Agenda Report
Fullerton City Council
MEETING DATE: NOVEMBER 1, 2022
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: Meg mcwade, public works director
PREPARED BY: david grantham, principal civil engineer
SUBJECT: AGREEMENT WITH BUCKNAM INFRASTRUCTURE GROUP FOR PAVEMENT MANAGEMENT PROGRAM CONSULTANT SERVICES
SUMMARY
A request for City Council approval of a professional services agreement with Bucknam Infrastructure Group to prepare the Pavement Management Program (PMP) updates for Fiscal Years (FY) 2022-23 and 2023-24, with City options to annually renew agreement each year through FY 2027-28.
RECOMMENDATION
Authorize City Manager, or designee, to execute Consultant Professional Service Agreements for FY 2022-23 and FY 2023-24, including renewing optional annual agreements through FY 2027-28, with Bucknam Infrastructure Group, in a form approved by the City Attorney.
Authorize Director of Administrative Services, or designee, to issue purchase orders with Bucknam Infrastructure Group equaling $44,200 for FY 2022-23 and $31,039 for FY 2023-24 and future purchase orders in optional agreement years for approved negotiated amounts through FY 2027-28.
Authorize Public Works Director, or designee, to negotiate Consultant scope of work and fees with Bucknam Infrastructure Group to prepare annual PMP updates for optional agreement years, FY 2024-25 through FY 2027-28, in a form approved by the City Attorney.
Authorize Public Works Director, or designee, to approve any future change orders for professional consulting services within the approved project budget.
CITY MANAGER REMARKS
Staff recommends approval of this item to maintain eligibility to receive Measure M2 funds.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Infrastructure and City Assets.
FISCAL IMPACT
This item generates no additional fiscal impact to the City as the FY 2022-23 Adopted CIP Budget includes the costs for this project. The City budgeted this project in Project 44401 Pavement Management Plan Update (Fund 74) and with support from Measure M2 Funds (Fund 25).
DISCUSSION
The PMP is a biannual report required by Orange County Transportation Authority (OCTA) to maintain eligibility to receive Measure M2 funds. The report details the conditions of the City’s arterial and local roads, providing a Pavement Condition Index (PCI) rating of 0-100 (100 being best). Preparation of the PMP involves visual inspection of the road conditions. Staff inspects arterial roads every two years and local roads every six years. A complete PMP cycle is six years.
The next iteration of the PMP report is due in June 2024. Staff recommends completing street inspections on an annual basis to provide updated information each year and allocate the cost of the required inspections over multiple years. Staff will complete the work as follows:
FY 2022-23
Inspect approximately one-third of local (residential and industrial) streets.
FY 2023-24
Inspect all arterial streets and submit report to OCTA.
FY 2024-25
Inspect approximately one-third of local (residential and industrial) streets.
FY 2025-26
Inspect all arterial streets and submit report to OCTA.
FY 2026-27
Inspect approximately one-third of local (residential and industrial) streets.
FY 2027-28
Inspect all arterial streets and submit report to OCTA. Report also meets requirement of the inspection interval for local streets.
Staff completed the inspections for the previous six-year PMP cycle in a similar manner.
Preparation of the Pavement Management Plan Report requires certification from OCTA. Staff solicited and advertised a Request for Qualifications (RFQ #4376) for professional services in September 2022 to prepare the next cycle of the City’s PMP. Three firms submitted proposals which senior Engineering staff reviewed and rated based on personnel qualifications, similar project experience, experience working with Orange County municipalities and fees. Staff identified Bucknam Infrastructure Group as the top choice based on this criteria. Staff recommends entering into a consultant agreement with Bucknam Infrastructure Group to prepare the FY 2022-23 and FY 2023-24 PMP updates. Staff also recommends the option to enter into annual agreements with Bucknam Infrastructure Group from FY 2024-25 through FY 2027-28. Providing the option to enter into new annual agreements with the same consultant will reduce staff time and costs, maintain report consistency and complete the six-year local street inspection cycle under one consultant. Staff will base the option to exercise new agreements on satisfactory completion of the previous work and acceptable fees.
The Bucknam Infrastructure Group proposal provides an optional task to use artificial intelligence technology based on the latest City aerial image to confirm and update the area calculations for each City street. This calculation will result in verified, accurate and reliable roadway quantities and pavement types for staff to use for future inspections and reports. Staff recommends including this optional task in the FY 2022-23 scope of work.
Attachments:
Attachment 1 – Bucknam Infrastructure Group Proposal
Attachment 2 – Bucknam Infrastructure Group Consultant Agreement cc: City Manager Eric J. Levitt
Pavement Management Program Consultant
November 1, 2022 - Page 2