Item 18 - Pavement Management Program Update

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Public Works Agency www.santa-ana.org/pw Item # 18 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report October 19, 2021 TOPIC: Pavement Management Program Update AGENDA TITLE Approve an Agreement with Bucknam Infrastructure Group, Inc. in an Amount Not to Exceed $91,000, for a Pavement Management Program Update (Project 21-6898) (Non - General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Bucknam Infrastructure Group, Inc. for the Pavement Management Program Update in an amount not to exceed $91,000, which includes the base amount of $79,038 plus optional task and contingency of $11,962, for a two-year term beginning October 19, 2021 and expiring October 18, 2023, with a provision for two, one-year extensions, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The pavement management program (PMP) is an essential tool in determining the condition, expected life, recommended improvements, and associated costs of the City's pavement assets. This program enables the City to prioritize pavement rehabilitation projects where they are most cost-effective. In addition, an updated PMP is required for the City to remain eligible for Orange County Transportation Authority (OCTA) Measure M2 funding programs and to qualify for a reduced local match requirement for using those funds. On July 21, 2021, the Public Works Agency released a Request for Proposals (RFP 21- 076) on the City's online procurement portal, PlanetBids, seeking proposals from qualified firms to perform required services necessary to update the City's Pavement Management Program. By the RFP deadline of August 11, 2021, only one proposal was received; therefore, staff re -bid the opportunity with a new deadline of September 1, 2021 to encourage additional submissions. As the result, 41 prospective vendors downloaded the documents and two proposals were received. During the RFP evaluation process, it was determined that the proposal by Omnis Inc. did not have the OCTA prequalification certification requirement for Pavement Inspection, so the proposal was deemed non- responsive since it is a funding eligibility requirement to award only to firms who prequalified for this scope of work.