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447
BLANKET ADDITIONAL INSURED
(ARCHITECTS, ENGINEERS AND SURVEYORS)
© 2015 The Travelers Indemnity Company. All rights reserved.
Includes the copyrighted material of Insurance Services Office, Inc., with its permission
POLICY NUMBER
6802J662417
448
© 2015 The Travelers Indemnity Company. All rights reserved.
Includes the copyrighted material of Insurance Services Office, Inc., with its permission
449
450
451
452
POLICY NUMBER:
6802J662417
453
454
455
456
457
458
07-01-2023
459
460
Section D: Scope of Services
461
City of Oxnard Solicitation # PW24-83
Purchasing Division Bid Close Date: 03/11/24 on or before 2:00 PM PT.
Tab D - Scope of Services
This solicitation has a space provided under each question the City has of the Proposer. This solicitation is available for electronic download at www.publicpurchase.com.
Proposers must address all points in this section. All responses are in italicized font in the box.
1. Summary of Services
Provide a summary of the work plan and/or methodology and physical resources (staff and equipment) your company will commit to ensure successful project completion.
BIDDER’S RESPONSE:
2. Quality Control Process
Provide a summary of the quality control measures that your company will commit to ensure the accuracy of the data.
BIDDER’S RESPONSE:
3. Project Schedule
Provide a project schedule to ensure the timely completion of the project.
BIDDER’S RESPONSE:
See Attachment #5: Scope of Services
See Attachment #6: Data Quality Management Plan
We anticipate that for each year of the project Tasks 1 through 3 will take approximately 8 to 10 weeks. The schedule may be affected by inclement weather. The schedule for Task 4 & 5 will take 4 to 6 weeks, from the completion of Task 3. Task 0 & 6 will run throughout the project. PEI will schedule the work after receiving a Notice to Proceed and contracts have been signed
462
Section E: References
463
City of Oxnard Solicitation # PW24-83
Purchasing Division Bid Close Date: 03/11/24 on or before 2:00 PM PT.
Tab E - References
All Proposer(s) must include present and past performance information with a minimum of three (3) references of recent similar projects. References cannot include City staff as a reference. However, references can include other governmental agencies. Please verify that all reference information is correct.
Reference 1
Company name:
Address:
Contact person:
Email address:
Telephone address:
Project name:
Dates worked performed:
Summary of scope of services:
Project cost:
Reference 2
Company name:
Address:
Contact person:
Email address:
Telephone address:
Project name:
Dates worked performed:
Summary of scope of services:
Project cost:
City of Lancaster
44933 Fern Avenue, Lancaster, CA 93534
Frank Lujan
[email protected]
661-510-0840
2021-2023 PMP Update Rotations B & C
November 2021 - November 2023
PMP Update and 5 Year CIP Plan
$221,230.00
City of Santa Clarita
23920 Valencia Blvd Ste 300, Santa Clarita, CA
Ramiro Fuentes
[email protected]
661-286-4138
Annual Asphalt Inspection and PMS Update
May 2022 - November 2023
Annual PMS and 5-year Plan Update
$106,785.00
464
City of Oxnard Solicitation # PW24-83
Purchasing Division Bid Close Date: 03/11/24 on or before 2:00 PM PT.
Reference 3
Company name:
Address:
Contact person:
Email address:
Telephone address:
Project name:
Dates worked performed:
Summary of scope of services:
Project cost:
1. Provide a list of contracts that your company has been awarded during the last three (3) years, showing year, type of services, dollar amounts of services provided, location, contracting company, contact name, and phone number.
PROPOSER’S RESPONSE:
2. Provide details of any failure or refusal to complete a contract. If none, that must be stated.
PROPOSER’S RESPONSE:
Metropolitan Transportation Commission (MTC)
375 Beale Street, San Francisco, CA 94105
Sui Tan, P.E.
[email protected]
201-817-5844
Pavement Technical Assistance Program (PTAP)
Round 22, 23, 24
May 2021 to April 2023 (PTAP 22 & 23),
May 2023- Present (PTAP-24)
PMP Updates for Multiple Agencies per PTAP Round
PTAP Round 24: $410,150.00
See Attachment #3
None
465
Section F: Cost / Budget Narrative
466
City of Oxnard Solicitation # PW24-83
Purchasing Division Bid Close Date: 03/11/24 on or before 2:00 PM PT.
Tab F - Cost Proposal/Budget Narrative
In this section, please complete and include this Cost Proposal. Cost Proposals will be disclosed to the evaluators after the evaluation of the technical proposals has been completed. The City reserves the right to negotiate final fees with the selected Contractor(s). Proposals must fully describe all costs of charges to the City as part of this service/project. As stated in the Cost Proposal, Proposers must provide fully inclusive blended rates, which are all -encompassing of the Proposer’s project -related or supported expenses, including travel expenses. Proposers may also include any other documents as information to further explain the proposed costs.
Method of payment. Payment by the City for the services will be made only after the services have been performed and an invoice is submitted. The invoice should specifically describe the services performed, the name(s) of the personnel performing such services, hours provided for the service at the hourly rate quoted in this proposal. The appropriate City representative must approve the invoice. The City will make payment on a monthly basis, thirty (30) days after receipt of the invoice.
Cost proposal must be all-inclusive and include, but not be limited to, the following administration, travel, training and related costs. One separate rate sheet shall be enclosed by the submission of proposal deadline.
a) Provide total review hours detailed by partner, senior manager, manager, field supervisor and other staff.
b) Provide hourly rate detailed by partner, senior manager, manager, field supervisor and other staff.
c) Provide maximum annual project cost for each of the four (4) years.
467
City of Oxnard
Estimated Fees for FY24/25 (Year 1) - FY 27/28 (Year 4) Pavement Management System Updates
The City of Oxnard maintains approximately 375.39 miles of streets, 65 miles of alleys, and 61 Parking Lots. Historically, street inspections have been performed on a three -year rotation with a third of residential and collector streets inspected each year and 100% of arterials receiving annual inspections. The City wants to continue that three-year rotation, starting with Rotation A, to update its Pavement Management System and its 5 year CIP plan..
The City asked Pavement Engineering Inc. to provide cost proposals for each project broken down by year, tasks, hours and estimated fees.
PEI’s fees are summarized below and detailed in the enclosed fee schedules. The fees are based on our prior experience with the City, the knowledge of its streets and similar projects for public agencies throughout the State. All fees and costs quoted are subject to final negotiation with the City of Oxnard.
Pavement Management System Updates
• FY24/25 annual update - Yearly streets, Rotation A, and parking lots: $100,880.00 • FY25/26 annual update - Yearly streets and Rotation B: $88,405.00 • FY26/27 annual update - Yearly streets and evaluation of Area B: $95,305 • FY27/28 annual update - Yearly streets, Rotation A, and parking lots: $100,880.00
468
MP24-138 Fees
City of Oxnard
FY24/25 (Year 1) Pavement Management System Update Fees The City of Oxnard maintains 375.39 miles of streets , 65 miles of alleys , an d 61 parking lots (approximately 97,723,053 Sqft). For FY 2024/25 (Year 1), the City wants inspections on 100% of the City’s Arterial streets and the City’s Collectors, Residentials, and alleys in Area A , Approximately 206 Centerline Miles (51,017,262 Sqft). As well as the pavements at each of the 61 City owned and maintained parking lots (2,272,395 Sqft).
PEI’s fee breakdown incorporates all the required work for FY24/25 (Year 1), which is based on our prior experience with the City, the knowledge of its streets and similar PMS projects performed for other public agencies. The estimated fee for the total FY24/25 (Year 1) project will be $100,880.00.
All fees and costs are subject to final negotiation with the City of Oxnard.
Year 1 - Task 1 – Preliminary Investigations
Position Units Unit Rate Total
Principal Engineer 6 $260 $1,560
Project Manager 13 $155 $2,015
Year 1 - Task 1 fee $3,575
Year 1 - Task 2 – Pavement Inspection
Position Units Unit Rate Total
Project Manager 13 $155 $2,015
PMS Data Technician 40 $100 $4,000
PMS Inspection Team 202 $200 $40,400
Per Diem 25 $300 $7,500
Year 1 - Task 2 fee $53,915
Year 1 - Task 3 – PMS Update and Quality Management
Position Units Unit Rate Total
Principal Engineer 4 $260 $1,040
Project Manager 19 $155 $2,945
PMS Quality Control 69 $155 $10,695
PMS Data Technician 58 $100 $5,800
PMS Clerical 7 $85 $595
Year 1 - Task 3 fee $21,075
Year 1 - Task 4 - Maintenance and Capital Improvement Plan (CIP) Position Units Unit Rate Total
Principal Engineer 5 $260 $1,300
Project Manager 22 $155 $3,410
PMS Data Technician 58 $100 $5,800
PMS Clerical 7 $85 $595
Year 1 - Task 4 fee $11,105
Year 1 - Task 5 – PMS Report & Project Closeout
Position Units Unit Rate Total
Principal Engineer 6 $260 $1,560
Project Manager 21 $155 $3,255
PMS Data Technician 58 $100 $5,800
PMS Clerical 7 $85 $595
Year 1 - Task 5 fee $11,210
Year 1 Estimated Fees $100,880
469
MP24-138 Fees
City of Oxnard
FY25/26 (Year 2) Pavement Management System Update Fees The City of Oxnard maintains 375.39 miles of streets , 65 miles of alleys , an d 61 parking lots (approximately 97,723,053 Sqft). For FY 2025/26 (Year 2), the City wants inspections on 100% of the City’s Arterial streets and the City’s Collectors, Residentials, and alleys in Area B, Approximately 183 Centerline Miles (47,580,560 Sqft).
PEI’s fee breakdown incorporates all the required work for FY25/26 (Year 2), which is based on our prior experience with the City, the knowledge of its streets and similar PMS projects performed for other public agencies. The estimated fee for the total FY25/26 (Year 2) project will be $88,405.00.
All fees and costs are subject to final negotiation with the City of Oxnard.
Year 2 - Task 1 – Preliminary Investigations
Position Units Unit Rate Total
Principal Engineer 5 $260 $1,300
Project Manager 12 $155 $1,860
Year 2 - Task 1 fee $3,160
Year 2 - Task 2 – Pavement Inspection
Position Units Unit Rate Total
Project Manager 12 $155 $1,860
PMS Data Technician 35 $100 $3,500
PMS Inspection Team 176 $200 $35,200
Per Diem 22 $300 $6,600
Year 2 - Task 2 fee $47,160
Year 2 - Task 3 – PMS Update and Quality Management
Position Units Unit Rate Total
Principal Engineer 3 $260 $780
Project Manager 17 $155 $2,635
PMS Quality Control 61 $155 $9,455
PMS Data Technician 51 $100 $5,100
PMS Clerical 6 $85 $510
Year 2 - Task 3 fee $18,480
Year 2 - Task 4 - Maintenance and Capital Improvement Plan (CIP) Position Units Unit Rate Total
Principal Engineer 4 $260 $1,040
Project Manager 20 $155 $3,100
PMS Data Technician 51 $100 $5,100
PMS Clerical 6 $85 $510
Year 2 - Task 4 fee $9,750
Year 2 - Task 5 – PMS Report & Project Closeout
Position Units Unit Rate Total
Principal Engineer 5 $260 $1,300
Project Manager 19 $155 $2,945
PMS Data Technician 51 $100 $5,100
PMS Clerical 6 $85 $510
Year 2 - Task 5 fee $9,855
Year 2 Estimated Fees $88,405
470
MP24-138 Fees
City of Oxnard
FY26/27 (Year 3) Pavement Management System Update Fees The City of Oxnard maintains 375.39 miles of streets , 65 miles of alleys , an d 61 parking lots (approximately 97,723,053 Sqft). For FY 2026/27 (Year 3), the City wants inspections on 100% of the City’s Arterial streets and the City’s Collectors, Residentials, and alleys in Area C, Approximately 209 Centerline Miles (51,773,612 Sqft).
PEI’s fee breakdown incorporates all the required work for FY26/27(Year 3), which is based on our prior experience with the City, the knowledge of its streets and similar PMS projects performed for other public agencies. The estimated fee for the total FY26/27 (Year 3) project will be $95,305.00.
All fees and costs are subject to final negotiation with the City of Oxnard.
Year 3 - Task 1 – Preliminary Investigations
Position Units Unit Rate Total
Principal Engineer 7 $260 $1,820
Project Manager 12 $155 $1,860
Year 3 - Task 1 fee $3,680
Year 3 - Task 2 – Pavement Inspection
Position Units Unit Rate Total
Project Manager 12 $155 $1,860
PMS Data Technician 38 $100 $3,800
PMS Inspection Team 187 $200 $37,400
Per Diem 24 $300 $7,200
Year 3 - Task 2 fee $50,260
Year 3 - Task 3 – PMS Update and Quality Management
Position Units Unit Rate Total
Principal Engineer 4 $260 $1,040
Project Manager 18 $155 $2,790
PMS Quality Control 65 $155 $10,075
PMS Data Technician 54 $100 $5,400
PMS Clerical 7 $85 $595
Year 3 - Task 3 fee $19,900
Year 3 - Task 4 - Maintenance and Capital Improvement Plan (CIP) Position Units Unit Rate Total
Principal Engineer 5 $260 $1,300
Project Manager 21 $155 $3,255
PMS Data Technician 54 $100 $5,400
PMS Clerical 7 $85 $595
Year 3 - Task 4 fee $10,550
Year 3 - Task 5 – PMS Report & Project Closeout
Position Units Unit Rate Total
Principal Engineer 7 $260 $1,820
Project Manager 20 $155 $3,100
PMS Data Technician 54 $100 $5,400
PMS Clerical 7 $85 $595
Year 3 - Task 5 fee $10,915
Year 3 Estimated Fees $95,305
471
MP24-138 Fees
City of Oxnard
FY27/28 (Year 4) Pavement Management System Update Fees The City of Oxnard maintains 375.39 miles of streets , 65 miles of alleys , an d 61 parking lots (approximately 97,723,053 Sqft). For FY 2027/28 (Year 4), the City wants inspections on 100% of the City’s Arterial streets and the City’s Collectors, Residentials, and alleys in Area A , Approximately 206 Centerline Miles (51,017,262 Sqft). As well as the pavements at each of the 61 City owned and maintained parking lots (2,272,395 Sqft).
PEI’s fee breakdown incorporates all the required work for FY27/28 (Year 4), which is based on our prior experience with the City, the knowledge of its streets and similar PMS projects performed for other public agencies. The estimated fee for the total FY27/28 (Year 4) project will be $100,880.00.
All fees and costs are subject to final negotiation with the City of Oxnard.
Year 4 - Task 1 – Preliminary Investigations
Position Units Unit Rate Total
Principal Engineer 6 $260 $1,560
Project Manager 13 $155 $2,015
Year 4 - Task 1 fee $3,575
Year 4 - Task 2 – Pavement Inspection
Position Units Unit Rate Total
Project Manager 13 $155 $2,015
PMS Data Technician 40 $100 $4,000
PMS Inspection Team 202 $200 $40,400
Per Diem 25 $300 $7,500
Year 4 - Task 2 fee $53,915
Year 4 - Task 3 – PMS Update and Quality Management
Position Units Unit Rate Total
Principal Engineer 4 $260 $1,040
Project Manager 19 $155 $2,945
PMS Quality Control 69 $155 $10,695
PMS Data Technician 58 $100 $5,800
PMS Clerical 7 $85 $595
Year 4 - Task 3 fee $21,075
Year 4 - Task 4 - Maintenance and Capital Improvement Plan (CIP) Position Units Unit Rate Total
Principal Engineer 5 $260 $1,300
Project Manager 22 $155 $3,410
PMS Data Technician 58 $100 $5,800
PMS Clerical 7 $85 $595
Year 4 - Task 4 fee $11,105
Year 4 - Task 5 – PMS Report & Project Closeout
Position Units Unit Rate Total
Principal Engineer 6 $260 $1,560
Project Manager 21 $155 $3,255
PMS Data Technician 58 $100 $5,800
PMS Clerical 7 $85 $595
Year 4 - Task 5 fee $11,210
Year 4 Estimated Fees $100,880
472
Section G: Bidder Attachment
473
City of Oxnard Solicitation # PW24-83
Purchasing Division Bid Close Date: 03/11/24 on or before 2:00 PM PT.
Tab G - Proposer Attachment
Any response that Proposers are finding difficulty pasting into the “Proposers Response” boxes in any section of the solicitation, proposers shall paste in Tab G. When pasting attachments to Tab G, label the attachments “Attachment 1”, Attachment 2” and so forth. Enter the corresponding “Attachment Number” into the Proposer’s Response box as the example shows below:
Below is an example:
Tab C - Company Profile
This section of the proposal is designed to establish the proposer as an entity with the ability and experience to operate the program as specified in the solicitation. The Company Profile should be concise and clear, and include descriptive information regarding service delivery. The following information must be provided as follows:
1. Business name and legal business status (i.e. partnership, corporation, etc.) PROPOSER’S RESPONSE: Located in “Attachment 1”
2. Proof of non-profit status, if applicable
PROPOSER’S RESPONSE: Located in “Attachment 2”
Tab G - Any response that Proposers are finding difficulty pasting into the “Proposers Response” boxes in any section of the solicitation, proposers shall paste in Tab G. When pasting attachments to Tab G, label the attachments “Attachment 1”, Attachment 2” and so forth. Enter the corresponding Attachment Number into the Proposer’s response box with the words “See Tab G.” List all attachments with an index tab.
List all attachments included in this Section. Please use additional pages to list attachments if necessary.
Attachment
Number
Document Title Page Number
Attachment 1
Attachment 2
Attachment 3
Attachment 4
Attachment 5
Attachment 6
Attachment 7
Attachment 8
Company Overview and Experience
Organizational Chart
Relevant Experience
Resumes/ Licenses/ Credentials/ Certifications
Scope of Services
Data Quality Management Plan
45 47
48 52
55 75
474
Company Overview and Experience
Pavement Engineering Inc.
C Corporation (CA)
Phone: (805) 781-2265
Fax: (805) 781-2267
Contact Person:
Joe Seely, Project Manager
[email protected]
Principal Officers:
Joseph L. Ririe, PE – President
William J. Long, PE – CEO
Pavement Engineering Inc. (PEI) specializes in pavement. During any given year, we evaluate, design, inspect and test millions of square feet of pavement throughout California.
With collective experience spanning over three decades , our hig hly-trained st aff can quickly determine pavement condition and identify potential problems. Because our firm provides services ranging from initial pavement investigation and tes ting to design and inspection, we know what to look for and how to correct th e problems sim ply and cost effectively.
PEI also understands the responsibilities of and constraints on government departments.
They are charged with maintaining assets in fiscal ly responsible ways while maximizing services and work to deliver a quality p roduct. This is no easy task, but it’s where PEI excels. When it comes to assisting our clients, we take a very personal approach to their success. Our goal is to maximize pavem ent assets, minimize costs and always ensure a quality, long-lasting product. PEI’s clients benefit from our experience and expertise.
We have worked with the following California public agencies:
Atascadero
Belmont
Brentwood
Buellton
Calabasas
Calistoga
Camarillo
Carpinteria
Citrus Heights
Clayton
Concord
Cupertino
Danville
El Cerrito
Emeryville
Escalon
Fort Bragg
Galt
Gilroy
Goleta
Grover Beach
Guadalupe
Hayward
Hemet
Hercules
Hollister
Lake County
Lakeport
Larkspur
Lathrop
Lincoln
Lompoc
Los Altos
Los Altos Hills
Los Gatos
Marin County
Mill Valley
Millbrae
Milpitas
Monte Sereno
Monterey
Moorpark
Morgan Hill
Napa
Novato
Oakdale
Oakley
Ojai
Oxnard
Pacifica
Palo Alto
Paso Robles
Petaluma
Pismo Beach
Reedley
Rocklin
Port Hueneme
Rocklin
Roseville
Sacramento
San Anselmo
San Carlos
San Luis Obispo
San Luis Obispo Co.
San Mateo
San Mateo Co.
San Ramon
Santa Barbara
Santa Barbara Co.
Santa Clarita
Santa Cruz Co.
Santa Maria
Seaside
Sebastopol
Shasta Lake
Sierra County
Solano County
Sonoma Co.
St. Helena
Stanislaus Co.
Stockton
Tehama County
Thousand Oaks
Tiburon
Vacaville
Walnut Creek
Windsor
Woodland
Yountville
Yreka
Attachment #1
475
PAVEMENT MANAGEMENT PROGRAM EXPERIENCE
PEI is one of the most experienced pavement
management specialists in California, with dozens of
successful public agency clients throughout
California, many of whom have relied on our
pavement management services repeatedly for over
two decades.
PEI began performing PMP evaluations in the 1990s
using both APWA’s MicroPAVER™ and MTC’s
StreetSaver® program. Our company is registered
through the MTC as a certified StreetSaver ®
consultant. This ensures our company and raters are
accurate and work in compliance with Metropolitan
Transportation Commission (MTC) standards.
In 2009, PEI was awarded “Best Pave ment
Management Consultant” by the Bay Area
Metropolitan Transportation Comm ission (MTC),
which covers 109 local agencies.
In presenting the award, Amy Burch, MTC PTAP Project
Manager said: “PEI stands behind their work. Providing
quality products for their clients is just a standard. They have raised the bar for all PTAP consultants.”
After performing a PMS update for the City of Reedley, City Manager, Nicole Zieba, stated, “Pavement Engineering
Inc. did an outstanding job assisting our city with its pavement management system. Their knowledge and
expertise resulted in a seamless completion of this
project. This is, by far, one of the best investments in streets and roads that our City has made.
The final presentation PEI gave to City Council on the outcom es of the assessment was fantastic. It was clear and non -technical, and it provided a future road map for getting the most out of our limited street and road dollars. I highly recommend that all cities use PEI for a full pavement management analysis and plan.” Because PEI combines nearly three decades of pavement maintenance and rehabilitation projects with two decades of PMP experience, we provide the most accurate pavement distress data, timely recommendations and precise budgets that ensure the longest lasting pavement product. To insure accuracy, we require all of our PMS field inspectors to attend MTC training classes as well as complete the MTC StreetSaver ® Rater Certification Program. Our goal is to ensure the City has the most accurate database possible, including original construction dates and CIP maintenance records, all of which will provide a better, more accurate pavement management system going forward. Many of our public agency clients have used PEI’s PMP update services for more than a decade. 30+
Years in business
600+
Clients throughout California
7,500+
Completed projects
100%
Committed to excellence
476
ORGANIZATIONAL CHART
Attachment #2
477
RELEVANT EXPERIENCE
PEI manages all public projects “hands on” through eve ry step. We work closely with each agency to make sure its project team is informed and confident that projects are managed prudently and honestly with an eye for detail and unsurpassed professionalism.
Recent Pavement Management Projects of similar size and scope include the following:
Client Contact
Project Cost /
Firm Fee
PEI Key
Assigned Staff
$106,785
Joe Ririe, P.E. – Principle in Charge
Joe Seely – Project Manager
City of Santa Clarita
Annual Asphalt Inspection & Pavement Management System Update Client Contact City of Santa Clarita
23920 Valencia Blvd., Suite 300
Santa Clarita, CA 91355
Ramiro Fuentes
Assistant Engineer
661.286.4134
[email protected]
Project Dates
1. October 2018 – September 2021
2. May 2022 - November 2023
Scope of services: PEI has performed pavement management program services for the City of Santa Clarita, annually since 2000. Last year PEI inspected approximately 330 lane miles of the City’s arterials and a third of its collector and residential/local streets and bike trails (approximately 230 lane miles). Additionally, the City has asked us perform inspection on 1/3 of their system annually, on a rotating basis. We also completed a detailed pavement inspection of identified streets and updated the City’s pavement management program, including adding new streets that were recently annexed by the City, identified and included missing data, and updated streets that received an overlay or maintenance treatment within the previous year.
Attachment #3
478
City of Lancaster
2018/19 Pavement Management Program Update
2020 Pavement Management Program Rotation A
2021-2023 Pavement Management Program Rotations B & C
Client Contact City of Lancaster
44933 Fern Avenue
Lancaster, CA 93534
Frank Lujan
Public Works City Engineer
661.510.0840
[email protected]
Scope of Services: In 2018, the City of Lancaster chose PEI to assist the city with the update of their Pavement Management System. The city decided to migrate their Pavement Management data from IMS to StreetSaver® and asked PEI to oversee the transition and perform the work. We coordinated the data migration so none of the previous data was lost and provided the necessary training and support to help staff understand the StreetSaver ® program. We then performed a full
review and update of their pavement network. In August of 2020, we performed the first round of the city’s three -year rotational system update, where all their Arterial streets and 1/3 of their Collector and Residential Streets are reviewed annually. This annual update includes the input of any streets that have been added to their street system or have had any maintenance or rehabilitation treatment applied. We then completed Rotations B (1/3) and C (1/3) of the program update.
Project Cost /
Firm Fee
PEI Key
Assigned Staff
$221,230
Joe Ririe, P.E. – Principle in Charge
Joe Seely – Project Manager
Project Dates
1. June 2018 – May 2019
2. August 2020 - May 2021
3. November 2021 - November 2023
479
Metropolitan Transportation Commission (MTC)
Pavement Management Services through the P-TAP Program
Client Contact MTC
375 Beale St,
San Francisco, CA 94105
Sui Tan, PE
Program Manager
210.817.5844
s
[email protected]
Project Dates
Scope of services: In 2016, PEI applied for and was accepted as a consultant for the Metropolitan Transportation Commission’s (MTC) Pavement Technical Assistance Program (P-TAP). As one of MTC’s P-TAP consultants, we were assigned several clients (Cities) for each round of projects which we would be providing pavement management assistance to. The cities which PEI provided pavement management services for during the last 8 rounds of PTAP include the following:
• Albany (PTAP-20)
• Antioch (PTAP-20)
• Belmont (PTAP-18)
• Belvedere (PTAP-24)
• Brentwood (PTAP-18)
• Berkeley (PTAP-19, 21)
• Campbell (PTAP-21, 24)
• Clayton (PTAP-19)
• Colma (PTAP-20)
• Corte Madera (PTAP-24)
• Emeryville (PTAP-18, 20)
• Hercules (PTAP-23)
• Lafayette (PTAP-18)
• Larkspur (PTAP-19)
• Millbrae (PTAP-18, 21)
• Mill Valley (PTAP-19)
• Oakley (PTAP-21, 24)
• Orinda (PTAP-19, 21, 23)
• Petaluma (PTAP-24)
• Ross (PTAP-21, 24)
• Richmond (PTAP-21, 24)
• San Anselmo (PTAP-19)
• San Ramon (PTAP-18, 20,
23)
• Sausalito (PTAP-19, 23)
• Sunnyvale (PTAP-24)
• Tiburon (PTAP-19)
• Union City (PTAP-23)
• Vallejo (PTAP-21)
• Windsor (PTAP-24)
• Yountville (PTAP-18, 21)
For each of these clients, PEI updated their pavement management systems, adding any missing streets, built out their databases, and provided any needed technical support and training Project Cost /
Firm Fee
PEI Key
Assigned Staff
1. April 2021 – April 2022 (PTAP-22)
2. April 2022 – April 2023 (PTAP-23)
3. April 2023 – current (PTAP-24)
$410,150 (PTAP-24)
Joe Ririe, P.E. – Principle in Charge
Joe Seely – Project Manager
480
City of Oxnard
2019 Rotation C Pavement Management Program Update
2021 Rotation A Pavement Management Program Update
2022 Rotation B Pavement Management Program Update
2023 Rotation C Pavement Management Program Update
Client
Contact
300 West Third Street,
2nd Floor, East Wing
Oxnard, CA 93030
Asitha Withanage
Civil Engineer
805.385.8052
[email protected]
Project Dates March 2015 – March 2016;
February 2017 – September 2017
February 2018 – September 2018
Project Cost /
Firm Fee
PEI Key
Assigned
Staff
2019 - $88,315
2021 - $96,760
2022 - $79,885
2023 - $88,315
Joe Ririe, P.E. – Principle in Charge
Joe Seely – Project Manager
Scope of services: PEI has worked with the City of Oxnard almost continuously since 1987 and set up its first pavement management PROGRAM in 2000 using MicroPAVER™. We subsequently performed all of the annual inspections until 2010 when the City chose to try an automated rating system. In 2015, the City opted to return to manual surveys and decided to update its pavement management system using StreetSaver® software and turned to PEI because of our known expertise. We rated approximately 382 miles of streets, 70 miles of alleys, and assisted with the streets portion of a 30-year master plan for the City.
PEI performed the last 4 years of Annual Rotational PMS updates. We maintained the city's three year rotation, the 2019 PMS Update was for the Yearly's and Rotation C Streets. The 2021 PMS Update was for the Yearly's, Rotation A, and the City's 61 Parking Lots. The 2022 PMS Update was for the Yearly's and Rotation B streets. The 2023 PMS Update was for the Yearly's and Rotation C Streets.
481
With 90+ employees in six offices, PEI has the staff resources to perform all the relevant tasks related to this project. All PMP work is managed through the Santa Clarita office , which has all the necessary personnel to provide this service to the City o f Rialto .
Because we take a hands-on, personalized approach with all our clients, assigned staff will remain with a project from start to finish. This ensures that the City receives consistent services with reliable, accurate results delivered on time and within budget.
In addition, PEI’s personnel are cross-trained in multiple tasks. For example, during winter, an employee may be assisting with pavement design and during the summer/fall, that same employee may be inspecting pavements. All our staff are well-rounded and knowledgeable.
Resumes/ Licenses/ Credentials, Certifications
Joe Ririe, P.E.
Senior Principal Engineer
Principal-in-charge
Registration
CA Registered Civil Engineer
52735
Office:
3485 Sacramento Dr, Ste A
San Luis Obispo, CA 93401
[email protected]
Education
BS, Civil Engineering
California Polytechnic State
University
San Luis Obispo, CA
Joe has 27 years of wide-ranging experience in engineering and pro ject management and in developing practical, cost -effective and quality pavement solutions for clients throughout California. He specializes in pa vement management systems, pavement rehabilitation de sign and construction administration for public agencies throughout California. Joe is responsible for PEI’s reputation as California’s premier pavement engineering specialists and has set the standard f or delivering quality projects on time, on budget and with unparalleled customer service that builds trust an d loyalty. Joe’s recent PMP experience includes the following cities, towns and counties:
Atascadero
Belmont
Brentwood
Camarillo
Carpinteria
Concord
Danville
Emeryville
Galt
Goleta
Grover Beach
Guadalupe
Hollister
Lafayette
Larkspur
Lathrop
Lompoc
Los Altos Hills
Millbrae
Milpitas
Napa
Oakley
Oxnard
Pacifica
Paso Robles
Petaluma
Pismo Beach
Pittsburg
Reedley
San Benito Co.
