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
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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
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PRC)POSAL 2006 PAVEMENT MANAGEMENT SC)FTWARE AND DATA UPDATE
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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:
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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.
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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.
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PROPOSAL 2006 PAVEMENT MANAGEMENT SOFTWARE AND DATA UPDATE
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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
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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.
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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.
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PROPOSAL 2006 PAVEMENT MANAGEMENT SOFTWARE AND DATA UPDATE
ti„ n
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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
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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
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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
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