TITLE
Recommendation to adopt Specifications No. RFP PW19-107 and award a contract to Evolutionary Commercial Systems, Inc., of Huntington Beach, CA, for Supervisory Control and Data Acquisition telemetry system maintenance and repair services, in an annual amount not to exceed $246,450, 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. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Evolutionary Commercial Systems, Inc. (ECSI), to provide Supervisory Control and Data Acquisition (SCADA) telemetry system maintenance and repair services for the City of Long Beach (City) storm drain system.
The City is responsible for the operation and maintenance of 23 storm drain pump stations and six low-flow diversion stations located throughout Long Beach. Monitoring of these stations is done remotely through a SCADA telemetry system, which has the capability of providing system alarms and remote control of pumps. The SCADA system must be monitored on a 24-hour basis and alarms responded to in a timely manner. In addition, system software must be updated on a regular basis, with pump control equipment and systems serviced every 30 days to ensure pumps remain operable.
The Request for Proposals (RFP) was advertised in the Long Beach Press-Telegram on September 30, 2019, and 297 potential proposers specializing in SCADA telemetry system maintenance and repair services were notified of the RFP opportunity. Of those potential proposers, 30 downloaded the RFP via the City’s electronic bid system. The RFP document was made available by the Purchasing Division, located on the sixth floor of City Hall, and on the 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 29 local, minority-owned, and women-owned business groups. Two proposals were received by the November 14, 2019 deadline. Of those proposers, one was a Minority-owned Business Enterprise (MBE), one was a certified Small Business Enterprise (SBE), and none were Women-owned Business Enterprises (WBEs) or Long Beach businesses (Local).
A selection committee, comprised of representatives from the Public Works Department’s Engineering and Public Service Bureaus, determined that ECSI was the most qualified proposer to provide these services. This decision was based on demonstrated competence, experience in performance of comparable engagements, expertise and availability of key personnel, financial stability, conformance with terms of the RFP, and reasonableness of cost.
Local Business Outreach
In an effort to align with the City’s 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 RFP specifications. Through outreach, 29 Long Beach vendors were notified to submit proposals, of which none downloaded or submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the proposer pool.
This matter was reviewed by Deputy City Attorney Amy Webber on February 12, 2020, Purchasing Agent Tara Yeats on February 25, 2020, and by Budget Analysis Officer Julissa José-Murray on February 27, 2020.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP PW19-107 and award a contract concurrently is requested on March 17, 2020, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total annual contract amount will not exceed $246,450, for a period of two years with the option to renew for three additional one-year periods. Sufficient funds are appropriated in the General Fund Group in the Public Works Department. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CRAIG A. BECK
DIRECTOR OF PUBLIC WORKS
APPROVED:
THOMAS B. MODICA
ACTING CITY MANAGER