HomeMy WebLinkAboutItem 2m: Agreement with Bucknam & Associates for City's Pavement Management Program and Approve 10 Perecent Contingency _ 11F
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° °itY ° STAFF REPORT
Development Services Department
DATE: December 7, 2010
TO: Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director
Philip A. Wray, Deputy Director of Development Services /City Engineer f4
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A PROFESSIONAL
SERVICES AGREEMENT WITH BUCKNAM & ASSOCIATES, INC. FOR
THE CITY'S PAVEMENT MANAGEMENT PROGRAM IN THE AMOUNT
OF $28,645 AND APPROVE A 10% CONTINGENCY
Recommended Action: Approve
SUMMARY
Pavement Management Programs are required of local jurisdictions to receive Federal,
State and County funding for street repair and maintenance projects. The City of
Arcadia updates its program every two years. During each update cycle, all the arterial
roadways and half the local roadways are re- inspected to monitor pavement
deterioration and inventoried to identify any changes in various pavement condition
categories.
A Request- for - Proposal was sent to several qualified consultants and two proposals
were received. Staff recommends that the City Council award a Professional Services
Agreement to Bucknam & Associates, Inc. in the amount of $28,645 for the update of
the City's Pavement Management Program.
DISCUSSION
Most state and federal funding sources for local roadway infrastructure improvements
have requirements for cities to maintain an updated Pavement Management Program
(PMP). The Metropolitan Transit Authority also requires cities to maintain a current
Pavement Management Program to remain eligible for County transportation funding
like Proposition A and C. At a minimum, a PMP must cover the City's arterial network
and it must be updated every two years for a jurisdiction to remain in compliance. A
PMP is used as a planning tool to assist in prioritizing and making cost - effective
decisions related to pavement maintenance and rehabilitation, and is helpful in the
pursuit of grant funding.
Staff Report
Professional Services Agreement — Bucknam & Associates
December 7, 2010
Page 2
The City of Arcadia has chosen to inventory all streets for its PMP, with a frequency of
every two years for the arterial roadways and every four years for the local streets. For
each PMP cycle the plan inventories all the arterial roadways and half the local streets.
The roadways are re- inspected to monitor pavement deterioration and inventoried to
identify any changes in the pavement condition, like distress type and rate or cause of
deterioration. The plan also incorporates all the road maintenance projects completed
since the last update.
A Request- for - Proposal was sent to four (4) qualified engineering firms. Two (2)
proposals were received, reviewed, evaluated and ranked by staff as follows:
RANK FIRM LOCATION
1 Bucknam & Associates, Inc. Laguna Niguel, CA.
2 IMS Infrastructure Management Services Tempe, AZ
Bucknam & Associates, Inc. is well qualified in the preparation of Pavement
Management Programs and updates. They prepared the City's last update over two
years ago so they are familiar with the City's road system, the previous data, and the
City's budget constraints, which are reflected in their proposal. Bucknam & Associates
will be responsible for supplying and updating the necessary software applications,
collecting field survey data, inputting the data and all aspects of updating the PMP
including staff training and prioritizing the results.
Staff recommends that the City Council award a Professional Services Agreement to
Bucknam & Associates, Inc. in the amount of $28,645 for the Pavement Management
Program.
FISCAL IMPACT
Funds were budgeted in the 2009 -2010 Capital Improvement Program in the amount of
$50,000 for the City's Pavement Management Program.
RECOMMENDATION
That the City Council authorize the City Manager to enter into a Professional Services
Agreement with Bucknam & Associates Inc. in the amount of $28,645 and approve a
10% contingency for the City's Pavement Management Program.
Approved by:
Donald Penman, City Manager
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