The URL can be used to link to this page

Home My WebLink AboutBucknam & Associates, Inc. - 2010-02-23Council/Agency Meeting Held: d . Deferred/Continued to: �4 kv, 111�4 A proved Conditi na ly Ap r� d ❑ Denied Cit ICI r s S' nature Council Meeting Date: February 21, 2012 Departmen Number: PW 12-009 - "710 14110"I'llinwili =1 0, "61 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Travis K. Hopkins, PE, Director of Public Works SUBJECT: Approve and authorize execution of Amendment No. 1 to Professional Services Contract with Bucknam & Associates, Inc. for Pavement Management Program (PMP) Update Statement of Issue: In order to remain eligible for Measure "M2" funding, the Orange County Transportation Authority requires cities to maintain and periodically update a Pavement Management Program. To meet this requirement, additional professional services are required necessitating an amendment to the original contract with Bucknam & Associates, Inc. Financial Impact: Funding in the amount of $50,000 is available and currently budgeted in Measure M funds in Account No. 21390019.82300. Recommended Action: Motion to: Approve and authorize the Mayor and City Clerk to execute "Amendment No. 1 Agreement Between the City of Huntington Beach and Bucknam & Associates, Inc. for Pavement Management Program Engineering Services." Alternative Action(s): Do not approve Amendment No. 1 and direct staff on how to proceed. This action would jeopardize future allocations of Measure "M2" funding. xB -85- Item 13. - 1 REQUEST FOR COUNCIL ACTION MEETING DATE: 2/21/2012 DEPARTMENT ID NUMBER: PW12-009 Analysis: The Orange County Transportation Authority (OCTA) administers and distributes revenue generated from Measure "M2" to Orange County cities. One of the requirements for receipt of this allocation is the preparation of a Pavement Management Program (PMP). The PMP assesses the condition of the pavement for each arterial and local street and projects a seven-year maintenance program. In 2009 and in conformance with Municipal Code 3.03.06, the City initiated a Request for Professional Services to assist in the preparation of the PMP. Through this Qualifications Based Selection process, a number of consultants were evaluated and Bucknam & Associates, Inc. was determined to be the most qualified. In February of 2010, a contract was executed with Bucknam & Associates, Inc. in the amount of $80,000, for preparation of the PMP. The PMP was completed and submitted to OCTA in June of 2010 to meet our obligation of eligibility. OCTA requires that the PMP be updated every two years to reflect the condition of arterial streets. For Huntington Beach, this update is due to OCTA by June of this year. The original contract with Bucknam & Associates, Inc. did not encompass this additional scope. As the current contract does not expire until February of 2013, staff is recommending the contract amount be revised through the subject Amendment in the amount of $50,000. Bucknam & Associates' work has been very good and their familiarity with our pavement system has resulted in a cost-effective fee. Environmental Status: Not applicable for this action. Strategic Plan Goal: Improve the City's infrastructure. Attachment(s): 1. IAmendment No. 1 to Agreement Between the City of Huntington Beach and Bucknam & Associates, Inc. for Pavement Management Program Engineering Services Item 13. - 2 HB -86- i AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND BUCKNAM & ASSOCIATES, INC. FOR PAVEMENT MANAGEMENT PROGRAM ENGINEERING SERVICES THIS AMENDMENT is made and entered into by and between the CITY OF HUNTINGTON BEACH, a California municipal corporation, hereinafter referred to as "City", and BUCKNAM & ASSOCIATES, INC., a California corporation, hereinafter referred to as "Consultant." WHEREAS, City and Consultant are parties to that certain agreement, dated February 23, 2010, entitled "Professional Services Contract Between the City of Huntington Beach and Bucknam & Associates, Inc. for Pavement Management Program Engineering Services," which agreement shall hereinafter be referred to as the "Original Agreement," and City and Consultant wish to amend the Original Agreement to increase Consultant's compensation to insure eligibility for Measure M2 funding, NOW, THEREFORE, it is agreed by City and Consultant as follows: ADDITIONAL COMPENSATION Paragraph 4 of the Original Agreement is hereby amended to read as follows: In consideration of the performance of the services described herein, City agrees to pay Consultant on a time and materials basis at the rates specified pursuant to the Original Agreement, an additional sum, including all costs and expenses, not to exceed Fifty Thousand Dollars ($50,000.00). This additional sum shall be added to the original contract amount of Eighty Thousand Dollars ($80,000.00), for a new total contract amount not to exceed One Hundred Thirty Thousand Dollars ($130,000). 12-3186/75537 3. REAFFIRMATION Except as specifically modified herein, all other terms and conditions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers on BUCKNAM & ASSOCIATES, INC. By: print name _ ITS: (circle one) Chairman/President/ ice Presiden CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California Mayor AND 9&K) eX By CAf Clerk L" SA2,0fe`r 13c,cA--&,+at11 Js', 6 print name INITIATED AND APPRO ED: ITS: (circle on Secreta / hief Financial Officer/Asst. Secretary - Treasurer Director of Public Works 12-3186/75537 APPROVED: AS TO FORM: Manager I I V cityttorney 2 v �•� I i, tom^ J � `•1' 'I ' !�f Professional Service Approval Form Amendment # 1 1. Date Requested: 1/25/12 2. Contract Number to be Amended: PWK 010 005 00 3. Department: Public Works 4. Requested By: Todd Broussard 5. Name of Consultant: Bucknam & Associates 6. Amount of Original/Prior Contract: $80,000 7. Additional Compensation Requested: $50,000 8. Original Commencement Date: 2/23/10 9. Original Termination Date: 2/23/13 10. Extended Date Requested: None 11. Reason for Contract Amendment: Provide additional funding for Pavement Management Plan update as required to remain eligible to receive Measure "M2" funding 12. Are sufficient funds available to fund this contract? Yes ® No ❑ 13. Business Unit and Object Code where funds are budgeted: 21390019.82300 Department Ffead Signature Director of Finance (or designee) Signature City ®f Huntington Beach 2000 Main Street ♦ Huntington Beach, CA 92648 (714) 536-5227 ♦ www.huntingtonbeachca.gov Office of the City Clerk . Joan L. Flynn, City Clerk February 22, 2012 Bucknam & Associates, Inc. Attn: Peter Bucknam, P. E. 30131 Town Center Dr., Ste. 295 Laguna Niguel, CA 92677 Dear Mr. Bucknam: Enclosed for your records is a copy the "Amendment No. 1 to Agreement Between the City of Huntington Beach and Bucknam & Associates, Inc. for Pavement Management Program Engineering Services." Sincerely, j �9 Joan L. Flynn, CIVIC City Clerk JF:pe Enclosure G:followup:agrmthr Sister Cities: Anjo, Japan ♦ Waitakere, New Zealand JI CONTRACTS SUBMITTA6,T,(, `110: 2 9 CITY CLERK'S OFFICE 91 i P To: JOAN FLYNN, City Clerk Name of Contractor: Bucknam &Associates, Inc. Purpose of Contract: For Example: Audit Services or Water Quality Testing Huntington Lake —Huntington Central Park Pavement Management Program Engineering Services Amount of Contract: $80,000.00 Copy of contract distributed to: The original insurance certificate/waiver distributed Initiating Dept. F1 to Risk Management F] Finance Dept. r_1 ORIGINAL bonds sent to Treasurer El Date: Nam d/Extensign City Attorney's Office ?y_ AIA31dolD g IA3 / 2)0l3 G:AttyMisc/Contract Forms/City Clerk Transmittal 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND BUCKNAM & ASSOCIATES, INC. FOR PAVEMENT MANAGEMENT PROGRAM ENGINEERING SERVICES Table of Contents Scopeof Services.....................................................................................................1 CityStaff Assistance................................................................................................2 Term; Time of Performance.....................................................................................2 Compensation..........................................................................................................2 ExtraWork...............................................................................................................2 Methodof Payment..................................................................................................3 Disposition of Plans, Estimates and Other Documents...........................................3 HoldHarmless.........................................................................................................3 Professional Liability Insurance.............................................................................4 Certificate of Insurance............................................................................................5 Independent Contractor............................................................................................6 Termination of Agreement.......................................................................................6 Assignment and Delegation......................................................................................6 Copyrights/Patents...................................................................................................7 City Employees and Officials..............:................................................................... 7 Notices.........................................................................................7 Consent....................................................................................................................8 Modification.............................................................................................................8 SectionHeadings.....................................................................................................8 Interpretation of this Agreement..............................................................................8 DuplicateOriginal....................................................................................................9 Immigration...............................................................................................................9 Legal Services Subcontracting Prohibited................................................................9 Attorney's Fees..........................................................................................................10 Survival.....................................................................................................................10 GoverningLaw.........................................................................................................10 Signatories.................................................................................................................10 Entirety......................................................................................................................10 EffectiveDate.................................................................................I I PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND BUCKNAM & ASSOCIATES, INC. FOR PAVEMENT MANAGEMENT PROGRAM ENGINEERING SERVICES THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY, and BUCKNAM & ASSOCIATES I a CALIFORNIA CORPORATION hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to PROVIDE A PAVEMENT MANAGEMENT PROGRAM :and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates PETER BUCKNAM who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. agree/surfnet/professional svcs 50 to 100 12-07 1 of 11 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on � , 2010 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than 3 years from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed Dollars ($ 8 0, 0 0 0. 0 0 5. EXTRA WORK EIGHTY THOUSAND In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional agree/ surfnet/professional svcs 50 to 100 12-07 2 of 11 compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 7. DISPOSITION OF PLANS. ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall agree/ surfnet/professional svcs 50 to 100 12-07 3 of 11 apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above - mentioned insurance shall not contain a self -insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims -made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that agree/ surfnet/professional svcs 50 to 100 12-07 4 of 11 insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. agree/ surfnet/professional svcs 50 to 100 12-07 5 of 11 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13, ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. agree/ surfnet/professional svcs 50 to 100 12-07 6 of 11 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail -return receipt requested: TO CITY: City of Huntington Beach ATTN: DIRECTOR OF PUBLIC WORKS 2000 Main Street Huntington Beach, CA 92648 agree/ surfnet/professionalsvcs 50 to 100 12-07 7 of 11 TO CONSULTANT: BUCKNAM & ASSOCIATES, INC. ATTN: PETER BUCKNAM, P.E. 30131 TOWN CENTER DR., STE. 295 LAGUNA NIGUEL, CA 92677 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act agree/ surfnet/professional sves 50 to 100 12-07 8 of 11 contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. agree/ surfnet/professional svcs 50 to 100 12-07 9 of 11 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not in fact, held by the signatory or is withdrawn. CONSULTANT's Initial 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that agree/ surfnet/professional svcs 50 to 100 12-07 10 of 11 that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. This Agreement shall be effective on the date of its approval by the City Attorney. This Agreement shall expire when terminated as provided herein. CONSULTANT, BUCKNAM & ASSOCIATES, INC. COMPANY NAME By: ��.... PETER J. BUCKNAM print name ITS: (circle one) Chairman/PresideriW`ice President AND B C. STEPHEN BUCKNAM, J . rint name ITS: (circle on Secret Chief Financial Officer/Asst. Secretary — Treasu agree/ surfnet/professional svcs 50 to 100 1 z-07 11 of l 1 CITY OF H TINGTON BEACH, a municipal rpor ion of the State of California J , City Administrator TED AND APPROVED: TRAVIS K IFOPKINS Director/Chief DIRECTOR OF PUBLIC WORKS APPROVER) AS TO FORM: 0 City Attorney t Date -:z // �:) EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) Perform a comprehensive study of the City's entire pavement network with respect to on -going and future maintenance, rehabilitation, and reconstruction needs. This study will result in the development of a 7-Year Citywide Pavement Management Program (PMP) with GIS Integration based on MicroPAVER'' software. The Citywide PMP shall have two components to reflect two separate segments of responsibilities: 1) an ARTERIAL PROGRAM and 2) a RESIDENTIAL PROGRAM. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: 1. The Consultant shall perform all work listed the Scope of Work Section, which is attached as Exhibit "A.1" 2. The Consultant shall perform all work listed in the Proposal for Professional Services, which is attached as Exhibit "A.2" C. CITY'S DUTIES AND RESPONSIBILITIES: TASK 1: (1) Provide traffic data, (2) Communicate in a timely manner, (3) Attend a project kickoff meeting and additional meeting(s) to discuss status, (4) Provide a centerlines shapefile, (5) Provide and review the existing pavement management program with the Consultant, (6) Meet with the Consultant to discuss current strategies on maintenance activities, (7) Provide deterioration curves that have been developed based on historical pavement condition, (8) Provide existing maintenance practices history, (9) Review the draft PMP report. TASK 2:(10) Provide a centerlines shapefile. TASK 3:(11) Provide pavement maintenance records and (2) Review the draft PMP update report. D. WORK PROGRAM/PROJECT SCHEDULE: The Consultant shall perform all work according to Work Flow Project Schedule, which is attached as Exhibit "A.3" with the exception that there shall be no Optional Task 5.1 work for Automated Digital Roadway Imaging. In addition, a two year update PMP, not shown on the schedule, shall be performed during 2012. EXHIBIT A EXHIBIT "B" Payment Schedule (Hourly Payment) A. Hourly Rate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: The Consultant fees shall be based on the Fee Proposal attached as Exhibit "B.l" B. Travel. Charges for time during travel are not reimbursable C. Billing All billing shall be done monthly in fifteen (15) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. 2. Each month's bill should include a total to date. That total should provide, at a glance, the total fees and costs incurred to date for the project. 3. A copy of memoranda, letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 1 Exhibit B 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. 2 Exhibit B EXHIBIT "B" Payment Schedule (Fixed Fee Payment) 1. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth herein in accordance with the following progress and payment schedules. 2. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 4. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. Exhibit B EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) Perform a comprehensive study of the City's entire pavement network with respect to on -going and future maintenance, rehabilitation, and reconstruction needs. This study will result in the development of a 7-Year Citywide Pavement Management Program (PMP) with GIS Integration based on MicroPAVER°A software. The Citywide PMP shall have two components to reflect two separate segments of responsibilities: 1) an ARTERIAL PROGRAM and 2) a RESIDENTIAL PROGRAM. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: 1. The Consultant shall perform all work listed in the Scope of Work Section of the RFP, which has been extracted and is attached as Exhibit "A.1" 2. The Consultant shall perform all work listed in the Proposal for Professional Services, which is attached as Exhibit "A.2" C. CITY'S DUTIES AND RESPONSIBILITIES: TASK 1: (1) Provide traffic data, (2) Communicate in a timely manner, (3) Attend a project kickoff meeting and additional meeting(s) to discuss status, (4) Provide a centerlines shapefile, (5) Provide and review the existing pavement management program with the Consultant, (6) Meet with the Consultant to discuss current strategies on maintenance activities, (7) Provide deterioration curves that have been developed based on historical pavement condition, (8) Provide existing maintenance practices history, (9) Review the draft PMP report. TASK 2:(10) Provide a centerlines shapefile. TASK 3:(11) Provide pavement maintenance records and (2) Review the draft PMP update report. D. WORK PROGRAM/PROJECT SCHEDULE: The Consultant shall perform all work according to Work Flow Project Schedule, which is attached as Exhibit "A.3" with the exception that there shall be no Optional Task 5.1 work for Automated Digital Roadway Imaging. In addition, a two year update PMP, not shown on the schedule, shall be performed during 2012. EXHIBIT A EXCERPT FROM REQUEST FOR PROPOSAL, for Professional Services to Provide a Seven -fear Pavement Management Program for City Arterial and Residential Surfaces Public Works Department CITE' OF HUNTINGTON BEACH Released on January 7, 2010 4. SCOPE OF WORK The following is a general description of the anticipated project tasks. These tasks are somewhat flexible and the Consultant is encouraged to provide recommendations with respect to scope and order of completion. A detailed work plan, including a breakdown of specific tasks and phasing is required as part of the Consultant's proposal. The Consultant shall perform the following tasks according to the preliminary schedule shown below. • Notice to proceed is anticipated on or before Tuesday, March 16, 2010. • A draft PMP must be submitted by Friday, May 14, 2010. • City comments must be returned to Consultant by May 28, 2010 • Final PMP must be available by Friday, June 25, 2010 TASK 1: Citywide Pavement Condition Survey and Final PMP Report The City requires a comprehensive study with the following minimum requirements: 1. A proposed schedule of work indicating proposed services and information that the Consultant may require from the City. 2. An environmental survey that considers the effects of climate conditions, site condition, drainage and other factors affecting pavement performance. 3. A continuous and objective pavement condition survey that includes crack survey, surface texture survey, rut depth measurement, and roughness survey. Survey should include 100 percent of tested lanes. Collected data should be stored electronically for direct transfer into PMP software. Equipment used shall provide a high degree of Page 1 of 5 FO'S A AR Pavement Management Program Request for Proposal repeatability and objectivity. Documentation of the accuracy and repeatability may be required. 4. Analyze traffic data provided by the City in such a way that the pavement life expectancies can be determined. 5. The success of a pavement management program resides in communication and timely scheduled data updates. The Consultant will coordinate a project kickoff meeting with the City to further discuss and review in detail the project expectations, technical approach, scope of work, schedule, and budget. 6. Develop a fully integrated PMP using MicroPAVERTM 7. A pavement inventory including street name, length, width, area, street segment and/or test limits, number of lanes, street classification, traffic volume, and type of pavement surface. 8. Pavement condition information that identifies the present condition of pavement and projected future performance for the next seven (7) years. 9. Prioritize information indicating the pavement condition in order of best to worst. In addition, a priority listing combining both pavement condition and traffic volumes to establish user -benefit may be required. 10. Investment benefit information that indicates the cost per square feet per year of benefit for each maintenance strategy when applied to each street segment based on both current and projected maintenance and rehabilitation costs during the 7-year Citywide PMP. 11. Budgetary information that makes specific yearly recommendations for seven years based on a review of pavement evaluations reports listed for "RESIDENTIAL PROGRAM" and the City's budgetary information. 12. Budgetary information that makes specific yearly recommendations for seven years based on a review of pavement evaluations reports listed for "ARTERIAL PROGRAM" and the City's budgetary information. 13. The PMP shall be compatible with and capable of processing information gathered through both automated and manual methods. G:\Construction Contracts (CCs)\CC1366 PAVEMENT MANAGEMENT PLAN (PMP)\CONTRACT\Scope of Work.doc Page 2 of 5 ©d, & Pavement Management Program Request_jor Proposal 14. The City can provide the Consultant with a centerlines shapefile that can be used with the MicroPAVERTM application. The initial effort will be to review the City's existing pavement management program. The Consultant shall validate and confirm the inventory segmentation criteria for the City's pavement network. This will be based on the information obtained from the City and act as an initial quality control for standard street naming conventions. The Consultant will be able to review the existing program at City Hall alongside City staff in order to gain a full understanding of the existing program. The Consultant will develop the most cost-effective preventative maintenance, repair, and rehabilitation strategies possible and optimize the City's pavement maintenance program by meeting with the City to discuss current strategies on maintenance activities. Based on the City's current maintenance and rehabilitation strategies, the Consultant will conduct an historical and prospective analysis on the conditional and financial impact these practices have on the pavement network and then present essential building blocks for the 2010-2017 maintenance program to City staff. The Consultant will establish a maintenance "decision tree" that will be used to generate pavement recommendations that will optimize the City's maintenance practices. The pavement software will generate a deterioration curve based on functional classification and age. The Consultant will review the City's deterioration curves that have been developed based on historical pavement condition, inspection, surface type, and functional class. The curves are to be modified based on local pavement conditions present at the time of the Consultant's survey. The pavement rehabilitation strategies of 1) removal and reconstruction (R&R), 2) full -depth reclamation, 3) grinding and overlay, 4) localized dig -outs, and 5) slurry seal shall be analyzed considering the expected improvement in pavement condition, the life -cycle extension that would result, and the unit costs associated with the respective pavement rehabilitation method. G:\Construction Contracts (CCs)\CC1366 PAVEMENT MANAGEMENT PLAN (PMP)\CONTRACT\Scope of Work.doc Page 3 of 5 He > Pavement Management Program Request for Proposal All maintenance practices and unit costs are to be integrated into the PMP and are to be derived from the review of the most recent construction bids for pavement rehabilitation and will account for inflation when long-term projections are made through the program software. Once the repair/rehabilitation strategies have been defined, use the software to identify the recommended maintenance and rehabilitation projects for each street over a given period, to assist the City in preparing a 7-year capital improvement program schedule. The Consultant shall submit a draft PMP report for City staff to review. The Consultant is to deliver the draft PMP report which will be technically useful for staff to implement and presented in a way that is beneficial for elected officials and upper City management. .This report is to include an Executive Summary, the Pavement Condition Report, as well as a Summary of Findings from generating the proposed budget scenarios. Following City staff s review and comments of the draft PMP report, the Consultant shall submit the Final PMP Report that will provide a summary of the findings from the condition survey with the corresponding recommendations for the implementation of the most cost-effective maintenance program each year. This report is to assist the City in complying with OCTA and its most recent requirements. Deliverables: • Deliver all data collected from the pavement condition survey utilizing the Army Corps of Engineers MicroPAVER TM software. • Deliver one original, three copies, and one electronic version the draft PMP report for City review. • Deliver one original (wet signed and stamped by a California registered civil engineer), three copies, and one electronic version of the Final PMP Report. TASK 2: Geographic Information System Integration The City will make available a centerlines shapefile that the Consultant can use with the MicroPAVERTM application. At the end of the project, once the City has approved the Final PMP report, the Consultant shall deliver an export of the Final PMP database (.e60) which shall include a GIS shapefile. G:\Construction Contracts (CCs)\CC1366 PAVEMENT MANAGEMENT PLAN (PMP)\CONTRACT\Scope of Work.doc Page 4 of 5 FOIB Pavement Management ProLram Request_ for Proposal Deliverable: • An export of the final PMP database with a GIS shapefile. TASK 3: Update Citywide PMP Report in Two Years The Consultant will return in two years to perform the PMP update function. This shall include entering pavement maintenance records into the City's PMP system, assessing, and reviewing the City's upcoming maintenance schedule, and producing an updated Citywide PMP report to comply with the OCTA two year PMP update requirement. Deliverable: • Deliver one original, three copies, and one electronic version the draft PMP update report for City review. • Deliver one original (wet signed and stamped by a California registered civil engineer), three copies, and one electronic version of the Final PMP Update Report. G:\Construction Contracts (CCs)\CC1366 PAVEMENT MANAGEMENT PLAN (PMP)\CONTRACT\Scope of Work.doc Page 5 of 5 vq .: .. ...: PROPOSAL FUK c� N s ESI = SEtES T'PI I� A SERE .p ti PAVEMENT MANAGEMENT RAM,,,,FO CITY" ARTS" r IAL AND RESIDENTIAL S F CES� h� a d City f tin tin h� CA a y , �. a J�rtur �22 2010 \ SubmItti d- yo o K c uckna Ass®cfaes Incm 1 x . 21, - �- 'b4mtmx ....r .,.^" w "� ,,,'e.r..»,..u_ - .5,,,, is -' ,•.. ,: -c�c ��, ..� a a e Mt» <, x F?• i�aay xi, p � a ! . i _s` Table of Contents Section n F Cover Letter.................................................................. A-1 Background and Project Summary.................................B-1 Project Understanding.................................................................... B-1 Methodology..................................................................C-1 Scopeof Work................................................................................. C-1 Work Flow/Project Schedule.......................................................... C-3 Staffing...................................................................... D-1 Project Team / Principal Staff.........................................................D-1 Resumes.......................................................................................... D-4 Qualifications.............................................................. E-1 Firm Profile and Qualifications....................................................... E-1 FeeProposal................................................................... F-1 (Separate Sealed Envelope).................................................................. Agreement and Insurance Requirements ...................... G-1 "Based upon our review of the Agreement drafted in Exhibit B of the City's RFP, Bucknam and Associates, Inc. is willing to execute the contract as well as provide the proper insurance requirement defined in Exhibit C." City of Huntington Beach TOC Pavement Management Program Services January 22, 2010 Ms. Carrie Gonzales, Administrative Assistance City of Huntington Beach Finance Department - Purchasing 2000 Main Street Huntington Beach, CA 92648-2702 Subject: Proposal for Professional Services to Provide a Seven -Year Pavement Management Program for City Arterial and Residential Surfaces Dear Ms. Gonzales: It is our pleasure to submit our proposal to assist the City in the proactive management of your Pavement Management Program (PMP). With the City of Huntington Beach seeking to move toward stronger infrastructure management methodologies through advanced pavement inspections, Capital Improvement Program / OCTA compliance reporting and Geographic Information System development, Bucknam & Associates (headquartered in Laguna Niguel) has identified a proactive and cost efficient method to assist the City in implementing a successful PMP. Our team will focus our high -end pavement management knowledge, extensive Huntington Beach County -Southern California experience and GIS/GPS technologies to optimize the City's maintenance dollars by implementing a manageable and reliable PMP methodology. Our cost -conscience technologies include field MicroPAVER-Tablet-based or Automated Digital Roadway Imaging surveys that will enhance Huntington Beach's 2010 PMP project with accurate pavement inspections, aggressive schedules and seamless GIS mapping capabilities. Through frequent communication with Street Maintenance and Engineering and timely data deliverables we will implement an applicable PMP that will answer your constituent's questions and upper management requests for budget analysis and pavement deterioration studies. Our firm's focus on pavement management in Orange County over the past twelve years means the City of Huntington Beach will receive a team that brings: Relevant and accurate PMP services based on our Project Manager's recent work with the Orange County Transportation Authority (OCTA) and Measure M compliance •�� Strong and continued PMP services (Bucknam & Associates has worked with Huntington Beach's PMP since 2003) •:s Cost efficient and repeatable surveys (our staff has surveyed 75% of the Huntington Beach network using MicroPAVER starting in 2006 and as current as 2009) •� Relevant and current PCI conditions to the City (our team surveyed 100% of the Arterial/Collector network in 2007 and 60% or 175 miles of the City's residential streets Dyer the past two years) A, , -E 301.I Towne'tnV r € nvaE wdt- N-596, L Nil) w-I,(: A ��J`L£7f r_ v >� t t, _ (1 sf6 5 w, _b mmt .;. ❖ Local -Orange County knowledge and experience gained through our management of 50 local agency PMP's within Southern California (18 cities within Orange County); Mr. Peter Bucknam is currently serving as Project Manager for numerous Orange County agencies (i.e. Irvine, Santa Ana, Fountain Valley, Huntington Beach, Newport Beach, Westminster, RSMJ •:� Project experience that covers PMP turn -key implementation projects, Digital Automated surveys, to MicroPAVER PMP training and ArcGIS—ArcServer Intranet integration. • Cost effective management methodologies, from the project kickoff through final reporting As Project Manager, my goal is not just to meet the requirements of this project but establish a living document (Arterial & Residential 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. As a team we bring extensive knowledge of pavement materials and applications, alternative applications (APC, CIR, CTB, Micro -surfacing, cape seal, etc), pavement software use and training through our management of over 80 pavement projects to the City. This will be essential in assisting in the development of the seven (7) year CIP. •:' A detailed scope that will provide value-added services through cost effective management by delivering: % Common-sense, accurate survey analysis and program stewardship An updated pavement network Pavement Condition Index (PCI) status for all streets using recent inspections, work history elements and deterioration models thus reducing project costs Thorough and extensive experience in building and managing strong arterial/residential maintenance programs through preventative maintenance and rehabilitation programs based on cost/benefit analysis and various levels of CIP funding By selecting Bucknam & Associates, the City of Huntington Beach will receive a strong, knowledgeable, innovative, and communicative team with the experience to implement a cost-effective pavement management program. Our team guarantees that we will be committed to perform the required tasks throughout the duration of the contract (team based out of our Laguna Niguel office). Our proposal will be valid for 180 days. Mr. Peter Bucknam will represent our firm for this project and can be contacted at 949-363-6461 (work) 714-501-1024 (cell) or email at peterAbucknam.net. This proposal is valid for 90-days. Respectfully submitted, Bucknam & Associates Peter J. Bucknam Director of Infrastructure Management-GIS / Vice President "Authorized Binding Signature" Background and Project Summary Project Understanding As the City of Huntington Beach's infrastructure matures, the City's staff is striving to update the City's Pavement Management Program (PMP) through cost effective citywide condition surveys, proactive management and Capital Improvement Program reporting. Additionally, the City is looking to build a strong and proactive ARTERIAL - RESIDENTIAL maintenance program that will garner a positive return on future investments while being cost-effective with available funding. The underlying need to comply with current and future OCTA MicroPAVER survey and reporting requirements will be one of our major deliverables on this project. Through our staffs project level management of the Huntington Beach PMP since 2002 our team has a detailed working knowledge of the City's network and ongoing needs. Our staff converted the City's CarteGraph PMP to MicroPAVER in 2006; from there we have performed annual inspections for the City and as recent as nine (9) months ago. At this time the City is looking to perform a citywide segmentation and survey effort. With our staff surveying 100% of the arterial network in 2007 and 60% of the residential network and alley network over the past two years we bring a unique approach to this project. As required by OCTA, arterial and collector streets need to be assessed every two years in order to comply with Measure M; residential surveys do not have a requirement for biennial assessment. Huntington Beach is currently on a four (4) year cycle for surveying all residential streets. As stated above, our staff has surveyed 175 miles of the 314 residential miles since 2008. Additionally, these assessments and surveys were performed through the use of MicroPAVER methodologies which are in line with the OCTA MicroPAVER guidelines. With the City's MicroPAVER database in -hand (currently version 6.1.4), there will be no need for converting any portion of the database, this was performed in 2006. At this time, we are recommending two approaches to your PMP project: 1. As requested by the City's RFP; performance of a citywide survey (446 miles) 2. Based on our recent MicroPAVER Army Corps of Engineering surveys; perform a 100% survey on the Arterial network (OCTA compliance) and survey the remaining 40% of the residential network (139 centerline miles) Based on the City's goals of developing a PMP that monitors ongoing and future maintenance, rehabilitation, and reconstruction needs both approaches will be achieved. Our second approach would be a tremendous cost savings to the City due to our ongoing work with the City. Survey Approach and Understanding The City requires a team that will not only resurvey the pavement network using cost- conscious methodologies and technologies but will assist in the creation of a comprehensive seven year CIP, stewardship, GIS links, and the knowledge of the inner City of Huntington Beach B-1 Pavement Management Program Services Background and Project Summary workings of MicroPAVER. The City has recognized the need to continually improve the approach used for managing its pavement network. The City is currently using the OCTA compliant MicroPAVER software to manage pavement data that has been collected over the past four years. Our staff will immediately begin the process of updating key pavement data into MicroPAVER to assist the City with OCTA compliance. Our pavement survey experience in Orange County is based on providing our clients two approaches to conditional surveys: 1. Windshield Based MicroPAVER surveys (Tablet based, MicroPAVER live); or 2. Automated Digital Roadway Imaging (Full street section imaging) We have performed windshield based surveys throughout Orange County covering 40 projects for 18 clients. Our Automated Digital Roadway Imaging services have been used by for Fountain Valley, Cypress, RSM and Santa Ana, and Westminster over the past four years. Through our extensive project experience we will deliver results to the City's primary goals of: • Updating the existing MicroPAVER data with current maintenance histories; • Delivering and confirming a OCTA compliant report for 2010 Measure M certification • Surveying all 446 centerline miles of pavement (all streets, including alleys); • Generating 2010 Pavement Condition Index (PCI) ratings for each segment (best to worst order and street name order); • Street priority listings based upon PCI values per section and available ADT traffic volumes • Establishing solid recommendations for current / future arterial & residential maintenance needs; and • Creating a seven (7) year Capital Improvement Program (CIP) that will be used on a annual basis and will identify capital funds necessary to meet a given level of service • Exceeding the project schedule through the use of our Tablet-MicroPAVER surveys; current experience with OCTA countywide projects / requirements and GIS technologies. For any data management program to succeed you need staff understanding and motivation. We will work closely with City staff to steward and implement a solid, useable pavement management program that can be updated on a frequent basis through inspections and reporting preformed by City staff and/or through our technical services. We are confident that we can meet and exceed the City's projected timeline to complete this project. City of Huntington Beach B-2 Pavement Management Program Services Methodology Scope of Services We have defined a detailed scope of work in accordance to the City's REP; I. Project Implementation 2. Client Satisfaction 3. Project Schedule 4. Scope of Work (Major Tasks) 5. Optional Tasks (Automated Digital Imaging Survey) 1) Project Implementation 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 Huntington Beach it will be essential to establish, up front, the Engineering and Street Maintenance pavement management priorities. Our team will set a Project Kickoff meeting to further discuss and review in detail the expectations of the project, technical approach, finalization of the scope of work and the review of schedule and budget. This effort will build consensus between the Street Maintenance and Engineering departments as well as build stronger ARTERIAL and RESIDENTIAL maintenance programs The first key topics to be discussed will include the review and assessment of the existing MicroPAVER 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. Deliverable: Meeting minutes, revised project schedule (if necessary) TASK 1.2: Project Status Meetings - Quality Control Program Status Meetings and Progress Reports ® Minimum of three meetings during the project (kickoff, field, and status meetings) • 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 (46 miles) of the original surveys will be City of Huntington Beach C-1 Pavement Management Program Services Methodology re -surveyed by a independent survey crew, supervised by a field supervisor, and the results will be compared to the original surveys. 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. Since we are collecting distress information on our field Tablets with the Huntington Beach MicroPAVER database live, our staff will perform several quality control tests within the pavement management software using a sample set of the City of Huntington Beach's street distress data. This will ensure that all system and analysis settings as well as City recommendations and standards are being followed. Registered Engineer Mr. Steve Bucknam, P.E. will supervise all operations, review all completed data and prepare and sign a final report incorporating the results of our pavement evaluation and conditions. We will provide engineered recommendations for pavement rehabilitation and replacement design based upon field data and analysis. Deliverable: Monthly Project Status reports, field review and project status meetings TASK 1.3: Update Maintenance and Rehabilitation Activities Based on the pavement maintenance that has been performed by in-house staff as well as contractual maintenance, our staff will review all street and alley activities that have been performed since the last update. This data will be entered into MicroPAVER to enhance the recommendations for the upcoming budgetary analysis and CIP reporting. Deliverable: Citywide Work History Report 2) Client Satisfaction TASK 2.1: 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 1.2 City of Huntington Beach C-2 Pavement Management Program Services Methodology 3) Project Schedule TASK 3.1: Work Flow/ Project Schedule Our project schedule shows each major task identified in our scope of work, as well as quality control milestones and meetings. Bucknam & Associates currently has ample staff to apply to this project in order to meet an aggressive schedule (3 to 4 field technicians will drive the proactive schedule). With a completed survey, our team will work with you to establish a PMP that provides specific, manageable pavement segments, detailed maintenance schedules of needed repairs and cost conscious maintenance recommendations that will assist you in preparing budget estimates required to complete the scheduled work for fiscal year 2010-11 and beyond. See project schedule below: SCOPE OF WORK eC t t T k1.7 M M ea dReh dlit A Lv4 e5 ". 2)CkentS UsfacRrn ... ............ Task 2.4 P raject5fafus pdstes ......x X :) Project S rheduie ". 4) S .pe f 4:t rk JPAa10 T ks) ..,.ii. ' T k4.1 C neluet Pave tCnMitnn Survey CI R Fc+Cry _....... Cip',R 'aofhehwrk Cata Re�cri. ....... ....... ! ojeC St.Ns eebrg 7 t ally t hetl. PevelopR rtntendeQltnpruremenlPmgram I T k42 h1 ntetrj a&CIP 9utigetary Anapsis __ T k4.3 OCPAC qua Rep.,WCIP Report m-Re ofE t e unman ral Re;,at :. . c�en _ta.ua �. eet no Task 4:4 hlappmg-d GESREM Tssk 4.5-Pavement Softv�e2 Training ....._..._. ........__. ................ .......... T k 4.6 P r2aiion /0 n9 PP.9P Task4.1-OrvCdlSwices OPTIONAL TASKS Task 5..1 Atrtonv3ed D�g1?al RosdwYlmaging _ n X Based on the survey methodology used or the deterioration analysis reporting option, our staff will be able to meet and exceed the City's project schedule. • Project Orientation —March 16, 2010 • Survey Completion — April 30t", 2010 • Delivery of draft PMP — May 141", 2010 • City comments returned to Consultant — May 28t", 2010 • Delivery of OCTA / CIP Final Report — June 25"i, 2010 City of Huntington Beach C-3 Pavement Management Program Services Methodology 4) Scope of Work (Major Tasks) TASK 4.1: Conduct Pavement Condition Survey Once the pavement segmentation has been assessed and verified, the inspection of approximately 446 centerline miles will be performed. Potential reduction in survey to 271 miles may occur due to recent Bucknam and Associates inspections (2007-2009). As discussed with City staff over the past few months our survey methodologies will include one of the following approaches based on the City's cost and benefit analysis: 1. Windshield based MicroPAVER survey (performed on Tablets live in the field); this methodology was used by Bucknam & Associates in our prior survey effort for Huntington Beach. MicroPAVER sampling method used 2. Automated Digital Roadway Imaging survey (see Optional Task 5.1); Bucknam & Associates has recently performed this service for the cities of Fountain Valley, Cypress, RSM, Santa Ana, Palmdale and Palm Desert for PMP and ROW inspections. MicroPAVER sampling method used. If windshield inspections are required, 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 MicroPAVER & the Army Corp of Engineers sampling guidelines while being flexible to current City practices. Through our windshield surveys, we use a mixture of windshield and walking surveys based on the functional classification of the roadway and the street conditions found. By using the City's high -resolution aerial (approx. 3") and field efforts, we will verify street measurements; thus reducing survey times and project schedules. Our first priority will be pavement condition analysis on the City's Arterial and Collectors to ensure that we satisfy the Orange County Transportation Authority (OCTA) Measure M Turnback PMP requirements. We will use the OCTA Master Plan of Arterial Highways to assist in our survey the HB Arterial and Collector streets. Residential and alleys streets will be analyzed in a similar fashion. Our use of MicroPAVER-Tablet units allows our staff to collect pavement data with the City of Huntington Beach's MicroPAVER database live in the field. At the end of the day all electronic data is transferred to our office for quality control and management. Our Tablet methodology sets us apart from the competition since we are using a paper -less inventory process to enter data; this in turn generates cost savings to enhance other portions of the project such as CIP reporting, MicroPAVER training, and on -call services. 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: City of Huntington Beach CA Pavement Management Program Services Methodology 1. Field Attribute Data (updated and/or verified) ❖ From/to, indicating the assigned limits of the section, sample test areas, street name, a street codification ❖ Street ranking indicating local, alley, arterial, collector, # of lanes, surface type ❖ Historical PCI tracking from previous inspections and 2010 PCI inspections s• Segment quantities, indicating the length, width, and total true area of the section ❖ ADT volumes (if available from previous reports or City documents) 2. Conditional data will be evaluated for all street segments and will include: ❖ MicroPAVER 19 AC & PCC distresses by type, severity and sample area •3 PCI ratings (0-100), taking into account the surface condition, level of distress. Other known or found environmental issues (standing water, site condition, etc.) We welcome staff members from the City of Huntington Beach to join our surveys. All pavement data will be entered into the City's most current licensed software (version 6.1.4, in -hand now). All items listed above will be maintained by our staff for the duration of this project. Data management will be performed in-house at our Laguna Niguel office. At the completion of the project, the MicroPAVER database will be placed within your information services/communication network. 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. The City and our staff will review these reports to ensure that all inventory data is correct and the project is running smoothly. PCI reports will include: •�� Identification of all street segments in a continuous manner (W to E and S to N); •�� Citywide PCI values for each street sorted by rank, name and PCI (best to worst); •�� Other key PCI data development tied to CIP reporting is shown in Task 4 below. Deliverable: Citywide draft PCI report, quality control reports DEVELOP RECOMMENDED IMPROVEMENT PROGRAM TASK 4.2: Maintenance & CIP/Budgetary Analysis We will assist the City in developing the most cost-effective preventative maintenance, repair and rehabilitation 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 maintenance practices used we will conduct an historical and prospective analysis on the conditional and financial impact these practices have on the pavement network. Based on our fiscal and City of Huntington Beach C-5 Pavement Management Program Services Methodology deterioration analysis, we will present our results and recommendations to City staff. This analysis will become an essential building block for the 2010-2017 maintenance programs. We will establish a maintenance "decision tree" that will be used to generate pavement recommendations that match current 2010 maintenance approaches. The pavement software will generate a deterioration curve based on functional class (arterial, residential, industrial) and age. Our staff will review the Huntington Beach's deterioration curves that have been developed based on historical pavement condition, inspection, surface type, and road class. The curves will be modified based on 2010 pavement conditions. The strategies that are typically reviewed are rehabilitation and reconstruction (R&R), localized maintenance, grinding, slurry seals, AC on PCC and overlay, 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 PMS 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: review and recommend an updated residential Reporting District approach _(for the City's, consideration) _ that will allow us to proactively schedule localized maintenance efforts -throughout the 7-year CIP. Our Project Manager and Principal will work closely with City in defining repair and rehabilitation strategies during each fiscal year (i.e. 2010-2017). Once the repair/rehabilitation strategies have been defined, the identification of a seven year Forecasted Maintenance schedule will be generated. The recommended budget scenarios will be identified on the basis of several criteria: Present pavement conditions; Desired levels of service and available resources •+4, Cost benefit of individual strategies (e.g. reach a PCI of 80 in 7-years, etc.) •:R Scheduling with the City's RD's and other capital projects (water, sewer, etc.) Accrued backlog levels and stabilization of maintenance backlog Future routine maintenance needs based on projected deterioration rates •� Future OCTA and AHRP objectives and improving citywide weighted PCI The primary emphasis of this task is to maximize the programming of street maintenance projects using the most cost-effective strategies available and taking into account a life - cycle cost analysis. A working "draft" Final Report will be generated for City staff to review. This report will include an executive summary, the Pavement Condition Report as well as draft budgetary findings and recommendations. It will include: Priority listings (PCI's from 100-0) •� 7-Year CIP identifying arterial and residential maintenance (per section) recommendations (slurry, overlay, recon, etc.) associated with a construction cost City of Huntington Beach C-6 Pavement Management Program Services Methodology °,0, Recommendations for RD residential maintenance in "groupings" or zones. °-*® Executive Summary and Methodologies used Deliverable: Four copies of the Draft Pavement Management Program Report TASK 4.3: OCTA Compliance Reports / Citywide CIP Report We will deliver the Final Report to the City which will be essential for staff reference and 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 requirements. The report will be prepared in a format that uses the information delivered by MicroPAVER in conjunction with the information and analysis performed by our team. The report will also provide the City with information on: •3 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 RESIDENTIAL Forecast Maintenance Reports) that show the largest return on investment and acceptable levels of service ❖ Modeling and comparison of budget scenarios typically include: ■ Maintenance required to complete all streets within 10-years ® Current / Actual budget projection (citywide approach) ® 6-year CIP projection budget for OCTA submittal requirements Strategies and recommendations for the City's AHRP, Prop 42 and maintenance programs and procedures, including a preventative maintenance schedule Supporting documentation required by OCTA • A detailed breakdown of deferred maintenance (backlog) Deliverable: Three (3) copies of the Final Pavement PMP Report (plus one original signed by our Registered Engineer, CA No. 20903), in binder and electronic form (.pdf), will be sent to the City. Final PMP database will be installed at City. TASK 4.4: Mapping and GIS Update As an enhancement and proactive approach to this project, our staff will update the existing Pavement-GIS link between MicroPAVER and the City's GIS system. Our staff established this link in 2006. The City's centerline will be used as the platform for updating a unique pavement-GIS layer. The maps described below will be incorporated into the City's Final PMP report: • PCI values for every section • Work History identifications 7-yr Arterial / Residential Rehabilitation and Slurry Seal Programs City of Huntington Beach C-7 Pavement Management Program Services Methodology Functional classification maps Once the City has approved the Pavement Condition Report, we will develop the necessary MicroPAVER-GIS linkages. By using the unique ID's within the PMP and the City's ESRI street shapefile ID's, we will create a one-to-one match for each pavement section in the GIS. As new pavement inspections and edits are entered into the PMP the link that we have created will display the most current PMP data through the City's GIS. Deliverable: Complete GIS files/themes based on list above (shapefiles). TASK 4.5: Pavement Field & Software Training We will provide City staff with the quality, certified training and necessary skills needed to steward and maintain the PMP. This will include operation manuals for both field data collection and software use. Peter Bucknam, who is certified in the use of MicroPAVER, will conduct comprehensive multi -day training sessions covering segmentation management, reporting, and editing/updating the database. This is estimated to consist of a minimum of 12 hours of training. There is no minimum or maximum amount of people that can be trained under this methodology. Bucknam & Associates will provide training in the AC and PCC pavement field survey techniques. Engineering, Street Maintenance and GIS staff will have a clear understanding of how the system is developed and data recorded. City staff will be versed in the proper procedures for field data collection, thereby ensuring the ability of the City to repeat the pavement survey on its own when the need arises. At the completion of the training, the City will be able to update each individual portions of the dataset as maintenance and future inspection are completed. The training will include: ❖ General MicroPAVER use ❖ Annual data entry needs, reporting requests and deterioration modeling ❖ Annual budget projection reports — PCI report generation ❖ Update of maintenance costs, strategy assignments, engineering data, and deterioration curves; interpretation and utilization of management reports) Querying, managing and plotting from PMP — GIS mapping Deliverable: 'Training materials used in workshops, field survey forms TASK 4.6: Presentation of Huntington Beach PMP Per the City's request, we will work closely with City staff in the preparation and presentation of our Final Report (PowerPoint format) to City Council and/or upper management. This will include a study session to City staff and a general presentation for City Council. City of Huntington Beach C-8 Pavement Management Program Services Methodology TASK 4.7: On -Call Services Pavement Management Program Support Bucknam & Associates will provide annual support for a period of two years where we will provide quality and accurate use of the in-house operation of MicroPAVER software. Once the City has approved the Pavement Condition Index Report under this years work effort, this service will become active. Our typical On -Call services include: •,* Additional budget scenarios, general reporting, deterioration studies •®', Additional visual inspections above the mileage amount indicated in Task 4.1 •:� Additional pavement management — GIS mapping � Additional MicroPAVER training, operation use Enter annual work ARTERIAL and RESIDENTIAL maintenance records Also, if requested, Bucknam & Associates assess and review the City's upcoming maintenance schedule for that fiscal year. The agreement will continue to include the provision of onsite and telephone support for the City staff. 