City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council (1) approve a professional services agreement
with Project Partners for citywide sidewalk inspection services and (2) authorize the
purchase of the MaintStar Internet based module to be used in conjunction with the
proposed sidewalk inspection services.
BACKGROUND:
The City of Culver has approximately 8.85 million square feet of public sidewalk.
Currently, the Public Works Department utilizes an informal approach to sidewalk
inspection. On a daily basis, staff receives numerous requests from residents and
property owners to inspect reported displaced and damaged sidewalks. Upon
inspection of the sidewalk, staff will also inspect the surrounding properties for
damaged or displaced sidewalk and make a determination for the appropriate type
of repair. Generally, there are three repair options: (1) complete removal and
replacement of existing deteriorating sidewalk; (2) grinding displaced sidewalk at
the joints if the displacement is generally one inch or less and (3) using asphalt
material, “ramp” displacements of an inch or more. Options 1 and 2 are considered
long-term and permanent repairs, while Option 3, , is considered an intermediate
term repair which will eventually be followed up by either grinding or sidewalk
replacement.
Meeting Date: 06/13/2011 Item Number: C-11
CITY COUNCIL AGENDA ITEM: (1) Approval of a Professional Services
Agreement with Project Partners for Citywide Sidewalk Inspection Services and
(2) Authorization to Purchase the MaintStar Internet Based Module to be Used in
Conjunction with the Proposed Sidewalk Inspection Services.
Contact Person/Dept.:
Eric Mirzaian/Public Works
Phone Number: (310) 253-6410
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Agenda and Meetings - City Council (06/08/11); Project Partners,
Wildan Engineering and KOA Corporation (06/06/2011)
Department Approval:
Charles D. Herbertson(06/06/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/08/11)
Chief Financial Officer Approval:
Jeff Muir (by K. Marsden) (06/08/11)
City Manager Approval:
John M. Nachbar (06/08/11) City of Culver City, California
Agenda Item Report
While this informal inspection process has been past practice, staff is proposing a
new process which will improve maintenance and repair efforts related to the City’s
sidewalks.
DISCUSSION:
On March 29, 2011, the Public Works Department released a Request For Proposal
(RFP) to qualified engineering and construction inspection firms that will assist the
City in measuring and documenting all significant sidewalk displacements; as well
as, incorporating findings into a database that will be used to prioritize future repairs
of the sidewalks.
On April 28, three firms responded to the RFP and the results were as follows:
KOA Corporation…………$35,780 ($85/hour)
Project Partners…………$36,920 ($71/hour)*
Wildan Engineering………$85,500 ($95/hour)
*The proposal submitted by Project Partners only indicated the hourly rate of $71/hour. The
total amount of $36,920 was confirmed by Project Partners to City Staff via email on April
29, 2011
Based upon the company’s profile, qualifications, references and project approach,
staff believes that Project Partners demonstrated the best understanding of the RFP
requirements.
Per Culver City Municipal Code Section 3.07.085, professional services are exempt
from competitive bidding provided the contract is based on competitive quotations
whenever practical, as determined by the City Manager. As noted above,
competitive quotations were solicited.
In addition, the Public Works Department utilizes a work order system (MaintStar) to
monitor and document all infrastructure maintenance needs throughout the City. As
part of the proposed sidewalk inspection services, staff is requesting authorization to
purchase the internet-based module for MaintStar to allow field inspectors to
remotely input findings directly into the MaintStar database. These entries ;will be
used to generate work orders for potential repairs. The total cost for the module is
$36,000; which includes a one-time software purchase fee of $29,500 and the fee
for the first year of the annual maintenance of $6,500.
City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
The table below shows the budgeted funding sources for this project:
Funding Source Amount
41800428 (Gas Tax Fund ) 175,781
42000428 (Capital Improvement and Acquisition Fund) 500,000
Total 675,781
The $500,000 in the Capital Improvement and Acquisition budget was appropriated by
the City Council on July 26,2010 as a part of the $2 million appropriation for capital
projects. An additional $100,000 allocation from the Gas Tax Fund is included in the
City Manager’s Proposed Budget for Fiscal Year 2011/2012. If adopted by the City
Council, those funds will be added to this project.
The above referenced funding will be utilized to fund the services that will be provided
by Project Partners and to purchase the MaintStar internet-based software. The
remaining funds will be utilized at a future date to implement a citywide sidewalk repair
program that will be based on the outcome of the inspection services provided by
Project Partners. Staff will return to the City Council at a later date for approval of a
Request for Proposal release and subsequent award of contract for the repair services.
ATTACHMENTS:
1. Project Partner’s proposal letter
2. MaintStar proposal for internet-based module
MOTION:
That the City Council:
1. Approve a professional services agreement with Project Partners in the
aggregate amount of $40,612 ($36,920 base plus $3,692 in contingency); and
2. Approve the purchase of the internet-based module for the MaintStar work order
system in the amount of $36,000; and
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 6/13/2011
AGENDA ITEM: Award of Contract for Sidewalk Inspection Program and
Authorization to Purchase Internet-based Module of
MaintStar Work Order System
ATTACHMENTS
Pages
1 Project Partners Proposal 1-6
2 MaintStar internet-based Module Proposal
7-9 "roject
'antlers
Von K6:1-, .-,an •Ayanide
i 340
1 irvifm, CA 92612
O4a20236.ii
i27 a4g.852 SP8-g2
"The Right Staff at the Right Time arx) Price"
tAIWIAO, projectpartatereLcom
April 27, 2011
Mr. Eric Mirzaian
Sr. Management Analyst
Public Works Department
9505 W. Jefferson Blvd.
Culver City, CA 90232
SUBJECT: Proposal Response to Culver City - Citywide Sidewalk Inspections
Services REP
Dear Mr. Mirzaian
We are a unique civil engineering staffing firm that provides professional interim
and as-needed engineering, engineering support and inspection staff to public
sector agencies. We are different from consulting firms as our employees reside
on-site at our client facilities, working shoulder to shoulder with our client's staff,
helping engineering, construction, and planning departments meet their goals
and objectives.
Established in 1996, Project Partners, Inc. is a well proven company. We are a
California Corporation and a certified minority business enterprise (MBE). We
have been providing engineering resources in the Southern California region for
15 years.
Project Partners is pleased to submit this proposal and is excited about the
opportunity to provide the City of Culver (City) with excellent Citywide Sidewalk
Inspection Services.
We understand the importance of your project and we are ideally suited to assist
the City for the following reasons:
• Proven Technical Experience In Sidewalk Ramping And Grinding
Inspections - Project Partners has been assisting the City of Torrance with
Sidewalk Ramping and Grinding Inspections for well over a decade. Because
of our proven abilities, excellent staff, and strong understanding of the
process, we have been their only contractor for the entire duration.
Our proposed inspector has the proven ability to not only meet Culver City's
technical requirement, but has the experience and judgment needed to
address the multitude issues that may arise. Also as critically important, he
has proven effectiveness in addressing citizen and public issues. Project Partners Letter Proposal
Citywide Sidewalk Inspection Services
• Proven Efficient and Cost Effective Solution - Project Partners is a cost-
effective solution with billing rates at a fraction of typical consultant's rates.
THE PROJECT PARTNERS APPROACH
The Project Partners' mission is to provide Temporary Engineering, Engineering
Support and Constructions Management staff to public sector agencies. In addition,
our goal is to foster a true client-partner relationship through an in-depth
understanding of our client's requirements. With a proven knowledge of Civil
Engineering project staffing that is combined with actionable best practices is the right•
formula to deliver successful projects and a long term client satisfaction.
PROJECT UNDERSTANDING AND PROVEN EXPERIENCE
Project Partners has strong experience in sidewalk inspection. As mentioned above,
we have conducted this exact type of inspection for the City of Torrance for the last
decade. During the late 1990's the City of Torrance elected to conduct a
comprehensive sidewalk maintenance program in an effort to reduce the amount of
claims being awarded against the City. Project Partners was initially hired to do
exactly what Culver City is asking, conduct an initial city wide condition assessment
program to determine the extent displaced sidewalks and lay the foundation for a
ramping and grinding program. After the assessment, Project Partners was again
retained to inspect and verify the work of the series of contractors grinding
contractors. We were selected not only because of our proven excellent staff,
knowledge of sidewalk grinding process and requirements, and cost effective
approach, but also for our understanding and continued focus on the overall project
goal; to build a effective sidewalk management program that gave Torrance's legal
council the ability effectively reduce the City's liability and exposure.
Additionally, when the City of Santa Ana also embarked on sidewalk inspection
project, they too turned to Project Partners. Not wanting high rates typically charged
by consultants, and wanting a team player who worked seamlessly with their staff, we
were selected and completed an 8 month, multi-staff assessment team that
inventoried the entire city.
Though seemingly simple, sidewalk programs have its complications. Continuous
accurate assessment of sidewalk vertical displacement of as little as 3/8 inch
(standards used by Torrance) and a maximum 8.33% slope for ramping (ADA
requirement) on unevenly uplifted sidewalks requires constant attention and judgment.
Project Partners has learned how to be effective at balancing the need to catch all
necessary repairs, while as to not over categorize all minor infractions that would
result in an unnecessarily large and expensive grinding and ramping program. All this
2 Project Partners Letter Proposal
Citywide Sidewalk Inspection Services
while appropriately addressing citizen questions, repair requests, and complaints
requires experience.
Project Partners has the proven experience needed to accomplish this job
successfully.
PROPOSED EXPERIENCED INSPECTION STAFF
To assist the City in accomplishing the conditional assessment of its four Sidewalk
Maintenance Districts, (comprised of 8.86 million square feet and approximately 420
miles of sidewalk), Project Partners is pleased to be able to offer a highly experience
sidewalk inspector to field audit, evaluate and make qualified maintenance
recommendations in accordance with the City's specifications and maintenance
policies. Our proposed staff is the same inspector we are using at the City of
Torrance. In other words, our approach is that our designated inspections staff work
part-time at Torrance and part-time at Culver City. This is explained in more detail
within the Scheduling section.
Experienced is important! Under our approach, our Inspection Staff will work in close
coordination with the designated City of Culver City project manager. With this
arrangement, Culver City will minimize its learning curve and almost immediately jump
to level of a city like Torrance, that has had a decade long program. Our inspector will
be able to transfer the knowledge gained, and the lessoned learned preventing Culver
City from making unnecessary decisions or mistakes. In addition, by working actively
with both Cities, Project Partners can help Culver City save considerable time and
expense in developing not only a practical and useful database, but more important, a
sidewalk program that is effective in meeting its goals of reducing the City's exposure
to sidewalk tripping claims.
Project Partners is proposing to use the following inspector:
Mr. Kamyar Amjadi; a Project Partners employee, has been providing City-wide
sidewalk inspection services for the City of Torrance for the last 6 years. He is tasked
with providing daily updates to the City's sidewalk maintenance data base, complete
inspection request from Citizens / Residents for sidewalk repairs, make
recommendations based upon tolerance specifications and oversee contractor repairs
and pedestrian safety during said repairs.
Mr. Amjadi photographs displaced sidewalk before and after repairs, double checks
contractor repair measurements, re-inspects sidewalk segment upon repair
completion and updates the sidewalk maintenance database. As an experience
inspector, Mr. Amjadi is familiar with Pavement Preservation Techniques, Concrete
Maintenance Repair Procedures and has provided Pavement Overlay Inspections for
the City of Torrance.
A Resume of Mr. Amiadi is included in Attachment A.
3
3 Project Partners Letter Proposal
Citywide Sidewalk Inspection Services
Additional Equipment
In order to facilitate the Sidewalk inspection project, Project Partners will be providing
additional specialized equipment to our inspectors. This equipment includes
1. Digital Camera — A digital camera was found to be necessary to document
before and after condition in the database to. These
photos proved useful not only in the City's legal defense,
but also in the future assessment of the program. The
sidewalk environment is a dynamic environment Vertical
displacement can occur not only over time as trees grow,
but seasonally with the winter ballooning of underground
tree roots and swelling of expansive soils.
2. Laptop Computer — To increase staff effectiveness of database population.
Project Partners has found that inputting data in the field
can not only expedite the overall a project, but facilitate
City Project Manager's daily review of work accomplished.
3. Digital Smart Level —a digital level is needed as a verification tool that
determines if a ramped slope is in compliance with ADA
requirements. Because of the shallowness of the slope,
visual assessment can not be required.
4. Tape Measure - To measure the vertical deflection of identified sidewalks.
5. Cell Phone -
To provide easy communication access to our inspectors
while they are in the field.
SCOPE OF SERVICES
Project Partners' inspection staff will accomplish the following:
• Inspector will walk and inspect the assigned day's sidewalk repair areas located
within the designated maintenance districts. Inspect all public right-of-way
sidewalks for condition and conformance with City rating specifications.
• Inspector will document all sidewalk displacements or tolerance defects via City
required data forms. Memorialize said displacement or defect per digital
photograph as required. Data will be recorded such that it can be incorporated
into the City a database of inspection findings of designated Sidewalk
Maintenance Districts.
4 Project Partners Letter Proposal
Citywide Sidewalk Inspection Services
• Inspector shall (as needed or if desired by the City) incorporate and address
Citizen / Resident request for inspection or sidewalk repair in daily inspections
routines.
• Inspector will evaluate sidewalk condition assessment to determine proper
recommended action for displaced or defect sidewalk conditions. The inspector
shall provide a daily report to City's Public Works Department with repair
recommendations, pedestrian trip hazards and photos if required. A grind or
ramp recommendation will be submitted based on City policy.
• For purposes of this proposal, it is assumed that inspectors will have a small
work area which will include a desk and a phone.
PROPOSED SCHEDULE AND PROJECT DURATION
Project Partners is proposing that our inspector work part-time for the City of Culver
City, (and part time for the City of Torrance). At this level of effort, we estimate that
the assessment of the 4 Sidewalk Districts will be complete within 6 months.
HOURLY BILLING RATES AND FEES
Project Partners billing rates for the proposed inspector(s) are $69.00 plus a $ 2.00
per hour equipment fee for a total billing rate of $71.00.
Inspector Classification Hourly Billing Rate for 2011
Inspector I $71.00
*Project Partners billing rates are adjusted annually in January of each year.
At the City's option, if Culver City elects to provide our inspector with camera, laptop,
and smart level, Project Partners will remove the equipment charge and reduce our
total billing rate to $69.00.
CLIENT REFERENCES
A List of Client References is included in Attachment B.
CLAIMS HISTORY
There are no active or pending claims against Project Partners, Inc. as of the date of
this Request for Proposal response.
5 Project Partners Letter Proposal
Citywide Sidewalk Inspection Services
PROJECT PARTNERS COMPANY PROFILE
• Legal Name: Project Partners, Inc
• Address: 23195 La Cadena Dr., Laguna Hills, CA 92653
• Phone: 949-852-9300
• Fax: 949-852-9322
Again I would like to thank you for considering our services and should you have any
questions or desire additional information, please do not hesitate to call at any time.
We look forward to working with you and your staff.
Sincerely,
Kimo Look, P.E.
Project Partners
6 .*11 YMMn I
nn •11•,n 11
IIMI•••• MMI=.
• i1=1•=.n ••• WPM nEl.
.MY n 114. 1n 11
NM. MIN.11.1MN
•
28 Hammond, Suite D
Irvine, California 92618
800-255-5675
wwvv.maintstar.com
Bruce Mesnard
brucegmaintstar.corn
• „
',1,eMil:Ikar•r..,:r ,••,• •
CITY OF CULVER CITY, CA
Asset & Maintenance
Management System WEB Upgrade
August 12, 2010 70;a7 -4E STAR.
City of Culver City, CA
Asset & Maintenance Management System
Page 2 of 3
IVIAINTSTAR DELIVERABLES
City of Culver City DELIVERABLES
MaintStar software & services
Upgrade existing system to MaintStar WEB software system for a MS SQL Server database
Licensing for (15) Concurrent Users (MS database software not included)
1. MaintStar WEB Upgrade
2. New Asset Management Modules
• Sewer/Wastewater
> Streets/Traffic
3. Software Installation
4. Operational Assessment
5. Project Management
6. Functional Data File Set Up & Implementation
7. Data Conversion of reviewed files
8. MaintStar Administrative & User-based Training
(10) full days on-site training; unlimited # of participants,
9. Annual Maintenance and Support
)> Covers all technical support issues by phone or email
> Entitlement to all future system upgrades while under Support
The vision of a Public Works enterprise system solution begins with a feature-rich platform for
specific municipal asset and maintenance management. This platform must be able to grow
over time in function and capability, producing increasingly stronger results in terms of
efficiency, productivity and ultimately return on investment.
expenses included City of Culver City, CA
Asset & Maintenance Management System
Page 3 of 3
PROF'OSAL COSTS & RATES.
Software Licensing: Based on 15 concurrent users on a MS SQL Server database
(not included).
Module Name Cost
Software Annual Maint Fee