TITLE
Recommendation to adopt Specifications No. RFP DV14-117 and award a contract to Meléndrez of Los Angeles, CA, to provide planning and conceptual design services to develop the Terminal Island Freeway Transition Plan, in an amount not to exceed $249,936 for a period of two years;
Authorize City Manager or designee to execute all documents necessary to enter into the contract, including any necessary amendments thereto; and
Increase appropriations in the General Grants Fund (SR 120) in the Development Services Department (DV) by $225,000. (District 7)
DISCUSSION
City Council approval is requested to enter into a contract with Melendrez for planning and conceptual design services. On March 19, 2013, the City Council authorized the City Manager to submit and accept a California Department of Transportation (Caltrans) Environmental Justice Transportation Planning Grant to fund the preparation of a Terminal Island (TI) Freeway Transition Plan (Plan). One year later, on March 18,2014, Caltrans awarded the grant to the City and issued a Notice to Proceed authorizing commencement of work on the Plan. The Plan will define the community's vision for replacing an underutilized freeway, which promotes a healthier community by mitigating pollution impacts and improving neighborhood connections. Furthermore, the Plan will provide an implementation plan that will identify potential funding sources, and implement the City's Mobility and Open Space General Plan elements.
A Request for Proposals (RFP) was advertised in the Press-Telegram on July 14, 2014, and 3,558 potential bidders specializing in professional, architectural, and technical services were notified of the RFP opportunity. Of those potential bidders, 112 downloaded the RFP document 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 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-owned business groups. Eight proposals were received on August 20, 2014. Of those eight proposals, two were Disadvantaged Business Enterprises (DBEs), two were Minority-owned Business Enterprises (MBEs), two were Women-owned Business Enterprises (WBEs), three were certified Small Business Enterprises (SBEs), and none were Long Beach businesses (Local).
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 Bids Online database to download RFP specifications. Through outreach, 409 Long Beach vendors were notified to submit proposals, of which 11 downloaded and none submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
A selection committee, comprised of staff from the Development Services, Public Works and Harbor Departments, reviewed the eight proposals and evaluated each firm on the criteria set forth in the RFP. Four firms were selected to participate in the interview phase of the evaluation. The selection committee determined that Melendrez of Los Angeles, CA (DBE, WBE and SBE), submitted the most qualified and responsive proposal that best meets the City's needs. Melendrez is a full-service planning and urban design firm with nearly 30 years of experience in improving quality of life through the urban built environment. The firm has specific expertise in addressing these types of issues in west Long Beach through prior work on the 1-710 Community Livability Plan and the recently initiated West Long Beach Livability Implementation Plan.
This matter was reviewed by Deputy City Attorney Linda Vu on October 27, 2014, and by Budget Operations Officer Grace Yoon on November 14,2014.
SUSTAINABILITY
Reducing the intensity of the TI Freeway was identified in the recently adopted Mobility Element of the Long Beach General Plan to reduce the environmental impacts from our transportation system. The Plan presents an opportunity to support walking, bicycling and transit usage, and to mitigate pollution impacts from the adjacent industrial and freight movement facilities in the project area.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP DV14-117 and award a contract concurrently is requested on December 2, 2014, to ensure the project can be completed in accordance with the grant schedule.
FISCAL IMPACT
The total contract award is not to exceed $249,936. An appropriation increase is requested in the Development Services Department (DV) for $225,000. The appropriation increase will be offset by revenue from a Caltrans grant award. The remaining amount of $24,936 is funded by a match required per the contract award and is budgeted in the Transportation Fund (SR 182) in the Public Works Department (PW). There is no local job impact with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
AMY J. BODEK, AICP
DIRECTOR OF DEVELOPMENT SERVICES
ARA MALOYAN
DIRECTOR OF PUBLIC WORKS
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER