CITY OF BEVERLY HILLS PUBLIC WORKS & TRANSPORTATION DEPARTMENT CIVIL ENGINEERING DIVISION REQUEST FOR PROPOSAL

Transcription

1 CITY OF BEVERLY HILLS PUBLIC WORKS & TRANSPORTATION DEPARTMENT CIVIL ENGINEERING DIVISION REQUEST FOR PROPOSAL ENGINEERING CONSULTING SERVICES FOR THE UPDATING OF THE CITY OF BEVERLY HILLS PAVEMENT MANAGEMENT PROGRAM (PMP) UTILIZING AUTOMATED CONDITION SURVEYING PREPARED BY: Juan L. Martinez, P.E. City of Beverly Hills (310) October

2 CITY OF BEVERLY HILLS PUBLIC WORKS & TRANSPORTATION DEPARTMENT CIVIL ENGINEERING DIVISION REQUEST FOR PROPOSAL ENGINEERING CONSULTING SERVICES FOR THE UPDATING OF THE CITY OF BEVERLY HILLS PAVEMENT MANAGEMENT PROGRAM (PMP) UTILIZING AUTOMATED CONDITION SURVEYING I. INTRODUCTION The City of Beverly Hills is soliciting proposals from a civil engineering Consultant with expertise in developing and updating Pavement Management Systems to update the city s 2011 Pavement Survey and generate a new Pavement Management Program report. The most recent pavement condition survey was completed in August This RFP covers all of the city s 102 miles of paved streets (varying in width from 16 to 70 feet) and approximately 41 miles of alleys (varying in width from 10 to 20 feet ) within the City s 5.7 square mile area limits to be surveyed. II. OBJECTIVE The City utilizes this program to plan, budget and manage the maintenance, repair, rehabilitation, and/or replacement of the City s entire roadway system. III. PROGRAM The City budgets approximately $4 million annually to maintain approximately 102 miles of paved streets and approximately 41 miles of alleys within the City s 5.7 square mile area. The City s street Capital Improvement Program (CIP) generally consists of a grind and overlay on streets that exhibit extensive alligator cracking and/or raveling. Historically, the design life of a roadway in Beverly Hills has been shortened due to upheaval of the pavement section by the root systems of the City s many parkway trees. Bus, heavy hauling, construction, commuter, and residential traffic are typical users of the City s roadway network. The City is seeking the services of a Consultant to update our existing pavement management program as follows (which will assist the City in their desired goals): A. Determining the present performance status of our roadway network (segment by segment) which includes the preparation of field data inventory logs. 2

3 B. Identifying and determining a preventive maintenance program for the roadway network with respect to City s five year budget forecast. C. Identifying the feasible rehabilitation alternatives per street segment. D. Preparing a five-year rehabilitation program for the needed street segments with respect to the City s budget forecasts, and an optimum financial plan that will be required to maintain desired acceptable pavement serviceability. E. Forecasting future pavement performance for each street segment. IV. SCOPE OF CONSULTANT SERVICES The Consultant shall furnish all services as required to update, develop and implement a fully functioning computerized PMP. The following tasks should be included in your proposal. Task No. 1 Meet with City staff to review schedule, budget, project documents, project goals, format of deliverable and clarify responsibility of each party. Task No. 2. Review all maintenance and rehabilitation activities conducted by the City since the last PMP update. Update the database to include all street segments that have been rehabilitated since last update. City staff will provide an electronic copy of 2011 data base from Harris & Associates and a list of streets overlaid, reconstructed or slurry sealed since last update. Task No.3 Pavement Survey (PCS) to be completed in both calendar year 2012 and 2013 a. Automated collection of field data to perform a PCS of residential, collector, arterial Street and alleys for both asphalt and concrete roadways. b. Automated inspection of the entire pavement area and surrounding off-site areas, including, without limitation, curb, gutter, adjacent intersecting pavement, roadways, and slopes that may influence the pavement. c. Identify the following for areas of distress: i. Types of distress and failure. ii. Severity of distress and failure iii. Extent of distress and failure d. Perform a continuous objective pavement crack survey to measure the amount of transverse, longitudinal and alligator pavement cracking present. The Consultant 3

4 shall classify pavement cracking according to the severity and extent of the cracking over the entire length of each pavement segment. e. Identify any areas that include poor construction of the original pavement installation or subsequent repairs. Identify any open joints. f. Create and populate city s existing Micro PAVER system database (or more recent version as directed by the city) including confirming/updated physical characteristics, pavement distress types, historical information and street classifications, etc. g. Calculate Pavement Index (PCI) block-by-block or at break points established by the city. All personnel and equipment to update the PCS are to be provided in the proposal. Task No. 4 Identification and Determination of a Preventative Maintenance Program and Rehabilitation Strategy The Consultant shall identify the type of maintenance, rehabilitation, or replacement treatments required for each street segment and the estimated cost for performing these alternative treatments. Consultant shall analyze each street segment in a detailed decision tree for the City s own procedures and maintenance activities. Required maintenance and rehabilitation treatments shall include, without limitation, details such as level of pavement structural repair or surface repairs required before surface treatments and overlays are performed. The Consultant shall meet with the City Engineer to determine the City s current practice of pavement treatment. Consultant shall analyze the City s treatment practices and set up the decision trees within Micro Paver to provide compatible recommendations. This analysis shall also include minor maintenance treatments such as recommending and costing the repair of individual pavement distresses, which are identified in the distress survey. A list of total street network needs shall be generated within the Micro Paver program and included in the final report for the Project. These current needs shall be analyzed and discussed in the final report. The engineering basis to support the estimates shall also be provided. Network conditions, needs and costs shall be input so that they can be viewed in Micro Paver. Task No. 5 - Identification of Rehabilitation Priorities Consultant shall provide the City several sets of priority and benefit/cost analyses listings for determining project order and timing. Methods used for the analyses shall be based on discussions held with City staff regarding the City s needs, desires and policies for setting street maintenance priorities. Consultant shall provide an engineering discussion with the priority listings in the final report. This discussion shall analyze each of the options and make recommendations as to the best prioritization methodology to be used by the City. 4

5 Task No. 6 Preparation of a Five-Year Rehabilitation Program The Consultant must generate a Multi-Year Plan for performing maintenance and rehabilitation projects. The Multi-Year Plan supplements any current plans previously established by the City. The Consultant shall estimate deterioration each year for all street and alley segments and then recompute for available funds for the remaining years in the analysis period. The Multi-Year Plan and background analysis shall be presented in the final report along with an engineering discussion regarding the use and implementation of the Multi-Year Plan. Task No. 7 Financial Planning Consultant shall hold meetings with City staff to define the budget sources. The Consultant shall train City staff in the setup of the street project budget within Micro Paver. Consultant shall determine various City experienced pavement treatment unit costs and shall enter them into Micro Paver. The Consultant shall recommend the required maintenance and rehabilitation treatments, and provide an estimate of the cost for the activities. The City shall determine how to present these costs in Micro Paver by individual segments or summed across different surface types, functional classifications, total network, or any other way. The recommended treatments for the individual segments shall be shown in priority order to indicate which costs should be incurred first. Task No. 8 Final Report The Consultant shall prepare a final report. 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. The Consultant shall include clear & legible colored map exhibits as part of the report. A total of three (3) copies of a preliminary Final Report shall be submitted to the City for review. Upon City approval to finalize the Final Report, eight (8) copies of the Final bound report shall be furnished to the City. Task No. 7 Mapping The Consultant must provide hard copy color coded maps of streets (with street names attached) depicting varying ranges of overall condition index using criteria based upon Micro Paver data values. Maps showing the attribute information as described in this project will be generated and included as an appendix to the final report. Three (3) mylar Wall maps with various attribute information will also be required (Street PCI, Alley PCI and 5 years rehabilitation program) 5

6 V. CITY-FURNISHED SERVICES The City will furnish the Consultant, all the available previous pavement management reports, existing street and survey information from their existing MicroPaver Database, and any other such information that may be helpful to the Consultant in the performance of the project. Copy of the Pavement Management Program Report is attached as Exhibit A to this RFP. VI. SUBMISSION REQUIREMENTS Firms wishing to be considered for this project shall submit five (5) copies of the proposal to: Juan L. Martinez, Engineering Division, 345 Foothill Rd, Beverly Hills, CA 90210, by 4 p.m. on Friday November 9, The proposal shall be signed by an official authorized to bind the firm and must contain a statement to the effect that the proposal is valid for ninety (90) days. Proposal information shall be submitted in two (2) envelopes as follows. 1. The first envelope, clearly identified as "Technical Proposal" shall contain the following information: A. Introductory letter, firm name, address, and telephone number; contact person, and table of contents. B. A clear and concise response as to why the City of Beverly Hills should select your firm for this work. C. Statement of qualifications of firm. D. A detailed description of similar projects successfully completed by the firm in the past five years. Relevant experience illustrating the firm s capabilities which must include description of work performed at other public agencies specifically managed by the proposed designated Project Manager for this City of Beverly Hills Project. Include a list of clients for which your firm has established computerized pavement management programs. Include project start and completion dates. Cite specific projects of a similar nature to the project described herein. Include the name, telephone number, and address of a contact person for each client who can verify the information provided. Listing of current projects and percent complete. E. Provide a brief narrative indicating the management structure of your firm, the tenure of management, and ownership of the firm. F. Resume of the Project Manager that will be assigned to work as the lead person on this project and who will be the City's liaison. This individual must be 6

7 a licensed civil engineer. Include a detailed description of the assigned Project Manager's experience in pavement analysis and identify specific projects. G. Firm personnel experience - A listing of team personnel who will actually be assigned to perform substantial amounts of the work on this project. Provide a resume and experience record for each person, including years of experience, education and anticipated amount of time each will actually work on this project, and location of each person. H. Sub-consultant personnel experience - Names and addresses of any outside consultants, associates and contractors proposed to be involved with this project. Include each proposed sub-consultant s experience and qualifications as described above for firm s personnel. I. Project Approach - A detailed description of how the firm proposes to approach this project. Include sufficient discussion of proposed methodologies, techniques, and procedures for each work item. Provide a breakdown and description of tasks assigned per project team member. Provide suggestions for any additional services which may enhance the value of this study or affect the overall economy and effectiveness of the project. J. A detailed proposed scope-of-work and methodology consisting of individual tasks for the project. This scope-of-work will be used as a basis for later contract negotiations including project deliverables and payment schedules. K. Project Schedule - A proposed time schedule and a method of assuring that the time schedule is met, including the name of the person responsible for the time schedule. Provide a proposed time schedule for completion of the key tasks in each phase and the method to assure that the time schedule will be met. Identify the person responsible for assuring schedule compliance. Please include an estimated two weeks of review time for each project deliverable due to the City. A detailed resource allocation for each individual task indicating man-hours associated with each individual job classification must also be attached. L. Documentation of no personal or organizational conflicts of interest with City of Beverly Hills interests. 2. The second envelope, clearly identified as "Cost Proposal" shall contain the following information: A. The "not-to-exceed" cost proposal should break down the various elements of cost for the project into each individual task. The cost break down shall at the very minimum reflect the tasks and sub-tasks as described in this Request for Proposal. All fees and expenses should be incorporated into the cost proposal including all blue printing, photocopying, travel and miscellaneous costs, estimated to be accrued during the life of the contract. Also, include any escalation or inflation factors anticipated. No increase in fees will be allowed 7

8 during the life of the contract. Extension of the contract will be a basis for renegotiation of fees. B. The Consultant shall identify the number of technical and professional personnel hours (project manager and key professionals) for each task or sub-task. Payment for services is anticipated to be based on man-hours, fee schedule (personnel rate). NOTE: Please be sure to place the quotation of fees in a separate sealed envelope from the "Technical Proposal" so that an evaluation of the proposal based on merit may be completed. VII. CONSULTANT SELECTION PROCESS A panel of Engineering Division staff members will review the submitted proposals based on the evaluation factors. Proposals will be evaluated primarily on the demonstrated ability of the project team members who will actually perform substantial amounts of the work on our project. The members of the panel will individually review the submitted proposals to determine those candidates who are to be invited for an oral interview. The names of the members of the panel will not be revealed prior to the oral interviews nor will any of the panel's ratings. Upon completion of the oral interviews, respondents will be advised of the panel's number one selection for the project. No other information will be released in an effort to protect the professional standing of all candidates. Proposals will be evaluated based on the following criteria: 1. Firm experience/reputation/workload - Experience of the firm in similar work and record of successful results of that work. Also considered will be the firm s ability to take on additional work, demonstrated understanding of the City s goals and purpose for this project, specific management approach and how the firm proposes to achieve the project s time goals, how well the firm s organizational structure shows sufficient depth for its present workload, and the firm s ability to offer the breadth and quality of services required for the project. 2. Experience of the personnel assigned to the project team - A firm provides the resources but the individuals assigned to a project are how the job gets done. The City of Beverly Hills will give considerable weight to the individual qualifications of the project team members who will actually do most of the work on this project. Considerations will include qualifications of key personnel, project team member s individual experience 8

9 and other qualifications, project manager s experience, sub-consultant s individual experience and other qualifications. 3. Response to the project objectives outlined in the RFP including demonstrated understanding of scope of project, and demonstrated ability to present technical data in a user-friendly format with appropriate use of legible graphics. 4. Adherence to proposal format. 5. Schedule - The proposed schedule for performing the work for the project. Once a contract is awarded on December 18, 2012 the selected firm must be in a position to begin work immediately and move quickly towards completion. 6. Project Completion Preference may be given to those who can demonstrate accelerating the schedule for project completion. A contract may be negotiated for the project for the extent of services to be rendered and for the method of compensation. If agreement is not reached on the project, negotiations will be terminated. Negotiations may then be undertaken with the review board's second choice for that project. When agreement is reached with the Consultant, a contract for the work will be prepared in final form, executed by the Consultant and submitted to the City Council of the City of Beverly Hills for approval and execution. VIII. GENERAL CONDITIONS This request for proposal does not commit the City of Beverly Hills to award a Contract, to pay any costs incurred in the preparation of a response to this invitation, or to procure or Contract for services or supplies. The City of Beverly Hills reserves the right to accept or reject any or all responses received as a result of this request for proposals or to cancel this request in part or in its entirety if is in the best interest of the City to do so. Respondents shall not offer any gratuities, favors, or anything of monetary value to any officer, employee, or agent of the City that have influence in the selection of the Consultant for the purpose of influencing favorable disposition toward either their proposal packages or any other packages. The Consultant shall carry General Liability Insurance, with minimum limits of $1,000,000 for each occurrence and $2,000,000 in the aggregate, combined single limit, naming the City, City Council and each of its members, and the officers and employees of the City, as additionally insured for purposes of the contract, such coverage not to be canceled unless a 30-day written notice is given to the City. 9

