REPORT TO THE CITY COUNCIL
FROM: GREGORY A. BARFIELD, M.A., Director
Department of Transportation
BY: ORIE J. RUBALCAVA, M.P.A., Projects Administrator
Department of Transportation
SUBJECT
Title
Actions related to the award of a Consulting Services Agreement with The LeFlore Group, LLC, of Whittier, California, not to exceed the amount of $260,000.
1. Affirm the City Manager’s determination that The LeFlore Group, LLC, is uniquely qualified to provide technical expert services to the Department of Transportation/Fresno Area Express (FAX)
2. Approve the Consultant Services Agreement utilizing the California Multiple Award Schedule (CMAS) to establish a 3.5-year contract with The LeFlore Group, LLC, not to exceed $260,000 to provide technical expert services for Federal Transit Administration (FTA) and Department of Energy (DOE) funded activities
Body
RECOMMENDATION
Staff recommends Council affirm the City Manager’s determination that The LeFlore Group, LLC, is uniquely qualified to provide technical expert services to FAX and approve a Consultant Services Agreement utilizing the California Multiple Award Schedule to establish a contract with The LeFlore Group, LLC, not to exceed $260,000.
EXECUTIVE SUMMARY
The Department of Transportation, FAX, requires expert technical assistance to provide oversight and ensure compliance with FTA and DOE funded programs. The Department’s federally funded projects are in the areas of construction, project management, quality assurance, program management, and procurement.
The City Manager has determined that The LeFlore Group, LLC, is uniquely qualified to provide technical assistance to FAX. Based on this determination, FAX seeks to award Consultant Services utilizing CMAS to establish a 3.5-year contract with The LeFlore Group, LLC, not to exceed $260,000, to provide technical assistance.
BACKGROUND
FAX plans to transition and expand its operations through the addition of zero emission vehicles and modernization of our facilities. These efforts are in line with FAX’s obligations under California’s Innovative Clean Transit (ICT) regulation and Alliance for Renewable Clean Hydrogen Energy Systems (ARCHES) program. FAX is currently the recipient of Transit and Intercity Rail Capital Program (TIRCP) funding allocations in the amount of $80,982,330 for hydrogen fuel cell electric bus purchases, clean fueling infrastructure, and accessible bus stop improvements as well as ARCHES funding (via the DOE) in the amount of $12,000,000 for hydrogen fueling infrastructure and hydrogen fuel cell electric bus purchases. This funding will be coupled with FTA and local funding.
The LeFlore Group, LLC, will work with internal staff to maintain compliance with FTA program requirements, DOE program requirements, and project activities. Mr. LeFlore has extensive knowledge and experience with federal contract compliance and program oversight including:
• Acting as the owner’s representative for similar FTA-funded capital projects including an $18 million maintenance facility for the City of Glendale and a $16 million construction project for the SunLine Transit Agency (a transit leader in the hydrogen space).
• Participating in federal triennial reviews and procurement audits for various transit agencies, including SunLine Transit, the City of Tracy, and the City of Manteca.
• Instructing Caltrans-sponsored FTA compliance courses for the University of the Pacific.
• Acting as the subject matter expert for the Santa Clara Valley Transportation Authority (VTA) legal department.
Mr. LeFlore is also experienced with City of Fresno policies and procedures through his involvement in various activities as outlined below:
• Successfully addressing findings, proposing corrective actions, and helping draft/revise policies, procedures, and forms in order to satisfy the federal requirements for FTA triennial review audit conducted in 2012 and 2018.
• Supporting FAX for a subsequent triennial audit by performing a pre-audit of Department files.
• Assisting in developing procurement of file documentation, solicitation, and change orders for numerous federally funded projects.
• Reviewing and making recommendations related to the Bus Rapid Transit (BRT) project to establish and manage the following:
o Value engineering of the Teichert construction contract
o Establishing the Genfare ticket vending machine contract
o Managing the Parsons Brinckerhoff, Kimley-Horn, and VSCE BRT contracts
• Provided compliance and Quality Assurance review for several other Department capital projects, including Courthouse Park transit improvements, Manchester Transit Center remodel, the downtown station area (Livability) project.
Additionally, Mr. LeFlore is currently assisting in FAX’s Innovative Clean Transit (ICT) rollout plan update.
The FTA encourages the use of State and local government purchasing schedules if the recipient ensures all Federal requirements, required clauses, and certifications are followed and included, whether in the master intergovernmental agreement or in the recipient’s purchasing documents. The California Multiple Awards Schedule (CMAS) is such a schedule.
CMAS agreements are not established through a competitive bid process conducted by the State of California. Because of this, all pricing, products and/or services offered must have been previously bid and awarded on a Federal GSA schedule. The supplier completes a CMAS Application offering products and/or services at prices based on an existing Federal GSA multiple award schedule. This schedule is referred to as the “base” contract.
The LeFlore Group has an established CMAS agreement (4-25-05-1056) for executive consultant, project management, technical expert, and administrative assistant services. The CMAS agreement in conjunction with the Department’s purchasing documents complies with both federal and local purchasing requirements.
The Department recommends that the City utilize the CMAS agreement. The LeFlore Group’s unique qualifications and CMAS cost-effective and expeditious means of contracting products and services, make this procurement for services effective and efficient in addressing current demands on the Department.
The City Attorney has reviewed and approved as to form.
ENVIRONMENTAL FINDING
By the definition provided in the California Environmental Quality Act Guidelines Section 15378 the award of this contract does not qualify as a project.
LOCAL PREFERENCE
Local preference was not implemented because this request to award the agreement is based upon the unique qualifications of the awardee and did not include a competitive bid process.
FISCAL IMPACT
There is no impact to the General Fund from this action. Expenses from this agreement shall be funded primarily through FTA Program 5307 funds. FAX enterprise funds will make up the required local match. Sufficient appropriations were included and are available in the FAX FY2026 budget.
Attachments:
Uniquely Qualified Memo
CMAS Agreement 4-25-05-1056
GSA Schedule 47QRAA24D0042
Consultant Agreement