SR-10-27-2015-3E 101-003-04-12
City Council
Report
City Council Regular Meeting: October 27, 2015
Agenda Item: 3.E
1 of 3
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Civil Engineering
Martin Pastucha, Director
Subject: Professional Services Agreement for Pavement Management System Update
and Integration
Recommended Action
Staff recommends that the City Council:
1. Award RFP# SP2069 to NCE, a Nevada-based company with offices in Fountain
Valley, California, to provide pavement engineering services to update the City’s
Pavement Management System.
2. Authorize the City Manager to negotiate and execute a professional services
agreement with NCE, in an amount not to exceed $132,000 (includes a 10%
contingency).
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
The City is responsible for the on-going pavement maintenance and rehabilitation of
approximately 155 miles of streets citywide. In order to develop a pavement
maintenance strategy, the City has utilized a Pavement Management System to track
the condition of the streets, identify paving needs, and develop a multi-year plan for
future pavement maintenance and rehabilitation projects. The existing Pavement
Management System data was last updated in 2008.
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 proposed professional services agreement with NCE is to update the City’s
Pavement Management System and prepare a multi-year pavement maintenance
strategy based on an assessment of current citywide pavement conditions. The total
budget impact for this comprehensive study, field evaluation, database update,
integration, and contingency is $132,000
2 of 3
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 evaluations 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 (APWA) derived using data
collection procedures identified in American Society for Testing and Materials (ASTM)
standard D-6433. 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 City’s annual street
resurfacing program uses the PCI data to establish the 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 July 2008. At the time of the
2008 analysis it was determined that the citywide PCI score was 82.
Discussion
Consultant Selection
On March 19, 2015, the City issued a Request for Proposals (RFP) #SP2069 for
Pavement Management System Update & Integration services. The RFP was posted on
the City’s on-line bidding site, and notices were advertised in the Santa Monica Daily
Press on March 26, 2015 and March 28, 2015 in accordance with City Charter and
Municipal Code provisions. Four proposals were received on May 11, 2015:
1. Dynatest Consulting Inc.
2. Infrastructure Management Services (IMS)
3. NCE
4. Transmap Corporation
A selection panel consisting of staff from the Civil Engineering Division reviewed,
evaluated, and ranked the proposals. The selection process followed the consultant
selection guidelines set forth by the Santa Monica Municipal Code. The selection criteria
included proposer’s experience on similar projects, references, quality of deliverables,
3 of 3
quality and thoroughness of work plan and timelines, experience of key personnel, and
total cost.
On August 11, 2015, the selection panel interviewed NCE and Dynatest, the two top-
ranked firms. NCE demonstrated that it had the best-qualified team for the project. NCE
has completed nearly 200 similar projects in the last five years throughout California.
The cost for services proposed by NCE is competitive with the other proposals. Staff
recommends NCE as the best-qualified firm to provide pavement management update
and integration services at a cost of $132,000.
Financial Impacts & Budget Actions
The agreement to be awarded to NCE is for an amount not to exceed $132,000. Funds
are available in the FY 2015-16 Capital Improvement Program budget in account
P200152.589000.
Prepared By: Allan Sheth, Civil Engineering Associate
Approved
Forwarded to Council
Attachments:
Reference:
Agreement No. 10207
(CCS)