15-12 Resolution No. 15-12
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
IMS INFRASTRUCTURE MANAGEMENT SERVICES, LLC
FOR PAVEMENT MANAGEMENT SERVICES IN CONNECTION
WITH THE 2015 PAVEMENT MANAGEMENT UPDATE PROJECT
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 Sean R. Stegall, 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, LLC for pavement management services in connection
with the 2015 Pavement Management Update Project, a copy of which is attached hereto and
made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: January 28, 2015
Adopted: January 28, 2015
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this aday of , 2015, by and
between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referr d to as"CITY")
and IMS Infrastructure Management Services,LLC,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 2015 Pavement Management Update consisting of a pavement rating
study of all city streets (hereinafter referred to as the PROJECT); and
WHEREAS, the ENGINEER represents that he 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 Director of Public
Works of the CITY, herein after referred to as the "DIRECTOR".
B. The basic scope of services for the project consists of a pavement rating study which
will include Road Surface Tester and Deflection and deflection condition surveys of
all Elgin city streets, software implementation, digital images, GIS linkage and
training.
C. A detailed Scope of Services is set forth in the ENGINEER'S proposal for the
PROJECT dated December 22, 2014, attached hereto as Attachment A.
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. 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 DIRECTOR 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 DIRECTOR; 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(Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of 1 times the direct
hourly rate of personnel employed on this PROJECT,with the total fee not to exceed
$126,980.00 regardless of the actual costs incurred by the ENGINEER unless
substantial modifications to the scope of the work are authorized in writing by the
DIRECTOR.
B. For outside services provided by other firms or subconsultants, the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER, plus $0.
C. ENGINEER shall also provide for storage of digital video for future asset extraction
at the cost of$3,600.00
D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Full payments for each
task shall not be made until the task is completed and accepted by the DIRECTOR.
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.
-2 -
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 Paragraph 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 Article 5,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 DIRECTOR relative to a claim submitted by the ENGINEER, all work
required under this Agreement as determined by the DIRECTOR 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. 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 Paragraph 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
- 3 -
date the alleged cause of action arose or the same will be time-barred.The provisions of this
paragraph 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 paragraph 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 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.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled "Indemnification" shall be provided.
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.
-4 -
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 DIRECTOR as evidence of insurance protection.
The policy shall not be modified or terminated without thirty(30)days prior written
notice to the DIRECTOR.
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.
- 5 -
15. 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.
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 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.
19. 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.
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
- 6 -
enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
22. 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.
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.
- 7 -
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 Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy
shall be provided to the City's Assistant City Manager prior to the entry into and execution of
this agreement.
27. 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 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:
Greg Rokos
Public Services Director
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
Donald Hardt
1820 W. Drake Drive, Suite 108
Tempe, Arizona 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 legal residents of 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
- 8 -
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.
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: FIR THEE INEER:
By ��2'/f,e. By: `
City Manager Name/Print: Jat.%�w
Title: sr! _-J14 . -
Att st:
City Clerk
F:\Legal Dept\Agreement\IMS Infrastructure Management Services Agr-clean-1-20-15.docx
- 9 -
Attachment A
December 22, 2014 IMS Infrastructure Management Services
1775 Winnetka Circle,Rolling Meadows,IL 60008
Phone:(847)506-1500 Fax:(847)255-2938
City of Elgin www.ims-rst.com
1900 Holmes Road
Elgin, IL 60123
Attention: Gregory J. Rokos, P.E., Public Services Director
Reference: 2015 Pavement Management Update
Dear Mr. Rokos:
IMS Infrastructure Management Services is pleased to submit our proposal to update the City's pavement
management program. The project will include testing of the City's entire street network. Network level
testing using block-to-block referencing will be performed on approximately 340 centerline miles of
pavement designated by the City. The field investigation will include a Laser RST surface condition survey,
Dynaflect-based deflection testing, GPS referencing, 3 camera digital video and an environmental survey.
IMS will install the current version of the PavePRO Manager software with the updated field data and digital
images at 25' intervals. The pavement management software will be linked to the City's GIS and
department staff will be trained in software operation and data interpretation.
We have also provided information on implementing ROWMan asset management software. Although this
has not been requested as part of this project, IMS can retain the GPS referenced digital video so that the
City can have the option of extracting ROW assets in the future without incurring the additional expense of
re-driving the streets.
The proposed update will ensure that the City's pavement management program is complete and accurately
reflects current conditions. It will enable the City to develop multi-year programs and budgets and it also
provides information on the benefits of the rehabilitation strategies used by the City. This street information
along with optional ROW data collected by IMS and/or City staff can be used to meet many of the reporting
requirements of the GASB 34"modified approach".
We have included a short statement of our qualifications and experience for your review. A brief description
of the elements of the proposed program with corresponding fee schedule is included on the following
pages. Pricing is from the official schedule submitted by IMS to the Northeast Illinois Partnering Contract
(a consortium of North and Northwest Chicago area municipalities). MFT funds can be used for this project.
IMS will assist the City in preparing the appropriate engineering agreement for approval by IDOT's Local
Roads personnel, if requested.
We look forward to working with the City of Elgin to implement a pavement management program that
addresses the goals of the City. If you have any questions regarding the enclosed information, please feel
free to contact our office.
Very truly yours,
IMS INFRASTRUCTURE MANAGEMENT SERVICES
iz j�
Donald L. Hardt
Manager of Client Services
IMS Infrastructure Management Services Elgin 2015 PvmtMgmtProposal.doc Page 1 of JO
QUALIFICATIONS AND EXPERIENCE
IMS Infrastructure Management Services is an employee owned and
managed firm with offices in Illinois, Arizona and Ontario. We started our
' I pavement management activities from Des Plaines, IL in the late 1960s as
Novak, Dempsey & Associates. Since IMS' inception in 1985, we have
progressively developed new technologies together with real-world software applications to become a
recognized leader in the field of pavement and infrastructure management. Our software solutions
provide the tools required to meet the complex challenges within the modern urban and rural
environment. Our fleet of data collection equipment performs automated pavement surface condition
surveys, rutting and roughness surveys, deflection testing, multi-camera video logging, and right-of-way
asset surveys.
IMS performed its first Pavement Management Program for the Village of Roselle in 1974. Since they
wanted to utilize MFT funding, IDOT conducted an extensive review prior to granting its approval. The
Village continues to use the IMS program and updates the data on a five year cycle. Many of the IMS
implementations are now funded with MFT.
IMS has completed more than 600 pavement and right-of-way management assignments for government
agencies and private-sector companies throughout the United States and Canada. As an entity, IMS has
completed similar projects for:
• 500 city and county agencies plus 30 large-scale public works departments.
• 10 state agencies and transportation authorities.
• Collected data for more than 15 different software platforms, ranging from our own proprietary
systems, to 3rd party programs including CarteGraph, Azteca Cityworks, Lucity (GBA),
INFOR/Hansen, Deighton, Stantec and MicroPAVER.
• Developed 4 pavement and asset management applications.
• Performed work with more than 8 databases and mapping applications.
• Developed revolutionary data collection tools that set the standard for automated, objective
surveys.
Our complete lineup of pavement and infrastructure management applications includes:
• PavePRO Manager—Pavement management software
• ROWMan—Right-of-way infrastructure management software
• Digital Image Viewer—Image software for PavePRO Manager
• SURFace Pro Manager— Parking lot management software
• DataVUE—Digital image and distress data viewing software
IMS Infrastructure Management Services Elgin 2015 PvmtMgmtProposal.doc Page 2 of 10
Specialized infrastructure asset management and related roadway services offered by IMS include:
Pavement Management Services
• Pavement management software, implementation and training
• Automated distress data collection
• Automated roughness and rutting measurement
• Manual pavement performance data collection
• Nondestructive Dynaflect and FWD deflection testing
• Ground Penetrating Radar
• Parking lot management software and data collection
• Roadway cross fall, grade and radius of curvature data collection
• GIS interface implementation I
Right-of-Way Management Services
• Right-of-way asset management software and implementation
• Right-of-way asset data collection and condition rating
• Sign retro-reflectivity surveys
• Digital video data collection and digital image development
• GPS coordinate data collection
• Right-of-way asset planning
In order to provide the greatest efficiency and cost savings to our clients, IMS supplements its core
professional staff with long-term relationships with key service, software and technology partners. This
allows IMS to stay current with industry trends and new technology, as well as to offer a wider array of
software solutions. We regularly collect data for a variety of 3rd party software.
