TITLE
Recommendation to adopt Specifications No. ITB PR16-018 and award a contract to Cattrac Construction, Inc., of Fontana, CA, to provide beach renourishment services for the Alamitos Peninsula, in an annual amount not to exceed $200,000, for a period of two years, with the option to renew for two additional one-year periods at the same rate, at the discretion of the City Manager, or his designee. (Districts 2,3)
DISCUSSION
City Council approval is requested to enter into a contract with Cattrac Construction, Inc. (Cattrac), for beach renourishment services.
Every year, natural coastal erosion caused by wave action, king tides, storm surge energy and wind erode the beach along the Alamitos Peninsula. As a result of the erosion, and in order to mitigate potential damage to property, the City of Long Beach (City) engages in an annual Alamitos Peninsula beach rebuilding project to fortify the beach. Cattrac currently furnishes the Department of Parks, Recreation and Marine (PRM) with heavy equipment and operators to complete the City’s beach renourishment efforts. The purchasing authority will be used to expand beach width by redistributing roughly 30,000 cubic yards of sand. In order to complete this process, the City utilizes Cattrac’s services twice each fiscal year.
Current Purchasing guidelines require City Council approval for annual purchases up to $200,000 when a competitive procurement has resulted in fewer than three bids. In this instance, a competitive procurement process was completed in December 2015. Cattrac was the only company to submit a bid. Based on PRM’s estimate of annual costs for these services, a blanket purchase order in the amount of $200,000 is needed for Fiscal Year 2016. The proposed agreement is for a two-year term, with two consecutive one-year renewal options at the discretion of the City Manager or his designee. Cattrac has provided these services to the City since 1997.
The bid was advertised in the Press-Telegram on November 18, 2015, and 7,875 potential bidders specializing in construction services were notified of the bid opportunity. Of those bidders, 17 downloaded the bid via our electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Purchasing Division’s website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 22 groups that represent local, minority and women-owned businesses. One bid was received on December 18, 2015. Cattrac Construction, Inc., of Fontana, CA, is not a Minority-owned Business Enterprise (MBE), Women-owned Business Enterprise (WBE), certified Small Business Enterprise (SBE), or a Long Beach business (Local), and was the sole responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the Bids Online database to download bid specifications. Through outreach, 815 Long Beach vendors were notified of the bid opportunity. No local vendors downloaded or submitted bids. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Principal Deputy City Attorney Gary J. Anderson on March 17, 2016 and by Budget Management Officer Victoria Bell on March 31, 2016.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB PR16-018 and award a contract concurrently is requested on April 19, 2016, to enable the execution of the agreement and to ensure timely completion of the beach renourishment project.
FISCAL IMPACT
Annual expenditures for these services will not exceed $200,000, of which $100,000 is budgeted in the Tidelands Operations Fund (TF 401) in the Parks, Recreation and Marine Department (PR). In the event of extreme weather and/or tidal events creating conditions requiring additional service, an additional cost of $100,000 will be absorbed within existing appropriation in the Tidelands Operations Fund (TF 401) in the Parks, Recreation and Marine Department (PR). There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MARIE KNIGHT
DIRECTOR OF PARKS, RECREATION AND MARINE
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER