HomeMy WebLinkAbout2018-11-13 - AGENDA REPORTS - 2018-19 PAVEMENT MGMT SYSTEM UPDATE - PROJ M0128 A (2)Agenda Item: 5
DATE: November 13, 2018
SUBJECT: 2018-19 PAVEMENT MANAGEMENT SYSTEM UPDATE, PROJECT
M0128 - AWARD PROFESSIONAL SERVICES CONTRACT
DEPARTMENT: Public Works
PRESENTER: Cruz Caldera
RECOMMENDED ACTION
City Council:
1. Award a one-year professional services contract to Pavement Engineering, Inc., to update the
City of Santa Clarita's pavement management system, including pavement inspection and
miscellaneous pavement engineering services for the 2018-19 Annual Overlay and Slurry
Seal Program, Project M0128, in the amount of $89,860, plus a 15 percent contingency in the
amount of $13,479, for a total amount not to exceed $103,339.
2. Authorize the City Manager or designee to execute up to three additional one-year renewal
options not to exceed the annual contract amount of $89,860 and authorize an annual
contingency of $13,479, plus an appropriate Consumer Price Index adjustment, upon request
of the contractor and contingent upon the appropriation of funds by the City Council in the
annual budget for such fiscal year.
3. Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the awards in the event impossibility of performance arises and execute all
documents subject to City Attorney approval.
BACKGROUND
The Annual Overlay and Slurry Seal Program (Program) is an integral part of the City of Santa
Clarita's (City) efforts to maintain its 1,129 lane miles of roadway and is identified under the
Sustaining Public Infrastructure theme of the City's five-year strategic plan, Santa Clarita 2020.
In preparation for each annual project, the City inspects and records pavement conditions
citywide and utilizes a pavement management system to record the street pavement inventory
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and determine current pavement conditions to provide reports and forecasts. This information is
then used to generate the City's five-year pavement plan and has been an integral part of the
Program's success.
On August 30, 2018, City staff requested firms to submit proposals specific to the 2018-19
Pavement Management System update. From this request, staff received only one proposal for
consideration from Pavement Engineering, Inc., of San Luis Obispo, California whose bid
amount was $89,860.
Staff recommends awarding a professional services contract to Pavement Engineering, Inc. The
firm has provided similar services to the City for many years and is very knowledgeable of the
City's current pavement management system. Pavement Engineering, Inc., has consistently
provided accurate and reliable pavement assessments in the past, while also providing
economical strategies for repairing, maintaining, and preserving the City's roadways. These
strategies have greatly contributed to an improved pavement condition within the City and will
continue to help guide future pavement plans.
The proposal amount includes all tasks necessary to complete the project's street inspection and
system update. The contingency amount will cover costs of unforeseen additional engineering
studies and/or plans that may be required as the evaluation of each specific location is developed.
Additional services may include traffic studies, surveys, and miscellaneous pavement
engineering services requested by City staff.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds to support the recommended action were appropriated in expenditure account
M0128264-5161.001 as part of the Fiscal Year 2018-19 budget process.
ATTACHMENTS
Bid Proposal (available in the City Clerk's Reading File)
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Public Works Department
Request for Proposal
Asphalt Inspection and Pavement
Management System (PMS) Update
2018-2019 PMS Update
August 30, 2018
Pavement Engineering Inc.
You can ride on our reputation
August 30, 2018MP18-477
Frank J. Lujan, Assistant Engineer
City of Santa Clarita
Public Works Department
Corporate Yard Office
25663 Avenue Stanford
Santa Clarita, CA 91355-1103
Re:Asphalt Inspection and Pavement Management System (PMS) Update
2018-2019 PMS Update
Dear Frank:
We appreciate the opportunity to respond to the City’s request for a pavement management
system update.
Pavement Engineering Inc. (PEI) has more than two decades of experience developing and
updating pavement management systems for dozens of public agencies throughout California
using the Metropolitan Transportation Commission’s StreetSaver® program, including the City of
Santa Clarita. In 2009 PEI received the MTC’s highest recognition as the year’s “Best Pavement
Management Consultant”. We worked hard to achieve that recognition and continue to apply
that same level of effort for our clients in all that we do. We value our client’s trust in our ability
to deliver outstanding pavement management services with superior customer service.
At PEI, we specialize in everything pavement. Whether it is pavement management, evaluation,
design, testing, inspection, QC/QA or construction management, pavement is what we do. It’s
what we have done for 30+ years. Based on our insight, experience, highly trained PTAP staff
and hands-on knowledge of Santa Clarita’s streets, we are confident we can provide an accurate
PMS update that not only tracks the City’s pavement assets accurately but provides economical
strategies for repairing, maintaining and preserving those assets ata consistent serviceable level.
Our commitment to the City of SantaClaritais to deliver the highest quality of workon time,on
budget andwith honesty and unparalleled professionalism. As our slogan says, “You can ride on
our reputation.”
Very truly yours,
Joseph L. Ririe, P.E.
Senior Principal Engineer
Enclosures: Four copies
pc: C File, M File,MP File, P/S/R
Qualifications and Experience
OVERVIEW
Pavement Engineering Inc. (PEI) specializes in pavement. During any given year, we evaluate,
design, inspect and test millions of square feet of pavement throughout California.
With collective experience spanning three decades, our highly trained staff can quickly determine
pavement condition and identify potential problems. Because our firm provides services ranging
from initial pavement investigation and testing to design and inspection, we know what to look
for and how to correct the problems simply and cost effectively.
PEI also understands the responsibilities of and constraints on government departments. They
are charged with maintaining assets in fiscally responsible ways, maximizing services while
minimizing costs and always ensuring a quality, long lasting product is delivered. That’s no easy
task, but it’s where PEI excels. When it comes to assisting our clients, we take a very personal
approach to their success. Our goal is to maximize pavement assets, minimize costs and always
ensurea quality, long-lasting product.
PEI’s clients benefit from our experience and expertise. That is why many of our clients comment,
“That they would not go into a project without us!”
PAVEMENT MANAGEMENT SYSTEMS EXPERIENCE
PEI is one of the most experienced pavement management
specialists in California, with dozens of successful public agency
clients throughout California, many of whom have relied on our
pavement management services repeatedly for nearly two
decades.
PEI began performing PMS evaluations in the 1990s using both
APWA’s MicroPAVER™ and MTC’s StreetSaver® program. Our
company is registered through the MTC as a certified StreetSaver
consultant. This ensures our company and raters are accurate and
work in compliance with Metropolitan Transportation Commission
(MTC) standards. In 2009, PEI was awarded “Best Pavement
Management Consultant” by the Bay Area Metropolitan Transportation Commission (MTC),
which covers 109 local agencies. In presenting the award, Amy Burch, MTC PTAP Project Manager
said: “PEI stands behind their work. Providing quality products for their clients is just a
standard. They have raised the bar for all PTAP consultants.”
Because PEI combines nearly three decades of pavement maintenance and rehabilitation projects
with two decades of PMS experience, we provide the most accurate pavement distress data, timely
recommendations and precise budgets that ensure the longest lasting pavement product. Our goal
is to ensure the City has the most accurate database possible, including original construction
dates and CIP maintenance records, all of which will provide a better, more accurate pavement
management system going forward. Many of our public agency clients have used PEI’s PMS
update services for more than a decade.
A PMS is a living system. Our PMS reports provide condition summaries broken down into
functional class, recommended treatments and estimated costs. We also provide decisiontrees,
multiple budget scenarios and budget analyses that can be expanded for the next three decades.
This analysis provides the City with the information it needs to prioritize pavement maintenance
based on available funding and answers “what if” questions. In addition, our report includes a
sortable listing of street segments both alphabetically and by PCI; projected PCI obtainable under
existing and anticipated future funding levels; budget reports that contain needs, costs and
conditions for the analysis period; and graphs that illustrate budgeting scenarios.
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COMPARABLE PMS PROJECTS
PEI manages all public projects “hands on” through every step. We work closely with each
agency to make sure its project team is informed and confident that projects are managed
prudently and honestly with an eye for detail and unsurpassed professionalism.In addition to
the City of Santa Clarita, for whom PEI has worked for the past 15 years, other recent PMS
projects include the following agencies:
CITY OF OXNARD PEI has worked with the City of Oxnard almost continuously since
Asitha Withanage 1987 and set up its first pavement management system in 2000
Engineer/ Project Manager using MicroPAVER™. We subsequently performed all of the
805.385.8055 annual inspections until 2010 when the City chose an automated
rating system. In 2015, the City opted to return to manual surveys
and decided to update its pavement management system using
StreetSaver® software and turned to PEIbecause of our known
expertise. PEI completed re-inspecting approximately 490 miles
of streets and 90 miles of alleys and is currently developing a 30-
year master plan for the City. In 2015, Pavement Engineering Inc.
(PEI) rated 100% of the City’s street and alley system. PEI also
helped the City of Oxnard convert its pavement management
system from MicroPaver™ to StreetSaver®. To keep their plan up
to date, the City has determined that it will review all of the arterials
and 1/3 of the remaining system each year (Rotations A, B & C).
PEI is providing a proposal to rate all the arterial streets and
Rotation A (Approximately 173 centerline miles).
COUNTY OF SANTA PEI has performed PMS updates for the County of Santa Barbara
BARBARA continuously since 2002. The County relies on PEI because of our
Kurt Klucker reputation for accurate ratings. With 831 centerline miles of
Road Maintenance Manager roads, the County has a nearly half billion dollars investment in
805.568.3336 pavement to maintain, which it does with the help of PEI’s PMS
updates. In 2010, the County decided to transition from
MicroPAVER™ to StreetSaver® and asked PEI to oversee the
transition and perform the work. We coordinated the data
migration so none of the pervious data was lost and provided the
necessary training and support to make sure staff understood the
program felt thoroughly comfortable using the new software.
CITY OF GROVER BEACH Currently, the City of Grover Beach maintains approximately 40
Greg Raycenterline miles of streets, which represented 9.6 million square
Director of Public Works feet of asphalt. In 2014, the City asked PEI to help it transition
805.473.4535 from MicroPAVER™ to StreetSaver® and meet several goals
including: the physical evaluation of all its pavement; establishing
optimum repair programs; analyze available funds and identify
the impact of various budget scenarios; recommend specific and
detailed rehabilitation methods and specifications; develop
detailed and accurate cost estimates for various funding
scenarios; and provide staff training in use and modification of
selected PMS software. PEI accomplished the goals on a tight schedule
with a quality control plan encompassing several internal checks and
balances to ensure an accurate transition.
The information provided by PEI was instrumental in helping the City
prepare and complete a successful bond measure campaign.
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CITY OF CONCORD PEI has evaluated Concord’s streets and developed pavement
Jeff Rogers, P.E. management plans for the City since 2009. In 2010, PEI inspected
Associate Civil Engineer 308 centerline miles and in 2012, using a grant from PTAP, PEI
925.671.3108 inspected 245 centerline miles and in 2013, we rated 162
centerline miles of roads. We updated the pavement
management program to determine pavement maintenance
needs and performed a budget analysis. PEI used the
StreetSaver® program to meet the City’s goals.
For the 2013 update, PEI prepared five scenarios for Concord: 1)
the amount of funds needed to maintain the current PCI; 2) the
impact of the current funding amount; 3) the budget to increase
the overall PCI level by five points; 4) the budget to increase the
PCI 10 points; and 5) the impact to the PCI if the City spent no
additional funds on its roads.
CITY OF ATASCADERO The City maintains approximately 139 centerline miles of roads,
Nick DeBar all of which were surveyed and inspected by PEI staff in June 2014.
Director of Public Works With an overall PCI of 47 and an asset replacement value of
805.538.9995$263M, the City was eager to develop a pavement management
plan to improve pavement condition and protect its investment.
Using StreetSaver® PEI was able assign a treatment action and
estimated cost for each street segment based on the pavement’s
current PCI. We analyzed the financial impact of improving the
total system to a PCI of 77 over five years. Although the City did
not have funding to achieve its goal in the short term, PEI was able
to develop five scenarios that allowed the City to invest in a 1/2
cent sales tax increase that more than doubled its road
maintenance budget. As a result, PEI was able to develop a five-
year PMP that allowed the City to set priorities for achieving its
pavement management goals.
Project Manager and Key Staff Experience
JOE RIRIE, P.E. Education
BS, Civil Engineering
Senior Principal Engineer
Project Manager California Polytechnic State University
Registration San Luis Obispo, CA
CA Registered Civil Engineer 52735
Joe has 27years of wide-ranging experience in engineering and project management and in
developing practical, cost-effective and quality pavement solutions for clients throughout California.
He specializes in pavement management systems (PMS), pavement rehabilitation design and
construction administration for public agencies throughout California.
Joe is responsible for PEI’s reputation as California’s premier pavement engineering specialists and
has set the standard for delivering quality projects on time, on budget and with unparalleled
customer service that builds trust and loyalty.
Joe’s PMS recent experience includes the Cities of Atascadero, Camarillo, Carpinteria, Concord,
Danville, Galt, Goleta, Grover Beach, Guadalupe, Hollister, Larkspur, Lathrop, Lompoc, Los Altos Hills,
Milpitas, Napa, Oakley, Oxnard, Pacifica, Paso Robles Petaluma, Pismo Beach, Pittsburg, San Carlos,
San Ramon, Santa Clarita, Vacaville, Woodland, and the Counties of Santa Barbara, San Benito and
Sonoma.
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JOE SEELYEducation
Assistant Project Manager AS, Engineering
& Rater / Inspector / QCCuesta College
San Luis Obispo, CA
Joe administers PEI’s Pavement Management System program. He schedules PMS projects, performs
visual evaluations, updates databases to ensure accuracy and prepares spreadsheets and reports. Joe
performs data analysis for each project report, in the field quality control ratings, and oversees and
trains field evaluation staff. In addition, he develops presentations and provides hands-on training to
public agency staff on pavement distresses, rating techniques and operation of MicroPAVER™ and
StreetSaver® software. During his time at PEI, Joe has rated over5,500 centerline miles of roads. Joe is
also a certified MTC StreetSaver Rater and will be performing pavement assessments in accordance
®
with the StreetSaver modified ASTM D6433. To stay current, he is a regular attendee at the bi-annual
MTC’s users training week. Joe has participated in expert panels at MTC user’s week as well. His PMS
rating experience includes the Cities of Atascadero, Belmont, Brentwood, Carpinteria, Concord,
Goleta, Guadalupe, Hollister, Lafayette, Lancaster,Larkspur, Lathrop, Milpitas, Millbrae, Napa,Oxnard,
San Ramon, Santa Clarita, Yountville, Orinda, Tiburon, Mill Valley, San Anselmo,Santa Barbara and San
Benito County.
PMS RATERS / INSPECTORS
Accurate data is critical for pavement management systems. At PEI, we take this seriously. PEI raters
are certified to rate streets per ASTM D6433. All of PEI’s raters have completed the MTC StreetSaver
Rater Certification Program and annual training updates. It is anticipated that thefollowing raters will
complete the work:
JACOB SEELY Education
Lead Street Rater / Inspector BS, Business Administration
Jacob has been with us at PEI for the last threeyears and has worked on various PMS projects. He
performs pavement assessments in accordance with the StreetSaver® modified ASTM D6433 as well
as assists agencies with budget needs and development of pavement preservation plans. Jacob is a
certified MTC rater. His recent PMS rating experience includes working for the following: City of
Hollister, City of Oxnard, Santa Barbara County, County of San Benito, City of Santa Clarita, Yountville,
San Ramon, Lafayette, Paso Robles, Brentwood, Belmont, Millbrae, and Emeryville.
JOSHUA MONTEROEducation
Assistant Street Rater / Inspector Associates in Film
Alan Hancock College
Santa Maria, CA
Josh joined PEI in early 2017 to bolster our PMS team. His responsibilities include: performing
pavement assessments in accordance with the StreetSaver® modified ASTM D6433 as well as assists
agencies with budget needs and development of pavement preservation plans. Josh has gone
through MTC StreetSaver® Rater Certification Program and is a certified rater. His experience includes
the City of Oxnard, San Ramon, Yountville, Belmont, Brentwood, Millbrae, Lafayette, Lancaster, and
Emeryville, Orinda, Santa Barbara County.
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Response to RFP
BACKGROUND
Currently, the City of Santa Clarita maintains approximately 537centerline miles of roads using
StreetSaver® pavement management software. The City wants to inspect approximately 330 lane
miles of arterials each yearand 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, availabilityand knowledge toachieve 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.
