TITLE
Recommendation to adopt Specifications No. ITB PR21-015 and award a contract to Crew, Inc., of Rancho Dominguez, CA, for the rental of construction equipment with operator for beach nourishment, in a total annual amount not to exceed $300,000, 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. (District 3)
DISCUSSION
City Council approval is requested to enter into a contract with Crew, Inc. (Crew), for the rental of construction equipment with a qualified operator for transport of beach sand on City-maintained beaches.
Every year, natural coastal erosion caused by wave action, king tides, storm surge energy, and wind erode the beach along the Alamitos Peninsula. As a result of the erosion, and to mitigate potential damage to property, the Parks, Recreation and Marine Department (PRM) engages in an annual Alamitos Peninsula beach rebuilding project to fortify the beach. Crew will furnish PRM with heavy equipment and operators to complete the City’s beach nourishment efforts.
The bid was advertised in the Long Beach Press-Telegram on February 11, 2021, and 5,318 potential bidders specializing in construction equipment rental were notified of the bid opportunity. Of those bidders, eight downloaded the bid via the City’s electronic bid system. The bid 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>. A bid 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. One bid was received on March 30, 2021. The one bidder is a certified Small Business Enterprise (SBE). Crew, Inc., of Rancho Dominguez, CA (SBE), was the lowest responsible bidder.
Local Business Outreach
To align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download bid specifications. Through outreach, 37 Long Beach vendors were notified to submit bids, of which none downloaded or submitted a bid. 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 Monica J. Kilaita on August 11, 2021, Business Services Bureau Manager Tara Mortensen on August 16, 2021, and by Budget Analysis Officer Greg Sorensen on August 24, 2021.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB PR21-015 and award a contract concurrently is requested on September 14, 2021, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total annual amount of the contract will not exceed $300,000 for rental of construction equipment with operator. Of the total annual contract amount, $100,000 is currently budgeted in the Tidelands Operating Fund Group in the Parks, Recreation and Marine Department. The remaining $200,000 is currently unbudgeted and will only be authorized as one-time or as funding sources are identified. The full contract amount will only be sought for emergency use, for services needed to mitigate natural disasters. Any work not currently budgeted will only proceed once appropriation has been approved by the City Council. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
BRENT DENNIS
DIRECTOR
PARKS, RECREATION AND MARINE
APPROVED:
THOMAS B. MODICA
CITY MANAGER