CNG Tank Inspection and Certifications for Vehicles Checklist

REQUEST FOR BID
CITY OF LOS ANGELES BID NUMBER: 13168
HARBOR DEPARTMENT
(SHOW THIS NUMBER ON ENVELOPE)
BID DUE BEFORE 2:00 PM ON: SEPTEMBER 3, 2026
SHIP TO / JOBSITE:
SUBMIT BID TO:
PORT OF LOS ANGELES
LOS ANGELES HARBOR DEPARTMENT
CONSTRUCTION & MAINTENANCE
PURCHASING OFFICE, 1ST FLOOR
BERTH 161
500 PIER STREET
500 PIER A STREET
WILMINGTON, CA 90744
WILMINGTON, CA 90744
OFFICE HOURS:
7:30 a.m. - 4:30 p.m.
MONDAY - FRIDAY (EXCLUDING HOLIDAYS)
Buyer: Leticia Caldera, Procurement Analyst (310) 732-3890
ALL ITEMS REQUESTED MAY BE QUOTED AS OR EQUAL
Item Quantity Unit DESCRIPTION Unit Price Extension
BIDS are requested for the annual requirements of the Los Angeles Harbor Department for the
following, to be furnished and delivered as may be required during a one-year period from effective
date of the agreement: CNG TANK INSPECTIONS AND CERTIFICATIONS FOR VEHICLES
NOTE: Inspection includes, but is not limited to, the following equipment list:
MAKE MODEL YEAR
Ford Pickup Truck, F-150 2004
GMC Pickup Truck, 2500 2005
Honda Sedan, Civic 1998-2008
Freightliner Truck, FL-70 2000
Ford Van, E-350 2000-2008
International Tractor, DF597 2002
Time of delivery: ___________________ days after receipt of order: Terms ______________________% discount ____________ days.
Affirmative Action - An approved AA plan or certification, if not on file, will be required prior to award of contract.
DECLARATION OF NON-COLLUSION: The undersigned certifies (or declares) under penalty of perjury that this quotation is genuine and not sham or collusive, or made in the interest or on behalf of any person, firm or
corporation not herein named; that the bidder has not directly or indirectly induced or solicited any other bidder to put up a sham bid, or any other person, firm or corporation to refrain from bidding, and the bidder has not in
a ny manner sought by collusion to secure to himself any advantages over other bidders.
NOTIFY:
Firm Name _________________________________________________________________________________________________________
N. Wessel
E-26-0103 Mailing Address _____________________________________________________________________________________________________
City State Zip
Phone No. __________________________________________ Fax No. _________________________________________
REMITTANCE ADDRESS - Unless bidder indicates otherwise the City will remit to the above address for items received.
The undersigned hereby agrees to furnish and deliver any or all items of goods or services in accordance with the terms, conditions, specifications, and prices herein
quoted, INCLUDING THE GENERAL CONDITIONS THAT FOLLOWS. THIS BID MUST BE SIGNED.
_____________________________________________________________ __________________________________________________________________
Authorized Signature Print Name and Title
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REQUEST FOR BID
CITY OF LOS ANGELES BID NUMBER: 13168
HARBOR DEPARTMENT
(SHOW THIS NUMBER ON ENVELOPE)
BID DUE BEFORE 2:00 PM ON: SEPTEMBER 3, 2026
INSPECTION CHECKLIST TO INCLUDE (where applicable):
* Cylinder and mounting bracket are clean, free of dirt and ready for examination
* Cylinder installation compliant with applicable regulations (e.g., NFPA-52 or B149.4)
* Minimum 1/2 inch clearance around cylinder when mounted and 3/8 inch from shields
* Rubber mounting pads in place and in good condition
* Cylinder firmly restrained by the brackets (no rocking, looseness or cracks)
* Bolts which secure the brackets to the vehicle are present and tight
* Bracket and strap bolts torqued to proper specifications
* Mounting brackets in good condition (not bent, no deformation)
* Vehicle free of damage where the mounting brackets are attached
* Check bracket-to-vehicle mounting for signs of stress
* Brackets and straps are free of corrosion
* Examine area under the straps
* Any cuts, gouges and abrasions on the cylinder are less than 0.010 inch in depth
* No signs of cylinder exposure to fire or extreme heat
* No signs of cylinder involvement in an accident
* Cylinder is free of impact damage (surface discoloration, cracked resin, chipping, loose fibers)
* Cylinder is free of surface dents
* Cylinder service pressure markings greater than or equal to vehicle service pressure
* Cylinder has not exceeded the marked service life
* For those cylinders enclosed in vehicles, cylinder is properly vented external to the vehicle
* Cylinder is free of rust, corrosion or etching of outer surface
* External paint, composite layer or metal surface is free of bubbles or bulges
* Valves, lines and/or Pressure Relief Device (PRD) assemblies are free of damage
* Valves and PRD are tightly sealed
* Interfaces between the valves or PRD and the container are free of leaks
* PRD is in good condition with no visible extrusion of eutectic material
* PRD is in place
* Fuel and vent lines are properly attached to the vehicle
* Vehicle history (No incidents possibly damaging the cylinder)
* Installation of new inspection sticker
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REQUEST FOR BID
CITY OF LOS ANGELES BID NUMBER: 13168
HARBOR DEPARTMENT
(SHOW THIS NUMBER ON ENVELOPE)
BID DUE BEFORE 2:00 PM ON: SEPTEMBER 3, 2026
SCOPE OF WORK
Successful bidder shall perform annual inspections and certifications required by the Los Angeles
Harbor Department.
1. INSPECTION AND CERTIFICATION
a) Inspection and Certification ............................................ PER UNIT $____________
All labor necessary to gain appropriate access to tank for inspection shall be
included in cost per unit.
2. INCIDENTAL REPAIR
Repairs beyond the inspection and certification shall be agreed upon mutually by vendor and Harbor
Department prior to commencement of repair.
a) Labor....................................................................PER HOUR $____________
b) Parts and Materials
DISCOUNT
Contractor's supplier's invoice plus ________%
MARK-UP
Prices charged the City are based on a Cost Plus Percentage Discount or Mark-Up to
the supplier's net/cost price, as indicated on invoices from the manufacturer, distributor,
sub-supplier, or other supply chain source. Percentage discount or mark-up is to
remain firm for the duration of the contract.
A copy of each manufacturer's, distributor's, sub-supplier's, or other supply chain
source's invoice pertaining to the specific City Sub-Purchase Order shall be submitted
with the contractor's invoice. Failure to submit invoice copies may be considered a
Breach of Contract, and will result in payment delays, or non-payment of the
contractor's invoice.
The "Price Agreement Conditions" herein shall apply to mark-up quoted.
ACCREDITATION / CERTIFICATION
Bidder to state Accreditation and/or Certifications held:
________________________________________________________________________________
________________________________________________________________________________
(Must follow guidelines under CGA C-6.4-2007.)
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REQUEST FOR BID
CITY OF LOS ANGELES BID NUMBER: 13168
HARBOR DEPARTMENT
(SHOW THIS NUMBER ON ENVELOPE)
BID DUE BEFORE 2:00 PM ON: SEPTEMBER 3, 2026
PERFORMANCE OF SERVICE
Contractor shall dispatch inspector to perform inspection, as directed by the Construction &
Maintenance Supervisor, within two (2) working days of request for service.
CERTIFICATION. Certificates of inspections performed on each unit shall be furnished specifying that
the equipment has been inspected and that the unit complies with all applicable regulations and
provisions.
Certification shall be documented on approved forms and in accordance with applicable regulations
indicated above and immediately submitted to the Director of Construction & Maintenance, P.O. Box
786, Wilmington, CA 90748-0786.
ACCREDITATION. The CSA Group is the standards-writing body in the United States for natural gas
appliances and related equipment. Bidders must possess current accreditation from this certification
and testing agency, and provide a copy with the bid.
MISCELLANEOUS PURCHASES. The Harbor Department requests the option to purchase
miscellaneous related parts and supplies, in conjunction with the purchase of items covered by the
contract, under the condition that such items may be purchased in amounts not to exceed $500.00 per
order, per invoice.
Check one: Option Granted Option Not Granted
BIDDER INSTRUCTIONS
REQUEST FOR QUOTATION BIDDER RESPONSIVENESS. To be responsive, bidders shall
complete and return all Quotation documents requested by the Port, including addenda, specifications,
drawings and all forms.
The Purchasing Agent may deem a bidder non-responsive if the bidder fails to provide all Quotation
documents requested by the Port at the Quotation closing date and time.
QUESTIONS. Bidders shall submit questions regarding this RFB no later than one week before the
bid due date. Questions received after this time will not receive a response.
ADDENDA. From time to time, the Harbor Department may deem it necessary to issue an
addendum(s) to modify or cancel a Bid Request. Such addendum(s) will be available on the Port of
Los Angeles internet website - www.portoflosangeles.org and the Regional Alliance Marketplace for
Procurement (RAMP) website - www.rampla.org. It is the responsibility of the bidder to be aware of
and respond to any such addendum(s) before the deadline of the applicable bid request. Failure to do
so may deem the bid non-responsive.
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REQUEST FOR BID
CITY OF LOS ANGELES BID NUMBER: 13168
HARBOR DEPARTMENT
(SHOW THIS NUMBER ON ENVELOPE)
BID DUE BEFORE 2:00 PM ON: SEPTEMBER 3, 2026
BID SUBMITTAL TIMELINESS. Bidders solely are responsible for the timeliness of their submittals.
As such, bidders are cautioned to budget adequate time to ensure that their bids are delivered at the
location designated at or before the deadline set forth above. Bidders are cautioned that matters
including, but not limited to, traffic congestion, security measures and/or events in or around the Harbor
Department, may lengthen the amount of time necessary to deliver the bid, whether the bid is submitted
in person or by mail.
AWARD. The Harbor Department reserves the right to reject any or all Bids, award Bid as a whole,
split award or delete line items, as it may deem necessary, unless otherwise stated herein.
SUPPLIER CONTACT INFORMATION.
Contact Person: __________________________________________________
Title: ___________________________________________________________
Telephone No.: ___________________________________________________
E-Mail Address: ___________________________________________________
24 Hour Contact No.: ______________________________________________
CONTRACTUAL TERMS
PRICE GUARANTEE. (Lines 1 and 2a) Prices are maximum for the period of the contract. In the
event of a price decline, or should you sell the same materials under similar quantity and delivery
conditions to the State of California, or any County, Municipality or Legal District of the State of
California at prices below those specified herein, such lower prices are to be immediately extended to
the Harbor Department.
PRICE AGREEMENT CONDITIONS. (Line 2b) Prices charged the Harbor Department are based on
a percentage discount from Manufacturer's Published Price List. Percentage discount is to remain firm
for the duration of the contract, but said Manufacturer's Price Lists are subject to fluctuation in
accordance with changes as issued by the Manufacturer. Price Lists which are submitted with BID
must be current in effect at time of BID opening and shall not be subject to change for a period of sixty
(60) days after bid opening.
If the prices on the Price List are raised, the Harbor Department reserves the right to accept such raises
or to cancel such items from the contract. The Harbor Department is to be given benefit of any decline
in prices immediately upon the manufacturer's effective date of such decline. Changes in Price List
shall be effective on the date designated on the Price List or upon receipt by the Harbor Department
Purchasing Office, whichever is later. Increases in Price Lists shall not be retroactive.
Specifications and conditions in the BID shall supersede any conflicting conditions in PRICE LISTS.
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REQUEST FOR BID
CITY OF LOS ANGELES BID NUMBER: 13168
HARBOR DEPARTMENT
(SHOW THIS NUMBER ON ENVELOPE)
BID DUE BEFORE 2:00 PM ON: SEPTEMBER 3, 2026
Three (3) additional copies of the Price List(s) will be required to be submitted by the successful bidder
prior to award of a contract. In addition, four (4) copies of any new or revised Price List(s) must be sent
immediately to the Harbor Department Purchasing Officer, 500 Pier A Street, Wilmington, CA 90744.
Price List shall show vendor's name along with the City Contract or Purchase Order Number.
For price verification purposes, the vendor may be asked to provide any of the following to the Harbor
Department: the page number where the price is located, a printout of the web page pricing, the Excel
row number for submitted Excel price lists, and/or a copy of the manufacturer's, distributor's, sub-
supplier's or other supply chain source's quotation.
ESTIMATED EXPENDITURE. Total expenditures under this contract are estimated to be $24,000.00
annually. No guarantee can be given that this total will be reached or that it will not be exceeded.
Vendor agrees to furnish more or less at the unit prices quoted in accordance with actual requirements
throughout the contract period, however, this amount may not be exceeded without prior written
approval from the Director of Contracts & Purchasing and/or the Board of Harbor Commissioners in the
event the amount exceeds $150,000.
TERMINATION FOR NON-APPROPRIATION. The Port's (City's) obligation to pay any amount due
hereunder for any City fiscal years after the current fiscal year is contingent upon the legislative
appropriation of funds for the purpose. The City's fiscal year ends on June 30 of each calendar year.
Accordingly, anything to the contrary notwithstanding, the City may terminate any contract and its future
monetary obligations hereunder, effective as of the end of any fiscal year.
RENEWAL OPTION. (Lines 1 and 2a) State if you will grant the Harbor Department the option to
extend any contract awarded hereunder for a period of one or two additional years from the date of
expiration, under the same terms and conditions, subject only to price changes which can be justified
by increases in vendors costs but not to exceed the percentage stated below. Option(s) granted will
not be considered in awarding contracts.
_________ (YES or NO) Option granted for one additional year at a price increase
not to exceed __________%.
_________ (YES or NO) Option granted for second additional year at a price increase
not to exceed __________% over first option year prices.
It is agreed that if any renewal option granted herein is exercised, the City will notify the contractor prior
to the expiration date. Escalating factors in options will not be automatically granted. Any request for
an increase in price must be substantiated by corresponding increases in vendor's costs, and
submitted, in writing, to the Director of Contracts & Purchasing. No increase will be granted without
prior approval of the Director of Contracts & Purchasing.
RENEWAL OPTION. (Line 2b) State if you will grant the Harbor Department the option to extend any
contract awarded hereunder for a period of one or two years, from the date of expiration, under the
same terms and conditions, and at the same percentage discount off the applicable manufacturer's
price list as stated herein. Option(s) granted will not be considered as a factor in awarding contracts.
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REQUEST FOR BID
CITY OF LOS ANGELES BID NUMBER: 13168
HARBOR DEPARTMENT
(SHOW THIS NUMBER ON ENVELOPE)
BID DUE BEFORE 2:00 PM ON: SEPTEMBER 3, 2026
__________ (YES or NO) Option granted for one additional year.
__________ (YES or NO) Option granted for second additional year.
If any renewal option granted herein is exercised the Harbor Department will so notify the Contractor,
in writing, prior to the expiration date.
AUTHORIZED DISTRIBUTOR/DEALER. Bidder must indicate if it is an authorized factory distributor/
dealer for the manufacturer being quoted (please initial).
Yes: __________ No: __________
If bidder is not an authorized distributor/dealer, the bidder shall submit with its Quotation a formal Letter
of Certification from the manufacturer, stating that the manufacturer will honor any warranty claims by
the City for equipment, parts, and/or materials provided by the bidder.
The manufacturer will be responsible for any default of the supplier that is not corrected by the supplier
in a timely and efficient manner. This responsibility includes replacing incorrect or defective parts,
trouble shooting, and correcting problems that are traceable to the manufacturer.
NEW AND UNUSED. The equipment furnished shall be new and unused, current model.
WARRANTY. Terms of warranty on equipment offered. Free PARTS & SERVICE (LABOR) for
defective parts and workmanship for the following time period after equipment has been accepted:
___________________________________________
MATERIAL, EQUIPMENT, SERVICE
SPECIFICATION CHANGES. If provisions of the Specifications preclude bidder from submitting bid,
the bidder may request in writing that the specifications be modified. Such request must be received
by the Purchasing Officer at least five (5) working days before bid opening date. All bidders will be
notified by Addendum of any approved changes in the specifications.
INSURANCE REQUIREMENTS
INDEMNIFICATION AND INSURANCE
Indemnification
Except for the sole negligence or willful misconduct of the City, or any of its Boards, Officers, Agents,
Employees, Assigns and Successors in Interest, Vendor undertakes and agrees to defend, indemnify
and hold harmless the City and any of its Boards, Officers, Agents, Employees, Assigns, and
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REQUEST FOR BID
CITY OF LOS ANGELES BID NUMBER: 13168
HARBOR DEPARTMENT
(SHOW THIS NUMBER ON ENVELOPE)
BID DUE BEFORE 2:00 PM ON: SEPTEMBER 3, 2026
Successors in Interest from and against all suits and causes of action, claims, losses, demands and
expenses, including, but not limited to, attorney's fees (both in house and outside counsel) and cost
of litigation (including all actual litigation costs incurred by the City, including but not limited to, costs
of experts and consultants), damages or liability of any nature whatsoever, for death or injury to any
person, including Vendor's employees and agents, or damage or destruction of any property of either
party hereto or of third parties, arising in any manner by reason of the negligent acts, errors, omissions
or willful misconduct incident to the performance of this Purchase Order by Vendor or its
subcontractors of any tier. Rights and remedies available to the City under this provision are
cumulative of those provided for elsewhere in this Purchase Order and those allowed under the laws
of the United States, the State of California, and the City.
Acceptable Evidence and Approval of Insurance
Electronic submission is the required method of submitting Vendor's insurance documents.
KwikComply is the City's online insurance compliance system, designed to be used primarily by
insurance brokers and agents as they submit client insurance certificates directly to the City. It uses
the standard insurance industry form known as the ACORD 25 Certificate of Liability Insurance in
electronic format. The advantages of KwikComply include standardized, universally accepted forms,
paperless approval transactions (24 hours, 7 days per week), and security checks and balances.
Vendor's insurance broker or agent shall obtain access to KwikComply at https://kwikcomply.org/ and
follow the instructions to register and submit the appropriate proof of insurance on Vendor's behalf.
Policy Copies
Upon request by City, Vendor must furnish copy of binder of insurance and/or full certified policy of
any insurance policy required herein. Such request may occur outside of termination and/or expiration
date of this contract.
PRIMARY COVERAGE
The coverages submitted must be primary with respect to any insurance or self insurance of the City
of Los Angeles Harbor Department. The City of Los Angeles Harbor Department's program shall be
excess of this insurance and non-contributing.
If the Vendor maintains higher limits than the minimums shown below, the City requires and shall be
entitled to coverage for the higher limits maintained by the Vendor. Any available insurance proceeds
in excess of the specified minimum limits of insurance and coverage shall be available to the City.
ADDITIONAL INSURED
The City of Los Angeles Harbor Department, its officers, agents, and employees must be included as
additional insureds in applicable liability policies to cover the City of Los Angeles Harbor Department's
vicarious liability for the acts or omissions of the named insured. Such coverage is not expected to
respond to the active negligence of the City of Los Angeles Harbor Department.
NOTICE OF CANCELLATION
By terms of the contract, the contracting company agrees to maintain all required insurance in full
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REQUEST FOR BID
CITY OF LOS ANGELES BID NUMBER: 13168
HARBOR DEPARTMENT
(SHOW THIS NUMBER ON ENVELOPE)
BID DUE BEFORE 2:00 PM ON: SEPTEMBER 3, 2026
force for the duration of the contract with the City of Los Angeles Harbor Department. For each
contractually required insurance, the Vendor shall give to the Board of Harbor Commissioners a 10-
days prior notice of cancellation or reduction in coverage for nonpayment of premium, and a 30-days
prior notice of cancellation or reduction in coverage for any other reason, by written notice via
registered mail and addressed to the City of Los Angeles Harbor Department, Attention: Risk Manager
and the City Attorney's Office, 425 S. Palos Verdes Street, San Pedro, California 90731.
RENEWAL
When an existing policy is timely renewed, you are encouraged to submit your renewal policy as soon
as it is available to KwikComply. All renewals must continue to meet the policy conditions listed above.
As a courtesy, Risk Management sends notifications of expiring or expired insurance. However, it is
the responsibility of the contracting company to ensure evidence of insurance remains effective for
the duration of the contract.
For further clarification on Insurance procedures, coverage information and documentation please go
to http://www.portoflosangeles.org/business/risk.asp.
Vendor will be required to furnish, at its own expense and within TEN (10) days of notification of
pending award, proof of insurance, in accordance with the types and in the minimum limits shown
below:
NOTE
FAILURE TO SUBMIT PROOF OF INSURANCE WITHIN (10) DAYS UPON RECEIPT OF NOTICE
OF INTENT TO AWARD WILL DEEM THE BIDDER NON- RESPONSIVE AND THE PROSPECTIVE
AWARD MAY BE CANCELLED.
