Addendum 2 RFP FM-24-494 QA.pdf

Department of Financial Management 411 West Ocean Boulevard, 6th Floor

Long Beach, CA 90802

(562) 570-6425

December 5, 2024

NOTICE TO PROPOSERS

ADDENDUM NO. 2: Questions & Answers

RFP No. FM-24-494 Citywide Labor Compliance Consulting Services

This addendum changes and supersedes the language in the original RFP.

Please acknowledge receipt of this addendum by signing and submitting with your proposals. Any proposer who fails to submit this addendum may be disqualified.

The City would like to remind Proposers that pursuant to Section 5.2.27 of the RFP, the City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

The City would like to provide the following link to the Optional Pre-Proposal meeting:

• Optional Pre-Proposal Meeting video link: https://youtu.be/VS_uuIiopDQ

The questions and answers are as follows:

1. Q: Who is the incumbent?

A: The City has a current bench of 9 firms:

1. Alliant Consulting

2. Comprehensive Housing Services, Inc.

3. GCAP Services, Inc.

4. Michael Baker International

5. Pacifica Services, Inc.

6. Padilla and Associates, Inc.

7. Perceptive Enterprises, Inc.

8. Silveira Consulting

9. Wildan Engineering, Inc.

2. Q: How Much was the award?

https://youtu.be/VS_uuIiopDQ

RFP FM-24-494

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A: Total annual aggregate contract amount was not to exceed $1,650,000, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager.

3. Q: How many contracts throughout the city?

A: Please refer to Addendum #2, question no.1.

4. Q: Do you have a budget?

A: Please refer to Addendum #2, question no.2.

5. Q: What software does the city require?

A: The City utilizes LCPtracker for prevailing wage monitoring.

6. Q: Regarding Section 1.2 – Background, the RFP mentions Housing and Urban Development (HUD) Section 3 Regulations, Title 24 Code of Federal Regulations (CFR), Part 135. Furthermore, under the Section – Davis Bacon/HUD Section 3 monitoring, d. “Monitor projects to ensure that HUD Section 3 hiring and requirements … adher to 23 CFR, Part 135 and other HUD Section 3 associated regulations”.

Please advise - a new Final Rule for Section 3 was issued by HUD in 2020 as 24 CFR, Part 75. Is this the Section 3 regulation that the City is currently complying with or it is in addition to Part 135? HUD no longer requires Part 135 reporting.

A: The City enforces all current Section 3 HUD and adheres to updated regulations.

7. Q: Does a proposer have to use the Narrative Proposal Template (graph/excel format) or may we use our own format as we answer the questions in the order that is on the template?

A: The City does not require a proposal template, but your proposal must include all the data requested in the RFP.

8. Q: Will the labor compliant staff be required to work onsite at the City of Long

Beach facility?

A: No, labor compliance consultants will not be required to work onsite.

However, we do need staff to be readily available to attend on-site meetings, as requested.

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9. Q: Will you please confirm how the sample Pre-Construction Packet is to be uploaded onto the submittal site? Do you want individual documents or just one document with the required information?

A: Pre-Construction packets should be preprepared by the consultant. The vendor signs the document and then it is uploaded into LCPtracker. It should be one packet only and must contain all labor compliance required documents.

10. Q: Will you please confirm what items were changed in Version 2 of the released

RFP?

A: There was 1 addenda issued at the moment, with issuance date of 11/15/2024. This added details on the City’s need for Disadvantaged Business Enterprise (DBE) program support under Federal Aviation Administration (FAA).

11. Q: On page 19 of the RFP, it states: Firms that are not located within the Long

Beach area must have staff available within a reasonable time frame for on-site meetings, employee interviews or other events as requested by the City.

o Will you please define ‘reasonable time frame’?

A: A ‘reasonable time frame’ would be within an hour.

12. Q: How detailed do you want the Cost Breakdown to be?

A: Please refer to Section 4.2 of the RFP regarding cost proposal information.

13. Q: Where are we to include Addendum acknowledgment documents?

A: All addendum(s) issued with this RFP must be acknowledged and provided in your narrative proposal.

14. Q: With the recent Addendum and the addition to the Scope of Work, may the question due date be extended a week?

A: Any timeline adjustments will be announced Long Beach Buys via Addendum.

15. Q: 2.1 Description of Services, Certified Payroll Monitoring: Will Long Beach's

LCP Tracker account already be set up to the requirements of the project?

A: Yes, the assigned project will be setup in LCPtracker.

16. Q: 2.1 Description of Services, Certified Payroll Monitoring: Are there specific steps Long Beach would like to see used for resolving underpayment?

A: Consultants are required to calculate underpayments per State of California Labor Code and provide these amounts to the City/Vendor.

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17. Q: 2.1 Description of Services, Certified Payroll Monitoring: What makes a project exempt for being a "larger project?"

A: This would be considered on a case-by-case basis, and generally any projects requiring multiyear monitoring are considered a large project.

18. Q: 2.1 Description of Services, Skilled and Trained Workforce: Does Long Beach have specific forms they would like us to use or do those need to be created by a Consultant or use the DIR STW-1 form?

A: The City’s Project Labor Agreement (PLA) exempts Skilled Trained Workforce.

PLA is handled internally by the City.

