CONTRACT 6153 Professional Services AgreementAgreement No. 6153
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
BUCKNAM INFRASTRUCTURE GROUP, INC.
This AGREEMENT is made and entered into this 29t" day of July, 2021, by and
between the CITY OF EL SEGUNDO, a municipal corporation and general law city
("CITY") and BUCKNAM INFRASTRUCTURE GROUP, INC., a corporation
("CONSULTANT"). The parties agree as follows:
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed
in the SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by
the terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not
to exceed Twenty-five thousand dollars ($25,000) annually in each fiscal
year for CONSULTANT's services. CITY may modify this amount as set
forth below. Unless otherwise specified by written amendment to this
Agreement, CITY will pay this sum as specified in the attached Exhibit "A,"
which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A,"
which is incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor,
technical, administrative, professional and other personnel, all supplies
and materials, equipment, printing, vehicles, transportation, office space
and facilities, and all tests, testing and analyses, calculation, and all other
means whatsoever, except as herein otherwise expressly specified to be
furnished by CITY, necessary or proper to perform and complete the work
and provide the professional services required of CONSULTANT by this
Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at
the time of performance utilized by persons engaged in providing similar services. CITY
will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of
any deficiencies and CONSULTANT will have fifteen (15) days after such notification to
City of El Segundo Professional Services (REV 2018.05)
Page 1 of 11
Agreement No. 6153
cure any shortcomings to CITY's satisfaction. Costs associated with curing the
deficiencies will be borne by CONSULTANT.
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in
Exhibit "A") the tasks performed, the percentage of the task completed during the billing
period, the cumulative percentage completed for each task, the total cost of that work
during the preceding billing month and a cumulative cash flow curve showing projected
and actual expenditures versus time to date.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT
for current services are within the current budget and within an available, unexhausted
and unencumbered appropriation of the CITY. In the event the CITY has not
appropriated sufficient funds for payment of CONSULTANT services beyond the current
fiscal year, this Agreement will cover only those costs incurred up to the conclusion of
the current fiscal year.
6. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully
acquainted with the conditions there existing, before commencing the
services hereunder. Should CONSULTANT discover any latent or
unknown conditions that may materially affect the performance of the
services, CONSULTANT will immediately inform CITY of such fact and will
not proceed except at CONSULTANT's own risk until written instructions
are received from CITY.
7. TERM. The term of this Agreement will be from July 1, 2021, to June 30, 2026.
Unless otherwise determined by written amendment between the parties, this
Agreement will terminate in the following instances:
A. Completion of the work specified in Exhibit "A";
City of El Segundo Professional Services (REV 2018.05)
Page 2 of 11
Agreement No. 6153
B. Termination as stated in Section 15.
8. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under
Section 22 of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving
written authorization to proceed, any such professional services are at
CONSULTANT's own risk.
9. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the
contracted services. If delay occurs, CONSULTANT must notify the Manager within
forty-eight (48) hours, in writing, of the cause and the extent of the delay and how such
delay interferes with the Agreement's schedule. The Manager will extend the
completion time, when appropriate, for the completion of the contracted services.
10. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the
main body of this Agreement takes precedence over the attached Exhibits; this
Agreement supersedes any conflicting provisions. Any inconsistency between the
Exhibits will be resolved in the order in which the Exhibits appear below:
A. Exhibit: A: Scope of Work and Budget
11. CHANGES. CITY may order changes in the services within the general scope of
this Agreement, consisting of additions, deletions, or other revisions, and the contract
sum and the contract time will be adjusted accordingly. All such changes must be
authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY
resulting from changes in the services will be determined in accordance with written
agreement between the parties.
12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and
certificates that may be required in connection with the performance of services under
this Agreement.
14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared
by CONSULTANT under this Agreement will not be construed to operate as a waiver of
City of El Segundo Professional Services (REV 2018.05)
Page 3 of 11
Agreement No. 6153
any rights CITY may have under this Agreement or of any cause of action arising from
CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant,
or condition contained in this Agreement will not be deemed to be a waiver of any
subsequent breach of the same or any other term, covenant, or condition contained in
this Agreement, whether of the same or different character.
15. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any
time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's
mutual consent. Notice will be in writing at least thirty (30) days before the
effective termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately
cease performance under this Agreement unless otherwise provided in the
termination notice. Except as otherwise provided in the termination notice,
any additional work performed by CONSULTANT after receiving a
termination notice will be performed at CONSULTANT's own cost; CITY
will not be obligated to compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data,
studies, surveys, drawings, maps, reports and other materials prepared by
CONSULTANT will, at CITY's option, become CITY's property, and
CONSULTANT will receive just and equitable compensation for any work
satisfactorily completed up to the effective date of notice of termination,
not to exceed the total costs under Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may
procure on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this
Section.
16.OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps,
models, photographs and reports prepared by CONSULTANT under this Agreement are
CITY's property. CONSULTANT may retain copies of said documents and materials as
desired but will deliver all original materials to CITY upon CITY's written notice. CITY
agrees that use of CONSULTANT's completed work product, for purposes other than
identified in this Agreement, or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art
City of El Segundo Professional Services (REV 2018.05)
Page 4 of 11
Agreement No. 6153
work, prepared pursuant to this Agreement, will be released by CONSULTANT to any
other person or public CITY without CITY's prior written approval. All press releases,
including graphic display information to be published in newspapers or magazines, will
be approved and distributed solely by CITY, unless otherwise provided by written
agreement between the parties.
18.INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will
save harmless and indemnify and at CITY's request reimburse
defense costs for CITY and all its officers, volunteers,
employees and representatives from and against any and all
suits, actions, or claims, of any character whatever, brought
for, or on account of, any injuries or damages sustained by
any person or property resulting or arising from any negligent
or wrongful act, error or omission by CONSULTANT or any of
CONSULTANT's officers, agents, employees, or
representatives, in the performance of this Agreement, except
for such loss or damage arising from CITY's sole negligence
or willful misconduct.
ii. Indemnification for other Damages. CONSULTANT indemnifies
and holds CITY harmless from and against any claim, action,
damages, costs (including, without limitation, attorney's fees),
injuries, or liability, arising out of this Agreement, or its
performance, except for such loss or damage arising from
CITY's sole negligence or willful misconduct. Should CITY be
named in any suit, or should any claim be brought against it
by suit or otherwise, whether the same be groundless or not,
arising out of this Agreement, or its performance,
CONSULTANT will defend CITY (at CITY's request and with
counsel satisfactory to CITY) and will indemnify CITY for any
judgment rendered against it or any sums paid out in
settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will
survive termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 22, and any
City of El Segundo Professional Services (REV 2018.05)
Page 5 of 11
Agreement No. 6153
approval of said insurance by CITY, are not intended to and will not in any
manner limit or qualify the liabilities and obligations otherwise assumed by
CONSULTANT pursuant to this Agreement, including, without limitation, to
the provisions concerning indemnification.
19.ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without
CITY's written approval are prohibited and will be null and void.
20.INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work
and the manner in which it is performed. CONSULTANT will be free to contract for
similar service to be performed for other employers while under contract with CITY.
CONSULTANT is not an agent or employee of CITY and is not entitled to participate in
any pension plan, insurance, bonus or similar benefits CITY provides for its employees.
Any provision in this Agreement that may appear to give CITY the right to direct
CONSULTANT as to the details of doing the work or to exercise a measure of control
over the work means that CONSULTANT will follow the direction of the CITY as to end
results of the work only.
21.AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free
access at all reasonable times to such records, and the right to examine and audit the
same and to make transcript therefrom, and to inspect all program data, documents,
proceedings and activities. CONSULTANT will retain such financial and program
service records for at least three (3) years after termination or final payment under this
Agreement.
22.INSURANCE.
A. Before commencing performance under this Agreement, and at all other
times this Agreement is effective, CONSULTANT will procure and
maintain the following types of insurance with coverage limits complying,
at a minimum, with the limits set forth below:
Type of Insurance
Commercial general liability:
Professional Liability
Business automobile liability
Workers compensation
City of El Segundo Professional Services (REV 2018.05)
Page 6 of 11
Limits
$2, 000, 000
$1, 000, 000
$1,000,000
Statutory requirement
Agreement No. 6153
B. Commercial general liability insurance will meet or exceed the
requirements of the most recent ISO-CGL Form. The amount of
insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy
coverage. Liability policies will be endorsed to name CITY, its officials,
and employees as "additional insureds" under said insurance coverage
and to state that such insurance will be deemed "primary" such that any
other insurance that may be carried by CITY will be excess thereto. Such
endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or
equivalent. Such insurance will be on an "occurrence," not a "claims
made," basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such
coverage is available, or on a "claims made" basis if not available. When
coverage is provided on a "claims made basis," CONSULTANT will
continue to renew the insurance for a period of three (3) years after this
Agreement expires or is terminated. Such insurance will have the same
coverage and limits as the policy that was in effect during the term of this
Agreement and will cover CONSULTANT for all claims made by CITY
arising out of any errors or omissions of CONSULTANT, or its officers,
employees or agents during the time this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of
Insurance evidencing maintenance of the insurance required under this
Agreement and such other evidence of insurance or copies of policies as
may be reasonably required by CITY from time to time. Insurance must
be placed with insurers with a current A.M. Best Company Rating
equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the
insurance required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from
payments due to CONSULTANT under this Agreement or terminate
pursuant to Section 155.
G. CONSULTANT agrees to waive all rights of subrogation against the City
and its officers, officials, employees, agents, representatives, and certified
volunteers for losses arising from work performed by CONSULTANT
under the terms of this Agreement.
City of El Segundo Professional Services (REV 2018.05)
Page 7 of 11
Agreement No. 6153
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such
approval must approve of the proposed consultant and the terms of compensation.
24.INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative
description of progress during the past month for each major task, a description of the
work remaining and a description of the work to be done before the next schedule
update.
25. NOTICES. All communications to either party by the other party will be deemed
made when received by such party at its respective name and address as follows:
If to CONSULTANT:
Bucknam Infrastructure Group, Inc.
3548 Seagate Way, Suite 230
Oceanside, CA 92056
Attention: Peter Bucknam
Phone: (760) 216-6529
Email: Peter uc nam-inc.com
If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA
Attention: Cheryl Ebert
Phone: 310-524-2321
Email. ce ert else un o.or
Any such written communications by mail will be conclusively deemed to have been
received by the addressee upon deposit thereof in the United States Mail, postage
prepaid and properly addressed as noted above. In all other instances, notices will be
deemed given at the time of actual delivery. Changes may be made in the names or
addresses of persons to whom notices are to be given by giving notice in the manner
prescribed in this paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed
nor retained any company or person, other than CONSULTANT's bona fide employee,
to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not
paid nor has it agreed to pay any company or person, other than CONSULTANT's bona
fide employee, any fee, commission, percentage, brokerage fee, gift or other
consideration contingent upon or resulting from the award or making of this Agreement.
Should CONSULTANT breach or violate this warranty, CITY may rescind this
Agreement without liability.
28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of
City of El Segundo Professional Services (REV 2018.05)
Page 8 of 11
Agreement No. 6153
any other party. There will be no incidental or other beneficiaries of any of
CONSULTANT's or CITY's obligations under this Agreement.
29.INTERPRETATION. This Agreement was drafted in and will be construed in
accordance with the laws of the State of California, and exclusive venue for any action
involving this agreement will be in Los Angeles County.
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
31. ENTIRE AGREEMENT. This Agreement, and its Exhibit(s), sets forth the entire
understanding of the parties. There are no other understandings, terms or other
agreements expressed or implied, oral or written. This Agreement will bind and inure to
the benefit of the parties to this Agreement and any subsequent successors and
assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently
review this Agreement with legal counsel. Accordingly, this Agreement will be
construed simply, as a whole, and in accordance with its fair meaning; it will not be
interpreted strictly for or against either Party.
33. SEVERABILITY. If any portion of this Agreement is declared by a court of
competent jurisdiction to be invalid or unenforceable, then such portion will be deemed
modified to the extent necessary in the opinion of the court to render such portion
enforceable and, as so modified, such portion and the balance of this Agreement will
continue in full force and effect.
34.AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this
Agreement and to engage in the actions described herein. This Agreement may be
modified by written amendment.
35.ACCEPTANCE OF ELECTRONIC SIGNATURES. The Parties agree that this
Agreement, agreements ancillary to this Agreement, and related documents to be
entered into in connection with this Agreement will be considered signed when the
signature of a party is delivered by electronic (.pdf) or facsimile transmission. Such
electronic or facsimile signature will be treated in all respects as having the same effect
as an original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience
of reference only and will not affect the interpretation of this Agreement.
37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
City of El Segundo Professional Services (REV 2018.05)
Page 9 of 11
Agreement No. 6153
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire,
flood, explosion, acts of terrorism, war, embargo, government action, civil or military
authority, the natural elements, or other similar causes beyond the Parties' reasonable
control, then the Agreement will immediately terminate without obligation of either party
to the other.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness
and capacity to perform the Agreement in a manner satisfactory to CITY.
CONSULTANT represents that its financial resources, surety and insurance experience,
service experience, completion ability, personnel, current workload, experience in
dealing with private consultants, and experience in dealing with public agencies all
suggest that CONSULTANT is capable of performing the proposed contract and has a
demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.
[Signatures on next page]
City of El Segundo Professional Services (REV 2018.05)
Page 10 of 11
Agreement No. 6153
IN WITNESS WHEREOF the parties hereto have executed this Agreement the
day and year first hereinabove written.
CIT OF EL ir1ND+D
Elias bassoon,
Public Works Director
A7qaD
Tracy Weaver',
City Clerk
APPROVED AS TO FORM:
for
Mark D. Hensle�J
City Attorney
City of El Segundo Professional Services (REV 2018.05),
Page 11 of 11
Bucknam Infrastructure Group, Inc.
Nah\e: Peter Bucknarn
Title: President
Agreement No. 6153
EXHIBIT A
July 16, 2021
Mrs. Cheryl Ebert, P.E.
Senior Civil Engineer
CITY OF EL SEGUNDO
350 Main Street
El Segundo, CA 90245
Subject: Proposal for Pavement Management Program Services (FY 2021-26)
Dear Cheryl:
It is our pleasure to submit our proposal to assist the City in continuing the proactive management
of your Pavement Management Program (PMP) through FY 2025-26. With the City of El Segundo's
PMP moving toward annual condition survey updates, Capital Improvement reporting (CIP), and
GIS development, Bucknam Infrastructure Group, Inc. has identified a proactive and cost efficient
method to assist the City in the continued success of the PMP program. Our team will focus our
high -end pavement management expertise, annual working knowledge of El Segundo's PMP
dataset and GIS technology to optimize the City's management of the essential infrastructure
management programs.
Our PMP implementation services will provided through cost -conscience pavement inspections
over the next five years, annual work history updates, as -needed annual CIP reporting, alternative
budgetary reporting, GIS support for the PMP and general asset management services. Our firm
is unique in that we provide:
Relevant and accurate PMP services based on our ongoing work with numerous Los
Angeles, Orange County and San Diego local agencies such as:
0 25+ Los Angeles County local agencies (i.e. Culver City, Gardena, Compton, South
Gate, etc.)
0 17 Orange County local agencies; and
0 10 San Diego/Inland Empire local agencies
Army Corps of Engineers ASTM D6433-20 compliant surveying, reporting and pavement
analysis on an annual basis;
Our project manager has worked within the SoCal Pavement Management industry for
over twenty (20) years and has worked extensively with MicroPAVER, StreetSaver and
CarteGraph PMP software's through turn -key data conversion projects to long-term,
proactive pavement CIP scheduling that relies on accurate and cost-efficient bid
documentation;
Project/engineering experience that brings the understanding that MicroPAVER results
are not set in stone; we proactively use the available data to enhance budget forecasting
and CIP/O&M project planning;
3548 Seagate Way, Suite,230
BUCKNAMteas snide, CA. 92056
r(z6�)216,65.29
�hJ J www.'bu'cknarru 4x.corr
,j*
Agreement No. 6153
EXHIBIT A
Cost effective management methodologies, from the project kickoff through final
reporting, gained through our Project Manager's experience and use of GIS tablet -based
/ MyRoadsTM / digital roadway imaging surveys; and
Professional Engineering experience through Mr. Steve Bucknam, P.E. who brings 40+
years of public/private local agency experience. Mr. Bucknam has served as City Engineer,
Deputy City Manager, Design Engineer and Utilities Director for numerous public
agencies.
As Project Manager, my goal is not just to meet the requirements of this project but establish a
living document (Arterial & Local pavement CIP / Project Renewal management / METRO
submittal) that will be used throughout the term of the CIP as well as implement achievable long-
term infrastructure management goals in coordination with City schedules. Our deliverables will
be used to strategize and improve upon the City's Pavement CIP for Arterial and Locals.
By selecting Bucknam Infrastructure Group, Inc., the City of El Segundo will continue to receive a
strong, knowledgeable, innovative, and communicative team with the experience to implement
a cost-effective pavement management program. Our handpicked pavement management
professionals are committed to delivering quality services to the City. Mr. Peter Bucknam will
represent our firm for this project and can be contacted at 760-216-6529 (work) 714-501-1024
(cell) or email at ILeter@bucknam-inc.com.
In order to streamline project management and work schedules, all work efforts will be conducted
through our office in Oceanside, CA.
Respectfully submitted,
Bucknam Infrastructure Group, Inc.
Peter J. Bucknam
President/Project Manager
Agreement No. 6153
Project Understanding / Scope of Work
Project Understanding / Approach
We have defined detailed phases to the scope of work;
1. Project Implementation
2. Client Satisfaction
3. Project Schedule
4. Scope of Work (Major Tasks)
a. Pavement Management Tasks (PMP); page 1-4
1) Project Implementation
TASK 1.1: Management & Administration - Project Kickoff
With Bucknam's recent completion of the 2019 PMP update, the City has expressed the
need to continue the annual management of the PMP. The first step in extending this
success truly resides in frequent reporting and timely scheduled survey updates. Our
team will set a Project Kickoff meeting to further discuss and review in detail the
expectations of the project, technical approach to the street network, section
management & three-year survey schedule (Arterials, Locals and Alleys), Los Angeles
County Metropolitan Authority (METRO) compliance and the review of schedule.
This effort will build consensus between the Street Maintenance/Streets and Engineering
departments as well as build stronger ARTERIAL and LOCAL maintenance programs. The
first key topics to be discussed will include the review and assessment of the existing
MicroPAVER pavement plan/data, METRO compliance, and survey areas based on recent
maintenance work and schedules, new construction, data quality and condition, current
pavement procedures, historical expenditure levels, and desired service levels.
Deliverable: Meeting minutes, revised project schedule (if necessary)
TASK 1.2: Project Status Meetings - Quality Control Program
Status Meetings and Progress Reports
• Minimum of three meetings during the project (kickoff, field, and status
meetings) — minimum of eight (8) hours;
• Field review meetings;
• Monthly progress status reports will be delivered to City project manager;
• See Task 4.3 for further details on QA/QC plan.
1-1
Agreement No. 6153
Project Understanding / Scope of Work
2) Client Satisfaction
TASK 2.1: Project Deliverables
Shown throughout our Scope of Work, each Task is summarized with project deliverables.
Bucknam will utilize this scope of work each fiscal year to ensure all PMP tasks are
addresses and delivered. Client satisfaction will derive from frequent communication
with the Project Manager and key staff members from the Engineering and Street/
Maintenance departments. Project success is created by delivering on three main factors;
1. Adherence to scope tasks and deliverables
2. Performing to the standard set by the Project Schedule; and
3. Controlling costs. Our Project Manager will follow each of these factors
throughout the duration of the project
Deliverable: Project Status Updates, as stated in Task 1.2
3) Project Schedule
TASK 3.1: Annual Work Flow/ Project Schedule
Our project schedule shows each major task identified in our scope of work, as well as quality
control milestones and meetings. Bucknam currently has ample staff to apply to this project in
order to meet an aggressive schedule.
See the key annual milestone dates from the project schedule below:
• Project Kickoff —July
• Survey Completion (necessary for FY 2022-23 & FY 2025-26 METRO) — August to October
• Delivery of draft PMP— November
• City comments returned to Consultant — November
• Delivery of Executive Summary / PMP Reporting — December
1-2
Agreement No. 6153
Project Understanding / Scope of Work
4) Scope of Work (Major Tasks)
TASK 4.1: MicroPAVER PMP/ Work History Update
On an annual basis, Bucknam will update a El Segundo Pavement Management database by
utilizing the Army Corps of Engineers "MicroPAVER" software. Bucknam will update necessary
pavement segmentation based upon recent section metric changes, pavement application/work
history, etc.
Based on the pavement M&R activities that has been performed by in-house staff as well as
contractual maintenance, our staff will review all street activities that have been performed
during the past year. This data will be entered into MicroPAVERto enhance the recommendations
for the upcoming budgetary analysis and CIP reporting.
TASK 4.2: AC/PCC Segment Verification / SF Calculation —Al Cloud Tech
During the first fiscal year of this project Bucknam-Fuscoe will assess and quantify all AC/PCC
pavement segment areas through the use of our Al -based learning technology. This is started by
assessing the City of El Segundo's most recent aerial image or other aerial assets to calculate all
defined MicroPAVER pavement segment areas defined within your PMP (edge of pavement to
edge of pavement and to each intersection). In doing so, all AC and PCC pavement SF values are
immediately calculated. The calculated areas are then published within your PMP data segments
to create an extremely accurate square footage total for the City. This benefits all aspects for the
PMP especially cost projections and long-term financing of the street network.
1. — original Baldwin Park
Aerial or L ARIAC Aerial is
utilized (sample of Slater
Ave w%1 Fountain Valley)
2 - Cloud -based learning
technology scans aerial
and generates AC
Pavement locations
while separating PCC:
3 — C,IS Polygon of the
City's pavement
segments is defined and
SF's are corrected', within
StreetSa(ver
Bucknam-Fuscoe have recently completed this effort for the following local agencies:
• City of Orange
• City of Glendora
• City of South Pasadena
• City of Tustin
• City of Compton
• City of Lomita
Deliverable: Citywide Work History Report, Verification of all AC/PCC quantities
1-3
Agreement No. 6153
Project Understanding / Scope of Work
TASK 4.3: Conduct Annual Pavement Condition Surveys
Once the pavement segmentation has been assessed and verified, the inspection of 59 Arterial,
Collector, and Local miles will be performed over the next five years (FY 2022-23 & FY 2025-26).
Our survey methodologies will include the following approach based on the City's cost and benefit
analysis:
1. PMP Survey - Walking - All sections are surveyed through "two -pass test" walking
methodologies. AC/PCC distress types will be collected based upon actual surface conditions
and physical characteristics of the segment. Surveying methods will be conducted by
remaining consistent with ASTM D6433-20 & the Army Corp of Engineers AC/PCC sampling
guidelines while being flexible to current City requirements.
All sample locations are observed through walking surveys; samples areas will cover a
minimum of 20% of the total section area and will be 2,500 SF +/-1,000 SF in size. Based upon
our recent discussions with City staff the following pavement sections/areas are to be
surveyed for the upcoming PMP update and beyond:
°i g K - The inspection of approximately 59 miles of pavement segments will
be performed;
• Annual Executive Summary PMP report submitted
• Los Angeles County (METRO) PMP compliance report will be submitted prior to
February 2023
• Bucknam has included a optional service/fee for surveying all Alley segments
during FY 2022-23
°i�� !.�I ("ism ur —The inspection of approximately 59 miles of pavement segments will
w„„„ ue6"IN
be performed;
• Annual Executive Summary PMP report submitted
• Los Angeles County (METRO) PMP compliance report will be submitted prior to
February 2023
Our staff will establish all inspection sample locations for survey based on ASTM PMP guidelines;
this effort replaces the walking field operations; all pavement inspections are completed in-
house through our automated data collection processes. Surveys are quality controlled with
field operations.
Our use of MicroPAVER-Tablet units allows our staff to collect pavement data with the City of
El Segundo's MicroPAVER database live in the field. At the end of the day all electronic data is
transferred to our office for quality control and management.
1-4
Agreement No. 6153
Project Understanding / Scope of Work
Our Tablet methodology sets us apart from the competition since we are using a paper -less
inventory process to enter data; this in turn generates cost savings to enhance the project
schedule and other portions of
the project such as CIP reporting,
MicroPAVER training and on -call
services.
Roadway Verification Survey - A
listing of the field attribute data
that is updated/verified during the
survey for the pavement
management database is listed
below:
2. Field Attribute Data (updated and/or verified)
From/to, indicating the assigned limits of the section, sample test areas, street name,
Street ranking indicating local, arterial, collector, # of lanes, surface type
Historical PCI tracking from previous inspections and current PCI inspections
Segment quantities, indicating the length, width, and total true area of the section
Pavement segment and PCI "Variance" analysis and report
ADT volumes (if available from previous reports or current City documents)
3. Conditional data will be evaluated for all street segments and will include:
MicroPAVER 20 AC & 19 PCC distresses by type, severity and sample area
PCI ratings (0-100), taking into account the surface condition, level of distress
Other known or found environmental issues (standing water, inverted crowns,
steep streets, etc.)
