DATE: AUGUST 26, 2025
DEPARTMENT: PUBLIC WORKS DEPARTMENT
FROM: DAVID JACOBS, P.E., L.S, PUBLIC WORKS DIRECTOR
BY: PHAVANA ARAKMUL, JUNIOR ENGINEER
ADRIANA ROBLES, PE, CRM, CITY ENGINEER
TITLE: PROFESSIONAL SERVICE AGREEMENT FOR ON-CALL PAVEMENT MANAGEMENT AND ANALYSIS RECOMMENDED MOTION:
It is recommended that the City Council approve a resolution delegating authority to the City Manager to execute the Professional Services Agreement and take additional action necessary to implement the agreement with Pavement Engineering Inc. for On-Call Pavement Management and Analysis from August 26, 2025 to August 25, 2029 in an amount not to exceed $1,000,000.
EXECUTIVE SUMMARY:
Pavement management is the process of planning the maintenance and repair of a network of streets/roadways to improve pavement conditions over the entire network. It includes the many aspects and tasks needed to maintain a quality pavement inventory, including maintaining pavement inspection database, and ensuring that the overall condition of the road network can be sustained at desired quality levels. A Pavement Management Program (“PMP”) is a planning tool used to help guide pavement management decisions to improve pavement conditions over the entire network while satisfying state and federal funding reporting requirements for roadway improvements. The City of Salinas uses MTC StreetSaver PMP to manage the pavement conditions reporting. In May 2025, staff released a request for qualifications (“RFQ”) to solicit the services of a pavement management firm. Pavement Engineering Inc and Applied Research Associates, Inc responded to the RFQ.
BACKGROUND:
On January 24, 2017, City Council approved an agreement with the Metropolitan Transportation Commission to develop a computer-based pavement management systems, whereby a third party, Adhara Systems Inc, performed a field survey and evaluated and performed the analysis of the pavement condition. In November 2017, Adhara Systems’ analysis reported an overall pavement condition index (“PCI”) of 54.
On August 18, 2020, City Council approved an agreement with Pavement Engineering Inc., (“PEI”) to perform a field survey and evaluation and analysis of the pavement condition. On March 16, 2021, City Council received a report from PEI on the pavement condition. The PCI rating at that time was 55. On May 7, 2024, City Council received the 2023 Pavement Management Program. The PCI rating at that time was 53.
To meet state and federal funding reporting requirements, the City is required to update the PMP database based on the following schedule:
• Review and update pavement information for all roads every two (2) years; • Inspect arterials and collectors every three (3) years; and • Inspect residential and local/rural roads every six (6) years.
Following solicitation request, two (2) proposals were received on July 21, 2025. An evaluation committee consisting of Public Works staff reviewed each proposal and ranked them based on the criteria outlined in the RFQ. PEI was selected as the top-ranking consultant based on a rating system described in the RFQ.
Under the terms of the Professional Service Agreement, the consultant will be under this agreement for 4 years and have agreed to the compensation on a project-by-project basis, with each project subject to review and approval by the City Manager or Public Works Director.
Part of the documents requested by the City in the RFQ was a proposal to inspect and rate the City‘s Roadways, perform GIS updates, work with City staff on an updated decision tree for the StreetSaver software, perform a budget analysis and report to City Council with presentation of the overall condition of the street and estimate annual budget needs for preventative maintenance of streets, provide on call software and technical support, pavement analysis and treatment recommendations, and perform the three additional years of a rotational PMS update, survey and software input. PEI will collect data of the street based on a visual evaluation and the computer will model the degradation of roads.
CEQA CONSIDERATION:
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.
CALIFORNIA GOVERNMENT CODE §84308 APPLIES:
No, this contract does apply to Government Code §84308/Levine Act as the contract was the subject of a competitive process.
STRATEGIC PLAN INITIATIVE:
This item relates to the Strategic Plan of Infrastructure by analyzing the pavement condition of the City’s streets through proactive and creative maintenance and strategic infrastructure investments.
DEPARTMENTAL COORDINATION:
Coordination with the Legal and Finance departments is required for full execution of this agreement.
FISCAL AND SUSTAINABILITY IMPACT:
Fund
CIP (5800)
Appropriation
Appropriation Name
Total Appropriation
Amount for recommendation
FY 25-26 CIP Budget Page
Last Budget Action (Date, Resolution) *
1100, 1200, 2401, 2510, 2511, 5201, 5202
9981
50.9981-63.6010
Outside Services Other Outside Services
$10,436,186.38
$1,000,000
71 6/17/25, 23269
* The FY 2025-26 CIP Budget was adopted on June 17, 2025.
ATTACHMENTS:
Resolution
Professional Service Agreement
Proposal Fee Schedule
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