TITLE
Recommendation to adopt Specifications No. RFQ PW14-062 and award contracts to Albert Grover and Associates, of Fullerton, CA; Alta Planning & Design, of Los Angeles, CA; HDR, Inc., of Long Beach, CA; Iteris, of Santa Ana, CA; Kimley Horn & Associates, of Canoga Park, CA; KOA Corporation, of Orange, CA; Linscott, Law and Greenspan Engineers, of Irvine, CA; Omni-Means, Ltd., of Roseville, CA; RBF Consulting, of Irvine, CA; and Transportation and Energy Solutions, Inc., of Yorba Linda, CA, for as-needed traffic engineering, transportation planning and related technical and professional services;
Authorize City Manager to execute all documents necessary to enter into agreements in an aggregate amount not to exceed $5,000,000 for a three-year term; and
Authorize amendments relative to extending the term for up to two additional, one-year terms in an aggregate amount not to exceed $1,000,000 per year; and authorize additional services within the provisions of the agreements, adjust the fee schedules for inflation, and adjust contract dollar amounts with individual firms without exceeding the authorized aggregate amount. (Citywide)
DISCUSSION
City Council approval is requested to enter into a three-year contract with ten traffic engineering consultants selected for the delivery of traffic engineering and transportation planning design services on an as-needed basis. The City of Long Beach has historically used outside professional firms, on an as-needed basis, to provide design plans, specifications, special studies and reports, and other traffic and transportation-related professional services when the Department of Public Works (PW) does not have sufficient specialized expertise to perform this work with existing staff. As existing as-needed contracts related to these specialized professional services have expired or will expire shortly, a Request for Qualifications (RFQ) process was conducted in accordance with Administrative Regulation 8-4, "Selecting Professional Services," to secure these professional services.
The RFQ was advertised in the Press-Telegram on July 25, 2014, and 4,287 firms specializing in traffic engineering and transportation planning were notified of the opportunity. Of those firms, 134 downloaded the RFQ via our electronic bid system. The RFQ was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's web-site at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. An announcement was also included in the Purchasing Divisions's weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women-owned business groups. Twenty-three Statements of Qualifications (SOQs) were received on September 4, 2014. Of those 23, three were Miniority-owned Business Enterprises (MBEs), one was a Women-owned Business Enterprise (WBE), twelve were certified Small Business Enterprises (SBEs), and one was a Long Beach business (Local).
A review committee comprised of City Staff evaluated the 23 SOQs submitted, and determined that the following ten firms are the most qualified and responsive, based upon the criteria specified in the RFQ:
· Albert Grover & Associates, of Fullerton, CA, an SBE (not MBE, WBE, DBE, or Local)
· Alta Planning & Design, of Los Angeles, CA (not MBE, WBE, SBE, DBE, or Local)
· HDR, of Long Beach, CA, a Local (not MBE, WBE, SBE, or DBE)
· Iteris, of Santa Ana, CA (not MBE, WBE, SBE, DBE, or Local)
· Kimley Horn, of Canoga Park, CA (not MBE, WBE, SBE, DBE, or Local)
· KOA Corp, of Orange, CA, an SBE (not MBE, WBE, DBE, or Local)
· Linscott Law & Greenspan Engineers, of Irvine, CA, an SBE (not MBE, WBE, DBE, or Local)
· Omni-Means, LTD of Roseville, CA, an SBE (not MBE, WBE, DBE, or Local)
· RBF Consulting of Irvine, CA, (not MBE, WBE, SBE, DBE, or Local)
· Transportation & Energy Solutions of Yorba Linda, CA, an MBE, SBE, DBE (not WBE or Local)
The selected firms have included, and have committed to using, small, local or disadvantaged firms as subconsultants on their teams, as appropriate, based on the work assigned to them by the City under these contracts.
It is recommended that as-needed service contracts be awarded to these firms for an aggregate amount of $5,000,000 over a three-year period. This figure represents the estimated need based on past historic usage, and the project grants that the City has received that will require these services over the next three years. Grants include funding from the MTA Call for Projects, federal highway grants, congestion management air quality grants for traffic control projects, pedestrian safety projects, and bike route projects. The requested action by the City Council is not a guarantee of work for these firms in this amount, only by an allowable contract authority, should the work be needed. The recommended term of each contract is three years, with an option for up to two additional one-year terms. As individual projects are identified, work/task orders for each project will be issued to the various consultants. The attachment indicates traffic engineering firms' areas of specialization.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit SOQs for City contracts. The Purchasing Division also assists businesses with registering on the Bids Online database to download the RFQ specifications. Through outreach, 466 Long Beach vendors were notified to submit SOQs, of which seven downloaded and one submitted a Statement of Qualifications (SOQ). The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Amy R. Webber on March 12, 2015, and by Budget Management Officer Victoria Bell on March 20, 2015.
TIMING CONSIDERATIONS
City Council action to adopt RFQ No. PW14- 062 and award contracts concurrently is requested on April 7, 2015 to ensure the that the contracts are in place expeditiously.
FISCAL IMPACT
The aggregate contract authority of $5,000,000 is for a three-year period and is estimated based on current and anticipated projects within the Public Works Department, Long Beach Gas and Oil Department, Development Services Department and City Manager Department. Additional authority is requested for two optional one-year terms in an aggregate amount of $1,000,000, per year. The total aggregate contract authority requested is $7,000,000.
There is no appropriation increase requested at this time. Any work not currently budgeted will only proceed at such time that appropriations have been approved by the City Council. The number of local jobs created by this action is not available at this time and will depend on the funds budgeted and the work assigned to each firm over the course of the contract.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ARA MALOYAN, P.E.
DIRECTOR OF PUBLIC WORKS
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER