TITLE
Recommendation to adopt Specifications No. RFP PW19-099 and award a contract to Infrastructure Management Services, LLC, of Tempe, AZ, for engineering consulting services for updating the City of Long Beach Pavement Management Program, in an amount not to exceed $574,879, 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 Infrastructure Management Services, LLC (IMS), for the development and update of the City's Pavement Management Program (PMP) for major and secondary arterial streets, collector streets, and local streets. The PMP is a management approach for prioritizing roadway pavement maintenance and rehabilitation activities. The PMP optimizes the allocation of maintenance and rehabilitation budgets based on pavement inspection data and uses software that calculates Pavement Condition Index (PCI) of City streets. The City's PMP assessment should be updated biennially and was most recently updated in 2018.
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. Up to date PCI data is crucial for the proper management of the PMP.
The Request for Proposals (RFP) was advertised in the Long Beach Press-Telegram on September 18, 2019, and 189 potential proposers specializing in related professional engineering services were notified of the RFP opportunity. Of those potential proposers, 42 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. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 28 local, minority-owned, and women-owned business groups. Three proposals were received by the October 23, 2019 deadline. Of the three proposers, none were Minority-owned Business Enterprises (MBEs), Women-owned Business Enterprises (WBEs), certified Small Business Enterprises (SBE), or Long Beach businesses (Local).
A selection committee, comprised of representatives from the Public Works Department’s Engineering Bureau, determined that IMS 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 the RFP specifications. Through outreach, 13 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 bidder pool.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on April 17, 2020, Deputy Finance Director Sandy Tsang-Palmer on April 3, 2020, and by Revenue Management Officer Geraldine Alejo on April 7, 2020.
TIMING CONSIDERATIONS
City Council action to adopt Specification No. RFP PW19-099 and award a contract concurrently is requested on May 5, 2020, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The contract amount will not exceed $574,879 for a period of two years, with the option to renew for three additional one-year periods. Sufficient funds for this contract are budgeted in the Capital Projects 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. Approval of the recommendation will provide continued support to the local economy through construction employment.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CRAIG A. BECK
DIRECTOR OF PUBLIC WORKS
APPROVED:
THOMAS B. MODICA
ACTING CITY MANAGER