TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: NOVEMBER 18, 2003

SUBJECT: PAVEMENT MANAGEMENT PROGRAM

RECOMMENDATIONS

1. Award a contract to Harris and Associates for engineering services related to the 2003 update of the City’s Pavement Management Program
2. Authorize the Mayor and City Clerk to execute a contract with Harris and Associates.
3. Authorize the expenditure of up to $19,700.

BACKGROUND

In 1993 The City Council established a Pavement Management Program to assist staff implement a proactive program of roadway maintenance. In its essence the program recommends construction activities – either slurry seal or asphalt overlay – for the city’s annual roadway programs, based upon economic and pavement engineering principles.

Since 1993 program updates have been prepared every two years. Updates consist of recording recent construction activities, inspecting roadway conditions in a portion of the city, and making recommendations for the next two years of roadway programs.

Regular updating of the Pavement Management Program is also a requirement of the Proposition C Program, which annually provides the City approximately $280,000 of roadway funds.

DISCUSSION

In September staff circulated a request for proposal to two firms qualified to complete the update, Willdan Associates, and Harris and Associates. Upon review of these proposals, staff believes that a contract should be awarded to Harris and Associates. This is based upon the proposed price and schedule, the quality of individuals proposed for the project, and the firm’s past performances on similar projects.

CONCLUSIONS

Adopting the staff recommendations will award a contract for engineering services to update the Pavement Management Program to Harris and Associates.

ALTERNATIVE ACTIONS

Request staff to obtain additional proposals. Staff believes that this would not be productive.

FISCAL IMPACT

Funding is programmed in the Adopted FY 03 – 04 Budget for these services. The funding source is Proposition C Funds.

Submitted by,

Dean E. Allison

Director of Public Works

Reviewed by,

Les Evans, City Manager

Attachments:

Contract