84-024 Harris and Associates, Inc, Pavement Management & Maintenance Program •
RESOLUTION NO. 6326
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO
AUTHORIZING EXECUTION OF AGREEMENT BETWEEN THE CITY AND
HARRIS ASSOCIATES PROVIDING FOR A PAVEMENT MANAGEMENT
PROGRAM
WHEREAS, the City is desirous of obtaining the services of a consultant
to provide for a pavement management program for the City's street system;
and
WHEREAS, Harris and Associates, Inc. is qualified and willing to
provide the services required as more fully outlined in the proposed
agreement, and the terms and conditions of said agreement have been
reviewed and approved by the Director of Public Works;
NOW, THEREFORE, BE IT RESOLVED that the Mayor and the City Clerk
are hereby authorized to execute the aforementioned agreement in behalf
of the City of Cupertino.
PASSED AND ADOPTED at a regular meeting of the City Council of
the City of Cupertino this 7th day of May , 1984, by the
following vote:
Vote Members of the City Council
AYES: Gatto, Johnson, Rogers, Sparks, Plungy
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST: APPROVED:
/s/ Dorothy Cornelius /s/ John J. Plungy, Jr.
City Clerk Mayor, City of Cupertino
r
tis..
AGREEMENT
THIS AGREEMENT, made and entered into this 7th day of
May , 1984, by and between the CITY OF CUPERTINO, a
municipal corporation of the State of California, hereinafter
referred to as "City' , and HARRIS & ASSOCIATES, Inc. , Consulting
Engineers, a California corporation, Lafayette, California,
hereinafter referred to as "Consultant";
WITNESSET H:
WHEREAS , City requires a Pavement Management Study for the
City Street System; and
WHEREAS , City desires to engage a consultant to perform such
services, including, but not limited to, inventory and evaluate
the City Street System and develop a Pavement Management and
Maintenance Program; and
WHEREAS, Consultant has represented to City that it is
uniquely qualified and experienced to perform all of the services
referred to in this agreement.
NOW, THEREFORE , in consideration of the mutual covenants ,
agreements and conditions contained herein, the parties hereto do
hereby agree as follows:
1. Consultant' s Services. Consultant' s services shall include
all necessary and appropriate professional services for a
Pavement Management Study of the City Street System.
Consultant' s services shall include , but shall not be
limited to the following:
s'
•
a. Inventory Of Street System
b. Evaluation Of The Street System
c. Development Of Program
d. Report/Recommendations
e. Provide Software and Training
which services are further described in the section entitled
"Approach To Project" of the Consultant' s proposal, dated
February 10, 1984, which is labeled Exhibit "A" attached '
hereto and incorporated herein by reference.
The above services are to be performed utilizing information
to be obtained by Consultant pursuant to this agreement.
City agrees to make existing information available to
Consultant.
2. Compensation. City shall compensate Consultant for all
services to be performed by Consultant pursuant to this
agreement in the amount of Twenty-Four Thousand Two Hundred
Fifty Dollars ($24,250. 00) . Such compensation shall be
payable upon the monthly submittal, by Consultant to City,
of an invoice indicating percentage completion.
3. Independent Contractor. In the performance of such work, it
is expressly understood that Consultant is an independent
contractor and shall not be considered to be an employee of
City for any purpose.
4. Completion Date. Consultant shall complete all work
described in Paragraph 1 of this agreement, in accordance
with the Schedule contained in Exhibit "A" . Any deviation
from the Schedule must be approved, both by Consultant and
by the Director of Public Works , as representative of City.
2
5. Reports. Consultant shall furnish to City ten (10) copies
of the complete report, as descrbied in Task 3 of Exhibit
"An
6. Termination. Either party may terminate this agreement at
any time upon the giving of ten (10) days' written notice to
the other party. Such notice shall set forth the effective
date of such termination. in the event of such termination,
City shall pay to Consultant as full payment for all
services performed and all expenses incurred under this
agreement an amount which bears the same ratio to the total
fee otherwise payable under this agreement as the services
actually rendered hereunder by the Consultant bear to the
total services necessary for the full performance of this
agreement. In ascertaining the services actually rendered
hereunder up to the date of termination of this agreement,
consideration shall be given to both completed work and work
in the process of completion. All records , drawings and
plans under this agreement are the property of the City and
shall be returned upon request or upon termination of this
agreement.
7. Amendment. It is agreed that no alteration nor variation of
the terms of this agreement, or any subcontract requiring
approval of City, shall be valid unless made in writing and
signed by both parties hereto.
8. Paragraph Headings. Paragraph headings as used herein are
for convenience only and shall not be deemed to be a part of
such paragraphs and shall not be construed to change the
meaning thereof.
3
IN WITNESS WHEREOF, the parties hereto have executed this
agreement the day and year first hereinabove written.
CITY OF CUPERTINO
a municipal corporation
BY: ' g;
��:�l /1
Ma,ior /'/
HARRIS & ASSOCIATES , Inc.
Consulting Engineers
a California corporation
By: L /
President
ATTEST,: ' APPROVED AS TO DO'
10-00(
4401.1"
Ci •' lerk City 8fney 77
4
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HARRIS&ASSOCIATES ' . ` +•:
CONSULTING ENGINEERS 4"t.r".-' ' �' `
•
911 Moraga Road
Lafayette,California 94549
(415)283-8300 EXHIBIT "A"
February 10, 1984
Mr. Bert Viskovich
Director of Public Works
City of Cupertino
10300 Torre Avenue
Cupertino, California 95014
Dear Mr. Viskovich:
Harris & Associates , Inc. is pleased to submit this proposal for
development of a Pavement Management System for the City of
Cupertino. This proposal is based on the City' s estimate of 100
miles of streets in your system.
ABOUT OUR FIRM
Harris & Associates is a mid-sized consulting engineering firm
with a staff of over 40 professional and support people
specializing in providing civil , sanitary and transportation
engineering , construction management and public works and
operational services to cities , counties and other public
agencies. Our firm offers facility planning and design services
for the following types of public improvements:
•
Streets and Highways
•
Bridges and Other Structures
•
Computer-Based Public Works Systems
•
Storm Drainage Facilities
•
Traffic Signals and Systems
•
Water Distribution Facilities
•
Wastewater Treatment Facilities
•
City Parks
• Urban Design and Architecture
In addition , our services include administration of virtually all
of the various grants programs available for public improvements ,
right-of-way engineering , as well as construction management ,
contract administration and inspection.
For all projects , there is personal involvement of our principals
and key project managers . Design is a hands-on function of our
project managers/engineers with preparation of the plans and
contract documents their complete andpersonal responsibility.
SANITARY ENGINEERING •WATER RECLAMATION• CONSTRUCTION MANAGEMENT• CIVIL ENGINEERING
Mr. Bert Viskovich
City of Cupertino
• February 10, 1984
Page 2
Quality control of our work is monitored through periodic and
scheduled reviews by an independent team made up of a principal
and another project engineer to insure that the project meets
client objectives , is practical and cost effective and can be
implemented .
The PMi Pavement Management System proposed is currently being
used by the following public agencies:
•
City of Burlingame
•
City of Walnut Creek
•
City of Alameda
•
Bay Area Rapid Transit District
•
City of Palm Springs
•
City of Richmond , Virginia
•
City of Clearlake
•
Camp Pendleton U .S.M.C .
•
City of Saratoga
•
City of Poway
•
City of Redwood City
•
City of Oxnard
PROJECT TEA/PE
Alan Jelten, P.E. will serve as Project Engineer . Mr. Jelten has
a background in public works operations and maintenance and has
specialized in recent years in asphalt pavement maintenance and
construction. He is a registered Civil Engineer in both
California and Nevada. Mr. Jelten has participated in the
development of Pavement Management Systems for many agencies ,
including the Cities of Lafayette , Walnut Creek and most
recently, Burlingame and Redwood City. A Preventive Maintenance
Program has been developed for all the BART station parking lots
and access roads .
Chuck Wofford is the former Deputy Public Works Director for the
City of Concord . Mr . Wofford was in charge of the Public Works
and Park Departments' Operations and Maintenance which included a
$6 million budget , 165 employees , over 300 miles of streets with
a similar number of miles of storm drains , 500 acres of parks and
openspace , a fleet of 400 vehicles and equipment , 72 signalized
intersections and a sanitary sewer system for over 100, 000
people . While at Concord , Mr . Wofford developed a Preventive
Maintenance Program that , while not fully automated , was widely
acclaimed and emulated. He has since developed a canputer-based
software program which is the basis of this proposal . Mr.
Wofford will supply technical support and modify the software as
necessary to customize Cupertino' s program .
Mr, Bert Viskovich
City of Cupertino
• February 10, 1984
Page 3
APPROACH TO PROJECT
Task 1: Data Collection
Fundamental to the development of a Pavement Management System is
the gathering of some basic information. The data to be
collected would include:
A list of all pavements within the City' s responsibility:
•
Pavements are divided into logical units ,
recording a separate segment where significant
changes occur in pavement type or physical
characteristics (width , etc. ) .
•
Length and typical or average width of each
segment must be recorded .
•
A classification must be assigned for each street
(arterials , collectors , industrial streets ,
residential streets , alleys , etc.) reflecting
their actual use based on traffic data.
•
Basic information regarding the pavement will be
noted , including type of surface , as well as
information regarding texture and general
condition of the pavement .
•
Data on drainage conditions , soils types and
climatic conditions as well as frontage
improvements and parking which are pertinent to
the maintenance program.
•
The presence (or absence) of specific pavement
defects is also recorded .
Although much of this data may be in the City' s records and that
information will be utilized , it is still necessary to conduct a
field survey to complete the acquisition of the necessary
information. Harris has developed systems for observing and
forms for recording this information. Detailed instructions for
this process are provided with the system for later updating. It
is important that the entire survey be conducted by one qualified
individual for consistency of observation and evaluation. If
desired by the City, Harris will provide direct training to City
staff during this phase of the project .
Mr, Bert Viskovich
City of Cupertino
February 10, 1984
Page 4
This survey will also flag those pavements where extraordinary
amounts of required repairs make them unsuitable for inclusion on
the list for maintenance treatments . These segments are then
slated for the more intense and detailed Pavement Repair
Inventory. Procedures and forms with detailed instructions have
been developed for this function also.
Gathering the information outlined above is sufficient to
initiate a Maintenance Program and establish a Pavement
Management System.
Task 2: Develop Pavement Management System
The Systems Flow Chart on the following page shows how the PMi
Pavement Management System develops its priorities and
recommendations. From this , we will:
•
Develop a series of reports which will set
priorities for the entire street system.
Priorities will be established in a number of
ways:
a. Priorities by function classifi-
cation (e .g . , arterial , collector ,
etc.)
b. Priorities systemwide, integrating
the most needed projects from all
of the functional classification •
priorities .
c. Priorities will be developed by
maintenance strategies (e .g. ,
overlay, chip seal , etc.)
• Develop cost data for all proposed maintenance
projects and strategies .
• Develop location and costs of pavement that must
be repaired before maintenance .
•
Develop five-year maintenance program updatable
periodically.
•
Develop lists of streets and segments which must
be considered for reconstruction before entering
the maintenance program .
•
SYSTEMS FLOW CHART for street surface program (Preventive Maintenance) .
STREET MAINTENANCE
MASTER MENU •
•
" r- --I r- - r- -
I BROWSE I I I I I I
THROUGH I I STREET AND INTERSECTION I 0 •
STREET SURFACE 0 I STREET REPAIR I I FILE BACKUP
FILE I I INVENTORY MENU I
PROGRAM MENU I PROGRAM MENU I PROCEDURE I
L I L--- '-- -J I ---- --1 L----- --J
_ s _A__ 4 __I___
-
A�ADDAG]PRINT [ry]SURFACE CED
)EDIT - - CURRENT
I DEFICIENCY MAINTENANCE [C]DELETE STREET • OVERWRITE CHANGES
STREET REPORTS FORECAST A STREET DATA MAINTENANCE
SCHEDULE
4
AFI SEARCH. LOCATE. VERIFY STREET SELECTED FOR ACTION H
ant 11.1 I
CATEGORY IS IT
INPROVFONNIUPROVED OM a
OWH[ESN,P 1 A/G/p I SURFACE MAINTENANCE
SOUSE!E W ENCE
MATNAME PROGRAMS r NO.O
pu . CA]OIL TREATMENT -I-151 OS IERRITNIIM 10!OVBIWEISO-
10 -- CC OIL SEAL �-rIOIL TREATMENT
SEGM[MT HUMBER • 1]SL SEAL
[C]SLURRY SEAL I YES
REPORT OPTIONS D]SLURRY
LENGTH CE)SLURRY SEAL IT _E]SLURRY SEAL II
WIDTH • [E]SLURRY SEAL II/ CS]SSII/HEATER REMIT
SURF ACL TYPE[l]NOT PM READY HEATER REMIT [{]CHIP SEAL
NURSER OF LANES C1]MAVEY [0]CHIP SEAL [Y]yMIN OVERLAY
OvERLAY
RIMG IY/MI C]]BLEEDING SPOTS EH]THIN OVERLAY EA)NAME CEOEDIU
REMARKS
READY PUIY/NI [CROUCH RIDE CI]MEDIUY OVERLAY Ea]FROM EC]TO
[SINOT STRUCTURALLY OR [J]HEAVY OVERLAY
.AVE',IT/NI CD]CLASS pp PIA READT
BLEEDING SPOTS MAI CR]OVEROUE PROGRAMS [R]RETURN TO MENU A [E]CATEGORY pp wAVFY
ROUGH RIDE IT/MI CI]I-SASOYC Ia CP]IMP/UMIMP40VEO pp BLEEDING SPOTS YES +
OK 314UClU4AlLY 1T/MI [B]ALL THE ABOVE �, CO]OrM[RSHIP ER]R000M RIDE
C9]RETURN TO MENU CI INPUT [H)RW [f]
ROUTE SEQUENCE DR STRUCTURALLY
SURFACE 1E R ARAB II.91 [I)SEGKENT [i]SURFACE TEXTURE
SURVACE CONDITION 15.131 4 FORECAST [I]LENGTH [U]SURFACE CONDITION NO
RECOMMENDED REPAIR YEAR [K]WIDTH CV]YEAR SURVEYED
CO SURFACETYPE RWORK
DONE
WITHIN TEARS CY)SUMBER OFLANES C)WORKID
WITHIN YEARS
INPUT [H]PARKING O.
ESTIMATED [Y]REMARKS
®T S ► COST OF [E]RFCOwMENDfO REPAIR r
TREATMENT •••HIT RETURN TO EXIT
,O SELECT
REPORT ,
STYLE DESCRIPTION NEW ORE EDIT
IleTF[ PRINT IAPB. NOEDITING Nr MORE YES
M
OLD INFO. • ON CURRENT
LIST ALPHABETICAL ORDER WITH CORRECT RECORT RECORDS
EASY TO READ FORMAT LISTS STREETS IN ESTIMATED HEVIHFO.II-ps')
N� ALPNAOETICALLY WITH
'KIRK LIMITS,L[NW TS AND ROUTE SEQUENCE WITH WORK YES YES
0 WIDTHS IN FEET,AREA IN NO
GENERAL WORK LIMITS, SWARE TAROS,ESTIMATED LIMITS.LENGTHS AND WIDTHS t
QUANTITY IN SQUARE YARDS COSTS AND OVERDUE IN FEET AND AREA IN
OANO ESTIMATED COST. YEARS FOR CURRENT FORECASTS. SQUARE YARDS. FILE - 0
T • i ----/--__,"
• 1 - 5.
Mr. Bert Viskovich
City of Cupertino
February 10, 1984
Page 5
•
In addition, the program will develop over 100
additional reports for use on a periodic basis for
budgeting, management of personnel , developing
maintenance schedules , etc. A summary of the
reports which will be generated is included as an
attachment to this proposal.
We do not propose physical testing ' and analysis at this time.
The program will develop your priorities without the expense of
this field testing. We recommend that physical testing be
delayed and used as a design rather than planning and management
tool . Physical pavement testing data is only good until the
first following Winter .
Task 3 : Report
Develop a report which describes the Pavement Management System .
The final report will contain:
•
A budget message which gives the total value of
the street system along with data which determines
the rate of depreciation against the maintenance
program alternatives .
•
An outline of alternative approaches to
maintenance of pavement systems , with costs for
each alternative , developing sufficient data to
determine the most cost-effective techniques at
your budget level .
•
A recommended program of preventive maintenance
for the current year and for the succeeding four
years , with estimated unit cost and program costs
for the current year .
•
A summaryof the Pavement Repair pair Inventory with a
recommended program for the orderly resolution of
the observed deficiencies , including repair
strategies and estimates of cost.
•
Access to all reports generated by our program .
SCHEDULE
The draft final report will be available to the City within sixty
(60) days of our Notice To Proceed .
_ Mr.. Bert Viskovich
City of Cupertino
February 10, 1984
Page 6
FEE
Our estimate of the fee is as follows:
Task 1: Data Collection $11,500
Task 2 : Pavement Management Program 1,500
Task 3 : Final Report 750
Cost Of Study $13,750
Harris & Associates will maintain the data and program on our
computer . We will train City personnel to analyze and fill-in
the update forms and will keep the program updated. We will
generate revised, updated reports , programs and budgets whenever
required by the City. This work will be performed at our normal
hourly labor rates without charge for storing data or computer
time.
We believe it is desirable to ultimately bring the program "in-
house" by acquiring the Pavement Management software. Should the
City desire to do this now or at some later date, the approximate
costs would be:
Software--Pavement Management System
In PC-DOS or CP/M (Deluxe) $ 9 , 000
Staff Training 1,500
Total $10, 500
Our programming staff is reviewing the possibility of modifying
the PMS program to run under the Condor (revised) data management
system. We will advise you in the next few days as to the
feasibility and the estimated cost of that undertaking.
We appreciate the opportunity to submit this proposal and are
available to answer any questions and provide whatever additional
information is required.
Very truly yours,
Robert J. Mimi ga, P.E. (11
Vice-President
RJM: r as
Attachment
PAVEMENP MANAGEEENP SYSTEM
LIST OF REPORTS
Short Title Description
Budget 12-page budget message with replacement value
data , program analysis and justification ,
including up to six years of line item budgets.
P.M. Data List of all streets indicating their next two
scheduled maintenance surface treatments .
Individual street segment reports showing all
pertinent inventory data and next three scheduled
maintenance surface treatments with costs .
P.M.
Forecast List of streets scheduled for each of the various
maintenance surface treatments for the current
year (in alphabetical or route sequence order ,
with or without cost data) .
Lists of streets for surface treatments for any
future year to the year 2000 (alphabetical or
route sequence , with or without costs) (i .e . 1989
slurry seal , 1991 chip seal) .
Repair Repair program--summary of all alligator
cracking and deformed surface locations .
Crack repair program--summary of all cracking.
List of repair needs on streets scheduled for
current year surface treatments .
Individual street segment reports showing all
data pertinent to repair program.
Strategies List of locations for each repair program (dig-
out or R&R, fabric patching , skin patching or
leveling, grinding and planing, major crack
filling , minor crack sealing) (alphabetical or
route sequence) .
Short Title Description
Deficiencies All data report--streets in need of some type of
repair .
Pavements in need of structural analysis .
Deformed surface deficiency report.
Bleeding areas deficiency report.
Ride index reports .
Drainage index reports .
Not ready for surface treatment deficiency
report.
Streets overdue for preventative maintenance.
Priorities List of current year surface treatment programs
in order of priority.
Priority list , including alternative maintenance
strategies and cost data.
Reports Master street list by classification.
Master street list , including all inventory
data.
Improved streets by class .
Unimproved streets by class .
All private streets .
All other agency streets
All Portland cement streets .
All gravel streets .
All dirt streets.
Forms Street surface survey form .
Repair inventory form.
2