We welcome staff from the City to join our surveys. All pavement data will be entered into the
City's purchased licensed software (version 7); If the City elects to not purchase the software
Bucknam will utilize their own licensed version of MicroPAVER to complete the project. All items
listed above will be maintained by our staff for the duration of this project. Data management
will be performed in-house at our Oceanside office.
4. Section Distress and PCI Reporting
Upon 50% and 100% completion of the required condition surveys, we will prepare draft PCI
Reports and PCI GIS maps that document the conditions of all pavement segments. This
report will provide the necessary information within MicroPAVER for the City to use and
manipulate projected street rehabilitation and maintenance projects.
1-5
Agreement No. 6153
Project Understanding / Scope of Work
Included in the report will be updated pavement performance curves and maintenance decision
models. The City and our staff will review the PCI reports to ensure that all inventory data is
correct and the project is running smoothly.
Our conditional data reporting will include:
®®® PCI report - Sorted by Name (A to Z), PCI Order (0-100), Zone (1, 2, 3, etc.)
®®® Pavement segment and PCI "Variance Report"
®®® Condition Report Analysis for each segment
®®® Work history report
®®® GIS Maps presenting PCI finding by zone and by section
Once the City has reviewed, assessed and commented on the draft report, we will address all
comments made and deliver the final reports.
Quality Control (QC)
We will use a statistical sampling approach for measuring the quality of our field technician's
work. In this manner, 10 percent of the original annual surveys will be re -surveyed by an
independent survey crew, supervised by a field supervisor, and the results will be compared to
the original surveys (this will include 10 miles of arterial/local QC).
Our QC process involves checking the field crews' work in a "blind study" fashion. Quality control
checks will be performed at the end of each survey week. This will ensure that all field personnel
are properly collecting distresses and pavement quantities for all street segments. PCI variance
reporting will be performed where previous PCI data will be compared to newly inspected PCI
data; if PCI's vary more than ten (10) points per year Bucknam staff will assess the potential cause
through unrecorded work history, accelerated pavement deterioration, etc. Bucknam will
record/log any discrepancies between the previous and current PMP databases (any
corrections/changes to the database shall not be made without prior City staff approval).
Since we are collecting distress information on our field Tablets with the El Segundo
MicroPAVER database live, our staff will perform several quality control tests within the
pavement management software using a sample set of the City of El Segundo's street distress
data. This will ensure that all system and analysis settings as well as City recommendations and
standards are being followed. Over the past year, Bucknam has submitted twenty-seven (27)
METRO compliant reports for LA municipalities, they include:
La Habra Heights
Alhambra
Er Segundo
Duarte
C';aaBver City
Lomita
Rancho iagos Verdes
iagrndaGe
Glendora
Signal iiulq
Pourona
Sierra Madre
........, ...,.....
Monterey -Park
Hermosa Beach
South Pasadena
Compton
Lynwood
P�or�vallc
MonrovGa
......... ....., .,
Rosemead
........... ..........
Bellflower
.......... ........... .........
La Verne
Covina
Beverly Hills
Gardena
South Gate
1-6
Agreement No. 6153
Project Understanding / Scope of Work
Over the past year, Bucknam has submitted seventeen (17) OCTA compliant reports for OC
municipalities, they include:
Brea
Irvine
RS[
Costa Mesa
Ahso Viejo
Tustin
Laguna Hills
(Laguna Beach
Westminster
Fountain Vallley
San Juan Capistrano
....... ........ ......... ..........................................
..
La Habra
........, ......... .........
Huntington Beach
Newport Beach
Euilerton
La Palma
San Clernente
Our surveys follow the accepted ASTM D6433 procedure requirements. A copy of the QA/QC plan
utilized by our staff during the project will be submitted along with the PMP certification
documents. Our staff attends the OCTA PMP Distress Training Classes held in each year, 2011
thru 2021. In February 2021 our staff was acknowledged as "qualified inspectors and firm" to
prepare Pavement Management Plans compliant with the OCTA Countywide Pavement
Management Guidelines (this certification/compliance runs through June 2023).
Deliverable: Citywide PCI reports, compliant METRO PCI reports, updated MicroPAVER
database
DEVELOP RECOMMENDED IMPROVEMENT PROGRAM
TASK 4.4: Annual Maintenance & CIP/Budgetary Analysis
On major inspection years Bucknam will assist the City in developing the most cost-effective
preventative maintenance, repair and rehabilitation strategies possible. This will be accomplished
by meeting with the City to discuss and strategize maintenance activities that are currently being
used by the City.
Based on the City's current AC & PCC applications, Geotech reports and other maintenance practices
used we will conduct an historical and prospective analysis on the conditional and financial impact
these practices have on the pavement network. Based on our fiscal and deterioration analysis, we
will present our results and recommendations to City staff. This analysis will become an essential
building block for the projected five-year CIP/maintenance programs.
The strategies that are typically reviewed are rehabilitation and reconstruction (R&R), localized
maintenance, slurry seals, and alternative overlay types, expected improvement in pavement
condition, life -cycle extension that would result and current unit costs for M&R.
