HomeMy WebLinkAbout2014-09-23 - AGENDA REPORTS - SLURRY SEAL PGM PROJ M0102 (6)CONSENT CALENDAR
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SUBJECT:
DEPARTMENT:
Agenda Item: 2
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
September 23, 2014
Damon Letz
2014-15 ANNUAL OVERLAY AND SLURRY SEAL PROGRAM,
PROJECT MO 102 - AWARD DESIGN CONTRACT
Public Works
RECOMMENDED ACTION
City Council:
Award the contract for engineering design services to Pavement Engineering Inc. for the
2014-15 Annual Overlay and Slurry Seal Program, Project M0102, in the amount of
$166,930, and authorize a contingency in the amount of $16,693, for a total contract amount
not to exceed $183,623.
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 of Santa Clarita's
(City) 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 an extended
economic life of the roadway.
In 2010, a Request for Qualifications was sent to 14 design consultants with six firms submitting
qualifications. The process resulted in a list of four pre -qualified consultants with the City's
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intent to request a detailed proposal specific to each Annual Overlay and Slurry Seal Program for
a period of five years.
Staff prepared a Request for Proposals (RFP) for this year's design project to obtain the services
of a civil engineer design firm from the pre -qualified list. The RFP was 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. One of the four pre -qualified firms submitted a proposal.
After reviewing the proposal, Pavement Engineering Inc. is the recommended firm. Pavement
Engineering Inc. has all the needed pavement evaluation and design resources in-house, which
expedites the design process and saves on design costs. Pavement Engineering Inc. has
satisfactorily worked with the City on past design contracts.
The requested contingency amount of $16,693 will cover costs associated with unforeseen
additional streets or plans that may be required as the selected streets are evaluated. These may
include additional field surveys, core samples, and more deflection testing for engineering
evaluation.
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.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Gas Tax (Fund 230), Transportation Development Act, Article 8 (Fund 233), and Measure R
Local Return (Fund 264) have been appropriated to Project M0102 Expenditure Accounts for
design costs.
ATTACHMENTS
Contract - Pavement Engineering Inc, available in the City Clerk's Reading File
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA AND
Pavement Engineering Inc.
Contract No. 14-00319
This AGREEMENT is entered into this —day of 20 , by and
between the CITY OF SANTA CLARITA, a municipal corporation and general law city
("CITY") and Pavement Engineering Inc., California Corporation ("CONSULTANT").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below; and
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terns and conditions contained in this Agreement; and
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed One hundred sixty six thousand, nine hundred thirty dollars ($166,930.00)
for CONSULTANT's services. CITY may modify this amount as set forth below.
Unless otherwise specified by written amendment to this Agreement, CITY will
pay this sum as specified in the attached Exhibit "A," which is incorporated by
reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
Revised 1/2011 Page 1 of 10
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in
Exhibit "A") the tasks performed, the percentage of the task completed during the billing period,
the cumulative percentage completed for each task, the total cost of that work during the
preceding billing month and a cumulative cash flow curve showing projected and actual
expenditures versus time to date.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the CITY with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be
performed; and
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from 9/23/14 to 9/23/16. Unless otherwise
determined by written amendment between the parties, this Agreement will terminate in the
following instances:
A. Completion of the work specified in Exhibit "A."
B. Termination as stated in Section 15.
Revised 112011 Page 2 of 10
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under Section 22
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify the Manager within forty-eight hours
(48 hours), in writing, of the cause and the extent of the delay and how such delay interferes with
the Agreement's schedule. The Manager will extend the completion time, when appropriate, for
the completion of the contracted services.
11. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
15. TERMINATION.
A. CITY may terminate this Agreement at any time with or without cause
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
Reviud 1@011 Page 3 of 10
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT'S own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
16. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic act work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
18. INDEMNIFICATION. CONSULTANT agrees to indemnify and hold CITY harmless from
and against any claim, action, damages, costs (including, without limitation, attorney's fees),
injuries, or liability, arising out of the performance of this agreement by CONSULTANT.
Should CITY be named in any suit, or should any claim be brought against it by suit or
otherwise, arising out of performance by CONSULTANT of services rendered pursuant to this
Agreement, CONSULTANT will defend CITY (at CITY's request and with counsel satisfactory
to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in
settlement or costs incurred in defense otherwise. Notwithstanding any provisions of this
Agreement to the contrary, design professionals shall be required to defend and indemnify the
City only to the extent allowed by Civil Code Section 2782.8, namely for claims that arise out of,
pertain to, or relate to the negligence, recklessness or willful misconduct of the design
professional. The term "design professional" includes licensed architects, licensed landscape
Revised 1/2011 Page 4 of 10
architects, registered professional engineers, professional land surveyors and the Business
entities which offer such services in accordance with the applicable provisions of the business
and Professions Code.
19. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
20. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
21. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
22. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance
Commercial general liability:
Professional Liability
Business automobile liability
Workers compensation
Limits
$1,000,000
$1,000,000
$1,000,000
Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Liability policies will be
endorsed to name CITY, its officials, and employees as "additional insureds"
under said insurance coverage and to state that such insurance will be deemed
"primary" such that any other insurance that may be carried by CITY will be
Raixd II2011 Page 5 of 10
excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10
11 85 or 88, or equivalent. Such insurance will be on an "occurrence," not a
"claims made," basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such coverage
is available, or on a "claims made" basis if not available. When coverage is
provided on a "claims made basis," CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 0106 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from payments
due to CONSULTANT under this Agreement or terminate pursuant to Section 15.
In the alternative. should CONSULTANT fail to meet any of the insurance
requirements under this agreement. City may cancel the Agreement immediately
with no penalty.
G. Should CONSULTANT'S insurance required by this Agreement be cancelled at
CONSULTANT must obtain replacement coverage that meets all contractual
requirements within 10 days of the prior insurer's issuance of notice of
cancellation. CONSULTANT must ensure that there is no lapse in coverage
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation.
24. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
Revised 12011
Page 6 of 10
25. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
If to CONSULTANT:
Pavement Engineering Inc.
3485 Sacramento Drive, Suite A
San Luis Obispo, Ca 93401
Attention: Joe Ririe
If to CITY:
City of Santa Clarita
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
Attention: Bill Whitlatch
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's Conflict of Interest Code (on file in
the City Clerk's Office). It is incumbent upon the CONSULTANT or CONSULTING FIRM to
notify the CITY pursuant to Section 25. NOTICES of any staff changes relating to this
Agreement.
A. In accomplishing the scope of services of this Agreement, all officers, employees
and/or agents of CONSULTANT(S), unless as indicated in Subsection B., will be
performing a very limited and closely supervised function, and, therefore, unlikely to
have a conflict of interest arise. No disclosures are required for any officers,
employees, and/or agents of CONSULTANT, except as indicated in Subsection B.
Initials of Consultant
B. In accomplishing the scope of services of this Agreement, CONSULTANT(S) will be
performing a specialized or general service for the CITY, and there is substantial
likelihood that the CONSULTANT'S work product will be presented, either written
or orally, for the purpose of influencing a governmental decision. As a result, the
following CONSULTANT(S) shall be subject to the Disclosure Category "1" of the
CITY's Conflict of Interest Code:
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT wan -ants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
Revised 1/2011 page 7 of 10
28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
29. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
31. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There is/are ONE (1) Attachment(s) to this Agreement.
This Agreement will bind and inure to the benefit of the parties to this Agreement and any
subsequent successors and assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole,
and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
34. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
35. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
Revised 112011 Page 8 of 10
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
40. PROTECTION OF RESIDENT WORKERS. The City of Santa Clarita actively supports
the Immigration and Nationality Act (INA) which includes provisions addressing employment
eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire
only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.)
and aliens authorized to work in the U.S. The employer must verify the identity and employment
eligibility of anyone to be hired, which includes completing the Employment Eligibility
Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so
no services or products under the Contract Documents will be performed or manufactured by any
worker who is not legally eligible to perform such services or employment.
[SIGNATURES ON NEXT PAGE]
Revied 112011 Page 9 of 10
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and
year first hereinabove written.
FOR CONSULTANT:
0
Print Name & Title
Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
By:
City Manager
Date:
ATTEST:
By:
City Clerk
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
By:
City Attorney
Date:
Revised 1/2011 Page 10 of 10
1 of 5
EXHIBIT "A"
DESIGN SERVICES
2014-15 OVERLAY& SLURRY SEAL PROGRAM,
PROJECT M0102
SCOPE OF WORK
Consulting services shall consist of all items of work necessary to complete/design
detailed construction plans, specifications and cost estimate in accordance with the
latest edition of the Standard Plans and Specifications for Public Works Construction.
The following list includes a brief description of the tasks to be performed by the
Consultant.
Task 1 — Perform a visual inspection of all the streets within the City selected areas
and, determine the best treatment and estimated cost of each street as a preliminary
evaluation. Work with the City to select the streets up to the project budget amount for
further design evaluation.
Task 2 — Perform deflection testing and Coring for pavement design, as necessary.
Task 3 - Perform all field surveys necessary to design the project. Locate all structures
and improvements within the right-of-way and adjoining streets, which may be
pertinent, or in conflict with the proposed design.
Task 4 - Investigate the streets identified by the City as requiring slurry or overlay.
Identify and mark areas requiring preparatory work. Submit a detailed account, per
street, which includes, but is not limited to the type of preparatory work performed,
actual location, and limits and quantities of said work. Also, include locations, limits,
and quantities of traffic stripes and raised pavement marker removals. In addition,
provide a summary of quantities.
Task 5 - Coordinate with Utility Companies and incorporate all utility facilities into the
plan, as necessary.
Task 6 - Prepare street improvement plans, construction specifications, and construction
cost estimate consistent with City format. Prepare traffic signing/striping plans if
required, which include the existing and proposed signs, lane stripes with dimensions,
pavement legends, and traffic signal loops affected by the overlay and slurry seal
project.
Task 7 — During Bid Phase, respond to bidder questions regarding the PS&E and
prepare addendum(s).
Task 8 — Answer contractor's questions during the construction phase regarding the
design.
2 of 5
EXHIBIT "A"
Task 9 — During the construction phase provide design support services to include but,
not limited to: prepare change order street improvement plans, construction
specifications, and construction cost estimate consistent with City format. Prepare
traffic signing/striping plans if required, which include the existing and proposed signs,
lane stripes with dimensions, pavement legends, and traffic signal loops affected by the
overlay and slurry seal project.
3of5
EXHIBIT "A"
DESIGN SERVICES
2014-15 OVERLAY& SLURRY SEAL PROGRAM,
k IPROJECT M0102 Section 4
Fee Schedule
Engineering & Landscape Architect Services
Senior Principal Engineer......................................................................... $175/hr
Principal Engineer/Landscape Architect ................................................... $150/hr
Senior Associate Engineer/Landscape Architect ...................................... $140/hr
Associate Engineer................................................................................... $130/hr
Assistant Engineer.................................................................................... $120/hr
Technical Services
Senior Engineering Technician................................................................. $105/hr
Engineering Technician............................................................................ $100/hr
CADDrafting............................................................................................. $ 95/hr
Clerical...................................................................................................... $ 55/hr
Field Services
PW Dynaflect Operator.............................................................................
$275/hr
PW Assistant Dynaflect Operator.............................................................
$150/hr
PW Coring Technician..............................................................................
$210/hr
PW Assistant Coring Technician..............................................................
$125/hr
Per diem subsistence .......... ...................................................................
$125/day
Mobilization and overtime fees may apply
Basis - General
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
Equipment rental, reproductions, testing (other than by PEI), photographic expenses and other outside
services: cost + 15%
Payment
Invoices will be submitted either semi-monthly or monthly and are payable upon receipt. Interest of 1.5%
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.
Section 5
Schedule
If PEI is selected to perform this work, we will be available to begin work immediately
upon a fully executed contract with the City. Based on the schedule outlined in the
Request for Qualifications (Project M0102) and assuming a start date of September 9,
2014, we anticipate the following approximate schedule
RFQ Tasks City Timeline Delivery date
Tasks 1 through 3 Not specified October 27, 2014
Tasks 4 and 5 (50% submittal) 8 weeks November 4, 2014
Task 6 (100% submittal) 12 weeks December 1, 2014
x\Shared\R Drive\Business\-fext\Marketing\Proposals\Proposals2014\MP14-271_pr dou P ye 19
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EXHIBIT "A"
XV9haredlN I?rive\ltusincsstimtlMarkntinplProposnlslPioposRis2n141MP14 211 prdors i . -, i,, - 1n
Section 6 - Design Services for the 2014-2015 Overlay
I�
Overlay and Slurry Seal
Program, M0102
Total Cost
/ Fee Breakdown
Task 1
Visually Inspect all the streets selected by the City
Rate
Hours
Total
Senior Principal Engineer
$175
100
$17,500
Senior Engineering Technician
105
80
8,400
Fee Task 1
$26,900
Task 2
Perform deflection testing and coring for pavement design
Rate
Hours
Total
Senior Principal Engineer
$175
8
$1,400
Senior Engineering Technician
105
40
4,200
Dynaflect Operator
275
24
6,600
Assistant Dynaflect Operator
150
24
3,600
Dynaflect and Coring Crew Preparation
95
4
380
Coring Technician
210
24
5,040
Assistant Coring Technician
125
24
3,000
Traffic Control
3,325
Mobilization
2,000
Per Diem
125
3
375
R -Value (ASTM D2844, CTM 301)
200
12
2,400
Fee Task 2
$32,320
Task 3
Perform field surveys to design the project
Rate
Hours
Total
Principal Engineer
$150
12
$1,800
Senior Engineering Technician
105
50
5,250
Engineering Technician
100
40
4,000
Fee
Task 3
$11,060
Task 4
Evaluate streets requiring slurry seals or overlays
Rate
Hours
Total
Senior Principal Engineer
S175
24
$4,200
Senior Engineering Technician
105
24
2,520
Fee
Task 4
$6,720
Task 5
Coordinate with utility companies
Rate
Hours
Total
Associate Engineer
$150
1
$150
Engineering Technician
100
8
800
Fee
Task 5
$950
Task 6
Prepare plans, specifications, construction documents, costs
Rate
Hours
Total
Senior Principal Engineer
$175
50
$8,750
Principal Engineer
150
50
7,500
Associate Engineer
130
90
11,700
Senior Engineering Technician
105
90
9,450
CAD Drafting
95
140
13,300
Fee
Task 6
$60,700
Task 7
Respond to bidder questions
Rate
Hours
Total
Senior Principal Engineer
$175
4
$700
Senior Engineering Technician
105
4
420
CAD Drafting
95
4
380
Fee
Task 7
$1,500
XV9haredlN I?rive\ltusincsstimtlMarkntinplProposnlslPioposRis2n141MP14 211 prdors i . -, i,, - 1n
EXHIBIT "A"
S of 5
DESIGN SERVICES
9014-16 OVEALAYA SLURRY SR,AL
PROGRAM,
PROJECT M®192
Task 8 Respond to contractors' questions
Rate Hours
Total
Senior Principal Engineer
$175 a
$1,400
Principal Engineer
150 8
1,200
Fee Task 8
$2,600
Task 9 Design support services
Rate Hours
Total
Senior Principal Engineer
$175 40
$7,000
Principal Engineer
150 40
6,000
Associate Engineer
130 54
7,020
Senior Engineering Technician
105 54
5,670
CAD Drafting
95 100
9,500
Fee Task 9
$36,190
Total Project Fee
$166,930
Mhared\R Drive\BusinessIText\Marketing\ProposalsVProposals20141MP14-271yr.docx Page 11'I
Id -
Pavement Engineering Inc.
You can ride on our reputation
June 27, 2014 MP14-271
Mr. William F. Whitlatch
City of Santa Clarita
Public Works Department
Suite 300, City Hall
23920 Valencia Boulevard
Santa Clarita, CA 91355-2107
Subject: Request for Proposal for Design Services for the 2014-2015 Overlay and Slurry
Seal Program, Project Number M0102
Dear Bill,
We are once again looking forward to working with you on the 2014-2015 overlay and
slurry seal program and have prepared and enclosed a response to the City's most recent
RFP. We believe our familiarity with the City's streets and its paving projects is our
greatest asset, one that will allow us to deliver high quality projects on time and on budget.
In addition, all our work is done in house, so there are no subcontractor markups.
We value our relationship with the City of Santa Clarita and will continue our commitment
to provide our services with honesty, trust and professionalism. Our goal has always
been to exceed your expectations. Please call me anytime if you have questions about
this proposal.
Very truly yours,
PAVEMENT EN INEERING INC.
Joe Rrie P.E.
President
Enclosures: RFP (four copies)
pc: C File / M File / S File
Serving California since 1987
Section 2
Qualifications of the Firm
CORPORATE OFFICE Pavement Engineering Inc. (PEI) specializes in pavement.
From evaluation to design to inspection and quality control, it's
San Luis Obispo all we do. Because we have worked with hundreds of
3485 Sacramento Dr. Ste. A California cities, counties and government agencies, we
San Luis Obispo, CA 93401 understand the process and have the experience, flexibility,
805.781.2265 communication and coordination skills to ensure projects
805.781.2267 Fax move forward smoothly, on time and within budget.
BRANCH OFFICES During any given year, PEI designs and inspects more than a
kShared\R Drive\Business\Text\Markettng\Proposals\Proposals20 WN1P14-271_pr dQGx Paoe i 1
million tons of AC for dozens public agency paving projects.
Petaluma
3820 Cypress Dr., Ste. 3
We are an industry expert in Hot Mix Asphalt and Rubberized
Petaluma, CA 94954
AC. In 2013, PEI was involved with the AC mix production
707.769.5330
testing or placement inspection of more than 1.5 million tons
707.769.5333 Fax
of AC, ARHM and Warm Mix Asphalt. PEI is also involved in
the design and testing of Cold In -Place Recycling Projects and
Redding
Foamed Asphalt Full Depth Reclamation.
20260 5KyparK Drive
Redding, CA 96002
Through our involvement with the development and
530.224.4535
implementation of the new Section 39 of the 2010 Caltrans
530.224.4539 Fax
Standard Specifications for Hot Mix Asphalt, PEI has become
a leader in designing and testing the new performance based
AC materials. We literally bring millions of tons of AC
experience to the City of Santa Clarita.
PEI also has the latest testing equipment, tools and in-depth
knowledge to solve the most challenging pavement
maintenance problems. We have an experienced, licensed
and qualified staff of professional engineers, engineering
technicians, inspectors, laboratory technicians and support
personnel. PEI's inspection staff is Caltrans certified and has
performed inspection for many Caltrans QC/QA projects as
well as other public and private projects.
PEI investigates pavement conditions accurately with the
precise data needed to protect an agency's pavement
investment. Field investigations include deflection testing,
sample the pavement structure and evaluating existing
pavement drainage. Laboratory testing included analyzing
pavement materials and soil characteristics, which we analyze
to determine structural adequacy. Combining this analysis
with observations of pavement performance, our engineers
can determine the current condition of pavement and evaluate
maintenance and rehabilitation alternatives. The net result is
an optimum design for long-term pavement performance and
the lowest annual cost.
PEI executes rehabilitation design with proper detailing and
quality considerations. Our plans clearly define the extent and
quality of work expected, including all construction details,
materials and procedures. We have spent years creating and
kShared\R Drive\Business\Text\Markettng\Proposals\Proposals20 WN1P14-271_pr dQGx Paoe i 1
enhancing specifications for roadways and parking lots that
reflect the best industry practices. The combination of site
plans, details and specifications ensures that all contractors
are bidding on exactly the same work. Detailed contract
documents result in lower bids, and complete specifications
minimize scheduling, relationship and payment problems. Our
design approach results in more successful projects form
everyone's perspective.
PEI offers a variety of construction -related services that
ensures high quality, long lasting pavement performance. Our
QA/QC program ensures all the work performed by a
contractor conforms to contract document specifications.
PEI brings the following strengths to the City of Santa Clarita
• Numerous pavement evaluation studies and
recommendations for public agencies throughout
California.
• Contract documents and contract administration services
for many types of pavement rehabilitation projects,
including federal aid projects.
• Unparalleled expertise in pavement maintenance and
rehabilitation projects.
• Two Caltrans -certified laboratories and one AMRL-certified
laboratory.
• Fully trained, Caltrans -certified inspection and contract
administration staff specializing in pavement maintenance
and rehabilitation projects.
We also understand the responsibilities of and constraints on
public works 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 we excel.
PEI has performed similar work for the following cities
Atascadero
Hayward
Morgan Hill
San Luis
Buellton
Hemet
Napa
Obispo
Calabasas
Hercules
Novato
San Mateo
Calistoga
Lakeport
Oakdale
San Ramon
Camarillo
Larkspur
Oakley
Santa Barbara
Carpinteria
Lathrop
Ojai
Santa Maria
Citrus Heights
Lincoln
Oxnard
Seaside
Concord
Lompoc
Pacifica
Shasta Lake
Cupertino
Los Altos
Palo Alto
St. Helena
Danville
Los Altos Hills
Paso Robles
Stockton
Escalon
Los Gatos
Petaluma
Thousand Oaks
Fort Bragg
Mill Valley
Pittsburg
Tiburon
Galt
Millbrae
Rocklin
Vacaville
Gilroy
Milpitas
Roseville
Walnut Creek
Goleta
Monte Sereno
Sacramento
Windsor
Grover Beach
Monterey
San Anselmo
Woodland
Guadalupe
Moorpark
San Carlos
Yreka
X�SharedlR DrivelBusinesslrext\Marketing%Proposals',Proposals20141MP14-271_pr,docx F, Q, i
Section 2
fil Qualifications: Projects Similar in Scope
CITY OF PASO ROBLES
1000 Spring Street
Paso Robles, CA 93446
Mercedes "Ditas" Esperanza
Capital Project Engineer
(805) 237-3861
ditas@prcfty.com
CITY OF SANTA
CLARITA
23920 Valencia Blvd. Ste. 300
Santa Clarita, CA 91355
William Whitlatch
Administrative Analyst
(661) 225-4933
bwhitlatch@santa-clarita.com
CITY OF CONCORD
1950 Parkside Drive
Concord, CA 94519
Jeff Rogers
Associate Civil Engineer
(925)671-3108
Jeff. Rogers@ci. concord. ca. us
CITY OF LARKSPUR
400 Magnolia Avenue
Larkspur, CA 94939
Mary Grace Houlihan
Public Works Director
(415) 927-5110
mghoulihan@cityoflarkspur.org
CITY OF CARPINTERIA
5775 Carpinteria Avenue
Carpinteria, CA 93013
Charlie W. Ebeling
Public Works Director
(805) 684-5405 ext. 445
cebling@ci.carpinteria.ca. us
Pavement evaluations; deflection and testing and
analysis; measurements of field quantities; PS&E; bid
support services; project administration; engineering
support services; field construction support; compaction
testing; quality assurance testing and control.
• 2014 PS&E Spring Street Maintenance
• 2013 PS&E Summer 2014 Maintenance Program
• 2012-2013 Pavement Rehabilitation Project
Pavement evaluations; deflection and testing and
analysis; measurements of field quantities; PS&E; bid
support services; project administration; engineering
support services; field construction support; compaction
testing; quality assurance testing and control.
• 2013-2014 Annual Overlay and Slurry Seal M0097
• Jan Heidt & Santa Clarita Metrolink Stations
• 2012-2013 Federal Overlay Program M0090
Pavement evaluations; deflection and testing and
analysis; measurements of field quantities; PS&E; bid
support services; project administration; engineering
support services; field construction support; compaction
testing; quality assurance testing and control
• 2012 Annual Slurry Seal
• 2012 Utility Pavement Evaluation
• 2011 Port Chicago Hwy Pavement Rehabilitation
Pavement evaluations; deflection and testing and
analysis; measurements of field quantities; PS&E; bid
support services; project administration; engineering
support services; field construction support; compaction
testing; quality assurance testing and control.
• 2014-2015 Pavement Maintenance Project
• 2013 2013-2014 Pavement Maintenance Project
• 2013 Redwood Highway
Pavement evaluations; deflection and testing and
analysis; measurements of field quantities; PS&E; bid
support services; project administration; engineering
support services; field construction support; compaction
testing; quality assurance testing and control.
• 2013 Pavement Rehabilitation Project
• 2009-2010 Overlay Project
• 2009-2010 Pavement Rehabilitation Project
X%ShareMR DrivelBusiness\Text\Marketing\Proposals\Proposals2014\MP14-271_pr docx Page 13
Section 3
k I Project Manager and Key Staff Experience
Unlike other civil engineering firms whose specialty is "general engineering," Pavement
Engineering Inc. (PEI) focuses specifically on managing, maintaining and rehabilitating
pavements. With 34 full-time and 18 part-time employees, PEI has the staff resources to
perform all the relevant tasks outlined in the City's scope of work, including three
registered engineers and three associate/assistant engineers, all of whom have technical
skills that encompass a complete range of pavement engineering disciplines. We also
have a support staff that includes Caltrans -certified lab technicians, pavement inspectors,
data technicians and administrative personnel.
JOE RIRIE, P.E.
Joe has 23 years of wide-ranging experience in engineering
Senior Principal Engineer
and project management and in developing practical, cost -
Project Manager
effective and quality pavement solutions for clients
throughout California. He specializes in pavement
Education
management systems (PMS), pavement rehabilitation design
BS, Civil Engineering
and construction administration for public agencies
California Polytechnic
throughout California. As company president, Joe is
State University
San Luis Obispo, CA
responsible for PEI's reputation as California's premier
pavement engineering specialists and has set the standard
Registration
for delivering quality projects on time, on budget and with
California Registered Civil
unparalleled customer service that builds trust and loyalty.
Engineer Number 52735
Joe has enhanced his pavement expertise by serving as a
chairman on the Soil and Rock Sub -committee for the
American Society for Testing and Materials (ASTM) and was
industry co-chair for Caltrans' Pavement Preservation Task
Group (PPTG).
