Agenda Item: 8
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: September 10, 2024
SUBJECT: PAVEMENT MANAGEMENT SYSTEM UPDATE, PROJECT M0153 - PROFESSIONAL SERVICES CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Award a one-year professional services contract to Pavement Engineering, Inc., to update the City of Santa Clarita’s pavement management system, including pavement inspection and miscellaneous pavement engineering services for the Annual Overlay and Slurry Seal Program, Project M0153, in the amount of $111,645, and authorize a contingency in the amount of $16,747, for a total contract amount not to exceed $128,392.
2. Authorize the City Manager or designee to execute up to three additional one-year renewal options not to exceed the annual contract amount of $111,645, and authorize an annual contingency in the amount of $16,747, plus an appropriate Consumer Price Index adjustment, upon request of the consultant and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
3. Authorize the City Manager or designee to execute all documents subject to City Attorney approval.
BACKGROUND
The Annual Overlay and Slurry Seal Program (Program) is an integral part of the City of Santa Clarita’s (City) efforts to maintain its 1,300 lane miles of roadway and supports the Sustaining Public Infrastructure theme of the City’s five-year strategic plan, Santa Clarita 2025.
In preparation for each annual project, the City inspects and records pavement conditions Citywide and utilizes a pavement management system to record the street pavement inventory and determine current pavement conditions to provide reports and forecasts. This information is then used to generate the City's five-year pavement plan and has been an integral part of the
Program’s success.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting firms for the Asphalt Inspection and Pavement Management System Update. The RFP was published and circulated via the City’s e-procurement system, BidNet, on July 2, 2024. The City transmitted the solicitation to 3,038 vendors on BidNet, of which 34 vendors downloaded the RFP. A total of three companies provided proposals for consideration.
These proposals were reviewed and evaluated based on each company’s ability to meet the specific needs of the City. An evaluation panel, comprised of staff from the Public Works Department, scored the responses using the following categories of weighted criteria:
• Recent experience in similar projects (20 percent)
• Understanding of key development items (20 percent)
• Quality of proposal materials / proposed services in relation to project scope (20 percent) • Schedule and availability (20 percent)
• Qualification of team and resources (15 percent)
• References (5 percent)
The evaluation panel scored the responses based on a 100-point scale, with the results outlined below:
Rank Company Location Score
1. Pavement Engineering, Inc. Santa Clarita, CA 96
2. Applied Research Associates, Inc. Irvine, CA 88
3. International Cybernetics Company, LP Tustin, CA 82
In reviewing proposals, the evaluation panel awarded the highest score to Pavement Engineering, Inc. The evaluation panel determined that Pavement Engineering, Inc.’s proposal offered the best overall value to meet the project needs.
Pavement Engineering, Inc. demonstrated an in-depth understanding of the project needs and provided a detailed scope of work and approach to the project. Based on their experience with similar projects, and the completeness of their proposal for this project, staff recommends awarding the professional services contract to Pavement Engineering, Inc. The proposal is available in the City Clerk’s Reading File.
California Government Code Section 4526 prescribes selection of architectural and engineering services to be based on demonstrated competence and professional qualification necessary for the satisfactory performance of the services required and does not authorize the selection of professional architectural and engineering services based on cost. City staff was able to reach an agreement with Pavement Engineering, Inc. at a fair and reasonable price.
The requested contingency will cover the cost of unforeseen additional engineering studies and plans that may be required as the evaluation of each specific location is developed. Additional services may include traffic studies, surveys, and miscellaneous pavement engineering services requested by City staff.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in project expenditure accounts M0153233-516101 (TDA 8 Fund), M0153260-516101 (Prop C Local Return), M0153264-516101 (Measure R Local Return), and M0153266-516101 (Measure M Local Return) to support the recommended action.
ATTACHMENTS
Proposal for Pavement Engineering Inc. (available in the City Clerk's Reading File)