe the organization of the project team including subconsultants and key staff. A project manager shall be named who shall be the prime contact and be responsible for coordinating all activities with LBPUD. A team organization chart including an organization diagram shall be submitted showing all key team members and illustrating the relationship between LBPUD, the project manager, key staff, and subconsultants. There shall be a brief description of the role and responsibilities of all key staff and subconsultants identified in the team organization, their specific work tasks and activities, and concepts for conducting the work.

There should also be included in the section brief resumes of key personnel who will provide these services demonstrating their qualifications and experience. Resumes should highlight education, experience, licenses, certifications, relevant experience, specific

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G. Primary Consultant Information

Consultant must provide a company profile. Information provided shall include:

• Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation. An out-of-state Consultant must register with the State of California Secretary of State before a contract can be executed (https://bizfileonline.sos.ca.gov/search/business). See Attachment VI.

• Location of the company offices.

• Location of the office servicing any California account(s).

• Number of employees both locally and nationally. Specify the number of full-time and part-time employees residing in Long Beach.

• Location(s) from which employees will be assigned.

• Name, address and telephone number of the Consultant’s point of contact for a contract resulting from this RFP.

• Company background/history and why Consultant is qualified to provide the services described in this RFP.

• Length of time Consultant has been providing services described in this RFP to the public and/or private sector. Please provide a brief description.

• Resumes for key staff to be responsible for performance of any contract resulting from this RFP

H. Subconsultants

Consultant shall submit herein a list of any subconsultants they intend to contract with to meet the requirements of this RFP.

Does this proposal include the use of subconsultants?

Yes ______ No ______ Initials _______

If “Yes”, Consultant must:

1. Identify specific subconsultants and the specific requirements of this RFP for which each proposed subconsultants will perform services.

2. Provide the same information for any subconsultants as is indicated in section F.

Primary Consultant Information Section.

3. References must also be provided for any proposed subconsultants.

4. LBPUD requires that the awarded Consultant provide proof of payment of any subconsultants used for this service. Proposals shall include a plan by which LBPUD will be notified of such payments.

5. Primary Consultant shall not allow any subconsultant to commence work until all insurance required of subconsultant is obtained.

https://bizfileonline.sos.ca.gov/search/business

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

I. Work Plan/Methodology

A description of the work program shall be included in this section. It should explain the technical approach, methodology, and specific tasks and activities that will be performed and designed to address the specific issues and work items identified in the RFP. It should also include a discussion of constraints, problems, and issues that should be anticipated during the contract, and suggestions for approaches to resolving them.

Additionally, state in what ways and for what reasons the proposal deviates from the scope of work as presented by LBPUD.

A project schedule shall be included which identifies how the Consultant envisions the work to progress, indicating the time frame for completing each task contained within the scope of work. This shall be provided to determine how the Consultant understands the project and durations of work.

J. Long Beach Public Utilities Department Supplied Items/Services

Consultant shall identify herein any items, services, or requirement necessary for successful completion of this service that LBPUD must provide for Consultant.

K. Cost Proposal/Fee Schedule

The Consultant’s fees shall be itemized in accordance with the attached spreadsheet (Attachment VIII) and include cost and billing schedule of current hourly billing rates for each of the specialized engineers and of each support service. In preparing the fee proposal for this project, the Consultant shall take into consideration the following:

a) Compensation for services provided shall be an hourly rate plus reimbursable with an upper limit.

b) A work plan, together with a breakdown of labor hours by employee billing classification, together with the cost of non-labor and subconsultant services shall be included with the fee proposal. The labor breakdown shall be compiled by project tasks and be based on a listing of work tasks that correlates with the Consultant’s defined scope of work for the project proposal. This information will be used by LBPUD staff to evaluate the reasonableness of the fee proposal and may be used in negotiating the final fee amounts for the contract agreement.

c) The Consultant’s standard billing rates for all classifications of staff likely to be involved in the project shall be included with the fee proposal along with the costs for any non-labor expenses and subconsultants.

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d) Miscellaneous expenses should include only those expenses that are normally not covered by the Consultant’s overhead rates.

Allowables:

• Copying & postage

• Certain mileage & travel expenses

• Items requested by LBPUD

• Outside services

Nonallowable:

• Computer charges

• Cost of telephone or facsimile equipment

• Health & Safety programs

• Administration charges

e) The Consultant shall not exceed the upper limit without prior approval from the

LBPUD.

f) The Consultant shall submit their fee proposal in both a PDF and Excel formats.

L. Financial Information

If selected, Consultant may be requested to submit a complete financial statement for the two most recent years, prepared in accordance with generally accepted accounting principles. The financial statement must include a balance sheet and income statement.

Consultant must be prepared to substantiate all information shown. Consultant must indicate herein Consultant’s willingness to provide this information.

M. RFP Checklist Attachments

Submit herein all required documents as specified in Exhibit D, RFP Checklist, Attachments section.

5. EVALUATION OF PROPOSALS

Proposals shall be evaluated on the basis of the responses to all questions and requirements in this RFP. The evaluation of a Consultant’s ability to provide the required services will be based on the written material submitted and any interviews, presentations and proficiency testing that may be required of the Consultant. Each proposal will be competitively evaluated on its strengths and weaknesses against the following criteria listed below.

5.1 The following criteria will be used in evaluating the proposals using a point value system based on the items indicated below.

a) Understanding of the project requirements.

b) Qualifications and experience of the project manager, other key individuals, and subconsultants.

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c) Results of reference checks. Reference checks will only be conducted for a short list of firms or the top-rated firm.

d) Clarity of proposal.

e) Compliance with proposal requirements.

f) Fees and Schedules.

CATEGORY POINTS

1. APPROACH 40

Operational Approach & Management Work Methodology (including adherence to schedule) Staffing Levels Related to Contract Requirements Clarity of Proposal

2. EXPERIENCE 30

Regulatory Compliance (adherence to relevant regulations and standards) Compliance with Proposal Requirements Performance on Like-Sized/Similarly-Scoped Contracts/References Financial Stability Staff Expertise & Availability (qualifications and readiness)

3. PRICE 30

Reasonableness of Cost (overall cost structure and value for money)

TOTAL POSSIBLE SCORE: 100 Points

LBPUD may elect to interview a short list of qualified firms or to interview only the top-rated firm based on the proposals submitted for the project.

5.2 Proposals will be evaluated by the committee to ensure compliance with submission guidelines, response criteria, and minimum requirements. Proposals that fail to meet the minimum requirements may be considered non-responsive and disqualified from further consideration. LBPUD reserves the right to request clarification on any terms or conditions from prospective Consultants.

5.3 The Department reserves the right to award contracts to multiple Consultants.

5.4 LBPUD shall not be obligated to accept the lowest priced proposal but shall make an award in the best interests of LBPUD after all factors have been evaluated.

5.5 Proposals will become public record after a contract award is submitted to the Board of

Public Utilities Commissioners or designee for approval, unless the proposal or specific

GEOGRAPHIC INFORMATION SYSTEMS (GIS) UTILITY NETWORK MIGRATION RFP 14 | P a g e parts of the proposal can be shown to be exempt by law. Each Consultant may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Consultant thereby agrees to indemnify and defend LBPUD for honoring such a designation. The failure to label any information that is released by LBPUD shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

5.6 Proposals that 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.

5.7 LBPUD may also contact the references provided; contact any Consultant to clarify any response; contact any current users of a Consultant’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.

5.8 Selected Consultant(s) will be notified in writing. Any award is contingent upon the successful negotiation of final contract terms.

5.9 Any contract resulting from this RFP shall not be effective unless and until approved by the City of Long Beach Board of Public Utilities Commissioners or designee.

6. NEGOTIATIONS

Negotiations regarding agreement terms, conditions, scope of work, and pricing may begin at the time the selected Consultant(s) is notified in writing. Negotiations regarding agreement terms, conditions, scope of work, and pricing may begin at this time. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless and until an agreement is reached. If satisfactory agreement provisions cannot be reached, then negotiations may be formally terminated. LBPUD reserves the right to negotiate with another firm submitting a Proposal or withdraw the RFP.

7. BASIS OF AWARD

Any Agreement resulting from this RFP will be awarded to the Consultant whose proposal is most advantageous to the Department as defined by their total evaluation score, interview results, and the outcome of the final negotiations.

LBPUD may award a single contract embracing all RFP services or separate contracts each embracing one or more RFP service or include or exclude RFP services from the Contract if LBPUD believes it is in their best interest.

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

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8. COMMENCEMENT OF SERVICES

The services requested in this RFP will commence upon issuance of a Notice to Proceed.

9. ASSIGNED REPRESENTATIVES

LBPUD will assign a responsible representative to administer the contract, and to assist the Consultant in obtaining information. The Consultant shall assign a responsible representative (project manager) who will be identified in the proposal. The Consultant’s representative will remain in responsible charge of the Consultant’s duties from the Notice to Proceed through project completion. Any substitution of representatives or subconsultants identified in the proposal shall first be approved in writing by LBPUD’s representative. LBPUD reserves the right to review and approve or disapprove all key staff and subconsultant substitutions or removals and may consider such changes which are not approved to be a breach of contract.

10. LEGAL DISCLOSURE

Consultant shall disclose claims made by it or any of its owners against the LBPUD, the City or any other public agency over the previous five (5) years, and may provide relevant detail regarding each claim. The Consultant shall disclose all pending claims and litigation to which it is a party, including the case number, jurisdiction, and current status of the action.

Each Consultant 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 that involves the Consultant or in which the Consultant has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. LBPUD reserves the right to reject any proposal based upon the Consultant’s prior history with the Department 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.

11. CONFLICT OF INTEREST

Consultant represents and warrants that no City employee whose position in the City enables him/her to influence the award of the Contract or any competing Contract, and no spouse or economic dependent of such employee is or shall be employed in any capacity by the Consultant herein, or does or shall have any direct or indirect financial interest in this Contract.

12. ADDENDUM (IF APPLICABLE)

During the advertising period an addendum may be issued, which includes changes and/or additions to the original RFP. Consultants shall acknowledge the receipt of the addendum by signing and returning with their proposal. Proposers that do not include a posted Addendum with their proposal may be deemed non-responsive and their proposal may be rejected.

Addendum submittal may not be accepted after the RFP due date.

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Addendums will be posted online at https://longbeachbuys.buyspeed.com/bso/ under the RFP number and via email request to Utilities Procurement Representative listed on the cover page.

13. FUTURE AMENDMENTS

The LBPUD reserves the right to change any portion of the work required, add/or delete services or amend such other terms and conditions, which may become necessary. Any such revisions shall be accomplished by an amendment to the Contract approved by LBPUD and executed by the Consultant and LBPUD.

14. BUSINESS LICENSE

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. For more information, go to www.longbeach.gov/finance/business_license.

In accordance with Municipal Code (Section 3.80.210) a business license is required under the following conditions:

(a) If you are providing a service in Long Beach, CA

(b) If you are providing and delivering a product in Long Beach, CA

For more information, contact the Business License Section at 562-570-6211 or by e-mail to lbbiz@longbeach.gov.

Long Beach Business License Number:

(Only Required Upon Notification of Award)

Awarded Consultant(s) must have a valid Long Beach Business License prior to contract execution. At the time of Quote submittal, a Long Beach Business License is not mandatory;

however, if the Consultant has already filed, information may be submitted above.

The undersigned hereby declares that the Consultant has a valid State of California Consultant's License sufficient to qualify as a Consultant in this case and a current City of Long Beach Business License; and will obtain all required permits.

California Consultant's License No.:

Expires: ___________________________ Classification: ______________________ http://www.longbeach.gov/finance/business_license mailto:lbbiz@longbeach.gov

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15. MEETING AND TRAINING SESSIONS

Upon request, the Consultant, or its appropriate representative, shall attend meetings and training sessions, as deemed necessary by LBPUD, for the purposes of orientation, information, amendments to the Contract, and description of City policies and procedures.

Meetings and training sessions may be held in-person or virtually.

16. COST

The Cost Proposal is to be a separate document but shall be submitted together.

16.1. Proposer shall provide pricing for the services on the attached list that may be required during the term of the agreement.

16.2. Pricing must include all labor, equipment, materials, and supplies, in order to fully satisfy the Scope of Work/Requirements of this Request for Proposals.

16.3. Proposer must provide detailed fixed prices, including all costs associated with the responsibilities and related services indicated herein. Clearly specify the nature of expenses anticipated and the amount of each category for expenses.

16.4. LBPUD will not consider payment or reimbursement for any cost/fees/expenses not included in Proposer proposal. Proposer must itemize any cost/fees/expenses that Proposer may request reimbursement or payment.

16.5. The cost proposal shall include and specify the Proposer’s labor, indirect costs, and any subconsultant costs. The cost proposal shall relate in such a way that LBPUD can understand the hours, costs, and work associated with each team member.

16.6. The fee to be paid to the Proposer will be made at the Proposer’s established billable rates for the staff hours and expenses actually accrued in producing the required services, up to a maximum fee to be established through negotiations.

16.7. Billable rates shall not include mark-ups on reimbursable items; no additional payment will be made for those items. LBPUD will neither reimburse the Awarded Consultant for mileage, nor for the use of computer equipment.

16.8. All subconsultant fees and costs shall not include mark-ups and will be reimbursed on an actual-cost basis. LBPUD will not reimburse for a subconsultant’s mileage, office supplies, overhead expenses, or for the use of computer equipment.

