City Council Meeting: October 9, 2007

Agenda Item: 1-C

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 a multi-year plan for future pavement maintenance and rehabilitation projects. The existing Pavement 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 a multi-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 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.

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:	Forwarded to Council:
Craig Perkins Director- Environmental and Public Works Management Department	P. Lamont Ewell City Manager