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8.2 Pavement Data Collection and Condition Analysis CITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DATE 2/28/2011 TIME 4:00 P.M. AGENDA SECTION NO: ORIGINATING DEPARTMENT: APPROVED FOR AGENDA: 8 ITEM NO. Page 1 DEPARTMENT OF PUBLIC WORKS 2 BY: BY: Daniel Stack ITEM: Agreement with IMS Infrastructure Management Services for pavement data collection and condition analysis, City Project No 11-2849. BACKGROUND: The 2011 Sub-CIP budget includes funds to perform a pavement condition survey of the City's street network of approximately 250 centerline miles (272 survey miles). The City currently utilizes a pavement management system software program (Cartegraph) to assist in managing the overall street network. Each street segment record consists of some basic data (classification, length, width, pavement type, subgrade, maintenance history, etc.) as well as an overall condition index (OCI) based on surface distresses and ride-ability. This contract will update the OCI for all of the asphalt or concrete street segments in the City of Salina. The last update was 2001. The benefits of periodic pavement condition surveys are as follows. . Identify immediate maintenance and rehabilitation needs . Monitor pavement condition over time . Develop a network preventative maintenance strategy . Develop road maintenance budgets . Evaluate pavement materials and designs If this contract is approved, the consultant will perform the roadway surface data collection utilizing vehicle-mounted laser testing equipment. This Road Surface Tester (RST) will measure the surface distresses, such as roughness, rutting, cracking, and faulting. When complete, the OCI will report what the current condition of the road network is and the rate of deterioration over time. Staff can then use this data to determine street network needs and associated repair strategies. The OCI can help identify trigger points for preventative maintenance that can stop a road deteriorating to the point that it needs more expensive maintenance or rehabilitation. Staff received two quotations on January 28, 2011 from both Fugro Consultants and IMS. The selection committee determined that IMS has more related project experience and a better grasp of the technical requirements for the project, therefore the selection committee recommended hiring IMS despite the original higher base bid. Subsequently, the $46,000 original base bid was adjusted down to the $40,000 contract amount by adjusting the miles of roadway to be surveyed. IMS has successfully worked with the Cities of Hutchinson, Leawood, Overland Park, Hays and Norman, Oklahoma to name a few. Bidder Base Bid Schedule IMS Infrastructure Management Services $46,000* March 2011 Rolling Meadows, IL June 17, 2011 Fugro Consultants, Inc. $44,000 March 2011 Austin, TX June 17, 2011 *$46,000 oriQinal base bid was adjusted down to $40,000 contract amount. CITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DATE 2/28/2011 TIME 4:00 P.M. AGENDA SECTION NO: ORIGINATING DEPARTMENT: APPROVED FOR AGENDA: 8 ITEM NO. Page 2 DEPARTMENT OF PUBLIC WORKS 2 BY: BY: Daniel Stack FISCAL NOTE: The 2011 Sub-CIP budget allocates $2.25 million in Special Gas and Sales Tax funds for the 2011 Street Repair Program as shown on the attached breakdown. The budget for the pavement condition inventory is $40,000.00 and $1.4 million will remain if this project is approved. COM FORMANCE WITH STRATEGIC PLAN: Goal 3 Action item: Maintain a stable operating budget for the delivery of core public services, while investing as many financial resources as practically possible into maintaining and developing the public infrastructure. RECOMMENDATION: Staff recommends that the City Commission approve the agreement with IMS Infrastructure Management Services for pavement data collection and condition analysis in an amount not to exceed $40,000, City Project No 11-2849. Enclosures: Street Repair Budget Engineering Contract cc: Infrastructure Management Services, Inc. AGREEMENT BETWEEN THE CITY OF SALINA, KANSAS and IMS Infrastructure Management Services, LLC for ENGINEERING SERVICES This Agreement is entered into on the latest date of execution shown on the signature page by and between the City of Salina, Kansas, (the "CITY") and IMS Infrastructure Management Services, LLC, an Arizona Limited Liability Company, (the "CONSUL TANT"). Recitals A. The CITY owns and operates the City of Salina street network. B. The CITY desires to contract for the Engineering services necessary to assure the performance of an automated pavement surface condition survey and related services as an update to the City's CarteGraph based pavement management program. The scope of works is proposed to be completed in compliance with all federal and state regulations. C. The CONSULTANT has the requisite qualifications and experience to perform the services desired by the CITY and desires to perform those services pursuant to the terms of this Agreement. The parties therefore agree and covenant: 1. ScoDe of Services. The CONSULTANT agrees to perform the services outlined in the attached and incorporated Exhibit A. 2. Term. The CONSULTANT agrees to perform the services according to the timeframe described in Exhibit B, subject to prior termination pursuant to the terms of this Agreement. 3. ComDensation. The CITY agrees to compensate the CONSULTANT on the basis of unit rates per mile, lump sum for identified tasks, the actual hourly rates and reimbursable expenses shown on the CONSULTANT's fee schedule and cost summary attached and incorporated as Exhibit C, in an amount not to exceed $40,000 4. Non-aDDropriation. In the event that this Agreement anticipates work spanning multiple budget years for the City, it is subject to further appropriation by the CITY's governing body for future fiscal budget years. If the CITY's governing body does not appropriate the funds necessary to compensate the CONSULTANT for services to be provided pursuant to this Agreement in the future fiscal years, the CITY shall so notify the CONSULTANT and this Agreement shall be null and void for purposes of the fiscal budget year(s) affected by the decision of the governing body not to appropriate. 1 5. Invoices. CONSULTANT agrees to submit to the CITY detailed invoices at least monthly for work performed and reimbursable expenses actually incurred. The invoices shall identify the tasks performed and mileages or percent of mileage completed for activities based on unit prices per mile. Charges for subcontracted work will be supported with similar documentation. Charges for reimbursable expenses will specifically identify the type and amount of each expense in a manner consistent with the classifications of reimbursable expenses set forth in Exhibit C. 6. Payment. Invoices will be due and payable within 45 days of receipt by the CITY. If the CITY disputes any items in CONSULTANT's invoice tor any reason, the CITY may temporarily delete the disputed item and pay the remaining amount of the invoice. The CITY will promptly notify CONSULTANT and request clarification and/or correction. Following resolution at any dispute, CONSULTANT will include the disputed item as resolved on a subsequent invoice. The CONSULTANT retains the right to assess the CITY interest at the rate of up to one percent (1 %) per month on undisputed invoices which are not paid within 45 days of receipt by the CITY. 7. Nonperformance. If either party fails to comply with any term of this Agreement within 10 days after written notice to comply has been mailed by the non- defaulting party to the defaulting party, such failure shall be deemed an immediate breach of this Agreement. In such case, the non-defaulting party may pursue against the defaulting party such remedies as provided by law or in equity, including without limitation, the right to specifically enforce this Agreement. In addition, the non-defaulting party may recover its costs and reasonable attorneys' fees incurred in any action related to such breach. In the event of such termination upon the default of the CONSULTANT, the CONSULTANT shall not be entitled to further compensation from the CITY for work performed or costs sustained following the date of termination. 8. Termination. Either party may terminate this Agreement, with or without cause, upon 30 days advance written notice to the other party. In the event of such termination, the CONSULTANT shall be compensated for such services as have been performed through the date of termination. 9. Relationship. It is expressly understood that CONSULTANT in performing services under this Agreement, does so as an independent contractor. The City shall neither have nor exercise any control or direction over the methods by which CONSULTANT performs its services hereunder. The sole interest and responsibility of the City is to see that the services covered by this Agreement are performed and rendered in a competent, efficient, and satisfactory manner. CONSULTANT shall be exclusively responsible for all taxes, withholding payments, employment-based benefits, deferred compensation plans, including but not limited to its workers compensation and social security obligations, and the filing of all necessary documents, forms, or returns pertinent to the foregoing. 10. Iniury to Persons or Damaae to Property. CONSULTANT acknowledges responsibility for any injury to person(s) or damage to property caused by its employees or agents in the performance of its duties under this Agreement and shall immediately 2 notify the City's Risk Management Department at (785) 309-5705 in the event of such injury to person(s) or damage to property. 11. Indemnification. CONSULTANT agrees to indemnify and save harmless the City, its officials, agents, servants, officers, directors and employees from and against all claims, expenses, demands, judgments and causes of action for personal injury or death or damage to property where, and to the extent that, such claims, expenses, demands judgment or causes or action arise from CONSULTANT's negligent acts. 12. Insurance ReQuirements. CONSULTANT shall maintain the following insurance coverage without interruption from the date of the commencement of this agreement until date of final payment and termination of any coverage required to be maintained after final payment Professional Liability - Errors and Omissions The CONSULTANT shall provide Engineers Professional Liability Insurance with limits not less than $500,000, covering the liability of the CONSULTANT and any and all consultants, agents or independent contractors which are employed or retained by the CONSULTANT. The insurer must be acceptable to the City of Salina. In the event coverage provided is a claims made coverage, the insurance shall be maintained for a period of not less than three (3) years after completion of the contract or in lieu thereof purchase of tail coverage (extended reporting period) under which the City of Salina shall be afforded protection. In lieu of the above coverage, the CONSULTANT may provide the described coverage for his own firm in the above amount and submit proof all his consultants, agents and independent contractors have insurance deemed adequate by the City of Salina. Commercial General Liability Insurance CONSULTANT shall provide public liability insurance coverage in an amount no less than $500,000 covering the liability of CONSULTANT and any and all consultants, agents or independent contractors which are employed or retained by CONSULTANT on an occurrence basis. In lieu of the above coverage, CONSULTANT may provide coverage for its own firm in the above amount or an additional amount and submit proof all its consultants, agents and independent contractors have insurance deemed adequate by the City of Salina. Automobile Liability CONSULTANT shall provide coverage protecting CONSULTANT against claims for bodily injury and/or property damage arising out of the ownership or use of any owned, hired and/or non-owned vehicle. Required minimum limits: $500,000 each accident, combined single limits, bodily injury and property damage. Worker's Compensation 3 Before beginning any work, CONSULTANT shall furnish to the City satisfactory proof that he has taken out, for the period covered by the work under this contract, full workers' compensation coverage as required by state law for all persons who he may employ directly, or through subcontractors, in carrying out the work contemplated under this contract, and shall hold the City free and harm less for all personal injuries of all persons who the CONSULTANT may employ directly or through subcontractors. Certificate(s) of Insurance Certificate(s) of Insurance acceptable to the City shall be filed with the City at the time this Agreement is executed. These certificates shall contain a provision that coverage afforded under the policies will not be cancelled or substantially changed until at least thirty (30) days prior written notice has been given to the City and acknowledged. Notice of Claim CONSULTANT, upon receipt of notice of any claim in excess of $1,000 in connection with this Agreement shall promptly notify the Risk Management Department, (785) 309-5705, providing full details thereof, including an estimate of the amount of loss or liability. 13. Equal Opportunity. In conformity with Chapter 13 of the Salina Code, the CONSUL TAI\lT and its subcontractors, if any, shall: a. Observe the provision of Chapter 13 of the Salina Code and shall not discriminate against any person in the performance of work under this Agreement; b. Include in all solicitations, or advertisements for employees, the phrase "equal opportunity employer," or a similar phrase to be approved by the city's human relations director; and c. Not discriminate against any employee or applicant for employment in the performance of this Agreement; and d. Include similar provisions in any subcontract under this Agreement. 14. Affirmative Action. The CONSULTANT agrees to abide by the Salina Code Sections 13-132 and 133 relating to affirmative action and affirmative action plans, attached and incorporated herein as Exhibit D. 15. Compliance with Applicable Law. CONSULTANT shall comply with all applicable federal, state, and local law in the performance of its duties under this Agreement. 16. Non-assiqnable. Due to the unique qualifications and circumstances of the parties, neither the rights nor the responsibilities provided for under this Agreement shall be assignable by either party, either in whole or in part. 17. Feminine-Masculine. Sinaular-Plural. Wherever used, singular shall include the plural, plural the singular, and use of any gender shall include all genders. 4 18. Kansas Law Aoplies. This Agreement and its validity, construction and performance shall be governed by the laws of Kansas. This Agreement shall be interpreted according to its fair meaning, and not in favor of or against any party. 19. Severabilitv. The unenforceability, invalidity, or illegality of any provision of this Contract shall not render the other provisions unenforceable, invalid, or illegal. 20. Time. Time is of the essence of this Agreement. No extension will be granted unless in writing and signed by the parties. Should the end of a time period fall on a legal holiday, that time period shall extend to 5:00 p.m. of the next full business day. 21. Persons Bound-Copies. This Agreement shall extend to and bind the successors and assigns of the parties hereto, and may be executed in any number of counterparts, each of which shall be deemed an original, or in multiple originals, and all such counterparts or originals shall for all purposes constitute one agreement. 22. Notices. All notices and demands shall be given in writing either by personal service or by registered or certified mail, postage prepaid, and return-receipt requested. Notice shall be considered given when received on date appearing on the return receipt, but if the receipt is not returned within five (5) days, then forty-eight (48) hours after deposit in the mail. Notices shall be addressed as appears below for each party, provided that if any party gives notice of a change of name or address, notices to the giver of that notice shall thereafter be given as demanded in that notice. CITY: Daniel R. Stack, P.E. 300 W. Ash, P.O. Box 736 Salina, KS 67402 CONSULTANT: Donald Hardt 1895-0 Rohlwing Road Rolling Meadows, I L 60008 23. Tvpewritten or Handwritten Provisions. Typewritten or handwritten provisions inserted or attached shall supersede all conflicting printed provisions. 24. Meraer Clause. These terms are intended by the parties as a complete, conclusive and final expression of all the conditions of their Agreement. No other promises, statements, warranties, agreements or understandings, oral or written, made before or at the signing thereof, shall be binding unless in writing and signed by all parties and attached hereto. Any amendment to this Contract, including an oral modification supported by new consideration, must be reduced to writing and signed by both parties before it will be effective. 25. Attachments: The following Exhibits and other documents are attached to and made a part of this Agreement: a. Exhibit A: Scope of Services. 5 b. Exhibit B: Schedule. c. Exhibit C: Estimate of Costs. d. Exhibit D: Salina Code Sections 13-132 and 13~133. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their respective proper officials, ,//77/ rr; I ~ V Executed by the CONSULTANT this ::<7 ~ day of r-E15Rilll/'- / ' 20 II Executed by the CITY this day of 20 CITY OF SALINA, KANSAS ("CITY') Aaron Peck, Mayor IMS Infrastructure Management Services, LLC, ("CONSUL T ANT") /:f!S~) (' . ' By: t ' '~tJL_~IJSK-Y Title: /,/lFPJBER /h/};tj#~~ By: A lTEST: Lieu Ann Elsey, City Clerk ATTEST: ;;! i //(d //~ d\~ By: ,~r,(,(:.J::.!:7<.~~~ Title: (iJ/MjfJ6EJ:. tJF (j;f:7i;; .5}~JJ/C6:S By: APPROVED AS TO FORM: APPROVED AS TO FORM: By: By: NIl- Greg A, Bengtson, City Attorney Title: 6 EXHIBIT A - SCOPE OF SERVICES Project Initiation and Sectioning This task will be used to set the working environment for the project and finalize the project scope and schedule. The task will also be used to allow City team members to become more familiar with the IMS approach, data collection and QA process. IMS will schedule a phone meeting with City staff to discuss the following task activities: . Introduction of the project team, roles and relationships. Confirm goals and objectives, and schedule of the project. . Review project documentation including insurance requirements, permits, safety, Project Information Form (PIF - defines project scope and deliverables), and any other client documentation. . Review current CarteGraph version, level of implementation, and user skill set. . Identify and confirm existing database quality including the pavement distress data elements and survey protocols complete with previous testing data and methodology. . Confirm roadways to be surveyed, as well as existing referencing, length and directional issues. Collate and convert applicable data for loading into the RST inventory and map trace. Outline plans for acquisition of missing or deficient data. . Confirm notification of other departments, such as police, of the pending surveys (this helps to avoid unnecessary calls and explanation of the surveys) . Review additional data elements to be collected such as digital images and optional services such as GIS linkage. . Complete on-going project management. Deliverables: - Schedule development. - Streets list and roadway inventory maps. .. Salina Contract Exhibitsv2.doc - 1 - Field Surveys The object of this task is to complete a field data collection program for acquiring representative pavement condition, inventory and attribute data and initiate the QAlQC process. Pre-survey task activities include: . Completion of initial and on-going equipment calibration, . Review of camera angles. . Receive final reviews and any modifications to survey protocols, . Complete equipment demonstration and apply any corrective action to the RST unit or survey protocols as resulting from the demonstration such as camera angles. . Coordinating, routing and scheduling the data collection. . Update Client on survey progress on a regular basis through status reports and/or verbal communications. The following roadway distress, asset and attribute information will be collected and/or reviewed: Roadway Attributes: . Route name, from - to description, test section length (and any variation from published values), direction and survey lane. . Identify changes to the existing inventory and database. . Update the street inventory as required for new streets - include attribute information such as pavement type and length. . Surface type (and any changes within a section), date and number of lanes. . Length - collect and confirm length via distance measurements and GPS coordinates. Roadway Distresses: . Cracking - identify longitudinal, transverse, alligator, block cracks, etc., and quantify them by extent and severity. . Pavement distresses - distresses such as ravelling, patching & potholes, bleeding, distortions, rippling, etc., and quantifies each by severity and extent. . Rutting - continuously measure the depth of wheel path rutting. . Roughness Survey - collect and calculate International Roughness Index at defined intervals. . GPS Survey - collect and distribute GPS data (used for data processing and QAlQC). . Geometrics - collect cross-fall, grade and radius of curvature data (optional). The following on-going QAlQC functions will be completed during the surveys and at the end of each day: . The equipment will be calibrated according to the manufacturer specifications. . A control section of roadway will be re-surveyed each day to ensure there has been no drift in any of the data, . Data will be monitored on an on-going basis for completeness and to ensure all sensors are recording, . Section lengths will be checked against published values and at the end of the surveys an exceptions list published for action. . The data will be backed up. Deliverables: - Completion of inventory, attribute and pavement performance data collection. .1IIIIi Salina Contract Exhibitsv2.doc - 2- Data Management and Analysis The objective of this task is to collate, process, and load the field data into the CarteGraph system. Quality Control and Data Processing - the following data management functions will be completed: . Completion of the project QAlQC program. . Update the streets inventory to add new streets. Ensure the link between all streets and GIS is correct (optional). Provide an exceptions report of streets that do not link up. . Take the electronic, digital and inventory data outputs from the RST and make them ready for processing (remove skips, repeats, invalid data etc). . Process the detailed and aggregated data to develop the condition scores on a section-by-section basis following the existing and updated street network definition, . Make the data ready for delivery and uploading; complete the uploading and systems tests to CarteGraph. Shape Files and GIS Integration Option - all field data and analysis results can be linked to their respective parent GIS section, and then a series of shape files will be created for the City including: . Street ownership and ID. . Pavement distress ratings at the detailed and sectional level. . Overall section rating and analysis results. Digital Image Option - If selected for this project, IMS will extract single front-view digital images at 25- foot intervals. Each image will be assigned a unique identifier and be linked to its street section in CarteGraph and GPS coordinate for use in the GIS, Additional views can also be provided, Training Option - This optional activity will include training on the data collection methodology, data processing and data reporting within the CarteGraph software. Deliverables: - Quantified sutface distress, rut, roughness and optional data that have been QAlQC'd and loaded into the CarteGraph application. - GIS linkage of pavement data (optional). - Image linkage in CarteGraph (optional). - Training (optional). -- Salina Contract Exhibitsv2.doc -3- EXHIBIT B - SCHEDULE Field surveys are expected to progress at a rate of approximately 30 miles per day and are expected to proceed at 6 days per week depending on weather. Assuming a survey of 272 test miles of streets, the elapsed time for the survey is estimated at 2-3 weeks, A c ti v ity Wee ks 1 2 3 4 5 6 7 Project Initiation Project Initiation and Network Referencing/S treets List Field Surveys Mobilization & Calibration R S T S u rve y QA Checks/Review Data Management Data Processing & Q A/Q C CarteGraph Configuration and Load Assuming a February 2011 approval, we will schedule the Salina data collection with other projects in the area (to eliminate a separate mobilization charge) with a target completion date of June 17, 2011 (weather permitting). -........... ..... . Salina Contract Exhibitsv2.doc - 4- EXHIBIT C - ESTIMATE OF COSTS FEE SCHEDULE IMS proposes to perform the field data collection, software implementation and related services in accordance with the following fee schedule: . Project Initiation and Sectioning Mobilization & Calibration Laser RST Surface Condition Survey Data Processing GIS Linkage CarteGraph Formatting, Data Load & QA/QC Digital Images @25' intervals Manual Distress Rating Training - 2 days on site Master Asset List Development Digital Image Storage for Future Extractions ROW Asset Extraction Signs and Supports Traffic Signals and Supports Light Poles Curb and Gutter Storm Sewer Inlets Manholes Sidewalks ADA Ramps Driveway aprons (point asset) Driveway aprons (linear asset) Hydrants Trees Pavement Markings (point asset) Pavement Striping (linear asset) Guard Rails Misc. Street & ROW Hardware Ditches $2,500.00 $3,000.00 $115.00/test mile $10,OO/mile $20.00/mile $3,500.00 $10.00/mile/view $3,000.00 $200.00 - $1,500.00 $9.00/mile . . . . . . . . . . $2.50/sign and/or support $2.25/signal and/or support $1.75/pole $2.50/curb block $1,75/inlet $1.75manhole $2.50/sidewalk block $1.75/ramp $1.75/apron $2.50/apron $2.50/hydrant $2.50/tree $2,OO/marking $2.50/block $2.50/guard rail $2.25/feature $2.50/ditch Fee estimates for ROW asset extraction using a per mile unit price will be provided upon request. Assets (e.g. sidewalks, light poles, hydrants, inlets, etc.) vary dramatically from City to City and neighborhood to neighborhood within the City depending on age, terrain, zoning districts, etc. Since there are some advantages to extracting multiple assets during the extraction activity, IMS will try to assist the City in developing a budget by offering a cost per mile alternative, in addition to or in lieu of the cost per asset previously referenced. .. Salina Contract Exhibitsv2.doc - 5 - HOllRL Y RATES Time and materials based activities may be added to the scope at the request of the City. The IMS charge out rates are as follows: Position Hourlv Rate Principals Project Manager/ Sr. Project Engineers Project Engineers Project Technician/Staff Professionals Field Survey Technicians Administrative Support Travel and Per Diem $135.00 $115.00 $85.00 to $105.00 $65.00 to $85.00 $45.00 to $65.00 $50.00 Cost Plus 15% COST SUMMARY ESTIMATE The following cost estimate summary is based on performing an evaluation of 272 test miles of the City's street network (250.3 centerline miles). Project Initiation 1. Project Initiation and Sectioning $2,500.00 Field Survey 3. Mobilization & Calibration 4. Laser RST Surface Condition Survey - 272 mi @ $115/mile No Charge* $31,280.00 Data Management 5. Pavement Data Processing - 272 mi @ $10/mile 6. Data QA/QC with CarteGraph Format & Load Base Program Total $2,720.00 $3.500.00 $40,000.00 * Mobilization cost was eliminated assuming the project is scheduled with other projects in the area Optional Services Digital Images @ 25' intervals (single view) - 320 mi @ $1 O/mile GIS Linkage - 285 centerline miles @ $20/centerline mile Digitallm~ge Storage for Future Extraction- 320 miles @ $9/mile Manual Distress Rating Training - 2 days on site $3,200.00 $5,700,00 $2,880.00 $3,000.00 Salina Contract Exhibitsv2.doc -6-