General Liability Insurance
Vendor shall procure and maintain in effect throughout the term of this Purchase Order, without
requiring additional compensation from the City, commercial general liability insurance covering
personal and advertising injury, bodily injury, and property damage providing contractual liability,
independent contractors, products and completed operations, and premises/operations coverage
written by an insurance company authorized to do business in the State of California rated VII, A- or
better in Best's Insurance Guide (or an alternate guide acceptable to City if Best's is not available)
within Vendor's normal limits of liability but not less than ONE MILLION Dollars ($1,000,000.00)
combined single limit for injury or claim. Said limits shall provide first dollar coverage except that
Executive Director may permit a self-insured retention or self-insurance in those cases where, in his
or her judgment, such retention or self-insurance is justified by the net worth of Vendor. The retention
or self-insurance provided shall provide that any other insurance maintained by the Harbor Department
shall be excess of Vendor's insurance and shall not contribute to it. In all cases, regardless of any
deductible or retention, said insurance shall contain a defense of suits provision and a severability of
interest clause. Additionally, each policy shall include an additional insured endorsement (CG 2010 or
equivalent) naming the City of Los Angeles Harbor Department, its officers, agents and employees as
Primary additional insureds.
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REQUEST FOR BID
CITY OF LOS ANGELES BID NUMBER: 13168
HARBOR DEPARTMENT
(SHOW THIS NUMBER ON ENVELOPE)
BID DUE BEFORE 2:00 PM ON: SEPTEMBER 3, 2026
Where Vendor's operations involve work within 50 feet of railroad track, Vendor's Commercial General
Liability coverage shall also have the railroad exclusion deleted.
Auto Liability Insurance
Vendor shall procure and maintain at its expense and keep in force at all times during the term of this
Purchase Order, automobile liability insurance written by an insurance company authorized to do
business in the State of California rated VII, A- or better in Best's Insurance Guide (or an alternate
guide acceptable to City if Best's is not available) within Consultant's normal limits of liability but not
less than ONE MILLION Dollars ($1,000,000.00) covering damages, injuries or death resulting from
each accident or claim arising out of any one claim or accident. Said insurance shall protect against
claims arising from actions or operations of the insured, or by its employees. Coverage shall contain
a defense of suits provision. Additionally, each policy shall include an additional insured endorsement
(CG 2010 or equivalent) naming the City of Los Angeles Harbor Department, its officers, agents and
employees as Primary additional insureds.
Where City owned vehicles are in the custody of the Vendor for towing or hauling, Vendor shall
additionally procure and maintain On-Hook Liability insurance, subject to the same terms as noted
above. As a minimum, such coverage shall include, but not be limited, to damage for: Collision, Fire,
Theft, Explosion and Vandalism.
Where City owned vehicles are in the custody of the Vendor for safekeeping, storage and repair,
Vendor shall additionally procure and maintain Garagekeepers Legal Liability insurance in the amount
of $1,000,000, subject to the same terms as noted above.
Workers' Compensation and Employer's Liability
Vendor shall certify that it is aware of the provisions of Section 3700 of the California Labor code which
requires every employer to be insured against liability for Workers' Compensation or to undertake self-
insurance in accordance with the provisions of that Code, and that Vendor shall comply with such
provisions before commencing the performance of the tasks under this Purchase Order. Coverage for
claims under U.S. Longshore and Harbor Workers' Compensation Act, if required under applicable
law, shall be included. Vendor shall submit Workers' Compensation policies whether underwritten by
the state insurance fund or private carrier, which provide that the public or private carrier waives its
right of subrogation against the City in any circumstance in which it is alleged that actions or omissions
of the City contributed to the accident. Such Worker's Compensation and occupational disease
requirements shall include coverage for all employees of Vendor, and for all employees of any
subcontractor or other vendor retained by Vendor.
INITIAL HERE ACKNOWLEDGING INSURANCE REQUIREMENTS:
Upon approval of insurance, contractor will receive written authorization to proceed.
NO WORK MAY BE PERFORMED WITHOUT SUCH WRITTEN AUTHORIZATION TO PROCEED.
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