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Pavement Management Program Update <br />April 1, 2025 <br />Page 2 <br />4 <br />9 <br />2 <br />0 <br />A Pavement Management Program must be periodically updated with current street <br />pavement assessment data to be effective and compliant. City streets were last <br />assessed and inventoried in 2023/2024 for the 2024 PMP update. A significant portion <br />of the proposed scope of work involves in-field, individual street assessments performed <br />by skilled technicians and engineers. Once this data is collected, the consultant will <br />analyze the data and prepare a report and recommendations for future street <br />improvements. The proposed services also include mapping and Geographic <br />Information System (GIS) support to integrate into the City's current mapping systems. <br />The mapping and GIS will be compatible across all other City infrastructure, while also <br />supporting internal- and public-facing dashboards and required reporting mechanisms. <br />When complete, the refreshed PMP will be utilized by staff to recommend street <br />improvement projects for City Council consideration via the annual budget and capital <br />improvement program adoption process. Additionally, the City will be able to produce <br />reports for submission to OCTA to ensure continued eligibility with Measure M2. The <br />City’s biennial PMP submittal is due by June 2026. Staff recommends retaining the <br />consultant through 2028 in order to revise the Pavement Management analysis on an <br />as-needed basis as may be requested by OCTA or by State and Federal grant funding <br />agencies, in order to assure the City maintains maximum funding eligibility. <br />PWA released a Request for Proposal (RFP) No. 24-133 on November 26, 2024, by <br />which it sought a qualified consultant to perform pavement condition surveys and <br />budgetary analysis to produce the City’s PMP in compliance with the upcoming 2026 <br />grant requirement. <br />The RFP was advertised on the City’s online procurement management and publication <br />system, with proposals due on December 19, 2024. A summary of vendor participation <br />is as follows: <br />2,280 Vendors notified <br />97 Santa Ana vendors notified <br />46 Vendors downloaded the bid packet <br />3 Bids Received <br />0 Bids received from Santa Ana vendors <br />In order to be deemed compliant by OCTA’s Countywide Pavement Management Plan <br />Guidelines (Exhibit 2), the selection of a consultant award requires at least one <br />inspector from a consultant firm to be prequalified by OCTA for a submitted Pavement <br />Management Plan. This ensures adherence to proper procedures and ensures the <br />results are within acceptable variability ranges. Thus, three proposals were received <br />and evaluated by a selection committee. Ninety-seven Santa Ana vendors were notified <br />and zero bids were received by Santa Ana vendors. Based on criteria outlined in the <br />RFP, the following summarizes the three responding firms and their ranking: