Public Works and Transportation Committee
June 25, 2024
AGENDA REPORT
TO: Jestin D. Johnson FROM: Josh Rowan, Director
City Administrator OakDOT
SUBJECT: Agreement with MTC for Pavement
Management Assistance
DATE: May 28, 2024
City Administrator Approval Date:
RECOMMENDATION
Staff Recommends That The City Council Adopt A Resolution Authorizing The City Administrator To: 1) Apply For And Accept $100,000.00 In Pavement Management Technical Assistance Program (P-TAP) Grant Funds From The Metropolitan Transportation Commission; 2) Allocate $20,000.00 In Matching Funds And An Additional $130,000.00 For Additional Professional Services; And 3) Execute An Agreement With The Metropolitan Transportation Commission To Provide Additional Professional Services To Implement The Project In An Amount Not-To-Exceed $130,000.00; And 4) Waive the Request For Proposal/Qualifications Competitive Selection Requirement As The Contract Was Awarded Through A Competitive Selection Process Led By Another Public Agency.
EXECUTIVE SUMMARY
Approval of this proposed resolution will authorize the City Administrator to apply for and accept a $100,000 Pavement Management Technical Assistance Program (P-TAP) grant from the Metropolitan Transportation Commission (MTC). This approval requires $20,000 in matching funds. MTC will administer the entire grant amount and will provide the City with professional services through MTC's consultant towards updating the City's pavement management data systems. The base grant provides for a condition survey of only arterials. The City is interested in receiving additional professional services from MTC's consultant in the amount of $130,000 to update its entire pavement data system, including all public roadways in Oakland: arterials, collectors, and residentials.
Approval of this proposed resolution will also authorize an award of contract with MTC to provide the additional professional services in an amount not-to-exceed $130,000.00. These services will update the City's entire Pavement Management System to reflect the current pavement conditions in Oakland, as required by MTC, and ensure that streets are assessed uniformly and consistently throughout Oakland. These surveys are completed every 2-4 years as part of Oakland’s ongoing pavement management program.
Jestin Johnson (Jun 13, 2024 22:47 PDT)
Jun 13, 2024
Jestin D. Johnson, City Administrator
Subject: Agreement With MTC for Pavement Management Assistance Date: May 28, 2024 Page 2
Public Works and Transportation Committee
June 25, 2024
BACKGROUND / LEGISLATIVE HISTORY
In 1985, MTC developed the StreetSaver® software system for pavement management in cooperation with six Bay Area jurisdictions. Since then, 104 cities and counties in the Bay Area and over 300 organizations nationwide have licensed the software. This software allows jurisdictions to track pavement conditions, establish optimal repair programs, identify the impact of existing budgets on pavement conditions, and allocate limited funds cost-effectively.
Through P-TAP, MTC provides consultant assistance to Bay Area jurisdictions to implement a pavement management program and maintain an existing pavement management database.
This program assures consistency in the regional evaluation of street conditions.
The City last received P-TAP funding
from MTC in 2021 as part of P-TAP Round 22. This
previous funding was integral to developing the 2022 5-Year Paving Plan, as this funding allowed for the collection and analysis of the Pavement Condition Index (PCI) for all street segments citywide. These data were a key piece of the analysis staff performed to assess how the City’s limited paving dollars were distributed to advance racial equity and safety goals in the 2022 5-Year Paving Plan. The data collected with this grant will provide comprehensive information on the progress made in supporting the goals of the 5YP.
ANALYSIS AND POLICY ALTERNATIVES
The maximum grant amount for P-TAP Round 25 is $100,000.00 per jurisdiction, which includes a required 20% local match ($20,000.00). The $100,000.00 grant amount is not enough to fund the inspection of the City's entire pavement network. Additional services are requested in the amount of $130,000 to inspect the complete system of approximately 830 miles of streets in Oakland. These services will enable the City to update its entire pavement management data system and ensure data uniformity and consistency throughout Oakland and the region, as required by MTC.
As part of P-TAP Round 25, the City will receive two years of subscription to the online version of StreetSaver® (the MTC Pavement Management System). An updated Pavement Management System will enable Oakland to better plan and manage its street resurfacing program by providing pavement quality information and repair history on a comprehensive map.
MTC requires these updates every 2 years for arterial and collectors and every 5 years for residential streets.
Oakland Municipal Code (“OMC”) section 2.04.050 requires advertising and competitive bidding for contracts for the purchase of services, supplies, or combination required by the City in any one transaction which exceeds $50,000, and the award to the lowest responsible, responsive bidder if an award is made. However, OMC Title 2, Chapter 2.0, Article I, Section 2.04.050. I 5 provides an exception to this advertising and competitive bidding requirement when specifically authorized by the City Council after a finding and determination that it is in the best interests of the City.
The proposed professional services contract is the result of a competitive selection process led by MTC’s Pavement Technical Assistance Program. Staff requests that the City Council find and determine that it is in the best interests of the City to waive local competitive processes Jestin D. Johnson, City Administrator
Subject: Agreement With MTC for Pavement Management Assistance Date: May 28, 2024 Page 3
Public Works and Transportation Committee
June 25, 2024
based on the basis that the contract was awarded through a competitive selection process led by another public agency (MTC). Should the City Council not find it in the City’s best interest to waive the local competitive process to augment the project, the City would only be able to evaluate pavement condition on arterials and would not have up-to-date information on collectors and residential streets. For this reason, it is in the City's best interest to approve the proposed resolution and waive further advertising and competitive bidding per the OMC Section
2.04.050.I.5.
FISCAL IMPACT
Approval of this proposed resolution will authorize the application and acceptance of $100,000.00 from MTC, a payment of $20,000.00 in local match for the grant, and an additional payment of $130,000.00 to MTC. Funds are available from Fund 2230; Projects 1005420.
Applying for and accepting this grant will enable the City to receive MTC’s consulting services to update the Pavement Management System (PMS).
Description MTC Grant Local Funds Fund Project
P-TAP 25 Grant & Local Match $80,000.00 $20,000.00 2230 1005420 Additional Matching Funds - $130,000.00 2230 1005420
Subtotal $80,000.00 $150,000.00
COORDINATION
The Office of the City Attorney and the Budget Bureau reviewed this report and resolution.
SUSTAINABLE OPPORTUNITIES
Economic: The pavement management program provides the City with the most efficient, effective, and economic maintenance strategies for the entire pavement network. Preventative maintenance also minimizes additional costs to drivers from poorly maintained streets (e.g., potholes).
Environmental: The pavement management program provides a preventative maintenance strategy for the City's pavement network. When this maintenance strategy is used, the City's pavement life is extended, reducing environmental impacts associated with street reconstruction.
Race & Equity: The pavement management system projects street conditions and calculates a pavement condition index (PCI) for each street segment within the City's pavement network.
The street PCI is used to propose maintenance strategies for the City's entire pavement network. It allows an objective rating of pavement conditions across all areas of Oakland, and it is combined with equity analyses to produce recommendations that reflect racial equity goals.
Jestin D. Johnson, City Administrator
Subject: Agreement With MTC for Pavement Management Assistance Date: May 28, 2024 Page 4
Public Works and Transportation Committee
June 25, 2024
ACTION REQUESTED OF THE CITY COUNCIL
Staff Recommends That The City Council Adopt A Resolution Authorizing The City Administrator To: 1) Apply For And Accept $100,000.00 In Pavement Management Technical Assistance Program (P-TAP) Grant Funds From The Metropolitan Transportation Commission; 2) Allocate $20,000.00 In Matching Funds And An Additional $130,000.00 For Additional Professional Services; And 3) Execute An Agreement With The Metropolitan Transportation Commission To Provide Additional Professional Services To Implement The Project In An Amount Not-To-Exceed $130,000.00; And 4) Waive the Request For Proposal/Qualifications Competitive Selection Requirement As The Contract Was Awarded Through A Competitive Selection Process Led By Another Public Agency.
For questions regarding this report, please contact Sarah Fine, Program Manager, Complete Streets Paving & Sidewalks, at (510) 238-6241.
Respectfully submitted,
Josh Rowan, P.E.
Director, Department of Transportation
Reviewed by:
Megan Wier, Assistant Director,
Department of Transportation
Reviewed by:
Amit Salwan, P.E., Principal Civil Engineer
Department of Transportation
Reviewed by:
Sarah Fine, Program Manager
Complete Streets Paving & Sidewalks
Department of Transportation
Prepared by:
Natalie Mall, Assistant Engineer
Complete Streets Paving & Sidewalks
Department of Transportation
Attachments (1):
A: Letter of Agreement for P-TAP 25 Services