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06-142 Resolution No. 06-142 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH IMS INFRASTRUCTURE MANAGEMENT SERVICES FOR THE PAVEMENT RATING PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,and Dolonna Mecum,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 pavement inspection services as part of the pavement rating project, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: June 28, 2006 Adopted: June 28, 2006 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT THIS AGREEMENT is hereby made and entered into this0#lay of TNNei , 2006, by and between the CITY OF ELGIN, Illinois, a municipal corporation (hereinafter referred to as "CITY") and IMS Infrastructure Management Services Limited Liability Company, an Arizona limited liability company (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the City's Pavement Rating Project (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, for and in consideration of the mutual promises and covenants contained herein,the sufficiency of which is hereby mutually acknowledged, the CITY and ENGINEER hereby agree that the CITY hereby retains ENGINEER to act for and represent CITY in the engineering matters involved in the Project as set forth herein, subject to the following terms, conditions and stipulations: I. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Director of Public Works of the CITY, herein after referred to as the "DIRECTOR". B. An outline of the services provided by the Engineer include: • Project Initiation Meeting • Network Definition • RST Surface Condition Survey including GPS digital imagery • Deflection testing for structural analysis • GIS linkage • Software Installation • Software Training • 5 year Draft Pavement Rehabilitation Report • 5 year Final Pavement Rehabilitation Report C. A detailed Scope of Services is attached hereto and made a part hereof as "Attachment A". s 2 II.PROGRESS REPORTS A. ENGINEER shall comply with the project milestone outline schedule below: • Project Initiation Meeting • Surface Condition Survey—Completion Review • Deflection Survey—Completion Review • Software Installation • On-Site Training • Draft Rehabilitation Report Meeting • Final Rehabilitation Report Meeting B. A detailed project schedule for the Project is included as Attachment B, attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in C below. C. ENGINEER shall submit to DIRECTOR a written monthly status report recording ENGINEER'S progress, findings and outstanding issues. III. WORK PRODUCTS All work products prepared by the ENGINEER pursuant hereto including, but not limited to, reports, 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 DIRECTOR; provided, however that the ENGINEER may retain copies of such work products for its records. Such work products are 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 to the ENGINEER. IV. PAYMENTS TO THE ENGINEER(Not To Exceed Method) A. For the services provided herein, the ENGINEER shall be paid on a unit-rate basis as provided in Attachment C herein,with a total fee not to exceed $123,700 regardless of the actual costs incurred by the ENGINEER. 3 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 DIRECTOR. V. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports (IIC 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. VI. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time for any reason 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; provided, however,that such payment shall not exceed the total fee maximum or task amounts set forth under Paragraph IV above. VII. 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 Article VI or IX, shall be deemed concluded and terminated on the date the CITY determines that all of the ENGINEER's work pursuant to this Agreement is completed and finally accepted by CITY. 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. 4 VIII. 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 DIRECTOR relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. IX. 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. X. 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, attorney's 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 such 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 paragraph shall survive any termination or expiration of this agreement. XI. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged 5 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. XII. 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 written in occurrence form 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 DIRECTOR 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 DIRECTOR. Such Certificate of Insurance shall include, but not be limited to, coverage for the obligations assumed by ENGINEER pursuant to Article X herein entitled "Indemnification". Such above-referenced 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 written in occurrence form 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 Engineer's 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 DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30) days prior written notice to the DIRECTOR. 6 XIII. 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. XIV. 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. XV. ASSIGNMENT AND SUCCESSORS 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. XVI. 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 7 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. XVII. 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, except to such extent as may be specifically provided for herein. XVIII. SEVERABILITY The parties intend and agreed that, if any paragraph, sub-paragraph, 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. XIX. HEADINGS The headings of the several paragraphs 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. XX. 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. XXI. 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. 8 XXII. NEWS RELEASES The ENGINEER may not issue any news releases without prior approval from the DIRECTOR, nor will the ENGINEER make public proposals developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. XXIII. COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. XXIV. 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. XXV. 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 must be provided to the Department of Human Rights uponrequest 775 ILCS 5/2-105. 9 XXVI. WRITTEN COMMUNICATIONS All recommendations and other communications by the ENGINEER to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR may also require other recommendations and communications by the ENGINEER be confirmed in writing. XXVII. 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: JOHN LOETE,P.E. Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER: Donald L. Hardt Manager of Client Services IMS Infrastructure Management Services 1895-D Rohlwing Road Rolling Meadows, IL 60008 (847) 506-1500 10 IN WITNESS WHEREOF,the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. For the CITY: ATTEST: THE CITY OF ELGIN BytablIMILk, ity Clerk i anager (SEAL) For the ENGINEER: Dated this .2o day of —1 "`' , A.D., 2006 ATTEST: IMS INFRASTRUCTURE MANAGEMENT SERVICES By By Off 'resident / (SEAL) ATTACHMENT"A"- SCOPE OF SERVICES IMS will use a series of Task Activities to define a work plan and then assign appropriate resources to fulfill the contractual requirements, schedule and budget. The tasks are used to monitor performance and productivity, and link them directly to Project Initiation A a contract unit of measure - for review project deliverables,team roles,documentation requirements,available data&schedule example, miles of road surveyed and , accepted can be a base payment Scope&Data I review technology,streets list o item. Through this approach, IMS ` GIS,confrm data formats , Routing&List Ia can monitor and guide the project to roadway inventory,maps r 'S v &routing list review) Survey Protocols `� a successful on-time — on-budget • confirm procedures for r ♦ 3 data collection&transfer Quality Control Plan = • develop and submit QA/QC - conclusion. If a slippage in the field I plan,revise accordingly '. Confirmed Scope 't ' ( ' surveys occurs, we can develop a database,quantities,approach, protocols&deliverables recovery plan, and if need be, assign r Calibrations&Pilot ' A an additional data collection unit. equipmentmobilizaton, U calibration&validation The three Task Activities we have r Routing Inventory ' % 1 update ges and flag segment ct lengleths, , - developed for this assignment are `hanges and segment length Pavement Surveys 5 pavement distress, rut,IRI, ' • c GPS and image surveys Deflection • Surveys presented in the adjacent flow chart • • Dynaflect based deflection c I HI s°" and described below. The format of Quality Assurance 1 initiate QA/QC process the final deliverables may be and data review modified, if required to match the t ' Pavement Data ' City's requirements and the work process distress,rut,IRI,GPS, r • inventory&image data Deflection Data plan adjusted accordingly. • process 5 sensor deflection and temperature data d • i Quality Assurance 2 integrate&QA data, r, 1` format data Ei r • Data Formatting,Load&Installation prepare pavement condition and inventory data for loading. 3 Provide digital images and detailed distress shape files • I • ' Analysis,Reporting and Training complete draft&final pavement condition analysis,5 year rehab plan, ` and reporting.Train the City in the use of the software. r Attachment"A" Page 1 Task Activity#1 Project Initiation This task will be used IMS will schedule a meeting with Client staff to discuss the following to set the working salient task activities: environment for the project and finalize • Introduction of the project team, roles and relationships. Confirm the project scope and goals and objectives, and schedule of the project. schedule. The task • Conduct an introductory information seminar with key project will also be used to allow Client team participants to introduce the IMS approach to pavement members to become performance data collection, digital image and GPS data more familiar with collection and the IMS work plan. the IMS approach, • Identify and confirm the pavement distress data elements and data collection and QA process. survey protocols, complete with testing methodology, quantification of the distresses and deliverable format. • Develop and submit quality assurance plan, review and edit the document accordingly. • Confirm roadways to be surveyed, as well as 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. • Receive GIS topology and/or list of streets. This document will need to be reviewed and agreed to by the City. Once it is approved, we can create the link between the streets and the City's map. • Confirm notification of other City departments, such as police, of the pending surveys (this helps to avoid unnecessary calls and explanation of the surveys) • Review additional/optional data elements to be collected such as right-of-way assets. • Work with City staff so they are comfortable with the overall project and data collection process. • Complete on-going project management. Once the maps and streets list are received from the City, we will integrate the information to create a single reference file to be used as the foundation for the survey. Deliverables: A technical memorandum outlining the final project scope, survey protocols, QA/QC plan, schedule for meetings and deliverables. Attachment"A" Page 2 Task Activity#2 Field Surveys The object of this The field surveys description provides a general outline of our approach task is to complete a to data collection. The final field survey program and mileage will be field data collection customized to meet the needs of City. program for acquiring Pre-survey task activities include: representative pavement data and • Completion of initial equipment calibration, and set standards for initiate the QA/QC on-going calibrations. Confirm camera angles(as applicable). process. • Complete calibration surveys and apply any corrective action to the RST unit(s)or survey protocols. • Coordinating, routing and scheduling the data collection. The following performance and attribute information will be collected: • Street name, from — to description (special designations for alleys), test section length (and any variation from published values), direction and survey lane. Single and two pass • Distresses - identify transverse, alligator and block cracks and testing with a maximum record though the laser array. test length of 500'will be • Collect longitudinal cracking, edge cracking and ravelling data. completed as designated. • Rutting-continuously measure the depth of wheel path rutting. • Roughness Survey — collect roughness data based on International Roughness Index values. • Collect environmental information affecting pavement performance including drainage, shoulder type, shoulder performance, edge profile and climactic condition. • Image Survey — collect forward (and panoramic) views for data QA and possibly as a deliverable. • GPS Survey — collect and distribute GPS data to all data elements and images (referenced to NAD 1983 StatePlane Illinois FIPS 1201 Feet). • Collect 5 sensor Dynaflect, temperature and width information on all streets designated by the City. During the day and at the end of the day: • Data will be monitored on an on-going basis for completeness and to ensure all sensors are recording. • Data validations will be monitored and data will be backed up. • Section lengths will be checked against published values. • A sample section will be re-tested everyday for repeatability. • Progress will be recorded and the data forwarded for processing. Deliverable: Pavement distress and roughness data collected on all streets and alleys complete with GPS and digital image data. Attachment"A" Page 3 Task Activity#3 Data Management Objective This task will be initiated simultaneous to the field surveys and be used to complete QA/QC functions, and then collate and process the field data To collate,process and load the field and make it ready for Client delivery. data into the Quality Control and Data Management—the following data management pavement management system functions will be completed: To develop • Completion of the project QA/QC program. technically correct • Taking the electronic and video data outputs from the RST and maintenance and editing it to make it ready for uploading. rehabilitation strategies for • Process and merge the deflection data with their respective development of a roadway sections. prioritized pavement • Make the data ready for delivery and uploading. management program. Analysis — IMS will meet with Client staff to review the Client's current maintenance/rehabilitation practices and determine the appropriate strategies for analysis by the software. Once the unit rates and operating parameters of the system are set up, we will start the following analysis as part of the software training: • Present condition ranking - identify the current condition of each street in the network, as well as the network as a whole. • Must-do rehabilitation, future condition and remaining life analysis — this identifies the minimum amount of rehabilitation After several that must be completed in order to maintain a minimum level of iterations,the draft service. plan will become the • Fix all—this identifies the upper limit of spending by rehabilitating document that is circulated for all roads assuming unlimited funding. comment and review. • Do nothing—this identifies the effects of completing no roadway Changes to the plan rehabilitation. will include local Draft 5-year rehabilitation and prioritized paving plan —based on constraints,feedback from other utilities need, available budget and level of service constraints. and project • Final 5 year prioritized paving plan—incorporating feedback from stakeholders. stakeholder departments and utilities, complete with budget and level of service constraints. Report Development— The results of the field surveys and analysis will be documented in the form of a bound report. The report will summarize the project activities, proposed rehabilitation unit rates and strategies, interim and final analysis results, plus a recommendation for the final rehabilitation plan. The report will contain printouts from the software documenting the roadway network, street condition, and 5-year recommended paving plans and budgets. The same information will be retained in the software that is implemented in the City. Attachment"A" Page 4 Implementation — The latest version of the pavement management application, complete with GIS linkage and right of way management modules will be loaded onto the City's computer, and configured to operate in the Client' network environment. IMS will work with the City's Project Manager and the System Administrator to: • Gain an understanding of the software's file structure, security program, and installation routines. • Establish security rights for end-users. • Install the software onto workstations. • Test the software in the final user environment to verify adequate system response times. Digital Images — IMS will extract digital images (minimum two views) at 25-foot intervals per direction. Each image will be assigned a unique identifier and be linked to its street section and GPS coordinate. Training - A comprehensive two-day pavement management training session plus a follow up session will be conducted for up to four designated Client staff. The sessions will be conducted at the City's facilities and scheduled to include: • Operation of software, system tools and data maintenance. • Principles of pavement management. • Data interpretation, analysis methodology, results understanding. • Graphic display, reporting and custom reporting. • GIS integration. • Follow-up training/budget preparation. Deliverables: Quantified surface distress,rut,roughness and deflection data that has been QA/QC'd and loaded into the system. PavePRO Manager and ROWMan software installed on the City's network. Completion of the rehabilitation plan,priority analysis and report. Software implementation and training Attachment"A" Page 5 ATTACHMENT"B"-PROJECT SCHEDULE Field surveys are expected to progress at a rate of 30 to 50 miles per day and are expected to proceed at 6 days per week, depending on weather. Elapsed time for the City of Elgin surveys is estimated at 6 weeks for the surface distress and deflection data collection. Data processing, QA/QC, formatting and loading is to start shortly after the field surveys begin with a total elapsed time of 12 to 13 weeks. The following schedule is proposed for the project. Weeks After Award Activity 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Project Initiation Award/Scope Confirmation Project Initiation Meeting Network Referencing/Streets List Field Surveys Mobilization&Calibration Pavement Condition Surveys Deflection Surveys QA Checks/Surveys Review Data Management Data Processing&QA/QC Rehabiliation Analyis&Reporting Training and Implementation Final 5yr Plan Report Based on an estimated June 15th Notice-to-Proceed, IMS will perform all tasks required for program implementation including the preliminary five-year report by September 15, 2006. The final report will be delivered prior to the October 15th deadline. The schedule has allowances for: • 10% downtime due to mechanical delays, holidays and congestion. • 1 to 2 days per week for inclement weather. • Sunlight hours restrictions and avoiding rush hour. Attachment"B" Page 1 ATTACHMENT"C"-FEE SCHEDULE C.1 UNIT RATE FEE SCHEDULE The following units of measure and quantities may be used to quantify the IMS work plan. IMS will to perform the field data collection, software implementation and related services in accordance with the following fee schedule: Project Set-up and sectioning $2,500.00 Laser RST Surface Condition Survey $120.00/test mile Deflection Testing $110.00/test mile PavePRO Manager and ROWMan $5,000.00 Software Training & Report Generation $130.00/hour Annual Software Maintenance (starting $3,000.00/year Pave PRO/GIS Linkage $20.00/test mile _Digital Images 25' intervals(minimum 2 $25.00/test mile Image Storage for Future Asset Extraction $1,000.00 Master Asset List Development $2,500.00 Digital Video Conversion for Asset $10/mile Asset Extraction Signs and Supports $1.50-$2.00/sign Traffic Signals and Supports $2.00/signal Light Poles $1.50/pole Curb and Gutter $1.50/curb block Storm Sewer Inlets $1.50/inlet Manholes $1.50/manhole Sidewalks $1.50-$2.00/sw block ADA Ramps $1.25/ramp Driveway Aprons $1.25/apron Hydrants $1.25/hydrant Trees $1.25/tree Pavement Markings(point asset) $1.25/marking Pavement Striping (linear asset) $1.25/block Guard Rails $1.50/guard rail Misc. Street& ROW Hardware $1.50/feature Although not anticipated, any fee, business tax, license cost, or surcharge assigned by any level of government will be added to the above costs. Additional miles and services may be added at the unit rates identified in the fee schedule. Attachment"C" Page 1 C.2 COST SUMMARY IMS has developed the following cost summary to assist the City in estimating the approximate cost for the program implementation as identified in the scope of work section of the RFP and presented in our proposal. This estimate is based on a 370 test mile street network with 10 miles of alleys. Project set-up and sectioning $2,500.00 RST Condition Survey—380 test miles @$120/test mile $45,600.00 Deflection Testing—370 test miles @ $110/test mile $40,700.00 PavePRO Manager& ROWMan Software $5,000.00 Software Training 4 half days @$600/half day $2,400.00 GIS Linkage 330 C.L. miles @ $20/C.L. mile $6,600.00 Digital Images—2 views @ 25' intervals 380 test miles $9,500.00 @$25/test mile Specialty Analysis, Final Report& Presentation * $2,400.00 (4 half days @$600/half day) Image Storage for Future Extraction $1,000.00 Database of Isolated Failures on Good Streets $8,000.00 Total Program Estimate $123,700.00 Options Annual Software Maintenance Commencing 10/2007 $3,000.00 *if required after software training activity C.3 SERVICES TO BE PROVIDED BY THE CITY The fee schedule is based on the assumption that the following services will be provided by the City: • Electronic copy of an Elgin GIS centerline topology complete with attributes suitable for development of the street inventory. • Provision of traffic control for the Dynaflect if requested. The RST typically does not require traffic control. • Provision of street width information on all streets that are not deflection tested. Attachment"C" Page 2 4 (DE Et "" `" Agenda Item No. 3' § City of Elgin 914 June 9, 2006 1 `F, • ,. TO: Mayor and Members of the City Council �' k a ' t, FROM: Olufemi Folarin, City Manager (,,,p), John Loete, Public Works Dire or �" SUBJECT: Engineering Service Agreement with IMS for Pavement Rating Project PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider the approval of an agreement with IMS Infrastructure Management Services to provide pavement inspection services as part of the Pavement Rating Project. RECOMMENDATION It is recommended that the City Council approve the agreement with IMS Infrastructure Management Services for the Pavement Rating Project for the not to exceed amount of$123,700. BACKGROUND Included in the 2006 Budget is funding for a project to rate the condition of the pavement on all city streets and put that information into a computer program that will allow staff to examine alternative scenarios for the most cost effective ways to repair and maintain the pavements. The rating is do be done by automated methods, that is by sensors, lasers and cameras mounted on a van that take readings on pavement roughness, cracking and rutting as the van drives the streets at normal speeds. The readings and information from the equipment is input into on board computers that translates the data into a numerical rating of the condition of the pavement. A request for proposals was advertised in The Courier News on March 28, 2006. Three consulting firms responded to the notice and submitted proposals, Stantec, IMS Infrastructure Management Services and EEI/Goodpointe. Evaluation of the three proposals was conducted by a staff selection committee which resulted in IMS Infrastrucure Management Services being selected as the top-rated firm. A copy of the results of the selection process is attached as Exhibit A. Atow Upon selection, IMS met with staff to finalize the project scope and negotiate their fee. The final negotiated total fee for the work is not to exceed $123,700.00. The project costs are based on a unit price per mile for each type of evaluation work done and on the number of miles of streets • Engineering Agreement with IMS for Pavement Rating Project June 9, 2006 Page 2 driven and rated. In addition to the surface rating, deflection testing of the road base will also be done on all streets. A copy of the proposed engineering services agreement with IMS is attached as Exhibit B Digital video pictures of the entire width of the right of way are also taken and provided to the City for later reference on projects or in dealing with resident complaints. The pictures can also be utilized to inventory infrastructure items like sidewalk, trees etc but at an added cost for the data extraction. The project scope includes an $8,000 cost for preparing a detailed listing of isolated failures on streets in good condition that can be repaired to maintain the pavement integrity. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None ID/VA__ FINANCIAL IMPACT ,o► The not-to-exceed fee for this agreement with IMS is $123,700. Funding for this agreement ($125,000 budgeted and $124,808 available) is located in the Riverboat Fund, account number 275-0000-791.93-80, "Major Repairs-Public Ways/Street Improvements," project number 339860, "Pavement Rating Program". In addition, an annual software license and maintenance fee of $3,000 will need to be included as part of the budget process for Public Works - Administration(3301). wily LEGAL IMPACT None ALTERNATIVES 1. Approve the agreement with IMS as recommended 2. Do not approve the agreement and direct staff on how to proceed. Respectfully submitted for Council consideration. JL Attachments EXKIB0 A Selection Results SUMMARY RANKING SHEET PAVEMENT EVALUATION PROJECT CONSULTANTS Goodpointe/ SELECTION TEAM EEI Stantec IMS say r10 r r trt Mann:. Rater 1 2 3 1 T�,S Y ��,�• � �y K� �.�s 3 �s3 Q fs 'F$x �_ €i _ *-1.4., Rater 2 3 2 1 rgituiT aiT Rater 3 2 3 1 O a 1i S Rater 4 3 2 1 Rater 5 2 3 1 TOTAL SCORE 12 13 5 Notes: Assign Scores based on the following formula: (1 - first, 2 - second, 3 - third, 4 - forth, 5 - fifth) Low Total Score Indicates Top Ranked Firm JALIFICATIONS RATING SHEET 4/28/2006 kVEMENT EVALUATION PROJECT IMS Goodpointe/EEI Stantec 'ALUATION FACTORS WEIGHT Rater 1 Rater 2 Rater.3 Rater 4 Rater 5 Rater 1 Rater 2 Rater 3 Rater 4 Rater 5 Rater 1 Rater 2 Rater 3 Rater 4 Rater 5 UMW PP7' fr''''e. _:'1';!_': 4,':•' ''r' fl't..q'' Maiiiii oject Manager Qualifications 0-25 22 22 20 23 . 20 20 20 20 22 20 18 20 20 20 18 oject Team Qualifications 0-20 15 18 15 19 18 15 20 15 18 15 . 14 18 14 18 15 , . i,.;., . ' . . • .4. -m Experience 0-10 10 8 7 9 9 9 8 7 9 8 9 8 7 10 9 .111174114411111-11MINIIIIII.or. tirm MU railM ope of Services Proposed 0-25 22 25 23 25 23 20 20 22 23 21 21 23 19 24 20 01111111111146.11111111111111141101 WU RinitiE imiliarity With Conditions 0-5 5 5 3 5 4 5 5 3 4 . TIEWSISIMPA5 5 5 3 4 3 MINST010 lialr::,-.. .MMIRTHERMW,I1 IM11170 UM MOE ichnology 0-15 10 15 10 15 14 10 13 10 14 13 10 14 9 15 14 Wejifftri TATINTROTIVINSEN EMEIRIMII NM 110111111111111111MBINEEM PUN WM. )TALS 0-100 84 93 78 96 86 79 86 77 90 82 77 88 72 91 79