HomeMy WebLinkAbout209-18 RESOLUTIONya{ TAYF),,
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113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Resolution: 209-18
File Number: 2018-0514
RFQ 18-09 IMS INFRASTRUCTURE MANAGEMENT SERVICES, LLC:
A RESOLUTION TO AWARD RFQ 18-09 AND AUTHORIZE A CONTRACT WITH IMS
INFRASTRUCTURE MANAGEMENT SERVICES, LLC FOR PAVEMENT ANALYSIS AND
INVENTORY SERVICES IN THE AMOUNT OF $206,159.00 AND TO APPROVE A PROJECT
CONTINGENCY IN THE AMOUNT OF $15,000.00
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 awards RFQ 18-09 and
authorizes Mayor Jordan to sign a contract with IMS Infrastructure Management Services, LLC for
pavement analysis and inventory services in the amount of $206,159.00, and further approves a project
contingency in the amount of $15,000.00.
PASSED and APPROVED on 10/2/2018
Attest:
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Sondra E. Smith, City Cierk Treas R %%%111111 q14
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Page 1 Printed on 1013118
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville. AR 72701
(479) 575-8323
Text File
File Number: 2018-0514
Agenda Date: 10/2/2018 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 7
RFQ 18-09 IMS INFRASTRUCTURE MANAGEMENT SERVICES, LLC:
A RESOLUTION TO AWARD RFQ 18-09 AND AUTHORIZE A CONTRACT WITH IMS
INFRASTRUCTURE MANAGEMENT SERVICES, LLC FOR PAVEMENT ANALYSIS AND
INVENTORY SERVICES IN THE AMOUNT OF $206,159.00, AND TO APPROVE A PROJECT
CONTINGENCY IN THE AMOUNT OF $15,000.00
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 awards RFQ 18-09 and
authorizes Mayor Jordan to sign a contract with IMS Infrastructure Management Services, LLC for pavement
analysis and inventory services in the amount of $206,159.00, and further approves a project contingency in the
amount of $15,000.00.
City of Fayetteville, Arkansas Page 1 Printed on 101312018
Chris Brown
Submitted By
City of Fayetteville Staff Review Form
2018-0514
Legistar File ID
10/2/2018
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
9/14/2018 ENGINEERING (621)
Submitted Date Division / Department
Action Recommendation:
A Resolution to approve a contract with Infrastructure Management Services, LLC for Pavement Analysis and
Inventory Services, per RFQ #18-09, in the amount of $206,159, and to approve a contingency of $15,000.
4470.800.8820-5314.00
Account Number
06035.4100
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Budget Impact:
Sales Tax Capital Improvements
Fund
Pavement Analysis and Inventory
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 225,844.00
$ 316.00
225,528.00
$ 221,159.00
i $ 4,369.00
Previous Ordinance or Resolution #
Approval Date:
V20180321
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF OCTOBER 2, 2018
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
Garner Stoll, Development Services Director
FROM: Chris Brown, City Engineer
DATE: September 14, 2018
CITY COUNCIL MEMO
SUBJECT: A Resolution to approve a contract with Infrastructure Management
Services, LLC for Pavement Analysis and Inventory Services, per RFQ #18-
09, in the amount of $206,159, and to approve a contingency of $15,000.
RECOMMENDATION:
Staff recommends City Council approval of a contract in the amount of $206,159 with
Infrastructure Management Services, LLC (IMS) for pavement analysis and inventory services.
BACKGROUND:
During the Fayetteville Mobility Plan public input process, citizens identified maintenance of
existing facilities as a high priority. One of the identified strategies in the implementation plan for
increasing the level and quality of our existing infrastructure maintenance programs is to
implement a data -based approach to development of pavement overlay and sidewalk programs.
More specifically, procuring a contractor to provide an inventory of pavement condition, along
with inventories of sidewalks and ADA ramps, is an identified need.
DISCUSSION:
In July of this year, City staff issued a request for qualifications from firms interested in providing
these services, and IMS was selected as the most qualified of the 5 firms that submitted
statements of qualifications. Since their selection, staff has worked with IMS to finalize the
contract terms and scope of work, which includes:
• Collection of pavement surface condition data
• Structural testing of arterials and collectors
• Inventory and condition assessment of sidewalks and ADA ramps
• Development of pavement rehabilitation recommendations, and development of a 5 year
pavement preservation plan using techniques that are appropriate for the level of
pavement distress
The work products provide to the City will be linked to the City's GIS system and will be used to
develop pavement maintenance and sidewalk improvement plans in future years. Once the
sidewalk inventories are developed, staff will maintain and add to the inventory database as new
sidewalks are constructed. In addition, the City will receive digital images at 25 foot intervals, that
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
can be used by staff to collect additional inventory items. These images that can also be used to
quickly review existing conditions on design and development review projects, and to provide
better customer service to citizens.
Per IMS's schedule, the contract will be completed and the final report ready in April 2019.
BUDGET/STAFF IMPACT:
This contract is funded through remaining Sales Tax Capital Improvement funds in the
Transportation Bond Program project.
Attachments:
Contract signed by IMS
Attachment A Scope of Services
Attachment B Schedule
C 11 Y OF City of Fayetteville, Arkansas
""PayM Ti
Y Contract for Pavement Analysis and Inventory Services
ARKANSAS
This contract executed this 2nd day of October , 2018, between the City of Fayetteville, Arkansas, and
IMS Infrastructure Management Services LLC In consideration of the mutual covenants contained herein, the
parties agree as follows.
W ITN ESSETH:
WHEREAS, the City of Fayetteville has previously determined that it has a need for pavement analysis
and inventory services, to be used to develop a more robust pavement management plan; and
WHEREAS, the City of Fayetteville is also in need of various other inventory services, to include
sidewalks, ramps, and obstructions of same; and
WHEREAS; the City of Fayetteville, after soliciting statements of qualifications for such services pursuant
to City of Fayetteville RFQ 18-09 (herein after referred to as Request for qualifications or RFQ), has awarded this
contract to IMS Infrastructure Management Services, LLC; and
WHEREAS, IMS Infrastructure Mana ement Services LLC.has represented that it is able to satisfactorily
provide these services according to the terms and conditions of the RFQ, which are incorporated herein by
reference, and the terms and conditions are contained herein;
NOW THEREFORE, in consideration of the above and mutual covenants contained herein, the parties
agree as follows:
1. Services to be Performed: IMS Infrastructure Mana ement Services LLC hereby agrees to provide the
City with pavement analysis and inventory and related services services, as requested and more specifically
outlined in the RFQ, this agreement, and Attachment "A" Scope of Work.
2. Time of Service: Time is of the essence in this Agreement, and services shall be performed as identified in
the Timeline found in Attachment "B" attached hereto, subject to revisions mutually agreed upon.
3. Compensation: As compensation for 1M5 Infrastructure Management Services, LLC providing services to
the City as described herein, the City shall pay IMS Infrastructure Management Services, L an amount not to
exceed $206,159 inclusive of out-of-pocket expenses, based on the submission of invoices for work completed
and properly authorized. IMS Infrastructure Management Services LLC shall submit invoices at minimum 1
city of Fayetteville, AR
Contract for Pavement Analysis and Inventory Services (RFQ 18-09)
Page 1 of 5
month intervals to the City. The invoices shall include charges for all labor and costs in accordance with
Contract.
Payment will be made for work completed in accordance with the unit and lump sum prices as detailed in
Attachment A.
The City agrees to pay all approved invoices within thirty (30) days of receipt. The City shall not be obligated
to pay any invoices which are not in accord with the terms of this Contract.
IMS Infrastructure Management ServiciM LLC reserves its rights to stop all work on this project if, at
anytime, an approved invoice remains unpaid for a period exceeding sixty (60) days.
4. insurance: IMS Infrastructure Mana ement Services LLC shall provide and maintain in force at all times
during the term of the services contemplated herein insurance for Workers' Compensation, Commercial
General Liability, Automobile Liability, and Professional Liability. Such policies shall be issued by companies
authorized to do business in the State of Arkansas. Evidence of such coverage is to be submitted with contract
approval. Minimum amount for Commercial General Liability and Professional Liability is $1,000,000 aggregate.
Notwithstanding any other provision, IMS Infrastructure Management Services LLC will riot be required to
include City as an additional insured on its Professional Liability coverage.
5. Term of Agreement: Services performed pursuant to this Contract shall commence upon execution of this
agreement and continue for the period specified in the Timeline in Exhibit "A" attached hereto, unless canceled
or terminated within thirty (30) days written notice by either party. IMS infrastructure Management Seryic:c•s:
LLC will be compensated for services performed in accordance with the terms of this Contract prior to the
effective date of termination.
6. Amendment of Contract: This Contract maybe amended only by mutual agreement of the parties.
7. Legal Compliance: IMS Infrastructure Management Services, LLC is responsible for full and complete
compliance with all applicable laws, rules, regulations and licensing requirements imposed by any public
authority having jurisdiction.
8. Approval of A ent: The City reserves the right to require IMS Infrastructure Mana ement Services LLG to
replace the assigned agent with another agent of the same company if, in the opinion of the City staff, the
agent is not rendering or is incapable of rendering the quality of service and cooperation required.
9. Auditable Records: IMS infrastructure Management Services LLC shall maintain such accounts and
records in connection with its performance of services for the City as may reasonably be required by the City.
IMS Infrastructure Management Services. LLC shall, at any reasonable time during the term and for a period of
one year following the completion of work under the contract, afford the City's agents and auditors reasonable
City of Fayetteville, AR
Contractfor Pavement Analysis and Inventory Services (RFQ 18-09)
Page 2 of 5
facilities and access for examination and audit of its records pertaining to its performance and shall, upon
request by the City, produce and exhibit all such records.
10. Assignment and Subcontracting: IMS Infrastructure Management Services LLC shall perform this
contract. In the event of a corporate acquisition and/or merger, IMS Infrastructure Management Services, LLC
shall provide written notice to the City within thirty (30) business days of such notice of action or upon the
occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be
unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate
acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws.
Action by the City awarding a proposal to a Proposer, which has disclosed its intent to assign or subcontract in
its response to the RFCC, without exception shall constitute approval for purposes of this Agreement: No
assignment or additional subcontracting shall be allowed without the prior written consent of the City.
11. Cancellation: Either party reserves the right to cancel this Contract, without cause, by giving thirty (30)
days' notice of the intent to cancel, or with cause if at any time either party fails to fulfill or abide by any of the
terms or conditions specified.
Failure of IMS Infrastructure Management Services LLC to comply with any of the provisions of this
contract may be considered a material breach of contract and shall be cause for termination of the contract at
the discretion of the City of Fayetteville. In the event of such a breach, the City of Fayetteville will promptly
notify IMS Infrastructure Management Services LLC which will have five (5) days to cure the failure to City's
satisfaction.
in the event that sufficient budgeted funds are not available for a fiscal period, the City shall notify IMS
Infrastructure Management Services LLC of such occurrence and the Contract shall terminate on the last day of
the then current fiscal period without penalty or expense to the City. The City reserves the right to terminate
within the thirty (30) day notice because of budgetary issues.
12. Indemnification: IMS Infrastructure Management Services, shall indemnify, pay the cost of defense,
including but not limited to attorneys' fees, and hold harmless the City from all suits, actions or claims of any
character brought on account of any injuries or damages received or sustained by any person, persons, or
property by or from the said negligence of IMS Infrastructure Management Services LLC; or by, or in
consequence of any neglect in safeguarding the work; or on account of any negligent act or omission, neglect or
misconduct of IMS Infrastructure Management Services, LLC; or by, or on account of, any claim or amounts
recovered under the Workers' Compensation Law or of any other laws, by-laws, ordinances, order of decree,
except only such injury or damage as shall have been occasioned by the sole negligence of the City of
City of Fayetteville, AR
Contract for Pavement Analysis and Inventory Services (RFQ 18-09)
Page 3 of 5
Fayetteville. The first ten dollars ($10.00) of compensation received by iMS Infrastructure Management
Services, LLC represents specific consideration for this indemnification obligation.
Furthermore, IMS Infrastructure Management Services, LLC, in performing its obligations under this
contract, is acting independently and the City assumes no responsibility of liability for the IMS Infrastructure
Management Services LLC' acts or omissions to third parties, and IMS Infrastructure Management Services, LLC
shall agree to indemnify and hold harmless, the City, its officers and employees against any and all claims,
lawsuits, judgments, costs and expenses for which recovery of damages is sought, suffered by any person or
persons, that may arise out of or be occasioned by IMS Infrastructure Management Services LLC' breach of the
terms or provisions of contract, or by any negligent act or omission of IMS Infrastructure Management Services,
LLB its officers, agents, employees, or invitee, in the performance of this contract; except that the indemnity
specified in this paragraph shall not apply to any liability resulting from the sole negligence of the City, its
officers, or employees. In the event of joint and concurrent negligence of both IMS infrastructure Management
Services,_ LLC and the City, responsibility and indemnity, if any, shall be apportioned comparatively in
accordance with the laws of the State of Arkansas, without, however, waiving any governmental immunity
available to the City under Arkansas law and without waiving any defense of the parties under Arkansas law.
This paragraph is solely for the benefit of IMS Infrastructure Management Services, LLC and the City and is not
intended to create or grant any rights, contractual or otherwise, to any other person or entity.
13. Govl rninjz Law & Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County,
Arkansas wr h Arkansas law applying to the case.
14. Severability: The terms and conditions of this agreement shall be deemed to be severable.
Consequently, if any clause, term, or condition hereof shall be held to be illegal or void, such determination
shall not affect the validity of legality of the remaining terms and conditions, and notwithstanding any such
deter,mi' iation;'°this agreement shall continue in full force and effect unless the particular clause, term, or
condition held to be illegal or void renders the balance of the agreement impossible to perform.
15. Changes in Scepe or Price: Changes, modifications, or amendments in scope, price, or fees to this
contract shall not. be allowed without a prior formal contract amendment approved by the Mayor (if the total
costpf the contract with such proposed changes, modifications or amendments does not exceed the approved
contract price including any approved project contingency) or the City Council (if the total contract cost with
such proposed changes, modifications or amendments exceeds the approved contract price including any
approved project contingency) in advance of the change in scope, cost or fees.
City of Fayetteville, AR
Contract for Pavement Analysis and Inventory services (RFQ 18-09)
Page 4 of 5
16. Freedom of Information Act: Documents prepared while performing City contractual work are subject to
the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of
Fayetteville, IMS Infrastructure Management Services, LLC will do everything possible to provide the documents
in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et.
seq.) Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance.
17. Documents Comprising; Contract: The contract shall include this Agreement for Transportation Master
Planning services, as well as the following documents, which are attached:
Attachment "A" Scope of Services
b. Attachment "B" Schedule
If`there is a conflict between the terms of this Agreement and the above referenced documents, the conflict
shall be resolved as follows: the terms of this Agreement shall prevail over the other documents, and the terms
of the remaining documents shall be given preference in their above listed order.
WITNESS OUR HAN b5 THIS11 -11- bAY OF
IMS INFRASTRUCTURE MANAGEMENT SERVICES, LLC
By: -!J t av+y a
Printed Name &Title
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City, State & Zip Code
Date Signed: ► I/it ) ,
City of Fayetteville, AR
Contract for PavernentAnalysis and Inventory Services (RFD 18-09)
Page 5 of 5
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ATTEST:
Sondra Smith, City Clerk
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Attachment A -
Scope of Services
To: Chris Brown, City Engineer
From: Zac Thomason, MBA, Client Services
Manager
Subject: Project Scope of Work
IMS Infrastructure Management Services
1820 W. Drake Dr, Ste 104, Tempe, AZ 85283
Phone: (480) 839-4347 Fax: (480) 839-4348
www, i ms-rstcom
Date: August 23, 2018
Project: City of Fayetteville 2018
Pavement Analysis and
Inventory Services
Project No.: N/A
IMS Infrastructure Management Services is pleased to submit this scope of services document in
reference to the 2018 "Pavement Analysis and Inventory Services" assignment. As discussed, a scope of
services has been developed from our recent discussions and a budget has been provided following this
page. The subsequent pages of this document will define activities and deliverables associated with each
task in the budget.
PROJECT SUMMARY
The base scope of services includes the following activities:
• RST surface distress field testing on 388 centerline miles of roadway. The RST will double pass
test the arterial and collector roadways resulting in approximately 484 survey miles.
• The data will be collected and assembled following the ASTM D6433 methodology. Collection of
roughness in the form of the International Roughness Index (used to calculate a 0 — 100
Roughness Index).
• Structural testing using a Dynaflect device will be utilized on the City's arterial and collector
roadways. The resulting Structural Index will be populated within ESA for PCI integration and
rehabilitation activity triggers.
• Development of logical projects (multiple segments aggregated to form a homogenous project) to
be used in the pavement analysis.
• The analysis operating parameters will be configured and loaded. The operating parameters
include the priority weighting factors (functional classification, pavement type, & strength), cost of
deferral sequencing (optimization), rehab activity unit rates, and rehab activity triggers.
• Comprehensive pavement analysis, budget model development, and 5-year rehabilitation plan.
Existing City commitments will be programmed into ESA for completion
• Delivery of a final report that includes an executive summary, pavement management review,
current PCI review, rehabilitation activities & costs, analysis parameters, budget scenarios, and
final recommendations. All data will be linked to the City's existing GIS centerline files.
■ Right of way asset inventory development for ADA curb ramps and sidewalks. The end
deliverable will be a Personal Geodatabase that contains each asset type and the attributes
INNS
assigned to each individual asset.
Faj,etterille Scope ofServices Docunreel renLdoe
page l
11
City of Fayetteville, AR
Scope of Services — Pavement Analysis & Inventory Services
Task
Activity
Quaint
Units
Unit Rate
Total
_ _
Project Initiation
1
Project Initiation
1
LS
$4,834.00
$4,834.00
2
Network Referencing & Survey Set Up
484
T-Mi
$17.00
$8,228.00
Field Surveys
3
RST Mobilization/Calibration
1
LS
$3,000.00
$3,000.00
4
RST Field Data Collection
484
T-Mi
$110.00
$53,240.00
5
Dynaflect Mobilization
1
LS
$2,500.00
$2,500.00
a. Deflection Testing (Arterials & Collectors)
192
T-Mi
$167.00
$32,064,00
6
Right -of -Way Asset Data Collection (GPS & ROW Imagery)
484
T-Mi
$20.00
$9,680.00
Data Management
7
Pavement Condition Data QA/QC, Processing, & Format
484
T-Mi
$18.00
$8,712.00
8
Delivery of Digital Images @ 25 Foot Intervals (Per view)
484
T-Mi
$16.00
$7,744.00
9
Data Load to ESA
1
LS
$1,850.00
$1,850.00
a "ESA - Easy Street Analysis" Pavement Management Spreadsheet Software
Included
in Base Activities
b, Customizable Prioritization & Cosl-Benefit Analysis
Included
in Base Activities
a Online ESA Spreadsheet Training
Included
in Base Activities
10
ADA Curb Ramp & Obstructions Database
484
T-Mi
$60.00
$29,040.00
11
Sidewalk & Obstructions Database
484
T-Mi
$50.00
$24,200.00
12
Final Pavement Analysis, Budget Models, & Report
1
LS
$11,667.00
$11,667.00
13
Project Management
1
LS
$9,400.00
$9,400.00
Project Total:
$206,159.00
Supplemental Activities:
14
Street Lights Database
484
T-MI
$50.00
$24,200.00
15
Signs & Support Database
484
T-M
$100.00
$48,400.00
16
Pavement Markings & Stripings Database (Linear Features)
484
T-M[
$60.00
$29,040.00
17
Curb & Gutter Database
484
T-Mi
$50.00
$24,200.00
18
GIS Clean -Up Services
12
HR
$175.00
$2,100.00
19
Functional Classification Review
484
T-MI
$7.00
$3,388.00
20
Council Presentation
1
LS
$3,500.00
$3,500.00
21
Web Hosted Digital Image Viewer
9
LS
$7,000.00
$7,000.00
22
Additional or Specialty Maps for Reporting (beyond typical 2 sets)
1
EA
$175.00
$175 00
23
Additional Onsite Meetings
7
EA
$3,000.00
$3,000.00
24
Additional Hard Copies of the Final Report (Above Typical 2 Sets Ini
1
EA
$200.00
$200.00
IMS Fayetteville Scope of Services Document revl. doe page 2
City of Fayetteville, AR
Scope of Services — Pavement Ana
Task Description
Project Initiation:
1. Project Initiation ■
2 Network Referencing &
Survey Set Up
Pavement Field Surveys:
3 RST Mobilization &
Calibration
4. RST Field Data Collection
/MS
is & Inventory Services
Activities Deliverables
Confirm scope, extent and content of surreys, set
Technical memo detailing
milestones, and deliverables.
scope of work, budget and
deliverables.
Confirm key contacts, roles and responsibilities,
and project documentation.
Master Asset List (MAL)
defining asset attributes for
Identify location of key data elements such as
extraction.
traffic data, GIS, existing roadway inventories,
historical data, and pavement management data.
Identify deficient data and the means to obtain it.
Discuss existing rehab practices and level of
service policies.
Develop a Master Asset List (MAL) that defines the
attributes for extraction during the asset inventory
development.
Confirm phases of the work and invoicing
methodology,
Obtain roadway attributes from GIS for functional
Survey maps and inventory
class, ownership, length, pavement type, etc. If not
for use during the survey.
available, devise plan to obtain them from the City.
Using the City's existing GIS centerline topology,
develop a network wide roadway inventory on a
block -to -block and/or intersection -to -intersection
basis.
Include street number and block order in
referencing.
Ensure each segment is linked to its parent GIS
section.
Utilizing aerial photography, measure and confirm
lengths and widths for each segment. RST length
checks will be integrated after data collection.
Develop survey maps for use by the RST and client
review.
Mobilize surface distress, roughness, and rutting Equipment calibration
testing equipment to project, results
Demonstrate the equipment to the City.
Calibrate equipment.
The Crew Chief will schedule an onsite meeting
upon arrival and departure.
On all arterials and collectors, complete 2 pass Survey 484 miles with Laser
testing collecting ASTM D6433 distresses and RST technology.
Fayetteville Scope of Services Document rev].doc
page 3
City of Fayetteville, AR
Scope of Services — Pavement Analysis & Inventory Services
attributes at 100-foot intervals on a block by block
basis.
• Local roadways will be surveyed in a single pass,
• IMS will survey approximately 484 miles of
roadway based upon 388 centerline miles.
5. Dynaflect Mobilization
Mobilize deflection testing equipment to project.
Equipment calibration
■ Demonstrate the equipment to the City.
results
• Calibrate equipment.
The Field Operator will schedule an onsite meeting
upon arrival and departure.
5a. Deflection Testing &
■ On all arterials and major collectors, collect multi-
Deflection testing on the
Analysis (arterials and
sensor deflection data at an average of 500 foot
arterial and collector
collectors only)
intervals.
roadways.
• Arterials and collectors will require a return run in
Deflection results delivered
the opposite direction (2 pass testing).
in an Excel Spreadsheet
with the surface condition
■ Collect GPS and temperature.
results.
• Deflection testing is a stop and go process that will
require a shadow vehicle on the high traffic routes.
Most clients prefer to supply a public works shadow
vehicle to reduce project costs. If a public works
shadow vehicle is unavailable, IMS can contract
with the local PD and add traffic control to the scope
of services.
6. Right of Way Asset Data
0 Mount and configure up to 7 HD camera views on
Field survey maps and raw
Collection (GPS & ROW
the RST for right of way asset extraction purposes.
video collection for use in
Imagery)
The number of cameras required is dependent on
asset extraction activities.
the assets to be inventoried.
• Arterial and collector roadways will be driven in 2
directions while local roadways will receive a single
pass.
Data Management:
7. Pavement Condition Data
Develop exceptions report for lengths that do not
Excel spreadsheet of the
QAlQC, Processing, &
match GIS.
sectional data and index
Format
values.
• For each data stream (surface distress, roughness,
structural, & GPS), aggregate the 100-foot data
Segment level condition data
and process at the segment/block level,
will be supplemented with
network comps and several
• Develop individual index scores for surface
graphs to illustrate network
distress, structural, and roughness as appropriate.
condition.
• Develop a pavement condition index for each
section.
• Shape files of the processed data,
Complete QA of data.
8. Delivery of Digital Images
Process 1 forward view of HD pavement imagery at
GPS coordinate data and HD
@ 25 Foot Intervals
digital images on City roadway
IMS
Fayetteville Scope of Services Document revl.doc
page 4
City of Fayetteville, AR
Scope of Services — Pavement Analysis & Inventory Services
(Center Forward View)
20-25-foot intervals.
network in a Personal
Geodatabase format.
■ Deliver the images in .jpeg format with an associated
geodatabase containing image hyperlinks.
■ Additional views can be added and supplied at the
unit rates provided.
9. Data Load to ESA
Load the pavement inventory, attributes, project
Load the inventory,
limits, and inspection data into the ESA software
attributes, and field
for completion of the analysis.
inspection data into the ESA
software.
10 - 11 ADA Curb Ramp and
Develop an asset inventory following the attributes
Personal geodatabase with
Sidewalk Database
defined in the Master Asset List (MAL).
asset inventories.
Development
• Collect multiple attributes for each asset type
including type, material, condition, compliance
(ramps only), obstructions (ramps and sidewalks),
etc.
• Asset condition ratings will be performed on a 3 tier
scale ranging from Poor to Good.
• All assets are positionally placed in GIS through the
utilization of RST imagery, aerial photography, and
internal GIS tool -kits,
12. Pavement Analysis, 5-Year Develop the analysis operating parameters (the Meeting or call with IMS to
Rehab Plan, & Final intelligence that drives rehabilitation and maintenance
discuss the analysis
Report selection):
methodology and approach
• Develop deterioration models for load during
to ensure it meets the needs
of City staff and
pavement analysis.
p y
management.