5) Optional Tasks TASK 5.1: Automated Digital Roadway Imaging Through our understanding, City staff has been introduced to automated pavement survey methodologies. As an alternative survey methodology, our staff will implement an pavement survey methodology that will support Task 4.1 efforts as well as implement a proactive and cost efficient GPS survey methodology that will allow for the collection of numerous GPS locations using "one" imagery (e.g. five citywide infrastructure surveys for the cost of one). set of digital Beyond the pavement survey capabilities, the City will be able to collect other infrastructure assets in the future such as signs, driveways, catch basins and other ROW features; a tremendous costs savings that reaches $400,000 over the next 3 years. With verification of street segmentation, the inspection of approximately 446 centerline miles will be surveyed. MicroPAVER - Army Corp of Engineers AC and PCC distress types will be collected based upon actual surface conditions and physical characteristics of the segment while being flexible to current City practices. Our automated digital imaging allows technician to collect the following: City of Huntington Beach C-9 Pavement Management Program Services Methodology • Continuous pavement imaging (images taken every 5 meters, competition typically surveys at every 8 meters/25 feet intervals) • MicroPAVER AC and PCC distresses (e.g. linear/transverse cracking, alligator, patching, bleeding, block cracking, etc. • Surface roughness ratings (1RI) • Rutting depth (full width of lane or street) • Imaging captures 100% of each pavement segment (not just one lane) • Data transfers seamlessly to MicroPAVER • Optional Ground Penetrating Radar (GPR) for arterials and collectors • 2mm pixel images allows for centimeter horizontal and vertical accuracy The first survey process will involve the mobile GPS vehicle taking approximately three -week's time to survey the Huntington Beach's street network; additionally, the vehicles drive the posted speed limits. The images that are collected are taken by using Sony digital stereographic cameras (6 cameras) positioned on the vehicle. The images have a resolution of 1600x1200 and are geo-referenced by means of inertial GPS equipment contained within the van; images are taken every 4 to 6 meters, 15 ft intervals. The quality of the imagery and its G1S / record collecting capabilities within the software provided allows the technician to accurately identify the required pavement distresses defined by the pavement software and the project (distresses are collected in-house). All pavement GIS data associated with each pavement section will be entered into the City's working software. Survey vehicles are equipped with digital measuring instrumentation (DMI) that will be used to verify all pavement section lengths and widths. Our vehicles can be equipped with road roughness rating equipment, strip mapping cameras and are set to record 360 degree street imaging. The survey will be performed by the Bucknam & Associates team that is experienced and trained in pavement condition assessment using LambdaTech's "Feature Extraction" software. Bucknam & Associates will measure specific distress types from the digital image set. A listing of the field attributes that will be collected during the survey is listed above in Task 4.1. City of Huntington Beach C-10 Pavement Management Program Services our experience of managing pavement projects over the past twelve years; assisting cities comply with OCTA Measure M through our experience of working with over half of OC cities regarding PMPs; implementing MicroPAVER through OCTA's PMP project extensive Orange, Los Angeles, San Diego, Ventura, and Inland Empire PMP project management; s• implementing realistic, proactive and repeatable PMP survey methodologies that match your agencies needs and goals. Bucknam & Associates will bring our extensive experience to the City of Huntington Beach by building upon our knowledge and understanding of your PMP goals. Mr. Bucknam's team includes seven (7) dedicated and qualified managers and field technicians that have served under his management for over twelve years. His team of inspectors will updated your PMP through sound Army Corps of Engineers - MicroPAVER inspection methodologies. Mr. Bucknam's experience covers the management and implementation of infrastructure management programs that exceeds 8,500 miles of pavement for more than 50 cities and 80 PMP projects. Bucknam & Associates Team Experience PETER BUCKNAM, Project Manager, has managed numerous pavement management projects in the Southern California region and will be the Project Manager for Huntington Beach's PMP project. Peter is committed to the project from the receipt of the notice -to - proceed through completion and furthermore he is a certified PMS software trainer on MicroPAVER and performed numerous training sessions for local agencies. He brings his expertise to cities through converting, implementing, updating, and enhancing pavement management programs. Mr. Bucknam has spoken at numerous conferences pertaining to pavement practices, surveying, management and GIS integration as well as conducted numerous City Council pavement studies. As the City moves into the "program management" phase for its pavement program, Mr. Bucknam brings his experience of working with individual cities for numerous years, where he has assisted cities from the onset (turn -key, data conversion) to high -end pavement management and GIS integration and County compliance. Our staff is proud of the numerous long-term, on -call PMP support contracts we continue to serve with local agencies (e.g. Irvine, Fountain Valley, Huntington Beach, Newport Beach, Rancho Santa Margarita). Mr. Bucknam will bring new, fresh and proactive recommendations to this project and will identify realistic program management and financial goals to assist the City City of Huntington Beach D-1 Pavement Management Program Services Staffing in its upcoming CIP. The City will receive a PMP that is one of the best in the County and has the potential through this phase of management. STEVE BUCKNAM, PE, Principal -in -Charge, will be responsible for the overall performance of the project and provide quality assurance review. Mr. Steve Bucknam is a licensed Civil Engineer (LIC #20903) and will oversee all tasks for this project. Mr. Bucknam is a former Deputy City Manager for Public Works and City Engineer of Norwalk, and City Engineer in Arcadia and Pacifica, California. He has over 40 years of professional experience and has managed street maintenance, reconstruction and improvement programs. He has developed and administered Street maintenance and improvement programs in those cities as well as the City of Newport Beach where he served as Design Division head. He has extensive experience in capital program planning, pavement construction and budgeting for street improvement programs. JAMES CRANDALL, Assistant Planner, will oversee all field surveyors for this project. His responsibilities will include surveying, quality control, maintaining the survey schedule and working with our Senior Field Technician in inputting data into the City's pavement software. Mr. Crandall has been involved with over 40 pavement management projects within San Diego, LA and Orange counties. CHRIS VICTORIO, Senior Field Technician, will be the lead surveyor for this project. His responsibilities will include surveying, quality control, maintaining the survey schedule and data transfer into the City's selected pavement software. He brings a tremendous knowledge of pavement survey, construction, maintenance and support to this project. Mr. Victorio has been involved with over 45 pavement management projects in the past ten years and brings his wealth of CarteGraph, MicroPAVER, GIS and inspection experience to this project. KASEY RETHERFORD, Field Technician, will be a supportive field surveyor for this project. His responsibilities will include surveying, quality control, maintaining the survey schedule and working with our Senior Field Technician in transferring data into the City's pavement software. Mr. Retherford has been involved with over 60 pavement management projects and brings his wealth of MicroPAVER, GIS and inspection experience to this project. PJ STAVER, Field Technician, will be a supportive field surveyor for this project. His responsibilities will include surveying, quality control, maintaining the survey schedule and working with our Senior Field Technician in inputting data into the City's pavement software. He has been involved with over 8 pavement management projects and brings his wealth of CarteGraph, MicroPAVER, GIS and inspection experience to this project. GREGORY BUCKNAM, Field Technician, will be a supportive field surveyor for this project. His responsibilities will include surveying, quality control, maintaining the survey schedule and working with our Senior Field Technician in inputting data into the City's pavement software. He has been involved with over 10 pavement management projects and brings his wealth of CarteGraph, MicroPAVER, GIS and inspection experience to this project. City of Huntington Beach D-2 Pavement Management Program Services Staffing JIM SHEA, PMP-SQL Programmer, his responsibilities will include assessment of the existing local agency pavement management datasets and methodology conversion procedures for converting the data into the desired software program. Mr. Shea has over20 years of database management, conversion, cost analysis, data structuring and implementation experience that will brought to this project. Mr. Shea is well versed with Pavement Management software's, Oracle, SQL, Visual C++, MS Access and other database software's; he is instrumental in our ability and management of Tablet/PDA handheld inspections forms and quality control. With four technicians on this project that are trained in the Army Corps of Engineers survey methodology and available to begin work immediately; our survey schedule will be expedited. Our teamwill`be able, 'to:"survey the entire 446 miles of pavement within eight weeks time due to our experience,"'availability and man -power. "`Final Report to City by June 25, 2010. Key personnel will be available to the extent proposed project. No "key" staff indicated above shall be removed or replaced without the prior written concurrence of the City of Huntington Beach. LambdaTech International (Optional Services) DARWIN DAHLGREN, Digital Roadway Imaging Manager — Mr. Dahlgren has over 22 years experience with automated data collection for pavement and right of way features. He is responsible for the new development of all mobile data collection platforms for Lambda Tech. Mr. Dahlgren has directed the overall design and maintenance of wide range of data collection systems. He has implemented computerized roadway and infrastructure condition data collection systems and integrated optical and infrared imaging, mechanical and laser rut depth and roughness measurement systems and other sensor technology. Darwin will direct all automated digital roadway imaging surveys under the management of Mr. Peter Bucknam. Darwin and Peter have worked on numerous automated pavement and right-of-way survey projects since 2001 (Cypress, Fountain Valley, Santa Ana, Rancho Santa Margarita, Palmdale, and Palm Desert). In addition to the stereo based perspective imaging systems with high accurate positioning technology Mr. Dahlgren's leadership the GPSVision system includes downward pavement focused cameras for crack detection, in combination with lasers for rutting detection and additional lasers, inertial systems and other sensors for roughness detection, and user interface systems of the GPSVision systems technology for clients in governmental agencies, construction and utilities industries. Additional research and development conducted under Mr. Dahlgren's directions includes LiDAR integrated systems and multi -camera image stitching and 3D viewing and measuring applications. City of Huntington Beach D-3 Pavement Management Program Services Peter J. 0ucknam Director of Infrastructure Management — GIS I A t I EDUCATION w� B.A., Geography — Urban Planning, San Diego State University, 1997 PROFESSIONAL DATA Member, American Public Works Association Certificate of Professional Development - MicroPAVER Chair, Transportation Committee, Inland Empire Report Card (ASCE) — 2005/06 & 2008/09 Co -Chair, Member APWA Committee for Street and Technology 2003-2010 NASSCO — Certificate, National Pipeline Assessment Certification Program (PACP) QUALIFICATIONS / EXPERIENCE OVERVIEW Peter Bucknam is an expert in infrastructure project management, training, planning, resource management, implementation and program management, and has over twelve years experience in the area of Geographic Information Systems and infrastructure asset management. Mr. Bucknam has managed a wide range of infrastructure project tasks including the collection and input of infrastructure survey data, preparation of Public Works capital improvement program projections and reports, infrastructure/software needs assessments, GIS/GPS data collection, data conversion and quality control. Mr. Bucknam has performed infrastructure management services to over 50 local agencies throughout Southern California and is currently serving as project manager for the City of Huntington Beach's pavement management program. He has personally served as project manager for eighty (80) PMP projects throughout Orange and Los Angeles counties. His project level and management experience covers: pavement/sidewalk management, Traffic Control Device Inventories (TCDI), GIS implementation, Traffic Signal surveys, Right -of -Way (ROW) surveys, and ADA survey/compliance. In managing over 90 projects in the past ten years, Mr. Bucknam has used a diverse amount of software to assist local agencies implement infrastructure management programs and GASB 34. These programs include MicroPAVER, MTC, LambdaTech's GPSVision, CarteGraph, ESRI products, Crossroads, GBA Master Series, and Mapinfo. Prior to joining Bucknam & Associates, Mr. Bucknam served as Director of Infrastructure Management-GIS with an Engineering consulting firm where he managed numerous