January 5, 1999 AS-0
The Honorable Board of Supervisors
County of Los Angeles
383 Kenneth Hahn Hall of Administration
500 West Temple Street
Los Angeles, CA 90012
Dear Supervisors:
PAVEMENT MANAGEMENT DATA COLLECTION
ALL SUPERVISORIAL DISTRICTS
3 VOTES
IT IS RECOMMENDED THAT YOUR BOARD:
1. Award a contract for "Pavement Management Data Collection Services" to Stantec Consulting, Inc. (formerly known as ITX Stanley, Inc.).
2. Instruct the Chairman to sign the contract.
3. Authorize the contractor to proceed with the work in accordance with the contract's specifications, terms, conditions, and requirements.
4. Authorize the Department to encumber an amount not to exceed $32,907. This amount represents the contractor's cost to provide for these services.
PURPOSE OF RECOMMENDED ACTION
The Department of Public Works has a need to collect representative roadway performance data on select County roadways in order to better analyze and manage their maintenance within limited resources. The data to be collected will consist of quantified surface distress information which includes measurements of surface roughness conforming to the International Roughness Index standards. This contract is a pilot which will develop data on approximately six percent of the County's major highways.
The Honorable Board of Supervisors
January 5, 1999
Page 2
JUSTIFICATION
The purpose of this contract will be to populate the Department's Pavement Management System software with data regarding the condition of County maintained roads so that the Department can properly analyze its pavement needs. Once this data is obtained, it will be maintained by Department personnel who will be checking streets and entering revised data into the software. However, it may be necessary to perform a major update of the data after about five years to ensure the data's integrity.
FISCAL IMPACT
This contract is for an amount not to exceed $32,907. This amount represents the contractor's cost to perform these services.
Upon Board approval, the Department will issue the contractor approval to proceed. The contractor will then have 84 days to complete the work. This contract may be canceled or terminated at any time by the County without cause upon giving at least 30 days' written notice to the contractor.
FINANCING
Funds are included in the Department's 1998-99 Road Fund budget to cover the cost of this contract. There will be no impact on net County cost.
FACTS AND PROVISIONS/LEGAL REQUIREMENTS
On September 28, 1998, two firms submitted proposals. An Evaluation Committee consisting of Department staff evaluated each proposal. The evaluation was based on criteria outlined in the Request for Proposals which included proposers' experience, capability, staffing, references, demonstrated quality, and pricing. Based on this evaluation, it is recommended that this work be awarded to the most responsive and lowest
The Honorable Board of Supervisors
January 5, 1999
Page 3
cost proposer, Stantec Consulting, Inc. (formerly known as ITX Stanley, Inc.).
This contract contains recent Board-ordered contract terms regarding contract termination for improper considerations and to consider GAIN Program participants should the contractor require additional or replacement personnel.
The Department has confirmed that the District Attorney has received the contractor's Principal Owners Information Form in compliance with Los Angeles County Code Chapter 2.200 (Child Support Compliance Program).
The contractor has properly executed the contract and County Counsel has approved the contract as to form.
CONTRACTING PROCESS
On September 2, 1998, the Department solicited proposals from 69 independent contractors and community business organizations to accomplish this service. Also, a notice of proposal availability was placed on the Office of Small Business' Internet website and an advertisement was placed in the Los Angeles Times.
Enclosure A reflects each proposer's minority participation. The contractor was selected upon final analysis and consideration, without regard to race, creed, gender, or color.
As requested by your Board, the contractor has submitted a safety record which, in our opinion, reflects that activities conducted by them in the past have been according to reasonable standards of safety.
The required evidence of the contractor's Comprehensive General and Automobile Liability Certifications, naming the County as additional insured, and evidence of Workers' Compensation insurance will be obtained from the contractor before work commences.
The Honorable Board of Supervisors
January 5, 1999
Page 4
IMPACT ON CURRENT SERVICES ( OR PROJECTS)
The award of this contract will not result in the displacement of any County employees nor will it impact current services.
NEGATIVE DECLARATION/ENVIRONMENTAL IMPACT REPORTS
With respect to requirements of the California Environmental Quality Act (CEQA), these testing services are categorically exempt as specified in Class 6 of the Environmental Document Reporting Procedures and Guidelines adopted by your Board on November 17, 1987, Synopsis 57.
CONCLUSION
Please have the original and one copy of this contract signed by the Chairman. Please return the signed copy for the contractor to this office, together with a conformed copy for the Department's file. The fully executed original should be retained for your files.
One approved copy of this letter is requested.
Respectfully submitted,
HARRY W. STONE
Director of Public Works
AF
P\Contract\Tony\Pavement\Board2
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cc: Chief Administrative Officer
County Counsel