RFP 2018-19 Pavement Management Program 1
CITY OF ROSEMEAD
PUBLIC WORKS/ENGINEERING DIVISION
RFP No. 2018-19
REQUEST FOR PROPOSALS FOR
PAVEMENT MANAGEMENT PROGRAM UPDATE
INTRODUCTION
The City of Rosemead is requesting proposals from qualified, interested firms for an update of its
Pavement Management Program (PMP). The 2015 PMP update will include a comprehensive
survey and inventory of City streets and roadway system (Approximately 76.4 centerline miles).
Services being requested include the preparation of reports to assist the City in maintaining and
rehabilitating said streets and roadway system.
This Request for Proposal (RFP) describes the requested scope of services and information to be
included in each proposal. Consultant should include a summary of the project understanding,
approach, proposed scope, schedule with deliverables and budget. Failure to submit information
in accordance with the RFP’s requirements and procedures may be cause for disqualification.
SCOPE OF SERVICES
The purpose of this RFP is to select a consulting firm to provide pavement management services
for the City. The scope of work shall include, but is not limited to:
1. Review the scope of work with City staff.
2. Discuss with representatives from the City current procedures for pavement
maintenance, available resources, historical expenditure levels, and desired service
levels. This will help the individuals responsible for the work described in this RFP to
gain an understanding of the City of Rosemead.
3. The consultant shall coordinate with City representatives to review historic
maintenance information and ensure the accurate incorporation of this information
into the pavement condition rating.
4. Perform an inventory and pavement condition rating survey of the streets and
roadways within the City of Rosemead. The street survey information to be collected
shall, at minimum, include: street geometric, frontage improvements, surface type,
surface condition, surface distress, ride quality, and drainage properties. The works
shall also include a current digital image of all streets and roadways surveyed
(typically one photograph per residential street and approximately one photograph per
mile for collector and arterial streets, and at changed in the condition of the
pavement).
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5. The AC pavement distresses to be inspected will include, but are not limited to:
alligator cracking, bleeding, block cracking, bumps and sags, corrugation, depression,
edge cracking, joint reflection cracking, lane/shoulder drop off, longitudinal and
transverse cracking, patching and utility cuts, polished aggregate, potholes, railroad
crossings, rutting, weathering, and raveling.
6. In sections of the City that have Portland Cement Concrete pavements, the distresses
to be inspected include, but are not limited to, buckling, corner cracks, divided/shatter
slab, faulting, joint seal damage, lane/shoulder drop off, linear cracking, patching and
utility cuts, polished aggregate, pumping, punch-out, railroad crossing, shrinkage
cracking, spalling (corner and joint).
7. Identify sections of the City where additional structural testing (i.e. Deflection
Testing) may be necessary.
8. Prior to and during data collection, the Consultant and key personnel shall take
preventative measures to minimize any risk to its employees and the general public in
performing this project. The firm shall provide field crews with appropriate safety
equipment including, but not limited to, reflective safety vests and providing traffic
control. All safety measures are at Consultant’s expense.
9. Develop a formal data collection Quality Management Plan (QMP). The QMP shall
address data quality control for data collection as well as quality acceptance by City
staff.
10. Using the relevant information and data collection, the Consultant is expected to
prepare all project documentation including, but not limited to, the following reports:
1) Executive Summary
2) System Report with the following: road name list, block list, segment list,
street condition report, budget report, network optimization report,
cost/benefit analysis report (by priority and alphabetical), design report (by
priority and alphabetical), and project candidate report (by priority and
alphabetical). Provide three (3) bound copies in addition to electronic data.
3) Various planning and maintenance reports identifying the following:
recommended treatment (routine maintenance, crack seal, seal coat, slurry
seal, cape seal, overlay, reconstruction, etc.) for each segment of street and
roadway. Using the treatment recommendation and current market material
and labor costs, Consultant shall generate estimated costs for maintenance and
rehabilitation of the City streets/roadway system. Address the immediate and
future effects of pavement management decisions. Identify current and future
funding requirements as well as financial alternatives. Utilizing survey
information, City criteria, and projected budget, prepare a five-year work plan
for the maintenance and rehabilitation of the City streets/roadway system.
11. Provide the City with complete, hands-on software and pavement inventory and
condition assessment training, enabling the City to operate the system independently
after implementation of the PMP.
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12. Pavement Management Program (PMP) shall be incorporated as a “user-friendly”
system. Consultant should work with the City to identify and procure system
requirements needed to utilize this PMP software.
13. Provide a PMP capable of creating graphs and charts that will show the budgetary
effects of postponing or cancelling scheduled maintenance.
14. Provide the City with recommended tools to become proficient at performing the
required support of the PMP in the future.
15. The PMP shall have the capability for City personnel to easily update the system
when new data is gathered and when new streets are added.
16. The PMP shall allow expansion capabilities to include integration with future
Infrastructure Management System modules, as well as interfacing with a Geographic
Information System.
17. Provide the City a software warranty and post-implementation support in an Annual
Maintenance Agreement.
18. Attend public meetings as requested by staff.
19. Submit and obtain certification from the Metropolitan Transportation Agency
(METRO).
PROPOSAL FORMAT
The proposal shall be submitted in the following format:
1. A Cover Letter summarizing the proposal as well as consultant’s credentials.
2. Fee – Provide not to exceed fee budget for each item described in the above scope of
services.
3. Hourly rates – Provide hourly rates schedule for all work to be done under the scope of
services and for any extra work authorized by the City Engineer.
SELECTION PROCEDURE AND SCHEDULE
An award of this contract shall be based on a bid basis.
Tentative Schedule:
1. Proposal due date July 5th, 2018 at 10:30 am.
2. Consideration by City Council July 24th, 2018.
(If Necessary)
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DISCRETION AND LIABILITY WAIVER
The City reserves the right to reject all proposals or to request and obtain, from one or more of
the consulting firms submitting proposals, supplementary information as may be necessary for
City staff to analyze the proposals pursuant to the contractor selection criteria contained here.
The City is not liable for costs incurred by the contractor for the cost of the proposal. The
contractor, by submitting a response to this RFP, waives all rights to protest or seek any legal
remedies whatsoever regarding any aspect of this RFP.
All proposals shall be binding for a period of 60 days after the proposal due date.
INSURANCE REQUIREMENTS
The consultant shall maintain, for the duration of the project, a policy of insurance, including
professional liability (errors and omissions) and comprehensive liability, including all vehicles
utilized in completing the project, with limits of $1,000,000 for all occurrences. The City of
Rosemead shall be specifically named as additional insured on the certificate of insurance.
DIRECTION FOR DELIVERY OF PROPOSAL
Two (2) copies of the sealed project proposal shall be delivered no later than 10:30 a.m., July
5th, 2018, at the following location:
CITY OF ROSEMEAD
City Clerk Office
8838 E. Valley Boulevard
Rosemead, CA 91770
Attn: Ericka Hernandez
City Clerk