HomeMy WebLinkAbout2015-10-27 - AGENDA REPORTS - OVERLAY SLURRY SEAL PGM M0109 (2)0
Agenda Item: 6
CITY OF SANTA CLARITA
Q) AGENDA REPORT
CONSENT CALENDAR
i,
CITY MANAGER APPROVAL: 1 j=�
DATE: October 27, 2015
SUBJECT: 2015-16 OVERLAY AND SLURRY SEAL PROGRAM, PROJECT
M0109 - AWARD DESIGN CONTRACT
DEPARTMENT: Public Works
PRESENTER: Damon Letz
RECOMMENDED ACTION
City Council:
Award the contract for engineering design services to Nichols Consulting Engineers for the
2015-16 Annual Overlay and Slurry Seal Program, Project MO 109, in the amount of
$342,700, plus a contingency in the amount of $34,270, for a total contract amount not to
exceed $376,970.
2. Award professional services contract to Pavement Engineering, Inc., in the amount of
$89,880, for pavement inspection services and updates to the City's Pavement Management
System.
3. Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the awards in the event issues of impossibility of performance arise, and execute up
to three annual renewal options of the Annual Overlay and Slurry Seal design services
contract not to exceed $376,970 each year, plus Consumer Price Index adjustments,
contingent upon the appropriation of funds by the City Council in the annual budget for such
fiscal year, and execute all documents subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) is responsible for maintaining 1,129 lane miles of streets. The
Annual Overlay and Slurry Seal Program is an integral part of the City's efforts to maintain our
street and roadway system.
The City has a new five-year strategic plan, Santa Clarita 2020. The Annual Overlay and Slurry
Seal Program is identified as one of the components of the plan to sustain public infrastructure.
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The Annual Overlay and Slurry Seal Program improves streets citywide with various treatments
ranging from a full overlay with new asphalt to slurry coating. These treatments enhance the
skid -resistant properties of our roadway and increase pavement life. This results in a smoother
and safer ride for vehicles, an enhanced appearance of the roadway and surrounding area, and an
extended economic life of the roadway. Each year, streets are studied and tested to identify those
needing treatment. Accordingly, streets are selected using field evaluation by the engineer, the
information in the street saver software, and the City's Five -Year Pavement Plan.
Staff prepared a Request for Proposal for the 2015-16 Annual Overlay and Slurry Seal Program
to obtain the services of a civil engineering design firm to develop conceptual design details and
prepare complete plans, specifications, and estimates for the project. The City requested that
firms submit their proposal specific to the 2015-16 Annual Overlay and Slurry Seal Program.
Three firms prepared and submitted a proposal to the City for consideration. City staff reviewed
the three proposals and interviewed the top two firms: Nichols Consulting Engineers and
Pavement Engineering, Inc.
During the interviews, each firm was given the opportunity to present their approach to meet the
City's needs and requirements, introduce their team members and describe their expertise, and
demonstrate their understanding of the project. During the interview, the firms were asked to
answer questions on similar project experiences; ideas on resolutions for potential design and
construction challenges; and their involvement in innovative resurfacing treatments. The
following is a summary of the civil engineering firms' costs and rankings:
Ranking Company Location Cost Rating
1 Nichols Consulting Engineers Fountain Valley, CA $342,700 85.36
2 Pavement Engineering, Inc. San Luis Obispo, CA $238,330 82.67
3 Flowers & Associates, Inc. Santa Barbara, CA $208,996 72.33
The overall evaluation takes into consideration both the proposal and the interview. Based on the
City's evaluation process, staff recommends Nichols Consulting Engineers as the top -qualified
firm for the completion of civil engineering design. Nichols Consulting Engineers' rating is a
reflection of their experience with similar resurfacing projects and due diligence during the
preparation of their proposal. They were the only firm that performed a preliminary investigation
of the project locations during the preparation of their proposal, suggested alternative treatments
to specific project locations, and presented items that will make the design process move forward
in an expedited manner.
Nichols Consulting Engineers has all the needed pavement evaluation and design resources to
deliver construction documents on time. Nichols Consulting Engineers' references prove this
firm has an outstanding knowledge and understanding of pavement preservation. With their
expertise, they will be able to provide innovative ideas for the City's annual overlay and slurry
seal project.
Nichols Consulting Engineers had the highest level of demonstrated project understanding in the
proposal.
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Approval of the contracts will give staff the ability to spend up to $376,970 annually for
engineering design services with the ability to renew the contract each year for three years. Staff
is seeking City Council authorization to enter into these contracts. Such action by the City
Council will help the Public Works department expedite the design phase of the Annual Overlay
and Slurry Seal Program and provide continuity of design from year to year.
California Government Code 4526 prescribes selection of architectural and engineering services
to be based on demonstrated competence and professional qualifications necessary for the
satisfactory performance of the services required and does not authorize the selection of
professional architectural and engineering services based on cost. The City was able to reach an
agreement with Nichols Consulting Engineers at a fair and reasonable price.
As part of the annual street maintenance project, the City also inspects and records pavement
conditions citywide. Staff is seeking authorization of $89,880 for Pavement Engineering, Inc.,
for pavement inspection services and updates to the City's Pavement Management System. The
City requested that firms submit their proposal specific to the 2015-16 Pavement Management
System update. Pavement Engineering, Inc. (PEI), and Twining, Inc., prepared and submitted a
proposal to the City for consideration.
Ranking Company
1 Pavement Engineering, Inc.
2 Twining, Inc.
Location
San Luis Obispo, CA
Ventura, CA
Cost
Rating
$89,880
93.00
$116,896
76.67
City staff evaluated the proposals based on the following criteria: recent experience in similar
projects; understanding of key development items; qualification of team and resources; schedule;
quality of proposal materials; and references. Based on the City's evaluation process, PEI is the
recommended firm. PEI's proposal demonstrated the necessary professional qualifications and
full understanding of the project with recent experience on similar projects in the City and the
ability to meet an aggressive design timeline. PEI has the experience, the necessary resources
available to meet the City's plan design needs, and has satisfactorily worked with the City on
past pavement design contracts. PEI's proposal includes the review of City's entire street
network. PEI has worked on the City's Pavement Management update and is familiar with the
City's street conditions.
The proposal amounts include a contingency and tasks necessary to complete the project design.
The contingency amount requested will cover the cost of unforeseen additional engineering
studies and/or plans that may be required as the evaluation of each specific location is developed.
These may include traffic studies and surveys.
ALTERNATIVE ACTION
Other action as determined by the City Council.
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FISCAL IMPACT
Adequate funds have ben appropriated for design in expenditure accounts M0109233-5161.001
(Transportation Development Act, Article 8- Fund 233), and M0109601-5161.001 (General
Capital Projects Fund 601).
ATTACHMENTS
Bid Proposal for Nichols Consulting Engineers (available in City Clerk's Reading File)
Bid Proposal for Pavement Engineering, Inc. (available in the City Clerk's Reading File)
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Exhibit A
- + (NCE#774.04.30)
Innovative and Cost Effective Design for Annual Overlay and
Slurry Seal Program I City of Santa Clarita
Scope of Work
To develop the final pavement design list, NCE will meet with the City to discuss the specific
goals and objectives. The City will benefit from NCE's depth of experience providing pavement
design recommendations to similar local agencies utilizing StreetSaver.
Task 1: Preliminary Treatment Evaluation and Costs:
To expedite this task and provide our team a better understanding of the scope and scale of
this project, senior NCE staff members have completed a preliminary field review of streets
proposed for rehabilitation in the next two years. Along with this preliminary review, NCE will
continue the pavement design process by performing an in-depth visual inspection, detailed
notes, and photographs of the streets included in the City's Five Year Pavement Plan, and any
others requested by the City. Based on a preliminary analysis of the City's Five Year Pavement
Plan, it is NCE's understanding that selected streets from the Year 2 plan may be completed in
addition to those from Year 1 1 in order to achieve the City's spending target of $9.5 million .
NCE will work with the City to determine which streets to rehabilitate in 2016.
NCE offers the City many cost saving benefits in developing design solutions for pavement
rehabilitation project. We understand that it is crucial to utilize engineering judgment,
experience, and testing information foremost to determine proper treatment selection. The
outputs from StreetSaver are useful, but they are based upon built-in decision trees which
should not be used indiscriminately; rather they are one tool in the design process. The
recommendations from StreetSaver are based on the pavement's PCI values and is intended to
provide network level funding plans, and it is critical to understand that there are many ways
for a street to deteriorate to a given PCI and not all treatments may be appropriate.
As an example (Exhibit 1), StreetSaver recommends that Sycamore Creek Drive, Sections 010 and
030 be treated with heavy rehabilitation. These sections can be overlaid with asphalt concrete (AC),
but given that the distresses are primarily material related (block and thermal cracking and
bleeding), these streets are excellent candidates for Cold -in -Place Recycling. This treatment will
eliminate the environmental cracking and bleeding on the surface — both of which are highly likely to
reflect through and impact a new and costly overlay, thereby severely limiting its service life.
Another example (Exhibit2) is Soledad Canyon Road intersection. The current recommended
treatment is an overlay. However, NCE noted the presence of significant rutting at many of the
intersections and in this case, an overlay will not perform well due to likely differential compaction in
the rutted areas. Since rutting can be a significant safety hazard to residents and commuters, NCE
will work with the City to address these and other similar rutted areas, to identify the most
appropriate cost-effective rehabilitation treatments through the use of new AC mixes, revising
specifications and construction techniques to eliminate these structural problems. NCE was involved
in the development of a high -stability AC mix for San Francisco International Airport which could be
potentially used in particularly high demand and problem areas for the City.
'PONCE 1
Exhibit A
(NCE#774.04.30)
Innovative and Cost Effective Design for Annual Overlay and
Slurry Seal Program I City of Santa Clarita
NCE will also work with the City to re-evaluate the StreetSaver decision tree to implement the most
appropriate strategy. NCE's design engineers are highly experienced in the use of green
technologies such as warm mix asphalt (WMA), rubber hot mix (RHMA), and recycling (cold -in-place
and cold -central -plant). Most often, these technologies are the appropriate treatments that provide
both environmental and financial benefits. If desired, NCE can also explore opportunities to
recommend green infrastructure as part of street resurfacing throughout the City. These elements
offer communities improved water quality and incorporate recycling technologies to reduce air
emissions and carbon footprints.
NCE's experience based decision making for pavement treatments will enable the City to more
fully utilize the available funding, be able to select from a variety of value engineering options,
and have added confidence that the money is being spent efficiently and economically for the
long-term.
Deliverables: Final list of streets for design with preliminary treatments and estimated costs.
Task 2: Deflection Testing and Coring:
Non-destructive deflection testing is a powerful technique for evaluating pavement structural
conditions and is a critical element in the use of innovative rehabilitation treatment methods. Given
the cost and effort associated with this testing, NCE will use the equipment judiciously where it is
most warranted. Only streets identified in Task 1— requiring overlays or other advanced structural
treatments will be tested. Streets needing surface seal treatments will not be tested. For this task,
NCE will use new state-of-the-art Dynatest Falling Weight Deflectometer (FWD) testing in
accordance with California Test Method (CTM) 356.
All travel lanes of street sections selected for rehabilitation will be tested at intervals of typically 100
feet (or at shorter intervals to achieve a minimum of 20 deflection test points for each street) and
will be staggered at approximately one-half the test interval length in adjacent lanes or the opposite
lanes of traffic. Individual data files will be established for each travel direction so that separate
analyses can be performed if desired or warranted.
Pavement core samples will be collected (4" — 8" diameter) on those street sections identified in Task 1
requiring rehabilitation. No surface seal streets will be cored. Where available, NCE will utilize City
coring data from previous field studies to maximize efficiency and minimize cost. Identifying the proper
core location is also critical. Coring over structural cracks can for example reveal if the cracking is
bottom-up or top-down, which will make marked differences in treatment selection. Identification of
top-down cracking can result in the use of simple mill and fill treatments as opposed to thick overlays
or reconstruction, saving significant money.
For each core sample, NCE will measure and record the thickness and material type of each layer
encountered in the pavement section, including the presence of any pavement reinforcing fabric and
AC layer delamination and/or deterioration. Bulk samples of subgrade materials for laboratory
testing (R -value, moisture content, and Atterberg Limits) will be collected for streets identified for
INCE
Exhibit A
(NCE#774.04.30)
Innovative and Cost Effective Design for Annual Overlay and
Slurry Seal Program I City of Santa Clarita
reconstruction. The presence of aggregate base (AB) will be noted at all core locations and the
thickness will be recorded only on those locations where bulk samples are obtained. This bulk
sample collection and AB thickness measurement is an inexpensive process which can facilitate a
wide variety of innovative cost saving reconstruction options that by far exceed the cost of testing
and sampling.
Prior to marking the proposed core locations, NCE will review the coring plan with the City in the
field, if desired. All coring locations will be marked with white paint for utility location by
Underground Service Alert (USA). NCE currently plans on performing at least two (2) cores on each
street section or at a spacing of approximately every 1,500 feet except for shorter street sections less
than 500 feet long, where only one core will be obtained. NCE will apply for and obtain a no -fee
Encroachment Permit from the City prior to starting the deflection testing and coring. In addition,
NCE will arrange for traffic control services to minimize any inconvenience to traffic, parking and
public access. Traffic control will conform to the latest standards contained within the Manual of
Uniform Traffic Control Devices (MUTCD) as well as any local requirements that exist. Our current
fee estimate assumes up to 50 cores and 10 bulk samples which we estimate will take five (5) days to
complete. This number may be reduced pending findings from the investigation of the City's prior
coring records.
Using the data collected, we will perform pavement analysis and design services, and develop
pavement rehabilitation recommendations in accordance with the Caltrans Highway Design Manual.
NCE will develop pavement structural section recommendations for one design period, expressed in
the form of a Traffic Index (TI) to be provided by the City.
NCE's design recommendations will include, but will not be limited to, the following:
• Conventional Hot Mix Asphalt (HMA)
• Rubberized Hot Mix Asphalt (RHMA)
• Warm Mix Asphalt (WMA)
• Alternative rehabilitation methods (in-place recycling, mill & fill treatments, etc.)
Locations and treatments of failed pavement sections (base repairs)
• Full -width milling and wedge grinding requirements
• Surface seal treatments including microsurfacing, slurry seals, and rubberized cape seals
Deliverables: Pavement deflection, thickness, and materials data for rehabilitation sections
Task 3: Field Surveys for Design:
NCE will perform detailed field surveys for each of the streets being rehabilitated to identify all
structures and improvements within the right-of-way and for adjoining streets which may
impact designs. The data gathered will include all relevant roadway elements such as
pavement surfaces, curbs and gutters, sidewalks, ADA ramps, driveways, miscellaneous
drainage features and all visible utilities. Locating underground utilities is not anticipated to be
required for this project. Street reconstruction plans will include all relevant information on
.)ONCE
Exhibit A
(NCE#774.04.30)
Innovative and Cost Effective Design for Annual Overlay and
Slurry Seal Program I City of Santa Clarita
existing features to be preserved or adjusted such as manholes, storm drain inlets, utility vaults,
valve boxes and survey monuments, including traffic signs and pavement striping and markers,
which NCE assumes will be replaced in kind.
As part of this task, NCE will review relevant available data and records from the City as listed in
the previous paragraph, public and private utility providers, and other sources that may be
appropriate to support the preparation of project contract documents. These may include, but
are not limited to, the City drainage structure inventory maps, aerial photographs of the City;
as -built street improvement and infrastructure plans, striping and markings, as -built plans from
utility providers, including any preliminary plans for future work that may conflict with this
project. The gathered information will be compiled and included in the base map used for
design. NCE will field inventory utility covers for rehabilitation street candidates, which will be
used to establish bid quantities for adjustment of utility covers during construction.
Deliverables: Detailed field survey summary for design.
Task 4: Detailed Street Investigation:
As part of the design process and in preparation for construction activities, NCE will perform an
extensive street investigation to fully detail the amount of preconstruction work that is required.
This preparatory investigation will note the presence of load related and environmental distresses,
such as alligator cracking, longitudinal and transverse cracking, rutting, patches and utility cuts,
distortions and depressions as they pertain to developing appropriate pavement treatments. Base
repairs will be identified in the condition survey and will be marked in white paint on the pavement
with white brackets, assigned a number, and the length and width will be recorded in the field on
our mobile tablet device using Trimble's Terraflex software, recording length, width, and GPS
location (accurate +/- 2 to 3 meters). In some cases, due to traffic levels, base repair locations may
be identified on the curb in lieu of painting on the pavement surface.
A binder with individual sections for each street will be assembled that contains all the relevant
information gathered during the preparatory investigation and pavement design recommendations.
Details and quantities for all relevant facets of this work will be included — and at a minimum are;
base repair of failed pavement sections (AC quantities), and quantities of traffic stripe and raised
pavement marker removals.
Deliverables: Detailed base repair locations and quantities and stripe and marker requirements.
Task 5: Utility Coordination
NCE will coordinate with utility agencies about the proposed projects and schedules to allow for
planning of potential utility maintenance projects within the subject streets. This will be
comprised of project notification letters with a preliminary project schedule for pavement
rehabilitation along with a request for utility mapping information and record drawings. Utility
mapping information will be included in the plans as appropriate and utility covers will be
.;INCE 4
Exhibit A
(NCE#774.04.30)
Innovative and Cost Effective Design for Annual Overlay and
Slurry Seal Program I City of Santa Clarita
shown in their approximate location. Potholing of underground utilities for the pavement
rehabilitation projects is not anticipated at this point.
Deliverables: Utility notification letters; utility information included in the design base map.
Task 6: Design Development Meetings
NCE will assist and participate, either in person or via phone, at bi-weekly project design
development meetings.
Deliverables: Meeting minutes.
Task 7: 50% and Final PS&E
NCE will utilize the base maps, reconnaissance, and pavement design recommendations
developed under the previous tasks to prepare the contract documents for the City's projects.
NCE understands that the City requires three (3) separate construction projects which include the
"Annual Overlay Project", the "Slurry Seal Project" and the "Federal Overlay and/or Slurry Seal
Project". Project contract documents will be prepared in the City's standard format incorporating
the City's title block and design standards. NCE understands that City staff wishes to maintain a
similar style to that of previously prepared contract documents. Therefore, NCE will build and
improve upon these contract documents to deliver a competitive and successful project.
The improvement plans will be prepared on base maps that include available record data (e.g.,
utilities, right of way) shown in their approximate location. Plans sheets will be prepared in
AutoCAD on 24" x 36" sheets, drawn at a scale of 1"=40', or some other scale to ensure clarity of
the plans. The plan set will include a title sheet with location map, sheet index, notes and legend,
and improvement plans with typical sections and details, and a table showing the results of the
pavement coring. For clarity, striping plans may be shown on separate sheets.
Plan sheets will include all existing improvements and the limits of work. These plans will include
localized repair (digout) areas both on the plans and in tabular format, as well as all conform
grind locations at intersecting side streets and limits of work, ADA ramp, curb and gutter, and
sidewalk replacement/repair locations. Rehabilitation plan sheets will also include, as needed,
typical cross sections with approximate right of way lines, dimensions between curbs, existing
pavement section, curb/gutter, proposed improvements and cross slopes. Construction notes
related to rehabilitation or proposed improvements will be included on the appropriate plan
sheets. Rehabilitation plans will include the locations of existing control monuments and
provisions for preservation or restoration. All rehabilitation plan sheets will include north arrow,
scale, match lines with station and sheet reference, and plan and profile construction notes for all
improvements.
The contract book will be prepared according to the City's format and will incorporate the
Greenbook's 2015 Standard Specifications and MUTCD's latest standard plans and specifications.
Complete PS&E packages will be submitted at the 50% and Final completion stage. NCE will
;'WINCE 5
Slurry Seal Program I City of Santa Clarita
coordinate and attend a meeting with the City at the 50% completion stages to discuss and
resolve any design issues. It is assumed that the City will require a 5 -day review/comment period
after the 50% submittal.