San Carlos
San Ramon
Santa Clarita
Vacaville
Woodland
Yountville
Santa Barbara Co.
Sonoma Co.
Attachment #4
482
Joseph Seely
Project Manager
Inspector / Rater / QC
Office:
26007 Huntington Lane
Ste# 5
Santa Clarita, CA 91355
[email protected]
Education
AS, Criminal Justice – UOP
AS, Engineering – Cuesta College
Joe administers PEI’s Pavement Management System Program. He has been working as a pavement management specialist with PEI for 12 years. At PEI, our project managers work hard to the extra mile for our clients. If selected, Joe Seely will be fully committed and available to the City of Oxnard for all related tasks needed to successfully complete the project, on time and on budget.
He schedules PMP projects, performs visual evaluations, ensures database accuracy and prepares spreadsheets and reports. Joe performs data analysis for each project report, in the field quality control ratings, and oversees and trains field evaluation staff. In addition, he develops presentations and provides hands-on training to public agency staff on pavement distresses, rating techniques and operation of both MicroPAVER™ and StreetSaver® software. During his time at PEI, Joe has rated over 15,000 centerline miles of roads. Joe is also a certified MTC StreetSaver ® Rater and will be performing pavement assessments in accordance with StreetSaver’s ® modified ASTM D6433. To stay current, he is a regular attendee at the bi-annual MTC users training week. Joe has participated in expert panels at MTC user’s week as well. His recent PMP experience includes the following Cities and Counties. The agencies in bold he has served as project manager:
City of Albany
City of Antioch
City of Atascadero
City of Brentwood
City of Belmont
City of Berkeley
City of Carpinteria
City of Clayton
City of Colma
City of Concord
City of Emeryville
City of Goleta
City of Grover Beach
City of Guadalupe
City of Hollister
City of Lafayette
City of Lancaster
City of Larkspur
City of Lathrop
City of Milpitas
City of Millbrae
City of Mill Valley
City of Napa
City of Orinda
City of Oxnard
City of Paso Robles
City of Reedley
City of San Ramon
City of San Luis
Obispo
County of San Benito
County of San Luis
Obispo
City of Santa Clarita
County of Santa
Barbara
City of Santa Maria
Town of San Anselmo
City of Sausalito
City of Shasta Lake
City of Solvang
Town of Tiburon
Town of Yountville
483
PMS RATERS / INSPECTORS
Accurate data is critical for pavement management programs. At PEI, we take this seriously. PEI raters are certified to rate streets per ASTM D6433. All of PEI’s raters have completed the MTC StreetSaver® Rater Certification Program and annual training updates.
BEN RIRIE
Street Rater/ Data
Technician
Office:
26007 Huntington Ln #5
Santa Clarita, CA 91355
Education
BS, Business Management
Brigham Young University, Idaho
Rexburg, ID
Ben has been working for PEI for 17 years. Since 2006, Ben has been rating / inspecting streets as a member of PEI’s pavement management team. He performs assessments in accordance with StreetSaver’s ® modified ASTM D6433 standards. During his time at PEI, Ben has rated over 15,000+ centerline miles of roads. As PEI’s most experience d pavement management program rater, his PMP similar experience includes the following:
City of Albany
City of Antioch
City of Atascadero
City of Brentwood
City of Belmont
City of Berkeley
City of Carpinteria
City of Clayton
City of Colma
City of Concord
City of Emeryville
City of Goleta
City of Grover Beach
City of Guadalupe
City of Hollister
City of Lafayette
City of Lancaster
City of Larkspur
City of Lathrop
City of Milpitas
City of Millbrae
City of Mill Valley
City of Napa
City of Orinda
City of Oxnard
City of Paso Robles
City of Reedley
City of San Ramon
City of San Luis
Obispo
County of San Benito
County of San Luis
Obispo
City of Santa Clarita
County of Santa
Barbara
City of Santa Maria
Town of San Anselmo
City of Sausalito
City of Shasta Lake
City of Solvang
Town of Tiburon
Town of Yountville
Ken Cai
Street Rater/ Data Tech.
Office:
26007 Huntington Ln #5
Santa Clarita, CA 91355
Education
BS, Managerial Economics
UC Davis
Davis, CA
Ken joined PEI in early 2023 to bolster our PMP team. His responsibilities include:
performing pavement assessments in accordance with StreetSaver’s ® modified ASTM D6433 as well as assists agencies with budget needs and development of pavement preservation plans. Ken has gone through MTC StreetSaver ® Rater Certification Program and is a certified rater. His recent similar PMP experience includes:
Belvedere
Campbell
Corte Madera
Lancaster
Oakley
Oxnard
Paso Robles
Petaluma
Richmond
Ross
Santa Barbara County
Shasta lake
Sunnyvale
Santa Clarita
Windsor
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M P 2 4 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 1 ATTACHMENT #5
SCOPE OF SERVICES
Currently, The City of Oxnard maintains approximately 375 miles of streets, 65 miles of alleys, and 61 parking lots, for a total of approximately 97,723,053 Sqft of pavement. For FY 2024/25 (Year 1), the City wants inspections on 100% of the City’s Arterial streets and the City’s Collectors, Residentials, and alleys in Area A, Approximately 206 Centerline Miles (51,017,262 Sqft). As well as the pavements at each of the 61 C ity owned and maintained parking lots (2,272,395 Sqft).
The City has outlined nine essential tasks in its scope of work: project management; preliminary investigation; pavement inspection; PMS update; maintenance and a capital improvement plan (CIP); PMS report; quality management; engineering and design; construction administration and management; and project closeout.
The scope of services will be performed in six phases over four years, as outlined below.
Year 1 – 24/25 PMS Update:
Year 1 Scope: Evaluation and Update of Rotation A, Parking Lots, and Yearly Streets Task 0. Project Management
Task 1. Preliminary Investigations
Task 2. Pavement Inspection
Task 3. PMS Update
Task 4. Maintenance and Capital Improvement Plan (CIP)
Task 5. PMS Report & Project Closeout
Task 6. Quality Management
Task 1.0 Project Management
PEI will undertake the following as part of Year 1, Task 0:
Pavement Engineering Inc. (PEI) will schedule a kick-off meeting with City staff to discuss project goals and expectations. During the meeting, we will review past maintenance and rehabilitation strategies and check the City’s maps and database to confirm streets, pavement areas, street limits and boundaries. We will also review with staff quality control measures that are described in more detail in Task 6. Reviewing these issues and items prior to beginning work will help the City develop future maintenance plans and budget scenarios that accurately reflect the City’s objectives.
Based on this discussion, PEI will develop a firm schedule to track progress of the project and also will establish the format of deliverables that will be most useful to the City.
Throughout the project, PEI will meet with City staff as required to coordinate and review specific project progress, schedules, and budgets to ensure the work performed meets the City’s expectations and performance goals.
485
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 2 Task 1 Preliminary Investigations
PEI will undertake the following as part of Task 1:
Because of our prior experience working with the City, PEI is thoroughly familiar with the streets, neighborhoods, soil types, pavement structures and maintenance. This familiarization drastically cuts down on preliminary and preparatory work, which allows the City to assign monetary resources to actual pavement preservation.
At our first meeting with City staff, PEI’s project manager will arrange to retrieve any new PMS data, GIS files and drawings. We will review past data, assess recent information and determine the information that is important to the project. PEI’s projec t manager will then work with City staff to develop goals and objectives using and incorporating the present data into the pavement management plan and system.
Task 2 Pavement Inspection
PEI will undertake the following as part of Task 2:
PEI’s certified staff will manually inspect the City’s streets (Collectors and Residentials) and alleys in Area C , as well as 100% of the City’s Arterial for the following pavement distresses: alligator cracking, block cracking, distortions, patches/utility cuts, longitudinal and transverse cracking, rutting/depressions and weathering. Information gleaned from manual inspections is considered more reliabl e and accurate tha n automated, drive by, or windshield surveys.
PEI will assign a Pavement Condition Index (PCI) for each street segment as specified by ASTM D6433 and supported by PEI’s quality assurance standards, which are designed to ensure accuracy and consistency. PEI’s inspectors are certified by for quality and consistency with a demonstrated accuracy rate of ± 5 PCI points. Industry standards accepts ± 10 PCI points.
As part of the field review, PEI will use a vehicle -mounted digital measuring device to measure the length of each street segment and will use a hand -held wheel to measure the width. Precise measurements are key to accurate cost projections, which are calculated based on pavement area.
PEI will sample locations on random test sites of ± 2,500 sf. PEI will annotate the sample location on our rating sheet using footage from the beginning of each road segment.
Recording locations of inspected sample areas provides the necessary information to relocate the measured area for verification. This method prod uces reliable, reproducible data for current and future use.
As part of this work, PEI will perform a Quality Control review. The QC review compares the latest PCIs of newly rated street segments to prior PCIs from the last PMS update.
Any segment found to have deteriorated more than 3 PCI points per year, since th e last
486
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 3 visual evaluation (12 points for Rotation C, and 3 points for Arterials), or have increased more than 1 PCI point, without a documented M&R treatment, will then reviewed by The Project Manager.
To ensure safety during the visual evaluation, PEI will provide its inspectors with reflective safety vests and will provide traffic control using flashing beacons and vehicle -mounted magnetic signs warning of frequent stops.
Task 3 PMS Update
PEI will undertake the following as part of Task 3 following completion of Task 2:
PEI will input the data collected during the visual evaluations in the City’s StreetSaver ® database using MTC’s Mobile Rater. This speeds project completion and increases accuracy. This will provide updated PCI’s for each of the segments inspected.
PEI will utilize StreetSaver ® to develop “family curves” for each road or functional classification. PEI will verify, to the extent possible, and input the last Maintenance and Rehabilitation (M&R) treatment and Date for each segment. Also, we will update the City’s StreetSaver® database with ADT data, provided by the City, for the Arterial and Collector Streets,
As part of the update, PEI will review the City’s current street segmentation and how the roads are being used to make sure any analysis is consistent with the use of recommended maintenance and rehabilitation strategies.
Task 4 Maintenance and Capital Improvement Plan (CIP)
PEI will undertake the following as part of Task 4:
PEI will identify and prioritize annual asphalt concrete preventative maintenance and rehabilitation treatments for the inspected streets according to a critical -point management approach. The critical -point approach incorporates pavements from all parts of the deterioration curve, not just the best nor just the worst. This approach optimizes every budget dollar by seeking to apply the right treatment at the right time.
Not too soon and not too late. PEI will work with City staff to develop decision mat rices and breakpoints and to develop treatments and costs for maintenance and rehabilitation projects.
PEI will help City staff determine the best maintenance that will maintain the City’s overall PCI at a level set by the City. The analysis will demonstrate what the City can expect in terms of overall pavement condition for each street system based on curren t and proposed future funding levels. PEI will recommend the order in which neighborhood street repairs should be tackled and will assist the City in addressing any potential budgetary shortfalls, as required.
487
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 4 Task 5 PMS Report & Project Closeout
PEI will undertake the following as Task 5:
PEI will prepare one copy of the PMS report in an indexed binder for the City’s review.
After the review, we will prepare an updated final report containing all relevant information in a PDF format on a computer disk. Both the print and the electronic report will contain the following information:
• Executive summary
• Budget needs scenarios
• Network replacement costs
• Proposed future budget levels
• Budget scenarios including
o a scenario to maintain roadways at the existing PCI;
o a scenario to increase the current PCI by 5 points; and o a scenario to show the potential PCI for roadways over five to ten years using current funding levels or a specified time range determined by the City • A section description report for all street segments, sorted by Neighborhood • Street sections selected for recommended treatments during the specified years with estimated costs
• Maps and exhibits.
• GIS Shapefile and Spreadsheet Export
As an option, PEI can provide a presentation for the City Council that summarizes the report and provides guidance on pavement principles and practices.
For the assessed parking lots, a summary report will be provided that lists each parking lot’s condition and will include a summary of our ADA findings.
Project Closeout
PEI never leaves loose ends. As previously stated, we will work with City staff through every step of a project and will deliver all the items outlined by the City in the initial kick- off and planning meeting, including but not limited to project files, final report(s) and drawings. As with all our work, we warrant what we do and will work with clients to achieve a satisfactory closeout.
Task 6 Quality Management
PEI will provide the following quality assurances in Task 6 as part of the overall scope of work:
A quality pavement management system is only as good to its user as the data that is input. Maintaining and improving the quality of a PMS is crucial to the success of the creation or update to a Pavement Management system. At PEI we strive for accuracy and precision, so our Quality Control Plan compares the latest PCI’s of newly rated street segments to prior PCI’s from the last PMS update. Street segments with PCI’s that have increased in PCI, without any maintenance and rehabilitation, and street segments with PCI’s that have dropped more than 3 PCI points per year, since their last rating, will be
488
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 5 identified and reviewed in the field by an engineer or senior engineering technician. At PEI, we strive for a +/- 5 PCI points when comparing initial ratings versus QC ratings. We will review a minimum of 10% of the segments as part of the QC review.
Additionally, PEI’s PMS quality control plan encompasses several internal checks and balances to ensure data complies with ASTM standards and is both accurate and repeatable. In brief, our QA/QC procedures for PMS work include these elements:
Trained and certified staff:
PEI’s field technicians undergo strict performance testing that includes protocols, equipment calibration and knowledge of pavement distresses. In addition, our data technicians are trained in data entry and verification procedures, field paperwork preparation, map marking and other duties related to accurate, comprehensive PMS reports. PEI’s inspectors are certified by the Metropolitan Transportation Commission (MTC) and attending annual MTC training classes. We strive for a ± 5 PCI point repeatability.
Equipment verification:
Prior to beginning any pavement assessment, PEI inspects, verifies and, if necessary, calibrates its measuring equipment, including vehicle-mounted devices that measure the length of each street segment and hand-held wheels that measure the width.
Data checks:
PEI’s PMS crew typically perform a series of data checks in the field after collecting and processing the data according to strict procedures. The PMS project manager reviews the data for accuracy and completeness before a PMS data technician compiles the final database according the agency’s locations and mapping system. He also works with the data technician to recheck segment lengths and looks for any missing segments or data elements. This includes a verification of the Functional Classification of each segment to ensure that it complies with Caltrans Specifications . PEI’s data technician then reviews the entire database for formatting, missing information and errors. All these checks ensure agencies receive thorough and accurate reports.
Control, verification and random site testing:
PEI’s Project Manager reviews a minimum of 10% of the road segments previously rated according to MTC procedures to verify the accuracy of data. We then compare these reference values to the initial PCI generated by StreetSaver ® software. If there are discrepancies, we will rerate the road. Once this QA/QC is finished, any variations to what the field crew found are updated in the database.
489
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 6 Year 2 – 25/26 PMS Update:
Year 2 Scope: Evaluation and Update of Rotation B and Yearly Streets Task 0 Project Management
Task 1 Preliminary Investigations
Task 2 Pavement Inspection
Task 3 PMS Update
Task 4 Maintenance and Capital Improvement Plan (CIP)
Task 5 PMS Report & Project Closeout
Task 6 Quality Management
Task 2.0 Project Management
PEI will undertake the following as part of Year 2, Task 0:
Pavement Engineering Inc. (PEI) will schedule a kick-off meeting with City staff to discuss project goals and expectations. During the meeting, we will review past maintenance and rehabilitation strategies and check the City’s maps and database to confirm streets, pavement areas, street limits and boundaries. We will also review with staff quality control measures that are described in more detail in Task 6. Reviewing these issues and items prior to beginning work will help the City develop future maintenance plans and budget scenarios that accurately reflect the City’s objectives.
Based on this discussion, PEI will develop a firm schedule to track progress of the project and also will establish the format of deliverables that will be most useful to the City.
Throughout the project, PEI will meet with City staff as required to coordinate and review specific project progress, schedules, and budgets to ensure the work performed meets the City’s expectations and performance goals.
Task 1 Preliminary Investigations
PEI will undertake the following as part of Task 1:
Because of our prior experience working with the City, PEI is thoroughly familiar with the streets, neighborhoods, soil types, pavement structures and maintenance. This familiarization drastically cuts down on preliminary and preparatory work, which allow s the City to assign monetary resources to actual pavement preservation.
At our first meeting with City staff, PEI’s project manager will arrange to retrieve any new PMS data, GIS files and drawings. We will review past data, assess recent information and determine the information that is important to the project. PEI’s projec t manager will then work with City staff to develop goals and objectives using and incorporating the present data into the pavement management plan and system.
490
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 7 Task 2 Pavement Inspection
PEI will undertake the following as part of Task 2:
PEI’s certified staff will manually inspect 100% of the City’s Arterial streets and the City’s Collectors, Residentials, and alleys in Area A, as well as the pavements at each of the City owned and maintained parking lots (61 sites) for the following pavement distresses:
alligator cracking, block cracking, distortions, patches/utility cuts, longitudinal and transverse cracking, rutting/depressions and weathering. In the parking lots, PEI will also review the existing ADA parking stalls for compliance. Information gleaned from manual inspections is considered more reliable and accurate than automated, drive by, or windshield surveys.
PEI will assign a Pavement Condition Index (PCI) for each street segment as specified by ASTM D6433 and supported by PEI’s quality assurance standards, which are designed to ensure accuracy and consistency. PEI’s inspectors are certified by for quality and consistency with a demonstrated accuracy rate of ± 5 PCI points. Industry standards accepts ± 10 PCI points.
As part of the field review, PEI will use a vehicle -mounted digital measuring device to measure the length of each street segment and will use a hand -held wheel to measure the width. Precise measurements are key to accurate cost projections, which are calculated based on pavement area.
PEI will sample locations on random test sites of ± 2,500 sf. PEI will annotate the sample location on our rating sheet using footage from the beginning of each road segment.
Recording locations of inspected sample areas provides the necessary informatio n to relocate the measured area for verification. This method produces reliable, reproducible data for current and future use.
As part of this work, PEI will perform a Quality Control review. The QC review compares the latest PCIs of newly rated street segments to prior PCIs from the last PMS update.
Any segment found to have deteriorated more than 3 PCI points per year, since th e last visual evaluation (12 points for Rotation C, and 3 points for Arterials), or have increased more than 1 PCI point, without a documented M&R treatment, will then reviewed by The Project Manager.
To ensure safety during the visual evaluation, PEI will provide its inspectors with reflective safety vests and will provide traffic control using flashing beacons and vehicle -mounted magnetic signs warning of frequent stops.
Task 3 PMS Update
PEI will undertake the following as part of Task 3 following completion of Task 2:
PEI will input the data collected during the visual evaluations in the City’s StreetSaver ® database using MTC’s Mobile Rater. This speeds project completion and increases accuracy. This will provide updated PCI’s for each of the segments inspected.
491
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 8 PEI will utilize StreetSaver ® to develop “family curves” for each road or functional classification. PEI will verify, to the extent possible, and input the last Maintenance and Rehabilitation (M&R) treatment and Date for each segment. Also, we will update the City’s StreetSaver® database with ADT data, provided by the City, for the Arterial and Collector Streets,
As part of the update, PEI will review the City’s current street segmentation and how the roads are being used to make sure any analysis is consistent with the use of recommended maintenance and rehabilitation strategies.
Task 4 Maintenance and Capital Improvement Plan (CIP)
PEI will undertake the following as part of Task 4:
PEI will identify and prioritize annual asphalt concrete preventative maintenance and rehabilitation treatments for the inspected streets according to a critical -point management approach. The critical -point approach incorporates pavements from all parts of the deterioration curve, not just the best nor just the worst. This approach optimizes every budget dollar by seeking to apply the right treatment at the right time.
Not too soon and not too late. PEI will work with City staff to develop decision mat rices and breakpoints and to develop treatments and costs for maintenance and rehabilitation projects.
PEI will help City staff determine the best maintenance that will maintain the City’s overall PCI at a level set by the City. The analysis will demonstrate what the City can expect in terms of overall pavement condition for each street system based on cur rent and proposed future funding levels. PEI will recommend the order in which neighborhood street repairs should be tackled and will assist the City in addressing any potential budgetary shortfalls, as required.
492
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 9 Task 5 PMS Report & Project Closeout
PEI will undertake the following as Task 5:
PEI will prepare one copy of the PMS report in an indexed binder for the City’s review.
After the review, we will prepare an updated final report containing all relevant information in a PDF format on a computer disk. Both the print and the electronic re port will contain the following information:
• Executive summary
• Budget needs scenarios
• Network replacement costs
• Proposed future budget levels
• Budget scenarios including
o a scenario to maintain roadways at the existing PCI;
o a scenario to increase the current PCI by 5 points; and o a scenario to show the potential PCI for roadways over five to ten years using current funding levels or a specified time range determined by the City • A section description report for all street segments, sorted by Neighborhood • Street sections selected for recommended treatments during the specified years with estimated costs
• Maps and exhibits.
• GIS Shapefile and Spreadsheet Export
As an option, PEI can provide a presentation for the City Council that summarizes the report and provides guidance on pavement principles and practices.
Project Closeout
PEI never leaves loose ends. As previously stated, we will work with City staff through every step of a project and will deliver all the items outlined by the City in the initial kick- off and planning meeting, including but not limited to project files, final report(s) and drawings. As with all our work, we warrant what we do and will work with clients to achieve a satisfactory closeout.
Task 6 Quality Management
PEI will provide the following quality assurances in Task 6 as part of the overall scope of work:
A quality pavement management system is only as good to its user as the data that is input. Maintaining and improving the quality of a PMS is crucial to the success of the creation or update to a Pavement Management system. At PEI we strive for accuracy and
493
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 10 precision, so our Quality Control Plan compares the latest PCI’s of newly rated street segments to prior PCI’s from the last PMS update. Street segments with PCI’s that have increased in PCI, without any maintenance and rehabilitation, and street segments with PCI’s that have dropped more than 3 PCI points per year, since their last rating, will be identified and reviewed in the field by an engineer or senior engineering technician. At PEI, we strive for a +/- 5 PCI points when comparing initial ratings versus QC ratings. We will review a minimum of 10% of the segments as part of the QC review.
Additionally, PEI’s PMS quality control plan encompasses several internal checks and balances to ensure data complies with ASTM standards and is both accurate and repeatable. In brief, our QA/QC procedures for PMS work include these elements:
Trained and certified staff:
PEI’s field technicians undergo strict performance testing that includes protocols, equipment calibration and knowledge of pavement distresses. In addition, our data technicians are trained in data entry and verification procedures, field paperwork preparation, map marking and other duties related to accurate, comprehensive PMS reports. PEI’s inspectors are certified by the Metropolitan Transportation Commission (MTC) and attending annual MTC training classes. We strive for a ± 5 PCI point repeatability.
Equipment verification:
Prior to beginning any pavement assessment, PEI inspects, verifies and, if necessary, calibrates its measuring equipment, including vehicle-mounted devices that measure the length of each street segment and hand-held wheels that measure the width.
Data checks:
PEI’s PMS crew typically perform a series of data checks in the field after collecting and processing the data according to strict procedures. The PMS project manager reviews the data for accuracy and completeness before a PMS data technician compiles the final database according the agency’s locations and mapping system. He also works with the data technician to recheck segment lengths and looks for any missing segments or data elements. This includes a verification of the Functional Classification of each segment to ensure that it complies with Caltrans Specifications. PEI’s data technician then reviews the entire database for formatting, missing information and errors. All these checks ensure agencies receive thorough and accurate reports.
Control, verification and random site testing:
PEI’s Project Manager reviews a minimum of 10% of the road segments previously rated according to MTC procedures to verify the accuracy of data. We then compare these reference values to the initial PCI generated by StreetSaver ® software. If there are discrepancies, we will rerate the road. Once this QA/QC is finished, any variations to what the field crew found are updated in the database.
494
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 11 Year 3 – 26/27 PMS Update:
Year 3 Scope: Evaluation and Update of Rotation C and Yearly Streets Task 0 Project Management
Task 1 Preliminary Investigations
Task 2 Pavement Inspection
Task 3 PMS Update
Task 4 Maintenance and Capital Improvement Plan (CIP)
Task 5 PMS Report & Project Closeout
Task 6 Quality Management
Task 0 Project Management
PEI will undertake the following as part of Year 3, Task 0:
Pavement Engineering Inc. (PEI) will schedule a kick-off meeting with City staff to discuss project goals and expectations. During the meeting, we will review past maintenance and rehabilitation strategies and check the City’s maps and database to confirm streets, pavement areas, street limits and boundaries. We will also review with staff quality control measures that are described in more detail in Task 6. Reviewing these issues and items prior to beginning work will help the City develop future maintenance plans and budget scenarios that accurately reflect the City’s objectives.
Based on this discussion, PEI will develop a firm schedule to track progress of the project and also will establish the format of deliverables that will be most useful to the City.
Throughout the project, PEI will meet with City staff as required to coordinate and review specific project progress, schedules, and budgets to ensure the work performed meets the City’s expectations and performance goals.
Task 1 Preliminary Investigations
PEI will undertake the following as part of Task 1:
Because of our prior experience working with the City, PEI is thoroughly familiar with the streets, neighborhoods, soil types, pavement structures and maintenance. This familiarization drastically cuts down on preliminary and preparatory work, which allow s the City to assign monetary resources to actual pavement preservation.
At our first meeting with City staff, PEI’s project manager will arrange to retrieve any new PMS data, GIS files and drawings. We will review past data, assess recent information and determine the information that is important to the project. PEI’s projec t manager will then work with City staff to develop goals and objectives using and incorporating the present data into the pavement management plan and system.
495
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 12 Task 2 Pavement Inspection
PEI will undertake the following as part of Task 2:
PEI’s certified staff will manually inspect the City’s streets (Collectors and Residentials) and alleys in Area C, as well as 100% of the City’s Arterial for the following pavement distresses: alligator cracking, block cracking, distortions, patches/utility cuts, longitudinal and transverse cracking, rutting/depressions and weathering. Information gleaned from manual inspections is considered more reliable and ac curate than automated, drive by, or windshield surveys.
PEI will assign a Pavement Condition Index (PCI) for each street segment as specified by ASTM D6433 and supported by PEI’s quality assurance standards, which are designed to ensure accuracy and consistency. PEI’s inspectors are certified by for quality and consistency with a demonstrated accuracy rate of ± 5 PCI points. Industry standards accepts ± 10 PCI points.
As part of the field review, PEI will use a vehicle -mounted digital measuring device to measure the length of each street segment and will use a hand -held wheel to measure the width. Precise measurements are key to accurate cost projections, which are calculated based on pavement area.
PEI will sample locations on random test sites of ± 2,500 sf. PEI will annotate the sample location on our rating sheet using footage from the beginning of each road segment.
Recording locations of inspected sample areas provides the necessary informatio n to relocate the measured area for verification. This method produces reliable, reproducible data for current and future use.
As part of this work, PEI will perform a Quality Control review. The QC review compares the latest PCIs of newly rated street segments to prior PCIs from the last PMS update.
Any segment found to have deteriorated more than 3 PCI points per year, since th e last visual evaluation (12 points for Rotation C, and 3 points for Arterials), or have increased more than 1 PCI point, without a documented M&R treatment, will then reviewed by The Project Manager.
To ensure safety during the visual evaluation, PEI will provide its inspectors with reflective safety vests and will provide traffic control using flashing beacons and vehicle -mounted magnetic signs warning of frequent stops.
496
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 13 Task 3 PMS Update
PEI will undertake the following as part of Task 3 following completion of Task 2:
PEI will input the data collected during the visual evaluations in the City’s StreetSaver ® database using MTC’s Mobile Rater. This speeds project completion and increases accuracy. This will provide updated PCI’s for each of the segments inspected.
PEI will utilize StreetSaver ® to develop “family curves” for each road or functional classification. PEI will verify, to the extent possible, and input the last Maintenance and Rehabilitation (M&R) treatment and Date for each segment. Also, we will update the City’s StreetSaver® database with ADT data, provided by the City, for the Arterial and Collector Streets,
As part of the update, PEI will review the City’s current street segmentation and how the roads are being used to make sure any analysis is consistent with the use of recommended maintenance and rehabilitation strategies.
Task 4 Maintenance and Capital Improvement Plan (CIP)
PEI will undertake the following as part of Task 4:
PEI will identify and prioritize annual asphalt concrete preventative maintenance and rehabilitation treatments for the inspected streets according to a critical -point management approach. The critical -point approach incorporates pavements from all parts of the deterioration curve, not just the best nor just the worst. This approach optimizes every budget dollar by seeking to apply the right treatment at the right time.
Not too soon and not too late. PEI will work with City staff to develop decision mat rices and breakpoints and to develop treatments and costs for maintenance and rehabilitation projects.
PEI will help City staff determine the best maintenance that will maintain the City’s overall PCI at a level set by the City. The analysis will demonstrate what the City can expect in terms of overall pavement condition for each street system based on cur rent and proposed future funding levels. PEI will recommend the order in which neighborhood street repairs should be tackled and will assist the City in addressing any potential budgetary shortfalls, as required.
497
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 14 Task 5 PMS Report & Project Closeout
PEI will undertake the following as Task 5:
PEI will prepare one copy of the PMS report in an indexed binder for the City’s review.
After the review, we will prepare an updated final report containing all relevant information in a PDF format on a computer disk. Both the print and the electronic report will contain the following information:
• Executive summary
• Budget needs scenarios
• Network replacement costs
• Proposed future budget levels
• Budget scenarios including
o a scenario to maintain roadways at the existing PCI;
o a scenario to increase the current PCI by 5 points; and o a scenario to show the potential PCI for roadways over five to ten years using current funding levels or a specified time range determined by the City • A section description report for all street segments, sorted by Neighborhood • Street sections selected for recommended treatments during the specified years with estimated costs
• Maps and exhibits.
• GIS Shapefile and Spreadsheet Export
As an option, PEI can provide a presentation for the City Council that summarizes the report and provides guidance on pavement principles and practices.
Project Closeout
PEI never leaves loose ends. As previously stated, we will work with City staff through every step of a project and will deliver all the items outlined by the City in the initial kick - off and planning meeting, including but not limited to project files, f inal report(s) and drawings. As with all our work, we warrant what we do and will work with clients to achieve a satisfactory closeout.
Task 6 Quality Management
PEI will provide the following quality assurances in Task 6 as part of the overall scope of work:
A quality pavement management system is only as good to its user as the data that is input. Maintaining and improving the quality of a PMS is crucial to the success of the creation or update to a Pavement Management system. At PEI we strive for accuracy and precision, so our Quality Control Plan compares the latest PCI’s of newly rated street segments to prior PCI’s from the last PMS update. Street segments with PCI’s that have increased in PCI, without any maintenance and rehabilitation, and street segment s with
498
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 15 PCI’s that have dropped more than 3 PCI points per year, since their last rating, will be identified and reviewed in the field by an engineer or senior engineering technician. At PEI, we strive for a +/- 5 PCI points when comparing initial ratings versus QC ratings. We will review a minimum of 10% of the segments as part of the QC review.
Additionally, PEI’s PMS quality control plan encompasses several internal checks and balances to ensure data complies with ASTM standards and is both accurate and repeatable. In brief, our QA/QC procedures for PMS work include these elements:
Trained and certified staff:
PEI’s field technicians undergo strict performance testing that includes protocols, equipment calibration and knowledge of pavement distresses. In addition, our data technicians are trained in data entry and verification procedures, field paperwork preparation, map marking and other duties related to accurate, comprehensive PMS reports. PEI’s inspectors are certified by the Metropolitan Transportation Commission (MTC) and attending annual MTC training classes. We strive for a ± 5 PCI point repeatability.
Equipment verification:
Prior to beginning any pavement assessment, PEI inspects, verifies and, if necessary, calibrates its measuring equipment, including vehicle-mounted devices that measure the length of each street segment and hand-held wheels that measure the width.
Data checks:
PEI’s PMS crew typically perform a series of data checks in the field after collecting and processing the data according to strict procedures. The PMS project manager reviews the data for accuracy and completeness before a PMS data technician compiles the final database according the agency’s locations and mapping system. He also works with the data technician to recheck segment lengths and looks for any missing segments or data elements. This includes a verification of the Functional Classification of each segment to ensure that it complies with Caltrans Specifications. PEI’s data technician then reviews the entire database for formatting, missing information and errors. All these checks ensure agencies receive thorough and accurate reports.
Control, verification and random site testing:
PEI’s Project Manager reviews a minimum of 10% of the road segments previously rated according to MTC procedures to verify the accuracy of data. We then compare these reference values to the initial PCI generated by StreetSaver ® software. If there are discrepancies, we will rerate the road. Once this QA/QC is finished, any variations to what the field crew found are updated in the database.
499
MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 16 Year 4 – 27/28 PMS Update:
Year 4 Scope: Evaluation and Update of Rotation A, Parking Lots, and Yearly Streets Task 4.0 Project Management
Task 4.1 Preliminary Investigations
Task 4.2 Pavement Inspection
Task 4.3 PMS Update
Task 4.4 Maintenance and Capital Improvement Plan (CIP) Task 4.5 PMS Report
Task 4.6 Quality Management
Task 0 Project Management
PEI will undertake the following as part of Year 4, Task 0:
Pavement Engineering Inc. (PEI) will schedule a kick-off meeting with City staff to discuss project goals and expectations. During the meeting, we will review past maintenance and rehabilitation strategies and check the City’s maps and database to confirm streets, pavement areas, street limits and boundaries. We will also review with staff quality control measures that are described in more detail in Task 6. Reviewing these issues and items prior to beginning work will help the City develop future maintenance plans and budget scenarios that accurately reflect the City’s objectives.
Based on this discussion, PEI will develop a firm schedule to track progress of the project and also will establish the format of deliverables that will be most useful to the City.
Throughout the project, PEI will meet with City staff as required to coordinate and review specific project progress, schedules, and budgets to ensure the work performed meets the City’s expectations and performance goals.
Task 1 Preliminary Investigations
PEI will undertake the following as part of Task 1:
Because of our prior experience working with the City, PEI is thoroughly familiar with the streets, neighborhoods, soil types, pavement structures and maintenance. This familiarization drastically cuts down on preliminary and preparatory work, which allow s the City to assign monetary resources to actual pavement preservation.
At our first meeting with City staff, PEI’s project manager will arrange to retrieve any new PMS data, GIS files and drawings. We will review past data, assess recent information and determine the information that is important to the project. PEI’s projec t manager will then work with City staff to develop goals and objectives using and incorporating the present data into the pavement management plan and system.
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MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 17 Task 2 Pavement Inspection
PEI will undertake the following as part of Task 2:
PEI’s certified staff will manually inspect the City’s streets (Collectors and Residentials) and alleys in Area C, as well as 100% of the City’s Arterial for the following pavement distresses: alligator cracking, block cracking, distortions, patches/utility cuts, longitudinal and transverse cracking, rutting/depressions and weathering. Information gleaned from manual inspections is considered more reliable and accurate than automated, drive by, or windshield surveys.
PEI will assign a Pavement Condition Index (PCI) for each street segment as specified by ASTM D6433 and supported by PEI’s quality assurance standards, which are designed to ensure accuracy and consistency. PEI’s inspectors are certified by for quality and consistency with a demonstrated accuracy rate of ± 5 PCI points. Industry standards accepts ± 10 PCI points.
As part of the field review, PEI will use a vehicle -mounted digital measuring device to measure the length of each street segment and will use a hand -held wheel to measure the width. Precise measurements are key to accurate cost projections, which are calculated based on pavement area.
PEI will sample locations on random test sites of ± 2,500 sf. PEI will annotate the sample location on our rating sheet using footage from the beginning of each road segment.
Recording locations of inspected sample areas provides the necessary informatio n to relocate the measured area for verification. This method produces reliable, reproducible data for current and future use.
As part of this work, PEI will perform a Quality Control review. The QC review compares the latest PCIs of newly rated street segments to prior PCIs from the last PMS update.
Any segment found to have deteriorated more than 3 PCI points per year, since th e last visual evaluation (12 points for Rotation C, and 3 points for Arterials), or have increased more than 1 PCI point, without a documented M&R treatment, will then reviewed by The Project Manager.
To ensure safety during the visual evaluation, PEI will provide its inspectors with reflective safety vests and will provide traffic control using flashing beacons and vehicle -mounted magnetic signs warning of frequent stops.
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MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 18 Task 3 PMS Update
PEI will undertake the following as part of Task 3 following completion of Task 2:
PEI will input the data collected during the visual evaluations in the City’s StreetSaver ® database using MTC’s Mobile Rater. This speeds project completion and increases accuracy. This will provide updated PCI’s for each of the segments inspected.
PEI will utilize StreetSaver ® to develop “family curves” for each road or functional classification. PEI will verify, to the extent possible, and input the last Maintenance and Rehabilitation (M&R) treatment and Date for each segment. Also, we will update the City’s StreetSaver® database with ADT data, provided by the City, for the Arterial and Collector Streets,
As part of the update, PEI will review the City’s current street segmentation and how the roads are being used to make sure any analysis is consistent with the use of recommended maintenance and rehabilitation strategies.
Task 4 Maintenance and Capital Improvement Plan (CIP)
PEI will undertake the following as part of Task 4:
PEI will identify and prioritize annual asphalt concrete preventative maintenance and rehabilitation treatments for the inspected streets according to a critical -point management approach. The critical -point approach incorporates pavements from all parts of the deterioration curve, not just the best nor just the worst. This approach optimizes every budget dollar by seeking to apply the right treatment at the right time.
Not too soon and not too late. PEI will work with City staff to develop decision mat rices and breakpoints and to develop treatments and costs for maintenance and rehabilitation projects.
PEI will help City staff determine the best maintenance that will maintain the City’s overall PCI at a level set by the City. The analysis will demonstrate what the City can expect in terms of overall pavement condition for each street system based on cur rent and proposed future funding levels. PEI will recommend the order in which neighborhood street repairs should be tackled and will assist the City in addressing any potential budgetary shortfalls, as required.
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MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 19 Task 5 PMS Report & Project Closeout
PEI will undertake the following as Task 5:
PEI will prepare one copy of the PMS report in an indexed binder for the City’s review.
After the review, we will prepare an updated final report containing all relevant information in a PDF format on a computer disk. Both the print and the electronic re port will contain the following information:
• Executive summary
• Budget needs scenarios
• Network replacement costs
• Proposed future budget levels
• Budget scenarios including
o a scenario to maintain roadways at the existing PCI;
o a scenario to increase the current PCI by 5 points; and o a scenario to show the potential PCI for roadways over five to ten years using current funding levels or a specified time range determined by the City • A section description report for all street segments, sorted by Neighborhood • Street sections selected for recommended treatments during the specified years with estimated costs
• Maps, exhibits, GIS Shapefile, and Spreadsheet Export As an option, PEI can provide a presentation for the City Council that summarizes the report and provides guidance on pavement principles and practices.
Project Closeout
PEI never leaves loose ends. As previously stated, we will work with City staff through every step of a project and will deliver all the items outlined by the City in the initial kick - off and planning meeting, including but not limited to project files, f inal report(s) and drawings. As with all our work, we warrant what we do and will work with clients to achieve a satisfactory closeout.
Task 6 Quality Management
PEI will provide the following quality assurances in Task 6 as part of the overall scope of work:
A quality pavement management system is only as good to its user as the data that is input. Maintaining and improving the quality of a PMS is crucial to the success of the creation or update to a Pavement Management system. At PEI we strive for accuracy and precision, so our Quality Control Plan compares the latest PCI’s of newly rated street segments to prior PCI’s from the last PMS update. Street segments with PCI’s that have increased in PCI, without any maintenance and rehabilitation, and street segment s with PCI’s that have dropped more than 3 PCI points per year, since their last rating, will be identified and reviewed in the field by an engineer or senior engineering technician. At PEI, we strive for a +/- 5 PCI points when comparing initial ratings versus QC ratings. We will review a minimum of 10% of the segments as part of the QC review.
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MP 24 - 1 3 8 S c o p e o f S e r v i c e s P a g e | 20 Additionally, PEI’s PMS quality control plan encompasses several internal checks and balances to ensure data complies with ASTM standards and is both accurate and repeatable. In brief, our QA/QC procedures for PMS work include these elements:
Trained and certified staff:
PEI’s field technicians undergo strict performance testing that includes protocols, equipment calibration and knowledge of pavement distresses. In addition, our data technicians are trained in data entry and verification procedures, field paperwork preparation, map marking and other duties related to accurate, comprehensive PMS reports. PEI’s inspectors are certified by the Metropolitan Transportation Commission (MTC) and attending annual MTC training classes. We strive for a ± 5 PCI point repeatability.
Equipment verification:
Prior to beginning any pavement assessment, PEI inspects, verifies and, if necessary, calibrates its measuring equipment, including vehicle-mounted devices that measure the length of each street segment and hand-held wheels that measure the width.
Data checks:
PEI’s PMS crew typically perform a series of data checks in the field after collecting and processing the data according to strict procedures. The PMS project manager reviews the data for accuracy and completeness before a PMS data technician compiles the final database according the agency’s locations and mapping system. He also works with the data technician to recheck segment lengths and looks for any missing segments or data elements. This includes a verification of the Functional Classification of each segment to ensure that it complies with Caltrans Specifications. PEI’s data technician then reviews the entire database for formatting, missing information and errors. All these checks ensure agencies receive thorough and accurate reports.
