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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: May 15, 2024
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager;
Lynn Merrill, Director of Public Works, Operations, and Maintenance
Department: Public Works
Subject: Award of Professional Services Agreement for
Pavement Management Program and Asset Inventory
(All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve the award of an Agreement with Nicols Consulting Engineers in the amount of $820,300 for Pavement Management Program and Asset Inventory (Project); and
2. Authorize the project contingencies and staff time in the total amount of $123,045 for completion of the Project; and
3. Authorize the City Manager or designee to execute all documents with Nicols Consulting Engineers; and
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Executive Summary:
Awarding the Agreement for Pavement Management Program and Asset Inventory (Project) would allow the completion of a pavement condition report, development of a pavement rehabilitation program, and take inventory of various items such as sidewalks, signs, and curb ramps. The Agreement would allow the City to issue Nicols Consulting Engineers (NCE) a Notice to Proceed. The agreement will include NCE’s professional services fee of $820,300. Additional funds are recommended for contingencies and staff time in the amount of $123,045. The total cost for the professional services, including contingencies/staff time is $943,345. 2 0
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Background
The City of San Bernardino covers an area of approximately 62.24 square miles. This area includes approximately 655 centerline miles of paved surfaces. State Highway 18 (Waterman Avenue North of 210 freeway) and State Route 66 (5th Street/Foothill Boulevard west of the 215 freeway) are maintained by Caltrans District 8 and will not be a part of the City’s Pavement Management Program.
The Project would include a thorough assessment of City street conditions, leading to the completion of a pavement condition report, pavement management rehabilitation program, and pavement management program update. An inventory of sidewalks, traffic signs, curb ramps, pavement traffic markings, and curb markings will also be completed.
The pavement management rehabilitation program will be prepared to include a seven- year period, with each fiscal year of street and alley projects. Estimated available revenues for pavements over the seven-year period and trends will also be included in the program.
An updated geographic information system (GIS) database will also be created. City staff will be trained in the use and maintenance of GIS software and data as needed.
Discussion
On February 5, 2024, City staff requested proposals for professional services to complete the Project. Staff received proposals from the following firms. •Bucknam Infrastructure Group
•Infrastructure Management Services
•Nichols Consulting Engineers
During the review of the technical proposals, staff evaluated each firm’s capability to complete the following tasks:
•Project Coordination
•Inspection, Surveys, and Related Services
•Quality Control
•Data Entry
•Pavement Condition Report
•Pavement Management Rehabilitation Program
•Pavement Management Rehabilitation Program Update
•Asset Inventory
Nichols Consulting Engineers was considered the most qualified based on their well- prepared proposal, excellent examples of similar projects, scheduling of the project, their detailed approach to the project, and their proposed staff experience.
Nichols Consulting Engineers employs a multifaceted approach to pavement management, which begins with comprehensive data collection covering various types 2 0
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of pavements, including alleys, trails, and parking lots. Utilizing both manual walking surveys adhering to industry-standard protocols like the American Society for Testing and Materials (ASTM) and automated equipment, they meticulously assess pavement distress, roughness, and structural strength, ensuring a thorough evaluation of our entire network.
One significant advantage of NCE's approach is the utilization of specialized automated equipment, which not only enhances efficiency but also significantly expands the coverage area. Unlike traditional walking surveys that only sample a fraction of the network, this automated method allows for the assessment of nearly the entire network, thereby providing a more comprehensive understanding of pavement conditions.
NCE goes beyond pavement assessment by incorporating the inventorying of roadside assets such as traffic signs, curb ramps, pavement striping, and sidewalks into the same mobilization effort. This integrated approach streamlines data collection processes and ensures a holistic understanding of our infrastructure assets.
The total fee for NCE’s professional services is $820,300. In addition to these services, staff recommend approval of a10% construction contingency and 5% for staff time in the amount of $123,045. This will provide for any unforeseen work and project management. The total cost of the proposed services and contingency is $943,345.
This project timeline is estimated to be 36 weeks and work is set to begin in June of 2024 and conclude in March of 2025.
Funding for the Project was previously established in FY 2023/2024 CIP budget in the Measure I Fund. There is currently $1,000,000 available for the completion of this project.
2021-2025 Strategic Targets and Goals
Authorizing the execution of this agreement aligns with Key Target No. 1: Improved Operational Capacity & Financial Capacity. The project will result in the completion of a thorough pavement management plan that will allow for the strategic rehabilitation of city streets.
Fiscal Impact
There is no General Fund impact with this item. There is sufficient funding in the project budget to support this action.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve the award of an Agreement with Nicols Consulting Engineers in the amount of $820,300 for Pavement Management Plan and Asset Inventory (Project); and
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2. Authorize the project contingencies and staff time in the total amount of $123,045. for completion of the Project; and
3. Authorize the City Manager or designee to execute all documents with Nicols Consulting Engineers; and
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Attachments
Attachment 1 Agreement with Nicols Engineering Consultants Attachment 2 Technical Proposal and Fee
Ward:
All Wards
Synopsis of Previous Council Actions:
June 1, 2022 The Mayor and City Council of the City of San Bernardino adopted Resolution No. 2022-102 approving and adopting the City’s Annual Operating Budgets and Capital Improvement Plan (CIP) for Fiscal Year 2023 and Fiscal Year 2024.
June 1, 2022 The Mayor and City Council of the City of San Bernardino adopted Resolution No. 2023-155 approving the Five-Year Capital Improvement Plan FY 2023/24 to FY 2027/28 for
Measure I Local Expenditures.