TITLE
Recommendation to adopt Specifications No. RFP PW21-036 and award contracts to AGA Engineers, Inc., of Fullerton, CA; Alta Planning + Design, Inc., of Los Angeles, CA; Chen Ryan Associates, Inc., of San Diego, CA; Fehr & Peers, of Long Beach, CA; Iteris, Inc., of Santa Ana, CA; KOA Corporation, of Orange, CA; Linscott, Law & Greenspan Engineers, of Irvine, CA; Michael Baker International, Inc., of Santa Ana, CA; STC Traffic, Inc., of Carlsbad, CA; and TDG Engineering, Inc., of Silver Spring, MD, for as-needed traffic engineering and transportation planning services, in an aggregate amount not to exceed $6,000,000, for a period of three years, with the option to renew for two additional one-year periods in an aggregate amount not to exceed $2,000,000 each year, at the discretion of the City Manager; and authorize City Manager, or designee, to execute all documents necessary to enter into the contracts, including any necessary amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into contracts with ten consultants to provide as-needed services in traffic engineering, transportation planning, curb management, traffic signals, traffic control, transportation studies, program delivery, project management, outreach, and inter-agency coordination, in an aggregate amount not to exceed $6,000,000, for a period of three years, with the option to renew for two additional one-year periods in an aggregate amount not to exceed $2,000,000 each year.
These are on-call, as-needed contracts where work is performed based on individual workorders issued by the City and do not include a guaranteed minimum payment or retainer fee. Payment to the consultants will be based on workorders issued by the City and completed by the consultants. The demand for specialized as-needed traffic and transportation planning services has increased since the City received additional funding from Measure M, Measure R, Measure A, Senate Bill 1, and numerous Los Angeles County Transportation Improvement Program (TIP) and Active Transportation Program (ATP) grants. Having these agreements in place will also help if the City receives additional infrastructure stimulus funds from state or federal sources.
The Request for Proposals (RFP) was advertised in the Long Beach Press-Telegram on April 5, 2021, and 1,233 potential proposers specializing in engineering and planning services were notified of the RFP opportunity. Of those potential proposers, 91 downloaded the RFP via the City’s electronic bid system. The RFP document was made available by 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. There were 23 proposals received on May 20, 2021. Of those 23 proposers, 2 were Minority-owned Business Enterprises (MBEs), 1 was a Women-owned Business Enterprises (WBEs), 4 were certified Small Business Enterprises (SBEs), and 2 were Long Beach businesses (Local).
An evaluation committee comprised of Public Works Department transportation engineering and planning staff with expertise in the topical service categories evaluated the 23 statement of qualifications (SOQs) submitted, interviewed 13 of the firms, and determined that the following 10 firms were the most qualified and responsive in the particular service category based upon the following criteria: demonstration of competence, experience in performance of comparable engagements, expertise and availability of key personnel, financial stability, and conformance with the terms of the RFP. Firms were also selected to ensure adequate coverage across the various topical service categories.
• AGA Engineers, Inc., of Fullerton, CA (MBE)
• Alta Planning + Design, Inc., of Los Angeles, CA
• Chen Ryan Associates, Inc., of San Diego, CA (MBE, WBE, SBE)
• Fehr & Peers, of Long Beach, CA (Local)
• Iteris, Inc., of Santa Ana, CA
• KOA Corporation, of Orange, CA (SBE)
• Linscott, Law & Greenspan Engineers, of Irvine, CA
• Michael Baker International, Inc., of Santa Ana, CA (SBE)
• STC Traffic, Inc., of Long Beach, CA (Local, SBE, Certified Micro)
• TDG Engineering, Inc., of Los Angeles, CA
Local Business Outreach
To align with the City’s outreach goal, Long Beach businesses are encouraged to submit for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download RFP specifications. Through outreach, 84 Long Beach vendors were notified to submit responses, of which 5 downloaded and 3 submitted. 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 September 7, 2021, Business Services Bureau Manager Tara Mortensen on September 3, 2021, and Budget Management Officer Rhutu Amin Gharib on September 15, 2021.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP PW21-036 and award contracts concurrently is requested on October 5, 2021, to ensure the contracts are in place expeditiously.
FISCAL IMPACT
The total aggregate amount of the contract will not exceed $6,000,000 for a period of three years, with the option to renew for two additional one-year periods in an aggregate amount not to exceed $2,000,000 each year. The requested contract amount was calculated based on current, anticipated, and possible future projects within the Public Works Department. Justifications of the aggregate contract authority are also based on the increased number of firms from the previous RFP, increased number of awarded grant projects, Measure M, Measure R, and Measure A funding, and a potential infrastructure stimulus bill funding. Any work not currently budgeted will only be processed at such time that appropriations have been approved by the City Council. Each workorder will be funded prior to the workorder being issued to the consultant. 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; however, employment of full-time employees residing in Long Beach is unknown at this time and will depend on the funds budgeted and the work assigned to each firm over the course of the contract.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ERIC LOPEZ
DIRECTOR OF PUBLIC WORKS
APPROVED:
THOMAS B. MODICA
CITY MANAGER