CONTRACT 3980 Professional Services Agreement CLOSED3y80 • .,..
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
BUCKNAM & ASSOCIATES, INC.
This AGREEMENT is entered into this 26th day of JULY, 2009, by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and
BUCKNAM & ASSOCIATES, INC., a California Corporation ( "CONSULTANT ").
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 SEVEN THOUSAND FOUR HUNDRED NINTY EIGHT dollars
($7,498) 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 `B," 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 cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
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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. ADDITIONAL WORK.
A. CITY's city manager ( "Manager ") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ( "Additional
Work ") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Payments over $7,498 for Additional Work must be approved by CITY's city
council. All Additional Work will be subject to all other terms and provisions of
this Agreement.
7. 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.
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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.
8. TERM. The term of this Agreement will be from JULY, 2009, to JUNE 2010. 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 ";
B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under Section 23
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.
10. 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 hours (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.
11. 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;
B. Exhibit B: Budget; and
C. Exhibit C: Proposal for Services.
12. 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
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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.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
14. 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.
15. 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 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.
16. 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" 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.
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17. 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.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art 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.
19. 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.
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. 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.
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D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 23, and any 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.
20. 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.
21. 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 is it 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.
22. 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.
23. 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:
Tyne of Insurance
Commercial general liability:
Professional Liability
Business automobile liability
Workers compensation
Limits
$1,000,000
$1,000,000
$1,000,000
Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
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ISO -CGL Form No. CG 00 01 11 85 or 88. 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 0106 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 16.
24. 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.
25. 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.
26. 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:
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If to CONSULTANT:
Bucknam & Associates, Inc.
30131 Town Center Drive, Suite 295
Laguna Niguel, CA 92677
Attention: Peter J. Bucknam, Director of
Infrastructure Management -GIS
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If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA
Attention: _Maryam Jonas, Principal Civil
Engineer
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.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. 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.
29. 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 any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
30. 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.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other griderstandings, terms or other agreements
expressed or implied, oral or written. There are Attachments to this Agreement. This
Agreement will bind and inure to the benefit of th ies to this Agreement and any subsequent
successors and assigns.
33. 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.
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34. 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.
35. 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.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
36. ACCEPTANCE OF FACSIMILE 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
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39. 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.
40. 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]
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IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
CITY DOFEL S UNDO
Jac yt
City Manage
ATTEST:
Cindy M esen,
City Clerk
APPROVED AS T
MARK D. HEN ty tt
i
By:
Kar Berger, As 's t City
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Taxpayer ID No. � g 7�, Z L h
EXHIBIT A, B, C
Bucknam & Associates
Inc.
May 29, 2009
39 80 . 4. 0 04
Ms. Maryam Jonas JUN 0 2 2009
Senior Civil Engineer Associate
CITY OF EL SEGUNDO "`
350 Main Street
El Segundo, CA 90245
Subject: Proposal for the 2009 Update of El Segundo Pavement Program
Dear Maryam:
It is our pleasure to submit our proposal to assist the City in continuing the proactive management
of the City's Pavement Management Program (PMP). With City of El Segundo's PMP moving
toward automation through condition survey updates, Capital Improvement reporting (CIP), and
GIS development, Bucknam & Associates 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 knowledge, extensive Southern California -Los Angeles County
experience, and GIS technology to optimize the City's maintenance dollars by implementing a
manageable, reliable automated pavement management program.
With cost - conscience pavement inspections, logical work -flow schedules and working with both
Public Works through frequent communications, meetings and data deliverables we will help the
City establish an applicable pavement management program that will answer constituents
questions and upper management analysis requests for budgeting and pavement deterioration.
We will provide quality analysis of your pavement network and generate team building that will
establish a strong infrastructure dataset that can not only link to other legacy systems, but will
also save your department capital funds through the use of our GIS, MicroPAVER- Tablet
technologies. Our project staff can be relied upon to provide outstanding service to the City
because we will provide:
❖ A project team has an outstanding track record working with PMP and GIS within public
agencies. As Project Manager, I bring my knowledge of working with over 70 cities (25 in
Los Angeles County) in the past ten years, all within Southern California, specifically on
pavement management projects. These projects range from turn-key implementation projects
to PMP training and GIS Intranet integration. As Project Manager, my goal is not just to
meet the requirements of this project but establish a living document (pavement CIP) that will
be used throughout the term of the CIP as well as implement achievable long -term
infrastructure management goals in coordination with LACMTA (Metro) deadlines and
compliancy.
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❖ Cost effective management methodologies, from the project kickoff through final reporting,
gained through our Project Manager's experience of using GIS and Tablet technologies; our
Principal, 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, and Utilities
Director for numerous public agencies and brings a tremendous amount of relative pavement
management knowledge to this project.
As a team we bring extensive knowledge of pavement materials and applications,
MicroPAVER use, data conversion and training through our management of over 70
pavement projects to the City; which will be essential in assisting in developing the long -term
management of the CIP.
❖ A detailed scope that will provide value -added services through cost effective
management. Our scope of work not only addresses the City's objectives, but also provides
the City with:
• Common - sense, accurate survey analysis, PMP -GIS mapping, and program stewardship
• An updated pavement network Pavement Condition Index (PCI) status for all streets
using recent inspections, work history elements and deterioration models thus reducing
project costs
• Current and future performance of the City's pavement network and each individual
street section represented through GIS and tabular information and applications
By selecting Bucknam & Associates, the City of El Segundo will 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. We have already scheduled time for
your project and eagerly await our kick -off meeting with City staff and you. Mr. Peter Bucknam
will represent our firm for this project and can be contacted at 949 - 363 -6461 (work) 714 -501-
1024 (cell) or email at peterAbucknam.net.
Respectfully submitted,
Bucknam & Associates
A � �
Peter J. Bucknam
Director of Infrastructure Management -GIS
Vice President
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Scope of Work
Project Understanding
As the City of El Segundo's infrastructure matures, the City's staff is striving to update the City's
Pavement Management Program (PMP) through cost effective citywide condition surveys,
proactive management and LACMTA (Metro) compliance. Through our staffs long - standing
relationship with the City and its pavement management program we will prepare an updated
2009 PMP that will not only build upon the extensive pavement data within MicroPAVER but
will develop an updated budgetary capital improvement program today's issue's and long -term
goals.
The City requires a team that will not only resurvey the pavement network using cost - conscious
methodologies but will assist in the creation of a comprehensive program that includes
educational training, operational manuals, stewardship, GIS links, and the knowledge of the inner
workings of MicroPAVER.
As the City looks to improve upon the usability of the MicroPAVER software, our team brings
the experience of over 65 pavement management projects in Southern California to the City (over
43 of these projects are managed through MicroPAVER).
Through our extensive project experience we will address the City's primary goals of-
Updating the City's Army Corps of Engineers MicroPAVER database;
• Surveying 30 Arterial & Collector centerline miles of pavement;
• Generating 2009 Pavement Condition Index (PCI) ratings for each segment;
• Establishing solid recommendations for current / future maintenance needs; and
• Will assist the City through any upcoming LACMTA compliance
Pavement management does not require a daily or monthly task driven project schedule once the
system is in place, furthermore, for any data management program to succeed you need staff
understanding and motivation. We will work closely with Public Works staff to steward and
implement a solid, useable pavement management program that can be updated on a biannual
basis through inspections and reporting preformed by City staff and/or through our technical
services.
With a completed survey, our team will work with you to establish a pavement management
program that provides specific, manageable pavement segments, detailed maintenance schedules
of needed repairs and cost conscious maintenance recommendations that will be used in preparing
budget estimates required to complete the scheduled work for fiscal year 2009 and beyond.
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Scope of Work
Project Approach
The City of El Segundo has recognized the need to continually improve the approach used for
managing its pavement network. The City is currently using MicroPAVER software to manage
pavement data that has been collected over the past seven years.
Our Project Manager, Mr. Peter Bucknam has worked with over 8 pavement management
software's, including CarteGraph, MTC, MicroPAVER, PASER, ICON, GBA Master Series, and
ITX Stanley throughout Southern California. Mr. Bucknam is a team builder; he will build strong
and frequent communication between Public Works, Maintenance and GIS staff to ensure project
success and achievable long -term management goals for the City's Pavement Management
Program.
We are confident that we can meet the City's projected timeline to complete this project. Through
our knowledge and experience of pavement inspection and MicroPAVER software, we will
provide the City with an updated citywide pavement management program that will allow for not
only the evaluation of prior maintenance strategies, but make cost - effective pavement
management decisions that optimize the expenditure of street maintenance funds in today's
dollars and practices.
We have developed project objectives that will:
❖ Assess and develop common sense street network zones for survey scheduling
❖ Determine the pavement network PCI condition status for all streets using recent
inspections, work history events & deterioration models thus reducing project costs
❖ Enhance pavement rehabilitation /maintenance recommendations of each street segment
based on 2009 pavement conditions
❖ Train & provide MicroPAVER support services for City staff to establish in -house
stewardship for future PMP -GIS needs
Scope of Services
TASK 1: Project Kickoff — Meeting with City Staff
The success of a pavement management program truly resides in frequent communication and
timely scheduled data updates and for the City of El Segundo it will be essential to establish, up
front, the City's immediate pavement management priorities. Our team will set a Project Kickoff
meeting to further discuss and review in detail the expectations of the project, technical approach,
finalization of the scope of work and the review of schedule and budget.
The first key topics to be discussed will include the review and assessment of the existing
MicroPAVER pavement plan/data, survey areas based on recent maintenance work and
schedules, data quality and condition, current pavement procedures within Engineering, available
resources, historical expenditure levels, and desired service levels.
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Scope of Work
Through these discussions our project team will gain further understanding of the City's unique
needs and identify specific areas of concern that will need to be included as part of the pavement
management program.
Inventory & Review PMP and Street Network
The first step in conducting the pavement condition assessment will be to validate and confirm
the inventory segmentation criteria for the City's pavement network. This will be based on the
information obtained from the City and the existing database and act as an initial quality control
for standard street naming conventions. If any segmentation changes have occurred since the last
PMP update (street widening, length changes, etc.) our staff will incorporate these changes within
the database prior to survey.
Deliverable: Meeting minutes, project goals, action items, revised project schedule which
includes future project meetings and data updates.
TASK 2: Update Maintenance and Rehabilitation Activities
Based on the pavement maintenance that has been performed by in -house staff as well as
contractual maintenance, our staff will review all activities that have been performed since FY
2009. This data will be entered into the pavement management software to enhance the accuracy
and recommendations for the upcoming budgetary analysis and CIP reporting.
Deliverable: Project status letter indicating work completion and project schedule for
survey
TASK 3: Pavement Condition Survey
Once the pavement network to be surveyed has been verified, the inspection of approximately 30
centerline miles will be surveyed. 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 MicroPAVER & the Army Corp of Engineers sampling guidelines
while being flexible to current City practices. We use a mix of windshield and walking survey
based on the street conditions found. If the City has an available high- resolution aerial (approx.
3 "), we will use it to verify street measurements taken in 2006, this will greatly increase survey
times and project schedules. If no aerial is available, we will verify segment areas through the
City's GIS data and/or our quality control efforts in the field.
The survey will be performed by the Bucknam & Associates team that is experienced and trained
in pavement condition assessment and in using field data collection MicroPAVER- Tablet units.
Pavement distress data is collected in -hand, on our Tablets with the El Segundo MicroPAVER
database live. At the end of the day all data is transferred to our office for quality control and
management.
This functionality sets us apart from the competition where we are spending less man -hours
to enter the data using the Tablets, while in turn using those man -hour savings to enhance
the PMP -GIS link and/or generate a more detailed CIP.
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Scope of Work
Based on street conditions and/or traffic, our staff will measure specific or distinct distress types
in the field by hand. A listing of the field attribute data that is updated/verified during the survey
for the pavement management database is listed below:
1. Field Attribute Data (updated and /or verified)
❖ From/to, indicating the assigned limits of the section, street name, a street codification
(if it is existing)
❖ Street classification indicating function, such as local, arterial, or collector, # of lanes,
surface type
❖ PCI tracking of historical PCI from previous inspection records and current 2009 PCI
inspections
❖ Segment quantities, indicating the length, width, and total true area of the section
❖ Structural sections (if available from previous reports or City documents)
We welcome staff members from the City of El Segundo to join any portion of our survey
efforts. Condition data will be evaluated for all street segments and shall include the following
condition characteristics:
3. Condition Attributes for PCI Generation
❖ Pavement distresses by type of distress severity and area (e.g., alligator, block,
transverse, edge cracking, raveling, bleeding).
❖ Pavement Condition Index (PCI), taking into account the surface condition, level of
distress, ride, and drainage to provide an overall condition assessment. The numbering
system ranges between 0 -100, with 100 indicating new pavement.
We will collect data covering 19 AC and 19 PCC pavement distresses, extent, and severity of
distresses. Our staff will input all collected pavement data into the City's most current licensed
software (we will assist the City in obtaining the most recent version of the select software if the
City has not already done so). Using this software, all items listed above will be maintained by
our staff for the duration of this project. All data management will be performed in -house at our
Laguna Niguel office using the software's most recent version release. From there we will
coordinate with your staff to implement the new files within your information
services /communication network.
Our staff and surveyors will be responsible for organizing the work to minimize traffic disruption
on the City's street system. All work will be performed in accordance with OSHA standards, and
furthermore, our staff will inform City engineering and police staff when and where our teams
will be working within the week's period.
Quality Control, Status Meetings and Progress Reports
We will use a statistical sampling approach for measuring the quality of our field technician's
work. In this manner, 10 percent (3 miles) of the original surveys will be re- surveyed by a
different crew, supervised by a field supervisor, and the results will be compared to the original
surveys. The quality control process involves checking the field crews' work in a "blind study"
fashion. Quality control checks will be performed at the end of each work week during the
survey efforts. This will be done to ensure that all field personnel are properly categorizing the
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Scope of Work
distresses and that correct pavement quantities are established for all street segments. At the time
of surveying, our staff will perform several quality control tests within the pavement management
software using a sample set of El Segundo's street distress data. This will ensure that all system
and analysis settings as well as City recommendations and standards are programmed correctly.
As the project progresses, the database will be updated on a daily basis and evaluated for missing
data. If missing items are found, field personnel are notified and the data, if available, is
collected.
During the pavement condition survey, regular status meetings between Bucknam & Associates
and the City's Project Manager will be held to report on the status, schedule control, budgets,
issues, and quality control efforts. This is typically done with monthly meetings depending upon
the City's current workload. Any action items that arise from these meetings will be completed
and data collection/entry will continue. There will be a minimum of two meetings during the
project (kickoff, field, and status meetings)
Monthly progress memo's will be delivered to the City to update City management on the
progress of key scope tasks.
Section Distress and Treatment Report
Once inspections are completed, we will generate a draft Pavement Condition Index (PCI) Report
for City staff to review.
Upon completion of the pavement condition survey and City review of the draft PCI report, we
will prepare a report that documents the condition of all inventoried pavement segments. The
City and our staff will review these reports to ensure that all inventory data is correct and the
project is running smoothly.
Our staff will generate a Pavement Condition Report that will include:
❖ Network/street database
❖ PCI report
❖ Present status/condition
❖ Work history report
❖ GIS Maps presenting PCI finding by section
Deliverable: Project status letter (monthly), quality control schedule report (monthly), final
PCI report, GIS maps, distress types for each section, with appropriate treatment
recommendations (by section).
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Scope of Work
DEVELOP RECOMMENDED IMPROVEMENT PROGRAM (LACMTA)
TASK 4: Budgetary Analysis and Capital Improvement Reports
Following the acceptance of the Pavement Condition Report (PCI Report), various
repair /rehabilitation strategies will be discussed. We will assist the City in developing the most
cost - effective preventative maintenance, repair and rehabilitation strategies possible as well as,
optimize the City's Maintenance program. This will be accomplished by meeting with the City to
discuss and strategize on maintenance activities that would be applicable to the City.
Based on the City's slurry seal practices over the past 5 years we will conduct an analysis on the
condition and financial impact these practices have made to the residential and industrial pavement
sections in town. Based on our findings, we will present the results and recommendations to City
staff for consideration. This analysis will become an essential part of the Maintenance program
review.
We will establish a maintenance "decision tree" that will be used to generate pavement
recommendations that match current 2009 maintenance approaches. The pavement software will
generate a deterioration curve based on functional class (arterial, residential, industrial), age, etc;
we will model the pavement deterioration curves for each function class within our Final Report.
All changes to the City Maintenance program and practices will become an essential part of the
decision tree.
The strategies that are typically reviewed and included are rehabilitation and reconstruction (R &R),
localized maintenance, slurry seals, overlays, and reconstructions (based on the condition of the
"maintenance sections "), the expected improvement in pavement condition, the life -cycle extension
that would result and the unit costs for maintenance.
All maintenance practices /unit costs will be integrated into PMS and will be derived from the
review of the most recent construction bids for pavement rehabilitation and will account for
inflation when long -term projections are made through the program software.
All strategy assignments will be based on road class, PCI weighted average /range and type of
surface, which are adjustable within the program. The key factor here is to get the largest return-
on- investment (ROI) through developing a "decision tree" that addresses all pavement information
and is cost - conscience.
Additionally, our staff will review the 2006 El Segundo deterioration curves that have been
developed based on historical pavement conditions, surface type, and road class. The curves will
be modified based on local pavement conditions present at the time of the survey.
Our staff will also review and edit/establish Maintenance Slurry Seal zones that will allow the City
to proactively schedule localized maintenance efforts throughout the upcoming 10 -year CIP.
Deliverable: Project meeting minutes, summary report of maintenance and budget
approach used for Final Report
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Scope of Work
Pavement Improvement and Priority Listing Reports
Our Project Manager and Principal will work closely with City staff in defining repair and
rehabilitation strategies during each fiscal year (2009 - 2019). Once the repair /rehabilitation
strategies have been defined, the software will be used to identify the recommended maintenance
and rehabilitation projects for each street over a given period of time, which will cover a 10 -year
CIP schedule.
The recommended budget scenarios and needs will be identified on the basis of several criteria:
•**• Cost benefit of individual strategies
❖ Present pavement conditions for that given year
•�• Multiple budget scenarios (Unlimited Budget, Current budget, Recommended budget and
$0 Budget
❖ Accrued backlog levels and stabilization of maintenance backlog
❖ Future routine and major maintenance needs based on projected deterioration rates
•�• Future LACMTA and AHRP objectives and goals and improving citywide weighted PCI
average
❖ Desired levels of service and available resources
The primary emphasis of this task is to maximize the programming of street maintenance projects
using the most cost - effective strategies available and taking into account a life -cycle cost analysis
of each strategy recommended. This task will generate a minimum of three scenario's, a working
"current" budget based on current El Segundo pavement spending levels, a "recommended"
budget which will identify the capital expenditures needed to reach a given PCI level desired by
City management and a "zero" budget demonstrating a diminished funding allocation such as the
City being unable to fund maintenance for several fiscal years.
Our reporting doesn't simply take budget allocations into account, we enhance our analysis and
recommendations by reviewing previous work history efforts; we then project maintenance in a
way that is logistically and economically viable for both the Arterial program and the Residential
program.
A working "draft" Final Report will be generated for City staff to review. This report will
include an executive summary, the Pavement Condition Report as well as a summary of our
findings from generating the actual and proposed budget scenarios. It will also include:
❖ Priority listings (PCI's from 100 -0)
•�• Budget allocation percentage's based upon parameters such as cost - effectiveness vs.
repair for residential streets in poor condition.
•�• 10 -Year CIP identifying arterial and residential maintenance (per section)
❖ Recommendations /reports for neighborhood residential maintenance in "groupings" or
zones.
•: Executive Summary
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Scope of Work
Deliverable: Project meeting minutes, summary report of budget scenarios used for Final
Report
TASK 5: LACMTA Compliance and Reports
Based on the City staffs review and comments of the Draft Final Report we will deliver the Final
Report to the City which will be technically useful for staff reference and presented in a way that
is beneficial for elected officials. The Final Pavement Management Program Report will provide
a summary of the findings from the condition survey with the corresponding recommendations
for the implementation of the most cost - effective maintenance program each year (this report will
be suited for an audience of managers and council members). This report will assist the City in
complying with LACMTA (Metro).
The report will be prepared in a format that uses the information found in the computerized PMP
reports in conjunction with the information and analyses performed by our team. City staff will
supply a list of the projects that should be included in the study. The report will also provide the
City with information on:
❖ Current inventory and pavement conditions indices (PCI) shown in tabular for all road
classes and surface types (pavement condition report, priority listings)
Projected annual repair /rehabilitation programs for street maintenance, for each street, for a
10 -year period (forecast maintenance report) that demonstrates the largest return on
investment
❖ Strategies and recommendations for the City's Maintenance programs and procedures,
including a preventative maintenance schedule.
Priority projects that should be scheduled for immediate maintenance, based on user -
defined priorities and existing conditions
❖ Exhibits showing the current and proposed annual work to be performed based on the 7-
year CIP package
❖ A detailed breakdown of deferred maintenance (backlog) which will allow the City to
measure and understand its impact to current and future capital projects
Deliverable: We will submit three copies (one original) of the Draft Pavement
Management Program Report, in binder form, to be reviewed by the City. Three (3) copies
of the Final Pavement Management Program Report will be delivered to the City once all
comments and reviews are completed. Digital copies of the report will also be delivered for
the City convenience. Final pavement management database will be installed at City.
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Scope of Work
TASK 6: (Optional) Mapping and GIS Update
As the City continues to mature in its GIS development, programming and use, our understanding
of the GIS short-term and long -term goals will play a large part in implementing a successful
PMS -GIS link for this project.
We will support the City with GIS services that:
• Update the City's Pavement Management GIS theme that will include the following
information for a given pavement segment:
❖ PCI values for every section
❖ Work History identifications
❖ Functional classification maps
❖ Year of construction (if available from the City)
❖ Pavement areas, width, length and material type
Once the City has approved the Pavement Condition Report, our staff will complete the
development of all necessary pavement -GIS linkages. By using the unique ID's within the PMS
and the City's ArcIMS centerline ID's, we will create a one -to -one match for each pavement
section in the GIS. As new pavement inspections are completed and entered into the pavement
program, the link that we have established will show the most current inspection PCI's through
the City 's ArcIMS interface.
Deliverable: Complete GIS files /themes based on list above.
TASK 7: (Optional) Pavement Field & Software Training
With software use and pavement budget management being one of the top priorities for the City
of EL SEGUNDO Public Works department, we will provide City staff with the quality, certified
training and necessary skills needed to steward and maintain the PMP. Buckram & Associates
will provide City staff with all collected pavement/GIS data, as well as updated operation
manuals for both field data collection and software use. Based on the number of future users, our
staff will deliver as many copies as needed by City staff to facilitate the program. Peter
Bucknam, who is certified in the use of MicroPAVER, will conduct comprehensive multi -day
training sessions covering implementation, interfacing with the system, and editing/updating the
database. This is estimated to consist of a minimum of 12 hours of training.
Condition Survey Training & PMP Software Training
Bucknam & Associates will provide training in the field techniques used to inventory the
pavement conditions for this project. City staff will then have a clear understanding of how the
system is developed and data recorded. City staff will be versed in the proper procedures for data
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Scope of Work
collection, thereby ensuring the ability of the City to repeat the pavement survey on its own when
the need arises.
With the inclusion of key Bucknam & Associates technical staff fluent in pavement software,
PMP operations from the public /private sectors and implementation and development, a complete
step -by -step training schedule will be established for City staff. At the completion of the training,
the City will be able to update each individual portion of the dataset as work requests, schedules,
and record edits as needed. The training will include such items as:
❖ System operation overview
❖ Review the process flow of annual activities required to maintain the program
specific to the City of El Segundo
❖ Annual budget projection reports — PCI report generation
❖ Mock replication of annual PMP support activities (e.g., re- inventory office
procedures; updating of maintenance costs, strategy assignments, engineering data,
and deterioration curves; interpretation and utilization of management reports)
❖ Exhibit preparation
Deliverable: Training materials used in workshops, field survey forms
TASK 8: (Optional) On -Call Services
Pavement Management Program Support
Bucknam & Associates will provide annual support for a period of two years where we will
provide quality and accurate use of the in -house operation of MicroPAVER software. Once the
City has approved the Pavement Condition Index Report under this years work effort, this service
will become active. Our typical On -Call services include:
❖ Additional budget scenarios, general reporting, deterioration studies
❖ Additional visual inspections above the mileage amount indicated in Task 3
• Additional pavement management — GIS mapping
❖ Additional MicroPAVER training, operation use
Also, if requested, Bucknam & Associates will enter yearly pavement maintenance records into
the City's PMP system, 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.
With the combination of City and Bucknam & Associates staff working as a team, pavement
management knowledge, and defined project goals, the additional two years of support will be
essential to the continued success of this project. Any major tasks above and beyond those
mentioned herein will be considered a change in scope; our staff will negotiate additional tasks
with the City if the arise.
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Scope of Work
Proposed Fee
Task Items 1 through 5 can be accomplished on a time and materials not to exceed basis in
accordance with the standard hourly rate schedule. Tasks include:
1. Project Kickoff
2. Update Maintenance and Rehabilitation Activities
3. Pavement Condition Survey (approx. 30 miles)
4. Budgetary Analysis and Capital Improvement Reports
5. LACMTA Compliance and Reports
Our anticipated fee including labor and reimbursable expenses is projected to be $9,990 for a
three -month period.
Optional services (Tasks 6, 7 and 8) are not currently included within the base fee; if the City
wishes to activate this listed optional tasks we will negotiate a fee which in mutually agreed upon
by both parties.
Should the City desire to increase the service level above this amount or require other services not
described herein, a fee adjustment would be negotiated and mutually agreed upon by both
parities. Please note that we consider the level of work efforts described above and
compensation for same to be fully negotiable.
Thank you for considering our services, we look forward to providing consulting services to the
City on its pavement management program. Please call me if you have any questions in regard to
this proposal at (949) 363 -6461.
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