Construction quantities and cost estimates will be submitted at the 50% and Final completion
stage. The Engineer's Cost Estimate will be prepared in MS Excel format and will be based on the
most recent construction cost data available to NCE for projects of this type. Because of NCE's
involvement in the design and construction of numerous similar projects throughout California,
we are confident in our ability to estimate the construction cost of the City's project.
An efficient yet thorough Quality Control/Quality Assurance program is essential for getting the
maximum value out of every dollar spent on construction. Projects designed by NCE contain
technical specifications that optimize the balance between using rigid, but time -tested,
specifications and meeting local agency needs, with the ultimate goal of obtaining the very best
value for its clients. A final quantity calculation will be tabulated and this will be entered into
the final Engineer's Cost Estimate for the project. All final documents will be reviewed, stamped
and signed by NCE's Civil Engineer, and the final PS&E will be delivered to the City in both hard
copy and electronic formats.
Deliverables:
Schedule update at 50% submittal
PS&E (3 separate packages) at 50% and Final submittal (1 hard copy and electronic)
Final PS&E (3 separate packages) for bidding purposes (stamped/signed
origin als/mylars and electronic files on CD in AutoCAD, MS Word, Excel, and PDF)
Task 8: Bidding Support Services
Per the RFP, this task includes reviewing and responding to Bidder Requests for Information
(RFI), preparation of up to two (2) addenda and tabulation of bid results.
Deliverables: Review and response to Bidder RFIs, two (2) addenda and tabulation of bid
results.
Task 9: Respond to Contractor Questions
NCE will respond to Contractor's questions regarding the design.
Deliverables: Response to Contractor's questions.
Task 10: Construction Support Services
Per the RFP, this task includes reviewing and responding to Contractor's RFI during
construction, submittal review, preparation of change order improvement plans, specifications
and associated cost estimate.
Deliverables: Review and response to Construction RFIs, submittal review, change order items.
;NCE
Exhibit A
(NCE#774.04.30)
Innovative and Cost Effective Design for Annual Overlay and
Slurry Seal Program I City of Santa Clarita
coordinate and attend a meeting with the City at the 50% completion stages to discuss and
resolve any design issues. It is assumed that the City will require a 5 -day review/comment period
after the 50% submittal.
Construction quantities and cost estimates will be submitted at the 50% and Final completion
stage. The Engineer's Cost Estimate will be prepared in MS Excel format and will be based on the
most recent construction cost data available to NCE for projects of this type. Because of NCE's
involvement in the design and construction of numerous similar projects throughout California,
we are confident in our ability to estimate the construction cost of the City's project.
An efficient yet thorough Quality Control/Quality Assurance program is essential for getting the
maximum value out of every dollar spent on construction. Projects designed by NCE contain
technical specifications that optimize the balance between using rigid, but time -tested,
specifications and meeting local agency needs, with the ultimate goal of obtaining the very best
value for its clients. A final quantity calculation will be tabulated and this will be entered into
the final Engineer's Cost Estimate for the project. All final documents will be reviewed, stamped
and signed by NCE's Civil Engineer, and the final PS&E will be delivered to the City in both hard
copy and electronic formats.
Deliverables:
Schedule update at 50% submittal
PS&E (3 separate packages) at 50% and Final submittal (1 hard copy and electronic)
Final PS&E (3 separate packages) for bidding purposes (stamped/signed
origin als/mylars and electronic files on CD in AutoCAD, MS Word, Excel, and PDF)
Task 8: Bidding Support Services
Per the RFP, this task includes reviewing and responding to Bidder Requests for Information
(RFI), preparation of up to two (2) addenda and tabulation of bid results.
Deliverables: Review and response to Bidder RFIs, two (2) addenda and tabulation of bid
results.
Task 9: Respond to Contractor Questions
NCE will respond to Contractor's questions regarding the design.
Deliverables: Response to Contractor's questions.
Task 10: Construction Support Services
Per the RFP, this task includes reviewing and responding to Contractor's RFI during
construction, submittal review, preparation of change order improvement plans, specifications
and associated cost estimate.
Deliverables: Review and response to Construction RFIs, submittal review, change order items.