In addition to providing pavement management software and services, IMS operates an advanced, state-
of-the-art fleet of data collection units. Our pavement and right-of-way testing equipment includes:
Three(3) Road Surface Testers (RST)
The RST is capable of collecting automated pavement
condition and right-of-way asset information in a single pass. '
•
The RST incorporates lasers, distance measuring instruments, 1
accelerometers and rate gyroscopes, inertial navigation based
GPS and high resolution, forward and side view digital images _—
and video. Through the use of its laser-camera array, the RST = s•4
collects objective surface distress data, roughness and rutting.
Three (3) Dynaflects
Dynaflects provide nondestructive, multi-sensor dynamic
deflection data for pavement structure analysis. Dynaflects
have a 30-year history of collecting dependable, repeatable
data, and may be used on asphalt and concrete roads.
IMO
IMS Infrastructure Management Services Elgin 2015 PvmtMgmtProposal.doc Page 3 of 10
PROJECT REFERENCES
Presented below are some local project references illustrating IMS's capabilities to implement a
comprehensive pavement management system. Over the years we have provided programs to over 50
Chicago Metro area agencies. Recent references include:
Village of Glenview, 2007, 2012 -154 miles + parking lots
1225 Waukegan Road, Glenview, IL 60025
Russell Jensen, P.E., Village Engineer, (847) 904-4333
Lake County, 1990, 2013 -200 miles/year
600 W. Winchester Road, Libertyville, IL 60048
Darrell Kuntz, P.E., Project Engineer, (847) 377-7459
City of Highland Park, 2008, 2011 -144 miles
Dept.of Public Works; 1150 Half Day Road; Highland Park, IL 60035
John M. Welch, PE, CFM, City Engineer, (847)432-0807
Village of Schaumburg, 2005, 2010 -245 miles
714 South Plum Grove Road, Schaumburg, IL 60193
Brad Hurban, Engineering & Public Works Inspector, (847) 895-7100
City of Evanston, 2000, 2005, 2012—193 miles
2100 Ridge Avenue, Evanston, IL 60201
Sat Nigar, P.E., Senior Engineer, (847) 866-2950
Village of Plainfield, 2011 -220 miles
14400 Coil Plus Drive, Plainfield, IL 60544
Randall Jessen, Superintendent of Public Improvements, (815)230-2030
Village of Buffalo Grove, 2003, 2008, 2013 - 117 miles
57 Raupp Blvd. Buffalo Grove, IL 60089
Darren Monico, P.E., Village Engineer, (847)459-2523
City of Northbrook, 2001, 2006-2011
655 Huehl Road, Northbrook, IL 60062
Paul Kendzior, P.E., Village Engineer, (847) 272-4711
City of St. Charles, 2009, 2012 -150 miles
2 E. Main Street, St. Charles, IL 60174
James Bernahl, Engineering Manager
Note:Jim just joined the Village of Winnetka(2011 IMS User)as Asst.Director of Public Works&Engineering(847)716-3277
For each municipality, IMS implemented PavePRO Manager, IMS's comprehensive pavement
management software. A Dynaflect device was used to collect deflection information. The projects also
included detailed rehabilitation analysis, GIS integration, software installation, training and reporting.
Some projects also included ROW asset surveys. Please note that many of our clients use IMS
pavement management software with other software providers for work order generation, ROW asset
management modules, and other management applications
IMS Infrastructure Management Services Elgin 2015 PvmtMgmtProposal.doc Page 4 of 10
PROJECT APPROACH
Surface Condition Survey
Surveys are completed using the Road Surface Tester(RST). The City will receive a continuous, objective,
and accurate survey of the surface condition of the
street network. Retests will be performed using
previous sectioning wherever possible. These network- •
•
r 4w.
level surveys with intersection-to-intersection test --'
sections can easily be linked to the City's GIS. The
RST provides a great deal of flexibility and can easily :»
adjust test section lengths to meet previously ...
established test sections and any City goals. Single-
direction testing will be performed on the two-lane
streets. Two-direction testing is recommended for use on divided streets and arterials and collectors with
four or more lanes of traffic. The surface condition survey is conducted continuously over the entire length
of the test section and is not based on sample sections. The information gathered in this survey includes
inventory, roughness, rut depth, cracking, and texture. Data will meet the software protocols and configured
for the selected software. The effects of environmental conditions will be considered in conjunction with the
surface condition survey if appropriate for the selected software.
To provide the City with a ROW asset data collection option, IMS will collect continuous digital mages during
the surface condition survey. The RST combines an inertial navigation guidance system with GPS to geo-
locate visible pavement and ROW features. The simultaneous pavement and ROW asset data collection
capability of the RST is unique in the industry. It provides an efficient and cost-effective means to populate
both pavement and asset management systems.
The presence of any failed or broken concrete slabs within a test section will be recorded for further detailed
identification during the deflection survey. IMS crews will use the City-identified definition of failed/broken
slabs as the basis for our rating. The number of failed slabs will be recorded during the deflection survey
and used by PavePRO Manager Software to give the City an option to address individual slab removal and
replacement as a maintenance/rehabilitation strategy for concrete pavements. If the City elects to use a
surface only approach on all or some portion of the street network, the slab survey would be performed as a
separate activity on identified concrete pavements.
Deflection Testing
Dynaflects provide nondestructive, multi-sensor dynamic deflection data for pavement structure analysis.
Dynaflects have a 40-year history of collecting dependable, repeatable data, and may be used on flexible,
stabilized, composite and concrete roads. Each street test section surveyed by the Laser RST can receive
a deflection test. This testing is performed using the Dynaflect device and the results of this testing will
permit an analysis of the structural capabilities of the existing
street section. IMS utilizes all five sensors of the Dynaflect in its
structural analysis. This provides valuable information on the
sow capabilities of the pavement, base and subgrade sections, and
the interaction between these sections. Deflection testing was
performed on previous surveys for the City and will provide a
solid basis for comparison to previous results. Most Chicago
area PavePRO users include structural analysis as part of their
program even though the IMS software can now be used with or
without deflection data.
IMS Infrastructure Management Services Elgin 2015 PvmtMgmtProposal.doc Page 5 of 10
Nationally, some agencies use structural information on arterial and collector streets that tend to fail due to
load, but rely on surface only data for residential streets where load may be less of a major factor in
pavement failures. Others, including most CarteGraph, Cityworks and MicroPAVER users, include surface
only as the primary basis of the evaluation. These software programs cannot analyze raw deflection data.
IMS can process Dynaflect data through its PavePRO Manager software to develop structural indices that
can be incorporated as structural input into the CarteGraph and Lucity analysis for streets selected by the
City.
GIS and Pavement Management
IMS will provide a link between the City's GIS program and the pavement management data to enable the
City to display and generate color-coded maps based upon existing pavement conditions, street
rehabilitation plans or most any of the data in the pavement management program. The City can use the
query function of its mapping program to display the
pavement management data. It may also be possible to ", .,�,,,;'
use your mapping program to make queries of other
infrastructure plans in conjunction with your road � F t
rehabilitation plans to determine if conflicts exist between ` � ��
plans. The future addition of ROW assets would also be � �
geolocated on the GIS and entered in the selected asset
management software. To most effectively maintain this �` --'A
link, IMS will require a copy of the City's current electronic . .z —'
centerline map prior to field data collection activities. - u
Digital Images
In conjunction with the surface condition survey, each test section is recorded on GPS referenced digital
videotape with forward and rearward directed video cameras and used as part of IMS' Quality Control and
Quality Assurance procedures. Additional cameras can be
.. , ; ,,' used to expand the viewing area or include features of special
tax" .ti t interest to the City. IMS will provide digital images at
25' intervals or at City specified distances for viewing in
PavePRO Manager and/or through the City's GIS. Many
agencies find these jpeg images valuable as a "point-in-time"
record of their roads and as a source of information for a variety
,, ' of engineering, legal/investigative, and administrative uses.
They can also be beneficial in assessing damage from a
=__= natural disaster or unforeseen event.
PavePRO Manager software includes an image module which allows the attachment of digital images to
each test section. The user can then access all the pavement management data from a selected block and
view multiple digital images for the identified section on his/her computer monitor. The digital images can
be captured directly from the continuous video performed as part of the RST survey, generated from a City-
owned digital camera, and/or result from scanned photos or drawings.
IMS uses an automated image capture process that is cost effective and provides for a user-defined
frequency for the number of pictures per section.