All maintenance practices/unit costs will be integrated into Micro PAVER and will be derived from
the most recent construction bids for pavement rehabilitation. We will account for inflation rates
when long-term revenues projections are made.
1-7
Agreement No. 6153
Project Understanding / Scope of Work
Our Project Manager and Principal will work closely with City in defining repair and rehabilitation
strategies during each fiscal year and within each maintenance zone defined by the City's CIP
schedule. Once the repair/rehabilitation strategies have been defined, the identification of a five
year Forecast Maintenance & Rehabilitation schedule will be generated.
The recommended budget scenarios will be identified on the basis of several criteria:
• Assessment and review of the City's Pavement CIP
• Present pavement conditions; Desired levels of service and available resources
• Projected / Forecasted PCI's per section
• Cost benefit of individual strategies (e.g. maintain PCI in 5-years, etc.)
• Scheduling with the City's major CIP projects (water, sewer, etc.)
• Budgetary recommendations that satisfy METRO guidelines (every three years)
• Future routine maintenance needs based on projected deterioration rates
• SB1, Measure M/Measure R, Prop. C objectives and improving citywide weighted PCI
The primary emphasis of this task is to maximize the scheduling of street maintenance using the
most cost-effective strategies available and taking into account a life -cycle cost analysis. A working
"draft" Final Report will be generated for City staff to review. The report will include an executive
summary, the PCI Report as well as draft budgetary findings and recommendations.
Deliverable: Two copies of the Draft Pavement Management Program Report
TASK 4.5: Citywide Budget Analysis - CIP/ METRO Compliance Reports
As required for FY 2022-23 & 2025-26 PMP updates (METRO), Bucknam will deliver the Final PMP
Report to the City which will be essential for staff reference and use as well as presented in a way
that is beneficial for elected officials/upper management. This report will assist the City in
complying with the triennial METRO requirement for PMP updates.
The report will be prepared in a format that uses the information delivered by MicroPAVER in
conjunction with the information and analysis performed by our team. The report will provide
the City with information on:
Current inventory and pavement conditions indices (PCI) for all road classes
Projected annual rehabilitation programs for street maintenance for a 5-yr period
(ARTERIAL and LOCAL Forecast Maintenance Reports) that show the largest return on
investment and acceptable levels of service;
Modeling and comparison of budget scenarios typically include:
■ Current / Actual budget 5-year projection (citywide approach)
■ Identification of annual funding to maintain current PCI after 5-years
1-8
Agreement No. 6153
Project Understanding / Scope of Work
■ Increase current PCI within 5-years
■ Gradual, Frontloaded, Constrained and Unlimited funding analysis
■ Strategies and recommendations for the City's maintenance programs and procedures,
including a preventative maintenance schedule;
■ Supporting documentation required by METRO; and
■ A detailed breakdown of deferred maintenance (backlog).
Registered Engineer
Mr. Steve Bucknam, P.E. will supervise all operations, review all completed data and prepare and
sign a final report incorporating the results of our pavement evaluation and conditions. We will
provide engineered recommendations for pavement rehabilitation and replacement design based
upon field data and analysis.
Deliverable: Two (2) bound copies of the Final Pavement PMP Report (plus one original
signed by our Registered Engineer, CA No. 20903), in binder and electronic form (.pdf), will be
sent to the City. Bucknam will provide one (1) DVD copy that includes all final reporting
documents and GIS files.
TASK 4.6: Annual Mapping and GIS Updates
As an enhancement and
City of'Eio Segundo, GA
proactive approach to this
Pavement CcnditSo'v2019
�
project, our staff will update
�k
and publish a Pavement-GIS link
p
,r V
between MicroPAVER data and
I t
�
J i r
the City's Enterprise system.
CT
Bucknam will utilize the City's
,m �� r V
1 @1 ,1
existing GIS centerline file as a.„
-
starting point for the updating
of the PMP-GIS layer(s). By
using the unique ID's within the
so -» (Fai6
».. �. .,.....
PMP and the City's ESRI street
shapefile ID's, we will create a
one-to-one match for each
----- F���
e.
pavement section in the GIS. All
City of El Segundo, CA
pavement segmentation within
the PMP database will be mirrored within the El Segundo GIS layer which will allow all pavement
data to be published on the GIS layer.
With a completed survey and an approved Pavement Condition Report, we will update and
finalize the PMP-GIS layer with relevant PCI data as well as publish this data within the City's
existing MyRoadsTM PMP web -portal. The maps described below will be incorporated into the
City's Final PMP report:
1-9
Agreement No. 6153
Project Understanding / Scope of Work
• PCI values for every section;
• Work History identifications;
• 7-yr Arterial / Local Rehabilitation and Slurry Seal Programs; and
• Functional classification maps
Our staff will coordinate all project deliveries with the Public Works and the GIS division to ensure
that the most current and accurate PMP-GIS maps are represented within the City's GIS Enterprise
(sample 2019 El Segundo-GIS PMP map above).
Deliverable: Complete GIS files/themes based on list above (shapefiles).
