Administrative
Report
H.8., File # 23-7327 Meeting Date: 12/19/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN AMENDMENT TO THE AGREEMENT WITH NICHOLS CONSULTING ENGINEERS, CHTD TO INCREASE THE NOT TO EXCEED AMOUNT BY $319,750, FOR A NEW TOTAL NOT TO EXCEED AMOUNT OF $553,750, TO PREPARE PLANS, SPECIFICATIONS, AND ESTIMATES FOR THE
RESIDENTIAL STREET REHABILITATION PROJECT
EXECUTIVE SUMMARY
On April 18, 2023, the City Council approved a consulting services contract with Nichols Consulting Engineers, CHTD (NCE) to perform the pavement survey of all the streets citywide and prepare a pavement management report at a cost of $234,000. This First Amendment to the consulting services contract increases the contract amount by $319,750 to provide design services for the current Residential Street Rehabilitation Project. Street segments for the Project have already been selected and approved by the City Council. NCE is also engaged to complete the pavement management study that will provide the basis for streets to be rehabilitated in the next three-year cycle. Staff will present the study report in early 2024, following completion of the analysis by NCE.
The amendment is intended to expedite the street site evaluations and construction document preparation for the upcoming Residential Street Rehabilitation Project.
BACKGROUND
A pavement network survey is an objective way to classify the pavement condition of individual street segments within a municipality’s street network. The necessary information is collected by specialized equipment as part of a system-wide survey. The City is required to conduct the survey every three years in order to meet the reporting requirements of GASB 34 and to qualify for use of Proposition C and Measure R Local Return funding for City streets.
In April 2023, the City Council approved a contract with NCE to survey the pavement of all streets and alleyways, citywide, and prepare a pavement management report at a cost of $234,000. The results of the survey will be used to update the City’s established pavement management system database and will serve as a technical guide for future roadway maintenance for streets for the next three-year rehabilitation cycle. The draft report has been received by City staff and comments have been provided to NCE. The final report is anticipated in early 2024.
On September 15, 2020, the City Council identified the streets to include in the Residential Street Rehabilitation Program for the 2021-23 period. Streets included in the first project phase have been constructed and were accepted as complete on October 17, 2023. Staff is now proceeding with design of the remaining selected street segments, and will incorporate those streets into the upcoming Project phase(s). These will be designed under the same consulting services contract, but
H.8., File # 23-7327 Meeting Date: 12/19/2023
upcoming Project phase(s). These will be designed under the same consulting services contract, but prepared as two separate construction bid packages. That way, they can be awarded separately, if funding is insufficient to bid and award them together.
The proposed amendment to the consulting services contract between the City and NCE would increase the amount of the contract by $319,750 for design services to prepare the construction documents for the remaining 2021-23 street segments. Approval will allow expedited development of design and construction documents for the next phase of the Residential Rehabilitation Program.
NCE estimates a first draft of plans and specs will be ready for review approximately 5 months after approval of the amendment. NCE has performed their current work well, is familiar with the City’s pavement infrastructure, and offers the design services needed to prepare the construction documents.
COORDINATION
The City Attorney’s Office approved this First Amendment as to form.
FISCAL IMPACT
Funding for the amendment to the Agreement with NCE is available in the Residential Street Rehabilitation Project Account.
Funding: Expenditures:
Residential St Rehab
FY 2023-24 Budget $ 319,750 NCE - Amendment #1 $ 319,750 TOTAL $ 319,750 TOTAL $ 319,750
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - First Amendment to Agreement with NCE Consulting · Agmt - NCE Consulting Services Contract, April 18, 2023 · Map - Streets to be Designed