Pavement Management Program - Consulting Agreement

1. APPROVE and AUTHORIZE the Executive Director to execute a contract with Nichols Consulting Engineers, in an amount not to exceed the amount approved by the participating local agencies and in no event to exceed $288,510, to provide consulting services to develop local agency pavement management programs, for the period ending February 28, 2019, pending review and approval of the contract by Agency Counsel and execution of reimbursement agreements by each participating local agency;
2. APPROVE the use of  Measure X funds for this project with each local agency reimbursing the Agency based on its proportionate share of Measure X revenues; and
3. AUTHORIZE the Executive Director to take other such further actions as may be necessary to fullfill the intent of the contract, including approvals of future modifications or amendments that do not  significantly alter the scope of work, or change the approved contract term of amount.

The Transportation Agency is coordinating a joint procurement of Pavement Management Programs required by Measure X on behalf of participating local agencies. As part of the joint procurement, TAMC released a Request for Proposals for pavement management consulting services. Nine proposals were submitted. The proposal review team and staff recommend Nichols Consulting Engineers for the contract.

The not-to-exceed cost for this contract is $288,510, funded with Measure X monies. TAMC will oversee the contract and each participating agency is responsible for their share of the overall cost in conformance with reimbursement agreements executed by each agency.

On September 27, 2017, the Transportation Agency Board of Directors authorized staff to enter into reimbursement agreements with local agencies for TAMC to procure pavement management software and database setup services and consultant pavement condition surveys and professional services to develop a local Pavement Management Program on their behalf; to execute a StreetSaver Technical Services Agreement and Order Acknowledgement with the Metropolitan Transportation Commission (MTC) to provide StreetSaver software and database setup services; and to publish a Request for Proposals for consultant services to provide pavement condition surveys and professional services to develop local agency programs utilizing StreetSaver software.

A total of eight agencies elected to participate in the joint procurement of pavement management services:  Carmel, Del Rey Oaks, Greenfield, King City, Marina, Pacific Grove, Sand City, and the County of Monterey. The five remaining agencies already have a Pavement Management Program in place.

The Agency has entered into Pavement Management Programs Funding Agreements with each of the eight local jurisdictions. Prior to signing the agreements, each jurisdiction was provided a breakdown of their costs for the MTC software and database setup services. After receiving the approved local agreements, the Transportation Agency signed the MTC StreetSaver Technical Services Agreement and Order Acknowledgement to provide the StreetSaver software and database setup services. The MTC software and database setup services are expected to take 1 to 2 months to complete from the notice to proceed.

The Transportation Agency also released a Request for Proposals (RFP) for consultant services to provide pavement condition surveys, maintenance and repair strategies, budget needs analysis, funding scenarios, technical training and final reports on behalf of the eight agencies. The RFP was released on October 17, 2017 and was distributed to the engineering consultants and pavement management consultants listed in the TAMC database. The RFP was posted online and noticed in the Monterey County Weekly. A total of nine responsive proposals were received from the following firms:

• Adhara
• AMS
• Dynatest
• ERI
• Fugro
• Harris & Associates
• IMS
• Nichols Consulting Engineers
• Pavement Engineering Inc

A review committee of staff from the Agency, the County of Monterey Public Works, and the City of Carmel reviewed the proposals and recommended the selection Nichols Consulting Engineers (NCE). The recommendation is based on the firm's extensive experience in pavement management, knowledge of StreetSaver software, experience performing pavement condition surveys, and providing excellent technical analysis and reports. The firm is familiar with the local area, is a leading provider of services in the bay area, and has built a reputation for implementing pavement management programs for local agencies throughout the west coast.

Prior to award of the NCE contract, each local agency must execute an agreement with TAMC accepting NCE as the selected provider of consultant services and agreeing to reimburse TAMC for its share of consultant costs. Each local agency was provided a breakdown of their share of costs for the consulting services for review and approval. To date the agency has received executed agreements from seven agencies and expects to receive the final agreement by the date of the TAMC board meeting.

The contract for services with Nichols Consulting Engineers will be for a period ending February 28, 2019. The proposed scope of work covers pavement condition surveys, maintenance and repair strategies, budget needs analysis, funding scenarios, technical training and final reports. The pavement condition surveys and delivery of the full scope of the consultant services will take about 8 to 10 months to complete from the notice to proceed.