16.9. Primary consultant shall not allow any subconsultant to markup expenses, nor shall the Primary Consultant markup subconsultant fees or out of pocket expenses. LBPUD shall only pay for subconsultant’s reimbursable expenses on an actual-cost basis.

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16.10. The City does not warrant or guarantee that the total contract amount will be reached or that any specific amount of work will be authorized during the term of the agreement.

17. BILLING & INVOICING

17.1. Consultants shall include a sample of invoices for Base and Supplemental Work with their proposal.

17.2. Invoices shall encompass charges to reflect all services performed in the preceding month.

17.3. A separate invoice shall be submitted for each approved Supplemental Work service approved and provided. The invoice for Supplemental Work shall show the exact location of the work, including the name and location, with a brief description of work performed. The invoice shall include an itemized list of the costs associated with the task, including any supplies used with their unit price, as well as total cost and labor, provided the labor is chargeable to this Supplemental Work. Invoices for Supplemental Work must be submitted weekly.

17.4. The Consultant shall submit invoices to the LBPUD Accounts Payable, 1800 E. Wardlow Rd., Long Beach, CA 90807, or WaterFinance@LBWater.org.

17.5. LBPUD will pay invoices in due course, usually no more than thirty (30) days after receipt of the invoice, providing that all work performed during the preceding month has been in accordance with the Specifications, inspected and accepted by LBPUD, and that applicable documentation has been submitted in accordance with the Contract.

17.6. Monthly statements shall be itemized as to work actually performed per month.

18. RECORD RETENTION, INSPECTION AND AUDIT

18.1. City, State and Federal representatives shall have access to and the right to examine, audit, excerpt, copy or transcribe any pertinent transaction, activity, time card, or other records relating to work hereunder. The Consultant shall retain such material, including all pertinent costs, accounting, financial records and proprietary data, for a period of five

(5) years after termination or expiration of the Contract.

18.2. The LBPUD shall have the right to conduct, at any reasonable time, an audit and re -audit of the books, records, and business conducted by the Consultant, and observe the operation of the business so that accuracy of the above records and any of the Consultant's invoices for services provided can be confirmed. LBPUD reserves the right to require the Consultant to provide additional reports and recordkeeping processes as LBPUD deems reasonable in order to verify the Consultant's services and invoices for same. All information obtained in connection with LBPUD inspections of records or audit shall be treated as confidential information and exempt from public disclosure thereof to the extent possible under the law.

mailto:WaterFinance@LBWater.org

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18.3. If authorized representatives of LBPUD conduct an audit of the Consultant regarding the services provided hereunder and if such audit finds that LBPUD liability for such services is less than the payments made by LBPUD to the Consultant, then, at LBPUD discretion, either 1) the Consultant shall immediately repay to LBPUD the overpayment, or (2) LBPUD will give to the Consultant credit against any future payments due to the Consultant.

19. RIGHTS IN TECHNICAL DATA

If the scope of work requires the production of technical data, no material or data prepared by the Consultant under this RFP is to be released by the Consultant to any other person or entity except as necessary for the performance of the Work. The originals of all letters, documents, reports and other products and data produced under this RFP shall become the property of LBPUD without restriction or limitation on their use and shall be made available upon request to LBPUD at any time. Original copies of such shall be delivered to LBPUD upon completion of the Work or termination of the Work. Consultant shall be permitted to retain copies of such items for the furtherance of its technical proficiency; however, publication of this material is subject to the prior written approval of LBPUD. The provisions of this paragraph shall survive termination or expiration of the Agreement and/or final payment thereunder.

20. OWNERSHIP OF REPORTS AND DOCUMENTS

If the scope of work requires the production of written materials, the originals of all letters, documents, reports and other products and data produced under this Agreement shall be delivered to and become the sole and exclusive property of LBPUD. Copies may be made for Consultant’s records but shall not be furnished to others without prior written authorization from LBPUD. Such deliverables shall be deemed works made for hire, and all rights in copyright therein shall be retained by LBPUD.

21. DEFAULT BY CONSULTANT

21.1. In case of default by Consultant, LBPUD reserves the right to procure the articles or services from other sources and to hold the Consultant responsible for any excess costs occasioned to LBPUD thereby.

21.2. The Contract may be terminated by LBPUD without liability for damages when in the

LBPUD’s opinion the Consultant is not diligently performing the work or otherwise not complying in good faith with the Contract, the work requested is not performed/or finished within the time period specified, Consultant has become insolvent, has assigned or subcontracted any part of the work without the consent of LBPUD, or has otherwise defaulted in performance of the Contract.

