Item 4F - MemoCITY OF
SOUTH LAKE
Item 4F
MEMORANDUM
June 3, 2025
To: Alison Ortowski, City Manager
From: Lauren LaNeave, Interim Director of Public Works
Subject: Approve a professional services agreement with Applied
Research Associates for conducting a city-wide pavement
analysis survey with expenditures not to exceed $170,000.
Action
Requested: Approve a professional services agreement with Applied Research
Associates for conducting a city-wide pavement analysis survey with
expenditures not to exceed $170,000.
Background
Information: The purpose of this item is to approve a professional services
agreement with Applied Research Associates for conducting a
pavement analysis survey with expenditures not to exceed
$170,000. This city-wide survey is essential for evaluating and
prioritizing the condition of our city's roadways, guiding the
development of focused projects aimed at necessary repairs and
rehabilitation.
A pavement analysis survey involves systematically inspecting and
rating the pavement to identify wear, damage, and overall
deterioration. This process typically involves the use of specialized
vehicles equipped with high -resolution cameras, lasers, and other
sensors that drive along each roadway segment. These vehicles
collect precise data on surface conditions — such as cracks, rutting,
potholes, and ride smoothness — without disrupting traffic. The
collected data is processed using industry -standard pavement rating
systems, like the Pavement Condition Index (PCI), which assigns
scores based on the severity and extent of observed damage. The
results allow the City to prioritize repairs based on actual need and
available funding, ensuring that road maintenance is proactive, cost-
effective, and transparent to residents.
This survey will also include a sidewalk, signage, and striping
condition inventory to assist in programming efforts for our
operational divisions and capital project planning.
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Item 4F
The last pavement analysis survey took place in FY 2022 and was
completed by Data Transfer Solutions, LLC. As of 2024, Data
Transfer Solutions no longer performs pavement analysis surveys.
The City went through a vendor selection process involving four
vendors utilizing the TXSHARE Agreement #2022-063, which was
extended through November 2028. The TXSHARE Cooperative
Purchasing Program is administered by the Texas Conference of
Urban Counties and allows local governments to streamline
procurement by utilizing competitively bid contracts that meet state
purchasing requirements. By using this program, the City can secure
pavement analysis services without undergoing a separate bidding
process, saving both time and administrative costs while ensuring
compliance with state procurement laws.
After several meetings and a scoring matrix completed for each
vendor, the two best value vendors were asked to supply a full
proposal for the project. Following a final review and director
approval, Applied Research Associates was selected based on
better value-added services, lower cost, and faster project
turnaround.
This project is scheduled to be completed in September 2025.
Financial
Considerations: Funding for this survey is budgeted as part of the approved Capital
Improvement Program in the General Fund.
Strategic Link: This item links to the City's Strategy Map by delivering on the focus
areas of Infrastructure & Development, in addition to Partnerships &
Volunteerism. It provides this by focusing on Financial Objective F2:
Investing to Provide & Maintain High Quality Public Assets and
Business Objective B2: Collaborating with select partners to
implement service solutions.
Citizen Input/
Board Review: None.
Legal
Review: This is the standard professional services contract that has been
previously reviewed by the City Attorney.
Alternatives: The City Council may approve or deny the agreement.
Supporting
Documents: Attachment A: Agreement for Professional Services - ARA - FY25
Pavement Analysis Survey
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Item 4F
Attachment B: Pavement Analysis Survey Proposal - ARA
Attachment C: Scoring Matrix and Criteria
Staff
Recommendation: Approve a professional services agreement with Applied Research
Associates for conducting a city-wide pavement analysis survey
with expenditures not to exceed $170,000.
Staff
Contact: Lauren LaNeave, Interim Director of Public Works
Zayne Huff, Public Works Business Manager
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