2011/05/17 Harris and Associates, Inc. FY11 pavement management system PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT for Professional Services ("Agreement") is made this 17th day of
May, 2011 ("Effective Date") by and between the CITY OF MENIFEE ("City") and Harris &
Associates ("Consultant") (together sometimes referred to the "Parties").
Section 1. SERVICES. Subject to the terms and conditions set forth in this
Agreement, Consultant shall provide to City the services described in the Scope of Work,
(Exhibit A) and incorporated here. Consultant will perform subsequent Task Orders as
requested by the Contract Administrator, in accordance with the Scope of Work. In the event of
a conflict in or inconsistency between the terms of this Agreement and Exhibit A, this Agreement
shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the 17th
day of May, 2011 and shall end as described in the Task unless the term of the Agreement is
otherwise terminated or extended as provided for in Section 8. The time provided to Consultant
to complete the services required by this Agreement shall not affect the City's right to terminate
the Agreement, as provided for in Section 8.
1.2 Standard of Performance. Consultant shall perform all services
required pursuant to this Agreement in the manner and according to the standards observed by
a competent practitioner of the profession in which Consultant is engaged in the geographical
area in which Consultant practices its profession and to the sole satisfaction of the Contract
Administrator.
1.3 Assignment of Personnel. Consultant shall assign only competent
personnel to perform services pursuant to Agreement. In the event that City, in its sole
discretion, at any time during the term of this Agreement, desires the reassignment of any such
persons, Consultant shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.4 Time. Consultant shall devote such time to the performance of services
pursuant to this Agreement as may be reasonably necessary to satisfy Consultant's obligations
hereunder.
1.5 Authorization to Perform Services. The Consultant is not authorized to
perform any services or incur any costs whatsoever under the terms of this Agreement until
receipt of authorization from the Contract Administrator.
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to
exceed Fifty Six thousand nine hundred fifty-five dollars ($56,955 ) notwithstanding any contrary
indications that may be contained in Consultant's proposal, for services to be performed and
reimbursable costs incurred under this Agreement. In the event of a conflict between this
Agreement and Exhibit A, regarding the amount of compensation, this Agreement shall prevail.
City shall pay Consultant for services rendered pursuant to this Agreement at the time and in
the manner set forth herein. The payments specified below shall be the only payments from
City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all
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Professional Services Agreement with Harris and Associates 1 of 12
invoices to City in the manner specified herein. Except as specifically authorized in advance by
City, Consultant shall not bill City for duplicate services performed by more than one person.
2.1 Invoices. Consultant shall submit invoices monthly during the term of
this Agreement, based on the cost for services performed and reimbursable costs incurred prior
to the invoice date. Invoices shall contain the following information:
• Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first
invoice, etc.;
• The beginning and ending dates of the billing period;
• A Task Summary containing the original contract amount, the amount of prior
billings, the total due this period, the balance available under the Agreement,
and the percentage of completion;
• At City's option, for each work item in each task, a copy of the applicable time
entries or time sheets shall be submitted showing the name of the person
doing the work, the hours spent by each person, a brief description of the
work, and each reimbursable expense;
• The total number of hours of work performed under the Agreement by
Consultant and each employee, agent, and subcontractor of Consultant
performing services hereunder necessary to complete the work described in
Exhibit A;
• Receipts for expenses to be reimbursed;
• The Consultant's signature.
2.2 Monthly Payment. City shall make monthly payments, based on
invoices received, for services satisfactorily performed, and for authorized reimbursable costs
incurred. City shall have thirty (30) days from the receipt of an invoice that complies with all of
the requirements above to pay Consultant.
2.3 Final Payment. City shall pay the last ten percent (10%) of the total sum
due pursuant to this Agreement within sixty (60) days after completion of the services and
submittal to City of a final invoice, if all services required have been satisfactorily performed.
2.4 Total Payment. City shall not pay any additional sum for any expense or
cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City
shall make no payment for any extra, further, or additional service pursuant to this Agreement.
In no event shall Consultant submit any invoice for an amount in excess of the
maximum amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified in writing prior to the submission of such an invoice.
2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis
shall not exceed the amounts shown on the fee schedule included with Exhibit A.
2.6 Reimbursable Expenses. Reimbursable expenses are included within
the maximum amount of the contract.
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2.7 Payment of Taxes. Consultant is solely responsible for the payment of
employment taxes incurred under this Agreement and any federal or state taxes.
2.8 Payment upon Termination. In the event that the City or Consultant
terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for
all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of
the date of written notice of termination. Consultant shall maintain adequate logs and
timesheets in order to verify costs incurred to that date.
Section 3. FACILITIES AND EQUIPMENT. Except as otherwise provided,
Consultant shall, at its sole cost and expense, provide all facilities and equipment necessary to
perform the services required by this Agreement. City shall make available to Consultant only
physical facilities such as desks, filing cabinets, and conference space, as may be reasonably
necessary for Consultant's use while consulting with City employees and reviewing records and
the information in possession of the City. The location, quantity, and time of furnishing those
facilities shall be in the sole discretion of City. In no event shall City be required to furnish any
facility that may involve incurring any direct expense, including but not limited to computer, long-
distance telephone or other communication charges, vehicles, and reproduction facilities.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this
Agreement, Consultant, at its own cost and expense, shall procure the types and amounts of
insurance checked below and provide Certificates of Insurance, indicating that Consultant has
obtained or currently maintains insurance that meets the requirements of this section and which
is satisfactory, in all respects, to the City. Consultant shall maintain the insurance policies
required by this section throughout the term of this Agreement. The cost of such insurance shall
be included in the Consultant's compensation. Consultant shall not allow any subcontractor,
consultant or other agent to commence work on any subcontract until Consultant has obtained
all insurance required herein for the subcontractor(s) and provided evidence thereof to City.
Verification of the required insurance shall be submitted and made part of this Agreement prior
to execution. Consultant acknowledges the insurance policy must cover inter-insured suits
between the City and other Insureds.
4.1 Workers' Compensation. Consultant shall, at its sole cost and expense,
maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any
and all persons employed directly or indirectly by Consultant. The Statutory Workers'
Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not
less than ONE MILLION DOLLARS ($1,000,000.00) per accident, ONE MILLION DOLLARS
($1,000,000.00) disease per employee, ONE MILLION DOLLARS ($1,000,000.00) disease per
policy . In the alternative, Consultant may rely on a self-insurance program to meet those
requirements, but only if the program of self-insurance complies fully with the provisions of the
California Labor Code. Determination of whether a self-insurance program meets the standards
of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if
insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive
all rights of subrogation against the City and its officers, officials, employees, and authorized
volunteers for loss arising from work performed under this Agreement.
4.2 Commercial General
Automobile Liability Insurance.
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4.2.1 General requirements. Consultant, at its own cost and expense,
shall maintain commercial general and automobile liability insurance for the term of this
Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per
occurrence, combined single limit coverage, for risks associated with the work contemplated by
this Agreement, TWO MILLION DOLLARS ($2,000,000.00) general aggregate, TWO MILLION
DOLLARS ($2,000,000.00) products/completed operations aggregate. If a Commercial General
Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is
used, either the general aggregate limit shall apply separately to the work to be performed
under this Agreement or the general aggregate limit shall be at least twice the required
occurrence limit. Such coverage shall include but shall not be limited to, protection against
claims arising from bodily and personal injury, including death resulting therefrom, and damage
to property resulting from activities contemplated under this Agreement, including the use of
hired, owned and non-owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage
shall be at least as broad as Insurance Services Office Commercial General Liability occurrence
form CG 0001 or GL 0002 (most recent editions) covering comprehensive General Liability and
Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General
Liability. Automobile coverage shall be at least as broad as Insurance Services Office
Automobile Liability form CA 0001 (ed. 12/90) Code 8 and 9. No endorsement shall be attached
limiting the coverage.
4.2.3 Additional requirements. Each of the following shall be included
in the insurance coverage or added as a certified endorsement to the policy:
a. The insurance shall cover on an occurrence or an accident
basis, and not on a claims-made basis.
b. Any failure of Consultant to comply with reporting
provisions of the policy shall not affect coverage provided to City and its officers, employees,
agents, and volunteers.
4.3 Professional Liability Insurance.
4.3.1 General requirements. Consultant, at its own cost and expense,
shall maintain for the period covered by this Agreement professional liability insurance for
licensed professionals performing work pursuant to this Agreement in an amount not less than
ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and
omissions. Any deductible or self-insured retention shall not exceed $150,000 per claim.
4.3.2 Claims-made limitations. The following provisions shall apply if
the professional liability coverage is written on a claims-made form:
a. The retroactive date of the policy must be shown and must
be no later than the commencement of the work.
b. Insurance must be maintained and evidence of insurance
must be provided for at least five (5) years after completion of the Agreement or the work, so
long as commercially available at reasonable rates.
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C. If coverage is canceled or not renewed and it is not
replaced with another claims-made policy form with a retroactive date that precedes the date of
this Agreement, Consultant must provide extended reporting coverage for a minimum of five (5)
years after completion of the Agreement or the work. Such continuation coverage may be
provided by one of the following: (1) renewal of the existing policy; (2) an extended reporting
period endorsement; or (3) replacement insurance with a retroactive date no later than the
commencement of the work under this Agreement. The City shall have the right to exercise, at
the Consultant's sole cost and expense, any extended reporting provisions of the policy, if the
Consultant cancels or does not renew the coverage.
d. A copy of the claim reporting requirements must be
submitted to the City prior to the commencement of any work under this Agreement.
4.4 All Policies Requirements.
4.4.1 Acceptability of insurers. All insurance required by this section
is to be placed with insurers with a Bests' rating of no less than A:VII and admitted in California.
4.4.2 Verification of coverage. Prior to beginning any work under this
Agreement, Consultant shall furnish City with Certificates of Insurance, additional insured
endorsement or policy language granting additional insured status complete certified copies of
all policies, including complete certified copies of all endorsements. All copies of policies and
certified endorsements shall show the signature of a person authorized by that insurer to bind
coverage on its behalf. The Certificate of Insurance must include the following reference:
Citywide Pavement Management Program - The name and address for Additional Insured
endorsements, Certificates of Insurance and Notice of Cancellation is: City of Menifee, 29714
Haun Road, Menifee, CA 92586. The City must be endorsed as an additional insured for liability
arising out of ongoing and completed operations by or on behalf of the Consultant.
4.4.3 Notice of Reduction in or Cancellation of Coverage. A certified
endorsement shall be attached to all insurance obtained pursuant to this Agreement stating that
coverage shall not be suspended, voided, canceled or materially changed by either party, or
reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified,
mail, return receipt requested, has been given to the City. In the event that any coverage
required by this section is reduced, limited, cancelled, or materially affected in any other
manner, Consultant shall provide written notice to City at Consultant's earliest possible
opportunity and in no case later than ten (10) working days after Consultant is notified of the
change in coverage.
4.4.4 Additional insured; primary insurance. City and its officers,
employees, agents, and authorized volunteers shall be covered as additional insureds with
respect to each of the following: liability arising out of activities performed by or on behalf of
Consultant, including the insured's general supervision of Consultant; products and completed
operations of Consultant, as applicable; premises owned, occupied, or used by Consultant; and
automobiles owned, leased, or used by the Consultant in the course of providing services
pursuant to this Agreement. The coverage shall contain no special limitations on the scope of
protection afforded to City or its officers, employees, agents, or authorized volunteers. The
insurance provided to the City as an additional insured must apply on a primary and non-
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contributory basis with respect to any insurance or self-insurance program maintained by the
City. Additional insured status shall continue for (1) year after delivery of product(s).
A certified endorsement must be attached to all policies stating that
coverage is primary insurance with respect to the City and its officers, officials, employees and
volunteers, and that no insurance or self-insurance maintained by the City shall be called upon
to contribute to a loss under the coverage.
4.4.5 Deductibles and Self-insured Retentions. Consultant shall
obtain the written approval of City for the self-insured retentions and deductibles before
beginning any of the services or work called for by any term of this Agreement.
During the period covered by this Agreement, only upon the prior express
written authorization of Contract Administrator, Consultant may increase such deductibles or
self-insured retentions with respect to City, its officers, employees, agents, and volunteers. The
Contract Administrator may condition approval of an increase in deductible or self-insured
retention levels with a requirement that Consultant procure a bond guaranteeing payment of
losses and related investigations, claim administration, and defense expenses that is
satisfactory in all respects to each of them.
4.4.6 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 be subject to all of the requirements
stated herein.
4.4.7 Variation. Contract Administrator may approve in writing a
variation in the foregoing insurance requirements, upon a determination that the coverage,
scope, limits, and forms of such insurance are either not commercially available, or that the
City's interests are otherwise fully protected.
4.5 Remedies. In addition to any other remedies City may have if Consultant
fails to provide or maintain any insurance policies or policy endorsements to the extent and
within the time herein required, City may, at its sole option, exercise any of the following
remedies, which are alternatives to other remedies City may have and are not the exclusive
remedy for Consultant's breach:
• Obtain such insurance and deduct and retain the amount of the premiums
for such insurance from any sums due under the Agreement;
• Order Consultant to stop work under this Agreement or withhold any
payment that becomes due to Consultant hereunder, or both stop work and
withhold any payment, until Consultant demonstrates compliance with the
requirements hereof; and/or
• Terminate this Agreement.
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Section 6. INDEMNIFICATION.
Because Consultant shall function as a City Official (i.e. City Surveyor), Consultant shall
have the same immunities as other public officials under the Tort Claims Act and other
applicable laws and the City shall indemnify and defend Consultant in that capacity as
provided by law.
Section 6. STATUS OF CONSULTANT.
6.1 Independent Contractor. At all times during the term of this Agreement,
Consultant shall be an independent contractor and shall not be an employee of City. City shall
have the right to control Consultant only insofar as the results of Consultant's services rendered
pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3;
however, otherwise City shall not have the right to control the means by which Consultant
accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City,
state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of
its employees, agents, and subcontractors providing services under this Agreement shall not
qualify for or become entitled to any compensation, benefit, or any incident of employment by
City, including but not limited to eligibility to enroll in the California Public Employees Retirement
System (PERS) as an employee of City and entitlement to any contribution to be paid by City for
employer contributions and/or employee contributions for PERS benefits.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this
agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractor
shall comply with all applicable local, state and federal laws and regulations applicable to the
performance of the work hereunder. Consultant shall not hire or employ any person to perform
work within the City of Menifee or allow any person to perform work required under this
Agreement unless such person is properly documented and legally entitled to be employed
within the United States. Consultant shall require the same of all subcontractors. Contractor
and its subcontractors shall use e-verify to determine if the employees are legally entitled to
work in the United States and shall keep documentation available for review during the length of
the contract with the City.
7.3 Licenses and Permits. Consultant represents and warrants to City that
Consultant and its employees, agents, and any subcontractors have all licenses, permits,
qualifications, and approvals of whatsoever nature that are legally required to practice their
respective professions. Consultant represents and warrants to City that Consultant and its
employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all
times during the term or this Agreement any licenses, permits, and approvals that are legally
required to practice their respective professions. In addition to the foregoing, Consultant and
any subcontractors shall obtain and maintain during the term of this Agreement valid Business
Licenses from City.
Section 8. TERMINATION AND MODIFICATION.
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8.1 Termination. City may cancel this Agreement at any time and without
cause upon written notification to Consultant.
Consultant may cancel this Agreement upon 30 days' written notice to City and
shall include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for
services performed to the effective date of termination; City, however, may condition payment of
such compensation upon Consultant delivering to City any or all documents, photographs,
computer software, video and audio tapes, and other materials provided to Consultant or
prepared by or for Consultant or the City in connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end
date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall
require a written amendment to this Agreement, as provided for herein. Consultant understands
and agrees that, if City grants such an extension, City shall have no obligation to provide
Consultant with compensation beyond the maximum amount provided for in this Agreement.
Similarly, unless authorized by the Contract Administrator, City shall have no obligation to
reimburse Consultant for any otherwise reimbursable expenses incurred during the extension
period.
8.3 Amendments. The parties may amend this Agreement only by a writing
signed by all the parties.
8.4 Assignment and Subcontracting. City and Consultant recognize and
agree that this Agreement contemplates personal performance by Consultant and is based
upon a determination of Consultant's unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial inducement to City for entering into this
Agreement was and is the professional reputation and competence of Consultant. Consultant
may not assign this Agreement or any interest therein without the prior written approval of the
Contract Administrator. Consultant shall not subcontract any portion of the performance
contemplated and provided for herein, other than to the subcontractors noted in the proposal,
without prior written approval of the Contract Administrator. In the event that key personnel
leave Consultant's employ, Consultant shall notify City immediately.
8.5 Survival. All obligations arising prior to the termination of this Agreement
and all provisions of this Agreement allocating liability between City and Consultant shall survive
the termination of this Agreement.
8.6 Options upon Breach by Consultant. If Consultant materially breaches
any of the terms of this Agreement, City's remedies shall include, but not be limited to, any or all
of the following:
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design
documents, and any other work product prepared by Consultant pursuant to this Agreement;
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8.6.3 Retain a different consultant to complete the work described in
Exhibit A not finished by Consultant; or
8.6.4 Charge Consultant the difference between the cost to complete
the work described in Exhibit A that is unfinished at the time of breach and the amount that City
would have paid Consultant pursuant to Section 2 if Consultant had completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consultant's Performance. All reports,
data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies,
specifications, records, files, or any other documents or materials, in electronic or any other
form that Consultant prepares or obtains pursuant to this Agreement and that relate to the
matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver
those documents to the City upon termination of the Agreement. It is understood and agreed
that the documents and other materials, including but not limited to those described above,
prepared pursuant to this Agreement are prepared specifically for the City and are not
necessarily suitable for any future or other use. City and Consultant agree that, until final
approval by City, all data, plans, specifications, reports and other documents are confidential
and will not be released to third parties without prior written consent of both parties unless
required by law.
9.2 Consultant's Books and Records. Consultant shall maintain any and
all ledgers, books of account, invoices, vouchers, canceled checks, and other records or
documents evidencing or relating to charges for services or expenditures and disbursements
charged to the City under this Agreement for a minimum of three (3) years, or for any longer
period required by law, from the date of final payment to the Consultant to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that
Section 9.2 of this Agreement requires Consultant to maintain shall be made available for
inspection, audit, and/or copying at any time during regular business hours, upon oral or written
request of, the City. Under California Government Code Section 8546.7, if the amount of public
funds expended under this Agreement exceeds Ten Thousand Dollars ($10,000.00), the
Agreement shall be subject to the examination and audit of the State Auditor, at the request of
City or as part of any audit of the City, for a period of three (3) years after final payment under
the Agreement.
Section 10. MISCELLANEOUS PROVISIONS.
10.1 Attorneys' Fees. If either party to this Agreement brings any action,
including an action for declaratory relief, to enforce or interpret the provision of this Agreement,
the prevailing party shall be entitled to reasonable attorneys' fees and expenses including costs,
in addition to any other relief to which that party may be entitled. The court may set such fees in
the same action or in a separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other
under this Agreement, the parties agree that trial of such action shall be vested exclusively in
Riverside County.
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10.3 Severability. If a court of competent jurisdiction finds or rules that any
provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement
not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any
provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific
provision of this Agreement does not constitute a waiver of any other breach of that term or any
other term of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure
to the benefit of and shall apply to and bind the successors and assigns of the parties.
10.6 Consultant Representative. All matters under this Agreement shall be
handled for Consultant by Dennis Klingelhofer.
10.7 City Contract Administration. This Agreement shall be administered by
a City Employee, Don Allison ("Contract Administrator"). All correspondence shall be directed
to or through the Contract Administrator or his or her designee.
10.8 Notices. Any written notice to Consultant shall be sent to:
Dennis Klingelhofer, P.E.
Harris &Associates
34 Executive Park, Suite 150
Irvine, CA 92614-4705
Any written notice to City shall be sent to the Contract Administrator with a copy
to:
City Clerk
City of Menifee
29714 Haun Road
Menifee, CA 92586
10.9 Professional Seal. Where applicable in the determination of the
Contract Administrator, the first page of a technical report, first page of design specifications,
and each page of construction drawings shall be stamped/sealed and signed by the licensed
professional responsible for the report/design preparation. The stamp/seal shall be in a block
entitled "Seal and Signature of Registered Professional with report/design responsibility," as in
the following example.
Seal and Signature of Registered Professional with
-report/design responsibility.
10.10 Integration. This Agreement, including the scope of work attached
hereto and incorporated herein as Exhibit A, represents the entire and integrated agreement
4824-7172-0963.1 10 of 11
between City and Consultant and supersedes all prior negotiations, representations, or
agreements, either written or oral.
10.11 Counterparts. This Agreement may be executed in multiple
counterparts, each of which shall be an original and all of which together shall constitute one
agreement.
Section 11.
The Parties have executed this Agreement as of the Effe8ti,4 Date.
��GI-Ta(OF-MEN1R,EJ - CONSULTANT�1
Wallach W. tlgerton "Mayor HWris ssociates
Attest:
Kathy Bennett, City Clerk
Approved as to Form:
Karen A. Feld, City Attorney
4824-7172-0963.1 11 of 11
EXHIBIT A
SCOPE OF WORK
4824-7172-0963.1 12 Of 11
CITY OF MENIFEE Proposal for the Development of a
Citywide Pavement Management Program
EXHIBITA
Project Approach and Scope of Work
Project Approach
This section provides a brief overview of our approach for the development of a Pavement Management Program
for the City of Menifee followed by a detailed scope of services. Specifically our approach for developing the City's
Pavement Management System Update will:
> Produce a ranked list of streets, or segments of streets, by condition within the network;
> Determine rehabilitation/maintenance needs of each street segment by year(i.e., generation of multi-year
slurry seal and overlay recommendations);
> Determine optimum annual budget levels for pavement maintenance for the current and the subsequent
years;
> Allow the City to identify optimized maintenance and rehabilitation needs based on cost/benefit analysis at
alternative levels of funding
> Provide the City with a comprehensive 7-year Capital Improvement Program for pavement maintenance;
> Provide pavement data to assist City with GASB 34 compliance; and
> Train City staff to establish in-house stewardship for future pavement management needs
A kickoff meeting will be held to cover all administrative items and to review the work plan. This meeting is
important in that it will set the tone for the project. The first task will be to review and plan our work sequence.
This will be followed by setting up a new pavement management program,MicroPAVER, and segmenting the
City's street network to identify maintenance segments. Once the pavement segments have been identified, a
field survey of pavement conditions will be performed. In addition to distress data,various parameters of the
inspected segment (such as length,width, functional classification and pavement type, etc.) will be collected.
If desired, inspection ride-along/trainings will be scheduled with City staff so they can understand inspection
procedures. Harris' Project Manager, Randall Bliss, PE,will perform a random QC/QA on 5% of the segments to
monitor consistency among inspections.
After completion of the inspections, the electronic pavement condition data will be cleaned up and imported
into the MicroPAVER software. The Pavement Condition Index(PCI) will be calculated for each pavement
segment based on the pavement distresses identified during the survey, as well as for each street classification (local,
collector, arterial, etc.).
Harris will develop recommended maintenance and rehabilitation (M&R) strategies and review those with City
staff to identify the most cost effective alternatives.The unit costs for each maintenance strategy will also be
developed and compared with unit costs of other jurisdictions for similar M&R types. Harris will work with City
staff to identify inflation and interest rate parameters and will run several budget scenarios for identification of
an appropriate work plan based on the City's anticipated pavement M&R budget. The idea is to explore several
scenarios in order to get the maximum benefit from limited funds.
Hams&Associates. Page i
CITY OF MENIFEE Proposal for the Development of a
Citywide Pavement Management Program
Finally, Harris will create project reports for the City that summarize:
> Work performed
> Inspection methodologies
> Current pavement conditions
> Maintenance and rehabilitation strategies
> Budget analysis results and recommendations.
A draft report will be submitted to the City for review and comments will be incorporated into the final report.
Three copies of the Final Report will be submitted to the City along with three CDs containing the PMP
files. Harris will also develop a presentation for the City Council highlighting the benefits of implementing a
comprehensive pavement management program and the financial impact of alternative pavement maintenance
strategies.
Input Needed From the City
We will strive to minimize the impact on staffs time in the conduct of our work. Generally,City staff will assist
with the following:
> Attend kick-off meeting and brief the Harris team.
> Provide GIS or ACAD files for City's pavement network.
> Provide data(improvement plans as available) on street segments within the City or standard pavement
sections for each category of roadway.
> Provide street maintenance&rehabilitation lists since incorporation and assist Harris' team in identifying the
estimated date of construction or last maintenance treatment based upon available records for each pavement
segment. Provide parameters for acceptable street maintenance and overlay procedures.
> Provide typical unit cost information from recent City projects.
> Provide desired budget scenarios.
> Timely review of Harris'draft submittals and requests for information.
01 Harris&Associates. Page 2
CITY OF MENIFEE Proposal for the Development of a
Citywide Pavement Management Program
Scope of Work
A detailed scope of work is included on the following pages.
1 -s c r i p t i o ri Your Beneht 1-
1.1 Kick-off We will meet with staff to confirm the scope ► All parties > Meeting notes
Meeting of work(work plan), schedule, budget, and understand all with list of
availability of project documents;review aspects of the work responsibilities
project goals; discuss format of deliverables; before any work assigned at
and clarify responsibilities of each party. begins. meeting
1.2 Project Updates Harris'project manager will submit > Timely update of ► Project Update
project update reports and invoices,and project progress Reports
communicate with the City's project and status.
manager as needed to facilitate the project.
1.3 Project Harris project manager will hold a project
Completion completion meeting with the City staff to
Meeting finalize Harris involvement with the City's
PMP and to review any details of the PMP
the City ma require.
2.1 Database The City's street network will be segmented > Up-to-date street > Section
Development prior to the start of the field inspection. The network and Description
segmentation data will be reviewed with pavement segment Inventory
the City and any requested changes will be data in the PMP. Report
made.An inspection will be made of each reflecting the
pavement segment to collect data on the most updated
actual pavement condition as well physical street sections.
characteristics for each pavement segment
will be collected. The field survey will be
done by experienced field inspection.
2.2 Develop Link MicroPAVER database to City's > GIS linkage to > GIS linkages
Pavement existing roads GIS Polyline shapefile. Pavement Segment
Segment/GIS Linkage will be created by joining and/or Data
Linkages merging MicroPAVER database to City's
GIS Roads database. Field maps will be
noted to add segments, to delete or ignore
segments that are not used, and to edit lines
where indicated on field markups.
Lid Harris&Associates. Page 3
CITY OF MENIFEE Proposal for the Development of a
Citywide Pavement Management Program
Task Description YourBenefit Deliverable
3.1 Field Inspection Harris will inspect approximately 225 > Verifies the ► Inventory of
centerline miles of streets 100%of the street most up-to-date Inspection
segments will be reviewed to determine the condition data for
overall condition of each street. Information the City's pavement ► Report
to be verified includes: street name,segment network and
ID, length,width, area, surface type, accurate budget
functional classification, and number of projections.
lanes.All Harris trucks are equipped with
a beacon on top and a logo on the door.
The inspector will wear a safety vest during
inspections. Field operations will be in
accordance with OSHA standards.
3.2 Field Inspection Harris'project lead will provide quality ► Pavement
Quality assurance (QA) inspections at 25%and inspections are
Assurance (QA- 50% completion of pavement inspections. accurate and the
QC) Approximately 5% of the total mileage will methodology
be reviewed during the QA-QC process. is consistent
throughout the
project.
3.3 Check on Harris' project manager will perform a > This step verifies
Inspection Data series of tests on the inspection data to the pavement
Errors (QA- check accuracy.The inspection QA is done inspection data is
QC) to check on the quality of inspection data, clean.
streets with missing inspections,perform
modifications, splits and adding new streets.
After the inspection data is "cleaned",it
will be populated into the MicroPAVER
database.
• P-Ct idIT-Dzif • 1 . . • .
4.1 Inspection Data Prior to the calculation of Pavement > Agency receives ► PCI Listing
Input&PCI Condition Index(PCI) based on input regarding Report
Calculation inspections, the MicroPAVER database current PCIs for
shall be reviewed for errors and corrections each inspected
made.A Pavement Condition Index (PCI) segment.
will be calculated for the entire network and
for each segment based on the pavement
distresses collected during the field
inspections (entire network).
Hams&Associates. Page 4
CITY OF MEN IFEE Proposal for the Development of a
Citywide Pavement Management Program
Description Your Benefit Delivei'able
4.2 Check on PCI Once the inspection data is imported > This step assures
Data(QA-QC) into the PMP software, the PCIs will be accurate PCI data.
calculated based on inspections and recent
maintenance. Harris'project manager will
also compare the latest inspection PCI data
to (a) recent maintenance data and (b)
previous updated PCI data(if available).
Additional field checks will be performed
on any segments with a considerable PCI
shift based upon pavement age. Based on
the field review the City will be informed of
street sections with any missing maintenance
information in the database and will be
updated upon City's review.
"Ci'. • i ' '•..
5.1 Enter Harris will input treatment data for > Maintenance data > Applied
Maintenance segments that have received treatments will include recent Maintenance
and since incorporation or based upon available treatments. and Treatment
Rehabilitation information from Riverside County prior Report
Data to incorporation. Data on these segments
will be provided by the City in the form
of treatment maps or lists of treatment
segments with treatment type and limits
clearly defined.
5.2 Define/Modify Harris will consult with the City to define > Current interest
Budget Analysis interest rate and inflation assumptions used and inflation rates.
Future Cost to project future costs.
Assumptions
5.3 Define Harris' Project Manager will met with City ► Most current > Treatment
Treatment staff to review the recommended decision unit costs and
Strategies tree and discuss alternatives maintenance treatments in the
strategies and/or treatment costs for future database
analyses. Once City staff approves the final
strategy, Harris will update the PMP to
reflect any changes.
5.4 Define Budgets Harris will request information on expected ► A PMP budget
and Create future budgets, projection that
Projects accurately reflects
the City's funding
practices.
IHams&Associates. Page 5
CITY OF MENIFEE Proposal for the Development of a
Citywide Pavement Management Program
Description a Benefit Deliverable
5.5 Calculate Harris will generate a Budget Needs analysis > A report > Budget Needs
Budget Needs (unconstrained budget) that calculates the demonstrating the
financial and work program effort needed level of funding P. Report
to bring the City's pavement network to an required to most
optimum preventive maintenance cycle.This cost-effectively
analysis will project condition ratings based managing your
on updated ratings for all segments from pavement network.
Tasks 3.1 and 5.1.
5.6 Calculate The following budget scenarios will be > A report showing ► Budget Scenario
Budget generated for five years: the impact of Reports.
Scenarios various funding
(Funding a. Maintain current PCI levels on City's PCI > PCI Chart
strategies) b. Five point increase in PCI and and maintenance > Deferred
c. Unconstrained needs. backlog. Maintenance
Chart
Three additional scenarios (expected and
recommended budgets per City's input)
will be generated and we will evaluate the
impact of current/desired funding levels of
overall pavement condition and deferred
maintenance costs over time. Charts
comparing the impact of each funding
strategy will be provided. Up to six funding
scenarios will be calculated and reports
generated.
5.7 Selected After reviewing the budget scenarios with ► A thorough > Selected
Scenario the City, Harris will provide full detail work program Scenario
Reports reports for the scenario most likely to be for the selected Reports (Work
used. Harris will assist in setting up project budget scenario Program)
lists (grouping the streets by districts, with reports to
streets with existing schedule for rehab and implement the > Customized
existing CIPs, etc.) and develop best possible program. project lists
scenarios to the City. to include
scenarios
Hams&Associates. Page 6
11_f
CITY OF MENIFEE Proposal for the Development of a
Citywide Pavement Management Program
Task Description Your Benefit
5.8 Draft Report Harris will provide the following sections in
the PMP report for the City:
> Executive Summary—project
methodology, results of budget analysis,
and findings.
> Section 1: Introduction—the need for a
pavement management system.
> Section 2:Methodology—field survey
procedure, maintenance strategies.
> Section 3: PCI Report-current PCI
from inspection data for each pavement
section.
> Section 4: Budget Reports—impact
of various budget scenarios on PCI
and deferred maintenance, charts,and
annual work programs.
> Section 5: Backup Data
» Section description inventory
-inventory of all the street
segments in the database with
parameters.
» Inspection Inventory-
pavement distresses,severity,
and quantity for each pavement
section.
» Inventory of applied historical
treatments.
5.9 Check on Further checks on accuracy will be > This step delivers
Analysis and performed on: reliable program
Reports (QA- outputs and
QC) a. Decision trees for unit costs and recommendations.
treatment types
b. Customized projects
c. Budget scenario reports and
work plans
d. Draft and final reports
IHams&Associates. Page 7
CITY OF MENIFEE Proposal for the Development of a
Citywide Pavement Management Program
Task Description YourDeliverable
. • ' •' 1 - ,
6.1 Final Report After City review of the draft report, Harris > You will receive all > Three copies of
will incorporate comments into the final final documents Final Report.
report and submit the final report and CD related to project
containing City's PMP files. Three copies for future reference > Three CDs with
of the Final Report will be delivered, along and use. PMP files.
with three CDs containing the PMP files.
(MS Word and Adobe Acrobat)
6.2 PMS Harris will prepare a PowerPoint > City Council > PowerPoint
Presentation presentation summarizing the development understanding presentation
of the City's Pavement Management of PMS and by Project
Program and alternative funding strategies impacts of funding Manager
levels on long-
term pavement
management costs
and condition.
��—�I Hams&Associates. Page 8
CITY OF MENIFEE Proposal for the Development of a
Citywide Pavement Management Program
Fee Proposal
Senior
Jby'
Tasl( Description Manager Advisor Technician Technician Admin :Ta s 1�
Task 1 Project Administration 6 4 4 $2,180
Task 2 Pavement 10 4 40 65 $11,810
Management
Program Database
Development
Task 3 Pavement Inspections 6 20 225 $24,005
(Distress/Condition
Survey&Field QA-
QQ
Task 4 Pavement Inspection 6 2 45 4 $5,525
Data Input/PCI
Calculation/ Database
Check
Task 5 M&R Update, Budget 14 12 45 4 $8,865
Calculations,Analysis
&Report
Task 6 1 Project Delivery 4 4 8 8 4 $3,120
Total Hours per Staff 46 46 367 73 12
Total for Pavement $8,280 $8,740 $31,195 $6,570 $720 $55,505
Management Program
Out-of-Pocket Reimbursable Expenses= $1,450
Total Lump Sum Not-to-Exceed Cost= $56i,955
LE I Hams&Associates. Page 9