BILL LONG. P.E. Bill has 28 years of engineering and construction experience
Senior Principal Engineer in asphalt concrete pavements. He is an expert in engineering
Deflection Testing & Analyses and construction of asphalt concrete pavements, which
Education includes numerous deflection studies and failure analyses,
overlay designs and alternate rehabilitation designs. He is an
BS, Civil Engineering expert in long -life pavements, CIR, warm mix asphalt, cold
Chico State University foam and epoxy asphalt. Bill also has extensive experience
Chico, CA assisting contractors in obtaining quality asphalt concrete
Registration pavements by performing thousands of quality control tests
California Registered Civil each year using Caltrans, ASTM and AASHTO standards.
Engineer Number 52735
KRISTIN O'QUEST Kristin brings 10 years of experience to PEI. Her background
Associate Engineer and in project management and soils engineering is a perfect
Assistant Project Manager complement to PEI's team. She specializes in developing
Education pavement management plans, rehabilitation and
maintenance plans and specifications for public agencies and
BS, BioResource and private entities. She assesses pavement for defects,
Agricultural Engineering develops rehabilitation options, measures field quantities and
California Polytechnic prepares bid packages, including plans, technical
State University specifications and engineers' estimates. She also helps
San Luis Obispo, CA clients with construction management and inspections.
X\Shared\R Drive\Business\Text\Marketing\Proposals\Proposals2014wP74-271_pr dou Page 14
CRAIG LONG Craig oversees all PEI's materials laboratories and works with
Laboratory operations new and existing clients to develop precise QA/QC protocols
Manager that ensure a superior, uniform paving product. He inspects
Education laboratory equipment to ensure calibration and operating
BS, Economics conditions, schedules technicians and inspectors for
California Polytechnic laboratory assignments, reviews test results and inspection
State University reports for accuracy or deficiencies and provides professional
San Luis Obispo, CA development and training for staff. Mr. also develops
Superpave, HVEEM and Marshall mix designs for Caltrans,
public agencies and FHWA projects.
ALEXANDRA HAYES
Assistant Engineer
Education
BS, Civil Engineering
Chico State University
Chico, CA
MIMILE
Junior Assistant Engineer
Education
BS, Architectural Engineering
California Polytechnic
State University
San Luis Obispo, CA
REFERENCES
Alex provides engineering support by creating and designing
plans for roads, schools, parking lots and public agencies and
performing detailed visual evaluations for PMS updates. In
addition to assisting PEI with GIS integration, Alex prepares
paperwork for the field, organizes visual condition rating
sheets and generates reports.
Mimi assists with rehabilitation and new construction projects.
She analyzes native soil resistance values, existing structural
sections with deflection testing, projected traffic volumes and
environmental conditions. She also estimates construction
quantities and develops plans and specifications for
rehabilitation and construction projects. In addition to
managing PEI's mobile field laboratories, Mimi oversees and
analyzes laboratory testing of construction materials where
she specializes in soil and recycled materials for numerous
quality control, quality assurance and design projects.
Mercedes "Ditas" Esperanza
City of Paso Robles
Capital Project Engineer
(805) 237-3861
ditas@prcity.com
Craig Dierling, RE
City of Lompoc
Civil Engineering Associate III
(805) 875-8224
c�_clierling@ci.lompac.ca.us
Jeff Rogers, P.E.
City of Concord
Associate Civil Engineer
(925) 671-3108
Jeff. Rogers@ci.concord.ca. us
Mary Grace Houlihan
City of Larkspur
Public Works Director
(415) 927-5110
mghoulihan@cityoflarkspur.org
Michael King
City of Lathrop
Senior Civil Engineer
(209)941-7454
mking@ci.lathrop,ca.us
Charlie W. Ebeling
City of Carpinteria
Public Works Director
(805) 684-5405 ext. 445
cebling@ci.earpinteria.ca.us
x\Shared\R Drive\Business%TextWlarketing\Proposals\Proposals20l4kMP14-271_pr.docx Page 15
Section 4
10 Response to RFP
The City of Santa Clarita's overlay and slurry seal programs operate on a five to seven-
year cycle. Each year, the City identifies and selects streets for overlay or slurry
treatments. For Fiscal 2014-2015, the City has budgeted approximated $7M for overlays
and $1.5M for slurry seals throughout the entire City (Valencia, Newhall, Saugus and
Canyon Country).
PEI will provide all of the following work necessary to complete detailed construction
plans, specifications and cost estimates in accordance with the latest edition of Standard
Plans and Specification for Public Works Construction.
TASK 1 Pavement Engineering Inc. (PEI) will perform a preliminary
PERFORM A VISUAL general visual evaluation of the condition of streets chosen by
INSPECTION ALL THE the City for inclusion in its projects. The evaluation will identify
STREETS WITHIN THE the next maintenance treatment for each street and the
CITY -SELECTED treatment timing and associated goals.
AREAS PEI is familiar with and has evaluated most of the streets in
Santa Clarita and can provide expert guidance on which
streets would best benefit from inclusion in the 2014-2015
overlay and slurry seal project. PEI will recommend the best
maintenance method and prepare preliminary engineer's
estimates for the various street segments. PEI will then work
with City staff to prioritize and develop a project street list that
best fits the City's budget and maintenance goals.