• Develop cost of deferment optimization, strength
Draft analysis results. Up to
indexes, functional classification, pavement type,
7 models/budget analysis
and all other weighted criteria used in the
options will be completed.
prioritization of rehabilitation candidates.
• Complete a full review of the available maintenance
Delivery of draft pavementmanagement
and rehabilitation strategies, unit rates, and post
report in an
rehab PCI increase.
electronic file format.
Following the operating parameter development,
City staff will review content
and provide feedback or
complete the following analysis:
revisions as necessary.
• Present status and PCI report in Excel format c/w
Final report development
PCI charts and backlog.
and delivery of 3 hard copy
• Fix all needs analysis and budget,
reports.
• Steady state (SS), do nothing, unlimited, SS plus
Full size maps will be
50%, SS minus 50%.
delivered electronically
along with a Personal
• Budget driven analysis ($/yr estimate).
Geodatabase.
• Level of service driven analysis (target PCI).
• Integrate City capital plans and "must do's" ($ to hit
set PCI and backlog target.
• Deliver the results of the analysis in the ESA
IMS Fayetteville Scope of Services Document revl.rloc
page 5
City of Fayetteville, AR
Scope of Services — Pavement Analysis & Inventory Services
interactive spreadsheet. Within the spreadsheet,
include the deterioration curves utilized, treatments,
unit rates, and their impact on the analysis results.
■ Present the results to the City via an onsite meeting
or WebEx and identify any deficiencies in the
analysis. Make any necessary edits or revisions.
The report shall include a summary of the network
value, pavement condition, rehabilitation &
maintenance treatments, budget scenarios, PCI
definitions, analysis operating parameters, and the
results of the survey.
■ The written report shall be supplemented with
appendices that contain the following:
Street Inventory and Condition Summary
$ Driven 5-year Rehab Program by Segment
$ Driven 5-year Rehab Program by Year
Alternate $ Driven Rehab Programs by Year &
Segment.
• Deliver draft report to City and incorporate any
modifications to the analysis or reporting
methodology.
13. Project Management . Provide client with periodic e-mail updates and Status reports and invoices
reports.
Meetings to be completed on -site and by
conference calls.
■ Complete project administration and invoicing.
IMS Fayetteville Scope of Services Docunrenr revl.doc page 6
Attachment B -
Project Schedule
To: Chris Brown, City Engineer
From: Zac Thomason, MBA, Client Services
Manager
Subject: Project Schedule
Im
IMS Infrastructure Management Services
1820 W. Drake Dr, Ste 104, Tempe, AZ 85283
Phone: (480) 839-4347 Fax: (480) 839-4348
www.ims-rst cam
Date: September 10", 2018
Project: City of Fayetteville 2018
Pavement Analysis and
Inventory Services
Project No.: N/A
Currently IMS has a total capacity to complete 2,500 miles/month based on urban surveys, so completing
the Fayetteville surveys in a timely fashion is not an issue. Field surveys are expected to progress at a
conservative rate of 25 to 35 miles per day. Surveys usually proceed at 5.5 to 6 days per week depending
on weather, congestion, and statutory holidays. Elapsed time for the City of Fayetteville field surveys is
estimated at 3-4 weeks. The Deflection testing will take approximately 2- 3 weeks. IMS has the
necessary staff, equipment, and availability to complete this assignment in a timely manner for the City of
Fayetteville.
On all projects three rate -determining functions rise to the top as being critical in maintaining the
proposed project schedule. In general, it is not the surveys that take the longest time, but rather handling
the data that causes project schedules to slide. The three steps we wish to highlight, so they can be
addressed by the City are:
• Finalizing the inventory and maps to be used for the field surveys.
• Review of the field data and exceptions reports delivered to the clients.
• Obtaining feedback and acceptance of the final format and load.
• mom.
Project Initiation
Project Award & Notice to Proceed
Project Initiation & Scope Confirmation
GI Review & Veidallon
Survey Routing & Mapping
Field Surveys
RST Mobilization & Calibration
RST Field Data Collection
Dynaflect MobaGlahon
Dynaflect Subgrade Deflection Testing
Data Management
Data QA/QC, Processing, & Formal
Data Supply & Client Rew[w
ESA Data Load & Integration
ROW Asset Inventory Developnent
Pavement Analysis & Re"fing
IMS Fayetteville Schedule Memo. doc page l
IMS Contract Amendment
Chris Brown
Submitted By
City of Fayetteville Staff Review Form
2019-0275
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
4/25/2019
Submitted Date
Action Recommendation:
ENGINEERING (621)
Division J Department
Approval of a contract amendment with IMS for services related to the City Council presentation of final results on
the pavement inventory and analysis effort.
