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File #:
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19-0192
Version:
1
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Name:
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DS - On-Call Environmental, Planning and Affordable Housing Consultant svcs
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Type:
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Contract
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Status:
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CCIS
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On agenda:
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3/5/2019
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Final action:
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3/5/2019
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Title:
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Recommendation to adopt Specifications No. RFP DV19-007 and award contracts to AECOM Technical Services Inc., of Los Angeles, CA; City Fabrick, of Long Beach, CA; Environmental Science Associates, of Los Angeles, CA; Gruen Associates, of Los Angeles, CA; HDR Engineering, Inc., of Long Beach, CA; Impact Sciences, Inc., of Los Angeles, CA; Kimley-Horn and Associates, Inc., of Orange, CA; Lisa Wise Consulting, Inc., of San Luis Obispo, CA; LSA Associates, Inc., of Irvine, CA; Meridian Consultants, LLC, of Westlake Village, CA; Michael Baker International, Inc., of Santa Ana, CA; PlaceWorks, of Santa Ana, CA; Prevention Institute, of Oakland, CA; Psomas, of Santa Ana, CA; Rincon Consultants, of Ventura, CA; RRM Design Group, of San Luis Obispo, CA; S. Groner Associates, Inc., of Long Beach, CA; Skidmore, Owings & Merrill, LLP, of Los Angeles, CA; Terry A. Hayes Associates, Inc., of Culver City, CA; Veronica Tam and Associates, of Pasadena, CA; and, Willdan Engineering, of Industry, CA, for...
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35242_003, 35221_004, 35225_005, 35222_004, 35226_002, 35223_000, 35225_000, 35226_000, 35240_000, 35209_001, 35226_001, 35223_002, 35223_003, 35210_001, 35246_004, 35194_000, 35210_000, 35218_000, 35219_000, 35220_000, 35221_000, 35222_000, 35242_000, 35230_001, 35194_001, 35209_002, 35226_003, 35220_001, 35219_002, 35222_003, 35229_002, 35240_002, 35225_004, 35229_003, 35219_004, 35209_000, 35224_000, 35229_000, 35230_000, 35231_000, 35236_000, 35237_000, 35243_000, 35246_000, 35223_001, 35231_001, 35224_001, 35225_001, 35222_001, 35237_001, 35218_001, 35222_002, 35209_003, 35225_002, 35194_002, 35221_001, 35231_002, 35231_003, 35242_002, 35230_003, 35194_004, 35210_004, 35243_003, 35230_004, 35209_006, 35229_004, 35220_003, 35224_004, 35223_007, 35231_004, 35237_005, 35226_005, 35222_005, 35240_003, 35246_003, 35240_001, 35246_001, 35224_002, 35243_001, 35236_001, 35210_002, 35242_001, 35229_001, 35219_001, 35237_002, 35220_002, 35219_003, 35237_003, 35246_002, 35194_003, 35226_004, 35243_002, 35224_003, 35221_003, 35210_003, 35209_004
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TITLE
Recommendation to adopt Specifications No. RFP DV19-007 and award contracts to AECOM Technical Services Inc., of Los Angeles, CA; City Fabrick, of Long Beach, CA; Environmental Science Associates, of Los Angeles, CA; Gruen Associates, of Los Angeles, CA; HDR Engineering, Inc., of Long Beach, CA; Impact Sciences, Inc., of Los Angeles, CA; Kimley-Horn and Associates, Inc., of Orange, CA; Lisa Wise Consulting, Inc., of San Luis Obispo, CA; LSA Associates, Inc., of Irvine, CA; Meridian Consultants, LLC, of Westlake Village, CA; Michael Baker International, Inc., of Santa Ana, CA; PlaceWorks, of Santa Ana, CA; Prevention Institute, of Oakland, CA; Psomas, of Santa Ana, CA; Rincon Consultants, of Ventura, CA; RRM Design Group, of San Luis Obispo, CA; S. Groner Associates, Inc., of Long Beach, CA; Skidmore, Owings & Merrill, LLP, of Los Angeles, CA; Terry A. Hayes Associates, Inc., of Culver City, CA; Veronica Tam and Associates, of Pasadena, CA; and, Willdan Engineering, of Industry, CA, for on-call environmental, planning, affordable housing, and community engagement consultant services, in an annual aggregate amount not to exceed $4,000,000, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager; and authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments;
Authorize City Manager, or designee, to increase Blanket Purchase Order (BPO) No. BPDV19000013 with Willdan Engineering, of Industry, CA, for on-call planning services by $200,000; and
Increase appropriations in the Development Service Fund (EF 337) in the Development Services Department by $550,000, offset by funds available. (Citywide)
DISCUSSION
City Council approval is requested to enter into contracts with multiple consulting firms to provide on-call environmental, planning, affordable housing, and public outreach services. In addition to the on-call services, it is recommended that the contract to undertake Phase II of the Caltrans Sustainable Communities Planning Grant for the Uptown Long Beach Neighborhood Mobility Enhancement Plan (UPLAN) be awarded to AECOM Technical Services, Inc., of Los Angeles, CA.
The City has historically used consultants for proposed projects and programs that require specialized knowledge or a unique skill set. The Development Services Department (Department) has used environmental and planning consultants for services such as the preparation of Environmental Impact Reports (EIR), Mitigated Negative Declarations (MND), environmental assessments, peer reviews, and other assignments in accordance with the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA). Moreover, the Department has used consultants with broad experience in drafting housing reports and studies such as those required by the State of California and the United States Department of Housing and Urban Development (HUD). Consultants have also provided public outreach services by coordinating stakeholder events and supporting City staff at community meetings, study sessions, and public hearings.
