To: Board of Supervisors
Department or Agency Name(s): Transportation and Public Works
Staff Name and Phone Number: Johannes J. Hoevertsz 707-565-2231
Vote Requirement: Majority
Supervisorial District(s): All
Title:
Title
Pavement Management System Update
End
Recommended Action:
Recommended action
Approve and authorize the Chair to execute a four-year Professional Service Agreement with Harris & Associates to collect pavement condition data for the County’s Pavement Management System, for an amount not to exceed $906,504 and a term ending March 31, 2025.
end
Executive Summary:
The Department of Transportation and Public Works is requesting authorization to execute a four-year professional services agreement with Harris & Associates, to conduct an annual inspection of all 1,368.37 miles of County-maintained roads and to provide an update on road conditions summarized in the Pavement Management System (StreetSaver).
Discussion:
The Department of Transportation and Public Works (TPW) maintains a database of current road conditions in order to remain eligible for Federal transportation funding and to make informed decisions regarding road construction/maintenance priorities. Pavement Condition Index (PCI) is the statistic used to rank the pavement conditions of the roads. The consultant will perform physical inspections of the roads and then calculate the distress and density of the pavement. These calculations result in a PCI between 0 and 100. The PCI is used to help TPW determine how to best use limited funds and make decisions to preserve the pavement. The database is updated on an annual basis from data collected as a result of a physical inspection of the 1,368.37 miles of County-maintained roads. Once collected, the information in StreetSaver provides real time pavement condition and financial planning information for TPW staff, the Board of Supervisors, and the Metropolitan Transportation Commission (MTC). MTC uses this information to support its regional pavement management services for the Bay Area.
The proposed contract is the result of a competitive procurement process performed by TPW commencing with a Request for Proposals (RFP) issued on October 26, 2020, after the previous contract with NCE Civil Engineering expired in 2020. The RFP was advertised in a newspaper of general circulation for thirty days and through Sonoma County’s Supplier Portal. In addition, the RFP was sent directly to nine consultants who were identified as pre-qualified by MTC to conduct pavement distress inspections in accordance with MTC pavement inspection guidelines. As a result of these solicitation efforts, TPW received responses from the following eight consultants:
• Applied Research Associates, Inc. (ARA) - San Francisco, CA
• Capital Asset & Pavement - Silverton, OR
• Data Transfer Solutions (DTS) - Orlando, FL
• Harris & Associates - Concord, CA
• Infrastructure Consulting Group (ICG) - Atlanta, GA
• MDS Technologies, Inc. - Park Ridge, IL
• NCE - Richmond, CA
• Quality Engineering Solutions - Reno, NV
The eight proposals were evaluated by an evaluation committee and ranked based on the consultant’s response to the following criteria: demonstrated ability to perform the services described; experience, qualifications and expertise; quality of work verified by references, project team and key staff, technical ability, relevant project experience, federal project experience, project approach and cost. At the conclusion of this evaluation process, TPW staff is recommending award of a new four-year contract valued at $906,504 to Harris & Associates.
Appropriations for this agreement are available in the 2020-2021 Road division budget, and future costs will be included in the FY 21-22, FY 22-23, and FY 23-24 budget requests. The first year of the agreement will be funded with Road Division operational revenues consisting primarily of state gas taxes. The Department intends to seek future funding assistance from MTC’s Pavement Technology Assistance Program (PTAP) grant program.
Prior Board Actions:
04/16/2013: First Amendment for engineering consulting services with Harris & Associates to provide pavement inspection and supplemental services.
04/24/2012: Agreement for engineering consulting services with Harris & Associates to provide pavement inspection and supplemental services.
Fiscal Summary
|
Expenditures |
FY 20-21 Adopted |
FY21-22 Projected |
FY 22-23 Projected |
|
Budgeted Expenses |
$60,000 |
$211,626 |
$211,626 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$60,000 |
$211,626 |
$211,626 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$60,000 |
$211,626 |
$211,626 |
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$60,000 |
$211,626 |
$211,626 |
Narrative Explanation of Fiscal Impacts:
Appropriations for these services are included in the annual Roads Administration adopted budget (11051-34010101-51226). Funding sources include allocations from the State Highway Users Tax Account (gas taxes) as well as proceeds from vehicle code and park fines. In FY 2020-21, costs are estimated at $60,000 for the remaining months of the fiscal year. Future costs are pro-rated at $211,626 over the four remaining fiscal years that this Agreement will encompass, and will be requested as part of the TPW recommended budget.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
None
Related Items “On File” with the Clerk of the Board:
Harris & Associates Agreement