TITLE
Recommendation to adopt Specifications No. RFQ AP16-105 and award a contract to HNTB Corporation, of Kansas City, MO, and Jacobs Engineering Group Inc., of Pasadena, CA, for as-needed Design Engineering, Construction Management, and other related services at the Long Beach Airport, in an aggregate amount not to exceed $5,000,000, for a period of four years, with the option to renew for two additional one-year periods, including any necessary amendments thereto, provided that the total aggregate amount is not exceeded. (District 5)
DISCUSSION
City Council approval is requested to enter into contracts with HNTB Corporation (HNTB), and Jacobs Engineering Group Inc. (Jacobs), for as-needed design engineering, construction management, and other related consulting services at the Airport. The City of Long Beach (City) has historically used consultants on an as-needed basis to perform design, construction management, construction inspection, materials and laboratory testing, and other related services (Engineering Services). Current as-needed consultant contracts related to these specialized professional services have expired or are not eligible for Airport Improvement Program (AIP) funding due to several updates in the Federal Aviation Administration (FAA) procurement requirements. FAA requires the selection of new on-call consultants for AIP-funded projects following modifications of FAA procurement requirements. 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 FAA Advisory Circular (AC) 150/5100-14E-Change 1.
The RFQ was advertised in the Long Beach Press-Telegram on March 15, 2016, and 7,165 potential bidders specializing in Engineering Services were notified of the RFQ opportunity. Of those potential bidders, 161 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 22 business groups that represent local, minority and women-owned businesses. Eight Statements of Qualifications (SOQs) were received on April 18, 2016. Of the eight submittals, none were Disadvantaged Business Enterprises (DBEs), Minority-owned Business Enterprises (MBEs), or Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprise (SBE), and none were Long Beach businesses (Local). The RFQ was also released in Aviation Daily, a national publication, as required by, and in accordance with, the FAA consultant selection requirements.
An Evaluation Committee (Committee) reviewed the written SOQs and evaluated the firms on the criteria stated in the RFQ. The Committee consisted of the Airport Senior Civil Engineer, Airport Civil Engineering Associate, and the Airport Engineering Officer. The top four firms were placed on the Short List for demonstrating exceptional compentence and preferable experience performing comparable services. Some consultants may have met the minimum qualifications, but were ranked lower than more qualified firms due to various criteria, including references, quality of work, or experience.
In accordance with Section 5.11 of the RFQ, on May 2, 2016, the City invited the Short List of Airport Consultants to present general project proposals to perform Design Engineering, Construction Management, and other related services. The invitation included a Request for Proposal (RFP) identifying the general project scope and other parameters for preparation of the general project proposal.
All four firms presented their general project proposals on May 11, 2016. 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. The Selection Committee consisted of the Airport Engineering Officer, Airport Senior Civil Engineer, Airport Civil Engineering Associate, Public Works Senior Civil Engineer, and the Public Works Construction Services Officer. The Selection Committee determined that HNTB and Jacobs were the most qualified based upon the criteria specified in the RFQ.
It is recommended that contracts for as-needed Design Engineering, Construction Management, and other related services be awarded to HNTB Corporation, of Kansas City, MO (not a DBE, MBE, WBE, SBE, or Local), and Jacobs Engineering Group Inc., of Pasadena, CA (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 the RFQ specifications. Through outreach, 728 Long Beach vendors were notified to submit SOQs, of which 14 downloaded and none submitted SOQs. 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 July 18, 2016 and by Budget Analysis Officer Rhutu Amin Gharib on July 12, 2016.
TIMING CONSIDERATIONS
City Council action is requested on August 16, 2016, to allow timely completion of the initial Engineering Services for design of the Runway 7R-25L improvements and the construction management support for the ongoing Perimeter Security Improvements at the Airport. City staff is performing the construction management duties currently for the Perimeter Security Improvements and require increased support due to increased work load. It is critical for the Airport to begin design for the Runway 7R-25L Improvements so that we may advertise the project and open construction bids by May 1, 2017. This date, set by the FAA, allows the project to have first priority at available discretionary (AIP) funding. Failure to meet this date may result in decreased discretionary AIP grant funds from the FAA.
FISCAL IMPACT
The aggregate contract authority will not exceed $5,000,000 for the four-year term. This amount will provide contract authority for approximately $800,000 for Perimeter Security Improvements, $1.6 million for design of Runway 7R-25L, $1.6 million for construction management of Runway 7R-25L and a 25 percent contingency of $1 million. The total project cost for Improvements to Runway 7R-25L are estimated at $14.2 million of which $3.9 million is anticipated in discretionary AIP funds. Any work not currently budgeted will only proceed at such time that appropriations have been approved by the City Council.
The Airport intends to return to the City Council, within the initial four-year term, for additional contract authority, contingent on future project phasing and AIP grant funding. It is anticipated that the award of this contract will have a positive impact on the local job market.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
JUAN LÓPEZ-RIOS
INTERIM DIRECTOR
LONG BEACH AIRPORT
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER