HomeMy WebLinkAboutC-3131 - City-Wide Pavement Management ProgramCONSULTANT AGREEMENT
CITYWIDE PAVEMENT MANAGEMENT PROGRAM
CONTRACT NO. 3131
THIS AGREEMENT, entered into this,��day of -J- 46Y14422) , 1997, by and
between CITY OF NEWPORT BEACH , a Municipal Corporation (hereinafter referred to
as "City "), and Berryman & Henigar whose address is 2001 East First Street, Santa Ana,
CA 92705, (hereinafter referred to as "Consultant'), is made with reference to the
following:
RECITALS
A. City is a Municipal Corporation duly organized and validly existing
under the laws of the State of California with the power to carry on its business as it is
now being conducted under the statutes of the State of California and the Charter of the
City.
B. The principal member of Consultant is K. Dennis Klingelhofer, P.E.
C. City desires to engage Consultant to provide professional services
for the development of a Citywide Pavement Management Program upon the terms and
conditions contained in this Agreement.
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NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
The Term of this Agreement shall commence on the 24th day of February, 1997,
and shall terminate on the 31st day of December, 1997, unless terminated earlier as set
forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall perform the tasks set forth in Exhibit "A ", attached hereto and
incorporated herein by this reference.
3. COMPENSATION TO CONSULTANT
Consultant shall be compensated for services performed pursuant to this
Agreement in the amount and manner set forth in Exhibit "B ", attached hereto and
incorporated herein by this reference. The maximum fee shall not exceed $77,814.
4. STANDARD OF CARE
All of the work shall be performed by Consultant or under Consultant's supervision.
Consultant represents that it possesses the professional and technical personnel
required to perform the services required by this Agreement and that it will perform all
services in a manner commensurate with the community professional standards. All
services shall be performed by qualified and experienced personnel who are not
employed by City nor have any contractual relationship with City. The Consultant shall be
responsible to City for any errors or omissions in the execution of this Agreement.
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Consultant represents and warrants to City that it has or shall obtain all licenses, permits,
qualifications and approvals required of its profession. Consultant further represents and
warrants that it shall keep in effect all such licenses, permits and other approvals during
the term of this Agreement.
5. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not
an employee of the City. The manner and means of conducting the work are under the
control of Consultant, except to the extent they are limited by statute, rule or regulation
and the express terms of this Agreement. No civil service status or other right of
employment with City will be acquired by virtue of Consultant's services. None of the
benefits provided by City to its employees, including, but not limited to, unemployment
insurance, worker's compensation plans, vacation and sick leave, are available from City
to Consultant, its employees or agent. Deductions shall not be made for any state or
federal taxes, FICA payments, PERS payments or other purposes normally associated
with an employer - employee relationship from any fees due Consultant. Payments of the
above items, if required, are the responsibility of Consultant.
6. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator, and any other agencies which may have jurisdiction or interest in
the work to be performed. City agrees to cooperate with the Consultant on the project.
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7. PROJECT MANAGER
The Consultant shall assign the project to a Project Manager, who shall coordinate
all phases of the project. This Project Manager shall be available to the City at all times.
The Consultant has designated Dennis A. Anderson to be its Project Manager.
8. TIME OF PERFORMANCE
The taskW to be performed by Consultant shall be in accordance with the
schedule specified in Exhibit "A ". Consultant shall receive no additional compensation if
completion of its obligation under this Agreement requires a time greater than as set forth
herein, unless such extension is caused solely by the conduct of the City. Each party
hereby agrees to provide timely notice to the other of any violation occurring under this
Section and the cause thereof.
9. CITY POLICY
Consultant will discuss and review all matters relating to policy and project
direction with the Project Administrator in advance of all critical decision points in order to
ensure that the project proceeds in a manner consistent with City goals and policies.
10. CONFORMANCE TO APPLICABLE REQUIREMENT
All work prepared by Consultant shall conform to applicable city, county, state and
federal requirements and be subject to approval of the Project Administrator and City
Council.
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11. PROGRESS
Consultant is responsible to keep the Project Administrator and /or his /her duly
authorized designee informed on a regular basis regarding the status and progress of the
work, activities performed and planned, and any meetings that have been scheduled or
are desired.
12. HOLD HARMLESS
Consultant agrees to indemnify, defend, save and hold harmless City, its City
Council, boards and commissions, officers and employees from and against any and all
loss, damages, liability, claims, suites, costs and expenses for damages of any nature
whatsoever, including, but not limited to, bodily injury, death, personal injury, property
damages, attorneys fees and court costs arising from any and all negligent actions of
Consultant, its employees, agents or subcontracts in the performance of services or work
conducted or performed pursuant to this Agreement.
Consultant shall indemnify and hold harmless City, its City Council, boards and
commissions, officers and employees from and against any and all loss, damages,
liability, claims, suits, costs and expenses whatsoever, including reasonable attorneys'
fees, accruing or resulting to any and all persons, firms or corporations furnishing or
supplying work, services, materials, equipment or supplies arising from or in any manner
connected to the Consultant's negligent performance of services or work conducted or
performed pursuant to this Agreement.
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13. INSURANCE
Without limiting consultant's indemnification of City, Consultant shall obtain and
provide and maintain at its own expense during the term of this Agreement policy or
policies of liability insurance of the type and amounts described below and satisfactory to
the City. Such policies shall be signed by a person authorized by that insurer to bind
coverage on its behalf and must be filed with the City prior to exercising any right or
performing any work pursuant to this Agreement. All insurance policies, with the
exception of Professional Errors and Omissions, shall add as additional insured the City,
its elected officials, officers and employees for all liability arising from Consultant's
services as described herein.
Prior to the commencement of any services hereunder, Consultant shall provide to
city certificates of insurance from an insurance company certified to do business in the
State of California, with original endorsements, and copies of policies, if requested by
City, of the following insurance, with Best's Class A7 or better carriers; unless otherwise
approved by the City Risk Manager:
A. Worker's compensation insurance covering all employees and
principals of the Consultant, per the laws of the State of California;
B. Commercial general liability insurance covering third party liability
risks, including without limitation, contractual liability, in a minimum amount of $1 million
combined single limit per occurrence for bodily injury, personal injury and property
damage. If commercial general liability insurance or other form with a general aggregate
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is used, either the general aggregate shall apply separately to this project, or the general
aggregate limit shall be twice the occurrence limit;
C. Commercial auto liability and property insurance covering any owned
and rented vehicles of Consultant in a minimum amount of $1 million combined single
limit per accident for bodily injury and property damage.
D. Professional errors and omissions insurance which covers the
services to be performed in connection with this Agreement in the minimum amount of
One Million Dollars ($1,000,000.00).
Said policy or policies shall be endorsed to state that coverage shall not be
suspended, voided nor canceled by either party, or reduced in coverage or in limits
except after thirty (30) days' prior notice has been given in writing to City. Consultant
shall give to City prompt and timely notice of claim made or suit instituted arising out of
Consultant's operation hereunder. Consultant shall also procure and maintain, at its own
cost and expense, any additional kinds of insurance, which in its own judgment may be
necessary for its proper protection and prosecution of the work.
Consultant agrees that in the event of loss due to any of the perils for which it has
agreed to provide comprehensive general and automotive liability insurance, that
Consultant shall look solely to its insurance for recovery. Consultant hereby grants to
City, on behalf of any insurer providing comprehensive general and automotive liability
insurance to either Consultant or City with respect to the services of Consultant herein, a
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waiver of any right of subrogation which any such insurer of said Consultant may acquire
against City by virtue of the payment of any loss under such insurance.
14. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
any interest in this Agreement, directly or indirectly, by operation of law or otherwise
without prior written consent of City. Any attempt to do so without consent of City shall be
null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no
right or interest by reason of an attempted assignment, hypothecation or transfer.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or cotenant if Consultant is a partnership or joint venture or
syndicate or cotenancy, which shall result in changing the control of Consultant, shall be
construed as an assignment of this Agreement. Control means fifty percent (50 %) or
more of the voting power, or twenty -five percent (25 %) or more of the assets of the
corporation, partnership or joint venture.
15. REPORTS
Each and every report, draft, work product, map, record and other document
reproduces, prepared or caused to be prepared by Consultant pursuant to or in
connection with this Agreement shall be the exclusive property of City.
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No report, information or other data given to or prepared or assembled by
Consultant pursuant to this Agreement shall be made available to any individual or
organization by Consultant without prior approval by City.
Consultant shall, at such time and in such forms as City may require, furnish
reports concerning the status of services required under this Agreement.
16. CONFIDENTIALITY
The information which results from the services in this Agreement is to be kept
confidential unless the release of information is authorized by the City.
17. CITY'S RESPONSIBILITIES
City shall furnish to Consultant base, maps, existing studies, ordinances, data and
other existing information as shall be requested by Consultant and materials in City's
possession necessary for Consultant to complete the work contemplated by this
Agreement. City further agrees to provide all such materials in a timely manner so as not
to cause delays in Consultant's work schedule.
18. ADMINISTRATION
This Agreement will be administered by the Public Works Department. The Public
Works Director or his /her designees shall be considered the Project Administrator and
shall have the authority act for the City under this Agreement. The Project Administrator
or his /her authorized representative shall represent the City in all matters pertaining to the
services to be rendered pursuant to this Agreement.
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19. EXTRA WORK
Consultant shall receive compensation for extra work authorized by City in
accordance with the schedule of billing rates set forth in Exhibit "B." All extra work must
be authorized in writing by the Project Administrator and Consultant shall not be entitled
to extra compensation without authorization.
20. RECORDS
Consultant shall keep records and invoices in connection with its work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement. All such records shall be
clearly identifiable. Consultant shall allow a representative of City during normal business
hours to examine, audit and make transcripts or copies of such records. Consultant shall
allow inspection of all work, data, documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment under this
Agreement.
21. REIMBURSEMENT FOR EXPENSES
Consultant shall not be reimbursed for any expenses unless authorized in writing
by City.
22. MONTHLY INVOICES
Consultant shall submit invoices to the City on a monthly basis in accordance with
Consultant's schedule of fees contained in Exhibit "B" hereof. Each invoice will be
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itemized. Each invoica shall show the number of hours worked per person /consultant
and the nature of the work performed.
23. PAYMENT OF COMPENSATION
City shall make payments to Consultant within thirty (30) days of receiving a
monthly invoice unless City disputes the amount Consultant claims is owned under this
Agreement.
24. WITHHOLDINGS
City may withhold payment of any disputed sums until satisfaction of the dispute
with respect to such payment. Such withholding shall not be deemed to constitute a
failure to pay according to the terms of this Agreement. Consultant shall not discontinue
its work for a period of thirty (30) days from the date of withholding as a result of such
withholding. Consultant shall have an immediate right to appeal to the City Manager or
his designee with respect to such disputed sums. The determination of the City Manager
with respect to such matter shall be final. Consultant shall be entitled to receive interest
on any withheld sums at the rate of seven percent (7 %) per annum from the date of
withholding of any amounts found to have been improperly withheld.
25. ERRORS AND OMISSIONS
In the event that the Project Administrator determines that the Consultant's
negligence, errors or omissions in the performance of work under this Agreement has
resulted in expense to City greater than would have resulted if there were no such
negligence, errors or omissions in the plans or contract specifications, Consultant shall
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reimburse City for the additional expenses incurred by the City including engineering,
construction and /or restoration expense. Nothing herein is intended to limit City's rights
under any other sections of this Agreement.
26. TEN PERCENT (10 %) WITHHOLDING
City may withhold an amount equivalent to ten percent (10 %) of the total
compensation provided herein, to be released to Consultant upon final adoption of the
work by the Mayor and City Council. The City reserves the right to refuse to pay all
billings requesting amounts in excess of ninety percent (90 %) of the total compensation
provided herein until the project is completed and adopted as specified above.
27. NONDISCRIMINATION BY CONSULTANT
Consultant represents and agrees that Consultant, its affiliates, subsidiaries or
holding companies do not and will not discriminate against any subcontractor, consultant,
employee or applicable for employment because of race, religion, color, sex, handicap or
national origin. Such nondiscrimination shall include, but not be limited to, the following:
employment, upgrading, demotion, transfers, recruitment, recruitment advertising, layoff,
termination, rates of pay or other forms of compensation and selection for training,
including apprenticeship.
28. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with this project.
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29. CONFLICTS OF INTEREST
A. The Consultant or its employees may be subject to the provisions of
the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to
disclose financial interest that may foreseeable be materially affected by the work
performed under this Agreement, and (2) prohibits such persons from making, or
participating in making, decisions that will foreseeable financially affect such interest.
B. If subject to the Act, Consultant shall conform to all requirements of
the Act. Failure to do so constitutes a material breach and is grounds for termination of
this Agreement by the City. The Consultant shall indemnify and hold harmless the City
for any claims for damages resulting from the Consultant's violation of this Section.
30. SUBCONTRACTING
A. Consultant shall not subcontract any portion of the work required by
this Agreement, except as expressly stated herein, without prior approval of City.
B. Subcontracts, if any, shall contain a provision making them subject to
all provisions stipulated in this Agreement.
31. NOTICES
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the second business day after the deposit thereof in the United States
mail, postage prepaid, registered or certified, addressed as hereinafter provided.
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All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
City of Newport Beach
3300 Newport Boulevard
P. O. Box 1768
Newport Beach, CA 92658 -8915
Attention: Marla L. Matlove, P.E.
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Berryman & Henigar
2001 East First Street
Santa Ana, CA 92705
Attention: Dennis A. Anderson
32. TERMINATION
In the event Consultant hereto fails or refuses to perform any of the provisions
hereof at the time and in the manner required hereunder, Consultant shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) days, or if more than two (2) days are reasonably required to cure the default
and Consultant fails to give adequate assurance of due performance within two (2) days
after receipt by Consultant from City of written notice of default, specifying the nature of
such default and the steps necessary to cure such default, City may terminate the
Agreement forthwith by giving to the Consultant written notice thereof.
City shall have the option, at its sole discretion and without cause, of terminating
this Agreement without cause by giving seven (7) days' prior written notice to Consultant
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as provided herein. Upon termination of this Agreement, each party shall pay to the other
party that portion of compensation specified in this Agreement that is earned and unpaid
prior to the effective date of termination.
33. COST OF LITIGATION
If any legal action is necessary to enforce any provision hereof or for damages by
reason for an alleged breach of any provisions of this Agreement, the prevailing party
shall be entitled to receive from the losing party all costs and expenses in such amount as
the court may adjudge to be reasonable attorneys' fees.
34. COMPLIANCES
Consultant shall comply with all laws, state or federal and all ordinances, rules and
regulations enacted or issued by City.
35. WAIVER
A waiver by City of any breach of any term, covenant or condition contained herein
shall not be deemed to be a waiver of any subsequent breach of the same or any other
term, covenant or condition contained herein whether of the same or a different character.
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36. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties hereto and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions hereon. Any modification of this
Agreement will be effective only by written execution signed by both City and Consultant.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the day and year first written above.
ATTEST:
CITY CLERK
CITY ATTORNEY
CITY OF NEWPORT BEACH
A Municipal Corporation
By:
i 'Mayor
CONSULTANT
By: ,LLUi
Berryman & H gar
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_Berryman
AV
February 10, 1997
Ms. Marla L. Matlove, P.E.
Senior Civil Engineer
City of Newport Beach
Public Works Department
3300 Newport Boulevard
Newport Beach, CA 92658
Henigar
0
Subject: Revised Scope of Work and Cost Proposal for Citywide Pavement
Management Program
Dear Ms. Matlove:
Per your request, attached is our revised Scope of Work and Cost Proposal for the Development of
a Citywide Pavement Management Program for the City of Newport Beach. The revised Scope of
Work includes the condition survey of all 35 miles of arterial roadways, the implementation of the
GIS interface strategy devised during the trial run period, and optional services for catagorizing
intersectin types and street sweeping schedules. Changes to the custom data interface program have
been included under Extended Services and costs would be negotiated at the time the service is
requested. As in our previous cost proposal, we have included fees, including and excluding, the
optional tasks identified in our proposal.
Berryman & Henigar, and each member of our project team, is committed to a project which meets
the City's needs and specific objectives. We understand that this project is part of an ongoing effort
by the City to develop a comprehensive pavement management program, and as such the work done
as a part of this project must be compatible with the City's long term goals and objectives.
After you have reviewed our schedule of fees please give us a call to discuss any questions which
you may have. Once again, we look forward to the working with you on this exciting and
challenging project.
Sincerely,
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P(cl— K. Dennis Klingelhofer, P.E.
Senior Vice President
Management & Finance
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2001 East First Street • Santa Ana, CA 92705 tel: 714 - 568 -7300 fax: 714 -836 -5906
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CITY OF NEWPORT BEACH
REQUEST FOR PROPOSALS
CITYWIDE PAVEMENT MANAGEMENT PROGRAM
COST PROPOSAL SHEET
REVISED: February 10, 1997
The following is a summary of costs to provide the services outlined in the Request for Proposals
for Citywide Pavement Management Program and will be the basis for negotiating a Professional
Services Agreement to provide these services.
Task
1 Project Kick Off Meeting
$1,676
2 Intersection Types / Street Sweeping Schedule (optional)
$7,044
3 Conduct Pavement Condition Survey
$26,906
4 Provide Condition Survey Training (optional)
$3,002
5 Install Micro PAVER Software
$2,646
6 Prepare "Management Section" Data Report
$7,780
7 Micro PAVER Software Training
$3,110
8 Define Repair /Rehabilitation Strategies
$3,818
9 Develop 7 -Year Budget
$8,504
10 Implement GIS Interface Strategy
$3,020
11 Prepare Final Report
$8,558
Total Estimate (not including optional tasks above) $66,018
Total Estimate (including all optional tasks above) $76,064
The fees shown above are for professional services. Out -of- pocket expenses (blueprinting,
reproduction, and printing, etc.) will be invoiced at cost plus 15 %, not to exceed $1,750.
Terms - Berryman & Henigar will submit invoices for the percentage of work completed in the
previous billing cycle. The City will pay undisputed invoice amounts within thirty (30) days of
the invoice date.
Berryman & Henigar will provide Extended Services, as authorized by the City, as negotiated
at the time services are requested and in accordance with the Schedule of Hourly Rates current
at the time services are provided.
C1 '. 11tR1 ;T\'G�P�1Sl�E��'PORrY1V_COST PRO
Berryman & Menigar
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CITY OF NEWPORT BEACH
REQUEST FOR PROPOSALS
CITYWIDE PAVEMENT MANAGEMENT PROGRAM
COST PROPOSAL SHEET (continued)
REVISED: February 10, 1997
Extended Services may include:
1. Changes to the custom data transfer program developed by B &H.
2. Condition analysis and survey of streets over and above the initial 187 miles.
3. Any other services requested and authorized by the City of Newport Beach.
Attached herein is a detailed man-hour breakdown for the tasks and sub -tasks defined in our
pr sals and a copy�of our Schedule of Hourly Rates.
K. Dennis Klingelhofer, P.E.
Senior Vice President
Management & Finance
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BERRYMAN & HENIGAR
SCHEDULE OF HOURLY RATES
PROFESSIONAL PERSONNEL:
EQUIPMENT: HOURLY
TYPE RATE
Dynaflect
HOURLY
Inroads CADD Design
HOURLY
CLASSIFICATION
RATE
CLASSIFICATION
RATE
Expert Testimony
185.00
Technician I
35.00
Senior Principal Consultant
185.00
Principal Landscape Architect
135.00
Principal Consultant
146.00
Senior Landscape Architect
103.00
Principal Engineer
135.00
Landscape Architect
98.00
Senior Associate
113.00
Associate Landscape Architect
92.00
Associate
103.00
Assistant Landscape Architect
70.00
Senior Engineer
103.00
Licensed Land Surveyor
87.00
Engineer III
92.00
Supervising Land Surveyor
81.00
Engineer II
81.00
2- Person Survey Crew
163.00
Engineer
70.00
3- Person Survey Crew
198.00
Senior Specialist
103.00
Senior Survey Analyst
81.00
Specialist III
92.00
Survey Analyst
70.00
Specialist II
81.00
Senior Right -of -Way Agent
92.00
Specialist I
70.00
Right -of -Way Agent
70.00
Planner 11
81.00
Assistant Right -of -Way Agent
55.00
Planner I
70.00
Senior Inspector
70.00
Senior Designer
87.00
Inspector
60.00 .
Designer
70.00
Senior Contract Administrator
71.00
Senior Draftsperson
60.00
Contract Administrator
61.00
Draftsperson
48.00
Nuclear Gauge & Operator
48.00
Engineering Assistant
60.00
Building Official
94.00
Plan Checker IV
92.00
Senior Programmer
76.00
Plan Checker III
81.00
Programmer
60.00
Plan Checker II
76.00
Cadd Designer
81.00
Plan Checker I
70.00
Cadd Operator II
70.00
Technician VI
76.00
Cadd Operator
60.00
Technician V
65.00
Word Processor III
60.00
Technician IV
55.00
Word Processor II
48.00
Technician III
46.00
Word Processor I
39.00
Technician 11
39.00
Clerical
33.00
EQUIPMENT: HOURLY
TYPE RATE
Dynaflect
125.00
Inroads CADD Design
24.00
Microstation CADD Drafting
12.00
Plotter
11.00
Out -of- pocket expenses (blueprinting, reproduction, and printing) will be invoiced at cost plus 15%,. A
15% fee for administration, coordination and handling will be added to subcontracted services. Mileage
will be invoiced at 50.36 /mile. This Schedule of Hourly Rates is effective as of April 1, 1992. Rates may
be adjusted after that date to compensate for labor cost increases and other increases due to inflationary
trends.
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EX NIP�iT a,-
REVISED: February 10, 1997
Section 3 - Scope of Services
The approach which we have developed for this project is presented herein and is based on the .
specific needs of the City as well as our experience in carrying out the development of
comprehensive infrastructure management and pavement management programs for
numerous public agencies.
The following sections describe, in more detail, the specific work tasks to be completed by
Berryman & Henigar's Project Team and the deliverables to be provided to the City of
Newport Beach. Exhibit I on the following page presents a work flow diagram for our
proposed work plan.
TASK 1 - PROJECT KICK OFF MEETING
A project, such as this, requires the cooperation and coordination of many people. Prior to
the start of the program, the Project Team will meet with representatives of the City to discuss
in detail the City's expectations for this project, procedures and software to be used by
Berryman & Henigar in the development and implementation of a Citywide Pavement
Management Program using the American Public Works Association's Micro PAVER
software. A key component of these discussion will focus on how the City will use the data
developed as a part of this project in the future to insure that it will be developed in the best
format to meet the City's needs.
Other topics to be discussed will include the review and assessment of the existing IMS
pavement report for compatability with the new pavement management program, the interface
of the pavement data with the City's existing GIS, current procedures for pavement
maintenance, available resources, historical expenditure levels and desired service levels.
Through these discussions our Project Team will gain an understanding of the City's unique
needs and will identify specific areas of concern that will need to be included as part of the
pavement management program.
In addition, during this task, the project schedule will be expanded to include the sub -tasks
associated with the completion of each task and their scheduled completion dates. This will
provide the City with a clear understanding of the work to be performed and the dates on
which they will receive the various project deliverables.
TASK 2 - INTERSECTION TYPES I STREET SWEEPING SCHEDULE (Optional)
In the event that the City requires intersection types, B &H would create a separate database
that identifies City GIS intersection node and the corresponding intersection type (four way
stop, yield, traffic signal). meet with the City to determine the nature of the information
required and the parameters for collecting the information. In addition, Micro PAVER has
the ability to store street sweeping schedules (Mondays, 1st & 3rd Tusedays). At the City's
request, B &H would include any field inventory items as part of the Condition Survey (Task
3) portion of the pavement management program. Upon receipt of the City's street sweeping
schedule, B &H would enter the data for each pavement management section.
M:'SMRXT rl PMS \NEWPOP: \REV FPE. PRO 13
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65 /Cen Atoms,/n, H[nrga.B Rag /nc
REVISED: February 10, 1997
0
E
Section 3 - Scope of Services
EXHIBIT I
City of Newport Beach
Citywide Pavement Management Program
Proposed Work Flow
J PROJECT KICK -OFF MEETING
• Review Project Objectives
• Review IMS Report
• Review Project Schedule
• Gather Available Dale
J INTERSECTION TYPES
STREET SWEEPING SCHEDULE
(optional)
• Identity Inventory Information
• Devise Data Collection Parameters
CONDUCTPAVEMENT
CONDITION SURVEY
• ID "Management Segments"
• Conduct Condition Survey
• Quality Control Review
J PROVIDE CONDITION SURVEY
TRAINING (optional)
• Develop Training Program
0 Conduct Training
PMS SOFTWARE TRAINING
• Develop Training Program
D Conduct Training
SOFTWARE
❑ Install Version 4.0 MicroPAVER
• Data Input
• Data Verification
PREPARE MANAGEMENT
SECTION DATA REPORT
• Prepare Data Summaries
• Link to Street Segment Inventory
❑ Review Findings with City
DEFINE REPAIR/
REHABILITATION STRATEGIES
• Develop Strategies 8 Unit Costs
❑ Review Service with City
• Prepare Budget Forecast
❑Deliverable
UEVELUP / YEAR BUUGEI
• Develop Budget Scenarios
• Prioritized Lists of Streets
• Forecast of Future Pavement Condibon
!1I'
ii
�70
`7 J ANNUAL 181 - ANNUAL
�� PREPARE FINAL REPORT
DEVELOP GIS INTERFACE
UPDATES (optional)
• Conduct Condition Survey
• Final Report
6*
STRATEGIES
• Review Existing City GIS
•Present Finding
00
•Present Finding
• AnalyrP GIS Intertace Aiternatives
Annual I Bi- Annual Report
Project Close Out
• Develop Strategies
M SMPI"47, . RMS,NEFPORT \FE': NPB. PRO 14 Berryman & Henigar
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• •
REVISED: February 10, 1997 Section 3 - Scope of Services
TASK 3 - CONDUCT PAVEMENT CONDITION SURVEY
The first step in conducting the pavement condition survey will be to validate and confirm the
inventory segmentation criteria for the City's pavement network to be surveyed (approximately
187 centerline miles of City streets, which includes 35 miles of Arterial /Collector streets).
Once the pavement network to be surveyed has been verified for the individual inventory
segments and their proper codification, a visual inspection of 100 percent of the surface of
each segment will be made and its condition recorded based upon actual surface conditions and
physical characteristics of the segment.
By surveying 100 percent of the surface area a more accurate indication of road conditions is
generated, thereby generating a more accurate estimate of maintenance and rehabilitation
costs.
The visual survey will be performed by a team of trained B &H personnel using lap -top
computers to collect field data. An example of the information that will be collected during
the survey for the Pavement Management System is listed below. The figure demonstrates
the types of base information and condition data that currently exist as well as the type of
information that will be collected during the pavement survey.
Attribute Data
Designation of ownership or jurisdiction such as City, County, State or Federal
agencies, and Private;
. From /to, indicating the assigned limits of the section;
Name of street;
Segment codification, which will allow for assignment of special designations (i.e.,
truck routes and school zones) as well as maintenance districts;
Street classification indicating function, such as local, arterial, or collector, etc;
. Number of travel lanes;
Presence of curb and gutter and sidewalk, in this section;
Segment quantities, indicating the length, ROW, width, and total area of the section; .
. Surface type, AC, PCC, Gravel, Dirt.
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REVISED: February 10, 1997
Section 3 - Scope of Services
Condition data that will be evaluated for all street segments will be the following:
Condition Characteristics
Up to (19) pavement distresses by type of distress severity and area (i.e., alligator,
block, transverse, edge cracking, etc.). The specific types of distresses to be measured
will be determined prior to the start of the inventory;
Drainage Condition Rating for each segment;
Pavement condition index (PQ, taking into account the surface condition and level of
distress to provide an overall condition assessment. The numbering system used by
ranges between 0 - 100, with 100 indicating a new pavement (twenty year life
expectancy) without preventive maintenance;
Other road characteristics which affect the safety and adequacy of the pavement;
Ride quality, indicating the range of "perfectly smooth " ride to one which is very rough
and may pose a safety hazard; and
Surface condition, will be evaluated and each segment rated with an overall score,
taking into account general surface characteristics, weathering, etc.
The specific types of pavement distress data to be collected will be reviewed during
discussions with City staff prior to the start of the survey. We would expect to collect data
on the extent and severity of defects such as distortion, ravelling, line or random cracking and
alligator -type failures for example, as well as other types of defects which might be of
particular concern to the City such as truck damage or utility patches.
The field inventory will be conducted by trained pavement raters using a semi - automated (lap-
top computer) system for recording field data. This will allow us to conduct the inventory in
a simple, fast and efficient manner. City personnel can participate and observe for any period
of time they may desire during the field inventory.
TASK 4 - PROVIDE CONDITION SURVEY TRAINING (Optional Task)
While Berryman &Henigar understands that it is the City's desire to have the pavement survey
completed by the selected consultant, training in inventory techniques can be provided to City
staff so that they have an understanding of how the system is developed. More importantly,
the training will allow City personnel the option to replicate the re- inventory of their City
streets at a later date, thereby minimizing long -term costs associated with the maintenance of
the system.
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REVISED: February 10, 1997
11
Section 3 - Scope of Services
If desired, Berryman & Henigar would provide training for up to three (3) City staff members
on the procedures and methodology for data collection of the streets associated with the visual
field survey. The training would include 16 hours of classroom and field survey training.
One (1) set of training manuals would be provided as part of the exercise for each person
within the class. At the completion of the training, City personnel would be versed in the
proper procedures for data collection thereby insuring the ability of the City to repeat the
condition survey on its own when the need arises.
TASK 5 - INSTALL MicroPAVER PAVEMENT MANAGEMENT SOFTWARE
The APWA's MicroPAVER Version 4.0 software, which is a WINDOWS based application,
will be installed on a City computer. The following are some of the features of the software:
fast database operations;
the ability to store scanned or digital images,
built-infield inspection capability; and
GIS interface with ArcView or ArcView2 GIS software.
The MicroPAVER program is a self - contained menu driven program which will allow the City
to manage its pavement system by tracking street conditions, developing capital improvement .
budgets, and tracking historical workloads on all the street segments within the City network.
The MicroPAVER program will provide the City with the capability to:
have user defined maintenance strategies, unit costs, pavement life cycles and
deterioration curves.
develop budget and cost information which can be readily changed to reflect annual
changes in fiscal requirements, and to reflect multi -year budgeting needs (i.e., "what
if" budget analyses comparing the impact on maintenance programs and service levels
based on various funding levels).
to demonstrate graphically (i.e., pie charts, bar charts, etc), and in tabular format, the
overall condition levels for the entire street network based on the above mentioned
codes.
to compile and store construction related information (i.e. "Design" and "As- built"
highway sections).
The capability to enter and store completed maintenance projects to keep an archive
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17
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REVISED: February 10, 1997
Section 3 - Scope of Services
of all work related activities relative to each pavement section.
Condition Distribution Graph: -- 1/1/93.110
5:
i
4
Sections 3'
2
1
0
Failed Poor Good Excellent
Very Poor Fair Very Good
Condition
TASK 6 - Micro PAVER SOFTWARE TRAINING
56,
Berryman & Henigar will provide sixteen (16) hours of Micro PAVER system training to City
staff. The training will concentrate not only on the utilization and operation of the Micro
PAVER software - outlining the steps for proper on -going maintenance of the system database
- but also on the necessary program tasks that are required to maintain and update the City's
pavement management program on an annual basis. The training would include such items
as:
Micro PAVER System Operation Overview,
Review of process flow of annual activities required to maintain the program,
Mock replication of annual PMS support activities (i.e., reinventory office procedures;
updating of maintenance costs, strategy assignments, engineering data, and
deterioration curves; and interpretation and utilization of management reports)
TASK 7 - PREPARE "MANAGEMENT SECTION" DATA REPORT
Upon completion of the Pavement Condition Survey, Berryman & Henigar will prepare a
report which documents the condition of all "Management Sections" which were inventoried.
H ,SMP✓44'PMS NEWPORT REVNP3.PRO
18
Berryman &
Henigar
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REVISED: February 10, 1997 Section 3 - Scope of Services
The report will serve as the primary method for quality control of the data to be included in
the final report. The following will be included:
Pavement Inventory/Condition Report which will document the physical characteristics
of each inventory segment and its condition at the time the inventory was done. This
data will allow the City to compare future pavement conditions against current .
conditions to evaluate deterioration rates and the effectiveness of maintenance
strategies.
System Value Report which identifies the estimated replacement value for each class
or category of pavement as well as for the entire pavement network.
Pavement Condition Distribution Report which graphically depicts the percentage of
the road network by pavement condition rating. This report will be filtered to allow
comparisons of pavement condition by road class, geographical area or surface type,
for example.
These reports will be reviewed with the City to ensure that all inventory data is correct.
TASK 8 - DEFINE REPAHt/REHABILITATION STRATEGIES AND PAVEMENT
LIFE CYCLES
Following acceptance of the pavement condition inventory data by the City, a meeting will be
held with City personnel to discuss the various repair /rehabilitation strategies to be considered
during the development of the recommended program. During this meeting, Berryman &
Henigar will help the City develop the most cost effective preventative maintenance, repair,
and rehabilitation strategies possible - -such as chip seals, cape seals, slurry seals and overlays- -
based on the condition of the "maintenance sections ", the expected improvement in pavement
condition and life cycle extension which would result, and the unit cost of each alternative.
The strategy assignments will be based on road class and type of surface, and are user defined
and flexible, thereby allowing the City to select appropriate activities, unit costs, and life
cycles for the pavement management program. During the development of the various life
cycle curves for the street segments within the City, Berryman & Henigar will utilize the base
traffic count data provided by the City to effectively determine the optimum life expectancies
for each road within the network.
Berryman & Henigar will also review with the City the standard deterioration curves which
will be developed based on traffic volumes, pavement surface, and road class. The
MicroPAVER system allows the user to have the flexibility to define the deterioration curves
as required. The curves will be modified based on input from the City and the local pavement
conditions present at the time of the survey.
M . SKRf .TNO,.PMS %NEWPORT\REl_NPa.PRO 1" Berryman & Henigar
85 /COnsu /lanls. /nL. Han�pa�e fldy. /nC
REVISED: February 10, 1997
0
Section 3 - Scope of Services
PAVEMENT LIFE CYCLE
STANDARD DETERIORATION CURVE
PC[ (Pavement Condition Index)
N
Reconstruction
1 3 5 7 9 11 13 15 17
PAVEMENT LIFE (YEARS)
Slurry Seal $0.11 /SF
Overlay $0.59 /SF
Overlay w/ Fabrics $0.69/SF
Reconstruction $3.08 /SF
19 21 23
25 27
The information developed during this task will form the basis for the establishment of
maintenance /rehabilitation strategies. Also, during this task the resources (funding) available
for maintenance /rehabilitation will be identified for future years.
Other information to be developed during this task will be to identify the types of preparatory
work and associated costs to be completed prior to repair /rehabilitation - -such as crack sealing
or deep patching - -based upon pavement condition.
TASK 9 - DEVELOP 7 -YEAR BUDGET
Once the repair /rehabilitation strategies have been defined for City streets, the MicroPAVER
software will be used to identify the recommended maintenance and rehabilitation projects for
each street over a seven year period. The recommended projects will be identified on the
basis of several criteria: cost /benefit of individual strategies, present pavement conditions,
current traffic volumes, current and unconstrained funding levels, future routine and major
maintenance needs based on projected deterioration rates, desired levels of service and
available resources.
The primary emphasis of this task will be 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. Following this analysis, project lists will be
generated for two funding level scenarios: the existing fixed amount of available funds (i.e.
City's funding level) and unconstrained funding levels given the most cost effective Pavement
M '.SMPY.TWJ, 2KS\NEWPORT, P EV_NPS. PRO 20
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90
VERY GOOD
GOOD
80
Prevmtative Maintenance
FAIR
70
50
Major Maintenance
50
POOR
40
Rehabilitation
30
201
i
VERY POOR
10i
N
Reconstruction
1 3 5 7 9 11 13 15 17
PAVEMENT LIFE (YEARS)
Slurry Seal $0.11 /SF
Overlay $0.59 /SF
Overlay w/ Fabrics $0.69/SF
Reconstruction $3.08 /SF
19 21 23
25 27
The information developed during this task will form the basis for the establishment of
maintenance /rehabilitation strategies. Also, during this task the resources (funding) available
for maintenance /rehabilitation will be identified for future years.
Other information to be developed during this task will be to identify the types of preparatory
work and associated costs to be completed prior to repair /rehabilitation - -such as crack sealing
or deep patching - -based upon pavement condition.
TASK 9 - DEVELOP 7 -YEAR BUDGET
Once the repair /rehabilitation strategies have been defined for City streets, the MicroPAVER
software will be used to identify the recommended maintenance and rehabilitation projects for
each street over a seven year period. The recommended projects will be identified on the
basis of several criteria: cost /benefit of individual strategies, present pavement conditions,
current traffic volumes, current and unconstrained funding levels, future routine and major
maintenance needs based on projected deterioration rates, desired levels of service and
available resources.
The primary emphasis of this task will be 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. Following this analysis, project lists will be
generated for two funding level scenarios: the existing fixed amount of available funds (i.e.
City's funding level) and unconstrained funding levels given the most cost effective Pavement
M '.SMPY.TWJ, 2KS\NEWPORT, P EV_NPS. PRO 20
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0
REVISED: February 10, 1997
0
Section 3 - Scope of Services
Management Plan. In this way, if available funding is less than required for completion of
recommended projects within a given year, it will be easy to determine which projects can be
deferred with the least impact on current pavement condition and future rehabilitation cost.
Following preparation of the information documenting the Recommended Improvement
Program, the program will be submitted for review and commented on as part of the draft
Final Report.
100
90
80
70
60
50
40
30
FUNDING VS. PCI ANALYSIS
62.9
55.2
1993 1994 1995 1996
Unconstrained - - -A -.. Balanced
TASK 10 - IMPLEMENT GIS INTERFACE STRATEGY
46.7
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Initially, B &H will identify the City's GIS centerline tags within each pavement management
segment. This data will input be into the Micro PAVER database. Through the use of the
custom data transfer program developed by B &H, a process will be developed for updating
the City's GIS centerline tags in the Micro PAVER database in addition to updating the
pavement management data within the City's GIS database.
TASK 11 - PREPARE FINAL REPORT
The Pavement Management Program Report will provide the City with a summary of the
findings from the condition survey with the corresponding recommendations for the
implementation of the most cost effective maintenance program for the City.
The report itself will be prepared in a format that will utilize the information found in the
computerized PMS reports in conjunction with the information and analyses performed by the
B &H Pavement Management Team. The report will provide the City with information on:
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76.4
62.9
55.2
1993 1994 1995 1996
Unconstrained - - -A -.. Balanced
TASK 10 - IMPLEMENT GIS INTERFACE STRATEGY
46.7
39.0
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1997 1998
-*--Zero
Initially, B &H will identify the City's GIS centerline tags within each pavement management
segment. This data will input be into the Micro PAVER database. Through the use of the
custom data transfer program developed by B &H, a process will be developed for updating
the City's GIS centerline tags in the Micro PAVER database in addition to updating the
pavement management data within the City's GIS database.
TASK 11 - PREPARE FINAL REPORT
The Pavement Management Program Report will provide the City with a summary of the
findings from the condition survey with the corresponding recommendations for the
implementation of the most cost effective maintenance program for the City.
The report itself will be prepared in a format that will utilize the information found in the
computerized PMS reports in conjunction with the information and analyses performed by the
B &H Pavement Management Team. The report will provide the City with information on:
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REVISED: February 10, 1997
Section 3 - Scope of Services
current pavement conditions shown in tabular and graphical format for all road classes
and surface types;
projected annual repair /rehabilitation programs for street maintenance on all streets
for a five year period;
project schedules and associated budgets (i.e., adjusted for inflation within the software
based on user selected inflation factors) for the entire network, as well as each street
segment, for each fiscal year over the seven (7) year period as demonstrated by the
following figure;
priority projects that should be scheduled for immediate maintenance, based on user
defined priorities and existing conditions;
an analysis that allows the City to measure and understand the impact on and cost of
deferred maintenance for the City street network; and
review and development of recommended funding programs for street related
improvements.
In addition, information will be presented summarizing the methodologies used in conducting
the field survey and pavement management study. Upon review and acceptance of the Draft
Report by the City, five (5) copies of the Final Report will be submitted to the City
incorporating all recommendations and input from the City. Berryman and Henigar will also
present the findings to designated City personnel and City Council for a maximum of one (1)
separate presentation.
TASK 12 - ANNUAL / BI- ANNUAL UPDATES TO THE PROGRAM (Optional Task)
Berryman & Henigar understands the City's investment in pavement management and the
desire to maintain the pavement management system. Annual and /or bi- annual updates can
be provided for the pavement management program. In order to complete the updates, street
segments will need to be identified for annual or bi- annual review. A pavement condition
survey would be conducted on each of these street segments and all data collected incorporated
in pavement management program. In addition, all new street construction, reconstruction,
and resurfacing projects completed since the last survey would be added or updated and all
budgets and work plans would be revised accordingly.
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REVISED: February 10, 1997 Section 4 - Project Management /Project Time Schedule
PROJECUMANAGEMENT APPROACH
The approach that Berryman & Henigar will use for management of this project will be based
on the theory of strong and frequent communication on the part of the Consultant's team with
the City's Project Team. This effort will be comprised of not only. frequent verbal
communication, but also written status reports and final project reviews with the Project
Manager.
• Detailed Project Schedules - At the onset of the project, Berryman & Henigar's
Project Team will develop a set of detailed schedules for each of the divisions within
the department, delineating all major tasks, as well as subtasks for each activity. This
will form the baseline for project control throughout the duration of the project,
measuring achievement of all major milestones within the project.
• Project Control Reports (monthly) - A series of project control reports will also be
submitted to the Project Coordinator on a monthly basis which review performance
against key indicators such as schedule attainment, milestone achievement, and cost
control (internal), and highlights of any significant problem areas that need to be
addressed.
• Bi- Monthly Review Meetings - A bi- monthly forum for reviewing the progress of the
project will also be utilized to convey to the City's Project Team the information
discussed previously with the Project Coordinator. This will also provide a venue for
discussing and solving any problems that may arise that would impede the delivery
schedule of the project.
• Network Data Report Findings Presentation - At the conclusion of the Pavement
Survey period, B &H's Project Team will present the initial findings to the City in the .
form of the Network Data Report for input and feedback concerning the preliminary
findings. Any observations, clarification of data, comments, or feedback will be
collected and utilized in the formulation of the final recommendations.
• Draft and Final Report Presentation - Once the Project team has completed the
formulation of its recommendations, a draft report will be submitted to the City for
review. The information will then be presented in presentation form for further
feedback concerning the recommendations, and written points of clarification and
modifications will be requested from the team for incorporation into the final draft of
the report that will be presented to Council.
M .SMP MGIPMS.NERPOP.?IPEV NPB.PRO 23 BeconT iryman & Nenigar
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REVISED: February 10, 1997 Section 4 - Project Management /Project Time Schedule
Communications will be an integral part of the study. The above mentioned vehicles for
communication will be adhered to rigorously to ensure a timely and quality driven project.
During the project orientation step, project schedules and meeting schedules will be better
defined, with specific dates and times. However, the information that follows is meant to
convey a rough idea of the amount of time that will be expected by the Consultant's team.
INFORMATION TO BE PROVIDED BY THE CITY
The following is a listing of the requirements for support and /or documents that are requested
of the City to efficiently implement the Pavement Management Program.
1. Historical budgets, work reports, bid sheets, and unit costs related to pavement
maintenance within the City.
2. Up to 24 hours of project liaison time on the part of the City's contract manager.
3. Street base maps of City with street names and road classes.
4. GIS maps showing all centerline tags within the City.
5. Circulation map for the City.
6. Copy of Assessor Parcel Maps and Aerial Photo.
7. Street improvement and survey information, including traffic data.
8. A City computer for installation of the MicroPAVER software.
9. Copy of the 1992 Infrastructure Maintenance Services report.
10. For optional Task 2, the City's street sweeping schedule.
PROJECT TIME SCHEDULE
The following schedule provides the City with the necessary macro schedule for the project.
The Consultant's team has designed the project in such a manner so as to maximize project
time, providing the City with an overview for each of the prescribed work tasks.
The project approach has been designed to progress in stages completing each task so as to
complete the entire project in a timely and responsive manner. The following schedule gives
an indication of the start and stop times for each task at the project level.
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LF�241997
TO: MAYOR AND CITY COUNCIL MEMBERS
FROM: PUBLIC WORKS DEPARTMENT
41 �50
February 24, 1997
CITY COUNCIL AGENDA
ITEM NO.
C -313(
SUBJECT: CITY -WIDE PAVEMENT MANAGEMENT PROGRAM
RECOMMENDATIONS:
1. Approve a Consultant Agreement with Berryman & Henigar for providing
professional services for the development of a citywide Pavement Management
Program for a not -to- exceed amount of $77,814.
2. Authorize the Mayor and City Clerk to sign the agreement on behalf of the City.
DISCUSSION:
One of the tools that can be used to help plan for the current and future street
maintenance needs of the City is a "Pavement Management Program." This program
assembles a comprehensive inventory of the street system which includes a condition
survey, history of past maintenance, age of street, traffic data, and other factors
affecting pavement conditions. With this information each street will be rated from
excellent condition to reconstruction needed. The ratings allow for a priority list to be
established and an annual maintenance program to be formulated. The City's G.I.S.
system provides an opportunity to interface the pavement condition ratings with the City
base map and store information that can be sorted and evaluated.
The City has approximately 190 miles of public streets ranging in age from new to over
80 years old. Keeping track of the maintenance needs for these streets has in the past
been performed by using hand colored maps and overlays. Combining this historical
data with the pavement condition ratings in G.I.S. will allow data to be sorted and
displayed in categories related to need for maintenance. Priorities can be set using
different strategies based on available and projected funding. This will be a valuable
budgeting tool to help plan for the long -term pavement maintenance needs of the City.
0
SUBJECT: CITY -WIDE PAVEMENT MANAGEMENT PROGRAM
February 24, 1997
Page 2
1]
In 1992, as a result of a requirement of Measure M, the 1/2 -cent sales tax for
transportation purposes, the City of Newport Beach retained Infrastructure
Management Services (IMS) to prepare a pavement management system report for the
City's 35 miles of master plan streets. At the time of the report, IMS found that the
majority of the streets evaluated were in excellent to good condition, with the remainder
of the streets being in the good to fair range. This report did not include the 150 miles
of local streets.
In the past 5 years, the City has rehabilitated a number of streets utilizing the IMS
report. However, a Citywide Pavement Management Program is necessary in order to
consider the maintenance of both local and arterial streets. The Program will include
cost analyses of the most economical alternatives to keep the City's streets in an
acceptable condition. This information will then be used during the Capital
Improvement Program budgeting process.
