CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
9/25/2023
1 SUBJECT:
Master Agreement and Task Order No. 1 between the City of Pacifica and NCE for Design and Engineering Services related to the FY 2024-25 Pavement Resurfacing Project.
RECOMMENDED ACTION:
Adopt a Resolution entitled "A Resolution of the City Council of the City of Pacifica Approving the Master Agreement and Task Order No. 1 between the City of Pacifica and NCE for Design and Engineering Services in the amount of $157,000.00 in connection to the FY 2024-25 Pavement Resurfacing Project; approve budget authority in the amount of $172,700.00 which includes contingencies in an amount not to exceed 10% from the Street Construction Fund (Fund 9); and authorize the City Manager to execute all documents related with the project.” STAFF CONTACT:
Bryan Bautista, Assistant Civil Engineer
(650) 738-3769
[email protected]
Raymund Donguines, P.E., Senior Civil Engineer
(650) 738-3768
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The City of Pacifica is responsible for maintaining over 90 centerline miles of street pavement.
In order to complete this street maintenance, the City identifies a budget every year for annual street maintenance projects as part of the Capital Improvement Program (CIP). It is important for the City to complete the annual street maintenance projects each year to prevent Citystreets from falling into more expensive repair categories. One year missed in completing the City’s annual street maintenance projects can escalate the decline of the City’s overall Pavement Condition Index (PCI) and increase the ongoing cost of maintenance.
At the October 12, 2020 City Council meeting, staff discussed the new 5-year Street Maintenance Program and the City’s 2019 Budget Options Report. At this meeting, the City Council accepted the 5-year Street Maintenance Program (Program), which identified streets for rehabilitation. As noted in the October 12, 2020 Council report, the goal of the 5-year Street Maintenance program is to prevent streets from falling into more expensive repair categories. The City’s approved program does this by using slurry seal treatments to keep good streets in the good condition category (which is the least expensive way to maintain streets) and using a stopgap cape seal treatment on suitable residential and collector streets in the poorer condition categories. The cape seal, along with localized pavement repairs, will Pacifica City Council 2
September 25, 2023
provide significant protection to the street surface of these poorer condition category streets for a period of seven to ten years preventing further deterioration of the street surface. This will allow time for the City to identify other pavement funding sources for street rehabilitation. In addition to slurry seal and cape seal treatments, theprogram will continue to assign overlay and reconstruction treatments to arterial and some collector streets based on the extent of pavement deterioration and traffic volumes.
Staff worked with a pavement consultant, NCE, to develop the Five-year Street Maintenance Program for the City’s streets and the several resurfacing projects since the program was developed. NCE is on the City’s on-call consultant list for civil engineering. Due to the condition of the City’s pavement, it is necessary to choose a consultant who is knowledgeable in specialized pavement design and rehabilitation for stop gap pavement treatments. NCE has been working in the Bay Area since 1990 and is highly regarded for their expertise in pavement design and rehabilitation in the area and for their work with the pavement research branch of the Federal Highways Administration.
The FY 2024-25 Pavement Resurfacing Project will resurface approximately 7 miles (43 street sections) of City pavement and follows the Council approved 5-year Street Maintenance Program. It also includes streets recently added from a Council approved $650K funding addition, which is discussed more below. Due to the City receiving grant funding for Sharp Park Road that was scheduled to be slurry sealed with this Program, this work has been pushed out to align with the grant needs. In reviewing appropriate replacement streets in the area with the pavement consultant based on the Metropolitan Transportation Commission StreetSaver program, the City will add a portion of Talbot Avenue from the City limits to San Pablo and Carmel Avenue (including two small sections that connect Carmel to Paloma) from Mirador to Sierra.
During the FY 23-24 budget session, the City Council approved $650K from Measure Y Funds (FY 22-23) to go towards street areas that had not been included in the City’s 5-Year Street Maintenance Program, due to the condition of the streets in these areas. The StreetSaver program did not pick streets for the Program from Vallemar, Rockaway, and Pedro Point because many of the streets are in failed condition. The most cost-effective use of the City’s limited pavement maintenance dollars is to either keep good pavements in good condition or cap older pavements to keep them from falling into failed condition. City staff and the pavement consultant selected streets for the approved $650k within these areas based on the following criteria: streets were next to City businesses, streets were next to City schools, streets were collector or residential collector streets (ie. they are used by residents to get to and from businesses/schools), and the streets will be minimally impacted by the upcoming sewer system upgrades in Vallemar and East Rockaway. Based on these criteria, portions of San Pedro Road, Grand Avenue, West Rockaway Beach Avenue, Dondee Way, Old County Road, East Rockaway Beach Avenue, and Reina Del Mar Avenue were selected (Attachment 2).
Staff requested NCE to provide a proposal for engineering services for the design of the FY 2024-25 Pavement Resurfacing Project and prepare the construction documents for the project under Task Order No. 1. Staff reviewed their proposal, and the City Manager recommends approval of the Master Agreement and Task Order No. 1.
ALTERNATIVE ACTION:
Council may choose not to authorize design of the FY 2024-25 Pavement Resurfacing Project.
However, this will result in continued deterioration of the City’s pavement network. Staff does not recommend this alternate action.
Pacifica City Council 3
September 25, 2023
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of these actions is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure: includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to sealevel rise. Approval of these actions will improve the City street network.
FISCAL IMPACT:
Task Order No. 1 will provide the engineering services to complete the project. The cost of the Task Order is $157,000.00. City staff recommends including a 10% contingency to the Task Order for any additional work, such as additional field work. The use of the contingency will be reviewed and approved by City staff. The proposed project budget is as follows:
Project Budget
Task Order No. 1 - Engineering Services $ 157,000.00
Contingency (10%) $ 15,700.00
Total Project Cost $ 172,700.00
The City’s funding for streets since FY18/19 includes ongoing SB1 and Measure W (began in FY 19/20) funding with yearly allocations of approximately $956K and $544K, respectively.
Additionally, rollover Measure A money in the Street Construction Fund (Fund 9) of approximately $350K/year will be available for the 5-year Street Maintenance Program. For this FY project, City Council also approved $650K from Measure Y Funds. For future resurfacing projects, funds collected from the Utility Cut Fee and Construction Vehicle Impact Fee will also be available.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment 1: FY 24-25 Master Agreement & Task Order 1 NCE (PDF) Attachment 2: FY 24-25 Pavement Resurfacing Project - List of Streets (PDF) Pacifica City Council 4
September 25, 2023
RESOLUTION NO. ______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE MASTER AGREEMENT AND TASK ORDER NO. 1 BETWEEN THE CITY OF PACIFICA
AND NCE FOR DESIGN AND ENGINEERING SERVICES IN THE AMOUNT OF $157,000.00 IN CONNECTION TO THE FY 2024-25 PAVEMENT RESURFACING PROJECT; APPROVE BUDGET AUTHORITY IN THE AMOUNT OF $172,700.00 WHICH INCLUDES CONTINGENCIES IN AN AMOUNT NOT TO EXCEED 10% FROM THE STREET CONSTRUCTION FUND (FUND 9); AND AUTHORIZE THE CITY MANAGER TO
EXECUTE ALL DOCUMENTS RELATED WITH THE PROJECT
WHEREAS, the City desires to move forward with the design of the FY 2024-25 Pavement Resurfacing Project using a portion of funds allocated from the Street Construction Fund (Fund 9); and
WHEREAS, the City evaluated NCE’s proposal, and is satisfied they can successfully complete the work and has been satisfied with their services on past City projects; and THEREFORE, BE IT RESOLVED that the City Council of the City of Pacifica authorizes the City Manager to execute the Master Agreement, Task Order No. 1, and future task orders for the Council for an amount not to exceed the budget authority amount of $172,700 that includes a 10% contingency and authorizes the City Manager to execute all documents related to the project.
• • • • •
PASSED AND ADOPTED at a special and regular meeting of the City Council of the City of Pacifica, California, held on the 25th day of September 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney