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HomeMy WebLinkAboutE-08 Staff Report - Pavement Management SystemCONSENT ITEM E-8 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: DANIEL BOBADILLA, P.E., DIRECTOR OF PUBLIC WORKS/CITY ENGINEER DATE: APRIL 1, 2019 SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A TASK ORDER FOR PROFESSIONAL SERVICES TO DEVELOP A PAVEMENT MANAGEMENT SYSTEM BACKGROUND: The City annually receives Proposition A and C monies from the Los Angeles County Metropolitan Transportation Authority (Metro) to fund public transit related programs and projects. One of the conditions to receive these funds includes the preparation of a Pavement Management System. The proposed action will authorize the City Manager to execute a Task Order with TKE Engineering, Inc. (TKE) to develop a Pavement Management System in accordance with Metro’s Proposition A and C Local Return Guidelines. RECOMMENDATION: Staff recommends the City Council take the following action: 1) Authorize the City Manager to execute a Task Order with TKE Engineering, Inc. for a not-to- exceed fee amount of $108,500 to develop a Pavement Management System. ANALYSIS: As part of Metro’s Proposition A and C Local Return Guidelines, all agencies receiving Proposition A and C funds are required to develop and certify a Pavement Management System on a triennial basis. The Pavement Management System provides valuable information on current pavement conditions that is essential in establishing a schedule of street repairs and maintenance. Development of the Pavement Management System and certification with Metro ensures timely receipt of Proposition A and C monies that are used to fund a significant amount of our pavement management programs and projects. Staff requested proposals from all four of the City’s on-call engineering firms. However, TKE is the only firm with the resources and expertise to develop a Pavement Management System. Staff evaluated APPROVED CITY COUNCIL 4/1/2019 Task Order – Pavement Management System April 1, 2019 Page 2 TKE’s proposal and determined that it met the requested scope of services. As part of the evaluation process, staff also reviewed the proposed fee and found it to be fair and within the proposed engineer’s estimate. FISCAL IMPACT: The Task Order with TKE for a not-to-exceed fee amount of $108,500.00 will be funded with Proposition C Funds. Prepared by: Daniel Bobadilla, P.E. Director of Public Works/City Engineer Reviewed and Approved: Sergio Gonzalez City Manager Attachment: 1) TKE’s Proposal Attachment 1 City of Azusa RFP to Prepare a Pavement Management System 1 Statement of Qualifications EXPERIENCE AND QUALIFICATIONS TKE Engineering, Inc. (TKE), was established in 2000, and in the last 19-years has developed into one of Southern California’s premier full-service consulting engineering firms. TKE was established with the goal of providing turnkey service for municipal projects in order to benefit our community. As a result of the focus of a firm on this mission, TKE has earned a reputation for thoroughness, rapid turnaround, cost efficiency and overall quality of services. We are a highly motivated, dynamic firm with the goal of being the preferred consultant for all of our clients. TKE has extensive experience with pavement analysis, management and rehabilitation including planning, design, and construction support of pavement rehabilitation projects. TKE specializes in pavement rehabilitation strategies and improvements projects. Throughout our history of serving our clients in the Southern California region, TKE has provided multi-disciplinary services for small and larger projects. We have successfully completed comprehensive resource planning and management documents, and complex and challenging projects for a variety of municipal agencies who have continued to request that we partner with them in delivering much needed infrastructure to their communities. PROJECT UNDERSTANDING The City of Azusa (City) desires to retain a qualified professional team to provide services to prepare the City’s Pavement Management Program (PMP) in accordance with requirements of Proposition A and C Local Return Guidelines. The City is interested in exploring various pavement rehabilitation or roadway reconstruction methods including but not limited to cold in place recycling, full depth reclamation, slurry seal, grind and overlay, and other options, in order to provide the best value for its pavement management projects in terms of cost, lifespan, and other factors when the application is suitable for the roadway conditions. To meet the needs of the City, the consultant team will include, but is not limited to, Civil Engineering, Geotechnical Engineering, Materials Testing, Pavement Design, Survey, and all related services necessary to evaluate the condition of the City’s roadways and make recommendations on the most effective use of the City’s yearly allocation of PMP and/or Crack and Slurry Seal funds. PROJECT APPROACH TKE’s team and the City have a common goal, successful project delivery. Our definition of successful project delivery is: ➢Project completion that meets all project requirements ➢Project completion within budget ➢Project completion on schedule Our goal is not limited to project processing only, but includes the incorporation of value engineering and constructability review. Through the evaluation and management of specific alternatives, we will facilitate the delivery of the most cost effective project alternative that meets design requirements and will provide for the greatest opportunity for expedited construction. To achieve our goal, we approach our projects by first developing a project plan. Our project plan considers the major issues described below and development of project tasks (Scope of Services) to be performed by the design team, preparation of task budgets and preparation of a schedule to complete each task. Prior to beginning preparation of a project plan and Scope of Services, we would perform the following: ➢Detailed Review of the Project ➢Preliminary Research and Data Collection ➢Client Inquiries ➢Field Reconnaissance With pavement analysis projects, our experience tells us that there must be a proactive approach to completing the work in order to meet schedule requirements. This approach includes early identification of pavement failure types, rehabilitation methods and subsurface soil values to perform accurate cost estimating throughout the entire process. Through this work our team will become familiar with the City and its subsurface soil co nditions which allows TKE to establish key issues so we can be prepared to mobilize on a moment’s notice to assist you. City of Azusa RFP to Prepare a Pavement Management System 2 Statement of Qualifications Critical Issues ➢ Subsurface Analysis Subsurface analysis is a vital key to pavement repair and/or construction. The structural section of the roadway is dependent on strength of the subsurface soils the pavement will be constructed upon. Lower strength subsurface soils will require thicker aggregate base and asphalt pavement sections to adequately support the traffic loading. TKE will utilize LOR Geotechnical to sample and analyze subsurface conditions to get a general understanding of the subsurface soil strengths. TKE and LOR have provided numerous street improvement projects to City’s throughout Southern California where the structural sections have surpassed sustainability expectations. The strength of our team and past efforts provides the City with a group of individuals that will ensure a high quality and cost-effective design is achieved. ➢ Pavement Rehabilitation Strategies TKE will analyze all types of pavement failures documented on existing City streets and provide the City with failure types, reasons for failure and appropriate cost-effective strategies for pavement repair. TKE has performed numerous street improvement projects and pavement reports documenting pavement repair strategies for numerous Cities within Southern California. TKE is familiar with general soil types and pavement failure methodologies. ➢ Accurate Cost Estimating TKE understands the limits on City funding. Because of the limited budget for City projects, it is vital to keep costs controlled. Our approach to controlling costs is to provide frequent and accurate cost estimates b y using TKE’s detailed cost estimating database. In addition to using this database, TKE utilizes our considerable experience with Construction Management to assist in providing constructability reviews and cost estimating based on current information from our on-going projects. Finally, with the current economic climate, construction costs are widely varying. We will also discuss the project’s elements with local contractors to assure that we have the most current construction information available so that the City can get the most “bang for their buck”. Project Management Project management will be an essential element in project delivery. Effective communications will lead to effective management. Management will include biweekly reviews of project budget and schedules and regular meetings with all project shareholders. TKE will ensure that City’s interest is protected to the maximum extent possible. TKE will ensure that public funds are maximized and used for the benefit of the community. Any deviation from standards and requirements will be referred to City staff. TKE will implement direction given by City staff. Design Engineering Services During design, TKE will provide: a. Prepare and maintain a project schedule identifying the critical path for expeditious project completion Figure 1. We are proud to have delivered the Pavement Analysis Report for the City of Redlands, providing to the Redlands downtown business corridor. City of Azusa RFP to Prepare a Pavement Management System 3 Statement of Qualifications b. Conduct and attend design kick-off meeting with all stakeholders c. Schedule and conduct Project Development Team (PDT) meetings and other necessary meetings; prepare agendas and minutes; and distribute to all applicable entities (not just attendees) within three (3) working days. d. Schedule, facilitate, and attend meetings as necessary. e. Provide progress reports monthly or as deemed required. f. Compose all correspondence to keep the project on schedule. g. Prepare field analysis of City streets to develop pavement condition index (PCI) h. Prepare project report and Capital Improvement Program i. Prepare project update write-ups. j. Prepare project estimates and budgets. k. Maintain all project files in accordance with City format. l. Facilitate, coordinate, and oversee the ongoing daily actions required to completely provide the full level of intended service and ensure that the project meets all applicable Federal, State, and local requirements including proposition A and C. m. Oversee and ensure that all measures of the specific project’s scope of services are completed in a timely and professional manner with an emphasis on providing the City with a high-quality project. n. Act as a liaison between the City of Azusa and all project stakeholders on order to accomplish the full project services intended by the City. o. Ensure that all appropriate communication, correspondence, and reports are completed on an ongoing basis in a timely manner to the satisfaction of the City. p. Perform quality control reviews. SIMILAR PROJECT EXPERIENCE Pavement Analysis Reports TKE has an extensive history in providing pavement analysis services to numerous municipalities. TKE has recently prepared pavement deterioration analysis reports to the City of Redlands and the City of Highland. The report identifies the estimated amount of yearly maintenance cost attributed to various vehicle types traveling on City streets and provides a means of visualizing and understanding how vehicles with heavy loads affect the streets service life. Since the overwhelming majority of City streets are constructed using asphalt concrete pavement, the report focuses on the effects on flexible pavement and the associated equations derived from the American Association of State Highway and Transportation Officials (AASHTO) Road Test results. Using the accepted vehicle loading factors developed by AASHTO, TKE calculated typical annual vehicle loads imparted on residential, collector and arterial streets. It is assumed that streets will see similar vehicular traffic on a weekly basis due routine patterns within society. Therefore, weekly percentages of vehicle impact loading will also reflect accurate yearly percentages which can be used to calculate related street construction and maintenances costs. Capital Improvement Programs TKE currently acts as the City Engineer in the City of Calimesa, Hesperia and Adelanto and has managed more than $20 million in pavement rehabilitation improvements for various capital improvement programs. While providing these services to the City, TKE is responsible for preparing analysis of existing street conditions, rating streets pavement condition index, preparing capital improvement programs to prioritize street repairs and carry out design and construction management of street rehabilitation projects. Our experience encompasses all aspects of pavement rehabilitation from planning levels through construction and provides our team with broad range of knowledge related to asphalt concrete pavement. Our experience has helped us develop an understanding of pavement failures and cost-effective rehabilitation measures to help ensure City budgets are expended wisely and effectively. City of Azusa RFP to Prepare a Pavement Management System 4 Statement of Qualifications PROPOSED TIMELINE TKE is prepared to furnish a draft Pavement Management Program (PMP), to the City within 3 months of the notice to proceed. TKE will also require 1 month to make all edits required to prepare the final PMP upon receiving comments from the City. FEE TKE is prepared to furnish the above scope of services for a Not-to-Exceed fee below TASK Amount Kickoff Meeting $1,000 Records Research $2,500 Field Reconnaissance $35,000 Geotechnical Testing $10,000 PCI Development $25,000 Report Preparation $10,000 Cost Estimating/ Budgeting $10,000 Capital Improvement Program $15,000 Total: $108,500