DATE: June 3, 2025
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Pavement Engineering, Inc. , to Provide Engineering Services for the FY26 Pavement Improvement Project No. 05347 in an Amount Not-to-Exceed $339,020
RECOMMENDATION
That City Council adopts a resolution (Attachment II) authorizing the City Manager to execute a Professional Services Agreement (PSA) with Pavement Engineering, Inc., (PEI), to provide engineering services for the FY26 Pavement Improvement Project (PIP) No. 05347 in an amount not-to-exceed $339,020.
SUMMARY
Staff has selected a tentative list of streets (Attachment III) for the FY26 PIP No. 05347 and is se eking professional engineering services to assist with the completion of plans, specifications, and cost estimates. The scope of work includes evaluating pavement conditions, measur ing field quantities, designing curb ramp upgrades and provid ing construction support for the FY26 PIP.
PEI possesses specialized machinery and equipment such as the pavement deflection trailer that the City lacks, which are essential to completing this work. Given the size and complexity of this project, Staff does not have th e internal resources to complete the design. Therefore, to ensure timely and successful project completion, staff requires the engineering expertise and support of PEI.
A Request for Proposals (RFP) was issued on March 28, 2025, via OpenGov, the City’s online procurement portal. The City received one qualified proposal on Thursday, April 24, 2025. After a thorough review, staff recommends executing an agreement with PEI based on their demonstrated expertise in pavement design, extensive experience working with local municipalities, their responsiveness to the RFP requirements , and their cost proposal aligning with those from previous projects.
BACKGROUND
Staff is currently undertaking the street selection for the FY26 PIP where Pavement Condition Index (PCI), location equity, public input, and funding availability are considered.
An RFP was needed to select a design consultant to provide specialized expertise in evaluating pavement conditions, selecting appropriate rehabilitation treatments, and accurately measuring field quantities, which ensures the project design is both technically sound and cost-effective.
DISCUSSION
The scope of work for this PSA consists of the following five tasks:
Task 1 – Street Investigation/Engineering Review:
PEI will visually evaluate the pavement condition of each of the proposed project streets.
The review will confirm the appropriate pavement treatment for each street, such as pavement rehabilitation, preventive maintenance and resurfacing, among other options.
This task will allow staff to refine the project budgets and identify any specific problem areas.
Task 2 – Pavement Evaluation on Pavement Rehabilitation:
PEI will perform a pavement evaluation on each street segment to determine the most cost- effective rehabilitation treatments based on structure requirements, reflective cracking requirements, longevity, and cost/benefit analysis.
Task 3 – Measurement of Field Quantities:
PEI will provide field site evaluations for each of the locations identified on the project streets list to measure and record all pertinent field quantities, such as location of crack sealing, dig-outs, and other pavement repairs.
Task 4 – Curb Ramp Design:
PEI will assist the City with curb ramp designs related to this project. This task involves designing ADA ramps in the field to provide limits of removal and quantities of work.
Task 5 – Construction Support / Mark Pavement Repairs:
PEI will mark all required pavement repairs in the field. PEI will annotate any changed quantities and provide a revised quantity summary to the City at the completion of the field work.
PEI has extensive experience providing engineering services for the City’s annual pavement projects spanning from FY19 to FY25. Staff recommends PEI to provide the engineering services for analysis, design, and construction support for the project.
ECONOMIC IMPACT
The project is funded by Gas Tax, Measure B, Measure BB, Vehicle Registration Fees, State Road Repair and Accountability Act (SB1), and Street System Improvement.
This project will economically benefit the City by decreasing motorist travel time via reduced potholes, increase curb appeal and the desirability of residential neighborhoods, and attracting business to the City.
FISCAL IMPACT
The project budget of $10,148,000 is funded via the Gas Tax, Road Repair and Accountability Act (RRAA) (SB1), Measure BB, Vehicle Registration Fees, Measure C, and Street System Improvement funds so there is no direct fiscal impact on the City’s General Fund.
The estimated project funding sources are as follows:
210 - Gas Tax $500,000
211 – RRAA (SB1) $5,000,000
212 - Measure BB – Local Transportation $3,248,000
218 – Vehicle Registration Fee $400,000
450 – Street System Improvements $1,000,000
Total: $10,148,000
STRATEGIC ROADMAP
This agenda item supports the FY25 Strategic Roadmap of Invest in Infrastructure.
Specifically, this item relates to the implementation of the following project(s):
Item FM2 - # of miles of bike lanes added.
Item FM3 - # of miles of repaving completed.
SUSTAINABILITY FEATURES
The eventual pavement project requires the contractor to recycle all construction and demolition debris generated from the project.
This project is consistent with City’s Complete Streets Policy and improves travel for all users including:
Improved pavement for motorists
Additional bike lanes and sharrows for bicyclists
More visible pavement markings for pedestrians, including near school zones New or upgraded curb ramps to meet the recently revised Caltrans standards for pedestrians
The project satisfies the following 2040 General Plan policies:
PFS-7.10 Recycled Products or Processes for Capital Projects HQL-2.5 Safe Routes to School
HQL-2.6 Education on Sharing the Road
M-1.7 Eliminate Gaps (in pedestrian networks)
M-3.1 Serving All Users
M-5.1 Pedestrian Needs
M-5.6 Safe Pedestrian Crossings
M-6.2 Encourage Bicycle Use
PUBLIC CONTACT
There is no public contact need for this item; however, after completion of the design phase and after the construction contract is awarded, a preliminary notice explaining the project will be posted and distributed to all residents and businesses along the affected streets.
After the construction work has been scheduled, signs on barricades will be posted seventy-two hours prior to commencement of work indicating the date and time of work for each street. Residents will be advised to park their vehicles on side streets outside of the work area during the period when the streets are being treated.
NEXT STEPS
If City Council approves staff will finalize a professional services agreement with PEI and a Notice to Proceed will be issued accordingly.
Prepared by: Yama Farouqi, Senior Civil Engineer
Reviewed by: Dave Hung, Acting Deputy Director of Public Works - Engineering
Recommended by: Alex Ameri, Director of Public Works
Approved by:
____________________________________________________
Michael Lawson, J.D., Acting City Manager