TITLE
Recommendation to adopt Specifications No. RFQ PW14-033 and award a contract to HDR Engineering, Inc., a Long Beach-based business, for engineering and architectural design services for the final design bid documents, construction bidding and support for the Shoemaker Bridge replacement project, in an amount not to exceed $4,700,000, for a period of three years, with the option to extend the contract for two additional one-year periods; and authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments thereto regarding the term and/or scope of services. (Districts 1,2)
DISCUSSION
City Council approval is requested to enter into a contract with HDR Engineering, Inc., for professional engineering and architectural design services. For ten years, Los Angeles County Metropolitan Transportation Authority (Metro) has been working on the development of the I-710 Corridor Project. The Shoemaker Bridge Replacement Project (Project), while part of the I-710 Corridor Project, was identified by the I-710 Technical Advisory Committee (TAC) and Project Committee as a project to be implemented as a part of the County's Measure R Early Action Program (Measure R). The Program was created to assist in building regionally significant transportation projects that can be built independently, and in advance of the overall I-710 Corridor Project.
In 2012, Metro approved the programming of $5,500,000 for the design of the Project. On June 4, 2013, the City Council approved the execution of Funding Agreement No. MOU.MR306.19 between Metro and the City of Long Beach to provide $5,500,000 in design funding for the replacement of Shoemaker Bridge. At that time, it was anticipated that the I-710 Corridor Project Alternatives (I-710 Alternatives) would remain the same and the City could proceed with the draft environmental document that was already being prepared for the Project. However, changes were made to the baseline traffic forecast assumptions and the alternatives of the I-710 Corridor Project, causing the Project environmental document to be placed on hold to ensure the design would be consistent with the I-710 Alternatives. Preparation of preliminary engineering and obtaining final environmental clearance approval for the Project and related improvements are ongoing. The next step, after obtaining environmental clearance, is the development of the final design.
The Request for Qualifications (RFQ) for professional engineering services for the Shoemaker Bridge Replacement Project was advertised in the Press-Telegram on May 29, 2014, and 2,967 potential bidders specializing in engineering design services were notified of the RFQ opportunity. Of those potential bidders, 157 downloaded the RFQ via the City's electronic bid system. The RFQ documents were 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 RFQ 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. Six Statements of Qualifications (SOQs) were received on July 23, 2014. Of the six submittals, one was a Minority-owned Business Enterprise (MBE), one was a Women-owned Business Enterprise (WBE), one was a certified Small Business Enterprise (SBE), and two were Long Beach businesses (Local).
An Evaluation Committee (Committee) reviewed the written SOQs and evaluated the firms on the following criteria stated in the RFQ: demonstration of competence; experience in performance of comparable engagements; expertise and availability of key personnel; financial stability; and conformance with the terms of the RFQ.
The Committee consisted of the Assistant City Manager, Public Works Director, Development Services Director, Assistant City Engineer, Harbor Department Senior Structural Engineer, Planning and Development Bureau Analyst, Mobility & Healthy Living Programs Officer, Gateway Cities Council of Governments Consulting Engineer, Metro Planning Manager, and California Department of Transportation District 7 Chief of the Office of Design.
On September 29, 2014, based on the Committee's evaluation of the SOQs, the City established a short list roster of four pre-qualified Consultants to provide Professional Engineering and Architectural Services for the Shoemaker Bridge Replacement Project in accordance with Section 5.1 of the RFQ. On November 21, 2014, the four pre-qualified firms were invited to present their proposals, and interviews were conducted on January 9, 2015. The Committee determined HDR Engineering, Inc. of Long Beach, CA, as the most qualified firm to provide the requested services.
The total project design is estimated at $15,000,000 to $17,500,000 and will be completed in two phases. The initial phase will be to obtain environmental clearance approval, complete public outreach, and prepare final design/bid documents through 30 percent completion. The estimated amount for the first phase is $5,500,000. The second phase is estimated not to exceed $12,000,000 and will complete the remainder of the final design/bid documents and provide the construction bidding and support.
The Gateway Cities Council of Governments and Metro staff understand that the City will require additional funds for completion of the full final design phase in excess of the approved $5,500,000 already awarded to the City. City staff intends to pursue additional funding and make a request to the I-710 Technical Advisory Committee to increase the Project's programmed amount in Measure R Funds. When additional funding is identified and made available to the City, staff will return to the City Council to appropriate these funds and amend the contract with HDR.
Local Business Outreach
In an effort to align with the City's 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, 276 Long Beach vendors were notified to submit SOQs, of which 17 downloaded and two submitted SOQs. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
The matter was reviewed by Deputy City Attorney Amy R. Webber on May 5, 2015 and by Budget Management Officer Victoria Bell on May 21, 2015.
SUSTAINABILITY
The Project will be a major contributor for supporting long-term ecological balance. Improvements include increasing green space; preserving and repurposing the existing Shoemaker Bridge by incorporating it into the adjacent park area, developing green bike and pedestrian corridors and improving connectivity to promote active transportation, and providing stormwater management treatment features.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFQ PW14-033 and award a contract to HDR Engineering, Inc., concurrently is requested on June 2, 2015 to ensure that the contract is in place expeditiously.
FISCAL IMPACT
The contract award is a fixed fee amount not to exceed $4,700,000 for the first design phase of the project. Sufficient funds to complete the first phase are budgeted in the Gas Tax Street Improvement Fund (SR 181) in the Public Works Department (PW) from $5,500,000 in Metro Measure R funding. The remaining $800,000 will be used towards program management, administrative support and preliminary right of way engineering.
The second design phase is estimated up to an additional $12,000,000 and includes final design/bid documents, construction bidding and project support. As the project progresses, the total estimated design cost may change based on project needs. This cost is not currently funded. Staff is pursuing additional funding for the second design phase. When funding is made available to the City, staff will return to the City Council to appropriate these funds.
The total construction cost is unknown at this time and is pending project design. Staff will pursue additional funding for construction when the design phase is approximately 30 percent completed. In addition, future operating and maintenance costs are unknown and will be estimated following the final design phase.
The award of this contract will provide continued support to our local economy. 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 by the selected firm over the course of the contract.
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