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CC 2016-03-08_09h Agreement_Pavement Management System MEMORANDUM TO: CITY COUNCIL FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR SUBJECT: CONSIDERATION OF AN AGREEMENT WITH RICK ENGINEERING COMPANY FOR PAVEMENT CONDITION EVALUATION AND PAVEMENT MANAGEMENT SYSTEM UPDATE DATE: MARCH 8, 2016 RECOMMENDATION: It is recommended the City Council: 1. Approve a Consultant Services Agreement with Rick Engineering Company for pavement condition evaluation services and to update the City’s Pavement Management Plan in the amount of $41,050.00; 2. Authorize an additional $4,100 in contingency funds; and 3. Authorize the Mayor to execute the agreement. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: A total of $1,001,786 is allocated in the FY 2015/16 Pavement Management Budget. As of March 2016, there is an account balance of approximately $131,000 remaining in the FY 2015/16 Pavement Management Budget. BACKGROUND: On September 28, 2010, the Council adopted a Resolution approving the 2010 Updated Pavement Management Program (PMP), which outlined a pavement maintenance strategy to resurface Arroyo Grande road surfaces over a seven-year period. Fiscal Year 2015/16 represents the seventh and final year of the 2010 Pavement Management Plan. The Pavement Management Plan identifies and outlines preventative maintenance and resurfacing strategies for each section of streets in the City’s street network. Preventative maintenance strategies usually include the use of surface treatments such as fog seals, slurry seals, micro-surfacing techniques and other low cost options intended to preserve and extend the life of the road surface. Other repair and corrective strategies for damaged or deteriorated road segments can include asphalt overlays, extensive recycling or reconstructions which often involve the removal and replacement of failed pavement. The updated Pavement Management Plan will provide recommended resurfacing strategies for each road segment based on the current pavement condition evaluation conducted by the consultant. The overall goal will be to establish and maintain the City’s roads in a best possible condition allowable with the funding sources allocated by the Council to pavement maintenance. Item 9.h. - Page 1 CITY COUNCIL CONSIDERATION OF AN AWARD OF AGREEMENT TO RICK ENGINEERING COMPANY FOR PAVEMENT CONDITION EVALUATION AND PAVEMENT MANAGEMENT SYSTEM UPDATE MARCH 8, 2016 PAGE 2 The City of Arroyo Grande requested qualifications from qualified firms to provide services for pavement condition evaluation and to update of the City’s Pavement Management Plan. The 2016 PMP update will include a comprehensive survey and inventory of City streets and roadway system (approximately 70 centerline miles). Services requested included inputting all data collected during the survey into the City’s Pavement Management System (PMS) program. The City currently uses StreetSaver® as its PMS Program. ANALYSIS OF ISSUES: On Friday, January 8, 2016 a Request for Proposals (RFP) was distributed inviting proposals to be submitted by qualified consultant firms to conduct an evaluation of the pavement condition of all City road surfaces and to update to the City’s Pavement Management Plan. By the February 9, 2016 RFP deadline, four (4) proposals were received from the following consultant firms: • Rick Engineering Company • Pavement Engineering, Inc. • The Barnhardt Group • Infrastructure Management Services, Inc. Following a graded evaluation of the four proposals, Rick Engineering of San Luis Obispo was determined to be the most qualified firm for to provide the services described in the RFP. A ranking of the consultant firm proposals was conducted (Attachment No. 1). If approved by the Council, pavement condition evaluation work is expected to begin in April and the updated Pavement Management Plan draft delivered to the City in July 2016. The updated draft PMP is anticipated to be brought back to the City Council for review and consideration in August 2016. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve an agreement with Rick Engineering Company for pavement condition evaluation services and to update of the City’s Pavement Management Plan in the amount of $41,050 with 10% contingency, ($4,100); 2. Do not approve the proposed agreement; or 3. Provide direction to staff. ADVANTAGES: An updated evaluation of the pavement condition of all City road surfaces and the update to the City’s Pavement Management Plan will provide a critical tool to prioritize and guide the City’s annual pavement resurfacing work. Item 9.h. - Page 2 CITY COUNCIL CONSIDERATION OF AN AWARD OF AGREEMENT TO RICK ENGINEERING COMPANY FOR PAVEMENT CONDITION EVALUATION AND PAVEMENT MANAGEMENT SYSTEM UPDATE MARCH 8, 2016 PAGE 3 DISADVANTAGES: Funds allocated to a consultant to conduct the pavement evaluation and to prepare the Pavement Management Plan could be used for other purposes including road resurfacing work, however at this time, there are not sufficient staff resources available to complete this work in-house. ENVIRONMENTAL REVIEW: No Environmental review is required to take the proposed action. PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted at City Hall on Thursday, March 3, 2016. The agenda and staff report was posted on the City’s website on Friday, March 4, 2016. No public comments were received as of the time of preparation of this report. Attachment: 1. Consultant Ranking Item 9.h. - Page 3 AGREEMENT FOR CONSUL TANT SERVICES THIS AGREEMENT, is made and effective as of March 8, 2016, between RICK ENGINEERING COMPANY ("Consultant"), and the CITY OF ARROYO GRANDE, a Municipal Corporation ("City"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. TERM This Agreement sha-11 commence on , 2016 and shall remain and continue in effect until , 2016, unless sooner terminated pursuant to the provisions of this Agreement. 2. SERVICES Consultant shall perform the tasks described and comply with all terms and \ provisions set forth in Exhibit "A", attached hereto and incorporated herein by this reference. 3. PERFORMANCE Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 4. AGREEMENT ADMINISTRATION City's Geoff English, Public Works Director shall represent City in all matters pertaining to the administration of this Agreement. Donald Druse, Principal shall represent Consultant in all matters pertaining to the administration of this Agreement. 5. PAYMENT The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Exhibit "B", attached hereto and incorporated herein by this reference. 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. Page 1 Item 9.h. - Page 4 (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5. ~ .. 7. TERMINATION ON OCCURRENCE OF STATED EVENTS This Agreement shall terminate automatically on the occurrence of any of the following events: (a) Bankruptcy or insolvency of any party; (b) Sale of Consultant's business; or (c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement term specified in Section 1. 8. DEFAULT OF CONSULTANT (a) The Consultant's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant _to make progress in the performance of work hereunder arises out of causes beyond the Consultant's control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period ·of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. 9. LAWS TO BE OBSERVED. Consultant shall: (a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b) Keep itself fully informed of all existing and proposed federal, state anc:I local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant's Page 2 Item 9.h. - Page 5 performance under this Agreement, or the conduct of the services under this Agreement; (c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above; (d) Immediately report to the City's Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement. (e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 10. OWNERSHIP OF DOCUMENTS (a) Consultant shall. maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files. 11. INDEMNIFICATION (a) Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant's Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and Page 3 Item 9.h. - Page 6 all losses, liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, ernployees or subcontractors, or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreement. (b) Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liabil_ity for claims, suits, actions, arbitration proceedings, administrqtive proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subcontractors of Consultant. ' (c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section. 12. INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit "C" attached hereto and incorporated herein as though set forth in full. - 13. INDEPENDENT CONSULTANT (a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. - Page4 Item 9.h. - Page 7 (b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. 14. UNDUEINFLUENCE Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement. 16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. (b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person. or party regarding this Agreement and the work performed thereunder or with respect to Page 5 Item 9.h. - Page 8 any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 17. NOTICES Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To City: To Consultant: 18. ASSIGNMENT City of Arroyo Grande Geoff English, Public Works Director 300 E. Branch Street Arroyo Grande, CA 93420 Rick Engineering Company Donald Druse, Principal 711 Tank Farm Road, Suite 110 San Luis Obispo, CA 93401 The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. 19. GOVERNING LAW The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into Page 6 Item 9.h. - Page 9 this Agreement based solely upon the representations set forth herein and -upon each party's own independent inve~tigation of any and all facts such party deems material. 21. TIME City and Consultant agree that time is of the essence in this Agreement. Time constraints are selection factors on individual service request. The consultant must start work within two weeks from receipt of a written authorization to proceed unless an alternate timeframe has been agreed upon. The City expects the work to be actively pursued until complete. 22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL Consultant is bound by the contents of the City's Request for Proposal, Exhibit "D", attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant, Exhibit "E", attached hereto and incorporated herein by this reference. In the event of conflict, the requirements of City's Request for Proposals and this Agreement shall take precedence over those contained in the Consultant's proposals. 23. CONSTRUCTION The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate. 24. AMENDMENTS Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. Page 7 Item 9.h. - Page 10 25. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF ARROYO GRANDE By: ___________ _ Jim Hill, Mayor Attest: Kelly Wetmore, City Clerk Approved As To Form: Heather Whitham, City Attorney CONSULTANT By: ____________ _ Its: -------------(Title) Page 8 Item 9.h. - Page 11 EXHIBIT A WORK PROGRAM PROJECT UNDERSTANDING RfCK is pleased to provide its statement of qualifications to perform pavement condition evaluations of existing roadways, update the Street Saver database, and provide reports and recommendations for the City of Arroyo Grande. Street Saver is a powerful tool that can assist the City in making sound financial maintenance decisions to improve and maintain the overall condition of the City's street network. Even though Street Saver is one of the most thorough and powerful maintenance programs on the market, the reports and recommendations delivered by the software are only as successful as the data collected and managed. The experienced staff at RICK is committed to providing quality evaluations and is skilled at managing the nuances of StreetSaver to assist the City in reaching their infrastructure goals. We understand the City's roadway system consists of approximately 70 centerline miles of road and approximately 400 existing road segments contained within the City's Street Saver database. The City expects RICK to review current and historical road data, evaluate existing roadways, update the Street Saver database with appropriate re-segmentation and PC! values of street segments, and produce reports and recommendations beneficial to the City for the purposes of short-term and long term infrastructure planning. The City anticipates a quick start, potentially as early as March 1, 2016. We assume the City is interested in obtaining a completed PMS update by June 30, 2016 (close of City's fiscal year) and we have set our schedule to achieve this target da~e. WORK APPROACH Project initiation - RICK will meet with City staff to obtain historical data records, discuss the project approach and schedule, identify key personnel, and define the project targets anticipated by the City. We understand the City may have various plans for bicycle and pedestrian access, re-striping, downtown development, road realignments, utility improvements, and other infrastructure plans. During the initial meetings, RICK will gain an understanding of current pavement management procedures, historical budgets, the anticipated average PCI value, local political concerns, and community desires. Understanding the City's needs will allow us to provide appropriate recommendations that are affordable; we know city budgets are often constrained. 2. Pavement Management Systern Upd2tes - RICK will update the PMS database in the following steps: a. Current Database Review -RICK will review the existing Street Saver database, road segments, data entries for historical maintenance and repair projects. b. Road Segment Review and Update-RICK personnel will drive all City streets to confirm if the current road segments are appropriate for the current road conditions. For example, if two different pavement types are included within one road segment, that segment will be split into two segments to be analyzed separately. Other split road segments may need to be combined if deemed appropriate. The numbering system of segments may also be updated to accommodate future re-segmenting purposes. There are preferred formatting structures in Street Saver that will save the City time and effort during future updates. If additional segmenting is determined necessary during manual inspections, the field inspectors will have the ability to make such changes while in the field. c. Historical M&R Review and Update -The current data contained in Street Saver will be physically checked with the historical data obtained in the project initiation phase, including verification of maintenance and repair history. If the data contained in Street Saver does not match the historical data received from the City, RICK will update the Proposal for the City of Airoyo Grande Pavement Marugenent System Update Prop1ct 16 Item 9.h. - Page 12 database. Also, at this time, RICK will update the, PCI value increases assigned to various maintenance and repair treatment types through Street Saver to accurately reflect PCI values. d. Pavement Condition Evaluations - i. Manual Inspections -After completing the road segmenting updates to the database, RICK will perform field evaluations of the new road segments. The Street Saver program will quantify the number of sample areas for each segment and RICK's field inspectors will record pavement distresses in accordance with the MTC Pavement Condition Index Distress Identification Manual for Asphalt and Surface Treatment Pavements (April 2012). Distress data obtained in the field will be recorded in real time using handheld devices to reduce labor time and overall cost to the city. This method of data entry also minimizes the inherent human error of transferring field notes onto a desktop computer in the office; and allows the field inspectors to resolve any concerns in the field reducing additional travel trips. ii. Semi-Automated Inspections -All PC( values calculated from the manual inspection process will be reviewed by the Principal Project Manager during a windshield survey. The windshield survey will consist of the Principal Project Manager driving every road segment and visually confirming the calculated PC! values are within a 10 +/-PCI value tolerance. e. Quality Control Plan -To ensure reasonable accuracy of the pavement condition evaluations, RICK will utilize the following quality control plan. , i. 5% of the database road segments will be randomly selected. These randomly selected segments will be inspected a second time by the field inspectors without documentation from the prior payement condition evaluation. The tolerance shall be 10 +/-PCI values from the original PCI calculations. ii. 90% of the re-evaluated road segments shall be within the tolerance level to be considered successful. The cost for the quality control evaluations will be performed as a cost to the City. iii. If the second evaluation fails to meet the quality control requirements, an additional 5% of randomly selected road segments will be re-evaluated by RICK at no additional cost to the City. iv. If the additional re-evaluations fail to meet the quality control requirements, RICK will re-evaluate 100% of the road segments at no cost to the City. f Data Entry of Distresses -Alf distress data entry will be inputted in the field during the pavement conciition evaluation process as-identified in Item 2d-i. g. M&R Data Entry -RICK will input maintenance and repair history for each road segment for recent pavement improvement work performed that was not already accounted for in Item 2c "Historical M&R Review and Update" in this proposal. h. Pavement Management Revenue Analysis -RICK will assist the City in evaluating the various revenue sources available for pavement mamtenance and repair projects. These may include local, state, and federal grant funding sources or other available funds in the City's budget. Such funds may include grant funding for safe routes to schools or CalRecycle programs. i. Scenarios-Multiple scenarios may be provided to analyze the appropriate course of action to be taken by the City to achieve the desired average PCI values of the entire road n~twork. The most common and most useful scenarios are the three listed in the RFP. However, versions of the three scenarios may be provided to assist the City in obtaining the best overall approach. PerhC!PS the City may want to analyze the scenario of unconstrained needs over 7 years, 10 years, or any other length of time. Essentially, the goal will be to provide clear scenarios that can be understood by the City Council, City Manager, City Engineering Staff, and the general public during public meetings. This is not always a simple task, but RICK has sufficient experience in communicating with laypersons and highly experienced individuals. If the City desires more than the scena-rios listed in the proposal, RICK will provide them. Proposal for the Cty of Arroyo Gr<rnde Pavement i\lanagcment System Update Proiect 17 Item 9.h. - Page 13 j. Recommendations -Recommendations will be provided for preventative maintenance strategies and funding options. The RFP requests such recommendations be provided if shortfalls exist, however RICK intends to provide such recommendations regardless of shortfalls. Our goal as a consultant will be to assist the City in developing a long-term strategy to achieve the desired average PCI value. We will provide the services necessary to achieve this goal. k. DRAFT Updated Database and Budget Options Report -RICK will provide a budget options report outlining the various scenarios evaluated and the associated recommendations. Along with the report, RICK will provide a list of the road segments with applicable data, including individual PCI values, for the City's review. RlCK will also provide a tutorial in the Street Saver software to City staff members who desire the opportunity. During this tutorial we will show the staff how to review the database and print custom reports and scenarios. We will also show how to update unit costs in the decision-tree component of Street Saver: This tutorial will enable the City to self-perform such work in the future to reduce costs to the City. L FINAL Database and Budget Options Report -After the City has had the opportunity to review the draft database and reports, RICK will finalize the database and reports for future use by the City. This final report will include general and detailed information outlining the pavement management approach to obtain the desired average PC! value for the City's road network and the funding amounts required. m. Schedule-A basic high-level schedule is provided in this proposal. RICK will provide the City with a more detailed and comprehensive schedule after project details are determined during the project initiation phase. The June 30, 2016 target date is assumed and is subject to change after the initiation phase. n. OTHER -RICK will be available to present findings and recommendations at City meetings (including public meetings) upon written request by a City representative. This item of work was not requested in the RFP scope of work, however, through our experience with PMS update projects we have found this is a common request. For the sake of quantifying the work, we will include two presentations with two personnel attending and a total of four hours for each presentation which includes travel time. Additional presentations will be provided at an agreed upon rate if requested in writing by the City. CITY INVOLVEMENT L R!CK anticipates the following involvement from the City for this prnject- a. Provide all historical pavement maintenance and repair data available b. Identify key components of the City's road network in the field and on maps c. Identify issues of political concern d. Provide RICK a username and password to access the City's Street Saver account e. Provide historical unit pricing for pavement maintenance and repair projects in the City f. Provide details and time!ines of related project plans that may affect the pavement management system timeline such as a Bicycle Master Plan, Multi-Use Trail Master Plan, Caltrans or County projects, and private development projects resulting in additional city streets or modifications to existing city streets. Proposal for the City of Arroyo Grande Pavement Management System Updat~ Project 13 Item 9.h. - Page 14 ENG!'lEI:RING COMPA!-lY Task 2 0 ~ j:: z I-u w a Cl: c.. II') 2 0 ~ ::::l ..... <C > w ~a -Cl: ..... I- <C z ::::l 0 Cf u CJ z ~ 0 c.. w Cl: II') ..... ~ ~ cc ::::l II') Cl: w :I: I- 0 <C Cl: I-x w FEE ESTIMATE RFP for Pavement Condition Evaluation and PMS Update (REVISED 01) Description · U/M Est. Qty Kick-Off Meeting Project Manager I HR I 4 Senior Technician I HR I 4 Current Database Review Senior Technician I HR I 4 Re-Segmenting Senior Technician I HR I 4 Technician I HR I 8 Historical M&R Review and Data Entry Senior Technician I HR I 4 Technician I HR I 8 Manual Inspections Senior Technician I HR I 88 Technician I HR I 88 . Semi-Automated Inspections Senior Technician I HR I 8 5% Re-Evaluation Senior Technician I HR I 8 Technician I HR I 8 Pavement Management Revenue Analysis Project Manager I HR I 2 Senior Technician I HR I 4 Scenarios Senior Technician I HR I 4 Recommendations Project Manager I HR I 4 Senior Technician I HR I 4 DRAFT Budget Options Report and Database ' Project Manager I HR I 4 Senior Technician I HR I 32 FINAL Budget Options Report and Database Project Manager I HR I 2 Senior Technician I HR I 4 Schedule Proiect Manager I HR I 2 Project Oversight Principal -* No Charge * I HR I 8 Project Manager I HR I 8 Reimbursables Re1mbursables (Cost+ 15%) I LS I 1 Public Presentations Project Manager I HR I 4 Senior Technician I HR I 4 EXHIBIT B Rate Extended Price 1$ 110.00 I $ 680.00 1$ 125.oo I $ 500.00 I $ 125.oo I $ 500.00 1$ 125.oo I $ 500.00 1$ 115.oo I $ 920.00 1$ 125.oo I $ 500.00 1$ 115.oo I $ 920.00 1$ 125.oo I $ 11,000.00 1$ 115.oo I $ 10,120.00 1$ 125.oo I $ 1,000.00 I $ 125.oo I $ 1,000.00 1$ 115.oo I $ 920.00 I $ 125.oo I $ 250.00 I $ 115.oo I $ 460.00 I $ 125.oo I $ 500.00 I $ 110.00 I $ 680.00 I $ 125.oo I $ 500.00 I $ 110.00 I $ 680.00 I $ 125.oo I $ 4,000.00 1$ 110.00 I $ 340.00 I $ 125.oo I $ 500.00 I $ 110.00 I $ 340.00 I $ i!i!3.GG I $ - I $ 110.00 I $ 1,360.00 1$ 1,100.00 I $ 1,700.00 SUB-TOTAL $ 39,870.00 I $ 110.00 I $ 680.00 I $ 125.oo I $ 500.00 SUB-TOTAL FOR EXTRAS $ 1,180.00 Item 9.h. - Page 15 EXHIBIT C INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Consultant shall provide the following types and amounts of insurance: Commercial General Liability Insurance using Insurance Services Office "Commercial General Liability" policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant's employees will use personal autos in any way on this project, Consultant shall provide evidence of p~rsonal auto liability coverage for each such person. Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident or disease. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self- insured retention for liability not covered by primary but covered by the umbrella. Coverage shall be provided on a "pay on behalf' basis, with defense costs payable in addition to policy limits. Policy shall contain a provision obligating insurer at the time insured's liability is determined, not requiring actual payment by the insured first. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to City for injury to employees of Item 9.h. - Page 16 Consultant, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $1,000,000 per occurrence. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the Consultant and "Covered Professional Services" as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay on behalf of' the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A. M. Bests rating of A-or better and a minimum financial size VII. General conditions pertaining to prov1s1on of insurance coverage ·by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No. CG 2010. Consultant also agrees to require all Consultants, and subcontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant's employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subcontractors to do likewise. 3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve ·to eliminate so-called "third party action over" claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor. Item 9.h. - Page 17 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City's protection without City's prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant's general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right,-but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. 8. The insurer will provide 30 days notice to City of any cancellation of coverage. 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractors, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 10. Consultant agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. 11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant's existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. Item 9.h. - Page 18 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an -exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant's insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17. The provisions of any workers' compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Item 9.h. - Page 19 Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. , 22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. Item 9.h. - Page 20 City of Arroyo Grande RFP for Pavement Management System Update Public Works Department REQUEST FOR PROPOSALS (RFP) PAVEMENT CONDITION EVALUATION AND PAVMENT MANAGEMENT SYSTEM UPDATE -· Deliver to: City of Arroyo Grande 300 East Branch Street Arroyo Grande, CA 93420 Attention: Geoff English Public Works Director January 8, 2016 EXHIBIT D Page 1 Item 9.h. - Page 21 City of Arroyo Grande RFP for Pavement Management System Update Page2 The City of Arroyo Grande (City) is requesting qualifications from qualified firms for an update of 1ts Pavement Management System (PMS). The 2016 PMS update will include a comprehensive survey and inventory of City streets and roadway system (approximately 70 centerline miles) Services requested include inputting all data collected during the survey into the City's PMS program. The City currently uses StreetSaver® as its PMS Program. ( All proposals must be received by the City of Arroyo Grande Public Works Department at 300 East Branch Street, Arroyo Grande, CA 93420 by 4 00 P M. on February 4, 2016. Proposals received after said time will not be considered. To guard against premature opening, each qualifications package must be submitted to the Community Development Department in a sealed envelope plainly marked with the. Request Title Request Number Consultant's Name Time and Date when Proposals areDue Proposals must be submitted using the forms provided m the request. Provide three (3) copies of your qualifications package and one (1) Adobe Acrobat Portable Document Format (PDF) file of the proposal on flash drive or compact disk. Obtaining a Request Package Download from the City's Web site: http://www.arroyogrande.org/Bids.aspx Questions Contact Geoff English at (805) 473-5466 or genglish@arroyogrande org with any questions regarding this Request for Qualifications. Item 9.h. - Page 22 City of Arroyo Grande RFP for Pavement Management System Update SECTION A -DESCRIPTION OF WORK . . . SECTION B -GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS CONTRACT AWARD AND EXECUTION . SECTION C -PROPOSAL CONTENT AND SELECTION PROCESS PROPOSAL CONTENT . PROPOSAL EVALUATION AND CONSULTANT SELECTION SECTION D -FORM OF AGREEMENT . AGREEMENT FOR CONSULTANT SERVICES EXHIBIT A -CITY'S REQUEST FOR PROPOSALS EXHIBIT B -CONSULTANT'S PROPOSAL. . EXHIBIT C -INSURANCE REQUIREMENTS SECTION E -PROPOSAL SUBMITTAL FORMS ACKNOWLEDGEMENT . . . . STATEMENT OF PAST CONTRACT DISQUALIFICATIONS REFERENCES Page3 . .. 9 .. Zf> Zf> .§+ .. Qg _gg Error! Bookmark not defined-:g 114-0 . 114-0 . 1 sis .... 2().:1.9 . . . . . 212<J 2~ 2~ 27~ 2~ Item 9.h. - Page 23 City of Arroyo Grande RFP for Pavement Management System Update Page4 SECTION A -DESCRIPTION OF WORK The City is looking for consultants interested in working to update the City's Pavement Management System (PMS). Background: The City of Arroyo Grande is requesting proposals from qualified, interested firms for an update of its Pavement Management System (PMS). The 2016 PMS update will include a comprehensive survey of City streets and roadway system (approximately 70 centerline miles) Services requested include inputting all data collected during the survey into the City's PMS program and performing the work outlined in the Work Scope. The City currently uses StreetSaver® as its PMS Program A copy of the current Arroyo Grande road segments 1s attached. ;. This Request for Proposal (RFP) describes the requested scope of services and information to be included in each proposal. The Consultant should include a summary of the project understanding, approach, proposed scope, schedule with deliverables and budget. Failure to submit information in accordance with the RFP's requirements and procedure may be cause for disqualification. Work Scope The purpose of this RFP is to select a consulting firm to provide pavement condition evaluation and management services for the City. The scope of work should include, but is not limited to: 1. Kick-off Meeting with City staff to discuss Project guidelines and standardization of services, deliverable formats, and project administration. 2. Discuss with representatives from the City about the current procedures for pavement maintenance, available resources, historical expenditure levels, and desired service levels This will help the individuals responsible for the work _ described in the RFP to gain an understanding of the City's unique needs. 3. The Consultant shall coordinate with City representatives to review historical maintenance information and make sure this information is accurately incorporated into the pavement cond1t1on rating. 4. The Consultant shall perform the following tasks associated with the Pavement Management System: a. Review and audit the database inventory of the City's roadway network (e g., GIS/PMS linkage, functional class, surface type, length, width, and number of lanes). b. Split or combine, or add new sections as necessary. c Enter Maintenance and Rehabilitation (M&R) History, if available, and establish or update the dec1s1on trees within StreetSaver© based on the City's preferred treatment strategies. All existing and desired treatments and unit costs shall be entered. Item 9.h. - Page 24 City of Arroyo Grande RFP for Pavement Management System Update Page5 d Perform pavement inspection on the approximately 70 centerline miles of roadway. The Consultant shall be required to display competency and accuracy in performing inspection.:;; All inspectors employed or contracted by the Consultant must be certified by Metropolitan Transportation Commission (MTC) The Certification issued 1s valid for two (2) years, and shall be renewed upon passing an inspection test. The Consultant's method of inspection used for the project must be consistent with the method used to demonstrate ability to perform PMP distress surveys. i. Manual Inspection: The most appropriate method to determine the Pavement Condition Index (PCI) of management sections of roads and streets 1s to conduct a walking distress survey. The distress definitions and descriptions are included the MTG-published "Pavement Condition Index Distress Identification Manual for Asphalt and Surface Treatment Pav~ments," 3rd Edition, April 2012 and the "Pavement Condition Index Distress Identification Manual for Joint Portland Cement Concrete Pavements," 2nd Edition, October 2002. The densities of distress types and severities present are recorded and used to calculate the PCI for each inspection unit inspected Those PCI values are then used to calculate the section PCI. ii. Automated Inspection: Other methods of distress survey include windshield survey, automated distress surveys, semi-automated distress surveys, and various hybnd combinations of these {herein are collectively referred to as -automated surveys") shall be considered. Automated surveys shall be performed by the Consultant according to the distress definition and descriptions MTG-published "Pavement Condition Index Distress Identification Manual for Asphalt and Surface Treatment Pavements," 3rd Ed1t1on, Apnl 2012 and the "Pavement Condition Index Distress Identification Manual for Joint Portland Cement Concrete Pavements," 2nd Edition, October 2002. The Consultant shall use their method to complete the automated survey and provide the inspection data in the format of distress type, seventy, and quantity within the City's pavement management database. The Consultant may also be subject to further evaluation as per the MTG-published "A User's Guide for Semi-Automated Pavement Distress Data Collection," October 2007. e. The Consultant shall implement a Quality Control Plan. This Plan should check that the Consultant uses reasonable quality control and manages the data collection process to effectively provide data that meets the MTC requirements. f. The Consultant shall perform data entry of all distresses found during pavement inspection into StreetSaver©. Once completed, the ·consultant shall calculate the PCI. Item 9.h. - Page 25 City of Arroyo Grande RFP for Pavement Management System Update Page6 g. The Consultant shall perform data entry of all recent maintenance and repair work since last update into StreetSaver©. Once completed, The CONSUL TANT shall calculate the PCI. h. The Consultant shall estimate available revenues for pavements over the . next seven years. Past trends should also be determined with an extension of trends over the next seven years. 1. The Consultant shall run at least three budget and/or target-driven scenarios analyses and show impacts through the use of GIS maps in the StreetSaver© GIS Toolbox. The three include: Unconstrained Needs distributed evenly over five years, estimated future revenues based on historical data (trends), and the "Break Even" point if trends do not provide the status quo j. The Consultant shall provide recommendations, if shortfalls exist, for how the City can employ better preventive maintenance strategies or increase funding by proposing a preferred future budget level. k. The Consultant shall deliver a draft updated pavement management database, and Budget Options Report (BOR) containing the above information, to the City for their review I. Upon completion of the City's review of the draft updated database and BOR, the Consultant shall deliver an updated pavement management database, and Budget Options Report (BOR) containing all required information, to the City. m. The Consultant ·must provide a schedule of activities identifying key milestone dates assuming a notice to proceed has been issued by March 1,2016. Item 9.h. - Page 26 City of Arroyo Grande RFP for Pavement Management System Update Page7 SECTION 8 -GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (Consultant) shall meet all of the terms, and conditions of the Request for Proposal (RFP). By virtue of its proposal submittal, the Consultant acknowledges agreement with and acceptance of all provisions of the RFP specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided and accompanied by any other required subm1ttals or supplemental materials. Proposal documents must be enclosed in an envelope that shall be -sealed and addressed to the Community Development Department, City of Arroyo Grande, 300 East Branch Street, Arroyo Grande, CA, 93420. Each proposal submittal must include one electronic copy of the propo~al, submitted in Adobe Acrobat format on CD or flash drive. In order to guard against premature opening, the proposal should be clearly labeled with the req·uest title, request number, name of Consultant, and date and time of proposal opening. No FAX submittals will be accepted. 3. Submittal of References Each proposer shall submit a statement of qualifications and references on the form provided in the RFP package. 4. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past government disqualifications on the form provided in the RFP package 5. Proposal Withdrawal and Opening. A Consultant may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the City Engineer for its withdrawal, in which event the proposal will be returned to the Consultant unopened. No proposal received after the time specified or at any place other than that stated in the "Notice Requesting Proposals" will be considered. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a Consultant submitting a proposal, or who has quoted prices on materials to such Consultant, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other Consultants submitting proposals 7. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged, but will be permitted. However, any such oral communication shall not be binding on the City. Item 9.h. - Page 27 City of Arroyo Grande RFP for Pavement Management System Update PageB a. Alternative Proposals. When specifically requested, the proposer may submit an alternative proposal (or proposals) that 1t believes will also meet the City's project objectives but in a different way. In this case, the proposer must provide an analysis of the advantages and disadvantages of each of the alternatives, and discuss under what circumstances the City would prefer one alternative to the other(s). If an alternative proposal is submitted, the maximum length of the proposal may be expanded proportionately by the number of alternatives submitted. CONTRACT AWARD AND EXECUTION 9. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregulant1es in any proposal, to re1ect ,any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the "Special 1 Terms and Conditions" in Section C for proposal evaluation cntena. 10. Competency and Responsibility of Consultant. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of Consultants. Consultants will provide, in a timely manner, all information that the City deems necessary to make such a decision. 11. Contract Requirement. The Consultant to whom award 1s made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in this request. 12. Insurance Requirements. The Consultant shall provide proof of insurance in the form, coverages and amounts specified in this request within ten (10) calendar days after notice of contract award as a precondition to contract execution. 13. Business License & Tax. The Consultant must have a valid City of Arroyo Grande business license and tax certificate before execution of the contract. 14. Failure to Accept Contract. The following will occur if the Consultant to whom the award is made (Consultant) fails to enter into the contract: the award will be annulled and an award may be made to the next highest ranked Consultant. Item 9.h. - Page 28 City of Arroyo Grande RFP for Pavement Management System Update SECTION C -PROPOSAL CONTENT AND SELECTION PROCESS 1. Submittal Forms a Acknowledgement b References PROPOSAL CONTENT c Statement of Past Disqualifications 2. Qualifications Page9 a. Experience of your firm in performing specified Pavement Management System (PMS) updates and other specialties that make your firm well-suited in assisting the City. b'. Experience of the staff to be assigned to this work in performing similar services c. Redundancy in the company of staff experienced in this type of work d. Resumes of the individuals who would be assigned to this work. e. Proximity and staffing levels of the nearest company office f. Statement and explanation of any instances where your firm has been removed from a project or disqualified from proposing on a project g. Standard hourly billing rates for consultant and sub-consultant staff h. Detailed list of services available directly from your firm. 3. Work Program a. Description of your approach to working with City staff to complete the PMS update on schedule. b. Services or data anticipated to be provided by the City c Any other information that would assist us in making this contract award decision. 4. Proposal Length and Copies a. Proposals should be the minimum length to provide the required information. Charts and other short form approaches to conveying information are encouraged. b. 3 copies of the proposal must be submitted. c. 1 Adobe Acrobat PDF electronic copy. 5. Proposed itemized fee a. Itemize the cost proposal based on the Scope of Work listed in Section A above. b. The City may remove specific ta_sk from the Scope of Work due to budgetary limitations. Item 9.h. - Page 29 City of Arroyo Grande RFP for Pavement Management System Update Page 10 PROPOSAL EVALUATION AND CONSULTANT SELECTION Proposals will be evaluated by a review committee and contract award process as follows: Evaluation of the proposals will be based on the following qualifications 1 Understanding of the work involved in completing the Pavement Management System update. 2. Demonstrated competence, professional qualifications of proposed staff 3. Recent experience in successfully perform11;1g s1m1lar services 4. Ability to respond quickly to work requests 5. Proposed fee Proposals will be reviewed by a selection committee and ranked in accordance with the above criteria. Where one or more proposals are rated consistently higher than others, the consultants may be selected as the top ranked consultants for purposes of contract negotiation. 6. Proposal Review and Award Schedule The following is an outline of the anticipated schedule for proposal review and contract award: Jssue RFP ................... . ........... January 8, 2016 Receive proposals ....................... February 9, 2016 Award contract.. ....................... February 23, 2016 Authorization to proceed........ . ...March 1, 2016 ..-----{ Fonnatted: Not Highlight Item 9.h. - Page 30 City of Arroyo Grande RFP for Pavement Management System Update Page 11 SECTION D -FORM OF AGREEMENT AGREEMENT FOR CONSULTANT SERVICES This AGREEMENT FOR CONSUL TANT SERVICES ("Agreement"), is made and effective as of 2016, between---------------- ("Consultant"), and the CITY OF ARROYO GRANDE, a Municipal Corporation ("City"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. TERM This Agreement shall commence on , 2016 and shall remain and continue in effect until , 2017 unless sooner terminated pursuant to the provisions of this Agreement. This Agreement may be extended for two (2) additional one (1) year periods after the Initial Term upon written agreement by City and Consultant. All terms and conditions of this Agreement shall apply to any additional one (1) year terms 2. SERVICES Consultant shall perform the tasks described and comply with all terms and prov1s1ons set forth in the City's Request For Proposals, Exh1b1t "A" and Consultant's Proposal, Exh1b1t "B", and attached hereto and incorporated herein by this reference. 3. PERFORMANCE Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons · engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement 4. AGREEMENT ADMINISTRATION The City Engineer shall represent City in all matters pertaining to the administration of this Agreement. shall represent Consultant in all matters pertaining to the administration of this Agreement 5. PAYMENT The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Consultant's Proposal, Exhibit "B", attached hereto and incorporated herein by this reference. The Consultant must correct any errors or omissions to work _at no additional cost to the City. Item 9.h. - Page 31 City of Arroyo Grande RFP for Pavement Management System Update Page 12 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed 1s of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5. ' 7. TERMINATION ON OCCURRENCE OF STATED EVENTS This Agreement shall terminate automatically on the occurrence of any of the following events: (a) Bankruptcy or insolvency of any party; {b) Sale of Consultant's business; or (c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement Initial Term specified in Section 1, unless otherwise extended. 8. DEFAULT OF CONSUL TANT (a) The Consultant's failure to comply with the prov1s1ons of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement 1mmed1ately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant's control, and without fault or negligence of the Consultant, it shall not be considered a default. {b) If the City Manager or his/her delegate determines that the Consultant 1s in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. Item 9.h. - Page 32 City of Arroyo Grande RFP for Pavement Management System Update Page 13 9. LAWS TO BE OBSERVED. Consultant shall: (a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials -used in Consultant's performance under this Agreement, or the conduct of the services under this Agreement; (c) At all times observe and comply with, and cause all of its employees 1to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above; (d) Immediately report to the City's Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement. (e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 10 OWNERSHIP OF DOCUMENTS (a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of five (5) years after receipt of final payment. (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, Item 9.h. - Page 33 City of Arroyo Grande RFP for Pavement Management System Update Page 14 transferring, and printing computer files. Upon request by City, Consultant shall make available all work papers and reports to aQy successor auditor in a timely manner 11. INDEMNIFICATION (a) Indemnification for Professional Liabilitv. When the law establishes a professional standard of care for Consultant's Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subcontractors or any entity, or individual that Consultant shall bear, the legal liability thereof) in the performance of professional services under this agreement. (b) Indemnification for Other Than Professional Liabilitv. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arb1trat1on proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subcontractors of Consultant. (c) General Indemnification Provisions Consultant agrees to obtain executed indemnity agreements With provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section .. 12. INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in "SECTION 0-EXHIBIT "C" of the Request for Qualifications Exhibit "C" attached hereto and incorporated herein as though set forth in full. Item 9.h. - Page 34 City of Arroyo Grande RFP for Pavement Management System Update Page 15 13. INDEPENDENT CONSUL TANT (a) Consultant 1s and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner (b) No employee benefits shall be available to Corisultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensatiop to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. 14. UNDUEINFLUENCE Consultant declares and warrants that no undue influence or pressure was or 1s used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity 15. .NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of City, or their des1gnees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement. 16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subcontractors, shall not without written authorization from the City Manager or unless Item 9.h. - Page 35 City of Arroyo Grande RFP for Pavement Management System Update Page 16 requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. (b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of depos1t1on, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any proiect or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 17. NOTICES Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To City: To Consultant: 18. ASSIGNMENT City of Arroyo Grande Director of Public Works 300 East Branch Street Arroyo Grande, CA 93420 The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. Item 9.h. - Page 36 City of Arroyo Grande RFP for Pavement Management System Update Page 17 19. GOVERNING LAW The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party 1s entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any ancliall facts such party deems material. 21 TIME City and Consultant agree that time is of the essence in this Agreement. Time constraints are selection factors on individual service request. The consultant must start work within two weeks from receipt of a written authorization to proceed unless an alternate t1meframe has been agreed upon The City expects the work to be actively pursued until complete. 22. CONTENTS OF REQUEST FOR PROPOSALS AND PROPOSAL Consultant is bound by the contents of the City's Request for Proposals, Exhibit "A", attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant In the event of conflict, the requirements of City's Request for Qualifications and this Agreement shall take precedence over those contained in the Consultant's proposals. · 23. CONSTRUCTION The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate. 24 AMENDMENTS Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement Item 9.h. - Page 37 City of Arroyo Grande RFP for Pavement Management System Update Page 18 25. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement onbehalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF ARROYO GRANDE CONSULTANT By: _________ _ By: __________ _ Jim Hill, Mayor Its: ___________ _ Attest: (Title) Kelly Wetmore, City Clerk Approved As To Form: Heather Whitham, City Attorney Item 9.h. - Page 38 City of Arroyo Grande RFP for Pavement Management System Update Page 19 EXHIBIT A • CITY'S REQUEST FOR PROPOSALS Item 9.h. - Page 39 City of Arroyo Grande RFP for Pavement Management System Update Page 20 EXHIBIT B -CONSULTANT'S PROPOSAL Item 9.h. - Page 40 City of Arroyo Grande RFP for Pavement Management System Update Page 21 EXHIBIT C -INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the reqwrements set forth below Consultant will use existing coverage to comply with these requirements If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minrmum amount of coverage reqwred. Any insurance proceeds available to City in excess of the l1m1ts and coverage reqwred in this agreement and which is applicable to a given loss, will be available to City Consultant shall provide the following types and amounts of insurance yommercial General Liability Insurance using Insurance Service_s Office "Commercial General Liability" policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or sU1ts by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but m no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant's employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident or disease. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages Any such coverage provided under an umbreUa liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self- insured retention for liability not covered by primary but covered by the umbrella. Coverage shall be provided on a "pay on behalf' basis, with defense costs payable in addition to policy limits. Policy shall contain a provision obligating insurer at the time insured's liability is determined, not requiring actual payment by the insured first. There shall be no cross liability exclusion precluding coverage for claims or sU1ts by one insured against another. Coverage shall be applicable to City for injury to employees of Consultant, subcontractors or others involved in the Work. The scope of coverage provided 1s subject to approval of City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $1,000,000 per occurrence. Item 9.h. - Page 41 City of Arroyo Grande RFP for Pavement Management System Update Page 22 Professional L1ab1hty or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the Consultant and "Covered Professional Services" as designated in the policy must specifically include work performed under this' agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay on behalf of' the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Insurance procured pursuant to these requirements shall be written by insurer that are admitted earners in the state California and with an A M Bests rating of A-or better and a minimum financial size VII. General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with resp,ect to insurance provided by Consultant: Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No. CG 2010. Consultant also agrees to require all Consultants, and subcontractors to do likewise 2. No liability insurance coverage provided to comply with this Agreement shall proh1b1t Consultant, or Consultant's employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subcontractors to do likewise. 3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any lim1tmg endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any prov1s1on or definition that would serve to eliminate so-called "third party action over" claims, including any exclusion for bodily m1ury to an employee of the insured or of any Consultant or subcontractor. 6 All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e g. elimination of contractual liability or reduction of discovery period) that may affect City's protection without City's prior written consent. Item 9.h. - Page 42 City of Arroyo Granpe RFP for Pavement Management System Update Page 23 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an add1t1onal insured endorsement to Consultant's general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage 1s provided, City has the right, but not the duty~ to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. 8 The insurer will provide 30 days notice to City of any cancellation of coverage 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 10. Consultant agrees to ensure that subcontractors, and any other party involved with the proiect who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage 1s provided in conformity with the requirements of this section Consultant agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. 11 Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. ff Consultant's existing coverage includes a deductible or self-insured retention, the deductible or seff- insured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. ff such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. Item 9.h. - Page 43 City of Arroyo Grande RFP for Pavement Management System Update Page 24 14.Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compiianci:twith any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15 Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16.Consultant shall provide proof that policies of insurance required herein expiring during the term of ~his Agreement have been renewed or replaced with other policies providing at least the same coverage Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant's insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17 The prov1s1ons of any workers' compensation or similar act will not limit the obligations of Consultant under this agreement Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy Specific reference to a given coverage feature is for purposes of clarification only as 1t pertains to a given issue, and 1s not intended by any party or insured to be limiting or all-inclusive. 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions ofth1s Section. 21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the proiect reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It 1s not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. Item 9.h. - Page 44 City of Arroyo Grande RFP for Pavement Management System Update -Page 25 22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims 1f they are likely to involve City. Item 9.h. - Page 45 City of Arroyo Grande RFP for Pavement Management System Update Page 26 SECTION E -PROPOSAL SUBMITTAL FORMS ACKNOWLEDGEMENT The undersigned declares that she or he: • Has carefully examined this Request for Qualifications • Is thoroughly familiar with its content • Is authorized to represent the proposing firm; and • Agrees to perform the work as set forth in the specification and this proposal. Firm Name and Address l Contact Name: Email: I Fax: I Phone: Signature of Authorized Representative: Date: Item 9.h. - Page 46 City of Arroyo Grande RFP for Pavement Management System Update Page 27 STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The Consultant shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a feder_al, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulbes, project delays, or disputes regarding work or product quality, and 1f so to explain the circumstances. Do you have any d1squalificat1on as described in the above paragraph to declare? If yes, explain the circumstances. Executed on __________ at -----------------under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. · Signature of Authorized Consultant Representative Item 9.h. - Page 47 City -of Arroyo Grande RFP for Pavement Management System Update Page 28 REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages 1f required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1 Customer Name Contact Individual Telephone & Email Street Address City, State, Zip Code Date of Services Contract Amount Description of Services Pr0Ject Outcome Item 9.h. - Page 48 City of Arroyo Grande RFP for Pavement Management System Update Page29 Reference No. 2 Customer Name Contact lnd1v1dual Telephone & Email Street Address City, State, Zip Code Date of Services Contract Amount Description of Services ' - Proiect Outcome - Item 9.h. - Page 49 City of Arroyo Grande RFP for Pavement Management System Update Page 30 Reference No. 3 Customer Name Contact Individual Telephone & Email Street Address City, State, Zip Code Date of Services Contract Amount Description of Services Proiect Outcome Item 9.h. - Page 50 February 4, 2016 Geoff English, Public Works Director City of Arroyo Grande 300 East Branch Street Arroyo Grande, CA 93420 EXHIBIT E COVER LETTE·R· _J RE: PROPOSAL FOR THE CITY OF ARROYO GRANDE PAVEMENT MANAGEMENT SYSTEM UPDATE PROJECT Mr. ~nglish, _ Rick'Engineerin'g Company is pleased to provide the following proposal to update the City of Arroyo Grande's Pavement Management System pursuant to your Request for Proposal. The proposal includes the proposed scope of work and approach, our proposed staff, and other contractual details. The fee schedule is provided in a document separate from the proposal to comply with the public contract code regarding the qualifications- based selection process. It is understood the City is seeking a qualified firm to update its current pavement management system using Street Saver. RICK offers a complete approach to achieving the City's objective including pavement evaluations, utilizing Street Saver, updating the current PMS database, and providing a budget report for use by the City in developing a pavement management plan. RICK's personnel have contributed to recent PMS work for local projects within the City of Grover Beach ($48 Million bond initiative), City of Pismo Beach, and the City of Morro Bay. Our team has also performed PMS services for public agencies throughout the state in addition to the local work. We look forward to assisting you in achieving success on your project. If you have any questions please feel free to contact me at ddruse@rickengineering.com or (805) 544-0707. We here by acknowledge receipt of Addenda No. 1 and No. 2. Sincerely, Don Druse, PE Principal Item 9.h. - Page 51 SUBMITTAL FORMS The references furnished provide a fair assessment to the skillset offered by Rick Engineering Company. RICK personnel have experience providing PMS update services, however,· the work pei:formed was not during their tenure at RICK: For this reason, we are providing references who are experienced with our team's recent performance with PMS services as well as related scopes of work. Proposal for the City of Arroyo Grande Pavement Management System Update Project 2 Item 9.h. - Page 52 City of Arroyo Grande RFP for Pavement Management System Update SECTION E • PROPOSAL SUBMITI AL FORMS _ ACKNOWLEDGEMENT The undersigned declares that she or he: • Has carefully examined this Request for Qualifications m Is thoroughly familiar with its content • Is authorized to represent the proposing firm; and Page 26 • Agrees to perform the work as set forth in the specification and this proposal. Firm Name and Address: Rick Engineering Company 711 Tank Farm Road, Suite. 110 San Luis Obispo, CA 93401 Contact Name: Fax: ddtuse@rickengi neering .corn Phone: Date: Proposal for the City of Arroyo Grande Pavement Management System Update Project January 9, 2015 3 Item 9.h. - Page 53 City of Arroyo Grande RFP for Pavement Management System Update REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: ~2...,3'----- Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No 1 . • Customer Name City of Morro Bay Contact Individual Mr. Rick Sauerwein Telephone & Email (805)772-6266 Street Address 955 Shasta Avenue City, State, Zip Code Morro Bay, CA 93422 Date of Services 2014 Contract Amount $23,000 ·Description of Services Joe Patterson performed PMS update services to the City including converting the Micro Paver database to Street Saver, performed a semi-automated inspection comparing existing POs to current visual assessments, re-segmented the roads, manually inspected approximately 1/3 of the City's road segments, updated the database with new PCI values, entered M&R historical data, updated the decision-tree, and provided the updated database to the City. ' The City elected to produce the final budget options reports and scenario reports produced through Street Saver. Project Outcome The projects were delivered on time and within budget. Proposal for the City of Arroyo Grande Pavement Management System Update Project 4 Item 9.h. - Page 54 City of Arroyo Grande _ RFP for Pavement Management System Update Reference No. 2 Customer Name CitY of Ojai Contact Individual Mr. Greg Grant, PE Telephone & Email 805-646-5581 Street Address 408 South Signal Street City, State, Zip Code Oiai, CA 93023 Date of Services 2015 Contract Amount $130.000 Description of Services RICK provided pavement evaluation of pre-selected streets by the City and recommended maintenance and repair options to meet the City's 2015-2016 fiscal year" budget. Engineering design and construction management services were provided during the 2015 pavement rehabilitation project. ~ - j I l I Project Outcome The project was delivered on time and within budget. Proposal for the City of Arroyo Grande Pavement Management System Update Proiect 5 Item 9.h. - Page 55 City of Arroyo Grande RFP for Pavement Managem~nt System Updf;!te Reference No. 3 Customer Name City of Paso Robles Contact Individual Ms. Ditas Esperanza Telephone & Email (805) 237-3861 Street Address 1000 Spring Street City, State, Zip Code Paso Robles, CA 93446 Date of Services 2014 -Present Contract Amount $170,000 Description of Services I I RICK provided engineering design and construction management for concrete and utility ! improvements along Scott Street in coordination with Pavement Engineering Inc. who i provided engineering and construction management for road improvements. l Project Outcome The projects are currently on-going, on schedule, and within budge~. I Proposal for the City of Arroyo Grande Pavement Management System Update Project 6 Item 9.h. - Page 56 City of Arroyo Grande RFP for Pavement Management System Update Page 27 ' STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The Consultant shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances. Do you have any disqualification as described in the above paragraph to declare? If yes, explain the circumstances. Executed on February 4, 2016 at San Luis Obispo, CA under penalty of perjury of the laws of the tate of Califor~a, that the foregoing is true and correct. -"~...e..~ . Signature of Authorized Consultant Representative Proposal for the City of Arroyo Grande Pavement Management System Update Project 7 Item 9.h. - Page 57 QUALi Fl CATI 0 NS A. Experience of your firm in performing specified Pavement Management System (PMS) updates and other specialties that make your firm well-suited in assisting the City. Company Overview Rick Engineering Company (RICK) is a multi-disciplined planning, design, and engineering corporation. The firm is led by a board of directors consisting of 10 principal members located in both our corporate and branch offices. Since our founding in 1955, we have been committed to enriching the lives of communities throughout the Western United States. We pride ourselves on growing with the times, staying true to our fundamentals, but evolving with technology and sustainable design. We maintain divisions that focus on construction management services, civil engineering, transportation and traffic engineering, urban design and planning, redevelopment, landscape architecture, surveying, mapping, photogrammetry, water resources, geographic information systems (GIS), specialized computer services, legal support services, and creative services. Our c~mpany's broad array of development-related design disciplines allows us to provide comprehensive services that can be managed in-house to assure optimum project quality and efficiency. Our projects have ranged in size and complexity. As our company has progressed through the years, we have broadened our understanding of the critical issues facing today's construction projects. We have earned a reputation for successfully managing infrastructure construction within challenging conditions. We pride ourselves on providing services that maintain a harmonious balance between our clients' objectives, the requirements of governing agencies, and the needs of thos'e residing, visiting, and working in and around the sites we work. RICK is a sound and financially stable firm that anticipates producing successful projects for many years to come. We have received numerous awards for our work based on our cost-effective solutions that remain sensitive to the environment and people for whom these projects serve. We have engineered and provided construction management for hundreds of small-, mid-, and large-scale development, redevelopment, cind infrastructure projects and expanded our reach throughout California, Arizona, and Colorado. RICK is committed to providing the full staffing and resources necessary to complete anticipated tasks involved in this project. In the event of a high voll!me of work or an emergency, each staff member will be able to extend his/her time and effort to meet the unexpected conditions. With more than 230 professionals, we have the staffing capacity of nearly $30 million dollars of work annually, with the flexibility to react to peak workloads. We have specifically organized our team with the depth of resources to be able to form local team assignments, which will meet scope and schedule requirements for this contract and have a proven track record of responsive, on-time and in-budget projects. Proposal for the City of Arroyo Grande Pavement Management System Update Proiect 8 Item 9.h. - Page 58 Public, Works Experience RICK's personnel have provided PMS services for various public agencies throughout the state and are qualified to meet the needs listed in the City's RFP. Although Rick Engineering Company does not have a history of performing PMS services, the two key personnel assigned to this project, Joe Patterson and Tom Morgan, have sufficient PMS experience during employment at other firms. The skill set provided by these two individuals, in combination with assistance from the support staff listed in this proposal, will assist the City in achieving its goal to develop a pavement management master plan. Below we have provided a chart highlighting our relevant experience. With decades of directly related project experience, coupled with our in-house pavement evaluation and design capabilities, we present a unique opportunity for the City of Arroyo Grande. We have provided services for various local public agencies, including the City of Arroyo Grande, City of San Luis Obispo, City of Atascadero, City of Morro Bay, City of Gonzales, City of Grover Beach, City of Lompoc, County of San Luis Obispo, and SLOCOG. Our projects typically incorporate multiple design components, in addition to infrastructure evaluation, construction management, civil engineering, traffic engineering, landscape architecture, water resources, urban design/planning, and surveying/mapping. This design experience gives us a better understanding of the constructability of infrastructure and the challenges typically experienced during construction. We encourage the City to contact the noted references for additional input regarding our qualifications and experience. ,~';;, O ~'j-' ,}iv') f~' , ''qt{of N{lorr§~ ' , Ba1r. ;, , '"-""' ",,. City,ofSan . ~,:;Ramo'n, , ~ ' , , ' . ~, t< ' 0 '~t ~ < v' ( .ic:ity"oloxna?d· ' : ' ,:," ' ,~ (~: : " o,""' ~ >t • ' "' ''ii> <)..,, , CitY ofWJi:Jdsor,;: : ' ~ ' > ~ ' " ,,,. • cfty of~w~l"nut'~· . "'creek .:, . ,, • Proposal for the City of Arroyo Grande Pavement Management System Update Project • • • • • • • • • • • 9 Item 9.h. - Page 59 B. Experience of Staff Assigned to Perform Similar Services Key Staff Overview RICK has assembled a construction management team with related experience in each aspect of the project. RICK will provide the City of Arroyo Grande with a Principal-in-Charge and Project Manager to manage Pavement Management System Update project. All work by RICK will be performed by personnel from the San Luis Obispo office. RICK makes every effort to ensure that all key personnel assigned to a project remain with that project through completion. We provide our commitment that no key personnel assigned to your project will be removed to work on another project. In the event a key staff member leaves the firm, we have a well-tested protocol in place to ensure there is no disruption on the project. -Donald A. Druse, PE Don is a Principal of RICK and manages its San Luis Obispo office. He will serve as the Principal-in- Charge for the project and will oversee contract execution and staff performance. Mr. Druse will also provide quality control a·nd quality assurance review for the services and procedures performed by the design team. Mr. Druse sits on RICK's Quality Control Manual committee which provides on- _going revie~, maintenance and updates to RICK's in-house Quality Control Manual. This manual was prepared by the Principals of RICK. Mr. Druse has 30 years of experience related to the design and construction of public works and land development projects. Joseph E. Patterson, PE Joe will serve as the Project Manager and Point-of-Contact for this project. Mr. Patterson is a licensed professional civil engineer. His-practical experience in construction management and pavement design maximize his effectiveness in various areas of civil construction. He has managed . the construction and design of more than $30 million of projects involving public infrastructure, coastal improvements, and heavy civil construction. His career experience as a contractor, engineer, and a client's representative provides him with a broad perspective to tackle many types of projects while meeting the demands of each project stakeholder. Mr. Patterson has worked in the San Luis Obispo area for nine years in both heavy civil construction and civil engineering consulting for public and private clients. Tom Morgan Tom will serve as the Senior PMS Technician. Tom has considerable experience with Street Saver -and pavement evaluations. He has been trained by the Metropolitan Transportation Committee (MTC) staff and communicates with their IT department regularly to maximize the effectiveness of the software. Recently, the City of Grover Beach updated their PMS database for their $48 Million bond initiative and Tom worked extensively on that project assisting the city every step of the way. Tom has also updated PMS databases for the City of Oxnard and Santa Clarita in addition to providing pavement evaluations for many other projects. Proposal for the City of Arroyo Grande Pavement Management System Update Project 10 Item 9.h. - Page 60 C. Redundancy in Company of Staff,Experienced in This Type of Work RICK has sufficient staff to be available to the City for any Pavement Management System Update needs. Organization Chart Our organization chart, shown below, reflects the proposed staff members who will provide the services necessary for this project. All of the proposed staff below are fully committed to the needs of this project. None of these individuals will be removed or replaced from the project without written approval. Additional information on each team member is provided in resumes section of this proposal. OF ,M~ -,-;A,;v~v~r~,;~"l~l:S~? > , ~:rt:on~Morga . :~~~rf;41:f: .::.J TECHNICIANS D. Resumes of Assigned Staff, Including Any Subconsultants Key Staff Resumes PRINCIPAL-IN-CHARGE I QA & QC . The project team we have included for this proposal has been performing similar services for many public agency contracts including infrastructure evaluation and design. The following resumes provide detailed experience of each individual proposed for our team. The provided information includes licenses, technical experience, and similar project experience. Proposal for the City 'at Arroyo Grande Pavement Management System Update Project 11 Item 9.h. - Page 61 DONALD A. DRUSE, PE __ Donald Druse is a Principal of the San Luis Obispo office of RICK. He -manages a staff of designers, engineers and land surveyors whose . _responsibilities include the preparation of preliminary studies, · surveys, master infrastructure plans, development estimates, as ·,:·well as construction plans, and specifications. Don began his career , at RICK in 1985 and manages a variety of public works projects that .include transportation and roadway engineering components. Don ·'has 30 years of experience in designing and managing projects that included street, roadway, drainage and grading design and cost estimating. These improvement projects included preliminary design and estimating as well as PS&ES. A few of Don's representative projects include: PUBLIC WORKS PROJECTS: • Scott Street Improvement, Paso Robles, CA • Ojai Summer 2015 Streets Paving Project, Ojai, CA • West Grand Avenue Streetscape PHASE I, Grover Beach, CA " West Grand Avenue Streetscape PHASE II, Grover Beach, CA • . West Grand Avenue Streetscape PHASE 111, Grover Beach, CA • North Main Street Bike Lane, Morro Bay, CA • Morro Creek Multi-Use Trail and Bridge Project, Morro Bay, CA • Arroyo Grande Street Resurfacing Inspection, Arroyo Grande, CA • Morro Bay Pavement Management Project, Morro Bay, CA " Grover Beach Train Station Expansion, Grover Beach, CA • Los Osos Waste Water Collection Project, Los Osos, SLO County, CA • Mid Town Site Restoration Project, Los Osos, County of SLO, CA • Moonstone Beach Bridge Utility Replacement, Cambria, CA • Charolais Corridor Trail & Restoration Project, Paso Robles, CA " Downtown Streetscape Phase Ill, Atascadero, CA • West Grand Avenue Streetscape, Grover Beach, CA • FEMA National Flood Insurance Program Project Assistance, Paso Robles, CA • Newhall Metrolink Expansion & Community Park, Santa Clarita, CA • Atascadero Downtown "Road Diet" Traffic Study, Atascadero, CA • Downtown Streetscape, Phases llA & JIB, Atascadero, CA • Goleta Highway 101 Over crossing PSR, Goleta, CA • Los Osos Valley Road Corridor Study, Los Osos, CA • 16th Street Pedestrian/Railroad Crossing, San Miguel, CA • • • • • • • Scott Street Widening & Street Parking Project, Paso Robles, CA South Broad Street, Traffic Study & Calming Analysis, San Luis Obispo, CA South River Road Multi-Purpose Trail, Paso Robles, CA Traffic Services & Peer Review, City of Lompoc, CA Turtle ~reek Pathway & Stormwater Project, Paso Robles, CA San Miguel Public Facilities Plan, San Miguel, CA Allan Hancock College, Public Safety Complex, Lompoc, CA Proposal for the City of Arroyo Grande Pavement Management System Update Project PROJECTASSIGNMENr '· " • ~ ~ '"< ' " Principal•in-Charge/ QA/QC · • \, "t-:;-• · vE.ARs oi=·exeER1El'icE . . I 30 l 1 •• : • -: • I· EDUCATION'.··· : · I BS-in.Civil Erlgineering 1 California,St~te·~nivers.ity, Chico· .• , . REGISTRATIQN'' Registered (:ivifEngineer· ... California,.# 4451,9 PROFESSl<~NAL AFFILIATIONS American' <;ouncil of Engin~efoing· Comparnei·(ACEC) ~ Pres1de~t · 0 • ' ·~ '-, ' "" ·~ ,.\:;;, i . ' !" . ~merican Society d Civil ·• . Engineers (ASCE) \ ·' j '~, -• ~ i · Home Bu1lde'rs Association of ' ·The Central Coast (HBACC) r i l' American ·rUbiic Works Ass~c1ation .(APWA) . N~~o~ai.c9'~-~1ei~:Str~ei~. coalition; Bronze Member; , : 'J,_ ~ ~.; '"' + I 12 Item 9.h. - Page 62 JOE PATTERSON, PE Joe Patterson is a Principal Project Manager at the San Luis Obispo office of RICK and provides practical experience in construction and design to maximize effectiveness in various areas of civil construction. His career experience as a contractor, engineer, and. client's representative gives him a strong understanding of construction projects from conceptual planning, detailed design, and execution of work. Joe has worked in the San Luis Obispo area for ten years in both heavy civil construction and civil engineering consulting for public and private clients. A few of Mr. Patterson's related projects are shown below: PUBLIC WORKS PROJECTS: • Scott Street Improvement, Paso Robles, CA • Ojai Summer 2015 Streets Paving Project, Ojai, CA " Street Improvements and Resurfacing Project, Cupertino, CA • Boat Ramp Replacement Project, Cachuma Lake, CA • . Lewis Ave Bridge, Atascadero, CA • Pismo PrC!.menade Boardwalk Construction, Pismo Beach, CA • Morro Creek Multi-Use Trail and Bridge Project, Morro Bay, CA • Arroyo Grande Citywide Street Improvements, Arroyo Grande, CA • Morro Bay Pavement Management Project, Morro Bay, CA • Arroyo Grande Citywide Street Resurfacing, Arroyo Grande, CA • Best Western Monterey Beach Hotel Seawall Reconstruction, Monterey, CA • Boat Ramp Reconstruction & Improvements Project, Dana Point Harbor, CA • Citywide Street Resurfacing Project, Morro Bay, CA • Gap Closure & Safe Pedestrian Route, Morro Bay, CA· 0 Harbor Piles and Dock Renovation, Moss Landing, CA • Kings Ave Reconstruction, Morro Bay, CA • Pavement Rehabilitation Projects, Morro Bay, CA 0 Pichachio Road Bridge, San Luis Obispo County, CA • Lupine Canyon Road Rock Slope Protection Project, Lupine Canyon Road, Avila Beach, CA • Scott Road Reconstruction, County of Sacramento, CA " Street Seal Program, Morro Bay, CA • Arroyo Grande Citywide Street Improvements, Arroyo Grande, CA • Cavalleri Road Reconstruction, Malibu, CA • Citywide Street Resurfacing Project, Morro Bay, CA • Del Mar Park Parking Lot Design, Morro Bay, CA • Kings Ave Reconstruction, Morro Bay, CA • Longview Street Repairs, Pismo Beach, CA • Oxnard School District Pavement Improvement Projects, Oxnard, CA • Pavement Rehabilitation Projects, Morro Bay, CA • Pleasant Valley School District Site Improvements, Camarillo, CA • Pleasant Valley School District Water Main Assessment, Camarillo, CA • San Luis Bay Estates, Lupine Road Improvements, Avila Beach, CA • South Bay Blvd Reconstruction, Morro Bay, CA • Street Seal Program, Morro Bay, CA Proposal for the City of Arroyo Grande Pavement Management System Update Project }'~ ,,: ... PROJECT A$SIGNMENT Construction Manager/ Point-of-Co(ltact f . YEARS OF e'xPERIENC 0 E \. 10, ' •. ! · EDUCATION BS in Civil Engineering Cal PolySLO REGISTRATfoN Registered Civil Engii:ieer California, #81276 .PROFESSIONAL AFFILIATIONS Americ;an Society of Civil · Engineers (ASC,E) '-Member ." ' ' ~ ~. . California Asj:i~alt •Pavement , Association'(CalAPA) -Member COMMUNITYlNVOLVEMENT Santa Ma'rgarita Area Advisory Council-·Chairman ·. I ,., J . , ~--~-~-- 13 Item 9.h. - Page 63 Pavement Management System Update Supportfng Team Our team is comprised of a Senior Technician and Technicians. This team will assist the Project Manager in properly managing the Pavement Management System Update project to successful completion. TOM MORGAN -Senior Technician Tom will serve as the Senior PMS Technician. Tom has considerable experience with Street Saver and pavement evaluations. He has been trained by the Metropolitan Transportation Committee (MTC) staff and communicates with their IT department regularly to maximize the effectiveness of the software. Recently, the City of Grover Beach updated their PMS database for their $48 Million bond initiative and Tom worked extensively on that project assisting the city every step of the cway. Tom has also updated PMS databases for the City of Oxnard and Santa Clarita in addition to providing pavement evaluations for many other projects. Tom Morgan has completed multiple training sessions with MTC and Micropaver He worked extensively with Grover Beach staff members helping them develop a strategy for their $48 million bond initiative. He helped Oxnard convert from Micropaver to StreetSaver which required extensive re-segmenting. He also completed the annual pavement evalu- ation for Santa Clarita. As the Senior Technician for this project, Tom will rely on his experience with street sewer and managing field evaluation crews to provide a cost effective approach for this projEj!Ct. TYLER KASUNICH -Technician Tyler has performed pre-design field evaluations and construction inspection services for 29 years. He understands pavement evaluation procedures and maintaining project documentation in the field. His attention to details and ability to remain focused on repetitive work makes him suited for this project. KEVIN SAN -Technician Kevin enjoys spending time both in the office and in the field. He has performed pre-design field evaluations and has designed pavement improvement projects. He will support Tom Morgan in the field or with data entry as needed. SEYLA ROS -Technician Seyla is the chairperson for the local ASCE Younger Members Forum that recently provided a SLO .· County Infrastructure report card to the local public agencies and community. She was specifically involved with the Roads and Pavement Management System evaluation for the report card and has experience with pavement management databases. Seyla will assist with data entry and analysis of the collected field data. ; BRENT CLAVIN -Technician Brent has worked as a project engineer on Caltrans transportation projects in the field. He will assist Tom as needed with pavement evaluations and data entry within Street Saver. Proposal for the City of Arroyo Grande Pavement Management System Update Project 14 Item 9.h. - Page 64 E. Proximity & Staffing Levels of Nearest Company Office Office Proximity & Staffing Levels The services under this agreement will be performed out of RICK's San Luis Obispo office. The office is located at 711 Tank Farm Road, Suite 110, San Luis Obispo, CA 93401, 12 miles from the City of Arroyo Grande. This proximity will allow our team to effectively respond to project and City needs. F. Statement & Explanation of Any Removals From a Project or Disqualifications from Proposing Our Performance With more than 60 years of experience, RICK is a very sound and financially stable firm that anticipates producing award winning and successful projects for many years to come. We have not been removed from a project or disqualified from proposing on a project at any point in our company's history. G. Standard Hourly Billing Rates for RICK Staff Hourly Rates Our company's hourly rates have been provided in a separate, sealed envelope. H. Detailed List of Services Available Directly From RICK Our Services The list of services provided directly from RICK are as follows: Public Infrastructure Evaluation, Construction Management, Surveying & Mapping, Civil Engineering, Transportation & Traffic Engineering, Landscape Architecture, Urban Design & Planning, GIS Services, Storm Water & Environmental Services, Water Resources, 30 Laser Scanning, Redevelopment, Construction Management, and Forensic Services. Proposal for the City of Arroyo Grande Pavement Management System Update Project 15 Item 9.h. - Page 65 WORK PROGRAM PROJECT UNDERSTANDING RICK is pleased to provide its statement of qualifications to perform pavement condition evaluations of existing roadways, update the Street Saver database, and provide reports and recommendations for the City of Arroyo Grande. Street Saver is a powerful tool that can assist the City in making sound financial maintenance decisions to improve and maintain the overall condition of the City's street network. Even though Street Saver is one of the most thorough and powerful maintenance programs on the market, the reports and recommendations delivered by the software are only as successful as the data collected and managed. The experienced staff at RICK is committed to providing quality evaluations and is skilled at managing the nuances of StreetSaver to assist the City in reaching their infrastructure goals. We understand the City's roadway system consists of approximately 70 centerline miles of road and approximately 400 existing road segments contained within the City's Street Saver database. The City expects RICK to review current and historical road data, evaluate existing roadways, update the Street Saver database with appropriate re-segmentation and PCI values of street segments, and produce reports and recommendations beneficial to the City for the purposes of short-term and long term infrastructure planning. The City anticipates a quick start, potentially as early as March 1, 2016. We assume the City is interested in obtaining a completed PMS update by June 30, 2016 (close of City's fiscal year) and we have set our schedule to achieve this target date. WORK APPROACH 1. P.roject Initiation - RICK will meet with City staff to obtain historical data records, discuss the project approach and schedule, identify key personnel, and define the project targets anticipated by the City. We understand the City may have various plans for bicycle and pedestrian access, re-striping, downtown development, road realignments, utility improvements, and other infrastructure plans. During the initial meetings, RICK will gain an understanding of current pavement management procedures, historical budgets, the anticipated average PCI value, local political concerns, and community desires. Understanding the City's needs will allow us to provide appropriate recommendations that are affordable; we know city budgets are often constrained. 2. Pavement Management System Updates - RICK will update the PMS database in the following steps: a. Current Database Review -RICK will review the existing Street Saver database, road segments, data entries for historical maintenance and repair projects. b. Road Segment Review and Update -RICK personnel will drive all City streets to confirm ifthe current road segments are appropriate for the current road conditions. For example, if two different pavement types are included within one road segment, that segment will be split into two segments to be analyzed separately. Other split road segments may need to be combined if deemed appropriate. The numbering system of segments may also be updated to accommodate future re-segmenting purposes. There are preferred formatting structures in Street Saver that will save the City time and effort during future updates. If additional segmenting is determined necessary during manual inspections, the field inspectors will have the ability to make such changes while in the field. c. Historical M&R Review and Update -The current data contained in Street Saver will be physically checked with the historical data obtained in the project initiation phase, including verification of maintenance and repair history. If the data contained in Street Saver does not match the historical data received from the City, RICK will update the Proposal for the City of Arroyo Grande Pavement Management System Update Project 16 Item 9.h. - Page 66 database. Also, at this time, RICK will update the PCI value increases assigned to various maintenance and repair treatment types through Street Saver to accurately reflect PCI values. d. Pavement Condition Evaluations - i. Manual Inspections -After completing the road segmenting updates to the database, RICK will perform field evaluations of the new road segments. The Street Saver program will quantify the number of sample areas for each segment and RICK's field inspectors will record pavement distresses in accordance with the MTC Pavement Condition Index Distress Identification Manual for Asphalt and Surface Treatment Pavements (April 2012). Distress data obtained in the field will be recorded in real time using handheld devices to reduce labor time and overall cost to the city. This method of data entry also minimizes the inherent human error of transferring field notes onto a desktop computer in the office; and allows the field inspectors to resolve any concerns in the field reducing additional travel trips. ii. Semi-Automated Inspections -All PCI values calculated from the manual inspection proc~ss will be reviewed by the Principal Project Manager during a windshield survey. The windshield survey will consist of the Principal Project Manager driving every road segment and visually confirming the calculated PCI values are within a 10 +/-PCI value tolerance. e. Quality Control Plan -To ensure reasonable accuracy of the pavement condition evaluations, RICK will utilize the following quality control plan. i. 5% of the database road segments will be randomly selected. These 'randomly selected segments will be inspected a second time by the field inspectors without documentation from the prior pavement condition evaluation. The tolerance shall be 10 +/-PCI values from the original PCI calculati~ns. ii. 90% of the re-evaluated road segments shall be within the tolerance level to be considered successful. The cost for the quality control evaluations will be performed as a cost to the City. iii. If the second evaluation fails to meet the quality control requirements, an additional 5% of randomly selected road segments will be re-evaluated by RICK at no additional cost to the City. iv. If the additional re-evaluations fail to meet the quality control requirements, RICK will re-evaluate 100% of the road segments at no cost to the City. f. Data Entry of Distresses -All distress data entry will be inputted in the field during the pavement condition evaluation process as identified in Item 2d-i. g. M&R Data Entry -RICK will input maintenance and repair history for each road segment for recent pavement improvement work performed that was not already accounted for in Item 2c "Historical M&R Review and Update" in this proposal. h. Pavement Management Revenue Analysis -RICK will assist the City in evaluating the various revenue sources available for pavement maintenance and repair projects. These may include local, state, and federal grant funding sources or other available funds in the City's budget. Such funds may include grant funding for safe routes to schools or CalRecycle programs. i. Scenarios-Multiple scenarios may be provided to analyze the appropriate course of action to be taken by the City to achieve the desired average PCI values of the entire road network. The most common and most useful scenarios are the three listed in the RFP. However, versions of the three scenarios may be provided to assist the City in obtaining the best overall approach. Perhaps the City may want to analyze the scenario of unconstrained needs over 7 years, 10 years, or any other length of time. Essentially, the goal will be to provide clear scenarios that can be understood by the City Council, City Manager, City Engineering Staff, and the general public during public meetings. This is not always a simple task, but RICK has sufficient experience in communicating with laypersons and highly experienced individuals. If the City desires more than the scenarios listed in the proposal, RICK will provide them. Proposal for the City of Arroyo Grande Pavement Management System Update Project 17 Item 9.h. - Page 67 j. Recommendations -Recommendations will be provided for preventative maintenance strategies and funding options. The RFP requests such recommendations be provided if shortfalls exist, however RICK intends to provide such recommendations regardless of shortfalls. Our goal as a consultant will be to assist the City in developing a long-term strategy to achieve the desired average PCI value. We will provide the services necessary to achieve this goal. k. DRAFT Updated Database and Budget Options Report -RICK will provide a budget options report outlining the various scenarios evaluated and the associated recommendations. Along with the report, RICK will provide a list of the road segments with applicable data, including individual PCI values, for the City's review. RICK will also provide a tutorial in the Street Saver software to City staff members who desire the opportunity. During this tutorial we will show the staff how to review the database and print custom reports and scenarios. We will also show how to update unit costs in the decision-tree component of Street Saver. This tutorial will enable the City to self-perform such work in the future to reduce costs to the City. I. FINAL Database and Budget Options Report-After the City has had the opportunity to review the draft database and reports, RICK will finalize the database and reports for future use by the City. This final report will include general and detailed information outlining the pavement management approach to obtain the desired average PCI value for the City's road network and the funding amounts required. m. Schedule -A basic high-level schedule is provided in this proposal. RICK will provide the City with a more detailed and compreh,ensive schedule after project details are determined during the project initiation phase. The June 30, 2016 target date is assumed and is subject to change after the initiation phase. n. OTHER -RICK will be available to present findings and recommendations at City meetings {including public meetings) upon written request by a City representative. This item of work was not requested in the RFP scope of work, however, through our experience with PMS update projects we have found this is a common request. For the sake of quantifying the work, we will include two presentations with two personnel attending and a total of four hours for each presentation which includes travel time. Additional presentations will be provided at an agreed upon rate if requested in writing by the City. CITY INVOLVEMENT 1. RICK anticipates the following involvement from the City for this project - a. Provide all historical pavement maintenance and repair data available b. Identify key components of the City's road network in the field and on maps c. Identify issues of political concern d. Provide RICK a username and password to access the City's Street Saver account e. Provide historical unit pricing for pavement maintenance and repair projects in the City f. Provide details and timelines of related project plans that may affect the pavement management system timeline such as a Bicycle Master Plan, Multi-Use Trail Master Plan, Caltrans or County projects, and private development projects resulting in additional city streets or modifications to existing city streets. Proposal for the City of Arroyo Grande Pavement Management System Update Project 18 Item 9.h. - Page 68 mo l»'1ll<Pl>IJ>«'IC01<1A; PMS UPDATE HIGH LEVEL SCHEDULE ID () Task ask Name Duration 1 INTP 1 day I ~ PMS Updates 46 days :"@, Project Initiation 5 days :~ Curren{Oat-abase 3days Review ! % Road Segment Review ·:5 days : % M&R Review 5 days l 1 ---j ~ 7 I PCI Evaluations 125 days -a·-j--% t-~ Manual Inspection '20 days % Sem1-automated 5 days Inspection 10 ~ Quality Control 3 days I 11 :% Recommendations and 5 days Reports 12 -~ 7-Year Budget Plan 5 days 13 :~ Three Analyses 3 days I I 14 :~ Shortfall 3 days Recommendations 15 % Deliverables 25 days j ! I ~ i -I Updated PMS Database 5 days Submittal DRAFT _:_J '% Budget Options Report f5 day; Submittal DRAFT 18 I ~ City Review Period 5 days 19 ~ Updated PMS Database 5 days : Submittal FINAL 20 :~ Budget Options Report 5 days Submittal FINAL Task Project AG 160203 PMS Proposa Date Wed 2/3/16 Split Milestone Summary • Start Finish Tue 3/1/16 Tue 3/1/16 ,we-d 3/2/16 Wed S/4J16 :Wed 3/2/16 Tue 3/8/16 Wed 3/9/16 Fn 3/11/16 Mon 3/14/16 Fn 3/18/16 Mon 3/21/16 1Fn 3/25/16 : ;Man 3/28/16 ·Fri 4/29/i6 :Man 3/28/16 '.Fri 4/22/16 ,Mon 4/25/16 Fri 4/29/16 Mon 5/2/16 Thu 5/5/16 Thu 5/12/16 Thu 5/19/16 Tue 5/24/16 Fri 5/27/16 ; Fri 5/2,7/16 Fri 6/3/16 Fri 6/10/16 ,Fri 6/17/16 : Fri 6/24/16 Wed 5/4/16 Wed 5/11/16 Wed 5/18/16 Mon 5/23/16 'Thu 5/26/16 Thu 6/30/16 '.Thu 6/i/16 'Thu 6/9/16 Thu 6/16/16 Thu 6/23/16 Thu 6/30flS Project Summary External Tasks External Milestone Inactive Task Proposal for the City of Arroyo Grande Pavement Management System Update Project Jan 17 Jan 24 Jan 31 Feb 7 ' Feb 14 Feb 21 <.,P===-"'-""J Inactive Milestone 7 'F ' 1' ~' 1 Inactive Summary <> Manual Task --====:J Duration-only 19 <· Manual Summary Rollup WNW'wuwwu;s,;wun • Deadline Q'---__.,~ Manual Summary i:;c53*':;;:';;;;;;;;;0llll:ll§t:JI Start-only Page 1 '11'!1'----'1l'111 Cnttcal c J Critical Split Progress Jun 19 Jun 26 Jul 3 '1 ·r 'W? Item 9.h. - Page 69 RFP DEADLINE: REQUESTFORPROPOSALLOGSHEET CITY OF ARROYO GRANDE Thursday, February 4, 2016, 4:00 p.m. ATTACHMENT 1 PROJECT: Pavement Condition Evaluation and Pavement Management System Update SUBMITTED BY: RANKING: Rick Engineering Company 1 Pavement Engineering, Inc. 2 Infrastructure Management Services, Inc. 3 The Barnhardt Group 4 c: Director of Public Works Item 9.h. - Page 70