02-008 Harris & Associates (2 agreements)~~~` '
CITY OF
CUPE~TiN
AGREEMENT
' CITY OF CUPERTINO
10300 Torrl: Avenue
I~ // ~ ! Ip Cupertino, (~A 95014
(408) 77'(408) 7-3200
BY THIS AGREEMENT, made and entered into on the 20th
by and between the CITY OF CUPERTINO (Hereinafter referred to as CITY) and
Name (1) HARRIS & ASSOCIATES _ (2)
Address 120 MASON CIRCLE City CONCORD Zip 94520 Phone (925)
(Hereinafter referred as CONTRACTOR), in consideration of their mutual covenants, the parties hereto agree as follows:
CONTRACTOR shall provide or furnish the following specified servic~ss and/or materials:
PAVEMENT MANAGEMENT PROGRAM UPDATE
EXHIBITS: The following attached exhibits hereby are made part of this Agreement:
ATTACHED PROPOSAL MARKED "EXHIBIT ~."
TERMS: The services and/or materials furnished un er this Agreement shall commence on JUNE 24. 2002
and shall be completed before SEPTEMBER 27, 2002
COMPENSATION: For the full performance of this Agreement, CITY shall pay CONTRACTOR:
$6,000.00
California Labor Code, Section 1771 requires the payment of prevailing wages to all workers employed on a Public Works contract in
excess of $1,000.00.
GENERAL TERMS AND CONDITIONS
Hold Harmless: Contractor agrees to save and hold harmless the Ci1:y, its officers, agents and employees from any and all damage and
liability including all costs of defending any claim, caused by or arising out of the performance of this Agreement. City shall not
be liab a for acts of Contractor in performing services described herein. q
due to negligence, errors and omissions, a{ireed~ie ~ave[[tt o ~heec'~rn9~(Eea.rt r~~~ ano( ory,~ss~oNs
Insurance: Should the City require evidence of insurability, Contract~~r shall file with City a Certificate of Insurance before commencing
any services under this Agreement. Said Certificate shall be subject to the approval of City's Director of Administrative Services.
Non-Discrimination: No discrimination shall be made in the employment of persons under this Agreement because of the race, color,
national origin, ancestry, religion or sex of such person.
Interest of Contractor: It is understood and agreed that this Agreement is not a contract of employment in the sense that the
relationship of master and servant exists between City and undersigned. At all times, Contractor shall be deemed to be an independent
contractor and Contractor is not authorized to bind the City to any contracts or other obligations in executing this agreement. Contractor
certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of City.
Changes: This Agreement shall not be assigned or transferred without the written consent of the City. No changes or variations of any
kind are authorized without the written consent of the City.
CONTRACT CO-ORDINATOR and representative for CITY shall be:
NAME CARMEN LYNAUGH DEPARTMENT PTTRT.TC T.Tr1RKC
This Agreement shall become effective upon its execution by (,ITY, in witness thereof, the parties have executed this
Agreement the day and year first written above.
CONTRACTOR: C-1TY O UPERTINO:
By MaRK N1 ARTin) ~:~~~ Ely
Title /~S~()Cll~t~ ~ Title PUBLIC WORKS PKOJE~TS ~1ANAGER
see-des. #
fED X IDT
APP V S ~ E:XPENDITURE TRIBUTIO
HEA DA ACCOUNT NUMBE AM UNT
CITY K AT
~, ~,1~- DL
? 70-9450-9 0
$6, 000.00
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day of JUNE , 20 02 ,
827-4900
White: City Clerk Green: Finance Yellow: Contractor Pink: Receiving Gold: Department
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Harris & Associates
Program Managers
Construction Managers
Civil Engineers
June 17, 2002
Ms. Carmen Lynaugh
Public Works Project Manager
City of Cupertino
Public Works Department
10300 Torre Ave
Cupertino, CA 95014
~c-+iar ee
RE: Scope, Cost Estimate, and Schedule four 2002 MTC PTAP IV
Dear Ms. Lynaugh:
Harris and Associates has been awarded Cupertino's MTC PTAP IV project. I understand
that the MTC award amount for the project is $l~,100. Unfortunately, this amount is less than
what is needed to re-inspect the City's Arterial rind Collector Streets, calculate the PCPs, run
various budget scenarios, and generate a report ~3iscussing our findings and
recommendations. I estimate the complete cost of the project to be $14,100. Please see the
attached Project Scope for specific details of the- project. To complete the work, Harris and
Associates will need to enter into a separate contract with the City for $6,000, the difference
not compensated by the MTC grant.
Attached please find the detailed Project Scope, mentioned above, and a Cost Proposal and
schedule for pavement management inspection ;services. If you have any questions regarding
this scope and estimate, please contact me at (9'.5)827-4900 x698.
Best regards,
HARRIS & ASSOCIATES, INC.
Josh Watkins
Project Engineer
Infrastructure Management Services
120 Mason Circle Concord, California 94520-1214 925.8;?7.4900 FAX 925.827.4982 concord@harris-assoc.com
~ (Harris & Associates
City of Cupertino -PTAP IV
Pavement Management Program Update
Cost Proposal Project Project
Task Description Manager Engineers Total Total $TTask
1.0 Pro'ectAdministration 12 2 14 $ 1,765
2.0 Pavement Ins ection U date 4 90 94 $ 6,726
3.0 Bud et Anal sis 10 50 60 $ 4,792
4.0 Project Delive 4 4 8 $ 817
Total Hours ~ 30~ 146 176
Rate I $ 135.66 I $ 68.70
Billable $ 4,070 $ 10,030 Total $ 14,100
PTAP Funding (Including Agency Match) $ 8,100
Additional to PTAP $ 6,000
June 17, 2002
~_
.~
Proposed Schedule Weeks from NTP
Task Descri tion 1 2 3 4 5 6 7
1.0 Project Administration
2.0 Pavement Ins ection U date ~~f~`_,"
3.0 Bud et Anal sis
4.0 Project Delive '~C ~tr 0
Meeting
~ Deliverable
Extended Tasks
City of Cupertino Harris & Associates
Pavement Management Program (PMP) Update PrO~@Ct SCO @ June 17, 2002
TASK OUR APPROACH YOUR BENEFIT DELIVERABLE
1.0 PROJECT ADMINISTRATION
1.1 Kick-off Meeting We will meet with staff to confirm the scope of work, This meeting will ensure that Meeting notes with lists
schedule, budget, and availability of project documents; all parties understand all of responsibilities as
review project goals; discuss format of deliverables; and aspects of the work before detailed from meeting.
clari res onsibilities of each a an work be ins.
1.2 Project Updates Harris' project manager will submit project update reports Timely update of project Project Update Report.
monthly, and communicate with Cupertino's project progress.
manager as needed to facilitate the project.
2.0 PAVEMENT INSPECTION UPDATE
2.1 Field Inspections Harris will conduct pavement re-inspection of the City's Assures the most up-to-date Field Inspection Report
Arterial and Collector street network. Approximately 48 condition data for your (Inventory of Inspection
centerline miles will be evaluated. Inspectors will follow Arterial and Collector ~ Units).
MTC PMP inspection methodology. A report listing pavement network and
distresses with quantity for every pavement section accurate budget projections.
inspected will be included in the Final Report.
2.2 Inspection QA Harris' project manager will QA inspector work at 25% and This step assures
1(1(1°/ rmm~latinn of fialrl incnar•tinn Tha nrniart manancr
.__,_ __. .n._,._.. _. .._._...-r--.._... ... r...~_.,.......,..~,.. incnar•4inne arc ar•r•i~ra4e
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will QA approximately 5% of Cupertino's pavement and methodology is
network. consistent between
inspection crews.
2.3 Update Maintenance Harris will add maintenance history data since last PMP An updated archive of Maintenance and
History Data update (2002). Cupertino will provide Harris with M&R historical maintenance Rehabilitation Report.
data in electronic form. treatments.
2.4 PCI Calculation Harris will input all inspection data and calculate the Completed calculations. Section PCI Listing
Pavement Condition Index PCI ratin for each section. Re ort.
3.0 BUDGET ANALYSIS
3.1 Define Budget Analysis Harris will meet with Cupertino to define interest rate and (see below)
Future Cost Assum tions inflation assum tions used to ro'ect future costs.
3.2 Define Treatment The MTC PMP utilizes a "treatment decision tree" which (see below)
Strategies (Decision defines an agency's treatment strategy for each pavement
Trees) section based on its functional class, surface type, and
condition rating. Harris will work with Cupertino to define
existin treatment ractices and detail desired ractices.
.~
.~
3.3 Define Budget Harris will request information on expected future budgets A Budget projection that
Assumptions accurately reflects
Cupertino's pavement M&R
practices and funding ,
needs.
3.4 Calculate Budget Needs Harris will generate the Budget Needs analysis A report demonstrating the Budget Needs Report.
(unconstrained budget) that calculates the financial and level of funding Cupertino
work program effort needed to bring Cupertino's needs to practice the most
pavement network to an optimum preventive maintenance cost-effective means of
c cle. mans in its avements.
3.5 Calculate Budget Harris will calculate funding scenarios to evaluate the A report showing the impact Budget Scenario
Scenarios impact of current and desired funding levels of overall of various funding levels on Reports summarizing
network condition and deferred maintenance costs over Cupertino's network the impact of all funding
time. Graphs comparing the impact of each funding condition and maintenance levels on condition.
strategy will be provided. Up to 6 scenarios will be backlog.
calculated and re orts rovided.
3.6 Selected Scenario Reports After review of Budget Scenario output with Cupertino, Reports detailing specific Selected Scenario
Harris will provide full detail reports for the scenario most treatments, treatment cost, Reports.
likely to be followed by Cupertino. and year of treatment for
each section chosen under
selected bud et level.
4.0 PROJECT DELIVERY
4.1 Final Reports Harris will generate an Executive Summary, Management Reports including all data Executive Summary,
Section, Inspection Inventory, Section PCI, Network generated from this project, Final Report.
Summary, and auxiliary database reports. The Executive incorporating your
Summary discusses the results of the budget analysis, comments.
overall condition of the pavement network, assumptions,
methodology, and recommendations for treatments
enerated b the PMP.
4.2 Project Delivery Meeting Harris' project manager will meet with staff to deliver the Receive all final software Final project reports,
Final Project Report, and Cupertino's PMP database. The and documents related to Cupertino's PMP
project manager will install the MTC PMP database, project. Discuss project database installed.
review the contents of the project report, and answer any deliverables, and answer
questions staff may have about PMP software operation any final questions.
or rocedures.
a
c~
AGREEMENT
CITY OF CUPERTINO
10300 Torre Avenue
Cupertino, t~A 95014
(408) 77'7-3200
NO.~~~~3~
BY THIS AGREEMENT, made and entered into on the ~ day of ~ ~ o ~' , 20 ~ Z ,
by and between the CITY OF CUPERTINO (Hereinafter referred to as CITY) and
Name (1) Harris & Associates _ (2)
Address 120 Mason Circle City Concord Zip 94520 Phone 925-827-4900
(Hereinafter referred as CONTRACTOR), in consideration of their mutual covenants, the parties hereto agree as follows:
CONTRACTOR shall provide or furnish the following specified services and/or materials: Update Pavement Management
System to include Garden Gate Area
EXHIBITS: The following attached exhibits hereby are made part of this Agreement:
See attached proposal marked Exhibit "A"
TERMS: The services and/or materials furnished under this Agreement shall commence on Feb . 4, 2002
and shall be completed before March 1, 2002
COMPENSATION: For the full performance of this Agreement, CITY shall pay CONTRACTOR:
Not to exceed $4,000.00
California Labor Code, Section 1771 requires the payment of prevailing wages to all workers employed on a Public Works contract in
excess of $1,000.00.
GENERAL TERMS AND CONDITIONS
Hold Harmless: Contractor agrees to save and hold harmless the City, its officers, agents and employees from any and all damage and
liability, including all costs of defending any claim, caused by or arising out of the performance of this Agreement. City shall not
be liable for acts of Contractor in performing services described here n.
Insurance: Should the City require evidence of insurability, Contractor shall file with City a Certificate of Insurance before commencing
any services under this Agreement. Said Certificate shall be subject to the approval of City's Director of Administrative Services.
Non-Discrimination: No discrimination shall be made in the employment of persons under this Agreement because of the race, color,
national origin, ancestry, religion or sex of such person.
Interest of Contractor: It is understood and agreed that this Agreement is not a contract of employment in the sense that the
relationship of master and servant exists between City and undersigned. At all times, Contractor shall be deemed to be an independent
contractor and Contractor is not authorized to bind the City to any contracts or other obligations in executing this agreement. Contractor
certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of City.
Changes: This Agreement shall not be assigned or transferred without the written consent of the City. No changes or variations of any
kind are authorized without the written consent of the City.
CONTRACT CO-ORDINATOR and representative for CITY shall be:
NAME Carmen Lynau
DEPARTMENT Public Works
This Agreement shall become effective upon its execution by CITY, in witness thereof, the parties have executed this
Agreement the day and year first written above.
CONTRACTOR: CITY CUPERTINO:
By M ey (~~en-
Title ~S~ I Ps'T-E Title Public Works Pr ' ect ana
s~L--,dr~x-~u ~ ~
APP610VALS
EXPENDITURE DISTRIBUTION
D P NT HEAD DA ACCOUNT NUMBER AMOUNT
CI Y K ~ DAT
~G ~
270-9450-9300 $4,000.00
White: City Clerk ~ Green: Finance Yellow: Contractor Pink: Receiving Gold: Department
~~
~~
Harris & Associates
Program Managers
Constructlon Managers
Civil Engineers
City of Cupertino PMS Update Cost Proposal and Schedule
January 18, 2002
Harris Cost Proposal Project Project Project
Task Description Director Manager Engineers Total Total
1.0 Administration/Meetin s 3 0 3 $ 480
2.0 Field Ins ection 8 8 $ 640
3.0 Add Maintenance Histo Data 1 4 5 $ 480
4.0 Standard Re orts 2 8 10 $ 960
5.0 Bud et Anal sis 2 10 12 $ 1,120
6.0 Pro~ect Delive 4 4 $ 320
i otai riours
Billing Rate
Cost
8 34 42
160.00 $ 80.00
1,280 $ 2,720
Project Total ~~ 4, V V V ~
Schedule February
Task Descri tion 4 11
1.0 Administration/Meetin s
2.0 Field Ins ection ~, ~q
3.0 Add Maintenance Histo Data
4.0 Standard Re orts ~~~ ''~~~~~'
5.0 Bud et Anal sis
6.0 Pro~ect Delive
Meeting
Deliverable
G~~~~~'~:~ Extended Tasks
~u~
+..~
CITY OF CUPERTINO Harris & Associates
Pavement Management System (PMS) Update Preliminary Work Plan Matrix
Page 1
Janua 18, 2002
TASK OUR APPROACH YOUR BENEFIT DELIVERABLE
1.0 PROJECT ADMINISTRATION /MEETINGS
1.1 Kick-off Meeting We will meet with staff to confirm the scope of work, This meeting will ensure Meeting notes with lists
schedule, budget, and availability of project documents; that all parties understand of responsibilities as
review project goals; discuss format of deliverables; and all aspects of the work detailed from meeting.
clari res onsibilities of each a before an work be ins.
1.2 Project Updates Harris' project manager will submit project update reports Timely update of project Project Update Report
monthly, and communicate with Cupertino's project progress.
manager as needed to facilitate the project.
2.0 FIELD INSPECTION
2.1 Field Inspection/ Harris will inspect approximately 3.2 centerline miles of Assures the most up-to- A draft field inspection
Pavement Segmentation roadway included in the "Garden Gate 01-02" annexation. date condition data for the report
The segments will be added to the PMS database. sections to be added to the
Inspections will be based on the MTC PMS inspection pavement network.
method where pavement distress, severity, and quantity
data is recorded for a representative sample of a
avement se ment.
2.2 Field Inspection Final Harris will incorporate City comments and suggestions A final report incorporating Final field inspection
Report based on the draft report and submit a final report to your comments. report.
Cupertino.
3.0 UPDATE MAINTENANCE HISTORY DATA
3.1 Maintenance History Data Harris will add maintenance history data to the PMS An updated archive of Draft Maintenance and
database using historical maps and/or descriptive lists of historical maintenance Rehabilitation Update
segments which have received maintenance since the last treatments. Report.
update.
4.0 STANDARD REPORTS
4.1 Final Reports Harris will generate Management Section, Inspection Reports including all data Draft Project Reports
Inventory, Section PCI Condition Report, Network generated from this
Summary, Maintenance History, and other reports. An project.
Executive Summary Report will be provided that
summarizes the results of budget analyses, overall
condition of the pavement network, assumptions,
methodology, and recommendations for treatment
enerated b the PMS.
5.0
5.1
5.2
5.3
BUDGET ANALYSIS
Define Budget Analysis
Future Cost Assumptions
Define Treatment
Strategies (Decision
Trees)
Define Budget
Assumptions
Selected Scenario Reports
5.4 Calculate Budget Needs Harris will generate Budget Needs analysis (unconstrained
budget) that calculates the financial and work effort
needed to bring Cupertino's pavement network to an
overall preventive maintenance cycle.
15.5
Calculate Budget
Scenarios
Harris will calculate funding scenarios to evaluate the
impact of current and desired funding levels of overall
natwnrk rnnriitinn and rlafarrari mainfiananr•a rnctc nvcr
time. Graphs comparing the impact of each funding
strategy will be provided. Up to 6 budget scenarios will be
calculated and reports provided.
15.6
6.0
6.1
Harris will request that Cupertino define interest rate and
inflation assumptions used to project future costs. The
City has already requested the length of the analysis to be
5 years.
The MTC PMS utilizes a "treatment decision tree" which
defines an agency's treatment strategy for each pavement
section based on its functional class, surface type, and
condition rating. Unless otherwise directed, Harris will use
the treatment decision trees from the last update.
Harris will request information on expected future budgets
After review of Budget Scenario output with Cupertino,
Harris will provide full detail reports for the scenario most
likely to be followed by Cupertino.
(see below)
(see below)
A Budget projection that
accurately reflect your
city's pavement
maintenance practices and
funding needs
A report demonstrating the
level of funding Cupertino
needs to practice the most
cost-effective means of
managing its pavements.
A report showing the
impact of various funding
Icvclc nn (`iincrtinn'c
.. r...~.~~~.. .,
network condition and
maintenance backlog.
Reports detailing specific
treatments, treatment cost,
and year of treatment for
each section
accommodated under
selected budget level.
(see below)
(see below)
A letter detailing budget
assumptions defined
during the task.
PROJECT DELIVERY /TRAINING
Project Deliver Meeting Harris' project manager will meet with staff to deliver the
Final Project Report and Cupertino PMS database. The
project manager will install Cupertino's updated MTC PMS
database, review the contents of the project report, and
answer any questions staff may have about PMS software
operation or procedures. Two copies of the Final Report
will be delivered at this meetin .
Receive all final software
and documents related to
project. Discuss project
deliverables, and answer
any final questions.
A Budget Needs report
A Budget Scenario
Report summarizing the
imn~n~ of III F~ inrlinn
~,ru.,..., u~~ ~u~~u~~.y
levels on condition.
Detail reports for each
scenario also provided.
Selected Scenario
Reports.
Final Project Reports,
updated Cupertino PMS
Database.
2
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January 18, 2002 ~,.-,. ,'~~~
Carmen Lynaugh
City of Cupertino
10300 Torre Ave
Cupertino, CA 95014
Re: Proposal to Update Pavement Management System
Dear Ms. Lynaugh:
Harris & Associ ates
Program Managers
Construction Managers
Civil Engineers
Attached please find a cost proposal, schedule and scol-e of work for the addition of streets within the
"Garden Gate 01-02" annexation. I estimate that a little more than 3 miles will be added to the PMS
database. Please contact me with any questions regarding the proposal. We look forward to working again
with Cupertino.
Sincerely,
Harris & Associates, Inc.
Josh Watkins
Project Engineer
120 Mason Circle Concord, California 94520-1214 925.827.4900 FAX 925.827.4982 concord@harris-assoc.com