TASK 2 Once the final project list is complete, PEI will perform
PERFORM deflection testing, coring and analysis on all overlay candidate
DEFLECTION TESTING streets. This type of analysis eliminates guesswork and
AND CORING FOR ensures the best rehabilitation approach. Adequate cores and
PAVEMENT DESIGN deflection data on all overlay streets is invaluable during both
the design and construction phases of the project. Our
experience shows that gathering this additional data helps
produce designs that can last longer than average
approaches, resulting in additional savings to the City.
PEI will perform the deflection analysis in general accordance
with California Test method 356 (CTM 356) at 100 -foot
maximum intervals in each lane (minimum 10 tests per lane).
We will core at 500 -foot maximum intervals over the street
segment (minimum two cores per street segment). During
each procedure, PEI will provide traffic control on arterial and
collector streets using a follow vehicle with a towed
arrowboard. Flagging will be provided as needed. The City
will provide traffic index information.
MShared\R Drive\SUSIness\Text\Marketing\ProposalslProposals2014\MP14-271_pr dou Page 1
Rehabilitation options for investigation will include
pulverization and resurfacing, milling and filling, conventional
AC overlay and ARHM overlays. Deflection testing and coring
data for each street will be included in project development
binders. To conserve design funds, no formal deflection
testing report will be prepared. We will go straight from the
raw analysis and data to design. The pavement evaluation
information will be compiled into binders and submitted to the
City during periodic reviews and at the completion of the
project.
TASK 3 PEI's staff will physically walk each project street to measure
PERFORM FIELD and record all pertinent field quantities within the right-of-way
SURVEYS and adjoining streets that will be pertinent or may conflict with
NECESSARY TO the proposed design. Physically measuring the quantities
DESIGN THE provides confidence that bid quantities are accurate, ensures
PROJECT smoother contract administration and reduces the potential
for change orders.
All field quantities of physical elements to be incorporated in
the rehabilitation work for each street will be measured and
recorded. This information includes the location of existing
striping, pavement markers and paint markings; locations of
utility lids; limits of paving transitions, digouts and other
pavement repairs; and the total area of pavement to be
resurfaced. If concrete repairs or tree root damage are
identified during field reviews, we will bring these items to the
City's attention to determine if the repairs should be added to
the contract.
TASK 4 Based on the street list developed in Task 1, PEI will
INVESTIGATE investigate and identify any preparatory work required before
STREETS IDENIFIED applying the specified treatments. We will identify the location
AT REQUIRING of work, quantities of work and any limitations to the work,
SLURRY OR OVERLAY including locations, limits and quantities of traffic stripes and
raised pavement marker removals.
Following the investigation, PEI will provide the City with a
detailed street -by -street accounting of the estimated costs.
Our detailed accounting will include the locations, limits and
quantities of traffic striping and raised pavement marker
removals identified in Task 3. We will consider the conclusion
of Task 4 as the 50% submittal phase.
TASK 5 PEI will notify local utility companies of the project and will
COORDINATE WITH provide a street list to assist with coordination. PEI will obtain
UTILITY COMPANIES a current listing of utility companies and contact information
from the City for this task.
X\Shared\R Drive\Business\Text�Marketing\Proposals\Proposals2014\MP14-271_prdocx Page 1 7
TASK 6
PEI will prepare one set of street improvement plans,
construction documents (specifications) and construction cost
PREPARE PLANS,
estimates. The approximate budget is $8.5M ($7M overlay
SEPCFICATIONS,
and $1.5M slurry seal). Documents will be consistent with the
CONSTRUCTION
City's format and plan sets PEI has previously provided.
DOCUMENTS AND
COST ESTIMATES
We will draft specifications and prepare details for typical
sections, transitions, keycuts, digouts and any necessary
additional pavement work. Any portion of the maintenance
work that requires clarification will be submitted in the form of
drafted plan views, details and elevations or cross sections,
as necessary. PEI will prepare traffic signage and striping
plans, if required, which include existing and proposed signs,
lane stripes, pavement legends and traffic signal loops affect
by the overlays and slurry seals.
PEI anticipates that the base sheets will be on 24 x 36 sheets
as provide in previously projects. We will use aerial
photographs to develop the base sheets.
TASK 7
After the final submittal, PEI staff will be available to answer
RESPOND TO BIDDER
questions from the City concerning the design. We will
QUESTIONS
prepare addenda as required. In addition, we also will be
available for help with questions from the contract
administration personnel or from contractors during the
bidding process.
TASK 8 During the construction phase, PEI will be available to the City
RESPOND TO construction staff to review design questions, submittals and
CONTRACTOR'S construction problems.
QUESTIONS
TASK 9 Also during the construction phase of the project, PEI will
DESIGN SUPPORT provide design support services to the City. These services
SERVICES can include (but are not limited to) preparing
• change order street improvement plans, construction
specifications, and construction cost estimate consistent
with the City's format;
• traffic signage/striping plans, if required, which include the
existing and proposed signs, lane stripes with dimensions,
pavement legends and traffic signal loops affected by the
overlay and slurry seal project.
