TITLE
Recommendation to adopt Specifications No. RFP PW16-181 and authorize City Manager, or designee, to execute agreements with O’Connor Construction Management, Inc., of Irvine, CA; Vanir Construction Management, Inc., of Costa Mesa, CA; and Lenax Construction Services, Inc., of Los Angeles, CA, for Job Order Contract Program Support Services, in a total aggregate amount not to exceed $750,000 for a period of three years. (Citywide)
DISCUSSION
City Council approval is requested to enter into formal agreements with O’Connor Construction Management, Inc., Vanir Construction Management, Inc., and Lenax Construction Services, Inc., to cover anticipated future work as the Job Order Contract (JOC) program required increased contract authority. Purchase Orders in an aggregate amount of $150,00 have been issued for program support services.
On March 21, 2017, the City awarded contracts to eight construction contractors for the JOC program. To provide review of documents associated with this program, a formal procurement process was completed in December 2016 (RFP PW16-181), for JOC program support services. Program support services include independent review of contractor proposals for conformance to the Construction Task Catalog and the requirements of the JOC Policy (AR 8-31).
A Request for Proposals (RFP) was advertised in the Long Beach Press-Telegram on September 17, 2016, and 7,556 potential firms specializing in construction services were notified of the RFP opportunity. Of those proposers, 55 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 22 local, minority, and women-owned business groups. A total of five proposals were received on October 5, 2016. Of those five proposers, one was a Minority-owned Business Enterprise (MBE), four were Women-owned Business Enterprises (WBEs), two were certified Small Business Enterprises (SBEs), and none were Long Beach-based businesses (Local).
The selection committee, comprised of the Business Operations Bureau Manager, Project Mangement Officer, Capital Projects Coordinator IV, and an Administrative Analyst III, evaluated the five proposals submitted and determined that the following three firms were the most qualified and responsive based upon the criteria specified in the RFP:
• O’Connor Construction Management, Inc., of Irvine, CA (not an MBE, WBE, SBE or Local)
• Vanir Construction Management, Inc., of Costa Mesa, CA (WBE)
• Lenax Construction Services, Inc., of Los Angeles, CA (WBE, SBE)
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, 760 Long Beach vendors were notified to submit proposals, of which five downloaded and none submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
The requested three-year term for the program support services agreement is expected to provide for completion through the current term of JOC contracts and their possible extensions.
This matter was reviewed by Deputy City Attorney Linda T. Vu on June 14, 2017 and by Revenue Management Officer Geraldine Alejo on June 26, 2017.
TIMING CONSIDERATIONS
City Council action is requested on July 11, 2017, to ensure uninterrupted delivery of program support services for projects in the JOC program.
FISCAL IMPACT
The requested contract authority, in an aggregate amount not to exceed $750,000, for a three-year term, is estimated based on current and anticipated projects within various City departments, primarily in the Public Works Department (PW).
Services will be provided on an as-needed basis. No appropriation increase is requested at this time. Any work not currently budgeted will only proceed at such time that appropriations have been approved by the City Council. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CRAIG A. BECK
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER