Office of the City ManagerAuthorize the City Manager to Enter into a Contract with Allegra Consulting, Inc. for the Citywide Historic Report on the 710 Displacement Planning ProjectCity CouncilOctober 30, 2023Item #11 Office of the City ManagerStaff Recommendation•Find that the proposed action herein is exempt from CEQA •Authorize the City Manager to enter into a contract, as the result of a competitive selection process, as specified by Section 4.08.047 of the PMC, with Allegra Consulting, Inc. for the SR 710 Northern Stub Project in an amount not to exceed $200,000 for a period of three years. Competitive price bidding is not required; and•Authorize the City Manager to extend the three year contract for up to two additional one-year periods2 Office of the City ManagerBackground•In June of 2022, Caltrans relinquished the former State Route 710 land to the City, with the land transfer occurring in August of 2022•February 2023, City Council created the Reconnecting Communities 710 Advisory Group to:>“To foster community engagement, civic participation and input on the vision, land use, transportation network, infrastructure, economics and restorative justice needed for this project and process of reconnecting the community.”•The Reconnecting Communities 710 Advisory Group will collaborate with City staff and consultants to create a vison and plan3 Office of the City ManagerBackground•During the planning process, Several important factors will be considered:>History of the communities displaced during the State’s freeway expansion.>Importance of memorializing this process•Historic consultants tasked with accurate documentation the history of Pasadena’s displaced communities•Result is integral to the overall 710 Master Plan process 4 Office of the City ManagerBackground•On June 6, 2023, a Request for Proposals (RFP) entitled Historic Report on the 710 Displacementwas issued•The RFP was divided into three sections:1.Historical Data/Setting2.The Impacts of Freeways on Segregation in Pasadena, and3.Oral History •Allows for the best-qualified proposals from consultants who may specialize in one area•RFP closed September 21, 2023 - Reviewed & evaluated by 3 experienced staff members utilizing scoring criteria in RFP5 Office of the City ManagerRequest for Proposals•The evaluation criteria and weights are as follows:
•Three separate firms are recommended for award•Only one contract exceeds $75,000 and requires City Council approval>Oral History section6 Criteria WeightConsultant experience20Proposed solution, work sample & additional materials45Proposed schedule15Cost schedule10Local Pasadena business5Small or micro-business5TOTAL SCORE100 Office of the City ManagerConsultant Selection•Historical Data/Setting – Architectural Resources Group, Score 77.33, $66,990•Impacts of Freeways on Segregation in Pasadena –Regents of the University of California – UCLA, Score 69.87, $57,622 7 Office of the City ManagerConsultant Selection•Oral History:•Sought consultants with experience in interviewing, collecting and memorializing community voices and experiences.•Additional work includes:>Resources to transcribe and provide audio recordings of interviews;>Provide interview transcriptions in a document;>Presentations to the public with a summary of the findings.8 Office of the City ManagerConsultant Selection•Oral History Project – Highest scoring proposal exceeds $75,000 and requires City Council approval.>Allegra Consulting>Local Pasadena firm•Allegra Consulting, Inc. – Cost of proposal significantly higher than other firms.•Staff recommends City Council place a cap in spending authority - $200,000. •Allegra Consulting, Inc. is willing and responsive to working with staff. •Achieve cost more in line with core deliverables.9 Office of the City ManagerFiscal Impact•Sufficient funding exists in the General Fund Project Management Fund (105) to support this contract.•Funding will be included in the City Manager’s Office operating budget in future fiscal years. 10 Office of the City ManagerAttachment A
11 Historical Data/Setting Proposals Vendor Totals Local Total Average Score Total Cost Architectural Resources Group 77.33 $66,990 Regents of the University of California 73.63 $135,010 SWCA Environmental Consultants X 72.93 $92,293 MIG, Inc. 71.55 $188,655 Robin Mina Training & Consulting X 61.56 $70,096 Weathers Wilcher, LLC 61.20 $358,000 Mutual Realty Consultants X 57.83 $175,000 Office of the City ManagerAttachment A
12 Impacts of Freeways on Segregation in Pasadena Proposals Vendor Totals Local Total Average Score Total Cost Regents of the University of California 69.87 $57,622 Architectural Resources Group 69.82 $61,010 Weathers Wilcher, LLC 64.16 $316,845 SWCA Environmental Consultants X 63.70 $36,654 MIG, Inc. 54.78 $111,875 Robina Mina Training & Consulting X 48.44 $64,724 Mutual Realty Consultants X 43.11 $45,000 CMI Consultants 32.67 $5,000 Office of the City ManagerAttachment B
13 Oral History Proposals
Vendor
Totals
Local Total Average
Score
Total Cost
Allegra Consulting X 73.41 $691,514
Regents of the University of California 70.42 $66,097
Architectural Resources Group 68.63 $79,400
SWCA Environmental Consultants X 61.49 $33,611
CollComm Public Relations X 61.27 $185,375
Weathers Wilcher, LLC 59.82 $323,155
Blackbird Productions, LLC X 58.52 $263,332
MIG, Inc. 57.74 $122,685
Mutual Realty Consultants X 54.02 $140,000
CMI Consultants 36.00 $5,000