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HomeMy WebLinkAboutItem 22 - Amend Agreement for On -Call Pavement Management PrograPublic Works Agency www.santa-ana.org/public-works Item # 22 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report January 17, 2023 TOPIC: Amend Agreement for On -Call Pavement Management Program and Geographic Information Systems Professional Services AGENDA TITLE Amend an Agreement with Bucknam Infrastructure Group, Inc. to Increase the Total Agreement Amount by $66,286, for a Total Amount not to Exceed $157,286, for Pavement Management Program and Geographic Information System Professional Services (Non -General Fund) (Project 22-6898) RECOMMENDED ACTION Authorize the City Manager to execute an amendment to the agreement with Bucknam Infrastructure Group, Inc. to increase the total compensation by $66,286, for a total agreement amount not to exceed $157,286, for the remainder of the agreement term expiring October 18, 2023, with two one-year renewal periods, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The City's Public Works Agency is responsible for the maintenance, rehabilitation and reconstruction of over 400 miles of streets. The pavement management program (PMP) is an essential tool in determining the condition, expected life, recommended improvements, and associated costs of the City's pavement assets. This program enables the City to prioritize pavement rehabilitation projects where they are most cost- effective. In addition, an updated PMP is required for the City to remain eligible for Orange County Transportation Authority (OCTA) Measure M2 funding programs and to qualify for a reduced local match requirement for using those funds. On October 18, 2021, at the conclusion of a competitive Request for Proposal process, the City Council awarded a contract to Bucknam Infrastructure Group, Inc. to perform services necessary to update the City's PMP and assure the City maintains maximum funding eligibility. The Public Works Agency is requesting an amendment to the agreement to increase compensation to perform additional related smart technology services. These services will include Geographic Information Systems (GIS) mapping and database updates, the implementation of a new PMP web -portal that provides robust and instantaneous information for Public Works engineers to make better street repair recommendations, and the integration of a cloud -based artificial intelligence tool Contract Amendment with Bucknam Infrastructure Group, Inc. January 17, 2023 Page 2 that will ensure that all street segmentation is up to date and that quantities are verified, accurate, and reliable. Using this technology, necessary quality control measurements can be implemented and the City's PMP street database can be more effectively maintained overtime. Approval of the Recommended Action will allow the Public Works Agency to refine and substantiate the City's street GIS data, necessary Pavement Management Program data, and support required reporting, as well as citywide mapping, forecasting, and other data analysis and public requests. FISCAL IMPACT Funding for the requested increase amount of $66,286 is budgeted and available in the approved Fiscal Year 2022-23 Capital Improvement Program (Project #22-6898), from the Measure M2 Local Fairshare Program (Account No.03217662-66220), any remaining unspent amounts will be presented to City Council for carryover to FY23-24. EXHIBIT(S) 1. Contract Amendment with Bucknam Infrastructure Group, Inc. for On -Call Pavement Management Program Services and Geographic Information Services. Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Kristine Ridge, City Manager AMENDMENT TO AGREEMENT TO PROVIDE PAVEMENT MANAGEMENT PROGRAM AND GIS MAP INTERGRATION SERVICES THIS AMENDMENT to the above -referenced agreement is entered into on January 17, 2023, by and between Bucknam Infrastructure Group, Inc. ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2021-211, dated October 19, 2021, by which Consultant agreed to provide Pavement Management Program Updates ("Agreement"). The engagement of Consultant for said services was based on the selection of Consultant's proposal to a Request for Proposal No. 21-076 ("RFP"). B. The Agreement remains in effect through October 18, 2023, with provision for extension up to two (2) additional one (1) year periods. The Agreement is current and in -effect. C. In its Proposal, incorporated as Exhibit B to the Agreement, Consultant detailed a series of optional services to refine and substantiate the City's GIS data, necessary Pavement Management Program data, and support required reporting, as well as citywide mapping, forecasting, and other data analysis / public requests which the City referenced in its Exhibit A, Scope of Services, but did not detail within the budget for the Agreement. D. City and Consultant agreed upon an augmented scope of services, dated August 8, 2022, reflective of the required On -Call PMP/GIS Services, which are deemed an essential tool to perform annual PMP database, and reporting updates for the City. E. The parties now wish to amend and augment the scope of services set forth in the Agreement to complete this vital service and increase the total compensation to pay for services rendered by the Consultant for said services. No other changes, including extension of the Agreement, are contemplated by this Amendment. The Parties therefore agree: 1. Section 1, Scope of Services, is hereby amended to include additional services detailed in the August 8, 2022 proposal, attached hereto as Exhibit A-1 to this Amendment. Consultant agrees that it has not provided any services detailed in Exhibit A-1 and will not begin any services prior to the effective date provided above. 2. Section 2, Compensation, is amended to increase the total compensation to be expended under the Agreement by $66,286.00. This amount includes the base amount of $55,238.00, as detailed in Exhibit B-1 to this Amendment, and a contingency amount equal to twenty (20) percent of the base amount. Consultant agrees that it has not rendered services, detailed by this Amendment and its attachments, to which it is owed payment by the City prior to the effective date noted above. Page 1 of 2 3. Except as modified by this Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment to the Agreement on the date and year first written above. ATTEST Norma Orozco Acting Clerk of the Council APPROVED AS TO FORM Sonia R. Carvalho City Attorney By: nathan T. Martin Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CITY OF SANTA ANA Kristine Ridge City Manager CONSULTANT By: 1pel6vv Title: r/1 ef/ PL-W1 Page 2 of 2 Exhibit A-1 August 8, 2022 Mr. Kenny Nguyen Senior Civil Engineer City of Santa Ana 20 Civic Center Plaza (M-36); 3" Floor, Ross Annex Santa Ana, CA 92701 Subject: Proposal for On -Call Pavement Management Program Services Dear Kenny: It is our pleasure to submit our proposal to assist the City of Santa Ana in continuing the proactive management of your Pavement Management Program (PMP). With the City seeking to move toward stronger infrastructure management methodologies through advanced pavement inspections, Capital Improvement reporting (CIP), OCTA compliance and GIS development, Bucknam Infrastructure Group, Inc. has identified a proactive and cost-efficient method to assist the City in sustaining a successful PMP. Our team will focus our long-term PMP knowledge, extensive Santa Ana -Southern California experience and GIS/GPS technologies to optimize the City's maintenance dollars by implementing a manageable and reliable PMP methodology. Our PMP services will build upon the City's existing pavement management network with cost - conscience on -call services and GIS support. By selecting Bucknam Infrastructure Group, Inc., the City of Santa Ana will continue to have a strong, knowledgeable, innovative, and communicative team with the experience to implement a cost-effective pavement management program. Our handpicked pavement management professionals are committed to delivering quality services to the City. Respectfully submitted, Bucknam Infrastructure Group, Inc. Peter J. Bucknam President/Project Manager V C K N � j' 354a se(kearn tl2, CAi92056 JW I [VfRR5T12lTC7l3RECsROUP,ICVG T_-(7&0}216-6529 wWWA)Ucknam-inc.com Scone of Work Based on our numerous conversation and discussions with City staff throughout the most recent 2022 Pavement Management Program (PMP) update we have been asked to perform essential PMP On -Call PMP-GIS services. These include annual PMP database and reporting updates, reconfiguration of Arterial / Collector segmentation, true area adjustments of city boundary segments, confirmation of MPAH/Circulation classifications and the implementation of Bucknam's MyRoadsT`". TASK 1: On -Call PMP / GIS Services Through these discussions we have proposed the following scope of work for the City's consideration. Our services are to be considered "on -call" and will focus on the City's priority projects as well as support general PMP tasks. These services will include: • Correcting the City boundary segments within the City's StreetSaver database o Assess and correct true area values for shared boundary sections o Database correction in Streetsaver (length, true area, segmentation) • Re -segmentation of Arterial sections to eliminate directional classification • Confirmation of MPAH street classification based on the latest circulation element • Creation of custom columns tracking: o Specific AC/PCC applications applied for preventative, rehabilitation and reconstruction projects (i.e. application type and depth) o Street designations for truck / bus routes and Average Daily Traffic (ADT) • Publication of Santa Ana MyRoadsT`" PMP web -portal • General StreetSaver management (i.e. work history data entry, reporting, IT services) • On -Call arterial and local street inspections (as -needed) • GIS management and map production pertaining to the PMP • M & R budget scenarios, general budgetary reporting, PCI deterioration studies With the combination of the City and Bucknam staff working as a team, pavement management knowledge, and defined goals, our On -Call PMP support will be essential to the continued success of the Santa Ana PMP. Any major tasks above and beyond those mentioned herein will be considered a change in scope; our staff will negotiate additional tasks with the City if they arise. TASK 2: Santa Ana MyRoadsTm PMP Web -Portal Santa Ana MVRoadsTM Web -Portal — Bucknam's proprietary MyRoads'm is a great match for the Santa Ana PMP today and the future. MyRoadsTm brings your PMP data to life within a dynamic PMP dashboard! Bucknam now provides all our PMP clients with a unique and agency driven "MyRoadsTM11 web -portal that provides instantaneous access to your pavement management database. This "dashboard" allows users to toggle through individual sections via City of Santa , 1-1 On -Call Pavement Management Program SE Scone of Work GIS mapping selections, zone queries, rank selection, PCI ranges, etc. to review all section metrics, latest/previous inspections, work histories generate filtered PCI reports and identify potential maintenance costs based upon your unique needs. Bucknam has shown above a current MyRoadST"° account actively working! This tool will be accessed by City staff simply through a Username/Password methodology. As changes are made to the Santa Ana PMP database the MyRoadST" dataset is changed to reflect work history edits, PCI inspections and section changes. In summary, MyRoadsT"" allows the user perform the following dynamic functions: • Query specific pavement segment(s) to view current/historic PCI, work history inspection; • Filter for pavement sections within a defined zone, PCI range and/or functional class; • Select a pavement section or grouping of section through the on- board GIS tool; • Enter slurry, overlay & reconstruction unit costs to determine preliminary cost of maintenance and resulting citywide PCI J Display critical street / sidewalk / ROW assets along pavement section(s) that are critical to Engineering Bid development and solicitation (ADA ramps, utilities, manholes, trees, etc. • Displays all final GIS project maps (PCI, work history, 5-yr forecasted maintenance, etc.) • Bucknam will train Santa Ana staff on the simply use of the MyRoadST" dashboard City of Santa Ana 1-2 On -Call Pavement Management Program Services Scone of Work TASK 3: Optional Services — Pavement True Area Al Calculation First and foremost, the assessment of the City's pavement segmentation is one of the key priorities for this project. Within any PMP is essential to verify that all Arterial, Collector and Local segmentation is up-to-date and that section SF quantities are verified, accurate and reliable. This will be completed by utilizing the Bucknam-Fuscoe cloud -based learning technology (Al) to correctly quantify square footages for each pavement section (see sample below). te Z so 4e+► R�i' a' R 1- Original Baldwin Park Aerial or LARIAC Aerial is utilized (sampie of Slater Ave w/l Fountain Valley) 2 - Cloud -based learning technology sca n s ae ria I and generates AC pavement locations while separating PCC 3 - GIS Polygon of the City's pavement segments is defined and SF's are corrected within StreetSaver Bucknam (powered by Fuscoe's unique use of cloud -based learning technology technology) allows our staff to provide the Al with the City of Santa Ana's most recent aerial image; in doing so, all AC and PCC pavement areas are immediately calculated for each defined pavement segment shown in StreetSaver. This instant calculation is possible due to the cloud -based learning tech's inherent working knowledge of how to recognize pavement surfaces and asphalt types (edge of pavement to edge of pavement). All new SF segment true areas will be upload into StreetSaver and the City's GIS PMP layer. This ability will allow Bucknam to obtain the necessary quality control measurements for all Santa Ana PMP segments and to perform segment SF variance reports. This will in turn creates a more accurate total centerline / square footage of the Santa Ana network as well as for each unique pavement segments. Within our proposed fee, we have demonstrated the cost per functional classification as well as citywide. City of Santa Ana 1-3 On -Call Pavement Management Program Services Exhibit B-1 Proposed Fee Tasks 1 & 2 will accomplished on a time and materials, not -to -exceed basis in accordance with the standard hourly rate schedule attached; totaling $29,798. Bucknam will provide Task 1 & 2 work efforts within the first four months of the annual support. Our services are will cover a 10 month period (Sept 2022 to June 2023). Publication of Santa Ana PMPdata within I deliverables will become orooerty of the City of Santa Ana li Add iti on a I services outside of this contra ctwi I I be negotiated with the City where we wi I I use the Stand a rd Haurly Rate Schedule shown here- ii Should the City desire to increase the service level above the task descriptions for the Task 1 & 2 or require other services not described herein, a fee adjustment would be negotiated and mutually agreed upon by both parities. City of Santa Ana 1-4 On -Call Pavement Management Program Services Scope of Work Standard Hourly Rate Schedule Category 7��I Q'_Z��_ Rate Principal $ 295 Senior Project Manager 215 Senior Engineer / Planner 195 Construction Manager 190 Pavement Management Project Manager 190 Management Analyst 170 Project Engineer / Planner 160 Sr. Engineer / Sr. Technician / GIS Manager / Sr. Inspector 150 Assistant Engineer / Technician / GIS Analyst / Inspector 140 CADD Operator 110 Administrative Assistant 105 Field Technician 98 Clerical / Word Processing 85 Forensic Services Quote Reimbursables Mileage $0.72/mile Subconsultant Services Cost + 15% Reproduction Cost + 15% Travel & Subsistence Cost + 15% Fees & Permits Cost + 15% Computer Services (External) Cost + 15% Rates Effective 1/1/2022 BV C K N � j� 3548 Se ate Oceanside, to 92056 A* iNFRASTRUCTUF?FGROUP,IINC] F:(k64}216�529 wwwbucknarrrinc.com City of Santa Ana 1-5 On -Call Pavement Management Program Sep