TITLE
Recommendation to adopt Specifications No. RFP ER21-048 and award a contract to HDR Engineering, Inc., of Long Beach, CA, for professional engineering and recycling/solid waste management consultant services, in a total annual amount not to exceed $250,000 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. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with HDR Engineering, Inc. (HDR), for professional engineering and recycling/solid waste management consultant services, in a total annual amount not to exceed $250,000.
The City developed a comprehensive solid waste management strategy to reduce the amount of waste to be managed and to reduce the consumption of natural resources. The Southeast Resource Recovery Facility (SERRF), which began commercial operation in July 1988, is a publicly-owned solid waste management facility that uses mass burn technology to reduce the volume of solid waste by about 80 percent while generating electrical energy. HDR will assist with the preparation of a Request for Proposals (RFP) for the continued operation and future potential development of SERRF. This will include organic materials processing, addressing the City’s disposal needs, and ensuring compliance with federal and State regulations and requirements.
The RFP was advertised in the Long Beach Press-Telegram on May 5, 2021, and 919 potential proposers specializing in waste management and consulting services were notified of the RFP opportunity. Of those proposers, 38 downloaded the RFP via the City’s electronic bid system. The RFP document was made available from the Purchasing Division, located on the sixth 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 35 local, minority-owned, and women-owned business groups. Three proposals were received on June 3, 2021. Of those three proposers, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), none were certified Small Business Enterprises (SBEs), and two were Long Beach businesses (Local). The selection committee determined that HDR (Local), was the most qualified firm to provide the services.
HDR was selected based on the firm’s demonstration of competence, expertise and availability, experience in performance of comparable engagements, financial stability, conformance with RFP terms, and reasonableness of cost for providing the necessary services. HDR employees have expertise in both waste-to-energy and organics processing, and they understand the need for stakeholder development as well as generating interest in the facility and operations of SERRF.
Local Business Outreach
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, 42 Long Beach vendors were notified to submit proposals, of which 6 downloaded and 2 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 Amy R. Webber on August 6, 2021, Business Service Bureau Manager Tara Mortensen on August 5, 2021, and by Revenue Management Officer Geraldine Alejo on August 12, 2021.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP ER21-048 and award a contract concurrently is requested on September 7, 2021, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total annual amount of the contract will not exceed $250,000 for professional engineering and recycling/solid waste management consultant services. One-time funding of $250,000 in the SERRF Operations Fund Group in the Energy Resources Department was included for this purpose as part of the Proposed FY 22 Budget. Beyond FY 22, the annual cost is not currently appropriated. The department will request additional one-time funding for this purpose as part of the FY 23 budget process. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. The award of this contract will provide continued support to our local economy by assisting in the preservation of employment for nine full-time employees residing in Long Beach.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ROBERT M. DOWELL
DIRECTOR OF ENERGY RESOURCES
APPROVED:
THOMAS B. MODICA
CITY MANAGER