TITLE
Recommendation to adopt Specifications No. RFP CM-14-023 for architectural and engineering services related to the planning and design of the Sorrento Alamitos Bay Shoreline Trail, Sidewalks and Street Improvements; award the contract to MLA Green, Inc., dba Mia Lehrer + Associates, of Los Angeles, CA, in the amount of $221,470, plus a 10 percent contingency in the amount of $22,147, for a total contract amount not to exceed $243,617; and authorize City Manager or designee to execute all documents necessary to enter into the contract, including any necessary amendments thereto. (District 3)
DISCUSSION
City Council approval is requested to enter into an agreement with MLA Green, Inc., for architectural and engineering services for the planning and design of the Sorrento Alamitos Bay Shoreline Trail (Trail), Sidewalks and Street Improvements (Project) (see Exhibit A - Project Area Map). The Project is necessary to comply with special conditions imposed on the City by the California Coastal Commission (CCC) as part of the Naples Island Permanent Seawalls Repairs, Phase 1. The Project will enhance access to public coastal resources.
On October 9, 2013, the CCC unanimously approved the City's application to proceed with the Naples Island Permanent Seawalls Repairs, Phase 1. The CCC imposed 17 special conditions of approval (Exhibit B - CCC Notice of Intent to Issue Permit). Special Condition 14 requires the City to process a local coastal development permit application for the construction of a trail within the 15-foot wide public right-of-way that runs along the northwestern shoreline of Naples Island. The CCC imposed the condition in order to mitigate the impacts associated with the narrowing of the Rivo Alto Canal; the Seawall Repairs Phase 1 will narrow the canal by approximately three feet, resulting in the fill of about 1,727 square feet of submerged tidal area. Until this condition is met, the CCC will not permit the construction of future phases of seawall repairs. The seawall repairs are necessary to protect the canals and public right-of-way, which are important coastal resources.
The architectural/engineering (A/E) services agreement includes the planning and design of the Trail, as well as improvements to the roadway and sidewalk along East Sorrento Drive between Second Street and Appian Way. The agreement provides for a robust public input process, conceptual and schematic design, permitting, construction document preparation, and ongoing A/E support during construction.
Pursuant to the CCC's Special Condition 14, the Trail improvements will be sited on the public right-of-way along the northwestern shoreline of Naples Island. The improvements will begin in the right-of-way fronting 5424 East Sorrento Drive and extend continuously to 5609 East Sorrento Drive. From 5609 East Sorrento Drive to 5617 East Sorrento Drive, the Trail can continue in an unimproved state (sandy beach/mudflats). The Trail will connect to vertical accessways adjacent to 5633 and 5617 East Sorrento Drive. The vertical accessways connect to the public sidewalk along East Sorrento Drive, extending to Appian Way.
A Request for Proposals (RFP) was advertised in the Press-Telegram on December 16, 2013, and 3,662 potential bidders specializing in professional, architectural, and technical services were notified of the RFP opportunity. Of those proposers, 124 downloaded the RFP document via our electronic bid system. The RFP document was made available from the Purchasing Division, located on the seventh floor of City Hall and the Division's website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. An RFP announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority, and women-owned business groups. Three proposals were received on January 14, 2014. Of those three proposals, two were Minority-owned Business Enterprises (MBEs), one was a Women-owned Business Enterprise (WBE), three were certified Small Business Enterprises (SBEs), and none were Long Beach businesses (Local).
A selection committee that included the Assistant City Manager, the Tidelands CIP Officer, and a Management Assistant reviewed the proposals and evaluated each firm on the criteria set forth in the RFP. All three firms, comprised of KOA Corporation, Mia Lehrer + Associates, and RJM, were selected to participate in the interview phase of the evaluation (Exhibit C - Firm Evaluation). The selection committee determined that MLA Green, Inc., dba Mia Lehrer + Associates of Los Angeles, CA (DBE, MBE, WBE and SBE), submitted the most qualified and responsive proposal, and has the expertise that will best meet the City's needs.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the Bids Online database to download RFP specifications. Through outreach, 419 Long Beach vendors were notified to submit proposals, of which 12 downloaded and none submitted a proposal. 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 Richard Anthony and by Budget Management Officer Victoria Bell on August 19, 2014.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP CM-14-023 and award a contract concurrently is requested on September 9, 2014. The City is required to process a local coastal development permit for the Project prior to the submittal of a Coastal Development Permit application for the second phase of the Naples Island Permanent Seawall Repairs project.
FISCAL IMPACT
On February 11, 2014, the City Council appropriated $900,000 for Sorrento Street and Walkway Improvements; therefore, sufficient funding for the contract award of $243,617 is budgeted in the Tidelands Operations Fund (TF 401) in the City Manager Department (CM). The State Lands Commission approved the project estimate of $900,000 during their meeting on June 19, 2014. The award of this contract will provide continued support to our local economy.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
PATRICK H. WEST
CITY MANAGER
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT