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HomeMy WebLinkAbout67-04 RESOLUTIONr RESOLUTION NO. 67-04 A RESOLUTION TO APPROVE A CONTRACT WITH THE UNIVERSITY OF ARKANSAS FOR DEVELOPMENT OF A PAVING MANAGEMENT SYSTEM IN THE AMOUNT OF $79,806.32 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a Contract with the University of Arkansas for the development of a Pavement Management System for $79,806.32 and authorizes the mayor to execute this Contract attached as Exhibit "A". PASSED and APPROVED this the 4th day of May, 2004. ATTEST: .`..E.R .RE9 .... r. • • ?i E ;FAYETTEVILLE• %9sy RKANSPOJ�s • By: and. -t-)n..r SONDRA SMITH, City Clerk By: APPROVED: DA S ODY, Mayor • • Office of Research Support & Sponsored Programs 120 Ozark Hall, Fayetteville, AR 72701 Phone: (479) 575-3845 Fax: (479) 575-3846 Email: rsspinfo@uark.edu • UNIVERSITY gtARKANSAS mmiaa Pavement Management Through Data Collection & Analysis A Proposal Submitted to City of Fayetteville, AR Prepared by Department of Civil Engineering College of Engineering Proposed Period of Performance: May - December 2004 Amount Requested: $79,806 Submitted by Board of Trustees i p is .1 •� I Kelvin C.P. Wang 4lobert P. Elliott m D. Brown — Shannon G. Davis, Assistant Director ssociate Dean for Research Research Support & Sponsored Programs • - • UNIVERSITYARKANSAS MEIC Research Support and Sponsored Programs Office of the Director 120 Ozark Hall Fayetteville, Arkansas 72701 April 20, 2004 Mr. Gary Dumas, Director of Operations City of Fayetteville 113 West Mountain Fayetteville, AR 72701 Dear Mr. Dumas: (479) 575-3845 (479) 575-3846 (FAX) E-mail: rsspinfo©uark.edu http://www.uark.edu/admin/rsspinfo/ Enclosed please find an original of a proposal entitled "Pavement Management Through Data Collection and Analysis" submitted by the Board of Trustees of the University of Arkansas in behalf of Dr. Kelvin Wang of the Department of Civil Engineering. All financial and/or contractual negotiations regarding this project should be conducted with this office. If questions arise concerning the technical aspects of the proposal, please contact Dr. Wang at (479) 575-8425. The University appreciates the interest and support of the City of Fayetteville. Sincerely, Kathy Scheibel, RA Senior Research Administrator Pre -Award Services Inns Enclosure(s) cc: K. Wang The University of Arkansas is an equal opportunity/affirmative action institution. • • Pavement Management through Data Collection and Analysis A Proposal to the City of Fayetteville, Arkansas Principal Investigator: Kelvin C.P. Wang Department of Civil Engineering University of Arkansas Phone: (479) 575-8425, Email: kcw@engr.uark.edu Contact at the City of Fayetteville Gary Dumas, Director of Operations 113 West Mountain Fayetteville, AR 72701 Phone: 479-575-8330, Fax: 479-575-8257 Email: gdumas@ci.fayetteville.ar.us April 16, 2004 1 • • ABSTRACT The approximate 300 miles of pavement network in the City of Fayetteville, Arkansas have been managed and maintained without a formal pavement management system (PMS). The City's operations office has determined that in order to keep pace with the increasing need for pavement maintenance and rehabilitation, the city should have a comprehensive pavement management system for its roadway and street network. In response to this request, this proposal provides a description of the requirements to establish a PMS for the city and the necessary resources in terms of data collection and data analysis. In particular, the data collection includes pavement roughness, rutting, and cracking information. All collected pavement information will have differentially corrected GPS positioning data and additional positioning data from the Distance Measurement Instrument (DMI). Technologies based on the Digital Highway data Vehicle developed at the University of Arkansas will be used in the data collection. The data analysis includes the establishment of a pavement management system based on an available software package. Street segmentation will be provided as the base database for the PMS in the data analysis phase. Initial models for pavement performance prediction will be provided as part of the data analysis. Data contained in the PMS software will also be compatible with the city's current practice in Geographical Information System (GIS). The PMS software package will provide the city with alternative maintenance and rehabilitation programs based on different budget scenarios. The researchers also believe that in order to maximize the beneficial impact of establishing a PMS on its street network, the city should continuously collect data on consistent basis, update the performance models with new data, and actively use the analysis results from the PMS on regular basis. INTRODUCTION In recent years, municipalities have begun implementation of pavement management systems (PMS) in their efforts to more -efficiently utilize tax dollars for preservation of pavement networks. The City of Fayetteville has about 300 miles of roads and streets under its jurisdiction. As the city grows, the need to manage the maintenance and rehabilitation of the pavement network becomes apparent. This proposal details the technical processes in data collection for pavement performance and condition, and establishing a pavement management system for the city's operations office. In addition, recommendation on how to use the PMS processes will be provided. Needs of resources in terms of funds are also discussed in the section of Tasks and Budget. This project will utilize expertise from Dr. Omar Smadi from the Center for Transportation Research and Education, Iowa State University, Phone: (515) 294-7110, Email: smadi@iastate.edu. Dr. Smadi is a veteran in implementing pavement management systems for municipalities and has successfully worked with several cities and counties on PMS. 2 • • . DATA COLLECTION The data collection includes two major components. pavement performance, and pavement condition. Performance and condition data will be directly used for modeling in the pavement management system. In particular, performance data will be in the format of roughness based on the International Roughness Index (IRI). Condition data will be based on pavement transverse rutting and surface cracking. Rutting data will be based on the permanent deformation at the wheel paths in inches or mm. Cracking data will be presented in crack geometries and summarized into a commonly accepted protocol, such as the AASHTO Interim Cracking Protocol. Figures 1 and 2 illustrate the Digital Highway Data Vehicle (DHDV) developed at the University of Arkansas and its technologies will be used in the data collection. Digital Highway Data Vehicle (DHDV) Second Generation Acquisition bugs Rnalutan: 4014 Mull* pm Iain Minimum end Malt ILY Oat' Collection Speed: 111/2hnq Spied Opven Madan or Night nomination: IM Custom Line 1*4 Data Stomp: anrN IOC. um Win Distress Analyzer VIaln Pp. Hlplx. Proclaim lissolvtion 01 WIU el [tack.. tWl NnmWad UM" Of Cracks: Width. leapt 0NNyes YGmx W Positioning al Crocks'. Lan. MMI.., 1MWPain Crack Maps In Database 6TMr Panning X Ninny Spm Suppnn Protocols: AASHTO, Wold Bank LIPP, Oiler Figure 1 Digital Highway Data Vehicle (DHDV) with Line Light Assembly /f1 Digital Highway Data Vehicle (DHDV) Second Generation Ilew.maBaud wtlnaywpmmm 01821 IlAfatenRO 'WgWaaw Pawm wesme nW1.16.1 b11.aKW+ iCao syrcvmbautn.m ocgwDW PaW'mY Dnadx rm[Dwu oath GIS an PnamM DWa SA Figure 2 Right -of -Way Photo Logging with the DHDV ESTABLISHING THE PMS SOFTWARE Task 1 — Evaluation of PMS Software The researchers will evaluate two PMS software packages for pavement Management Systems: Hansen's pavement management system, and Deighton's Total Infrastructure Management System (dTIMS). The evaluation will be based on applicability, ease of use, and cost, including 3 • • factors, such as the effectiveness of blending conditions, maintenance options, scenario building, and updating records. When the city decides which package to use based on the team's recommendation, the research team will then prepare data sets for the particular software package. This task should complete within the first month of the project. Task 2 — Implementation Description — The researchers will begin implementation of all the roadway data into the pavement management software. For the successful implementation of the software package, the researchers will complete the following: Task 2.1 Acquire Pavement Gtformation Work with the University of Arkansas and the city to acquire the PMS data. This will include pavement condition data, GIS database data (inventory, history, and graphics), and the previous manual city inspections. Task 2.2 Computer Software) Preparation The researchers will prepare the PMS for utilization. This process will include the following: I. Required data elements. Prepare all data elements needed to run the software using the default parameters provided by CTRE Based upon the performance parameters, treatment strategies, and budgetary requirements, a database will be created. The data will include: Section identification (street name, description, etc...) Inventory information (location, length, width, traffic, pavement type, etc...) Condition information (cracking, patching, roughness, rutting, etc...) Performance parameters 2. Pavement inventory recommendations. The researchers will compare the pavement inventory information currently available with the information required by the software. Recommendations relating to data required by the software and city record keeping will be made to simplify the utilization of the software in the future and to improve the results obtained. 3. Software setup. This process covers the setup of the software. The software may consist of three modules (setup, analysis, and view & query). The setup covers the definition of all the performance parameters, treatment strategies, trigger limits, filters, budget categories, and data files. To complete this task, the City shall provide the following: Average cost information (preferably $/Mile) for various improvement strategies. Specifically, functional/thin overlays, structural/thick overlays, reconstruction, and routine maintenance will be considered The researchers will work directly with the City to obtain this information. Addition treatment strategies can be added based on the city's request. Budget numbers anticipated for the next 5 years for pavement rehabilitation and maintenance. The researchers will work with the City to obtain this information. Task 3 - Operation 4 • • Task 3.1 Data Analysis The research team will begin using the software in development of a pavement management program for all roadways within the city to cover a five-year period beginning January 1, 2005. This includes the following: 1. Software analysis. Generate feasible treatment strategies for the analysis period and conduct the optimization for final project selection and resource allocation. 2. Develop improvement program. This process requires compilation of projects selected each year through the 5 -year planning period with the selected treatment strategies and costs. Overall condition summaries and what -if -analysis (considering different budget scenarios) will be included on a limited basis for this initial effort. Task 3.2 Data Integration The research team will assist the city integrate the results from the software into the City's GIS database, which allows the City to view and query the improvement or construction program using the GIS database graphic interface. the City will need to utilize their own GIS software and technical staff to run and maintain the GIS component. Task 4. Software Orientation/Training The researchers will conduct a work session with City staff to review the software setup process and its use for the analysis of the City's pavement network. The session will explain what information must be entered into the program, how it is entered, assumptions that must be made, and how to improve the results of the software analysis. Finally, a discussion of the results and how they are interpreted will be presented. This scope assumes a maximum meeting time of 4 hours. Task 5. Report and Presentation A final report outlining the process used to develop the improvement program along with an explanation of the results will be prepared. The researchers will prepare and present the results of this project to the City staff. SCOPE OF WORK, TASKS AND BUDGET The data collection is conducted in one direction only for all city streets, and certain state highway routes. It is estimated that the total mileage for the data collection is about 300 miles. The PMS database will include all collected performance data (roughness) and condition data (rutting and cracking). Pavement data collection will be handled primarily by the team at the University of Arkansas led by the PI, Dr. Wang. The Co -PI, Dr. Smadi, will provide necessary Quality Control (QC) and Quality Assurance (QA) for the data collection process. The establishment of the database for the PMS software will be conducted primarily by the team at Iowa State University led by Dr. Smadi. The University of Arkansas will have overall responsibility for the project. 5 • • The project will start in May 2004 as soon as the city approves the contract. The initial data collection will be completed by the end of July 2004, including the QC/QA work. Initial PMS database software will be delivered in August -September 2004 for testing. It is anticipated that the entire project will be completed by December 2004. The task for the team at Iowa State University is preparation of PMS database for the city, including network segmentation and data formatting for PMS software input. Dr. Smadi will be a consultant in establishing the PMS software for the city, including validating performance models, working with city staff to set up treatments, train city staff in using the software, and work with the data collection staff of UA for QC/QA work. He is anticipated to travel to Fayetteville two to three times to collaborate with the UA team. The budget tables for the project are shown below. Budget Table shows the resources necessary for all data collection, including roughness (ride), condition (cracking and rutting), and tasks for both UA team and Iowa team as described in the proposal. The city may choose to use the video logging capability at a later time for additional cost. Budget Needs for All Tasks without Video Lo in In addition, the cost to purchase the PMS software is additional and is estimated to be $15,000. UA can also provide the city a workstation with three 19 -inch LCD monitor, including a licensed software package of Multimedia based Highway Information System (MMHIS), all raw and processed data at the cost of $15,000. UA will provide service to support the use of the workstation and software for one year. Furthermore, it is also strongly recommended that a budget of $50,000 be allocated by the city to continue its PMS efforts on two-year basis, to support efforts such as data collection, maintaining the database and software, updating prediction models, and maintaining the workstation and software. CONCLUSION A PMS will provide the City of Fayetteville vital information on pavement performance and condition, and optimized treatment programs for preservation of the network. It is also important for the city to continue investing in PMS so that the maximum benefit in the latter years of the application of PMS can be reaped. 6 UA Smadi ISU Labor $36,396.80 $21,000.00 $9,000.00 Travel (Smadi) $3,000.00 Sub -Total $39,396.80 $21,000.00 $9,000.00 15% Overhead $5,909.52 $3,150.00 $1,350.00 Total $45,306.32 $24,150.00 $10,350.00 Grand Total $79,806.32 In addition, the cost to purchase the PMS software is additional and is estimated to be $15,000. UA can also provide the city a workstation with three 19 -inch LCD monitor, including a licensed software package of Multimedia based Highway Information System (MMHIS), all raw and processed data at the cost of $15,000. UA will provide service to support the use of the workstation and software for one year. Furthermore, it is also strongly recommended that a budget of $50,000 be allocated by the city to continue its PMS efforts on two-year basis, to support efforts such as data collection, maintaining the database and software, updating prediction models, and maintaining the workstation and software. CONCLUSION A PMS will provide the City of Fayetteville vital information on pavement performance and condition, and optimized treatment programs for preservation of the network. It is also important for the city to continue investing in PMS so that the maximum benefit in the latter years of the application of PMS can be reaped. 6 NAME OF FILE: CROSS REFERENCE: Item # Date Resolution No. 67-04 Document 1 04/09/04 memo to mayor & city council 2 copy of proposed agreement 3 draft resolution 4 04/16/04 memo to city council 5 04/19/04 Staff Review Form 6 05/12/04 memo to Gary Dumas NOTES: • w/ 6 7-o`f MICROF•M kes B/Z7/oy Cege /.intutrsiiy P>"t UNIVERSITY1ARKANSAS Research Support and Sponsored Programs Office of the Director 120 Ozark Hall Fayetteville, Arkansas 72701 September 7, 2004 Mr. Stephen Davis Finance & Internal Services Director City of Fayetteville 113 West Mountain Fayetteville, AR 72701 Dear Mr. Davis: (479) 575-3845 (479) 575-3846 (FAX) E-mail: rsspinfo@tiark.edu http://wwwmark.edu/admin/rsspinfo/ Enclosed please find two (2) signed originals of the three (3) Contracts for Services, referenced below, which have been signed on behalf of the University of Arkansas. When fully executed, please retum one original of each Contract for our files. A Survey Instrument for Tourists in Fayetteville PL: Dr. Jeffery Collins Forecasting Revenue in the City of Fayetteville PL: Dr. Jeffery Collins Pavement Management Through Data Collection and Analysis PI: Dr. Kelvin Wang Thank you for the assistance and support of the City of Fayetteville. Sincerely, Patricia Turner Research Administrator Pre -Award Services pkt Enclosure(s) cc: J. Collins K. Wang The University of Arkansas is an equal opportunity/affirmative action institution. • • • CITY OF FAYETTEVILLE CONTRACT FOR SERVICES This Agreement is entered into on this 27 day of August, 2004, between the City of Fayetteville, hereinafter known as the "City," and the Board of Trustees University of Arkansas, hereinafter known as "UA". WHEREAS the City desires research to be conducted in accordance with the proposal entitled "Pavement Management Through Data Collection and Analysis". NOW, THEREFORE, in consideration of the mutual covenants contained herein, the City and UA agree as follows: This Agreement shall begin on the date first written above. 1. Statement of work: UA will conduct a study in accordance with the proposed scope of work herein incorporated in Attachment A. 2. UA Obligations: UA agrees to make available all records relating to the study for review by the City and City auditors as requested and to submit, upon request, to the City any and all documents demonstrating compliance with all federal, state, and local rules and regulations. The City's failure to request supporting documentation, however, shall not excuse any failure on the contractor's part to have complied with the applicable federal, state, and local rules and regulations. UA agrees that all contracts for services, and other procurement for materials, services, or construction shall be carried out in compliance with applicable federal, state, and local rules and regulations. 3. Records and Reports: UA agrees to provide a report regarding the progress status of the project on a monthly basis during the terms of this agreement. The report will contain the information described in paragraph 2 above. 4. Time of Performance: UA agrees to begin work on this contract no later than May 1, 2004 and complete the Statement of Work items prior to January 1, 2005. 5. Project Coordinators: For the purposes of this Agreement, the Project Coordinator for the City shall be Gary Dumas. The Project Coordinator for UA shall be Kelvin Wang. Communications pertaining to this agreement shall be through the respective Project Coordinators for the City and UA. 6. Budget. a. It is expressly agreed and understood by the parties that the total amount to be paid shall not exceed Seventy-nine thousand eight hundred and six dollars ($79,806) for the services listed above. b. Costs shall be accounted for in accordance with UA's normal accounting procedures as required by OMB Circular A-133 "Audits of States, Local Governments, and Non -Profit Organizations" • • 7. Payment. UA shall render to the City a Request for Payment at the end of each month detailing the services performed during the preceding month. The City endeavors to pay invoices for services rendered within thirty days of receipt of an invoice for the services performed. 8. Responsibility: The parties each agree to assume individual responsibility for the actions and omissions of their respective employees, agents and assigns in conjunction with this contract. Notices: All notices required or permitted under this agreement shall be submitted in writing to the other party to this agreement, by certified mail, return receipt requested, which notice shall be effective three (3) days after deposit therein addressed to the following: City of Fayetteville Dan Coody, Mayor 113 West Mountain Street Fayetteville, AR 72701 Board of Trustees, University of Arkansas Rosemary Ruff, Director Research Support and Sponsored Programs 120 Ozark Hall Fayetteville, AR 72701 10. Miscellaneous: 10.1 The parties agree and understand that this Agreement is exclusive of any and all previous agreements, and that it in no way alters, amends or abridges any rights, obligations or duties of the parties contained in such agreements. 10.2 A waiver by either party of any of the terms or conditions herein shall be limited to that particular instance, and shall not be construed as a general waiver of either party's right to seek appropriate remedies for any other breaches by either party. 10.3 This Agreement constitutes the entire understanding of the parties and no modification or variation of the terms of this agreement shall be valid unless made in writing and signed by the duly authorized agents of the City and the University. SIGNATURES ON NEXT PAGE 2 • • • IN WITNESS WHEREOF, we have hereunto set our hands on the date first written above. ATTEST: SONDRA SMITH, Ci ATTEST: CITY OF YETTEVILLE %(in,n G:EGj ��8• ODY, Mayor Y v•• �-PS NtAjbL ;FAYETTEVILLE: '>a %9Jy9:pKANS:�a, • ", .,..l 1 'ONG.,` BOARD OF TRUSTEES UNIVERSITY OF ARKANSAS ty Clerk B By: 3 Rosemary Ruff, Director • • • • • Attachment A Office of Research Support & Sponsored Programs 120 Ozark Hall, Fayetteville, AR 72701 Phone: (479) 575-3845 Fax: (479) 575-3846 Email: rsspinfo@uark.edu UNIVERSITY ¥ARKANSAS 0 Pavement Management Through Data Collection & Analysis A Proposal Submitted to City of Fayetteville, AR Prepared by Department of Civil Engineering College of Engineering Proposed Period of Performance: May - December 2004 Amount Requested: $79,806 onA Submitted by Board of Trustees Kelvin C.P. Wang Wobert P. Elliott *1 • 1 ea W '•m D. Brown Shannon G. Davis, Assistant Director ssociate Dean for Research Research Support & Sponsored Programs • • Pavement Management through Data Collection and Analysis A Proposal to the City of Fayetteville, Arkansas Principal Investigator: Kelvin C.P. Wang Department of Civil Engineering University of Arkansas Phone: (479) 575-8425, Email: kcw@engr.uark.edu Contact at the City of Fayetteville Gary Dumas, Director of Operations 113 West Mountain Fayetteville, AR 72701 Phone: 479-575-8330, Fax: 479-575-8257 Email: gdumas@ci.fayetteville.ar.us April 16, 2004 1 • • ABSTRACT The approximate 300 miles of pavement network in the City of Fayetteville, Arkansas have been managed and maintained without a formal pavement management system (PMS) The City's operations office has determined that in order to keep pace with the increasing need for pavement maintenance and rehabilitation, the city should have a comprehensive pavement management system for its roadway and street network. In response to this request, this proposal provides a description of the requirements to establish a PMS for the city and the necessary resources in terms of data collection and data analysis. In particular, the data collection includes pavement roughness, rutting, and cracking information. All collected pavement information will have differentially corrected GPS positioning data and additional positioning data from the Distance Measurement Instrument (DMI). Technologies based on the Digital Highway data Vehicle developed at the University of Arkansas will be used in the data collection. The data analysis includes the establishment of a pavement management system based on an available software package. Street segmentation will be provided as the base database for the PMS in the data analysis phase. Initial models for pavement performance prediction will be provided as part of the data analysis. Data contained in the PMS software will also be compatible with the city's current practice in Geographical Information System (GIS). The PMS software package will provide the city with alternative maintenance and rehabilitation programs based on different budget scenarios. The researchers also believe that in order to maximize the beneficial impact of establishing a PMS on its street network, the city should continuously collect data on consistent basis, update the performance models with new data, and actively use the analysis results from the PMS on regular basis. INTRODUCTION In recent years, municipalities have begun implementation of pavement management systems (PMS) in their efforts to more -efficiently utilize tax dollars for preservation of pavement networks. The City of Fayetteville has about 300 miles of roads and streets under its jurisdiction. As the city grows, the need to manage the maintenance and rehabilitation of the pavement network becomes apparent. This proposal details the technical processes in data collection for pavement performance and condition, and establishing a pavement management system for the city's operations office. In addition, recommendation on how to use the PMS processes will be provided. Needs of resources in terms of funds are also discussed in the section of Tasks and Budget. This project will utilize expertise from Dr. Omar Smadi from the Center for Transportation Research and Education, Iowa State University, Phone: (515) 294-7110, Email. smadi@iastate.edu. Dr. Smadi is a veteran in implementing pavement management systems for municipalities and has successfully worked with several cities and counties on PMS. 2 DATA COLLECTION • The data collection includes two major components: pavement performance, and pavement condition. Performance and condition data will be directly used for modeling in the pavement management system. In particular, performance data will be in the format of roughness based on the International Roughness Index (IRI). Condition data will be based on pavement transverse rutting and surface cracking. Rutting data will be based on the permanent deformation at the wheel paths in inches or mm. Cracking data will be presented in crack geometries and summarized into a commonly accepted protocol, such as the AASHTO Interim Cracking Protocol. Figures 1 and 2 illustrate the Digital Highway Data Vehicle (DHDV) developed at the University of Arkansas and its technologies will be used in the data collection. Digital Highway Data Vehicle (DHDV) Second Generation Acquisition Maes wwtla: 4014. Mak pet Lino Winn O.aa Width: 14111 Dmcernen5P..¢ HILKInny Speed OP.aluwa.: Day or MOM MN.Ibn: 144 CWtm LMI U7. Dab dM.ir Y.us lM0 tan. MW Distress Analyzer Vezina 2.1. Illphos Precision RXWtlen M Width rd Crack I40I MlaMrd Suanry W Crid. Yadtlr. Lie" &Wake 4dw*M.d PgAWnr Strad: . Lau Markings. WMNyM Crack Map FdYMu R. W tlm. gxnsMg M Hl01wry ap d Uppwlsd Protocols; W1110, Wald Bad, 1PP, Duan Figure 1 Digital Highway Data Vehicle (DHDV) with Line Light Assembly Digital Highway Data Vehicle (DHDV) Second Generation Based Swn pule) YNCpn10CM.rr oIaI prCMrn.p1019r0rhd1r 41249Md'nCelr Nth ocpsOMOM Data. F Latons Mu GSM PnnwHDa Sib Figure 2 Right -of -Way Photo Logging with the DHDV ESTABLISHING THE PMS SOFTWARE Task 1 — Evaluation of PMS Software The researchers will evaluate two PMS software packages for pavement Management Systems: Hansen's pavement management system, and Deighton's Total Infrastructure Management System (dTIMS). The evaluation will be based on applicability, ease of use, and cost, including 3 • • • • • factors, such as the effectiveness of blending conditions, maintenance options, scenario building, and updating records. When the city decides which package to use based on the team's recommendation, the research team will then prepare data sets for the particular software package. This task should complete within the first month of the project. Task 2 — Implementation Description — The researchers will begin implementation of all the roadway data into the pavement management software. For the successful implementation of the software package, the researchers will complete the following: Task 2.1 Acquire Pavement Information Work with the University of Arkansas and the city to acquire the PMS data. This will include pavement condition data, GIS database data (inventory, history, and graphics), and the previous manual city inspections. Task 2.2 Computer Software) Preparation The researchers will prepare the PMS for utilization. This process will include the following: 1. Required data elements. Prepare all data elements needed to run the software using the default parameters provided by CTRE. Based upon the performance parameters, treatment strategies, and budgetary requirements, a database will be created. The data will include: Section identification (street name, description, etc...) Inventory information (location, length, width, traffic, pavement type, etc ) Condition information (cracking, patching, roughness, rutting, etc...) Performance parameters 2. Pavement inventory recommendations. The researchers will compare the pavement inventory information currently available with the information required by the software. Recommendations relating to data required by the software and city record keeping will be made to simplify the utilization of the software in the future and to improve the results obtained. 3. Software setup. This process covers the setup of the software. The software may consist of three modules (setup, analysis, and view & query). The setup covers the definition of all the performance parameters, treatment strategies, trigger limits, filters, budget categories, and data files. To complete this task, the City shall provide the following: Average cost information (preferably $/Mile) for various improvement strategies. Specifically, functional/thin overlays, structural/thick overlays, reconstruction, and routine maintenance will be considered. The researchers will work directly with the City to obtain this information. Addition treatment strategies can be added based on the city's request. Budget numbers anticipated for the next 5 years for pavement rehabilitation and maintenance. The researchers will work with the City to obtain this information. Task 3 - Operation • • • Task 3.1 Data Analysis The research team will begin using the software in development of a pavement management program for all roadways within the city to cover a five-year period beginning January 1, 2005. This includes the following: 1. Software analysis. Generate feasible treatment strategies for the analysis period and conduct the optimization for final project selection and resource allocation. 2. Develop improvement program. This process requires compilation of projects selected each year through the 5 -year planning period with the selected treatment strategies and costs. Overall condition summaries and what -if -analysis (considering different budget scenarios) will be included on a limited basis for this initial effort. Task 3.2 Data Integration The research team will assist the city integrate the results from the software into the City's GIS database, which allows the City to view and query the improvement or construction program using the GIS database graphic interface. the City will need to utilize their own GIS software and technical staff to run and maintain the GIS component. Task 4. Software Orientation/Training The researchers will conduct a work session with City staff to review the software setup process and its use for the analysis of the City's pavement network. The session will explain what information must be entered into the program, how it is entered, assumptions that must be made, and how to improve the results of the software analysis. Finally, a discussion of the results and how they are interpreted will be presented. This scope assumes a maximum meeting time of 4 hours. Task 5. Report and Presentation A final report outlining the process used to develop the improvement program along with an explanation of the results will be prepared. The researchers. will prepare and present the results of this project to the City staff. SCOPE OF WORK, TASKS AND BUDGET The data collection is conducted in one direction only for all city streets, and certain state highway routes. It is estimated that the total mileage for the data collection is about 300 miles. The PMS database will include all collected performance data (roughness) and condition data (rutting and cracking). Pavement data collection will be handled primarily by the team at the University of Arkansas led by the PI, Dr. Wang. The Co -PI, Dr. Smadi, will provide necessary Quality Control (QC) and Quality Assurance (QA) for the data collection process. The establishment of the database for the PMS software will be conducted primarily by the team at Iowa State University led by Dr. Smadi. The University of Arkansas will have overall responsibility for the project. 5 0 • The project will start in May 2004 as soon as the city approves the contract. The initial data collection will be completed by the end of July 2004, including the QC/QA work. Initial PMS database software will be delivered in August -September 2004 for testing. It is anticipated that the entire project will be completed by December 2004. The task for the team at Iowa State University is preparation of PMS database for the city, including network segmentation and data formatting for PMS software input. Dr. Smadi will be a consultant in establishing the PMS software for the city, including validating performance models, working with city staff to set up treatments, train city staff in using the software, and work with the data collection staff of UA for QC/QA work. He is anticipated to travel to Fayetteville two to three times to collaborate with the UA team. The budget tables for the project are shown below. Budget Table shows the resources necessary for all data collection, including roughness (ride), condition (cracking and rutting), and tasks for both UA team and Iowa team as described in the proposal. The city may choose to use the video logging capability at a later time for additional cost. Budget Needs for All Tasks without Video Logging UA Smadi ISU Labor $36,396.80 $21,000.00 $9,000.00 Travel (Smadi)$3,000.00 Sub -Total $39,396.80 $21,000.00 $9,000.00 15% Overhead $5,909.52 $3,150.00 $1,350.00 Total $45,306.32 $24,150.00 $10,350.00 Grand Total $79,806.32 In addition, the cost to purchase the PMS software is additional and is estimated to be $15,000. UA can also provide the city a workstation with three 19 -inch LCD monitor, including a licensed software package of Multimedia based Highway Information System (MMHIS), all raw and processed data at the cost of $15,000. UA will provide service to support the use of the workstation and software for one year. Furthermore, it is also strongly recommended that a budget of $50,000 be allocated by the city to continue its PMS efforts on two-year basis, to support efforts such as data collection, maintaining the database and software, updating prediction models, and maintaining the workstation and software. CONCLUSION A PMS will provide the City of Fayetteville vital information on pavement performance and condition, and optimized treatment programs for preservation of the network. It is also important for the city to continue investing in PMS so that the maximum benefit in the latter years of the application of PMS can be reaped. RESOLUTION NO. 67-04 A RESOLUTION TO APPROVE.A CONTRACT WITH THE UNIVERSITY OF ARKANSAS FOR DEVELOPMENT OF A PAVING MANAGEMENT SYSTEM IN THE AMOUNT OF $79,806.32 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: • Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a Contract with the University of Arkansas for the development of a Pavement Management System for $79,806.32 and authorizes the mayor to execute this Contract attached as Exhibit "A". PASSED and APPROVED this the 4`s day of May, 2004. APPROVED: ?s a By: St ;FAYETTEVILLE:• ATTEST: By: SONDRA SMITH, ity �Clerk g rAYEgr�1r� EVI LLE • g� THE CITY OF FAYETTEVILLE. IEEE. ARKANSAS RECEIVED MAY 13 2004 MAYOR'S O FECE LE DEPARTMENTAL CORRESPONDENCE C lTvoFMy To: Gary Dumas Operations Director ppyp�� From: Clarice Buffalohead-Pearman�" City Clerk Division Date: May 12, 2004 Re: Resolution No. 67-04 Attached is a copy of the above resolution passed by the City Council May 4, 2004, approving the development of a paving management system by the University of Arkansas College of Engineering. I have attached a copy of the proposal. The resolution with attachments will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. /cbp attachments cc: Nancy Smith, Internal Auditor FAYETTE!/ILLE THE CITY OF FAYETTEVILLE, ARKANSAS City Clerk Division 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-8323 DEPARTMENTAL CORRESPONDENCE To: Stephen Davis Finance & Internal Services From: Clarice Buffalohead-Pearman City Clerk Division Date: September 27, 2004 Re: University of Arkansas The City Council passed a resolution, May 4, 2004, approving an agreement with the University of Arkansas Business College for preparation of research entitled "Pavement Management through Data Collection and Analysis." I have attached one of two originals of the signed agreement. The agreement will be recorded in the city clerk's office, microfilmed, and filed with Resolution No. 67-04. If anything else is needed please let the clerk's office know. /cbp attachments cc: Nancy Smith, Internal Auditor ES 0 FA YETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE • 67-O4' To: Mayor and City Council From: Gary Dumas Date: April 9, 2004 Subject: Contract with the University of Arkansas, Kelvin Wang, for Development of a Pavement Management System Recommendation: Approve resolution authorizing the Mayor to execute a contract with the University of Arkansas in the amount of $79,806.32 for development, survey, installation, training, first year data analysis, and first year support of a pavement management system for the approximate 255 centerline miles within the local street system of the City of Fayetteville. Background: The approximate 255 centerline miles of local streets within the City of Fayetteville have a replacement cost of over $60,000,000 at $46.00 per linear foot, not including curb, gutter and drainage improvements. This asset has a FY 2004 programmed annual rehabilitation budget of $1,379,611 or $15.37 per overlay linear foot or $32.70 per ton of asphalt laid. The budgeted activities scheduled for 2004 will rehabilitate approximately 17 centerline miles per year and complete a rehabilitation circuit of the current system each 15 years. This $1,379,611 annual investment in programmed rehabilitation is 2.3% of the value of the $60,000,000 asset. Discussion: In recent years, municipalities have begun implementation of pavement management systems (PMS) in their efforts to more -efficiently utilize tax dollars for preservation of pavement networks. As the City grows, the need to manage the maintenance, rehabilitation and expense of this operation becomes apparent. This proposed contract provides the technical processes in data collection for; pavement performance, pavement condition, and 0 • establishes a pavement management system for the City. The pavement network in the City of Fayetteville has been managed and maintained without a formal pavement management system (PMS). The City's Operations Department has determined that in order to keep pace with the increasing need for pavement maintenance and rehabilitation and to manage the expense of this activity, the City should have a comprehensive analytical scientific pavement management system for its roadway and street network. This proposed contract provides for data collection and data analysis, including pavement roughness, rutting, and cracking information. All collected pavement information will have differentially corrected GPS positioning data and additional positioning data from the Distance Measurement Instrument (DMI). Technologies based on the Digital Highway Data Vehicle developed at the University of Arkansas will be used in the data collection. The data analysis includes the establishment of a pavement management system based on an available software package. Street segmentation will be provided as the base database for the PMS in the data analysis phase. Initial models for pavement performance prediction will be provided as part of the data analysis. Data contained in the PMS software will also be compatible with the City's current practice in Geographical Information System (GIS). The PMS software package will provide the City with alternative maintenance and rehabilitation programs based on different budget scenarios. The budget table for the project is shown below. The resources are necessary for all data collection, including roughness (ride), condition (cracking and rutting), and tasks for both UA team and Iowa State team. Budget Needs for All Tasks Total Labor $66,396.80 Travel $3,000.00 Sub -Total $69,396.80 • 15% Overhead $10,409.52 Total $79,806.32 Grand Total $79,806.32 The researchers will evaluate two PMS software packages for Pavement Management Systems: • Hansen's pavement management system (City owns) and • Deighton's Total Infrastructure Management System (dTIMS) (would need to be purchased, approximately $15,000). The evaluation will be based on applicability, ease of use, and cost, including factors such as the effectiveness of blending conditions, maintenance options, scenario building, and updating records. When the City decides which package to use based on the team's recommendation, the research team will then prepare data sets for the particular software package. This task should complete within the first month of the project. Furthermore, it is also strongly recommended that an annual or biennial budget be allocated by the City to continue its PMS efforts on a routine basis, to support efforts such as data collection, maintaining the database and software, updating prediction models, and maintaining the workstation and software. Budget The City's current system of assessing street conditions is conducted annually in the late fall or early winter. The process involves two teams of two individuals. These two teams drive each street and note their observations concerning cracking, rutting, and ride on an evaluation form. This data is then numerically summarized, entered into a spreadsheet and ranked. There is little opportunity to develop maintenance scenarios other than manually modifying the ranking of a street segment. And there is no opportunity to test various rehabilitation strategies against budget and overall street condition improvement. This annual observation process with its limitation on benefit/cost analysis is the only process available, without moving to a controlled technical system. The annual cost of the current system is $51,782.40 including manpower and equipment at current pay rates. ost of In -House Street Evaluations Rating # Hours Rate Cost rs 1 320 29.17 $9,334.40 . nn 3 320 28.83 $27,676.80 Pickup r 2 320 5.45 $3,488.00 # Hours Rate Cost Field Op. Sur. 1 320 35.26 $11,283.20 Estimated Cost $51,782.40 *Includes overhead cost for the Transportation Division The more technical process, in order to be effective must be repeated at specific intervals. The consultants have recommended an annual interval; a biennial interval will be less 0 • costly and will remain effective. A re -survey every other year will allow the City to have completed at least one year's recommendations before the next condition appraisal. Without Pavement Management System Contract Year 1 $51,782 Year 2 $51,782 Year3 $51,782 Total Years 1-3 $155,346 Year4 $51,782 Year 5 $51,782 Total Years 1-5 $258,910 With Pavement Management System Contract Year 1 Contract $79,806. Software* $15,000 Year2 $0 Year 3 Survey $50,000 Total Years 1-3 $144,806 Year4 $0 Year5 Survey $50,000 Total Years 1-5 $194,806 * if necessary The technical pavement management program is not only less costly than the current survey method, but it gives much more usable results which can lead to better, more efficient use of limited rehabilitation dollars and, in addition, frees 640 hours of staff time to be used in other maintenance activities. 4 Pavement Management through Data Collection and Analysis A Proposal to the City of Fayetteville, Arkansas Principal Investigator: Kelvin C.P. Wang Department of Civil Engineering University of Arkansas Phone: (479) 575-8425, Email: kcw@engr.uark.edu Co -Principal Investigator: Omar Smadi Center for Transportation Research and Education Iowa State University Phone: (515) 294-7110, Email: smadi@iastate.edu March 12, 2004 ABSTRACT The approximate 300 miles of pavement network in the City of Fayetteville, Arkansas have been managed and maintained without a formal pavement management system (PMS). The City's operations office has determined that in order to keep pace with the increasing need for pavement maintenance and rehabilitation, the city should have a comprehensive pavement management system for its roadway and street network. In response to this request, this proposal provides a description of the requirements to establish a PMS for the city and the necessary resources in terms of data collection and data analysis. In particular, the data collection includes pavement roughness, rutting, and cracking information. All collected pavement information will have differentially corrected GPS positioning data and additional positioning data from the Distance Measurement Instrument (DM0. Technologies based on the Digital Highway data Vehicle developed at the University of Arkansas will be used in the data collection. The data analysis includes the establishment of a pavement management system based on an available software package. Street segmentation will be provided as the base database for the PMS in the data analysis phase. Initial models for pavement performance prediction will be provided as part of the data analysis. Data contained in the PMS software will also be compatible with the city's current practice in Geographical Information System (GIS). The PMS software package will provide the city with alternative maintenance and rehabilitation programs based on different budget scenarios. The researchers also believe that in order to maximize the beneficial impact of establishing a PMS on its street network, the city should continuously collect data on consistent basis, update the performance models with new data, and actively use the analysis results from the PMS on regular basis. INTRODUCTION In recent years, municipalities have begun implementation of pavement management systems (PMS) in their efforts to more -efficiently utilize tax dollars for preservation of pavement networks. The City of Fayetteville has about 300 miles of roads and streets under its jurisdiction. As the city grows, the need to manage the maintenance and rehabilitation of the pavement network becomes apparent. This proposal details the technical processes in data collection for pavement performance and condition, and establishing a pavement management system for the city's operations office. In addition, recommendation on how to use the PMS processes will be provided. Needs of resources in terms of funds are also discussed in the section of Tasks and Budget. DATA COLLECTION The data collection includes two major components: pavement performance, and pavement condition. Performance and condition data will be directly used for modeling in the pavement management system. In particular, performance data will be in the format of roughness based on the International Roughness Index (IRI). Condition data will be based on pavement transverse rutting and surface 0 cracking. Rutting data will be based on the permanent deformation at the wheel paths in inches or mm. Cracking data will be presented in crack geometries and summarized into a commonly accepted protocol, such as the AASHTO Interim Cracking Protocol. Figures 1 and 2 illustrate the Digital Highway Data Vehicle (DHDV) developed at the University of Arkansas and its technologies will be used in the data collection. Digital Highway Data Vehicle (DHDV) Second Generation Figure 1 Digital Highway Data Vehicle (DHDV) with Line Light Assembly I Digital Highway Data Vehicle (DHDV) Second Generation Figure 2 Right -of -Way Photo Logging with the DHDV ESTABLISHING THE PMS SOFTWARE Task 1— Evaluation of PMS Software The researchers will evaluate two PMS software packages for pavement Management Systems: Hansen's pavement management system, and Deighton's Total Infrastructure Management System (dTIMS). The evaluation will be based on applicability, ease of use, and cost, including factors, such as the effectiveness of blending conditions, maintenance options, scenario building, and updating records. When the city decides which package to use based on the team's recommendation, the research team will then prepare data sets for the particular software package. This task should complete within the first month of the project. Task 2 — Implementation Description — The researchers will begin implementation of all the roadway data into the pavement management software. For the successful implementation of the software package, the researchers will complete the following: Task 2.1 Acquire Pavement Information Work with the University of Arkansas and the city to acquire the PMS data. This will include pavement condition data, GIS database data (inventory, history, and graphics), and the previous manual city inspections. Task 2.2 Computer Software) Preparation The researchers will prepare the PMS for utilization. This process will include the following: 1. Required data elements. Prepare all data elements needed to run the software using the default parameters provided by CTRE. Based upon the performance parameters, treatment strategies, and budgetary requirements, a database will be created. The data will include: Section identification (street name, description, etc...) Inventory information (location, length, width, traffic, pavement type, etc...) Condition information (cracking, patching, roughness, rutting, etc...) Performance parameters 2. Pavement inventory recommendations. The researchers will compare the pavement inventory information currently available with the information required by the software. Recommendations relating to data required by the software and city record keeping will be made to simplify the utilization of the software in the future and to improve the results obtained. 3. Software setup. This process covers the setup of the software. The software may consist of three modules (setup, analysis, and view & query). The setup covers the definition of all the performance parameters, treatment strategies, trigger limits, filters, budget categories, and data files. To complete this task, the City shall provide the following: Average cost information (preferably $/Mile) for various improvement strategies. Specifically, functional/thin overlays, structural/thick overlays, reconstruction, and routine maintenance will be considered. The researchers will work directly with the City to obtain this information. Addition treatment strategies can be added based on the city's request. Budget numbers anticipated for the next 5 years for pavement rehabilitation and maintenance. The researchers will work with the City to obtain this information. Task 3 - Operation Task 3.1 Data Analysis The research team will begin using the software in development of a pavement management program for all roadways within the city to cover a five-year period beginning January 1, 2005. This includes the following: 1. Software analysis. Generate feasible treatment strategies for the analysis period and conduct the optimization for final project selection and resource allocation. 2. Develop improvement program. This process requires compilation of projects selected each year through the 5 -year planning period with the selected treatment strategies and costs. Overall El condition summaries and what -if -analysis (considering different budget scenarios) will be included on a limited basis for this initial effort. Task 3.2 Data Integration The research team will assist the city integrate the results from the software into the City's GIS database, which allows the City to view and query the improvement or construction program using the GIS database graphic interface. the City will need to utilize their own GIS software and technical staff to run and maintain the GIS component. Task 4. Software Orientation/Training The researchers will conduct a work session with City staff to review the software setup process and its use for the analysis of the City's pavement network. The session will explain what information must be entered into the program, how it is entered, assumptions that must be made, and how to improve the results of the software analysis. Finally, a discussion of the results and how they are interpreted will be presented. This scope assumes a maximum meeting time of 4 hours. Task 5. Report and Presentation A final report outlining the process used to develop the improvement program along with an explanation of the results will be prepared. The researchers will prepare and present the results of this project to the City staff. SCOPE OF WORK, TASKS AND BUDGET The data collection is conducted in one direction only for all city streets, and certain state highway routes. It is estimated that the total mileage for the data collection is about 300 miles. The PMS database will include all collected performance data (roughness) and condition data (rutting and cracking). Pavement data collection will be handled primarily by the team at the University of Arkansas led by the PI, Dr. Wang. The Co -PI, Dr. Smadi, will provide necessary Quality Control (QC) and Quality Assurance (QA) for the data collection process. The establishment of the database for the PMS software will be conducted primarily by the team at Iowa State University led by Dr. Smadi. The University of Arkansas will have overall responsibility for the project. The project will start in April 2004 as soon as the city approves the contract. The initial data collection will be completed by the end of June 2004, including the QC/QA work. Initial PMS database software will be delivered in August 2004 for testing. It is anticipated that the entire project will be completed by December 2004. The task for the team at Iowa State University is preparation of PMS database for the city, including network segmentation and data formatting for PMS software input. Dr. Smadi will be a consultant in establishing the PMS software for the city, including validating performance models, working with city staff to set up treatments, train city staff in using the software, and work with the data collection staff of UA for QC/QA work. He is anticipated to travel to Fayetteville two to three times to collaborate with the UA team. The budget tables for the project are shown below. Budget Table shows the resources necessary for all data collection, including roughness (ride), condition (cracking and rutting), and tasks for both UA team and Iowa team as described in the proposal. The city may choose to use the video logging capability at a later time for additional cost. Budget Needs for All Tasks without Video Logging In addition, the cost to purchase the PMS software is additional and is estimated to be $15,000. UA can also provide the city a workstation with three 19 -inch LCD monitor, including a licensed software package of Multimedia based Highway Information System (MMHIS), all raw and processed data at the cost of $15,000. UA will provide service to support the use of the workstation and software for one year. Furthermore, it is also strongly recommended that a budget of $50,000 be allocated by the city to continue its PMS efforts on two-year basis, to support efforts such as data collection, maintaining the database and software, updating prediction models, and maintaining the workstation and software. CONCLUSION A PMS will provide the City of Fayetteville vital information on pavement performance and condition, and optimized treatment programs for preservation of the network. It is also important for the city to continue investing in PMS so that the maximum benefit in the latter years of the application of PMS can be reaped. 