Commission recommends City Council award five-year pavement management contract to Century West Engineering

The Roseburg Public Works Commission voted to recommend that City Council award a five-year, qualifications-based master contract for the city's pavement management program to Century West Engineering following a staff review of statements of qualifications and interviews.

Staff presented details of the RFQ process, scoring and the recommended firm. Justin, a staff presenter, said the city received four statements of qualifications, disqualified one submittal for missing prerequisite information, and advanced three firms for evaluation: Century West Engineering (highest-ranked), Consor North America (second) and Pinnacle Engineering (third). Justin said the RFQ was advertised on Oct. 11, 2024, and interviews took place on Dec. 12 and 13, 2024. He summarized: "The staff recommends that the commission forward a recommendation to city council to award the 5 year pavement management program to Century West Engineering."

Staff said the city historically budgets about $1.2 million to $1.5 million annually for pavement management work; the RFQ process identifies the most qualified consultant but does not set a program dollar amount. Ryan, city staff, said fees for future task orders under the five-year master contract will be negotiated individually, and "each task order over $100,000 will be presented to this commission and to City Council for authorization." Ryan also noted Century West's local presence: "Century West's most local office is out of Portland." Staff said Century West has served as the city's pavement management contractor for the past five years and plans to team with a local firm, A Engineering, for survey work.

Commissioners asked whether bike lanes adjoining resurfaced roadways would be included. Staff said specific scopes will be defined in individual task orders and that past projects have included bike-lane work, including recent lane widening projects. Commissioners also asked why the master contract does not specify a five-year lump-sum amount. Staff clarified that the master contract establishes the consultant and contracting framework; individual annual task orders will define specific scopes and fees. If staff and the selected consultant cannot reach acceptable terms on a particular task order, staff said the contract contains provisions to move to the next-ranked firm.

A commissioner moved to recommend City Council award the pavement management master contract to Century West Engineering; the motion was seconded and carried by voice vote. Staff said, if the commission forwards the recommendation, the contract award would go before City Council on Jan. 27, 2025, and the master contract would be executed soon after council action.

The commission discussion also included comments about opportunities for local firms to gain experience and compete for city work. Justin said the RFQ criteria weighed timeliness, references, similar project experience, and proposed team composition, and noted that review materials are available to the consultants and commissioners for review.

The master contract term is five years with provisions to extend annually up to a maximum of 10 years; fees for each task order will be negotiated when scopes are defined.

Votes at a glance: - Recommendation to City Council to award the five-year pavement management master contract to Century West Engineering: motion carried by voice vote; individual roll-call tallies were not specified.