;NCE
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A'
KICK-OFF MEETING, INITIAL PLANNING, CITY DELIVERABLES AND PROJECT MANAGEMENT
Position Hours Hourly Unit Rate Total
Principal Engineer 10 $210 $2,100
Assistant Project Manager 10 135 1,350
Total fee $3,450
TASK 1: VISUAL EVALUATION OF PAVEMENT CONDITION
Assistant Project Manager
11
$135
PMS Data Technician
4
85
PMS Inspection Team
217
160
Mobilization
Task 1 fee
TASK 2: DATA INPUT, ANNUAL REPORTS AND
DATABASE SNAPSHOT
Assistant Project Manager
16
$135
PMS Data Technician
19
85
PMS Quality Control
69
120
PMS Clerical
10
65
Task 2 fee
TASK 3: PMS DATA INPUT FOR ADDITION OF NEW STREETS AND ANNUAL TREATMENTS
Principal Engineer
9
$210
Assistant Project Manager
21
135
PMS Data Technician
23
85
PMS Clerical
12
65
Task 3 fee
TASK 4: PMS DATA INPUT FOR MISSING STREETS AND BIKE TRAILS
Principal Engineer 9
Assistant Project Manager 21
PMS Data Technician 18
PMS Clerical 17
TASK 5: PCI FORECAST REPORT FOR THE CITY'S FIVE-YEAR PAVEMENT PLAN
Principal Engineer 4
Assistant Project Manager 16
PMS Data Technician 20
n PMS Clerical 4
TASK 6: DETAILED LIST OF STREETS AND RECOMMENDED TREATMENTS: 2021-2022
Principal Engineer 8
Assistant Project Manager 16
PMS Data Technician 40
PMS Clerical 4
$210
135
85
65
Task 4 fee
$210
135
85
65
Task 5 fee
$210
135
85
65
Task 6 fee
$1,485
340
34,720
9,900
$46,445
$ 2,160
1,615
8,280
650
$12,705
$1.890
2,835
1,955
780
$7,460
$1.890
2,835
1,530
1,105
$7,360
$840
2,160
1,700
260
$4,960
$1,680
2,160
3,400
260
$7,500
TOTAL COST $89,880
I
rd -
BACKGROUND
Response to RFP
Currently, the City of Santa Clarita maintains approximately 498 centerline miles of roads using
StreetSaver° pavement management software. The City wants to inspect approximately 330 lane
miles of arterials each year and a third of its collector and residential/local streets and bike trails
(approximately 230 lane miles) annually on a rotating basis. It also wants to complete a detailed
pavement inspection of identified streets and update its PMS, including adding any new streets
recently annexed by the City, identifying and including missing data, and updating any streets that
received an overlay or maintenance treatment within the last year.
Pavement Engineering Inc. has the experience, staff, availability and knowledge to achieve the
City's goals outlined in our recommended scope of, work below. Our fee for each Task is
summarized in a table at the end of this proposal.
KICK-OFF MEETING, INITIAL PLANNING, CITY DELIVERABLES AND PROJECT MANAGEMENT
PEI will schedule a kick-off meeting with City staff to discuss project goals and expectations. Some
items of discussion may include:
• The scope of work, schedule and budget;
• Existing pavement data, GIS files and drawings;
• Streets, roadways and functional classifications;
• Current and past pavement maintenance history and
budgets;
• Desired pavement service levels;
• Quality control approach;
• Safety, field work access and public notifications;
• PEI personnel and project contacts;
• The format of deliverables.
Reviewing these items prior to beginning work will help
establish objectives and will save financial resources for actual pavement preservation.
Throughout the project, PEI will meet with City staff bi-weekly to coordinate and review specific
project progress, provide bi-weekly progress reports, address schedules, budgets and other items
of business to ensure the work performed meets performance goals. Our objective is to deliver
a quality project on time and on budget but also make sure City staff knows where we are at all
times throughout the project.
TASK 1: VISUAL EVALUATION OF PAVEMENT CONDITION
PEI will visually inspect all the City's arterial streets, collectors and local roads that are in Rotation
B. Rotation B roads were last inspected in 2012. In addition, PEI will inspect all the City's Class I
bike trails. The City's StreetSaver® database currently contains 20 centerline trail miles, but PEI
has been working with the City to determine all the new trails, which we now estimate is closer
to 45 centerline miles.
PEI's inspectors are certified for quality and consistency and attend annual training to keep
abreast of changes and hone skills. That training demonstrates an accuracy rate for PEI's
inspectors of ±5 PCI points. Industry standards accept ± 10 PCI points. They will manually survey
all arterial Rotation B streets and all Class I bike trails for the following distresses:
• Alligator cracking; • Joint reflection cracking
• Block cracking; • Longitudinal and transverse cracking;
• Bumps and sags; • Patching and utility cuts;
• Rutting and depressions; Rutting and depressions;
• Edge cracking; Weathering /raveling.
PEI will assign a Pavement Condition Index (PCI) for each street segment and trail per StreetSaver
criteria and supported by PEI's quality assurance standards, which are designed to ensure accuracy
and consistency.
As part of the field review, PEI will use a vehicle -mounted
digital measuring device to measure the length of each street
segment and a hand-held wheel to measure the width. Precise
measurements are key to accurate cost projections, which are
f
calculated based on pavement area.
PEI will sample locations on random test sites of ± 2,500 sf
and Will annotate the sample location on our rating sheet
using footage from the beginning of each road segment. Recording locations of inspected sample
areas provides the necessary information to relocate the measured area for verification. This
method produces reliable, reproducible data for current and future use.
As part of this work, PEI will perform a Quality Control / Quality Assurance review. The review
compares the latest PCIS of newly rated street segments to prior PCIS from the last PMS update.
Street segments with PCIS that have increased by more than 5 PCI points, without any
maintenance and rehabilitation, and street segments with PCIS that have dropped more than 10
points will be identified and reviewed in the field by an engineer or senior engineering technician.
We will review a minimum of 10% of the segments as part of the QC/QA review.
To ensure safety during the visual evaluation, PEI will provide its inspectors with reflective safety
vests and will provide traffic control using a flashing beacon and a vehicle -mounted magnetic sign
warning of frequent stops.
TASK 2: DATA INPUT, ANNUAL REPORTS AND DATABASE SNAPSHOT
PEI will input all of the data collected during the visual evaluations in the City's StreetSaver
database using MTC's Mobile Rater. This speeds the project time and increases the accuracy.
To make sure any analysis is consistent with the use of recommended maintenance and
rehabilitation strategies, PEI will review the City's current street segmentation and how the roads
are being used. Our goal is to develop the most accurate database possible, one that will
manifest in better, more precise recommendations and projections.
In addition, PEI can review the functional classifications of streets in its system to determine if
they comply with Caltrans specifications and are therefore eligible for future federal funding. We
can compare each road section contained in the updated PMS database with the California Road
System (CRS) maps found on the Caltrans website to verify functional classification accuracy.
As part of this Task, PEI will also review both the StreetSaver) Decision Tree and PCI breakpoint
table with the City to verify recommended treatments and associated unit prices to ensure costs
being used by the program are current and reflect the construction costs the City is seeing. Revised
information will be updated StreetSaver®. After updates are made, we will prepare a "database
snapshot" report containing the following information that will serve as an annual summary:
• Summary of work performed;
• Four basic budget scenarios for improving or maintaining the PCI during the next five years;
■ Network summary statistics broken down into functional class: arterial, collector,
residential/local, urban collector, bike trails and other required classifications;
• Summary of conditions, recommended treatments and estimated unit costs by functional class.
• Network condition summary based on budget scenarios.
• A sorted desktop reference listing roads by PCI from best to worst or alphabetically by name.
Because StreetSaver always reports the current PCI based on the system's deterioration curve,
it cannot look back at previous years; however, past information helps to evaluate trends and
measure progress. This report will serve as a printed reference that can be compared to
previous or future annual updates.
TASK 3: PMS DATA INPUT FOR ADDITION OF NEW STREETS AND ANNUAL TREATMENTS
The City of Santa Clarita is always growing. To make sure its pavement management program is
as accurate as possible, PEI will work with the City to obtain a list of all the streets that have been
annexed since the last update, visually evaluate the new streets and add this information and
pavement condition into the database.
PEI will also update the maintenance and rehabilitation history for all of the street segments
throughout the City that have had work performed during the past year as part of the City's Annual
Overlay and Slurry Seal Programs. Adding this information to the work history files for each of the
streets will help ensure that the most accurate PCI is represented by the program.
TASK 4: PMS DATA INPUT FOR MISSING STREETS AND BIKE TRAILS
Based on a recent review of the system and working closely with the GIS department, PEI has
discovered that there are as many as 25 centerline miles of trails missing from the StreetSaver°
system. As part this work, PEI will continue to work with City staff and, in particular, the City's GIS
department to make sure there are no missing streets or trails. If we find missing streets and trails,
we will visually evaluate them and add them to the system. PEI will also work with the City's GIS
department to see that they have all the information needed to develop the City's annual PCI maps.
and will make sure that all the data is linked to the GIS module contained within StreetSaver® so City
staff can take advantage of this newer feature.
TASK 5: PCI FORECAST REPORTS FOR THE CITY'S FIVE-YEAR PAVEMENT PLAN
Once the visual evaluations are finished —
and the StreetSaver° database is 90
steer Pro).ction
completely updated, PEI will run reports 85 84
that forecast the PCI based on proposed 80 _ �_ Needs Budget J51) AVG
treatments. This effort will provide _ $77 SM/Yr
75 —4 Btcre,se GCI bV 5 (53)
feedback for the treatment decisions being u AVG $329M/Yr
made as part of the design process for the g 75 78 -`$19 .sm/YFCI(52)AVG
City's FY 2015-16 Annual Overlay and 65 es —Zero Budget (54)
Slurry Seal Programs. From our ongoing
work with the City, we know the goal is to 55 55
increase the overall PCI to a 70 over the so
next five years. Though the City's budget 2G15 2G1B 2°v 2G1B 2°19
YHr
is less than what StreetSaver° reports is
needed to achieve that goal, PEI will help the City move in that direction through careful planning
using the StreetSaver° program.
Working with City staff, we determine (forecast) the best maintenance and rehabilitation
approach for the next five (or more) years that will maintain the City's overall PCI at a level it sets.
' We will do this by performing a budget analysis using several scenarios that will help the City in
evaluate budget strategies and impacts and will use StreetSaver® GIS mapping to visually
illustrate these impacts.
' PEI will work with City staff to identify and prioritize annual asphalt concrete preventative maintenance
and rehabilitation treatments on a street by street or neighborhood by neighborhood basis and make
recommendations based on a critical -point approach that incorporates pavements from all parts of the
1 deterioration curve, not just the best nor just the worst. This approach optimizes every budget dollar
by seeking to apply the right treatment at the right time: not too soon and not too late.
' Our analysis will demonstrate what the City can expect in overall pavement condition based on current
and proposed future funding levels. If shortfalls exist, PEI will recommend preventative maintenance
strategies to improve and maintain the City's street system within budgetary constraints.
PEI has the knowledge and experience to assist the City evaluate appropriate options and explore
' treatments and value engineering techniques to accomplish the objective.
