HomeMy WebLinkAboutCC-8 - 26-106 - 1. RFP No. 26-07 - 2/3/2026 RFP26-07.C0592
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REQUEST FOR PROPOSAL
FOR
PAVEMENT MANAGEMENT PLAN SERVICES
RFP NO. 26-07
PUBLIC WORKS DEPARTMENT
CITY OF COSTA MESA
Released on
October 21, 2025
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REQUEST FOR PROPOSAL
FOR
PAVEMENT MANAGEMENT PLAN SERVICES
The City of Costa Mesa (hereinafter referred to as the “City”) is requesting Proposals from qualified
contractors to update the City’s pavement management program. The awarded Contractor, (hereinafter
referred to as “Contractor”) shall be in accordance with the Sample Professional Services Agreement,
Appendix B terms, conditions, and scope of work. Prior to submitting a Proposal, Proposers are
advised to carefully read the instructions below, including the Sample Professional Services Agreement
and any solicitation appendix/exhibits. The term is expected to be for 3 years with 2 one-year renewal
options. The City reserves the right to award one or more contracts for this service.
I.GENERAL INFORMATION
The City of Costa Mesa is a general law city, which operates under the council/manager form of
government with an annual General Fund budget of over $186.8 million and a total budget of $224
million for Fiscal Year 2025-2026.
The City of Costa Mesa, incorporated in 1953, has an estimated population of 115,000 and has an area
of 16.8 square miles. It is in the northern coastal area of Orange County, California, and is bordered by
the Cities of Santa Ana, Newport Beach, Huntington Beach, Fountain Valley, and Irvine.
The City is a “full-service city” providing a wide range of services. These services include police and
fire protection; animal control; emergency medical aid; building safety regulation and inspection; street
lighting; land use planning and zoning; housing and community development; maintenance and
improvement of streets and related structures; traffic safety maintenance and improvement; and full
range of recreational and cultural programs.
The City of Costa Mesa is home to the Segerstrom Center for the Arts, Orange County Fairgrounds,
South Coast Repertory Theater and the South Coast Plaza Shopping Center, which is the single largest
commercial activity center in the City. The volume of sales generated by South Coast Plaza secures
its place as the highest volume regional shopping center in the nation.
The successful Proposer shall have experience in similar types of services. All Proposers responding
to this Request for Proposal (RFP) will be evaluated based on their expertise, prior experience on
similar projects, demonstrated competence, ability to meet the requested services, adequate staffing,
reference check, understanding of services, cost and responsiveness to the needs and concerns of the
City of Costa Mesa.
1.Important Notice: The City has attempted to provide all information available. It is the responsibility
of each Proposer to review, evaluate, and, where necessary, request any clarification prior to
submission of a Proposal. Proposers are not to contact other City personnel with any
questions or clarifications concerning this Request for Proposal (RFP). Any City response
relevant to this RFP other than through or approved by City’s Purchasing Department is
unauthorized and will be considered invalid.
If clarification or interpretation of this solicitation is considered necessary by City, a written
addendum shall be issued, and the information will be posted on PlanetBids. Any interpretation of,
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or correction to, this solicitation will be made only by addendum issued by the City’s Purchasing
Department. It is the responsibility of each Proposer to periodically check PlanetBids website to
ensure that it has received and reviewed all addenda to this solicitation. The city will not be
responsible for any other explanations, corrections to, or interpretations of the documents, including
any oral information.
2.Schedule of Events: This Request for Proposal shall be governed by the following schedule:
Release of RFP October 21, 2025
Deadline for Written Questions October 28, 2025, at 11:00 a.m.
Responses to Questions Posted November 4, 2025
Proposals are Due November 12, 2025, by 2:00 p.m.
