CITY COUNCIL STAFF REPORT
DATE: November 12, 2025 CONSENT CALENDAR
SUBJECT: APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH KIMLEY-HORN AND ASSOCIATES, INC., A NORTH CAROLINA
CORPORATION, FOR PROFESSIONAL ENGINEERING SERVICES IN
THE AMOUNT OF $309,976.92 FOR THE 2026 PAVEMENT
MANAGEMENT PLAN UPDATE, CITY PROJECT NO. 25-12
FROM: Scott C. Stiles, City Manager
BY: Engineering Services Department
SUMMARY:
Award of this Professional Services Agreement will allow the City to proceed with 2026 Pavement Management Plan Update, City Project No. 25-12 (“Project”).
RECOMMENDATION:
1) Approve a Professional Services Agreement with Kimley-Horn and Associates, Inc., a North Carolina Corporation (Kimley-Horn) in the amount of $309,976.92 for professional engineering services;
2) Authorize the City Manager or their designee to execute all necessary documents.
BUSINESS PRINCIPAL DISCLOSURE:
The Public Integrity Disclosure Form from Kimley-Horn is included as Attachment A.
BACKGROUND:
The City has approximately 245 miles (as measured by the centerline of street) of paved streets divided into 1,416 pavement management segments. Table 1, on the following page, breaks down the City’s roadways and groups them by classification:
City Council Staff Report
November 12, 2025 -- Page 2
Approve Agreement with Kimley-Horn for the 2026 Pavement Management Plan
Table 1
Classification Total
Sections
Total CL
Miles
Total Area
(SF)
% of
Network
Arterial 2 0.5 82,944 0.20%
Urban Principal Arterial 141 42.3 13,352,610 17.26%
Collector 198 44.6 9,990,438 18.20%
Residential/Local 1071 157.6 27,214,296 64.30%
Other 4 0.1 32,948 0.04%
Totals 1416 245.1 50,673,236 100.00%
The City relies on two industry acceptable methods to maintain our network of streets.
The first is the slurry seal program and the second is the pavement reconstruction program. The annual slurry seal program provides routine maintenance of City streets. A slurry seal, a mixture of sand and emulsified asphalt (oil) spread over the top of existing asphalt concrete, is the best way to maintain paved streets because the slurry seal rejuvenates the existing asphalt in the pavement and prevents further deterioration and aging. If applied every 5 to 7 years, the condition of the pavement is maintained.
However, a slurry seal is not appropriate for paved streets that have experienced more extensive deterioration, evident through extensive cracking, raveling, rutting, potholes and other damage to the pavement. On these streets, depending on the extent of the pavement damage, the surface of the pavement is ground down and a new layer of asphalt pavement is applied over the existing surface. In the worst condition, paved streets should be entirely removed and reconstructed.
The City determines which treatment method to apply based on the condition of the street per our Pavement Management Program (PMP). The PMP consists of a physical assessment of all streets in the right of way by evaluating the different types and percentages of pavement distresses. The assessment data is then input into the software which calculates the Pavement Condition Index (PCI) of the street segment. The PCI is an overall measure of the condition of the street surface based on a scale of zero (0 = Very Poor/ Failed) to one hundred (100 = Good). Table 2, on the following page, provides a brief description of the different distresses generally found in each PCI range.
Table 2
PCI Grade Condition Description
90-100 A Good Little or no distress.
70-89 B Satisfactory
Little or no distress, with the exception of utility patches in good condition, or minor to moderate hairline cracks; typically, lightly weathered.
50-69 C Fair Light to moderate weathering, light load-related base failure, moderate linear cracking.
City Council Staff Report
November 12, 2025 -- Page 3
Approve Agreement with Kimley-Horn for the 2026 Pavement Management Plan
PCI Grade Condition Description
25-49 D Poor Moderate to severe weathering, moderate levels of base failure, moderate to heavy linear cracking.
0-24 E Very Poor
Extensive weathering, moderate/heavy base failure,
failed patches, extensive network of moderate/heavy
linear cracking.
Typical pavement failures are identified and shown on Figure 1 below.
Alligator Cracking Block Cracking
Weathering Distortions
Patching and Utility Cuts Rutting and Depressions
City Council Staff Report
November 12, 2025 -- Page 4
Approve Agreement with Kimley-Horn for the 2026 Pavement Management Plan
Raveling Longitudinal and Transverse Cracking
Figure 1
In 2008, the City completed and published the Pavement Management System – a Comprehensive Report on the Current Condition of City Streets. The overall Citywide PCI score at the time was 73.
In 2014, 2018, and 2022, the City commissioned an update to the Citywide Pavement Management Program to reevaluate the condition of all City streets. All three reports were prepared by Harris & Associates (Harris). Currently, the overall Citywide PCI score is 66.
The City has continued to maintain and rehabilitate its street network based on the recommendations provided in each PMP report. Though the Citywide PCI score has reduced from 73 to 66, this is due to the City focusing mainly on residential streets and not Arterials. Based on how the Citywide PCI is weighted, Arterial streets have a significant impact to this weighted score. Since the latest PMP update, the City has allocated at least 30% of pavement funds to addressing Arterial Streets.
STAFF ANALYSIS:
Since 2023, there have been significant utility repairs throughout the City, such as water lines and fiber optic lines, which has caused the PCI of affected streets to degrade faster than anticipated. In addition, the City is now approaching the recommended three- to five- year interval for updating the Pavement Management Plan to ensure it reflects the most current field conditions.
On September 4, 2025, the City issued Request for Proposals (RFP) 25-12 to invite consultants to provide proposals for the 2026 Pavement Management Plan Update. The RFP was published and made available through PlanetBids™.
On September 25, 2025, the City received proposals from three (3) qualified firms shown in Table 1 below. An evaluation committee made up of City staff evaluated the proposals based on their experience, quality of staff, understanding of the work to be done, and demonstrated technical ability to meet the needs of the project. Through this process, the Evaluation Committee selected Kimley-Horn as the most qualified consultant.
City Council Staff Report
November 12, 2025 -- Page 5
Approve Agreement with Kimley-Horn for the 2026 Pavement Management Plan
Table 1
Company Location Budget
Kimley-Horn and Associates, Inc. Palm Desert, CA $309,976.92 Roadway Asset Services, LLC Austin, Texas $415,129.00
NCE Anaheim, CA $422,072.00
Staff recommends the City Council approve a Professional Services Agreement with Kimley-Horn in an amount not to exceed $309,976.92. A copy of the agreement that incorporates the City’s RFP 25-12 and Kimley-Horn ‘s proposal is included as Attachment B.
ENVIRONMENTAL ASSESSMENT:
In accordance with the California Environmental Quality Act (“CEQA”) Guidelines Section 15301 “Existing Facilities”, Class 1 projects consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical equipment, or topographical features involving negligible or no expansion of existing or former use. Therefore, Staff has determined that the Project is considered categorically exempt from CEQA.
ALIGNMENT WITH STRATEGIC PLANNING:
This Project aligns with City Council’s Strategic Plan Broad Goal of Infrastructure and Facilities.
FISCAL IMPACT:
Project costs will be funded through a combination of Measure A and Gas Tax funds.
Sufficient funds have been budgeted to cover the cost of this Project.
REVIEWED BY:
Department Director: Joel Montalvo
Assistant City Manager: Flinn Fagg
City Manager: Scott Stiles
ATTACHMENTS:
A. Public Integrity Disclosure Form
B. Professional Services Agreement