TO:
VIA:
FROM:
DATE:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES AND INFRASTRUCTURE NOVEMBER 21, 2023
SUBJECT: AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH BUCKNAM INFRASTRUCTURE GROUP INC., FOR THE PAVEMENT
MANAGEMENT PLAN REPORT
FISCAL
IMPACT: EXPENSE: $ 24,977.00 AMENDMENT AMOUNT
AVAILABLE BUDGET: $ 165,210.00 FISCAL YEAR 2023-24 CIP BUDGET (109800-6850, JL 24104-6740)
SUMMARY:
On September 11, 2023, the City entered into an agreement with Bucknam Infrastructure Group, Inc. ("Bucknam") to conduct the physical inspection of all the City's streets and prepare the City's biennial 2024 Pavement Management Plan (PMP) and report. Residential streets and arterial streets were last inspected in 2022. The report will summarize the current condition of the City's roadway network, quantify in today's dollars the City's maintenance backlog amount, provide several potential funding scenarios to maintain or improve the overall pavement condition, and serve as a tool to assist the City with planning and budgeting for current and future needed pavement repairs and maintenance.
In addition to the PMP, the City needs to conduct an inventory of all of its street name signs to be replaced as part of the Citywide Wayfinding Signage Program. Bucknam provided a proposal to the City in the amount of $24,977 to survey, inventory, and integrate the data into the City's Geographical Information Systems (GIS). The agreement with Bucknam to complete the PMP was approved by the City Administrator as it was within his administrative approval limit; however, the cost of the added work exceeds his approval limit and is presented to the City Council for its consideration and approval. If approved, Bucknam will conduct the sign inventory at the same time they are driving and inspecting every City street as part of the PMP update.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 1 to the Professional Services Agreement with Bucknam Infrastructure Group for an additional $24,977 to provide additional professional services for a street name sign inventory for a cumulative contract not -to -exceed amount of $64,742; and
1.h.
Nov 21, 2023
City Council Agenda
November 21, 2023
2. Authorize the City Administrator to approve contract change orders up to 10% of the contract not -to -exceed amount, or $6,474; and
3. Authorize the City Administrator and/or his designee to execute the necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This Council action conforms to Strategic Planning Goal and Objective 5.8 to implement the Pavement Management Plan and 6.2 to install Citywide wayfinding signage.
DISCUSSION:
On September 11, 2023, the City entered into an agreement with Bucknam Infrastructure Group, Inc. ("Bucknam") in the amount of $39,765 to conduct a physical inspection of all City streets and prepare the City's biennial 2024 Pavement Management Plan (PMP) and report. Residential streets and arterial streets were last inspected in 2022. The report will summarize the current condition of the City's roadway network, quantify in today's dollars the City's maintenance backlog amount, analyze several potential funding scenarios to maintain or improve the City's pavement condition index, and serve as a tool to assist the City with planning and budgeting for current and future needed pavement repairs and maintenance.
In addition to the PMP, the City needs to inventory all of its street name signs with the goal of eventually replacing all street name signs as part of the Citywide Wayfinding Signage Program.
Bucknam provided a proposal to the City in the amount of $24,977 to survey, inventory, and integrate the data into the City's Geographical Information Systems (GIS). Wayfinding signage at key locations throughout a community helps to create unique community branding when announcing a motorist's or pedestrian's arrival at key destinations. Effective community wayfinding signage is a key component to economic development efforts and placemaking and conveys a higher degree of a community's sophistication and investment in its local infrastructure.
Bucknam worked with OCTA in the development of the Countywide Pavement Management Program in 2008 and has met the OCTA's pre -qualified pavement inspection requirements.
Currently, Bucknam is pre -qualified with OCTA through June 30, 2025, and is uniquely qualified to provide relevant and accurate PMP services based upon their ongoing work with OCTA and 21 Orange County cities including Orange, Santa Ana, Huntington Beach, Fullerton, Brea, La Habra, Fountain Valley, and Tustin. In addition, Bucknam prepared the City's 2022 PMP update and during this process provided outstanding service and did a comprehensive analysis of the City's PMP. Collection of right-of-way inventory data such as street name signs and other infrastructure is commonly performed as part of a biennial PMP as the consultant will already be driving every street in the City as part of the pavement inspection process. Staff recommends approval of this amendment based upon the consultant's experience and advanced data collection capabilities.
Staff is recommending amending the existing agreement with Bucknam for an additional amount of $24,977 to complete a citywide inventory of street name signs in preparation for the upcoming wayfinding signage project, which will replace all street name signs with the City Council approved design.
City Council Agenda
November 21, 2023
FISCAL IMPACT:
The recommended action will approve an amendment to the Professional Services Agreement with Bucknam for an additional $24,977 for a cumulative not -to -exceed amount of $64,742. The initial agreement was approved by the City Administrator under his administrative approval authority. Sufficient funds are budgeted and available in the amended Fiscal Year 2023-24 Capital Improvement Program Budget to cover this expense. As such, sufficient funds exist for the recommended actions.
Prepared by: Reviewed and approved:
Chris Tanio Jennifer L'ampman
Deputy Director of Public Works/City Engineer Director of Finance Review
and approved:
Luis Estevez
Deputy City Administrator
Reviewed and approved:
DamienRrrula-
City Administrator
Attachment:
Amendment No. 1 to Professional Services Agreement with Bucknam Infrastructure Group