TASK 1: KICK-OFF MEETING, INITIAL PLANNING, 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;
Current and past pavement maintenance history and
budgets;
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 2: 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 Broads were last inspected in 2015. 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 streets and Rotation B streets for the
following distresses:
Alligator cracking; Patching and utility cuts;
Block cracking; Rutting and depressions;
Longitudinal and transverse cracking; Weathering;
Distortion; 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 calculated based on pavement area.
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PEI will sample locations on random test sites of ± 2,500 sfandwill 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 3: 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
cancompare each road section contained in the updatedPMS 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 trailsand 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 listingroads 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 4: PMS DATAINPUT 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.
PEIwill 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.
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TASK 5: PMS DATA INPUT FORMISSING STREETS AND BIKE TRAILS
As part this work, PEI will continue to work with City staff and, inparticular, theCity’s GIS department
to make sure there are no missing streets or trails. If we find missing streets and trails, we will visually
evaluate themand 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 staffcan take
advantage of this feature.
TASK 6: PCI FORECAST REPORTS FOR THE CITY’S FIVE-YEAR PAVEMENT PLAN
Once the visual evaluations are finished
and the StreetSaver® database is
completely updated, PEI will run reports
that forecast the PCI based on proposed
treatments. This effort will provide
feedback for the treatment decisions being
made as part of the design process for the
City’s FY 2018-19 Annual Overlay and
Slurry Seal Programs. From our ongoing
work with the City, we know the goal is to
increase the overall PCI to a 70 over the
next five years. Though the City’s budget
is less than what StreetSaver®reports is
neededto achieve that goal, PEI will help the City move in that direction through careful planning
using the StreetSaver® program.
Working with City staff, wedetermine (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
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.
Ouranalysis 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 7: DETAILED LIST OF STREETS AND RECOMMENDED TREATMENTS: 2024-2025
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 2024-2025Annual Overlay & Slurry Seal Project using the selection matrix.Please note that the
years listed in this task are different from the RFP, based on an understanding that the 2023-2024 list
was generated during the 2017-2018 PMS Update.Prior to finalizing the list, PEI will work with City
staffto determine if any modifications are needed to the selection matrix based on feedback,
projected budgets and,more importantly, actual treatment performance.
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PAVEMENT ENGINEERING INC. PMS FEE SCHEDULE
Engineering Services
Senior Principal Engineer / Project Manager.................................................................$225/hr
Associate Engineer / Assistant Project Manager ........................................................... $160/hr
Assistant Project Manager ............................................................................................. $135/hr
Technical Services
PMS Inspection Team (two-man crew) ......................................................................... $190/hr
PMS Quality Control ....................................................................................................... $135/hr
PMS Data Technician ...................................................................................................... $ 90/hr
Clerical ............................................................................................................................. $ 75/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
Per diem: ...................................................................................................................... $225/day
Mileage: ..................................................................................................................... $1.00/mile
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.
Schedule and Tabulated Costs
SCHEDULE
PEI anticipates that the entire project will approximately 12 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 and begin the inspection phaseafter receiving a Notice to Proceed and contracts have
been signed. We anticipate performing the work starting in September, 2018, or soon thereafter,
and completing the final inspection and data update with reports by February 1, 2019 or on a
schedule agreed to by City staff. Tasks 6 and 7 will be scheduled after the project street list is
finalized for the FY 2018-19 Annual Overlay and Slurry Seal Program. Tasks 6 and 7 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 summarized in the table on the following page.
