CITY OF MENIFEE
SUBJECT: Agreement with Bucknam Infrastructure Group, Inc. for City’s Pavement Management Program Update
MEETING DATE: September 18, 2024
TO: Mayor and City Council
PREPARED BY: Rex Caballero, Assistant Engineer
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
-------------------------------------------------------------------------------------------------------------------------------
RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute a Professional Services Agreement with Bucknam Infrastructure Group, Inc. to update the City’s Pavement Management Program, Capital Improvement Program Project No. 24-23, for a total amount not-to-exceed $169,403 through June 30, 2025.
DISCUSSION
The City of Menifee’s Pavement Management Program (PMP) was developed to maintain accurate and current pavement condition data within the City’s street network to provide a helpful tool in developing cost-effective pavement maintenance strategies. The PMP allows City staff to effectively and efficiently address pavement needs, even when fiscal resources are limited. Since inception in 2008, the PMP has received regular updates to ensure new additions or modifications to the City’s roadway network are incorporated. Updates to the PMP include identifying existing pavement conditions, designation of accurate Pavement Condition Index (PCI) ratings, and prioritization of road maintenance based on budget availability.
As new development occurs and the population increases, the City’s street network must also expand. This growth necessitates regular updates to the PMP allowing staff to accurately identify necessary street maintenance and rehabilitation projects. The PMP requires reassessment every four years to ensure Capital Improvement Program (CIP) projects are prioritized based on the most current data. The latest update to the PMP occurred in 2021 and focused on the arterial and collector street network.
The Pavement Management Program Update, CIP Project No. 24-23 (“Project”) would survey approximately 375 centerline miles of arterial, collector and residential local streets. The Project would utilize existing geographic information systems (GIS) imaging files from previous PMP updates and incorporate roads added to the City’s roadway network since the last update. The
City of Menifee Staff Report
CIP 24-23 PMP Update
September 18, 2024
2 2
9 8
final Project report would provide recommendations for road maintenance and rehabilitation projects for inclusion in the Fiscal Year 2025-2030 CIP. The recommendations would utilize a weighted average of the current PCI rating or better and provide projections for funding maintenance over the next five years. The Project report would establish recommendations beginning in Fiscal Year 2025/26.
During the Fiscal Year 2023/24 Mid-Year Budget cycle, staff requested to increase the CIP budget to include funding for this Project. On April 30, 2024, staff released a Request for Proposal (RFP) for Pavement Condition Evaluation and Pavement Management Program Update services. A total of two proposals were received. Following the review of proposals received and to further assess the proposed project team to determine which firm most closely aligned with the scope of work outlined in the RFP, both firms were subsequently invited to participate in selection interviews.
The average scores of the evaluation completed by the interview panel are summarized in Table 1 below.
TABLE 1 – SELECTION INTERVIEW FIRM RANKING SUMMARY
Under the California Government Code Section 4526, local agencies are required to select professional services for architectural, landscape architectural, engineering, environmental, land surveying, or construction project management solely on the basis of demonstrated competence and professional qualifications. For this reason, cost proposals are sealed until the selection process is completed. After thorough review, Bucknam Infrastructure Group (“Bucknam”) was selected as the highest-ranking proposer.
In addition to the provisions required as part of the basic scope of work for the project, Bucknam provided for several significant project enhancements that will be a benefit to the City in the PMP update. Included in the optional tasks would be the use of an AI True Area Segment Calculator, which is a tool that would utilize artificial intelligence (AI) to calculate the exact area being surveyed, ultimately resulting in cost savings by preventing over-estimation in calculating the area of a paved road. The final optional task included in Bucknam’s final cost proposal would be to employ an automated survey methodology using robotic and autonomous systems (RAS) to collect accurate inventory of signage and to identify the extent of existing pavement distress, which could easily be incorporated into the City’s Geographic Information Systems (GIS).
Bucknam demonstrated qualified experience and a comprehensive understanding relevant to the Project’s scope as outlined within the RFP. The City’s independent estimate for the Project was $250,000. The final cost proposal from Bucknam was $169,403, which was determined to be reasonable and within the established Project budget.
The amount of the proposed Professional Services Agreement (“Agreement”) exceeds the City Manager’s signing authority. Pursuant to Menifee Municipal Code §3.12.040, any contract amount that exceeds the City Manager’s signing authority shall be approved by the City Council.
Firm Name Interview
Score
Cost Proposal
Base Fee
Final Cost
Proposal
(with options)
Qualification
Ranking
Bucknam Infrastructure
Group 64.50 $88,103 $169,403 1
International Cybernetics
Company 56.25 $68,575 N/A 2
City of Menifee Staff Report
CIP 24-23 PMP Update
September 18, 2024
2 2
9 8
STRATEGIC PLAN OBJECTIVE
Connectivity and Mobility
FISCAL IMPACT
The fiscal impact of the proposed Agreement with Bucknam is for the total amount not-to-exceed $169,403. Funding for the Agreement is available in the Fiscal Year 2024/2025 budget within the Quality of Life (Measure DD) Fund (1105-PWD-CIPS-658011), as summarized in Table 2 below.
TABLE 2 – PROJECT BUDGET
Fund Available Budget Anticipated Cost
Quality of Life (Measure DD) $250,000 $169,403
TOTAL $250,000 $169,403
No additional budget appropriation action is required.
ATTACHMENTS
1. Agreement – Bucknam Infrastructure Group