Approval of Contract TBD
**All dates are subject to change at the discretion of the City.
3.Proposer’s Minimum Requirements: Interested and qualified Proposers that can demonstrate
their ability to successfully provide the required services outlined in Appendix A – Scope of
Services, of this RFP are invited to submit a proposal, provided they meet the following
requirements. All requirements must be met at the time of the proposal due date. If these
requirements are not met, the proposal may not receive further consideration, as determined
at the sole discretion of the City.
a.The consultant must provide five (5) years references for projects of similar size and scope
that have been completed within the last five (5) years in California.
b.The consultant shall maintain a local office with a competent representative who can be
reached during normal working hours or emergencies who is authorized to make decisions on
matters pertaining to this contract with the City. Office facilities that support daily operations
must be within ninety (90) miles of the City.
c.All proposers must identify the project manager, and the individual authorized to negotiate the
contract on behalf of the consulting firm; and provide an organization chart showing all proposed
key project team members.
d.A project team organization chart identifying those who will perform work, and a brief resume
of each team member, including similar type project in which they have been directly involved
shall be included. Identify the Project Manager, Project Engineer, and qualified inspectors
proposed for this project. The Project Manager will be the primary contact person to represent
your firm and to conduct the presentation, if invited for an interview. Sub-consultants, if any,
shall be identified in the proposal with the same requirements as for the main consultant.
II.GENERAL INSTRUCTIONS AND PROVISIONS
1.Proposal Format Guidelines: Interested entities or contractors are to provide the City of Costa
Mesa with a thorough Proposal using the following guidelines: Proposal should be typed and
should contain no more than 25 typed pages using a 12-point font size, including cover letter,
Index/Table of Contents, tables, charts, and graphic exhibits, but excluding resumes of key
people and pricing forms. Each Proposal will adhere to the following order and content of
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sections. Proposal should be straightforward, concise and provide “layman” explanations of
technical terms that are used. Emphasis should be concentrated on conforming to the RFP
instructions, responding to the RFP requirements, and on providing a complete and clear
description of the offer. Proposals which appear unrealistic in terms of technical commitments,
lack of technical competence or are indicative of failure to comprehend the complexity and risk
of this contract may be rejected. The following Proposal sections are to be included in the
Proposer’s response:
•Cover Letter: A cover letter, not to exceed two pages in length, should summarize key
elements of the Proposal. An individual authorized to bind the Contractor must sign the
letter. Indicate the address and telephone number of the contractor’s office located nearest
to Costa Mesa, California, and the office from which the project will be managed. And
include proposed working relationship among the offering agency and subcontractors, if
applicable.
•Background and Project Summary Section: The Background and Project Summary
Section should describe your understanding of the City, the work to be done, and the
objectives to be accomplished. Refer to Scope of Services, Appendix A of this RFP.
•Project Approach and Methodology: Provide a detailed description of the approach and
methodology that will be used to fulfill each requirement listed in the Scope of Services of
this RFP. The section should include:
1.Describes familiarity of project and demonstrates understanding of work and
project objectives moving forward.
2.Detailed description of efforts your firm will undertake to achieve client satisfaction
and to satisfy the requirements of the "Scope of Services" section.
3.Detailed project schedule, identifying all tasks and deliverables to be performed,
durations for each task, and overall time of completion.
4.A proposed schedule indicating stages of work, time frames, and ability to perform
the required services in a timely manner shall be included in the proposal
5.Proposers are encouraged to provide additional innovative and/or creative
approaches for providing the service that will maximize efficient, safe, and cost-
effective operations or increased performance capabilities.
•Qualifications & Experience of the Firm: Describe the qualifications and experience of
the organization or entity performing services/projects within the past eight years that are
similar in size and scope to demonstrate competence to perform these services. Information
shall include:
1.Relevant experience, specific qualifications, and technical expertise of the firm and
sub-consultants to provide construction management services.
2.Submit a description of the organization’s qualifications, experience and abilities that
make it uniquely capable of providing the services specified in the Scope of Work.
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3.If the owner is a corporation please provide Name of corporation, corporate office street
address, city, state, and zip code, state where incorporated, date of incorporation, first
and last name of officers, local office address, city, state & zip, and the date local office
opened its doors for business.
4.If the owner is a partnership or joint venture, please provide Name of partnership or
joint venture, principal office street address, city, state, and zip code, state of
organization, date of organization, first and last name of general partner(s), local office
address, city, state, and zip code, and date local office opened its doors for.
5.Provide a list of current and previous contracts like the requirements for this project in
Costa Mesa, including all public agencies served (if any). For each, provide a brief
description of the scope of work performed, the length of time you have been providing
services, and the name, title, and telephone number of the person who may be
contacted regarding your organization’s service record.
•Financial Capacity: The City is concerned about the proposers’ financial capability to
perform and therefore is requesting copies of audited financials from the past three years to
allow an evaluation of firm’s financial capabilities.
•Key Personnel: It is essential that the Proposer provide adequate experienced personnel,
capable of and devoted to the successful accomplishment of work to be performed under
this contract. The Proposer must agree to assign specific individuals to the key positions.
o Identify the members of the staff who would be assigned to act for Proposer’s firm
in key management and filed positions providing the services described in the
Proposal, and the functions to be performed by each.
o Include resumes or curriculum vitae of each such staff member, including name,
position, telephone number, email address, education, and years and type of
relevant experience.
•Cost Proposal: Provide a structured cost proposal in a separate cost file. The cost file shall
include hourly rates of the proposed key personnel, inclusive of all anticipated applicable
fees for the types of support described in this RFP. The City shall not provide
reimbursement for business or travel-related expenses, materials, fees, licensing or other
costs incurred; therefore, such costs must be absorbed in the hourly rate. Proposals shall
be valid for a minimum of 180 days following submission.
•Disclosure: Please disclose all past or current business and personal relationships with
any current Costa Mesa elected official, appointed official, City employee, or family member
of any current Costa Mesa elected official, appointed official, or City employee. Any past or
current business relationship may not disqualify the firm from consideration.
•Sample Professional Services Agreement: The firm selected by the City will be required
to execute a Professional Services Agreement with the City. A sample of the Agreement is
enclosed as Appendix B but may be modified to suit the specific services and needs of the
City. If a Proposer has any exceptions or conditions to the Agreement, these must be
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submitted for consideration with the Proposal. Otherwise, the Proposer will be
deemed to have accepted the form of Agreement.
•Checklist of Forms to Accompany Proposal: As a convenience to Proposers, following
is a list of the forms Appendix C included in this RFP, which should be included with
Proposals:
1.Vendor Application Form
2.Company Profile & References
3.Ex Parte Communications Certificate
4.Disclosure of Government Positions
5.Disqualifications Questionnaire
6.Bidder/Applicant/Contractor Campaign Contribution
2. Process for Submitting Proposals:
•Content of Proposal: The Proposal must be submitted using the format as indicated in the
Proposal format guidelines.
•Preparation of Proposal: Each Proposal shall be prepared simply and economically,
avoiding the use of elaborate promotional material beyond those sufficient to provide a
complete, accurate and reliable presentation.
•Cost for Preparing Proposal: The cost for developing the Proposal is the sole
responsibility of the Proposer. All Proposals submitted become the property of the City.
Cost proposal shall be submitted in a separate file. The cost proposal is confidential and
will be unsealed after all proposals have been reviewed, and the most qualified consultant
has been selected. Proposals shall be valid for a minimum of 180 days following submission.
•Forms to Accompany Proposal: Appendix C forms shall be attached at the end of the
Proposal except for the Cost Proposal which shall be submitted in a separate file.
•Number of Proposals: Submit one (1) PDF file format copy of your proposal in sufficient
detail for thorough evaluation and comparative analysis.
•Submission of Proposals: Complete written Proposals must be submitted electronically in
PDF file format via the planetbids.com website not later than 2:00 p.m. (P.S.T) on
November 12, 2025. Proposals will not be accepted after this deadline. Proposals received
after the scheduled closing time will not be accepted. It shall be the sole responsibility of the
Proposer to see that the proposal is received in proper time. Faxed or e-mailed Proposals
will not be accepted. NO EXCEPTIONS.
•Inquiries: Questions about this RFP must be posted in the Q & A tab on Planetbids no later
than October 28, 2025, at 11:00 A.M. The City reserves the right not to answer all
questions.
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The City reserves the right to amend or supplement this RFP prior to the Proposal due date.
All addendum(s), responses to questions received, and additional information will be posted
on Planetbids.
From the date that this RFP is issued until a firm or entity is selected and the selection is
announced, firms or public entities are not allowed to communicate outside the process set
forth in this RFP with any City employee other than the contracting officer listed above
regarding this RFP. The City reserves the right to reject any Proposal for violation of this
provision. No questions other than posted on Planetbids will be accepted, and no response
other than written will be binding upon the City.
•Conditions for Proposal Acceptance: This RFP does not commit to the City to award a
contract or to pay any costs incurred for any services. The City, at its sole discretion,
reserves the right to accept or reject any or all Proposals received because of this RFP, to
negotiate with any qualified source(s), or to cancel this RFP in part or in its entirety. The City
may waive any irregularity in any Proposal. All Proposals will become the property of the
City of Costa Mesa, USA. If any proprietary information is contained in the Proposal, it
should be clearly identified.
•Insurance & W-9 Requirements: Upon recommendation of contract award, Contractor will
be required to submit the following documents with ten (10) days of City notification, unless
otherwise specified in the solicitation:
Insurance - City requires that licensees, lessees, and vendors have an approved
Certificate of Insurance (not a declaration or policy) or proof of legal self-insurance
on file with the City for the issuance of a permit or contract. Within ten (10)
consecutive calendar days of award of contract, successful Bidder must furnish
the City with the Certificates of Insurance proving coverage as specified in the
sample contract.
W-9 – Current signed form W-9 (Taxpayer Identification Umber & Certification)
which includes Contractor’s legal business name(s).
3.Evaluation Criteria: The City’s evaluation and selection process will be conducted in
accordance with Chapter V, Article 2 of the City's Municipal Code (Code). In accordance with
the Code, the responsive responsible proposer shall be determined based on evaluation of
qualitative factors. At all times during the evaluation process, the following criteria will be used.
Sub-criteria are not necessarily listed in order of importance. Additional sub-criteria that logically
fit within a particular evaluation criterion may also be considered even if not specified below.
1. Project Approach & Methodology ------- 30%
2.Qualifications & Experience of Firm ------- 30%
3.Key Personnel ---- 35%
4.Cost Proposal ----- 5%
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4. Evaluation of Proposals and Selection Process: In accordance with its Municipal Code,
the City will adhere to the following procedures in evaluating Proposals. An Evaluation
Committee, which may include members of the City's staff and possibly one or more outside
experts, will screen and review all Proposals according to the weighted criteria set forth above.
While price is one basic factor for award, it is not the sole consideration.
A.Responsiveness Screening: Proposals will first be screened to ensure
responsiveness to the RFP. The City may reject as non-responsive any Proposal that
does not include the documents required to be submitted by this RFP. At any time
during the evaluation process, the City reserves the right to request clarifications or
additional information from any or all Proposers regarding their Proposals.
B.Initial Proposal Review: The Committee will initially review and score all responsive
written Proposals based upon the Evaluation Criteria set forth above. The Committee
may also contact the Proposer’s references. Proposals that receive the highest
evaluation scores may be invited to the next stage of the evaluation process. The City
may reject any Proposal in which a Proposer’s approach or qualifications are not
considered acceptable by the City. An unacceptable Proposal is one that would have
to be substantially rewritten to make it acceptable. The City may conclude the
evaluation process at this point and recommend award to the highest ranked
consultant or proceed to interview the highest ranked consultants.
C.Interviews, Presentation, Reference Checks, Revised Proposals, Discussions:
Following the initial screening and review of Proposals, the Proposers included in this
stage of the evaluation process may be invited to participate in an oral interview and
make a presentation. Interviews/presentations, if held, are tentatively scheduled for
the week of December 15 and will be conducted at City of Costa Mesa City Hall, 77
Fair Drive, Costa Mesa, CA 92626 or virtually at the discretion of the City. The dates
are subject to change. The individual(s) from the Proposer’s organization that will be
directly responsible for carrying out the contract, if awarded, should be present at the
oral interview/presentation. The oral interview may, but is not required to, use a written
question/answer format for the purpose of clarifying the intent of any portions of the
Proposal.
In addition to conducting an oral interview, the City may during this stage of the
evaluation process also contact and evaluate the Proposer’s references, contact any
Proposer to clarify any response or request revised or additional information, contact
any current users of a Proposer’s services, solicit information from any available
source concerning any aspect of a Proposal, and seek and review any other
information deemed pertinent to the evaluation process.
Following the conclusion of this stage of the evaluation process, the Committee will
again rank all Proposers according to the evaluation criteria set forth above. The
Committee may conclude the evaluation process at this point and make a
recommendation for the award. Once the highest ranked consultant is identified, the
City will open the Cost Proposal and enter negotiations.
Recommendation for the award is contingent upon the successful negotiation of final
contract terms. Negotiations shall be confidential and not subject to disclosure to
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competing Proposers unless an agreement is reached. If contract negotiations cannot
be concluded successfully within a time determined by the City, the City may terminate
negotiations and commence negotiations with the next highest scoring Proposer or
withdraw the RFP.
5.Protests: Failure to comply with the rules set forth herein may result in rejection of the protest.
Any proposals accepted pursuant to the formal procurement procedure set forth in the Proposal
procedure may be appealed in accordance with the following procedure:
•The Proposer shall file the written notice of appeal with the Purchasing Officer at
least ten (10) working days prior to proposal award date specified in the notice of
recommendation to award.
•The written notice of appeal must include specifics as to the nature of the appeal.
•The Proposer must provide any and all documentation to support the appeal.
•The purchasing officer will respond in writing to the Proposer within five (5) working
days.
•In the event the appeal is denied by the purchasing officer, the Proposer may
appeal the purchasing officer’s ruling to the City Council at the next available
council meeting.
6.Accuracy of Proposals: Proposers shall take all responsibility for any errors or omissions in
their Proposals. Any discrepancies in numbers or calculations shall be interpreted to reflect the
cost to the City.
If prior to the contract award, a Proposer discovers a mistake in their Proposal which renders
the Proposal unwilling to perform under any resulting contract, the Proposer must immediately
notify the facilitator and request to withdraw the Proposal. It shall be solely within the City's
discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation
and award of "all or none" of the items, then any withdrawal must be for the entire Proposal. If
the solicitation provided for evaluation and award on a line item or combination of items basis,
the City may consider permitting withdrawal of specific line item(s) or combination of items.
7. Responsibility of Proposers: The City shall not be liable for any expenses incurred by potential
Contractors in the preparation or submission of their Proposals. Pre-contractual expenses are
not to be included in the Contractor’s Pricing Sheet. Pre-contractual expenses are defined as,
including but not limited to, expenses incurred by Proposer in:
•Preparing Proposal in response to this RFP.
•Submitting that Proposal to the City.
•Negotiating with the City any matter related to the Proposal; and,
•Any other expenses incurred by the Proposer prior to the date of the award and execution,
if any, of the contract.
8. Confidentiality: The California Public Records Act (Cal. Govt. Code Sections 6250 et seq.)
mandates public access to government records. Therefore, unless information is exempt from
disclosure by law, the content of any request for explanation, exception, or substitution, response
to this RFP, protest, or any other written communication between the City and Proposer, shall
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be available to the public. The City intends to release all public portions of the Proposals
following the evaluation process at such a recommendation made to the City Council.
If the Proposer believes any communication contains trade secrets or other proprietary
information that the Proposer believes would cause substantial injury to the Proposer’s
competitive position if disclosed, the Proposer shall request that the City withhold from disclosure
the proprietary information by marking each page containing such proprietary information as
confidential. Proposer may not designate its entire Proposal as confidential nor designate its
Price Proposal as confidential.
Submission of a Proposal shall indicate that, if Proposer requests that the City withhold from
disclosure information identified as confidential, and the City complies with the Proposer’s
request, Proposer shall assume all responsibility for any challenges resulting from the non-
disclosure, indemnify and hold harmless the City from and against all damages (including but
not limited to attorney’s fees and costs that may be awarded to the party requesting the Proposer
information), and pay any and all costs and expenses related to the withholding of Proposer
information. Proposer shall not make a claim, sue, or maintain any legal action against the City
or its directors, officers, employees, or agents concerning the disclosure, or withholding from
disclosure, of any Proposer information. If Proposer does not request that the City withhold from
disclosure information identified as confidential, the City shall have no obligation to withhold the
information from disclosure and may release the information sought without any liability to the
City.
9.Ex Parte Communications: Proposers and Proposers’ representatives should not
communicate with the City Council members about this RFP. In addition, Proposers and
Proposers’ representatives should not communicate outside the procedures set forth in this RFP
with an officer, employee, or agent of the City, including any member of the evaluation panel,
except for the RFP Facilitator, regarding this RFP until after Contract Award. Proposers and their
representatives are not prohibited, however, from making oral statements or presentations in
public to one or more representatives of the City during a public meeting.
A "Proposer" or "Proposer's representative" includes all the Proposer's employees, officers,
directors, consultants and agents, any subcontractors or suppliers listed in the Proposer's
Proposal, and any individual or entity who has been requested by the Proposer to contact the
City on the Proposer's behalf. Proposers shall include the Ex Parte Communications Form,
Appendix C with their Proposals certifying that they have not had or directed prohibited
communications as described in this section.
10.Conflict of Interest: The Proposer warrants and represents that it presently has no interest and
agrees that it will not acquire any interest which would present a conflict of interest under
California Government Code Sections 1090 et seq., or Sections 87100 et seq., during the
performance of services under any Agreement awarded. The Proposer further covenants that it
will not knowingly employ any person having such an interest in the performance of any
Agreement awarded. Violation of this provision may result in any Agreement awarded being
deemed void and unenforceable.
11. Disclosure of Governmental Position: In order to analyze possible conflicts that might prevent
a Proposer from acting on behalf of the City, the City requires that all Proposers disclose in their
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Proposals any positions that they hold as directors, officers, or employees of any governmental
entity. Additional disclosure may be required prior to contract award or during the term of the
contract. Each Proposer shall disclose whether any owner or employee of the firm currently hold
positions as elected or appointed officials, directors, officers, or employees of a governmental
entity or held such positions in the past twelve months using the attached Disclosure of
Government Positions Form, Appendix C.
12.Conditions to Agreement: The selected Proposer will execute a Maintenance Services
Agreement for Services with the City describing the Scope of Services to be performed, the
schedule for completion of the services, compensation, and other pertinent provisions. The
contract shall follow the sample form of Agreement provided as Appendix B to this RFP.
All Proposers are directed to particularly review the indemnification and insurance requirements
set forth in the sample Agreement. The terms of the agreement, including insurance
requirements, have been mandated by the City and can be modified only if extraordinary
circumstances exist.
Submittal of a Proposal shall be deemed acceptance of all the terms set forth in this RFP and
the sample agreement for services unless the Proposer includes with its Proposal, in writing,
any conditions or exceptions requested by the Proposer to the proposed Agreement.
13.Disqualification Questionnaire: Proposers shall complete and submit, under penalty of
perjury, a standard form of questionnaire inquiring whether a Proposer, any officer of a proposer,
or any employee of a Proposer who has a proprietary interest in the Proposer, has ever been
disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state,
or local government project because of a violation of law or safety regulation and if so, to explain
the circumstances. A Proposal may be rejected on the basis of a Proposer, any officer or
employee of such Proposer, having been disqualified, removed, or otherwise prevented from
proposing on, or completing a federal, state, or local project because of a violation of law or a
safety regulation, Appendix C.
14. Standard Terms and Conditions: The City reserves the right to amend or supplement this RFP
prior to the Proposal due date. All addendum(s) and additional information will be posted via
PlanetBids. Proposers should check this web page daily for new information.
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APPENDIX A
SCOPE OF SERVICES
FOR
PAVEMENT MANAGEMENT PLAN SERVICES
1.INTRODUCTION
The City's roadways consist of approximately 231.2 centerline miles paved streets. The roadways
are divided into three networks: Master Plan of Arterial Highways (MPAH), Local Streets, and
Alleys.
•74.4 center miles of MPAH roadways
•156.8 center miles of local residential roads
•14.7 center miles of local alleys
The pavement conditions of the MPAH roads were last surveyed in 2024; however, the local
networks were surveyed in 2021. The final report for the updated Citywide Pavement Management
Plan was last submitted to OCTA in June 2024.
The consultant shall resurvey the MPAH roads in 2026, 2028 and 2030, the local streets in 2027
and prepare Final reports in 2026, 2028 and 2030 per the OCTA guidelines.
2. SCOPE OF CONSULTANT SERVICES
The proposal should include the following tasks and any additional tasks deemed necessary by the
Consultant shall be clearly identified in the proposal:
Task 1.1 - Management and Administration
The Consultant shall monitor project progress and maintain project files. Other responsibilities
include supervising and reviewing the inspection process and pavement report for conformance
with OCTA guidelines. The Consultant shall meet with City staff to review schedule, budget, project
documents, project goals, format of deliverables and clarify responsibility of each party.
Task 1.2 - Update Maintenance & Rehabilitation History
Review all maintenance and rehabilitation activities conducted by the City since the last PMP update.
Update the City's database to include all street segments that have been rehabilitated since the
last update. City staff will provide the current database in MicroPAVER 7.0 (.e70) format and a
list of streets improved since the last update.
Task 1.3 - Pavement Condition Surveys
Collect and record pavement distress data, as per ASTM D6433 and OCTA guidelines. The
pavement distress data shall be collected using the windshield survey method supplemented with
walking surveys.
Input pavement distress data into the City's database and calculate Pavement Condition Index (PCI)
for each segment utilizing the latest version of MicroPAVER 7.0 software. City staff will provide
the
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current database in MicroPAVER 7.0 (.e70) format. The consultant shall keep a log of any
discrepancies between the database information (i.e. dimensions, surface type, etc.) and actual
field conditions, and shall coordinate with City staff to correct the database as necessary.
Corrections/changes to the database shall not be made without prior City staff approval.
Task 1.4 - Database Verification & Organization
Verify database information against City's GIS database information to add, delete, and/or
correct segments, as needed. Organize and re-label branches and segments in a more logical
manner.
Task 1.5-Budgetary Analysis
Forecast future PCI values for each segment and create OCTA-required budget scenarios for each
network utilizing the latest version of MicroPAVER 7.0 software. The consultant shall coordinate
with City staff to develop a 7-year maintenance & rehabilitation strategy (including but not limited
to selecting segments, treatment type, costs, year of implementation, and any unfunded backlog of
pavement needs).
Task 1.6 - Final Report
The consultant shall prepare a final Pavement Management Program report and any other required
submittal items, as per OCTA guidelines. The report shall include, without limitation, the methods,
findings and recommendations of the consultant, which shall be presented in a single
comprehensive document which, should include findings generated as part of other tasks described
herein.
General Requirements
•All work shall be performed in conformance with the City and OCTA's policies, procedures,
and standards.
•The Consultant has total responsibility for the accuracy and completeness of all inspections
performed and documents prepared. The documents furnished under the Agreement shall
be of a quality acceptable to the City. The criteria for acceptance shall be a product of neat
appearance, well organized, and technically and grammatically correct. The assumption of
the number of review rounds is not allowed.
•The City has traditionally used paper distress forms but electronic data collection (using
laptop/tablet computers) will be acceptable. The paper distress forms shall be submitted to
the City for the City's records or the methodology for upload of electronic data collected
shall be clearly defined and a method for data verification provided.
Project Deliverables
•Updated database in MicroPAVER 7.0 (.e70) format; digital file on CD or thumbdrive.o Updated M&R work dataoUpdated pavement condition survey dataoUpdate Budgetary Analysis ScenariosoA seven-year plan for road maintenance and rehabilitation
•Final PMP report; digital file on CD or thumbdrive and 1 hard copy.
•Updated GIS files/themes (.mxd/shapefiles) format, digital file on CD or thumbdrive.
ATTACHMENT 1
RFP26-07.C0592
Page 14 of 14
3.EXAMINATION OF SITE PRIOR TO SUBMITTING PROPOSAL
Each Consultant must fully know all project conditions and the effort required to successfully
complete the project. Failure to do so will not relieve the selected Consultant of the obligations to
carry out the contract.
ATTACHMENT 1