Site work and paving for a road / highway in San Dimas, California. Conceptual plans call for site work for a road / highway; and for paving for a road / highway.

Update of the City of San Dimas Pavement Management Program (in StreetSaver), including condition survey, GIS field and linkage updates and Engineering Services for repair strategies of various streets. Questions regarding this Request for Proposals should be directed to Shari Garwick, Director of Public Works, in writing by email at publicworks@sandimasca.gov no later than February 4, 2026. The City's Public Works Department is requesting proposals from qualified firms for an update of its Pavement Management Program (PMP) which was previously updated in 2020. The 2026 PMP update will include a comprehensive condition survey and inventory of the City's arterial, collector and residential public streets and roadway system consisting of approximately 123 centerline miles. Services requested include inputting all data collected during the survey into the City's PMP and updating the GIS database. The consultant will work with City Staff to develop appropriate rehabilitation strategies for existing pavement conditions and develop a proposed 5 year CIP plan and other tasks as listed in the Scope of Work. The City uses the StreetSaver software. Documents relating to the City's 2020 PMP, consisting of a comprehensive survey and inventory of ALL City streets (Local and Arterial/Collector), will be made available to the selected consultant in order to support their efforts on the 2026 PMP update. Task 1- Management and Administration: a. Discuss Project guidelines and standardization of services, background, scope, objectives, deliverables formats, and project administration. b. Discuss with representatives from the City about the 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 the RFP to gain an understanding of the City's unique needs. c. Coordinate with City representatives to review historical maintenance information and to make sure information is accurately incorporated into the database and the pavement condition rating. A GIS street pavement layer will be provided by the City. Task 2- Database Verification and Organization a. Consultant shall verify and reconcile the pavement management database with the City's existing street and asset records to ensure data accuracy and completeness. This includes reviewing and updating all network segments to add, delete, or correct records as necessary. Branches and segments shall be organized in a consistent and logical manner that aligns with the City's street naming and classification conventions. The edits will be made in the City's geodatabase and will be uploaded to StreetSaver. There are 20 segments of new streets that will need to be added to the City GIS database and StreetSaver database. b. Add a field in the City GIS database and in StreetSaver for 10 maintenance zones, and populate the field with the correct zone. The City has a GIS layer of the zones. Boundary for each zone. c. Add in StreetSaver a GIS field for Council District and populate the filed with the accurate data. The City has a shapefile of the 4 Council Districts that can be used. d. Update the GIS Mapping feature in StreetSaver for the street network so that all of the City's approximately 900 sections are correctly reflected in StreetSaver GIS map. Task 3- Pavement Condition Surveys: Collect Pavement Condition Index (PCI) data for all street segments using the ASTM D6433 methodology for distress identification, severity classification, and PCI calculation. Automated data collection technologies such as LiDAR, imaging, AI-based systems, etc. are preferred to establish consistency in data collection. Input pavement distress data into the City's database and calculate the Pavement Condition Index (PCI). The consultant shall keep a log of any discrepancies between the database information (dimensions, surface type, etc.) and actual field conditions and shall coordinate with City staff to correct the database as necessary. Consultant shall also have a QA/QC program in place to periodically audit and verify pavement condition surveys and PC The Consultant shall be required to display competence and accuracy in performing inspection. All inspectors and data collection equipment employed or contracted by the Consultant must be certified by either OCTA or MTC. e. Enter the updated information from the surveys into the most current version of StreetSaver database and update the City's GIS information. f. Implement a Quality Control Plan. This Plan should check that the Consultant uses reasonable quality control and manages the data collection process to effectively provide data that meets the requirements of the work. Task 3\- Maintenance and Rehabilitation Strategies (M&R): a. Update the M&R strategies including appropriate treatments such as slurry seals, chip seals, overlays, reconstruction and update the unit costs of the treatments. Task 4: Budget Analysis and Funding Scenarios: a. The use of GIS maps in the GIS Toolbox. This shall include the following scenarios: o Budget Needs Assessment o Utilize Existing Budget of $2.5 million o Maintain Current Pavement Condition Index (PCI) o Improve Network PCI (by 10 pts in 5 years) o Improve Network to Regional Target PCI o Improve Network to PCI of 80 b. Program criteria for project ranking should include the roadway classification and PCI. c. Provide recommendations, if shortfalls exist, for how the City can employ better preventive maintenance strategies or increase funding by proposing a preferred future budget level. d. Once roadway inspections and M&R strategies are updated and a budgetary analysis and funding scenarios are completed, a PCI Report shall be generated. Process the information collected from the pavement condition surveys and convert it into format compatible with the recommended software. Input the data into the City's most current version of the recommended software database and perform PCI calculations. All data entered into the system must undergo quality control measures and any errors generated from the calculation process shall be corrected. e. A draft copy of the collected data along with the PCI report shall be provided to the City in hard copy and electronic format. Additionally, the database and the street pavement layer/ curb data for the City's GIS map format shall be provided to the City in electronic format. GIS services to be provided for the City include: o A PCI value for each pavement section, and updating the City's Pavement Management database o Multi-year rehabilitation program o Pavement dimensions including length, width and area of each pavement segment o Pavement history of each pavement segment. o The existing City shape file shall be updated by the Consultant to include all data for the pavement treatments completed on all streets within the past two (2) years. Task 5: Final Reports/Council Presentations: a. Prepare final report with information and the report shall include the following: o Current Inventory and PCI Report and Map. o 5 year projected annual rehabilitation program with separate maps of slurry and seal coat projects. o Modeling and comparison of budget scenarios o Strategies and recommendations for the City's Pavement maintenance program (PMP) including preventative maintenance schedule. b. Prepare final report and PowerPoint presentation for City Council. Presentation shall provide a summary of the pavement network and shall include budgets and planning recommendations. Presentation shall provide insight on costs of deferred maintenance Task 6: Misc. Requirements: a. Attend public meetings as requested by staff. (Up to 2 in evening hours) b. In the proposal provide an hourly rate for 40 hours of onsite project level repair methodology recommendations and review of maintenance treatments on streets to be specified by the City. The minimum qualification for the individual in this task is a senior level registered civil engineer with 10 years or more experience in pavement design or repair. (This is separate from updating M&R strategies.) The 40 hours should be a line item in the proposal cost. The City may adjust the number of hours plus or minus 25%. c. Provide 2 hours of training on new or developing technology for Pavement Maintenance Treatments d. Provide suggested maintenance treatments for existing ARHM streets.