CC SR 20240820 F - Roadway Pavement Mgmt Triennial Update 2025
CITY COUNCIL MEETING DATE: 08/20/2024
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to award a professional services agreement to
Bucknam Infrastructure Group, Inc., for the City’s 2025 Roadway Asset Management
Program Triennial Update.
RECOMMENDED COUNCIL ACTION:
(1) Award a professional services agreement to Bucknam Infrastructure Group, Inc.
for engineering services for the City’s 2025 Roadway Asset Management
Program Triennial Update, in the not to exceed amount of $224,600 with a 15%
contingency of $33,700 for a sum of $258,300.
(2) Authorize the Mayor to execute the agreement in a form approved by the City
Attorney; and,
(3) Approve an additional appropriation of $63,300 from the SB-1 Fund for the
Roadway Asset Management Program engineering services.
FISCAL IMPACT: The recommended Council action will result in an expenditure not to
exceed $258,300, including the 15% contingency. During
development of the Fiscal Year 2024-25 budget, Staff estimated the
cost of engineering services for the Roadway Asset Management
Program to be approximately $195,000, which was the amount
approved as part of the Fiscal Year 2024-25 Capital Improvement
Program. However, the actual quote for the services is not to exceed
$258,300, including the 15% contingency. Therefore, an additional
appropriation of $63,300 from the SB-1 Fund is needed to complete
the services. The SB-1 Fund has an available balance of $450,270.
Amount Budgeted: $ 195,000
Additional Appropriation: $ 63,300
Account Number(s): 204-400-8844-8001 $258,300
(SB-1–Pavement Management Program-Triennial Update /
Professional Services) VR
ORIGINATED BY: Jeremiah H. Sunwoo, Associate Engineer
REVIEWED BY: Ramzi Awwad, Director of Public Works
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. PSA with Bucknam Infrastructure Group, Inc. (Page A-1)
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B. Request for Proposals for Pavement and Roadway Asset management (page B-1)
C. Proposal submitted by Bucknam Infrastructure Group, Inc. (Page C-1)
D. Fiscal Year 2024-2025 Capital Improvement Program Project Sheet (Page D-1)
BACKGROUND:
A triennial update to the City’s Pavement Management Program (PMP) is required by the
Los Angeles County Metropolitan Transportation Authority (Metro) for the City to continue
to receive Proposition C funding, and the last update was performed in 202 2. The Fiscal
Year (FY) 2024-25 Capital Improvement Program (CIP) includes a triennial update to the
City’s Pavement Management Program as part of the Roadway Asset Management
Program, which also includes other roadway assets such as sidewalks, curb and gutter,
and curb ramps. (Attachment D).
On May 29, 2024, the City advertised a request for proposals (RFP) for engineering
services for the City’s Pavement and Roadway Asset Management Triennial Update.
The scope of services includes assessing the current condition of, and developing a
recommended schedule of rehabilitation, repair, and preventative maintenance for the
City’s pavement on public roads, pavement on parking lots of major City facilities, curbs
and gutters, sidewalks, curb ramps, medians, guardrails, and roadway signs. The scope
of services is thoroughly described in the attached RFP (Attachment B).
One proposal was received by the June 19, 2024 deadline, and an evaluation panel of
three members, comprised of the Deputy Director of Public Works, a Senior Engineer,
and an Associate Engineer, evaluated the proposal. The evaluation panel found that the
proposal, from Bucknam Infrastructure Group, Inc. (Bucknam), was responsive to the
RFP and that the firm was well qualified to perform the work. Staff then began negotiations
with Bucknam that concluded with a fixed price fee proposal and refined scope
(Attachment C).
The fee of $224,600, with a contingency of 15%, or $33,700, equates to a maximum
contract amount of $258,300. This amount exceeds the budgeted amount of $195,000
allocated in the FY 2024-25 CIP. Below is a table delineating the tasks and respective
amounts included in Bucknam’s proposal and compared with the fee established for the
previous PMP Triannual Update PSA.
The primary reason for the cost difference was a greater increase in hourly rates for
proposed consultant staff than had been anticipated by City Staff. As part of developing
cost estimates for CIP projects during the budget cycle early in the year, Staff attempts
to account for anticipated inflation. In this case, the increase in rates associated with
inflation was significantly greater than had been anti cipated. City Staff compared the
hourly rates for proposed consultant staff with typical rates for civil engineering staff
contracted for other City projects and found the rates to be consistent. Therefore, Staff
recommends an additional appropriation of $63,300 to complete the Roadway Asset
Management Program and continue to be eligible for Proposition C funding .
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CONCLUSION:
Staff recommends that the City Council award a PSA to Bucknam in the amount of
$224,600 with a 15% contingency of $33,700 for a sum of $258,300, for engineering
services to complete the Roadway Asset Management Program and continue to be
eligible for Proposition C funding.
ALTERNATIVES:
In addition to Staff recommendation, the following alternative action s are available for the
City Council’s consideration:
1. Reject the Professional Services Agreement with Bucknam and re-solicit services
to seek more proposals to consider.
2. Reduce the scope of services strictly to roadway pavement conditions, excluding
the scope of sidewalks, traffic signs and curb ramps ; thereby reducing the cost.
However, this would leave incomplete information on the other assets for
prioritizing repairs and preventative maintenance.
3. Take other action, as deemed appropriate.
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01203.0001/835260.1 1
PROFESSIONAL SERVICES AGREEMENT
By and Between
CITY OF RANCHO PALOS VERDES
and
BUCKNAM INFRASTRUCTURE GROUP, INC.
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AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF RANCHO PALOS VERDES AND
BUCKNAM INFRASTRUCTURE GROUP, INC.
THIS AGREEMENT FOR PROFESSIONAL SERVICES (“Agreement”) is made and
entered into on August 20, 2024 by and between the CITY OF RANCHO PALOS VERDES, a
California municipal corporation (“City”) and Bucknam Infrastructure Group, Inc., a California
Corporation (“Consultant”). City and Consultant may be referred to, individually or collectively,
as “Party” or “Parties.”
RECITALS
A. City has sought, by issuance of a Request for Proposals, the performance of the
services defined and described particularly in Article 1 of this Agreement.
B. Consultant, following submission of a proposal for the performance of the
services defined and described particularly in Article 1 of this Agreement, was selected by the
City to perform those services.
C. Pursuant to the City of Rancho Palos Verdes Municipal Code, City has authority
to enter into and execute this Agreement.
D. The Parties desire to formalize the selection of Consultant for performance of
those services defined and described particularly in Article 1 of this Agreement and desire that
the terms of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by
the Parties and contained herein and other consideration, the value and adequacy of which are
hereby acknowledged, the parties agree as follows:
ARTICLE 1. SERVICES OF CONSULTANT
1.1 Scope of Services.
In compliance with all terms and conditions of this Agreement, the Consultant shall
provide those services specified in the “Scope of Services”, as stated in the Proposal, attached
hereto as Exhibit “A” and incorporated herein by this reference, which may be referred to herein
as the “services” or “work” hereunder. As a material inducement to the City entering into this
Agreement, Consultant represents and warrants that it has the qualifications, experience, and
facilities necessary to properly perform the services required under this Agreement in a thorough,
competent, and professional manner, and is experienced in performing the work and services
contemplated herein. Consultant shall at all times faithfully, competently and to the best of its
ability, experience and talent, perform all services described herein. Consultant covenants that it
shall follow the highest professional standards in performing the work and services required
hereunder and that all materials will be both of good quality as well as fit for the purpose
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intended. For purposes of this Agreement, the phrase “highest professional standards” shall mean
those standards of practice recognized by one or more first-class firms performing similar work
under similar circumstances.
1.2 Consultant’s Proposal.
The Scope of Service shall include the Consultant’s Proposal which shall be incorporated
herein by this reference as though fully set forth herein. In the event of any inconsistency
between the terms of such Proposal and this Agreement, the terms of this Agreement shall
govern.
1.3 Compliance with Law.
Consultant shall keep itself informed concerning, and shall render all services hereunder
in accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and
any Federal, State or local governmental entity having jurisdiction in effect at the time service is
rendered.
1.4 California Labor Law.
If the Scope of Services includes any “public work” or “maintenance work,” as those
terms are defined in California Labor Code section 1720 et seq. and California Code of
Regulations, Title 8, Section 16000 et seq., and if the total compensation is $1,000 or more,
Consultant shall pay prevailing wages for such work and comply with the requirements in
California Labor Code section 1770 et seq. and 1810 et seq., and all other applicable laws,
including the following requirements:
(a) Public Work. The Parties acknowledge that some or all of the work to be
performed under this Agreement is a “public work” as defined in Labor Code Section 1720 and
that this Agreement is therefore subject to the requirements of Division 2, Part 7, Chapter 1
(commencing with Section 1720) of the California Labor Code relating to public works contracts
and the rules and regulations established by the Department of Industrial Relations (“DIR”)
implementing such statutes. The work performed under this Agreement is subject to compliance
monitoring and enforcement by the DIR. Consultant shall post job site notices, as prescribed by
regulation.
(b) Prevailing Wages. Consultant shall pay prevailing wages to the extent
required by Labor Code Section 1771. Pursuant to Labor Code Section 1773.2, copies of the
prevailing rate of per diem wages are on file at City Hall and will be made available to any
interested party on request. By initiating any work under this Agreement, Consultant
acknowledges receipt of a copy of the DIR determination of the prevailing rate of per diem
wages, and Consultant shall post a copy of the same at each job site where work is performed
under this Agreement.
(c) Penalty for Failure to Pay Prevailing Wages. Consultant shall comply with
and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment
of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. The
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Consultant shall, as a penalty to the City, forfeit $200 (two hundred dollars) for each calendar
day, or portion thereof, for each worker paid less than the prevailing rates as determined by the
DIR for the work or craft in which the worker is employed for any public work done pursuant to
this Agreement by Consultant or by any subcontractor.
(d) Payroll Records. Consultant shall comply with and be bound by the
provisions of Labor Code Section 1776, which requires Consultant and each subcontractor to:
keep accurate payroll records and verify such records in writing under penalty of perjury, as
specified in Section 1776; certify and make such payroll records available for inspection as
provided by Section 1776; and inform the City of the location of the records.
(e) Apprentices. Consultant shall comply with and be bound by the provisions
of Labor Code Sections 1777.5, 1777.6, and 1777.7 and California Code of Regulations Title 8,
Section 200 et seq. concerning the employment of apprentices on public works projects.
Consultant shall be responsible for compliance with these aforementioned Sections for all
apprenticeable occupations. Prior to commencing work under this Agreement, Consultant shall
provide City with a copy of the information submitted to any applicable apprenticeship program.
Within 60 (sixty) days after concluding work pursuant to this Agreement, Consultant and each of
its subcontractors shall submit to the City a verified statement of the journeyman and apprentice
hours performed under this Agreement.
(f) Eight-Hour Work Day. Consultant acknowledges that 8 (eight) hours labor
constitutes a legal day's work. Consultant shall comply with and be bound by Labor Code
Section 1810.
(g) Penalties for Excess Hours. Consultant shall comply with and be bound by
the provisions of Labor Code Section 1813 concerning penalties for workers who work excess
hours. The Consultant shall, as a penalty to the City, forfeit $25 (twenty five dollars for each
worker employed in the performance of this Agreement by the Consultant or by any
subcontractor for each calendar day during which such worker is required or permitted to work
more than 8 (eight) hours in any one calendar day and 40 (forty) hours in any one calendar week
in violation of the provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code.
Pursuant to Labor Code section 1815, work performed by employees of Consultant in excess of 8
(eight) hours per day, and 40 (forty) hours during any one week shall be permitted upon public
work upon compensation for all hours worked in excess of 8 hours per day at not less than one
and 1½ (one and one half) times the basic rate of pay.
(h) Workers’ Compensation. California Labor Code Sections 1860 and 3700
provide that every employer will be required to secure the payment of compensation to its
employees if it has employees. In accordance with the provisions of California Labor Code
Section 1861, Consultant certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require
every employer to be insured against liability for workers' compensation or to
undertake self-insurance in accordance with the provisions of that code, and I will
comply with such provisions before commencing the performance of the work of
this contract.”
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Consultant’s Authorized Initials ________
(i) Consultant’s Responsibility for Subcontractors. For every subcontractor
who will perform work under this Agreement, Consultant shall be responsible for such
subcontractor's compliance with Division 2, Part 7, Chapter 1 (commencing with Section 1720)
of the California Labor Code, and shall make such compliance a requirement in any contract
with any subcontractor for work under this Agreement. Consultant shall be required to take all
actions necessary to enforce such contractual provisions and ensure subcontractor's compliance,
including without limitation, conducting a review of the certified payroll records of the
subcontractor on a periodic basis or upon becoming aware of the failure of the subcontractor to
pay his or her workers the specified prevailing rate of wages. Consultant shall diligently take
corrective action to halt or rectify any such failure by any subcontractor.
1.5 Licenses, Permits, Fees and Assessments.
Consultant shall obtain at its sole cost and expense such licenses, permits and approvals
as may be required by law for the performance of the services required by this Agreement.
Consultant shall have the sole obligation to pay for any fees, assessments and taxes, plus
applicable penalties and interest, which may be imposed by law and arise from or are necessary
for the Consultant’s performance of the services required by this Agreement, and shall
indemnify, defend and hold harmless City, its officers, employees or agents of City, against any
such fees, assessments, taxes, penalties or interest levied, assessed or imposed against City
hereunder.
1.6 Familiarity with Work.
By executing this Agreement, Consultant warrants that Consultant (i) has thoroughly
investigated and considered the scope of services to be performed, (ii) has carefully considered
how the services should be performed, and (iii) fully understands the facilities, difficulties and
restrictions attending performance of the services under this Agreement. If the services involve
work upon any site, Consultant warrants that Consultant has or will investigate the site and is or
will be fully acquainted with the conditions there existing, prior to commencement of services
hereunder. Should the Consultant discover any latent or unknown conditions, which will
materially affect the performance of the services hereunder, Consultant shall immediately inform
the City of such fact and shall not proceed except at Consultant’s risk until written instructions
are received from the Contract Officer in the form of a Change Order.
1.7 Care of Work.
The Consultant shall adopt reasonable methods during the life of the Agreement to
furnish continuous protection to the work, and the equipment, materials, papers, documents,
plans, studies and/or other components thereof to prevent losses or damages, and shall be
responsible for all such damages, to persons or property, until acceptance of the work by City,
except such losses or damages as may be caused by City’s own negligence.
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1.8 Further Responsibilities of Parties.
Both parties agree to use reasonable care and diligence to perform their respective
obligations under this Agreement. Both parties agree to act in good faith to execute all
instruments, prepare all documents and take all actions as may be reasonably necessary to carry
out the purposes of this Agreement. Unless hereafter specified, neither party shall be responsible
for the service of the other.
1.9 Additional Services
City shall have the right at any time during the performance of the services, without
invalidating this Agreement, to order extra work beyond that specified in the Scope of Services
or make changes by altering, adding to or deducting from said work. No such extra work may be
undertaken unless a written Change Order is first given by the Contract Officer to the Consultant,
incorporating therein any adjustment in (i) the Contract Sum for the actual costs of the extra
work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the
written approval of the Consultant.
Any increase in compensation of up to 15% (fifteen percent) of the Contract Sum; or, in
the time to perform of up to 90 (ninety) days, may be approved by the Contract Officer through a
written Change Order. Any greater increases, taken either separately or cumulatively, must be
approved by the City Council. It is expressly understood by Consultant that the provisions of this
Section shall not apply to services specifically set forth in the Scope of Services. Consultant
hereby acknowledges that it accepts the risk that the services to be provided pursuant to the
Scope of Services may be more costly or time consuming than Consultant anticipates and that
Consultant shall not be entitled to additional compensation therefor. City may in its sole and
absolute discretion have similar work done by other Consultants. No claims for an increase in the
Contract Sum or time for performance shall be valid unless the procedures established in this
Section are followed.
If in the performance of the Services, the Consultant becomes aware of material defects
in the Scope of Work, duration, or span of the Services, or the Consultant becomes aware of
extenuating circumstance that will or could prevent the completion of the Services, on time or on
budget, the Consultant shall inform the City’s Contract Officer of an anticipated Change Order.
This proposed change order will stipulate the facts surrounding the issue, proposed solutions,
proposed costs, and proposed schedule impacts.
1.10 Special Requirements.
Additional terms and conditions of this Agreement, if any, which are made a part hereof
are set forth in the “Special Requirements” attached hereto as Exhibit “B” and incorporated
herein by this reference. In the event of a conflict between the provisions of Exhibit “B” and any
other provisions of this Agreement, the provisions of Exhibit “B” shall govern.
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ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the
amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “C” and
incorporated herein by this reference. The total compensation, including reimbursement for
actual expenses, shall not exceed $224,600 (Two Hundred Twenty-Four Thousand Six
Hundred Dollars) (the “Contract Sum”), unless additional compensation is approved pursuant
to Section 1.9.
2.2 Method of Compensation.
(a) The method of compensation may include: (i) a lump sum payment upon
completion; (ii) payment in accordance with specified tasks or the percentage of completion of
the services; (iii) payment for time and materials based upon the Consultant’s rates as specified
in the Schedule of Compensation, provided that (a) time estimates are provided for the
performance of sub tasks, and (b) the Contract Sum is not exceeded; or (iv) such other methods
as may be specified in the Schedule of Compensation.
2.3 Reimbursable Expenses.
Compensation may include reimbursement for actual and necessary expenditures for
reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in
advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5,
and only if specified in the Schedule of Compensation. The Contract Sum shall include the
attendance of Consultant at all project meetings reasonably deemed necessary by the City.
Coordination of the performance of the work with City is a critical component of the services. If
Consultant is required to attend additional meetings to facilitate such coordination, Consultant
shall not be entitled to any additional compensation for attending said meetings.
2.4 Invoices.
Each month Consultant shall furnish to City an original invoice, using the City template,
or in a format acceptable to the City, for all work performed and expenses incurred during the
preceding month in a form approved by City’s Director of Finance. By submitting an invoice for
payment under this Agreement, Consultant is certifying compliance with all provisions of the
Agreement. The invoice shall detail charges for all necessary and actual expenses by the
following categories: labor (by sub-category), travel, materials, equipment, supplies, and sub-
Consultant contracts. Sub-Consultant charges shall also be detailed by such categories.
Consultant shall not invoice City for any duplicate services performed by more than one person.
City shall independently review each invoice submitted by the Consultant to determine
whether the work performed and expenses incurred are in compliance with the provisions of this
Agreement. Except as to any charges for work performed or expenses incurred by Consultant
which are disputed by City, or as provided in Section 7.3, City will use its best efforts to cause
Consultant to be paid within 45 (forty-five) days of receipt of Consultant’s correct and
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undisputed invoice; however, Consultant acknowledges and agrees that due to City warrant run
procedures, the City cannot guarantee that payment will occur within this time period . In the
event any charges or expenses are disputed by City, the original invoice shall be returned by City
to Consultant for correction and resubmission. Review and payment by City for any invoice
provided by the Consultant shall not constitute a waiver of any rights or remedies provided
herein or any applicable law.
2.5 Waiver.
Payment to Consultant for work performed pursuant to this Agreement shall not be
deemed to waive any defects in work performed by Consultant.
ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time of Essence.
Time is of the essence in the performance of this Agreement.
3.2 Schedule of Performance.
Consultant shall commence the services pursuant to this Agreement upon receipt of a
written notice to proceed and shall perform all services within the time period(s) established in
the “Schedule of Performance” attached hereto as Exhibit “D” and incorporated herein by this
reference. When requested by the Consultant, extensions to the time period(s) specified in the
Schedule of Performance may be approved in writing by the Contract Officer through a Change
Order, but not exceeding 60 (sixty) days cumulatively.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Performance for performance of the
services rendered pursuant to this Agreement shall be extended because of any delays due to
unforeseeable causes beyond the control and without the fault or negligence of the Consultant,
including, but not restricted to, acts of God or of the public enemy, unusually severe weather,
fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes,
wars, litigation, and/or acts of any governmental agency, including the City, if the Consultant
shall within 10 (ten) days of the commencement of such delay notify the Contract Officer in
writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of
delay, and extend the time for performing the services for the period of the enforced delay when
and if in the judgment of the Contract Officer such delay is justified. The Contract Officer’s
determination shall be final and conclusive upon the parties to this Agreement. In no event shall
Consultant be entitled to recover damages against the City for any delay in the performance of
this Agreement, however caused, Consultant’s sole remedy being extension of the Agreement
pursuant to this Section.
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3.4 Term.
Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement
shall continue in full force and effect until completion of the services but not exceeding (1) year
from the date hereof, except as otherwise provided in the Schedule of Performance (Exhibit
“D”).
ARTICLE 4. COORDINATION OF WORK
4.1 Representatives and Personnel of Consultant.
The following principals of Consultant (“Principals”) are hereby designated as being the
principals and representatives of Consultant authorized to act in its behalf with respect to the
work specified herein and make all decisions in connection therewith:
Steve Bucknam, P.E. _Principal Engineer
(Name) (Title)
Peter J. Bucknam _President
(Name) (Title)
It is expressly understood that the experience, knowledge, capability and reputation of the
foregoing principals were a substantial inducement for City to enter into this Agreement.
Therefore, the foregoing principals shall be responsible during the term of this Agreement for
directing all activities of Consultant and devoting sufficient time to personally supervise the
services hereunder. All personnel of Consultant, and any authorized agents, shall at all times be
under the exclusive direction and control of the Principals. For purposes of this Agreement, the
foregoing Principals may not be replaced nor may their responsibilities be substantially reduced
by Consultant without the express written approval of City. Additionally, Consultant shall utilize
only the personnel included in the Proposal to perform services pursuant to this Agreement.
Consultant shall make every reasonable effort to maintain the stability and continuity of
Consultant’s staff and subcontractors, if any, assigned to perform the services required under this
Agreement. Consultant shall notify City of any changes in Consultant’s staff and subcontractors,
if any, assigned to perform the services required under this Agreement, prior to and during any
such performance. City shall have the right to approve or reject any proposed replacement
personnel, which approval shall not be unreasonably withheld.
4.2 Status of Consultant.
Consultant shall have no authority to bind City in any manner, or to incur any obligation,
debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless
such authority is expressly conferred under this Agreement or is otherwise expressly conferred in
writing by City. Consultant shall not at any time or in any manner represent that Consultant or
any of Consultant’s officers, employees, or agents are in any manner officials, officers,
employees or agents of City. Neither Consultant, nor any of Consultant’s officers, employees or
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agents, shall obtain any rights to retirement, health care or any other benefits which may
otherwise accrue to City’s employees. Consultant expressly waives any claim Consultant may
have to any such rights.
4.3 Contract Officer.
The Contract Officer shall be Ramzi Awwad, Director of Public Works, or such person as
may be designated by the Director of Public Works. It shall be the Consultant’s responsibility to
assure that the Contract Officer is kept informed of the progress of the performance of the
services and the Consultant shall refer any decisions which must be made by City to the Contract
Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean
the approval of the Contract Officer. The Contract Officer shall have authority, if specified in
writing by the City Manager, to sign all documents on behalf of the City required hereunder to
carry out the terms of this Agreement.
4.4 Independent Consultant.
Neither the City nor any of its employees shall have any control over the manner, mode
or means by which Consultant, its agents or employees, perform the services required herein,
except as otherwise set forth herein. City shall have no voice in the selection, discharge,
supervision or control of Consultant’s employees, servants, representatives or agents, or in fixing
their number, compensation or hours of service. Consultant shall perform all services required
herein as an independent Consultant of City and shall remain at all times as to City a wholly
independent Consultant with only such obligations as are consistent with that role. Consultant
shall not at any time or in any manner represent that it or any of its agents or employees are
agents or employees of City. City shall not in any way or for any purpose become or be deemed
to be a partner of Consultant in its business or otherwise or a joint venturer or a member of any
joint enterprise with Consultant.
4.5 Prohibition Against Subcontracting or Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals and
employees were a substantial inducement for the City to enter into this Agreement. Therefore,
Consultant shall not contract with any other entity to perform in whole or in part the services
required hereunder without the express written approval of the City; all subcontractors included
in the Proposal are deemed approved. In addition, neither this Agreement nor any interest herein
may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation
of law, whether for the benefit of creditors or otherwise, without the prior written approval of
City. Transfers restricted hereunder shall include the transfer to any person or group of persons
acting in concert of more 25% (twenty five percent) of the present ownership and/or control of
Consultant, taking all transfers into account on a cumulative basis. In the event of any such
unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No
approved transfer shall release the Consultant or any surety of Consultant of any liability
hereunder without the express consent of City.
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ARTICLE 5. INSURANCE AND INDEMNIFICATION
5.1 Insurance Coverages.
Without limiting Consultant’s indemnification of City, and prior to commencement of
any services under this Agreement, Consultant shall obtain, provide and maintain at its own
expense during the term of this Agreement, policies of insurance of the type and amounts
described below and in a form satisfactory to City.
(a) General liability insurance. Consultant shall maintain commercial general
liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01,
in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily
injury, personal injury, and property damage. The policy must include contractual liability that
has not been amended. Any endorsement restricting standard ISO “insured contract” language
will not be accepted.
(b) Automobile liability insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury
and property damage for all activities of the Consultant arising out of or in connection with
Services to be performed under this Agreement, including coverage for any owned, hired, non-
owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each
accident.
(c) Professional liability (errors & omissions) insurance. Consultant shall
maintain professional liability insurance that covers the Services to be performed in connection
with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any
policy inception date, continuity date, or retroactive date must be before the effective date of this
Agreement and Consultant agrees to maintain continuous coverage through a period no less than
three (3) years after completion of the services required by this Agreement.
(d) Workers’ compensation insurance. Consultant shall maintain Workers’
Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at
least $1,000,000).
(e) Subcontractors. Consultant shall include all subcontractors as insureds
under its policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall include all of the requirements stated
herein.
(f) Additional Insurance. Policies of such other insurance, as may be required
in the Special Requirements in Exhibit “B”.
5.2 General Insurance Requirements.
(a) Proof of insurance. Consultant shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a waiver of subrogation
endorsement for workers’ compensation. Insurance certificates and endorsements must be
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approved by City’s Risk Manager prior to commencement of performance. Current certification
of insurance shall be kept on file with City at all times during the term of this Agreement. City
reserves the right to require complete, certified copies of all required insurance policies, at any
time.
(b) Duration of coverage. Consultant shall procure and maintain for the
duration of this Agreement insurance against claims for injuries to persons or damages to
property, which may arise from or in connection with the performance of the Services hereunder
by Consultant, its agents, representatives, employees or subcontractors.
(c) Primary/noncontributing. Coverage provided by Consultant shall be
primary and any insurance or self-insurance procured or maintained by City shall not be required
to contribute with it. The limits of insurance required herein may be satisfied by a combination
of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or
be endorsed to contain a provision that such coverage shall also apply on a primary and non -
contributory basis for the benefit of City before the City’s own insurance or self-insurance shall
be called upon to protect it as a named insured.
(d) City’s rights of enforcement. In the event any policy of insurance required
under this Agreement does not comply with these specifications or is canceled and not replaced,
City has the right but not the duty to obtain and continuously maintain the insurance it deems
necessary and any premium paid by City will be promptly reimbursed by Consultant or City will
withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City
may cancel this Agreement.
(e) Acceptable insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact business of insurance
or that is on the List of Approved Surplus Line Insurers in the State of California, with an
assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger)
in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by
the City’s Risk Manager.
(f) Waiver of subrogation. All insurance coverage maintained or procured
pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or
appointed officers, agents, officials, employees and volunteers or shall specifically allow
Consultant or others providing insurance evidence in compliance with these specifications to
waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery
against City, and shall require similar written express waivers and insurance clauses from each of
its subcontractors.
(g) Enforcement of contract provisions (non-estoppel). Consultant
acknowledges and agrees that any actual or alleged failure on the part of the City to inform
Consultant of non-compliance with any requirement imposes no additional obligations on the
City nor does it waive any rights hereunder.
(h) Requirements not limiting. Requirements of specific coverage features or
limits contained in this section are not intended as a limitation on coverage, limits or other
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requirements, or a waiver of any coverage normally provided by any insurance. Specific
reference to a given coverage feature is for purposes of clarification only as it pertains to a given
issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other
coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums
shown above, the City requires and shall be entitled to coverage for the higher limits maintained
by the Consultant. Any available insurance proceeds in excess of the specified minimum limits
of insurance and coverage shall be available to the City.
(i) Notice of cancellation. Consultant agrees to oblige its insurance agent or
broker and insurers to provide to City with a 30 (thirty) day notice of cancellation (except for
nonpayment for which a 10 (ten) day notice is required) or nonrenewal of coverage for each
required coverage.
(j) Additional insured status. General liability policies shall provide or be
endorsed to provide that City and its officers, officials, employees, and agents, and volunteers
shall be additional insureds under such policies. This provision shall also apply to any
excess/umbrella liability policies.
(k) Prohibition of undisclosed coverage limitations. None of the coverages
required herein will be in compliance with these requirements if they include any limiting
endorsement of any kind that has not been first submitted to City and approved of in writing.
(l) Separation of insureds. A severability of interests provision must apply for
all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to the insurer’s limits of
liability. The policy(ies) shall not contain any cross-liability exclusions.
(m) Pass through clause. Consultant agrees to ensure that its subcontractors,
subcontractors, and any other party involved with the project who is brought onto or involved in
the project by Consultant, provide the same minimum insurance coverage and endorsements
required of Consultant. Consultant agrees to monitor and review all such coverage and assumes
all responsibility for ensuring that such coverage is provided in conformity with the requirements
of this section. Consultant agrees that upon request, all agreements with Consultants,
subcontractors, and others engaged in the project will be submitted to City for review.
(n) Agency’s right to revise specifications. The City reserves the right at any
time during the term of the contract to change the amounts and types of insurance required by
giving the Consultant 90 (ninety) days advance written notice of such change. If such change
results in substantial additional cost to the Consultant, the City and Consultant may renegotiate
Consultant’s compensation.
(o) Self-insured retentions. Any self-insured retentions must be declared to
and approved by City. City reserves the right to require that self-insured retentions be eliminated,
lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these
specifications unless approved by City.
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(p) Timely notice of claims. Consultant shall give City prompt and timely
notice of claims made or suits instituted that arise out of or result from Consultant’s performance
under this Agreement, and that involve or may involve coverage under any of the required
liability policies.
(q) Additional insurance. 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.
5.3 Indemnification.
To the full extent permitted by law, Consultant agrees to indemnify, defend and hold
harmless the City, its officers, employees and agents (“Indemnified Parties”) against, and will
hold and save them and each of them harmless from, any and all actions, either judicial,
administrative, arbitration or regulatory claims, damages to persons or property, losses, costs,
penalties, obligations, errors, omissions or liabilities whether actual or threatened (herein “claims
or liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in
connection with the negligent performance of the work, operations or activities provided herein
of Consultant, its officers, employees, agents, subcontractors, or invitees, or any individual or
entity for which Consultant is legally liable (“indemnitors”), or arising from Consultant’s or
indemnitors’ reckless or willful misconduct, or arising from Consultant’s or indemnitors’
negligent performance of or failure to perform any term, provision, covenant or condition of this
Agreement, and in connection therewith:
(a) Consultant will defend any action or actions filed in connection with any
of said claims or liabilities and will pay all costs and expenses, including legal costs and
attorneys’ fees incurred in connection therewith;
(b) Consultant will promptly pay any judgment rendered against the City, its
officers, agents or employees for any such claims or liabilities arising out of or in connection
with the negligent performance of or failure to perform such work, operations or activities of
Consultant hereunder; and Consultant agrees to save and hold the City, its officers, agents, and
employees harmless therefrom;
(c) In the event the City, its officers, agents or employees is made a party to
any action or proceeding filed or prosecuted against Consultant for such damages or other claims
arising out of or in connection with the negligent performance of or failure to perform the work,
operation or activities of Consultant hereunder, Consultant agrees to pay to the City, its officers,
agents or employees, any and all costs and expenses incurred by the City, its officers, agents or
employees in such action or proceeding, including but not limited to, legal costs and attorneys’
fees.
Consultant shall incorporate similar indemnity agreements with its subcontractors and if
it fails to do so Consultant shall be fully responsible to indemnify City hereunder therefore, and
failure of City to monitor compliance with these provisions shall not be a waiver hereof. This
indemnification includes claims or liabilities arising from any negligent or wrongful act, error or
omission, or reckless or willful misconduct of Consultant in the performance of professional
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services hereunder. The provisions of this Section do not apply to claims or liabilities occurring
as a result of City’s sole negligence or willful acts or omissions, but, to the fullest extent
permitted by law, shall apply to claims and liabilities resulting in part from City’s negligence,
except that design professionals’ indemnity hereunder shall be limited to claims and liabilities
arising out of the negligence, recklessness or willful misconduct of the design professional. The
indemnity obligation shall be binding on successors and assigns of Consultant and shall survive
termination of this Agreement.
ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION
6.1 Records.
Consultant shall keep, and require subcontractors to keep, such ledgers, books of
accounts, invoices, vouchers, canceled checks, reports, studies or other documents relating to the
disbursements charged to City and services performed hereunder (the “books and records”), as
shall be necessary to perform the services required by this Agreement and enable the Contract
Officer to evaluate the performance of such services. Any and all such documents shall be
maintained in accordance with generally accepted accounting principles and shall be complete
and detailed. The Contract Officer shall have full and free access to such books and records at all
times during normal business hours of City, including the right to inspect, copy, audit and make
records and transcripts from such records. Such records shall be maintained for a period of three
(3) years following completion of the services hereunder, and the City shall have access to such
records in the event any audit is required. In the event of dissolution of Consultant’s business,
custody of the books and records may be given to City, and access shall be provided by
Consultant’s successor in interest. Notwithstanding the above, the Consultant shall fully
cooperate with the City in providing access to the books and records if a public records request is
made and disclosure is required by law including but not limited to the California Public Records
Act.
6.2 Reports.
Consultant shall periodically prepare and submit to the Contract Officer such reports
concerning the performance of the services required by this Agreement as the Contract Officer
shall require. Consultant hereby acknowledges that the City is greatly concerned about the cost
of work and services to be performed pursuant to this Agreement. For this reason, Consultant
agrees that if Consultant becomes aware of any facts, circumstances, techniques, or events that
may or will materially increase or decrease the cost of the work or services contemplated herein
or, if Consultant is providing design services, the cost of the project being designed, Consultant
shall promptly notify the Contract Officer of said fact, circumstance, technique or event and the
estimated increased or decreased cost related thereto and, if Consultant is providing design
services, the estimated increased or decreased cost estimate for the project being designed.
6.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes,
computer files, reports, records, documents and other materials (the “documents and materials”)
prepared by Consultant, its employees, subcontractors and agents in the performance of this
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Agreement shall be the property of City and shall be delivered to City upon request of the
Contract Officer or upon the termination of this Agreement, and Consultant shall have no claim
for further employment or additional compensation as a result of the exercise by City of its full
rights of ownership use, reuse, or assignment of the documents and materials hereunder. Any
use, reuse or assignment of such completed documents for other projects and/or use of
uncompleted documents without specific written authorization by the Consultant will be at the
City’s sole risk and without liability to Consultant, and Consultant’s guarantee and warranties
shall not extend to such use, reuse or assignment. Consultant may retain copies of such
documents for its own use. Consultant shall have the right to use the concepts embodied therein.
All subcontractors shall provide for assignment to City of any documents or materials prepared
by them, and in the event Consultant fails to secure such assignment, Consultant shall indemnify
City for all damages resulting therefrom. Moreover, Consultant with respect to any documents
and materials that may qualify as “works made for hire” as defined in 17 U.S.C. § 101, such
documents and materials are hereby deemed “works made for hire” for the City.
6.4 Confidentiality and Release of Information.
(a) All information gained or work product produced by Consultant in
performance of this Agreement shall be considered confidential, unless such information is in the
public domain or already known to Consultant. Consultant shall not release or disclose any such
information or work product to persons or entities other than City without prior written
authorization from the Contract Officer.
(b) Consultant, its officers, employees, agents or subcontractors, shall not,
without prior written authorization from the Contract Officer or unless requested by the City
Attorney, voluntarily provide documents, declarations, letters of support, testimony at
depositions, response to interrogatories or other information concerning the work performed
under this Agreement. Response to a subpoena or court order shall not be considered “voluntary”
provided Consultant gives City notice of such court order or subpoena.
(c) If Consultant, or any officer, employee, agent or subcontractor of
Consultant, provides any information or work product in violation of this Agreement, then City
shall have the right to reimbursement and indemnity from Consultant for any damages, costs and
fees, including attorney’s fees, caused by or incurred as a result of Consultant’s conduct.
(d) Consultant shall promptly notify City should Consultant, its officers,
employees, agents or subcontractors be served with any summons, complaint, subpoena, notice
of deposition, request for documents, interrogatories, request for admissions or other discovery
request, court order or subpoena from any party regarding this Agreement and the work
performed there under. City retains the right, but has no obligation, to represent Consultant or be
present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully
with City and to provide City with the opportunity to review any response to discovery requests
provided by Consultant. However, this right to review any such response does not imply or mean
the right by City to control, direct, or rewrite said response.
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ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION
7.1 California Law.
This Agreement shall be interpreted, construed and governed both as to validity and to
performance of the parties in accordance with the laws of the State of California. Legal actions
concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be
instituted in the Superior Court of the County of Los Angeles, State of California, or any other
appropriate court in such county, and Consultant covenants and agrees to submit to the personal
jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District
Court, venue shall lie exclusively in the Central District of California, in the County of Los
Angeles, State of California.
7.2 Disputes; Default.
In the event that Consultant is in default under the terms of this Agreement, the City shall
not have any obligation or duty to continue compensating Consultant for any work performed
after the date of default. Instead, the City may give notice to Consultant of the default and the
reasons for the default. The notice shall include the timeframe in which Consultant may cure the
default. This timeframe is 15 (fifteen) days, but may be extended, though not reduced, if
circumstances warrant. During the period of time that Consultant is in default, the City shall hold
all invoices and shall, when the default is cured, proceed with payment on the invoices. In the
alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding
invoices during the period of default. If Consultant does not cure the default, the City may take
necessary steps to terminate this Agreement under this Article. Any failure on the part of the City
to give notice of the Consultant’s default shall not be deemed to result in a waiver of the City’s
legal rights or any rights arising out of any provision of this Agreement.
7.3 Retention of Funds.
Consultant hereby authorizes City to deduct from any amount payable to Consultant
(whether or not arising out of this Agreement) (i) any amounts the payment of which may be in
dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or
damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by
reason of Consultant’s acts or omissions in performing or failing to perform Consultant’s
obligation under this Agreement. In the event that any claim is made by a third party, the amount
or validity of which is disputed by Consultant, or any indebtedness shall exist which shall appear
to be the basis for a claim of lien, City may withhold from any payment due, without liability for
interest because of such withholding, an amount sufficient to cover such claim. The failure of
City to exercise such right to deduct or to withhold shall not, however, affect the obligations of
the Consultant to insure, indemnify, and protect City as elsewhere provided herein.
7.4 Waiver.
Waiver by any party to this Agreement of any term, condition, or covenant of this
Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any
party of any breach of the provisions of this Agreement shall not constitute a waiver of any other
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provision or a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of
the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by
a non-defaulting party on any default shall impair such right or remedy or be construed as a
waiver. Any waiver by either party of any default must be in writing and shall not be a waiver of
any other default concerning the same or any other provision of this Agreement.
7.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in this
Agreement, the rights and remedies of the parties are cumulative and the exercise by either party
of one or more of such rights or remedies shall not preclude the exercise by it, at the same or
different times, of any other rights or remedies for the same default or any other default by the
other party.
7.6 Legal Action.
In addition to any other rights or remedies, either party may take legal action, in law or in
equity, to cure, correct or remedy any default, to recover damages for any default, to compel
specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain
any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary
provision herein, Consultant shall file a statutory claim pursuant to Government Code Sections
905 et seq. and 910 et seq., in order to pursue a legal action under this Agreement.
7.7 Termination Prior to Expiration of Term.
This Section shall govern any termination of this Contract except as specifically provided
in the following Section for termination for cause. The City reserves the right to terminate this
Contract at any time, with or without cause, upon thirty (30) days’ written notice to Consultant,
except that where termination is due to the fault of the Consultant, the period of notice may be
such shorter time as may be determined by the Contract Officer. Upon receipt of any notice of
termination, Consultant shall immediately cease all services hereunder except such as may be
specifically approved by the Contract Officer. Consultant shall be entitled to compensation for
all services rendered prior to the effective date of the notice of termination and for any services
authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation
or such as may be approved by the Contract Officer, except as provided in Section 7.3. In the
event of termination without cause pursuant to this Section, the City need not provide the
Consultant with the opportunity to cure pursuant to Section 7.2.
7.8 Termination for Default of Party.
If termination is due to the failure of the other Party to fulfill its obligations under this
Agreement:
(a) City may, after compliance with the provisions of Section 7.2, take over the work
and prosecute the same to completion by contract or otherwise, and the Consultant shall be liable
to the extent that the total cost for completion of the services required hereunder exceeds the
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compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate
such damages), and City may withhold any payments to the Consultant for the purpose of set-off
or partial payment of the amounts owed the City as previously stated.
(b) Consultant may, after compliance with the provisions of Section 7.2, terminate the
Agreement upon written notice to the City‘s Contract Officer. Consultant shall be entitled to
payment for all work performed up to the date of termination.
7.9 Attorneys’ Fees.
If either party to this Agreement is required to initiate or defend or made a party to any
action or proceeding in any way connected with this Agreement, the prevailing party in such
action or proceeding, in addition to any other relief which may be granted, whether legal or
equitable, shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorney’s
fees on any appeal, and in addition a party entitled to attorney’s fees shall be entitled to all other
reasonable costs for investigating such action, taking depositions and discovery and all other
necessary costs the court allows which are incurred in such litigation. All such fees shall be
deemed to have accrued on commencement of such action and shall be enforceable whether or
not such action is prosecuted to judgment.
ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non-liability of City Officers and Employees.
No officer or employee of the City shall be personally liable to the Consultant, or any
successor in interest, in the event of any default or breach by the City or for any amount which
may become due to the Consultant or to its successor, or for breach of any obligation of the
terms of this Agreement.
8.2 Conflict of Interest.
Consultant covenants that neither it, nor any officer or principal of its firm, has or shall
acquire any interest, directly or indirectly, which would conflict in any manner with the interests
of City or which would in any way hinder Consultant’s performance of services under this
Agreement. Consultant further covenants that in the performance of this Agreement, no person
having any such interest shall be employed by it as an officer, employee, agent or subcontractor
without the express written consent of the Contract Officer. Consultant agrees to at all times
avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City
in the performance of this Agreement.
No officer or employee of the City shall have any financial interest, direct or indirect, in
this Agreement nor shall any such officer or employee participate in any decision relating to the
Agreement which affects her/his financial interest or the financial interest of any corporation,
partnership or association in which (s)he is, directly or indirectly, interested, in violation of any
State statute or regulation. The Consultant warrants that it has not paid or given and will not pay
or give any third party any money or other consideration for obtaining this Agreement.
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8.3 Covenant Against Discrimination.
Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons
claiming under or through them, that there shall be no discrimination against or segregation of,
any person or group of persons on account of race, color, creed, religion, sex, gender, sexual
orientation, marital status, national origin, ancestry or other protected class in the performance of
this Agreement. Consultant shall take affirmative action to insure that applicants are employed
and that employees are treated during employment without regard to their race, color, creed,
religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other
protected class.
8.4 Unauthorized Aliens.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal
Immigration and Nationality Act, 8 U.S.C. § 1101 et seq., as amended, and in connection
therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ
such unauthorized aliens for the performance of work and/or services covered by this
Agreement, and should any liability or sanctions be imposed against City for such use of
unauthorized aliens, Consultant hereby agrees to and shall reimburse City for the cost of all such
liabilities or sanctions imposed, together with any and all costs, including attorneys’ fees,
incurred by City.
ARTICLE 9. MISCELLANEOUS PROVISIONS
9.1 Notices.
Any notice, demand, request, document, consent, approval, or communication either
party desires or is required to give to the other party or any other person shall be in writing and
either served personally or sent by prepaid, first-class mail, in the case of the City, to the City
Manager and to the attention of the Contract Officer (with her/his name and City title), City of
Rancho Palos Verdes, 30940 Hawthorne Blvd., Rancho Palos Verdes, California 90275 and in
the case of the Consultant, to the person(s) at the address designated on the execution page of
this Agreement. Either party may change its address by notifying the other party of the change of
address in writing. Notice shall be deemed communicated at the time personally delivered or in
72 (seventy two) hours from the time of mailing if mailed as provided in this section.
9.2 Interpretation.
The terms of this Agreement shall be construed in accordance with the meaning of the
language used and shall not be construed for or against either party by reason of the authorship
of this Agreement or any other rule of construction which might otherwise apply.
9.3 Counterparts.
This Agreement may be executed in counterparts, each of which shall be deemed to be an
original, and such counterparts shall constitute one and the same instrument.
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9.4 Integration; Amendment.
This Agreement including the attachments hereto is the entire, complete and exclusive
expression of the understanding of the parties. It is understood that there are no oral agreements
between the parties hereto affecting this Agreement and this Agreement supersedes and cancels
any and all previous negotiations, arrangements, agreements and understandings, if any, between
the parties, and none shall be used to interpret this Agreement. No amendment to or modification
of this Agreement shall be valid unless made in writing and approved by the Consultant and by
the City Council. The parties agree that this requirement for written modifications cannot be
waived and that any attempted waiver shall be void.
9.5 Severability.
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or
sections contained in this Agreement shall be declared invalid or unenforceable by a valid
judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall
not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this
Agreement which are hereby declared as severable and shall be interpreted to carry out the intent
of the parties hereunder unless the invalid provision is so material that its invalidity deprives
either party of the basic benefit of their bargain or renders this Agreement meaningless.
9.6 Warranty & Representation of Non-Collusion.
No official, officer, or employee of City has any financial interest, direct or indirect, in
this Agreement, nor shall any official, officer, or employee of City participate in any decision
relating to this Agreement which may affect his/her financial interest or the financial interest of
any corporation, partnership, or association in which (s)he is directly or indirectly interested, or
in violation of any corporation, partnership, or association in which (s)he is directly or indirectly
interested, or in violation of any State or municipal statute or regulation. The determination of
“financial interest” shall be consistent with State law and shall not include interests found to be
“remote” or “noninterests” pursuant to Government Code Sections 1091 or 1091.5. Consultant
warrants and represents that it has not paid or given, and will not pay or give, to any third party
including, but not limited to, any City official, officer, or employee, any money, consideration,
or other thing of value as a result or consequence of obtaining or being awarded any agreement.
Consultant further warrants and represents that (s)he/it has not engaged in any act(s),
omission(s), or other conduct or collusion that would result in the payment of any money,
consideration, or other thing of value to any third party including, but not limited to, any City
official, officer, or employee, as a result of consequence of obtaining or being awarded any
agreement. Consultant is aware of and understands that any such act(s), omission(s) or other
conduct resulting in such payment of money, consideration, or other thing of value will render
this Agreement void and of no force or effect.
Consultant’s Authorized Initials _______
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9.7 Corporate Authority.
The persons executing this Agreement on behalf of the parties hereto warrant that (i) such
party is duly organized and existing, (ii) they are duly authorized to execute and deliver this
Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally
bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not
violate any provision of any other Agreement to which said party is bound. This Agreement shall
be binding upon the heirs, executors, administrators, successors and assigns of the parties.
[SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement on
the date and year first-above written.
CITY:
CITY OF RANCHO PALOS VERDES, a
municipal corporation
John Cruikshank, Mayor
ATTEST:
Teresa Takaoka, City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
Elena Q. Gerli, City Attorney
CONSULTANT:
Bucknam Infrastructure Group, Inc., a California
Corporation
By:
Name: Peter J. Bucknam
Title: President
By:
Name: Peter J. Bucknam
Title: Secretary
Address: 3548 Seagate Way, Suite 230
Oceanside, California 92056
Two corporate officer signatures required when Consultant is a corporation, with one signature required
from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2)
Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONSULTANT’S
SIGNATURES SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE
INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR
OTHER RULES OR REGULATIONS APPLICABLE TO CONSULTANT’S BUSINESS ENTITY.
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CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2024 before me, ________________, personally appeared ________________, proved to me on
the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed
the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
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01203.0001/835260.1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2024 before me, ________________, personally appeared ________________, proved to me on
the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed
the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
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01203.0001/835260.1 A-1
EXHIBIT “A”
SCOPE OF SERVICES
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01203.0001/835260.1 B-1
EXHIBIT “B”
SPECIAL REQUIREMENTS
(Superseding Contract Boilerplate)
Added text indicated in bold italics, deleted text indicated in strikethrough.
[INTENTIONALLY LEFT BLANK]
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01203.0001/835260.1 C-1
EXHIBIT “C”
SCHEDULE OF COMPENSATION
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01203.0001/835260.1 D-1
EXHIBIT “D
SCHEDULE OF PERFORMANCE
I. Consultant shall perform all services timely in accordance with the following
schedule:
Task Deadline Date
A. Project Kickoff August 2024
B. Survey Completion November 2024
C. Draft Pavement Management Plan December 2024
D. Final Pavement Management Plan December 2024
E. Presentation to City Council January 2025
II. Consultant shall deliver the following tangible work products to the City by the
following dates.
A. Draft Pavement Management Plan – December 2024
B. Final Pavement Management Plan Report – December 2024
C. Final Asset Management / PMP Presentation to City – January, 2024 2025
III. The Contract Officer may approve extensions for performance of the services in
accordance with Section 3.2. Any further extensions require City Council approval.
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 1 of 12
City of Rancho Palos Verdes
Request for Proposals
Pavement and Roadway Asset Management
Triennial Update 2025
Public Works Department
Attention: Jeremiah Sunwoo, Associate Engineer
30940 Hawthorne Blvd, Rancho Palos Verdes, CA 90275
Phone: 310.544.5253 | Email: jsunwoo@rpvca.gov
RFP Release Date: May 29, 2024
Request for Clarification Deadline: June 5, 2024
RFP Submittal Deadline: June 19, 2024
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 2 of 12
Pavement and Roadway Asset Management
Triennial Update 2025
The City of Rancho Palos Verdes is requesting proposals from qualified
consulting firms to update the City’s Pavement and Roadway Asset
Management Program.
All correspondence and questions regarding this RFP should be submitted via
email to:
Jeremiah Sunwoo, Associate Engineer
Email: jsunwoo@rpvca.gov
To be considered for this project, submit an electronic copy of the proposal to the
above email address by 4:30PM, on June 19, 2024.
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 3 of 12
TABLE OF CONTENTS
I. Introduction Page 4
II. Project Objective Page 4
III. Project Description and Background Page 4
IV. Scope of Services Page 5
V. Preliminary Project Schedule Page 8
VI. Necessary Qualifications and Submittal
Requirements Page 9
VII. Submission of Proposal Page 10
VIII. Evaluation and Selection Process Page 11
IX. Attachments
Attachment A – Sample Professional Services Agreement
Attachment B – Final Report of the 2022 Triennial Update to the
Pavement Management Program
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 4 of 12
I. INTRODUCTION
The City of Rancho Palos Verdes (City) is a scenic, upscale, residential coastal
community, with a population of approximately 42,000, located on the Palos Verdes
Peninsula of southwestern Los Angeles County.
The City is a contract city, meaning that some services are provided by contract with
agencies (both public and private) and some services are delivered by the City’s own
employees.
City Government: Rancho Palos Verdes is a General Law City and has operated under
the Council-Manager form of government since its incorporation in 1973. Policy-making
and legislative authority are vested in the governing City Council, which consists of five
Council Members, including the Mayor and Mayor Pro-Tem. The City is fiscally sound and
functions on an annual budget cycle.
The City uses an asset management program for its public infrastructure to effectively
assess and forecast the City’s public infrastructure needs in order to ensure its reliability
and resiliency, while effectively using available maintenance and capital p roject
resources. By way of this RFP and associated improvements projects, the City’s roadway
infrastructure remains part and parcel of the City’s asset management program and
practices.
The purpose of this document is to provide proposers with the information needed to
submit a proposal for review by the City and, if selected, enter into a Professional Service
Agreement with the City. Enclosed is a blank Professional Services Agreement form for
proposers’ review (ATTACHMENT A).
II. PROJECT OBJECTIVE
The City is requesting proposals from qualified consulting firms to create an updated
Roadway Asset Management Program (RAMP) and update the Pavement Management
Program (PMP) to reflect the current conditions of the City’s roadway assets and establish
a basis for planning associated future maintenance and capital improvements.
III. PROJECT DESCRIPTION AND BACKGROUND
This project will consist of a condition assessment and recommended schedule for
rehabilitation, repair, and maintenance of the City’s roadway infrastructure, including curb
and gutters, medians, guardrails and signage. This project will also update the PMP for
compliance with requirements of the Metropolitan Transit Authority (Metro) for the City to
continue receiving Proposition C funding.
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 5 of 12
The City’s RAMP was established in 2022 with a PCI index report on pavement of the
City’s roadway segments and associated assets. Updates to the reports allow the City to
optimize programming maintenance and Capital Improvement Program (CIP) projects for
the City’s roadway assets. The last update to the PMP was performed in 2022 and a copy
has been provided as an attachment to this RFP (ATTACHMENT B).
IV. SCOPE OF SERVICES
The City is accepting proposals from prospective firms to develop a recommended
schedule for rehabilitation, repair and maintenance of the following asset classes for all
public roadways (arterial, collector, and local):
Pavement (also including parking lots at Civic Center, Point Vicente Interpretive
Center, Fred Hesse Jr Community Park, Robert E Ryan Community Park, Del
Cerro Park and Eastview Park)
Curb and gutter
Sidewalks
Curb ramps
Concrete medians
Guardrails
Pavement markings
Roadway signage
SCOPE OF WORK
The Scope of Work includes the following for each asset class by component identified
and approved by the City:
1. Condition Assessment
Including all necessary field inspections, investigations, and testing of components
(e.g., testing of traffic signs for retro reflectivity, determination of compliance with
standards for curb ramps and guardrails, etc.). This work shall include any
preliminary investigations including, but not limited to, reviewing information on
previously completed, relevant Capital Improvement Plan projects, and the current
Pavement Management Program.
2. Condition Rating
Rate the condition of each asset, by component. This work includes developing
relevant metrics based on best practices, with input from City staff. The metric for
pavements shall be a pavement Condition Index.
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 6 of 12
3. Determination of Recommended Rehabilitation, Repair, or Maintenance Activity –
Based on industry best practices; and a categorization of the basis for
recommended treatment such as safety, code compliance, regulatory compliance,
functionality, preventative maintenance to extend useful life, etc.
4. Prioritization of Recommended Rehabilitation, Repair, or Maintenance Activity –
Considers options for minimizing cost and maximizing effectiveness of
maintenance and repair projects; and, for pavement, including a comparison of
those recommendations to the City’s historical practice of an area rotation based
on an eight (8) year cycle, and commenting on the preferred approach from a life-
cycle cost perspective.
5. Cost Estimates – Each recommended rehabilitation, repair, or maintenance
activity, including soft costs, contingencies, and escalation; and a life -cycle dollar
value of benefit derived from each replacement, rehabilitation, repair, or
maintenance activity (“A” extends the life of a component “X” years such that
replacement only needs to occur once in a period of “Y” years instead of twice;
with a capital outlay savings of “Z”).
6. Recommended Schedule – For completion of all recommended treatments based
on cost constraints provided by the City, and a recommended schedule for
condition reassessment for each component of each asset class.
Consultant shall perform all necessary project management and support services to
manage, control, track, and report on the progress of work and expenditures, coordinate
and manage subconsultants, implement quality control measures, and coordinate with
the City and other stakeholders.
Consultant shall complete other tasks deemed necessary for the accomplishment of a
complete and comprehensive outcome as described in the project objective. Consultant
shall expand on the above-noted tasks, where appropriate, and provide suggestions
which might lead to efficiencies and enhance the results or usefulness of the work.
Deliverables
As part of the Services, the Consultant will prepare and deliver the following tangible
work products to the City.
1. Project Schedule
2. Weekly Status Reports
3. Agendas and Minutes from all project meetings
4. Draft Asset Management Program Report for each asset class and a separate
Pavement Management System Update Report including the following:
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 7 of 12
a. Results of condition assessment
i. Narrative explaining the methodology used to derive condition
metrics
ii. Definitions and explanations for metrics
iii. Comparison of PCI for each segment to previous PCI
iv. Explanation of likely cause for significant differences
v. Narrative explaining results
b. Recommended rehabilitation, repair, or maintenance activity by
component for each asset class, and categorized treatment by
recommendation basis
c. Prioritization of recommended treatment for each asset class
i. Comparison of City-wide pavement management approach to the
City’s traditional area rotation approach
d. Cost estimate for each recommended treatment
i. Life cycle dollar value of benefit received from each treatment
e. Recommended schedule for completion of all treatments based on City
provided cost constraints and a recommended schedule for condition
reassessment for each component of each asset class
f. Recommended schedule for completion of all treatments when
considering benefits of including multiple asset classes into combined
project
5. Revised Asset Management Program Report and Pavement Management
System Update Report addressing City Staff Comments
6. Presentation of Asset Management Program Report and Pavement
Management System Update Report to City leadership including preparation of
presentation materials
7. Revised Asset Management Program Report and Pavement Management
System Update Report after City leadership comments
8. Presentation of Asset Management Program Report and Pavement
Management System Update Report, including development of Staff Report
and presentation materials to
a. Infrastructure Management Advisory Committee (IMAC) – 2 Meetings
9. Revised Asset Management Program Report and Pavement Management
System Update Report after IMAC comments
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 8 of 12
10. Presentation of Asset Management Program Report and Pavement
Management System Update Report including development of Staff Report and
presentation materials to City Council (optional task at City’s discretion)
11. Revised Asset Management Program Report and Pavement Management
System Update Report after City Council Comments (optional task at City’s
discretion)
12. Final Asset Management Program Report and Pavement Management System
Update Report signed and sealed by a Consultant Registered Civil Engineer
13. GIS files for each asset class including final condition assessment
City staff may request that check-sets or working versions of documents be submitted for
ongoing routine review. City staff will review all deliverables, including preparatory or
record materials for service deliverables, and provide comments. Consultant is required
to revise draft deliverables to address City staffs’ comments.
V. PRELIMINARY PROJECT SCHEDULE
A. RFP Schedule
The following is the anticipated schedule for the RFP process:
Request for Proposals Published May 24, 2024
Request for Clarifications Due May 31, 2024
Proposals Due June 14, 2024
Anticipated Notice of Award July 12, 2024
B. Anticipated Project Schedule
Review and Analysis of Relevant City Documents August 9, 2024
Inspections September 13, 2024
Initial Draft Report October 11, 2024
Revised Draft Report November 8, 2024
Presentation to Committee November 15, 2024
Presentation to City Council December 3, 2024
Final Report December 20, 2024
Please note that this schedule is preliminary. It is included to provide the Consultant with
a sense of the expected timeline for the Scope of Service and emphasize the urgent
nature of the work and the City’s expectation that the Scope of Services will be completed
as quickly as possible. The ideal Consultant candidate will have available resources and
personnel, either in-house or under subcontract, to ensure the completion of the Scope
of Services at the earliest possible time.
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 9 of 12
VI. NECESSARY QUALIFICATIONS AND SUBMITTAL REQUIREMENTS
1. Only one proposal per firm will be considered.
2. The submittal should be typed and as brief as possible while adequately describing
the qualifications of the firm. The final submittal shall be sent as a PDF via email
to Jeremiah Sunwoo, Associate Engineer at jsunwoo@rpvca.gov.
3. The proposing firm shall submit the following information with the package,
including the same information for subcontractors, in the following format:
a) Cover Letter: Provide the name, address, and phone number of the firm; the
present staff (size, classification, credentials); the primary contact’s name,
phone number, and email address; any qualifying statements or comments
regarding the proposal; and identification of any sub-consultants and their
responsibilities. Identify the firm’s type of organization (individual, partnership,
corporation), including names and contact information for all officers, and proof
that the organization is currently in good standing. The signed letter should also
include a paragraph stating that the firm is unaware of any conflict of interest in
performing the proposed work. (No more than two pages)
b) Approach to Scope of Services: Re-state the Scope of Services with any
additions, expansions, clarifications, or modifications that the firm proposes in
order to provide the services and produce the deliverables contained in this
RFP. Describe how completing the Scope of Services will be approached and
any cost-saving or value-adding strategies or innovations the firm will bring to
the project. (No more than two pages)
c) Organization and Staffing: Identify the person who will be the Project
Manager and primary contact person responsible for the overall delivery of
the project. Provide an organizational chart of the project team that clearly
delineates communication and reporting relationships among the project staff
and among the sub-consultants involved in the project. Identify key personnel
to perform work in the various tasks and include major areas of subcontracted
work. Indicate the expected contributions of each staff member in time as a
percentage of the total effort. Specifically show the availability of staff to
provide the necessary resource levels to meet the City’s needs. Indicate that
the Project Manager and key staff will remain assigned to this project through
completion of the Scope of Services. (No more than two pages)
d) Staff Qualifications and Experience: Describe qualifications of the assigned
staff and sub-contractors including relevant technical experience. Staff
assigned to complete the Scope of Services must have p revious experience
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 10 of 12
in providing the necessary services as described under the Scope of
Services. A registered Professional Engineer must be the Project Manager.
Description of Consultant’s experience should include:
• Prior Experience: Demonstrate that the firm has significant experience
providing services similar to those described under the Scope of Services.
(No more than two page)
• Staff Qualifications: Provide resumes for the Project Manager and any
other key staff members to be assigned to contribute to the Scope of
Services, with an emphasis on similar services which they provided to
other agencies. (No more than ten pages)
• Reference Projects: Include at least three projects with similar scope of
services performed by the project team within the past three years and
indicate the specific responsibilities of each team member on the
reference project. Provide contact information for each client. (No more
than ten pages)
e) Project Schedule: Provide a detailed critical-path-method schedule for
completion of the tasks and sub-tasks required to accomplish the scope of
work. Note all deliverables and interim milestones on the schedule. (No more
than one 11” x 17” page)
f) Quality Control Plan: Describe the quality control procedures and associated
staff responsibilities which will ensure that the deliverables will meet the City’s
needs. (No more than one page)
g) Acceptance of Conditions: State the offering firm’s acceptance of all
conditions listed in the Request for Proposal (RFP) document and Sample
Professional Services Agreement (Attachment A). Any exceptions or
suggested changes to the RFP or Professional Services Agreement (PSA),
including the suggested change, the reasons therefore and the impact it may
have on cost or other considerations on the firm’s behalf must be stated in the
proposal. Unless specifically noted by the firm, the City will rely on the
proposal being in compliance with all aspects of the RFP and in agreement
with all provisions of the PSA. (No more than one page)
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 11 of 12
VII. Submission of Proposal
A. Requests for Clarification
Requests for clarification of the information contained herein shall be submitted
in writing prior to 4:30 pm on June 5, 2024. Responses to any clarification
question will be provided to each firm from which proposals have been
requested. It is highly recommended that the prospective consultant firms visit
the City to view the project location prior to submitting a request for clarification.
B. Confirmation Email
Upon submission of proposal to the City, the proposing firm shall request an email
confirmation that the proposal was received and retain the email as a record. If an
email confirmation is not received, the proposing firm shall correspond with the
City until a confirmation is received.
VIII. EVALUATIONS AND SELECTION PROCESS
1. Proposals Will be Evaluated Based on the Following Criteria:
a) Approach to Scope of Services (25%)
• Understanding of the Scope of Services as demonstrated by the
thoroughness of the proposal, introduction of cost-saving or value-adding
strategies or innovations (including those applying to overall project
schedule), and an overall approach most likely to result in the desired
outcome for the City.
b) Proposal Schedule (20%)
• Ability to complete the work in the shortest schedule possible (excluding
time for review and community meetings).
c) Staff Qualifications and Experience (30%)
• Relevance of experience of the proposing firm (to provide support
resources to the project team)
• Relevance of experience and strength of qualifications of the Project
Manager
• Relevance of experience and strength of qualifications of the key
personnel performing the work
• Relevance of referenced projects and client review of performance during
those projects
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City of Rancho Palos Verdes
RFP-Pavement and Roadway Asset Management Triennial Update 2025
May 24, 2024
February 2021 Template
Page 12 of 12
d) Organization and Staffing (15%)
• Availability of key staff to perform the services throughout the duration of
the project
• Assignment of appropriate staff in the right numbers to perform the Scope
of Services
• Appropriate communication and reporting relationships to meet the City’s
needs
e) Quality Control (10%)
• Adequate immediate supervision and review of staff performing the work
as well as appropriate independent peer review of the work by qualified
technical staff not otherwise involved in the project.
2. Selection Process
An evaluation panel will review all proposals submitted and select the top
proposals. These top firms may then be invited to make a (virtual) presentation to
the evaluation panel, at no costs to the City. The panel will select the proposal, if
any, which best fulfills the City’s requirements. The City will then further refine the
scope and schedule with that firm and request a fixed fee proposal. The City will
negotiate the fee with that firm. The City reserves the right to negotiate special
requirements and proposed service levels using the selected proposal as a basis.
If the City is unable to negotiate an agreeable fee for services with top firm, the
City will negotiate with the next firm chosen among the top firms.
3. Award Notification
The City will notify all proposers in writing of the outcome of the selection process
and intent to award. This RFP does not commit the City to award an agreement,
nor pay any costs incurred in the preparation and submission of the proposal in
anticipation of an agreement. The City reserves the right to reject any or all
proposals, or any part thereof, to waive any formalities or informalities, and to
award the agreement to the proposer deemed to be in the best interest of the City
and the Department.
4. Award of Agreement
The selected firm shall be required to enter into a written agreement (see sample
City agreement in Attachment A) with the City, in a form approved by the City
Attorney, to perform the Scope of Services. This RFP and the proposal, or any part
thereof, may be incorporated into and made a part of the final agreement; however,
the City reserves the right to further negotiate the terms and conditions of the
agreement with the selected consultant. The agreement will, in any event, include
a maximum "fixed cost" to the City.
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ATTACHMENT A -
SAMPLE PROFESSIONAL SERVICES AGREEMENT (PSA) 6.2023
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01203.0001/835260.1 1
PROFESSIONAL SERVICES AGREEMENT
By and Between
CITY OF RANCHO PALOS VERDES
and
_____________________________
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01203.0001/835260.1
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF RANCHO PALOS VERDES AND
________________________________
THIS AGREEMENT FOR PROFESSIONAL SERVICES (“Agreement”) is made and
entered into on _________________, 2024 by and between the CITY OF RANCHO PALOS
VERDES, a California municipal corporation (“City”) and ___________________, a [type of
company] (“Consultant”). City and Consultant may be referred to, individually or collectively, as
“Party” or “Parties.”
RECITALS
A. City has sought, by issuance of a Request for Proposals, the performance of the
services defined and described particularly in Article 1 of this Agreement.
B. Consultant, following submission of a proposal for the performance of the
services defined and described particularly in Article 1 of this Agreement, was selected by the
City to perform those services.
C. Pursuant to the City of Rancho Palos Verdes Municipal Code, City has authority
to enter into and execute this Agreement.
D. The Parties desire to formalize the selection of Consultant for performance of
those services defined and described particularly in Article 1 of this Agreement and desire that
the terms of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by
the Parties and contained herein and other consideration, the value and adequacy of which are
hereby acknowledged, the parties agree as follows:
ARTICLE 1. SERVICES OF CONSULTANT
1.1 Scope of Services.
In compliance with all terms and conditions of this Agreement, the Consultant shall
provide those services specified in the “Scope of Services”, as stated in the Proposal, attached
hereto as Exhibit “A” and incorporated herein by this reference, which may be referred to herein
as the “services” or “work” hereunder. As a material inducement to the City entering into this
Agreement, Consultant represents and warrants that it has the qualifications, experience, and
facilities necessary to properly perform the services required under this Agreement in a thorough,
competent, and professional manner, and is experienced in performing the work and services
contemplated herein. Consultant shall at all times faithfully, competently and to the best of its
ability, experience and talent, perform all services described herein. Consultant covenants that it
shall follow the highest professional standards in performing the work and services required
hereunder and that all materials will be both of good quality as well as fit for the purpose
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01203.0001/835260.1 2
intended. For purposes of this Agreement, the phrase “highest professional standards” shall mean
those standards of practice recognized by one or more first-class firms performing similar work
under similar circumstances.
1.2 Consultant’s Proposal.
The Scope of Service shall include the Consultant’s Proposal which shall be incorporated
herein by this reference as though fully set forth herein. In the event of any inconsistency
between the terms of such Proposal and this Agreement, the terms of this Agreement shall
govern.
1.3 Compliance with Law.
Consultant shall keep itself informed concerning, and shall render all services hereunder
in accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and
any Federal, State or local governmental entity having jurisdiction in effect at the time service is
rendered.
1.4 California Labor Law.
If the Scope of Services includes any “public work” or “maintenance work,” as those
terms are defined in California Labor Code section 1720 et seq. and California Code of
Regulations, Title 8, Section 16000 et seq., and if the total compensation is $1,000 or more,
Consultant shall pay prevailing wages for such work and comply with the requirements in
California Labor Code section 1770 et seq. and 1810 et seq., and all other applicable laws,
including the following requirements:
(a) Public Work. The Parties acknowledge that some or all of the work to be
performed under this Agreement is a “public work” as defined in Labor Code Section 1720 and
that this Agreement is therefore subject to the requirements of Division 2, Part 7, Chapter 1
(commencing with Section 1720) of the California Labor Code relating to public works contracts
and the rules and regulations established by the Department of Industrial Relations (“DIR”)
implementing such statutes. The work performed under this Agreement is subject to compliance
monitoring and enforcement by the DIR. Consultant shall post job site notices, as prescribed by
regulation.
(b) Prevailing Wages. Consultant shall pay prevailing wages to the extent
required by Labor Code Section 1771. Pursuant to Labor Code Section 1773.2, copies of the
prevailing rate of per diem wages are on file at City Hall and will be made available to any
interested party on request. By initiating any work under this Agreement, Consultant
acknowledges receipt of a copy of the DIR determination of the prevailing rate of per diem
wages, and Consultant shall post a copy of the same at each job site where work is performed
under this Agreement.
(c) Penalty for Failure to Pay Prevailing Wages. Consultant shall comply with
and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment
of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. The
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Consultant shall, as a penalty to the City, forfeit $200 (two hundred dollars) for each calendar
day, or portion thereof, for each worker paid less than the prevailing rates as determined by the
DIR for the work or craft in which the worker is employed for any public work done pursuant to
this Agreement by Consultant or by any subcontractor.
(d) Payroll Records. Consultant shall comply with and be bound by the
provisions of Labor Code Section 1776, which requires Consultant and each subcontractor to:
keep accurate payroll records and verify such records in writing under penalty of perjury, as
specified in Section 1776; certify and make such payroll records available for inspection as
provided by Section 1776; and inform the City of the location of the records.
(e) Apprentices. Consultant shall comply with and be bound by the provisions
of Labor Code Sections 1777.5, 1777.6, and 1777.7 and California Code of Regulations Title 8,
Section 200 et seq. concerning the employment of apprentices on public works projects.
Consultant shall be responsible for compliance with these aforementioned Sections for all
apprenticeable occupations. Prior to commencing work under this Agreement, Consultant shall
provide City with a copy of the information submitted to any applicable apprenticeship program.
Within 60 (sixty) days after concluding work pursuant to this Agreement, Consultant and each of
its subcontractors shall submit to the City a verified statement of the journeyman and apprentice
hours performed under this Agreement.
(f) Eight-Hour Work Day. Consultant acknowledges that 8 (eight) hours labor
constitutes a legal day's work. Consultant shall comply with and be bound by Labor Code
Section 1810.
(g) Penalties for Excess Hours. Consultant shall comply with and be bound by
the provisions of Labor Code Section 1813 concerning penalties for workers who work excess
hours. The Consultant shall, as a penalty to the City, forfeit $25 (twenty five dollars for each
worker employed in the performance of this Agreement by the Consultant or by any
subcontractor for each calendar day during which such worker is required or permitted to work
more than 8 (eight) hours in any one calendar day and 40 (forty) hours in any one calendar week
in violation of the provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code.
Pursuant to Labor Code section 1815, work performed by employees of Consultant in excess of 8
(eight) hours per day, and 40 (forty) hours during any one week shall be permitted upon public
work upon compensation for all hours worked in excess of 8 hours per day at not less than one
and 1½ (one and one half) times the basic rate of pay.
(h) Workers’ Compensation. California Labor Code Sections 1860 and 3700
provide that every employer will be required to secure the payment of compensation to its
employees if it has employees. In accordance with the provisions of California Labor Code
Section 1861, Consultant certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require
every employer to be insured against liability for workers' compensation or to
undertake self-insurance in accordance with the provisions of that code, and I will
comply with such provisions before commencing the performance of the work of
this contract.”
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Consultant’s Authorized Initials ________
(i) Consultant’s Responsibility for Subcontractors. For every subcontractor
who will perform work under this Agreement, Consultant shall be responsible for such
subcontractor's compliance with Division 2, Part 7, Chapter 1 (commencing with Section 1720)
of the California Labor Code, and shall make such compliance a requirement in any contract
with any subcontractor for work under this Agreement. Consultant shall be required to take all
actions necessary to enforce such contractual provisions and ensure subcontractor's compliance,
including without limitation, conducting a review of the certified payroll records of the
subcontractor on a periodic basis or upon becoming aware of the failure of the subcontractor to
pay his or her workers the specified prevailing rate of wages. Consultant shall diligently take
corrective action to halt or rectify any such failure by any subcontractor.
1.5 Licenses, Permits, Fees and Assessments.
Consultant shall obtain at its sole cost and expense such licenses, permits and approvals
as may be required by law for the performance of the services required by this Agreement.
Consultant shall have the sole obligation to pay for any fees, assessments and taxes, plus
applicable penalties and interest, which may be imposed by law and arise from or are necessary
for the Consultant’s performance of the services required by this Agreement, and shall
indemnify, defend and hold harmless City, its officers, employees or agents of City, against any
such fees, assessments, taxes, penalties or interest levied, assessed or imposed against City
hereunder.
1.6 Familiarity with Work.
By executing this Agreement, Consultant warrants that Consultant (i) has thoroughly
investigated and considered the scope of services to be performed, (ii) has carefully considered
how the services should be performed, and (iii) fully understands the facilities, difficulties and
restrictions attending performance of the services under this Agreement. If the services involve
work upon any site, Consultant warrants that Consultant has or will investigate the site and is or
will be fully acquainted with the conditions there existing, prior to commencement of services
hereunder. Should the Consultant discover any latent or unknown conditions, which will
materially affect the performance of the services hereunder, Consultant shall immediately inform
the City of such fact and shall not proceed except at Consultant’s risk until written instructions
are received from the Contract Officer in the form of a Change Order.
1.7 Care of Work.
The Consultant shall adopt reasonable methods during the life of the Agreement to
furnish continuous protection to the work, and the equipment, materials, papers, documents,
plans, studies and/or other components thereof to prevent losses or damages, and shall be
responsible for all such damages, to persons or property, until acceptance of the work by City,
except such losses or damages as may be caused by City’s own negligence.
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1.8 Further Responsibilities of Parties.
Both parties agree to use reasonable care and diligence to perform their respective
obligations under this Agreement. Both parties agree to act in good faith to execute all
instruments, prepare all documents and take all actions as may be reasonably necessary to carry
out the purposes of this Agreement. Unless hereafter specified, neither party shall be responsible
for the service of the other.
1.9 Additional Services
City shall have the right at any time during the performance of the services, without
invalidating this Agreement, to order extra work beyond that specified in the Scope of Services
or make changes by altering, adding to or deducting from said work. No such extra work may be
undertaken unless a written Change Order is first given by the Contract Officer to the Consultant,
incorporating therein any adjustment in (i) the Contract Sum for the actual costs of the extra
work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the
written approval of the Consultant.
Any increase in compensation of up to 15% (fifteen percent) of the Contract Sum; or, in
the time to perform of up to 90 (ninety) days, may be approved by the Contract Officer through a
written Change Order. Any greater increases, taken either separately or cumulatively, must be
approved by the City Council. It is expressly understood by Consultant that the provisions of this
Section shall not apply to services specifically set forth in the Scope of Services. Consultant
hereby acknowledges that it accepts the risk that the services to be provided pursuant to the
Scope of Services may be more costly or time consuming than Consultant anticipates and that
Consultant shall not be entitled to additional compensation therefor. City may in its sole and
absolute discretion have similar work done by other Consultants. No claims for an increase in the
Contract Sum or time for performance shall be valid unless the procedures established in this
Section are followed.
If in the performance of the Services, the Consultant becomes aware of material defects
in the Scope of Work, duration, or span of the Services, or the Consultant becomes aware of
extenuating circumstance that will or could prevent the completion of the Services, on time or on
budget, the Consultant shall inform the City’s Contract Officer of an anticipated Change Order.
This proposed change order will stipulate the facts surrounding the issue, proposed solutions,
proposed costs, and proposed schedule impacts.
1.10 Special Requirements.
Additional terms and conditions of this Agreement, if any, which are made a part hereof
are set forth in the “Special Requirements” attached hereto as Exhibit “B” and incorporated
herein by this reference. In the event of a conflict between the provisions of Exhibit “B” and any
other provisions of this Agreement, the provisions of Exhibit “B” shall govern.
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ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the
amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “C” and
incorporated herein by this reference. The total compensation, including reimbursement for
actual expenses, shall not exceed $______ (_________________ Dollars) (the “Contract Sum”),
unless additional compensation is approved pursuant to Section 1.9.
2.2 Method of Compensation.
(a) The method of compensation may include: (i) a lump sum payment upon
completion; (ii) payment in accordance with specified tasks or the percentage of completion of
the services; (iii) payment for time and materials based upon the Consultant’s rates as specified
in the Schedule of Compensation, provided that (a) time estimates are provided for the
performance of sub tasks, and (b) the Contract Sum is not exceeded; or (iv) such other methods
as may be specified in the Schedule of Compensation.
(b) A retention of 10% shall be held from each payment as a contract retention to be
paid as part of the final payment upon satisfactory and timely completion of services. This
retention shall not apply for on-call agreements for continuous services or for agreements for
scheduled routine maintenance of City property or City facilities.
2.3 Reimbursable Expenses.
Compensation may include reimbursement for actual and necessary expenditures for
reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in
advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5,
and only if specified in the Schedule of Compensation. The Contract Sum shall include the
attendance of Consultant at all project meetings reasonably deemed necessary by the City.
Coordination of the performance of the work with City is a critical component of the services. If
Consultant is required to attend additional meetings to facilitate such coordination, Consultant
shall not be entitled to any additional compensation for attending said meetings.
2.4 Invoices.
Each month Consultant shall furnish to City an original invoice, using the City template,
or in a format acceptable to the City, for all work performed and expenses incurred during the
preceding month in a form approved by City’s Director of Finance. By submitting an invoice for
payment under this Agreement, Consultant is certifying compliance with all provisions of the
Agreement. The invoice shall detail charges for all necessary and actual expenses by the
following categories: labor (by sub-category), travel, materials, equipment, supplies, and sub-
Consultant contracts. Sub-Consultant charges shall also be detailed by such categories.
Consultant shall not invoice City for any duplicate services performed by more than one person.
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City shall independently review each invoice submitted by the Consultant to determine
whether the work performed and expenses incurred are in compliance with the provisions of this
Agreement. Except as to any charges for work performed or expenses incurred by Consultant
which are disputed by City, or as provided in Section 7.3, City will use its best efforts to cause
Consultant to be paid within 45 (forty-five) days of receipt of Consultant’s correct and
undisputed invoice; however, Consultant acknowledges and agrees that due to City warrant run
procedures, the City cannot guarantee that payment will occur within this time period . In the
event any charges or expenses are disputed by City, the original invoice shall be returned by City
to Consultant for correction and resubmission. Review and payment by City for any invoice
provided by the Consultant shall not constitute a waiver of any rights or remedies provided
herein or any applicable law.
2.5 Waiver.
Payment to Consultant for work performed pursuant to this Agreement shall not be
deemed to waive any defects in work performed by Consultant.
ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time of Essence.
Time is of the essence in the performance of this Agreement.
3.2 Schedule of Performance.
Consultant shall commence the services pursuant to this Agreement upon receipt of a
written notice to proceed and shall perform all services within the time period(s) established in
the “Schedule of Performance” attached hereto as Exhibit “D” and incorporated herein by this
reference. When requested by the Consultant, extensions to the time period(s) specified in the
Schedule of Performance may be approved in writing by the Contract Officer through a Change
Order, but not exceeding 60 (sixty) days cumulatively.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Performance for performance of the
services rendered pursuant to this Agreement shall be extended because of any delays due to
unforeseeable causes beyond the control and without the fault or negligence of the Consultant,
including, but not restricted to, acts of God or of the public enemy, unusually severe weather,
fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes,
wars, litigation, and/or acts of any governmental agency, including the City, if the Consultant
shall within 10 (ten) days of the commencement of such delay notify the Contract Officer in
writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of
delay, and extend the time for performing the services for the period of the enforced delay when
and if in the judgment of the Contract Officer such delay is justified. The Contract Officer’s
determination shall be final and conclusive upon the parties to this Agreement. In no event shall
Consultant be entitled to recover damages against the City for any delay in the performance of
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this Agreement, however caused, Consultant’s sole remedy being extension of the Agreement
pursuant to this Section.
3.4 Term.
Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement
shall continue in full force and effect until completion of the services but not exceeding (1) year
from the date hereof, except as otherwise provided in the Schedule of Performance (Exhibit
“D”).
ARTICLE 4. COORDINATION OF WORK
4.1 Representatives and Personnel of Consultant.
The following principals of Consultant (“Principals”) are hereby designated as being the
principals and representatives of Consultant authorized to act in its behalf with respect to the
work specified herein and make all decisions in connection therewith:
(Name) (Title)
(Name) (Title)
It is expressly understood that the experience, knowledge, capability and reputation of the
foregoing principals were a substantial inducement for City to enter into this Agreement.
Therefore, the foregoing principals shall be responsible during the term of this Agreement for
directing all activities of Consultant and devoting sufficient time to personally supervise the
services hereunder. All personnel of Consultant, and any authorized agents, shall at all times be
under the exclusive direction and control of the Principals. For purposes of this Agreement, the
foregoing Principals may not be replaced nor may their responsibilities be substantially reduced
by Consultant without the express written approval of City. Additionally, Consultant shall utilize
only the personnel included in the Proposal to perform services pursuant to this Agreement.
Consultant shall make every reasonable effort to maintain the stability and continuity of
Consultant’s staff and subcontractors, if any, assigned to perform the services required under this
Agreement. Consultant shall notify City of any changes in Consultant’s staff and subcontractors,
if any, assigned to perform the services required under this Agreement, prior to and during any
such performance. City shall have the right to approve or reject any proposed replacement
personnel, which approval shall not be unreasonably withheld.
4.2 Status of Consultant.
Consultant shall have no authority to bind City in any manner, or to incur any obligation,
debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless
such authority is expressly conferred under this Agreement or is otherwise expressly conferred in
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writing by City. Consultant shall not at any time or in any manner represent that Consultant or
any of Consultant’s officers, employees, or agents are in any manner officials, officers,
employees or agents of City. Neither Consultant, nor any of Consultant’s officers, employees or
agents, shall obtain any rights to retirement, health care or any other benefits which may
otherwise accrue to City’s employees. Consultant expressly waives any claim Consultant may
have to any such rights.
4.3 Contract Officer.
The Contract Officer shall be [NAME], [TITLE], or such person as may be designated by
the [DEPT HEAD/CITY MANAGER]. It shall be the Consultant’s responsibility to assure that
the Contract Officer is kept informed of the progress of the performance of the services and the
Consultant shall refer any decisions which must be made by City to the Contract Officer. Unless
otherwise specified herein, any approval of City required hereunder shall mean the approval of
the Contract Officer. The Contract Officer shall have authority, if specified in writing by the City
Manager, to sign all documents on behalf of the City required hereunder to carry out the terms of
this Agreement.
4.4 Independent Consultant.
Neither the City nor any of its employees shall have any control over the manner, mode
or means by which Consultant, its agents or employees, perform the services required herein,
except as otherwise set forth herein. City shall have no voice in the selection, discharge,
supervision or control of Consultant’s employees, servants, representatives or agents, or in fixing
their number, compensation or hours of service. Consultant shall perform all services required
herein as an independent Consultant of City and shall remain at all times as to City a wholly
independent Consultant with only such obligations as are consistent with that role. Consultant
shall not at any time or in any manner represent that it or any of its agents or employees are
agents or employees of City. City shall not in any way or for any purpose become or be deemed
to be a partner of Consultant in its business or otherwise or a joint venturer or a member of any
joint enterprise with Consultant.
4.5 Prohibition Against Subcontracting or Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals and
employees were a substantial inducement for the City to enter into this Agreement. Therefore,
Consultant shall not contract with any other entity to perform in whole or in part the services
required hereunder without the express written approval of the City; all subcontractors included
in the Proposal are deemed approved. In addition, neither this Agreement nor any interest herein
may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation
of law, whether for the benefit of creditors or otherwise, without the prior written approval of
City. Transfers restricted hereunder shall include the transfer to any person or group of persons
acting in concert of more 25% (twenty five percent) of the present ownership and/or control of
Consultant, taking all transfers into account on a cumulative basis. In the event of any such
unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No
approved transfer shall release the Consultant or any surety of Consultant of any liability
hereunder without the express consent of City.
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ARTICLE 5. INSURANCE AND INDEMNIFICATION
5.1 Insurance Coverages.
Without limiting Consultant’s indemnification of City, and prior to commencement of
any services under this Agreement, Consultant shall obtain, provide and maintain at its own
expense during the term of this Agreement, policies of insurance of the type and amounts
described below and in a form satisfactory to City.
(a) General liability insurance. Consultant shall maintain commercial general
liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01,
in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily
injury, personal injury, and property damage. The policy must include contractual liability that
has not been amended. Any endorsement restricting standard ISO “insured contract” language
will not be accepted.
(b) Automobile liability insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury
and property damage for all activities of the Consultant arising out of or in connection with
Services to be performed under this Agreement, including coverage for any owned, hired, non-
owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each
accident.
(c) Professional liability (errors & omissions) insurance. Consultant shall
maintain professional liability insurance that covers the Services to be performed in connection
with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any
policy inception date, continuity date, or retroactive date must be before the effective date of this
Agreement and Consultant agrees to maintain continuous coverage through a period no less than
three (3) years after completion of the services required by this Agreement.
(d) Workers’ compensation insurance. Consultant shall maintain Workers’
Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at
least $1,000,000).
(e) Subcontractors. Consultant shall include all subcontractors as insureds
under its policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall include all of the requirements stated
herein.
(f) Additional Insurance. Policies of such other insurance, as may be required
in the Special Requirements in Exhibit “B”.
5.2 General Insurance Requirements.
(a) Proof of insurance. Consultant shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a waiver of subrogation
endorsement for workers’ compensation. Insurance certificates and endorsements must be
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approved by City’s Risk Manager prior to commencement of performance. Current certification
of insurance shall be kept on file with City at all times during the term of this Agreement. City
reserves the right to require complete, certified copies of all required insurance policies, at any
time.
(b) Duration of coverage. Consultant shall procure and maintain for the
duration of this Agreement insurance against claims for injuries to persons or damages to
property, which may arise from or in connection with the performance of the Services hereunder
by Consultant, its agents, representatives, employees or subcontractors.
(c) Primary/noncontributing. Coverage provided by Consultant shall be
primary and any insurance or self-insurance procured or maintained by City shall not be required
to contribute with it. The limits of insurance required herein may be satisfied by a combination
of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or
be endorsed to contain a provision that such coverage shall also apply on a primary and non -
contributory basis for the benefit of City before the City’s own insurance or self-insurance shall
be called upon to protect it as a named insured.
(d) City’s rights of enforcement. In the event any policy of insurance required
under this Agreement does not comply with these specifications or is canceled and not replaced,
City has the right but not the duty to obtain and continuously maintain the insurance it deems
necessary and any premium paid by City will be promptly reimbursed by Consultant or City will
withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City
may cancel this Agreement.
(e) Acceptable insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact business of insurance
or that is on the List of Approved Surplus Line Insurers in the State of California, with an
assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger)
in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by
the City’s Risk Manager.
(f) Waiver of subrogation. All insurance coverage maintained or procured
pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or
appointed officers, agents, officials, employees and volunteers or shall specifically allow
Consultant or others providing insurance evidence in compliance with these specifications to
waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery
against City, and shall require similar written express waivers and insurance clauses from each of
its subcontractors.
(g) Enforcement of contract provisions (non-estoppel). Consultant
acknowledges and agrees that any actual or alleged failure on the part of the City to inform
Consultant of non-compliance with any requirement imposes no additional obligations on the
City nor does it waive any rights hereunder.
(h) Requirements not limiting. Requirements of specific coverage features or
limits contained in this section are not intended as a limitation on coverage, limits or other
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requirements, or a waiver of any coverage normally provided by any insurance. Specific
reference to a given coverage feature is for purposes of clarification only as it pertains to a given
issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other
coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums
shown above, the City requires and shall be entitled to coverage for the higher limits maintained
by the Consultant. Any available insurance proceeds in excess of the specified minimum limits
of insurance and coverage shall be available to the City.
(i) Notice of cancellation. Consultant agrees to oblige its insurance agent or
broker and insurers to provide to City with a 30 (thirty) day notice of cancellation (except for
nonpayment for which a 10 (ten) day notice is required) or nonrenewal of coverage for each
required coverage.
(j) Additional insured status. General liability policies shall provide or be
endorsed to provide that City and its officers, officials, employees, and agents, and volunteers
shall be additional insureds under such policies. This provision shall also apply to any
excess/umbrella liability policies.
(k) Prohibition of undisclosed coverage limitations. None of the coverages
required herein will be in compliance with these requirements if they include any limiting
endorsement of any kind that has not been first submitted to City and approved of in writing.
(l) Separation of insureds. A severability of interests provision must apply for
all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to the insurer’s limits of
liability. The policy(ies) shall not contain any cross-liability exclusions.
(m) Pass through clause. Consultant agrees to ensure that its subcontractors,
subcontractors, and any other party involved with the project who is brought onto or involved in
the project by Consultant, provide the same minimum insurance coverage and endorsements
required of Consultant. Consultant agrees to monitor and review all such coverage and assumes
all responsibility for ensuring that such coverage is provided in conformity with the requirements
of this section. Consultant agrees that upon request, all agreements with Consultants,
subcontractors, and others engaged in the project will be submitted to City for review.
(n) Agency’s right to revise specifications. The City reserves the right at any
time during the term of the contract to change the amounts and types of insurance required by
giving the Consultant 90 (ninety) days advance written notice of such change. If such change
results in substantial additional cost to the Consultant, the City and Consultant may renegotiate
Consultant’s compensation.
(o) Self-insured retentions. Any self-insured retentions must be declared to
and approved by City. City reserves the right to require that self-insured retentions be eliminated,
lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these
specifications unless approved by City.
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(p) Timely notice of claims. Consultant shall give City prompt and timely
notice of claims made or suits instituted that arise out of or result from Consultant’s performance
under this Agreement, and that involve or may involve coverage under any of the required
liability policies.
(q) Additional insurance. 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.
5.3 Indemnification.
To the full extent permitted by law, Consultant agrees to indemnify, defend and hold
harmless the City, its officers, employees and agents (“Indemnified Parties”) against, and will
hold and save them and each of them harmless from, any and all actions, either judicial,
administrative, arbitration or regulatory claims, damages to persons or property, losses, costs,
penalties, obligations, errors, omissions or liabilities whether actual or threatened (herein “claims
or liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in
connection with the negligent performance of the work, operations or activities provided herein
of Consultant, its officers, employees, agents, subcontractors, or invitees, or any individual or
entity for which Consultant is legally liable (“indemnitors”), or arising from Consultant’s or
indemnitors’ reckless or willful misconduct, or arising from Consultant’s or indemnitors’
negligent performance of or failure to perform any term, provision, covenant or condition of this
Agreement, and in connection therewith:
(a) Consultant will defend any action or actions filed in connection with any
of said claims or liabilities and will pay all costs and expenses, including legal costs and
attorneys’ fees incurred in connection therewith;
(b) Consultant will promptly pay any judgment rendered against the City, its
officers, agents or employees for any such claims or liabilities arising out of or in connection
with the negligent performance of or failure to perform such work, operations or activities of
Consultant hereunder; and Consultant agrees to save and hold the City, its officers, agents, and
employees harmless therefrom;
(c) In the event the City, its officers, agents or employees is made a party to
any action or proceeding filed or prosecuted against Consultant for such damages or other claims
arising out of or in connection with the negligent performance of or failure to perform the work,
operation or activities of Consultant hereunder, Consultant agrees to pay to the City, its officers,
agents or employees, any and all costs and expenses incurred by the City, its officers, agents or
employees in such action or proceeding, including but not limited to, legal costs and attorneys’
fees.
Consultant shall incorporate similar indemnity agreements with its subcontractors and if
it fails to do so Consultant shall be fully responsible to indemnify City hereunder therefore, and
failure of City to monitor compliance with these provisions shall not be a waiver hereof. This
indemnification includes claims or liabilities arising from any negligent or wrongful act, error or
omission, or reckless or willful misconduct of Consultant in the performance of professional
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services hereunder. The provisions of this Section do not apply to claims or liabilities occurring
as a result of City’s sole negligence or willful acts or omissions, but, to the fullest extent
permitted by law, shall apply to claims and liabilities resulting in part from City’s negligence,
except that design professionals’ indemnity hereunder shall be limited to claims and liabilities
arising out of the negligence, recklessness or willful misconduct of the design professional. The
indemnity obligation shall be binding on successors and assigns of Consultant and shall survive
termination of this Agreement.
ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION
6.1 Records.
Consultant shall keep, and require subcontractors to keep, such ledgers, books of
accounts, invoices, vouchers, canceled checks, reports, studies or other documents relating to the
disbursements charged to City and services performed hereunder (the “books and records”), as
shall be necessary to perform the services required by this Agreement and enable the Contract
Officer to evaluate the performance of such services. Any and all such documents shall be
maintained in accordance with generally accepted accounting principles and shall be complete
and detailed. The Contract Officer shall have full and free access to such books and records at all
times during normal business hours of City, including the right to inspect, copy, audit and make
records and transcripts from such records. Such records shall be maintained for a period of three
(3) years following completion of the services hereunder, and the City shall have access to such
records in the event any audit is required. In the event of dissolution of Consultant’s business,
custody of the books and records may be given to City, and access shall be provided by
Consultant’s successor in interest. Notwithstanding the above, the Consultant shall fully
cooperate with the City in providing access to the books and records if a public records request is
made and disclosure is required by law including but not limited to the California Public Records
Act.
6.2 Reports.
Consultant shall periodically prepare and submit to the Contract Officer such reports
concerning the performance of the services required by this Agreement as the Contract Officer
shall require. Consultant hereby acknowledges that the City is greatly concerned about the cost
of work and services to be performed pursuant to this Agreement. For this reason, Consultant
agrees that if Consultant becomes aware of any facts, circumstances, techniques, or events that
may or will materially increase or decrease the cost of the work or services contemplated herein
or, if Consultant is providing design services, the cost of the project being designed, Consultant
shall promptly notify the Contract Officer of said fact, circumstance, technique or event and the
estimated increased or decreased cost related thereto and, if Consultant is providing design
services, the estimated increased or decreased cost estimate for the project being designed.
6.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes,
computer files, reports, records, documents and other materials (the “documents and materials”)
prepared by Consultant, its employees, subcontractors and agents in the performance of this
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01203.0001/835260.1 15
Agreement shall be the property of City and shall be delivered to City upon request of the
Contract Officer or upon the termination of this Agreement, and Consultant shall have no claim
for further employment or additional compensation as a result of the exercise by City of its full
rights of ownership use, reuse, or assignment of the documents and materials hereunder. Any
use, reuse or assignment of such completed documents for other projects and/or use of
uncompleted documents without specific written authorization by the Consultant will be at the
City’s sole risk and without liability to Consultant, and Consultant’s guarantee and warranties
shall not extend to such use, reuse or assignment. Consultant may retain copies of such
documents for its own use. Consultant shall have the right to use the concepts embodied therein.
All subcontractors shall provide for assignment to City of any documents or materials prepared
by them, and in the event Consultant fails to secure such assignment, Consultant shall indemnify
City for all damages resulting therefrom. Moreover, Consultant with respect to any documents
and materials that may qualify as “works made for hire” as defined in 17 U.S.C. § 101, such
documents and materials are hereby deemed “works made for hire” for the City.
6.4 Confidentiality and Release of Information.
(a) All information gained or work product produced by Consultant in
performance of this Agreement shall be considered confidential, unless such information is in the
public domain or already known to Consultant. Consultant shall not release or disclose any such
information or work product to persons or entities other than City without prior written
authorization from the Contract Officer.
(b) Consultant, its officers, employees, agents or subcontractors, shall not,
without prior written authorization from the Contract Officer or unless requested by the City
Attorney, voluntarily provide documents, declarations, letters of support, testimony at
depositions, response to interrogatories or other information concerning the work performed
under this Agreement. Response to a subpoena or court order shall not be considered “voluntary”
provided Consultant gives City notice of such court order or subpoena.
(c) If Consultant, or any officer, employee, agent or subcontractor of
Consultant, provides any information or work product in violation of this Agreement, then City
shall have the right to reimbursement and indemnity from Consultant for any damages, costs and
fees, including attorney’s fees, caused by or incurred as a result of Consultant’s conduct.
(d) Consultant shall promptly notify City should Consultant, its officers,
employees, agents or subcontractors be served with any summons, complaint, subpoena, notice
of deposition, request for documents, interrogatories, request for admissions or other discovery
request, court order or subpoena from any party regarding this Agreement and the work
performed there under. City retains the right, but has no obligation, to represent Consultant or be
present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully
with City and to provide City with the opportunity to review any response to discovery requests
provided by Consultant. However, this right to review any such response does not imply or mean
the right by City to control, direct, or rewrite said response.
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ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION
7.1 California Law.
This Agreement shall be interpreted, construed and governed both as to validity and to
performance of the parties in accordance with the laws of the State of California. Legal actions
concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be
instituted in the Superior Court of the County of Los Angeles, State of California, or any other
appropriate court in such county, and Consultant covenants and agrees to submit to the personal
jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District
Court, venue shall lie exclusively in the Central District of California, in the County of Los
Angeles, State of California.
7.2 Disputes; Default.
In the event that Consultant is in default under the terms of this Agreement, the City shall
not have any obligation or duty to continue compensating Consultant for any work performed
after the date of default. Instead, the City may give notice to Consultant of the default and the
reasons for the default. The notice shall include the timeframe in which Consultant may cure the
default. This timeframe is 15 (fifteen) days, but may be extended, though not reduced, if
circumstances warrant. During the period of time that Consultant is in default, the City shall hold
all invoices and shall, when the default is cured, proceed with payment on the invoices. In the
alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding
invoices during the period of default. If Consultant does not cure the default, the City may take
necessary steps to terminate this Agreement under this Article. Any failure on the part of the City
to give notice of the Consultant’s default shall not be deemed to result in a waiver of the City’s
legal rights or any rights arising out of any provision of this Agreement.
7.3 Retention of Funds.
Consultant hereby authorizes City to deduct from any amount payable to Consultant
(whether or not arising out of this Agreement) (i) any amounts the payment of which may be in
dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or
damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by
reason of Consultant’s acts or omissions in performing or failing to perform Consultant’s
obligation under this Agreement. In the event that any claim is made by a third party, the amount
or validity of which is disputed by Consultant, or any indebtedness shall exist which shall appear
to be the basis for a claim of lien, City may withhold from any payment due, without liability for
interest because of such withholding, an amount sufficient to cover such claim. The failure of
City to exercise such right to deduct or to withhold shall not, however, affect the obligations of
the Consultant to insure, indemnify, and protect City as elsewhere provided herein.
7.4 Waiver.
Waiver by any party to this Agreement of any term, condition, or covenant of this
Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any
party of any breach of the provisions of this Agreement shall not constitute a waiver of any other
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provision or a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of
the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by
a non-defaulting party on any default shall impair such right or remedy or be construed as a
waiver. Any waiver by either party of any default must be in writing and shall not be a waiver of
any other default concerning the same or any other provision of this Agreement.
7.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in this
Agreement, the rights and remedies of the parties are cumulative and the exercise by either party
of one or more of such rights or remedies shall not preclude the exercise by it, at the same or
different times, of any other rights or remedies for the same default or any other default by the
other party.
7.6 Legal Action.
In addition to any other rights or remedies, either party may take legal action, in law or in
equity, to cure, correct or remedy any default, to recover damages for any default, to compel
specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain
any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary
provision herein, Consultant shall file a statutory claim pursuant to Government Code Sections
905 et seq. and 910 et seq., in order to pursue a legal action under this Agreement.
7.7 Termination Prior to Expiration of Term.
This Section shall govern any termination of this Contract except as specifically provided
in the following Section for termination for cause. The City reserves the right to terminate this
Contract at any time, with or without cause, upon thirty (30) days’ written notice to Consultant,
except that where termination is due to the fault of the Consultant, the period of notice may be
such shorter time as may be determined by the Contract Officer. Upon receipt of any notice of
termination, Consultant shall immediately cease all services hereunder except such as may be
specifically approved by the Contract Officer. Consultant shall be entitled to compensation for
all services rendered prior to the effective date of the notice of termination and for any services
authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation
or such as may be approved by the Contract Officer, except as provided in Section 7.3. In the
event of termination without cause pursuant to this Section, the City need not provide the
Consultant with the opportunity to cure pursuant to Section 7.2.
7.8 Termination for Default of Party.
If termination is due to the failure of the other Party to fulfill its obligations under this
Agreement:
(a) City may, after compliance with the provisions of Section 7.2, take over the work
and prosecute the same to completion by contract or otherwise, and the Consultant shall be liable
to the extent that the total cost for completion of the services required hereunder exceeds the
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01203.0001/835260.1 18
compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate
such damages), and City may withhold any payments to the Consultant for the purpose of set-off
or partial payment of the amounts owed the City as previously stated.
(b) Consultant may, after compliance with the provisions of Section 7.2, terminate the
Agreement upon written notice to the City‘s Contract Officer. Consultant shall be entitled to
payment for all work performed up to the date of termination.
7.9 Attorneys’ Fees.
If either party to this Agreement is required to initiate or defend or made a party to any
action or proceeding in any way connected with this Agreement, the prevailing party in such
action or proceeding, in addition to any other relief which may be granted, whether legal or
equitable, shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorney’s
fees on any appeal, and in addition a party entitled to attorney’s fees shall be entitled to all other
reasonable costs for investigating such action, taking depositions and discovery and all other
necessary costs the court allows which are incurred in such litigation. All such fees shall be
deemed to have accrued on commencement of such action and shall be enforceable whether or
not such action is prosecuted to judgment.
ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non-liability of City Officers and Employees.
No officer or employee of the City shall be personally liable to the Consultant, or any
successor in interest, in the event of any default or breach by the City or for any amount which
may become due to the Consultant or to its successor, or for breach of any obligation of the
terms of this Agreement.
8.2 Conflict of Interest.
Consultant covenants that neither it, nor any officer or principal of its firm, has or shall
acquire any interest, directly or indirectly, which would conflict in any manner with the interests
of City or which would in any way hinder Consultant’s performance of services under this
Agreement. Consultant further covenants that in the performance of this Agreement, no person
having any such interest shall be employed by it as an officer, employee, agent or subcontractor
without the express written consent of the Contract Officer. Consultant agrees to at all times
avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City
in the performance of this Agreement.
No officer or employee of the City shall have any financial interest, direct or indirect, in
this Agreement nor shall any such officer or employee participate in any decision relating to the
Agreement which affects her/his financial interest or the financial interest of any corporation,
partnership or association in which (s)he is, directly or indirectly, interested, in violation of any
State statute or regulation. The Consultant warrants that it has not paid or given and will not pay
or give any third party any money or other consideration for obtaining this Agreement.
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01203.0001/835260.1 19
8.3 Covenant Against Discrimination.
Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons
claiming under or through them, that there shall be no discrimination against or segregation of,
any person or group of persons on account of race, color, creed, religion, sex, gender, sexual
orientation, marital status, national origin, ancestry or other protected class in the performance of
this Agreement. Consultant shall take affirmative action to insure that applicants are employed
and that employees are treated during employment without regard to their race, color, creed,
religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other
protected class.
8.4 Unauthorized Aliens.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal
Immigration and Nationality Act, 8 U.S.C. § 1101 et seq., as amended, and in connection
therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ
such unauthorized aliens for the performance of work and/or services covered by this
Agreement, and should any liability or sanctions be imposed against City for such use of
unauthorized aliens, Consultant hereby agrees to and shall reimburse City for the cost of all such
liabilities or sanctions imposed, together with any and all costs, including attorneys’ fees,
incurred by City.
ARTICLE 9. MISCELLANEOUS PROVISIONS
9.1 Notices.
Any notice, demand, request, document, consent, approval, or communication either
party desires or is required to give to the other party or any other person shall be in writing and
either served personally or sent by prepaid, first-class mail, in the case of the City, to the City
Manager and to the attention of the Contract Officer (with her/his name and City title), City of
Rancho Palos Verdes, 30940 Hawthorne Blvd., Rancho Palos Verdes, California 90275 and in
the case of the Consultant, to the person(s) at the address designated on the execution page of
this Agreement. Either party may change its address by notifying the other party of the change of
address in writing. Notice shall be deemed communicated at the time personally delivered or in
72 (seventy two) hours from the time of mailing if mailed as provided in this section.
9.2 Interpretation.
The terms of this Agreement shall be construed in accordance with the meaning of the
language used and shall not be construed for or against either party by reason of the authorship
of this Agreement or any other rule of construction which might otherwise apply.
9.3 Counterparts.
This Agreement may be executed in counterparts, each of which shall be deemed to be an
original, and such counterparts shall constitute one and the same instrument.
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01203.0001/835260.1 20
9.4 Integration; Amendment.
This Agreement including the attachments hereto is the entire, complete and exclusive
expression of the understanding of the parties. It is understood that there are no oral agreements
between the parties hereto affecting this Agreement and this Agreement supersedes and cancels
any and all previous negotiations, arrangements, agreements and understandings, if any, between
the parties, and none shall be used to interpret this Agreement. No amendment to or modification
of this Agreement shall be valid unless made in writing and approved by the Consultant and by
the City Council. The parties agree that this requirement for written modifications cannot be
waived and that any attempted waiver shall be void.
9.5 Severability.
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or
sections contained in this Agreement shall be declared invalid or unenforceable by a valid
judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall
not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this
Agreement which are hereby declared as severable and shall be interpreted to carry out the intent
of the parties hereunder unless the invalid provision is so material that its invalidity deprives
either party of the basic benefit of their bargain or renders this Agreement meaningless.
9.6 Warranty & Representation of Non-Collusion.
No official, officer, or employee of City has any financial interest, direct or indirect, in
this Agreement, nor shall any official, officer, or employee of City participate in any decision
relating to this Agreement which may affect his/her financial interest or the financial interest of
any corporation, partnership, or association in which (s)he is directly or indirectly interested, or
in violation of any corporation, partnership, or association in which (s)he is directly or indirectly
interested, or in violation of any State or municipal statute or regulation. The determination of
“financial interest” shall be consistent with State law and shall not include interests found to be
“remote” or “noninterests” pursuant to Government Code Sections 1091 or 1091.5. Consultant
warrants and represents that it has not paid or given, and will not pay or give, to any third party
including, but not limited to, any City official, officer, or employee, any money, consideration,
or other thing of value as a result or consequence of obtaining or being awarded any agreement.
Consultant further warrants and represents that (s)he/it has not engaged in any act(s),
omission(s), or other conduct or collusion that would result in the payment of any money,
consideration, or other thing of value to any third party including, but not limited to, any City
official, officer, or employee, as a result of consequence of obtaining or being awarded any
agreement. Consultant is aware of and understands that any such act(s), omission(s) or other
conduct resulting in such payment of money, consideration, or other thing of value will render
this Agreement void and of no force or effect.
Consultant’s Authorized Initials _______
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01203.0001/835260.1 21
9.7 Corporate Authority.
The persons executing this Agreement on behalf of the parties hereto warrant that (i) such
party is duly organized and existing, (ii) they are duly authorized to execute and deliver this
Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally
bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not
violate any provision of any other Agreement to which said party is bound. This Agreement shall
be binding upon the heirs, executors, administrators, successors and assigns of the parties.
[SIGNATURES ON FOLLOWING PAGE]
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01203.0001/835260.1 22
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on
the date and year first-above written.
CITY:
CITY OF RANCHO PALOS VERDES, a
municipal corporation
, Mayor
ATTEST:
Teresa Takaoka, City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
Elena Q. Gerli, City Attorney
CONSULTANT:
[NAME OF COMPANY], a [TYPE OF
COMPANY]
By:
Name:
Title:
By:
Name:
Title:
Address:
Two corporate officer signatures required when Consultant is a corporation, with one signature required
from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2)
Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONSULTANT’S
SIGNATURES SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE
INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR
OTHER RULES OR REGULATIONS APPLICABLE TO CONSULTANT’S BUSINESS ENTITY.
B-36
01203.0001/835260.1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2024 before me, ________________, personally appeared ________________, proved to me on
the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed
the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
B-37
01203.0001/835260.1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2024 before me, ________________, personally appeared ________________, proved to me on
the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed
the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
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01203.0001/835260.1 A-1
EXHIBIT “A”
SCOPE OF SERVICES
I. Consultant will perform the following services:
A.
B.
II. As part of the Services, Consultant will prepare and deliver the following tangible work
products to the City:
A.
III. In addition to the requirements of Section 6.2, during performance of the Services,
Consultant will keep the City appraised of the status of performance by delivering the
following status reports:
A.
IV. All work product is subject to review and acceptance by the City, and must be revised by
the Consultant without additional charge to the City until found satisfactory and accepted
by City.
V. Consultant will utilize the following personnel to accomplish the Services:
A.
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01203.0001/835260.1 B-1
EXHIBIT “B”
SPECIAL REQUIREMENTS
(Superseding Contract Boilerplate)
Added text indicated in bold italics, deleted text indicated in strikethrough.
[INTENTIONALLY LEFT BLANK]
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01203.0001/835260.1 C-1
EXHIBIT “C”
SCHEDULE OF COMPENSATION
I. Consultant shall perform the following tasks at the following rates:
TASK RATE TIME SUB-BUDGET
A. Task 1 ___________ ___________ $
B. Task 2 ___________ ___________
C. Task 3 ___________ ___________
II. Within the budgeted amounts for each Task, and with the approval of the Contract
Officer, funds may be shifted from one Task subbudget to another so long as the
Contract Sum is not exceeded per Section 2.1, unless Additional Services are
approved per Section 1.9.
III. The City will compensate Consultant for the Services performed upon submission of
a valid invoice. Each invoice is to include:
A. Line items for all personnel describing the work performed, the number of hours
worked, and the hourly rate.
B. Line items for all materials and equipment properly charged to the Services.
C. Line items for all other approved reimbursable expenses claimed, with supporting
documentation.
D. Line items for all approved subcontractor labor, supplies, equipment, materials,
and travel properly charged to the Services.
IV. The total compensation for the Services shall not exceed the Contract Sum as
provided in Section 2.1 of this Agreement.
V. The Consultant’s billing rates for all personnel are attached as Exhibit C-1.
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01203.0001/835260.1 D-1
EXHIBIT “D
SCHEDULE OF PERFORMANCE
I. Consultant shall perform all services timely in accordance with the following
schedule:
Days to Perform Deadline Date
A. Task 1 ______________ ______________
B. Task 2 ______________ ______________
C. Task 3 ______________
II. Consultant shall deliver the following tangible work products to the City by the
following dates.
A.
B.
C.
III. The Contract Officer may approve extensions for performance of the services in
accordance with Section 3.2. Any further extensions require City Council approval.
B-42
ATTACHMENT B -
Final Report of the 2022 Update to the
Triennial Pavement Management Program
B-43
FINAL REPORT
UPDATE OF
PAVEMENT MANAGEMENT PROGRAM
(Citywide)
2022-2027
City of Rancho Palos Verdes, CA
June 13, 2022
100-21
B-44
June 13, 2022
Mr. James O’Neill, MPM
Project Manager
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
Subject: Final Report - Update of the Pavement Management Program
Dear James:
As part of the 2022 Update of the Pavement Management Program for the City of Rancho Palos Verdes,
Bucknam Infrastructure Group, Inc. is pleased to submit the Final Report for the City’s pavement management
program.
The information contained in this report was used to develop the recommended improvement program for
the pavement network. The report covers the following categories:
• Section I - Executive Summary
• Section II - Pavement Management Program Development and Reporting
• Section III - Pavement Conditions For Each Segment in the Network, PCI Report
The Pavement Condition Index report shows the present condition of each street in the
pavement network. In addition, the report shows the basic geometry of each street segment.
• Section IV - Forecast Maintenance Reports
• Recommended Maintenance and Repair (M&R) Strategies
The recommended maintenance and repair strategies were used to generate the
Forecasted Maintenance Report and were based on our 2022 inspections.
Additionally, we have assessed and incorporated unit cost and maintenance
application practices/types with our strategies.
• Projected Projects based on M&R Strategies
The Forecasted Maintenance Report projects the street maintenance activities
required for the next five years, broken down to show maintenance levels for Arterials
and Local streets. The report included in this section is broken down by fiscal year.
B-45
Our thorough analysis of previous and current Rancho Palos Verdes PMP strategies enabled our staff to make
proactive recommendations to the City’s pavement CIP. All comments received from the City have been
incorporated in the reports that follow. All of the City’s issues and needs that were brought to our attention
are included in the report. It has been a pleasure working with you and the City on updating your Pavement
Management Program. We look forward to the continued success of this project and future teamwork with
City staff.
Sincerely,
Bucknam Infrastructure Group, Inc.
Peter J. Bucknam
Project Manager
Infrastructure Management – GIS Services
B-46
City of Rancho Palos Verdes Page i
2022 Pavement Management Program
Final Report – June 13, 2022
TABLE OF CONTENTS
I. Executive Summary
A. Summary of City’s Pavement Network
B. Current Citywide Conditions
C. Maintenance Strategy Development
D. Annual Budget Projections
E. Quality Control Efforts
F. Findings and Recommendations
II. Pavement Management System-Capital Improvement Program
A. Summary of PMP Project
B. Maintenance Strategy Assignment Table
C. Annual CIP/M&R Work Program Projections
D. Condition Distribution Report
E. Calculation of PCI
III. Pavement Condition Index (PCI) Reports
A. PCI Report – Data Definitions
B. Rancho Palos Verdes PCI Map - 2022
C. PCI Report; Sorted by Street Name (A to Z)
D. PCI Report; Sorted by PCI (0-100)
IV. Forecast Maintenance Report (Citywide Approach)
A. Arterial (2022-2027)
B. Local (2022-2027)
B-47
City of Rancho Palos Verdes Page ii
2022 Pavement Management Program
Final Report – June 13, 2022
Table and Figure Reference Page #
Figure 1 – Pavement Area by Rank Sec 1-2
Figure 2 – Historical RPV PCI (2013-2022) Sec 1-4
Figure 3 – PCI Condition Distribution For All Streets (by section mi.) Sec 1-5
Figure 4 – Sample Pavement Life Cycle Sec 2-3
Figure 5 – Resulting Network PCI & Budget Expenditures (Actual Budget) Sec 2-7
Figure 6 – Resulting Network PCI & Budget Expenditures (Maintain Budget) Sec 2-9
Figure 7 – Arterial Condition Distribution Sec 2-13
Figure 8 – Local Condition Distribution Sec 2-13
Figure 9 – PCI Calculation Worksheet Sec 2-14
Figure 10 – Rancho Palos Verdes PCI Map – 2022 Sec 3-4
Table 1 – Condition Distribution by Mileage for AC Streets Sec 1-3
Table 2 – Historical PMP Data for All Streets Sec 1-3
Table 3 – Citywide Projection Utilizing “Actual” Budget Sec 1-8
Table 4 – Five-Year Projection Demonstrating Required Budget to Maintain PCI of 86.8 Sec 1-8
Table 5 – PCI Range Sec 2-2
Table 6 – Strategy Assignments Sec 2-2
Table 7 – Citywide Projection Utilizing “Actual” Budget ($6,010,000/yr) Sec 2-6
Table 8 – Five-Year Projection Demonstrating Required Budget to Maintain PCI of 86.8 Sec 2-8
Acronym Listing
Asphalt Rubber Hot Mix (ARHM)
Capital Improvement Program (CIP)
Geographic Information System (GIS)
Government Accounting Standards Board Statement 34 (GASB 34)
Hot-Mix Asphalts (HMA)
Los Angeles County MTA (METRO)
Maintenance and Repair (M&R)
Pavement Condition Index (PCI)
Pavement Management Program (PMP)
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SECTION I
EXECUTIVE SUMMARY
2022 UPDATE OF PAVEMENT MANAGEMENT SYSTEM
This report reflects the continued dedication and proactive management of the City’s Pavement
Management Program (PMP); the last major update to the City’s PMP was performed in 2019. As the City
of Rancho Palos Verdes (RPV) continues to show limited growth with its population, demographics,
infrastructure and maintenance needs, the street network has been running parallel as the system
matures and capital street projects widen streets. The City of RPV developed its PMP with the use of an
automated database program. Today, the City is currently using the Army Corps of Engineers software,
MicroPAVER, to manage the street network. This system is essential to the City in that it assists Public
Works staff in capturing funding for its arterial street system as well as cost-effectively manages the local
network through proactive maintenance and scheduling. Under this project, the City continues to
incorporate the use and management of a Pavement Management – GIS layer that assists the City in
spatially analyzing pavement conditions and other attribute information that resides in the MicroPAVER
database.
The RPV PMP has been developed and maintained to assist City personnel in providing current data on
the street network and to develop cost-effective maintenance strategies to sustain a desirable level of
pavement performance on a network scale, while optimizing the expenditure of limited fiscal resources.
The PMP efforts in 2022 consisted of analyzing the City’s 2019 PMP dataset for quality and usability. In
doing this, we were tasked to generate an updated citywide Capital Improvement Program report that
identified recommendations and deficiencies in the current operating and maintenance efforts put forth
by the City.
For this project, our staff surveyed all arterial routes to assist the City in complying with Los Angeles
County MTA (METRO) PMP requirements as well as surveyed all local streets and analyzed historical
maintenance operations.
Specifically, the program provides administrators and maintenance personnel with:
• The present condition status of the pavement network (arterial and local streets), as a whole
and of any grouping or individual component within the City;
• A ranked list of all streets, or segments of streets, by condition within the network;
• Rehabilitation/maintenance needs of each street segment by year;
• An optimized priority maintenance and rehabilitation program based on cost/benefit analysis
and various levels of funding;
• Optimum annual budget levels for pavement maintenance for the current and the following
five (5) years;
• Prediction of the future performance of the City’s pavement network and each individual street
section;
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• Updated PMP data to assist the City with GASB 34 compliance; and
• Pavement condition data and analysis presented in ArcGIS that is compatible with City’s
existing GIS
Pavement is a dynamic structure where deterioration is constantly occurring; thus the pavement
management system needs to be updated on a regular basis to reflect these changes in pavement
conditions, pavement maintenance histories, and maintenance strategies based upon budgetary
constraints. In our approach to develop the City’s forecasted maintenance recommendations we worked
with RPV staff in identifying unit costs for all maintenance practices used on an annual. Currently, based
upon the City’s maintenance practices and their associated unit costs, the total replacement value of the
RPV pavement network is $210,911,000. This value clearly indicates that the City’s pavement network is
the most valuable and essential asset to RPV. The City’s use of slurry seal and ARHM Overlay practices
are typically applied at a seven year and fifteen year frequency respectively. These frequencies are typical
but the City may see increases in deterioration rates due to environmental, load and high average daily
traffic (ADT) volumes. For example, high ADT volumes along one of RPV’s arterial streets will increase
deterioration rates for a previously applied AC Overlay compared to a small local street. These
deterioration rates are monitored through frequent inspections and functional class deterioration analysis
within the City’s PMP database.
This report reflects our findings and recommendations for the PMP and the current state of the City’s
pavement network. Furthermore, we have recommended detailed funding and maintenance strategies
for the arterial/collector and residential networks for next five (5) years.
CITY’S PAVEMENT NETWORK
Within the Rancho Palos Verdes pavement
management network there are approximately
41.5 section miles of Arterial streets. The Arterial
network consists of approximately 6,904,456 SF
of pavement which consists of 163 pavement
sections. The Local network consists of approx.
17,620,075 SF of pavement which consists of 669
pavement sections totaling in 108.5 section
miles. Combined, the entire network consists of
150.0 section miles of streets and 24,524,531 SF
of pavement.
The City’s pavement network is broken down into manageable groups that have similar characteristics,
such as pavement rank, surface type and logical segmentation. Pavement segments are identified by their
branch and section numbers. Pavement “branches” that have a common usage, such as Crest Rd., defines
a “branch” within MicroPAVER. Pavement “sections” are pavement segments within the defined branch
that have consistent pavement rankings, construction/maintenance histories and use. Representative
inspection samples are then selected and visually surveyed to locate distress data. This data is used to
calculate the pavement sections Pavement Condition Index (PCI) which includes distress type, extent of
the distress and its severity.
Figure 1
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The PCI is a condition rating that ranges from 100 (a new pavement section or recently overlaid or
reconstructed) to 0 for a section that has structurally failed and deteriorated dramatically. Weighted
average PCI of a given area/zone = pavement section PCI * its own area divided by the total square footage
of the given area/zone. Table 1 summarizes the section conditions found within the City of Rancho Palos
Verdes pavement network by rank.
• The weighted average PCI for the City of Rancho Palos Verdes Arterial network is 85.7
• The weighted average PCI for the City of Rancho Palos Verdes Local network is 87.2
The weighted PCI value associated with the Arterial and Local routes shown through our survey analysis
is timely in that it is showing that a sensible amount of preventative, slurry seal, and overlay work will be
needed over the next several years to maintain the level of condition (PCI) within a “preventative
maintenance” state.
CURRENT CITYWIDE CONDITIONS (ARTERIALS AND LOCALS)
The overall condition of the City’s pavement network is “Good” with a weighted average PCI of 86.8
based on the surface area of each segment. The distribution of the City’s overall pavement network is
shown in Section III of this report (Condition Distribution).
For comparison, Bucknam has performed
recent pavement management studies for
several other Los Angeles County agencies
and neighborhood cities to RPV and have
included their weighted PCI values to the
right.
As shown below, a large majority of
segments are distributed through Good to
Very Good condition categories (95%,
approximately 142.5 section miles). These
findings indicate that the proper maintenance and rehabilitation has been performed on the pavement
network for some time.
Table 1 – Condition Distribution by Mileage for All Streets
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Table 2 – Historical PMP Data for All Streets (FY 2013 to 2022)
Figure 2 – Historical Rancho Palos Verdes PCI (2013-2022)
With 89% of the City’s Arterial network pavement sections within the condition levels of “Good to Very
Good” (approximately 36.8 section miles), a proactive preventative stop gap & timely overlay
maintenance program needs to be continuously funded; this will maintain the citywide weighted PCI at
its current conditions and will gradually decrease the existing overlay backlog on the network thus
reducing maintenance costs in fiscal years 2022 and beyond.
Local/Residential network conditions show that 34% of the pavement network is within the condition
levels of “Good” (approximately 37.3 section miles). The City’s ability to proactively schedule effective
Arterial CIP projects and Local M&R projects has resulted in very high citywide conditions. These findings
are positive in that the amount of revenue needed to maintain the network is not overbearing or
detrimental to the system as a whole. Cost efficient preventative maintenance should be the focus of
the Arterial & Local PMP for the next several years.
With the City considering a citywide approach to maintenance and rehabilitation, it is an optimal time to
incorporate this methodology based on the high weighted PCI’s on the network. As the City’s conditions
remain at a high level, staff can now schedule and perform major overlay/rehabilitation projects on long-
standing deferred street and right-of-way (ROW) projects such as combined street, sidewalk and curb
ramp improvements.
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Furthermore, as large overlay and rehabilitation projects are considered for funding, the City should also
consider using sub-grade R - Values, non-destructive testing, structural design, distress severities and
extents as parameters for determining whether a pavement section that lies within the Fair to Poor
condition range should be overlaid or reconstructed.
PCI conditions reflect “surface” conditions; additional sub-surface data such as coring data, R-Values and
asphalt depths will provide City to with a better approach to the maintenance that should be applied.
Figure 3 – PCI Condition Distribution All Streets (by Section Mi.)
Units shown above indicate total mileage (Table 1)
MAINTENANCE STRATEGY DEVELOPMENT
Based on the results of the condition survey and input from the City, pavement
maintenance/rehabilitation strategies were developed. At the outset, the City and Bucknam staff
identified a distribution of City maintenance funds that would be applied to the network over the next
five years. This was based upon the desire to prevent the decrease in street conditions and not allow an
increase in the maintenance backlog funds over the five-year program. All residential zone schedules
were assessed and analyzed. Furthermore, for this study, the RPV maintenance and rehabilitation
schedule and recommendations were analyzed and projected utilizing an annual citywide approach.
With this approach, Bucknam has recommended a “minimal level of service” which creates a major
dividing line in determining pavement maintenance. Generally within pavement management programs,
a PCI range between 55 to 70 determines the threshold of when preventative or major overlay
maintenance is activated. Based on the City’s weighted average PCI, condition distribution, maintenance
practices, our team has identified a PCI of “65” as the minimum level of service. This means that any
pavement section with a PCI greater than 65 will be recommended for preventative maintenance. This
recommendation is indicated in Table 6, Section II.
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Bucknam developed a multi-year Capital Improvement Program for the City based on the pavement
records, yearly capital expenditures and the most recent 2022 inspections. These recommendations and
results are shown in Section II of this report where we have demonstrated what level of funding is
necessary to maintain the current PCI as well as how the City’s current pavement budget performs against
today’s conditions.
As shown in Figure 3, 95% of the City’s streets are in Very Good to Good condition. These sections will be
targeted for “preventive” maintenance within our Capital Improvement Program (CIP) recommendations.
The reasoning in doing this is to extend the life cycles of those “fair/good” pavement sections which
accrues capital saving to aggressively rehabilitate those pavement sections that are below the “minimal
level of service”.
In order to achieve the most effective and optimum program for the City, certain strategies have been
selected and/or analyzed. Below is a listing of the maintenance activities utilized in strategy development.
Each activity is representative of the types of work that have been programmed as part of the long-term
maintenance requirements of the City’s street network.
General Repairs-Stop Gap (Localized Maintenance*)
For this maintenance type, small localized surface treatments are utilized as “holding action” solutions
(stop gaps) to delay the need for pavement structural strengthening. They typically include activities
such as crack sealing, deep patching, skin patching, grinding and leveling.
Slurry Seals (Global Maintenance*)
Surface treatments applied to pavements with minimal surface distress to provide new wearing
surfaces and extend pavement life. Generally consists of a mixture of conventional or latex-modified
emulsified asphalt, well-graded fine aggregate, mineral filler and water placed over an existing AC
surface.
Leveling Courses (Global Maintenance*)
The existing pavement should be made as smooth as possible before being overlaid. It is difficult to make
up elevation differences or smooth out ruts by varying overlay thickness. For flexible overlays, Hot-mix
asphalt (HMA) tends to differentially compact; a rule of thumb is that conventional mixes will compact
approximately 6 mm per 25 mm (0.25 inches per 1 inch) of uncompacted thickness.
Therefore, before applying the final surface course the existing pavement is typically leveled by one or
both of the following methods:
1. Applying a leveling course (HMA pavements). The first lift applied to the existing pavement is used
to fill in ruts and make up elevation differences. The top of this lift, which is relatively smooth, is
used as the base for the wearing course.
2. Milling (HMA pavements). A top layer is milled off the existing pavement to provide a relatively
smooth surface on which to pave. Milling is also commonly used to remove a distressed surface
layer from an existing pavement.
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Overlays (Major Maintenance*)
AC Overlay – Placement of a layer of hot-mixed asphalt concrete over the existing pavement surface
(may include pavement fabric). Grinding (milling) is performed prior to the overlay to reduce the total
height of asphalt and assure alignment with existing gutter lines.
This also includes “dig-outs” and crack sealing prior to the application of an overlay. This treatment
provides a new wearing surface and increased structural strength to the pavement section. A
conventional overlay should be designed for a ten-year life.
AC Over PCC – Placement of a layer of hot-mixed asphalt concrete over the existing PCC surface.
Includes grinding, leveling course, joint sealing and localized repairs prior to AC overlay.
Asphalt Rubber Hot-Mix Overlay - The ASTM definition is: Asphalt-Rubber is a blend of asphalt cement,
reclaimed tire rubber and certain additives in which the rubber component is at least 15% by weight
of the total blend and has reacted in the hot asphalt cement sufficiently to cause swelling of the rubber
particles. Specifically, using crumb rubber modified binders in pavement application benefit local
agencies in that cities find:
• Pavement resists cracking by being more flexible;
• Cost savings come from a longer life cycle (from Bucknam’s experience typically 20% longer),
decreased maintenance and the use of less material
• Improvement in skid resistance;
• Decreased noise; and
• It provides long-lasting color contrast for marking and striping
Reconstruction (Major Maintenance*)
Removal of the existing pavement section to a prescribed depth followed by the placement of a
conventional flexible pavement section using a structural AC Hot Mix or AR Hot Mix or a full depth
asphalt. Each classification of road has a typical design cross-section upon anticipation traffic loading.
*Localized, Global and Major maintenance activities are default terms used within the MicroPAVER
pavement software. Specific pavement repair applications are placed within each maintenance
activity in order to develop multi-year maintenance forecast recommendations.
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ANNUAL BUDGET PROJECTIONS
The budgeting process was approached with the following in mind; generate two unique work programs
for the next five (5) years based upon actual road pavement conditions in order to:
1. Demonstrate how the City’s current “Actual” budget allocation for pavement maintenance
performs against the conditions found through our surveys;
a. No Local zone schedule was utilized under this model
2. Recommend a proactive annual budget that, at a minimum, maintains the current weighted PCI
on the network
Based on current and future pavement maintenance needs, two annual work programs have been
prepared and summarized below. Table 3 demonstrates the pavement maintenance recommendations
based upon the revenues available in the RPV five-year CIP program. Table 4 demonstrates the
recommended budget that is needed to maintain the current weighted PCI on the network (each scenario
addresses arterial and local streets).
Table 3 – Citywide Projection Utilizing “Actual” Budget
Table 4 – Five-Year Projection Demonstrating Required Budget to Maintain PCI of 86.8
The revenue shown below are baseline AC/PCC construction cost projections that the City utilizes for
determining and scheduling key annual pavement section projects. Additional contingency costs, like
those listed in Section II page 5, are calculated by City staff to determine the overall, proactive budget
for the given fiscal year. The City is utilizing an eight (8) year cycle for maintenance and rehabilitation.
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Additional detail and breakdown of budget projections are demonstrated in Section IV of this report.
All work program budgets generated are presented in terms of current 2022 dollars with at 5% inflation
rate applied to unit costs. All repair activities were based on distresses observed at the time of the field
survey. These are recommendations and are to be used as “the best case scenario” for improving the City
of Rancho Palos Verdes street network.
QUALITY CONTROL EFFORTS
As indicated in our scope of work, Bucknam performed numerous quality control checks in the field during
survey efforts as well assessing the provided 2016 MicroPAVER database. Only minimal pavement
segmentation corrections had to be made prior to field survey as well as the re-establishment of the PMP-
GIS link. These included splitting sections based upon street width and/or age of asphalt; naming
conventions for several sections were also made to ensure proper from-to designation.
Field check efforts were performed at the end of each week of survey. During in-house and field
operations, we came across several issues with the previous databases. These included incorrect
pavement section true areas; these were corrected through our assessment of the most recent/available
RPV aerial and field inspections as well as residential zone identification.
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FINDINGS AND RECOMMENDATIONS
Arterials
The actual workload requirements identified indicate that the Arterial street network is currently in
“Good” condition. To maintain this condition, it is critical that preventive maintenance and overlay
activities are funded at the levels identified in Table 4 to maintain a good network weighted average PCI
value.
Our arterial findings for conditional data and recommendations for revenue expenditures are shown
below:
• The Arterial network has a weighted PCI of 85.7;
• Currently, 10% of the arterial network (approx. 4.0 section miles) qualify for overlay rehabilitation;
currently 28% qualifies for slurry seal maintenance (approx. 11.7 section miles);
• Arterial capital projects should focus on maintaining the current weighted PCI of 84 over the next
five years;
• Develop a proactive fiscal and planned approach to identify arterial overlay projects based on the
deterioration modeling within MicroPAVER;
• Maintain arterial revenues at the levels shown within the Section IV Forecasted Maintenance
Report for a minimum of five years to generate the results identified within this report.
• Reassess/re-evaluate the arterial rehabilitation budget program every two years to improve on
CIP forecasts for 2022-23 and beyond to ensure the results shown in Table 3 or 4;
• Perform pavement inspections on the arterial network every two years in order to proactively
track pavement deterioration rates and to improve upon the planning modes shown within this
report.
• Demonstrated budget shown in Table 3 is ample improve upon the Arterial weighted PCI of 85.7
after five years, furthermore, the citywide deferred backlog decreases from a level of $2.7 million
to $0 after five years;
o This is an indication that additional arterial overlay/rehabilitation funding would
proactively reduce future revenue burdens for FY 2026 and beyond;
• Bucknam recommends that the City proactively budget pavement maintenance at the levels
shown in Table 3 in order to improve upon the conditions found today
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Locals
The actual workload requirements identified indicate that the Local street network is currently in “Very
Good” condition. To maintain this condition, it is critical that preventive maintenance and overlay
activities are funded at the levels identified in Table 4 to maintain a very good network weighted average
PCI value.
Our Local findings for conditional data and recommendations for revenue expenditures are shown below:
• The Local network has a weighted PCI of 87.2;
• Currently, 2% of the local network (approx. 2.1 section miles) qualify for overlay rehabilitation;
currently 37% qualifies for slurry seal maintenance (approx. 40.0 section miles);
• Local maintenance projects should focus on maintaining the current weighted PCI of 84 over the
next five years;
• Develop a proactive fiscal and planned approach to identify Local overlay projects based on the
deterioration modeling within MicroPAVER;
• Increase Local revenues at the levels shown within the Section IV Forecasted Maintenance Report
for a minimum of five years to generate the results identified within this report.
• Reassess/re-evaluate the Local rehabilitation budget program every two years to improve on
budget forecasts for 2022-23 and beyond to ensure the results shown in Table 3 or 4;
• Perform pavement inspections on the arterial network every two years in order to proactively
track pavement deterioration rates and to improve upon the planning modes shown within this
report.
o Perform pavement inspections on the Local network every three years to build a solid
planning model within StreetSaver to track PCI deterioration;
• Demonstrated budget shown in Table 3 is ample to improve upon the Local weighted PCI of 87.2;
furthermore, the citywide deferred backlog decreases from a level of $2.7 million to $0 after five
years;
o This is an indication that additional local overlay/rehabilitation funding would proactively
reduce future revenue burdens for FY 2026 and beyond;
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SECTION II
PAVEMENT MANAGEMENT SYSTEM / CAPITAL IMPROVEMENT PROGRAM
Bucknam performed the following services in accordance with the scope of services that was contracted
with the City of Rancho Palos Verdes. As a quick overview, the following tasks were performed to
complete the work over the past several months:
2022 Pavement Management Work Efforts:
Task 1: Project Kickoff-Data Management
Task 2: Update of Maintenance Activities
Task 3: Pavement Condition Survey (approx. 145.5 miles)
Task 4: Budgetary Analysis and Capital Improvement Reports
Task 5: Executive Summary and Final CIP Reports
Task 6: Mapping of the Pavement Network
Pavement Management Update 2022
As a part of the 2022 update of the pavement management system, a major element of work was to
complete a comprehensive assessment of the existing street network and PMP database within the City.
This included assessing the City’s existing 2019 MicroPAVER database, GIS street centerline, street naming
conventions and work history information. From there, Bucknam worked with the City to confirm public
and private street listings which set the foundation for accurate CIP reporting. All data was then verified
or updated within the City’s new MicroPAVER database.
Work history information was provided by the City in the form of institutional knowledge, field
observations and previous dataset and Excel documents. This information was entered into the proper
pavement segments that match the limits of those projects. From there, CIP pavement recommendations
were performed (discussed and demonstrated below) where the pavement maintenance information the
City provided (PMP material practices, unit costs, and capital budgets) were used to generate
recommendations through the MicroPAVER system.
Table 5 demonstrates PCI ranges defaulted within MicroPAVER. Once a pavement inspection is complete,
a PCI is calculated for each pavement section. Each PCI calculated falls within a defined PCI range category
(Very Good, Very Poor, etc.). Furthermore, a weighted PCI was calculated for the each functional class
within the network (arterials and locals).
The PCI is a condition rating that ranges from 100 (a new pavement section or recently overlaid or
reconstructed) to 0 for a section that has structurally failed and deteriorated dramatically. Weighted
average PCI of a given area/zone = pavement section PCI multiplied by its own area divided by the total
square footage of the given area/zone. This information can also be represented through MicroPAVER to
show how much square footage or percentage of area falls within a PCI range category.
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PCI RANGE CONDITION
86-100 Very Good (RPV Network 2022 = 86.8)
75-85 Good
60-74 Fair
41-59 Poor
0-40 Very Poor
Table 5 - PCI Range
These condition ranges are defined by the Army Corps of Engineers and defaulted within the MicroPAVER
software. The summary of all roads condition data and their representative PCI's can be seen in the
Pavement Condition Report in Section III.
STRATEGY ASSIGNMENT TABLE
Once the appropriate activities from the above listings were selected by the City, a Maintenance Strategy
Table was defined within the system that allocated the appropriate actions to the specific repair needs of
the street. In defining the maintenance strategy list, emphasis was placed on defining pavement condition
thresholds and using the PCI for the specific maintenance activities within these categories.
Strategy Assignment Table
Table 6 - Strategy Assignments
The Strategy Assignments List, shown in Table 6, was developed to identify the most critical segments in
each of the work programs (Arterial and Local). Segment priorities were established by determining the
range of PCI's requiring first attention based on the relative value of each segment’s PCI, thus maximizing
the annual maintenance budget. Also, distress quantity, area extent, type and severity were critical
elements in the decision process for recommending maintenance.
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The assignment table is used as a guide within MicroPAVER to recommend maintenance, however, further
assessment by City staff and/or outside parties can override maintenance recommendations. This can be
done by reviewing and assessing distress extents and their weighted percentages.
Once the strategy assignments were set within the system, budgets and work assignments were
generated for each work program on an annual basis. Using pavement deterioration curves for each type
of pavement surface and class of road, both current year and future years work requirements for each
pavement segment within the City were determined. In forecasting the maintenance requirements in
future years, the current PCI value is reduced annually for each pavement segment based on the
MicroPAVER deterioration curves within the City’s database.
Likewise, maintenance activities performed in a given year increase the PCI value as they are applied to
the segment. The overall program is dynamic in that each strategy consists of a cyclic series of actions
that simulates the pavement anticipated life cycle.
Figure 4 – Sample Pavement Life Cycle
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MULTI-YEAR ANNUAL CIP/M&R PROGRAM PROJECTIONS
The goal of these projections is to assist City policy makers in utilizing the recommendations of the
MicroPAVER system. By using the City of Rancho Palos Verdes’ current budgets and maintenance
practices the system will develop “section unique” improvements and strategies. Each segment will be
tied to a specific fiscal year. As shown in the following pages, we have assessed the budgets that have
been projected to meet the maintenance and rehabilitations needed to maximize the City’s return on
investment. The budget forecasting goal for the City network focused on:
❖ Establishing a proactive multi-year Maintenance & Rehabilitation Program;
❖ Developing a preventive maintenance program; and
❖ Selecting the most cost-effective repairs based on City strategies
ACTUAL BUDGET – The Actual budget was generated for the City to demonstrate how the City’s 5-Year
Roadway Infrastructure funding allocation performs against the current citywide conditions.
• City’s Actual budget includes:
o Arterials projects were funded as a unique and separate amount based on the
needed to sustain the conditions at a level over a PCI of 86
o Local project locations were focused on using a citywide approach to select
projects (no zone schedule was utilized) and they are funded at:
▪ FY 2022-23 - $6,010,000
▪ FY 2023-24 - $6,010,000
▪ FY 2024-25 - $6,010,000
▪ FY 2025-26 - $6,010,000
▪ FY 2026-27 - $6,010,000
o Projects are funded through General Fund, Proposition C, STPL, & Measure R
MAINTAIN BUDGET – A Maintain budget was generated for the City to demonstrate the necessary funding
that is required to maintain the current weighted PCI level of 86.8 through a five year model.
*All multi-year budget projections include a 5% inflation rate for the term of the budget forecast.
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ARTERIAL / LOCAL
BUDGET PROJECTIONS
The annual projected revenues shown below only account for the cost of pavement maintenance and
rehabilitation activities. A 30% construction contingency and an annual 5% inflation was applied to the
unit costs shown in Table 6. Additional soft costs not included within the cost of pavement maintenance
include:
These incidental costs are monitored and applied to the City’s annual zone construction & maintenance
cost projections. Additional incidental contingency factors of approximately 100% to 120% have been
calculated by City staff. These added contingencies assist City staff in identifying how to allocate the
annual $6,010,000/yr budget. The following budget projections demonstrate AC/PCC construction costs
only.
Our projections demonstrate an industry standard five-year PCI / Deferred M&R program; the City of
Rancho Palos Verdes utilizes an eight-year maintenance cycle which is assessed and reported on every
three-years through these types of PMP studies. This proactive audit allows staff to monitor RPV’s
weighted PCI’s and allocated budgets which in turn ensures solid management practices.
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ACTUAL – The first key step in developing a proactive PMP is to model the City’s existing conditions against
the “actual” annual budget. In doing this, PCI performance, deferred maintenance and pavement
application uses are able to benchmarked and demonstrated in a positive or negative result. The City’s
existing 5-Yr Roadway Infrastructure budget was used for this model; the City provided Bucknam with
current 2022 unit costs for pavement maintenance applications.
The resulting PCI conditions and resulting M&R distributions are shown below. Bucknam worked with the
City’s Public Works staff to review previous methodologies and schedules applied by the City. The City
provided information on the current work schedules and yearly goals for asphalt application. With this
scenario, our initial goal is to provide the City with a budgetary outlook and conditional impact report that
can be used to eventually create a solid, preventative maintenance program.
ACTUAL BUDGET PROGRAM
Actual Budget Program incorporates pavement sections that have a functional class of Arterial (A),
Collector (C) and Locals (E).
Table 7 – Citywide Projection Utilizing “Actual” Budget ($5.5 Mil/yr)
By modeling the existing pavement conditions against the City’s available funding, we have found that
three major positive results occur over the five year CIP. (See Figure 5 on the following page). First, the
weighted PCI for the entire network remains very high over the five year CIP (PCI results in 88 by FY 2026-
27); this increase in overall PCI is due to the ability to apply low-cost preventative maintenance
applications across the network with the first several years of this scenario.
Secondly, the resulting deferred maintenance backlog shows that it decreases as well from $2.7 million
to $0 after the five years program which indicates that an annual “Roadway Infrastructure” budgets are
ample enough to improve upon the deferred maintenance (or backlog of maintenance) on the network.
The current budget allocation is allowing the necessary citywide slurry seal & overlay projects to be
completed on the arterial and local networks; this in turn reduces a potential high amount of maintenance
to latter years of the CIP thus decreasing the costs of maintenance.
This result should be discussed further among City staff. Combined with the positive results found with
the weighted PCI and deferred maintenance we recommended that this 5-yr maintenance schedule be
followed.
This situation indicates that the City is in an excellent situation where a continued proactive slurry seal
program, combined with strategic and timely overlays, will allow the City to remain in a “preventative
maintenance” condition.
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City of Rancho Palos Verdes Page 7
2022 Pavement Management Program
Final Report – June 13, 2022 Section II
This equates to lower cost annual maintenance costs for FY 2022-23 and beyond and proactive
management of RPV streets and right-of-ways.
With today’s economic issues at the Federal, State and local levels; the City should continuously monitor
the management of overlay deferred maintenance. The potential delay in projects and the resulting
buildup of more overlay work in the five-year time frame is not a debt that City will want to accept.
Through Bucknam’s analysis of the previous pavement database, work history dates and our experience
with AC Overlay deterioration rates, it is important to point out that pavement sections that were overlaid
in fiscal year 2008 will typically need proper overlay maintenance around fiscal year 2022-23 and beyond.
Figure 5 – Resulting Network PCI and Budget Expenditures (Actual Budget)
The resulting “increase of the weighted PCI” for the entire network demonstrates how applying proper
funds to the network is preventing the City’s pavement from deteriorating at a rate that is not conducive
to a PMP success. Based on available funding or programmed funding identified by the City’s long-term
CIP, there may be an opportunity to proactively schedule or appropriate funds to areas of the City that
have been annually deferred due to high maintenance costs.
Additionally, the City should continue to implement local, stop gap maintenance (i.e. deep patching, crack
sealing, etc.) prior to any major slurry seal or overlay maintenance. By performing stop gap measures to
individual pavement sections the overall performance of the sections condition will increase and sustain
itself longer than if no preventative maintenance was performed.
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2022 Pavement Management Program
Final Report – June 13, 2022 Section II
MAINTAIN PCI PROGRAM (FIVE YEAR MODEL)
With the City striving to show proactive maintenance across all City pavements, a budget program was
generated to show the greatest return on investment through the application of slurry seal, mill & cap,
and alternative overlay maintenance. Our goal under this model is to maintain the current 2022 weighted
PCI of 86.8 through a five-year program. This model will demonstrate the necessary funding to achieve
this goal.
Again, we used the “Actual” 5-yr PMP model (shown above) as a cornerstone for our modeling within the
“maintain” program. Combining the previous reporting model with a realistic and achievable annual
budget, we found positive results.
The Recommended Program incorporates pavement sections that have a functional class of Arterial (A),
Collector (C) and Local (E).
Table 8– Five-Year Projection Demonstrating Required Budget to Maintain PCI of 86.8
Referring to Table 8, it is noted that the weighted PCI remains at a level of 86.0 after the five-year budget
analysis. Furthermore, the annual deferred maintenance total also decreases from $2.7 million to
$600,000 at the end of the five-years if the City utilizes an annual budget average of $680,000/yr for slurry
maintenance and overlay rehabilitation. We found that annual average square footage breakdowns of
maintenance areas were consistent and well balanced.
We recommend that the CIP/maintenance funds be focused on the Local & Arterial networks evenly due
to the fact that both networks are now within a less than 2% PCI variance.
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City of Rancho Palos Verdes Page 9
2022 Pavement Management Program
Final Report – June 13, 2022 Section II
Figure 6 – Resulting Network PCI and Budget Expenditures (Maintain Budget)
The Local maintenance model that has been developed under the Actual budget can be used as a
benchmark to monitor the City’s annual budget allocations as the network continues to mature and age;
the proper amount of funding for slurry seal and overlay maintenance needs to be the City’s highest
priority.
Additionally, it is recommended that the City continue to monitor the application of Slurry Seal or Grind
& Overlay as an asphalt application for the specific local sections. Specific sections are now qualifying for
maintenance that warrants a stronger application rather than a typical slurry seal. With a five to eight
year cycle in motion, it is essential to address local sections that have PCI’s less than 65 with the proper
maintenance since crews will not be back within that area for seven to eight years.
DEFERRED MAINTENANCE
Delaying repairs on streets where pavement condition indicates a need creates deferred maintenance.
Deferred maintenance includes pavement maintenance / rehabilitation that is needed across the entire
network, but cannot be performed due to the lack of available funding and is pushed to the next budget
cycle. The actual repairs that are being deferred are often referred to as a “backlog”.
As maintenance is deferred, the opportunity to apply life extending preventive pavement applications
is lost and the ultimate cost of rehabilitation multiples.
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2022 Pavement Management Program
Final Report – June 13, 2022 Section II
PAVEMENT MANAGEMENT SYSTEM REPORTS
In addition to the annual budget scenario, this report contains a comprehensive and complementary
assemblage of pavement management reports ranging from summary reports to annual maintenance and
rehabilitation schedules (Forecasted Maintenance Report, Section IV). Collectively as well as individually,
the reports represent reasonable projections of pavement maintenance needs and performance based
on visual condition assessments, unit cost estimates, and pavement deterioration models.
It is important to note that pavement segment dimensions and surface area (recorded during 1999-2019,
2022 inspections, along with the action and repair costs, as presented within the reports are accurate
within tolerable limits. This is noteworthy due to the "implied" accuracy of reporting length and width to
the nearest foot, surface area to the nearest square foot, and action and repair unit costs and project
estimates to the nearest penny and dollar, respectively.
NEXT STEPS
As with any infrastructure management software program, time investments need to be made by key
Public Works staff to maintain the integrity of the data as well as the accuracy. Bucknam can perform
training sessions in the use of the MicroPAVER system and demonstrate how to generate standard
maintenance reports to assist City staff in developing yearly budgets, project level analysis, and CIP
projections. This will be key to future staff management of the pavement program and reporting. City
personnel need to maintain their commitment to the preventive maintenance system, while working
toward reducing the City's present backlog of rehabilitation projects.
In order to ensure that report outputs are accurate and credible, it is essential that the integrity of all data
files be maintained. This will require performing all necessary updates when changes are made to
scheduling scenarios, unit cost information, historical data, etc.
In addition, the entire pavement network will have to be re-inventoried at regular intervals. This typically
includes surveying the entire network every three years.
This will not only allow work to be scheduled based on the most current condition data available, but will
provide City personnel with a means to monitor actual rates of pavement deterioration so appropriate
modifications can be made to the system curves. To be compliant with the METRO requirements, the City
must generate a triennial pavement management report indicating condition ratings.
Bucknam will be supporting the City with staff level support to assist in the continuous updates with the
MicroPAVER system. This will include work history updates, generating reports from the system, unit cost
updates, and future inspections.
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2022 Pavement Management Program
Final Report – June 13, 2022 Section II
CONDITION DISTRIBUTION REPORT
This report graphically depicts the distribution of the pavement condition throughout the street network
by area.
The condition scheme ranges from “Very Good” to “Very Poor”; with a “Very Good” condition
corresponding to a pavement at the beginning of its life cycle, and a “Very Poor” condition representing
a badly deteriorated pavement with virtually no remaining life.
The table below shows the general description for each pavement condition:
Condition Description – PCI Range - Description
Very Good (86-100) - Minor to low distress, no significant distress. Little distress, with the
exception of utility patches in good condition, or slight hairline cracks; may
be slightly weathered (City of Rancho Palos Verdes citywide weighted
average PCI is 86.8).
Good (75-85) - Slight to moderately weathered, slight distress, possibly patching
Fair (60-74) - Severely weathered or slight to moderate levels of distress, generally
limited to patches and non-load-related cracking.
Poor (41-59) - Moderate to severe distresses including load-related types, such as
alligator cracking.
Very Poor (0-40) - Severely distressed, large quantities of distortion or alligator cracking.
Failure of the pavement, distress has surpassed tolerable rehabilitation
limits.
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City of Rancho Palos Verdes Page 12
2022 Pavement Management Program
Final Report – June 13, 2022 Section II
Figure 7 – Arterial Condition Distribution
Figure 8 – Local Condition Distribution
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City of Rancho Palos Verdes Page 13
2022 Pavement Management Program
Final Report – June 13, 2022 Section II
CALCULATION OF PCI
In order to calculate a Pavement Condition Index (PCI) value within MicroPAVER, specific street section
data needs to be inputted into MicroPAVER to define the survey limits, asphalt types, pavement age and
metrics. Pavement “sections” are pavement segments within the defined branch that have consistent
pavement street classifications, construction/maintenance histories and use. Representative inspection
samples are then selected and visually surveyed to locate distress data. This data is used to calculate the
pavement sections Pavement Condition Index (PCI) which includes distress type, extent of the distress
and its severity.
The PCI is a condition rating that ranges from 100 (pavement section that is in perfect condition) to 0 for
a section that has structurally failed and deteriorated dramatically. The PCI is calculated from three major
data entries from our inspectors:
1. Distress Type (one of 20 AC or 19 PCC types); these include alligator cracking, bleeding, block
cracking, corrugations, depressions, long/trans cracking, patch/utility cut, potholes, rutting,
weathering, raveling, etc.
2. Distress Quantity (the square footage, length or count of a specific distress)
3. Distress Severity (the level of severity determined for each distress found; low, medium or
high)
Figure 9 – PCI Calculation Worksheet
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City of Rancho Palos Verdes Page 1
2022 Pavement Management Program
Final Report – June 13, 2022 Section III
SECTION III
CITYWIDE
PAVEMENT CONDITION INDEX REPORT
A. PCI Map
B. A to Z
C. PCI Order
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City of Rancho Palos Verdes Page 2
2022 Pavement Management Program
Final Report – June 13, 2022 Section III
PAVEMENT CONDITION INDEX REPORT
Listed alphabetically by street name or PCI, this report provides the City with a listing of pertinent
inventory and pavement condition data for each inventory unit within the City's pavement network. The
Pavement Condition Index (PCI) Report notes the names, limits, classification, dimension, surface type,
and lane configuration of each inventory unit.
Detailed descriptions of the information appearing on this report are presented below:
BRANCH NAME - The name of each inventory unit appears in this column. Generally, the inventory unit
name is taken directly from a street sign; however, where no street signs are posted, the name appearing
on the network map is noted instead.
A sample set of street name suffix abbreviation definitions is presented below:
AV - Avenue CT - Court CIR - Circle
DR - Drive LN - Lane RD - Road
ST - Street WAY - Way EB - East Bound
NB - North Bound SB - South Bound WB - West Bound
FROM - A description of the beginning limit of each inventory unit appears in this column. If the beginning
limit exists between intersections, then the beginning limit description may be an address, post mile
marker, or a distance from a known point of reference (e.g., "500' N/MAIN ST").
TO - A description of the ending limit of each inventory unit appears in this column. Like BEGIN limit, the
END limit description may consist of a street name, an address, or a distance from a known point of
reference. In the case of cul-de-sacs, or dead-ends, the END limit consists of and address, or a directional
reference, such as "NORTH END," when no address is available.
RANK - The codes for the three functional classifications as the inventory unit appears in this column are
represented below. Basically, units are classified according to traffic volume.
CODE DESCRIPTION
A Arterial
C Collector
E Local
SURFACE TYPE - A code was assigned to each inventory unit to describe surface type.
CODE DESCRIPTION
AC Asphalt Concrete
PCC Concrete
LENGTH - The length of the section within each branch.
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City of Rancho Palos Verdes Page 3
2022 Pavement Management Program
Final Report – June 13, 2022 Section III
UNITS - The unit of measurement for the section length, typically linear feet (LF).
AREA - The area of each section within a branch.
UNITS - The unit of measurement for the section area, typically square feet (SF).
PCI - Pavement Condition Indices were calculated for inventory units based on severity and extent of
distress manifestations observed within the inventory unit. Ranging between 0 and 100, a PCI of "100"
corresponds to a pavement at the beginning of its life cycle, while a PCI of "0" corresponds to a badly
deteriorated pavement which is at or near the end of its life cycle.
PCI CLIMATE, LOAD AND OTHER – reflects “Section Extrapolated Distress”; these values are shown within
the Sample Distresses tab within the PCI window. Distresses are aggregated based on the type and
severity level. For random samples, distress quantities are adjusted to reflect the extrapolated value
based on the sections total area. Extrapolated distress deducts are classified as resulting from Climate,
Load and Other distresses. The Distress Classification portion of the tab shows the “percent” of
extrapolated distress deduct belonging to Climate, Load and Other (these %’s are shown within the PCI
reports herein). These values are beneficial in that they support the decision whether recommend slurry
seal, overlay or reconstruction project for street sections.
INSPECTION DATE – Represents the most recent inspection date performed on a given sections. PCI
shown is historical in value and may not indicate what “today’s” PCI is due to variance in time. Pavement
deterioration calculations can be performed on a section(s) to demonstrate a deteriorated PCI based upon
a new current date.
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City of Rancho Palos Verdes Page 4
2022 Pavement Management Program
Final Report – June 13, 2022 Section III
Figure 10 – Rancho Palos Verdes PCI Map -2022
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City of Rancho Palos Verdes Page 1
2022 Pavement Management Program
Final Report – June 13, 2022 Section IV
SECTION IV
FORECASTED MAINTENANCE REPORT
A. Recommended Actual Budget (Citywide Approach); Five Year Plan (2022-2027)
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City of Rancho Palos Verdes Page 1
2022 Pavement Management Program
Final Report – June 13, 2022 Section IV
FORECASTED MAINTENANCE REPORT
Listed in chronological order by plan year, rank then alphabetically by street name, this report presents
the year and action corresponding to the next scheduled work activity for each segment within the
pavement network.
ACTUAL BUDGET – The Actual budget was generated for the City to demonstrate how the City’s 5-Year
Roadway Infrastructure funding allocation performs against the current citywide conditions.
• City’s Actual budget includes:
o Arterials projects were funded as a unique and separate amount based on the
needed to sustain the conditions at a level over a PCI of 86
o Local project locations were focused on using a citywide approach to select
projects (no zone schedule was utilized) and they are funded at:
▪ FY 2022-23 - $6,010,000
▪ FY 2023-24 - $6,010,000
▪ FY 2024-25 - $6,010,000
▪ FY 2025-26 - $6,010,000
▪ FY 2026-27 - $6,010,000
o Projects are funded through General Fund, Proposition C, STPL, & Measure R
The following report is sorted by Fiscal Year, then by Rank (functional classification), then by street name.
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PROPOSAL FOR PAVEMENT AND ROADWAY ASSET
MANAGEMENT TRIENNIAL UPDATE 2025
City of Rancho Palos Verdes, CA
June 19, 2024
Submitted by:
Bucknam Infrastructure Group, Inc.
C-1
Table of Contents
City of Rancho Palos Verdes TOC
Pavement and Roadway Asset Management Triennial Update 2025
Section Page
Table of Contents, Cover Letter TOC
Approach to Scope of Services ........................ 1-1 Project Understanding/Approach ................................................... 1-1
Scope of Work ................................................................................. 1-3
Organization and Staffing ................................ 2-1 Bucknam PMP / Roadway Asset Qualifications .............................. 2-1
Delineation Narrative of Bucknam Infrastructure Group ............... 2-1
Organization Chart .......................................................................... 2-2
Support Asset Management Services (RAS) ................................... 2-3
Staff Qualification and Experience ................... 3-1 Key Project Team Members ............................................................ 3-1
Reference Projects .......................................................................... 3-2
Sub-Consultant Experience ............................................................. 3-6
Staff Qualifications (Resumes) ........................................................ 3-9
Project Schedule ............................................. 4-1 Critical Path Method Schedule ....................................................... 4-1
Quality Control Plan ........................................ 5-1 Quality Assurance / Quality Control Plan ....................................... 5-1
Acceptance of Conditions ................................ 6-1 Company Statement ....................................................................... 6-1
1
4
2
3
5
6
C-2
June 19, 2024
Mr. Jeremiah Sunwoo
Associate Engineer
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
Subject: Proposal for Pavement and Roadway Asset Management Triennial Update 2025
Dear Mr. Sunwoo,
It is our pleasure to submit our proposal to assist the City of Rancho Palos Verdes in the
continued, proactive management of your Pavement Management Program (PMP) and other
essential roadway assets. With the City seeking to move toward stronger infrastructure
management methodologies through advanced pavement inspections, district maintenance,
PMP software interoperability, Capital Improvement reporting (CIP), asset management
correlation, and GIS implementation, Bucknam Infrastructure Group - Roadway Asset Services
(RAS) has identified a proactive and cost-efficient method to assist the City in implementing a
successful PMP/ROW project. Our team will focus our long-term PMP knowledge, extensive Los
Angeles County experience and GIS/GPS technologies to optimize the City’s maintenance dollars
by implementing a manageable and reliable PMP methodology.
Our firm’s current PMP Project Manager performed the 2013, 2016, 2019, and 2022 Rancho
Palos Verdes PMP projects where we tied all PMP/Sidewalk/ROW assets to the City’s GIS
Enterprise and delivered all required GIS shapefiles related to the PMP. Our project staff can
be relied upon again to provide continued, outstanding service to the City because we will assist
the City in implementing a common-sense PMP, formulate a proactive CIP budget and make
realistic maintenance recommendations through our:
Relevant and accurate PMP services based on our ongoing work with numerous Los
Angeles, Orange County and San Diego local agencies such as:
o 36 Los Angeles County local agencies; 41% of LA County cities (e.g., Bellflower,
Lomita, Signal Hill, Gardena, Lawndale, Manhattan Beach, Compton,
Alhambra, Monterey Park, South Pasadena, Sierra Madre, Monrovia,
Lynwood, Downey, etc.)
o Recent OCTA Pavement Preservation Program project where Bucknam
assessed and generated a countywide 10-yr economic forecast for all 35
Orange County local agencies (MicroPAVER/StreetSaver assessments)
o 20 Orange County Local agencies;
o 20 San Diego/Inland Empire local agencies; and
o Army Corps of Engineers ASTM D6433 compliant surveying, reporting and
pavement analysis on an annual basis;
C-3
Our project manager has worked within the SoCal Pavement Management industry for
over twenty-six (26) years and has worked extensively with MicroPAVER PMP software
through turn-key data conversion projects to long-term, proactive pavement CIP
scheduling that relies on accurate and cost-efficient bid documentation;
Project/engineering experience that brings the understanding that MicroPAVER results
are not set in stone; we proactively use the available data to enhance budget
forecasting and CIP/O&M project planning;
Cost effective management methodologies, from the project kickoff through final
reporting, gained through our Project Manager’s experience and use of Bucknam’s
MyRoads® dynamic PMP-GIS web-portal;
As Project Manager, my goal is not just to meet the requirements of this project but
establish a living document (PMP/RAMP CIP / Prop. C - METRO reporting/submittal)
that will be used throughout the term of the CIP as well as implement achievable long-
term infrastructure management goals in coordination with City schedules.
Offeror: Bucknam Infrastructure Group, 3548 Seagate Way, Suite 230, Oceanside, CA
92056; Company FID # 45-2723662 (S-Corp)
Mr. Steve Bucknam, P.E. (Principal) will be responsible for all project oversight
(steve@bucknam.net). Mr. Peter Bucknam (Project Manager) will be providing day-
to-day operational / management services and deliverables; he is authorized to sign
the agreement for this contract. He can be contacted at 760-216-6529 (work) 714-501-
1024 (cell) or email at peter@bucknam-inc.com.
By selecting Bucknam Infrastructure Group, Inc., the City of Rancho Palos Verdes will continue to
receive a strong, knowledgeable, innovative, and communicative team with the experience to
implement a cost-effective pavement management program. Our handpicked pavement
management professionals are committed to delivering quality services to the City. We have
already scheduled time for your project and eagerly await our kick-off meeting with City staff
and you.
Respectfully submitted,
Bucknam Infrastructure Group, Inc.
Peter J. Bucknam
President
C-4
Approach to Scope of Services
City of Rancho Palos Verdes 1-1
Pavement and Roadway Asset Management Triennial Update 2025
Project Understanding / Approach
As the City of Rancho Palos Verdes’ (RPV) infrastructure matures, the City’s staff is striving to
update the City’s Roadway Asset / Pavement Management Program (PMP) through “triennial”
cost effective condition surveys, engineering cost evaluation, budgetary reporting and data
updates within the
MicroPAVER database. The
City’s 2025 focus for field
pavement/sidewalk/ROW
inspections will cover all
defined street within the
network (150 miles).
The City requires a team that will not only resurvey the defined sections using cost-conscious
methodologies but will continue to submit a comprehensive program that includes the
enhancement of your 8-year PMP/ROW CIP, district maintenance evaluation, GIS
integration/publication, stewardship of the PMP, MyRoads® PMP web-portal, and presentation
of PMP/RAMP findings and recommendations to upper management, City Council and IMAC.
Our firm is in the unique position for this project due to our 2013 thru 2019 PMP projects and
2019 thru 2022 Sidewalk inventories where we established essential cornerstone data for the
this update. Bucknam will continue to provide these services for the 2025 triennial update
through our proactive and accurate implementation of your PMP; we will address the City’s
primary goals of:
• Updating MicroPAVER with 2025 inspections, work history and maintenance data;
• Surveying 150 miles of Arterial, Collector and Local streets; provide variance PCI
reporting based upon 2022 PCI’s vs. 2025;
• Verifying / Updating pavement centerline and metric data (PMP vs. GIS) through our AI
AC/PCC SF calculations;
• Generating 2025 Pavement Condition Index (PCI) ratings for each segment as well as
additional conditions for assets inventoried under this project;
• Field inspections, investigations and testing of assets (e.g. traffic control elements,
compliance for curb & gutter, guardrails, etc.);
• Developing a proactive preventative slurry seal / overlay maintenance schedules based
on existing capital funding (citywide approach vs. traditional zone cycle schedule);
• Establishing solid recommendations for current / future maintenance needs;
• Utilizing the City’s existing funding to generate a baseline 8-year year Capital
Improvement Program (CIP) for all assets evaluated;
• Recommending alternative maintenance budgets that demonstrate realistic return-on-
investments (ROI), i.e. Scenarios 1, 2, 3, “actual” budget model, maintain PCI model, etc.
C-5
Approach to Scope of Services
City of Rancho Palos Verdes 1-2
Pavement and Roadway Asset Management Triennial Update 2025
We have defined detailed phases to the scope of work in accordance to the City’s RFP;
1. Project Implementation
2. Client Satisfaction
3. Project Schedule (See Section 5)
4. Scope of Work (Major Tasks)
1) Project Implementation
TASK 1.1: Project Kickoff
The first step in implementing a successful pavement management program truly
resides in frequent communication and timely scheduled data updates. For the City of
RPV it will be essential to establish, up front, the Public Works department
(Engineering/Maintenance) pavement management priorities. Our team will set a
Project Kickoff meeting to further discuss and review in detail the expectations of the
project, technical approach, section ID / GIS management & surveys, district/zone
maintenance, roadway asset inventories and condition assessments, software upgrades
& use, deliverables within the scope of work and the review of schedule.
This effort will build consensus between the Public Works and Maintenance staff as well
as build stronger ARTERIAL and LOCAL maintenance programs that complement large
Public Works CIP projects and annual maintenance projects.
Deliverable: Meeting minutes, revised project schedule (if necessary)
TASK 1.2: Project Status Meetings - Quality Control Program
Status Meetings and Progress Reports
• Minimum of four meetings during the project (kickoff, field, and status meetings
– 30%, 65% and 100%), Field review meetings and bi-weekly progress status
reports will be delivered to City project manager
• We have included our detailed Quality Control Plan within Section 5 of our
proposal
Deliverable: Monthly Project Status reports, field review and project status meetings,
QA/QC Plan
C-6
Approach to Scope of Services
City of Rancho Palos Verdes 1-3
Pavement and Roadway Asset Management Triennial Update 2025
2) Client Satisfaction
TASK 2.1: Project Deliverables
Shown throughout our Scope of Work, each Task is summarized with project deliverables. Client
satisfaction will derive from frequent communication with the City’s Project Manager and key
staff members from the Public Works departments. Project success is created by delivering on
three main factors;
1) Adherence to scope tasks and deliverables
2) Performing to the standard set by the Project Schedule; and
3) Controlling costs. Our Project Manager will follow each of these factors throughout
the duration of the project
Deliverable: Project Status Updates, as stated in Task 1.2
3) Project Schedule
TASK 3.1: Work Flow / Project Schedule
Per the request of the RFP, we have included the Critical Path Method (CPM) Project Schedule
within Section 4 of our proposal.
4) Scope of Work (Major Tasks)
Roadway Asset / PMP Assessment - PMP Preliminary Investigations
The City will provide the most recent GIS data, shapefiles and existing PMP data which will serve
as the initial dataset to verify and/or update essential PMP and ROW data. Bucknam will assess:
• City’s current RPV MicroPAVER database (June 2022 database in-hand);
• Relevant work history data which has occurred since June, 2022;
• GIS files related to the 2022 PMP and Sidewalk project vs. City current;
• Street and Right-of-Way (Sidewalk) Record drawings; and
• Assess and verify available City data pertaining to parking lots, C&G, concrete medians
and guardrails; (pavement markings and roadway signs)
C-7
Approach to Scope of Services
City of Rancho Palos Verdes 1-4
Pavement and Roadway Asset Management Triennial Update 2025
TASK 4.1: Roadway Asset / PMP Work History Update
The City will provide Bucknam a complete listing of all major work (overlay, slurry, etc.) in order
to update specific section work histories and PCI ratings. Bucknam will review all maintenance
and rehabilitation projects completed and/or scheduled by the City since the last update in
June, 2022; this will include work history updates on arterial, collectors and locals.
Our staff will enter the necessary work history updates as mentioned above (i.e. data entry of
maintenance / rehabilitation activities) into the project MicroPAVER software. Once the project
is completed, our staff will deliver the necessary PMP database files to the City.
Deliverable: Update Roadway / PMP data, Work History report
PAVEMENT MANAGEMENT/ROADWAY ASSET CONDITION INVENTORYS
TASK 4.2: Conduct Pavement Condition Survey
First and foremost, the assessment of the City’s pavement segmentation is one of the key
priorities for this project. With three years between major inspections, it will be essential to
update/verify that all Arterial, Collector and Local segmentation are up-to-date and that section
SF quantities are verified, accurate and reliable. This will be completed by utilizing the Bucknam
cloud-based learning technology (AI) to correct quantify square footages for each pavement
section (see sample below).
Bucknam’s unique use of
cloud-based learning
technology allows our
staff to provide the AI
with the City of RPV’s
most recent aerial
image; in doing so, AC
and PCC pavement areas
are immediately located
/calculated. This
calculation is possible due to the cloud-based learning tech’s inherent working knowledge of
how to recognize pavement surfaces and asphalt types.
This ability will allow Bucknam to obtain the necessary quality control measurements for all RPV
PMP segments and to perform segment SF variance reports. This will in turn create more
accurate future project cost estimates and section centerline / square footage measurements.
Medians can also be identified using this AI technology.
We will review/assess new and/or missing streets previously excluded from the last PMP update
and create the necessary segmentation within the RPV PMP database + GIS links.
C-8
Approach to Scope of Services
City of Rancho Palos Verdes 1-5
Pavement and Roadway Asset Management Triennial Update 2025
Once the pavement segmentation has been assessed and verified, the necessary 150 miles of
Arterial, Collector and Local inspections will be performed. It is the City’s desire to survey all
pavement sections this fiscal year.
Our survey methodology will include the following approach based on the ASTM D6433
guidelines:
1. Walking - All sections are surveyed through “two-pass test” walking methodologies. AC/PCC
distress types will be collected based upon actual surface conditions and physical
characteristics of the segment.
Surveying methods will be conducted by remaining consistent with ASTM D6433 & the Army
Corp of Engineers AC/PCC sampling guidelines while being flexible to current City
requirements.
All sample locations are observed through walking surveys; samples areas will cover a
minimum of 20% of the total section area and will be 2,500 SF +/- 1,000 SF in size.
According to the City’s RFP the following pavement sections are to be surveyed for the
upcoming 2025 PMP update:
• The inspection of approximately 150 centerline miles of Arterial / Collector and
Local segments will be performed;
• Parking Lots (6 Total, Civic Center, Point Vicente, Fred Hesse, Robert Ryan, Del Cerro
and Eastview);
• Recent overlay rehabilitation will reduce total mileage of survey – TBD;
Our use of Tablet-based units allows our staff to collect pavement data with the City of RPV’s
PMP database live in the field. At the end of the day all electronic data is transferred to our
office for quality control and management.
Roadway Verification Survey - A listing of the field attribute data that is updated/verified during
the survey for the pavement management database is listed below:
2. Field Attribute Data (updated and/or verified)
Street Name. from/to, indicating the assigned limits of the section, sample areas
Historical PCI tracking from previous inspections and 2025 PCI inspections
Segment rank, length, width, and total area of the section
Pavement segment and PCI “Variance” analysis and report
3. Conditional data will be evaluated for all street segments and will include:
MicroPAVER 20 AC & 19 PCC distresses by type, severity and extent
Sampling/conditional data typically pulled from within edge-of-pavement to edge-of
pavement
PCI ratings (0-100), taking into account the surface condition, level of distress
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4. Section Distress and PCI Reporting
Upon 50% and 100% completion of the required condition surveys, we will prepare draft PCI
Reports and PCI GIS maps that document the conditions of all pavement segments.
SIDEWALK ASSESSMENT AND CONDITION INVENTORY
TASK 4.2a: Sidewalk / Curb & Gutter / Curb Ramp GIS Digitization
Per the City’s RFP’s request, Bucknam has provided below a detailed Sidewalk-C&G / Curb Ramp
Condition scope of work. Based upon the 2022 Sidewalk assessment and condition inventory,
the City has 180 miles of sidewalks defined within its network. Bucknam will update / establish a
clear and accurate citywide Sidewalk / Curb Ramp GIS layer that represents where known
sidewalk locations exist today (polyline based, currently in-hand); Curb ramps will be point-
located. This work effort will include the assessment and improvement of all existing sidewalk
GIS line work, existence/absence of curb ramp locations. This establishment of the Sidewalk /
Curb Ramp GIS layers will in turn drive our conditional inspections.
Our staff will utilize the City’s available pavement segmentation data, within the RPV pavement
database, to improve upon the sidewalk segmentation, unique sidewalk ID, survey limits and
schedule data. Our staff will utilize additional data such as the City’s GIS centerline, aerial
imagery and other viable data to assist our field operations.
In improving upon the Sidewalk Management Program (SMP) database, sidewalk locations will
be updated/digitized through ArcGIS Desktop utilizing available aerial imagery, completed street
improvement plans and digital roadway imagery. Sidewalk “gaps” will be located/noted.
Sidewalk distress data (trip hazards) will be collected through the use of mobile GPS hand-held
units, providing a XY coordinates for all distress locations. Through the use of our enhanced
mobile GPS Field Map units we utilize the data capture screen to record inventory and
inspection data defined by this scope of work.
Another essential data collection item to establish prior to survey is what defines sidewalk
displacement/trip hazards for potential maintenance and repair. These displacement locations
will be categorized with low, medium or high deficiency ratings. These details are shown within
Tasks 4.2b & 4.2c; as stated above, we will meet with City staff to define the final deficiency
rating definitions prior to survey.
Deliverable: Definition of RPV Sidewalk Section network, inventory attributes, GIS data
integration plan
TASK 4.2b: Update of Sidewalk Maintenance Database
Based on our previous 2022 sidewalk management project as well as our projects performed for
other SoCal cities, we have provided the list below demonstrating typical layers and attributes
collected during sidewalk inspections:
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Sidewalk Distresses Attributes / GIS Data
• House Number – House number closest to distress, if applicable;
• Street Name – Street Name;
• Surface Type – i.e. AC, Brick, Paver, PCC;
• Distress Location – sidewalk, C&G, Ramp;
• Vertical displacement – i.e. ¼” to 1”, 1” to 2”, 2” or higher
o Displacement ranges – Defined by City’s current Sidewalk Inspection Program
(may be changed per discussions with City);
o Distress Type – i.e. joint faulting, linear cracking, divided slab, buckled slab;
• Sensitive Location – Schools, Parks, City Facilities, etc. Locations to be determined by
City Staff;
• Tree – If distress is caused by a tree;
• Length – Length of distress, if applicable;
• Recommended Work – i.e. Grind, Ramp, Replace;
• MicroPAVER ID – Unique ID that corresponds with PMP Street GIS Layer;
• Comments – Field for any necessary comments
about the distress.
We will finalize each GIS layer’s attributes with the City
staff before beginning the survey process. Bucknam
will deliver all GIS data in the City’s preferred GIS
format.
Through our experience in working with sidewalk GIS
datasets and MicroPAVER we are approaching the
development and future management of the RPV
sidewalk assessment in the following manner:
Sample screenshot of Bucknam’s 2022
Sidewalk Map Atlas utilized for
inspections
Perform all sidewalk data collection/condition assessment through the use of mobile
GPS driven hand-held technologies and personal computers.
o This creates a real-time, accurate GIS database for each distress location
Publish collected sidewalk GIS data into the City’s existing GIS Enterprise for field use,
data analysis, reporting and management
TASK 4.2c: Sidewalk / Curb & Gutter / Curb Ramp Condition Survey
Once the street/pavement segmentation has been assessed and verified, the inspection of
approximately 180 miles of sidewalk segments will be performed. Data will be
assessed/collected by following the pavement segment breakdown established within the PMP;
both sides of the street will be captured. Our survey methodology will include the following
approach:
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• FY 2025 – citywide sidewalk, curb &
gutter, curb ramp (180 miles);
Distress data collected will
utilize the attributes shown
within Task 4.2b
The City has initially identified specific
displacement deficiency ranges which are
demonstrated below; any recommended
changes to the distress rating limits will be
discussed prior to survey:
• Rating 1 – Locations that have a condition of Fair to Good
o Typically trip, separation, spalling, raised/depressed slab distress areas that are
¼” to 1” in occurrence;
• Rating 2 – Locations that have a condition of Poor
o Typically trip, separation, spalling, raised/depressed slab distress areas that are
1” to 2” in occurrence;
• Rating 3 – Locations that have a condition of Very Poor
o Typically trip, separation, spalling, raised/depressed slab distress areas that are
2” or greater in occurrence;
• Rating 4– for “vicinity of a sensitive location” (i.e. schools, churches, hospitals, senior
housing, city facilities, parks, commercial centers, etc.) where pedestrian traffic is high
and the City has a vested interest in lowering tripping hazards.
o Rating can be given for any deficiency location; this places priority onto the
location needing repair due to the pedestrian activity at the site.
We welcome staff members from the City of RPV to join our surveys. Our use of mobile GPS
Handheld/Tablet units allows our staff to collect sidewalk data with the City of RPV’s database
live in the field. At the end of the day all electronic data is transferred to our office for quality
control and management. We can produce Sidewalk GIS Distress locations at any time during
the survey for City QC and/or review.
Section Distress and Condition Reporting
At 50% and 100% Bucknam will generate Sidewalk / C&G / Curb Ramp Location distress reports
for City staff review. The City and our staff will review these reports to ensure that the project is
running smoothly.
Sidewalk spreadsheet reports and GIS maps will include:
• Identification of all street segments in a continuous manner;
• Sidewalk/C&G/Curb Ramp locations identified within street segments;
Sidewalk Priority
Distress Locations,
associated with
address and proper
side of street
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• GIS maps identifying sidewalk distress locations;
• A Sidewalk M&R recommendation map
• Citywide Sidewalk/C&G/Curb Ramp Atlas Book
Deliverable: Citywide ROW Distress Reports (50% and 100% status reports); Recommended
repairs; GIS Distress/Deficiency maps.
REQUESTED ADDITIONAL ASSET DATA COLLECITON
TASK 4.2d: Street Medians and Guardrails Inventory
Per the City’s request, Bucknam has
been asked to digitize found medians
and guardrails throughout the City.
This work will be performed in
conjunction with our PMP/Sidewalk
Inventory processes. By utilizing the
City’s high-resolution aerial imagery,
street-view technology resources,
automated roadway imaging
technology (see image right) and GIS
digitization to collect these street/ROW
assets. Prior to survey all asset attribute definitions/metrics will be submitted to the City for
review and approval. General conditions will be collected during our field inventories and our
findings and recommendations will be submitted as part of the Asset Management Report.
Bucknam will deliver unique median and guardrail GIS layers in ESRI GIS format and ensure that
each layer is published within the City’s GIS Enterprise. General quantity summary findings will
be delivered as well as a citywide traffic control asset map book.
In addressing the City’s need to establish a sign assessment / management program, Bucknam is
recommending one or a mixture of management options shown below. In establishing a
zone/district cycle for sign operations and maintenance similar to the pavement management
zone/district cycle, the City will be able to proactively identify and replace specific signs within a
given geological area. This will provide a solid basis for identifying annual operations and
maintenance needs and costs while proactively replacing City signs.
Sign Inventory / Retro-reflectivity Management Evaluation
Bucknam inherited the 2017 Citywide Sign Inventory GIS data during the 2022 PMP/SMP update
and currently has it on-hand thus putting our team in a unique position to immediately build
upon the existing database. The high-definition panoramic Ladybug camera can be used to
inventory and capture right-of-way (ROW) assets for extraction. The images are collected as a
360⁰ right-of-way panorama, including forward, rearward, and downward pavement viewing
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Example Ladybug ROW Imagery & Pavement LCMS-2 Imagery Deliverables
images. Each image will be electronically tagged with location information for plotting within a
spatial environment.
RAS can utilize the HD imagery from the Ladybug 360⁰
camera and post-process using RAS software to collect
attributes for each asset type requested by City staff.
For example, Traffic signs/supports, which
are listed as a point feature, are
commonly captured with the following
attributes: AssetID, X,Y location, sign
type (MUTCD code), sign text, photo
image link, physical condition rating
(good, fair, poor), location, support
structure type, sign direction, and
comments.
The RAS asset extraction system is not
limited to traffic signs as we can inventory and extract
attributes on nearly any asset that can be identified in
the images. Other common roadside features for
capture include curb and gutter, sidewalks, pavement markings/striping, pedestrian curb ramps,
traffic calming devices, storm water inlets, traffic signals, streetlights, fire hydrants, bus stop
shelters, medians, street trees, and many others.
RAS is aware that traffic fatality rates are 3 times higher during nighttime than daytime with
reduced nighttime roadway visibility as a common factor. RAS also recognizes the importance of
nighttime visibility of traffic control devices as our population ages. In general, older individuals
have declining vision and slower reaction times. Signs that are easier to see and read at night
can help older drivers retain their freedom of mobility and remain independent. RAS can
provide the City with a Federal Highway Administration (FHWA) Visual Nighttime Inspection
Method and would record in the database whether the sign meets the minimum guidelines in
the MUTCD.
Visual Nighttime Inspection Method
The Visual Inspection Method involves an inspector (over age 60) that will assess the visibility
and retroreflectivity of the traffic signs as the signs are approached. Signs need to be replaced if
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they do not meet the comparison defined in one of the three
approved procedures: Calibration Signs Procedure, Consistent
Parameters Procedure, and the Comparison Panels Procedure.
For this project, we will be utilizing a combination of the
Calibration Signs Procedure and the Comparison Panels
Procedure. The description of these procedures is provided as
contained in the FHWA document:
Calibration Signs Procedure - Calibration signs are viewed prior
to conducting the nighttime inspection. The calibration signs
have retro-reflectivity levels at or above the minimum levels. These signs are set up where the
inspectors can view the calibration signs in a manner similar to how they will conduct the
nighttime inspection. The inspector uses the visual appearance of the calibration sign to
establish the evaluation threshold for that night’s inspection activities.
Calibration signs are needed for each color of sign for which there are minimum levels. The
calibration signs are viewed at typical viewing distances and from the same vehicle that will be
used for conducting the inspections. The calibration signs need to be safely stored between
inspections so that the retro-reflectivity of the calibration signs does not deteriorate over time.
Calibration signs are checked at periodic intervals to ensure that the calibration panels have the
appropriate retro-reflectivity levels.
Comparison Panels Procedure - Small comparison panels are used to assess the retro-reflectivity
of questionable signs. The comparison panels are fabricated at retro-reflectivity levels that are
at or above the minimum levels. When the retro-reflectivity of a sign is considered to be
questionable, a comparison panel is attached to the sign and the sign/panel combination is
viewed by the inspector.
If the comparison panel appears brighter than the sign, the sign needs to be replaced. Utilizing
both of these methods will help the inspector in situations where the retro-reflectivity is
questionable. The inspector will use the Calibration Signs Procedure, and if the inspector
encounters a situation where the inspector is not sure, the inspector can then use the
Comparison Panels Procedure.
Sign Reflectivity Attribute Model
• Non-Compliant – Extremely low or no visibility when viewed at distances over 500 feet
(greater than 10 skips or at a distance when the sign first comes into view) and/ or not
legible at 250 feet or less (i.e. Less than 5 skips).
• Compliant – Clearly visible when viewed at distances over 500 feet (greater than 10
skips or at a distance when the sign first comes into view) and good legibility at 250 feet
or less (i.e. Less than 5 skips).
We will utilize the two-person data collection method, where one person drives the vehicle and
the second person (over age 60) assesses the retro-reflectivity of each sign. The reflectivity
assessment will be entered into the project delivery sign geodatabase.
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DEVELOP RECOMMENDED IMPROVEMENT PROGRAM
TASK 4.3: Maintenance & CIP/Budgetary Analysis
We will assist the City in developing the most cost-effective preventative maintenance, repair and
rehabilitation strategies possible. This will be accomplished by meeting with the City to discuss
and strategize maintenance activities that are currently being used by the City. Based on the
City’s current AC & PCC applications, Geotech reports and other maintenance practices used we
will conduct an historical and prospective analysis on the conditional and financial impact these
practices have on the pavement network.
We will establish/update the RPV MicroPAVER maintenance “decision tree” that will be used to
generate pavement recommendations that match current fiscal year maintenance
approaches/City practices. This will be accomplished by assessing/updating the unique and
individual PCI ranges and deterioration curves within PMP software based on functional class (i.e.
arterial, collector, local) and age. Our staff will review the RPV’s deterioration curves that have
been developed based on historical pavement condition, inspection, surface type, and road class.
All maintenance practices/unit costs will be integrated into the PMP and will be derived from the
most recent construction bids for pavement rehabilitation. We will account for inflation rates
when long-term revenues projections are made. Our Project Manager and Principal will work
closely with City in defining repair and rehabilitation strategies for each fiscal year as well as PMP
zone prioritization/schedules for the network. Once the repair/rehabilitation strategies have been
defined, the identification of a five year Forecasted Maintenance schedule will be generated.
The recommended budget scenarios will be identified on the basis of several criteria:
• Assessment and review of the City’s Pavement CIP
• Present pavement conditions; Desired levels of service and available resources
• Projected / Forecasted PCI’s per section
• Cost benefit of individual strategies (minimum of three (3) scenarios)
• Scheduling with the City’s major CIP projects (water, sewer, etc.)
• Budgetary recommendations that satisfy METRO guidelines
• Local “Neighborhood” fiscal year reporting/improvement scheduling
• Future routine maintenance needs based on projected deterioration rates
The primary emphasis of this task is to maximize the scheduling of street maintenance using the
most cost-effective strategies available and taking into account a life-cycle cost analysis.
TASK 4.4: Asset Management / Pavement Management Reports
We will deliver the Final Report to the City which will be essential for staff reference / use as
well as presented in a way that is beneficial for elected officials/upper management. This
report will assist the City in complying with METRO.
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The report will be prepared in a format that uses the information delivered by the PMP
database in conjunction with the information and analysis performed by our team. The report
will provide the City with information on:
Current inventory and pavement conditions indices (PCI) for all road classes
Projected annual rehabilitation programs for street maintenance for a 8-yr period
(Arterial, Collector and Local Forecast Maintenance Reports) that show the largest
return on investment and acceptable levels of service;
Modeling and comparison of at least three (3) budget scenarios that typically include:
Comparison of citywide M&R approach to City’s traditional zone rotation schedule;
Future PMP conditions based upon historical funding levels;
Identification of annual funding needed to maintain current after 8-years;
Identification of annual funding needed to Increase current PCI within 8-years;
Strategies and recommendations for the City’s maintenance programs and
procedures, including a preventative maintenance schedule;
Publication of multiple budget scenarios within MyRoads® (Bucknam web-
portal/dashboard);
Supporting documentation required by METRO;
A detailed breakdown of deferred maintenance (backlog); and
Quality Management Plan document.
Our recommendations will provide guidance to the City on how to implement better
preventative maintenance / rehabilitation strategies and/or increase funding through PMP data
examples. We will make a presentation of the results from the 2025 PMP update to City
personal and/or City Council if necessary-pro bono.
Asset Management Report
Additionally, the City has asked for the generation of a revised Asset Management Program
Report. This will be created and produced based on our findings and recommendations for the
assets described throughout of scope of work. Our efforts will include:
• Revised Asset Management Report and PMP Report after City comments
• Presentation of reports to the City leadership including preparation of materials
• Revised Asset Management Report and PMP Report after leadership comments
• Presentation of report, including development of Staff Report and presentation materials to Infrastructure Management Advisory Committee (IMAC)
• Revised Asset Management Report and PMP Report after IMAC comments
• Presentation of report to the City Council
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• Revised Asset Management Report and PMP Report after CC comments
• Delivery of Final Asset Management Report and PMP Report (signed by Bucknam’s Civil Engineer (Mr. Steve Bucknam)
• Delivery of final GIS files for each asset class including final condition assessment
Registered Engineer
Mr. Steve Bucknam, P.E. will review all completed data and sign a final PMP and Asset
Management reports.
TASK 4.5: PMP Mapping and GIS Update
As an enhancement and proactive
approach to this project, our staff will
update and publish a Pavement-GIS layer
between the PMP database and the City’s
GIS system. Bucknam will utilize the City’s
existing 2022 PMP-GIS layer for updating
all essential data to the layer. By using the
unique segment ID’s within the PMP and
the City’s ESRI street shapefile ID’s, we will
verify a one-to-one match for each
pavement section in the GIS. All pavement
segmentation within the PMP database will
be mirrored within the RPV GIS layer which
will allow all pavement data to be published on the GIS layer. With a completed survey and we
will update the PMP-GIS layer with all final PCI data.
The maps described below will be incorporated into the City’s Final PMP report:
• PCI values for every section; Work History identifications; 8-yr proposed Arterial /
Local Rehabilitation and Slurry Seal Programs; and Functional classification maps
Our staff will coordinate all project deliveries with the Public Works and the GIS division to
ensure that the most current and accurate PMP-GIS maps are represented within the City’s GIS
enterprise. Bucknam’s 2022 RPV PMP-GIS map shown above.
TASK 4.6: PMP / GIS Training
With MicroPAVER use being one of the key components to a successful PMP, we will provide
City staff with quality, training and the necessary skills needed to maintain the PMP. Bucknam
will provide City staff with all collected pavement/GIS data, as well as updated operation
manuals for both field data collection and software use.
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TASK 4.7: RPV MyRoads® PMP Web-Portal
RPV MyRoads® Web-Portal – Bucknam’s MyRoads® is a great match for the RPV PMP today and
the future. This brings your PMP data to life within a dynamic dashboard!
Bucknam now provides all our PMP clients with a
unique and agency driven “MyRoads®” web-portal
that provides instantaneous access to your
pavement management database. This
“dashboard” allows users to toggle through
individual sections via GIS mapping selections,
zone queries, rank selection, PCI ranges, etc. to
review all section metrics, latest/previous
inspections, work histories generate filtered PCI
reports and identify potential maintenance costs
based upon your unique needs.
Bucknam has shown above the RPV MyRoads®
account actively working! This tool will be
accessed by City staff simply through a Username/Password methodology. As changes are
made to the RPV PMP database the MyRoads® dataset is changed to reflect work history edits,
PCI inspections and section changes.
In summary, MyRoads® allows the user to perform the following dynamic functions:
• Query specific pavement segment(s) to view current/historic PCI, work history
inspection;
• Filter for pavement sections within a defined zone, PCI range and/or functional class;
• Select a pavement section or grouping of section through the on-board GIS tool;
• Enter slurry, overlay & reconstruction unit costs to determine preliminary cost of
maintenance and resulting citywide PCI
o Display critical street / sidewalk / ROW assets along pavement section(s) that
are critical to Engineering Bid development and solicitation (curb ramps,
utilities, manholes, trees, etc.
• Displays all final GIS project maps (PCI, work history, 8-yr forecasted maintenance, etc.)
• Bucknam will train RPV staff on the simple use of the MyRoads® dashboard
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Organizations and Staffing
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Bucknam Firm Profile and Qualifications
Bucknam Infrastructure Group, Inc.
(est. 2011, S-Corporation) has a full-
service office in Southern California and
is committed to building stronger
relationships with government organizations through frequent communication and team
building. We build long-term partnerships with agencies that expect and require accuracy,
efficiency, and integrity in all aspects of community services. Our experienced staff is
committed to ensuring that immediate and long-term goals are met and are a top priority in the
development of pavement management, infrastructure management, financial, geographic
information systems (GIS), and facility management projects.
Our full-service Infrastructure Management - GIS Division provides comprehensive engineering
and infrastructure/GIS management services, as well as database management, pavement /
ROW field inspection services, and GIS automation and management.
Our extensive professional service offerings include:
Regarding Pavement Management Programs, our firm is currently assisting 75+ local agencies
comply with LA, Orange, SD, San Bernardino and Inland Empire County’s pavement reporting
requirements.
Regarding Pavement Management Programs, our firm is currently assisting 75+ SoCal local
agencies complying with the County pavement reporting requirements. In addition to the
extensive knowledge and experience of our infrastructure management professionals, Bucknam
provides a broad scope of administrative, inspection, civil engineering, and GIS services to public
agencies.
We look forward to continuing our PMP services with you and your project. Our handpicked
management professionals are committed to delivering quality services to the City. Our office is
located in Oceanside, CA 3548 Seagate Way, Suite 230 (11 employees).
Delineation Narrative of Bucknam Infrastructure Group’s Strengths
As Bucknam approaches twenty-six (26) years of pavement management experience, our firm is
distinct and unique in the fact that we have continued to improve upon our long-term local
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City of Rancho Palos Verdes 2-2
Pavement and Roadway Asset Management Triennial Update 2025
agency client based throughout Los Angeles County. Building and establishing long-term client
relationships through PMP management is a clear delineation of our professional services.
Bucknam’s experience and qualifications directly related to this project and other key
delineation strengths include:
• Performed RPV’s PMP and Sidewalk projects in 2013, 2016, 2019, and 2022;
• Established RPV’s sidewalk GIS layer and inspections in 2019 and 2022;
• Working with 36 of the 88 Los Angeles
County local agencies in the past three
years (41%);
• Working with 21 of the 35 Orange
County local agencies in the past two
years (60%);
• Staff / Firm is certified through OCTA
for use and management of
MicroPAVER;
• Bucknam now implements Cloud-based
Artificial Intelligence (AI) Learning
Technology to calculate all pavement
section AC/PCC SF quantities;
o This will quantify all PMP
section AC / PCC square
footages for the network that will greatly increase the accuracy of survey and
cost reporting;
• Focused managers / field technicians that perform infrastructure management services
at cost-competitive rates and deliver quality products;
• Local presence (Oceanside office) allows our firm to be on-site to respond RPV requests
and needs;
• Incorporation of MyRoads® – PMP/ROW mapping (web-based access/use); requires no
GIS software to view your PMP/ROW assets online (See Task 4.7 within Scope of Work);
• Proven economic ROI regarding long-term Pavement CIP’s recommendations, clients,
implementation, maintenance applications and increased PCI’s; for example:
o 16 years with Culver City (PCI increase from 59 to 71);
o 23 years with Huntington Beach (PCI increase from 63 to 79);
o 25 years with Ontario (PCI increase from 62 to 83);
o 13 years with Costa Mesa (PCI increase from 73 to 85);
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Roadway Asset Services, LLC (RAS) is a registered Texas Engineering Firm
(F22104) headquartered in Austin, Texas and its key members have been
evaluating pavement conditions and developing maintenance management
plans for 30 years. The RAS executive team members have over 55 years combined experience
in pavement management and ROW asset inventory collection and condition assessment. In
the last 5 years the RAS team members have managed over 100,000 miles of ROW asset
inventory data and pavement condition surveys. RAS team members have managed,
provided field data collection, performed QA/QC, developed pavement management plans,
collected ROW asset inventories and recommended pavement management and asset
management software on numerous similar projects to the scope of services requested by the
City of Rancho Palos Verdes. RAS is a financially secure limited liability company, and we are
committed to our continued financial growth. RAS practices strong internal controls and
conservative business practices. RAS offers comprehensive experience and subject matter
expertise in the fields of engineering, surveying, asset management, transportation planning
and GIS.
RAS operates automated data collection vehicles manufactured and configured by
International Cybernetics Corporation (ICC) with 360 viewing and latest pavement sensors for
meeting or exceeding data deliverable timelines. Furthermore, the RAS Roadway Asset
Collection (RAC) vehicle has received independent inertial profiler certification for accuracy
and repeatability from the National Center for Asphalt Technology at Auburn University, as
well as ASTM E-950 certification.
Key members of the RAS team have managed projects that have provided ROW inventory data
collection or pavement evaluation surveys for numerous municipalities including: Austin, TX;
Albuquerque, NM; Salt Lake City, UT; Durham, NC; Denver, CO; Pueblo, CO; Greenville, SC;
Montgomery County, TN; Bellaire, TX and Seguin, TX.
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Project Team
The Bucknam pavement management team’s local agency expertise is demonstrated through:
Our experience of managing pavement projects over the past twenty-six years;
Assisting cities comply with Los Angeles County PMP Propositions/Measures
Implementing MicroPAVER/StreetSaver throughout Southern California
Extensive Los Angeles, Orange, Riverside, San Diego and Inland Empire PMP project
management experience;
Our understanding of public works projects from the “city” side through City
Engineer and Public Works Director experience;
Implementing a realistic, proactive and sustainable PMP methodology that matches
your agencies needs and goals.
Bucknam will continue to bring our extensive experience to the City of Rancho Palos Verdes by
building upon our knowledge and understanding of your PMP/ROW goals. Mr. Bucknam’s
pavement team includes eleven (11) dedicated, qualified managers and field technicians that
have served under his management for over twenty-six years on PMP projects. His team of
inspectors will update your PMP through sound Army Corps of Engineers – ASTM inspection
methodologies. Mr. Bucknam’s experience covers the management and implementation of
infrastructure management programs that exceeds 65,000+ miles of pavement for more than 75
cities and 750+ PMP projects.
Based on the scope of work related to this project, our team
brings a tremendous amount of experience to the City of RPV
regarding field and in-house training for MicroPAVER and
innovative survey methodologies (i.e. Tablet-based
walking/windshield and/or automated digital roadway imaging).
We bring a wealth of experience through projects, pavement
application knowledge and relationship building through trust
and adherence to schedule.
Bucknam – Key Project Team / Experience
PETER BUCKNAM, Project Manager, has managed 750+ pavement management projects
over the past 26 years in the Southern California region and will be the Project Manager for
RPV’s PMP project. Peter is committed to the project from the receipt of the notice-to-proceed
through completion (this has been shown and delivered to the 2013 thru 2022 RPV PMP
updates). His goal is to implement a common-sense, achievable pavement management
program that is relied on by all staff.
As the City moves into the “program management” phase for its pavement program, Mr.
Bucknam brings his experience of working with individual cities for numerous years,
All key personnel will be
available for the project; no
key person designated to
this project will be removed
or replaced w/o prior
written consent from the
C-23
Staff Qualifications and Experience
City of Rancho Palos Verdes 3-2
Pavement and Roadway Asset Management Triennial Update 2025
where he has assisted cities with turn-key, data conversion and high-end pavement
management / GIS integration and County compliance.
STEVE BUCKNAM, P.E., Principal-in-Charge, will be responsible for the overall performance
of the project and will provide quality assurance review. Mr. Steve Bucknam is a licensed Civil
Engineer (LIC #20903) and will oversee all tasks for this project. Mr. Bucknam is a former
Deputy City Manager for Public Works and City Engineer of Norwalk, and City Engineer in
Arcadia and Pacifica, California. He has over 48 years of professional experience and has
managed street maintenance, reconstruction and improvement programs.
He has developed and administered Street maintenance and improvement programs in those
cities as well as the City of Newport Beach where he served as Design Division head. He has
extensive experience in capital program planning, pavement construction and budgeting for
street improvement programs.
AARON SUTTON, GIS Manager, will oversee all GIS and PMS data migration prior and during
the project. He drives all GIS creation, PMS mapping, editing and deliverables for the project
and is our key staffer for the ArcGIS Online web-hosting services that we provide. Mr. Sutton
has been involved with over 65 pavement management projects within San Bernardino,
Riverside, LA, San Diego and Orange counties.
AARON COHODAS, Field Technician, will be a supportive field surveyor for this project. His
responsibilities will include surveying, quality control, and working with our management staff
ensuring the updated PMP database is complete. Mr. Cohodas has been involved with over 70
pavement management projects and brings his wealth of PMP software, GIS and inspection
experience to this project. Aaron is a certified OCTA/ASTM D6433-20 inspector.
NIKO BUSTAMANTE, Field Technician, will be a supportive field surveyor for this project.
His responsibilities will include surveying, quality control, and working with our management
staff ensuring the updated PMP database is complete. Mr. Bustamante has been involved with
over 45 pavement management projects and brings his wealth of PMP software, GIS and
inspection experience to this project. Niko is a certified OCTA/ASTM D6433 inspector.
TIM FENNESSY, Field Technician, will be a supportive field surveyor for this project. His
responsibilities will include surveying, quality control, and working with our management staff
ensuring the updated PMP database is complete. He has been involved with over 60 pavement
management projects and brings his wealth of PMP software, GIS and inspection experience to
this project. Tim is a certified OCTA/ASTM D6433 inspector.
With three technicians on this project that are trained in the Army Corps of Engineers survey
methodology and available to begin work immediately; our survey schedule will be expedited.
Our team will be able to survey the entire 150 miles of pavement/sidewalk within eight (8)
weeks’ time due to our familiarity with the RPV PMP network/area, experience, availability
and man-power.
C-24
Staff Qualifications and Experience
City of Rancho Palos Verdes 3-3
Pavement and Roadway Asset Management Triennial Update 2025
Relevant PMP Project Experience
The following project experience presents our description of work, its relevance in completing
similar projects for numerous other agencies, Proposition C / LA County METRO compliance,
OCTA Measure M2 PMP compliance, PMP software training expertise, and the broad knowledge
of our pavement project team. Our project team brings over 75 years of public/private
engineering and data management experience to the City of RPV. This includes over 750+ PMP
projects covering turn-key projects, simply training of Agency staff with pavement management
methods, County Measure/Proposition compliancy, financial strategies and Capital
Improvement Programs.
Over the past twenty-six (26) years, we have worked on numerous projects similar to RPV’s
current PMP project. We have listed five (5) similar “long-term” pavement management
projects that cover the same task descriptions as listed in your RFP:
Bucknam Infrastructure Group, Inc.
Citywide Pavement Management Program
City of Rancho Palos Verdes (2013-23)
Mr. James O’Neill, Project Manager – (310) 544-5247; 30940 Hawthorne Blvd., RPV, CA, 90275
joneill@rpvca.gov
Bucknam-RAS was selected for the 2022 PMP update that
also included ROW asset collection (sidewalks, C&G,
guardrails, etc.) Historically, Bucknam was contracted with
the City in 2013 for Pavement Management services and has
performed triennial PMP updates for the past 10 years. Mr.
Peter Bucknam has served as the City’s consultant PMP
Project Manager since 2013. Our triennial pavement
inspection and reporting services for the City’s Engineering
and Operations PMP has led to yearly, proactive increases in
both the City’s Arterial and Local conditions. Bucknam teamed with Roadway Asset Services
(RAS).
Pavement Management Program-GIS, City of Monterey Park (2015-23)
Mr. Anthony Bendezu, Principal Engineer - (626) 307-1323; 320 West Newmark Ave., Monterey
Park, CA 91754 (abendezu@montereypark.ca.gov)
Since 2015 Bucknam has been contracted to perform a
citywide pavement management inventories for the City of
Monterey Park. Our initial project consisted of a complete
turn-key effort in “re-segmenting” the City’s PMP network,
converting previous PCI inspection data, performing an
C-25
Staff Qualifications and Experience
City of Rancho Palos Verdes 3-4
Pavement and Roadway Asset Management Triennial Update 2025
ASTM D6433 based survey, conversion and implementation of StreetSaver and PMP-GIS
integration.
Additionally, our services included a complete evaluation of the City’s PMP budget, short-term
and long-term budgetary analysis (Actual, Maintain and Recommended budgets) and GIS
services that linked the City’s StreetSaver database to the City’s GIS enterprise.
Since the project completed Bucknam has provided annual PMP support services to the City.
Bucknam was selected in 2022 to perform another citywide PMP update as well as implement
the first Public Works GIS Program for the City.
Citywide Pavement Management Program-GIS, City of Duarte (2018-2024)
Mr. Stephanie Sandoval, (626) 357-7931 x233; 1600 Huntington Dr., Duarte, CA 91010
(ssandoval@accessduarte.com)
Since 2018 Bucknam has been contracted to perform citywide
infrastructure management inventories for the City of Duarte (six
years). Our initial project consisted of a complete turn-key effort
in “re-segmenting” the City’s pavement management network,
converting previous PCI inspection data, performing an ASTM
D6433 based survey, implementation of PMP software and PMP-
GIS integration. Additionally, our services included a complete
evaluation of the City’s PMP budget, short-term and long-term
budgetary analysis (Actual, Maintain and Recommended budgets)
and GIS services that linked the City’s PMP database to the City’s
GIS enterprise. Our team just contracted with the City for 2024
PMP services; additionally, since 2019 Bucknam has provided
annual GIS support services to the City.
Citywide Pavement Management Program–GIS, City of Norwalk (2013-25)
Mr. Glen Kau, Director of Public Services - (562) 929-5700; 12700 Norwalk Boulevard, Norwalk,
CA 90650 gkau@norwalkca.gov
Bucknam was recently selected in 2024 to perform another
citywide PMP update. Historically, In 2013, Bucknam was
contracted to perform a citywide pavement management inventory
for the City of Norwalk. This project consisted off a complete turn-
key effort in “re-segmenting” the City’s PMP network, converting
previous PCI inspection data, performing an ASTM D6433 based
survey, implementation of MicroPAVER, complete evaluation of the
City’s PMP budget, short-term and long-term budgetary analysis
(Actual, Maintain and Recommended budgets) and GIS integration.
C-26
Staff Qualifications and Experience
City of Rancho Palos Verdes 3-5
Pavement and Roadway Asset Management Triennial Update 2025
Citywide Pavement Management Program
City of Ontario (2001-2031)
Mrs. Tricia Maruki, PE, QSD/QSP, Public Works Project Manager - (909) 395-2188
303 East “B” Street, Ontario, CA 91764; tmaruki@ontarioca.gov
Our Project Manager, Mr. Peter Bucknam, has worked with
the City of Ontario and their Pavement Management
Program since 2001! Through twenty-three (23) unique
PMP updates, Bucknam has provided solid, accurate and
proactive PMP services to the City. Since 2008, Bucknam
has been awarded several three-year PMP contracts that
have allowed our team to increase the City’s PCI from the
50’s to the 80’s.
On an annual basis, Bucknam provides identical PMP
services that are listed within your agency’s RFP. This
includes PMP software and work history updates, PCI
inspections, CIP and Operations & Maintenance budgetary
analysis / reporting and GIS services.
Bucknam was selected in May, 2024 to perform citywide
PMP updates for the next five years, through 2031! Mr. Peter Bucknam has served as the PMP
Project Manager for Ontario for the past twenty-three years.
Additional Asset Inventory Experience
We have provided a brief summary of Asset Inventory services and their associated clients
based upon work completed in the past three years.
C-27
Staff Qualifications and Experience
City of Rancho Palos Verdes 3-6
Pavement and Roadway Asset Management Triennial Update 2025
Sub-Consultant Experience
The following projects provide details on the projects listed in team member resumes,
demonstrate the experience of our proposed team members on similar projects and our
capability to successfully complete projects for the City of RPV.
C-28
Staff Qualifications and Experience
City of Rancho Palos Verdes 3-7
Pavement and Roadway Asset Management Triennial Update 2025
C-29
Staff Qualifications and Experience
City of Rancho Palos Verdes 3-8
Pavement and Roadway Asset Management Triennial Update 2025
Team Resumes can be found on the following pages
C-30
Peter J. Bucknam / Project Manager
Director of Infrastructure Management – GIS
EDUCATION
B.A., Geography – Urban Planning, San Diego State University, 1997
PROFESSIONAL DATA
Member, American Public Works Association
Member, Maintenance Superintendents Association
Chair, Transportation Committee, Inland Empire Report Card (ASCE) – 2005/06 &
2008/09 Co-Chair, Member APWA Committee for Street and Technology 2003-2015
Certificate of Professional Development – ASTM D6433-18; MicroPAVER
Certificate of Completion – OCTA MicroPAVER / StreetSaver Distress Training (2011 thru 2023)
NASSCO – Certificate, National Pipeline Assessment Certification Program (PACP)
QUALIFICATIONS / EXPERIENCE OVERVIEW
Peter Bucknam is an expert in infrastructure project management, pavement management-training, planning,
resource management, implementation and program management. He has over twenty years’ experience in
the area of infrastructure asset management and Geographic Information Systems. Mr. Bucknam has
managed a wide range of Pavement Management infrastructure project tasks including the collection and
input of PMP - ROW conditional survey data, preparation of Public Works capital improvement program
projections and reports, infrastructure/software needs assessments, GIS/GPS data collection, data conversion
and quality control.
Mr. Bucknam has performed infrastructure management services to over 70+ local agencies and is currently
serving as project manager for numerous pavement management programs throughout Southern California.
He has personally served as project manager for 750+ PMP projects throughout Riverside, San Diego, San
Bernardino, Orange and Los Angeles counties. He has worked with over 20 San Diego/Inland Empire County
cities, 34 Los Angeles cities and he is currently working with 21 of the 35 Orange County agencies regarding
Measure M2 StreetSaver/MicroPAVER compliance.
His project level and management experience covers: pavement/sidewalk management, Traffic Control
Device Inventories (TCDI), GIS implementation, Traffic Signal surveys, Right-of-Way (ROW) surveys, and ADA
survey/compliance. In managing over 700+ infrastructure projects in the past twenty-six years, Mr. Bucknam
has used a diverse amount of software to assist local agencies implement infrastructure management
programs and GIS Enterprises. These programs include MicroPAVER, MTC StreetSaver, Zoom’s GPSVision,
CartéGraph, ESRI products, Crossroads, Lucity, Energov, Spillman, GBA Master Series, and MapInfo.
Prior to joining Bucknam Infrastructure Group, Inc., Mr. Bucknam served as Director of Infrastructure
Management-GIS with an Engineering consulting firm where he managed numerous public works
infrastructure/ROW projects ranging from surveying, maintenance life-cycles, cost & benefit analysis,
financing and construction cost estimating. This included researching, surveying, converting and
implementing multiple phase pavement management projects which provided better management practices,
data efficiencies and GIS functionality within local governments and maintenance facilities. In addition, he
provided technical (software) support for the on-going citywide PMP projects as well as developing capital
improvement plans/budgets for integrating Tablet-GIS data management functionality into future
maintenance efforts.
C-31
SAMPLE OF PETER BUCKNAM’S PROJECT MANAGEMENT EXPERIENCE (1997-2024)
• 2024 Pavement Management Program, Indian Wells CC, FAMD #1
• 2022-27 Pavement Management Program, City of Indian Wells
• 2024 Pavement Management Program, City of Monrovia
• 2024 Pavement Management Program, City of Whittier
• 2024 Pavement Management Program, City of Vista
• 2024-29 Pavement Management Program, City of Ontario
• 2019-24 Pavement Management Program, City of Ontario
• 2024-29 Sidewalk Management Program, City of Ontario (OMUC)
• 2023 Sidewalk Management Program-Pilot Study, City of Ontario (OMUC)
• 2024 Pavement Management Program, City of Gardena
• 2023-24 Sidewalk-ROW Management Program, City of Lakewood
• 2024 Pavement Management Program, City of Manhattan Beach
• 2023-24 Sidewalk Management Program, City of Fullerton
• 2024 Pavement Management Program, City of La Palma
• 2023-24 GIS Enterprise Support Services, City of Fountain Valley
• 2024 Pavement Management Program, City of Laguna Beach
• 2024 Pavement Management Program, City of Westminster
• 2024 Pavement Management Program, City of Norwalk
• 2024 Pavement Management Program, City of Buena Park
• 2024 Pavement Management Program, City of Duarte
• 2023 Pavement Management Program, City of Santa Ana
• 2023 Pavement Management Program, City of Orange
• 2023 Pavement Management Program, City of RSM
• 2023 Pavement Management Program, City of Laguna Hills
• 2023 Pavement Management Program, City of Del Mar
• 2023 Pavement Management Program, City of Fountain Valley
• 2023 Pavement Management Program, City of Compton
• 2023 Pavement Management Program, City of Lomita
• 2023 Pavement Management Program, City of Coronado
• 2023 Pavement Management Program, Orange County Water District
• 2023 Pavement Management Program, City of Huntington Beach
• 2023 Pavement Management Program, City of Lake Elsinore
• 2023 Pavement Management Program, City of Placentia
• 2023 Sign Management Program, City of Placentia
• 2023 Pavement Management Program, City of Norwalk
• 2023 PMP Program Management, Inland Empire Utilities Agency
• 2021-23 Pavement Preservation Plan, OCTA
• 2023 Pavement Management Program, City of Fullerton
• 2023 Pavement Management Program, City of Vista
• 2023 Sign Inventory Program, City of Big Bear Lake
• 2023 GIS Enterprise Support Services, City of South Pasadena
• 2023 Pavement Management Program, City of South Pasadena
• 2023 GIS Support Services – Storm Drain Pilot, City of Fullerton
• 2022-27 Pavement Management Program, City of Fullerton
• 2023-24 GIS Enterprise Support Services, City of Alhambrate
C-32
1
C. Stephen Bucknam, Jr., P.E., Principal-in-Charge
EDUCATION
B.S., Civil Engineering, Loyola University of Los Angeles, 1967
M.S., Environmental Engineering, Loyola University of Los Angeles, 1972
PROFESSIONAL DATA
Registered Professional Engineer, States of California (No.20903) and Washington (No.17310)
California State Community College Teaching Credential
Fellow, American Society of Civil Engineers
Former, City Engineer, Deputy City Manager, City of Norwalk
Member, Board of Directors – Urban Water Institute
Life Member, American Public Works Association
Member, Water Environment Foundation
Member, University of California Irvine, Civil & Environmental Engineering Affiliates
Honorary Member, Chi Epsilon
EXPERIENCE OVERVIEW
Over forty years’ experience in the administration, management, planning, design and construction
management of public works and development programs and projects including: water and wastewater
projects, pavement management programs, transportation, drainage, including: program management, master
planning, infrastructure planning and maintenance programming, environmental studies, street, highway, alley,
storm drain, water and sewer system design, rate studies, emergency planning, facilities design, groundwater
studies, wells, reservoirs, site studies, pump stations, lift stations, intergovernmental negotiations and
agreements, hydrology, treatment facilities, building design, grants, regulatory permitting, system appraisals,
R/W negotiations, acquisitions and documentation, project management, production control, operations
studies, capital improvement programming and budgeting, hydroelectric projects, underground utilities,
assessment districts, surveying, mapping, legal testimony to public boards, commissions and councils, and
direction of technical advisory committees to joint powers agencies and water districts.
Transportation / Streets – Highways - Traffic
Served as Contract City Engineer for the City of Arcadia responsible for long range advanced planning of the
City’s transportation engineering program. Directed the preparation of the City’s Transportation Master Plan
which identified, consistent with the City’s General Plan the transportation related needs under these
requirements so of AB 1600 nexus constraints.
Acted as Principal in charge over a Pacific Coast Highway (SR-1)/Newport Boulevard (SR-55) interchange, City
of Newport Beach. Project involves a study of various alternatives, conventional and unconventional, for
improvements to the existing interchange.
Restraints include limited right-of-way, environmental challenges (e.g., Newport channel bridge widening,
"Arches" liquor store and restaurant property acquisition, and existing bridge aesthetics), and potential
hazardous waste issues. Alternatives were evaluated and selected to include in the PSR. Included project
coordination with various agencies and sub consultants, and oversight of concept geometries, cost estimating,
and report preparation.
C-33
2
Conceptual study, Project Study Report, and Project Report for I-710/Firestone Boulevard interchange
modification and Firestone Boulevard improvements for City of South Gate. Also involved a feasibility study
which included preparation of a traffic study, conceptual plans for several types of interchanges, construction
cost estimates, and preliminary Caltrans Project Study Report. Prepared ISTEA National Highway System
funding application for authorization and appropriation. Coordination with Caltrans District 7.
Mr. Bucknam has served as the working Principal / Civil Engineer for all pavement management related projects
that Bucknam has performed. This includes projects listed below:
• 2024 Pavement Management Program, Indian Wells CC, FAMD #1
• 2022-27 Pavement Management Program, City of Indian Wells
• 2024 Pavement Management Program, City of Monrovia
• 2024 Pavement Management Program, City of Whittier
• 2024 Pavement Management Program, City of Vista
• 2024-29 Pavement Management Program, City of Ontario
• 2019-24 Pavement Management Program, City of Ontario
• 2024-29 Sidewalk Management Program, City of Ontario (OMUC)
• 2023 Sidewalk Management Program-Pilot Study, City of Ontario (OMUC)
• 2024 Pavement Management Program, City of Gardena
• 2023-24 Sidewalk-ROW Management Program, City of Lakewood
• 2024 Pavement Management Program, City of Manhattan Beach
• 2023-24 Sidewalk Management Program, City of Fullerton
• 2024 Pavement Management Program, City of La Palma
• 2023-24 GIS Enterprise Support Services, City of Fountain Valley
• 2024 Pavement Management Program, City of Laguna Beach
• 2024 Pavement Management Program, City of Westminster
• 2024 Pavement Management Program, City of Norwalk
• 2024 Pavement Management Program, City of Buena Park
• 2024 Pavement Management Program, City of Duarte
• 2023 Pavement Management Program, City of Santa Ana
• 2023 Pavement Management Program, City of Orange
• 2023 Pavement Management Program, City of RSM
• 2023 Pavement Management Program, City of Laguna Hills
• 2023 Pavement Management Program, City of Del Mar
• 2023 Pavement Management Program, City of Fountain Valley
• 2023 Pavement Management Program, City of Compton
• 2023 Pavement Management Program, City of Lomita
• 2023 Pavement Management Program, City of Coronado
• 2023 Pavement Management Program, Orange County Water District
• 2023 Pavement Management Program, City of Huntington Beach
• 2023 Pavement Management Program, City of Lake Elsinore
• 2023 Pavement Management Program, City of Placentia
• 2023 Sign Management Program, City of Placentia
• 2023 Pavement Management Program, City of Norwalk
• 2023 PMP Program Management, Inland Empire Utilities Agency
• 2021-23 Pavement Preservation Plan, OCTA
• 2023 Pavement Management Program, City of Fullerton
C-34
G. SCOT GORDON, PE, IAM
SENIOR PAVEMENT ENGINEER
Mr. Gordon serves as the Lead Pavement Engineer at Roadway Asset
Services. Mr. Gordon has 30 years of experience in transportation
engineering, geotechnical engineering, and construction materials
testing including pavement design and optimization for transportation
networks. As a professional engineer, he has managed numerous
projects such as design/build highway projects, airfield pavement, and
other government projects. He is an expert in the design, evaluation,
monitoring, and research of pavement as well as pavement
rehabilitation, and soil stabilization. Scot has completed numerous
projects related to pavement management system implementation,
pavement condition surveys, sign management surveys, sidewalk
condition surveys, and road assessments utilizing LiDAR. The following
is a brief list of projects he has managed.
KEY PROJECTS
Pima County, Arizona- Pavement Condition Index Data
Collection Services
Mr. Gordon served as the Assistant Project Manager for the automated
data collection of 3,788 lane miles of roadways. A separate PCI was
calculated for each StreetSaver management section, which totaled
6,510 sections. Final deliverables included a summary spreadsheet and
PCI dataset comparing the PCI per the collected data and the PCI per
the StreetSaver current PCI calculation.
City of Rancho Palos Verdes, California– Roadway Asset
Management Program
Mr. Gordon served as the Senior Pavement Engineer for the City of
Rancho Palos Verdes’ mobile data collection project of its 150 centerline
mile network. The project consisted of utilizing RAC vehicles to provide
a ROW asset inventory. The ROW Asset inventory included the following
assets: curb and gutter, curb ramps, concrete medians, and guardrails.
City of Albuquerque, New Mexico – Pavement Condition Survey
Mr. Gordon served as the Project Manager/Senior Pavement Engineer
for the mobile image data collection project of the City’s 4,548 lane mile
network. RAC vehicles were utilized, in accordance with the ASTM
D6433, to provide the City with PCI values for each street segment and
the overall PCI value for the network. The project also included an
extensive ROW asset inventory that included: traffic signs, pavement
markings, pavement striping, sidewalks, ADA ramps, driveways, bike
lanes, curb and gutter, guardrail, streetscapes, traffic calming devices,
polygon mapping, control boxes, backflows, and electrical/water meters.
Mr. Gordon conducted a field pilot study to review distress
interpretations with City staff and ensure AI processing routines were
functioning properly. Mr. Gordon was also responsible for overall project
coordination.
FIRM
Roadway Asset Services
EXPERIENCE
30 years
EDUCATION
M.E., Civil Engineering, Texas
A&M University, 1990
B.S., Civil Engineering, Texas
A&M University, 1989
REGISTRATIONS
-TX Professional Engineer,
Certificate Number:88099
-CO Professional Engineer,
Certificate Number:30239
-MD Professional Engineer,
Certificate Number:33493
-FL Professional Engineer,
Certificate Number:83979
-NC Professional Engineer,
Certificate Number:46459
-NM Professional Engineer,
Certificate Number:26330
-GA Professional Engineer,
Certificate Number:45916
-Institute of Asset Management Certified
Professional Affiliations
-American Council of
Engineering Companies
-Tarrant County Board of
Directors, 2015-present
-American Society of Highway
Engineers, DFW Section
Treasurer, 2015-2017
-American Council of
Engineering Companies,
Colorado
Board of Directors, 2000-2001
-Charles County Chamber of
Commerce, Board of Directors,
2009-2010
C-35
Zac Thomason, MBA
RAS PROJECT MANAGER
Mr. Thomason brings nearly 17 years of dedicated pavement and asset
management experience where his focus has been on the use of semi-
automated and automated technologies for pavement distress surveys,
enterprise software implementation, pavement preservation, budget
modeling & forecasting, and multi-year rehabilitation plan development.
In addition to pavements, Mr. Thomason has vast experience with Right
of Way asset inventory development that ranges from roadside features
such as signs & supports, sidewalks, pedestrian curb ramps, striping &
markings, curb & gutter, guardrail, bike racks, and nearly any asset that
can be seen in the right of way. He has also managed complex sidewalk
and pedestrian curb ramp inventory assignments that have included off
road vehicle data collection, advanced LiDAR surveys to acquire
geometric measurements (ramp, landing, & flare), long-range project
prioritization sequencing, and project planning.
Municipal Leadership Experience in California & the Southwest: Long Beach, Pasadena,
Fontana, Orange County, Imperial County, Carlsbad, La Mesa, Lancaster, San Luis Obispo,
Coachella Valley Association of Governments (CVAG), & Modesto, CA; Yuma, Casa Grande,
Marana, Pinal County, Glendale, Goodyear, Scottsdale, Gilbert, Prescott, Coconino County, &
Bullhead City, AZ; Albuquerque, Roswell, Las Cruces, and Los Alamos County, NM.
PROJECT LEADERSHIP ROLES
City of Long Beach, California – Pavement Condition Survey
Mr. Thomason served as the Project Manager for the City’s semi-automated data collection
effort of over 1,000 survey miles of arterial, collector, residential, and alley roadways. The
scope included a full functional classification review to ensure each roadway was assigned an
appropriate traffic range for use in the eventual prioritization and assignment of degradation
curves. The City migrated from a typical walking sample survey to a full linear automated
approach during this project. The project also included structural subgrade testing using a
Dynaflect device on 270 survey miles of arterial and collector roadways. The condition data
was processed into a modified ASTM D6433 PCI score and reported on a district-by-district
basis (9 districts).
City of Bellevue, Washington – Pavement Condition Survey & StreetSaver Load
Mr. Thomason served as the Project Manager for the City of Bellevue during multiple
pavement inspection updates. Advanced semi-automated technology was mobilized to
conduct an ASTM D6433 compliant distress survey on over 580 survey miles of roadway. The
data was processed into extent and severity scores suitable for upload into the City’s
StreetSaver software. The scope also included full configuration of the StreetSaver
operating parameters such that the City could run budgetary scenarios and multi-year
rehabilitation plans. The final deliverable was a report summarizing the findings of the survey
and recommendations for long term maintenance.
Pima County, Arizona- Pavement Condition Index Data Collection Services
Mr. Thomason served as the Assistant Project Manager for the automated data collection of
3,788 lane miles of roadways. A separate PCI was calculated for each StreetSaver
management section, which totaled 6,510 sections. Final deliverables included a summary
spreadsheet and PCI dataset comparing the PCI per the collected data and the PCI per the
StreetSaver current PCI calculation.
FIRM
Roadway Asset Services
EXPERIENCE
17 years
EDUCATION
M.B.A., Business
Administration, University of
Phoenix, 2007
B.S., Global Business,
Arizona State University, 2005
C-36
Mark Kramer, PE, MBA
QA/QC MANAGER
Mr. Kramer serves as the Chief Data Officer at Roadway Asset Services.
Mr. Kramer has 24 years of experience in engineering and information
technology projects including pavement condition, sign inventory, and
sidewalk condition surveys. He is an expert in commercial off the shelf
software, data management, data analysis, and delivery of technology
projects. The following is a brief list of projects he has managed.
PAVEMENT AND ASSET PROJECT EXPERIENCE
City of Long Beach, California – Pavement Condition Survey
Mr. Kramer served as the Engineering Manager for the City’s semi-
automated data collection effort of over 1,000 survey miles. The scope
included a full functional classification review to ensure each roadway
was assigned an appropriate traffic range for use in the eventual
prioritization and assignment of degradation curves. The City migrated
from a typical walking sample survey to a full linear automated
approach during this project. The project also included structural
subgrade testing using a Dynaflect device on 270 survey miles of
arterial and collector roadways. The condition data was processed into
a modified ASTM D6433 PCI score and reported on a district-by-district
basis (9 districts).
City of Pasadena, California – Pavement Condition Survey
Mr. Kramer served as the Engineering Manager for the City’s network wide pavement
condition update using semi-automated technology. The survey was conducted on over 450
survey miles of roadways. Surface distress data was collected using semi-automated laser
based technologies following the ASTM D6433 protocols and subgrade condition data was
collected via a Dynaflect device on 243 survey miles of arterial and collector roadways. The
surface condition data was processed into an ASTM D6433 Pavement Condition Index (PCI)
and the structural data was converted to a Structural Index (SI) for eventual use in the overall
condition index. The City’s PDF “as-builts” were digitized as a part of this project and cross
section details were tied to each segment in a spatial environment.
City of Denver, Colorado - Pavement Condition Survey
Mr. Kramer served as the QA/QC Manager for the City and County of Denver’s network
consisting of 1,971 centerline miles. Infrastructure and ROW assets including street
pavement, roadway signs, message signs, striping, bike lanes, protective barriers, and
sidewalks are being assessed. RAC vans were utilized to provide street-level imagery, geo-
referencing location, and pavement data. Mr. Kramer was responsible for pavement condition
data review to ensure the accurate calculation of PCI ratings on Arterial and Collector roads.
City of Albuquerque, New Mexico - Pavement Condition Survey and ROW
Mr. Kramer served as the QA/QC Manager for the City’s pavement condition survey of 4,548
lane miles. RAC Vehicles collected imagery for the following ROW assets: traffic signs,
pavement markings, pavement striping, sidewalks, ADA ramps, bike lanes, curb and gutter,
guardrail, streetscapes, traffic calming devices, polygon mapping, control boxes, backflows,
and electrical/water meters. Mr. Kramer reviewed data collected by the RAC vehicles to ensure
imagery was properly captured and displayed accurate results. Following quality assurance
checks, asset extraction was integrated into the City’s VUEWorks asset management system.
FIRM
Roadway Asset Services
EXPERIENCE
24 years
EDUCATION
MBA-IT Western International,2003
B.S., Civil Engineering, Arizona
State University, 1998
REGISTRATIONS
-AZ Professional Engineer,
Certificate Number: 40225
Professional Certifications
Microsoft SQL Server
Microsoft Power BI
C-37
RAFAEL RIVERA
DATA SCIENTIST/DATA COLLECTION MANAGER
Mr. Rivera has over 12 years of experience in automated data collection
of pavement and ROW asset inventories. Mr. Rivera has been involved
with collection and management of over 100,000 miles of roadways.
Mr. Rivera’s positions have included automated data collection vehicle
operator, pavement analyst, LiDAR analyst, and GIS analyst.
KEY PROJECTS
Pima County, Arizona- Pavement Condition Index Data Collection
Mr. Rivera served as the Data Collection Manager for the automated data
collection of 3,788 lane miles of roadways. A separate PCI was calculated
for each StreetSaver management section, which totaled 6,510 sections.
RAS’ Quality Control plan was reviewed by StreetSaver prior to data
collection. Final deliverables included a summary spreadsheet and PCI
dataset comparing the PCI per the collected data and the PCI per the
StreetSaver current PCI calculation.
Arizona Department of Transportation- Pavement Condition Survey
Mr. Rivera served as Data Collection Manager for ADOT’s pavement condition survey of 5,000
test miles. Automated data collection vehicles were utilized to provide pavement data and
imagery in accordance with the HPMS guidelines. Mr. Rivera provided route tracking for field
operation crews and was responsible for equipment performance and image quality.
City of Denver, Colorado – Pavement Condition Assessment
Mr. Rivera served as the Data Collection Manager for the automated data collection project of
the City’s 5,756 miles of roadways. The project analyzed various City assets including
protective barriers, pavement markings, signal support structures, MUTCD specialty signs,
sign support, sidewalks, and sidewalk obstructions. Following collection, PCI and IRI data
were implemented into the City’s GIS. The ROW assets were imported into Cartegraph.
City of Salt Lake City, UT– Pavement Condition Assessment
Mr. Rivera was the Data Collection Manager for Salt Lake City’s pavement condition
assessment. The project included an automated pavement surface inventory and distress
survey on approximately 592 centerline miles of City-maintained roadways, GIS based
mapping, geodatabase design and implementation for import into the City’s Cartegraph
pavement management system, and long term pavement preservation plans utilizing historic
and current analysis. The project also included data and budget analysis and maintenance
optimization for the City’s pavement network in support of the maintenance of these assets
relative to the overall transportation network.
City of Houston, TX- Pavement Condition Assessment
Mr. Rivera served as the Data Collection Manager for the Pavement Condition Survey and
ROW asset inventory of 1,231 centerline miles of major streets and 4,918 centerline miles of
local streets for two collection cycles. The project consisted of providing the City PCI and IRI
data that were rated in accordance with the ASTM D6433 methodology. In addition, street
assets including curb and gutter, sidewalks, sidewalk ramps, and sidewalk obstructions were
inventoried and assessed. Data was imported into StreetSaver Plus for the City’s
management of various assets. Mr. Rivera provided route tracking for data collection team
members.
FIRM
Roadway Asset Services
EXPERIENCE
12 years
EDUCATION
B.S., Mechanical Engineering,
University of Central Florida,
2011
B.S., Aerospace Engineering,
University of Central Florida, 2016
C-38
Project Schedule
City of Rancho Palos Verdes 4-1
Pavement and Roadway Asset Management Triennial Update 2025
Project Schedule
Our project schedule shows each major task identified in our scope of work, as well as quality
control milestones and meetings. Bucknam currently has ample staff to apply to this project in
order to meet an aggressive schedule (three (3) field technicians will drive the proactive
schedule). With a completed survey, our team will work with you to establish a PMP that
provides specific, manageable pavement segments, detailed maintenance schedules of needed
repairs and cost-conscious maintenance recommendations that will assist you in preparing
budget estimates required to complete the scheduled work for fiscal year 2025 and beyond.
Our Critical Path Method (CPM) project schedule shows each major task identified in our scope
of work, as well as quality control milestones and meetings. Our Project Manager will oversee
all aspects of the project schedule including annual accountability, adjustment and
management.
• Project Kickoff – August, 2024
• Survey Completion – September through October, 2024
• Delivery of draft PMP – November, 2024
• City comments returned to Consultant – November, 2024
• Delivery of City Asset Management / PMP Final Reports – November, 2024
o RPV CIP data/Final Report, reporting and revenue projections will be submitted by November, 2024
o Final Asset / PMP Presentation to CC – December, 2024
• Publication of PMP software/database – Any time after acceptance of Final PMP
• All pavement and GIS data pertinent to the project deliverables will be submitted with the Final PMP report, December, 2024
C-39
Quality Control Plan
City of Rancho Palos Verdes 5-1
Pavement and Roadway Asset Management Triennial Update 2025
Quality Control Plan
Over the past two years, Bucknam has submitted fifty (50+) METRO/OCTA compliant reports
for LA and Orange County municipalities, they include:
Our surveys follow the accepted ASTM D6433 procedure requirements. A copy of the QA/QC
plan utilized by our staff during the project will be submitted along with the PMP certification
documents. Our staff attends the OCTA PMP Distress Training Classes held each year, 2011 thru
2023.
In February 2023 our staff was acknowledged as “qualified inspectors and firm” to prepare
PMP’s compliant with the OCTA Countywide Pavement Management Guidelines (this
certification/compliance runs through June 2025).
Additionally, Bucknam was selected by the Orange County Transportation Authority (OCTA) in
2022 to perform a 10-year Pavement Management Plan analysis on ALL 35 Orange County
local agencies PMP’s.
Quality Assurance / Quality Control
Introduction
When performing data collection in any field, the need for quality control is paramount as it is
essential for accurate planning, analysis and design. This is particularly true for collecting
pavement distress data for a pavement management program. The Quality Assurance / Quality
Control (QA/QC) Plan establishes minimum quality standards for performance and procedures
for update of the roadway asset / pavement management program.
Objectives
This document constitutes a formal QA/QC Plan for the City of Rancho Palos Verdes. It was
prepared on June, 2024 and last revised in June, 2024. Specifically, it is intended for the 2025
Pavement and Roadway Asset Management Triennial Update. The focus is on the collection of
network-level pavement distress data (defined by National Cooperative Highway Research
Program (NCHRP) Synthesis 401 Quality Management of Pavement Data Collection, as
“Network-level data collection involves collection of large quantities of pavement condition
data, which is often converted to individual condition indices or aggregated into composite
condition indices”.
C-40
Quality Control Plan
City of Rancho Palos Verdes 5-2
Pavement and Roadway Asset Management Triennial Update 2025
Structure of QA/QC Plan
The following components are addressed in this QA/QC Plan:
• Condition survey procedures used;
• Accuracy required for data collection;
• Inspector qualifications and experience; and
• Safety.
Condition Survey Procedures
The governing document in performing
condition surveys for the City of RPV is
ASTM D6433 “Standard Practice for
Roads and Parking Lots Pavement
Condition Index (PCI) Surveys.” Both
asphalt concrete (AC) and Portland
cement concrete (PCC) pavements are
included in this protocol. The following
distresses are collected for each
pavement type:
For the purposes of this report,
Bucknam has demonstrated below how
our project team will implement
QA/QC procedures during the project.
Our QA/QC plan focuses on the how each pavement inspection is performed, what distresses
are collected and ensures that it complies with the OCTA/METRO PMP guidelines.
We have summarized our QA/QC procedures below:
a. Descriptions of condition survey - Our staff follows the required Condition Survey
Protocols (CPMPG, Chapter 2); our staff assesses each pavement section for the
minimum distresses outlined within Chapter 2, page 2-1. Additionally, based on the
pavement conditions found, we collect all MicroPAVER/StreetSaver Army Corps of
Engineers (ACOE) distresses, if found within the sample sections; for example, if slippage
cracking, potholes, etc. are found our survey technicians record the proper information.
b. How data was collected - Our surveys follow the OCTA/METRO accepted walking
guidelines. All sections that our staff surveys are performed through the walking
method. Our staff physically measures the width of every section as well as measure for
any square footage adjustment that need to be added or taken away from a sections
“true area” (i.e. cul-de-sac, bus pads, street width variances, etc.). Samples taken
always include a minimum of 2,500 SF coverage unless specific section limits prohibit
this. Arterial section samples utilize a 3,500 SF sample size due to the larger section
area (this is within the ASTM D6433 sample size calculation. Field crews typically
include one individual for residential pavement sections while Arterial (MPAH) routes
utilize a two-person crew for safety, traffic control and increases quality control.
c. Accuracy required for data collection - We use a statistical sampling approach for
measuring the quality of our field technician’s work.
C-41
Quality Control Plan
City of Rancho Palos Verdes 5-3
Pavement and Roadway Asset Management Triennial Update 2025
In this manner, 10 percent of the original surveys are re-surveyed by a different survey
crew than the original, supervised by a field supervisor, and the results are compared to
the original surveys. Our QC process involves checking the field crews’ work in a “blind
study” fashion. Quality control checks are performed at the end of each survey week.
This ensures that all field personnel are properly collecting section samples, distress
types and distress severities for all street segments.
When QA/QC issues are found, our staff documents the issues within
MicroPAVER’s user interface. If distress types found are not within the 97%
accuracy our QA/QC is expanded beyond our minimum 10% resurvey to 20% of
the original survey
d. Random and Systematic Re-Inspections – As described above our staff re-inspects, as a
minimum, 10% of the original survey. Per the agency’s requests, our staff will submit
PCI reports to the agency as project status reports for their review. Agencies will
typically review specific pavement sections for PCI accuracy based on recent overlay or
slurry seal maintenance; this serves as an initial accuracy check on our surveys (outside
Bucknam QC efforts). Additionally, our staff performs “ride-a-long” surveys with local
agency staff to build consensus on how our MicroPAVER ACOE surveys are performed,
recorded and reported on.
Random re-inspections will include a representative selection across the following
categories:
• Functional classed (i.e. MPAH, locals), Surface types (e.g. AC or PCC), Pavement
conditions (e.g. good, fair, poor), Inspectors, Geographical areas, if applicable.
For systematic re-inspections, this could be due to noticed trends such as specific
treatment types (e.g. open-graded mixed), a specific inspector or geographical area. In
these cases Bucknam continues to utilize a 10% re-inspection policy.
e. PCI Comparison with Past Surveys - if previous inspection data is available, new PCI’s
calculated through the most recent inspections will be compared to previous PCI’s. If
the variance in PCI is greater than +/- 10 PCI points, these sections will be flagged for
further investigation and/or re-inspection.
f. Schedule of data submittal – Pending on the City’s last major PMP submittal, Bucknam
will assist the agency in submitting the following:
Master Plan of Arterial Highways (MPAH) routes will be surveyed and reported
on at least once every three years
Local streets will be surveyed and reported on every three years
Corresponding MPAH and local PCI reporting and budgetary reporting will be
submitted every two years
g. Experience of Inspectors – Bucknam staff have been trained on the use of MicroPAVER
and the ACOE MicroPAVER segment calibration and inspection practices.
C-42
Quality Control Plan
City of Rancho Palos Verdes 5-4
Pavement and Roadway Asset Management Triennial Update 2025
Mr. Peter Bucknam (Project Manager) and essential staff have completed the
MicroPAVER Certification of Professional Development courses. Bucknam field
technicians are trained using the ACOE survey methodologies and have passed OCTA’s
prequalification testing. Bucknam Infrastructure Group inspectors have attended formal
training on pavement condition distress surveys.
h. Field data collection safety procedures – Bucknam field survey techniques utilize the
following procedures:
a. All vehicles are properly marked or flagged with appropriate sign markings
indicating that a “ROADWAY / PAVEMENT SURVEY IS IN PROGRESS”
b. All vehicles have the proper flashing amber light beacons placed on the top of
the vehicle to allow for proper visibility and line-of-site warning
c. Large MPAH routes are typically surveyed using two field technicians to increase
traffic control warning and safety
d. While parking or stopping along the survey route, vehicles legally park within
the right-of-way or use a parking lot
e. All field technicians wear ANSI – 105 Class II safety vests
i. Additional roadway asset inventories identified within the scope of work will follow the
same methodology for QA/QC stated above.
C-43
Acceptance of Conditions
City of Rancho Palos Verdes 6-1
Pavement and Roadway Asset Management Triennial Update 2025
Acceptance of Conditions
Bucknam Infrastructure Group has reviewed the City’s RFP and sample Professional Services
Agreement and at this time we do not have any comments or requests for changes.
C-44
Revision 2 - 7-24-24 CITY OF RANCHO PALOS VERDES, CA
Pavement and Roadway Asset Management Triennial Update 2025
Cost Proposal - July 17, 2024
Description Principal Project
Manager GIS Manager Field
Technician(s)Admin Total by Task
Base Fee $315/hr $215/hr $165/hr $109/hr $100/hr
Task 1 Kick-off Meeting PMP Services
Task 1.1 Project Kick-off 2 1 $595
Task 1.2 Project Status Meetings - Quality Control Program 4 4 64 $8,496
Quality Control efforts cover PMP, SMP and ROW asset efforts
Task 2 Client Satisfaction
Task 2.1 Project Deliverables 1 4 4 2 1 $2,153
- Monthly project status memos, final review of all Task 4 deliverables
Task 3 Project Schedule
Task 3.1 Work Flow / Project Schedule 2 4 4 2 $2,126
Task 4 Scope of Work
Task 4.1 Roadway Asset / PMP Work History Update
Pavement Work History Data Entry 1 1 16 $2,124
Task 4.2 Pavement Inspection Surveys (150 miles)
Arterial and Local Street Survey (Bucknam - Walking survey)1 8 6 188 2 $23,717
Task 4.2a Sidewalk / Curb & Gutter / Curb Ramp Condition Survey (180 miles)
Update of Sidewalk Inspection Criteria 1 2 3 2 $1,458
Task 4.2b Update of Sidewalk Management Database 2 12 6 $3,064
Task 4.2c Perform Sidewalk / Curb & Gutter / Curb Ramp Survey (Bucknam)
Sidewalk Location / Distress Inventory (Bucknam)1 14 8 330 1 $40,715
Task 4.2d Requested Additional Asset Data Collection
Digital Roadway Imaging Set-up, Mobilization and Network Drive (RAS)$43,700
Guardrails / Median Digital Image Inventory - Task 4.2d (RAS)$8,280
Pavement Markings / Striping Inventory (RAS)$20,700
Sign Inventory / Retroreflectively Assessment and Recommendations (RAS)$36,225
Task 4.3 Maintenance & CIP / Budgetary Analysis 1 8 2 $2,253
Task 4.4 Asset Management / Pavement Management Reports 2 56 12 12 1 $16,058
Task 4.5 PMP Mapping and GIS Update
PMP / Sidewalk / GIS Layers Update/Publication 1 3 16 6 $4,254
Task 4.6 PMP / GIS Training 1 3 $710
Task 4.7 RPV MyRoads PMP Web-Portal $1,100
Reimbursables (printing, materials, mileage)$6,800
All deliverables will become property of the City of Rancho Palos Verdes
All Tasks are negotiable
Total Hours per Staff 10 109 70 632 7
Total Base Fee 2,950$ 20,165$ 10,150$ 60,672$ 560$ $224,528
Optional Services
Task 4.2 AC/PCC Cloud-based AI SF calculation $10,900
*Notes / Assumptions:
Task 4.2 - Digital Roadway Imaging drive miles equates to driving Arterial/Collector road with two passes and Locals with one pass
Task 4.5 - Bucknam assumes City has ArcGIS Server 10.X & ArcGIS 10.X Desktop Standard or higher
Task 4.5 - Bucknam will provide final GIS .mpk, .mxd and shapefiles to City GIS staff for publishing within GIS Enterprise
(RAS) Roadway Asset Services - teamed with Bucknam on the 2022 project
- Task efforts associated with RAS include 15% Bucknam markup
Additional services outside of this contract will be negotiated with the City where we will use the Standard Hourly Rate Schedule
7-2 C-45
Insert Descriptive Photo
PROJECT DESCRIPTION
Under the Roadway Asset Management Program, the Pavement Management Plan
(PMP) is updated every three years to inventory, evaluate the condition, and develop a
maintenance plan for the City's roadway and sidewalk network, and to identify Citywide
Arterial and Residential Street Rehabilitation projects.
PROJECT COST ESTIMATES
8800 Series Right-of-Way Improvements Projects 8844
Roadway Asset Management Program - Triennial Update
Overall
Planning $ 195,000 $ - $ - $ 215,000 $ - N/A - ongoing
FY24/25 FY25/26 FY26/27 FY27/28 FY28/29
Committed
as of 3/22/24
Environmental $ - $ - $ - $ - $ - -$
$ - -$
Management $ - $ - $ - $ - $ -
Engineering $ - $ - $ - $ -
-$
Inspection $ - $ - $ - $ - $ - -$
Construction $ - $ - $ - $ - $ - -$
Project Contingency $ - $ - $ - $ -
FUNDING
204 (Gas Tax - SB1)
Currently
Budgeted
-$ 195,000$ -$ -$ 215,000$
FY26/27 FY27/28
-$ 195,000$ -$ -$ 215,000$ -$ -$
$ - -$
The City uses the PMP to evaluate the condition of existing pavement and
sidewalks, recommend repairs and upgrades, and accordingly schedule the repairs
and upgrades of specific areas throughout the city.
The Metropolitan Transit Authority (Metro) requires the PMP update in
order for the City to continue receiving Proposition C funds. It must be
conducted every three years. Failure to complete will result in lost
funding.
Estimated annual operating / maintenance cost TBD
ESTIMATED SCHEDULE
Triennial updates will be provided in Fiscal Years 2024-25 and 2027-28.
Project Location Map Background and Justification
-$ -$
-$ 195,000$ -$ -$ 215,000$ -$
-$
-$
-$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$ -$
-$ -$
-$
FY24/25 FY25/26
Future
Fiscal Years
-$ -$
FY28/29
-$ -$ -$
-$ -$
-$ -$
-$ -$ -$
D-1