REPORT TO THE CITY COUNCIL
December 3, 2020
FROM: SCOTT L MOZIER, PE, Public Works Director
Public Works Department
BY: BRIAN E RUSSELL, Public Works Manager
Public Works Department, Street Maintenance Division
SUBJECT
Title
Approve a consulting contract to Nichols Consulting Engineers Chtd. of Richmond, California in the amount of $348,800 for Engineering Services to update the City of Fresno pavement management system. Bid File No. 031320SM (City Wide)
Body
RECOMMENDATION
Staff recommends that the City Council award a consulting contract in the amount of $348,800 to Nichols Consulting Engineers, Chtd. of Richmond, California for Engineering Services to update the City of Fresno pavement management system and to authorize the Public Works Director or designee to sign the contract on the City’s behalf.
EXECUTIVE SUMMARY
The City of Fresno utilizes StreetSaver software and a GIS-based electronic asset management system to manage the Citywide pavement network. The City desires to retain Nichols Consulting Engineers, Chtd. (NCE) to update the Pavement Condition Index (PCI) for all street segments throughout the City, which consists of over 3,700 lane miles of roadway. The entire City network has not been assessed since 2007, however the Public Works Department has continued to update the database through work orders that incorporate all completed pavement maintenance projects. Although staff has been able to roughly estimate the network PCI through theoretical degradation curves and analytical tools in the software, the Department is in need of a complete PCI assessment. Cities and counties typically update their PCI ratings every 2 to 5 years, and accurate PCI ratings are now required in grant applications. Funding for this project is included in the FY2021 budget, and is funded with Measure “C” Street Maintenance subprogram funds.
BACKGROUND
The City of Fresno utilizes StreetSaver software and a GIS-based electronic asset management system to manage a City-wide pavement network. The City desires to retain a firm to update the PCI for all street segments throughout the City, consisting of over 3,700 lanes miles of roadways varying from two lane residential streets to six-lane expressways. The entire city network has not been assessed since 2007, however the Public Works Department has continued to maintain the database through work orders incorporating every repaving project, slurry seal treatment and addition of new segments (i.e. new subdivisions or industrial parcel maps, as well as street widening projects). Although staff has been able to provide an approximate estimate the network PCI through pavement degradation curves and analytical tools in the software, the Department is in need of a complete PCI assessment in order to provide the best recommendations on pavement maintenance projects Citywide. Cities and counties generally update their network pavement ratings on a 2 to 5 year frequency, with the City of Fresno in critical need of a complete PCI assessment.
Consultant selection for award of a contract was in accordance with the City’s consultant selection policy. The City made the selection of a consultant based on the factors of best value, qualifications, approach to the project, and ability of the consultant to perform the services set forth herein.
The City advertised and conducted a Request for Qualifications (RFQ) process in accordance with the City Consultant selection policy. Seven firms submitted Statements of Qualifications (SOQ), and after an initial screening was conducted, the top three candidates were invited to present their project submittal and be interviewed by a Consultant Evaluation Panel. This panel was comprised of four highly qualified Public Works staff members. The panel rated Nichols Consulting Engineers, Chtd as the most qualified, and determined that they would be best suited to carry out the project and provide the best value to the City. NCE then submitted a cost and scope proposal, and after several negotiations, the City and NCE have reached an agreement on a final scope and price.
The scope of services include evaluation of the current City road network GIS files, review and updating the maintenance history, and to make any adjustment needed to bring the system current. NCE will then rate all of the pavements in the street network, preparing an individual PCI rating for each pavement section. NCE will then recommend maintenance strategies based on the available funding, and the City maintenance priorities. NCI will then develop a five year work plan in accordance with City set parameters. The scope of services also includes training for City staff on both the use of StreetSaver software, and pavement rating best practices. This will culminate with a presentation of the results to City Council at the conclusion of the analysis.
This project is expected to take 300 calendar days to complete. There is a contingency amount not to exceed $25,000.
The City Attorney’s Office has reviewed and approved the agreement as to form.
Council may reject all bids. If this were to happen, the City would continue to use outdated data to make pavement maintenance decisions while the project is rebid. The rebid process could take 120 days to complete.
Staff recommends that the City Council award a consulting contract in the amount of $348,800 to Nichols Consulting Engineers Chtd. of Richmond, California for Engineering Services to update the City of Fresno pavement management system and to authorize the Public Works Director or designee to sign the contract on the City’s behalf.
ENVIRONMENTAL FINDINGS
Approval of this contract does not require an environmental finding due to the fact that this contract is for the updating of the City computerized pavement management system that will to be used to maintain existing City streets.
LOCAL PREFERENCE
Local preference was not implemented due to none of the proposers being local businesses.
FISCAL IMPACT
Funding appropriations are included in the adopted FY2021 operating budget of the Public Works Department utilizing Measure “C” Street Maintenance subprogram allocations.
Attachement:
Agreement