CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: July 1, 2009
SUBJECT/TITLE: Discussion of the Ranking of Consultants for Program Manager Services for the Regional Transportation Management Center and the I-10 Freeway Management System RFP No. 0079-09-KR-RC
TARGET ISSUE: Not Applicable
STATEMENT OF ISSUE
The Joint Project Agreement (JPA) with the Florida Department of Transportation (FDOT) on the Regional Transportation Management Center (RTMC), the Freeway Management System (FMS) and the Telecommunications Infrastructure requires the City, through its competitive selection process, to procure the services of a Program Manager to oversee the projects described in the JPA. The results of the competitive selection process are shown in Attachment A hereby forwarded to the City Commission for approval.
RECOMMENDED ACTION
Approve the ranking of consultants for Program Manager Services and authorize the City Manager to negotiate and execute an agreement for services with the top ranked firm for a sum not to exceed $1,646,131. If agreement cannot be reached, the City Manager is authorized to terminate those negotiations and proceed in the same manner with the second-ranked firm and, if necessary, the third-ranked firm.
FISCAL IMPACT
This project is funded by FDOT on a cost reimbursable basis and is funded through the Joint Project Agreement (JPA) with the FDOT approved by the City Commission on June 18, 2008. The Office of Budget & Policy has reviewed this agenda item and concurs that it meets City budgetary guidelines.
Gabriel P. Menendez, Director, Public Works Department
Anita Favors Thompson, City Manager
For information, please contact: E. Olu Sawyerr, Public Works Department, Traffic Engineering Division, (850) 891-8261
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
On June 18, 2008 the City Commission authorized the City Manager to execute a Joint Project Agreement (JPA) with the Florida Department of Transportation (FDOT) for the Regional Transportation Management Center (RTMC) and the Freeway Management System (FMS). This agreement was executed on June 30, 2008. The agreement required the City to obtain the services of a Program Manager, following the City’s procurement procedures, to oversee the execution of these projects.
On January 29, 2009, the City issued a Request for Proposals (RFP), Consulting Program Management Services RFP No. 0079-09-KR-RC. The following consultants submitted proposals in response to this RFP:
The Assistant City Manager, Tom Coe, constituted a committee of three members, Chad Williams of FDOT, Brian Waterman of StarMetro, and Gabriel Menendez, Director of Public Works (committee chairman), to rank the proposals received for program management services.
The scoring of the various proposals took into account various criteria including but not limited to an evolution of the proposing firm’s experience and ability to perform the work. In addition, consideration was given to the work approach and methodology proposed by the firm. Based on the scoring of the proposals the consultants are ranked as follows (see Attachment A):
The tabulated results were posted as required on March 23, 2009. It is proposed to collocate the RTMC in the Public Safety Complex as a joint-use instead of a standalone facility. This collocation was identified as an option in the JPA. Significant level of cooperation and coordination will be required between selected consultant and URS, the Program Manager for the Public Safety Complex.
The program management services to be provided by the selected firm include the following:
1. Act as City’s managing representative for the procurement and delivery of design and construction services for the three projects identified as follows:
a. Telecommunications Infrastructure between RTMC and I-10; and,
b. Freeway Management System along I-10 between mile markets 191 and 210.
2. Administer and oversee other consultants/contract teams associated with each of the projects.
3. Other program management and technical services as needed.
CHARITABLE CONTRIBUTIONS
Award is not based on Charitable Contribution Preference, as funding is to be provided by FDOT and is exempted by the Charitable Contribution Ordinance.
OPTIONS
1. Approve the ranking of consultants for Program Manager Services and authorize the City Manager to negotiate and execute an agreement for services with the top ranked firm for a sum not to exceed $1,646,131. If agreement cannot be reached, the City Manager is authorized to terminate those negotiations and proceed in the same manner with the second-ranked firm and, if necessary, the third-ranked firm.
Pros
a. The ranking followed the City’s procurement process.
b. The top-ranked consultant has a high level of familiarity with the Tallahassee Advanced Transportation Management System (TATMS) software and hardware as it was originally developed and is periodically updated by them.
c. A good cross section of stakeholders was represented on the selection committee including the FDOT and StarMetro.Cons
a. It may, in the long run, not be in the City’s best interest for the continued update of TATMS and the TMC to be vested in a single vendor, that is, the top ranked consultant.
2. Do not approve the ranking of consultants.
Pros
a. This will give other vendors the opportunity to become familiar with and have a working knowledge of TATMS.
b. The input by non-proprietary vendors might result in a better product.Cons
a. Will run counter to the well-established selection procedures.
b. This will not be consistent with the requirements of the City’s joint program agreement with the FDOT.
c. The learning curve by other than the top ranked consultant may hinder the timely and successful completion of this project.
d. The result of the selection process has been posted as required and there have been no objections to the selection committee’s recommendations.
3. Provide alternative direction.
ATTACHMENTS