Control, verification and random site testing:
PEI’s Project Manager reviews a minimum of 10% of the road segments previously rated according to MTC procedures to verify the accuracy of data. We then compare these reference values to the initial PCI generated by StreetSaver ® software. If there are discrepancies, we will rerate the road. Once this QA/QC is finished, any variations to what the field crew found are updated in the database.
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D a t a Q u a l i t y M a n a g e m e n t P l a n P a g e | 1
DATA QUALITY MANAGEMENT PLAN
Pavement Engineering’s Data Quality Management Plan consists of two parts. Part One is the PMS Quality Control Plan, and Part Two is our Approach to Resource Management and Quality Results.
Pavement Engineering’s inspectors are certified for quality and consistency and attend annual training provided by the Metropolitan Transportation Commission (MTC) to keep abreast of changes and hone skills. That training demonstrates an accuracy rate for PEI’s inspectors of ± 5 PCI points. Industry standards accept ± 10 PCI points.
Inspection data will be recorded using a tablet with MTC’s Mobile Rater software. This speeds up project completion and increases accuracy. After the data is entered and PCI is calculated, a data snapshot of the current PCI will be printed and supplied to the client.
The inspection information will be available to the City Staff at any time during the project period, and a Print out and Electronic copy of each inspection location, will be delivered with the Final Report. PEI will calculate a Pavement Condition Index (PCI) for each street segment using StreetSaver® criteria and supported by PEI’s quality assurance standards, which are designed to ensure accuracy and consistency.
During the field review, PEI will use a vehicle -mounted digital measuring device to measure the length of each street segment and a hand-held wheel to measure the width.
Precise measurements are key to accurate cost projections, which are calculated based on pavement area.
PEI will sample locations on random test sites of ± 2,500 sf and will annotate the sample location on our rating sheet using footage from the b eginning of each road segment.
Recording locations of inspected sample areas provides the necessary information to relocate the measured area for verification. This method produces reliable, reproducible data for current and future use.
PART 1: PMS QUALITY CONTROL PLAN
A quality pavement management system is only as good to its user as the data that is input. Maintaining and improving the quality of a PMS is crucial to the success of the creation or update to a Pavement Management system. At PEI we strive for accuracy and precision, so our Quality Control Plan compares the latest PCI’s of newly r ated street segments to prior PCI’s from the last PMS update. Street segments with PCI’s that have increased in PCI, without any maintenance and rehabilitation, and street segments with PCI’s that have dropped more than , the standard deterioration of 3 PCI points per year, since their last rating, will be identified and reviewed in the field by an engineer or senior engineering technician. Additionally, as a method of ensuring accuracy and precision, a random 10% of the segments will be re-rated by the field raters, and a random 5% will be re-rated by a supervisor or a senior engineer technician.
Attachment #6
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D a t a Q u a l i t y M a n a g e m e n t P l a n P a g e | 2 At PEI, we strive for a +/- 5 PCI points when comparing initial ratings versus QC ratings.
Any segment that exhibits a PCI difference outside of the +/- 5 PCI points, will be re-rated by an engineer or a senior engineering technician. We will review a minimum of 15% of the segments as part of the QC review.
Additionally, PEI’s PMS quality control plan encompasses several internal checks and balances to ensure data c omplies with ASTM standards and is both accurate and repeatable. In brief, our QA/QC procedures for PMS work include these elements:
Trained and certified staff:
PEI’s field technicians undergo strict performance testing that includes protocols, equipment calibration and knowledge of pavement distresses. In addition, our data technicians are trained in data entry and verification procedures, field paperwork preparation, map marking and other duties related to accurate, comprehensive PMS reports. PEI’s ins pectors are certified by the Metropolitan Transportation Commission (MTC) and attending annual MTC training classes. We strive for a ± 5 PCI point repeatability.
Equipment verification:
Prior to beginning any pavement assessment, PEI inspects, verifies an d, if necessary, calibrates its measuring equipment, including vehicle-mounted devices that measure the length of each street segment and hand-held wheels that measure the width.
Data checks:
PEI’s PMS crew typically perform a series of data checks in the field after collecting and processing the data according to strict procedures. The PMS project manager reviews the data for accuracy and completeness before a PMS data technician specialist compiles the final database according the agency’s locations and mapping system. He also works with the data specialist to recheck segment lengths and looks for any miss ing segments or data elements. PEI’s data specialist then reviews the entire database for formatting, missing information and errors. All these checks ensure agencies receive thorough and accurate reports.
Control, verification and random site testing:
PEI’s registered engineer reviews a minimum of 10% of the road segments previously rated according to MTC procedures to verify the accuracy of data. We th en compare these reference values to the initial PCI generated by StreetSaver® software. If there are discrepancies, we will rerate the road. Once this QA/QC is finished, any variations to what the field crew found are updated in the database.
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D a t a Q u a l i t y M a n a g e m e n t P l a n P a g e | 3
PART 2: APPROACH TO RESOURCE MANAGEMENT AND QUALITY RESULTS
At PEI, we are able to manage resources and maintain quality results by performing work within our company. This allows for constant awareness and focus on the client’s needs.
Our daily communication and peer review ensures accuracy is maintained throughout the life of a project. Once work is assigned, project managers assess project staffing needs in order to successfully complete the project. Once project milestone s are set and tasks are assigned, our employees are required to provide frequent updates to the project manager.
For over two decades Pavement Engineering Inc. has assisted dozens of agencies with their pavement management systems and needs. Our approach has been developed and refined based on our experience with our clients and their needs. While every client is different and needs to be treated as such, there are several areas where pavement management crosses over and are similar. These include the need for accurate data, the concern for the budget, and working with the client to help them understand the tool t hat they have and how to use it.
Accuracy of Data:
Accuracy is key to a PMP and the adage of “garbage in equal’s garbage out” was never truer. As a company, we have developed a culture where we hate to be wrong in anything we do. If we see something that looks off or does not make sense, we will invest the time and resources to make sure to confirm the numbers so our clients have the assurance that what they are getting is right regardless of our budget. It is more important to us to be right than to make money.
For a PMP, important decisions are made with based on the data. Millions of dollars ride on the accuracy of the data. Thus, we have implemented strict internal standards that check and recheck the numbers to make sure they make se nse. Our quality control exceeds the minimums set by MTC.
Budget Constraints:
Over the years, we have felt the pain of our clients as we have helped them struggle to balance their pavement maintenance and rehabilitation needs with the reality of their budgets. Our background in materials and pavement design help us to assist our clients with innovative strategies that close the budget shortfalls they are faced with each year.
Our extensive understanding of pavement management, design, materials and inspection allow us to bring a well-rounded pavement management approach to our clients.
In addition, our project approach is streamlined so we keep our fees on budget. From the kick-off meeting to decision trees, scenario development to final report, our staf f works closely with the client to step at critical times to keep the project moving through to completion.
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D a t a Q u a l i t y M a n a g e m e n t P l a n P a g e | 4 Training and Assistance:
We have learned that our clients are busy with many things and pavement and pavement management is just one part of their responsibilities. As a result, they often do not have the time to invest in learning StreetSaver. Yet they need information and reports to help them. Our developed approach to this dilemma is to be there for our clients and customize the provided training and assistance to meet their needs. If a client wants to learn the program, we will work with them to understand any and all parts of the program.
Although, we have discovered that it often times boils down to, teach me how to generate and print out these certain reports or get my hands on this information. Other clients rely on PEI to generate the needed report. For this group, we are responding to on -call requests as part of our on-going technical support. They learn that we are there for them and strive to quickly respond.
PEI strives to develop a close trusted relationship with our clients that helps them feel comfortable calling us with any of their pavement management needs. Many times our clients have commented that they feel like they are PEI’s only client.
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Professional Services Agreement 32500012
with Pavement Engineering Inc. for City's
Pavement Management Systems Update
Public Works and Transportation Committee
May 14th, 2024
Morgan Kessler, PE
City Engineer
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RECOMMENDATION
That the Public Works and Transportation Committee recommend that the City Council approve and authorize the Mayor to execute an Agreement with Pavement Engineering Inc. in the amount not to exceed $425,000 for an initial one-year term from July 1, 2024, to June 30, 2025, with the option for three (3) consecutive one (1) year period extensions, that shall not exceed a total of four (4) years; for a final term ending June 30, 2028, for the City’s pavement management systems update professional services.
2 511
BACKGROUND
The City of Oxnard’s Streets and Alleyways System Data
• 1037.12 Lane Miles
• 440.52 Centerline Miles
• 94,995,877 square feet of pavement
• System-wide average weighted PCI of 67
• Asset Replacement Value of ~ $984 Million
● Pavement Condition Inspections Three Year Rotation
● 1/3rd of Residential & Collector Streets, and Alleyways inspected Annually • Rotation A: Lane Miles- 261.5, SqFt- 23,556,874, Last inspected in 2021 • Rotation B: Lane Miles- 209.6, SqFt- 20,120,172, Last inspected in 2022 • Rotation C: Lane Miles- 263.7, SqFt- 24,313,224, Last inspected in 2023 ● 100% of Arterials inspected Annually
• Lane Miles- 302.3, SqFt- 27,460,388
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BACKGROUND
4 Pavement Inspection Rotation Map
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DISCUSSION
● Alligator cracking
● Block cracking
● Distortions
● Longitudinal / transverse cracking
● Patches / utility cuts
● Rutting / depressions
● Weathering / Raveling
5 Evaluating Common Pavement Distresses
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DISCUSSION
6 Evaluating Pavement: Pavement Condition Index (PCI)
100 – 91 = Excellent
90 – 71 = Good
70 – 51 = Fair/ At
Risk
50 – 31 = Poor
30 – 0 = Failed
Developed by the U. S. Army Corp of Engineers
during World War II and standardized by ASTM,
the PCI is an objective and rational basis for
determining pavement condition and establishing
maintenance priorities.
Current PCI = 67
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DISCUSSION
7 StreetSaver Scenario Projections
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FINANCIAL IMPACT
• Total cost for this Agreement shall not exceed $425,000 over the term of four years if fully extended
• Partial funding for this Agreement of $100,880 has been programmed in the Proposed Fiscal Year 2024-25 Budget
from the State Gas Tax Fund (Fund 185, Project M1901)
for the City Council’s consideration
• Subsequent year allocations for the remainder value of the agreement will be requested during the annual budget
process
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QUESTIONS?
518