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22. CHANGES IN SERVICE/ ADDITIONAL WORK

If LBPUD determines that additional work can be performed by Awarded Consultant's present work force, LBPUD may modify Awarded Consultant's tasks in order to compensate Awarded Consultant for performing said work. Prior to performing any additional work, the Awarded Consultant shall prepare and submit a written description of the work with a quote for such work. No work shall commence without the prior written authorization of LBPUD.

Notwithstanding the above authorization, when a condition exists where there is imminent danger of injury to the public or damage to property, LBPUD may verbally authorize the work to be performed upon receiving a verbal estimate from the Awarded Consultant. However, within twenty-four (24) hours after receiving a verbal authorization, the Awarded Consultant shall submit the written quote to LBPUD for written approval.

Additional work not listed herein may be requested. All additional work as provided for herein shall commence on the date established by LBPUD, and the Awarded Consultant shall proceed diligently to complete said work within the time allotted.

LBPUD reserves the right to bid separately, outside the scope of this RFP, for “Additional Work” and “Specialty Functions.” There is no guarantee that LBPUD will request the Consultant to perform any “Additional Work” or “Specialty Functions.” Awarded Consultant must not rely on receiving a request from LBPUD for additional work or specialty functions in preparing and submitting an RFP.

23. OTHER CONTRACTS

LBPUD shall have the right to award to other consultants for additional services similar to Services provided under this Contract, and the Awarded Consultant shall fully cooperate with such other consultants and shall fit its own schedule to that provided under other contracts.

The Awarded Consultant shall have no claim against LBPUD for additional payment due to delays or other conditions created by the operation of other consultants. LBPUD shall decide the respective rights of the various consultants in order to secure completion of the Services.

24. WAIVER

Any waiver by LBPUD of any default of any one or more of the terms, covenants, or conditions of the Contract shall not be construed to be a waiver of any subsequent or other default of the same or of any other term, covenant, or condition, nor shall failure on the part of LBPUD to require exact and complete compliance with any of the terms, covenants or conditions be construed as in any manner changing the terms of the Contract or stopping LBPUD from enforcing the full provisions thereof. No delay, failure, or omission of LBPUD to exercise any right, power, privilege or option arising from any default, nor any subsequent payments made by LBPUD then thereafter shall impair any such right, power, privilege or option, or be construed as a waiver of or acquiescence in such default or as a relinquishment of any right.

No notice to the Consultant shall be required to restore or revive "time is of the essence" after the waiver by LBPUD of any default. No option, right, power, remedy or privilege of LBPUD shall be construed as being exhausted by the exercise thereof in one or more instances. The

GEOGRAPHIC INFORMATION SYSTEMS (GIS) UTILITY NETWORK MIGRATION RFP 21 | P a g e rights, powers, options and remedies given LBPUD hereunder shall be cumulative. Except as otherwise provided herein, when either party has knowledge that any actual or potential situation is delaying or threatens to delay timely performance that party shall, within five (5) days, give notice hereof including all relevant information with respect thereto, to the other party.

25. DISCLAIMER

This RFP does not commit LBPUD to award a contract or to pay any costs incurred in the preparation of the proposal. LBPUD reserves the right to extend the due date for the proposal, to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified Consultant, or to cancel this RFP in part or in its entirety. LBPUD may require that the selected Consultant participate in negotiations and submit a revised fee or prepare other revisions to their proposals as a result of negotiations.

26. LOCAL PREFERENCE

In order to help support the success of businesses in Long Beach, the City of Long Beach has a local preference provision.

In bids for materials, equipment, supplies and nonprofessional services, Long Beach-based businesses meeting the criteria set forth will have five extra credit points applied to their score.

An additional five points will also be added to local businesses with a brick-and-mortar location, i.e. operating from a non-residential location.

It has been determined that the local preference is applicable to this Request for Proposal.

(The local preference does not apply to bids 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. This section shall not apply to purchases made pursuant to Section 1801 and 1807 of the City Charter and to bids for public works, as that term is defined in Section 1720(a) of the California Labor Code.)

To qualify for the local preference, eligible bidders must attach copies of the following documents to their bid package:

1. A current, valid business license from the City of Long Beach showing a place of business within the city limits; and

2. A current, valid seller’s permit (also known as a sales tax permit) showing a place of business within the city limits, if applicable.

27. TERMS, CONDITIONS AND EXCEPTIONS

27.1. The awarded Consultant will be the sole point of contract responsibility. LBPUD will look solely to the awarded Consultant for the performance of all contractual obligations