03-15-2011 - Pavement Management System Data Collection(Project - Item 7 (2).docCity of West Covina
Memorandum
A G E N D A
ITEM NO. 7
DATE March 15, 2011
TO: Andrew G. Pasmant, City Manager
and City Council
FROM: Shannon A. Yauchzee, Director/City Engineer
Public Works Department
SUBJECT: PAVEMENT MANAGEMENT SYSTEM DATA COLLECTION
(PROJECT NO. SP-11109)
RECOMMENDATION:
It is recommended that the City Council take the following actions:
Establish and approve Project No. SP-11109 Pavement Management System Data Collection.
Authorize the appropriation of $80,000 of Fund 224 (Measure “R”) to Project No. SP-11109, Account No. 224.81.8140.7200
Accept the proposal from Nichols Consulting Engineers, Chtd. (NCE) in the amount of $57,800, and authorize the Public Works Director/City Engineer and City Clerk to execute a consultant
agreement for the work to be done.
DISCUSSION:
Federal funding has been a primary funding source used to maintain and rehabilitate our City streets. Federal funding requires comprehensive pavement data be collected and updated once
every two years for arterials and collector streets and once every three years for residential streets. Staff utilizes a Pavement Management System (PMS) to comply with this requirement
as well as help to maintain the integrity of our City streets.
The PMS provides a set of tools or methods that assists the Engineering Division in finding cost effective strategies for providing, evaluating, and maintaining asphalt pavements in
a serviceable condition. PMS consists of two basic components. The first component is a comprehensive database, which contains current and historical information on pavement conditions,
pavement structures, and traffic on all City streets. The second component is a set of tools that allows us to determine existing and future pavement conditions, predict financial
needs, and identify and prioritize pavement preservation projects. This information is stored for each pavement section in the PMS database.
Currently, the Engineering Division manages approximately 245 miles of asphalt pavement, which are sectionalized into 1,954 management sections. These consist of arterials, collectors,
residential, and alley roads. The vast majority of the work to be performed by the proposed consultant is the evaluation and data collection of the 245 miles of asphalt pavement.
The City mailed Requests for Proposals (RFP) to sixteen consulting firms and received proposals from three firms which are listed below:
No.
Consulting Firm
Not to Exceed Amount
1.
Nichols Consulting Engineers, Chtd.
$57,800
2.
Adhara Systems, Inc.
$61,520
3.
MACTEC
$134,500
All three proposals were reviewed using a selection process that included the consulting firms’ work methodology, estimated project completion time, past experience, and cost evaluated.
All consulting firms were found to be highly competent and able to provide the proposed services. However, staff is recommending NCE based on costs and their prior experience in the
area where they have performed similar work for the cities of Buena Park and Mission Viejo, and worked with Metropolitan Transportation Commission as consultants for developing PMS
software and support.
Andrew G. Pasmant, City Manager
and City Council
Page 2 – March 15, 2011
A summary of the projects cost and funding source is as follows:
Project No.
Funding Source
Account No.
Amount
SP-11109
Fund 224, Measure “R”
224.81.8140.7200
$80,000
Total
$80,000
The fund for this project was approved by the Metropolitan Transportation Authority (MTA) on December 21, 2010. Project funding to be allocated for consultant services are as follows:
No.
Items
Amount
1.
Consultant Fee
$57,800
2.
Inspection, Contingencies and Administration (25%)
$20,000
Total
$77,800
ALTERNATIVES:
The City Council could direct staff to re-bid this work, however, it is unlikely that costs would be reduced any further.
FISCAL IMPACT:
There are sufficient Measure R funds for this appropriation.
Prepared by: Oscar Caplin Reviewed/Approved by: Shannon A. Yauchzee
Civil Engineering Associate Director/City Engineer
Reviewed/Approved by:
Finance