City Council Memorandum
____________________________________
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: AUGUST 11, 2026 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
TO: HONORABLE MAYOR AND CITY COUNCIL
SUBJECT: MEASURE Z – PROFESSIONAL CONSULTANT SERVICES AGREEMENT FOR REQUEST FOR PROPOSALS NO. 2537 FOR PAVEMENT MANAGEMENT PROGRAM ANNUAL SERVICES, WITH APPLIED RESEARCH ASSOCIATES, INC. OF VENTURA, CALIFORNIA, FOR A THREE (3) YEAR TERM ENDING JUNE 30, 2029, IN THE AMOUNT OF $431,454 ISSUE:
Consider approving a Professional Consultant Services Agreement for Request for Proposals No. 2537 for Pavement Management Program Annual Services, with Applied Research Associates, Inc. of Ventura, California, for a three (3) year term ending June 30, 2029, in the amount of $431,454.
RECOMMENDATIONS:
That the City Council:
Approve a Professional Consultant Services Agreement for Request for Proposals No. 2537 for Pavement Management Program Annual Services, with Applied Research Associates, Inc. of Ventura, California, for a three (3) year term ending June 30, 2029, in the amount of $431,454; and Authorize the City Manager, or designee, to execute the Agreement with Applied Research Associates, Inc. including making minor and non-substantive changes, including term extensions up to two (2) one-year terms, subject to the availability of budgeted funds.
BACKGROUND:
On December 20, 2016, the City Council approved a Professional Consultant Services Agreement with Infrastructure Management Services (IMS) to transform the City’s Pavement Management Program (PMP). Under this agreement, IMS evaluated the entire City street network utilizing state of the art pavement analysis equipment; assisted the Public Works Department with determining maintenance and rehabilitation strategies; provided budgetary recommendations for maintaining the City’s overall Pavement Condition Index (PCI) at various funding levels; and integrated the City’s GIS system with the collected PMP data utilizing a new pavement management software called Lucity.
On October 6, 2020, the City Council approved a second Professional Consultant Services Agreement with IMS to provide additional annual pavement management services for a five (5) year term. Under this agreement, IMS provided partial network surveys annually on a systematic basis, establishing survey cycles for the City’s various roadway classifications. IMS continued to provide pavement treatment and budget strategy recommendations annually.
DISCUSSION:
Continued assessment of the City’s pavement inventory is an important part of preparing the City’s Pavement Management Program that helps Public Works maximize available funding for pavement maintenance.
On February 18, 2026, the City’s Purchasing Division (Purchasing) issued Request for Proposals (RFP) No. 2537 on PlanetBids seeking prospective proposers as summarized in Table 1, to provide the following pavement management services under a three (3) year agreement:
Year 1 Only
Perform roadway analysis for the entire City street network to establish a new baseline for the City’s overall pavement health by completing the following field work:
Pavement distress data will be collected utilizing vehicles equipped with 3D Laser Crack Measurement Systems (LCMS).
Determining the International Roughness Index (IRI) which measures the cumulative vertical movement of a vehicle over a given distance that determines how well the road functions for daily traffic.
Falling Weight Deflectometer (FWD) testing will measure the pavement's physical strength. These tests determine the subsurface health by recording how much the pavement deflects under loading, thus revealing the condition of the road base, subgrade, and underlying layers.
Furnish and convert the City’s pavement management system to the StreetSaver software from the existing Lucity software, including data migration and integration. StreetSaver was developed by the Metropolitan Transportation Commission and is the most widely utilized pavement management software on the West Coast.
Review and audit the City’s roadway network inventory database for accuracy including GIS linkage, functional class, surface type, length, width, and number of lanes.
Years 1 through 3
Review and update the City’s maintenance and rehabilitation history.
Review existing preferred pavement treatment strategies and provide recommendations.
Evaluate various budget and target-driven scenarios and their associated impacts on the City’s pavement network. Budgets and PCI calculations shall be provided based on estimated future revenues and historical data trends, to maintain the current network PCI and to improve the network PCI in increments of 2 PCI points up to a PCI of 70.
Year 3 Only
Review and evaluate the City’s systematic partial network survey cycle strategy for the subsequent years following the completion of this 3-year agreement.
Table 1. Solicitation Notification Summary.
Action
Number of Vendors
External Vendors Notified
0 City of Riverside Vendors Notified
956
Vendors who downloaded the RFP
42 Proposals received
6 A total of 30 questions were received from prospective proposers, resulting in the issuance of two addenda. RFP No. 2537 closed on March 25, 2026, and the City received six proposals. All responses were found to be responsive and responsible.
Under the guidance of Purchasing, three (3) Public Works staff reviewed and scored the proposals. Following one round of evaluations, Applied Research Associates, Inc. ranked No. 1. The evaluation criteria, total points and rankings for each evaluation round are summarized in Tables 2 and 3.
Table 2. Round 1 – Evaluation Criteria
Evaluation Criteria
Total Points
Qualifications and Experience
30%
Approach and Methodology
30%
Professional References
15%
Pricing
25%
Table 3. Round 1 – Evaluation Results
Vendor
Location
Proposed Cost
Evaluation Scores
Rank
Applied Research Associates, Inc.
Ventura, CA
$431,454.00
907.50
1 Roadway Asset Services, LLC
Austin, TX
$505,323.00
868.45
2 Infrastructure Management Services
Largo, FL
$441,760.00
831.67
3 Nichols Consulting Engineers
Anaheim, CA
$734,042.00
781.94
4 Quality Engineering Solutions, Inc.
Glendale, CA
$445,000.00
742.39
5 Terracon Consultants, Inc.
Colton, CA
$556,827.00
718.71
6 Following the evaluation, Applied Research Associates, Inc. was selected as the most qualified company to perform the requirements of the RFP.
This action is pursuant to Purchasing Resolution 24101, Section 508 which states, “Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder, except that…(c) Contracts procured through Formal Procurement for Services or Professional Services, where a Request for Proposals or Request for Qualifications was used to solicit Bids, shall be awarded by the Awarding Entity in accordance with the evaluation criteria set forth in the Request for Proposals or Request for Qualifications.” The Purchasing Manager concurs that the recommended action is compliant with Purchasing Resolution 24101.
FISCAL IMPACT:
The total fiscal impact of the action in this report is $474,599 over a 3-year term, including a 10% change order authority of $43,145. The estimated cost including the Professional Consultant Services Agreement (Agreement), City engineering, and contingencies is itemized in Table 4. Sufficient funds are budgeted and available in the Measure Z Capital Fund, Pavement Rehabilitation & Improvements Project account number 9902709-470734 to award the Agreement and complete the services.
Table 4. Project Costs
Task
Amount
Public Works Engineering Staff (In House)
$75,401
Agreement (Applied Research Associates, Inc.)
$431,454
Contingencies
$43,145
Total
$550,000
Prepared by: Edward Lara, Engineering Manager
Approved by: Nathan Mustafa, Public Works Director
Certified as to
availability of funds: Julie Nemes, Finance Director
Approved by: Kris Martinez, Assistant City Manager Approved as to form: James Johnson, City Attorney
Attachments:
Award Recommendation
Professional Consultant Services Agreement
Pavement Management Program Annual Servicesh Page 5