For City Council Meeting [November 15, 2022]
TO: Honorable Mayor and City Council
APPROVAL: Marcus Fuller, City Manager
FROM: Alberto Paiva, P.E., Director of Engineering Services/City Engineer
Title
Request City Council to: (1) Approve a Second Amendment to the Professional Services Agreement with Bucknam Infrastructure Group, Inc. for additional scope related to Pavement Management Program Consulting Services in the amount of $89,302, and (2) Authorize the City Manager to Execute All Documents.
Body
BACKGROUND:
In 2007, the City began utilizing a Pavement Management Program (PMP) to assist staff in evaluating and maintaining the City’s street pavement. The PMP provides a systematic method for inspecting and rating pavement conditions of the City’s roadways. The program provides a cost-effective analysis of various pavement maintenance and rehabilitation strategies, and prioritizes and recommends pavement rehabilitation and maintenance to maximize results within available budget amounts.
The PMP consists of two basic components:
1. A comprehensive database, containing current and historical roadway information, covering pavement conditions, pavement structure, etc.; and
2. A set of tools that:
a. Determines existing pavement conditions and projects future conditions;
b. Forecasts financial budgets needed to achieve the City’s pavement management goals; and
c. Identifies and prioritizes pavement preservation projects to maximize financial efficiencies and address pavement maintenance needs with a hierarchal ranking.
The City retained Advanced Infrastructure Management, Inc. (AIM) to start the PMP. AIM inspected all paved City streets and alleyways, developed an approach to provide a comprehensive City-wide inventory, and identified cost-effective pavement maintenance and rehabilitation strategies. Between 2007 and 2013, the City completed overlay projects on approximately 15 miles of streets, slurry sealed more than 1/3 of the City’s streets, widened streets in several locations, and added several roadways to the City’s jurisdictional control, via annexations, from the state and/or county roadway inventory.
Additionally, in 2013, the City retained Harris and Associates (Harris) to continue the PMP work initiated by AIM. Harris conducted similar analysis and projection activities, developed an approach to provide a comprehensive citywide inventory, and identified cost-effective pavement maintenance and rehabilitation strategies. Since 2013, the City has completed overlay projects on approximately 7 miles of arterial streets, applied preventative maintenance measures (slurry seal or similar treatment) on more than 99 miles of the City’s streets, widened streets approximately 2.5 miles of roadways within the City’s jurisdictional control.
The contract with Harris expired and on January 08, 2019, the City of Rialto approved a Professional Services Agreement with Bucknam Infrastructure Group, Inc. (Bucknam), for Pavement Management Program Consulting Services in the Total Amount of $138,575 over a Three-Year Term, subject to two additional one-year extensions.
On September 8, 2022, the City Manager approved a first amendment with Bucknam Infrastructure Group, Inc. to initiate the Fiscal Year 2022/2023 pavement management program. The pavement management program must be updated and reassessed every few years to adequately prioritize the rehabilitation of the City’s roadway system. The program will be used as a tool to implement a plan to consider immediate and long-term needs, and to promote transparency in the decision-making process involving the selection and utilization of street improvement funds throughout the city.
ANALYSIS/DISCUSSION:
Staff recommends that the City Council approve a second amendment to the PSA with Bucknam Infrastructure Group, Inc. to establish a sidewalk management program as an extension to Bucknam’s current Pavement Management Program (PMP) Services.
The sidewalk program will establish an organized schedule for annual inspection, inventory, and maintenance. This scope will include completing asset management databases with GIS locating for sidewalk and curb and gutter. Areas with missing sidewalk and new sidewalk locations will be added to the database. These GIS databases will improve and add to the City’s GIS system.
The proposed second amendment to the Professional Services Agreement and Disclosure Form are included as Attachment 1 & 2.
ENVIRONMENTAL IMPACT:
The requested City Council action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
Approval of this action also complies with the following City of Rialto General Plan Goals and Policies:
Goal 4-1: Provide transportation improvements to reduce traffic congestion associated with regional and local trip increases
Policy 4-1.1:Establish and maintain standards for a variety of street classifications to serve both local and regional traffic, including Major Arterial Highways, Major Arterial Highways, Major Arterials, Secondary Arterials, Collector Streets, and Local Streets.
LEGAL REVIEW:
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT:
Operating Budget Impact
The proposed action will make PMP recommendations that will, on a project by project basis, affect the Operating Budget on an annual ongoing basis. This action will also lead to a reduction in future maintenance and repair work within the overall system, through the implementation of the planned maintenance and repair work.
Funds are budgeted and available within the 2022/2023 Fiscal Year budget in Measure I Fund Account No. 201-500-4310-2011-230809-01, in the amount of $200,000 for Pavement Management System Program, Project No. 230809.
Capital Improvement Budget Impact
Annual capital improvements will be determined each Fiscal Year, going forward, and will recommend a mixture of repair and maintenance work for the City’s roadway system. Proposed capital projects will be subject to City Council approval as budgeted funds become available, following recommendations determined through the PMP update.
Licensing
A City Business tax fee in the amount of $154.00 will be paid by Bucknam prior to issuance of the Notice to Proceed. Bucknam will obtain a Rialto Business license prior to issuance of the project Notice to Proceed.
RECOMMENDATION:
Staff recommends that the City Council:
• Approve a Second Amendment to the Professional Services Agreement with Bucknam Infrastructure Group, Inc. for additional scope related to Pavement Management Program Consulting Services in the amount of $89,302.
• Authorize the City Manager to Execute All Documents.