REQUEST FOR CITY COUNCIL ACTION
DATE: 10/05/2022
TO: Honorable Mayor and City Council Members
FROM: Public Works Department
SUBJECT:
Title
Professional Services Agreement with Nichols Consulting Engineers, CHTD., for a Ten-year Pavement Management Program Update.
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EXECUTIVE SUMMARY:
This staff report asks the City Council to consider awarding Request for Proposal 22-063CA for consultant services with Nichols Consulting Engineers, CHTD., for the Ten-year Pavement Management Program Update. The updated pavement management program will provide the City of Corona with a multi-year pavement management plan with appropriate maintenance and rehabilitation (M&R) strategies for each individual year in the ten-year plan and a budgetary analysis to determine the M&R funding needs.
RECOMMENDED ACTION:
Recommended action
That the City Council:
a. Award Request for Proposal 22-063CA titled “Ten Year Pavement Management Program Update” to Nichols Consulting Engineers, CHTD., for the total amount of $189,750.
b. Authorize the City Manager, or his designee, to execute the Professional Services Agreement with Nichols Consulting Engineers, CHTD., in the amount of $189,750.
c. Authorize the City Manager, or his designee, to negotiate and execute the non-substantive extensions, amendments, and change orders up to the amount authorized in Corona Municipal Code 3.08.070(I), which is equivalent to up to 10% or $18,975.
d. Authorize the Purchasing Manager to issue a purchase order to Nichols Consulting Engineers, CHTD., in the amount of $189,750.
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BACKGROUND & HISTORY:
The recently adopted City of Corona (City) Strategic Plan identified several goals, including providing sound infrastructure and a safe community. Providing sound infrastructure can be achieved by investing in public infrastructure, including parks, buildings, equipment, technology, and roads. The City has made several investments and improvements toward maintaining its roads in serviceable condition by developing and implementing programs such as the Pavement Management Program. The City last completed an update to its Pavement Management Program for its street network in 2018. A pavement management program is designed to provide objective information and useful data for analysis that assists in developing consistent, cost-effective, and defensible decisions related to the preservation of a pavement network.
ANALYSIS:
The update to the pavement management program will provide the City with a multi-year pavement management plan with appropriate maintenance and rehabilitation (M&R) strategies and budgetary analysis to determine the M&R funding needs. The update will begin with pavement condition inspections of the entire street network within the City. The inspections include evaluating the street conditions for any type of distress, such as alligator cracking, longitudinal/transverse cracking, potholes, etc., to obtain an updated pavement condition index (PCI). The survey will be completed using automated surveying that includes the use of a vehicle that will collect, measure, and map all roadway data. Automated data collection also provides surveying of the City’s street network in comparatively less time compared to walking surveys. The inspection results are recorded into the StreetSaver software, which City staff uses to manage and oversee the network PCI.
After completing the pavement condition inspections, a budgetary analysis will be developed using an analysis period of ten years, along with a maintenance and rehabilitation plan for each year. The plan will be composed of the streets recommended for rehabilitation for each specific year, along with its recommended treatments and associated costs. The analysis will also provide the unit costs for the treatment type and costs for possible alternative treatments. Several budget scenario evaluations will be created to determine the number of streets that can be rehabilitated using the City’s existing funds, and funding levels each year required to maintain the PCI at its current score of 71, or improve the PCI to a score of 71, 73, 75, 77, or 80. These options will provide the City with an overview of the funds needed to maintain a specific PCI or to improve the PCI if more funds are obtained.
The results from completing the inspections and budgetary analysis will be used to compile a list of all the streets within the City to develop a Ten-year Street Pavement Rehabilitation Program. The program will include the recommended treatment, cost, and the year a selected street should be rehabilitated. The final plan is expected to be completed by April 2023, and the results will be presented to the City Council at a future meeting. The consultant will also provide services to update the pavement condition data on the City’s website once a year for five years, and provide support to City staff on using the StreetSaver Software.
On March 30, 2022, RFP 22-063CA was posted on the PlanetBids bidding website and published in the Sentinel Weekly for professional services to develop the Ten-year Pavement Management Program Update. On April 27, 2022, three proposals were received through the PlanetBids bidding service. The three proposals were evaluated by a team of three staff members and one resident who volunteered his services. The proposals were reviewed based upon the following criteria:
The following is a summary of the proposal scoring results:
Based on the proposal scoring analysis, it was determined that Nichols Consulting Engineers, CHTD (NCE), possesses the skills and experience necessary to successfully execute the scope of work for the project. Staff recommends awarding a contract to NCE for the Ten-year Pavement Management Program Update.
FINANCIAL IMPACT:
There is currently a Capital Improvement Project (CIP) titled Pavement Management Study, CIP No. 70690. This CIP has a total of $377,000 in available funding. The total amount of the contract to be awarded is $189,750. Corona Municipal Code Section 3.08.070(I) provides the City Manager approval of up to a 10% change order in the amount of $18,975. This brings the total potential amount of this project to $208,725. Any unused funds will be returned to the fund balance at the conclusion of the project.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Statue and Guidelines, which states that a project is exempt from CEQA if the activity is covered by the commonsense exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with the 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. This action approves the contract for the Ten-year Pavement Management Program Update, and there is no possibility that this action will have a significant effect on the environment. Any future projects that may be developed as a result of this plan will go through the CEQA process individually. Therefore, no environmental analysis is needed.
PREPARED BY: ISMAEL RIVERA, ASSOCIATE ENGINEER
REVIEWED BY: SAVAT KHAMPHOU, PUBLIC WORKS DIRECTOR
Attachments:
1. Exhibit 1 - Professional Services Agreement