19. Q: 2.1 Description of Services, On-Site Inspections/Employee Interviews: How many interviews are required per project/contractor?

A: The consultant must perform on site interviews necessary to ensure workers employed on the projects are receiving prevailing wages. There is not a set number or interview frequency that is required but must follow State and/or Federal guidelines.

20. Q: 2.1 Description of Services, On-Site Inspections/Employee Interviews: How often are interviews required?

A: Please refer to Addendum #2 question, no.19.

21. Q: 2.1 Description of Services, On-Site Inspections/Employee Interviews: Do you require certifications for onsite interview representative?

22. Q: 2.1 Description of Services, On-Site Inspections/Employee Interviews: What are the stipulations for "random?"

23. Q: 2.1 Description of Services, On-Site Inspections/Employee Interviews: Are there specific forms or interview questions that Long Beach has prepared?

A: There are no specific interview forms required, but the forms must document standard labor compliance questions to ensure workers employed on the project are earning a prevailing wage.

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24. Q: 2.1 Description of Services, On-Site Inspections/Employee Interviews: Does your LCP tracker comes with the Onsite Interview Module to integrate all field reports?

A: No, this module is not available at the moment. Interview material is to be provided to the City at project closeout.

25. Q: 2.1 Description of Services, Pre-Bid/Pre-Construction/Job “Kickoff” Meetings:

Are there specific ‘required forms‘ for the City of Long Beach that will be provided that need to be included in the packet in addition to our standard packet?

A: Yes, the City will provide City of Long Beach required forms but the consultant can use their own pre-construction package.

26. Q: 2.1 Description of Services, Davis Bacon/HUD Section 3 Monitoring: Will the

City be providing the required forms for this or is it something we would create?

A: The City is currently updating our HUD Section 3 forms. We will provide copies of HUD Section 3 forms to the selected consultants once they have been revised.

27. Q: 2.1 Description of Services, Davis Bacon/HUD Section 3 Monitoring: When do you require to submit Section 3 reporting to the City?

A: HUD Section 3 forms will be requested at the end of the project, or on an as-needed basis.

28. Q: 2.1 Description of Services, Response to Consulting Requests: Will all contractors on project already be identified or is this required before project goes out to bid?

A: All contractors will be identified at the time of when the proposal is sent to the labor compliance consultant. If a new sub is added, the prime contractor must notify the City’s Project Manager and Labor Compliance Consultant.

29. Q: 2.1 Description of Services, Response to Consulting Requests: After a proposal is submitted what is the average time before we are notified if we were selected?

A: The City will advise the consultant within a week of receiving a proposal (if they were selected or not).

30. Q: 2.1 Description of Services, Response to Consulting Requests: How soon will the project start after being notified?

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A: Project commencement time varies by Department/project. The City will do its best efforts to communicate potential project delays.

31. Q: 2.1 Description of Services, Project Close Out: Does the City provide their specific close-out requirements and forms to be submitted?

A: Yes, the City has one standard close out document which will be provided to the selected consultants.

32. Q: 2.1 Description of Services, Invoicing: Frequency: Can we bill early, for example bill the 28th for the previous month?

A: No, the City requires one full month of billing (from first of month through end of month). Net 30 is the City standard billing policy.

33. Q: 2.2 Contract Management: How much notice will we have for in-person meetings?

A: Meeting notices vary by Department need. But generally, there is a 2-7 day advanced notice of pre-construction meetings.

34. Q: 4.2 Proposal Content: Is this referring to a Long Beach City Business license?

A: Yes, a City of Long Beach City Business license will be required for the selected consultants.

35. Q: General Question: Is there a situation where there could be more than one consultant assigned per project?

A: No, there will be only one consultant assigned per project.

36. Q: Regarding the Cost Proposal / Fee Schedule, the RFP asks for a fee schedule for the tasks involved, broken down per task and hours, along with a schedule of current hourly rates for applicable personnel and any reimbursable expenses.

Will you please provide examples of the type of tasks/costs you would like included in the Fee Schedule?

A: Please refer to Section 4.2 of the RFP regarding cost proposal information.

37. Q: Does City Provide LCP Tracker?

A: Yes, the City provides LCPtracker & will assign consultants in LCPtracker.

38. Q: Will you be providing a sample agreement for review?

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A: Yes, a sample agreement is available under File Attachments on the bid solicitation page in Long Beach Buys.

39. Q: I am Sole Proprietor, Proof of Registration with California Secretary of State is just for LLCs, Should I put N/A on the form?

A: This form is only required for awarded contractors, at this moment in the process it is optional, you can simply not submit this form for now

40. Q: On Page 20 section 4.3 Narrative Proposal Template. Do we need to fill out that table or just be sure to provide all of the requested information in our proposal?

A: This table does not have to be filled out but, but your proposal must include all the data requested in this table.

41. Q: Does the city use overhead rates and/or AASHTO spreadsheets to calculate hourly rates and pricing?

A: No.

42. Q: On the Longbeachbuys website there is a tab for Quote items. We do not need to anything there correct?

A: There is no need to do anything under the Items Quote tab once you begin to create your quote in Long Beach Buys.

PREPARED BY: William Reyes, Buyer I

ACKNOWLEDGED BY:

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