TASK 4.7: El Segundo MyRoadsTm PMP Web -Portal
El Segundo MyRoadsTM Web -Portal -
Bucknam now provides all our PMP
clients with a unique and agency driven
"MyRoadsTM11 web -portal that provides
instantaneous access to your pavement
management database. This
"dashboard" allows users to toggle
through individual sections via GIS
mapping selections, zone queries, rank
selection, PCI ranges, etc. to review all
section metrics, latest/previous
inspections, work histories generate
filtered PCI reports and identify potential
maintenance costs based upon your
unique needs.
Bucknam has shown above the current
El Segundo MyRoadsTm actively working!
This tool will be accessed by City staff
simply through a Username/Password
methodology. As changes are made to the El Segundo PMP database the MyRoadsTm dataset is
changed to reflect work history edits, PCI inspections and section changes. During the first year
of this contract, Bucknam will implement and publish the active web -portal for El Segundo and
provide annual update services to MyRoadsT""
In summary, MyRoadsTm allows the user perform the following dynamic functions:
• Query for a specific pavement segment to view its inspection PCI, work history and
inspection history on one dashboard;
• Filter for pavement sections within a defined zone, PCI range and/or functional class;
• Select a pavement section or grouping of section through the on -board GIS tool;
1-10
Agreement No. 6153
Project Understanding / Scope of Work
• Enter slurry, overlay & reconstruction unit costs to determine preliminary cost of
maintenance and resulting citywide PCI
• Displays all final GIS project maps (PCI, work history, 5-yr forecasted maintenance, etc.)
• Bucknam will train El Segundo staff on the simply use of the MyRoadsTm dashboard
TASK 4.8: On -Call PMP / Engineering/ GIS Services
Pavement Management Program Support
With the City implementing an annual PMP management schedule Bucknam will provide PMP
support that will cover data previously submitted by our staff. If additional services outside the
identified scope of work above are requested Bucknam will provide timely and proactive services
to the City. Additional As -Needed services typically include:
• Additional budget scenarios, general reporting, deterioration studies;
• Additional visual inspections above the mileage amount indicated in Task 4.3;
• Additional pavement management — GIS mapping;
• Additional Micro PAVE R/MyRoadsTM training, operation use; and
If requested, Bucknam will assess and review the City's upcoming maintenance schedule for that
fiscal year. The agreement will continue to include the provision of onsite and telephone support
for the City staff.
GIS Management Program Support
Additionally, Bucknam will provide GIS Contract services through our GIS Manager and GIS Analyst
staff. Our support will enhance and proactively complete the City's on -going GIS management,
Public Works data development, survey and management.
• Implementation of Public Works GIS Enterprise solutions / Infrastructure
Management GIS solutions
• GPS infrastructure surveys, GIS layer development, GIS digitization
• Delivery of completed GIS layer build, publication of data within City's GIS Enterprise
o Coordination with existing GIS staff support
Agreement No. 6153
Project Understanding / Scope of Work
Proposed Fee
On an annual basis, Task items 1 through 4 can be accomplished on a time and materials not to
exceed basis in accordance with the standard hourly rate schedule attached. Our anticipated fee
for the each year, including labor and reimbursable expenses, is $25,000 for a 12-month period
(e.g., July 2021 through June 2022). We are willing to lock in our current hourly rates for the next
five years.
Annual PMP Support Services for Fiscal Years 2021 thru 2026
• These services include:
o Project coordination with City's PM
o Work History Updates (annually)
o AC/PCC Segment Verification / SF Calculations —Al Cloud Tech (Year 1)
o Citywide PMP inspections/CIP & METRO Reporting -Compliance (59 miles)
■ Includes Optional Alley surveys/reporting (Year 2 & 5)
o Additional Budgetary Scenarios (as -needed)
o PMP-GIS Updates (annually)
o MyRoadsTM Web -Portal (annually)
Should the City desire to increase the service level above the hours outlined above for the Task
items 1 through 4 or require other services not described herein, a fee adjustment would be
negotiated and mutually agreed upon by both parties.
1-12
Agreement No. 6153
Project Understanding / Scope of Work
Standard Hourly Ratio Schedule
Category Rate
Principal
$ 250
Senior Project Manager
215
Senior Engineer / Planner
195
Construction Manager
195
Infrastructure Management / GIS Project Manager
190
Management Analyst
170
Project Engineer/ Planner
160
Engineer / Senior Technician / GIS Manager / Senior Inspector
145
Assistant Engineer / Technician / GIS Analyst / Inspector
135
CADD Operator
130
Lead Field / GIS Technician
96
Field / GIS Technician
94
Clerical / Word Processing
80
Forensic Services
Quote
Reimbursables
Mileage
$ 0.67/mile
Subconsultant Services
Cost + 15%
Reproduction
Cost + 15%
Travel & Subsistence
Cost + 15%
Fees & Permits
Cost + 15%
Computer Services (External)
Cost + 15%
Rates Effective 1/1/21
1-13
�' �' 35R8S bto 4V�y Such05
VpC� +side CA9za50
DI Ra .'m I9zXJCT LIIftk'. Cr fk tY4ll➢" IINN.� T: i�'7'Gop27GG514
wwnuuekc�xm €
6