HomeMy WebLinkAbout2012-12-11 - AGENDA REPORTS - OVERLAY AND SLURRY SEAL (2)Agenda Item: 4
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval: A�4_
Item to be presented by: Curtis Nay
DATE: December 11, 2012
SUBJECT: 2012-13 OVERLAY AND SLURRY SEAL PROGRAM, PROJECT
M0090 - AWARD DESIGN CONTRACT
DEPARTMENT: Public Works
RECOMMENDED ACTION
City Council:
1. Award the contract for engineering design services to Pavement Engineering, Inc., for the
2012-13 Annual Overlay and Slurry Seal Program, Project M0090, in the amount of $82,005
plus a contingency in the amount of $10,720, for a total contract amount not to exceed
$92,725.
2. 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, 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 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
Proposal (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.
Staff prepared an 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 proposal specific to this year's Annual Overlay and
Slurry Seal Program. Three of the four firms submitted cost proposals:
Ranking Company
I Pavement Engineering, Inc.
2 Penfield & Smith
3 Hall & Foreman
Location
Cost
San Luis Obispo, CA
$82,005
Camarillo, CA
$173,330
Santa Clarita, CA
$96,500
These firms submitted a qualification proposal for the design of the Fiscal Year 2012-13 Overlay
and Slurry Seal Program and were then asked to submit cost proposals. 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 other firms, Penfield & Smith and Hall & Foreman, 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 Surface Transportation Program - Local Fund 202 and Transportation
Development Act Article 8 Fund 233 have been appropriated to Project M0090 expenditure
accounts for design costs.
ATTACHMENTS
M0090 Design Contract - Overlay Project available in the City Clerk's Reading File
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