CONTRACT 4906 Professional Services Agreement CLOSEDAgreement No. 4906
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
BUCKNAM INFRASTRUCTURE GROUP, INC.
This AGREEMENT is entered into this 20th day of August, 2015, by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and
BUCKNAM INFRASTRUCTURE GROUP, 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 fifteen thousand, one hundred forty -four dollars ($15,144.00) 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 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„;..diL,.&.vL iL..th , ( --U'Y- Jias- no..app ri ted..sufficirmI
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 for Additional Work that would cause the total cost of this Agreement
to exceed $25,000 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:
i. 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
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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.
8. TERM. The term of this Agreement will be from September 1 st, 2015, to January 31St, 2016.
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 Exhibit; this Agreement supersedes
any conflicting provisions.
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
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.
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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
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.
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
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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,
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
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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
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:
Type 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
the most recent ISO -CGL Form. The amount of insurance set forth above will be
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Agreement No. 4906
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
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 Infrastructure Group, Inc.
3548 Seagate Way, Suite 230
Oceanside, CA 92056
Attention: Peter Bucknam, President
Agreement No. 4906
If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA
Attention: Stephanie Katsouleas, P.E.
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
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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 understandings, terms or other agreements
expressed or implied, oral or written. There is One (1) Attachment to this Agreement. This
Agreement will bind and inure to the benefit of the parties 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.
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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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Agreement No. 4906
IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and
year first hereinabove written.
ATTEST,
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C i y C ierk,
API)IMED AS TO FORM:
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Insurance Reviewed By��
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BUCKNAM INFRASTRUCTURE
GROUP, INC.
P
e ' ucknam, President
Taxpayer M No.
Agreement No. 4906
Exhibit A
May 22, 2015
Mrs. Stephanie Katsouleas, P.E.
Director of Public Works
CITY OF EL SEGUNDO
350 Main Street
El Segundo, CA 90245
Subject: Proposal for Pavement Management Program Update — 2015
_.. .........._._ . ..........................._.._
StepNriu........ ............................... �......... _ _ �.......... �.�..._..............
It is our pleasure to submit our proposal to assist the City of El Segundo in continuing the
proactive management of your Pavement Management Program (PMP). With the City seeking
to move toward stronger infrastructure management methodologies through advanced
pavement inspections, MicroPAVER use, Capital Improvement reporting (CIP), LACMTA (METRO)
compliance and GIS development, Bucknam Infrastructure Group, Inc. has identified a proactive
and cost efficient method to assist the City in updating your PMP. Our team will focus our high -
end pavement management knowledge, extensive Los Angeles County- Southern California
experience and GIS /GPS technologies to optimize the City's maintenance dollars by
implementing a manageable and reliable PMP methodology.
Our project staff can be relied upon to provide outstanding service to the City because we will
provide:
❖ Relevant and accurate PMP services based on our ongoing work with the Los Angeles
County local agencies (Bucknam has assisted sixteen (16) LA agencies comply with
METRO in the past year)
s Local -Los Angeles County knowledge and experience gained through our management
of 70 local agency PMP's within Southern California; Mr. Peter Bucknam is currently
serving as PMP Project Manager for numerous local agencies in the Los Angeles area
(i.e. Rancho Palos Verdes, Compton, Pico Rivera, Palmdale, Alhambra, Hermosa Beach,
Culver City, Diamond Bar, La Habra Heights, Arcadia, Rosemead, El Segundo, Lomita,
Sierra Madre, South Pasadena, Bellflower) and he has personally managed over 200
PMP projects over the past sixteen years
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, project planning and maintenance zone development
BUCKNAM INFRASTRUCTURE GROUP, INC.
3516 :ea,ate'Nay. 5uite230 Oiean; Ide, rR 5265E
T, 750,216,6529 F, 760- .216.5545 1'. � ,.bu knam t
Agreement No. 4906
Cost effective management methodologies, from the project kickoff through final
reporting, gained through our Project Manager's experience and use of GIS tablet -based
/ digital roadway imaging surveys
❖ Professional Engineering experience through our Principal /Lead Engineer, 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 and brings a tremendous amount of
relative pavement management knowledge to this project.
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As P
Pr etITManagr'ITrrrmamlmmITis m notust to meet themmmquirements of thismmrotmmmbut establish.. a ...... ..............................� ......
living document (Arterial & Local pavement CIP / 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.
By selecting Bucknam Infrastructure Group, Inc., 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.
Respectfully submitted,
Bucknam Infrastructure Group, Inc.
Peter J. Bucknam
Project Manager/ President
Agreement No. 4906
_ ..._._....._._ ................ ....� -1 -f � r i ............... ............................... ...._._.. ............................... .......... _. ........... _ ._ . .._ .
The first step in implementing a successful pavement management program truly
resides in frequent communication and timely scheduled data updates. For the City of El
Segundo it will be essential to establish, up front, the Public Works /Maintenance
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, Los
Angeles County Metropolitan Transportation Authority (METRO) compliance,
finalization of the scope of work and the review of schedule.
This effort will build consensus between the Street Maintenance and Engineering
departments as well as build a stronger ARTERIAL maintenance program.
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 . i Quality
Status Meetings and Progress Reports
• Minimum of two meetings during the project (kickoff, and status meetings)
• Field review meetings
• Monthly progress status reports will be delivered to City project manager
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 (3 miles) of the original 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.
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7,'roject Understanding Scope of Work f4
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. 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.
Client is l
TASK ® 1: Project Deliverables
Shown throughout our Scope of Work, each Task is summarized with project
deliverables. 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: Work Flow/ Project Scheduk-
See key milestone dates from the project schedule below (See project schedule on Page 12):
• Project Kickoff — September 1, 2015
• Survey Completion —October 23, 2015
• Delivery of draft PMP — November 3, 2015
• City comments returned to Consultant — November 10, 2015
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Agreement No. 4906
o El Segundo CIP data /Final Report, reporting and revenue projections will be
submitted by November, 2015
a Implementation of MicroPAVER— Any time after acceptance of Final PMP
o If the City has purchased MicroPAVER, MicroPAVER database will be delivered
o All pavement and GIS data pertinent to the project deliverables will be
submitted with the Final PMP report, November 2015
,r ,,w;, (Major Tasks)
TASK isUpdate f a ,. and Rehabilitation Activities
Deliverable: Citywide Work History Report
i r I*
Once the pavement segmentation has been assessed and
verified, the inspection of approximately 30 centerline miles will
be performed (Arterials). Our survey will ensure that all Master
Plan of Arterial Hiehways (MPAH) routes are surveved for
METRO compliance,
Our survey methodologies will include the following approach
based on the City's cost and benefit analysis:
1. Windshield based MicroPAVER survey (performed on
Tablets live in the field); our staff will establish all
inspection sample locations for survey based on
MicroPAVER guidelines.
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.
Through our windshield surveys, we use a mixture of windshield and wall <in surveys based on
the functional classification of the roadway and the street conditions found.
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Agreement No. 4906
'61roject Understanding • • ' • •e0t
.,
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. Our Tablet methodology sets us
apart from the competition since we are using a paper -less inventory process to enter data;
_._........... ........... .................... ..bi...ir_t; ertes co t auaags.. .... ...............................
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:
• From /to, indicating the assigned limits of the section, sample test areas, street
name, a street codification (arranged west to east and south to north)
• Street ranking indicating arterial, collector, # of lanes, surface type
• Historical PCI tracking from previous inspections and 2015 PCI inspections
• Segment quantities, indicating the length, width, and total true area of the section
• Pavement distresses compliant with MicroPAVER (i.e. alligator cracking, block
cracking, rutting, long /trans cracking, weathering, etc.
2. 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); per segment, per grid zone, and citywide
Other known or found environmental issues (standing water, site condition, etc.)
We welcome staff members from the City of El Segundo to join our surveys. All pavement data
will be entered into the City's most current licensed MicroPAVER software (version 6.5). If the
City does not want to purchase MicroPAVER, Bucknam will maintain the database at our offices.
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 Laguna Niguel office. At the completion of the
project, the MicroPAVER database will be placed within your information
services /communication network.
3. Section Distress and PCI Reporting
Once inspections are completed, we will generate a draft Pavement Condition Index (PCI)
Report for City staff to review. This report will also include a PCI variance analysis to ensure that
PCI findings larger than +/- 15 PCI points can be explained. The City and our staff will review
these reports to ensure that all inventory data is correct and the project is running smoothly.
Deliverable: Citywide draft PCI report
1 -4
Agreement No. 4906
We 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 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
.............. .. 201 2'2mair�tenance programs..:......... ...........�.�. ...._ .............. ...._......- .. ....... �.....�...
We will establish a maintenance "decision tree" that will be used to generate pavement
recommendations that match current 2015 maintenance approaches. This will be accomplished
by assessing /updating the unique and individual deterioration curves within MicroPAVER based on
functional class (i.e. arterial, collector) and age.
Our staff will review the El Segundo's deterioration curves that have been developed based on
historical pavement condition, inspection, surface type, and road class. The curves will be
modified based on 2015 pavement conditions. The strategies that are typically reviewed are
rehabilitation and reconstruction (R &R), localized maintenance, slurry seals, and various overlay
types, 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 MicroPAVER 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.
Our Project Manager and Principal will work closely with City in defining repair and
rehabilitation strategies during each fiscal year and within each tract /area defined by the City.
Once the repair /rehabilitation strategies have been defined, the identification of a five year
Forecasted Maintenance schedule will be generated.
The recommended budget scenarios will be identified on the basis of several criteria:
• Present pavement conditions; Desired levels of service and available resources
• Scheduling with the City's maintenance in conjunction with other capital projects
(water, sewer, etc.)
• Accrued backlog levels and stabilization of maintenance backlog
• Future routine maintenance needs based on projected deterioration rates
• Future METRO objectives and improving citywide weighted PCI
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. A working "draft" Final Report will be generated for City staff to review.
The Draft and Final PMP report will include:
1 -5
Agreement No. 4906
We will deliver the Final 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 METRO. 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 also 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 Forecast Maintenance Reports) that show the largest return on investment
and acceptable levels of service
• Modeling and comparison of budget scenarios typically include:
• Maintenance required to complete all streets within 5 -years
• Current / Actual budget projection (citywide approach)
5 -year CIP projection budget for METRO submittal requirements
Strategies and recommendations for the City's AHRP, Prop. C, Measure R and
maintenance programs and procedures, including a preventative maintenance
schedule
Supporting documentation required by METRO
■ 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: Three (3) 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 three (3) CD copies of the Final PMP database and will install it
at the City.
1 -6
Agreement No. 4906
Once the City has approved the Pavement Condition Report, we will develop the necessary
MicroPAVER -GIS linkages. By using the unique ID's within the PMP and the City's GIS street
segment ID's, we will create a one -to -one match for each pavement section in the GIS. As new
m_. . ...................... ............. —pi -! Pn a_i� � � 8 _..e !f teIT...en. ere(;[ ig jhe I iM.E mmth link h w Ir v±, c�°e t L will ._. ..... _..... �. _......
display the most current PMP data through the City's GIS.
The maps described below will be incorporated into the City's Final PMP report:
® ®® PCI values for every section
Work History identifications
® ®® 5 -yr Arterial / Residential Rehabilitation and Slurry Seal Programs
+ Functional classification maps
Our staff will upload all PMP data to the dedicated GIS layer and import the necessary GIS files
into the City's GIS enterprise. A demonstration of the layers use, applications and reporting will
be shown to the City.
Deliverable: Complete GIS files /themes based on list above (shapefiles).
Optional Tasks
TASK 5. 1 Pavement Field & Software Training
We will provide City staff with the quality, certified training and necessary skills needed to
steward and maintain the PMP. This will include operation manuals for both field data
collection and software use. Peter Bucknam, who is certified in the use of MicroPAVER, will
conduct comprehensive multi -day training sessions covering segmentation management,
reporting, and editing /updating the database. This is estimated to consist of a minimum of 8
hours of training. There is no minimum or maximum amount of people that can be trained
under this methodology.
Bucknam will provide training in the AC and PCC pavement field survey techniques. Engineering,
Street Maintenance and GIS staff will have a clear understanding of how the system is
developed and data recorded. City staff will be versed in the proper procedures for field data
collection, thereby ensuring the ability of the City to repeat the pavement survey on its own
when the need arises.
At the completion of the training, the City will be able to update each individual portions of the
dataset as maintenance and future inspection are completed. The training will include:
1 -7
Agreement No. 4906
Project Understanding / Scope of Work
�4
- *e General MicroPAVER use
e.+ Annual data entry needs, reporting requests and deterioration modeling
-tl- Annual budget projection reports — PCI report generation
Update of maintenance costs, strategy assignments, engineering data, and
deterioration curves; interpretation and utilization of management reports)
Querying, managing and plotting from PMP —GIS mapping
Deliverable: Training materials used in workshops, field survey forms
Pavement Management Program Support
Bucknam 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
**N Additional visual inspections above the mileage amount indicated in Task 4.1
!! Additional pavement management — GIS mapping
Additional MicroPAVER training, operation use
AN. GIS Enterprise assessment, management, implementation
The agreement will to include the provision of onsite and telephone support for the City staff.
Bucknam has performed numerous digital roadway
imaging survey throughout Southern Califnornia over
the past ten years. Based on the City's infrastructure /
GIS data collection priorities we have performed digital
imaging surveys for local agencies that complament
our pavement inspections. Our services are a proactive
and cost efficient GPS survey methodology that will
allow for the collection of numerous GPS locations
using "one" set of digital imagery (e.g. five citywide
infrastructure surveys for the cost of one).
Beyond the pavement survey capabilities, the City will be able to collect other infrastructure
assets in the future such as signs, driveways, catch basins and other ROW features; a
tremendous costs savings that could reach $200,000 over the next 3 years.
1 -8
Agreement No. 4906
With verification of street segmentation, the inspection of approximately 30 centerline miles
will be surveyed (or citywide). MicroPAVER - Army Corp of Engineers AC and PCC distress types
will be collected based upon actual surface conditions and physical characteristics of the
segment while being flexible to current City practices.
Our automated digital imaging allows technician to collect the following:
_... . ............ .. ... .. ... . . .............................A• -C,0ntirua .. ............................... � ..........
surveys at every 8 meters /25 feet intervals)
• Surface roughness ratings (IRI)
• Rutting depth (full width of lane or street)
• Imaging captures 100% of each pavement segment (not just one lane)
• Data transfers seamlessly to MicroPAVER
• Optional Ground Penetrating Radar (GPR) for arterials and collectors
• 2mm pixel images allows for centimeter horizontal and vertical accuracy
The first survey process will involve the mobile GPS vehicle taking approximately two - week's
time to survey the El Segundo's street network; additionally, the vehicles drive the posted speed
limits. The images that are collected are taken by using Sony digital stereographic cameras (6
cameras) positioned on the vehicle.
The images have a resolution of 2450 x 2000 and are geo- referenced by means of inertial GPS
equipment contained within the van; images are taken every 4 to 6 meters, 15 ft intervals.
All pavement GIS data
associated with each
pavement section will be
entered into the City's
working infrastructure and
GIS software.
1 -9
Agreement No. 4906
1-toject Understanding Scope of Work
GIS layering for:
• Sign Inventory (MUTO]compliant)
• Catch Basins
• Sewer and Storm Drain manholes
• Five Hydrants
• Sidewalk Curb Markings
• Street Striping, Legends, Crosswalks
• Street Lighting
• Pavement roughness and rutting
• Pavement Management surveys (based on County requirements)
Agreement No. 4906
Project Understanding / Scope of Work
r
Proposed Fee
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 including labor
and reimbursable expenses is projected to be $15,144 for a three -month period. 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. We have included our fee schedule below for the City
consideration.
Additional services outside ofthis contractwill benegotiated with the City where we will usethe Standard Hourly Rate Schedule
1 -11
Description Pivincilryall
Project AssGstant
Fueled
Adnnon
Total by
Manager Planner
T hM0an(sl
Task
2015 Base Fee $250 /hr
$175/hr $135/hr
$ 86 1hr
$75 /hr
Task i
Project Implementation
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Proled Schedule
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2 2
620
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Task 1
update Maintenance and RehabaritabDn Activities
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2015 Total Base Fee 1 $ 250
...... ............ ...
$ 5,610 $ 2,750
.. .
$ 4,720
$ 150
$1$,144
Optional Tasks
Task S iry
PaveMen t Meldw$x Sot areTraanan�
Task 5: 3_, .
2kn CalV Sernauce.. �Anpyl!) ....,....
Task 5 3
Automated I altal Roadway IMal n, 09 rnlle$)
,.
Additional services outside ofthis contractwill benegotiated with the City where we will usethe Standard Hourly Rate Schedule
1 -11
Agreement No. 4906
Project Understanding / Scope of Work
Proiect Schedule
BASE SCOPE OF WORK
1 Prouinl: finiphnnnentaflon
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�Pir ql g id GPS 4p� e
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OPTIONAL SERVICES
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1-12