10 The selected firm shall maintain in full force and effect at all times during the term of the agreement, professional liability insurance in the amount of Five Million Dollars ($5,000,000) which shall provide coverage for any damages or losses suffered by the City as a result of any error or omission or neglect by the Consultant which arises out of the professional services required by the Agreement. Certificates shall be as per City standard form. The City reserves the right to cancel the project at any phase or at any point in any phase and pay the Consultant only for costs incurred to that date. All data, documents and other products used or developed during the project will remain the property of the City upon completion of that phase of the project. MBE/WBE PARTICIPATION The City of Beverly Hills encourages the participation of minority and women-owned businesses in all City contracts. Please describe any MBE/WBE participation that may be part of work contemplated under the resulting contract. ADDENDA TO THE REQUEST FOR PROPOSALS If it becomes necessary to revise any part of this proposal, an addendum will be issued by the City and provided to all respondents that have been mailed or have picked-up this solicitation. Respondents should contact the City, if they find any inconsistencies or ambiguities herein. Clarification given by the City may become an addendum to this document. REQUESTS FOR INFORMATION Any requests for clarification or additional information regarding this document shall be submitted in writing to Juan L. Martinez at the following address b by 4 p.m. on Friday October 26, 2012: Juan L. Martinez, Civil Engineer Public Works and Transportation Department 345 Foothill Rd Beverly Hills, CA Electronic mail also is acceptable: jmartinez@beverlyhills.org - END - Enclosures: 1. Exhibit A; City of Beverly Hills Pavement Management Program Report 10

11 Final Report for the City of Beverly Hills Pavement Management Program Update August 31, 2011

12 August 31, 2011 Juan L. Martinez, P.E. Civil Engineer City of Beverly Hills 345 Foothill Rd. Beverly Hills, CA Subject: Update of a Pavement Management Program Final Report Dear Mr. Martinez: As part of the development of the Pavement Management Program for the City of Beverly Hills, Harris & Associates hereby submits this Update Pavement Management Report. The information contained in this report presents the findings from the development of the system data associated with the pavement condition survey of the City s street network. The City is also provided with the information that was used to develop the recommended improvement program. The report covers the following categories: Pavement Summaries Preservation and Repair Activities Projected Budgets for Projects based on those Activities It has been a pleasure working with the City on developing the City s Pavement Management Program. Should you have any questions or comments, please contact us at (949) Extension Sincerely, Harris & Associates Randall Bliss, PE Associate / Senior Project Manager

13 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 TABLE OF CONTENTS Executive Summary... ii I. Introduction...1 II. Methodology...5 III. Distribution Report...21 IV. Pavement Index (PCI) Report...29 A. PCI Report w/o Alleys (by Branch Name and PCI order) B. PCI Report Alleys only (by PCI order) V. Work Programs based on Various Funding Levels...77 A. Unlimited Funding Level B. Zero Funding Level C. Current Funding Level (w/o Alleys) D. Current Funding Level (Alleys only) E. Recommended Funding Level w/o Alleys (Major M&R) F. Recommended Funding Level Alleys only (Major M&R) G. Recommended Funding Level w/o Alleys (Major M&R and Global) H. Recommended Funding Level Alleys only (Major M&R and Global) VI. Work History Report VII. List of Streets Inspected Appendix Pictures i

14 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Executive Summary EXECUTIVE SUMMARY In the fall of 2010, Harris & Associates updated the Pavement Management Program (PMP) for the City Beverly Hills. A field survey of Pavement condition evaluations were performed on all the streets of Zone 1 (Residential/Collectors) and 50% of streets of Zone 5 (Arterials) by Harris inspectors as part of the four year ( ) update to their current pavement database. The Pavement Management Program (PMP) for the City of Beverly Hills provides a current inventory, with condition and maintenance projections, for the roadways, and a forecasting of the City s budget needs. The federal guidelines specified by the Army Corps of Engineers in their Pavement Distress Identification Guide for Asphalt-Surfaced Roads and Parking Lots and Pavement Distress Identification Guide for Jointed Concrete Roads and Parking Lot, both dated June 1997, were used as the basis of the field survey. Upon completion of this survey, a Pavement Index (PCI) was calculated for each segment to reflect overall pavement condition. The PCI system is a rating mechanism used to describe the condition of the City s pavement and has been adopted as the nation s standard rating system by AASHTO and ASTM. Ranging between "0" and "100," a PCI of "0" would correspond to a badly deteriorated pavement with virtually no remaining life, while a PCI of "100" would correspond to a pavement with proper engineering design and construction at the beginning of its life cycle. While the following recommendations have been generated by the Pavement Management System, they are for planning purposes only and are not intended to replace sound engineering judgment. Final project recommendations should be weighed against the actual approach the City wishes to utilize in scheduling the workloads for contracting purposes. In addition, an engineering review of the pavement condition may indicate that a particular pavement section needs attention earlier than the other roads in its localized area. Harris & Associates recommends that all Arterial/Collector (FAU) routes be re-inspected over the course of the next two (2) years. Since this report covers inspections done in 2009, the next inspections are due is in In addition, Harris & Associates recommends that all Local roads, including alleys, be re-inspected over the course of the next four (4) years (approximately 25% of the streets every year). Replacement value & quantity of pavement The pavement network within the City of Beverly Hills has miles of paved surfaces, comprised of miles of residential streets, miles of arterial streets, miles of collector streets and miles of alleys. This equates to almost 25,000,000 square feet of pavement. The estimated replacement value of this pavement is $93.4 million for residential streets, $44.4 million for arterial streets, $30.4 million for collector streets and $31.0 million for alleys, for a total of $199.3 million. of City s pavement The overall condition of the City of Beverly Hills s road network is Very Good, with an average Pavement Index of 74, excluding alleys is Very Good, with an average Pavement Index of 77, with 100 being a brand new street and 0 being a badly deteriorated street with virtually no remaining life. The overall condition of the City s alley network is Fair, with an average Pavement Index of 53. The PCI reflects the recent street improvement work. Refer to the work history report with the list of all the recent street maintenance and rehabilitation work. ii

15 CONDITION (PCI) OVERLAY OVERLAY City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Executive Summary Per the Metro report entitled Development of a Los Angeles Countywide Pavement Index, dated October 2007, the average pavement condition Countywide is 62. The following is a short list of pavement condition for cities around Beverly Hills (a more comprehensive list is provided at the end of the Executive Summary. City Average PCI City Average PCI West Hollywood 40 Burbank 55 Los Angeles 60 Glendale 60 Culver City 50 Inglewood 65 Santa Monica 70 El Segundo 55 Recommended preservation program and costs. A strategy was developed based on a 5-year maintenance cycle. The strategy objective is to reduce the backlog of street preservation work over the next 5 years and increase or maintain the overall condition of the road network. This strategy involves two scenarios using both slurry seal and pavement resurfacing as preservation components. The strategy also used a 3% annual inflation factor for all maintenance costs. As part of the analysis, Harris used the standard pavement deterioration curves developed by the Army Corps of Engineers. These deterioration curves show that asphalt pavement has an expected life of approximately 25 years and Portland cement concrete pavement has an expected life of approximately 50 years. Overall Preventative Maintenance Strategy. MicroPaver uses a preventative maintenance strategy in selecting which street segments would benefit in terms of extending the life of the pavement. The graph below depicts the benefit of this approach SLU R RY SEA L SLU RR Y SEA L Y EA RS iii

16 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Executive Summary Pavement maintenance funding scenario results: Unlimited Funding - If the City had an unlimited funding source over the next 5 years to fund all pavement maintenance needs, including alleys, and pavement was allowed to deteriorate to a minimum PCI of 55, the cost in the first year of the program would be approximately $27.7 million and the average annual cost thereafter would be approximately $2.7 million. The citywide average pavement condition index would increase from 74 to 86. Pavement Performance Curve Unlimited Funding /Costs /Costs Years. Cost (in $1 Million) Deferred (in $1 Million) Zero Funding - If the City spent no money over the next 5 years on pavement maintenance needs, including alleys, the amount of deferred maintenance (or backlog ) citywide would increase from $27.7 million to $52.6 million and the citywide average pavement condition index would decrease from 74 to 61. Pavement Performance Curve Zero Funding /Costs Years Cost (in $1 Million) Deferred (in $1 Million) iv

17 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Executive Summary Current Funding (w/o Alleys) At the City s current expected pavement maintenance budget over the next 5 years of approximately $3.0 million annually, the amount of deferred maintenance citywide, excluding alleys, would increase from $11.9 million to $14.7 million and the citywide average pavement condition index would be 76. Pavement Performance Curve Current Funding /Costs Years. Cost (in $1 Million) Deferred (in $1 Million) Current Funding (Alleys only) At the City s current expected pavement maintenance budget over the next 5 years of approximately $1.0 million annually, the amount of deferred maintenance would increase from $10 million to $12.1 million and the average pavement condition index would increase from 53 to 57. Pavement Performance Curve Current Funding /Costs Years Cost (in $1 Million) Deferred (in $1 Million) v

18 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Executive Summary Recommended Funding (w/o Alleys) Major M&R (Maintain Average PCI of 77) In order to maintain the citywide average PCI at or above 77 over the next 5 years, approximately $4 million per year would need to be budgeted. Pavement Performance Curve Recommended Funding /Costs Years. Cost (in $1 Million) Deferred (in $1 Million) Note: Major M&R (Maintenance & Repair) is the overlay or reconstruction (or similar) of the entire pavement section. Recommended Funding (Alleys only) Major M&R (Maintain Average PCI of 53) In order to maintain the average PCI at or above 53 over the next 5 years, approximately $1 million per year would need to be budgeted. Pavement Performance Curve Recommended Funding /Costs Years. Cost (in $1 Million) Deferred (in $1 Million) Note: Major M&R (Maintenance & Repair) is the overlay or reconstruction (or similar) of the entire pavement section. vi

19 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Executive Summary Recommended Funding (w/o Alleys) - Major M&R and Global (Maintain Average PCI of 77) In order to maintain the citywide average PCI at or above 77 over the next 5 years, approximately $3.3 million per year would need to be budgeted. Pavement Performance Curve Recommended Funding /Costs Years. Cost (in $1 Million) Deferred (in $1 Million) Note: The introduction of Global Maintenance means the concept of preventative maintenance using a slurry seal, while Major M&R (Maintenance & Repair) is the overlay or reconstruction (or similar) of the entire pavement section. Recommended Funding (Alleys only) - Major M&R and Global (Maintain Average PCI of 55) In order to maintain the average PCI at or above 53 over the next 5 years, approximately $0.9 million per year would need to be budgeted. Pavement Performance Curve Recommended Funding /Costs Years Cost (in $1 Million) Deferred (in $1 Million) vii

20 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Executive Summary Note: The introduction of Global Maintenance means the concept of preventative maintenance using a slurry seal, while Major M&R (Maintenance & Repair) is the overlay or reconstruction (or similar) of the entire pavement section. Alternate Scenario (w/o Alleys and PCC) - Major M&R and Global (Reach Average PCI of 80) In order to reach the average PCI at or above 80 on the 10 th year, approximately $3.8 million per year would need to be budgeted. Pavement Performance Curve Recommended Funding /Costs Years Cost (in $1 Million) Deferred (in $1 Million) Preventative maintenance on streets with better than average PCI ratings must be considered in combination with the more extensive rehabilitation of failing streets to realize the maximum net benefit and reduce the long term costs. The strategies herein were developed to provide alternatives for halting the deterioration of the existing pavement, reducing the backlog of street maintenance work over the next 5 years and improving the overall condition of the roadway network. These strategies generally involve the utilization of crack sealing, patching, slurry sealing, and major work typically consisting of pavement overlays, overlays with fabric, and reconstruction. Future roadway maintenance plans for the City of Beverly Hills should be based on the general maintenance strategies developed from this pavement system analysis in combination with the other major contributing factors. viii

21 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Executive Summary Countywide Pavement Index Jurisdiction PCI Jurisdiction PCI Agoura Hills 40 La Mirada 55 Alhambra 65 La Puente 55 Arcadia 55 La Verne 70 Artesia 80 Lakewood 70 Avalon 62 Lancaster 60 Azusa 20 Lawndale 50 Baldwin Park 65 Lomita 80 Bell 50 Long Beach 55 Bell Gardens 55 Lynwood 74 Bellflower 70 Malibu 50 Bradbury 65 Manhattan Beach 50 Burbank 55 Maywood 70 Calabasas 70 Monrovia 88 Carson 71 Montebello 55 Cerritos 60 Monterey Park 44 Los Angeles City 60 Norwalk 55 Claremont 70 Palmdale 70 Commerce 60 Palos Verdes 85 Compton 70 Paramount 70 County of Los Angeles 70 Pasadena 30 Covina 75 Pico Rivera 40 Cudahy 50 Pomona 59 Culver City 50 Rancho Palos Verdes 70 Diamond Bar 70 Redondo Beach 70 Downey 79 Rolling Hills Estates 75 Duarte 80 Rosemead 40 El Monte 55 San Dimas 85 El Segundo 55 San Fernando 65 Gardena 90 San Gabriel 70 Glendale 60 San Marino 50 Glendora 70 Santa Clarita 54 Hawaiian Gardens 40 Santa Fe Springs 70 Hawthorne 60 Santa Monica 70 Hermosa Beach 55 Sierra Madre 50 Huntington Park 51 Signal Hill 75 Industry 55 South El Monte 74 Inglewood 65 South Gate 40 Irwindale 70 South Pasadena 60 La Canada-Flintridge 55 Temple City 68 La Habra Heights 58 Torrance 70 COUNTYWIDE AVE. 62 Note: Per 2007 MTA Study ix

22 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Section I SECTION I INTRODUCTION NEED FOR PAVEMENT MANAGEMENT SYSTEM A Citywide Pavement Management System will assist City personnel by providing current technical data to maintain a desirable level of pavement performance, while optimizing the expenditure of limited fiscal resources. Specifically, the program provides administrators and maintenance personnel with: A current inventory of all public roadways The current pavement condition for all public roadways A project listing of all pavement needing maintenance, rehabilitation, or replacement A forecast of budget needs for maintenance, rehabilitation, or replacement of deficient sections of pavement for a five-year Capital Improvement Program THE PAVEMENT NETWORK The entire pavement network within the City of Beverly Hills is comprised of centerline (CL) miles of paved surfaces. To assist in planning maintenance needs, the City's road system data was compiled by functional classification, by zone and by surface type. The following is a summary of the mileage, area, and replacement value of pavement by each of these. By Functional Classification Current Classification Square Feet CL Miles Lane Miles Residential 11,684, Arterial 5,550, Collector 3,800, Alleys 3,877, Totals 24,912, The unit costs shown in the table below were derived from the City of Beverly Hills recent asphalt overlay construction bids and include amounts for design, traffic control, administration, and contingency. The replacement unit cost of $8.00 per SF at PCI level 0 and 10 are based on Harris design and construction management experience for removal and replacement of asphalt roadways. Classification Square Feet Unit Cost for Replacement Total Replacement Value Percent of Replacement Value Residential 11,684,012 $8.00 $ 93,472,096 47% Arterial 5,550,952 $8.00 $ 44,407,616 22% Collector 3,800,218 $8.00 $ 30,401,744 15% Alleys 3,877,180 $8.00 $ 31,017,440 16% Totals 24,912,362 $ 199,298, % 1

23 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Section I By Zone Current Zone Square Feet CL Miles Lane Miles 1 4,849, ,299, ,076, ,135, ,550, Totals 24,912, Zone Square Feet Unit Cost for Replacement Total Replacement Value Percent of Replacement Value 1 4,849,724 $8.00 $ 38,797,792 20% 2 4,299,705 $8.00 $ 34,397,640 17% 3 5,076,680 $8.00 $ 40,613,440 20% 4 5,135,301 $8.00 $ 41,082,408 21% 5 5,550,952 $8.00 $ 44,407,616 22% Totals 24,912,362 $ 199,298, % By Surface Type Current Surface Type Square Feet CL Miles Lane Miles Asphalt 23,839, Asphalt/PCC 669, Concrete 403, Totals 24,912, Surface Type Square Feet Unit Cost for Replacement Total Replacement Value Percent of Replacement Value Asphalt 23,839,163 $8.00 $ 190,713,304 95% Asphalt/PCC 669,254 $8.00 $ 5,354,032 3% Concrete 403,945 $8.00 $ 3,231,560 2% Totals 24,912,362 $ 199,298, % 2

24 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Section I CURRENT CONDITIONS As part of the update of the Pavement Management System for the City of Beverly Hills, a field walking survey of the pavement network was conducted to assess the existing surface condition of all street of Zone 1 and 50% of Zone 5. A walking survey was conducted to ensure a more accurate field rating than a windshield survey. The federal guidelines specified by the Army Corps of Engineers in their Pavement Distress Identification Guide for Asphalt-Surfaced Roads and Parking Lots and Pavement Distress Identification Guide for Jointed Concrete Roads and Parking Lot, both dated June 1997, were used as the basis of the field survey. Upon completion of this survey, a Pavement Index (PCI) was calculated for each segment to reflect overall pavement condition. The PCI system is a rating mechanism used to describe the condition of the City s pavement and has been adopted as the nation s standard rating system by AASHTO and ASTM. Ranging between "0" and "100," a PCI of "0" would correspond to a badly deteriorated pavement with virtually no remaining life, while a PCI of "100" would correspond to a pavement with proper engineering design and construction at the beginning of its life cycle. Refer to graphs in Section III. The PCI may be weighted based on several factors that may be of special interest to the City, such as pavement distress or ride quality. For the purposes of this analysis, pavement distress was the only factor used to determine the current pavement condition. The table below relates PCI ranges to general pavement condition definitions. PCI RANGE CONDITION Excellent Very Good Good Fair Poor Very Poor Failed PCI Ranges* * These are the ranges recommended by the U. S. Army Corps of Engineers. The overall condition, including alleys, of the City of Beverly Hills road network based on current conditions is Very Good with an average PCI of 74. (Streets 77 and Alleys 53) OVERALL STRATEGY Based on the results of the condition survey and input from the City, pavement maintenance/rehabilitation strategies were developed. A listing of the rehabilitation and maintenance activities utilized in the strategy development is presented in Section II. Each activity is representative of the types of work that have been programmed as part of the long term rehabilitation and maintenance requirements of the City s street network. 3

25 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Section I The City s streets are comprised of two (2) vastly different pavement types: Asphalt Concrete (AC) and Portland Cement Concrete (PCC). Each surface has different maintenance/rehabilitation requirements and life cycles. Approximately 2% of the City s pavement is PCC and 3% is AC/PCC. The budgeting process was approached with the following in mind: generate a work program based upon actual road pavement conditions for AC pavements in order to keep deferred maintenance constant and maintain the current high level overall condition. The preventative maintenance approach used will first and foremost attempt to keep street segments in good condition to remain in good condition as opposed to focusing on street requiring complete reconstruction. Based on current and projected pavement rehabilitation and maintenance needs, annual work programs have been prepared. The tables on the following pages show the projected work program totals along with the total deferred maintenance for each year. All work program budgets generated are presented using only 3% inflation. All repair activities were based on distresses observed at the time of the field survey. No adjustments were made for cracking that may develop before work is actually completed. RECOMMENDATIONS The actual workload requirements identified indicate that the street network is currently in Very Good condition. To maintain this PCI condition, it is critical that the preservation activities be funded at the levels identified in the recommended work program to maintain a high network PCI value. In order to meet these requirements, certain projects have been recommended within the context of this program. The funding requirements just presented are generated in the form of individual projects, as outlined in the Projected Work Reports (Section V). While the project listings outlined in Section V are the recommendations as generated by the PMS, they are for planning purposes only and are not intended to replace engineering judgement. Before construction has actually started on the pavement work, field verification should be conducted to ascertain whether PCI conditions still warrant the recommended treatment or whether they have worsened. Final project recommendations should be weighed against the actual approach the City wishes to utilize in scheduling the workloads for contracting purposes. Pavement condition may indicate that a particular pavement section needs attention earlier than the rest of the roads in its localized area. MAINTENANCE PROGRAM RECOMMENDATIONS Because pavement deterioration is a never-ending phenomenon, Harris & Associates recommends that all Arterial/Collector (FAU) routes be re-inspected over the course of the next two (2) years. Since this report covers inspections done in 2009, the next inspections are due is in In addition, Harris & Associates recommends that all Local roads, including alleys, be re-inspected over the course of the next four (4) years (approximately 25% of the streets every year). The costs for the re-inspection should be included in the annual pavement management budget to assure that the PMS has updated, accurate information. 4

26 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Section II SECTION II METHODOLOGY The following section provides a description of the methodology and rationale utilized in determining the recommended actions identified in this report. Field Survey An inventory of street data for 25% Residential and 50% Arterial streets within the City of Beverly Hills was completed. In this update, the Residential streets surveyed are located within Zone 1 and the Arterial streets are located within Zone 5. Data, including distress types and quantities, segment length and width, etc., was collected on all public streets. Using a combination of City street maps and field survey forms to collect field information, a field crew walked and surveyed each street. The information collected on the field survey forms included low, medium and high distresses, amount of distress, verification of special conditions and a field check of segment data such as length, number of lanes and whether the street included a cul-de-sac. The pavement segmentation was provided by the City from the prior pavement management system developed by Albert Grover and Associates. The existing pavement segmentation appears to be measured from centerline to centerline of each intersection. Data was categorized by street and maintenance segment. Maintenance segment limits were identified by determining the logical maintenance practices that would apply to each street and may vary from street to street, i.e. intersection to intersection, change in pavement width, drainage conditions, crown of the roadway, etc. All data collected was entered into the APWA MicroPAVER version 6.1 pavement management software. After the data entry procedures were completed, a resultant distress rating was calculated for each segment. The distress rating is calculated using an algorithm developed by the Army Corps of Engineers that is recommended by the American Public Works Association and incorporated within the MicroPAVER software. The algorithm begins by giving each pavement section a score of 100 then deducting point values based on the pavement distress found within the section weighted by the quantity of distress. The Army Corps has assigned deduct values based on severity (low, moderate, or high) and the density of each distress, as shown below in the case of alligator (fatigue) cracking. 5

27 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Section II 100 Alligator (Fatigue) Cracking Deduct Curve % of Density Low Mod High The algorithm weighs the total deducts within a section and calculates a total distress rating between 0 (failed) and 100 (excellent). The PCI is an overall measure of the condition of the road surface based on this scale. The summary of all road condition data and the representative PCI's are located in the Data Report in Section IV. Once the PCI has been established for a pavement section, the analysis and workload predictions can be commenced. The deterioration curve below shows the expected deterioration rate for Asphalt Concrete (AC) and Portland Cement Concrete (PCC). Standard Deterioration Curve for Asphalt Concrete (AC) Pavements Expected Useful Life of Approximately 25 Years 6

28 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Section II Standard Deterioration Curve for Portland Cement Concrete (PCC) Pavements Expected Useful Life of Approximately 50 Years As a pavement ages, the system predicts the PCI of the pavement based on the deterioration curves. The next step in the analysis is to determine at what point simple maintenance has become major rehabilitation. As you can see by the above graphic, by doing preventative maintenance on a pavement earlier in the pavements life, a substantial amount of money can be saved. 7

29 City of Beverly Hills Citywide Pavement Management Program Final Report August 31, 2011 Section II MAINTENANCE STRATEGY ASSIGNMENTS The PCI is used by the system to schedule each pavement segment for maintenance activities. The Micro PAVER program recommends a specific maintenance activity based on the PCI and budget constraints. The Micro PAVER system generates work based on categories of maintenance, such as localized, global and major maintenance. Maintenance activities per category are defined as follows: 1. Localized Maintenance Maintenance treatments generally utilized as "holding action" solutions to delay the need for pavement structural strengthening. Generally they include the following activities: Localized Maintenance Repair Type Cost Unit Patching - AC Deep $9.50 SF Patching - AC Leveling $3.00 SF Patching - AC Shallow $7.00 SF Patching - PCC Full Depth $10.50 SF Patching - PCC Partial Depth $8.00 SF Slab Replacement - PCC $9.00 SF Crack Sealing - PCC $0.10 LF Undersealing - PCC $0.30 SF Crack Sealing - AC $0.10 LF Grinding (Localized) $2.25 SF Joint Seal (Localized) $1.00 LF Joint Seal - Silicon $6.56 LF Skin Patch $2.00 SF Note: Partial Depth refers to grinding vs. full reconstruction. Global Maintenance - surface treatments generally utilized to provide new wearing surfaces and extend pavement life. Surface treatments applied to pavements with minimal surface distress to provide new wearing surfaces and extend pavement life. Generally it consists of a sealant or thin overlay. For the City of Beverly Hills, a slurry seal was programmed in the Recommended (M&R and Global) scenario at an application interval of 5 years for streets exhibiting minimal distress or climate related distress only. The typical cost for a slurry seal is $0.30 per square foot. Slurry seals are not typically used on high volume streets where the amount of traffic would severely impact the effectiveness of the seal. Therefore, arterial roadways are not usually considered a candidate for this type of treatment. PCC streets are also not a candidate for this type of treatment. 2. Major Maintenance The application of treatments that are more cost-effective alternatives to reconstruction of the entire pavement surfaces, but provide the required structural support. Major maintenance also includes reconstruction, if required. 8