Administrative
Report
H.9., File # 23-5716 Meeting Date: 4/18/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN AGREEMENT WITH NICHOLS CONSULTING ENGINEERS, CHTD TO EVALUATE THE CITY’S STREET NETWORK, UPDATE THE PAVEMENT CONDITION INDEX FOR EACH STREET IN THE CITY’S PAVEMENT MANAGEMENT SYSTEM, AND PROVIDE A THREE-YEAR
RESIDENTIAL STREET REHABILITAITON WORK PLAN FOR AN AMOUNT NOT-TO-EXCEED $243,000 FOR THE TERM APRIL 18, 2023 TO JUNE 30, 2026
EXECUTIVE SUMMARY
Every three years, the City hires a professional services consultant to survey the condition of its roadway pavement and prepare a report that helps prioritize future street rehabilitation projects in order to meet the reporting requirements of GASB 34. The report is also used to qualify for use of Proposition C, Measure M, and Measure R Local Return funding on City streets. After an extensive request for proposal (RFP) process, Nichols Consulting Engineers, CHTD (NCE) was selected to work with the City in 2017 to survey the streets and identify the City’s ten-year goals for its citywide roadway network. Due to NCE’s extensive knowledge of the City’s streets, the firm was selected in 2020 to perform the survey update and provide a three-year work plan for the Residential Street Rehabilitation and Slurry Seal Programs which are currently being implemented.
It is time again to update the City’s Pavement Management System. In order to maintain survey/data continuity and help ensure the City’s ongoing compliance with funding requirements, NCE is recommended to complete the 2023 pavement condition update for the City’s street and alleyway network. Additionally, NCE will use the survey information to provide a recommended work plan for the next three annual cycles of the Residential Street Rehabilitation and Slurry Seal Programs as well as funded improvements to City alleys.
BACKGROUND
A pavement network survey is an objective way to classify the pavement condition of individual street segments within a municipality’s street network. Information is collected by specialized equipment as part of a system-wide survey. The City is required to conduct a pavement condition survey every three years in order to meet the reporting requirements of GASB 34 and to qualify for use of Proposition C, Measure M and Measure R Local Return funding on City streets. The City is required to conduct its next survey of the pavement condition of the street network by June 30, 2023 to ensure the City meets these requirements.
The proposed Agreement with NCE includes completion of the citywide survey of all of the City’s streets and alleys, preparation of a pavement management report, and the provision of a work plan
H.9., File # 23-5716 Meeting Date: 4/18/2023
streets and alleys, preparation of a pavement management report, and the provision of a work plan that will inform priorities for the upcoming residential street rehabilitation projects for the Capital Improvement Program (CIP).
While only the survey of the streets citywide is required to meet funding requirements, this Agreement includes additional tasks to help inform and expedite future projects. For instance, the City Council has identified monies in the CIP to be dedicated to alleyways under a pavement condition index (PCI) of 25, therefore the 2023 survey will include alleyways as well. Information on City assets, street signs and curb ramps will also be gathered concurrently with evaluation of the streets, as these are items are typically required to be included in street construction projects. The work plan groups streets by neighborhood to identify the suggested streets for the upcoming Residential Street Rehabilitation Projects and Slurry Seal Projects and will also incorporate additional information, such as upcoming known utility projects and identified arterial or collector rehabilitation projects. The work plan is intended to expedite the street evaluation and construction document preparation portion of the next cycles of the Residential Street Rehabilitation Project and the Slurry Seal Projects. Additionally, the Agreement provides technical support to City staff for the pavement management software through June 30, 2026.
NCE met all of the service expectations and requirements in the previous contracts with the City and continues to be well respected in the engineering field. The recommended Agreement, for the 2023 survey and additional work, is for an amount not-to-exceed $243,000, and provides services through June 30, 2026. Staff anticipates funding the Agreement from the available CIP budget for the Slurry Seal and Residential Street Rehabilitation Programs.
COORDINATION
The City Attorney’s Office approved the Agreement as to form.
FISCAL IMPACT
Funding for the Agreement for Consulting Services with NCE is available in the CIP Budget for the Slurry Seal and Residential Street Rehabilitation Programs.
Funding: Expenditures:
Slurry Seal CIP #41140 $ 10,000
Res. St. Rehab #40190 $233,000 NCE Agreement $ 243,000
TOTAL $243,000 TOTAL $ 243,000
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Consulting Services Agreement, Nichols Consulting Engineers CHTD