TASK 6: DETAILED LIST OF STREETS AND RECOMMENDED TREATMENTS: 2021-2022
PEI helped develop the City's new street selection matrix to move the City in a pro -active direction
with its five-year plan. For this task, we will prepare and present to City staff a detailed street list for
its 2021-2022 Annual Overlay & Slurry Seal Project using the selection matrix. Prior to finalizing the
list, PEI will work with City staff to determine if any modifications are needed to the selection matrix
based on feedback, projected budgets and, more importantly, actual treatment performance.
CITY OF SANTA CLARITA
Prioritizing Strategy for Annual Street Overlay and Slurry Seal Programs
PAVEMENT ENGINEERING INC. PMS FEE SCHEDULE
Engineering Services
Step 1:
ADT score + PCI score =
priority score
(lowest to highest)
Step 2:
Grouped by geographic
locclatiioon
V
STREET LIST
Stepp t:
ADT score + WER score =
priority score
(lowest to highest)
Step 2:
Grouped by geographic
location
STREET LIST
Senior Principal Engineer/ Project Manager ........ ....................................................................... $210/hr
Associate Engineer/ Assistant Project Manager.........................................................................$145/hr
Assistant Project Manager...........................................................................................................$135/hr
Technical Services
PMS Inspection Team (two-man crew) ....................................................... ................................ $160/hr
PMSQuality Control....................................................................................................................$120/hr
PMSData Technician...................................................................................................................$ 85/hr
Clerical.........................................................................................................................................$ 65/hr
Basis of Charges
General
Fees for lump sum or unit price proposals will be charged at the quoted price. Fees for engineering
and technical services on a time and materials basis will be charged at the applicable hourly rates.
Fees are charged in increments of one-half hour.
TRAILS
2%
NEWHALL
13!
SAUGUS
27%
VALENCIA
30%
CANYON
COUNTRY
34%
V
Step 1: Group
streets by evaluation zone
Step 2: Calculate costs based on five-year needs
Step 3: Sort by weighted etiec`tivoness ratio of evaluation zones
STREET
LIST BY
STREET
LIST BY
STREET
LIST BY
STREET
LIST BY
STREET
LIST BY
ZONE
ZONE
ZONE
ZONE
ZONE
PAVEMENT ENGINEERING INC. PMS FEE SCHEDULE
Engineering Services
Step 1:
ADT score + PCI score =
priority score
(lowest to highest)
Step 2:
Grouped by geographic
locclatiioon
V
STREET LIST
Stepp t:
ADT score + WER score =
priority score
(lowest to highest)
Step 2:
Grouped by geographic
location
STREET LIST
Senior Principal Engineer/ Project Manager ........ ....................................................................... $210/hr
Associate Engineer/ Assistant Project Manager.........................................................................$145/hr
Assistant Project Manager...........................................................................................................$135/hr
Technical Services
PMS Inspection Team (two-man crew) ....................................................... ................................ $160/hr
PMSQuality Control....................................................................................................................$120/hr
PMSData Technician...................................................................................................................$ 85/hr
Clerical.........................................................................................................................................$ 65/hr
Basis of Charges
General
Fees for lump sum or unit price proposals will be charged at the quoted price. Fees for engineering
and technical services on a time and materials basis will be charged at the applicable hourly rates.
Fees are charged in increments of one-half hour.
Miscellaneous Charges
Perdiem: ........................................... __ .................................................................................... $225/day
Mileage: .................................................................................................................................. $1.00/mile
Travel expenses, equipment rental, reproductions, testing (other than by PEI), photographic
expenses and other outside services: ................................................................................... Cost + 15%
Payments
Invoices will be submitted either semi-monthly or monthly and are payable upon receipt. Interest of
1-1/2% per month (but not exceeding the maximum rate allowable by law) will be payable on any
amounts not paid within 30 days, payment thereafter to be applied first to accrued interest and then
to the principal unpaid amount. Attorneys' fees or other costs incurred in collecting any delinquent
amount shall be paid by the client.
0
SCHEDULE
Schedule and Tabulated Costs
PEI anticipates that the entire project will take 12 to 14 weeks to complete Tasks 1 through 4, as
shown in the timeline below, though inclement weather may result in delays. PEI will schedule the
work after receiving a Notice to Proceed and contracts have been signed. We anticipate
performing the work from October 2015 through January 2016 or on a schedule determined by
City staff. Tasks 5 and 6 will be scheduled after the project street list is finalized for the FY 2015-
16 Annual Overlay and Slurry Seal Program. Tasks 5 and 6 are dependent on that list. Every effort
will be made to execute and complete tasks as they are assigned.
COSTS
Costs associated with each task are included in the "Response to RFP" section and also are
summarized in the table on the following page.
ESTIMATED WEEKLY TIMILINE BY TASK
WEEK 1 2 3 4 5 6 7 8 9 10 11 12 13 14
KICK-OFF MEETING -
TASK 1: VISUAL EVALUATION mm- mm
TASK 2: DATABASE SNAPSHOT --N ------
TASK 3: DATA INPUT/NEW MMM M
TASK4: DATA INPUT/MISSING
TASKS: PCI FORECAST REPORT TBD
TASK 6: LIST AND TREATMENTS TBD