HomeMy WebLinkAboutItem #9CITY OF ,,
LAKE LJLS1r10RE
DEtEAM E�(� REME.
REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: GRANT YATES
CITY MANAGER
DATE: AUGUST 13, 2013
SUBJECT: AWARD OF CONTRACT TO BUCKNAM & ASSOCIATES FOR
PAVEMENT MANAGEMENT PROGRAM
Recommendation
Staff recommends that the City Council
Authorize the City Manager to execute a three year service contract (including annual
reviews by staff and approval by City Council) with Bucknam & Associates for pavement
condition and preservation recommendations.
Background
On July 8, 2010 the Lake Elsinore City Council awarded a service contract to Bucknam
& Associates for professional services of pavement conditions City wide. The three year
contract for pavement assessment services includes; analysis, recommendation and
condition of all collector streets and arterial roads within the city.
Discussion
Since the award of contract Bucknam & Associates has proven to be a reliable
company, and has been responsive to the City's needs. Per the City's code, staff is
required to bid out services when the cost exceeds $15,000. The City's purchasing
ordinance permits the City Council to authorize the City Manager to bypass the bidding
process if it is in the best interest of the City.
Staff has confirmed that Bucknam & Associates is willing to extend its contract,
including all costs, at the adjusted prices renewed in 2012.
AGENDA ITEM NO. 9
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Pavement Management Program
August 13, 2013
Page 2
Fiscal Impact
A not to exceed cost of $45,500.00 per year for a period of three (3) years, including
annual performance reviews by staff, and contract review approval by City Council.
Funding is available in the Pavement Management Budget (Measure A Funding) to
cover the cost of the service.
Prepared by: Julian Perez
Senior Lead orker Public Works
Rick De Santiago
Public Works Supe ' endent
Ken Seumalo 00
Director of Public Works
Approved by: Grant Yates
City Manager
Attachments
Agreement 2013/14
Exhibit "A" Scope of Services
Exhibit "B" Schedule of Charges
2010 Schedule of Charges
Page 2 of 23
AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement for Professional Services (the "Agreement ") is made and entered into as
of the 14th day of August 2013, by and between the City of Lake Elsinore, a municipal
corporation ( "City ") and Buckman & Associates ( "Consultant ").
RECITALS
A. Consultant is specially trained, experienced and competent to perform the special
services which will be required by this Agreement.
B. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the services described in this Agreement on the terms and conditions
described herein.
C. City desires to retain Consultant to render professional consulting services and related
work as set forth in this Agreement.
AGREEMENT
1. Scope of Services. Consultant shall perform the services described on Exhibit A which
is attached hereto and incorporated herein by reference. Consultant shall provide said services
at the time, place, and in the manner specified in Exhibit A, subject to the direction of the City
through its staff that it may provide from time to time.
2. Time of Performance. The services of Consultant are to commence upon execution of
this Agreement and shall continue for a period of one (1) year. Renewable up to three (3)
years.
3. Compensation. Compensation to be paid to Consultant shall be in accordance with the
Schedule of Charges set forth in Exhibit B, which is attached hereto and incorporated herein by
reference. In no event shall Consultant's compensation exceed $45,500 without additional
authorization from the City. Payment by City under this Agreement shall not be deemed a
waiver of defects, even if such defects were known to the City at the time of payment.
4. Method of Payment. Consultant shall submit monthly billings to City describing the work
performed during the preceding month. Consultant's bills shall include a brief description of the
services performed, the date the services were performed, the number of hours spent and by
whom, and a description of any reimbursable expenditures. City shall pay Consultant no later
than 30 days after approval of the monthly invoice by City staff. When payments made by City
equal 90% of the maximum fee provided for in this Agreement, no further payments shall be
made until the final work under this Agreement has been accepted by City.
5. Extra Work. At any time during the term of this Agreement, City may request that
Consultant perform Extra Work. As used herein, "Extra Work" means any work which is
determined by City to be necessary for the proper completion of the Project, but which the
parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Consultant shall not perform, nor be compensated for, Extra Work without written authorization
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from City. Extra work will be invoiced separately from services performed in accordance with
the Scope of Services
6. Termination. This Agreement may be terminated by the City immediately for cause or by
either party without cause upon thirty (30) days' written notice of termination. Upon termination,
Consultant shall be entitled to compensation for services performed up to the effective date of
termination.
7. Ownership of Documents. All plans, studies, documents and other writings prepared by
and for Consultant, its officers, employees and agents and subcontractors in the course of
implementing this Agreement, except working notepad internal documents, shall become the
property of the City upon payment to Consultant for such work, and the City shall have the sole
right to use such materials in its discretion without further compensation to Consultant or to any
other party. Consultant shall, at Consultant's expense, provide such reports, plans, studies,
documents and other writings to City upon written request. City acknowledges that any use of
such materials in a manner beyond the intended purpose as set forth herein shall be at the sole
risk of the City. City further agrees to defend, indemnify and hold harmless Consultant, its
officers, officials, agents, employees and volunteers from any claims, demands, actions, losses,
damages, injuries, and liability, direct or indirect (including any and all costs and expenses in
connection therein), arising out of the City--s use of such materials in a manner beyond the
intended purpose as set forth herein.
a. Licensing of Intellectual Property. This Agreement creates a nonexclusive and
perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights,
designs, and other intellectual property embodied in plans, specifications, studies, drawings,
estimates, and other documents or works of authorship fixed in any tangible medium of
expression, including but not limited to, physical drawings or data magnetically or otherwise
recorded on computer diskettes, which are prepared or caused to be prepared by Consultant
under this Agreement ( "Documents & Data "). Consultant shall require that all subcontractors
agree in writing that City is granted a nonexclusive and perpetual license for any Documents &
Data the subcontractor prepares under this Agreement. Consultant represents and warrants that
Consultant has the legal right to license any and all Documents & Data. Consultant makes no
such representation and warranty in regard to Documents & Data which were prepared by
design professionals other than Consultant or provided to Consultant by the City. City shall not
be limited in any way in its use of the Documents & Data at any time, provided that any such
use not within the purposes intended by this Agreement shall be at City's sole risk.
b. Confidentiality. All ideas, memoranda, specifications, plans, procedures,
drawings, descriptions, computer program data, input record data, written information, and other
Documents & Data either created by or provided to Consultant in connection with the
performance of this Agreement shall be held confidential by Consultant. Such materials shall
not, without the prior written consent of City, be used by Consultant for any purposes other than
the performance of the services under this Agreement. Nor shall such materials be disclosed to
any person or entity not connected with the performance of the services under this Agreement.
Nothing furnished to Consultant which is otherwise known to Consultant or is generally known,
or has become known, to the related industry shall be deemed confidential. Consultant shall not
use City's name or insignia, photographs relating to project for which Consultant's services are
rendered, or any publicity pertaining to the Consultant's services under this Agreement in any
magazine, trade paper, newspaper, television or radio production or other similar medium
without the prior written consent of City.
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8. Consultant's Books and Records.
a. Consultant shall maintain any and all ledgers, books of account, invoices,
vouchers, canceled checks, and other records or documents evidencing or relating to charges
for services, or expenditures and disbursements charged to City for a minimum period of three
(3) years, or for any longer period required by law, from the date of final payment to Consultant
to this Agreement.
b. Consultant shall maintain all documents and records which demonstrate
performance under this Agreement for a minimum period of three (3) years, or for any longer
period required by law, from the date of termination or completion of this Agreement.
C. Any records or documents required to be maintained pursuant to this Agreement
shall be made available for inspection or audit, at any time during regular business hours, upon
written request by the City Manager, City Attorney, City Auditor or a designated representative
of these officers. Copies of such documents shall be provided to the City for inspection at City
Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the
records shall be available at Consultant's address indicated for receipt of notices in this
Agreement.
d. Where City has reason to believe that such records or documents may be lost or
discarded due to dissolution, disbandment or termination of Consultant's business, City may, by
written request by any of the above -named officers, require that custody of the records be given
to the City and that the records and documents be maintained in City Hall. Access to such
records and documents shall be granted to any party authorized by Consultant, Consultant's
representatives, or Consultant's successor -in- interest.
9. Independent Contractor. It is understood that Consultant, in the performance of the work
and services agreed to be performed, shall act as and be an independent contractor and shall
not act as an agent or employee of the City. Consultant shall obtain no rights to retirement
benefits or other benefits which accrue to City's employees, and Consultant hereby expressly
waives any claim it may have to any such rights.
10. Interests of Consultant. Consultant (including principals, associates and professional
employees) covenants and represents that it does not now have any investment or interest in
real property and shall not acquire any interest, direct or indirect, in the area covered by this
Agreement or any other source of income, interest in real property or investment which would
be affected in any manner or degree by the performance of Consultant's services hereunder.
Consultant further covenants and represents that in the performance of its duties hereunder no
person having any such interest shall perform any services under this Agreement.
Consultant is not a designated employee within the meaning of the Political Reform Act
because Consultant:
a. will conduct research and arrive at conclusions with respect to his /her rendition of
information, advice, recommendation or counsel independent of the control and direction of the
City or of any City official, other than normal agreement monitoring; and
b. possesses no authority with respect to any City decision beyond rendition of
information, advice, recommendation or counsel. (FPPC Reg. 18700(a) (2).)
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11. Professional Ability of Consultant. City has relied upon the professional training and
ability of Consultant to perform the services hereunder as a material inducement to enter into
this Agreement. Consultant shall therefore provide properly skilled professional and technical
personnel to perform all services under this Agreement. All work performed by Consultant under
this Agreement shall be in accordance with applicable legal requirements and shall meet the
standard of quality ordinarily to be expected of competent professionals in Consultant's field of
expertise.
12. Compliance with Laws. Consultant shall use the standard of care in its profession to
comply with all applicable federal, state and local laws, codes, ordinances and regulations.
13. Licenses. Consultant represents and warrants to City that it has the licenses, permits,
qualifications, insurance and approvals of whatsoever nature which are legally required of
Consultant to practice its profession. Consultant represents and warrants to City that Consultant
shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this
Agreement, any licenses, permits, insurance and approvals which are legally required of
Consultant to practice its profession.
14. Indemnity. Consultant agrees to defend, indemnify and hold harmless the City, its
officers, officials, agents, employees and volunteers from and against any and all claims,
demands, actions, losses, damages, injuries, and liability, direct or indirect (including any and all
costs and expenses in connection therein), arising out of the performance of this Agreement or
its failure to comply with any of its obligations contained in this Agreement, except for any such
claim arising out of the sole negligence or willful misconduct of the City, its officers, agents,
employees or volunteers.
15. Insurance Requirements.
a. Insurance. Consultant, at Consultant's own cost and expense, shall procure and
maintain, for the duration of the contract, the following insurance policies.
i. Workers' Compensation Coverage. Consultant shall maintain Workers'
Compensation Insurance and Employer's Liability Insurance for his /her
employees in accordance with the laws of the State of California. In addition,
Consultant shall require each subcontractor to similarly maintain Workers'
Compensation Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractor's employees. Any
notice of cancellation or non - renewal of all Workers' Compensation policies must
be received by the City at least thirty (30) days prior to such change. The insurer
shall agree to waive all rights of subrogation against City, its officers, agents,
employees and volunteers for losses arising from work performed by Consultant
for City. In the event that Consultant is exempt from Workers' Compensation
Insurance and Employer's Liability Insurance for his /her employees in
accordance with the laws of the State of California, Consultant shall complete
and submit to the City a Certificate of Exemption from Workers Compensation
Insurance in the form attached hereto as Exhibit C.
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ii. General Liability Coverage. Consultant shall maintain commercial
general liability insurance in an amount not less than one million dollars
($1,000,000) per occurrence for bodily injury, personal injury and property
damage. If a commercial general liability insurance form or other form with a
general aggregate limit is used, either the general aggregate limit shall apply
separately to the work to be performed under this Agreement or the general
aggregate limit shall be at least twice the required occurrence limit.
iii. Automobile Liability Coverage. Consultant shall maintain automobile
liability insurance covering bodily injury and property damage for all activities of
the Consultant arising out of or in connection with the work to be performed
under this Agreement, including coverage for owned, hired and non -owned
vehicles, in an amount of not less than one million dollars ($1,000,000) combined
single limit for each occurrence.
iv. Professional Liability Coverage. Consultant shall maintain professional
errors and omissions liability insurance for protection against claims alleging
negligent acts, errors or omissions which may arise from Consultant's operations
under this Agreement, whether such operations by the Consultant or by its
employees, subcontractors, or subconsultants. The amount of this insurance
shall not be less than one million dollars ($1,000,000) on a claims -made annual
aggregate basis, or a combined single limit per occurrence basis.
b. Endorsements. Each general liability and automobile liability insurance policy
shall be with insurers possessing a Best =s rating of no less than A: VII and shall be endorsed
with the following specific language:
i The City, its elected or appointed officers, officials, employees, agents
and volunteers are to be covered as additional insured's with respect to liability
arising out of work performed by or on behalf of the Consultant, including
materials, parts or equipment furnished in connection with such work or
operations.
ii. This policy shall be considered primary insurance as respects the City, its
elected or appointed officers, officials, employees, agents and volunteers. Any
insurance maintained by the City, including any self- insured retention the City
may have shall be considered excess insurance only and shall not contribute
with it.
iii. This insurance shall act for each insured and additional insured as though
a separate policy had been written for each, except with respect to the limits of
liability of the insuring company.
iv. The insurer waives all rights of subrogation against the City, its elected or
appointed officers, officials, employees or agents.
V. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the City, its elected or appointed officers, officials,
employees, agents, or volunteers.
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vi. The insurance provided by this
canceled, or reduced in coverage or in
notice has been received by the City.
Policy shall not be suspended, voided,
limits except after thirty (30) days written
C. Deductibles and Self- Insured Retentions. Any deductibles or self- insured
retentions must be declared to and approved by the City. At the City's option, Consultant shall
demonstrate financial capability for payment of such deductibles or self- insured retentions.
d. Certificates of Insurance. Consultant shall provide certificates of insurance with
original endorsements to City as evidence of the insurance coverage required herein.
Certificates of such insurance shall be filed with the City on o.r ,before commencement of
performance of this Agreement. Current certification of insurance shall be kept on file with the
City at all times during the term of this Agreement.
16. Notices. Any notice required to be given under this Agreement shall be in writing and
either served personally or sent prepaid, first class mail. Any such notice shall be addressed to
the other party at the address set forth below. Notice shall be deemed communicated within 48
hours from the time of mailing if mailed as provided in this section.
If to City: City of Lake Elsinore
Attn: City Manager
130 South Main Street
Lake Elsinore, CA 92530
If to Consultant: Buckman & Associates
Attn: Peter Buckman, President
25004 La Plaza Dr.
Laguna Nigel, CA 92677
17. Entire Agreement. This Agreement constitutes the complete and exclusive statement of
Agreement between the City and Consultant. All prior written and oral communications,
including correspondence, drafts, memoranda, and representations, are superseded in total by
this Agreement.
18. Amendments. This Agreement may be modified or amended only by a written document
executed by both Consultant and City and approved as to form by the City Attorney.
19. Assignment and Subcontracting. The parties recognize that a substantial inducement to
City for entering into this Agreement is the professional reputation, experience and competence
of Consultant and the subcontractors listed in Exhibit D. Consultant shall be fully responsible to
City for all acts or omissions of any subcontractors. Assignments of any or all rights, duties or
obligations of the Consultant under this Agreement will be permitted only with the express
consent of the City. Consultant shall not subcontract any portion of the work to be performed
under this Agreement except as provided in Exhibit D without the written authorization of the
City. If City consents to such subcontract, Consultant shall be fully responsible to City for all
acts or omissions of those subcontractors. Nothing in this Agreement shall create any
contractual relationship between City and any subcontractor nor shall it create any obligation on
the part of the City to pay or to see to the payment of any monies due to any such subcontractor
other than as otherwise is required by law.
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20. Waiver. Waiver of a breach or default under this Agreement shall not constitute a
continuing waiver of a subsequent breach of the same or any other provision under this
Agreement.
21. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or
otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this
Agreement shall continue in full force and effect.
22. Controlling Law Venue. This Agreement and all matters relating to it shall be governed
by the laws of the State of California and any action brought relating to this Agreement shall be
held exclusively in a state court in the County of Riverside.
23. Litigation Expenses and Attorneys' Fees. If either party to this Agreement commences
any legal action against the other party arising out of this Agreement, the prevailing party shall
be entitled to recover its reasonable litigation expenses, including court costs, expert witness
fees, discovery expenses, and attorneys' fees.
24. Mediation. The parties agree to make a good faith attempt to resolve any disputes
arising out of this Agreement through mediation prior to commencing litigation. The parties shall
mutually agree upon the mediator and share the costs of mediation equally. If the parties are
unable to agree upon a mediator, the dispute shall be submitted to JAMS /ENDISPUTE
( "JAMS ") or its successor in interest. JAMS shall provide the parties with the names of five
qualified mediators. Each party shall have the option to strike two of the five mediators selected
by JAMS and thereafter the mediator remaining shall hear the dispute. If the dispute remains
unresolved after mediation, either party may commence litigation.
25. Execution. This Agreement may be executed in several counterparts, each of which
shall constitute one and the same instrument and shall become binding upon the parties when
at least one copy hereof shall have been signed by both parties hereto. In approving this
Agreement, it shall not be necessary to produce or account for more than one such counterpart.
26. Authority to Enter Agreement. Consultant has all requisite power and authority to
conduct its business and to execute, deliver, and perform the Agreement. Each party warrants
that the individuals who have signed this Agreement have the legal power, right, and authority to
make this Agreement and to bind each respective party.
27. Prohibited Interests. Consultant maintains and warrants that it has not employed nor
retained any company or person, other than a bona fide employee working solely for
Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid
nor has it agreed to pay any company or person, other than a bona fide employee working
solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other
consideration contingent upon or resulting from the award or making of this Agreement. For
breach or violation of this warranty, City shall have the right to rescind this Agreement without
liability. For the term of this Agreement, no member, officer or employee of City, during the term
of his or her service with City, shall have any direct interest in this Agreement, or obtain any
present or anticipated material benefit arising there from.
28. Equal Opportunity Employment. Consultant represents that it is an equal opportunity
employer and it shall not discriminate against any subcontractor, employee or applicant for
employment because of race, religion, color, national origin, handicap, ancestry, sex or age.
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Such non - discrimination shall include, but not be limited to, all activities related to initial
employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or
termination. Consultant shall also comply with all relevant provisions of City's Minority Business
Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in
effect or hereinafter enacted.
IN WITNESS WHEREOF the parties have caused this Agreement to be executed on the
date first written above.
CITY OF LAKE ELSINORE:
Grant a es
City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
CONSULTANT:
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EXHIBIT "A
SCOPE OF SERVICES
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City of Lake Elsinore, CA
2013 -14 Pavement Management Program +�-
LADE ULSINOKE
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TASK 3: Pavement Condition Survey
Once the pavement segmentation has been assessed and verified, the inspection of
approximately 63.3 miles will be performed (33% of the 190 known miles — second
phase of survey). Our survey methodology will include the following approach:
1. Windshield based MicroPAVER survey (performed on Tablets live in the field); our staff
will establish all inspection sample locations for survey based on MicroPAVER guidelines.
2. Automated flDigital Roadway Imasins survey (see
Optional Task 10); Bucknam & Associates has recently
performed this service for the cities of Fountain Valley,
Cypress, RSM, Santa Ana, Palmdale and Palm Desert for
PMP and ROW inspections. MicroPAVER sampling
method used. We have included this as an optional
service in case there was an additional interest to survey
public right -of -way elements during our pavement
surveys (i.e. signs, catch basins, manholes, etc.)
Additionally we have provided a recommended survey schedule
for the following two years (FY 2014 -15 & FY 2015 -16):
❖ Survey 2014/2015 (63.3 miles, second phase of survey under the three -year schedule)
Survey 2015/2016 (63.3 miles, third phase of survey under the three -year schedule)
Distress types will be collected based upon actual surface conditions and physical characteristics
of the segment. Surveying methods will be conducted by remaining consistent with MicroPAVER
6.2.5 — Army Corp of Engineers sampling guidelines while being flexible to current City practices.
Through our windshield surveys, we use a mixture of windshield and walking surveys based on
the functional classification of the roadway and the street conditions found. We will use the
City's GIS centerline live in the field to reduce survey times and project schedules. If the City has
a recent high - resolution aerial (approx. 3 ") we will use this file during our field survey efforts to
verify street measurements and other segment attributes.
Our use of MicroPAVER- Tablet units allows our staff to collect pavement data with the City of
Lake Elsinore's MicroPAVER database live in the field. At the end of the day all electronic data
is transferred to our office for quality control and management. Our Tablet methodology sets
us apart from the competition since we are using a paper -less inventory process to enter data;
this in turn generates cost savings to enhance other portions of the project such as CIP
reporting, MicroPAVER training, and on -call services.
Roadway Verification Survey - A listing of the field attribute data that is updated /verified during
the survey for the pavement management database is listed below:
1. Field Attribute Data (updated and /or verified)
4- From /to, indicating the assigned limits of the section, sample test areas, street name, a
street codification
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City of Lake Elsinore, CA
2013 -14 Pavement Management Program LA �F
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❖ Street ranking indicating local, alley, arterial, collector, # of lanes, surface type
Historical PCI tracking from previous inspections and 2013 PCI inspections
Segment quantities, indicating the length, width, and total true area of the section
2. Conditional data will be evaluated for all street segments and will include:
❖ MicroPAVER 20 AC & 19 PCC distresses by type, severity and sample area
❖ PCI ratings (0 -100), taking into account the surface condition, level of distress.
❖ Other known or found environmental issues (standing water, site condition, etc.)
We welcome staff members from the City of Lake Elsinore to join our surveys. All pavement
data will be entered into the City's most current licensed software (version 6.2.5). All items
listed above will be maintained by our staff for the duration of this project. Data management
will be performed in -house at our Laguna Niguel / Oceanside offices. At the completion of the
project, the MicroPAVER database will be placed within your information
services /communication network.
3. Section Distress and PCI Renortin
Once inspections are completed, we will generate a draft Pavement Condition Index (PCI)
Report for City staff to review. The City and our staff will review these reports to ensure that all
inventory data is correct and the project is running smoothly.
Quality Control, Status Meetings and Progress Reports
We will use a statistical sampling approach for measuring the quality of our field technician's
work. in this manner, 10 percent of the original surveys (6.3 miles) will be re- surveyed by a
different crew, supervised by a field supervisor, and the results will be compared to the original
surveys. The quality control process involves checking the two field crews' work in a "blind
study" fashion. Quality control checks will be performed at the end of each work week during
the survey efforts. This will be done to ensure that all field personnel are properly categorizing
the distresses and that correct pavement quantities are established for all street segments. At
the time of surveying, our staff will perform several quality control tests within the pavement
management software using a sample set of Lake Elsinore's street distress data. This will ensure
that all system and analysis settings as well as City recommendations and standards are
programmed correctly.
As the project progresses, the database will be updated on a daily basis and evaluated for
missing data. If missing items are found, field personnel are notified and the data, if available, is
collected.
Deliverable: Citywide draft PCI report, quality control reports
TASK 4: Pavement Management Program Meetings
During the pavement condition survey, if necessary, status meetings between Bucknam &
Associates and the City's Project Manager will be held to report on the status of the project,
1 -5
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City of Lake Elsinore, CA
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2013 -14 Pavement Management Program LASE LSI1`iC]C
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issues, and quality control efforts. This is typically done with monthly meetings depending upon
the City's current workload. Any action items that arise from these meetings will be completed
and data collection /entry will continue. There will be a minimum of three meetings during the
project.
Monthly progress memo's will be delivered to the City to update City management on the
progress of key scope tasks.
Deliverable: Project status letter (monthly), quality control schedule report (monthly), draft
PCI report (by section).
TASK 5: Pavement Statistics
With pavement condition surveys completed, our staff will generate detailed and accurate
reports demonstrating the data indicated below:
• *** Street centerline miles, lane miles, and pavement area
o Reported as an entire network
o Report by functional classification (arterial, collector, etc.)
Current street network Pavement Condition Index rating
o Reported as an entire network
o Reported by functional classification (arterial, collector, etc.)
• Pavement segment tabular listing for the entire street network
o PCI report — sorted by PCI
o PCI report —sorted alphabetically
Work History report indicating all maintenance recorded within MicroPAVER
Deliverable: Network Zone Report, Final PCI report, GIS maps, and project status letter.
DEVELOP RECOMMENDED IMPROVEMENT PROGRAM
TASK 6: Maintenance & CIP /Budgetary Analysis
We will assist the City in developing the most cost - effective preventative maintenance, repair and
rehabilitation strategies possible. This will be accomplished by meeting with the City to discuss
and strategize maintenance activities that are currently being used by the City. Based on the
City's current AC & PCC applications and other maintenance practices used we will conduct an
historical and prospective analysis on the conditional and financial impact these practices have on
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City of Lake Elsinore, CA
Ci-CY OF
2013 -14 Pavement Management Program
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the pavement network. Based on our fiscal and deterioration analysis, we will present our results
and recommendations to City staff. This analysis will become an essential building block for the
2013 -2018 maintenance programs.
We will establish a maintenance "decision tree" that will be used to generate pavement
recommendations that match current 2013 maintenance approaches. The pavement software
will generate a deterioration curve based on functional class (arterial, residential, industrial) and
age.
Our staff will review the Lake Elsinore's deterioration curves that have been developed based on
historical pavement condition, inspection, surface type, and road class. The curves will be
modified based on 2013 pavement conditions. The strategies that are typically reviewed are
rehabilitation and reconstruction (R &R), localized maintenance, grinding, slurry seals, AC on PCC
and overlay, the expected improvement in pavement condition, the life -cycle extension that
would result and the unit costs for maintenance.
All maintenance practices /unit costs will be integrated into PMS and will be derived from the most
recent construction bids for pavement rehabilitation. We will account for inflation rates when
long -term revenues projections are made.
Our staff will also review and recommend an updated residential maintenance cycle approach
(for the City's consideration) that will allow us to proactively schedule localized maintenance
efforts throughout the seven -year CIP.
Our Project Manager and Principal will work closely with City in defining repair and
rehabilitation strategies during each fiscal year (i.e. 2013 - 2018). Once the repair /rehabilitation
strategies have been defined, the identification of a seven year Forecasted Maintenance
schedule will be generated.
The recommended budget scenarios will be identified on the basis of several criteria:
1% Present pavement conditions; Desired levels of service and available resources
Cost benefit of individual strategies (e.g. reach a PCI of 80 in 5- years, etc.)
Scheduling with the City's major CIP projects (water, sewer, etc.)
Accrued backlog levels and stabilization of maintenance backlog
Future Measure A and AHRP objectives and improving citywide weighted PCI
The primary emphasis of this task is to maximize the programming of street maintenance
projects using the most cost - effective strategies available and taking into account a life -cycle
cost analysis. A working "draft" Final Report will be generated for City staff to review. This
report will include an executive summary, the Pavement Condition Report as well as draft
budgetary findings and recommendations. It will include:
NN Priority listings (PCI's from 100 -0)
Multi -Year CIP identifying arterial and residential maintenance (per section)
recommendations (slurry, overlay, recon, etc.) associated with a construction cost
Recommendations for residential maintenance in "groupings" or zones.
1 -7
Page 15 of 23
City of Lake Elsinore, CA
2013 -14 Pavement Management Program LADE r, LSIIQFE
I }ttiAki L)[1 ktAif
NN Executive Summary and Methodologies used
Deliverable: Four copies of the Draft Pavement Management Program Report
TASK 7: Citywide Pavement Management CIP Report
We will deliver the Final Report to the City which will be essential for staff reference and
presented in a way that is beneficial for elected officials /upper management. The report will be
prepared in a format that uses the information delivered by MicroPAVER in conjunction with the
information and analysis performed by our team. The report will also provide the City with
information on:
❖ Current inventory and pavement conditions indices (PCI) for all road classes
• Projected annual rehabilitation programs for street maintenance for a multi -year period
(ARTERIAL and RESIDENTIAL Forecast Maintenance Reports) that show the largest
return on investment and acceptable levels of service
•:* Modeling and comparison of budget scenarios typically include:
• Maintenance required to complete all streets within 5 -years
• Current / Actual budget projection (citywide approach)
6• Strategies and recommendations for the City's AHRP, Prop 42 and maintenance
programs and procedures, including a preventative maintenance schedule
❖ Supporting documentation required by Measure A
A detailed breakdown of deferred maintenance (backlog)
• *.• i The PMP will be presented to the Lake Elsinore City Council and /or upper management.
Deliverable: Three (3) copies of the Final Pavement PMP Report (plus one original signed
by our Registered Engineer, CA No. 20903), in binder and electronic form (.pdf), will be sent to
the City. Final PMP database will be installed at City.
TASK 8: Mapping of the Pavement Management Program
As an enhancement and proactive approach to this project, our staff will update the established
Pavement -GIS link between the pavement database and the City's GIS system based on 2013
data.
As the City continues to mature in its GIS development, programming and use, our
understanding of the GIS short -term and long -term goals will play a large part in implementing a
successful PMS -GIS link for this project.
We will support the City with GIS services that:
• Establish a Pavement Management GIS project file (.mxd) that will include the following
information for a given pavement segment:
1 -8
Page 16 of 23
City of Lake Elsinore, CA
2013 -14 Pavement Management Program +
LA ICE- C LSII`i�0I E
❖ PCI values for every section
❖ Work History identifications
❖ Multi -yr Arterial Rehabilitation, Residential Rehabilitation and Slurry Seal Programs
❖ Functional classification maps
❖ Pavement areas, width, length and material type
Once the City has approved the 2013 Pavement Condition Report, our staff will update all
necessary pavement -GIS linkages. By using the unique ID's within the PMS and assessing the
City's GIS centerline ID's, we will utilize the one -to -one match for each pavement section in the
GIS. As new pavement inspections are completed and entered into the pavement program, the
link that we have established will show the most current inspection PCI through ArcGIS
software.
Deliverable: Complete GIS files /themes based on list above.
TASK 9: On -Call Services
Pavement Management Program Support
Bucknam & Associates will provide annual support for a period of two years where we will
provide quality and accurate use of the in -house operation of MicroPAVER software. Once the
City has approved the Pavement Condition Index Report under this years work effort, this
service will become active. Our typical On -Call services include:
* Additional budget scenarios, general reporting, deterioration studies
O Additional visual inspections above the mileage amount indicated in Task 3
Additional pavement management — GIS mapping
Additional MicroPAVER training, operation use
Enter annual work ARTERIAL and RESIDENTIAL maintenance records
Also, if requested, Bucknam & Associates assess and review the City's upcoming maintenance
schedule for that fiscal year. The agreement will continue to include the provision of onsite and
telephone support for the City staff.
4,Y of Lake LIshlore 1 -9
2013 Pavemerfl Mai,iagonwol horiam
Page 17 of 23
City of Lake Elsinore, CA
2013 -14 Pavement Management Program
5) Optional Tasks
TASK 8: Digital Roadway Imaging (Street and Public ROW)
As an alternative survey methodology, our staff will
implement a survey methodology that will support
Task 3 efforts as well as implement a proactive and
cost efficient GPS survey methodology that will allow
for the collection of numerous GPS locations using
"one" set of digital imagery (e.g. five citywide
infrastructure surveys for the cost of one).
Beyond the pavement survey capabilities, the City will
be able to collect other public ROW assets in the
future such as signs, driveways, catch basins and
other ROW features; a tremendous costs savings that
reaches $400,000 over the next 3 years.
LAp\',L ASIIOR -L
The survey consists of our van traveling at posted speed limits taking "digital" images of the
street and public ROW. These images then allow our technicians to collect GPS locations (at
sub -meter accuracy) for any specified infrastructure. Our automated digital imaging allows
technician to collect the following:
• Continuous pavement imaging (images taken every 5 meters, competition typically
surveys at every 8 meters /25 feet intervals)
• MicroPAVER AC and PCC distresses (e.g. linear /transverse cracking, alligator, patching,
bleeding, block cracking, etc.
• Surface roughness ratings (IRI)
• Rutting depth (full width of lane or street)
• Imaging captures 100% of each pavement segment (not just one lane)
• Optional Ground Penetrating Radar (GPR) for arterials and collectors
• 2mm pixel images allows for centimeter horizontal and vertical accuracy
The first survey process will involve the mobile GPS vehicle taking approximately two - week's
time to survey the Lake Elsinore's street network; additionally, the vehicles drive the posted
speed limits. The images that are collected are
kU i y
taken by using Sony digital stereographic cameras (6
cameras) positioned on the vehicle. The images
have 'a resolution of 1600x1200 and are geo-
referenced by means of inertial GPS equipment _
contained within the van; images are taken every 4
to 6 meters, 15 ft intervals. , r
Survey vehicles are equipped with digital measuring
instrumentation (DMI) that will be used to verify all
pavement section lengths and widths. Our vehicles
1-ity u, .ake Elsinore 1 -10
,1013 Pavement Management Nograin
Page 18 of 23
City of Lake Elsinore, CA
C rrY of ? 41!10,
2013 -14 Pavement Management Program
LAKE L I N0RJE
ORLAM LXI KtMr
can be equipped with road roughness rating equipment, strip mapping cameras and are set to
record 360 degree street imaging.
The survey will be performed by the Bucknam & Associates team that is experienced and trained
in pavement condition assessment using LambdaTech's "Feature Extraction" software. All
imagery taken during the survey will become property of the City. These images sets can then
be used within the City's existing GIS enterprise or for collecting additional data as the need
arises.
Project Schedule
Our project schedule shows each major task identified in our scope of work, as well as quality
control milestones and meetings.
TookIftn"
2 tep a Sep 16-Sap 23-So 36-Se T.Od 14-Ocr 21.04 39409 +141ov 11 -NOv 16410V 36•00v 7-EHac a -Dec
1 -4 1 - It1CkR1i 9Me;IIn cI Sa
AsapalseMal Uaiabsse, klapa.5aymmis9gn -....
Task
Tssk 3 - - CI Candita o r.IPdata .,,,.,•
n Sssius u
X
.
••.—
_ �
....
:--
w .•..•.r
x. _,
.� ......,�..:�.�:.
--
-
.. S7ue CoMrW Checks
,..
�,,,...
PCI Reporbrt�_•
Task4 -PI4P Mcalies_••,•
.. X •.......•• ....
�.....,.•
Tsak 6- PWameat Statkltics
_ .. - .......... ...
,., .
.... •_.._ _........_..�- .,..._._.�.�...
...... Chy FLevisw of Newmi gate Report ..
Taski!- YasBnl. & CIP Analy a i s
Task ? -Ci!Y PRdP CIP kc pug I Jos n+]of Iht PIAF
. ..._ —.�... ._._- - — - -
Task 6- Oo,.sW Sernpes
...... ... ,
...-
-
.............
--
-
With a completed survey, our team will work with you to establish a PMP that provides specific,
manageable pavement segments, detailed maintenance schedules of needed repairs and cost
conscious maintenance recommendations that will assist you in preparing budget estimates
required to complete the scheduled work for fiscal year 2013 -14 and beyond.
,II 4 f ":IVc-inl`Iri �V�l:ul�tr';ri�'Ie=sIi V`I�i};r:,IOI
Page 19 of 23
Page 20 of 23
EXHIBIT "B"
SCHEDULE OF CHARGES
Page 21 of 23
City of Lake Elsinore, CA
2013 -14 Pavement Management Program
Proposed Fee
CITY Of .
LAKE , LSINO E
O,<LAM E'rt KLMt
Presented below is a summary of the proposed fee to perform the services outlined in the scope
of work above. It is intended that our services will be provided on a time & material, not -to-
exceed basis plus reimbursable expenses in accordance with the attached hourly rates.
Total Estimated Fee for Tasks 1 through 9 $32,82 8
Additional services will be negotiated when the City indicates the need for activating the
services described above. These additional services will be considered contingency items within
the contract.
Should the City desire to increase the service level above the task description outlined above for
the Task 1 through 9 or require other services not described herein, a fee adjustment would be
negotiated and mutually agreed upon by both parities.
City nt .".k i 1-' 1 -12
2013 Pavement Management Prografn
Page 22 of 23
Description
II
Principal
Project.
Manager
Assistant
Planner
Field
- Technicians)
pdmin
!
Tota" by
Task
Base Fee
Kickoff Meeting- Project Setup
$25o /hr
_ $17o /hr
3
_ $125/hr
$82 /hr-
$75 /hrl
$51
'rask 1
Task 2
;Work History Update
2
Jy� - -- a
Task
Pavement Condition SUrvSL(jpprox.63.3miles) W indshield based)
- If Digital Roadway Imaging rs used (additional survey costs apply)
See Optional task below - -
(Pavement Manaj [,nent_Q o rf m Ml,Ctirig4 .... J ....... J..
_
-
8
-
16j
94
--
"��S11�O6ii
--
"rask 4 "
'rask 5
Pavement Statistics.- PCI Re-orts _
1
_lo
"..._ 4
8
S.Mo
Task 6
Mamt & CIP Anaysis
16
2.72
Task 7
rask8
iask9
2t PMP GP Report
MaAAin�nd GIS Link LL
-
OntallServices -.
.._.._ -. ... ..... ..._....._._ ....... ,
Rermbursables (mileap,er Qnntm� egwpment/materia!�L
-
.. 32
_
Tl6
„_-
55.44 ,
1
_ — 3
8
...__. r._
.._..
$3,410
..�,..
_
...... 4
,w -&
h - 16.
, -
51,2,992
pll ddrverableswrll become rope_ of the Ci of Lake Elsinore.
AN 7+.+kt arc r�otlehle
'iota) Hours per staff
'Total Base Fee
2
500
82
$ 13,940
46
$ 5,750.
130
$ iQ988
$
$32,818
Task 10
Optiortai Se2likt _ _..._.......
$ ""- '- .... -'
DI ital Roadway imaging
- Costs include 65.3 mlless $147 /ml and mob) I l2ationl.,, ...�... „ ^„
AddltionaI services outside ofthis contract wil I be negotiated with the City where we wi II use our Standard Hourly Rate Schedule that has
been provided.
Total Estimated Fee for Tasks 1 through 9 $32,82 8
Additional services will be negotiated when the City indicates the need for activating the
services described above. These additional services will be considered contingency items within
the contract.
Should the City desire to increase the service level above the task description outlined above for
the Task 1 through 9 or require other services not described herein, a fee adjustment would be
negotiated and mutually agreed upon by both parities.
City nt .".k i 1-' 1 -12
2013 Pavement Management Prografn
Page 22 of 23
a..wg r yr arena. a.a.arrraJnc
Pavement Management Proprorn 2010
Fee Proposal -May 3, 2010
Page 23 of 23
N Y" � `� +j° , ,;t4` }, 6 ka6T�7 � ; i. -��
° ti: n...
� �
�{`.1YKIn �,i , ifYllir 'S S jclf• fir
rlb�skl
Erase Fri ?, O/hr
$1.65/hr
$8fl /hr
$].2p/hr
$7S/hr
Project Implementation
Task 1.1
Pro ect IGckoff
3
$495
Task 1.2
Project Status Meetings - Qualls Control
4
8
4
$1,78
ask 1.3
1 U dale Maintenance and Rehabilitatlon Activlties
8
1
1 $760
Task
Client Satisfaction
Task 2.1
Project oellverables 11,
3 —
1
4
51,385
iask 3
__. r
Project schedule
� �2
Task 3.1
IWork Flow/ t'rojectschedule 1
2
4
$]
Trask 4
Scope of Work
Task 4,A
Pavement Condition Survey (57.4 mlies- 'W"indshleid )
4
80
8
$8,02
Task 4.2
Maintenaaw & CIP / pudgetary Anal sis --
16
$2,974
ask 4.3
Citywide Pavement Man ment CIP Report 2
24
41
2 $5,0
Task 4.4
Maw acrd GIS Update
3
20
$2,895
Task 4.S
on-Call Services
4
16
B
$2
Task 4.6
Pavement Field & Software Training
A
12
$1,440
Relrrrburrsatiies mileame, Printing, materials)
$70t:
All deliverables will become prypetl.Xof the City of take Elsinore
All Tasks are !!e otlabte (An -call and TratnIng tasks may l e oteotial
"D tional" services
total Hours per Staff
4
65
114
65
2
TCitai Base Flee
$ 1,000
$ 10,725
$
9,120 $°
7,800
ISO k��r
Optlonal Tasks
r-7
S.1
Automated tai " l Roadway lmal{i ( de- 57.4.tnt " S A
$Y1,
Data Wlectian forPay.ernent
Data Collection forAddlflonal ROW elements:
TOD
SIgngpe, Catch ficlsins, Curb Marking, StrcetStrl inq, etc.
"
MY
NMI
.5 Kim
Page 23 of 23