TITLE
Recommendation to adopt Specifications No. RFP PW14-131 for the design of three Low Flow Diversion (LFD) systems, and two Vortex Separation Systems (VSS); award the contract to Harris & Associates, of Irvine, CA, in the amount of $416,497, and authorize a 10 percent contingency in the amount of $41,650, for a total contract amount not to exceed $458,147, for a three-year period; and authorize City Manager or designee, to execute all documents necessary to enter into the contract, including any amendments thereto regarding the term or scope of services. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Harris & Associates for the design of LFD and VSS systems.
The California State Water Resource Control Board (SWRCB) Clean Beaches Initiative (CBI) Grant Program awarded $4,470,626 to the City of Long Beach for the design and construction of structural Best Management Practice (BMP) devices, as well as systems monitoring for one year following construction. The devices consist of three LFD Systems and two VSS pre-filter systems that will affect three beach outfalls in order to achieve compliance with the reduction or elimination of bacteria, as required by the Long Beach Beaches and Los Angeles River Estuary Bacteria TMDL, adopted by the SWRCB in March 2012.
The selected firm will design structural BMPs that discharge to the following beach outfalls:
1. 9th Place South of Ocean Boulevard (construct one LFD and one VSS)
2. Redondo Avenue North of Ocean Boulevard (construct one LFD and one VSS)
3. Shoreline Avenue at Golden Avenue (construct one LFD)
The locations above have produced the highest levels of bacteria among the City's beach outfalls.
The Request for Proposals (RFP) was advertised in the Press-Telegram on August 21, 2014, and 3,969 potential bidders specializing in engineering design services were notified of the RFP opportunity. Of those potential proposers, 45 downloaded the RFP document via our electronic bid system. The RFP document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.longbeach.gov/purchasing <file:///\\CLBCLUST92DEPT2\FI$\Purchasing\1%20COUNCIL%20LETTERS\2015%20Council%20Letters\2014%2011%20-%20November\2014%201111%20-%20RFP%20PW14-131%20Harris%20&%20Assoc\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 30 local, minority and women's business groups. Two proposals were received on September 9, 2014. Of those two proposers, none were Minority-owned Business Enterprises (MBEs), Women-owned Business Enterprises (WBEs), or certified Small Business Enterprises (SBEs), and one was a Long Beach-based business (Local).
An evaluation committee reviewed the written proposal and evaluated the firms on the following criteria: demonstration of competence; experience in performance of comparable engagements; expertise and availability of key personnel; financial stability; conformance with the terms of the RFP; and reasonableness of cost. Harris & Associates of Irvine, CA (not an MBE, WBE, SBE or Local), was selected by the committee as having the expertise that will best meet the City's needs.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division assists businesses with registering on the Bids Online database to download RFP specifications. Through outreach, 418 Long Beach vendors were notified to submit proposals, of which three downloaded and one 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 October 8, 2014 and by Budget Management Officer Victoria Bell on October 23, 2014.
SUSTAINABILITY
Various TMDLs have been established for setting a maximum limit for a specific metals and bacteria that can be discharged into a water body without exceeding water quality standards and impairing beneficial uses. Design and subsequent construction of the LFDs and VSSs will help to isolate and abate these pollutants, which will lead to improved water quality.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP PW14-131 and award a contract concurrently is requested on November 11, 2014, to ensure that the contract is in place expeditiously, and that the City meets the CBI grant deadlines to reduce the amount of pollutants and improve water quality in Long Beach.
FISCAL IMPACT
The total contract award is not to exceed $458,147 for a three-year period, and includes a recommended 10 percent contingency of $41,650.
This contract will initiate the design phase of this project. The total project cost, currently estimated at $4,967,362, includes construction, as well as systems monitoring for one year following construction to measure pollution reduction in the beaches and estuary as required by the State Water Board. Of this amount, $4,470,626 is supported by the Clean Beaches Initiative Grant and is appropriated in the Capital Projects Fund (CP) in the Public Works Department (PW).
The remaining amount will be funded by the City match requirement of $496,736, of which $250,000 is currently budgeted in the Tidelands Operations Fund (TF 401) capital improvement program in the Public Works Department, and the balance will be provided through in-kind staff services. Upon project completion in FY 18, annual operations and maintenance costs are estimated to be $88,000. If needed, an appropriation increase will be requested as part of a future annual budget process.
The award of this contract will provide continued support to our local economy by assisting in the preservation of employment for one full-time employee residing in Long Beach.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ARA MALOYAN, PE
DIRECTOR OF PUBLIC WORKS
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER