Item 19 - Agreement for Pavement Managment Program Update

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General Requirements • All work shall be performed in conformance with the City and OCTA's policies, procedures, and standards. • The Consultant has total responsibility for the accuracy and completeness of all inspections performed and documents prepared. The documents furnished under the Agreement shall be of a quality acceptable to the City. The criteria for acceptance shall be a product of neat appearance, well organized, and technically and grammatically correct. The assumption of the number of review rounds is not allowed. • The City has traditionally used paper distress forms but electronic data collection (using laptop/tablet computers) will be acceptable. The paper distress forms shall be submitted to the City for the City's records or the methodology for upload of electronic data collected shall be clearly defined and a method for data verification provided. Project Deliverables • Updated database in StreetSaver. • Final PMP report, backup documents not limited to spreadsheets, digital file sent via email, and 1 hard copy. • Updated GIS portfolio. Proiect Schedule and Milestones • Kickoff Meeting & Notice To Proceed August 01, 2025 • Complete inspection & submit inspection data for review December 01, 2025 • Complete Budgetary Analysis December 31, 2025 • Submit Draft Pavement Management Report March 2, 2026 • Complete Final Pavement Report May 1, 2026 • City Council Approve PMP Report June 1, 2026 Payment and Invoicing Selected Consultant shall invoice the City based on time and material according to the City's standard invoice template. Tasks and hours shall be clearly identified and all rates must match those included in the approved agreement. City shall retail ten percent (10%) of the invoice amount from each payment until the completed Project has been accepted by the City.