DATE: AUGUST 6, 2024
DEPARTMENT: public Works Department
FROM: david jacobs, p.e., public works director
by: Phavana Aramkul, junior engineer
TITLE: amendment no. 1 to the Master Services Agreement WITH PAVEMENT engineering inc.
RECOMMENDED MOTION:
A motion to approve a resolution authorizing the City Manager to execute Amendment No. 1 with Pavement Engineering Inc. (PEI) for on-call pavement management and support services to increase the compensation by $100,000, for a revised not to exceed amount of $300,530 and extend the term through August 18, 2025.
EXECUTIVE SUMMARY:
In 2020 following a request for proposal (RFP) process the City selected PEI to provide On-Call Pavement Management, and Analysis Services and General Support Services. The contract is set to expire on August 19, 2024. City and consultant have agreed to continue services for an additional year, as allowed by the terms of the agreement, with a not to exceed contract increase of $100,000.
Staff recommends that council approves For long and/or complex staff report, an Executive Summary right after the Recommendation would be useful to highlight the key issues and provide a quick overview. The Executive Summary should provide sufficient information to determine the “what”, “why”, and the action for the item. Short paragraph (3-4 sentences) BACKGROUND:
The City currently maintains approximately 292 miles of roadway pavement with a current overall average pavement condition index of 53.
In May 2020 the City of Salinas engaged in a request for Proposal (RFP) process for a citywide comprehensive pavement condition assessment and analysis and subsequent evaluation of pavement conditions analysis for on-call services for pavement analysis and treatment recommendations, specialized inspection and construction sampling, and testing services to support the City’s efforts with pavement rehabilitation and preventative maintenance.
On August 19, 2020, the City and Consultant entered into a four-year master agreement for on-call pavement management and analysis services, construction inspection, material sampling and testing with PEI in the amount of $200,530 with an agreement expiration date of August 19, 2024 (Resolution No. 21932).
The City and Consultant desire to amend the Agreement, see Attachment No. 1, to extend the terms of this Master Services Agreement to provide the required pavement management support for an additional year on a time and material basis per the updated fee schedule, Exhibit B. Staff recommends a not to exceed contract increase amount of $100,000. This will allow additional time for staff to adequately research, advertise, evaluate new proposals, and select a consultant for the City’s Pavement Management for the next 4-year cycle.On May 7, 2024, the city accepted the findings on the 2023 Pavement management program update and approved the pavement management street selection policy. On June 25, 2024, council approved the 2023 Pavement Management Program Update, and 5-year Pavement Preservation Street List base on an annual six-million budget.
This paragraph should summarize events culminating in presentation of the report to the City Council. If Council has considered the issue in the past, it is helpful to include the date, action(s) taken, and sets forth the facts. It should also be stated whether a commission or advisory board has reviewed this report and its recommendation.
Agenda items which request that Council approve a specific agreement or other document, should include a discussion of the terms of the document, i.e. parties involved, summary of document, timing, location and cost.
CEQA CONSIDERATION:
For “not a project” or “exempt” projects, the staff reports should use the following template language:
Not a Project. The City of Salinas has determined that the proposed streets list is not a project as defined by the California Environmental Quality Act (CEQA Guidelines Section 15378). In addition, CEQA Guidelines Section 15061 includes the general rule that CEQA applies only to activities which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Because the proposed action and this matter have no potential to cause any effect on the environment, or because it falls within a category of activities excluded as projects pursuant to CEQA Guidelines section 15378, this matter is not a project. Because the matter does not cause a direct or foreseeable indirect physical change on or in the environment, this matter is not a project. Any subsequent discretionary projects resulting from this action will be assessed for CEQA applicability.
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378). In addition, CEQA Guidelines Section 15061 includes the general rule that CEQA applies only to activities which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Because the proposed action and this matter have no potential to cause any effect on the environment, or because it falls within a category of activities excluded as projects pursuant to CEQA Guidelines section 15378, this matter is not a project. Because the matter does not cause a direct or foreseeable indirect physical change on or in the environment, this matter is not a project. Any subsequent discretionary projects resulting from this action will be assessed for CEQA applicability.
Statutory Exemptions. This City of Salinas has determined that the project is exempt from the California Environmental Quality Act (CEQA) Guidelines (Section____, Class_____) because the project proposes... [ensure all the criteria of the claimed exemption are discussed. Also consider whether the statutory exemption contains any potential exceptions and discuss whether they apply if there are any.] Categorical Exemptions. The City of Salinas has determined that the project is exempt from the California Environmental Quality Act (CEQA) Guidelines (Section_____, Class_____) because the project proposes... [ensure all the criteria of the claimed exemption are discussed.] Furthermore, the project does not qualify for any of the exceptions to the categorical exemptions found at CEQA Guidelines Section 15300.2. Explain why.
If a Resolution is a part of the City Council action, the Resolution should include the same language in one of the recitals (Whereas provision).
STRATEGIC PLAN INITIATIVE:
This program continues with the City’s Infrastructure and Environmental Sustainability goals by improving the condition of local streets.
This section should explain how the agenda item relates to the City Council’s Vision and Strategic Goals. Feel free to select more than one goal and briefly describe how the agenda item meets the selected goal(s). The Strategic Plan can be viewed here [link].
DEPARTMENTAL COORDINATION:
The CIP staff manage the contract and the StreetSaver pavement management software and coordinate pavement improvements with city maintenance staff, traffic and transportation staff and the Finance Department. with This section should describe the roles played by other City Departments in the development and/or creation of the project or activity under consideration. Examples would include ongoing partnerships, consultation to ensure strategic alignment of efforts, exploration of methods to increase interdepartmental efficiencies, contributions of staff time or resources to the project, or any other activity taken by other City Departments that contributed towards the final development of the item.
FISCAL AND SUSTAINABILITY IMPACT:
Funding is available and appropriated in 5800.50.9981 (Street Preventative Maintenance Program CIP).
Explain in narrative form, the impact on the General Fund, if any, and impact on other funds, if any. Include name and number of program or Capital Improvement Project (CIP). Include any recommended action pertaining to transfer of monies from one account to another. New appropriations of budget amounts should include the new revenue source, estimated revenues, or matching funds. Appropriation of expenditures should include account and amount. Budget, financial impacts and funding methods should be stated in this section. Additionally, pursuant to the Long-Term Fiscal and Sustainability Impact policy adopted January 8, 2019, for impacts greater than $100,000 for one fiscal year and that continue for more than 3 years, a table showing the impact over a 10-year period should be added. Refer to “Preparing Fiscal Impact Statement” for additional instructions.
ATTACHMENTS:
Resolution:
Amendment No. 1
Extension Request Agreement
Exhibit B
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