6 UA Smadi ISU Labor $36,396.80 $21,000.00 $9,000.00 Travel (Smadi) $3,000.00 Sub -Total $39,396.80 $21,000.00 $9,000.00 15% Overhead $5,909.52 $3,150.00 $1,350.00 Total $45,306.32 $24,150.00 $10,350.00 Grand Total $79,806.32 RESOLUTION NO. A RESOLUTION TO APPROVE A CONTRACT WITH THE UNIVERSITY OF ARKANSAS FOR DEVELOPMENT OF A PAVING MANAGEMENT SYSTEM IN THE AMOUNT OF $79,806.32 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a Contract with the University of Arkansas for the development of a Pavement Management System for $79,806.32 and authorizes the mayor to execute this Contract attached as Exhibit "A". PASSED and APPROVED this the 4`h day of May, 2004. APPROVED: By: DAN COODY, Mayor ATTEST: By: SONDRA SMITH, City Clerk FAYETTEVIIJLE THE CITY OF FAYETTEVILLE, ARKANSAS KIT WILLIAMS, CITY ATTORNEY DAVID WHITAKER, ASST. CITY ATTORNEY DEPARTMENTAL CORRESPONDENCE TO: City Council FROM: Kit Williams, City Attorne DATE: April 16, 2004 LEGAL DEPARTMENT RE: Exemption from bid requirements between state government and cities A.C.A. § 14-58-303 states very broadly: "Where the amount of expenditure for any purpose or contract exceeds the sum of ten thousand dollars ($10,000.00), the mayor or his duly authorized representative shall invite competitive bidding thereon by legal advertisement in any local newspaper." The only exception to this that is found in that statute is your power to waive competitive bidding, by ordinance "in exceptional situations where this procedure is deemed not feasible or practical." In the Public Finance title of the Arkansas Code, Purchasing and Contracts Chapter, a different rule appears available for some purchases by cities. Although this chapter deals primarily with purchases by the state government or its agencies when purchasing goods or services from outside businesses, it does provide procedures "concerning intergovernmental relations". The City of Fayetteville, County of Washington, and the 0 Fayetteville Public Schools, would all be "local public procurement units." The University of Arkansas would either be a "local public procurement unit" or "procurement agency of this state." A.C.A. 19-11-206 (1) & (2) (A) & (F). State procurement laws generally require "competitive sealed bidding" except for listed categories. A.C.A. §19-11-228. Although the statutes listed as excepted for competitive bidding requirements in § 19-11 - 228 do not include A.C.A. §19-11-251 Intergovernmental use of commodities or services, that statute appears to exempt "public procurement units" from competitive bidding requirements. "Any public procurement unit may enter into an agreement, independent of the requirements of §§19-11-204, 19-11-228- 19-11-240, and 19-11-263 which refer to source selection and contract formation, ... with any other public procurement unit or external procurement activity for the intergovernmental use of commodities or services under the terms agreed upon between the parties and in accordance with the rules and regulations promulgated under this subchapter." (emphasis added). Fayetteville and the University are "public procurement units" pursuant to its statutory definition of "either a local public procurement unit or a state public procurement unit." A.C.A. §19-11-206 (3). To resolve the apparent conflict between A.C.A. §14-58-303 Purchases and contracts generally (bids required for contracts over $10,000.00 unless waived by City Council) and A.C.A. §19-11-251 Intergovernmental use of commodities or services, we must resort to the "well settled" rule: "that a general statute must yield when there is a specific statute involving the particular matter." Ozark Gas Pipeline Corp. v. APSC, 342 Ark. 591, 29 S.W. 3d 730, 736 (2000). The titles of the statutes give a good indication that the earlier one (§ 14-58-303) is more general while the second one deals only with contracts between "public procurement units" and is thus more specific. "(I)t is a rule of statutory construction that when a special act applies to a particular case, it excludes the operation of a general act." Pledger v. Mid -State Const. and Materials, 325 Ark. 388, 925 S.W.2d, 412, 417 (1996.) Applying this rule of construction, the general statutory requirement that all contracts over $10,000.00 must be bid must yield to more specific statutes dealing with situations when governments are contracting with each other. The general statute also yields when certain professional services (engineers, architects, lawyers) are hired through the mandated professional selection process without reference to cost of the services to be provided. "We have long held that a general statute must yield when there is a specific statute involving the particular subject matter." Benton v. Gunter, 342 Ark. 543, 29 S.W.3d 719, 720 (2000). STAEVIEW FORM - FINANCIAL OBLIGAflvi4 XXXX AGENDA REQUEST CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council Meeting of: May 4,2004 FROM: Gary Dumas Name ACTION REQUIRED: Resolution authorizating the Mayor to execute a Contract with the University of Arkansas, Kelvin Wang, for Development of a Pavement Management System in the amount of $79,806.32 Division Operations Department COST TO CITY: $79,806.32 Cost of this request 4470.9470.5315.00 Account Number 02052 Project Number BUDGET REVIEW: Budget anager $ 1,832,013.00 Category/Project Budget $ 137,742.00 Funds Used to Date $ 1,694,271.00 Remaining Balance Budgeted Item Date CONT T/GRANT/LEASE REVIEW: on% Accouhtiflg Manage Date No C4 4 Mfn Y(lG ld_t City Attorney Date STAFF RECOMMENDATION: Division Head Director Finance & Internal Services Dir. Chie d inistrative Officer Mayor Date _,Fig�/ Date Date Date Date In -House Pavement Improvements Program Category / Project Name Services and Charges Program / Project Category Name Cap Improv Const Fund Exp Fund Name Budget Adjustment Atcacnea 14 0 Internal Au for Date Purchasing Manager Received in Mayor's Office Cross Reference: Previous Ord/Res#: Orig. Contract Date: Orig. Contract Number: New Item: Date Date ,hL S No FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Gary Dumas Operations Director From: Clarice Buffalohead-Pearmanv City Clerk Division Date: May 12, 2004 Re: Resolution No. 67-04 Attached is a copy of the above resolution passed by the City Council May 4, 2004, approving the development of a paving management system by the University of Arkansas College of Engineering. I have attached a copy of the proposal. The resolution with attachments will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. /cbp attachments cc: Nancy Smith,.lntemal Auditor Rs. to-, -oq Research Support and Sponsored Programs office of the Director 120O_ark Hall Fayetteville, Arkansas 72701 Gary Dumas Director of Operations City of Fayetteville 113 West Mountain Fayetteville, AR 72701 February 25, 2005 3/y/oS 4ee - /%aVD77ert f i%laka yNn G� (479) 5753845 (479) 5753846 (FAX) E-mail: rs•pin4.@uarkedu h r r p: //tr tc w. o a r k. c d u /ad m in /rss p i n fo/ RE: Contract for Services Title: Pavement Management through Data Collection & Analysis PI: Dr. Kelvin Wang Dear Mr. Dumas: We would like to request a no cost time extension to August 31, 2005. The additional time is requested in order to complete the data collections and analyses. The delays occurred due to the variety of data involved in the collection process. It took longer for the team to develop the proper software to collect road "roughness" than originally planned and this extended the collection time for all the data types. If you find this request acceptable, please have Mayor Dan Coody countersign this letter in the space provided below and mail the original to me at the above address. If further information is required, please call me at (479) 575-3845. Thank you very much for your time and assistance. The University of Arkansas sincerely appreciates the continued support of the City of Fayetteville. Sincerely, Rosemary Ruff Director LI RR/pts Cc: Dr. K. Wang 0402-42017-21-0000 Thc Unrvcrsity of Arkanu is an cqu:d ot•IMmunrts•/aftirnianv anion msnnuion. Clarice Pearman -Pavement Management Page 1 From: Clarice Pearman To: Dumas, Gary Subject: Pavement Management Gary, Attached is a copy of the letter agreement for evaluation software for this program. It will be filed with Res. 67-04 previous authorizing this study. I will return through interoffice mail to three copies of the agreement. Have a good day. Thanks. Clarice CC: Deaton, Vicki C --S '-&T5 v)o dc ; u u)!if ZOb ts sue{ -.}-w& ws- copeck -sr- c.v-�Ajzc fln� Q V Y �p��..WGrrC• o��jk vq2 w`U