HomeMy WebLinkAboutLORICK ASSOCIATES CONUSULTING - 1998-05-180
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CITY OF HUNTINGTON BEACH
2000 MAIN STREET
OFFICE OF THE CITY CLERK
CONNIE BROCKWAY
CITY CLERK
CALIFORNIA 92648
LETTER OF TRANSMITTAL OF ITEM APPROVED BY THE CITY COUNCILI
REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH
DATE:A�
TO:1o.e icc D�sv ei airs Ca�s�/�i n
Name
St.rzct Q
Anf�a its n SYJe:2LlY,6 .
City, State, Zip
ATTENTION: 1/11xxy 1-MICA'I
DEPARTMENT:
REGARDING:i�Zi.C'Df &- cJ' Zq-adn ..a{
LrONiS/Jt-TiiiNT jD V'1 T�
See Attached Action Agenda Item -� ` Date of Approval
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Agenda Stem.
Remarks:
6r"
Connie Brockway
City Clerk
Attachments:
Action Agenda Page Agreement
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Insurance __L__
RCA
Deed
Other
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Department
RCA
Agreement
Insurance
Other
Name
Department
RCA
Agreement
Insurance
Other
Name
Department
RCA
Agreement
Insurer
Other
Risk Management Dept.
Insurance
Received by Name - Company Name - Date
GTD11owup/coverltr
(Tel ephone: 714-636.5227)
06/18/98 - Council/Agen1pAgenda - Page 6 (6)
2. Instruct the City Administrator to continue with the process to determine whether the
city should implement a Huntington Harbour maintenance fee [based on
recommendations presented by Councilmember Bauer]
[Approved as amended - 7-0]
E. CONSENT CALENDAR
All matters listed on the Consent Calendar are considered by the City Council and
Redevelopment Agency to be routine and will be enacted by one motion in the form listed.
Recommended Action: Approve all items on the Consent Calendar by affirmative roll call vote.
E-1. Cl CouncillRedevelo ment Agency) Minute - Approve and adopt the minutes of
the City Council/Redevelopment Agency regular meeting of April 20, 1998 as written
and on file in the Office of the City Clerk. Submitted by, the City Clerk
[Approved - 6-0-9 (Julien -abstain)]
E-2. (Deleted)
E-3.(City Council Amendment To The Contract With Plannina Consultants Research
Inc. & Amen ment To The Reimbursement Agreement With Arnel Retail Group For
Preparation Of The Crest View Site Environmental Impact Report Ws Of Talbert Avenue.
elo Beach B ulevard (600.10) - 1. Approve Amendment No. 1 to Agreement between the
City of Huntington Beach and Planning Consultants Research, Inc., for Preparation of Two
Separate Environmental Impact Reports For The Crest View School Site And The Rancho View
School Site for additional services in the amount of $25,455.00, to prepare the Crest View
School Site Environmental Impact Report for a total contract fee not to exceed $131,876.25
(Attachment No. 1); and 2. Approve Amendment No. 1 to Reimbursement Agreement between
the City Of Huntington Beach and Arnel Retail Group for the Preparation of Two Environmental
Impact Reports for additional consulting services in the amount of $25,455.00, to prepare the
Crest View School Site Environmental Impact Report for a total contract fee not to exceed
$131,876.25 (Attachment No. 2). Submitted by the Community Development Director
[Continue for two weeks so staff can see how to rectify and when
staff returns to determine when 45-day comment period begins]
[Approved - 5-2 (Julien, Garofalo - NO)]
E-4. (City Council) Approve Selection Of Consultant To _Evaluate Condition Of City
Streets - Pavement Condition Survey - Approve Agreement With Lorick Associates
Consulting (600.10) - Approve the Professional Services Contract between the City of
Huntington Beach and Lorick Associates Consulting for Pavement Condition Survey of City
Streets and authorize the Mayor and City Clerk to execute said agreement for a pavement
inspection (i.e. Condition Survey) of all city streets. Submitted by the Acting Public Works
Director ($45,414 from the Street Maintenance Contractual Services Account).
[Approved - 7-01
(6)
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qlTYO'F HUNTINGTON BEAC9 y my a& e -, IV, I
MEETING DATE: May 18, 1998 . DEPARTMENT ID NUMBER: CY98-20
Council/Agency Meeting Held:
erred/Continued to:
VpproveI ❑ Conditionally Approved ❑ Denied
PurY C' y tlerk's Signature
Council Meeting Date: May 18, 1998
Department ID Number: CY98-20
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION -
SUB ITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
MITTED BY: RAY SILVER, CITY ADMINISTRATORR4 ,
r`
n
PREPARED BY: DARYL D. SMITH, ACTING DIRECTOR OF PUBLIC WOR
n .
SUBJECT: APPROVE SELECTION OF CONSUL NTH TO
EVALUATE CONDITION OF CITY STREETS �.
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status,
Statement of Issue:
Pursuant to the Orange County Transportation Authority funding requirements, all arterial
City streets must be inspected at least once every two years. Additionally, the information on
the condition of the City's residential streets must be updated.
Funding Source:
Sufficient funds for an inspection are available in fiscal account E-AA-PW-510-3-90-00
(Street Maintenance — Contractual Services).
Recommended Action:
Motion to approve the attached contract, with Lorick Associates and authorize the Mayor and
City Clerk to execute for a pavement inspection (i.e. Condition Survey) of all city streets.
Alternative Action(s):
Deny approval of Lorick Associates contract and postpone or forego the inspection. r
i
98RCA20.doc -2- 05/08198 10:46 AM
A
QUEST FOR COUNCIL ACT@N
MEETING DATE: May 18, 1998
Analysis:
DEPARTMENT ID NUMBER: CY98-20
Pursuant to the Orange County Transportation Authority, the City must complete a pavement
condition inspection of all arterial City streets at least once every two years. Additionally, the
information on the condition of the City's residential streets must be updated. Our streets
have not undergone this type of inspection since 1996, therefore, they must be inspected this
year.
The visual inspection process is very time consuming and generally requires the time of two
employees. Based on the City's current street maintenance activity workload (i.e. repairing
of potholes and the slurry sealing of residential streets) and the level of staffing, these
inspections cannot be completed by City personnel. Therefore, and in accordance with
Chapter 3.03 (Professional Services) of the Municipal Code, proposals for these services
were solicited from five qualified consultants. Only one proposal, submitted by Lorick
Associates, was received. Staff evaluated the Lorick proposal on the following criteria.
1. Understanding of inspection requirements.
2. Technical approach and work plan.
3. Qualifications and experience of key personnel.
Based on the outcome of this process, staff determined that Lorick Associates is extremely
qualified to complete this task. Therefore, the Acting Director of Public Works recommends
the approval of the attached contract with Lorick Associates.
Although a cost comparison for services is not possible (i.e. only one proposal was
received), staff did review the fee schedule and determined that the rates, for each task,
are within acceptable industry standards.
Sufficient revenues are available in fiscal account E-AA-PW-510-3-90-00 (Street
Maintenance — Contractual Services) to cover the cost of this $45,414 professional services
contract.
Environmental Status:
NIA.
Attachment(s):
RCA Author: Daryl Smith 1 Don Noble.
98RCA20.doc -3- 05106/98 10:48 AM
RE41UEST FOR COUNCIL ACT[01% NB.mC 3.03 Dou��,,
MEETING DATE: May 18, 1998 DEPARTMENT ID NUMBER: CY98-20
Analysis:
Pursuant to the Orange County Transportation Authority, the City must complete a pavement
condition inspection of all arterial City streets at least once every two years. Additionally, the
information on the condition of the City's residential streets must be updated. Our streets
have not undergone this type of inspection since 1996; therefore, they must be inspected this
year.
The visual inspection process is very time consuming and generally requires the time of two
employees. Based on the City's current street maintenance activity workload (i.e. repairing
of potholes and the slurry sealing of residential streets) and the level of staffing, these
inspections cannot be completed by City personnel. Therefore, and in accordance with
Chapter 3.03 (Professional Services) of the Municipal Code, proposals for these services
were solicited from five qualified consultants. Only one proposal, submitted by Lorick
Associates, was received. Staff evaluated the Lorick proposal on the following criteria.
1. Understanding of inspection requirements.
2. Technical approach and work plan.
3. Qualifications and experience of key personnel.
Based on the outcome of this process, staff determined that Lorick Associates is extremely
qualified to complete this task. Therefore, the Acting Director of Public Works recommends
the approval of the attached contract with Lorick Associates.
Although a cost comparison for services is not possible (i.e. only one proposal was
received), staff did review the fee schedule and determined that the rates, for each task,
are within acceptable industry standards.
Sufficient revenues are available in fiscal account E-AA-PW-510-3-90-00 (Street
Maintenance — Contractual Services) to cover the cost of this $45,414 professional services
contract.
Environmental Status:
NIA.
Attachments :
RCA Author: Daryl Smith I Don,Noble.
98RCA20.doc -3. 05/06/98 10:48 AM
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY [)FHUNT|NGTONBEACH AND
UORICK ASSOCIATES CONSULTING FOR
PAVEMENT CONDITION SURVEY OF CITY STREETS
Table of Contents
1
Work Statement ...................................................................................................
1
2
City Staff Assistance ............................................................................................
1
DTime
ofPerformance ............................................................................................
2
4
Compensation ......................................................................................................
2
5.....
Priorities ...............................................................................................................
2
6
Extra Work ............................................................................................................
2
7
Method qfPayment ..............................................................................................
2
B
Disposition of Plans, Estimates and Other Documents ........................................
4
8
Hold Harmless ......................................................................................................
4
10
Workers' Compensation .....................................................................................
4
11
General Liability Insurance ............. .....................................................................
5
12
Certificates ofInsurance ......................................................................................
7
13
Independent Contractor .......................................................................................
7
14
Termination ofAgreement ...................................................................................
B
15
Assignment and Subcontracting ..........................................................................
8
18Copyrights/Patents
..............................................................................................
B
17
City Employees and Officials ...............................................................................
8
10
Notices ............................. ..................................................................................
8
19
Immigration ..........................................................................................................
S
20
Legal Services Subcontracting Prohibited ...........................................................
S
21
Attorney Fees ......................................................................................................
9
22
Entirety ---,------------------------------..--..1O
CJ
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
LORICK ASSOCIATES CONSULTING FOR
PAVEMENT CONDITION SURVEY OF CITY STREETS
THIS AGREEMENT, made and entered into this / ! day of
1998, by and between the City of Huntington Beach, a
municipal corporation of the State of California, hereinafter referred to as "CITY", and LORICK
ASSOCIATES CONSULTING a California corporation, hereinafter referred to as
"CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant for a pavement
condition evaluation of CITY streets in the City of Huntington Beach; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of HBMC
Chapter 3.03 relating to procurement of professional service contracts has been complied with;
and
CONSULTANT has been selected to perform said services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
WORK STATEMENT
CONSULTANT shall provide all services as described in the Request for
Proposal, and CONSULTANT's proposal dated March 23, 1998 (hereinafter referred to as
Exhibit "A"), which is attached hereto and incorporated into this Agreement by this reference.
Said services shall sometimes hereinafter be referred to as "PROJECT."
CONSULTANT hereby designates Harry Lorick who shall represent it and be its sole
contact and agent in all consultations with CITY during the performance of this Agreement.
2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this Agreement.
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3. TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of the CONSULTANT
are to commence as soon as practicable after the execution of this Agreement and all tasks
specified in Exhibit "A" shall be completed no later than five (5) months from the date of this
Agreement. These times may be extended with the written permission of the CITY. The time
for performance of tho tasks identified in Exhibit "A" are generally to be shown in the Scope of
Services on the Work Program/Project Schedule. This schedule may be amended to benefit
the PROJECT if mutually agreed by the CITY and CONSULTANT.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY
agrees to pay CONSULTANT a fee not to exceed Forty -Five Thousand, Four Hundred
Fourteen Dollars ($45,414).
5. PRIORITIES
In the event there are any conflicts or inconsistency between this Agreement,
the CITY's RFP, or the CONSULTANT's proposal, the following order of precedence shall
govern: 1) Agreement, 2) the CONSULTANT's proposal, and 3) the CITY's RFP.
6. EXTRA WORK
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 after receiving written authorization from CITY. Additional compensation for such extra
work shall be allowed only if the prior written approval of CITY is obtained.
7 METHOD OF PAYMENT
A. CONSULTANT shall be entitled to progress payments toward the fixed
fee set forth herein in accordance with the progress and payment schedules set forth in
Exhibit "A".
2
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B. Delivery of work product: A copy of every technical memo and report
prepared by CONSULTANT shall be submitted to the 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. Any such product which has
not been formally accepted or rejected by CITY shall be deemed accepted.
C. The CONSULTANT shall submit to the CITY an invoice for each
progress payment due. Such invoice shall:
1) Reference this Agreement;
2) Describe the services performed;
3) Show the total amount of the payment due;
4) Include a certification by a principal member of the
CONSULTANT's firm that the work has been performed in accordance with the
provisions of this Agreement; and
completed.
5) For all payments include an estimate of the percentage of work
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 promptly 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 the CITY does not approve an invoice, CITY shall notify
CONSULTANT in writing of the reasons for non -approval, within seven (7) calendar days of
receipt of the invoice, and the schedule of performance set forth in Exhibit "A" shall be
suspended until the parties agree that past performance by CONSULTANT is in, or has been
brought into compliance, or until this Agreement is terminated as provided herein.
3
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D. Any billings for extra work or additional services authorized by CITY shall
be invoiced separately to the 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.
8. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that all materials prepared hereunder, including all
reports, both field and office notices, calculations, maps and other documents, shall be turned
over to CITY upon termination of this Agreement or upon PROJECT completion, whichever
shall occur first. In the event this Agreement is terminated, said materials may be used by
CITY in the completion of PROJECT or as it otherwise sees fit. Title to said materials shall
pass to the CITY upon payment of fees determined to be earned by CONSULTANT to the point
of termination or completion of the PROJECT, whichever is applicable. CONSULTANT shall be
entitled to retain copies of all data prepared hereunder.
9. HOLD HARMLESS
CONSULTANT shall protect, defend, indemnify and hold harmless CITY, its
officers, officials, employees and agents from and against any and all liability, loss, damage,
expenses, costs (including reimbursement of attorneys' costs and fees of litigation of every
nature) arising out of or in connection with CONSULTANT's performance of its services under
this Agreement, or its failure to comply with any of its obligations contained in this Agreement,
except such loss or damage which was caused by the sole negligence or willful misconduct of
the CITY.
4
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10. WORKERS COMPENSATION INSURANCE
CONSULTANT shall comply with all of the provisions of the Workers
Compensation Insurance and Safety Acts of the State of California, the applicable provisions
of Division 4 and 5 of the Califomia Labor Code and all amendments thereto; and all similar
state or federal acts or laws applicable; and shall indemnity, defend and hold harmless CITY
from and against all claims, demands, payments, suits, action, proceedings and judgments of
every nature and description, including attorney fees and costs presented, brought or
recovered against CITY, for r on account of any liability under any of said acts which may be
incurred by reason of any work to be performed by CONSULTANT under this Agreement.
11, GENERAL LIABILITY INSURANCE
In addition to the workers compensation insurance and CONSULTANT's
covenant to indemnify CITY, CONSULTANT shall obtain and furnish to CITY, a policy of
general public liability insurance, including motor vehicle coverage covering the PROJECT.
Said policy shall indemnify CONSULTANT, its officers, agents and employees, while acting
within the scope of their duties, against any and all claims of arising out of or in connection
with the PROJECT, and shall provide coverage in not less than the following amount:
combined single limit bodily injury and property damage, including products/completed
operations liability and blanket contractual liability, of $1,000,000 per occurrence. If coverage
is provided under a form which includes a designated general aggregate limit, the aggregate
limit must be no less than $1,000,000. Said policy shall name CITY, its officers, and
employees as Additional Insureds, and shall specifically provide that any other insurance
coverage which may be applicable to the PROJECT shall be deemed excess coverage and
that CONSULTANT's insurance shall be primary.
5
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imp/pavement/4/16/98
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12. CERTIFICATES OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT shall
furnish to CITY certificates of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverages as required by this Agreement; said certificates shall:
a. provide the name and policy number of each carrier and policy;
b. shall state that the policy is currently in force; and
C. shall promise that such policies shall not be suspended, voided or
canceled by either party, reduced in coverage or in limits except after thirty days
prior written notice; however, ten days prior written notice in the event of
cancellation for nonpayment of premium.
6
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CONSULTANT shall maintain the foregoing insurance coverages in force until
the work under this Agreement is fully completed and accepted by City.
The requirement for carrying the foregoing insurance coverages shall not
derogate from the provisions for indemnification of City by CONSULTANT under the
Agreement. City or its representative shall at all times have the right to demand the original or
a copy of all said policies of insurance. CONSULTANT shall pay, in a prompt and timely
manner, the premiums on all insurance hereinabove required.
13. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor. CONSULTANT shall secure at its 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
services to be performed hereunder.
14. 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 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.
15. ASSIGNMENT AND SUBCONTRACTING
This Agreement is a personal service contract and the supervisory work
hereunder shall not be delegated by CONSULTANT to any other person or entity without the
consent of CITY.
7
g-agree:kljmplpavement151519g
17. 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.
18. 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.
19. NOTICES
Any notice or special instructions required to be given in writing under this
Agreement shall be given either by personal delivery to CONSULTANT's agent (as designated
in Section 1 hereinabove) or to CITY's Director of Public Works 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, addressed as follows:
TO CITY: TO CONSULTANT:
Director of Public Works
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
20. IMMIGRATION
Harry Lorick
Lorick Associates Consulting
1147 Manhattan Avenue, Suite 310
Manhattan Beach, CA 90266
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.
21. 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
g:agree:k/jmp/pavement/4/16/98 8
•
E
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.
22. ATTORNEY'S FEES
In the event suit is brought by either party to enforce the terms and provisions of
this agreement or to secure the performance hereof, each party shall bear its own attorney's
fees.
23. ENTIRETY
The foregoing, and Exhibit "A": attached hereto, set forth the entire Agreement
between the parties.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized offices the day, month and year first above written.
L.ORICK ASSOCIATES CONSULTING
REVIEWED AND APPROVED:
Cilf Administrator
CITY OF HUNTINGTON BEACH, A
municipal corporation of the State of
California
Mayor
ATTEST: =
City Clerki9/qg
APPROVED AS TO FORM:
LZ•S� or ey6`4�
INITIAT D AND PROVED:
ZLWJJ1A;�K6,;"Y?
Director 6f Public Works /
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PAX 714-375-3099
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HV=1NGTOM BRACH CA 92648 AUTHORu� 1
CORPORATION:
POLICY NUMBER: 84SBXEH6998 COMMERCIAL GENERAL LIABILITY
ADDITIONAL INSURED o OWNERS, LESSEES OR 7-0
CONTRACTORS (FORM 13) 401,ee Y�e o 5 f i ,?I7,'
This endorsement modits Insurance provkied under the following: e/ni Coe CK Kg04 T f /fie
COMMERCIAL. GENERAL LIABILITY COVERAGE PART SOD. / O
/-0x/eA-- je
SCHEDULE
Name of Person or Organization:
CITY OF HUNTINGTON BEACH
(If no entry appears above, Information required to complete this endorsement will be shown in the
Declarations as applicable to this endorsement.)
WHO IS AN INSURED (Section II) Is amended to include the person or organization shown in the
Schedule, but only with respect to liability arising out of your work perbrrf,ed for that insured.
CG 20 10 1185 Copyright Insurance jervicee Office, Inc.,1984
Calffomla Ltoense No, 0437153
•
EXHIBIT A
0019517.01
s
JJ
CITY OF HUNTINGTON BEACH
PUBLIC WORKS (MAINTENANCE DIVISION
REQUEST FOR PROPOSALS
for
Professional Services
for
(Pavement Condition Survey of City Owned Streets]
1998
PROPOSAL SUBMITTALS: Responses to the Request for Proposal {RFP} are to be submitted to:
C/O John Tarvin
City of Huntington Beach
Department of Public Works
P.O. Box 190
Huntington Beach, CA 92648
no later than 4:00 P.M. on March 9, 1998. 5 copies of the proposal shall be submitted in a sealed
envelope and marked: "Proposal for Professional Services, Pavement Condition Survey of City
Owned Streets" Additionally, a fee proposal shall be submitted in a separate, sealed envelope and
marked "Fee Proposal for Pavement Condition Survey of City Owned Streets." Proposals received
after the specified time will not be accepted and will be returned unopened. Questions
regarding this request may be addressed to Chris Gray at 714/ 375- 5042 or John Tarvin at 714/
375- 5040.
INDEX
SECTION
PAGE
I. Introduction
1
I1. Schedule of Events
2
III. Scope of Work
2
IV. Fee Proposal Requirements
2
V. Proposal Requirements
2
V1. GeneraI Requirements
4
VII. Consultant Evaluation & Selection Process
6
I. INTRODUCTION
The City of Huntington Beach is requesting proposals from qualified Professional firms for the
Pavement Condition Survey of City Owned Streets.
CITY AUNTI1\GTON BEACH
II. SCHEDULE OF EVENTS
February 23,1998
March 9,1998
April 6,1998
April 13,1998
III. SCOPE OF WORK
Issuance of Request for Proposal
Proposals due at City Hall by 4:00 P.M.
City Council Approval of Consultant Contract (estimated date)
Issuance of notice -to -proceed (estimated date)
The scope of services for this part shall generally consist of the visual inspection and completion of
provided Pavement Condition Street Survey Form (see Exhibit A) for the purpose a biannual
Pavement management program update (there are approximtely 420 miles of city streets). The
Pavement Condition Street Survey Forms will be provided on 3.5" diskettes in Microsoft Access 97
Format .The completed survey form diskettes will be returned upon completion of survey.
IV FEE PROPOSAL REQUIREMENTS
In preparing the fee proposal for this project the consultant shall take into consideration the
foIIowing:
1. Compensation for services provided in completing contract, shall be based on a fixed
fee amount.
2. A work plan together with a breakdown of Iabor hours by employee billing
classification together with the cost of non -labor and subconsultant services shall be
included with the fee proposal
V PROPOSAL REQUIREMENTS
Although no specific format is required by the City, this section is intended to provide guidelines to
the consultant regarding features which the City will Iook for and expect to be included in the
proposal.
1. Content & Format
The City requests that proposals submitted be organized and presented in a neat and
logical format and be relevant to these services. Consultant's proposals shall be clear,
accurate, and comprehensive. Excessive or irrelevant material is not necessary and
therefore will not be viewed favorably.
Proposals shall contain no more than 20 typed pages using a 10 point minimum font
size, including transmittal/offer Ietter and resumes of key people, but excluding
Index/Table of Contents, tables, charts, and graphic exhibits. The purpose of these
restrictions is to minimize the costs of proposal preparation and to ensure that the
response to the RFP is fully relevant to the project. The separately submitted Fee
Proposal should contain only enough pages to clearly respond with the information
that is requested in the RFP.
CITY 00UNTINGTON BEACH
Pavemefrt Condition &irvey of City O%pried StmeN - RFP
Fetmaaiy 23,1998
Page 3
The proposal should include the following:
• Transmittal/offer letter.
• Page numbering.
• Index/Table of Contents.
• Team Organization including an organization diagram.
• Approach to the Project.
• Descriptions of similar projects by key staff to be used on this assignment.
• Brief resumes of key staff.
• Project schedule.
2. Scope of Services
A destiiptinn n€ the work program that will be undertaken shall be included in this
section. It should explain the technical approach, methodology, and specific tasks and
activities that will be performed to address the specific issues and work items
identified in the RFP. It should also include a discussion of constraints, problems, and
issues that should be anticipated during the contract, and suggestions for approaches
to resolving them.
3. Statement of Qualifications
The information requested in this section should describe the qualifications of the firm,
key staff and subconsultants in performing projects within the past five years that are
similar m scope and size to demanstxmte v=petente to pevfzrm these services. The
projects listed should be those that the key staff named for this project were
responsible for performing services. Information shall include:
• Names of key staff that participated on named projects and their specific
responsibilities.
• The client's name, contact person, addresses, and telephone numbers.
• A brief description of type and extent of services provided.
Completion dates (estimated, if not yet completed).
Total costs of the projects.
A sample format for presentation of the above prescribed information is included as
Attachment B for the consultant's reference.
There should be included in the section brief resumes of key personnel who will
provide these services demonstrating their qualifications and experience. Resumes
should highlight education, experience, licenses, relevant experience, and specific
responsibilities for services described.
4. Project Team
The purpose of this section is to describe the organization of the project team including
subconsultants and key staff. A project manager and an alternate project manager
shall be named who shall be the prime contact and be responsible for coordinating all
activities with the Cite. An organization diagram- shall- be. submitted shawimg all key
team members and illustrating the relationship between the City, the project manager,
key staff, and subconsultants. There also should be a brief description of the role and
responsibilities of all key staff and subconsultants identified in the team organization.
0 CITY ORUNTINGTON BEACH
5. Project Schedule
A project schedule shall be included which identifies in graphical format the timetable
for completion of tasks, activities and phases of the project which correlate with the
scope of work for the project. There should be a brief discussion of any key
assumptions used in preparing the timetable and identification of critical tasks and/or
events that could impact the overall schedule.
6. Fee Proposal
A Fee Proposal shall be submitted in a separate, sealed envelope and marked as "Fee
Proposal' along with the name of the project. The information and detail included in
the fee proposal shall conform to the provisions of Section V., Fee Proposal
Requirements, of this RFP.
A work program together with a breakdown of labor hours by employee billing
classification together with the cost of non -labor and subconsultant services shall be
included with the fee proposal. The Iabor breakdown shall be compiled based on a
listing of work tasks that correlates with the consultant's defined scope of work for the
project proposal. This information will be used by the City staff to evaluate the
reasonableness of the fee proposal and may be used in negotiating the final fee
amounts for the contract agreement.
The Fee Proposal of the three top ranked consultants will be opened at the conclusion
of the consultant evaluation and selection process. Fees will not be used to determine
the ranking of the consultants. The Fee Proposals of those consultants not ranked in
the top three will be returned to them unopened upon award of a contract to the
selected consultant.
The city will negotiate the final fee with the top ranked consultant.
Reimbursable expenses shall not be allowed unless negotiated prior to a contract.
Price escalation's during the contract term are disfavored, and shall be approved in
negotiations prior to a contract.
7. Statement of Offer & Signature
The Proposal and separate Fee Proposal shall each be signed by an individual
authorized to bind the consultant and both shall contain a statement that the proposals
are a firm offer for a 60-day period.
VI. GENERAL REQUIREMENTS
1. Insurance Requirements
The consultant shall furnish with the proposal proof of the following minimum
insurance coverage. These minimum levels of coverage are required to be maintained
for the duration of the project:
0 CITY AUNTINGTON BEACH
Pavement Cordmon & vey of City Owned Streets - RFP
Fdmary 23,1998
Page 5
A. General Liabilitil_Coverage - $1,000,000 per occurrence for bodily injury and
property damage. If Commercial General Liability Insurance or other form with a
general limit is used, either the general aggregate limit shall apply separately to
this project/location or the general aggregate limit shall be twice the required
occurrence limit. (Must name the City as additional insured)..
B. Worker's Compensation Coverage: State Statutory limits.
Deductibles, Self -Insurance Retention's, or Similar Forms of Coverage Limitations or
Modifications, must be declared to and approved by the City of Huntington Beach.
A sample certificate is included as Attachment B.
The consultant is encouraged to contact its insurance carriers during the proposal
stage to ensure that the insurance requirements can be met if selected for
negotiation of a contract agreement.
2. Standard Form of Agreement
The consultant will enter into an agreement with the City based upon the contents of
the RFP and the consultant's proposal. The City's standard form of agreement is
included as Attachment C. The consultant shall carefully review the agreement,
especially in regards to the indemnity and insurance provisions, and include with
the proposal a description of any exceptions requested to the standard contract. If
there are no exceptions, a statement to that effect shall be included in the proposal.
3. Disclaimer
This RFP does not commit the City to award a contract, or to pay any costs incurred in
the preparation of the proposal. The City reserves the right to extend the due date for
the proposal, to accept or reject any or all proposals received as a result of this request,
to negotiate with any qualified consultant, or to cancel this RFP in part or in its
entirety. The City may require the selected consultant to participate in negotiations
and to submit such technical, fee, or other revisions of their proposals as may result
from negotiations.
4. Assigned Representatives
The City will assign a responsible representative to administer the contract, and to
assist the consultant in obtaining information. The consultant also shall assign a
responsible representative (project manager) and an alternate, who shall be identified
in the proposal. The consultant's representative wiII remain in responsible charge of
the consultant's duties from the notice -to -proceed through project completion. If the
consultant's primary representative should be unable to continue with the project, then
the alternate representative identified in the proposal shall become the project
manager. Any substitution of representatives or subconsultants identified in the
proposal shall first be approved in writing by the City's representative. The City
reserves the right to review and approve/disapprove all key staff and subconsultant
substitution or removal, and may consider such changes not approved to be a breach
of contract.
• CITY OPUNTINGTON BEACH
Pawemem Condition &Tvey of City Owl d 8 - RFP
Febniaiy 23,1998
Page 6
VILCONSULTANT EVALUATION & SELECTION PROCESS
The City's consultant evaluation and selection process is based on Qualifications Based Selection
(QBS) for professional services. The following criteria will be used in evaluating the proposals
using a point value system (100 points) based on the weighting indicated below.
1. Grasp of the project requirements including identification of critical elements and key
issues. (10 points)
2. Technical approach and work plan for the project, including innovative approaches.
(25 points)
3. Qualifications and experience of the project manager, other key individuals, and
subconsultants. (30 points)
4. Results of reference checks. (15 points) Reference checks will only be conducted for a
short list of firms or the top rated firm.
5. Clarity of proposal. (10 points)
6. Compliance with proposal requirements including the 20 page limitation. (10 points)
The City may elect to interview a short list of qualified firms or to interview only the top rated firm
based on the proposals submitted for the project.
The City staff will negotiate a contract with the best qualified firm for the desired consulting
services at compensation which the City staff determines is fair and reasonable to the City. Should
the City staff be unable to negotiate a satisfactory contract with the firm considered to be the most
qualified, negotiations with that firm shall be formally terminated. Negotiations will then be
undertaken with the next most qualified firm. Failing accord with the second most qualified firm,
the City staff will terminate negotiations and continue the negotiation process with the next most
qualified firms in order of their evaluation ranking until an agreement is reached and a firm is
selected and an agreement is executed.
ATTACHMENTS
Attachment A ---Street Survey Form
Attachment B ---- Sample "Certificate of Insurance" Form
Attachment C--Sample City Contract
TRANSVERSE^i
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Lorick Associates
CONSUL TING
March 23, 1998
Mr. Don Nobel
Maintenance Operations Manager
City of Huntington Beach
17371 Gothard Street
Huntington Beach, CA 92648
Subject: RFP#98-08 Fee estimate and Scope of Work for Pavement Condition Survey of
City Owned Streets
Dear Don:
Pursuant our discussion, Lorick Associates Consulting, Inc. (LAC) appreciates this
opportunity to submit our cost estimate and scope for the contract. The enclosed
information meeting your request is listed below:
1. Fee by person and hours by staff
2. Breakdown of hours by tasks
3. Total cost by task
4. Scope of work
We are excited about our selection and look forward to working with the City of
Huntington Beach. This cost estimate remains effective for ninety (90) days beyond the
date of this letter. We are most excited about assisting the City in this endeavor. Please
feel free to contact us-§hould you need further information or clarification.
S�norely
Phone: 310-798-2998 • Fax: 310-796-2298 • email: lacon@ix.netcom.com
Mailing Address: 1147 Manhattan Ave. Suite 310 • Manhattan Beach, California 90266
Internet address: www.laconsulting.com
PROJECT SCHEDULE
MONTHS
TASK
1
2
3
4
1 Initiate Project & Familiarize with City
2 Review Improvements and New/Modified Facilities
3 Revise & Update Road Network
4 Update ROW Feature Data(<5miles)
5 Sidewalk Inventory
6 Collect Condition Data
7 Quality Control
8 Finalize Field Manual
9 Finalize and Deliver Outputs
10 Status Report
11 Evaluate City Pavement Decision Process
12 Review Technology/System
3/24/98
City of Huntington Beach
PMS Personhour Breakdown
Hourly Rate
$120
$75
$69
$72
$80
$32
TASK
PM
Technical
Systems
Field
Survey
Adm./Graphics
Total
Support
Support
Support
Condition
Support
HB PMS Data Collection
1 Initiate Project & Familiarize with City
2
2
2
6
2 Review Improvements and New/Modified Facilities
2
4
6
3 Revise & Update Road Network
12
12
24
4 Update ROW Feature Data(<5miles)
12
12
8
32
5 Sidewalk Inventory
2
4
25
25
25
4
85
6 Collect Condition Data
4
60
224
22
310
7 Quality Control
4
4
4
16
2
30
8 Finalize Field Manual
7
12
6
6
31
9 Finalize and Deliver Outputs
2
2
4
10 Status Report
1
3
4
11 Evaluate City Pavement Decision Process
8
2
4
4
2
20
12 Review Technology/System
8
2
2
2
14
Total of All Phases
38
6
75
133
273
41
566
3124/98
•
City of Huntington Beach
Cost by Task
TASK
1 Initiate Project & Familiarize with City
2 Review Improvements and New/Modified Facilities
3 Revise & Update Road Network
4 Update ROW Feature Data(<5miles)
5 Sidewalk Inventory
6 Collect Condition Data
7 Quality Control
8 Finalize Field Manual
9 Finalize and Deliver Outputs
10 Status Report
11 Evaluate City Pavement Decision Process
12 Review Technology/System
Total
3/24/98
Arterial
$190
$2,698
$9,840
$952
$127
$127
$635
$444
$15,014
Local
$291
$481
$1,926
$2,568
$4,122
$15,033
$1,455
$2,487
$194
$194
$970
$679
$30,400
Cost
$481
$481
$1,926
$2,568
$6,820
$24, 874
$2,407
$2,487
$321
$321
$1,605
$1,123
$45,414
LJ
i .!
SECTION I
SCOPE OF SERVICES
This scope covers the support to collect the necessary data to update the your pavement
management system. LAC will provide the professional services to perform a visual inspection
and completion of the pavement condition of all city owned streets The phase will consist of
twelve tasks.
TASK 1— INITIATE PROJECT/CITY FAMILIARIZATION
LAC will conduct general orientation meetings at the start of the project in order to
familiarize City Engineering Staff with the general approach for the project. This effort will
include a kickoff meeting, detail schedule preparation and introduction to all affected City staff.
End Product: Complete City Exposure to the Work Plan and LAC staff.
TASK 2 — REVIEW IMPROVEMENTS /NEW OR MODIFIED FACILITIES
A review of the existing roadway network data will be performed by LAC staff to
determine if there have been any new facilities constructed or modifications done to existing
facilities (i.e. slurry seals, overlays, widening or reconstruction).
End Product: Complete review of all improvements to City roadway network.
TASK 3 — REM&UPDATE ROAD NETWORK IN PMS
LAC staff will revise and update the PMS with any changes to the roadway network due
to the addition of road segments or modifications of existing road segments.
End Product: Update of roadway network in City PMS.
TASK 4 _ UPDATE RIGHTS OF WAY FEATURES
LAC will collect information on the right of way features in each roadway segment. The
collected information will be included in the update of the City's PMS. This will include sidewalk,
03124198 SOW-1
curb and gutter, median, and drainage information as well as the geometric information such as
width, length and termini.
End Product: Update of roadway network right of way features.
TASKS — Sidewalk inventory
LAC staff will estimate by segment the amount of sidewalk by width for all streets in the
City's roadway network and revise the PMS to include the data collected.
Effort will include data entry and update of database to accept the information.
End Product: Inventory of each roadway segment sidewalk will be collected.
TASK 6 — COLLECT CONDITION DATA
LAC team will collect information on the pavement distress by segment. All types of
distress will be collected as shown below and recorded on the Pavement Condition Street Survey
ROADWAY DEFECTS
TYPICAL ROADWAY
SECTION
form.
03/24/98 sow-2
This information will be loaded into the system. It is estimated to take between 20 -. 30 crew days
to collect and 4-8 days to enter the condition data.
End Product: Condition data will be collected and loaded into the PMS.
TASK 7— QUALITY CONTROL
In addition to random checking 5-101/o of the total survey, LAC will run preliminary
system reports and field evaluate the consistency of the data collection. Overall condition and
implied improvements will be spot checked with City staff.
End Product: Data will be verified and evaluated for quality control.
TASK 8 — FINALIZE FIELD MANUAL
Though not required, LAC will provide a field manual. The field manual will describe
how the survey is collected, roadway defects observed and their consequences. This will give the
City a complete documentation of all elements of the system to be used for future updates.
End Product: Complete Field Manual.
TASK 9 — DELIVER OUTPUTS
After LAC has updated the PMS with all collected data and the optional video of each
roadway segment, outputs will be generated from the PMS and presented to City staff.
End Product: Delivery of Outputs with updated PMS data.
03/24/98 SOW-3
TASK 10 — STATUS REPORTING
Each month LAC will provide the City with a status of work accomplished the projected
schedule and identify any issues that may occur.
End Product: LAC will provide a monthly status of the project.
TASK 11— EVALUATE CITY PA VEMENT DECISION PROCESS
LAC will outline current pavement work identification process and evaluate the how the
work is planned, scheduled and preformed. A review of database, interview of key staff and
evaluation of pavement information will be done. Previous three years of rehabilitation will be
evaluated. This will include review of current specifications and processes used.
This review will be outlined in a working paper with recommendations and suggestions.
The draft information will be presented to City project manager and input incorporated in a final
paper.
End Product: Working paper outlining City process with recommendation for
improvement.
TASK 121— REVIEW TECHNOL OG YIS YS TEM
LAC will review current processes versus state of the art systems that exist. Options with
the advantages and disadvantages will be given.
This review will be outlined in a working paper with recommendations and suggestions.
The draft information will be presented to City project manager and input incorporated in a final
paper.
End Product: LAC will document other options for the city to consider.
03/24/98 SOW-4
RCA tOUTING SHEET
INITIATING DEPARTMENT:
PUBLIC WORKS
SUBJECT:
- MOTION TO APPROVE SELECTION OF CONSULTANT
TO EVALUATE CONDITION OF CITY STREETS
COUNCIL MEETING DATE:
May 18, 1998
-RCA ATTACHMENTS
STATUS
Ordinance (w/exhibits & legislative draft if applicable)
Not Applicable
Resolution (wlexhibits & legislative draft if applicable)
Not Applicable
Tract Map, Location Map and/or other Exhibits
Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attomey)
Not Applicable
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attomey)
Not Applicable
Certificates of Insurance (Approved by the City Attorney)
Not Applicable
Financial Impact Statement (Unbudget, over $5,000)
Attached
Bonds (If applicable)
Not Applicable
Staff Report (If applicable)
Not Applicable
Commission, Board or Committee Report (If applicable)
Not Applicable
Findings/Conditions for Approval and/or Denial
Not Applicable
EXPLANATION FORMISSING ATTACHMENTS
REVIEWED
RETURNED
FORWARDED
Administrative Staff
( }
( )
Assistant City Administrator (Initial)
( }
( }
City Administrator (Initial)
( )
(p )
City Clerk
( }
EXPLANATION" FOR- RETURN OF ITEM::.