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HomeMy WebLinkAbout2/7/2001 - STAFF REPORTS (6) J DATE: February 7, 2001 TO: City Council FROM: City Engineer PAVEMENT MANAGEMENT SYSTEM CONSULTING SERVICES CONTRACT RECOMMENDATION: That the City Council approve a contract services agreement with Nichols Consulting Engineers, in the amount of $54,505.00 for pavement management system consulting services, City Project 00-26. SUMMARY: A pavement management system provides fora comprehensive program by which the Engineering Department can make objective recommendations to the Council for immediate, as well as future, street maintenance and rehabilitation projects. Currently, the Department uses an out of date inventory of street sections that does not give objective information regarding the current condition of the existing pavement. A City-wide pavement condition analysis will provide the City with an important tool for determining the current condition of its infrastructure, as well as forecasting future budgeting needs to maintain our streets and prevent more costly rehabilitation. BACKGROUND: The City initiated a pavement management program in 1975, using Labelle-Marvin, a professional consulting firm, to provide condition surveys and pavement maintenance reports for the City's major and secondary thoroughfares (approximately 79 miles of streets). This was followed up in 1984, using Labelle- Marvin to provide condition surveys of the City's entire 220-mile street system. A final survey was performed by Labelle-Marvin in 1988, using deflection testing to determine specific pavement flexibility and strength of City streets. This information was useful and allowed for the inventory of each street segment within the City; allowing for accurate budgeting and estimating forthe various slurry seal and overlay projects performed over the years. However, the pavement condition analysis performed by Labelle-Marvin is now 13 years old and does not reflect the current condition of City streets. Additionally, the computer program used in the past by staff to catalogue pavement condition of each City street segment was rendered obsolete. Although staff has the valuable information contained on back-up tapes, the early 1990's DOS-systems based program is inoperable in the current Windows-based computer systems used by staff. The 2000/2001 budget included funds necessary to obtain professional consulting services to provide pavement management services. Staff prepared a Request for Proposals (RFP) to obtain professional services required to convert the City's previous pavement management system database to be used in a new pavement management program acquired by the Engineering Department, perform City-wide pavement condition surveys, and inventory each City street segment to include all previous segments as well as those added Pavement Management System Consulting Services Contract February 7, 2001 Page 2 through annexation and new construction. Besides providing the City a current analysis of its infrastructure, these services will provide information necessary for compliance with GASB 34 requirements. The RFP was advertised in the Desert Sun on November 3, 2000. Four proposals were received by the requested deadline of November 27, 2000, from Berryman & Henigar (Palm Springs); DMC Design Group (Corona); Harris & Associates (Irvine); and Nichols Consulting Engineers (Huntington Beach). Following review of the proposals by an evaluation panel, the professional consulting firm of Nichols Consulting Engineers was selected to provide the pavement management system services at a cost not to exceed$54,505.00. Ruth Lehmann of Nichols Consulting Engineers will be the Project Manager and coordinate all professional services for the City. Funding for this project is budgeted in account 133-4298-50110 (Pavement Eval Study/Test). No local general funds are required. DAVID J. BARAKIAN City Engineer �� �y APPROVED:-sty City Manana ger ATTACHMENTS: 1. Minute Order REVIEWED BY DEPt OF FINANCE 2. Agreement CITY OF PALM SPRINGS Engineering Department CONTRACT SERVICES AGREEMENT FOR THIS CONTRACT SERVICES AGREEMENT (herein "Agreement"), is made and entered into this day of , 200 , by and between the CITY OF PALM SPRINGS, a municipal corporation, (herein "City") and Nichols Consulting Engineers, Chtd., (herein "Contractor"). (The term Contractor includes professionals performing in a consulting capacity.) The parties hereto agree as follows: 1.0 SERVICES OF CONTRACTOR 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, the Contractor shall provide those services specified in the "Scope of Services" attached hereto as Exhibit "A" and incorporated herein by this reference, which services may be referred to herein as the "services" or "work" hereunder. As a material inducement to the City entering into this Agreement, Contractor represents and warrants that Contractor is a provider of first class work and services and Contractor is experienced in perforating the work and services contemplated herein and, in light of such status and experience, Contractor covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials will be of good quality, fit for the purpose intended. For purposes of this Agreement, the phrase "highest professional standards" shall mean those standards of practice recognized by one or more first-class firms performing similar work under similar circumstances. 1.2 Contractor's Proposal. The Scope of Service shall include the Contractor's proposal or bid which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govem. 1.3 Comnliance with Law. All services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State or local governmental agency having jurisdiction in effect at the time service is rendered. This agreement complies with all existing prevailing wage laws and the City shall pay prevailing wages to workers in design and preconstmction phases including, but not limited to, inspection and land surveying work pursuant to Labor Code section 1720. 1.4 Licenses, Permits. Fees and Assessments. Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Contractor's performance of the services required by this Agreement, and shall indemnify, defend and hold harmless City against any such fees, assessments, taxes penalties or interest levied, assessed or imposed against City hereunder. 1.5 Familiarity with Work. By executing this Contract, Contractor warrants that Contractor (a) bas thoroughly investigated and considered the scope of services to be performed, (b) has carefully considered how the services should be performed, and (c) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, Contractor warrants that Contractor has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services hereunder. Should the Contractor discover any latent or unknown conditions, which will materially affect the performance of the services hereunder, Contractor shall immediately inform the F522]6ro9999930ro21 6�6B4.2 6114/96 acv 76 09ro1/96 1 EXHIBIT "A" SCOPE OF SERVICES Phase 1-Database Conversion Task 1:Data Conversion The Contractor shall extract the data from the City's tape back-ups to use in the database conversion. The Contractor has previously tested this method and found it successful. In evaluation of the City's existing data files, the Contractor has identified four database (.dbf) files from the old Carter system that will be used in the database conversion. These files are: st_surfdbf, distress.dbf, bussstop.dbf, interpms.dbf. At a minimum, the following data fields will be transferred into the new system: Street Name, Street Segment ID, Street Section ID, Street Segmentation (from/to), Street Segment Length, Street Segment Width, Street Segment Area (square feet and square yards), Street Segment Class, Street Segment Surface Type, Street Segment Age (if available), and other characteristics as available. It may be possible to identify the maintenance history for each section from the history.dbf file. If the information is transferrable, it will be added to the new database. Task 2:Data Verification A printout of data from the old database files shall be generated to use in the QC/QA of the database. 0- -database information is completed, a printout of the data shall be generated from PAVEMENTView Plus a be compared to the original data. In addition, the new data shall be checked off using a city map to identL street sections are currently in the database and if there are missing elements. Based on the data found in the tape back-up, there are 1,269 pavement sections currently in the database that will need to be verified. Th, will be helpful as it will show what new streets are within the City limits but not currently in the database. Task 3:Data Implementation Upon completion of the database conversion, the Contractor shall deliver an electronic copy of the cone database as well as the marked map showing the current coverage of the pavement management system. ', Contractor shall also deliver to the City a paper copy of the existing database for comparison and historical recur In addition as part of this task, the Contractor shall provide City staff with a comprehensive one-day trainh session covering the implementation of the converted PMS database files within the PAVEMENTView Plus systeL. and methods for manipulating the database information, and adding new PMS information into the database. Phase 2-Pavement Condition and Analysis Survey Task 1: Network Sectionalization/Verification Since the last PMS database was developed for Palm Springs, additional streets have been annexed or built. These streets need to be added to the new database. The Contractor shall identify the streets missing from the existing database and shall segment them in accordance with standard practice. All inventory information shall be identified for each street segment including geometric elements, surface type, and functional class. The length and width for each street shall be verified in the field with a wheel and distance-measuring device. Segmentation shall be adjusted in the field to account for change in limits (presence of construction joints). The new sections shall be added to the database and quality control checks of the data shall be performed. Upon completion of the data entry, Section Description Reports shall be prepared and provided to the City for review and approval. FSM76N99999.3000/216 4.26/14/ Rcvi i.O3N1/98 EXHIBIT "A" TO CONTRACT SERVICES AGREEMENT 12 Task 2: Condition Surveys/Data Entry Prior to commencement of the condition survey, the Contractor shall meet with City staff to discuss the following: Identify sections to be surveyed; review safety and quality control policies; meet with street maintenance staff to gather construction data that should be included in the update; gather additional information such as electronic and paper copies of maps for use in the survey; the Contractor shall update the software to include any construction history that has taken place since the last update (not to exceed 3 years) if the City provides information; and additional field data to collect beyond surface distresses (i.e. curb and gutter, and sidewalk). Condition Survey It is understood that a minimum of a 10% network-level survey be performed for each pavement section inspected. In addition, the City wishes to develop sample unit segmentation so that each sample unit area is 2,500 SF +/- 1,000 SF and, whenever possible, each sample unit is 100 feet in length. The 100-foot dimension will allow ease in identifying sample units during future re-survey cycles with the greatest degree of accuracy. If sample unit identifiers were utilized in the previous surveys, these designations will be used during the condition surveys so that the sample location is evaluated in each survey. The total number of sample units surveyed shall meet the MicroPAVER requirements. To accomplish a network level inspection, a condition survey shall be performed and PCI calculated using the method as defined in the US Army Corps of Engineers (COE) CERL Technical Report M-90/05, "Pavement Maintenance Management for Roads and Streets Using the PAVER System" and related distress survey field manuals. Prior to beginning the condition survey, all inspectors shall participate in a pre-inspection meeting as well as a quality control/calibration session to calibrate each inspector's ability to accurately complete the condition survey requirements. Only nine our of fourteen MicroPAVER distresses will be collected each for asphalt and for Portland cement concrete. These distresses are shown below: Asphalt Caticreke Payem iit rtland Cement Concrete`Paye`ment Atstresses .:- „a DtSI'rkSSCSs.^... .: � -''e.�; • i,, fir; ... .. c: Alligator Cracking Blow-Up Block Cracking Comer Break Edge Cracking Divided Slab Joint Reflective Cracking Durability Cracking Longitudinal/Transverse Cracking Linear Cracking Potholes Punchouts Rutting Shrinkage Cracking Weathering/Raveling Corner Spalling Patch/Utility Cuts Joint Spalling F52/27�30ro111606A4.26/14/96 Rcviod:09/ IM EXI-IIBIT "A" TO CONTRACT SERVICES AGREEMENT 13 In addition, data fields will be established in the PMS database to quantify and identify curb and gutter and sidewalk for each street segment. It is understood that the Contractor shall use this data to identify the dollar value of the curb and gutter and sidewalk for compliance with GASB 34. A notebook will he kept showing inspection data for each section and shall be updated weekly. The purpose of the notebook is to allow City personnel to be able to locate inspected sample units in future surveys. Each inspector shall measure the distresses in the sample area as well as document the width of the sample area as required. Sae : The Contractor will provide for adequate traffic control and inspector safety during the project. The Consultant shall record all Distress data found in the field and entered all relevant information into the Cartegraph PAVEMENTView Plus software database. The Consultant will be responsible for providing all equipment necessary for performance of this task. Data Entry The condition survey data shall be entered into the PAVEMENTView Plus database within five (5) working days of collection. The data shall be entered at the Contractor's offices and an updated file shall be provided to the City along with related paperwork upon completion of the survey and QC/QA to allow for thorough quality assurance to be performed on the data as it is entered. A bi-weekly progress report shall be provided to the City, detailing the progress of each task. Quality Control. The Contractor shall perform a QC check in the field as well as on the system as it is recognized that calibration as well as accuracy is vital to the quality and uniformity of the overall project. Task 3:PCI Calculations Upon completion of the data entry and QA/QC procedures, the Contractor shall evaluate the City's database and develop performance (family) curves to be used in the Pavement Condition Index (PCI) predictions. The curves will he based on surface type and functional class of the pavement. Once the curves are developed, the PCI for each street section shall be calculated and an overall PCI for the pavement network shall be determined. The Contractor shall check and correct all output data for any errors identified. The Contractor shall provide to the City a PCI Report for review. Task 4:Maintenance and Rehabilitation MR) Strategies The Contractor shall review with the City the maintenance and rehabilitation (M&R) strategies that are desired for this project. This will include the selection of appropriate treatments such as chip seals or overlays, and the determination of the construction costs. This would also be an appropriate time to review the use of new treatments or materials, such as rubberized asphalt, or mbberized chip seals. Global and local strategies shall be prepared for the City. The M&R alternatives are used to determine effective treatments for each street section based upon the condition, pavement type, and functional class. Once the M&R alternatives are defined, a unit cost shall be determined for each alternative. The unit costs will be based on life-cycle costs. These alternatives and costs shall be entered into the database. Task 5:PMS Budget-Needs Analysis The Contractor shall perform a budget needs analysis to identify M&R requirements for each road section and to determine the total maintenance and rehabilitation requirements over a five-year period. Note that up to a 20-year F52/276At99999-3Uro/21ai684.26/14196 EXHIBIT "A" TO CONTRACT SERVICES AGREEMENT 4A 14 EXHIBIT "B" SPECIAL REQUIREMENTS Section 5.3, Performance Bond, is waived. EXHIBIT "B" eszrzaeoW�a000rzieoeea.zenaros TO CONTRACT SERVICES AGREEMENT R.A�iWMIM (0 #9 a 16 EXHIBIT "C" SCHEDULE OF COMPENSATION Tasks listed below are identical to tasks identified in Exhibit "A" of this Agreement. Phase 1-Database Conversion Task Lump Sum Fee 1. Data Conversion $3,295 2. Data Verification $1,470 3. Data Implementation 295 Subtotal $5,060 Phase 2-Pavement Condition/Analysis Survey Task Lump Sum Fee 1. Network Sectionalization/Verification $2,790 2. Condition Surveys/Data Entry $36,590 3. PCI Calculations $1,160 4. Maintenance and Rehabilitation(M&R) Strategies $1,195 5. PMS Budget-Needs Analysis $1,475 6. PMS Budget Scenarios $2,140 7. Curb and Sidewalk Inventory Report $2,000 8. Data Implementation $2,095 Subtotal $49,445 TOTAL $54,505 Lump sum payments shall be made to Contractor upon completion of the individual tasks noted above. EXHIBIT "C" rszme�3momeas4.2 malaise TO CONTRACT SERVICES AGREEMENT4 Rcvixd:O9i91NB 17 EXHIBIT "D" SCHEDULE OF PERFORMANCE Phase 1-Database Conversion Task 1: Data Conversion 2 Weeks from start of task Task 2: Data Verification 1 Week from start of task Task 3: Data Implementation 1 Week from start of task Phase 2-Pavement Condition/Analysis Survey Task 1: Network Sectionalization/Verification 2 Weeks from start of task Task 2: Condition Surveys/Data Entry 4 Weeks from start of task Task 3: PCI Calculations 2 Weeks from start of task Task 4: Maintenance and Rehabilitation Strategies 2 Weeks from start of task Task 5: PMS Budget-Needs Analysis 2 Weeks from start of task Task 6: PMS Budget Scenarios 2 Weeks from start of task Task 7: Curb and Sidewalk Inventory Report 2 Weeks from start of task Task 8: Data Implementation 2 Weeks from start of task EXHIBIT "D" ON FS=76N99999-9 alb 426/14/% TO CONTRACT SERVICES AGREEMENT Wro1M 18 0 i PROOF OF PUBLICATION This is space For County Clerk's Filing Stamp (2015.5.C.C.P) STATE OF CALIFORNIA_ _ County of Riverside - --- --- No6464 - -- --'- -- - _- - - - I am acitizen Of the United States and a resident Of CITY OF PALM SPRINGS, CALIFORNIA REQUEST FOR PROPOSALS FOR PROVIDING the County aforesaid,I am over the age of eighteen PROFESSIONAL CONSULT PAVEMENT SER MANAGEMENT years,and n0Y a party YO Or IRterQSYCd In the ES CITY PROJECT 00-26 abOve-entitled matter.I am the principal clerk of a NOTICE IS HEREBY GIVEN that the City of Palm Spnngs,firms r fe seeking Proposals from printer of the,DESERT SUN PUBLISH necessary firms for professional consultingverveservice. PUBLISHING neceMangssary to fully implement City-wide Pavement COMPANY a newspaper of general circulation, SCOPE OF ment WORKS The Cities of Palm Springs printed and published in the city of Palm Springs, and Rancho Mirage are partnering in their request f County of Riverside,and which newspaper has been or professional orial consulting work and cos ropos- III for professional services necessary fully im- adjudged a newspaper of general circulation by the clement City-wide Pavement Management sys- tems Superior Court of the Co The Cities of Palm Springs and Rancho Mirage County of Riverside,State of intend to upgrade their Pavement Management California under the date of Systems The primary goal each agency is the March 24,1988.Case pavement management system database conver- Number 191236;that the notice,Of which the Sr,,of each City's existing database into their re- cently acquired Cadegraph software. The City of annexed is a printed copy(set in type not smaller Palm Springs has an additionala oal l is r- than non parcel,has been published in each regular ma°oe of pavement0centcondition an analyyss sur- veys S the s has 250 e oae `f perfxr and entire issue of said newspaper and not in any mate)nelwork of local streets The overall project is comprised of three primary tasks. These tasks supplement thereof on the following dates,to wit: are: -Phase 1A - Database Conversion for City Of Palm Springs November 3rd -Phase 1B - Database Conversion for City of Rancho Mirage - _____________________ -Phase 2-yPavement Condition and Analysis Sur- ---------- of rl DEADLINE FOR RECEIPT OF SUBMITTALS:An original and four(4)copies of the Submittals must --------_--------_—_-_------------------ be received in the Procurement Office at 3200 --------- Tahgqmtz Canyofor to Way, Palm Springs, y,Califor- nia, ' veber 27 prier to the deadline of Monday, No- the O.s 2T,200Q by he r P.M.,Local Time,It is All in the year 2000 the responsibility of the respondent to see that any submittal sent through the mail shall have sufficient time to be received by this specified I certify(or declare)under penalty of perjury that the date and Submtime.ittals tagsTel wilt not telephonic of facsimi- le (FAX) submittals well not be accepted. of foregoing is true and correct. SUBMISSION REQUIREMENT:Copies of the so- licitation document(CP00-26) are available at Of- 6th tics of the Procurement Manager,3200 East Tah- guitz Canyycn Way,Palm Springs,CA 92262 or by Dated at Palm Springs,California this--------------daycalling (7(0)323-8239 There is no charge for November mailing this document to interested firms Responses received which are not in center- of-----------___- I mane with the instructions outlined in the Cry's --"- --^--,2000 solicitation (C m P00-26) may be rejected as non-re- one- spd Those submitting responses do so e tirely at their expense.There is no expressed nor implied obligation by the City to reimburse any Firm or individual for any costs incurred in - "-"----'----"-'---^------ i ing or submitting responses, preparm or Submit- Signature enq additional information in any requested y the City, or For partcipPR in any selection in seer wijI --SELECTION n e CESon grow proposer if it reviewed by o evaluation group to determine rf valuation meets the proposal requirements The eionsby group may ask for formal oral presentations he the as consultant consultants.n final selection review the consultant op be determined following review of all work proposals and/or formal oral r - tions. Proposals w be evaluated accoordingding t to criteria outlined inthh e REP document Harold EGood, CPPO itPR PROCUREMENT MANAGER CITY OF PALM SPRINGS Dates November 1, 2000 MINUTE ORDER NO. 6795 AUTHORIZING A CONTRACT SERVICES AGREEMENT WITH NICHOLS CONSULTING ENGINEERS, IN THE AMOUNT OF $54,505, FOR PAVEMENT MANAGEMENT SYSTEM CONSULTING SERVICES, CITY PROJECT 00-26. ------------------ I HEREBY CERTIFY that this Minute Order, authorizing a Contract Services with Nichols Consulting Engineers, in the amount of $54,505, for pavement management system consulting services, City Project 00-26, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 7th day of February, 2001. PATRICIA A. SANDERS City Clerk ,h; �o