TITLE
Recommendation to adopt Specifications No. RFQ AP13-030 for Airport Consultant Services for Various On-Call Projects and award contracts to Kleinfelder West, Inc. (dba Kleinfelder), of Los Angeles, CA, and Kimley-Horn and Associates, Inc., of Raleigh, NC, for as-needed airport pavement evaluation (Task Order 001) and other related services, in an aggregate amount not to exceed $1,500,000 for a period of two years, with the option to renew for two additional one-year periods, and authorize City Manager or designee to execute all documents necessary to enter into the contracts, including any necessary amendments thereto, provided that the aggregate total is not exceeded. (District 5)
DISCUSSION
City Council approval is requested to enter into contracts with Kleinfelder and Kimley-Horn and Associates, Inc., for as-needed airport pavement evaluation consulting services. The City of Long Beach (City) has historically used consultants on an as-needed basis to perform pavement evaluations, pavement classifications, update the Airport pavement maintenance and management system (Pavement Evaluation), and other related services. This is necessary as the City's Public Works and Airport Departments do not have Airport Pavement Evaluation Specialists and Geotechnical Engineers. Current as-needed consultant contracts related to these specialized professional services have expired. A Request for Qualifications (RFQ) process was conducted to secure these professional services in accordance with City Administrative Regulation 8-4, "Selecting Professional Services," as well as Federal Aviation Administration (FAA) Advisory Circular (AC) 150/5100-14D.
The RFQ was advertised in the Press-Telegram on May 21, 2013, and 3,887 firms specializing in Airport consultant services were notified of the RFQ opportunity. Of those firms, 212 downloaded the RFQ via our electronic bid system. The RFQ 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 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. Sixty-four Statements of Qualifications (SOQ) were received on July 2, 2013. Of those 64 submittals, 14 were Disadvantaged Business Enterprises (DBEs), 10 were Minority-owned Business Enterprises (MBEs), 11 were Women-owned Business Enterprises (WBEs), 17 were certified Small Business Enterprises (SBEs), and 12 were Long Beach businesses (Local).
On January 27, 2014, based on the City's Selection Committee's evaluation of the SOQs, the City established a short list roster of 27 pre-qualified Airport Consultants (Attachment) to provide Architectural, Engineering, Planning, Construction Management, and Specialized Professional Consultant services for various on-call projects at the Airport. The SOQ submitted by each of the firms on the short list demonstrated exceptional competence and preferable experience performing comparable services. The expertise and availability of key personnel of the firms on the short list was determined by the Selection Committee to be superior to that of other prospective Consultants.
In accordance with section 5.11 of the RFQ, the City will selectively invite Airport Consultants from the Short List to present general project proposals as project needs arise. The invitation will include a Request for Proposal (RFP) identifying the general project scope and other parameters for preparation of the general project proposal. The City will rely on previous and current performance as well as information from the SOQ to select invitees on a project-specific basis. Invitations for each project need will be sent to a minimum of three (3) firms from the Short List.
In accordance with the process outlined above, on May 23, 2014, the City invited four Airport Consultants from the short list to present general project proposals to perform Pavement Evaluation services. The invitation included a Request for Proposal (RFP) identifying the general project scope and other parameters for preparation of the general project proposal.
Three of the four firms presented their general project proposals on June 18, 2014. Following the interview presentations, members of the Selection Committee ranked the firms by their respective interview scores in accordance with Section 5.11.1 of the RFQ. Kleinfelder was determined by the Selection Committee to be the best qualified and identified as the primary firm for Pavement Evaluation services. Kimley-Horn and Associates, Inc., was also determined by the Selection Committee to be qualified and identified as the secondary firm for Pavement Evaluation services. Kimley-Horn and Associates, Inc., will be available in the event that Kleinfelder is unable to perform requested Pavement Evaluation services or in the event the City and Kleinfelder cannot successfully negotiate the fee for a particular task.
Each of the firms has included sub-consultants on their teams that will enable them to meet the City's Federal Disadvantaged Business Enterprise (DBE) goal, which was set at 9.2 percent for Federal Aviation Administration (FAA) funded projects.
It is recommended that the contracts for as-needed Pavement Evaluation services be awarded to Kleinfelder, of Los Angeles, CA (not a DBE, MBE, WBE, SBE, or Local), and Kimley-Horn and Associates, Inc., of Raleigh, NC (not a DBE, MBE, WBE, SBE, or Local). As individual projects are identified, work orders for each project will be issued. Each work order will be funded from the source identified for each particular project.
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 RFQ specifications. Through outreach, 419 Long Beach vendors were notified to submit SOQs, of which 26 downloaded and 12 submitted an 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 Richard F. Anthony on August 4, 2014 and by Budget Management Officer Victoria Bell on August 1, 2014.
TIMING CONSIDERATIONS
City Council Authorization on this matter is requested on August 19, 2014, to allow timely completion of the 2014 update to the Pavement Maintenance and Management System.
FISCAL IMPACT
The aggregate contract authority is a not to exceed amount of $1,500,000 for a two-year term and the optional two one-year periods. Contract authority is based on current and anticipated capital improvement projects in the Airport fund (EF 320). No appropriation increase is required at this time. Any work not currently budgeted will only proceed at such time that appropriations have been approved by the City Council. It is anticipated that the award of these contracts will have a positive impact on the local job market.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
REGINALD I. HARRISON
ACTING DIRECTOR, LONG BEACH AIRPORT
JOHN GROSS
DIRECTOR, FINANCIAL MANAGEMENT
ARA MALOYAN, PE
DIRECTOR, PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER