HomeMy WebLinkAboutItem 09 - Amend Agreement for On-Call Pavement Management Program and GeographicPublic Works Agency
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Item # 9
o`7, City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 3, 2023
TOPIC: Amend Agreement for On -Call Pavement Management Program and Geographic
Information Systems Professional Services
AGENDA TITLE
Approve Second Amendment with Bucknam Infrastructure Group, Inc. to Extend the
Agreement Term and Increase the Total Agreement Amount by $100,000 for Pavement
Management Program and Geographic Information System Professional Services (Non -
General Fund) (Project 24-6898)
RECOMMENDED ACTION
Authorize the City Manager to execute a second amendment to the agreement with
Bucknam Infrastructure Group, Inc. to extend the agreement term to expire October 18,
2024, and increase the total compensation by $100,000, subject to non -substantive
changes approved by the City Manager and City Attorney.
GOVERNMENT CODE 484308 APPLIES: Yes
DISCUSSION
The City's Public Works Agency (PWA) 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 request for proposal process, City Council
approved the award of 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
Amend Agreement for On -Call Pavement Management Program and Geographic
Information Systems Professional Services
October 3, 2023
Page 2
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 PWA engineers to make better street repair
recommendations, and the integration of a cloud -based artificial intelligence tool 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 PWA 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 $100,000 is budgeted and available in
the approved Fiscal Year 2023-24 Capital Improvement Program (Project #24-6898),
from the Measure M2 Local Fair Share Program (Account No.03217662-66220), for
estimated expenditure below. Any remaining balances not expended at the end of the
fiscal year will be presented to City Council for approval of carryovers to FY 2024-25.
Fiscal
Accounting
Fund
Accounting Unit,
Year
Unit —
Description
Account Description
Amount
Account #
Measure M-
Measure M2 Local
2023-24
03217662-
Street
Fairshare St -
$100,000
66220
Construction
Improvements Other
than Buildings
TOTAL
$100,000
EXHIBIT(S)
1. Second Amendment with Bucknam Infrastructure Group, Inc.
Submitted By: Nabil Saba, P.E., Executive Director of Public Works
Approved By: Kristine Ridge, City Manager
EXHIBIT 1
SECOND AMENDMENT TO AGREEMENT TO PROVIDE PAVEMENT
MANAGEMENT PROGRAM AND GIS MAP INTERGRATION SERVICES
THIS SECOND AMENDMENT to the above -referenced agreement is entered into on October 3,
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 response
to City's 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. The parties entered into a First Amendment to the Agreement, dated January 17, 2023 (No. A-
2023-006), whereby Consultant agreed to an updated Scope of Services to include required on -
call PMP/GIS services, an essential tool to perform annual PMP database and reporting updates
for the City, which were services not previously contemplated under the Agreement. The First
Amendment also increased compensation to Consultant in an amount up to $66,286.00 for the
additional services to be provided therein.
D. The parties now wish to amend the Agreement to account for continuing services for the 2024
Pavement Management Program Update for Fiscal Year 2023-2024 by increasing the amount
expended under the Agreement and to extend the term of the Agreement by an additional one
(1) year period.
The Parties therefore agree:
1. Section 1, Scope of Services, is hereby amended to include additional services for the 2024
Pavement Management Program Update for Fiscal Year 2023-2024, as detailed in Consultant's
Proposal, dated July 12, 2023, attached hereto and incorporated herein as Exhibit A-2 to this
Second Amendment. Consultant agrees that it has not provided any services detailed in
Exhibit A-2 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 $100,000.00, as detailed in Consultant's Fee Proposal, attached hereto and
incorporated herein as Exhibit B-2. This amount includes a base amount of $90,944.00 and a
contingency amount of $9,056.00, to be exercised at City's sole discretion. Consultant agrees
it has not rendered any services detailed by this Second Amendment to which it is owed
payment by the City prior to the effective date noted above.
3. Pursuant to Section 3 of the Agreement, Term, the time period of the Agreement is extended
for the additional one (1) year term ending on October 18, 2024.
Page 1 of 2
4. 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 Second Amendment to the
Agreement on the date and year first written above.
ATTEST
JENNIFER L. HALL
City Clerk
APPROVED AS TO FORM
Sonia R. Carvalho
City Attorney
By
JONATHAN T. mATINEZ
Assistant City Attorney
RECOMMENDED FOR APPROVAL
NABIL SABA
Executive Director
Public Works Agency
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONSULTANT
By:
Title:
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Page 2 of 2
EXHIBIT A-2
July 12, 2023
Mr. David Ramirez
Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-36); 3`d Floor, Ross Annex
Santa Ana, CA 92701
Subject: Proposal for Pavement Management Program Update — 2023-24
Dear David:
It is our pleasure to submit our proposal to the City of Santa Ana for the continuing, proactive
management of your Pavement Management Plan (PMP). With the City seeking to extend the
strong, established pavement management methodologies in place, Bucknam's proactive
inspections, Capital Improvement Program / OCTA compliance reporting and GIS enhancements
will continue to deliver cost efficient PMP services that annually assist the City in the
management of your PMP. Our team will focus our high -end pavement and right-of-way
management knowledge, extensive Santa Ana - Orange County experience, StreetSaver and
GIS/GPS technologies to optimize the City's capital and maintenance dollars by implementing
manageable and reliable infrastructure methodologies.
Our PMP services will be provided through cost -conscience pavement inspections, annual work
history updates, relevant CIP reporting, alternative budgetary reporting, GIS-PMP
assessment/publication and general database management. Our firm is unique in that we
provide:
.• Comprehensive and compliant PMP services to Santa Ana for the 2023-24 Pavement
Management Program Update
Relevant and accurate PMP services based on our ongoing work with the Orange County
Transportation Authority (OCTA), Measure M compliance (Bucknam is currently
assisting twenty-one (21) Orange County agencies comply with PMP/Measure M
Additionally, Bucknam was selected by OCTA in FY 2021 to perform a county -wide PMP
assessment for all 35 local agencies and perform a 10-yr budgetary model that identifies
required revenues to sustain or achieve a PC[ over 75
OCTA Renewed Measure M compliant StreetSaver surveying, reporting and pavement
analysis;
Use of "Cloud -based Learning Technology" Artificial Intelligence (AI) to calculate,
compare and qualify all AC/PCC segment SF's within the City of Santa Ana (on -going)
348 SOd,56BUCKNAM side
, 920
:INFRASTRUCTURE GROUP, INC J www.bucknam-inc.com
Local -Orange County knowledge and experience gained through our management of 80
local agency PMP's within Southern California. Over the past two years, Mr. Peter
Bucknam served as Project Manager for numerous Orange County PMP projects (i.e.
Santa Ana, Orange, Fullerton, San Clemente, La Palma, Brea, Irvine, Fountain Valley,
Huntington Beach, Costa Mesa, Tustin, RSM, Laguna Beach, San Juan Capistrano,
Laguna Hills, La Habra, Laguna Woods, Placentia, Buena Park, Seal Beach and
Westminster] and he has personally managed over 500 PMP projects over the past
twenty years
Project/engineering experience that brings the understanding that StreetSaver results
are not set in stone; we proactively use the available data to enhance budget
forecasting, project planning and maintenance zone development
.• Professional Engineering experience through our Principal, Mr. Steve Bucknam, P.E. who
brings 40+ years of public/private local agency experience. Mr. Bucknam has served as
City Engineer, Deputy City Manager, Design Engineer and Utilities Director for numerous
public agencies
As Project Manager, my goal is not just to meet the requirements of this project but establish a
living document (Arterial & Local pavement CIP / Measure M submittal) that will be used
throughout the term of the CIP as well as implement achievable long-term infrastructure
management goals in coordination with City schedules.
By selecting Bucknam Infrastructure Group, Inc., the City of Santa Ana will continue to receive a
strong, knowledgeable, innovative, and communicative team with the experience to implement
a cost-effective infrastructure 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
Project Manager/ President
Understanding of Need / Scope of Work
Project Understanding / Approach
We have defined detailed phases to the scope of work in accordance to the City's PMP goals;
1. Management and Administration
a. Project Status Meetings —Quality Control Program
b. Client Satisfaction / Project Deliverables
2. Pavement Condition Surveys
3. Budget Analysis
4. Final Report (Internal City CIP / OCTA Compliance Reporting)
1) Project Implementation (MPAH Network)
TASK 1. 1: Project Kickoff
The first step in implementing a successful pavement management program truly resides in
frequent communication and timely scheduled data updates. For the City of Santa Ana it will be
essential to establish, up front, the Public Works pavement management priorities. Our team
Will set a Project Kickoff meeting with the key Public Works staff to discuss and review in detail
the expectations of the project, technical approach, section ID / GIS management & surveys,
district/zone maintenance, software upgrades & use, deliverables within the scope of work and
the review of schedule.
This effort will build consensus between the Public Works/Maintenance staff as well as build
stronger ARTERIAL CIP and LOCAL neighborhood maintenance programs that complement large
Public Works CIP projects and annual maintenance projects.
Deliverable: Meeting minutes, revised project schedule (if necessary)
TASK 2.1: Management and Administration
Building upon our previous successful Santa Ana PMP projects, Bucknam will implement the key
first step of an effective pavement management program; frequent communication and timely
scheduled data updates Our team will set a Project Kickoff meeting to further discuss and
review in detail the expectations of the project, StreetSaver use and status, technical approach,
boundary section verification, section ID management & surveys, Orange County Transportation
Authority (OCTA) compliance, finalization of the scope of work, review of schedule, format of
deliverables and clarification responsibility of each party.
This effort will build consensus between the Street Maintenance and Engineering departments
as well as build stronger ARTERIAL and LOCAL maintenance programs. The first key topics to be
discussed will include the review and assessment of the existing StreetSaver pavement
plan/data, OCTA compliance, and survey areas based on recent maintenance work and
schedules, new construction, data quality and condition, current pavement procedures,
historical expenditure levels, and desired service levels.
3-1
2023-24 Pavement Management Program Up
Understanding of Need / Scope of Work
Project Status Meetings - Quality Control Program
Status Meetings and Progress Reports
• Minimum of three meetings during the project (kickoff, field, and status
meetings) — minimum of eight (8) hours;
Field review meetings;
Monthly progress status reports will be delivered to City project manager.
Quality Control (QC)
We will use a statistical sampling approach for measuring the quality of our field
technician's work.
In this manner, 10 percent of the original 464 miles of surveys will be re -surveyed by an
independent survey crew, supervised by a field supervisor, and the results will be
compared to the original surveys (this will include 46 mi. of arterial/local/alley QC). Our
QC process involves checking the field crews' work in a "blind study" fashion. Quality
control checks will be performed at the end of each survey week. This will ensure that
all field personnel are properly collecting distresses and pavement quantities for all
street segments.
PCI variance reporting will be performed where previous PCI 2022 data will be
compared to newly inspected 2024 PCI data; if PCI's vary more than ten (10) points per
year Bucknam staff will assess the potential cause through unrecorded work history,
accelerated pavement deterioration, etc. Bucknam will create variance PCI reports that
will compare the previous and current PMP data
Since we are collecting distress information on our field Tablets with the Santa Ana
StreetSaver database live, our staff will perform several quality control tests within
StreetSaver using a sample set of the City of Santa Ana's street distress data. This will
ensure that all system and analysis settings as well as City recommendations and
standards are being followed.
All general draft and final reporting will follow the OCTA "Countywide Pavement
Management Program, Guidelines Manual. Over the past two years, Bucknam has
submitted twenty-one (21) OCTA Measure M compliant reports for OC municipalities,
they include:
Brea
........................................................................:................................................................................................:....................................................................
La Palma
RSM
Costa Mesa
........................................................................:................................................................................................:.....................................................................
Orange
Tustin
Laguna Hills
.................................................. ......................
Laguna Beach
:................................................................................................ ;.....................................................................
Westminster
Fountain Valley
........................................................................:................................................................................................;.....................................................................
San Juan Capistrano
La Habra
Huntington Beach Laguna Woods Fullerton
...........................................................................................:................................................................................................;.................................................................................................
Seal Beach Santa Ana Placentia
................................................................................................:...............................................................................................................................................................................................
Buena Park Cypress Stanton
Every year our staff has attended the OCTA PMP Distress Training Classes held from
2011 thru 2023.
3-2
Understanding of Need / Scope of Work
In February 2023 our staff was acknowledged as "qualified inspectors and firm" to
prepare Pavement Management Plans compliant with the OCTA Countywide Pavement
Management Guidelines (this compliance runs through June 2025; see documentation at
the end of our scope of work).
Deliverable: Monthly Project Status reports, field review and project status meetings,
OCTA QA/QC Plan
Client Satisfaction / Project Deliverables
Shown throughout our Scope of Work, each Task is summarized with project deliverables. Client
satisfaction will derive from frequent communication with the Project Manager and key staff
members from the Engineering and Street Maintenance departments. Project success is created
by delivering on three main factors;
1) Adherence to scope tasks and deliverables
2) Performing to the standard set by the Project Schedule; and
3) Controlling costs. Our Project Manager will follow each of these factors throughout
the duration of the project
Deliverable: Project Status Updates, as stated in Task 2.1
TASK 2.2: Conduct Pavement Condition Survey
Once the pavement segmentation has been assessed and verified, the inspection of
approximately 464 MPAH & Local centerline miles will be performed per ASTM D6433 and OCTA
guidelines.
1. Walking - All sections are surveyed through "two -pass test" walking methodologies.
AC/PCC distress types will be collected based upon actual surface conditions and
physical characteristics of the segment. Surveying methods will be conducted by
remaining consistent with ASTM D6433 & the Army Corp of Engineers AC/PCC sampling
guidelines while being flexible to current City requirements.
All sample locations are observed through walking surveys; samples areas will cover a
minimum of 20% of the total section area and will be 2,500 SF +/- 1,000 SF in size.
According to the City's request the following pavement sections are to be surveyed for
the upcoming 2023-24 PMP update:
2023-24 Survey (115 MPAH, 322 Local, and 27 Alley centerline miles (464 miles)
• Survey will exclude private streets, Orange County unincorporated areas and
State Highways
• Recently overlay maintenance will reduce the amount of necessary survey,
Bucknam will coordinate mileage and cost reduction with City prior to survey
3-3
Understanding of Need / Scope of Work = ;�
• Based on the City's request all segments within the three (3) networks will be
surveyed in 2024;
Distress types will be collected based upon actual surface conditions and physical characteristics
of the segment. Surveying methods will be conducted by remaining consistent with StreetSaver
& the Army Corp of Engineers/ASTM sampling guidelines.
We will use the City's GIS centerline live in the field to
reduce survey times and project schedules. If the City
has a recent high -resolution aerial (approx. 3") we will
use this file during our field survey efforts to verify
street measurements and other segment attributes.
For all surveys, the use of StreetSaver PMP-Tablet units
allows our staff to collect the necessary pavement data
live in the field. Due to StreetSaver being a cloud -based
PMP we will be assessing our field crew's work
daily/weekly at our office to ensure quality control and
management.
Our MobileRater Tablet methodology sets us apart
from the competition since we are using a paper -less
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inventory process to enter data; we are also using the
City's street GIS layer live on our Tablets to expedite our surveys and GIS editing.
Roadway Verification Survey - A listing of the field attribute data that is updated/verified during
the survey for the pavement management database is listed below. Bucknam will obtain
measurements of each streets width, length and surface classification and compare it to existing
StreetSaver data.
1. Field Attribute Data (updated and/or verified)
• Street name, from/to, indicating the assigned limits of the section, a Segment ID
(arranged west to east and south to north)
• Street ranking indicating local, alley, arterial, collector, # of lanes, surface type
• Historical PCI tracking from previous inspections and 2024 PCI inspections
• Segment quantities, indicating the length, width, and total true area of the section
• Pavement distresses compliant with StreetSaver — OCTA guidelines (i.e. alligator
cracking, block cracking, rutting, long/trans cracking, weathering, etc.
• Provide City with "discrepancy report" indicating variances between field data
collection and previous PMP database
2. Conditional data will be evaluated for all street segments and will include:
• StreetSaver 20 AC & 19 PCC distresses by type, severity and sample area
• PCI ratings (0-100); per segment, per grid zone, per maintenance zone and citywide
We welcome staff members from the City of Santa Ana to join our surveys. All pavement data
will be entered into the City's current StreetSaver licensed software.
3-4
Understanding of Need / Scope of Work ;} -
Data management will be performed in-house at our Oceanside office. At the completion of the
project, the StreetSaver database will be verified and Bucknam will ensure that staff has access
to it through StreetSaver online services.
3. Section Distress and PCI Reporting
Once inspections are completed, we will generate a draft Pavement Condition Index (PCI)
Report for City staff to review.
PCI reports will include the necessary data listed within the Countywide Pavement
Management Program, Guidelines Manual; Chapter 3 (Agency Submittals).
At a minimum, the Santa Ana Pavement Condition Index (PCI) Report will include:
• Present condition index per segment, per rank, per maintenance zone and citywide
• Present condition of segments and future performance for the next seven years
based on performance prediction modeling and local conditions
• Identify distress percentages of Load, Climate and Other categories
Deliverable: Citywide draft PCI report, Pavement segment data required within PMP
Guideline Manual (OCTA)
TASK 2.3: Budgetary Analysis
Bucknam will review all city provided maintenance/rehabilitation projects that have been
completed since the last major PMP update (i.e. June 2022) as well as a listing of "scheduled" for
M&R over the next seven years. These records will be assessed and entered into StreetSaver.
Our staff will generate an updated work history report for City review and compliance.
We will assist the City in developing the most cost-effective preventative maintenance,
rehabilitation and reconstruction strategies possible. This will be accomplished by meeting with
the City to discuss and strategize maintenance activities that are currently being used by the City.
Based on the City's current AC & PCC applications and other alternative M&R practices used we
will conduct an historical and prospective analysis on the conditional and financial impact these
current practices have on the pavement network. Based on our fiscal and deterioration analysis,
we will present our results and recommendations to City staff. This analysis will become an
essential building block for the 2024-2031 fiscal year maintenance/rehabilitation programs.
We will establish/update a M&R "decision tree" that will be used to generate pavement
recommendations that match current 2023-24 practices. This will be accomplished by
assessing/updating the unique and individual deterioration curves within StreetSaver based on
functional class (i.e. arterial, collector, local), traffic volumes and age.
Our staff will review the Santa Ana's deterioration curves that have been developed based on
historical pavement condition, inspection, surface type, StreetSaver deterioration, and road class.
3-5
Understanding of Need / Scope of Work
The curves will be modified based on 2024 pavement conditions. The strategies that are typically
reviewed are rehabilitation and reconstruction (R&R), localized maintenance, slurry seals, and
various overlay types, the expected improvement in pavement condition, the life -cycle extension
that would result and the unit costs for maintenance.
All maintenance practices/unit costs will be integrated into StreetSaver and will be derived from
the most recent construction bids for pavement rehabilitation. We will account for inflation rates
when long-term revenues projections are made.
Our staff will also update the City's residential maintenance zone approach. We will focus on
projecting budgets and maintenance recommendations for all streets within maintenance
zones; this will allow us to proactively schedule maintenance efforts throughout the multi -year
CIP as well as achieve the desired level of PCI across the City.
Our Project Manager and Principal will work closely with City in defining repair and
rehabilitation strategies during each fiscal year (i.e. 2024-2031). Once the repair/rehabilitation
strategies have been defined, the identification of a seven year Forecast Maintenance &
Rehabilitation schedule will be generated. The recommended budget scenarios will be
identified on the basis of several criteria:
• Assessment and review of the City's Pavement CIP;
• Present pavement conditions; Desired levels of service and available resources;
• Cost benefit of individual strategies (e.g. maintain 76 PCI, reach a PCI of 80 in 7-
years);
• Recommendations budget strategies and unit costs
• Demonstration of effectiveness of several M&R strategies including preventive,
recycling alternatives, high -density mineral bonds and surface/base reconstruction
• Coordinated scheduling with the City's major CIP projects (water, sewer, etc.);
• Budgetary recommendations that satisfy OCTA Local Match Reduction guidelines;
• Future routine maintenance needs based on projected deterioration rates;
• Renewed Measure M and AHRP objectives and improving citywide weighted PCI
The primary emphasis of this task is to maximize the scheduling of street maintenance using the
most cost-effective strategies available and taking into account a life -cycle cost analysis.
A working "draft" 2024 Pavement Management Program Final Report will be generated for City
staff to review. The report will include an executive summary, the PCI Report as well as draft
budgetary findings and recommendations.
Deliverable: Two copies of the Draft Pavement Management Program Report
3-6
Understanding of Need / Scope of Work ��+ -
TASK 2.4: Final Report - OCTA Compliance Reports / Citywide CIP Report
Through our previous 2022 project experience with the City; internal staff has developed a
comprehensive, reliable PMP report that is compliant with OCTA and internal needs. Bucknam
will deliver the 2024 Pavement Management Program Final Report to the City which will be
essential for staff reference and use, as well as, presented in a way that is beneficial for elected
officials/upper management.
This report will assist the City in complying with OCTA and its most recent Countywide PMP
Guideline requirements. The report will be prepared in a format that uses the information
delivered by StreetSaver in conjunction with the information and analysis performed by our
team. The report will also provide the City with information on:
■ Current inventory and pavement conditions indices (PCI) for all road classes
■ Projected annual rehabilitation programs for street maintenance for a 7-yr period
(ARTERIAL and LOCAL Forecast Maintenance & Rehabilitation Reports) that show the
largest return on investment and acceptable levels of service
■ Modeling and comparison of budget scenarios typically include:
■ Current / Actual budget projection (citywide approach)
• 7-year CIP projection budget for OCTA submittal requirements
• Final Local Match Reduction budgetary models / results
■ Maintain PCI & Increase PCI
■ Strategies and recommendations for the City's AHRP, S131, Measure M and
maintenance programs and procedures, including a preventative maintenance
schedule
■ Supporting documentation required by OCTA
■ A detailed breakdown of deferred maintenance (backlog)
Our OCTA PMP submittals have been well received by OCTA and are formatted in such a way for
easy review and acceptance. Our staff will include within the draft/final report the following
minimum data:
I. Pavement Management Plan Certification
II. Executive Summary
III. Background (Santa Ana PMP)
IV. Current Pavement Conditions (PCI)
V. Projected Pavement Conditions (PCI)
VI. Alternative Funding Levels
• Maintain Existing Average Network PCI
• Improve Average Network PCI
VII. Current and Projected Backlog by Year of Pavement Maintenance Needs
3-7
Understanding of Need / Scope of Work
VIII. Centerline Mileage
IX. Percentage of Network in Each of Five Condition Categories Based on Centerline mileage
X. Reduction in M2 Local Match
XI. Appendix A — Seven -Year Road Maintenance and Rehabilitation Plan Based on Current
or Expected Funding Level
XII. Appendix B — Complete Street Listing Current Conditions
XIII. Appendix C — GIS Digital Data
XIV. Appendix D — Quality Assurance / Quality Control Plan
• Introduction
• Objectives
• Structure of QA/QC Plan
• Condition Survey Procedures
• Accuracy Required for Data Collection
• Random and Systematic Re -Inspections
• PCI Comparison with Past Surveys
• Inspector Qualifications and Experience
• Safety Procedures
XV. Appendix E — Pavement Management Data Files
XVI. Appendix F — GIS Maps / Current Conditions
We will make a presentation of the results from the 2024 PMP update to City personal and/or
City Council if necessary (pro-bono).
Deliverable: Digital file on flash drive, one (1) hardcopy of the Final Pavement PMP, in
binder and electronic form (.pdf), will be sent to the City. Bucknam will provide verified
access to the Santa Ana StreetSaver database (cloud -based) as well as all M&R, survey and
budget analysis data.
TASK 2.5: GIS Map Integration
As an enhancement and proactive approach to this project, our staff will update the existing
Pavement-GIS link between StreetSaver and the City's GIS system. Our staff will review, with
City staff, all ongoing upcoming capital projects that may impact the GIS mapping delivered for
this project (includes approx. 30 or less segments to be added/deleted from database).
The maps described below will be incorporated into the City's Final PMP report & GIS
Enterprise:
• PCI values for every section
• Work History identifications
• 7-yr Arterial / Local Rehabilitation and Slurry Seal Programs
• Functional classification maps
3-8
Understanding of Need / Scope of Work "
Once the City has approved the Pavement Condition
Report, we will update the necessary StreetSaver-GIS
linkages. By using the unique ID's within the PMP and
the City's ESRI street shapefile ID's, we will publish a one-
to-one match for each pavement section in the GIS. Our
staff will coordinate all project deliveries with the Public
Works and the GIS division to ensure that the most
current and accurate PMP-GIS maps are represented
within the City's GIS enterprise & MyRoads®.
Furthermore, the City has requested that for the
preparation of up to five custom maps for presentation
to upper management/City Council; Bucknam will
coordinate internally, with Devmecca and StreetSaver
support staff to publish the draft and final map products.
Deliverable: Complete GIS files/themes based on list
above (shapefiles).
TASK 2.6: Santa Ana MyRoads® PMP Web -Portal
Santa Ana MyRoads'"" Web -Portal — Bucknam's
MyRoads® PMP web -portal is a great match for the Santa
Ana PMP today and the future. Our application brings
your PMP data to life within a dynamic dashboard!
Bucknam now provides all our PMP clients with a unique
and agency driven "MyRoads®" web -portal that provides
instantaneous access to your pavement management
database. This "dashboard" allows users to toggle
through individual sections via GIS Lasso map selections,
zone queries, rank selection and PCI ranges to review all
section metrics, latest/previous inspections, work
histories and filtered PCI reports. To cap it off, your
selections/queries also generate preliminary engineering
costs estimations for slurry, overlay and reconstruction
projects and provides you with the predictive PCI as if the
work is complete.
Bucknam has shown a current 2023 MyRoads® 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 MyRoads® dataset is changed to reflect
work history edits, PCI inspections and section changes.
3-9
2023-24 Pavement Management Prograrn Up..
Understanding of Need / Scope of WorkIn summary, MyRoads® 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
o Display critical street / sidewalks / signs / 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, Tyr forecasted maintenance, etc.);
• Bucknam will train Santa Ana staff on the simple use of the MyRoads° dashboard.
Project Deliverables
■ Updated StreetSaver database within City's license cloud -based program (batch file
format delivery for OCTA; digital file on flash drive;
■ Final PMP report; digital file on flash drive and one (1) hard copy
Project Schedule
Our project schedule shows each major task identified in our scope of work, as well as quality
control milestones and meetings. See key milestone dates from the project schedule below:
• Project Kickoff — October, 2023
• Survey Start / Completion — November, 2023 to April, 2024
• Completion of Budgetary Analysis —April - May, 2024
• Delivery of draft PMP — May, 2024
• City comments returned to Consultant — May, 2024
• Delivery of City CIP Final Report — May, 2024
o Santa Ana CIP data/Final Report & OCTA Compliant report, revenue projections
will be submitted by May, 2024
• Implementation of StreetSaver database within MTC cloud — Any time after acceptance
of Final PMP
• All pavement and GIS data pertinent to the project deliverables will be submitted with
the Final PMP report, May, 2024
3-10
EXHIBIT B-2
Understanding of Need / Scope of Work
7
Bucknam's current workload for the upcoming months (October thru May) have been scheduled
in a manner that the City of Santa Ana's PMP project will be delivered on -time and within
budget. The project schedule for the fall / winter 2023-24 has been set with our staff internally
and we are ready to start the project.
Proposed Fee
Task Items 1 through 2 can be accomplished on a time and materials, not -to -exceed basis in
accordance with the standard hourly rate schedule attached. Our anticipated fee including labor
and reimbursable expenses is projected to be $100,000 for an eight -month period.
2023-24Base Fee
$295/hr
Project
$200/hr
$16"r
Svnior
5155/hr1
Field
$ii)<i/ter!
590/hrI
Task 1.1
__._.._............. .......
Project Kickoff._._„_,-._--_,_,._._ _ _
.—_-_
2
1
1
_
_ 5�659
Task 2_S�Manmentantl
Task 2.2
Task 2SBud�etarYMa�sis_—,_._�--._.._._.._.—_._.—
Administratlon-Or�QC_
iPavement(L.."ion Survty1a64 miles f4PAM, tocal.and Al
---1—
1
_4
_ 9
6 2
6 2
8
4
�
590
2
1
1
1
,SL6_449
iS64.210
S2.739
_.---�—Pd
Task2.4
_--
I U ate Maintenance and Rehabilitation Histor
_Y
Final Report-.- Compliance Rem
1
I
32!
1 2�
3
2
i 6!
—
10
_. 1,87
$8,10S
L_._._._
Task 2.5
Contin)�
GIS MaIMegration
_—
1
r._ __..
... .. ..
12'
I ._ _
4
..
21
.t
1
. ....._.._i
$3^348
1 $9.0%
_
'--
RNmbursables�(mileage Pr nt ny, materials _ _—._--.._.- .I
--' — —'--' _ i---
All del verables will become Pr of the GN of Santa Ma
AllTasks are nepotiable
± .,_ „ .._. _—_
_,—_._........._.._-
----_.
--'—'—r—
! ...........
�_. ._$3,77
_ _--
!Total Hours per Stall
$
S.
12
21
649
3
2023-24 Total Base Fee
$ 885
$ 1,VW
$ 1,920
$ 9,255
$ 6 7, 496
$ 270
r r r r r
Optional Tasks
............_.._..----._._....._._.___._.__.---..__..
.__._..__.._..._._1_
..............._............ _.
_.._.._.._._._..
._.._._._._.._..._L._—._.—._.—_L._.._._..__
—.—.—.--.._.
Additional services outside ofthis contract will be negotiated with the City where we will use the Standard Hourly Rate Schedule shown here.
Assu _
._._.__.._._._.._.._.._.._.._.--.—._.._.._._._.._.._.._-._._.__...__.__.._._....__.._._,._._...
—._.—._—.__._.
_,._.._..........
._._._____._._.
_._._..._..._
_ Task 2.1
k Z.L
Task 2.2
StreetSever has been obtains p! ono StrcetSaver purchase will be necessary
Bucknam to survey 115 centerline miles of MPAH routes
Bucknam to survey22 9centerline mIks of local routes
CitLr's recent overla _Ettabilitation _will reduce total mileage to surve�r_T60
Task 2.9 _
_Work History data entry will lx,�rovided bytlle Ci�t r5treet5,ayer database
opUonals
__._.
Optional Tasks to be considered as additional work efforts and fees to base fee
Should the City desire to increase the service level above the hours outlined above for the Task
items 1 through 2 or require other services not described herein, a fee adjustment would be
negotiated and mutually agreed upon by both parties.
3-11
Understanding of Need / Scope of Work
-
Standard Hourly Rate Schedule
Category
Rate
Principal
$ 295
Senior Project Manager
215
Pavement Management Project Manager
200
Management Analyst
175
Project Engineer / Planner
165
Sr. Engineer / GIS Manager / Sr. Inspector
160
Assistant Engineer / Sr. Technician / GIS Analyst
155
CADD Operator
110
Field Technician
104
Administrative Assistant
100
Clerical / Word Processing
90
Reimbursables
Mileage
$0.75/mile
Subconsultant Services
Cost + 15%
Reproduction
Cost + 15%
Travel & Subsistence
Cost + 15%
Fees & Permits
Cost + 15%
Computer Services (External)
Cost + 15%
Rates Effective 7/1/23
U C K
N A M
Suite 230
3548 SeQageansidate e�CA 92056
INFRASTRUCTURE GROUP, INC
,,,JB
-6529
T:{knam-i760) c.con)
w�w�. bu<knam• inc.com
3-12
2023-24 Pavement Management Program Up.,