Agenda Item: 11
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 26, 2024
SUBJECT: 2024-25 OVERLAY AND SLURRY SEAL PROGRAM, PROJECT M0157 - DESIGN CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Award the engineering design and construction support services contract to Pavement Engineering, Inc., for the 2024-25 Overlay and Slurry Seal Program, Project M0157, in the amount of $709,820, and authorize a contingency in the amount of $106,473, for a total contract amount not to exceed $816,293.
2. Authorize the City Manager or designee to execute up to three annual renewal options not to exceed the base annual contract, inclusive of contingency, plus any adjustment consistent with the appropriate Consumer Price Index.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) is responsible for maintaining 1,301 lane miles of streets. The Overlay and Slurry Seal Program is an integral part of the City’s efforts to maintain our street and roadway system. The Overlay and Slurry Seal Program improves streets Citywide with various treatments ranging from a full overlay with new asphalt to slurry coating. These treatments enhance the structural properties of the roadway and increase pavement life. This results in a smoother and safer ride for vehicles, an enhanced appearance of the roadway and surrounding areas, and an extended life of the roadway. Each year, streets are studied and tested to identify those needing treatment. Accordingly, streets are selected using field evaluations by the engineer, the information contained in the Pavement Management System, and the City’s Five-Year Pavement Plan. This project supports the Sustaining Public
Infrastructure theme of the City’s five-year strategic plan, Santa Clarita 2025.
The scope of work for this engineering design and construction support services contract includes the preparation of conceptual design details and complete plans, specifications, and estimates required to prepare construction documents, and to provide construction support services for the project. Bid assistance will also be provided to support the solicitation for the construction contracts.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting firms to provide design services and construction support services for the 2024-25 Overlay and Slurry Seal Program. The RFP was published and circulated via the City’s e-procurement system, BidNet, on October 1, 2024. The City transmitted the solicitation to 3,131 vendors on BidNet, of which 64 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 points)
• Schedule and availability (20 points)
• Quality of proposal materials/proposed services in relation to project scope (20 points) • Understanding of key development items (20 points)
• Qualification of team and resources (15 points)
• References (5 points)
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. EXP U.S. Services, Inc. . Glendale, CA 90
3. Willdan Engineering Industry, CA 76
In reviewing proposals, the evaluation panel awarded the highest score to Pavement Engineering, Inc. The evaluation panel determined that Pavement Engineering’s Inc.’s proposal offered the best overall value to meet the design and construction support 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. They demonstrate the necessary professional qualifications, a full understanding of the project with recent experience on similar projects in the City, and the ability to meet an aggressive design timeline. Based on the completeness of their proposal for this project, staff recommends awarding the engineering design and construction support services contract to Pavement Engineering, Inc. The proposal is available in the City Clerk’s Reading File.
The requested approval will give staff the ability to renew up to three annual contracts for
engineering design and construction support services. Staff is seeking City Council authorization to execute renewal contracts to expedite the design phase of the Overlay and Slurry Seal Program and provide continuity of design from year-to-year.
California Government Code 4526 prescribes the selection of architectural and engineering services to be based on demonstrated competence and professional qualifications 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 contingency will also cover the cost of unforeseen additional engineering studies and/or plans that may be required as the evaluation of each specific location is developed. The contingency may also cover traffic studies and surveys, and it will provide funding needed to proactively design plans and specifications for City streets to be used in future construction opportunities. Proactively designing plans and specifications for City streets to create a construction plan inventory is fiscally responsible as it will allow staff to maximize construction budgets by adding pre-designed plans and specifications in the case of projects savings or if additional project funds become available.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in project expenditure accounts M0157233-516101 (TDA Article 8 Fund), M0157264-516101 (Measure R Local Return), M0157265-516101 (Prop C Grant Fund), M0157266-516101 (Measure M Local Return), M0157267-516101 (Senate Bill 1) to support the recommended contract.
ATTACHMENTS
Proposal for Pavement Engineering, Inc. (avalable in the Clerk's Reading File)