HomeMy WebLinkAbout25-189 Ghirardelli Associates_Service Order #1 dated 12-11-25 for 2026 Pavement Maintenance Program CITY OF CUPERTINO
MASTER AGREEMENT CONSULTANT SERVICES
SERVICE ORDER NO. 1
November 12, 2025
December 31, 2028
Firm Name:
Address:
Contact: Phone:
Public Works
Amount
$220,000
$0
$210,465
$9,535
P.O. #
Date:
Date:
Date:
Date:
CIP Manager:
Consultant:
PW Management Analyst:
Project Manager:
Consultant:
Appropriation Certification: I hereby certify that an unexpended appropriation is available in the above fund for the above
contract as estimated, and that funds are available as of this date of signature.
S.O. Acc't No.:
Project #:
270-85-821 900-971
TBD
TBD
City Project Management
Managing Dept.:
Project Name: 2026 Pavement Maintenance Program
MASTER AGREEMENT NO#:
Maximum Compensation:
M. A. Date:
Master Agreement Maximum Compensation:
$220,000.00 M.A. End Date:
Ghirardelli Associates, Inc.
2880 Zanker Road, Suite 203, San Jose CA 95134
Lynette Kong 510.333.1827
See Attachment for scope of work and related fee schedule.
Project Description:
Total Previously Encumbered to Date:
Encumbrance this Service Order:
Balance:
Page 1 of 1 Service Order No. 1
2026-11
Jo Anne Johnson
lkong@ghirardelliassoc.com
12/10/2025
Dec 10, 2025
dec 10, 2025
jindy gonzalez Dec 11, 2025
CITY OF CUPERTINOProject & Construction Management Services | Pavement Management Program
| 10
D. Project Work Plan and Approach
Approach to the Scope of Work
Ghirardelli's team applies a collaborative, hands-on approach to project delivery, leveraging extensive experience in municipal
engineering, construction management, and pavement oversight. Our team coordinates effectively with public agencies and
stakeholders to provide clear communication, timely documentation, and responsive project support throughout all project phases.
In reference to Attachment A of the RFP, the following work plan and approach describe how Ghirardelli will organize and manage the
required services to meet project objectives efficiently and professionally.
Procedures, Methodologies
Task 1 – Data Review and Validation
NCE, as a subconsultant to Ghirardelli's team, will review the existing pavement inventory and condition data in the City’s StreetSaver®
database to confirm completeness and accuracy. This includes validating the integrity of the current Pavement Condition Index (PCI)
data and identifying any discrepancies or outdated information that may affect the reliability of the system, focusing only on streets in
the 2026 Pavement Maintenance Program (both Phase 1 and 2).
An assumed one day field review should be included to verify pavement conditions and treatments on candidate streets in the 2026
Pavement Maintenance Program. If additional verification is needed, we will coordinate and perform pavement condition surveys by
our Metropolitan Transportation Commission (MTC) certified technicians in accordance with MTC distress protocols for additional
scope and fee. All validated and updated data will then be incorporated into the database to support accurate reporting and future
analysis.
NCE updates recently completed projects in
the database since the previous Pavement
Management Technical Assistance Program
(PTAP) PTAP-25 Pavement Management Program
(PMP) updates in 2024/2025.
CITY OF CUPERTINOProject & Construction Management Services | Pavement Management Program
NCE will also review the City’s recent bid tabs and recalculate the
unit costs in the decision tree in the City’s StreetSaver® database.
Treatment types and unit costs will be modified and updated if
needed.
A preliminary street list and Geographic Information Systems (GIS)
map will be prepared and submitted for the City’s review. Upon
completion of this review, NCE will incorporate all comments and
changes and submit a final street list and GIS map.
Key Assumptions:
•The City will provide goals, budgets, and
objectives for multi-year to be applied to street
selection for multi-year plan.
•Known utility conflicts or projects, planned CIP projects,
citizen complaints, or other criteria provided by the City will
be taken into consideration with street selection as well.
•City’s GIS shapefile in StreetSaver® is the most current version
and is functioning.
•Assume up to 2 days of field review to verify pavement
condition and treatments on candidate streets in the City’s
3- to 5-year work plan.
•Assumes one draft and one final street list and maps will be
submitted to the City.
Deliverables:
•Street list and maps for a 3- to 5-year work plan.
•Updated decision tree if required.
| 11
Task 2 – Perform Network Planning
In this task, NCE will collaborate with City staff to develop a 3
to 5-year maintenance and rehabilitation (M&R) plan aligned
with available budgets and the City’s treatment strategies. For
the purposes of this proposal, we assume an annual budget of
approximately $5 to $6 million.
NCE will first run multiple StreetSaver® scenarios to evaluate
impacts on the network and generate a comprehensive set of
candidate streets for grouping, consolidation, removal of outliers,
and resolution of other conflicts. Using criteria discussed and
agreed upon with the City, selected sections will be grouped
geographically to create continuous treatment segments and
minimize inefficiencies associated with shorter, isolated street
segments. Additionally, NCE will consider neighborhood, or
district-level distribution of selected streets, consistent with City
policy directives.
This task includes consideration of key elements identified by the
City, such as:
•confirmation of treatments,
•consideration of base repair levels, aggregation or grouping
of streets by Area ID or neighborhood, and
•separation/combination of surface seal or rehabilitation
paving programs.
The criteria for various funding sources available to the City (i.e.,
local, state, federal) will also be considered when selecting streets
in the work plan.
NCE will coordinate with the City on other Departments and Public
Utility Companies for upcoming Capital Improvement Program
(CIP) projects or utility repair schedules to help avoid conflicts and
minimize construction delays.
CITY OF CUPERTINOProject & Construction Management Services | Pavement Management Program
| 12
Task 3 – Reporting and Deliverables
NCE will then prepare a draft summary report based on the results
of the previous tasks for the City to review. The report will present
the current pavement network condition, unfunded backlog
(deferred maintenance), recommended 3- to 5-year work plan,
and pavement needs with corresponding budget analysis. It will
also include an evaluation of the impacts of the multi-year work
plan on overall network conditions and deferred maintenance.
We will also provide GIS maps of the multi-year work plan or
projected PCI for various budget scenarios. Upon receipt of the
City’s review comments, a final report will be completed and
submitted to the City.
Deliverables:
•Draft and final pavement management report.
Task 4 – Bid Support
Sub-Task 4.1 – Field Services and Condition Assessment
Our work will begin with a comprehensive field assessment to
validate and quantify existing conditions within the City’s Phase
1 and Phase 2 pavement maintenance program. To ensure
accuracy, efficiency, and safety, one field crew of at least four (4)
staff members will be deployed. Each staff member will serve a
dedicated role:
•Digouts – One staff member focused on identifying and
marking localized pavement failures.
•Concrete Repairs – One to two staff members assigned to
evaluating sidewalks, curb, gutter, curb ramps, and tree root
impacts.
•Street Irons – One to two staff members responsible for
locating and logging surface utility features, such as manholes,
valve covers, and monument boxes.
Field procedures and methodologies will include:
•Street Iron Inventory and Marking – Locate, log, and map
all surface utility features for integration into bid documents.
•Pavement Digouts – Identify and measure localized structural
failures requiring repair, with dimensions recorded for bid
quantities.
•Concrete Repairs – Evaluate curb and gutter flowlines and
adjacent sidewalk panels for replacement or spot repairs.
•ADA Curb Ramps – Visually assess all ramps for ADA
compliance and identify upgrades or replacements as
necessary.
Scheduling
Field work is anticipated to require approximately 10 working
days, followed by an additional 10 working days for office QA/QC
and data verification.
Sub-Task 4.2 – Bid Package Preparation (2026 Pavement
Maintenance Program, Phase 1 & 2)
Following field verification, our team will prepare complete bid
packages in a similar format as the “2024 Pavement Maintenance
– Phase 1” example which was shared in Addendum #1 issued
August 26, 2025. These packages will include all elements
necessary for the City to advertise Phase 1 (October/November
2025) and Phase 2 (January 2026).
Ghirardelli will assist the City with preparation of the following
deliverables:
•Front-End Specifications – Draft notice inviting bids, bid
instructions, and other front-end related items. City staff will
review, edit, and issue these documents.
•Bid Schedule – Itemized bid quantities and descriptions
covering pavement treatments, digouts, concrete work, ADA
curb ramp upgrades, and other required bid items.
•Technical Specifications – Draft technical specifications
tailored to City and Caltrans standards, including provisions
for construction on arterial and collector streets (with striping
plans as necessary).
•Location Maps – Outlining streets requiring treatment,
consistent with shared example.
Our team will also provide comprehensive bidding support
during the bidding phase. We will remain engaged during
bidding, providing procurement review and analysis of contractor
submittals. As one of the reviewers, we will assist the City in
evaluating responsiveness and technical adequacy, helping ensure
a smooth procurement process.
NCE will also assist with reviewing and editing the City’s pavement
technical specifications for pavement materials, including
Microsurfacing, slurry seals, rubberized cape seals, crack sealing,
base repairs, milling, hot mix asphalt (HMA), Rubberized Hot Mix
Asphalt (RHMA), and development of any specialty pavement
treatment alternatives such as Cold In-place Recycling (CIR).
This task provides up to 32 hours of assistance, and any effort
requested beyond this can be provided for additional scope and
fee.
CITY OF CUPERTINOProject & Construction Management Services | Pavement Management Program
| 13
Key Assumptions
In developing this scope and associated fee,
Ghirardelli has made the following assumptions:
•The bid package format for the 2026 Pavement
Maintenance Program (Phases 1 and 2) will follow the
example of the 2024 Pavement Maintenance – Phase 1
package, as provided in Addendum #1 (issued August 26,
2025).
•No detailed construction plans will be required.
•The bid package will not require Ghirardelli’s stamp as
Engineer of Record (EOR).
•Project design will not involve Caltrans coordination.
•Field work will not require any temporary traffic control
implementation.
•Utility research / coordination will not be required and / or
will be performed by the City.
•Public outreach, community meetings, or stakeholder
coordination are not included in this scope.
•Environmental review, permitting, or right-of-way acquisition
will not be required.
•Any unforeseen site conditions or additional field
investigations (e.g., potholing, geotechnical testing, or traffic
counts) are outside this scope unless specifically authorized
by the City.
Measures of Effectiveness
City Staff Effort Reduction: City staff effort is
minimized, with roles limited to review and approval.
Ghirardelli’s team leads all field data collection and
package assembly to reduce the need for City resources.
Clarity & Usability of Deliverables: Deliverables, including location
maps, schedules, and technical specifications, are prepared in a
clear, contractor-friendly format to reduce bidder questions and
support efficient project execution.
City Staff Involvement
Ghirardelli’s team coordinates with City staff to
confirm access logistics, facilitates optional field
reviews, and collects feedback regarding unique site conditions,
while structuring processes to minimize City involvement.
Communications and documentation are managed by the team
to support project decision-making and maintain workflow
continuity.
Tasks 5 & 6 – Construction Administration and Construction Inspection and Testing
Our team is prepared to support the City with comprehensive
construction management services across the planning, pre-
construction, construction, and post-construction phases. Our
scope includes construction administration, inspection, and
testing, and covers all services identified in the RFP.
Planning Phase
PS&E Constructability Review (Construction Support for Task
4 – Bid Support)
•Review plans, specifications, and cost estimates for
consistency, accuracy, and completeness.
•Conduct field survey and prepare written findings with
recommendations for risk reduction, cost savings, and claim
avoidance.
Design Support & Pre-Bid Walk (Construction Support for Task
4 – Bid Support)
•Attend coordination meetings during design and bidding.
Pre-Construction Phase
Kickoff Meeting: The pre-construction phase includes meeting
with City staff to review project objectives, scope, schedule, plans,
specifications, funding requirements, and constraints, followed by
internal coordination for hand-off and stakeholder confirmation.
A funding strategy is developed to support timely reimbursement
requests with defined roles and responsibilities. Existing site
conditions are documented through photography prior to
construction start. Communication with utilities and stakeholders
is established to provide notifications, reduce potential impacts,
and maintain the project schedule.
CITY OF CUPERTINOProject & Construction Management Services | Pavement Management Program
| 14
Pre-Construction Conference: As part of pre-construction activities,
Ghirardelli organizes and chairs the conference with participation
from the contractor, City staff, utilities, and stakeholders. Meeting
agendas are prepared in advance, and minutes are documented
and distributed following the conference.
Review of Key Submittals / Notice-To-Proceed: Key submittals
required before the start of construction are reviewed as part of
pre-construction activities. Following review, Ghirardelli issues
the Notice-to-Proceed to the contractor, marking the transition
from pre-construction to construction phase.
Construction Phase
Project Records Management: During construction, a project
filing system is established and maintained in accordance with City
requirements and Caltrans LAPM. A strategy for timely funding
reimbursement requests is confirmed and monitored throughout
the construction phase.
Daily Coordination: Daily activities include oversight of inspection
staff and testing operations. Day-to-day coordination occurs with
the contractor, City staff, utilities, and other agencies to track
progress and address operational needs.
Contract Administration: Contract administration encompasses
management of all contract elements, with Ghirardelli acting as
the City’s representative throughout construction.
Responsibilities include:
• Reviewing submittals and RFIs
• Verifying work completed and preparing pay estimates
• Coordinating with the design team and testing firms
• Writing letters, memos, reports and contract documentation
• Providing expert assistance on contract and construction
matters
• Preparing and negotiating change orders
• Monitoring cost, schedule, contingency, and contract
compliance
• Supporting claim evaluation and public inquiries
• Ensuring safety compliance and site security
• Providing timely and accurate construction information for
the City Public Information Office (PIO) to distribute
Weekly Progress Meetings: Weekly meetings are chaired with the
contractor, City staff, and project team. Agendas are prepared in
advance, and meeting minutes are documented and distributed.
Discussions include schedule updates, RFIs, submittals, change
orders, safety, utilities, testing, and open issues.
Project Controls: Project schedules, including baseline and
monthly updates, are reviewed in detail for both the owner and
contractor. The project budget is managed, with recommendations
developed for change orders and time extensions as needed.
Construction and SWPPP Inspection: Daily inspections track
compliance with plans, specifications, safety requirements, and
the SWPPP. Daily reports include progress photos and pay quantity
records. Implementation of approved traffic control plans is
monitored, with modifications suggested as needed to maintain
public safety. Coordination occurs with agencies regarding storm
drains, irrigation systems, and survey monuments. QAP Inspection
forms are completed as part of the documentation process.
Quality Assurance – Materials Testing & Special Inspections:
Testing and inspection activities are coordinated throughout
construction. BSK Associates provides special inspection and
materials testing services, including sampling, testing, inspection,
and reporting. QAP Inspection forms are completed as part of the
documentation process.
Punch List Preparation: Deficiencies identified during construction
are tracked, and punch lists are issued to the contractor. Items
affecting public safety are prioritized.
Post-Construction Phase
Final Punch List: The final punch list is prepared and issued
following completion of construction. Completion of items is
monitored and tracked to document resolution.
Project Close-out: Close-out activities include review of final
submittals, warranties, guarantees, and as-built documentation.
Change orders and the final pay estimate are completed. The
Certificate of Substantial Completion is issued, and project
funding reimbursement requests are finalized.
Deliverables:
• Project Construction Records (electronic)
• As-builts - Submitted by the Contractor and reviewed and
verified by the Construction Manager.
• Project Funding Documentation
CITY OF CUPERTINOProject & Construction Management Services | Pavement Management Program
| 15
Key Assumptions
The project is assumed to require approximately 400
working days, with a construction cost estimate of
$4.8 million, based on the RFP. Construction activities
are planned in two phases:
•Phase 1, grinding and paving, occurring May through
September 2026 with bid opening in December 2025
•Phase 2, crack sealing, fog sealing, slurry sealing, and striping,
occurring August through October 2026 with bid opening in
January/February 2026.
•First-shift daytime inspection is assumed, without inclusion
of overtime, evening/night, or weekend work. One inspector
covers one to two active work locations at a time; multiple
locations may require a second inspector.
Optional Services
Formal public outreach programming is not included in this scope.
The Resident Engineer will respond to public inquiries and provide
updates to the City Public Information Officer for distribution. As
an optional service, a formal public outreach component may be
added at the City’s request.
E. Familiarity with Caltrans LAPMand Related Grant Procedures
With capital improvement project management, tasks often
involve projects partially or entirely funded by regional, state,
or federal grants, requiring strict compliance with the Caltrans
Local Assistance Procedures Manual (LAPM). Ghirardelli’s team
includes associates well-versed in LAPM processes, with expertise
in E-76 funding authorization, bidding and procurement,
bonding requirements, administrative procedures (including
invoicing), document control, and project closeout. Our internal
Construction Management Plan Manual is structured around
LAPM requirements, supporting consistent compliance. We
have successfully undergone Local Assistance audits and
prepared comprehensive project records that secured funding
reimbursements for client agencies. The proposed staff bring
direct experience applying LAPM procedures and related grant
requirements across all phases of project delivery, including
funding authorization, environmental clearance, construction
administration, reporting, and closeout.
F. Contract Acceptance
Ghirardelli Associates, Inc. acknowledges and agrees to accept the
City’s Professional Services Agreement in its entirety, including
all indemnification and insurance coverage requirements,
without exception. No modifications or exceptions are proposed.
Ghirardelli Associates, Inc. confirms its intent to execute the
Professional Services Agreement upon award of the contract.
ATTACHMENT E - FEE SCHEDULE PAGE 1
CITY OF CUPERTINO - PAVEMENT MAINTENANCE PROGRAM MANAGEMENT - FEES
FIRM: DATE:Ghirardelli Associates, Inc.
TASKS Lynette Kong Roxana Corona Michelle Bocalan Total NCE Principal NCE Associate NCE Project NCE Staff Total
Task 1
Data Review and Validation
• Review existing pavement inventory and condition data within the City’s StreetSaver
database.
• Validate the integrity and accuracy of current PCI (Pavement Condition Index) data.
• Coordinate and perform pavement condition surveys (if required)
• Coordinate and perform concrete condition surveys to identify flowline repairs and ADA
improvements required prior to asphalt paving.
• Coordinate with City staff to incorporate recent roadway improvements or
changes not currently reflected in the system.
15 20 8,890.00$ 4 8 32 4 $ 200 11,000.00$
Task 2
Perform Network Planning
• Develop a prioritized multi-year maintenance and rehabilitation (M&R) plan (3- to 5-
year horizon), aligned with available budgets. This requires coordination with other City
Departments (Transportation, CIP and Maintenance) as well as various Public Utility
Companies.
• Adjust M&R unit costs and treatment strategies as needed.
10 2,540.00$ 12 16 56 16 $ 600 23,520.00$
Task 3
Reporting and Deliverables
• Prepare and submit a comprehensive Pavement Management Report, including:
o Current pavement condition summary (e.g., average PCI, backlog)
o Recommended multi-year M&R plan
o Budget needs analysis and funding scenarios
o Visualizations such as maps, graphs, and summary tables
10 2,540.00$ 4 8 40 0 11,640.00$
Bid Support
• Prepare draft technical specifications and bidding instructions for Phase 1 Phase 2. This
may include construction and/or striping plans as necessary, particularly for work on
arterial and collector roads. City Staff will review, edit and post the manuals, as well as
administer the bid process.
• Procurement review and analysis: Consultant will be one of the reviewers of the
bid submittals.
-$ 24 8 10,000.00$
Sub-Task 4.1 - Field Services and Condition Assessment 20 200 200 99,540.00$ 4 40 9,120.00$
45 40 40 31,675.00$ -$
Subtotal: Hours 65 35 260 240 145,185.00$ 44 36 176 20 65,280.00$
Subtotal: Labor Costs 18,655.00$ 8,890.00$ 66,040.00$ 51,600.00$ 145,185.00$ 15,400.00$ 10,080.00$ 35,200.00$ 3,800.00$ 800.00$ 65,280.00$
TOTAL: TASKS 1-4 210,465.00$
Assumptions:
1) Excludes traffic control for field services & condition assessments
Task 4
1 of 1 9/24/2025
2026 Pavement Maintenance Program - Service
Order 1
Final Audit Report 2025-12-11
Created:2025-12-10
By:Sundari Pilaka (Sundarip@cupertino.org)
Status:Signed
Transaction ID:CBJCHBCAABAAFYLg8WyuvN-_CReER_MvfAAmfiOHT98W
"2026 Pavement Maintenance Program - Service Order 1" Histor
y
Document created by Sundari Pilaka (Sundarip@cupertino.org)
2025-12-10 - 11:08:05 PM GMT- IP address: 99.72.152.114
Document emailed to Randall Bruner (randy@ghirardelliassoc.com) for signature
2025-12-10 - 11:12:05 PM GMT
Email viewed by Randall Bruner (randy@ghirardelliassoc.com)
2025-12-11 - 1:15:31 AM GMT- IP address: 104.47.57.254
Document e-signed by Randall Bruner (randy@ghirardelliassoc.com)
Signature Date: 2025-12-11 - 1:16:23 AM GMT - Time Source: server- IP address: 99.44.171.46
Document emailed to Susan Michael (susanm@cupertino.gov) for signature
2025-12-11 - 1:16:26 AM GMT
Email viewed by Susan Michael (susanm@cupertino.gov)
2025-12-11 - 1:16:34 AM GMT- IP address: 18.234.204.23
Document e-signed by Susan Michael (susanm@cupertino.gov)
Signature Date: 2025-12-11 - 2:17:30 AM GMT - Time Source: server- IP address: 73.162.16.16
Document emailed to jindyg@cupertino.gov for signature
2025-12-11 - 2:17:32 AM GMT
Email viewed by jindyg@cupertino.gov
2025-12-11 - 2:17:41 AM GMT- IP address: 18.234.204.23
Signer jindyg@cupertino.gov entered name at signing as jindy gonzalez
2025-12-11 - 6:48:00 PM GMT- IP address: 73.241.25.149
Document e-signed by jindy gonzalez (jindyg@cupertino.gov)
Signature Date: 2025-12-11 - 6:48:02 PM GMT - Time Source: server- IP address: 73.241.25.149
Agreement completed.
2025-12-11 - 6:48:02 PM GMT