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HomeMy WebLinkAbout2024-09-10 - AGENDA REPORTS - PROJ M01539 Agenda Item:8 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGERAPPROVAL: DATE:September 10, 2024 PAVEMENT MANAGEMENT SYSTEM UPDATE, PROJECT M0153 SUBJECT: -PROFESSIONAL SERVICES CONTRACT DEPARTMENT:Public Works PRESENTER:Shannon Pickett RECOMMENDED ACTION City Council: 1.Award a one-year professional services contract to Pavement Engineering, Inc., to update the miscellaneous pavement engineering services for theAnnual Overlay and Slurry Seal Program, Project M0153, in the amount of $111,645, and authorizeacontingency in the amount of $16,747, for a total contract amount not to exceed $128,392. 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 $111,645,and authorize an annual contingency in the amount of $16,747,plusan appropriate Consumer Price Index adjustment, upon request of the consultantand 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 alldocuments subject to City Attorney approval. BACKGROUND The Annual Overlay and Slurry Seal Program (Program) is an integral part of the City of Santa -year strategic plan, Santa Clarita 2025. 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 and determine current pavement conditions to provide reports andforecasts. This information is then used to generate the City's five-year pavement plan and has been an integral part of the Page 1 Qbdlfu!Qh/!57 9 The City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting firms for the Asphalt Inspection and Pavement Management System Update. The RFP was -procurement system, BidNet, on July 2, 2024. The City transmitted the solicitation to 3,038 vendors on BidNet, of which 34 vendors downloaded the RFP. A total of three companies provided proposals for consideration. specific needs of the City. An evaluation panel, comprised of staff from the Public Works Department, scored the responses using the following categories of weighted criteria: Recent experience in similar projects (20 percent) Understanding of key development items (20 percent) Quality of proposal materials / proposed services in relation to project scope (20 percent) Schedule and availability (20 percent) Qualification of team and resources (15 percent) References (5 percent) The evaluation panel scored the responses based on a 100-point scale, with the results outlined below: Rank Company Location Score 1. Pavement Engineering, Inc. Santa Clarita, CA 96 2. Applied Research Associates, Inc. Irvine, CA 88 3. International Cybernetics Company, LP Tustin, CA 82 In reviewing proposals, the evaluation panel awarded the highest score to Pavement Engineering, overall value to meet the project needs. Pavement Engineering, Inc. demonstrated an in-depth understanding of the project needs and provided a detailed scope of work and approach to the project. Based on their experience with similar projects, and the completeness of their proposal for this project, staff recommends awarding the professional services contract to Pavement Engineering, Inc. The proposal is California Government Code Section 4526 prescribes selection of architectural and engineering services to be based on demonstrated competence and professional qualification necessary for the satisfactory performance of the services required and does not authorize the selection of professional architectural and engineering services based on cost. City staff was able to reach an agreement with Pavement Engineering, Inc. at a fair and reasonable price. Page 2 Qbdlfu!Qh/!58 9 The requested contingency will cover the cost of unforeseen additional engineering studies and 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 are available in project expenditure accounts M0153233-516101 (TDA 8 Fund), M0153260-516101 (Prop C Local Return), M0153264-516101 (Measure R Local Return), and M0153266-516101 (Measure M Local Return) to support the recommended action. ATTACHMENTS Proposal for Pavement Engineering Inc. (available in the City Clerk's Reading File) Page 3 Qbdlfu!Qh/!59 SANTA CLARITA --- 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 100+ employees, with collective experience spanning three decades, our highly trained staff can quickly determine pavement conditions 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 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 ensure a quality, long-lasting product. comment, PAVEMENT MANAGEMENT SYSTEMS EXPERIENCE PEI has the staff resources to perform all of the proposed services for updating and maintaining the ® PEI 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) on (MTC), which covers 109 local agencies. 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. Man 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 decision trees, 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 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 PEI has six offices which serve public and private entities throughout California. All pavement management Santa Clarita Office, with any needed support coming from the rest of the company. Our proposed team members for this project, included in the organizational chart, have worked on similar project examples included in this proposal. CITY OF OXNARD Asitha Withanage Engineer/ Project Manager 805.385.8055 Belmont (PTAP-25) Petaluma (PTAP-24) Belvedere (PTAP-24) Ross (PTAP-21, 24) Berkeley (PTAP-21, 23, 25) Richmond (PTAP-21, 24) Campbell (PTAP-21, 24) San Ramon (PTAP-20, 23, 25) Corte Madera (PTAP-24) Sausalito (PTAP-19, 23) Emeryville (PTAP-20, 25) Sunnyvale (PTAP-24) Fairfax (PTAP-25) Tiburon (PTAP-19, 25) Hercules (PTAP-23) Union City (PTAP-23) Millbrae (PTAP-21) Vallejo (PTAP-21) Oakley (PTAP-21, 24) Windsor (PTAP-24) Orinda (PTAP-19, 21, 23) Yountville (PTAP-21, 25) For each of these clients, PEI updated their pavement management systems, adding any missing streets, built out their databases, and provided any needed technical support and training RIRIE Technician Technician BACKGROUND Currently, the City of Santa Clarita maintains approximately 537 centerline miles of roads using ® StreetSaverpavement 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. TASK 1: KICK-OFF MEETING AND VISUAL EVALUATION OF PAVEMENT CONDITION 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. and attend annual training to keep abreast of changes and hone skills. That training demonstrates an manually survey all arterial streets and Rotation B streets for the following distresses:Alligator cracking; Block cracking; Longitudinal and transverse cracking; Distortion; Patching and utility cuts; Rutting and depressions; Raveling; and Weathering PEI will assign a Pavement Condition Index (PCI) for each street segment and trail per StreetSaver criteria 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. 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 2 PCI points, without any maintenance and rehabilitation, and street segments with PCIs that have dropped more than the expected average deterioration of 3 PCI points per year, since the last rating (or 12 points for Rotation C, and 6 points for the Arterials) 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 To make sure any analysis is consistent with the use of recommended maintenance and rehabilitation 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 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. 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. PEI will also update the maintenance and rehabilitation history for all of the street segments throughout 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. As part this work, PEI will continue to work with City staff and, in particular, the make sure there are no missing streets or trails. If we find missing streets and trails, we will visually evaluate all the ® linked to the GIS module contained within StreetSaver so City staff can take advantage of this feature. TASK 5: -YEAR PAVEMENT PLAN PEI helped develop the 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 2025-2026 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. ................................................................................. ............................................................. ............................................................................... ............................................................. ......................................................................................... ...................................................................................... ............................................................................................................. ....................................................................................................... ....................................................................................................... ............................................................................ 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 phase after receiving a Notice to Proceed and contracts have been signed. We anticipate performing the work starting in September 2024, or soon thereafter, and completing the final inspection and data update with reports by February, 2025 or on a schedule agreed to by City staff. Task 5 & 6 will be scheduled after the project street list is finalized for the FY 2024-25 Annual Overlay and Slurry Seal Program. Task 5 & 6 is dependent on that list. Every effort will be made to execute and complete tasks as they are assigned ESTIMATED WEEKLY TIMLINE BY TASK WEEK 1 2 3 4 5 6 7 8 9 10 11 12 TASK 1: VISUAL EVALUATION TASK 2: DATABASE SNAPSHOT TASK 3: DATA INPUT/NEW TASK 4: DATA INPUT/MISSING TASK 5: PCI FORECAST REPORT TBD TASK 6: LIST AND TREATMENTS TBD Pavement Engineering Inc. Cost Proposal City ofSanta Clarita Asphalt Inspection & Pavement Management System (PMS) Update Project M0153A with similar projects performed for clients throughout the State of California. Our estimated fee for the total project can be broken down as follows: Task 1: Kick-off Meeting And Visual Evaluation of Pavement Condition$61,235 Task 2: Data Input, Annual Reports, & Database Snapshot$12,470 Task 3: PMS Data Input for Addition of New Streets and Annual Treatments$9,210 Task 4: PMS Data Input for Missing Streets$7,830 Task 5: PCI ForecastReports for City's Five-YearPavement Plan$11,450 Task 6: Generate Street List for Annual Overlay & Slurry Seal Project$9,450 Total Estimated Project Fee $111,645 The fees will be invoiced on a time and materials basis. All fees and costs associated with this project are subject to final negotiation with the City ofSanta Clarita. The enclosed breakdown shows our estimatedcosts for each portion on the project.The individual fees associated with each task will serve as a guideline for progress payments. CITY OF SANTA CLARITA Asphalt Inspection & Pavement Management System (PMS) Update, M0153A Task 1: Kick-off Meeting And Visual Evaluation of Pavement Condition Position Units Unit Rate Total Project Manager 4 $175 $700 Assistant Project Manager 13 $155 $2,015 PMS Data Technician 62 $100 $6,200 PMS Inspection Team 212 $200 $42,400 PMS Quality Control 64 $155 $9,920 Task 1 fee $61,235 Task 2: Data Input, Annual Reports, & Database Snapshot Position Units Unit Rate Total Principal Engineer 2 $270 $540 Project Manager 4 $175 $700 Assistant Project Manager 31 $155 $4,805 PMS Data Technician 60 $100 $6,000 PMS Clerical 5 $85 $425 Task 2 fee $12,470 Task 3: PMS Data Input for Addition of New Streets and Annual Treatments Position Units Unit Rate Total Project Manager 4 $270 $1,080 Assistant Project Manager 25 $175 $4,375 PMS Data Technician 35 $100 $3,500 PMS Clerical 3 $85 $255 Task 3 fee $9,210 Task 4: PMS Data Input for Missing Streets Position Units Unit Rate Total Project Manager 4 $175 $700 Assistant Project Manager 25 $155 $3,875 PMS Data Technician 30 $100 $3,000 PMS Clerical 3 $85 $255 Task 4 fee $7,830 Task 5: PCI Forecast Reports for City's Five Year Pavement Plan Position Units Unit Rate Total Principal Engineer 2 $270 $540 Project Manager 5 $175 $875 Assistant Project Manager 27 $155 $4,185 PMS Data Technician 50 $100 $5,000 PMS Clerical 10 $85 $850 Task 5 fee $11,450 Task 6: Generate Street List for Annual Overlay & Slurry Seal Project Position Units Unit Rate Total Principal Engineer 2 $270 $540 Project Manager 5 $175 $875 Assistant Project Manager 27 $155 $4,185 PMS Data Technician 30 $100 $3,000 PMS Clerical 10 $85 $850 Task 6 fee $9,450 Total Estimated Fees $111,645 PAVEMENT ENGINEERING INC. PMS FEE SCHEDULE 9ƓŭźƓĻĻƩźƓŭ {ĻƩǝźĭĻƭ Senior Principal Engineer ............................................................................................................. $270/hr Associate Engineer / Project Manager ......................................................................................... $175/hr Assistant Project Manager ........................................................................................................... $155/hr ĻĭŷƓźĭğƌ {ĻƩǝźĭĻƭ PMS Inspection Team (two-man crew) ........................................................................................ $200/hr PMS Quality Control ..................................................................................................................... $155/hr PMS Data Technician .................................................................................................................. $ 100/hr Clerical .......................................................................................................................................... $ 85/hr .ğƭźƭ ƚŅ /ŷğƩŭĻƭ DĻƓĻƩğƌ 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. aźƭĭĻƌƌğƓĻƚǒƭ /ŷğƩŭĻƭ Per diem: ................................................................................................................................... $300/day Mileage: .................................................................................................................................. $1.00/mile Equipment rental, reproductions, testing (other than by PEI), photographic expenses and other outside services: ............................................................................................................................... Cost + 15% tğǤƒĻƓƷƭ 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.