public works infrastructure/ROW projects ranging from surveying, maintenance life -cycles, cost & benefit analysis, financing and construction cost estimating. This included researching, surveying, converting and implementing multiple phase pavement management projects which provided better management practices, data efficiencies and GIS functionality within local governments and maintenance facilities. In addition, he provided technical (software) support for the on -going citywide PMS projects as well as developing capital improvement plans/budgets for integrating Tablet-GIS data management functionality into future maintenance efforts. MR. PETER SUCKNAWS PROJECT MANAGEMENT EXPERIENCE (1997-20101, ® 2010 Pavement Management Update, City of Orange • 2010 Pavement Management Update, City of RSM 6 2010 Bike Trail / Parking Lot PMP, City of Irvine ® 2010 Pavement Management Update, City of Sierra Madre 0 2010 Pavement Management Update, City of Westminster 0 2008-09 Sign Inventory / PMP Update, City of Palmdale 0 2008 Sign / TCDI Inventory — ADA Compliance Inventory, City of Palm Desert 0 2007 Public Right -of -Way Inventory, City of Santa Barbara 0 2007-08 Digital Roadway Imaging Program / ROW Inventory, City of Cypress 0 2009 Pavement Management Update, City of Brea 0 2009 Record Retention Scanning — GIS Link, City of Brea 0 2009 Pavement Management Update, City of Rosemead 0 2009 Pavement Management Update, City of Alhambra 0 2008-09 Pavement Management Update, City of Newport Beach 0 2008-09 Pavement Management Update, City of Culver City 0 2008-09 Pavement Management Update, City of Santa Ana 0 2008-09 Pavement Management Update, City of Irvine 0 2008-09 Pavement Management Update, City of Huntington Beach 0 2008 Pavement Management Support, City of Carlsbad 0 2008-09 Pavement Management Update, City of Rancho Santa Margarita 0 2008-09 Pavement Management Update, City of Pomona 0 2008-09 Pavement Management Update, City of La Habra Heights 0 2008-09 Pavement Management Update, City of Santee 0 2008-09 Pavement Management Update, City of Diamond Bar 0 2008-09 Pavement Management Update, City of Fountain Valley 0 2007-08 Pavement Management Software Program, OCTA 0 2007-09 Pavement Management Update, John Wayne Airport, County of Orange 0 2006-07 Pavement Management Update, City of Pico Rivera 0 2007-08 Pavement Management Update, City of Palmdale 0 2006-07 Pavement Management Update, City of Norwalk 0 2006-07 Pavement Management Update, City of La Habra 0 2006-07 Curb Ramp Inventory, City of La Habra 0 2006-07 Pavement Management Update, City of Sierra Madre 0 1997-07 ADA Inventory and Management Program, City of Rancho Cucamonga 0 2006-07 Pavement Management Update, City of Cypress 0 2004-07 Pavement Management Program, City of Arcadia 0 2006-07 Pavement Management Program, City of Rancho Santa Margarita 0 2006-07 Pavement Management Update, City of Huntington Beach 0 2006-07 PMP-Internet GIS Infrastructure Implementation, City of Fountain Valley 0 2006-08 Pavement Management Update, City of Alhambra 0 2005-07 Pavement Management Update, City of Ontario 0 2004-07 GIS-Pavement Management Update, City of Brea 0 2004-05 GIS-Pavement Management Update- Training, City of Orange 0 2003-07 Pavement Management Program, City of Fountain Valley 0 2005-07 Infrastructure Management, Orange County Sanitation District 0 2003-07 Pavement Management Training, City of Arcadia 0 2004-05 Pavement Management Program-GIS, City of Glendale 0 2003 Pavement Management System, City of Santee 0 2002-03 TCDI - Curb Marking Inventory, City of Santa Ana 0 2002-03 Pavement Management Program, Santa Ana 0 1998-03 Pavement Management Program, City of Fountain Valley 0 2000-03 Pavement/Sidewalk Management/GASB 34, City of Orange 0 2003 Sign Inventory, City of Rancho Santa Margarita 0 2003 Sign Inventory, City of Westminster 0 2003 Sign Inventory, City of Santa Ana C, Stephen Bucknam, Jr, PZ L*11111 AT- ,101P1 B.S., Civil Engineering, Loyola University of Los Angeles, 1967 M.S., Environmental Engineering, Loyola University of Los Angeles, 1972 PROFESSIONAL DATA Registered Professional Engineer, States of California (No.20903) and Washington (No.17310) California State Community College Teaching Credential Fellow, American Society of Civil Engineers Member, Board of Directors Urban Water Institute Life Member, American Public Works Association Member, Water Environment Foundation Member, University of California Irvine, Civil & Environmental Engineering Affiliates Honorary Member, Chi Epsilon EXPERIENCE OVERVIEW Over forty years experience in the administration, management, planning, design and construction management of public works and development programs and projects including: water and wastewater projects, transportation, drainage, including: program management, master planning, infrastructure planning and maintenance programming, environmental studies, street, highway, alley, storm drain, water and sewer system design, rate studies, emergency planning, facilities design, groundwater studies, wells, reservoirs, site studies, pump stations, lift stations, intergovernmental negotiations and agreements, hydrology, treatment facilities, building design, grants, regulatory permitting, system appraisals, R/W negotiations, acquisitions and documentation, project management, production control, operations studies, capital improvement programming and budgeting, hydroelectric projects, underground utilities, assessment districts, surveying, mapping, legal testimony to public boards, commissions and councils, and direction of technical advisory committees to joint powers agencies and water districts. Tra"spalitaft" I Surlaits m Hlghways - Traffic Served as Contract City Engineer for the City of Arcadia responsible for long range advanced planning of the City's transportation engineering program. Directed the preparation of the City's Transportation Master Plan which identified, consistent with the City's General Plan the transportation related needs under these requirements so of AB 1600 nexus constraints. Acted as Principal in charge over a Pacific Coast Highway (SR-1)/Newport Boulevard (SR-55) interchange, City of Newport Beach. Project involves a study of various alternatives, conventional and unconventional, for improvements to the existing interchange. Over the past three years, Mr. Bucknam has served as the working Principal for all pavement management related projects that Bucknam & Associates has performed. This includes projects listed below: 2010 Pavement Management Update, City of Orange 2010 Pavement Management Update, City of RSM 2010 Bike Trail / Parking Lot PMP, City of Irvine 2010 Pavement Management Update, City of Sierra Madre 2010 Pavement Management Update, City of Westminster Qualifications Firm Profile and Qualifications With more than thirteen years of managing change, Bucknam & Associates (est. 1996, C- Corporation) is committed to building stronger relationships with government organizations through frequent communication and team building. We build long-term partnerships with agencies that expect and require accuracy, efficiency, and integrity in all aspects of community services. Our experienced staff is committed to ensuring that immediate and long-term goals are met and are a top priority in the development of pavement management, infrastructure management, financial, geographic information systems (GIS), and facility management projects. Our full -service Infrastructure Management - GIS Division provides comprehensive engineering and infrastructure management services, as well as database management, pavement / ROW field inspection services, and GIS automation and management. Our staff consists of registered civil engineers; former Director of Public Works -City Engineers and maintenance specialists who can help implement solutions based upon your specific needs. Our extensive professional experience includes: Public Works Management Intranet GIS Implementations ADA Self-Evaluation/Transition Planning GIS Custom Applications GASB 34 Compliance/Reporting Resources Planning Pavement— CIP Management (PMP) _Water City Engineering Services Pavement Data Conversion _ Federal & State Funding Assistance Pavement Condition Surveys Traffic Control Device Inventory/Sign Inventories PMS/GIS Coordination Infrastructure Grant Assistance Public Right -of -Way inventories Maintenance Management Programs OCTA PMP Compliance Reporting Record Retention Services Automated Pavement Management / Digital -Stereo Imaging Surveys Construction Management Services The extensive experience of Bucknam & Associates staff, coupled with its service to more than 100 cities and other public agencies, assures our clients that the firm is a broad based resource with an understanding of today's infrastructure issues and knows how to provide the necessary solutions to public agencies in today's complex governmental environment. Bucknam & Associates commits to providing its clients with personalized service. By selecting Bucknam & Associates, the City of Huntington Beach will receive a strong, knowledgeable, innovative, and communicative team with the experience to implement a cost-effective management program. Our office is located in Laguna Niguel, CA. We look forward to working with you on your project. Relevant Project Experience The following project experience presents our description of work, its relevance in completing similar projects for numerous other agencies, OCTA PMP experience, and MicroPAVER management expertise. City of Huntington Beach E-1 Pavement Management Program Services ...:...:....... Qualifications Our project team brings over 75 years of public/private engineering and data management experience to the City of Huntington Beach. This includes over twelve years and 80 PMP projects covering turn -key projects, simply training of City staff with pavement management methods, County Measure/Proposition compliancy, financial strategies and Capital Improvement Programs. Mr. Peter Bucknam, our Project Manager, has worked with over half the cities within Orange County regarding pavement management projects. He served as the Project Manager (with Bucknam and Associates, Inc.) for the OCTA Pavement Management Software project in 2008-09 where he interviewed all 35 Orange County agencies regarding their unique PMP needs and successfully approved MicroPAVER for County wide use. Mr. Bucknam has worked on numerous projects similar to Huntington Beach's current PMP project. He has worked with HB staff regarding the PMP for over seven years and he as assisted the City in implementing three Capital Improvement Programs. We have listed five (5) local pavement management projects that cover the same task descriptions as listed in your RFP: 1. 2009 — City of Irvine, "Citywide Pavement Management Program — GIS 2. 2009 — OCTA Pavement Management Software Selection, 35 agency, county- wide PMP software assessment and recommendation project. 3. 2009 — City of Newport Beach, "Citywide Pavement Management Program — GIS 4. 2008/09 — City of Cypress, "Citywide Pavement Management Program — GIS 5. 2009/10 — City of Fountain Valley, "Citywide PMP Update, GIS Intranet Implementation Citywide Pavement Management Program Update City of Irvine (2008-2014) Mr. Joe Dillman, Public Works Street Supervisor — (949) 724-7696 6427 Oak Canyon, Irvine, CA 92618 (jdillmanAci.irvine.ca.us) Bucknam & Associates was recently selected by the City of Irvine to perform a citywide conversion of their previous CHEC pavement software to MicroPAVER as well as perform 400 miles of pavement survey. Our staff developed a citywide capital improvement plan that proactively developed an OCTA compliant arterial network and a residential maintenance zone program that will garner the greatest return -on -investment for the City. All MicroPAVER data was be linked to the City's GIS system through the GBA Master Series software. Based on our assessment, conversion and implementation efforts, the City contracted with our firm through fiscal year 2014 for pavement management services. Additionally, our staff is currently performing pavement management and inspection services on all designated "off-street" bike and trail pathways. Project Manager (Peter Bucknam), City of Huntington Beach E-2 Pavement Management Program Services Qualifications Assistant Planner (James Crandall), Field Technicians (Chris Victorio, PJ Staver, Greg Bucknam, Kasey Retherford) Citywide Pavement Management Program City of Fountain Valley (1998-2010) Mr. Mark Lewis, City Engineer — (714) 593-4435 10200 Slater Avenue, Fountain Valley, CA 92708 (mark.lewisAfountainvalley. ) Mr. Peter Bucknam has managed the City of Fountain Valley's pavement management program for over twelve (12) years and is current beginning the 2010 annual update for Arterials and Collectors for Measure M compliance. Over the past twelve years Mr. Bucknam as overseen seven phases of survey, built the City's Pavement-GIS layer, and assisted the City in accomplishing the overlay of more than 80% of the City's arterial network. Additionally, our firm converted all pavement data from CarteGraph to MicroPAVER (2005) based on the use of the program from surrounding agencies and its integration into the City's GIS Intranet program. Residential maintenance zone management is now the focus of the program where our project team is performing survey, coring and the reorganization of the City's slurry/cape seal zones to create a more attainable, proactive residential maintenance program. Project Manager (Peter Bucknam), Assistant Planner (James Crandall), Field Technicians (Chris Victorio, PJ Staver, Greg Bucknam, Kasey Retherford) Pavement Management Software Program Orange County Transportation Authority (OCTA), 2007-09 Mr. Harry Thomas — (714) 569-5617 550 Main Street, P.O Box 14184, Orange, CA 92863-1584 hthomas �octa.net Bucknam & Associates was contracted to perform a pavement management software analysis for the Orange County Transportation Authority (OCTA). Our project consisted of assisting OCTA in the review and assessment of all relevant and commonplace pavement management software's on the market and one's that are currently being used within each local agency within Orange County. Our staff was responsible for reviewing each management approach and software use within all 35 agencies in the County to ascertain how each program is being applied. OCTA eventually selected MicroPAVER as its pavement software. Project Manager (Peter Bucknam), Assistant Planner (James Crandall), Field Technicians (Chris Victorio, Kasey Retherford) Citywide Pavement Management Program City of Newport Beach (2009-2010) Mr. David Webb, City Engineer — (949) 644-3328 3300 Newport Boulevard, Newport Beach, CA 90630 (DAWebbecity newport- beach.ca.us) City of Huntington Beach E-3 Pavement Management Program Services Qualifications This fiscal year, following the approach that numerous other Orange County agencies are taking, Bucknam & Associates, under the project management of Mr. Peter Bucknam, assisted the City in updating its MicroPAVER pavement management program. The project also consisted of surveying all streets within the City and developing a Capital Improvement Program that was compliant with Measure M/OCTA. All pavement management data collected during the project was linked to the City's GIS program. Our staff worked with City IT staff in implementing the most common sense PMP-GIS link that is now being utilized by Public Works staff. The City has requested that our firm be retained for "On -Call" pavement management services to enable the City to remain proactive with OCTA Measure M changes in compliancy and reporting as well as assist the City in updating the PMP on a annual basis with inspections, data entry and general reporting. Project Manager (Peter Bucknam), Assistant Planner (James Crandall), Field Technicians (Chris Victorio, PJ Staver, Greg Bucknam, Kasey Retherford) Citywide Pavement Management Program City of Huntington Beach 2002-2003 & 2005-2009 Dereck Livermore, Maintenance Supervisor — (714) 960-8861 2000 Main Street, P.O. Box 190, Huntington Beach, CA 92648 dlivermoreksurfcity-hb.org Over the past seven years, our Project Manager has assisted the City through three major CIP projects, five sets of survey and GIS development. In 2006, the City converted from CarteGraph to MicroPAVER with the assistance of Bucknam and Associates, Inc. and has continued to use the software since. Over the past three years our staff has surveyed the entire arterial / collector network and 60% of the residential network. These efforts have led to a clear identification of Measure M project needs and residential preventative maintenance. Project Manager (Peter Bucknam), Assistant Planner (James Crandall), Field Technicians (Chris Victorio, PJ Staver, Kasey Retherford) Citywide Pavement Management Program (2000-2003, 2006- 2007) - City of Cypress Mr. Kamran Dadbeh, Senior Engineer — (714) 229-6756 5275 Orange Avenue, Cypress, CA 90630 kdadbehAci.cypress. ca. us This fiscal year, following the approach that numerous other Orange County agencies are taking, Bucknam & Associates, under the project management of Mr. Peter Bucknam, assisted the City in converting from CarteGraph to MicroPAVER. The project also consisted of surveying all streets within the City and developing a Capital Improvement Program that was compliant with Measure M/OCTA. Project Manager (Peter Bucknam), Assistant Planner (James Crandall), Field Technicians (Chris Victorio, Kasey Retherford). City of Huntington Beach E-4 Pavement Management Program Services Eel WORK FLOW/ PROJECT SCHEDULE FOR THE CITY'S PAVEMENT MANAGEMENT PROGRAM TaskNarre 16-Mar 23-Mar 30-110arF6-Ppr I 13-Apr 20-Apr 27AW 4-May 11-Mayr18-May I 25-May I -Jun 8-Jun I&Jun 22-Jun 29-Jun BASE SCOPE OF WORK . .................. .................. ..................... ................... ..................... . ..................... ..................... .............. ...................... ........... ........... ... . ............ ............. .... ....... .. .. .. . ................... ................. ... ..................................................... -.1 ........................ ........................................................... 1) Project I mplerrentation ......................... ....................... ......... .......... .................. ...................... ............................................. ...................... .............. .. . ..................... ...................... ..................... . ................... - .................... ................. .... .................. .......... .................. . ..... ... ...... ..................................................................................................................... Task Project Kickoff ........... .......... ... . ....... ........... . .. ** . . ....... ... ........... X ............... ................... ..................... .......... ................... ................... ....................... .................... . ........... .................. ......... ........... ................ ...................... AssessNficrDPAVER /Establish Survey ..................... .................... ............. I ................................... I .............................................. ............. tra ....................................................................... 1��Kll.2 - Project Status Meetin.gs - Quality Con ..... .............. ..... ........... ........ . .... ... ......... ...... . . .... ..... ...... ... ............ . ........ . ..... .. . ............ .... . ..... . ..... ............... .................. ......................................... : Project Status Meetings ..................................................................................................................................................... X X X ...................... ........... ...................... .................. .............. ... .. .............. i ..................... ................... ...................... ...................... ...................... .................. . .................. ..................... .......... .......... .......... ........... Task 1.3 - Maintenanceand Rehabilitation Activities ..................................................................................................................................................... ................... ..................... ..................... .................. ..................... ..................... . ..................... ................... . ...................... ....................... ...................... . .................. ................. .. ..................... ..................... ... .................. 2) Client Satisfaction ...................... ....... ...................... .............. ........ ... . ........ ............ ............ ................................................................................................. ............. ............ ........................ Task 2.11 -Project Status updates ............................................................................................................................................... .. . ................................................................ ................. . .. .......... ..... .................................. ............ ................... . X x ...................... ........ . ..................... ...................... ........ . ................... .......... ......... ............ X .................. .............. ... ..................... ...................... ...................... . .......... .......... ...................... 3) Project Schedule ............... I .............. ...................................................................................................................... 4) scopeolwork (PmjorTasks) .......... .......................... ..... .............................................. . 77 77 P! .................. ..............................................................................................................................a. Task 4.1 -Conduct Pavement Condillion Survey ............................................................................................................................ ........................ ................................... �E _n A Oil lge . ..... ..............Qo ............ ................... ............. ....... .................... . ...................... PC] Reporting .......................................... .......................................................................................................... ............................................ . ................................................................. .............. ............. ...................... ............... .................. ............. ............................................ ...................... .................. CityReviewof Netvork Data Report ... .................................................................................. ............................................ ...................... ...................... ...................... ................ ...................... ? ................... ...................... ...................... .... ...... .......... ...................... .............. ................. ................ : Project Status 14 eeting ...................................................................... .................................. ...................................... ..................... ? .. .... .... x x x . .................. .................. .......... ...................... .................... . ...................... QualityControl ......................................Che...c..k...s ......................................................................................... ..... . ............... ..................... ............. ................................................. ................... ..................................... ......................... ............................ . Develop Recommended Improvement Program ...................I.................................I................................................................................................................................................................................. ..................... ................................ . .. .......................................................................... .. ...................... ................... ................. ........................................ .... Task 4.2 - Maintenance & CIP I Budgetary Analysis ........................... I ......................................................................................................................... ...................... ...................... ...................... .................. ..................... ...................... ......... ........... . .................. ....................... .................. .. . .... .............................. ........................... ................ Task 4.3 - OCTA Compliance ReportsICIP Report ........... ........................... ...................................................................................................... ..................... ............ . ... .. .. .............. ................... ... .... ............ ........ ...... .................. ............ ...................... City ReviewolExecutive Summary /Final Report ........... ..................... . ........ ............ ..................... .......... ..................... ..................... ........... ......... .................... ...................... ........ .... .................. . ........................................... ...................... .................... ................................................................................................................................ Project Status 14 eeting x i ...................... ...................... ...................... .. . ..................... ...................... ..................... . ................... ............ . ...................... .................... ................. ? .............. 1 ..................... . ..................... ...................... .......... I ........... ................ . ........................................................................................................... Delivery of Final CIP Report ......................................... ............................................................................... ........................... ............... i x ................................... Task 4.4 -Mapping and GIS ...... ........... I .................................................... ............................................................................. .......... . ..... . ...... . ................ ... ....... ... . ........ ....... ........... .. . ............. ... . .......... . . ................ Task 4.5 -pavement Sattv�are Training ............. .................................. ................. ..................... ? ..................... . ..................... . .................. ..................... . ..................... ..................... ......... ...................... ....................... ...................... .................. ................... ...................... .................... ....................... Task 4.6 - Presentation of Orange PMP ...................... ............. ................. .................................................... • ..................... ........... ............... ..................... ................... ...................... ............ ......... ...................... .................. . ......................................... .................. ...................... ...................... ..................... .......... Task4.7 -On-Call Services ..................................................................................................................................................... ........... .................... ..................... ..................... . ...................... ... .................. ...................... ...................... ..................... ....... ? ....... ..... . ........... ... .... ..................... ..................... OPTIONAL TASKS .......................... ............................................................................... .......................................... Task 5.1 - Automated Di ital Roadway Imaging ... ........................ .............. ...................... . ...................... .................. .................. ..................... ..................... .. ................... ...................... ..................... ................... .................... . . . Three 'Af eeki=.__ ........... ............ .......... ........ ...................... .... ...... ..... ... .. .. . ..... .. ................................................................................................................ ............ ......................... Data Extraction of Pavement Data ............ I ............................ ..................................................... ........................................... . ................... . ..... ....... ..... ........... ... . ............... . ...................... .................. . .................. L ........................ ...................... .................. .................. ...................... ..................... ...................... Gi G:\Construction Contracts (CCs)\CC1366 PAVEMENT MANAGEMENT PLAN (PMP)\CONTRACT\Work Flow -Project Schedule doe EXXHIBTI' "B" Payment Schedule (Hourly Payment) A. Hourly Rate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: The Consultant fees are on the Fee Proposal which is attached as Exhibit "B.1" B. Travel. Charges for time during travel are not reimbursable C. Billina 1. All billing shall be done monthly in fifteen (15) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. 2. Each month's bill should include a total to date. That total should provide, at a glance, the total fees and costs incurred to date for the project. A copy of memoranda, letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. Exhibit B Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. 2 Exhibit B EXHIBIT "B" Payment Schedule (Fixed Fee Payment) 1. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth herein in accordance with the following progress and payment schedules. 2. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 4. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. Exhibit B CITY OF HUNTINGTON BEACH Pavement Management Program Services 2010 Fee Proposal - January 22, 2010 ,EX�i,61T Description Principal Project Manager Field I Technician(s) Assistant Planner Admin Total by Task Base Fee $250/hr $165/hr+ $78/hr, $120/hr $75/hr Task 1 Project Implementation Task 1.1 Project Kickoff _ 3F, 1 $615 Task 1.2 _ _ Project Status Meetings - Quality Control j 4 j 32 12 $4,596 Task 1.3 Update_ Maintenance and Rehabilitation Activities IF16, 4 $2,0.58 Task 2 Client Satisfaction _ j Task 2.1 Project Deliverables 1 6' 26; 2 $2,266 Task_3_ _ Project Schedule Task 3.1 Task 4 Work Flow / Project Schedule Scope of Work (Major Tasks) 1 6, 2! 6 _�2 $2,266 _ Task 4.1 Pavement Condition Survey (446 miles -Windshield) 121 590 44 $53,280 Potential 100% Arterial; 40% Residential (271 miles) See Adjusted Survey Fee in Optional Task 4.2 Maintenanne &CIP /Budgetary Analysis 28F 4 16 $6,852 Task 4.3 OCTA Compliance Reports / Citywide CIP Report j 24 4 21 $4,590 Task 4.4 Mapping and GIS Update 6 48 $6,750 Task 4.5 Pavement Field & Software Training 121 $1,980 Task 4.6 Presentation of Huntington Beach PMP 01 $0 Task 4.7 On -Call Services (Two-year term) j 12 � 20 12 $4,980 i Reimbursables (mileage, printing, materials) $2,700 All deliverables will become property of the City of Huntington Beach 1 All Tasks are negotiable Total Hours per Staff 2 115 6661 153 61 Total Base Fee (Windshield Survey 446 miles) $ 500 $ 18,975 $ 51,948 $ 18,360 $ 4501 $92,9.33 Optional Tasks Task 4.1a Pavement Condition Survey (271 miles option -Windshield) 12 40 $36,420 * Cost replaces full citywide 466 mile survey ($16,860 savings) I Task 5.1 Automated Digital Roadway Imaging (Citywide-446 miles) $61,000 Pavement data extraction from digital images $38,000 * Cost replaces citywide windshield based survey) $99,000 (all digital images complete with GPS coordinates @ 15ft intervals) Additional services outside of this contract will be negotiated with the City where we will use the Standard Hourly Rate Schedule Task 4.1 Windshield survey (citywide) includes Exhibit D AC surface inspections (i.e. parking lots) Task 4.1a Optional Task 4.1a replaces citywide 466 miles survey with 271 mile survey due to recent Bucknam surveys Task 4.1a Optional windshield survey (271 miles) includes Exhibit D AC surface inspections (i.e. parking lots) Task 4.6 Presentation to City Council / Upper Management available at no additional cost to City _ Task 5.1 Optional Task 5.1 replaces Base Task 4.1; Automated Digital Image survey replaces citywide windshield survey Total Base Fee (with Task 4.1a reduction in survey to 271 miles) ! $76 073 Total Base Fee (with Automated Digital Imaging (Citywide); $138,6511 F-1 Client#: 60903 BUCKASO ACOR CERTIFICATE OF LIABILITY INSU DICE M 02/17/10D�) PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER.OF INFORMATION Willis Ins. Srvcs of CA, Inc. 18101 Von Karman Ave ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER -THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Suite 600 Irvine, CA 92612 INSURERS AFFORDING COVERAGE NAIC # INSURED A: Travelers Property Casualty Co of Am 36161 BUCINSURER M ASSOCIATES, INC. INSURER B, Travelers Casualty Insurance Co of A 19046 30131 T N 30131 TOWN CENTER 92 71 295 LAGUNA NIGUEL, CA 92677 INSURER C: Continental Casualty Company 20443 INSURER0: INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED'HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. S LTR DD INSRE TYPE OF INSURANCE POLICY NUMBER POLICY FFECTI E DATE IMMIDDIYYI POLICY EXPIRATION DATEMMIDD LIMITS A GENERAL LIABILITY 680488OL652 D9/01109 09101M 0 EACH OCCURRENCE $1 000 000 X COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED PREMISES iEe occurrence $1 000 000 CLAIMS MADE DR OCCUR MED EXP (Any one person) $1 O 000 PERSONAL & ADV INJURY $1 000 000 GENERAL AGGREGATE s2.000.000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMPIOP AGG $2 000 000 POLICY PRO• LOC JECT A AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS 680488OL652 ED TO tEl 09/01/09 09101/10 COMBINED SINGLE LIMIT (Ea accident) SINCE IN GL BODILY INJURY (Perpew) $ X (Per accident) Y $ HIRED AUTOS NON -OWNED AUTOS McGRA , Ci tto e Y X PROPERTY DAMAGE (Per accident) $ i9 GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ OTHER THAN EA ACC AUTO ONLY: AGG $ ANY AUTO $ A EXCESSIUMBRELLA LIABILITY CUP7637Y444 09/01/09 09/01/10 EACH OCCURRENCE s4,000,000 X OCCUR 1 _.1 CLAIMS MADE AGGREGATE s4,000,000 $ DEDUCTIBLE $ X RETENTION $ O B WORKERS COMPENSATION AND UB711 OY58A 09101/09 09101/10 X WC STATU- OTH- EMPLOYERS' LIABILITY ANY PROPRIETORWARTNERIEXECUTIVE OFFICERIMEMBER EXCLUDED? E.L. EACH ACCIDENT $1,OOOxOOO E.L. DISEASE- EA EMPLOYEE $1 00O 000 It y, descri SPesECIAL PRObeVISIOunderNS below E.L. DISEASE- POLICY LIMIT $1,000000 C OTHER Professional AEA113988680 01/02/10 01/02/11 $1,000,000 Per Claim Liability $2,000 000 Aggregate DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS ALL OPERATIONS OF NAMED INSURED. GENERAL LIABILITY: CITY OF HUNTINGTON BEACH, ITS AGENTS, OFFICERS AND EMPLOYEES ARE NAMED ADDITIONAL INSURED PER ENDT ATTACHED. GENERAL LIABILITY DEDUCTIBLE: N/A. (See Attached Descriptions) CITY OF HUNTINGTON BEACH PUBLIC WORKS DEPT ATTN: JAMES WAGNER 2000 MAIN STREET Huntington Beach, CA 92648 LD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION THEREOF, THE ISSUING INSURER WILL WXXXMX*MAIL 'In_ DAYS WRITTEN ;E TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, j(XRAQ K REPRESENTATIVE ACORD 25 (2401108) 1 of 3 #460209 CCL © ACORD CORPORATION 1986 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(les) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25-S (2001108) 2 of 3 #460209 COMMERCIAL GENERAL LIABILITY POLICY NO. 6804880L652 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED (ARCHITECTS, ENGINEERS AND SURVEYORS) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL. LIABILITY COVERAGE PART A. The following is added to WHO IS AN INSURED (Section II): Any person or organization that you agree in a "contract or agreement requiring insurance" to include as an additional insured on this Coverage Part, but only with respect to liability for "bodily injury", "property 'damage" or "personal injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: a. In the performance of your ongoing operations; b. In connection with premises owned by or rented to you; or c. In connection with "your work" and included within the "products -completed operations hazard". Such person or organization does not qualify as an additional insured for "bodily injury", "property damage" or "personal injury" for which that person or organization has assumed liability in a contract or agreement. The insurance provided to such additional insured is limited as follows: d. This insurance does not apply on any basis to any person or organization for which coverage as an additional insured specifically is added by another endorsement to this Coverage Part. e. This insurance does not. apply to the rendering of or failure to render any "professional services". f. The limits of insurance afforded to the additional insured shall be the limits which you agreed in that "contract or agreement requiring insurance" to provide for that additional insured, or the limits shown in the Declarations for this Coverage Part, whichever are less. This endorsement does not increase the limits of insurance stated in the LIMITS OF INSURANCE (Section 111) for this Coverage Part. B. The following is added to Paragraph a. of 4. Other Insurance in COMMERCIAL GENERAL LIABILITY CONDITIONS (Section IV): However, if you specifically agree in a "contract or agreement requiring Insurance" that the insurance provided to an additional insured under this Coverage Part must apply on a primary basis, or a primary and non- contributory basis, this insurance is primary to other insurance that is available to such additional insured which covers such additional insured as a named insured, and we will not share with the other insurance, provided that: (1) The "bodily injury" or "property damage" for which coverage is sought occurs; and (2) The "personal injury" for which coverage is sought arises out of an offense committed; after you have entered into that "contract or agreement requiring insurance". But this insurance still is excess over valid and collectible other insurance, whether primary, excess, contingent or on any other basis, that is available to the insured when the insured is an additional insured under any other insurance. C. The following is added to Paragraph 8. Transfer Of Rights Of Recovery Against Others To Us in COMMERCIAL GENERAL LIABILITY CONDITIONS (Section IV): We waive any rights of recovery we may have against any person or organization because of payments we make for "bodily injury", "property damage" .or "personal injury" arising out of "your work" performed by you, or on your behalf, under a "contract or agreement requiring insurance" with that person or organization. We waive these rights only where you have agreed to do so as part of the "contract or agreement requiring insurance" with such person or organization entered into by you before, and in effect when, the "bodily CG D3 8109 07 © 2007 The Travelers Companies, Inc. Page 1 of 2 Includes copyrighted material of Insurance Services Office, Inc., with its permission. 19 injury" or "property damage" occurs, or the "personal injury' offense is committed. The following definition is added to DEFINITIONS (Section V): "Contract or agreement requiring insurance" means that part of any contract or agreement under which you are required to include a person or organization as an additional insured on this Coverage Part, provided that the "bodily injury» and "property damage' occurs, and the COMMERCIAL GENERAL LIABILITY "personal injury" is caused by an offense committed: a. After you have entered into that contract or agreement; b. While that part of the contract or agreement is in effect; and c. Before the end of the policy period. CG D3 81 09 07 © 2007 The Travelers Companies, Inc. Page 2 of 2 Includes copyrighted material of Insurance Services Office, Inc., with its permission. O 4 7 NTO N ik �� pprov o� /� PART : ' 1 Date: 11/19/2009 Project Manager Name: James Wagner 'CAW Requested by Name if different from Project Manager: Department: Public Works PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORMA MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY ADMINISTRATOR, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I DUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement: Update Citywide Pavement Management Plan for ability to comply with OCTA Measure M turnback Funding 2) Estimated cost of the services being sought: $ 150,000 3) Are sufficient funds available to fund this contract? ® Yes ❑ No 4) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to this question is "No," the contract will require approval from the City Council.) ❑ Yes ® No 5) Business Unit and Object Code where funds are budgeted: 21385201 6) Check below how the services will be obtained: ® A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ❑ MC 3.03.08(b) — Other Interagency Agreement procedure will be utilized. ❑ MC 3.03.08 — Contract Limits of $30,000 or less exempt procedure will be utilized. Department Head Signature APPROVED&OENIED ❑ City Administrator's Signature (V(A Director of Finance) XL L,) %/� la y Date Date lob i� IN6Tp OF i- •r. B 1. Protessional Service Approva For CF�dUNTY �� PART Date: 2/9/2010 Project Manager: James Wagner ,'-�Pw Requested by Name if different from Project Manager: Department: Public Works PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & H MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: BUCKNAM AND ASSOCIATES 2) Contract Number: CHOOSE DEPARTMENT PWK 01000500 (Contract numbers are obtained through Finance Administration) 3) Amount of the contract: $ 80,000 4) Is this contract less than $50,000? ❑ Yes ® No 5) Does this contract fall within $50,000 and $100,000? ® Yes ❑ No 6) Is this contract over $100,000? ❑ Yes ® No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ® Yes ❑ No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, which describes the payment terms of the contract. /� tl� / I C) Director of Finance (or designee) Signature Date Contact information: Stephen Smith, P.E. Manager of Client Services IMS Infrastructure Management Services, LLC 1820 W. Drake Drive, Suite 108 Tempe, AZ. 85283. PA80-839-4347 F:480-839-4348 ssmith(a)ims-rst.com Michael Abikhzer, P.E. President/Project Manager GIE TECHNOLOGIES Inc. 150, Graveline Montreal, Quebec, H4T 1 R7 T: 514.284.6085 F: 514.284.5229 mabikhzer(a)aieinc.ca Peter Bucknam Vice President/ Project Manager Infrastructure Management-GIS Division Bucknam and Associates, Inc 30131 Town Center Drive, Suite 268 Laguna Niguel, CA. 92677 949.363.6461(work) 949.363.6505(fax) 714.742.4802(cell) petera-bucknam. net Margot Yapp, P.E Nichols Consulting Engineers, Chtd. 501 Canal Blvd. Suite I Richmond. Ca. 94804 (714)848.8897 (714)848.2667.(FAX) myapp(a)nce. reno. nv. us