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Item 5DCity of Southlake, Texas MEMORANDUM August 15, 2006 To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Public Works Director Subject: Authorize a professional services agreement with Stantec Consulting Inc. for the update of pavement condition data for the City's Pavement Management Application (PMA). Action Requested: authorize a professional services agreement with Stantec Consulting Inc. for the update of pavement condition data for the City's Pavement Management Application (PNIA). Background Information: On March 12, 2002, Stantec Consulting was awarded a Professional Services Agreement for an assessment report of the City's roadway network. The data collected and the software purchased as a result of that agreement was used to create scopes of work for the PMA 2005 and PMA 2006 Pavement Management Application projects. Periodically (every three years is recommended) a reassessment of the City's roadway network must be performed to evaluate progress achieved in improving as well as degradation of the quality of the roadway network through normal wear and tear. The proposed services will provide updated pavement condition data on the entire city road network along with a detailed plan to update the software to the current application. Additionally, an alternative plan will be considered for the long -term maintenance of the data. The software upgrade will convert the data from the current PMA version 1.43 to the new application of the Stantec PMA called "Road Matrix ". Training on use of the new software is included in the services provided in the agreement. Financial Considerations: The total fee for this agreement is $46,967.00. Funds are available in the 2006 operating budget for these services (100- 144 - 5230). Citizen Input/ Board Review: None Legal Review: None Alternatives: The City Council may approve it or deny it. Supporting Documents: Attachment A; Stantec Proposal Staff Recommendation: Authorize a professional services agreement with Stantec Consulting Inc. for the update of pavement condition data for the City's Pavement Management Application (PMA), authorize staff to execute said contract, and take any other necessary action. Staff Contact: Robert H. Price, P.E., Public Works Director Gordon Mayer, P.E., City Engineer Clayton Redinger, P.E., Public Works Engineer Page 2 of 9 PROPOSAL 2006 PAVEMENT MANAGEMENT SOFTWARE AND DATA UPDATE 6, V; Stantec August 3 2006 City of Southlake Department of Public Works 1400 Main Street, Suite 320 Southlake TX 76092 Attention: Gordon Mayer Jr. P.E., Deputy Director f Public Works Dear Gordon: Reference: 2006 Pavement Management Software and Data Update Proposal Stantec Consulting Inc. is pleased to respond to your recent request for information pertaining to the update of pavement condition data into the City's Pavement Management Application (PMA). The pavement condition (surface distress and ride condition) data was last updated in 2002. This project provides for the collection of pavement condition data on the entire city road network along with a detailed plan to update the softv.are to the current application as well provide some pricing options to proceed with one third (1 of the City's streets network each year on a three year plan. The software upgrade tasks will convert the data from the current PMA version '1.43 to the nev; application of the Stantec PMA called "RoadMatrix ". PAVEMENT MANAGEMENT SYSTEM UPGRADE AND DATA COLLECTION TASKS Stantec s pavement management systems have been developed utilizing our multi- disciplined staff of pavement engineers, business analysts, system designers, and developers. The systems are designed to provide consistent, repeatable and meaningful results. In the design of these systems, care is taken to ensure ease of interfacing and communication with other sof systems such as geographic information systems (GIS), maintenance management systems (Ml and existing highv;ay!roadway inventory databases. The RoadMatrix supports Oracle, SQL Server 2000 and MSDE 2000 (Microsoft SQL Server 2000 Desktop Engine). The RoadMatrix software is configurable for a client base (workstation) or a server application. The proposal allows for a five seat server installation. SYSTEM REQUIREMENTS 1. Windows 2000 or XP Operating System Pentium 500 MHz Processor 256 MB RANI 100 MB Free Disk Space 2. MSDE or SQL Server 2000 client or Oracle 8i/9i client Page 3 of 9 PRC)POSAL 2006 PAVEMENT MANAGEMENT SC)FTWARE AND DATA UPDATE i Stantec WORK PLAN The following work plan details the various tasks involved in executing the project to achieve the desired results and satisfy the City's objectives. The following is a list of the Tasks involved in this project: 2006 PAVEMENT CONDITION UPDATE: Task Al: Project Management This task provides for Project Initiation, Project Set -up of the fieldwork, and Project Management throughout the project. Specifically these items include the following: 1. Project Initiation covers the administration of the contract and the provision of the insurance certificates; 2. Project Setup covers the preparation of the information the field survey crew requires prior to starting the field survey. This includes both electronic files, hard copy database listing and reference maps: 3. Project Management applies to the coordination and supervision of the entire project. Within two ;seeks of receipt of the notice to proceed. a project initiation meeting will be held with the City's project team. Introduce key staff and their roles for the project. Establish primary lines of communication. Agree upon scheduling requirements and possible constraints. Review pavement inventory and condition rating criteria and formats. QA/QC requirements and procedures. Agree on all project deliverables. Task A2: Network Sectioning 1 Project Preparation I Parametric Updating Since the last Pavement Management condition update, the road network maintained by the City has likely grown as a result of development or jurisdiction revisions. As a result, the PMA database should be updated to include these new road segments in the analysis. Stantec and the City would identify the most appropriate source of information, such as the GIS, to add the required street segments into the PMA. In addition to identifying the road segments to be added, it is necessary to ensure that the appropriate attributes of each road segment are populated. This includes such attributes as location, widths, traffic, pavement structure, curb, and drainage. Where this information is not readily available, Stantec :would consult with the City at identifying appropriate default values to allow these roads to be analyzed fully within the PMA. At least two (2) weeks prior to the start of the data collection, City staff will provide: Page 4 of 9 PROPOSAL 2006 PAVEMENT MANAGEMENT SOFTWARE AND DATA UPDATE Stantec • A current copy of the entire PMA system (program and data files). As of that time. City staff should discontinue all database updates to the PMA database, although the product can still be accessed. • A current copy of the GIS street centerline shape file, with attribute information attached, and confirm that the GIS field Idno contains the unique segment ID's • Two (2) Hardcopy maps, identifying the locations and limits of any new streets to be tested, and all streets which are not to be tested (ex: private, TXDOT, etc.;). • Parametric data, for all new street sections such as: Street name. From Limit, To Limit, Width, Functional Class, AADT, % AADT Growth.Year. % Commercial, and typical Cross - section structure, depicting material and thickness. Task A3: Mobilization This task covers the cost for the Road testing (RT 3000) van and field data collection staff to mobilize in and out of the Southlake. Texas area during project initiation and project completion crew moving Task A4: SDI and RCI Data Collection This task involves the field survey conducted by the RT3000 survey vehicle and crew. This survey includes the collection of 13 different surface distress and ride or roughness condition data. From this data, the PMA generates 3 indexes, Surface Distress Index (SDI), Ride Condition Index (RCI) and an overall Pavement Quality Index (PQI). 171 test miles of city streets has been estimated to accommodate new streets and any divided or multilane street sections that require return runs. Page 5 of 9 Collect pavement distress and roughness on the entire City road nebrrork. Demonstrate to City's project team the capabilities and procedures used on the RT3000 to collect the surface condition and roughness data on a bock by block basis. 1. Surface Distress Evaluation 2. Longitudinal Profile • Lightinq and weather conditions can adversely affect the quality of the road distress data collection therefore, the following quidelines will be used to ensure the success of the fieldwork: - Surveying will not commence within one hour of sunnse and one hour of sunset. - Surveying will not commence during ;vet conditions. The roads must be completely dry before testing can commence. - All major roads will be surveyed at a time v:hen traffic volume is lower (mid- morning, early afternoon, or weekends). - The crew will make note of any field instances that may disrupt the roughness sensors and cause erroneous results for IRI (e.q., Railway crossinqs, dirUgravel on roadway). - The crew will make note of all sections that are under construction- - The crew will make note of any sections that only have the first lift (base lift) of asphalt down- - Streets that exist in the field and not in the network definition files will be recorded and passed on to the Project Manager for discussionlresolution with the City. Pavement condition and roughness data for analysis. Page 5 of 9 PROPOSAL 2006 PAVEMENT MANAGEMENT SOFTWARE AND DATA UPDATE L ^ Stantec Task A5: Data QAJQC, Edit & Upload This task provides for the effort required to: (1) review the collected data. (2) apply any edits. as noted in the surrey crew's RT field log book, and (3) and provide an upload file of the new condition data into the upgraded Pavement Management Application (Road Matrix) software. Task A6: Database Validation and Health Check This task provides for a review and validation of your current PMA database. This .gill produce a report showing, if any, inventory and attribute data that is missing or is outside of certain criteria. This is a necessary step prior to database conversion into the new PMA "Road Matrix ". Software and Data Conversion Update Task 131: Road Matrix Pavement Management Software License This task provides for the Roadlvlatrix software license as per current user agreement Task 62: Assentblefinstall Software To expedite technology transfer on RoadMatrix functionality and Engineerinq Concepts Install RoadMatrix software on site IT Coordination L DRoadMatrix Installed on site at the City rovide User and Engineering Manuals Task 63: System and Data Conversion and Review To ensure that the RoadMatrix software is fully operable with all required data elements and models converted from the PMA so as to provide representative and meaningful pavement management results Stantec to test fully loaded RoadMatrix system and analyses • Review with City final outputs for "reasonableness" • Create Metadata document to finalize all data sources, engineering models and parameter setups ■ Staff availability for review and "siqn off on RoadMatrix Metadata document and system installation. • Metadata document • Fully loaded and functional RoadMatrix installed on site at the City Page 6 of 9 PROPOSAL 2006 PAVEMENT MANAGEMENT SOFTWARE AND DATA UPDATE Stantec Task 134: Final Installation and Training Task B5: Annual Software Maintenance Agreement (ASMA) It is recommended that the City continue to subscribe annually to the Annual Software Maintenance Agreement (ASMA) formally (ECS). Subject to the terms of this Agreement. STANTEC will provide the software upgrades, related documentation updates, telephone and email support. Software upgrades will encompass ne ,- capabilities+features that serve to improve software performance. Page 7of9 To ensure that the City is self - sufficient in running and maintaininq the RoadMatrix software City staff understand the concepts and results of the RoadMatrix outputs in order to generate programs and present the information to other City staff and Council 2 -days on -site training and system review session with selected City staff Traininq to include RoadMatrix functionality, decision trees and enqineering models and concepts ■ Availability of staff for training • Limit initial training to key City staff in order to maximize the benefit City staff required to read the manuals and play with the system, and develop questions after training to alloy: for better understanding of system prior to remaining tasks 1 ■ Fully trained and self- sufficient staff equipped to maintain the RoadMatrix system Task B5: Annual Software Maintenance Agreement (ASMA) It is recommended that the City continue to subscribe annually to the Annual Software Maintenance Agreement (ASMA) formally (ECS). Subject to the terms of this Agreement. STANTEC will provide the software upgrades, related documentation updates, telephone and email support. Software upgrades will encompass ne ,- capabilities+features that serve to improve software performance. Page 7of9 PROPOSAL 2006 PAVEMENT MANAGEMENT SOFTWARE AND DATA UPDATE ti„ n i Stantec COMMERCIAL ARRANGEMENTS: The following table represents the proposed commercial arrangements for the assignment. All pricing exclusive of any City, State or Federal taxes, levies or duties. This proposal is in effect for 60 days. Pavement Condition Update fees Item Description Unit Price Task Cost Task Al Project Management Lump sum $2,875 Task A2 Network Sectioning i Project Preparation? Parametric Updating Lump sum $3,735 Task A3 RT 3000 Mobilization Lump sum $3 Task A4 Data Collection on 171 total test miles, paved roads 5122.50 S20,947 Task AS Data QA. Edit & Upload Lump sum $3,450 Task A6 Database Validation and Health Check No Charge Pavement Condition Update Sub Total S34,247 Software and Data Conversion Update fees The following represent estimated fees (including expenses) required to complete the Road Matrix implementation for the City of Southlake as described in our proposal. All fees are subject to applicable taxes. RoadMatrix Software Task B1 Road Matrix Pavement Management Soft:;are License. No Charge Task B2 Assemble. +Install Software $900 Task B3 System and Data Review $3,520 Task B4 Training 'vdork Shop (2 day provision @ S1550iday} $3,100 Task B5 Annual Software Maintenance Agreement (ASMA). One annual Database Validation and Health Check is also provided to ASMA subscribers at no charge. Since the City is a current ASMA subscriber there will be no charge for Tasks A6 and 61 in this project. 55,200 Software and Data Conversion Update Sub Total $12,720 Grand Total Proposed Task Items S46,967 Page 8 of 9 PROPOSAL 2006 PAVEMENT MANAGEMENT SOFTWARE AND DATA UPDATE Stantec PROJECT SCHEDULE The project schedule is presented in two parts: part one is the schedule for the data collection component and part two presents the schedule for the additional tasks. The schedule can be adjusted to meet the City's needs or if the contract award date is delayed for any reason. The duration will essentially remain the same, regardless of the start up date. It is our experience that many of the tasks can be initiated simultaneously and can be completed independently of others. Stantec has the capacity and capability to meet the schedule. Stantec has extensive equipment and manpower resources to commit to the project to ensure successful on time and within budget completion of the work. *Mc;ice tc Prcceec *Start of field work I trust that the foregoing will meet v:ith your expectations. We sincerely appreciate this opportunity to provide on going data collection for your Pavement Management undertaking, and look forward to our continued working relationship. If you have any questions, please do not hesitate to contact me at 602 -438 -2200, or via e -mail at mrobson(cDstantec.com Sincerely, STANTEC CONSULTING INC. Michael Robson Managing Principal Tel: 602 -438 -2200 Fax: 602 -431 -5562 mrobson^stantec.com Page 9 of 9 Month 1 Month 2 Month 3 Month d I I 2 weeks ZCollection ')"j� 3 weeks i♦ !1 week System and Data Revie.v 1 week Road Matrix Conversion I 1 2 weeks TrainingiWorkshops M '3 days *Mc;ice tc Prcceec *Start of field work I trust that the foregoing will meet v:ith your expectations. We sincerely appreciate this opportunity to provide on going data collection for your Pavement Management undertaking, and look forward to our continued working relationship. If you have any questions, please do not hesitate to contact me at 602 -438 -2200, or via e -mail at mrobson(cDstantec.com Sincerely, STANTEC CONSULTING INC. Michael Robson Managing Principal Tel: 602 -438 -2200 Fax: 602 -431 -5562 mrobson^stantec.com Page 9 of 9