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HomeMy WebLinkAboutCC AG PKT 2010-03-22 #MAGENDA STAFFREPORT DATE: March 22, 2010 TO: Honorable Mayor and City Council THRU: David Carmany, City Manager FROM: Terrence Belanger, Interim Director of Public Works SUBJECT: APPROVE REQUEST FOR PROPOSALS FOR 2010 PAVEMENT MANAGEMENT PLAN SUMMARY OF REQUEST: The City Council is asked to approve the request for proposals (RFP) for the 2010 Pavement Management Plan (PMP) and authorize staff to solicit for proposals. BACKGROUND: Each year, OCTA requires local agencies to submit documentation to continue to be eligible for the Measure M funding. This sales tax measure approved by county voters provides millions of dollars each year for local and regional street projects. As part of this process, participating cities must adopt a Pavement Management Plan biannually. The Pavement Management Plan is a system that evaluates the existing network of pavements, identifies deficiencies, and recommends a cost effective system of improvements to relieve existing and future deficiencies. The City has previously adopted a 2008 Pavement Management Plan. The plans and specifications have been completed and approved by the City Engineer and staff is ready to solicit for bids. The plans and specifications are available for review in the City Engineer's office. FINANCIAL IMPACT: If the City does not pass the resolution, the City will be in jeopardy of losing Measure M funding. Currently, the City receives approximately $350,000 in Measure M turnback funding annually. Gas Tax Funds are budgeted in the Fiscal Year 2009/2010 Budget in the amount of $30,000 (Project No. ST1002). Funds are sufficient for this project. Agenda Item M Page 2 RECOMMENDATION: It is recommended City Council approve the request for proposals (RFP) for the 2010 Pavement Management Plan (PMP) and authorize staff to solicit for proposals. SUBMITTED BY: d� y Terrence Belanger, Interim Director of Public Works Prepared by: David Spitz, Associate Engineer Attachments: NOTED AND APPROVED: David Car any, City Manager A. RFP CITY OF SEAL BEACH DEPARTMENT OF PUBLIC WORKS REQUEST FOR PROPOSAL Reference: PAVEMENT MANAGEMENT PROGRAM 2010 Your firm was selected as one of the firms to be invited to submit a proposal for the above project, based on the specifications required for the work needed. I. The City of Seal Beach intends to enlist the services of an engineering firm to prepare a Comprehensive Pavement Management System that evaluates the existing system, identifies deficiencies, and recommends cost effective system improvements to relieve existing and future deficiencies. The study should incorporate current issues, land use planning, and the most recent data available at the time of the study. The selected consultant will utilize MicroPAVER, a computer software program approved by Orange County Transportation Authority (OCTA) to analyze the City's Pavement System. Scope of Professional Services. The successful firm shall: A. Investigate and analyze the existing pavement conditions and pavement system in place currently utilizing MicroPAVER. B. Meet with City staff to discuss all aspects of the project, including project time - frame, design alternatives, budget, cost estimates, and construction alternatives. C. Meet as necessary with City staff to discuss the possible benefits, costs, design and placement of additional amenities or alternate improvements. D. Provide a comprehensive condition assessment of the entire street network. All deficiencies, both current and future must be identified and assessed. E. Develop criteria for performing the assessment for providing recommendations. F. Provide recommendations for current and future maintenance. Outline a plan for the entire street network's maintenance. Incorporate the City's funding mechanisms into any recommendations. Include cost breakdowns on maintenance strategies as well as discussions on funding sources. G. Be available to answer questions from City staff concerning Fiscal Year -End Pavement Management Plan submittals from the City to OCTA. H. It is expected that a final Plan would be ready for approval within thirty (30) working days from award of the design contract. Five (5), bound originals and one reproducible copy are required for final submission to the City. The City intends to bring the plan to City Council for approval at the June 28, 2010 City Council Meeting. III. Proposal Cost Breakdown A. Specify a proposed fee for basic engineering work for the project. B. Specify a proposed fee for performing additional work outside the official scope of the project, quoting hourly rates by employee category. C. The progress payment schedule is as follows: Fifty percent (50 %) upon submittal of plan for review. 2. Forty percent (40 %) upon approval of plan by City Council. 3. Ten percent (10 %) upon submittal of Pavement Management Plan to OCTA. IV. Agreement and Insurance Coverage A. The Consultant firm employed on this project shall execute the attached agreement upon award of professional services. The consultant shall keep in full force and effect, for the full term of the project contract, the following policies: 1. Worker's Compensation Insurance to the established California legal limits. City shall be specifically named as an additional insured on the policy or certificate of insurance. 2. Comprehensive Liability (Auto) at limits not less than the specified limits in the attached agreement: 3. Professional Liability (Errors and Omissions) with a maximum limit of not less than $500,000 shall be maintained for the full term of this Agreement, and for a full three (3) years thereafter. 4. Additional Provisions (a) The consultant's insurance shall be primary to any of the City's coverage. (b) Should any of the above described policies be cancelled before the expiration of this project, or as otherwise required, a thirty (30) day cancellation notice shall be submitted to the City by registered mail, addressed to the City Engineer, 211 - 8th Street, Seal Beach, CA 90740. (c) The consultant shall deliver evidence of the insurance and additional provisions to the City with the signed contract for City Council approval. V. Submittal of Proposals A. Proposals shall be submitted no later than Tuesday, April 13, 2010 to: _ David Spitz, P.E. Associate Engineer City of Seal Beach 211 - 8th Street Seal Beach, CA 90740 B. Three (3) copies of your proposal will be sufficient. Should you have any questions, please contact David Spitz at (562) 431 -2527 ext 1331 or email: dspitz @ci.seal - beach.ca.us