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HomeMy WebLinkAbout19-95 Resolution No. 19-95 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH IMS INFRASTRUCTURE MANAGEMENT SERVICES FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE PAVEMENT INVENTORY AND RATING SERVICES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute an Agreement on behalf of the City of Elgin with IMS Infrastructure Management Services for professional services in connection with the Pavement Inventory and Rating Services, a copy of which is attached hereto and made a part hereof by reference. s/ David J. Kaptain David J. Kaptain, Mayor Presented: June 26, 2019 Adopted: June 26, 2019 Omnibus Vote: Yeas: 8 Nays: 0 Attest: s/ Kimberly Dewis Kimberly Dewis, City Clerk AGREEMENT THIS AGREEMENT is made and entered into this 26th day of June ,20 19 ,by and between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as"CITY") and IMS INFRASTRUCTURE MANAGEMENT SERVICES,an Arizona limited liability company, authorized to do business in the State of Illinois (hereinafter referred to as"ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with PAVEMENT INVENTORY AND RATING SERVICES (hereinafter referred to as the PROJECT); and WHEREAS,the ENGINEER represents that it is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW,THEREFORE,it is hereby agreed by and between the CITY and the ENGINEER that the CITY does hereby retain the ENGINEER for and in consideration of the mutual promises and covenants contained herein,the sufficiency of which is hereby acknowledged to act for and represent it in the engineering matters involved in the PROJECT as described herein,subject to the following terms and conditions and stipulations, to-wit: 1. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the City Engineer of the CITY, herein after referred to as the"CITY ENGINEER". B. The ENGINEER shall provide the services necessary for a pavement inventory and rating services over all existing City of Elgin streets within the City of Elgin to include project initiation and set up, GIS coordination, field data collection, data QA/QC,data processing and formatting,software training/report generation,project management, and analysis of pavement and final reporting. C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A, and incorporated into this Agreement by this reference. 2. PROGRESS REPORTS A. An outline project milestone schedule is provided hereinunder. B. A detailed project schedule for the PROJECT is included as Attachment B,attached hereto, and incorporated into this Agreement by this reference. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in C below. C. The ENGINEER will submit to the CITY ENGINEER monthly a status report keyed to the project schedule. A brief narrative will be provided identifying progress, findings and outstanding issues. 3. WORK PRODUCTS All work product prepared by the ENGINEER pursuant hereto including,but not limited to,reports, plans, designs, calculations, work drawings, studies, photographs, models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the CITY ENGINEER;provided,however,that the ENGINEER may retain copies of such work product for its records. ENGINEER'S execution of this Agreement shall constitute ENGINEER'S conveyance and assignment of all right,title and interest, including but not limited to any copyright interest,by the ENGINEER to the CITY of all such work product prepared by the ENGINEER pursuant to this Agreement. The CITY shall have the right either on its own or through such other engineers as determined by the CITY to utilize and/or amend such work product. Any such amendment to such work product shall be at the sole risk of the CITY. Such work product is not intended or represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any other project,and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the ENGINEER. 4. PAYMENTS TO THE ENGINEER(Lump Sum Method) A. The CITY shall reimburse the ENGINEER for services under this Agreement a lump sum of$129,990 Dollars, regardless of actual Costs incurred by the ENGINEER unless substantial modifications to the project are authorized in writing by the CITY ENGINEER,and approved by way of written amendment to this Agreement executed by the parties. B. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30 days after receipt and approval of invoice. Said periodic payments to the ENGINEER shall not exceed the amounts shown in the following schedule, and full payments for each task shall not be made until the task is completed and accepted by the CITY ENGINEER. Payment Schedule Task Dates Task Fee Total Fee Project Initiation and Set Up July 2019 $12,500.00 $12,500.00 Field Surveys August 2019 $87,050.00 $99,550.00 Data Management, Analysis September — $30,440.00 $129,990.00 &Report Delivery October 2019 Total $129,990.00 -2 - 5. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports(2C above)will be included with all payment requests. B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The ENGINEER shall permit the authorized representative of the CITY to inspect and audit all data and records of the ENGINEER for work done under this Agreement. The ENGINEER shall make these records available at reasonable times during the Agreement period, and for a year after termination of this Agreement. 6. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time upon fifteen(15)days prior written notice to the ENGINEER.In the event that this Agreement is so terminated,the ENGINEER shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination,except that reimbursement shall not exceed the task amounts set forth under section 4 above. 7. TERM This Agreement shall become effective as of the date the ENGINEER is given a notice to proceed and,unless terminated for cause or pursuant to section 6,shall be deemed concluded on the date the CITY determines that all of the ENGINEER's work under this Agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter acquire with respect to any term or provision of the Agreement. 8. NOTICE OF CLAIM If the ENGINEER wishes to make a claim for additional compensation as a result of action taken by the CITY,the ENGINEER shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the ENGINEER. Regardless of the decision of the CITY ENGINEER relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the CITY ENGINEER shall proceed without interruption. 9. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach;and,in addition,if either party,by reason of any default,fails within fifteen(15)days after notice thereof by the other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. - 3 - Notwithstanding the foregoing, or anything else to the contrary in this Agreement, with the sole exception of an action to recover the monies the CITY has agreed to pay to the ENGINEER pursuant to section 4 hereof,no action shall be commenced by the ENGINEER against the CITY for monetary damages. ENGINEER hereby further waives any and all claims or rights to interest on money claimed to be due pursuant to this Agreement,and waives any and all such rights to interest which it claims it may otherwise be entitled pursuant to law, including, but not limited to, the Local Government Prompt Payment Act(50 ILCS 501/1, et seq.),as amended,or the Illinois Interest Act (815 ILCS 205/1, et seq.), as amended. The parties hereto further agree that any action by the ENGINEER arising out of this Agreement must be filed within one year of the date the alleged cause of action arose or the same will be time-barred. The provisions of this section shall survive any expiration,completion and/or termination of this Agreement. 10. INDEMNIFICATION To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and hold harmless the CITY, its officers, employees, agents,boards and commissions from and against any and all claims, suits,judgments, costs, attorneys fees, damages or other relief, including but not limited to workers compensation claims,in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith, including negligence or omissions of employees or agents of the ENGINEER arising out of the performance of this Agreement. In the event of any action against the CITY, its officers, employees, agents, boards or commissions, covered by the foregoing duty to indemnify,defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. The provisions of this section shall survive any expiration and/or termination of this Agreement. 11. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. 12. INSURANCE A. Comprehensive Liability. The ENGINEER shall provide,pay for and maintain in effect,during the term of this Agreement,a policy of comprehensive general liability insurance with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The ENGINEER shall deliver to the CITY ENGINEER a Certification of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty(30) days prior written notice to the CITY ENGINEER. The Certificate of Insurance which shall include Contractual obligation assumed by the ENGINEER under Article 10 entitled"Indemnification" shall be provided. -4 - This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, alternatively,if the insurance states that it is excess or prorated,it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned,non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence subject to a$1,000,000 aggregate. D. Professional Liability. The ENGINEER shall carry Engineers Professional Liability Insurance Covering claims resulting from error, omissions or negligent acts with a combined single limit of not less than $1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the CITY ENGINEER as evidence of insurance protection. The policy shall not be modified or terminated without thirty(30)days prior written notice to the CITY ENGINEER. 13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES, PROCEDURES AND SAFETY The ENGINEER shall not have control over or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the construction,unless specifically identified in the Scope of Services. 14. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement, there shall be no discrimination against any employee or applicant for employment because of sex, age,race, color, creed,national origin,marital status, of the presence of any sensory,mental or physical handicap, unless based upon a bona fide occupational qualification,and this requirement shall apply to,but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation,termination or suspension, in whole or in part,of the Agreement by the CITY. 15. ASSIGNMENT AND SUCCESSORS - 5 - This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto;provided,however,that no assignment shall be made without the prior written consent of the CITY. 16. DELEGATIONS AND SUBCONTRACTORS Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to each and every item,condition and other provision hereof to the same extent that the ENGINEER would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's advanced written approval. 17. NO CO-PARTNERSHIP OR AGENCY This Agreement shall not be construed so as to create a partnership,joint venture,employment or other agency relationship between the parties hereto. 18. SEVERABILITY The parties intend and agreed that,if any section, sub-section,phrase, clause or other provision of this Agreement,or any portion thereof,shall be held to be void or otherwise unenforceable,all other portions of this Agreement shall remain in full force and effect. 19. HEADINGS The headings of the several sections of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define, limit or describe the scope of intent of any provision of this Agreement,nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. 20. MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. 21. APPLICABLE LAW This Agreement shall be deemed to have been made in,and shall be construed in accordance with the laws of the State of Illinois.Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. -6 - 22. NEWS RELEASES The ENGINEER may not issue any news releases without prior approval from the CITY ENGINEER, nor will the ENGINEER make public proposals developed under this Agreement without prior written approval from the CITY ENGINEER prior to said documentation becoming matters of public record. 23. COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. 24. INTERFERENCE WITH PUBLIC CONTRACTING The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging. 25. SEXUAL HARASSMENT As a condition of this contract, the ENGINEER shall have written sexual harassment policies that include, at a minimum, the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment,utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse,investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies shall be provided by ENGINEER to the Department of Human Rights upon request(775 ILCS 5/2-105). 26. SUBSTANCE ABUSE PROGRAM. As a condition of this agreement, ENGINEER shall have in place a written substance abuse prevention program which meets or exceeds the program requirements in the Substance Abuse -7 - Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy shall be provided to the CITY ENGINEER prior to the entry into and execution of this agreement. 27. WRITTEN COMMUNICATIONS All recommendations and other communications by the ENGINEER to the CITY ENGINEER and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The CITY ENGINEER may also require other recommendations and communications by the ENGINEER be made or confirmed in writing. 28. NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail,postage prepaid, addressed as follows: A. As to CITY: B. As to ENGINEER: Ron Rudd Nick Golden City Engineer Client Services Manager City of Elgin Midwest Region 150 Dexter Court 1820 W Drake Drive, Suite 104 Elgin,Illinois 60120-5555 Tempe, AZ 85283 29. COMPLIANCE WITH LAWS Notwithstanding any other provision of this Agreement it is expressly agreed and understood that in connection with the performance of this Agreement that the ENGINEER shall comply with all applicable Federal, State, City and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing,ENGINEER hereby certifies,represents and warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing products and/or services with respect to this Agreement shall be legally authorized to work in the United States. ENGINEER shall also at its expense secure all permits and licenses,pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work,and/or the products and/or services to be provided for in this Agreement. The CITY shall have the right to audit any records in the possession or control of the ENGINEER to determine ENGINEER'S compliance with the provisions of this section. In the event the CITY proceeds with such an audit the ENGINEER shall make available to the CITY the ENGINEER'S relevant records at no cost to the CITY. ENGINEER shall pay any and all costs associated with any such audit. 30. EXECUTION This agreement may be executed in counterparts,each of which shall be an original and all of which shall constitute one and the same agreement. For the purposes of executing this agreement, any - 8 - signed copy of this agreement transmitted by fax machine or e-mail shall be treated in all manners and respects as an original document. The signature of any party on a copy of this agreement transmitted by fax machine or e-mail shall be considered for these purposes as an original signature and shall have the same legal effect as an original signature. Any such faxed or e-mailed copy of this agreement shall be considered to have the same binding legal effect as an original document. At the request of either party any fax or e-mail copy of this agreement shall be re-executed by the parties in an original form. No party to this agreement shall raise the use of fax machine or e-mail as a defense to this agreement and shall forever waive such defense. IN WITNESS WHEREOF,the parties hereto have entered into and executed this Agreement effective as of the date and year first written above. FOR THE CITY: FOR THE ENGINEER: By: City Manager Name/Print: Ain 4-1,0,-,y C o yews Title: rfchcie-. l A st• City Clerk F:�Legal Dept\Agreement\ENG1NEERING AGREEMENT-FORM-clean-10-2-18.docx -9 - Attachment A Scope of Service 1 M Infrastructure Management Services Quotation for IM S.Drake Dr.cture Management Tempe. 1820 W.Drake>k.Ste.104.Tempe.AZ85283 P hone:(48D)839-4347 Fax:(480)839.4348 Professional Services aw•kntanarva:oom To: M. Pubent_,Senior Ena,neer Date: June 7,2019 From: Nick Golden,Client Services Manager Project: Elgin,IL Subject: Pavement Management Services Project No: Thank you for taking the time to review the pavement data collection services offered by IMS Infrastructure Management Services. IMS excels in pavement and asset management solutions and can provide a full suite of data collection and software implementation services. The City is interested in completing an automated data collection effort on 336 centerline miles of paved streets located within the City. IMS will survey all City arterial and collector roadways using a two pass test,resulting in approximately 360 survey miles. IMS collects all data in accordance with the U.S.Army Corps of Engineers data protocols,commonly referred to as ASTM D6433. IMS has recently completed projects in the Agencies of Highland Park,Glenview, Libertyville,Winnetka.Arlington Heights,and many more. IMS is the preferred pavement management firm for the Northeast Illinois Partnering Contract; a consortium of North and Northwest Chicago area municipalities. We have been selected by CMAP to implement programs for four local agencies as the first phase of their 8 county funding program. Our approach,and key service differentiator,is based on three,time proven fundamentals: Answer the questions that are being asked—don't over-engineer the system or make it needlessly complicated. Databases and the application of technology are meant to simplify asset management,not make it more difficult. Service and quality are paramount to success—the right blend of technically correct data,condition rating, and reporting will provide the agency with a long-term, stable solution. Service to the Client remains our top priority. Local control and communications are key — it is important that all stakeholders understand the impacts of their decisions and have the system outputs react accordingly. We excel in making ourselves readily available. Services we can offer the City of Elgin include: • Objective roadway performance data collection including a full suite of surface distresses. • Subgrade pavement performance analysis with a Dynafiect or FWD device. • Right of way asset data collection and digital image and GPS coordinate data collection. • Provision of robust software solutions and an advanced knowledge of 3rd party systems. • Collection of lane and shoulder drop-off distress data. • Integration with selected software and seamless analysis enhancements that include IRI,structural integrity,selection optimization,and a full suite of rehabilitation activities. • An easy to use,user-friendly software alternative that uses all the analysis and budgetary tools that a dedicated 3rd party software application uses at a fraction of the cost. 1MS Infrartructrre Management Services Elgin 2019 Draft REV 1 page 1 City of Elgin Pavement Management Services Data Collection IMS is unique to the industry, as an objective _- and repeatable data collection effort will be completed. The Laser RST will be used to perform a surface condition assessment of all City streets. Instead of using the subjective feetft on ground or windshield sampling method all - data will be collected continuously and recorded in 100-foot intervals in the form of a detailed • ». database complete with GPS coordinates. The - data will also be aggregated to the section level, following the sectioning and referencing methodology determined after IMS and City review GIS and Pavement Management Linkage i The role of GIS in pavement management • , • cannot be overstated. It is a powerful tool that K • provides the capability to handle and present `_ • -' vast amounts of data in an efficient manner. ,‘ -'' IMS can provide a link between the City's GIS program and the pavement management data ) ‘;',:ii' LL's. J ,j i " to enable the City to display and generate 3 ►� color-coded maps based upon existing ":? pavement conditions, street rehabilitation IR.i plans or most of the data developed as a part • • of the pavement management program. An output of such a plot is illustrated in the adjacent image HD Digital Images and Right of Way Asset Data Collection While the RST is traversing the roadway, up to 7 HD digital cameras can be mounted inside "gym the RST to collect images of the pavement and right of way assets. The following views are 4u- typically captured; driver front (forward view), passenger front (ROW view), and driver rear - aik (adjacent RGN view). Additional views can be c."'"( - ! . mounted if deemed necessary by the City. All Fly ry:;' - video is processed in-house and developed as an image library at 25-foot intervals for use in f"' GA/QC and for development of the right of way asset inventories. 1A IS Infrusvurtare Management Sovires Elgin 2019 Draft REI'1 page 2 - 11 - City of Elgin Pavement Management Services A Closer Look at the Laser RST Configuration The following diagram illustrates the full configuration of the RST for ASTM D6433 data collection assignments.The RST is operated by three highly trained technicians. /1 Ji i g �d R : 4, :Digital Cameras nnva,r .9" ,..-.. . 6P.S R Inertlel '' '5; ;.y ti, i < # ; �... ..._Navigation 0 Digital Condition _ • Rating System . i r City of Elgin Pavement Management Services ASTM D6433 Pavement Distress Details: Roughness—Dual wheel path International Roughness Index (IRI)data is calculated in real time from continuous longitudinal profile data collected by the RST. Data is simultaneously obtained from three devices ; to determine the road profile; a pulse . 1` 444 __.. transducer based distance-measuring �•� — - - - — f}: 4. instrument(DMI),laser sensors operating at 32 kHz. and an accelerometer in conformance with ASTM E 950. Each of - . • our RST units conform to a Class I profiling device and are equipped with laser sensors and accelerometers in both wheel paths so that Y. car IRI calculations can be performed for each wheel path. The RST can also"pause"over non-valid roadway sections such as railroad tracks and localized maintenance activities so as not to affect the overall IRI value. Rutting—Wheel track rutting is calculated in real time from transverse profile data collected by the RST. Each of our RST units is equipped with 11 laser cameras that fire simultaneously to collect continuous- transverse profile data at 4-inch intervals at highway speed. This configuration is far superior to other types of vehicles that utilize three lasers or sonic transducers to calculate "relative rutting". Even five sensor units are extremely sensitive to driver error since it is essential in this case that the driver keep the data collection vehicle's wheel exactly in the rutted wheel tracks(assuming that they fit). The wire method is used to calculate the rut depth in both the right and left wheel track on essentially a continuous basis. Eitner the right or deeper of the two-wheel path ruts may be used for rut depth calculations with the average rut depth for that wheel path reported for each section. Cracking, Faulting, & Texture — The RST allows IMS to conduct an objective crack survey: thus increasing the accuracy of an otherwise subjective manual survey. High-speed lasers and an on-board processing computer, accurately measure the surface profile of the road. Included in this profile are all cracks and faults as small as 1/8" (2 mm)wide that pass beneath the lasers Processing software then reduces and filters this information to determine the total number of cracks, crack width, as well as the crack interval. From this information, quantified crack data can be determined at both the survey and summary intervals. Distortions,Raveling,Potholes,Scaling,Spalling,Lane Drop Off&Other ASTM D6433 Distresses —RST platform can be configured to collect nearly any pavement distress, attribute, or other associated data using a Digital Collection Rating System (DORS). By means of a touch screen based tablet computer; highly trained IMS technicians input changes in observed distress seventies and extents, or identify specific roadway assets or attributes. The DORS is integrated into the data flow through time code GPS, DMI distance and inventory control. 13191,Infrastructure Managenfent Se'/l•tees Ogin 2019 DraiIRE,'1 page 4 - 13 - City of Elgin Pavement Management Services Lake County,IL Contact: Julian Rozwadowski,P.E.,Project Engineer Email: dote lakecountvil.00v Phone:(847)377-7506 IMS has tested 25% of the 780 mile road network each year for over 25 years. Each round of field surveys includes Laser RST surface condition surveys, deflection testing and GIS linkage for the IMS PavePRO Manager software. Special studies have been performed for parking lots and special grants and funding programs. Each project is funded locally by the County. I MS is scheduled to perform another network update in the fall of 2018. Village of Wrnnetka,IL Contact: James Bemahl,Assistant Public Works Director Email: jbernahlewinnetka.orq Phone:(847)716-3261 In 2011, IMS performed the initial comprehensive field survey on the City's 50-mile street network. The Laser RST was used to perform a network-level surface condition survey that included GPS referenced crack, roughness and rut measurements, multi-camera digital imagery, distress survey and inventory data. Deflection testing was performed on all street segments with a Dynaflect Processed data was loaded into PavePRO software,linked to the GIS,and installed on City computers Software training was performed on-site. A system wide update is currently being performed in 2016 with additional deflection testing to address stabilized base coarse concerns. City of St.Charles,IL Contact: Karen Young,P.E.,Public Works/Engineering Division Manager Email: krvounoOstcharlesil.gov Phone:(630)443-3709 In 2010, IMS performed the initial comprehensive field survey on the City's 140 mile street network. The Laser RST was used to perform a network-level surface condition survey that included GPS referenced crack, roughness and rut measurements, mufti-camera digital imagery, distress survey and inventory data. Deflection testing was performed on all street segments with a Dynaflect Processed data was loaded into PavePRO software,linked to the GIS,and installed on City computers. Software training was performed on-site A system wide update was performed in 2013 with additional deflection testing to address stabilized base coarse concerns. Village of Plainfield,IL Contacts: Randy Jensen,Superintendent of Public Improvements Email: riessen( igoplainfiled.com Phone:(815)230-2030 In 2011, IMS performed a pavement management program project for the City of Plainfield The project consisted of a Laser RST based comprehensive surface condition survey on about 220 miles of roadways. Data collected has included digital images, GIS linkage, PavePRO software implementation and training, report generation and presentation. IMS also collected digital images for use with the development of future ROW asset inventories. IMS most recently performed a pavement management program update for the Village in the summer of 2016 and delivered the results to Council. IA1SInfranvcture Management Services Elgin 2019 DIV IRO'1 pages - 14 - City of Elgin Pavement Management Services Pavement Data Collection Project The detailed budget presented below is based on the IMS work plan and deliverables It represents a realistic budget to complete the work, and we are confident we can maintain an on-time, on-budget approach to the assignment Proposed Budget Elgin,IL:2019 Base Scope of Services Task Activity Guard Units Unit Rate Total Project Initiation 1 Project intetion 8 Set Up 1 LS 02,000.00 52,000.00 2 Hetwort Referencing 8 GS Linkage 360 7-M; $25.00 59,000.00 3 Functional Claes Review 1 LS 51,500.00 51,500.00 Field Surveys 4 RST MobizabonlCabbrabon(n conjunction wte other L wort) 1 LS 52 250 03 52.250 00 5 RST Feld Data Co&duon(2-pass Arterials I Colleotots;1-pass Lon, 350 T-41i 5115 03 541.400 00 6 Dynatkd MobizetioniCaebrabon 1 LS 52.000 00 52,000.00 6e DeftecSon Testng AM Streets 360 T-Mi 5120.00 543.200 00 eb Traffic CentrowDeflection Testing(City to provide; .'S Est.s0 Hrs.) 0 HR 5108 03 50 00 Data Management 7 Collection of Neal Images Igj 20-30'Intervals(Per View) 360 7-1,11 $13.00 50.680 00 8 Data OA/OC,Processing,&Formatting 360 T-tli 518.00 56,480 00 9 ESA Data Load 1 LS 31 500.00 51,500 00 10 SoftwareTrabtng(1 day @ Sl000iday) 1 LS 51.000.00 51.000.00 11 Easy Street Analysis of Pavement and Final Report(3 Sib) 1 LS 58,50000 58,500 00 12 Project Management 1 LS 56.480.00 56,480.00 . Project Total: 3929,990.00 Optional Service theme and Activities 13 PavePR.O Manager Software Maintnenance 8 Support 1 LS 51,000.00 51,000 00 14 City Council Presentation 1 LS 53,500 00 53,500.00 15 'Live'Spreadsheet-Incense 8 12-Month Maintenance Fee 1 LS SO 00 50.00 16 Software Evaluation Needs Assessment 1 LS 51,750 00 51,750.00 17 Right of Way Assets Data Collection(GPO a Camera Configuration) 360 T-ifi 525.00 59,000 00 a Sign I Support database development 360 T-t.11 5100.00 536.000 00 b.Side Web:database development 360 _MI 550 00 518,000 00 c ADA Ramp 6 Coi pience Survey 360 T-MI 560 00 521,600.00 d Curb 8 gutter database devebpment 360 T-1a1 550.00 518,000 00 e Street Lights Database Development 360 7-111 550 00 518,000.00 f ttarrngs 6 Striping Database Development 360 7-611 580.00 521,600 00 18 aASVue/Amazon Web-hosted Viewer(inotedes Teck Support) 1 LS 57,000 00 57,000 00 19 Addtenal or Speer/illy Maps for Reporting(Beyond Typical 2 Sets) 1 FA 5150 00 5150 00 20 Addtenal Onsee Meetings 1 EA 5800 00 5600 00 21 Additional Hard Copes of the Final Report(>3 Sets Included) I EA 5175 00 5175 00 22 GS Creation Serv;ces 8 HR 5170.00 51.400 00 114SInfradractu a Mvtagemertt Services Elgin 2019 awl REV 1 page 6 - 15 - City of Elgin Pavement Management Services Thank you for your continued consideration of IMS as a viable solution to your pavement management needs and we will strive to continue to be an asset and extension of the City of Elgin staff and team. If any questions arise please do not hesitate to contact me at (260) 615-3814 or naolden)imsa nalysis,com. Sincerely, IMS Infrastructure Management Services Nick Golden Client Services Manager INS Infrasnuefure.7fana@en`enr Services Eakin 2019 Draft REI-1 pane - 16 - Attachment B Project Schedule Schedule IMS IMS Infrastructure Management Sertices Pavement Management Update 1820 W.phone: Drakeia8Oi r9- rt 104.Tempe. 85283 Phone:(4801 839+1347 Fax'.(480)839-4348 www.ims-rst.com To: Mike Pubentz,Capital Projects Enginner Date: June 7,2019 From: Nick Golden, Midwest Client Services Project: 2018 Pavement Management Manager Update Subject: Project Schedule Project No.: TBD The schedule provided below represents the IMS work plan as it relates to the completion of the City of Elgin. IL 2019 pavement management update. Field surveys are expected to progress at a conservative rate of 25 to 35 miles per day. Surveys usually proceed at 5.5 to 6 days per week depending on weather, congestion, and statutory holidays. The network wide RST surface condition assessment is currently scheduled for the end of August 2019 and elapsed time for the City of Elgin, IL RST field surveys is estimated at 2 weeks of onsite testing. When the field testing is complete, IMS will immediately begin the data processing phases of this assignment. Data processing includes the management and handling of all the surface condition results collected in the field. The data will be linked to the City's existing GIS centerlines, aggregated to the intersection-to-intersection segmentation developed as a part of this assignment, and processed further to calculate the extent/seventy areas as well as the final segment-level PCI scores. The condition data will be loaded to Easy Street Analysis (ESA) spreadsheet for pavement modeling purposes and the results will be delivered in a Personal Geodatabase. With the pavement analysis, budget models, and 5- year rehabilitation plan complete,our team will immediately begin drafting the final report. Task Activity ( Jurte 1 July 1 August September 1 October 3 1 7 1 10 1 17 1 1 1 9 161221 291 6 1 12 1 19 1 261 219 161231 1 1 7 14 21120 Project Initiation Project Award&Notice to Proceed I 1 Project Initiation&Scope Confirmation k� GIS Inventory&Segmentation Deselopment Survey Routing&Mapping Field Surveys RST Mobilization&Calibration RST Field Data Collection Data Management Data OA/OC,Processing.&Format Data Load to ESA Data Supply&Client Redew Pavement Analysis&Reporting Optional Onsite Results Presentation We thank you for being such a valued client of IMS and we look forward to a successful project as a part of the Elgin, IL team. Please do not hesitate to call or email with any question or concerns at(260)615- . 3814 or ngolden@imsanalysis corn IDLS I7tfrasturture Management Sen•Irer Elgin,IL Project Schedule Memo fngcI - 17 -