CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
8/12/2024
1 SUBJECT:
Approval of Consultant Services Agreement between the City of Pacifica and NCE for Design and Engineering Services related to the FY 2025-26 Pavement Resurfacing Project RECOMMENDED ACTION:
Adopt a Resolution Authorizing a Consultant Services Agreement with NCE for design and engineering services in the amount of $183,200 (Attachment 1) for the FY 2025-26 Pavement Resurfacing Project; approve budget authority in the amount of $201,520 which includes a 10% contingency and authorize the City Manager to execute all documents related to the project.
STAFF CONTACT:
Bryan Bautista, Assistant Civil Engineer
(650) 738-3769
[email protected]
Roland Yip, P.E., Deputy Director of Public Works/City Engineer (650) 738-3771
[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 July 8, 2024 City Council meeting, staff discussed a new 5-year Street Maintenance Program for years 2025 through 2029. At this meeting, the City Council approved the new 5- year Street Maintenance Program with identified streets for rehabilitation and resurfacing. The goal of this current 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 considered best practice) 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 provide significant protection to the street surface of these poorer condition category streets for a period of seven to ten years Pacifica City Council 2
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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 a limited number of arterial, collector and residential streets based on the extent of pavement deterioration and/or traffic volumes.
Staff worked with a pavement consultant, NCE, to develop the current Five-year Street Maintenance Program for the City’s streets and the previous Five-year Street Maintenance program that increased the City’s Pavement Condition Index (PCI) by 14 points from the poor to the good condition category. 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 cost effective 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 and for their work with the pavement research branch of the Federal Highways Administration. Staff requested NCE provide a proposal for engineering services for the design of the FY 2025-26 Pavement Resurfacing Project (Attachment 2) and prepare the construction documents for the project under an Agreement for Consultant Services. Staff reviewed their proposal, and the City Manager recommends approval of Agreement for Consultant Services with NCE in the amount of $183,200 for the FY 2025-26 Pavement Resurfacing Project and approve a budget authority in the amount of $201,520 which includes 10% contingency.
ALTERNATIVE ACTION:
Council may choose not to authorize design of the FY 2025-26 Pavement Resurfacing Project.
However, this will result in continued deterioration of the City’s pavement network. Staff does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of these actions is consistent with the following Council adopted Goals:
• Improve and steward City Infrastructure, streets, and facilities: Approval of these actions will improve the City Street network.
FISCAL IMPACT:
The contract will be a total of $183,200 with a budget authority of $201,520, which includes a 10% contingency that could be used for additional design needs, such as field work. $2.2M of yearly funding was identified for the new 5-year Street Maintenance Program, including the NCE design work, with $1M allocated from SB1 funds, $650K from Measure W funds, and the remaining funds coming from the City’s heavy vehicle impact fees and pavement cut fees.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Pacifica City Council 3
August 12, 2024
Attachment 1- NCE Consultant Services Agreement- FY25-26 Pavement Project Signed by
NCE (PDF)
Attachment 2 - Street List for FY 2025-26 (PDF)
Pacifica City Council 4
August 12, 2024
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING
CONSULTANT SERVICES AGREEMENT BETWEEN THE CITY OF PACIFICA AND NCE FOR DESIGN AND ENGINEERING SERVICES IN THE AMOUNT OF $183,200 FOR THE FY 2025-26 PAVEMENT RESURFACING PROJECT; APPROVE BUDGET AUTHORITY IN THE AMOUNT OF $201,520 WHICH INCLUDES CONTINGENCIES IN AN AMOUNT NOT TO EXCEED 10% AND AUTHORIZE THE CITY MANAGER TO EXECUTE ALL
DOCUMENTS RELATED TO THE PROJECT
______________________________________________________
WHEREAS, the City desires to move forward with the design of the FY 2025- 26 Pavement Resurfacing Project using a portion of funds allocated to street maintenance; and
WHEREAS, the City evaluated NCE’s proposal, and is satisfied they can successfully complete the work and have been satisfied with their services on past City projects; THEREFORE, BE IT RESOLVED that the City Council of the City of Pacifica authorizes the City Manager to execute a Consultant Services Agreement with NCE for design and engineering services in the amount of $183,200 for the FY 2025-26 Pavement Resurfacing Project and approve a budget authority in the amount of $201,520 that includes a contingency of 10% and authorize the City Manager to execute all documents related to the project.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 12th day of August 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
______________________________________
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
________________________________ _______________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney