TITLE
Recommendation to adopt Specifications No. RFP PW22-069 and award a contract to AKM Consulting Engineers, Inc., of Irvine, CA, for engineering consulting design services for the Pump Station Recovery Mitigation projects, in an amount not to exceed $834,954, for a period of nine months; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary subsequent amendments. (Districts 4,7,9)
DISCUSSION
City Council approval is requested to enter into a contract with AKM Consulting Engineers, Inc., to provide engineering consultant design services for the Pump Station Recovery Mitigation Projects (Projects).
As a result of the 2017 winter storms, the City of Long Beach (City) received a high volume of issue-related calls concerning flooding throughout Long Beach. The event impacted various residential and business areas, impeded traffic flow on the I-710 freeway, and caused significant property damage and economic impacts to businesses in Long Beach. In response, the City was granted funds from the Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program to complete phase one of the Projects, which includes the design for permanent generators with automatic transfer switches for six designated pump stations. The Projects will ensure the preservation of neighborhoods and businesses in Long Beach.
A Request for Proposals (RFP) was advertised in the Long Beach Press-Telegram on May 5, 2022, and 1,297 potential firms were notified of the RFP opportunity. Of those firms, 57 downloaded the RFP via the City's electronic bid system. The RFP 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>. An RFP announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 39 local, minority-owned and women-owned business groups. On July 14, 2022, three Proposals were received. Of those firms, two were Small Business Enterprises (SBEs) and none were Women-owned Business Enterprises (WBEs) or Minority-owned Business Enterprises (MBEs).
The proposals were evaluated based on the criteria set forth in the RFP. The selection committee, comprised of staff from Public Works, unanimously determined AKM Consulting Engineers, Inc. (SBE), best satisfied all requirements in accordance with the criteria stated in the RFP.
Local Business Outreach
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, 85 Long Beach vendors were notified to submit proposals, of which four downloaded the RFP and none 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 Vanessa S. Ibarra and by Budget Management Officer Nader Kaamoush on October 31, 2022, and by Purchasing Agent Michelle Wilson on October 19, 2022.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP PW22-069 and award a contract concurrently is requested on November 15, 2022, to ensure the contract is in place expeditiously to meet all grant funding requirements for these projects.
FISCAL IMPACT
The total cost of the requested contract will not exceed $834,954 for a period of nine months. The total cost of the design phase is currently estimated at $937,500 which includes site surveys, field investigations, documentation of existing switchgear, design of improvements, and geotechnical investigations. The Project is funded by $702,823 grant funds from the FEMA Hazard Mitigation Grant Program and $234,677 by Measure A funds appropriated in the Capital Projects Fund Group in the Public Works Department. The total cost of the Pump Station Recovery Mitigation projects is currently unknown. Staff will return to Council at a later date as additional funding sources become available for the construction, construction management, labor compliance, and project oversight phases.
This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. Approval of this recommendation will potentially have a positive impact on the local job market.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ERIC LOPEZ
DIRECTOR OF PUBLIC WORKS
APPROVED:
THOMAS B. MODICA
CITY MANAGER