IMS Infrastructure Management Services Elgin 2015 PvmtMgmtProposal.doc Page 6 of 10
Pavement Management Software Implementation and Training
IMS will provide the current version of PavePRO Manager Software fully loaded with IMS collected field
data. The software will be installed on the City's computer network. Since the software is provided with a
site license, it can be used on laptops, field computers
or by other departments at no additional charge. The
software provides information on existing conditions, rtk -* }
, . t
future performance, viable maintenance and ,, ....
rehabilitation strategies, optimization, schedules
budgets and multiyear programs. IMS will provide on-
site training for City staff in the operation and -
interpretation of these programs. Training is usually
;
completed as part of a two day on-site session for ° ~ +
actual operators, managers, and field staff. The t •
program is kept current by City staff through input of : ... -
maintenance and rehabilitation activities. "` ° ' 4 � °K "`
Right-of-Way Asset Management System
Although the pavement management software provides for pavement inventory condition, IMS can provide
ROW asset data for selected ROW asset management modules. Signs and supports, trees, sidewalks,
ADA ramps, curbs and gutters, inlets, manholes, traffic signals,
light poles, pavement markings, pavement and ROW hardware,
trees, and more can be included to a level of detail determined
4 by the City. Data collection for the expanded inventory can be
performed simultaneously with the surface condition survey using
IMS's Laser RST or through a variety of techniques using City
and/or IMS staff. This software is integrated with the pavement
management software and can meet the requirements of GASB
Statement 34.
IMS Infrastructure Management Services Elgin 2015 PvmtMgmtProposal.doc Page 7 of 10
FEE SCHEDULE
The cost summary is based on the following fee schedule. It is derived from the 2011 fee schedule
submitted by IMS to the Northeast Illinois Partnering Contract (a consortium for North and Northwest
Chicago area municipalities). It is based on scheduling surveys in conjunction with other area projects to
eliminate mobilization charges.
• Project Initiation $1,500.00
• Network Referencing $1,000.00
• RST Surface Condition Survey $130.00/test mile
• Deflection Testing $120.00/test mile
• Data Processing $20.00/test mile
• Development of Structural Indices(3rd Party Software) $15.00/test mile
• PCC Slab Survey(for streets with no deflection testing) $20.00/test mile
• Pavement Width Measurements(for streets with no deflection testing) $10.00/test mile
• PavePRO Manager Software $3,000.00
• 3rd Party Software Special Quote
• Data Configuration& Data Load (3rd Party Software) Special Quote
• Parking Lot Survey, Software/Report $0.25/sq.yd. -Special Review
• Software Training(on site) $1,000.00/day-$600/half day
• Engineering Interpretation, Analysis, Special Reports $125.00/hour
• Transfer of Historical Data to a New Program $85.00/hour
• PavePRO Software Maintenance and Support $1,000.00/year
• GIS Linkage $25.00/test mile
• Digital Images @ 25' intervals(single view) $13.00/test mile
• Digital Images @ 25' intervals (additional views) $10.00/mile/view
• Digital Video Storage for Future ROW Asset Extraction $10.00/test mile
• GPS/Camera Extraction Set-up&AVI Conversion $10.00/test mile
• ROWMan Software $2,000.00
• Master Asset List Development $300.00-$1,500.00
• Project Management 7.5%of Task Activities
• Asset Extraction Services
• Signs and Supports $2.50/sign
• Traffic Signals and Supports $2.25/signal and/or support
• Light Poles $1.75/pole
• Curb and Gutter $1.75/curb block
• Storm sewer Inlets $1.75/inlet
• Manholes $1.75/manhole
• Sidewalks $1.75-$2.25/sidewalk block
• ADA Ramps $1.75/ramp
• Driveway Aprons(point asset) $1.75/apron
• Driveway Aprons(linear asset) $2.25/apron
• Railroad Crossings $2.25/crossing
• Hydrants $2.25/hydrant
• Trees $2.50/tree
• Pavement Markings(point assets) $1.75/marking
• Pavement Striping (linear assets) $1.75/block
• Guard Rails $2.50/guard rail
• Medians $2.50/median
• Fences $2.50/fence
• Ditches $2.25/ditch
• Misc. Road and ROW Hardware $2.25/asset
IMS Infrastructure Management Services Elgin 2015 PvmtMgmtProposal.doc Page 8 of 10
COST SUMMARY
IMS has developed the following pavement management cost summaries for your review. Our estimates
are based on 360 test miles (340 centerline miles), as partially derived from the 2006 survey.
RST and Deflection Condition Surveys, Software Implementation,
Digital Images, GIS Linkage and Training
Activity Quantity Units Unit Rate Total
Project Initiation
Project Initiation 1 LS $1,500.00 $1,500.00
Network Referencing 1 LS $1,000.00 $1,000.00
Field Surveys
RST Surface Condition Survey 360 Test Mile $130.00 $46,800.00
Deflection Testing 360 Test Mile $120.00 $43,200.00
Data Management
Data Processing 360 Test Mile $20.00 $7,200.00
GIS Linkage 360 Test Mile $25.00 $9,000.00
Digital Images(1 view @ 25 intervals) 360 Test Mile $13.00 $4,680.00
PavePRO Software 1 LS $3,000.00 $3,000.00
PavePRO Software Maintenance and Support 1 LS $1,000.00 $1,000.00
Software Training/Report Generation(2 days @$1000/day) 1 LS $2,000.00 $2,000.00
Project Management 1 LS $7,600.00 $7,600.00
Base Pavement Management Program With Deflection $126,980.00
Options
,Digital Video Storage for Future Asset Extraction 360 Test Mile $10.00 $3,600.00
RST Only Surface Condition Surveys, Software Implementation,
Digital Images, GIS Linkage and Training
Activity Quantity Units Unit Rate Total
Project Initiation
Project Initiation 1 LS $1,500.00 $1,500.00
Network Referencing 1 LS $1,000.00 $1,000.00
Field Surveys
RST Surface Condition Survey 360 Test Mile $130.00 $46,800.00
Data Management
Data Processing 360 Test Mile $20.00 $7,200.00
GIS Linkage 360 Test Mile $25.00 $9,000.00
Digital Images(1 view @ 25'intervals) 360 Test Mile $13.00 $4,680.00
PavePRO Software 1 LS $3,000.00 $3,000.00
PavePRO Software Maintenance and Support 1 LS $1,000.00 $1,000.00
Software Training/Report Generation(2 days @$1000/day) 1 LS $2,000.00 $2,000.00
Project Management 1 LS $5,310.00 $5,310.00
Base Pavement Management Program Without Deflection 01,490.00
Options
Digital Video Storage for Future Asset Extraction 360 Test Mile $10.00 $3,600.00
IMS Infrastructure Management Services Elgin 2015 PvmtMgmtProposal.doc Page 9 of 10
Budget estimates for ROW assets are more difficult to develop because of unlimited scenarios and
unknown quantities. Having performed sign surveys for a number of different county, City, and state
agencies, we find that the number of signs ranged from 30 to 109 per mile. Other assets (e.g. sidewalks,
light poles, hydrants, inlets, etc.) vary dramatically from agency to agency and district to district within the
City depending on age, terrain, etc. Since there are some advantages to extracting multiple assets during
the extraction activity, IMS will try to assist the City in developing a budget by offering a cost per mile
alternative, in addition to or in lieu of the cost per asset previously referenced. We will need the City to
provide one or more scenarios that include the various assets or features that would be included in the
extraction process. We will then provide the City with a cost per mile to extract the requested assets. We
believe that this alternative can assist the City in the budget process and eliminate surprises. If the City has
a good estimate of the quantity of some of their assets, the original unit price offer may be the best
approach.
Services are provided on a unit-price basis. The fee schedule is submitted with the assumption that the City
of Elgin will provide or assist IMS with the following information and services:
• Street list and GIS centerline file of roads to be surveyed complete with functional classifications.
• Safety vehicle to trail deflection-testing equipment on arterials and collectors, if requested.
• Notification and coordination with other departments or agencies, if necessary.
• Optional asset attributes and condition assessments for the Master Asset List.
PROJECT APPROVAL- ELGIN, IL
This proposal is submitted in duplicate with each copy being considered as an original. Acceptance is
constituted by signing and returning one copy to our office.
Pavement Management Services(Please check off approved services)
n Pavement Management Program With Deflection: ($126,980.00)
n Pavement Management Program Without Deflection: ($81,490.00)
Optional Services(Please check off approved services)
❑ Digital Video Storage for Future Asset Extraction (360 miles @$10/mile= $3,600.00)
ACCEPTED:
Signature:
Name:
Title:
Date:
IMS Infrastructure Management Services Elgin 2015 PvmtMgmtProposal.doc Page 10 of 10
ATTACHMENT B
PROJECT SCHEDULE
1. February—Kick off
2. February to April—Drive streets,data acquisition
3. April -data interpretation and presentation
4. June 1,2015 - project conclusion
- 10 -