1. Authorize the City Engineer to issue and advertise the transmitted RFQ to wastewater and environmental engineering consultants (Transmittal No. 1).

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1 Joint Report No. 3 CD Nos. All REQUEST FOR AUTHORITY TO ISSUE A REQUEST FOR QUALIFICATIONS (RFQ) AND NEGOTIATE PERSONAL SERVICES CONTRACTS FOR ON-CALL WASTEWATER AND ENVIRONMENTAL ENGINEERING CONSULTANTS FOR VARIOUS PUBLIC WORKS PROJECTS RECOMMENDATIONS 1. Authorize the City Engineer to issue and advertise the transmitted RFQ to wastewater and environmental engineering consultants (Transmittal No. 1). 2. Authorize the staff from the Department of Public Works to evaluate and pre-qualify the respondents based upon the requirements and procedures set forth in the RFQ. 3. Authorize the City Engineer to negotiate a personal services contract with each of the highest rated and most responsive firms. 4. Direct the City Engineer to report to the Board of Public Works (Board) with recommendations on executing the negotiated contracts. TRANSMITTALS 1. Copy of the s (BOE) proposed RFQ for the On-Call Wastewater and Environmental Engineering Consultants List for various Public Works projects. 2. Copy of the Notice to Advertise. 3. Copy of the Personal Services Contracting Process Checklist (Items 1-5 completed). 4. Copy of the Master RFQ/Request for Proposal Contract Checklist (Items 1-10 completed). DISCUSSION Background The Wastewater and Stormwater Programs within the BOE manage a very large number of projects, ranging from small to exceptionally large and from simple to very complex. Projects included within these programs range from simple sewers and green street improvements to complicated advanced water purification facilities and power generation projects such as the Digester Gas Utilization Project. The projects cover routine to the most state-of-the-art wastewater treatment and stormwater processes. Whether simple or complex, a full range of planning, environmental, permitting, design, and construction management services are required for each project.

2 Joint Report No. 3 Page 2 Within these programs, there is a continuing need for consultant support to meet peak workload requirements and to provide specialized technical and managerial expertise not readily available from the BOE s permanent staff. The wide range of specialized engineering skills required for today s complex, multi-disciplinary projects makes it difficult for the BOE to supply all required skills from their own permanent staff. Therefore, the need for consultant support within the wastewater and stormwater programs provides the best option due to the fluctuating workload. Existing Wastewater Consultant Contract The BOE has been utilizing on-call consultant services in the Wastewater Program for the past 10 years and recommends continuing this contracting vehicle by developing the next On-Call Consultants List to provide engineering services to the wastewater and stormwater programs on an as-needed basis. Pre-qualifying the firms expedites the hiring process by having the selection process completed ahead of time. This eliminates the need to repeat the selection process for every individual project and will streamline the contracting process to ensure the timely delivery of requested services. There is little downside risk to developing an On-Call Consultants List because no work is guaranteed at the time the list is established. The BOE would assume management responsibility for the contracts. In accordance with established Board policy, the City Engineer may authorize consultant work for tasks up to $100,000. Prior Board approval is required for tasks above that amount. Notification of tasks above that amount will be performed utilizing the Los Angeles Business Assistance Virtual Network (LABAVN) system at The duration of a typical wastewater treatment plant or stormwater project from the start of design until the end of construction is three to five years. In some cases, larger more complex projects can take over five years from start to finish. With the current On-Call Consultants List expiring in July 2017, it is important that a new list be put in place to accommodate upcoming, future projects expected to last three years or more. Establishing a new list at this time will also allow sufficient overlap and give the BOE the flexibility to transition from the current list to the new list. The scope of services under the current On-Call Consultants List includes projects that touch the water, air, and land environments. For example, the Machado Lake Ecosystem Rehabilitation Project, several pump station rehabilitation projects, and the Hyperion Headworks Biotrickling Filter Odor Control Facility have all been handled through the current list. Additionally, stormwater pollution abatement projects ongoing under Proposition O, will use the new On-Call Consultant s List to secure continuing consultant services. Advertising and Distributing the RFQ Upon the adoption of this report by the Board, the proposed RFQ will be advertised via a Notice to Advertise (Transmittal No. 2) which will be placed in a local publication and sent to professional organizations. The RFQ and its attachments will be available for download from the LABAVN. Consultant Selection Process (Including Subconsultants) Staff from the Department of Public Works will screen the responses and as necessary schedule interviews with the representatives of the qualified firms. The Evaluation Criteria summarized below will be used in evaluating the respondent s Statement of Qualifications

3 Joint Report No. 3 Page 3 (SOQ) to determine which respondents are deemed most qualified for the successful performance of the type of work that is outlined in the RFQ. Respondents submitting the highest-rated SOQs may be called for an oral interview to further assess their qualifications. If the consultant has complied with all other City requirements, a contract will be negotiated with the top 15 ranked respondents. Upon the adoption of the recommended On-Call Consultants List and the approval and execution of a consulting contract, all consultants on the established list will have an opportunity for upcoming work, therefore task order solicitations will be issued through the LABAVN. For each desired task order solicitation, the project will be awarded to the On-Call Consultant whose proposal represents the best overall value to the City for the requested work. The following evaluation criteria will be used to select the top 15 ranked SOQs: Selection/Evaluation Criteria Criteria Percentage Program and Project Management Qualifications This includes the team s background, experience, and familiarity with wastewater and environmental engineering issues for public works projects and tasks, and the qualifications of personnel in the areas of program and project management. 15% Planning, Design, and Construction Management Qualifications This includes the team s background, experience, and familiarity with wastewater and environmental engineering issues for public works projects and tasks, and the qualifications of personnel in the specific areas of planning, design, construction management, computer aided design (CAD) and process engineering. 15% Record of Past Performance This includes responsiveness to client's needs, quality of work, completion of work on time and within budget, the response of references, and commitment to diversity. Firms shall provide list of projects, including scope, cost, and contact person. 15% Cost Control This includes cost control procedures, preliminary cost estimates, personnel utilization, and companies field and home office overhead rates. 15% Overall Company Resources This may include the total number of personnel and their specialized wastewater and environmental related expertise. 15% Company Access Team s location, including local office resources. 20% Familiarity with the City of Los Angeles Knowledge of City of Los Angeles facilities, rules, policies, and procedures. 5% Total 100% Business Inclusion Program (BIP) On January 12, 2011, the Mayor issued Executive Directive No. 14 which created the BIP. Is it the policy of the City to offer as many subconsulting opportunities as possible to Minority Business Enterprise (MBE), Women Business Enterprise (WBE), Small

4 Joint Report No. 3 Page 4 Business Enterprise (SBE), Emerging Business Enterprise (EBE), Disabled Veteran Business Enterprise (DVBE), and Other Business Enterprise (OBE) concerns in accordance with Executive Directive No. 14. For this RFQ, the City has set anticipated participation levels of 18 percent MBE, 4 percent WBE, 25 percent SBE, 8 percent EBE, and 3 percent DVBE subconsultants. Proposers submitting an SOQ in response to this RFQ are required to perform a BIP Outreach, using the LABAVN, in order to establish their potential list of subconsultants. Failure to comply with the BIP Outreach requirements will render the RFQ non-responsive. In addition to the BIP Outreach, the Proposers are required to complete and submit the List of Potential MBE/WBE/SBE/EBE/DVBE/OBE Subconsultants (Schedule A). The Schedule A must be submitted with the Proposer s SOQ. At the time a specific Task Order Solicitation is proposed, the Consultant must submit the Task Work Order List of Subconsultants (Schedule B) form. The subconsultants listed on the Schedule B will be from the pool of potential subconsultants listed on their latest approved Schedule A. Local Business Preference (LBP) Program Ordinance No adopted the LBP Program which is designed to increase employment and expenditures in the local private sector. Proposers that qualify as a Local Business Enterprise (LBE) will be granted an additional 8 percent preference to their score at the time the RFQ responses are evaluated. The Preference allowed by the Ordinance for the utilization of LBE subconsultants is not applicable to the RFQ evaluation process because actual subconsultant utilization cannot be pledged until after the contract has been executed and task orders are assigned for specific work. Compliance with City Policies and with the Board s Policy On December 24, 2002, the Board adopted, as policy, the recommendations of the Advertising/Outreach Committee for advertising and outreach for personal services contracts. These procedures have been followed (Transmittal Nos. 3 and 4). All consultants participating in this program will be subject to compliance with the following City of Los Angeles ordinances and policies: Contractor Responsibility Ordinance; Business Tax Registration Certificate; Non-Discrimination, Equal Employment Practices, and Affirmative Action; Insurance requirements; Equal Benefits Ordinance; Child Support Obligations Ordinance; Americans with Disabilities Act; Service Contractor Worker Retention Ordinance; Living Wage Ordinance; Slavery Disclosure Ordinance; Non-Collusion; Municipal Lobbying Ordinance; First Source Hiring Ordinance; and Discount Terms. Failure to comply with all requirements specified will render the consultant s contract subject to termination pursuant to the conditions expressed therein. Contractor Performance Evaluation The quality of the work performed by the consultants will be monitored in accordance with Contractor Evaluation Ordinance No (Division 10, Chapter 1, Article 13 of the Los Angeles Administrative Code) and the Rules for the Evaluation of Service Contractors which require departments to prepare performance evaluations upon completion of all service contracts over $25,000 and at least three months in duration. The critiques are kept on file by the, Special Research & Investigation Section for reference by other City departments and agencies.

5 Joint Report No.3 Page 5 Notice of Intent to Contract and Charter Section 1022 Determination The required Notification of Intent to Contract form was submitted to the Office of the City Administrative Officer (CAO) on July 8, In compliance with Charter Section 1022, on October 26, 2015, the CAO determined that it was more feasible to utilize consultants to perform this work rather than City employees. RFQ Review The proposed RFQ has been reviewed and approved by the Office of Contract Compliance and approved as to form by the City Attorney's Office. STATUS OF FUNDING The contract to be entered into with the selected On-Call Consultants will not have a single, specific source of funds attached to it. Instead, funds will be encumbered on a project-by-project basis from various sources at the time the specific Task Order proposals are requested from the Consultants. ( MJS RMK JKS KRR WFB ) Report reviewed by: BOE (ADM and PAC) Report prepared by: Environmental Engineering Division Michael J. Sarullo, PE Division Engineer Phone No. (310) Compliance Review performed and approved by: x; '. Ha~gr~anager Office of Contract Compliance MJS/ EED.eeg Respectfully submitted, Aa;&~ Gary Lee Moore, PE, ENV SP City Engineer ~-~ J John L. Reamer, Jr. D"inspector of Public Works Questions regarding this report may be referred to: Michael J. Sarullo, Division Engineer Phone No. (310) MichaeI.Sarullo@lacity.org