Staff researched consulting firms who provide pavement management services, and in
October, 1996, Requests for Proposal were sent to eight consulting firms. Key
requirements in the Request for Proposal were the demonstration of the firms ability to •
interface the proposed pavement management system with the City's existing G.I.S.
system and training of City staff to perform tasks to keep the program up to date and
perform budget alternative analyses after initial implementation. Proposals were
received from three firms, Berryman & Henigar, ITX Stanley, and Nichols Consulting
Engineers. The remaining five firms did not respond due to work backlogs or inability to
meet the City's insurance requirements.
Interviews were held with the three proposing firms in November, 1996. The overall
highest rated firm was Berryman & Henigar, who utilize APWA's MicroPaver software, a
non - proprietary program used by over 400 public agencies nationwide. At that time,
however, concerns were raised by staff regarding the ability of any of the three firms to
effectively interface with the existing G.I.S. system.
Staff conducted follow up meetings with each of the firms interviewed to discuss the
G.I.S. interface issue. It was then decided to invite Berryman & Henigar, as the overall
highest rated firm, to participate in a small scale "trial run" for the purpose of
demonstrating their ability to interface the proposed pavement management system
with the City's G.I.S. system. The "trial run" was completed in January 1997, with
Berryman & Henigar successfully demonstrating the G.I.S. interface.
�J
SUBJECT: CITY -WIDE PAVEMENT MANAGEMENT PROGRAM
• February 24, 1997
Page 3
Berryman & Henigar is ready to begin work on the project immediately, with an
expected project duration of 19 weeks. Funds for these services are available in the
current FY 1996 -97 in Account No. 7181- C5100070 (Gas Tax).
The Public Works Committee briefly discussed this Pavement Management Program at
their February 10, 1997, meeting and concurred with the recommendation to proceed
with the program.
Respectfully submitted,
c2 WSL
PUBLIC WORKS DEPARTMENT
Don Webb, Director
• by.
Marla Matlove
Senior Civil Engineer
Attachment: Consultant Agreement
•
0 •
CONSULTANT AGREEMENT
CITYWIDE PAVEMENT MANAGEMENT PROGRAM
THIS AGREEMENT, entered into this _ day of
1997, by and
between CITY OF NEWPORT BEACH , a Municipal Corporation (hereinafter referred to
as "City "), and Berryman & Henigar. whose address is 2001 East First Street, Santa Ana,
CA 92705, (hereinafter referred to as "Consultant'), is made with reference to the
following:
RECITALS
A. City is a Municipal Corporation duly organized and validly existing
under the laws of the State of California with the power to carry on its business as it is
now being conducted under the statutes of the State of California and the Charter of the
City.
B. The principal member of Consultant is K. Dennis Klingelhofer, P.E.
C. City desires to engage Consultant to provide professional services
for the development of a Citywide Pavement Management Program upon the terms and
conditions contained in this Agreement.
C J
U
NOW, THEREFORE, it is mutually agreed by and between the undersigned
• parties as follows:
1. TERM
The Term of this Agreement shall commence on the 24th day of February, 1997,
and shall terminate on the 31st day of December, 1997, unless terminated earlier as set
forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall perform the tasks set forth in Exhibit "A ", attached hereto and
incorporated herein by this reference.
3. COMPENSATION TO CONSULTANT
Consultant shall be compensated for services performed pursuant to this
• Agreement in the amount and manner set forth in Exhibit "B ", attached hereto and
incorporated herein by this reference. The maximum fee shall not exceed $77,814.
4. STANDARD OF CARE
All of the work shall be performed by Consultant or under Consultant's supervision.
Consultant represents that it possesses the professional and technical personnel
required to perform the services required by this Agreement and that it will perform all
services in a manner commensurate with the community professional standards. All
services shall be performed by qualified and experienced personnel who are not
employed by City nor have any contractual relationship with City. The Consultant shall be
responsible to City for any errors or omissions in the execution of this Agreement.
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• •
Consultant represents and warrants to City that it has or shall obtain all licenses, permits, •
qualifications and approvals required of its profession. Consultant further represents and
warrants that it shall keep in effect all such licenses, permits and other approvals during
the term of this Agreement.
5. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not
an employee of the City. The manner and means of conducting the work are under the
control of Consultant, except to the extent they are limited by statute, rule or regulation
and the express terms of this Agreement. No civil service status or other right of
employment with City will be acquired by virtue of Consultant's services. None of the
benefits provided by City to its employees, including, but not limited to, unemployment
insurance, worker's compensation plans, vacation and sick leave, are available from City •
to Consultant, its employees or agent. Deductions shall not be made for any state or
federal taxes, FICA payments, PERS payments or other purposes normally associated
with an employer - employee relationship from any fees due Consultant. Payments of the
above items, if required, are the responsibility of Consultant.
6. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator, and any other agencies which may have jurisdiction or interest in
the work to be performed. City agrees to cooperate with the Consultant on the project.
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• 7. PROJECT MANAGER
The Consultant shall assign the project to a Project Manager, who shall coordinate
all phases of the project. This Project Manager shall be available to the City at all times.
The Consultant has designated Dennis A. Anderson to be its Project Manager.
8. TIME OF PERFORMANCE
The taskW to be performed by Consultant shall be in accordance with the
schedule specified in Exhibit "A ". Consultant shall receive no additional compensation if
completion of its obligation under this Agreement requires a time greater than as set forth
herein, unless such extension is caused solely by the conduct of the City. Each party
hereby agrees to provide timely notice to the other of any violation occurring under this
Section and the cause thereof.
0 9. CITY POLICY
Consultant will discuss and review all matters relating to policy and project
direction with the Project Administrator in advance of all critical decision points in order to
ensure that the project proceeds in a manner consistent with City goals and policies.
10. CONFORMANCE TO APPLICABLE REQUIREMENT
All work prepared by Consultant shall conform to applicable city, county, state and
federal requirements and be subject to approval of the Project Administrator and City
Council.
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0
0
11. PROGRESS •
Consultant is responsible to keep the Project Administrator and /or his /her duly
authorized designee informed on a regular basis regarding the status and progress of the
work, activities performed and planned, and any meetings that have been scheduled or
are desired.
12. HOLD HARMLESS
Consultant agrees to indemnify, defend, save and hold harmless City, its City
Council, boards and commissions, officers and employees from and against any and all
loss, damages, liability, claims, suites, costs and expenses for damages of any nature
whatsoever, including, but not limited to, bodily injury, death, personal injury, property
damages, attorneys fees and court costs arising from any and all negligent actions of
Consultant, its employees, agents or subcontracts in the performance of services or work
conducted or performed pursuant to this Agreement.
Consultant shall indemnify and hold harmless City, its City Council, boards and
commissions, officers and employees from and against any and all loss, damages,
liability, claims, suits, costs and expenses whatsoever, including reasonable attorneys'
fees, accruing or resulting to any and all persons, firms or corporations furnishing or
supplying work, services, materials, equipment or supplies arising from or in any manner
connected to the Consultant's negligent performance of services or work conducted or
performed pursuant to this Agreement.
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• 13. INSURANCE
Without limiting consultant's indemnification of City, Consultant shall obtain and
provide and maintain at its own expense during the term of this Agreement policy or
policies of liability insurance of the type and amounts described below and satisfactory to
the City. Such policies shall be signed by a person authorized by that insurer to bind
coverage on its behalf and must be filed with the City prior to exercising any right or
performing any work pursuant to this Agreement. All insurance policies, with the
exception of Professional Errors and Omissions, shall add as additional insured the City,
its elected officials, officers and employees for all liability arising from Consultant's
services as described herein.
Prior to the commencement of any services hereunder, Consultant shall provide to
• city certificates of insurance from an insurance company certified to do business in the
State of California, with original endorsements, and copies of policies, if requested by
City, of the following insurance, with Best's Class A7 or better carriers; unless otherwise
approved by the City Risk Manager:
A. Worker's compensation insurance covering all employees and
principals of the Consultant, per the laws of the State of California;
B. Commercial general liability insurance covering third party liability
risks, including without limitation, contractual liability, in a minimum amount of $1
million combined single limit per occurrence for bodily injury, personal injury and
property damage. If commercial general liability insurance or other form with a
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•
general aggregate is used, either the general aggregate shall apply separately to •
this project, or the general aggregate limit shall be twice the occurrence limit;
C. Commercial auto liability and property insurance covering any owned
and rented vehicles of Consultant in a minimum amount of $1 million combined
single limit per accident for bodily injury and property damage.
D. Professional errors and omissions insurance which covers the
services to be performed in connection with this Agreement in the minimum
amount of One Million Dollars ($1,000,000.00).
Said policy or policies shall be endorsed to state that coverage shall not be
suspended, voided nor canceled by either party, or reduced in coverage or in limits
except after thirty (30) days' prior notice has been given in writing to City. Consultant
shall give to City prompt and timely notice of claim made or suit instituted.. arising out of is
Consultant's operation hereunder. Consultant shall also procure and maintain, at its own
cost and expense, any additional kinds of insurance, which in its own judgment may be
necessary for its proper protection and prosecution of the work.
Consultant agrees that in the event of loss due to any of the perils for which it has
agreed to provide comprehensive general and automotive liability insurance, that
Consultant shall look solely to its insurance for recovery. Consultant hereby grants to
City, on behalf of any insurer providing comprehensive general and automotive liability
insurance to either Consultant or City with respect to the services of Consultant herein, a
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9
• waiver of any right of subrogation which any such insurer of said Consultant may acquire
against City by virtue of the payment of any loss under such insurance.
14. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
any interest in this Agreement, directly or indirectly, by operation of law or otherwise
without prior written consent of City. Any attempt to do so without consent of City shall be
null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no
right or interest by reason of an attempted assignment, hypothecation or transfer.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or cotenant if Consultant is a partnership or joint venture or
• syndicate or cotenancy, which shall result in changing the control of Consultant, shall be
construed as an assignment of this Agreement. Control means fifty percent (50 %) or
more of the voting power, or twenty -five percent (25 %) or more of the assets of the
corporation, partnership or joint venture.
15. REPORTS
Each and every report, draft, work product, map, record and other document
reproduces, prepared or caused to be prepared by Consultant pursuant to or in
connection with this Agreement shall be the exclusive property of City.
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No report, information or other data given to or prepared or assembled by •
Consultant pursuant to this Agreement shall be made available to any individual or
organization by Consultant without prior approval by City.
Consultant shall, at such time and in such forms as City may require, furnish
reports concerning the status of services required under this Agreement.
16. CONFIDENTIALITY
The information which results from the services in this Agreement is to be kept
confidential unless the release of information is authorized by the City.
17. CITY'S RESPONSIBILITIES
City shall furnish to Consultant base, maps, existing studies, ordinances, data and
other existing information as shall be requested by Consultant and materials in City's
possession necessary for Consultant to complete the work contemplated by this •
Agreement. City further agrees to provide all such materials in a timely manner so as not
to cause delays in Consultant's work schedule.
18. ADMINISTRATION
This Agreement will be administered by the Public Works Department. The Public
Works Director or his /her designees shall be considered the Project Administrator and
shall have the authority act for the City under this Agreement. The Project Administrator
or his /her authorized representative shall represent the City in all matters pertaining to the
services to be rendered pursuant to this Agreement.
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• 19. EXTRA WORK
Consultant shall receive compensation for extra work authorized by City in
accordance with the schedule of billing rates set forth in Exhibit "B." All extra work must
be authorized in writing by the Project Administrator and Consultant shall not be entitled
to extra compensation without authorization.
20. RECORDS
Consultant shall keep records and invoices in connection with its work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement. All such records shall be
clearly identifiable. Consultant shall allow a representative of City during normal business
hours to examine, audit and make transcripts or copies of such records. Consultant shall
• allow inspection of all work, data, documents, proceedings and activities :related to the
Agreement for a period of three (3) years from the date of final payment under this
Agreement.
21. REIMBURSEMENT FOR EXPENSES
Consultant shall not be reimbursed for any expenses unless authorized in writing
by City.
22. MONTHLY INVOICES
Consultant shall submit invoices to the City on a monthly basis in accordance with
Consultant's schedule of fees contained in Exhibit "B" hereof. Each invoice will be
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• i
itemized. Each invoice shall show the number of hours worked per person /consultant •
and the nature of the work performed.
23. PAYMENT OF COMPENSATION
City shall make payments to Consultant within thirty (30) days of receiving a
monthly invoice unless City disputes the amount Consultant claims is owned under this
Agreement.
24. WITHHOLDINGS
City may withhold payment of any disputed sums until satisfaction of the dispute
with respect to such payment. Such withholding shall not be deemed to constitute a
failure to pay according to the terms of this Agreement. Consultant shall not discontinue
its work for a period of thirty (30) days from the date of withholding as a result of such
withholding. Consultant shall have an immediate right to appeal to the City Manager or •
his designee with respect to such disputed sums. The determination of the City Manager
with respect to such matter shall be final. Consultant shall be entitled to receive interest
on any withheld sums at the rate of seven percent (7 %) per annum from the date of
withholding of any amounts found to have been improperly withheld.
25. ERRORS AND OMISSIONS
In the event that the Project Administrator determines that the Consultant's
negligence, errors or omissions in the performance of work under this Agreement has
resulted in expense to City greater than would have resulted if there were no such
negligence, errors or omissions in the plans or contract specifications, Consultant shall
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i
• reimburse City for the additional expenses incurred by the City including engineering,
construction and /or restoration expense. Nothing herein is intended to limit City's rights
under any other sections of this Agreement.
26. TEN PERCENT (10 %) WITHHOLDING
City may withhold an amount equivalent to ten percent (10 %) of the total
compensation provided herein, to be released to Consultant upon final adoption of the
work by the Mayor and City Council. The City reserves the right to refuse to pay all
billings requesting amounts in excess of ninety percent (90 %) of the total compensation
provided herein until the project is completed and adopted as specified above.
27. NONDISCRIMINATION BY CONSULTANT
Consultant represents and agrees that Consultant, its affiliates, subsidiaries or
• holding companies do not.and will not discriminate against any subcontractor, consultant,
employee or applicable for employment because of race, religion, color, sex, handicap or
national origin. Such nondiscrimination shall include, but not be limited to, the following:
employment, upgrading, demotion, transfers, recruitment, recruitment advertising, layoff,
termination, rates of pay or other forms of compensation and selection for training,
including apprenticeship.
28. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with this project.
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29. CONFLICTS OF INTEREST
A. The Consultant or its employees may be subject to the provisions of •
the California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose financial interest that may foreseeable be materially affected
by the work performed under this Agreement, and (2) prohibits such persons from
making, or participating in making, decisions that will foreseeable financially affect
such interest.
B. If subject to the Act, Consultant shall conform to all requirements of
the Act. Failure to do so constitutes a material breach and is grounds for
termination of this Agreement by the City. The Consultant shall indemnify and hold
harmless the City for any claims for damages resulting from the Consultant's
violation of this Section. .
30. SUBCONTRACTING
A. Consultant shall not subcontract any portion of the work required by
this Agreement, except as expressly stated herein, without prior approval of City.
B. Subcontracts, if any, shall contain a provision making them subject to
all provisions stipulated in this Agreement.
31. NOTICES
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
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• personally or on the second business day after the deposit thereof in the United States
mail, postage prepaid, registered or certified, addressed as hereinafter provided.
All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
City of Newport Beach
3300 Newport Boulevard
P. O. Box 1768
Newport Beach, CA 92658 -8915
Attention: Marla L. Matlove, P.E.
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Berryman & Henigar
2001 East First Street
Santa Ana, CA 92705
Attention: Dennis A. Anderson
• 32. TERMINATION
In the event Consultant hereto fails or refuses to perform any of the provisions
hereof at the time and in the manner required hereunder, Consultant shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) days, or if more than two (2) days are reasonably required to cure the default
and Consultant fails to give adequate assurance of due performance within two (2) days
after receipt by Consultant from City of written notice of default, specifying the nature of
such default and the steps necessary to cure such default, City may terminate the
Agreement forthwith by giving to the Consultant written notice thereof.
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City shall have the option, at its sole discretion and without cause, of terminating •
this Agreement without cause by giving seven (7) days' prior written notice to Consultant
as provided herein. Upon termination of this Agreement, each party shall pay to the other
party that portion of compensation specified in this Agreement that is earned and unpaid
prior to the effective date of termination.
33. COST OF LITIGATION
If any legal action is necessary to enforce any provision hereof or for damages by
reason for an alleged breach of any provisions of this Agreement, the prevailing party
shall be entitled to receive from the losing party all costs and expenses in such amount as
the court may adjudge to be reasonable attorneys' fees.
34. COMPLIANCES
Consultant shall comply with all laws, state or federal and all ordinances, rules and •
regulations enacted or issued by City.
35. WAIVER
A waiver by City of any breach of any term, covenant or condition contained herein
shall not be deemed to be a waiver of any subsequent breach of the same or any other
term, covenant or condition contained herein whether of the same or a different character.
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• 36. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties hereto and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions hereon. Any modification of this
Agreement will be effective only by written execution signed by both City and Consultant.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the day and year first written above.
CITY OF NEWPORT BEACH
A Municipal Corporation
• By.
Mayor
ATTEST:
CONSULTANT
CITY CLERK
Berryman & Henigar
APPROVED AS TO FORM:
CITY ATTORNEY
• 16
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Berryman 9 Henigar
BS /Consultants, /nc.
February 10, 1997
- Henigar& Ray', /nc.
Ms. Marla L. Matlove, P.E.
Senior Civil Engineer
City of Newport Beach
Public Works Department
3300 Newport Boulevard
Newport Beach, CA 92658
0
Subject: Revised Scope of Work and Cost Proposal for Citywide Pavement
Management Program
Dear Ms. Matlove:
Per your request, attached is our revised Scope of Work and Cost Proposal for the Development of
a Citywide Pavement Management Program for the City of Newport Beach. The revised Scope of
Work includes the condition survey of all 35 miles of arterial roadways, the implementation of the
•
GIS interface strategy devised during the trial run period, and optional services for catagorizing
intersectin types and street sweeping schedules. Changes to the custom data interface program have
been included under Extended Services and costs would be negotiated at the time the service is
requested. As in our previous cost proposal, we have included fees, including and excluding, the •
optional tasks identified in our proposal.
Berryman & Henigar, and each member of our project team, is committed to a project which meets
the City's needs and specific objectives. We understand that this project is part of an ongoing effort
by the City to develop a comprehensive pavement management program, and as such the work done
as a part of this project must be compatible with the City's long term goals and objectives.
After you have reviewed our schedule of fees please give us a call to discuss any questions which
you may have. Once again, we look forward to the working with you on this exciting and
challenging project.
Sincerely,
BERRYMAN & HENIGAR
P�r,_ K. Dennis Klingelhofer, P.E.
Senior Vice President
Management & Finance
KDK/cvm •
M SSIKI: GSitSSEM PORT E\ COST PRO F , 1 tptr-<�
2001 East First Street • Santa Ana, CA 92705 tel: 714- 568 - 73300 fax: 714- 836 -5906
• EXPI81T ,.5„ 9
• CITY OF NEWPORT BEACH
REQUEST FOR PROPOSALS
CITYWIDE PAVEMENT MANAGEMENT PROGRAM
COST PROPOSAL SHEET
REVISED: February 10, 1997
The following is a summary of costs to provide the services outlined in the Request for Proposals
for Citywide Pavement Management Program and will be the basis for negotiating a Professional
Services Agreement to provide these services.
Task
1
Project Kick Off Meeting
$1,676
2
Intersection Types / Street Sweeping Schedule (optional)
$7,044
3
Conduct Pavement Condition Survey
$26,906
4
Provide Condition Survey Training (optional)
$3,002
5
Install Micro PAVER Software
$2,646
• 6
7
Prepare "Management Section" Data Report
Micro PAVER Software Training
$7,780
$31I 10
8
Define Repair/Rehabilitation Strategies
$3,818
9
Develop 7 -Year Budget
$8,504
10
Implement GIS Interface Strategy
$3,020
11
Prepare Final Report
$8,558
Total Estimate (not including optional tasks above) $66,018
Total Estimate (including all optional tasks above) $76,064
The fees shown above are for professional services. Out -of- pocket expenses (blueprinting,
reproduction, and printing, etc.) will be invoiced at cost plus 15 %, not to exceed $1,750.
Terms - Berryman & Henigar will submit invoices for the percentage of work completed in the
previous billing cycle. The City will pay undisputed invoice amounts within thirty (30) days of
the invoice date.
Berryman & Henigar will provide Extended Services, as authorized by the City, as negotiated
at the time services are requested and in accordance with the Schedule of Hourly Rates current
• at the time services are provided.
hl `$% IXT]G PVSKEWPORTA V COST.PRO 1
Berryman & Henigar
R es /Cenruuarrs me
Ll
M
CITY OF NEWPORT BEACH •
REQUEST FOR PROPOSALS
CITYWIDE PAVEMENT MANAGEMENT PROGRAM
COST PROPOSAL SHEET (continued)
REVISED: February 10, 1997
Extended Services may include:
1. Changes to the custom data transfer program developed by B &H.
2. Condition analysis and survey of streets over and above the initial 187 miles.
3. Any other services requested and authorized by the City of Newport Beach.
Attached herein is a detailed man-hour breakdown for the tasks and sub -tasks defined in our
sa 0ls and aco� copy
yo�of our Schedule of Hourly Rates.
pr
K. Dennis Klingelhofer, P.E. •
Senior Vice President
Management & Finance
•
S1 S\1RKT\GT >1S \'E\\'vOVTRE \'_COST PRO 2
LrBerryman & Henigar
t FVC,11,11anls ,e, .vr.....6 arr. ,,
• •
BERRYMAN & HENIGAR
EQUIPMENT: HOURLY
TYPE RATE
Dynaflect 125.00
Inroads CADD Design 24.00
Microstation CADD Drafting 12.00
Plotter 11.00
Out -of- pocket expenses (blueprinting, reproduction, and printing) will be invoiced at cost plus 15 %. A
15% fee for administration, coordination and handling will be added to subcontracted services. Mileage
• will be invoiced at $0.36 /mile. This Schedule of Hourly Rates is effective as of April 1, 1992. Rates may
be adjusted after that date to compensate for labor cost increases and other increases due to inflationary
trends.
M S \1RF GP.VS:CENPORr tE \_COST PRO 3 MSerryman & Henigar
® FSr COnsuuxnrs lnr. nenipaR aw, rnr
SCHEDULE OF HOURLY RATES
•
PROFESSIONAL PERSONNEL:
HOURLY
HOURLY
CT ASSIFICATION
RATE
CLASSIFICATION
RATE
Expert Testimony
185.00
Technician I
35.00
Senior Principal Consultant
185.00
Principal Landscape Architect
135.00
Principal Consultant
146.00
Senior Landscape Architect
103.00
Principal Engineer
135.00
Landscape Architect
98.00
Senior Associate
113.00
Associate Landscape Architect
92.00
Associate
103.00
Assistant Landscape Architect
70.00
Senior Engineer
103.00
Licensed Land Surveyor
87.00
Engineer III
92.00
Supervising Land Surveyor
81.00
Engineer II
81.00
2- Person Survey Crew
163.00
Engineer I
70.00
3- Person Survey Crew
198.00
Senior Specialist
103.00
Senior Survey Analyst
81.00
Specialist III
92.00
Survey Analyst
70.00
Specialist 11
81.00
Senior Right -of -Way Agent
92.00
Specialist I
70.00
Right -of -Way Agent
70.00
Planner 11
81.00
Assistant Right -of -Way Agent
55.00
Planner I
70.00
Senior Inspector
70.00
Senior Designer
87.00
Inspector
60.00 .
Designer
70.00
Senior Contract Administrator
71.00
•
Senior Draftsperson
60.00
Contract Administrator
61.00
Draftsperson
48.00
Nuclear Gauge & Operator
48.00
Engineering Assistant
60.00
Building Official
94.00
Plan Checker IV
92.00
Senior Programmer
76.00
Plan Checker 1II
81.00
Programmer
60.00
Plan Checker II
76.00
Cadd Designer
81.00
Plan Checker 1
70.00
Cadd Operator I1
70.00
Technician VI
76.00
Cadd Operator I
60.00
Technician V
65.00
Word Processor III
60.00
Technician IV
55.00
Word Processor II
48.00
Technician 1II
46.00
Word Processor I
39.00
Technician I1
39.00
Clerical
33.00
EQUIPMENT: HOURLY
TYPE RATE
Dynaflect 125.00
Inroads CADD Design 24.00
Microstation CADD Drafting 12.00
Plotter 11.00
Out -of- pocket expenses (blueprinting, reproduction, and printing) will be invoiced at cost plus 15 %. A
15% fee for administration, coordination and handling will be added to subcontracted services. Mileage
• will be invoiced at $0.36 /mile. This Schedule of Hourly Rates is effective as of April 1, 1992. Rates may
be adjusted after that date to compensate for labor cost increases and other increases due to inflationary
trends.
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REVISED: February 10, 1997 Section 3 - Scope of Services
• The approach which we have developed for this project is presented herein and is based on the .
specific needs of the City as well as our experience in carrying out the development of
comprehensive infrastructure management and pavement management programs for
numerous public agencies.
The following sections describe, in more detail, the specific work tasks to be completed by
Berryman & Henigar's Project Team and the deliverables to be provided to the City of
Newport Beach. Exhibit I on the following page presents a work flow diagram for our
proposed work plan.
TASK 1 - PROJECT KICK OFF MEETING
A project, such as this, requires the cooperation and coordination of many people. Prior to
the start of the program, the Project Team will meet with representatives of the City to discuss
in detail the City's expectations for this project, procedures and software to be used by
Berryman & Henigar in the development and implementation of a Citywide Pavement
Management Program using the American Public Works Associations's Micro PAVER
software. A key component of these discussions will focus on how the City will use the data
developed as a part of this project in the future to insure that it will be developed in the best
format to meet the City's needs.
• Other topics to be discussed will include the review and assessment of the existing IMS
pavement report for compatability, with the new pavement management program, the interface
of the pavement data with the City's existing GIS, current procedures for pavement
maintenance, available resources, historical expenditure levels and desired service levels.
Through these discussions our Project Team will gain an understanding of the City's unique
needs and will identify specific areas of concern that will need to be included as part of the
pavement management program.
In addition, during this task, the project schedule will be expanded to include the sub -tasks
associated with the completion of each task and their scheduled completion dates. This will
provide the City with a clear understanding of the work to be performed and the dates on
which they will receive the various project deliverables.
TASK 2 - INTERSECTION TYPES / STREET SWEEPING SCHEDULE (Optional)
In the event that the City requires intersection types, B &H would create a separate database
that identifies City GIS intersection node and the corresponding intersection type (four way
stop, yield, traffic signal). meet with the City to determine the nature of the information
required and the parameters for collecting the information. In addition, Micro PAVER has
the ability to store street sweeping schedules (Mondays, 1st & 3rd Tusedays). At the City's
request, B &H would include any field inventory items as part of the Condition Survey (Task
• 3) portion of the pavement management program. Upon receipt of the City's street sweeping
schedule, B &H would enter the data for each pavement management section.
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REVISED: February 10, 1997
Ll
Section 3 - Scope of Services
EXHIBIT 1
City of Newport Beach
Citywide Pavement Management Program
Proposed Work Flow
I D Qeliverable
PROJECT KICK -OFF MEETING
• Review Project Objectives
• Review IMS Report
• Review Project Schedule
• Gather Available Data
J INTERSECTION TYPES
STREET SWEEPING SCHEDULE
(optional)
• Identity Inventory Information
• Devise Data Collection Parameters
J CONDUCTPAVEMENT
CONDITION SURVEY
• ID "Management Segments"
• Conduct Condition Survey
• Quality Control Review
J PROVIDE CONDITION SURVEY INSTALL MICROPAVER
TRAINING (optional) SOFTWARE
• Develop Training Program D Install Version 4.0 MimPAVER
O Conduct Training • Data Input
• Data Verification
J PMS SOFTWARE TRAINING PREPARE MANAGEMENT
SECTION DATA REPORT
• Develop Training Program • Prepare Data Summaries
❑ Conduct Training • Link to Street Segment Inventory
D Review Findings with City
DEFINE REPAIR/ DEVELOP 7 YEAR BUDGET
REHABILITATION STRATEGIES
• Develop Strategies 6 Und Costs • Develop Budget Scenarios
D Review Service with City • Prioruized Lists of Streets
• Prepare Budget Forecast • Forecast of Future Pavement Condition
12 "0 70
ANNUAL / BI- ANNUAL PREPARE FINAL REPORT DEVELOP GIS INTERFACE
UPDATES (optional) STRATEGIES
• Cantluct Condition Survey •Final Report •Review Existing City GIS
• Present Finding • Present Finding • Analyze GIS Interface Alternatives
• Annual r Bi- Annual Report Project Close Out •Develop Strategies
_xeB.vxn 14 Berryman & Henigar
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REVISED: February 10, 1997 Section 3 - Scope of Services
TASK 3 - CONDUCT PAVEMENT CONDITION SURVEY
The first step in conducting the pavement condition survey will be to-validate and confirm the
inventory segmentation criteria for the City's pavement network to be surveyed (approximately
187 centerline miles of City streets, which includes 35 miles of Arterial /Collector streets).
Once the pavement network to be surveyed has been verified for the individual inventory
segments and their proper codification, a visual inspection of 100 percent of the surface of
each segment will be made and its condition recorded based upon actual surface conditions and
physical characteristics of the segment.
By surveying 100 percent of the surface area a more accurate indication of road conditions is
generated, thereby generating a more accurate estimate of maintenance and rehabilitation
costs.
The visual survey will be performed by a team of trained B &H personnel using lap -top
computers to collect field data. An example of the information that will be collected during
the survey for the Pavement Management System is listed below. The figure demonstrates
the types of base information and condition data that currently exist as well as the type of
information that will be collected during the pavement survey.
• Attribute Data
• Designation of ownership or jurisdiction such as City, County, State or Federal
agencies, and Private;
From /to, indicating the assigned limits of the section;
Name of street;
Segment codification, which will allow for assignment of special designations (i.e.,
truck routes and school zones) as well as maintenance districts;
Street classification indicating function, such as local, arterial, or collector, etc;
Number of travel lanes;
Presence of curb and gutter and sidewalk, in this section;
Segment quantities, indicating the length, ROW, width, and total area of the section;
• Surface type, AC, PCC, Gravel, Dirt.
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REVISED: February 10, 1997 Section 3 - Scope of Services
Condition data that will be evaluated for all street segments will be the following: •
Condition Characteristics
Up to (19) pavement distresses by type of distress severity and are¢ (i.e., alligator,
block, transverse, edge cracking, etc.). The specific types of distresses to be measured
will be determined prior to the start of the inventory;
Drainage Condition Rating for each segment;
Pavement condition index (PQ, taking into account the surface condition and level of
distress to provide an overall condition assessment. The numbering system used by
ranges between 0 - 100, with 100 indicating a new pavement (twenty year life
expectancy) without preventive maintenance;
Other road characteristics which affect the safety and adequacy of the pavement;
Ride quality, indicating the range of 'perfectly smooth" ride to one which is very rough
and may pose a safety hazard; and
Surface condition, will be evaluated and each segment rated with an overall score, •
taking into account general surface characteristics, weathering, etc.
The specific types of pavement distress data to be collected will be reviewed during
discussions with City staff prior to the start of the survey. We would expect to collect data
on the extent and severity of defects such as distortion, ravelling, line or random cracking and
alligator -type failures for example, as well as other types of defects which might be of
particular concern to the City such as truck damage or utility patches.
The field inventory will be conducted by trained pavement raters using a semi - automated (lap-
top computer) system for recording field data. This will allow us to conduct the inventory in
a simple, fast and efficient manner. City personnel can participate and observe for any period
of time they may desire during the field inventory.
TASK 4 - PROVIDE CONDITION SURVEY TRAINING (Optional Task)
While Berryman &Henigar understands that it is the City's desire to have the pavement survey
completed by the selected consultant, training in inventory techniques can be provided to City
staff so that they have an understanding of how the system is developed. More importantly,
the training will allow City personnel the option to replicate the re- inventory of their City
streets at a later date, thereby minimizing long -term costs associated with the maintenance of
the system. •
M. a.Y.p{;'�:p,pHS'.NE6'PORT \FEV NP9.PR0 16
mBerryman &Henigar
• •
REVISED: February 10, 1997 Section 3 - Scope of Services
• If desired, Berryman & Henigar would provide training for up to three (3) City staff members
on the procedures and methodology for data collection of the streets associated with the visual
field survey. The training would include 16 hours of classroom and field survey training.
One (1) set of training manuals would be provided as part of the exercise for each person
within the class. At the completion of the training, City personnel would be versed in the
proper procedures for data collection thereby insuring the ability of the City to repeat the
condition survey on its own when the need arises.
TASK 5 - INSTALL MicroPAVER PAVEMENT MANAGEMENT SOFTWARE
The APWA's MicroPAVER Version 4.0 software, which is a WINDOWS based application,
will be installed on a City computer. The following are some of the features of the software:
fast database operations;
the ability to store scanned or digital images,
built-infield inspection capability; and
GIS interface with ArcView or ArcView2 GIS software.
• The MicroPAVER program is a self - contained menu driven program which will allow the City
to manage its pavement system by tracking street conditions, developing capital improvement .
budgets, and tracking historical workloads on all the street segments within the City network.
The MicroPAVER program will provide the City with the capability to:
have user defined maintenance strategies, unit costs, pavement life cycles and
deterioration curves.
develop budget and cost information which can be readily changed to reflect annual
changes in fiscal requirements, and to reflect multi -year budgeting needs (i.e., "what
if" budget analyses comparing the impact on maintenance programs and service levels
based on various funding levels).
to demonstrate graphically (i.e., pie charts, bar charts, etc), and in tabular format, the
overall condition levels for the entire street network based on the above mentioned
codes.
to compile and store construction related information (i.e. "Design" and "As- built"
highway sections).
. - The capability to enter and store completed maintenance projects to keep an archive
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REVISED: February 10, 1997
0
Section 3 - Scope of Services
of all work related activities relative to each pavement section.
Condition Distribution Graph: -- 1/1/9310 56
5
4
Sections 3
z
1
0
Failed Poor Good Excellent
Very Poor Fair Very Good
Condition
TASK 6 - Micro PAVER SOFTWARE TRAINING
Berryman & Henigar will provide sixteen (16) hours of Micro PAVER system training to City
staff. The training will concentrate not only on the utilization and operation of the Micro
PAVER software - outlining the steps for proper on -going maintenance of the system database
- but also on the necessary program tasks that are required to maintain and update the City's
pavement management program on an annual basis. The training would include such items
as:
Micro PAVER System Operation Overview,
Review of process flow of annual activities required to maintain the program,
Mock replication of annual PMS support activities (i.e., reinventory office procedures;
updating of maintenance costs, strategy assignments, engineering data, and
deterioration curves; and interpretation and utilization of management reports)
TASK 7 - PREPARE "MANAGEMENT SECTION" DATA REPORT
Upon completion of the Pavement Condition Survey, Berryman & Henigar will prepare a
report which documents the condition of all "Management Sections" which were inventoried.
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REVISED: February 10, 1997 Section 3 - Scope of Services
• The report will serve as the primary method for quality control of the data to be included in
the final report. The following will be included:
Pavement Inventory/Condition Report which will document the physical characteristics
of each inventory segment and its condition at the time the inventory was done. This
data will allow the City to compare future pavement conditions against current
conditions to evaluate deterioration rates and the effectiveness of maintenance
strategies.
System Value Report which identifies the estimated replacement value for each class
or category of pavement as well as for the entire pavement network.
Pavement Condition Distribution Report which graphically depicts the percentage of
the road network by pavement condition rating. This report will be filtered to allow
comparisons of pavement condition by road class, geographical area or surface type,
for example.
These reports will be reviewed with the City to ensure that all inventory data is correct.
TASK 8 - DEFINE REPAIR/REHABILITATION STRATEGIES AND PAVEMENT
• LIFE CYCLES
Following acceptance of the pavement condition inventory data by the City, a meeting will be
held with City personnel to discuss the various repair /rehabilitation strategies to be considered
during the development of the recommended program. During this meeting, Berryman &
Henigar will help the City develop the most cost effective preventative maintenance, repair,
and rehabilitation strategies possible - -such as chip seals, cape seals, slurry seals and overlays- -
based on the condition of the "maintenance sections ", the expected improvement in pavement
condition and life cycle extension which would result, and the unit cost of each alternative.
The strategy assignments will be based on road class and type of surface, and are user defined
and flexible, thereby allowing the City to select appropriate activities, unit costs, and life
cycles for the pavement management program. During the development of the various life
cycle curves for the street segments within the City, Berryman & Henigar will utilize the base
traffic count data provided by the City to effectively determine the optimum life expectancies
for each road within the network.
Berryman & Henigar will also review with the City the standard deterioration curves which
will be developed based on traffic volumes, pavement surface, and road class. The
MicroPAVER system allows the user to have the flexibility to define the deterioration curves
as required. The curves will be modified based on input from the City and the local pavement
• conditions present at the time of the survey.
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REVISED: February 10, 1997 Section 3 - Scope of Services
•
PAVEMENT LIFE CYCLE
STANDARD DETERIORATION CURVE
1 3 5 7 9 11 13 15 17 19 21 23 25 27
PAVEMENT LIFE (YEARS)
The information developed during this task will form the basis for the establishment of •
maintenance /rehabilitation strategies. Also, during this task the resources (funding) available
for maintenance /rehabilitation will be identified for future years.
Other information to be developed during this task will be to identify the types of preparatory
work and associated costs to be completed prior to repair /rehabilitation - -such as crack sealing
or deep patching - -based upon pavement condition.
TASK 9 - DEVELOP 7 -YEAR BUDGET
Once the repair /rehabilitation strategies have been defined for City streets, the MicroPAVER
software will be used to identify the recommended maintenance and rehabilitation projects for
each street over a seven year period. The recommended projects will be identified on the
basis of several criteria: cost /benefit of individual strategies, present pavement conditions,
current traffic volumes, current and unconstrained funding levels, future routine and major
maintenance needs based on projected deterioration rates, desired levels of service and
available resources.
The primary emphasis of this task will be 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. Following this analysis, project lists will be
generated for two funding level scenarios: the existing fixed amount of available funds (i.e. •
City's funding level) and unconstrained funding levels given the most cost effective Pavement
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00
EXCELLENT
VERY GOOD
90
GOOD
60
Preventative Maintenance
Slurry Seal SO.1 I /SF
FAIR
70
60
Major Maintenance
Overlay S0.591SF
50
POOR
40
Rehabilitation
Overlay w/ Fabrics $0.691SF
30
20
VERY POOR
10
Reconstruction
Reconstruction 53.081SF
0
1 3 5 7 9 11 13 15 17 19 21 23 25 27
PAVEMENT LIFE (YEARS)
The information developed during this task will form the basis for the establishment of •
maintenance /rehabilitation strategies. Also, during this task the resources (funding) available
for maintenance /rehabilitation will be identified for future years.
Other information to be developed during this task will be to identify the types of preparatory
work and associated costs to be completed prior to repair /rehabilitation - -such as crack sealing
or deep patching - -based upon pavement condition.
TASK 9 - DEVELOP 7 -YEAR BUDGET
Once the repair /rehabilitation strategies have been defined for City streets, the MicroPAVER
software will be used to identify the recommended maintenance and rehabilitation projects for
each street over a seven year period. The recommended projects will be identified on the
basis of several criteria: cost /benefit of individual strategies, present pavement conditions,
current traffic volumes, current and unconstrained funding levels, future routine and major
maintenance needs based on projected deterioration rates, desired levels of service and
available resources.
The primary emphasis of this task will be 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. Following this analysis, project lists will be
generated for two funding level scenarios: the existing fixed amount of available funds (i.e. •
City's funding level) and unconstrained funding levels given the most cost effective Pavement
N.: \GMFY.TIL ,HY.S WE4PORT \RE V_NPB PAG 20 Berryman Br Henigar
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•
•
• 9
REVISED: February 10, 1997 Section 3 - Scope of Services
Management Plan. In this way, if available funding is less than required for completion of
recommended projects within a given year, it will be easy to determine which projects can be
deferred with the least impact on current pavement condition and future rehabilitation cost.
Following preparation of the information documenting the Recommended Improvement
Program, the program will be submitted for review and commented on as part of the draft
Final Report.
100
90
80
70
60
50
40
30
FUNDING VS. PCI ANALYSIS
1993 1994 1995 1996
Unconstrained ... A... Balanced
TASK 10 - IMPLEMENT GIS INTERFACE STRATEGY
1997 1998
- e- - Zero
Initially, B &H will identify the City's GIS centerline tags within each pavement management
segment. This data will input be into the Micro PAVER database. Through the use of the
custom data transfer program developed by B &H, a process will be developed for updating
the City's GIS centerline tags in the Micro PAVER database in addition to updating the
pavement management data within the City's GIS database.
TASK 11 - PREPARE FINAL REPORT
The Pavement Management Program Report will provide the City with a summary of the
findings from the condition survey with the corresponding recommendations for the
implementation of the most cost effective maintenance program for the City.
The report itself will be prepared in a format that will utilize the information found in the
computerized PMS reports in conjunction with the information and analyses performed by the
B &H Pavement Management Team. The report will provide the City with information on:
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1993 1994 1995 1996
Unconstrained ... A... Balanced
TASK 10 - IMPLEMENT GIS INTERFACE STRATEGY
1997 1998
- e- - Zero
Initially, B &H will identify the City's GIS centerline tags within each pavement management
segment. This data will input be into the Micro PAVER database. Through the use of the
custom data transfer program developed by B &H, a process will be developed for updating
the City's GIS centerline tags in the Micro PAVER database in addition to updating the
pavement management data within the City's GIS database.
TASK 11 - PREPARE FINAL REPORT
The Pavement Management Program Report will provide the City with a summary of the
findings from the condition survey with the corresponding recommendations for the
implementation of the most cost effective maintenance program for the City.
The report itself will be prepared in a format that will utilize the information found in the
computerized PMS reports in conjunction with the information and analyses performed by the
B &H Pavement Management Team. The report will provide the City with information on:
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REVISED: February 10, 1997
0
Section 3 - Scope of Services
current pavement conditions shown in tabular and graphical format for all road classes •
and surface types;
projected annual repair /rehabilitation programs for street maintenance on all streets
for a five year period;
project schedules and associated budgets (i. e., adjusted for inflation within the software
based on user selected inflation factors) for the entire network, as well as each street
segment, for each fiscal year over the seven (7) year period as demonstrated by the
following figure;
priority projects that should be scheduled for immediate maintenance, based on user
defined priorities and existing conditions;
an analysis that allows the City to measure and understand the impact on and cost of
deferred maintenance for the City street network; and
. review and development of recommended funding programs for street related
improvements.
In addition, information will be presented summarizing the methodologies used in conducting •
the field survey and pavement management study. Upon review and acceptance of the Draft
Report by the City, five (5) copies of the Final Report will be submitted to the City
incorporating all recommendations and input from the City. Berryman and Henigar will also
present the findings to designated City personnel and City Council for a maximum of one (1)
separate presentation.
TASK 12 - ANNUAL / BI- ANNUAL UPDATES TO THE PROGRAM (Optional Task)
Berryman & Henigar understands the City's investment in pavement management and the
desire to maintain the pavement management system. Annual and /or bi- annual updates can
be provided for the pavement management program. In order to complete the updates, street
segments will need to be identified for annual or bi- annual review. A pavement condition
survey would be conducted on each of these street segments and all data collected incorporated
in pavement management program. In addition, all new street construction, reconstruction,
and resurfacing projects completed since the last survey would be added or undated and all
budgets and work plans would be revised accordingly.
•
M:\.MRIMZ .PMSV:'c'r:PJRT\REV_NPB.PR0 22 Berryman & Henigar
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REVISED: February 10, 1997 Section 4 - Project Management /Project Time Schedule
PROJECUMANAGEMENT APPROACH
The approach that Berryman & Henigar will use for management of this project will be based
on the theory of strong and frequent communication on the part of the Consultant's team with
the City's Project Team. This effort will be comprised of not only. frequent verbal
communication, but also written status reports and final project reviews with the Project
Manager.
• Detailed Project Schedules - At the onset of the project, Berryman & Henigar's
Project Team will develop a set of detailed schedules for each of the divisions within
the department, delineating all major tasks, as well as subtasks for each activity. This
will form the baseline for project control throughout the duration of the project,
measuring achievement of all major milestones within the project.
• Project Control Reports (monthly) - A series of project control reports will also be
submitted to the Project Coordinator on a monthly basis which review performance
against key indicators such as schedule attainment, milestone achievement, and cost
control (internal), and highlights of any significant problem areas that need to be
addressed.
. • Bi- Monthly Review Meetings - A bi- monthly forum for reviewing the progress of the
project will also be utilized to convey to the City's Project Team the information
discussed previously with the Project Coordinator. This will also provide a venue for
discussing and solving any problems that may arise that would impede the delivery
schedule of the project.
•
• Network Data Report Findings Presentation - At the conclusion of the Pavement
Survey period, B &H's Project Team will present the initial findings to the City in the .
form of the Network Data Report for input and feedback concerning the preliminary
findings. Any observations, clarification of data, comments, or feedback will be
collected and utilized in the formulation of the final recommendations.
• Draft and Final Report Presentation - Once the Project team has completed the
formulation of its recommendations, a draft report will be submitted to the City for
review. The information will then be presented in presentation form for further
feedback concerning the recommendations, and written points of clarification and
modifications will be requested from the team for incorporation into the final draft of
the report that will be presented to Council.
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REVISED: February 10, 1997 Section 4 - Project Management /Project Time Schedule
Communications will be an integral part of the study. The above mentioned vehicles for . •
communication will be adhered to rigorously to ensure a timely and quality driven project.
During the project orientation step, project schedules and meeting schedules will be better
defined, with specific dates and times. However, the information that follows is meant to
convey a rough idea of the amount of time that will be expected by the Consultant's team.
INFORMATION TO BE PROVIDED BY THE CITY
The following is a listing of the requirements for support and /or documents that are requested
of the City to efficiently implement the Pavement Management Program.
1. Historical budgets, work reports, bid sheets, and unit costs related to pavement
maintenance within the City.
2. Up to 24 hours of project liaison time on the part of the City's contract manager.
3. Street base maps of City with street names and road classes.
4. GIS maps showing all centerline tags within the City.
5. Circulation map for the City. •
6. Copy of Assessor Parcel Maps and Aerial Photo.
7. Street improvement and survey information, including traffic data.
8. A City computer for installation of the MicroPAVER software.
9. Copy of the 1992 Infrastructure Maintenance Services report.
10. For optional Task 2, the City's street sweeping schedule.
PROJECT TIME SCHEDULE
The following schedule provides the City with the necessary macro schedule for the project.
The Consultant's team has designed the project in such a manner so as to maximize project
time, providing the City with an overview for each of the prescribed work tasks.
The project approach has been designed to progress in stages completing each task so as to
complete the entire project in a timely and responsive manner. The following schedule gives
an indication of the start and stop times for each task at the project level. •
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