HomeMy WebLinkAboutAGENDA REPORT 1995 0419 CC REG ITEM 11LITEM 11• �-_
AGENDA REPORT
C= T Y O F MOORPARK
TO: The Honorable City Council y
a
FROM: Kenneth C. Gilbert, Director of Public Works,
DATE: April 7, 1995 (Council Meeting 4- 19 -95)
SUBJECT: Consider Authorizing the Preparation of a Pavement
Management System
DISCUSSION
A. Pavement Management Systems
Public Works Departments can no
pavement on a hit and miss basis
complaints of pot holes. Proper
use of a computerized program to
number of tasks, including:
City Council Moc
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FACTION: X44
longer afford to manage'`
or to merely wait to respond to
street maintenance requires the
assist in the performance of a
1) the gathering of data on the condition of all City streets;
2) the objective analysis of that data for the purpose of
categorizing all City streets according to their condition
and /or repairs needed;
3) the development of a street.. inventory pertaining to
condition, width, traffic volume, etc.; and,
4) the listing of street resurfacing needs, in priority order by
need or condition, for each street resurfacing program
(reconstruction, overlay, patching, crack filling, slurry
seal, etc.)
This technique has been the "state of the art" for a number of
years. It is used by most cities and counties as a tool in
providing an objective analysis of street conditions for the
purpose of developing street maintenance budgets and street
repair recommendations. The Federal Intermodal Surface
Transportation Efficiency Act (ISTEA) recognizes the value of
this tool and requires that all local agencies receiving ISTEA
monies implement such a program by January 1997.
A Pavement Management System is particularly valuable in
providing policy makers with objective recommendations for
street repair projects. If such a system had been in place in
past years, the justification for certain staff recommended
street resurfacing projects would have been more clearly stated.
All of the street resurfacing needs of the City would be
evaluated, scored, ranked and prioritized. The projects
recommended by staff would be presented in light of this
comprehensive street resurfa!im::? heeds analysis.
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B. Proposal
1. Program Description: A Proposal from Dwight French &
Associates (DFA) for the engineering services required to
develop and implement a Pavement Management System for the
City has been distributed to the City Council. The services
to be provided to the City, as described in DFA Proposal,
includes the development of the following data:
• an inventory of street segments for the entire City
(includes an analysis of every street in the City);
• a description of a each segment-
• a segment numbering system;
• traffic data;
• a condition survey;
• unit costs for various repair methods;
• a Pavement Condition Report;
• street repair recommendations;
• a seven -year street improvement plan; and,
• Survey and Operations Manuals.
2. Program Maintenance: In order to protect the City's initial
investment by assuring that the system is updated and
maintained properly, DFA will also provide the City with
forms and procedures for the submittal, to the City Manager,
of Annual Compliance Reports confirming that these update
tasks have been performed,
3. Training: DFA will provide training to City staff to enable
the City to manage this program in the future with no
assistance from the Consultant. Future condition surveys can
be performed by City staff, with or without the assistance of
the contract engineer. Computer reports on street conditions
and repair priorities can be generated at any time by Public
Works personnel.
4. Schedule: The proposal states that the program can be
developed ad delivered, including all staff training, in six
(6) months.
5. Qualifications / References: The proposal submitted by DFA
adequately demonstrates that this firm has the background and
experience required to provide these services.
6. Fee: The fee quoted for these r;erx, ices is $39,990.
C. Future Program Revisions
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The data gathering and analysis elements of this program uses
dBase software. All future revisions and /or entries to the data
base, such as the addition of new street segments or a change in
the street condition (e.g. slurry seal applied) will be
performed by City Public Works personnel.
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Pavement Management System
April 1995
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The mapping element of the program utilizes AutoCad software.
If it should ever become necessary to add new street segments to
the program, it is recommended that the City retain the services
of the Consultant to perform these tasks. It may be prudent for
the City to revise developer fees in order to recover these
costs and to have the work performed as a part of reviewing as-
built plans prepared by developers or, in the case of street
construction by others, the contractors.
D. Inventories
It will also be possible to use this dBase program as the basis
for the development of a number of street inventories for such
matters as regulatory signs, street name signs, pavement
striping and markings, street trees, etc. The projects cost
summarized in this report includes additional funds for the
consultant to provide the City with these additional data entry
tables.
E. Fiscal Impact
The budget for FY 1994/95 included funding for this project.
The preliminary estimated amount identified in the budget for
this effort was $30,000. It will be necessary to increase this
amount to cover the consultant's fee, and related costs. A
summary of anticipated costs and budget requirements is as
follows:
1. Cost Estimate:
Amount ($)
Fee: 39,990
dBase V: 610
Maps: 500
41,100
Additional Inventories
4.3,000
Contingency _ 0
4'3,000
2. Cost Comparison: In order to properly evaluate the proposal,
staff conducted a survey of approximately thirty (30) cities
in Southern California to obtain costs figures for like
services. The amount of the fee quoted by Dwight French &
Associates (DFA) was comparable to costs incurred by the
cities contacted. In addition, DFA i_s more familiar with the
City's street system and the City's needs and wishes than
another firm. It is recommended , therefore, the City not
expend the time and effort to prepare and administer RFPs for
these services, but proceed with the selection of DFA to
perform this work.
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3. Budget Amendment: Public Works -- Professional Services
(03- 142 -641]:
RECOHlMDATION (Roll Call Vote)
Staff recommends that the City Council take the following actions:
1) Approve an amendment to the budget for the subject project,
as described in Section E3 of this report, by increasing
Account # 03- 142 -641 from $52,000 to $62,000 ($10,000
increase), and appropriate an additional $10,000 from the Gas
Tax Fund Reserve for this purpose;
2) Select DFA to development and implement a Pavement Management
System for the City, as described in this report, for a fee
Not to Exceed $39,990, plus additional related costs Not to
Exceed $3,010, for a Grand Total Not to Exceed $43,000;
3) Direct staff to prepare an Agreement for said professional
services, clearly stipulating the required scope of work,
costs and time for performance, subject to final language
approval by the City Manager and City Attorney; and,
4) Authorize the Mayor to sign s,ai(] Agreement.
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Budget ($)
Current
Addition
Revised
Engineering Studies
7,000
7,000
Underground Utility Maps
10,000
10,000
Street Inventories
3,000
(3,000)
2,000
Pavement Management System
30,000
13.000
43,000
Total
52,000
10,000
62,000
RECOHlMDATION (Roll Call Vote)
Staff recommends that the City Council take the following actions:
1) Approve an amendment to the budget for the subject project,
as described in Section E3 of this report, by increasing
Account # 03- 142 -641 from $52,000 to $62,000 ($10,000
increase), and appropriate an additional $10,000 from the Gas
Tax Fund Reserve for this purpose;
2) Select DFA to development and implement a Pavement Management
System for the City, as described in this report, for a fee
Not to Exceed $39,990, plus additional related costs Not to
Exceed $3,010, for a Grand Total Not to Exceed $43,000;
3) Direct staff to prepare an Agreement for said professional
services, clearly stipulating the required scope of work,
costs and time for performance, subject to final language
approval by the City Manager and City Attorney; and,
4) Authorize the Mayor to sign s,ai(] Agreement.
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