The Request for Proposals (RFP) was advertised in the Long Beach Press-Telegram on October 19, 2018, and 5,060 potential proposers specializing in professional, scientific, architectural, and technical services; urban planning; urban planning consulting; and, environmental planning and advisory services were notified of the RFP opportunity. Of those proposers, 109 downloaded the RFP via the City’s electronic bid system. The RFP 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 <http://www.longbeach.gov/purchasing>. An RFP announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 28 local, minority, and women-owned business groups. Thirty-seven proposals were received on November 13, 2018. Of those 37 proposals received, four were Minority-owned Business Enterprises (MBEs), seven were Women-owned Business Enterprises (WBEs), eleven were certified Small Business Enterprises (SBEs), and three were Long Beach businesses (Local).
A Selection Committee (Committee) comprised of representatives from the Development Services and Parks, Recreation and Marine Departments determined that 21 firms were the most qualified and responsive to provide on-call consultant services based on their experience and proficiency with environmental, planning, affordable housing, and public outreach services based upon the criteria specified in the RFP. These consultants will offer the City a diverse group of firms from which to select based on the complexity and attributes of the project.
The following table presents an overview of the type(s) of services provided by each of the recommended firms.
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Consultant Service Areas |
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Service Area |
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Firm |
Affordable Housing |
Environmental |
Planning |
Public Outreach |
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AECOM Technical Services, Inc. |
X |
X |
X |
X |
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City Fabrick |
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X |
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Environmental Science Associates |
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X |
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Gruen Associates |
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X |
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HDR Engineering, Inc. |
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X |
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Impact Sciences, Inc. |
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X |
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Kimley-Horn and Associates, Inc. |
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X |
X |
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Lisa Wise Consulting, Inc. |
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X |
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LSA Associates, Inc. |
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X |
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Meridian Consultants, LLC |
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X |
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Michael Baker International, Inc. |
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X |
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PlaceWorks |
X |
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X |
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Prevention Institute |
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X |
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Psomas |
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X |
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Rincon Consultants, Inc. |
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X |
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RRM Design Group |
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X |
X |
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S. Groner Associates, Inc. |
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X |
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Skidmore, Owings & Merrill, LLP |
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X |
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Terry A. Hayes Associates, Inc. |
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X |
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Veronica Tam and Associates |
X |
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Willdan Engineering |
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X |
X |
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The RFP also included specifications related to Phase II of the Caltrans Sustainable Communities Planning Grant for the Uptown Long Beach Neighborhood Mobility Enhancement Plan (UPLAN). As part of the grant terms, Caltrans required a formal procurement process for awarding a contract for Phase II of UPLAN. Firms were instructed to identify the task or tasks as presented in the Project Specifications of the RFP for which they intended to submit a proposal. Five firms were invited to interview on January 16, 2019, to determine which had the experience and expertise to complete Phase II of UPLAN. During the interviews, firms gave a brief introduction, answered questions that were previously prepared by the panel, responded to follow up questions as needed for clarification, and gave a brief closing statement. After a thorough review and evaluation process of all proposals, the Committee unanimously selected AECOM Technical Services, Inc., of Los Angeles, CA, as the most qualified firm to complete Phase II of UPLAN based on the following: demonstrated competence and experience within the City of Long Beach with sustainability analysis; mobility; and land-use planning in North Long Beach, as well as a competency on all the tasks enumerated in the RFP. AECOM Technical Services, Inc., exhibited specific excellence in the written proposal and interview for the UPLAN Phase II plan (Task 7.1 of the RFP).
City Council approval is also requested to increase interim BPO No. BPDV19000013 with Willdan Engineering by $200,000, for a total amount not to exceed $300,000. The interim BPO in the amount of $100,000 is being used to cover services related to current planning projects for the term of January 1, 2019 to April 30, 2019, issued pursuant to the City purchasing guidelines. Additional funds are requested for the interim BPO to pay for estimated services until the new contract with Willdan Engineering is fully executed. Due to vacancies and short-term staffing absences in the Planning Bureau, Willdan Engineering’s contract staffing is used to minimize interruptions that would impact the City’s ability to provide services for development projects at the Department’s Permit Center.
Local Business Outreach
In an effort to align with the City’s local outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download the RFP specifications. Through outreach, 548 Long Beach vendors were notified to submit proposals, of which eight downloaded and three submitted proposals. 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 February 4, 2019, by Purchasing and Business Services Manager Sandy Tsang-Palmer on February 8, 2019, and by Budget Management Officer Rhutu Ahmin Gharib on February 13, 2019.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP DV19-007 and award contracts concurrently is requested on March 5, 2019, to ensure that the progress on development projects’ environmental reviews is not hindered.
FISCAL IMPACT
The annual aggregate amount not to exceed $4,000,000 is for a two-year period. The amount is based on the maximum potential that may be required for on-call consultant services to address environmental, planning, affordable housing, and public outreach activities. An appropriation increase is requested in the Development Services Fund (EF 337) in the Development Services Department (DV) in the amount of $550,000 for the unbudgeted funds required for this contract, offset by funds available. The number of additional local jobs associated with this recommendation is unknown until on-call services occur.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
LINDA F. TATUM, FAICP
DIRECTOR OF DEVELOPMENT SERVICES
APPROVED:
PATRICK H. WEST
CITY MANAGER
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