TITLE
Recommendation to authorize City Manager to execute agreements for engineering consulting services with Infrastructure Management Services (IMS), of Tempe, AZ (not an MBE, WBE, SBE or Local), for the Pavement Maintenance and Management System (PMMS), in an amount of $631,293, plus a 15 percent contingency of $94,694, for a total not to exceed amount of $725,987; and to execute amendments to the agreements relative to the extension of the term, authorize additional services, if required, within the provision of the agreement, at the discretion of the City Manager. (Citywide)
DISCUSSION
The agreement for engineering consulting services is for the development and update of the City's PMMS for major and secondary arterial streets, collector streets, and local streets. PMMS is a management approach for prioritizing roadway pavement maintenance and rehabilitation activities, and for optimizing the allocation of maintenance and rehabilitation budgets based on pavement inspection data. The City's PMMS was last updated in 2008, using software that calculates the existing Pavement Condition Index (PCI). PCI is a measure of visual functional condition of pavement at a single point in time. A PCI of 100 represents a newly constructed or newly rehabilitated roadway, while a PCI of 0 indicates complete pavement failure. In general, a PCI of 70 or greater signifies very good to excellent condition, while a PCI of 40 or less indicates poor to failed condition.
Request for Proposal (RFP) PW-13-032 was advertised in the Press-Telegram on April 11, 2013, and 2,664 potential bidders specializing in professional engineering services were notified of the project opportunity. Of those proposers, 71 downloaded the RFP via our electronic bid system. The RFP document was made available from the Purchasing Division, located on the seventh floor of City Hall, the Division's website at www.longbeach.gov/purchasing. A proposal 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. Five proposals were received on May 7, 2013. Of those five proposals, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprise (SBE), and none were Long Beach Businesses (Local). Of the five proposals, three firms were invited for oral interviews. Based on the presentations by each firm, IMS is the recommended firm to provide the services requested. The consultant will prepare and submit a Final Report consisting of one Citywide PMMS for major and secondary arterial streets, collector streets, and nine individual reports for each City Council District.
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 assists businesses with registering on the Bids Online database to download bid specifications. Through outreach, 327 Long Beach vendors were notified to submit bids, of which none downloaded and none submitted a bid. 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 Linda Vu on June 18, 2013 and by Budget Management Officer Victoria Bell on September 4, 2013.
TIMING CONSIDERATIONS
City Council action on this matter is requested on September 17, 2013, to allow execution of the agreement and commencement of work.
FISCAL IMPACT
The contract award is for a total amount not to exceed $725,987. Sufficient funds for this project are budgeted in the Capital Projects Fund (CP) in the Department of Public Works (PW). The PMMS was included as a one-time expenditure approved by the City Council during the FY 14 budget adoption process. Approval of the recommended action will provide continued support to the local economy through construction employment.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ARA MALOYAN, PE
ACTING DIRECTOR OF PUBLIC WORKS
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER