TITLE
Recommendation to adopt Specifications No. RFP PW14-008 and award a contract to AKM Consulting Engineers, of Irvine, as-needed pump station design, operations, and condition assessment services, in a total amount not to exceed $500,000, for a period of three-years, with the option of renewing for two additional one-year periods, at the discretion of the City Manager; and authorize City Manager to execute all documents necessary to enter into the contract, including any amendments thereto. (Citywide)
DISCUSSION
The City of Long Beach has historically used consultants on an as-needed basis to provide professional civil engineering services for various as-needed projects. The services are required to provide expertise not available from City staff and will allow the Department of Public Works to conduct an assessment of the existing City storm water pump stations, which would then form the basis of capital improvement programming and identification of early action items for storm drain facility maintenance. A Request for Proposals (RFP) process was conducted in accordance with Administrative Regulation 8-4, "Selecting Professional Services," to secure these professional services.
The RFP was advertised in the Press-Telegram on November 17, 2013, and 4,979 potential proposers specializing in pump station design, operations and condition assessment services, were notified of the RFP opportunity. Of those proposers, 103 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. 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's business groups. Four proposals were received on January 21, 2014. Of those proposals, none were Minority-owned Business Enterprises (MBEs), one was a Women-owned Business Enterprises (WBEs), two were certified Small Business Enterprises (SBEs), and none were Long Beach businesses (Local).
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 the RFP document. Through outreach, 515 Long Beach vendors were notified to submit proposals, of which five downloaded the RFP; however, none submitted a proposal.
An Evaluation Committee, comprised of the Director of Public Works, Senior Civil Engineer, Superintendent and a Consultant Engineer, reviewed the written proposals and evaluated each firm on the following criteria: demonstration of competence, experience in performance of comparable engagements, reasonableness of cost, expertise and availability of key personnel, financial stability, and conformance with the terms of the RFP. All four firms were selected to move on to the interview phase of the evaluation and, after interviewing all four firms, AKM Consulting Engineers, of Irvine, CA (SBE), was recommended by the Committee as having the expertise that will best meet the City's needs.
This matter was reviewed by Deputy City Attorney Linda Vu on May 9, 2014, and by Budget Management Officer Victoria Bell on May 19, 2014.
TIMING CONSIDERATIONS
City Council approval of this item is requested on June 10, 2014 in order to allow the timely development of early action maintenance items and prioritization of future capital improvement projects.
FISCAL IMPACT
The total contract award is a not to exceed amount of $500,000 for a three-year term. The cost for FY 14 and FY 15 is estimated at $250,000 and is funded by the FY 14 capital improvement program for storm drains, budgeted in the Gas Tax Street Improvement Fund (SR 181) in the Public Works Department (PW). If needed, additional funding will be requested as part of the FY 16 budget process. The number of jobs created by the recommended action is not available at this time, and will depend on the work assigned over the course of future capital improvement projects.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ARA MALOYAN, PE
DIRECTOR OF PUBLIC WORKS
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER