SR-102307-1A~~~
~;,Yo, City Council Report
Santa Monica
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City Council Meeti
Agenda Item: ~
To: Mayor and City Council
From: Craig Perkins, Director -Environmental and Public Works Management
Subject: Professional Services Agreement with KMS and Associates, Inc., for
Updating the Pavement Management System and Authorize the
Appropriation of Grant Funds
Recommended Action
Staff recommends that the City Council:
1. authorize the City Manager to negotiate and execute a professional services
agreement with KMS and Associates, Inc., in an amount not to exceed
$120,000; and
2. appropriate $120,000 from Proposition C funds for the Pavement Management
System update.
Executive Summary
The City of Santa Monica is responsible for the on-going pavement maintenance and
rehabilitation of approximately 155 miles of City streets. In order to develop a pavement
management strategy, the City has utilized a Pavement Management System to track
the condition of the streets, identify paving needs and develop amulti-year plan for
future pavement maintenance and rehabilitation projects. The existing Pavement
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Management System data was last updated in 2003. The proposed professional
services agreement with KMS and Associates, Inc., is to update the City's Pavement
Management System and prepare amulti-year pavement management strategy based
on an assessment of current City-wide pavement conditions. Additionally, the State of ,
California requires local agencies to utilize a Pavement Management System to
properly evaluate and report pavement conditions in order to be eligible for gas tax
revenue. The City Engineer is required to certify that the City maintains and updates a
Pavement Management System as a condition of the receipt of this State funding.
The total budget impact for this comprehensive study, software database updates and
contingency is $120,000. Proposition C grant funds in the amount of $120,000 have
been approved for this project in the FY 2007/2008 Local Return Program.
Discussion
Background
Since 1989, the City of Santa Monica has maintained a Pavement Management System
in order to efficiently plan and schedule street maintenance and rehabilitation projects.
The system uses data collected from field investigations to assess the conditions of the
pavement Citywide. The field assessment is based on a standard rating protocol
recommended by the American Public Works Association. The field data is inputted
into a database application and a numerical value between 0 and 100 is generated for
the condition of the pavement called the Pavement Condition Index (PCI). The Citywide
PCI goal is 80. The annual street resurfacing project uses the PCI data to establish the
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rehabilitation priorities for the multi-year program intended to maintain the Citywide PCI
goal. The last comprehensive revision of the Pavement Management System occurred
in August 2003 and was based on survey data from 2001; therefore, the Pavement
Management System is now due for a full update. Based on the 2003 analysis, it was
determined that citywide Pavement Condition Index score was 80.
Consultant Selection
On April 19, 2007, a Request for Proposal (RFP) soliciting proposals to update the
Pavement Management System was advertised on the Civil Engineering and
Architecture Division's website. A total of 3 proposals were received on the proposal
due date of May 31, 2007. The proposals, offering variable items for consideration,
ranged from $75,000 to $240,000.
A selection committee consisting of staff from the Civil Engineering & Architecture
Division interviewed all firms on June 21 and 25, 2007. Selection criteria used to
evaluate proposals included the firm's technical competence, understanding of the
project's scope, direct experience on similar projects, approach to the work,
qualifications of the proposed staff, staffing capabilities to meet the desired time frames,
and cost of services. Based on the proposals and interviews, the selection committee
recommends KMS and Associates, Inc., for these services. City staff contacted
reference agencies and all respondents reported that the firm's work was completed in a
timely and professional manner while maintaining consistent high quality.
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Budget/Financial Impact
Appropriate $120,000 in capital improvement number P200152.589000 (Pavement
Management System update) from Proposition C funds.
Prepared by: Glenn Howe, P.E., Civil Engineer
Approved:
Craig Per ns
Director- nvironmental and Public
Works anagement Department
Forwarded to Council:
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a//mont E ell
ity Manage
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Reference Contract
No. 8835 (CCS)