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9 -
Section 4
Fee Schedule
Engineering & Landscape Architect Services
Senior Principal Engineer......................................................................... $175/hr
Principal Engineer/Landscape Architect ................................................... $150/hr
Senior Associate Engineer/Landscape Architect ...................................... $140/hr
Associate Engineer................................................................................... $130/hr
Assistant Engineer.................................................................................... $120/hr
Technical Services
Senior Engineering Technician................................................................. $105/hr
Engineering Technician............................................................................ $100/hr
CADDrafting............................................................................................. $ 95/hr
Clerical...................................................................................................... $ 55/hr
Field Services
PW Dynaflect Operator............................................................................. $275/hr
PW Assistant Dynaflect Operator............................................................. $150/hr
PW Coring Technician.............................................................................. $210/hr
PW Assistant Coring Technician.............................................................. $125/hr
Per diem subsistence............................................................................. $125/day
Mobilization and overtime fees may apply
Basis - General
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
Equipment rental, reproductions, testing (other than by PEI), photographic expenses and other outside
services: cost + 15%
Payment
Invoices will be submitted either semi-monthly or monthly and are payable upon receipt. Interest of 1.5%
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.
Section 5
Schedule
If PEI is selected to perform this work, we will be available to begin work immediately
upon a fully executed contract with the City. Based on the schedule outlined in the
Request for Qualifications (Project M0102) and assuming a start date of September 9,
2014, we anticipate the following approximate schedule:
RFQ Tasks City Timeline Delivery date
Tasks 1 through 3 Not specified October 27, 2014
Tasks 4 and 5 (50% submittal) 8 weeks November 4, 2014
Task 6 (100% submittal) 12 weeks December 1, 2014
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10
Section 6 - Design Services for the 2014-2015 Overlyy
Overlay and Slurry
Seal
Program,
M0102
Total Cost
/ Fee Breakdown
Task 1
Visually inspect all the streets selected by the City
Rate
Hours
Total
Senior Principal Engineer
$175
100
$17,500
Senior Engineering Technician
105
80
8,400
Fee Task 1
$25,900
Task 2
Perform deflection testing and coring for pavement design
Rate
Hours
Total
Senior Principal Engineer
$175
8
$1,400
Senior Engineering Technician
105
40
4,200
Dynaflect Operator
275
24
6,600
Assistant Dynaflect Operator
150
24
3,600
Dynafiect and Coring Crew Preparation
95
4
380
Coring Technician
210
24
5,040
Assistant Coring Technician
125
24
3,000
Traffic Control
3,325
Mobilization
2,000
Per Diem
125
3
375
R -Value (ASTM D2844, CTM 301)
200
12
2,400
Fee Task 2
$32,320
Task 3
Perform field surveys to design the project
Rate
Hours
Total
Principal Engineer
$150
12
$1,800
Senior Engineering Technician
105
50
5,250
Engineering Technician
100
40
4,000
Fee
Task 3
$11,050
Task 4
Evaluate streets requiring slurry seals or overlays
Rate
Hours
Total
Senior Principal Engineer
$175
24
$4,200
Senior Engineering Technician
105
24
2,520
Fee
Task 4
$6,720
Task 5
Coordinate with utility companies
Rate
Hours
Total
Associate Engineer
$150
1
$150
Engineering Technician
100
8
800
Fee
Task 5
$950
Task 6
Prepare plans, specifications, construction documents, costs
Rate
Hours
Total
Senior Principal Engineer
$175
50
$8,750
Principal Engineer
150
50
7,500
Associate Engineer
130
90
11,700
Senior Engineering Technician
105
90
9,460
CAD Drafting
95
140
13,300
Fee
Task 6
$50,700
Task 7
Respond to bidder questions
Rate
Hours
Total
Senior Principal Engineer
$175
4
$700
Senior Engineering Technician
105
4
420
CAD Drafting
95
4
380
Fee
Task 7
$1,500
X1^Iliwxhfl I)IIVo lIrinowO I0XIMIIAMWil pll'wpa,ok%l'mpussls2014W1'142/1 pr durx I'ogoI 10
Task 8 i Respond to contractors' questions
Rate Hours
Total
Senior Principal Engineer
$175 8
$1,400
Principal Engineer
150 8
1,200
Fee Task 8
$2,600
Task 9 Design support services
Rate � Hours
Total
Senior Principal Engineer
$175 40
$7,000
Principal Engineer
150 40
6,000
Associate Engineer
130 54
7,020
Senior Engineering Technician
105 54
5,670
CAD Drafting
95 100
9,500
Fee Task 9
$35,190
Total Project Fee '
$166,930
X\ShareMR DrivelBusinesslText\Marketing\Proposals\Proposals2014\MP14-271yr docx Page 111
19-
uired Forms and Statements
Pavement Engineering Inc. has read and executed the following attachments:
Attachment A — City of Santa Clarita Disclosure Statement
Attachment B — Equal Opportunity/Affirmative Action Statement
Attachment C — Hold Harmless Agreement
ATTACHMENT A
CITY OF SANTA CLARITA DISCLOSURE STATEMENT
The following information must be disclosed:
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.
Paul R. Curren; William J. Long; Joseph L. Ririe; Michael P. Wasden; 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 offeror 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, William Whitlatch under contract with the City.
NOTE: Attached additional pages as necessary.
Signature o fferor
Joseph L. Ririe, P.E.
Print or Type Name of Offeror
June 27, 2014
Date
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.
. Y��
Signat
Joseph L. Ririe, P. E., President
Typed Name 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 offeror or any of its officers, agents, or employees.
Signature
Joseph L. Ririe, P. E., President
Typed Name and Title