Pavement Management Program Services:

1. APPROVE and AUTHORIZE the Executive Director to execute contract renewal and amendment with Nichols Consulting Engineers, CHTD, subject to approval by Agency Counsel, in an amount not to exceed $13,716 to provide Pavement Management Program services, and extend the term of the agreement to December 31, 2019;
2. APPROVE the use of Measure X funds budgeted to the Pavement Management Program; and
3. AUTHORIZE the Executive Director to take such other further actions as may be necessary to fulfill the intent of the contract amendment, including approvals of future modifications or amendments that do not significantly alter the scope of work, or change the approved agreement term or amount.

Nichols Consulting Engineers (NCE) has been performing pavement management program services to collect over 1,300 center-line miles of pavement condition data throughout the County of Monterey  and creating pavement management databases for each participating member jurisdiction. NCE was originally hired for this work in September 2017 after a formal Request for Proposals process. The contract amendment allows NCE to complete the 77 additional miles in County of Monterey that exceeded the original mileage estimate. This amendment also extends the term of the agreement to allow enough time to complete all of the items in the amended Scope of Work. The contract needs to be renewed in order to execute these amendments, because the term of the contract expired February 28, 2019.

This amendment to agreement with Nichols Consulting Engineers, dated February 28, 2018 for performing pavement management program services increases the "not-to-exceed amount" from $288,510 to $302,226.  The pavement management program services are paid by Measure X pavement management program.  TAMC is reimbursed from fair share Measure X funds received by each jurisdiction, based on centerline miles.  The additional 77 miles included in this amendment lie within County of Monterey, which exceeded the original mileage estimate. For this reason, the additional $13,716 would be reimbursed to TAMC according to the County of Monterey's reimbursement agreement with TAMC.

TAMC entered into an agreement for professional services with Nichols Consulting Engineers, CHTD,on February 28, 2018 to perform pavement management program services.  Agencies may then use their pavement management database to make the best decisions in the short, medium and long term on how to spend precious Measure X maintenance funds, as well as other sources of funds each jurisdiction may capture for pavement maintenance. 

The Agreement expired by its own terms on February 28, 2019. TAMC and Consultant desire to renew and amend the Agreement to:

1. Increase the “not to exceed amount” of the Agreement from $288,510 to $302,226;
2. Amend the Scope of Services to increase survey miles beyond those originally estimated and to add additional labor as detailed in Exhibit A.1 to include 77 additional survey miles more than the original survey mileage estimated in Task B of the scope of work, which is a 5.56% increase in total survey miles.  Sixteen (16) additional labor hours are required to input the additional survey data and run the StreetSaver pavement management software, increasing the final inventory of maintained roads to 1,384 miles; and
3. Extend the term of the Agreement to December 31, 2019, in order to proceed with the remaining items in the revised Scope of Services (Exhibit A1) under Task D, budget analysis & funding scenarios for the County of Monterey and City of Greenfield, and complete the intent of the Agreement.