1. RECEIVE information on optional coordinated joint procurement to implement Pavement Management Programs; and
2. REQUEST a letter of commitment from each agency's city manager expressing interest, or not, in participating in a joint road condition assessment and software implementation.

At the March 2, 2017 Technical Advisory Committee meeting, the Transportation Agency presented information on the Pavement Management Program requirements for Measure X and discussed options for development of a regional program with the cities and county. Measure X requires each jurisdiction to develop, or participate in the development of by TAMC, a pavement management program, and to submit regular reports on the conditions of their streets, to insure timely repairs and keep the public informed.

The two options discussed at the meeting were for each jurisdiction to independently develop their own pavement management system, or to participate in a coordinated procurement effort with TAMC. The Transportation Agency has outlined the option for a coordinated joint procurement effort of Pavement Management Programs. The Transportation Agency needs a commitment from each local agency of their intent to participate, or not, in the Transportation Agency's coordinated procurement of Pavement Management Program services and if so, to contribute its proportionate share of Measure X or other revenues to the project. 

The Transportation Agency has developed the estimated costs and schedule for coordinated joint procurement of Pavement Management Program services (see attached cost estimates). The estimate includes initial one-time base year costs in the first year to get the program up and running for the participating member agencies, as well as the estimated annual costs for subsequent years. The estimated costs are listed for each agency and include optional tasks, based on the potential needs of each agency. The first year pavement condition survey would include the entire network, while surveys of subsequent years would include a percentage  of the network so that the entire network is updated on a six-year cycle.

A Request for Proposals for consultant services to provide the base year services will be issued once all the letters of interest are received from the member agencies.  It is expected that the RFP process will take 2 to 3 months and that delivery of the overall services including final reports will take 8 to 10 months from notice to proceed, depending on the final scope of services. The consultant will provide professional and technical services in developing the Pavement Management Programs, using the latest version of the StreetSaver software. TAMC will be the responsible agency for contracting with the consultant and overseeing the consultant work.

The anticipated scope of work would include, but is not limited to:

1. MTC StreetSaver Software & On-line Training & Software Services
2. Database Setup/Conversion (all participating agencies)
3. Pavement Condition Survey (entire network)
4. Update Maintenance & Rehabilitation Histories
5. Update Maintenance & Rehabilitation Strategies
6. Budget Analysis & Funding Scenarios
7. Final Reports and Council Presentations
8. GIS Linkage
9. Hands-On Training & Technical Assistance

Staff is prepared to move forward with the release of the RFP for Pavement Management Program consultant services based on the interest of the member agencies. The letters of commitment of each agency's intent to participate, or not, in this joint procurement of Pavement Management Program services need to be submitted to TAMC by May 25, 2017.