City Council
Report
City Council Meeting: July 29, 2025
Agenda Item: 4.D
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Subject: Award RFP No. SP2754 to International Cybernetics Company, LP, dba IMS Infrastructure Management Services, for the Pavement Management System Update
Recommended Action
Staff recommends that the City Council:
1. Adopt findings of Categorical Exemptions pursuant to Section 15301 (Existing Facilities) and Section 15262 (Feasibility and Planning Studies), of the California Environmental Quality Act (CEQA) Guidelines;
2. Award RFP#SP2754 to International Cybernetics Company, LP, doing business as (dba) IMS Infrastructure Management Services, to provide professional consulting services to conduct a citywide pavement condition survey and update the City's Pavement Management System (PMS) for the Public Works Department; and
3. Authorize the City Manager to negotiate and execute an agreement with International Cybernetics Company, LP, doing business as (dba) IMS Infrastructure Management Services, in an amount not to exceed $130,456 (including a 10% contingency) for a five-year term, with one renewal option of up to five years in the amount of $103,909 (including 10% contingency) for a total amount not to exceed $234,365 over a ten-year period, with the future year funding contingent on council budget approval.
Summary
The City of Santa Monica maintains over 160 centerline miles of public streets and approximately 120 centerline miles of public alleys. The Pavement Management System (PMS) is a critical tool for monitoring pavement conditions, prioritizing maintenance, and projecting future needs. To comply with Proposition A and C Local Return funding guidelines from the Los Angeles County Metropolitan Transportation 2 of 5
Authority (Metro), the City is required to maintain and periodically update the PMS. The most recent update was completed in 2022. Staff issued a Request for Proposal (RFP) to select a qualified consultant to perform a comprehensive survey of all City streets and alleys, update pavement condition ratings, and prepare a multi-year maintenance and rehabilitation plan, including GIS integration and cost estimates.
This project would inform the development of the City's annual paving plan and capital improvement strategies over the next ten years. Staff recommends International Cybernetics Company, LP, dba IMS Infrastructure Management Services (IMS), to provide professional consulting services to conduct a citywide pavement condition survey and update the PMS in an amount not to exceed $130,456 (including a 10% contingency) for five (5) years, with one renewal option of up to five (5) years in the amount of $103,909 (including 10% contingency) for a total amount not to exceed $234,365 over a ten-year period.
Discussion
The Pavement Management System (PMS) is a critical tool used to monitor pavement condition, prioritize maintenance, and project future infrastructure needs. To maintain eligibility for Local Return funding under Propositions A and C, the Los Angeles County Metropolitan Transportation Authority (Metro) requires local agencies to update their PMS. Local Return funding is a vital source of revenue that supports key transportation projects, including street resurfacing, roadway maintenance, sidewalk repairs, and pedestrian and bicycle improvements. The City last updated its PMS in 2022, based on the most recent comprehensive pavement condition survey data.
That survey found the City’s roadway network to be in very good condition, with an average Pavement Condition Index (PCI) of 73. Only three percent of the network fell into the “poor” or “very poor” categories, identified as backlog. Most streets were rated either excellent (23%) or very good (41%), reflecting a well-maintained system. 3 of 5
An updated assessment is now needed to evaluate current conditions and to guide development of the City’s annual paving plan and capital improvement programming for the next five Fiscal Years (FY) - (FY 2025-26 through FY 2029-30).
The scope of work for this project includes:
• A comprehensive field survey of all City streets and alleys. • Pavement rating and analysis using the Pavement Condition Index (PCI) or equivalent industry-standard method.
• Integration of pavement data into the City’s Geographic Information System (GIS).
• Development of a prioritized improvement plan, including recommended treatments, cost estimates, and work schedules.
The project would produce an updated Pavement Management Report, which would support the City's street resurfacing and maintenance planning over a five-year horizon, with the option to extend to ten years. IMS would also provide deliverables suitable for integration into the City's existing GIS system, and work closely with City staff to ensure data quality, transparency, and usability.
Vendor Selection
Bidder Recommendation
Best Qualified Firm International Cybernetics Company, LP dba IMS Infrastructure Management Services
Evaluation Criteria Price; the ability, capacity, and skill of the bidder to perform a citywide pavement condition survey and update the City's Pavement Management System; the capacity of the bidder to perform the contract within the time specified; the sufficiency of the bidder’s financial resources; the reputation and experience of the bidder.
Municipal Code SMMC 2.24.190
Submittals Received
Applied Research Associates, Inc. dba New Mexico Applied Research Associates, Inc.
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Bucknam Infrastructure Group, Inc.
International Cybernetics Company, LP dba IMS Infrastructure Management Services
InfraHub LLC
Michael Baker International Inc.
Nichols Consulting Engineers, CHTD. (NCE)
RFP DATA
Date
Posted Posted On Advertise In(City Charter & SMMC)
Vendors
Downloaded Date Publicly Opened
04/07/25 City's Online
Bidding Site
Santa Monica Daily
Press 52 05/05/25
Justification to Award
Staff recommends awarding the contract to Infrastructure Management Services, Inc. (IMS) as the most qualified firm based on its competitive pricing and demonstrated expertise in pavement management. IMS has the proven ability, capacity, and technical skill to perform a comprehensive citywide pavement condition survey and update the City’s Pavement Management System within the specified timeframe. The firm has sufficient financial resources to complete the project and experience delivering similar work for more than 20 California municipalities, including Arcadia, Calabasas, Irvine, Santa Monica, and Long Beach. To date, IMS has analyzed over 4,965 miles of pavement statewide. Its cost-effective services, strong experience, and proven performance make IMS the ideal choice for this contract.
Environmental Review
Maintaining the City’s streets is categorically exempt from CEQA pursuant to Section 15301 (Class 1 – Existing Facilities) and Section 15262 (Feasibility and Planning Studies) of the CEQA Guidelines. Section 15301 (Class 1 – Existing Facilities) exempts the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. Section 15262.
Section 15262 exempts a project involving only feasibility or planning studies for possible future actions which the agency, board, or commission has not approved, 5 of 5
adopted, or funded. Therefore, conducting a citywide pavement condition survey for existing streets and alleys and update to the City's Pavement Management System is exempt pursuant to Section 15301 and Section 15308 of the CEQA Guidelines.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Local Return Fund to award a contract with IMS to provide professional consulting services to conduct a citywide pavement condition survey and update the City's Pavement Management System.
Contract Request
FY 2025-2026
Request Amount
Future Years
Amount CIP Account # Total Contract Amount
$130,456 $103,909 C2707680.689130 $234,365
Future year funding is contingent on Council budget approval.
Prepared By: Jonathan Maldonado, Civil Engineering Associate Approved Forwarded to Council
Attachments:
A. Levine Act
B. Oaks Initiative