HomeMy WebLinkAbout2011-10-25 - AGENDA REPORTS - SLURRY SEAL PGM M0084 (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item: 5
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval
Item to be presented by:
October 25, 2011
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Curtis Nay
2011-12 OVERLAY AND SLURRY SEAL PROGRAM, PROJECT
M0084 - AWARD DESIGN CONTRACT
Public Works
RECOMMENDED ACTION
1. City Council award the contract for engineering design services to Pavement Engineering Inc.
for the 2011-12 Annual Overlay and Slurry Seal Program, Project M0084, in the amount of
$111,000 plus a contingency in the amount of $11,000, for a total contract amount not to
exceed $122,000.
2. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
The Annual Overlay and Slurry Seal Program is an integral part of the City's pavement
management program and operates on a five- to seven-year cycle. Each year, streets are studied
to identify the need for overlay or slurry. Streets are selected using the City Pavement Index Map,
street surveys, and input from the public.
The Annual Overlay and Slurry Seal Program improves various streets citywide by resurfacing
and sealing surface cracks to enhance skid -resistant properties and increase pavement life. This
results in a smoother ride for traffic, an enhanced appearance of the area, and extends the
economic life of the roadway.
A list of design consultants was created in 2010 to be more efficient in the design Request for
Proposals (RFP) process. A Request for Qualifications was sent to 14 design consultants with 6
firms submitting qualifications. The process resulted in a list of four qualified consultants with,
the City's intent to request a detailed proposal specific to each annual overlay and slurry seal
program for a period of five years.
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Staff prepared a RFP for this year's design project to obtain the services of one of the civil
engineer design firms from the pre -qualified list. The RFP asked the four firms to develop
conceptual design details for preparing complete plans, specifications, and estimates for a paving
project. The City requested the firms submit a detailed, proposal specific to this year's annual
overlay and slurry seal program. Three of the firms submitted proposals:
Rankin Company
1 Pavement Engineering Inc
2 Penfield & Smith
3 Flowers & Associates
Location Design Cost
San Luis Obispo, CA $122,000
Camarillo, CA $275,528
Santa Barbara, CA $161,465
These firms submitted a detailed proposal with a cost estimate for the design of the Fiscal
Year 2011-12 Overlay and Slurry Seal Program. Based on the City's evaluation process,
Pavement Engineering Inc. is the recommended firm. Pavement Engineering Inc. has all the
needed pavement evaluation and design resources in-house and does not need outside
subconsultants, which expedites the design process and saves on design costs. Pavement
Engineering Inc. has satisfactorily worked with the City on past design contracts.
The second and third ranked firms, Penfield & Smith and Flowers & Associates, respectively,
would employ subconsultants for asphalt deflection testing and coring analysis. As an integral
part of the design, not having control of these testing processes would foster inefficiency in
quality and may impact the design schedule.
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 Pavement Engineering Inc. at a fair and reasonable price.
The proposal amounts include a contingency and tasks necessary to complete the project design.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds from Gas Tax Fund 230, Surface Transportation Program - Local Fund 202, and
Transportation Development Act Article 8 Fund 233 have been appropriated to Project M0084
expenditure accounts for design costs.
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