ESTIMATED WEEKLY TIMLINE BY TASK
WEEK 1 2 3 4 5 6 7 8 9 10 1112
TASK 1: KICK-0FF MEETING
TASK 2: VISUAL EVALUATION
TASK 3: DATABASE SNAPSHOT
TASK 4: DATA INPUT/NEW
TASK 5: DATA INPUT/MISSING
TASK 6: PCI FORECAST REPORT
TBD
TASK 7: LIST AND TREATMENTS
TBD
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City of Santa Clarita Asphalt Inspection and PMS Update 2018-2019
TASK 1 – INITIAL PLANNING AND KICK-OFF MEETING
Position Hours Hourly Unit Rate Total
Principal Engineer 3$225 $675
Project Manager5135$675
Task 1 Fee:$1,350.00
TASK 2 –VISUAL EVALUATION OF PAVEMENT CONDITION
Position Hours Hourly Unit Rate Total
Project Manager14 $135 $1,890
PMS Data Technician3095$2,850
PMS Inspection Team 180190$34,200
PMS Quality Control79 135$10,665
Mobilization 48 80$3,840
Per Diem 40200$8,000
Task 2 Fee:$61,445.00
TASK 3 – DATA INPUT, ANNUAL REPORTS AND DATABASE SNAPSHOT
Position Hours Hourly Unit Rate Total
Principal Engineer 1$225 $225
Project Manager21 135$2,835
PMS Data Technician 30 95$2,850
PMS Clerical 375$225
Task 3 Fee:$6,135.00
TASK 4 – PMS INPUT FOR ADDITION OF NEW STREETS AND ANNUAL TREATMENTS
Position Hours Hourly Unit Rate Total
Principal Engineer 1$225 $225
Project Manager12 135$1,620
PMS Data Technician 15 95$1,425
Task 4 Fee:$3,270.00
TASK 5 – PMS INPUT FOR MISSING STREETS AND BIKE LANES
Position Hours Hourly Unit Rate Total
Principal Engineer1$225 $225
Project Manager12 135$1,620
PMS Data Technician1595$1,425
Task 5 Fee:$3,270.00
TASK 6 – PCI FORECAST FOR THE CITY’S FIVE-YEAR PLAN
Position Hours Hourly Unit Rate Total
Principal Engineer 1$225 $225
Project Manager27 135$3,645
PMS Data Technician 35 95$3,325
Task 6 Fee:$7,195.00
TASK 7 –DETAILED LIST OF STREETS AND RECOMMENDED TREATMENTS: 2024 - 2025
Position Hours Hourly Unit Rate Total
Principal Engineer 1$225 $225
Project Manager27 135$3,645
PMS Data Technician 35 95$3,325
Task 7 Fee:$7,195.00
Task 1 – 7 Estimated Fees:$89,860.00
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Required Forms, Statements and Certificate of Insurance
Attachment A – City of Santa Clarita Disclosure Statement
Attachment B – Equal Opportunity/Affirmative Action Statement
Attachment C – Hold Harmless Agreement
Certificate of Insurance
ATTACHMENT A
CITY OF SANTA CLARITA DISCLOSURE STATEMENT
The following information must be disclosed:
1. List the names of all persons having a financial interest in the Request for
Qualifications.
Pavement Engineering, Inc.
2. If any person identified pursuant to No. 1 above is a corporation or partnership, list the
names of all individuals owning more than ten percent of the shares in the corporation
or owning any partnership interest in the partnership.
William J. Long; Joseph L. Ririe; Troy L. Sisneros; Don Trotter.
3. If any person identified pursuant to No. 1 above is a non-profit organization or a trust, list
the names of any persons serving as a director of the non-profit organization or as a
trustee or beneficiary or trustor of the trust.
Not applicable.
4. Has the bidder had more than $250 worth of business transacted with any member of
the City of Santa Clarita staff, boards, commissions, committees and Council within the
past twelve months? If yes, please indicate the person(s) with whom you have conducted
business.
Yes, Frank Lujan under contract with the City.
NOTE: Attached additional pages as necessary.
Signature of Offeror/Date
Joseph L. Ririe, P.E.
Print or Type Name of Offeror
ATTACHMENT B
EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT
The offeror hereafter described will not discriminate against any employee or applicant for
employment because of race/color, national origin, sex, sexual preference, religion, age, or
handicapped status in employment or the provisions of services.
Signature
Joseph L. Ririe, P. E., President
TypedName and Title
ATTACHMENT C
HOLD HARMLESS AGREEMENT
Offeror agrees to indemnify and hold harmless the City of Santa Clarita against and from any
and all damages to property or injuries to or death of any person or persons, including
employees or agents of the City, and shall defend, indemnify and hold harmless the City, its
officers, agents and employees, from any and all claims, demands, suits, actions or proceedings
of any kind or nature, of or by anyone whomsoever, in any way resulting from or arising out of
the negligent or intention all acts, errors or omissions of the bidder or any of its officers, agents,
or employees.
Signature
Joseph L. Ririe, P. E., President
Typed Name and Title