4470. $00.8820-5314.00
Sales Tax Capital Improvements
Account Number
Fund
06035.4100
Pavement
Analysis and Inventory
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$ 176,808.00
Funds Obligated
$ 157,123.00
Current Balance
$ 290685.Oq
Does item have a cost? Yes
Item Cost
$ 3,500.00
Budget Adjustment Attached? NA
Budget Adjustment
-
Remaining Budget
$ 16,185.gq
V20180321
Purchase Order Number: 2018-00000749 Previous Ordinance or Resolution # 209-18 -
Change Order Number: 1 Approval Date: 4/30/19
Original Contract Number: 2018-00000040
Comments:
,�•^^'� CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Don Marr, Chief of Staff
Garner Stoll, Development Services Director
FROM: Chris Brown, City Engineer
STAFF MEMO
DATE: April 25, 2019
SUBJECT: Approval of a contract amendment with Infrastructure Management -
Services, LLC for Pavement Analysis and Inventory Services, per RFQ #18-
09, in the amount of $3,500
RECOMMENDATION:
Staff recommends City Council approval of a contract amendment in the amount of $3,500 with
Infrastructure Management Services, LI-C {IMS} for pavement analysis and inventory services.
BACKGROUND:
In July of this year, City staff issued a request for qualifications from firms interested in providing
these services, and IMS was selected as the most qualified of the 5 firms that submitted
statements of qualifications. Since their selection, staff has worked with IMS to finalize the
contract terms and scope of work, which includes:
• Collection of pavement surface condition data
• Structural testing of arterials and collectors
• Inventory and condition assessment of sidewalks and ADA ramps
• Development of pavement rehabilitation recommendations, and development of a 5-year
pavement preservation plan using techniques that are appropriate for the level of
pavement distress
The work products provide to the City will be linked to the City's GIS system and will be used to
develop pavement maintenance and sidewalk improvement plans in future years. Once the
sidewalk inventories are developed, staff will maintain and add to the inventory database as new
sidewalks are constructed. In addition, the City will receive digital images at 25-foot intervals, that -
can be used by staff to collect additional inventory items. These images that can also be used to
quickly review existing conditions on design and development review projects, and to provide
better customer service to citizens.
DISCUSSION:
IMS has completed the field work and is nearing completion of the analysis phase. IMS included
a fee of $3,500 in their proposal for presenting the final report to the City Council and staff, but
Mailing Address:
113 W. Mountain Street
Fayetteville, AR 72701
www.fayetteville-ar.gov
this fee was not included in the original contract. Since IMS is more familiar with the software and
reporting documents that they will be provinding, they can better explain the results than staff;
therefore, staff recommends approval of this amendment.
BUDGET/STAFF IMPACT:
This amendment is funded through remaining Sales Tax Capital Improvement funds in the
Transportation Bond Program project. $15,000 in contingency funds were approved by the City
Council
Attachments:
Contract Amendment
PA
Change Order
Request
IMS Infrastructure Management Services
1820 W Drake Drive, Suite 108, Tempe, AZ 85283
Phone: (480) 839-4347 Fax: (480) 839-4348
www.ims-mi.com
To: Chris Brown, City Engineer Date: April 1, 2019
From: Jeff Myers, MSA, Client Services Project: Fayetteville Change Order
Manager, Central Region
Subject: Request for Change Order Project No.: 14319
Description
This Change Order Request is for the inclusion of an onsite City Council Presentation.
While any data collection firm can collect some form of pavement condition information, it is imperative
that the data and results be defensible from the outset and relayed in a manner that can be understood
by the Council and Public alike. Overiy technical information can often confuse those participating in the
presentation and distort the intended message. The idea is to simplify the data stream such that Councils
and City Management can easily consume the information presented during this presentation in an effort
to establish future budgets or level of service policies.
The intent of the council presentation is four -fold;
1.) Educate council on the concepts of pavement management and preventative maintenance. This
includes understanding the network value. PC1, backlog, and how they all relate in the
management of the City's single largest visible asset.
2.) Relay the results of the condition assessment, what they mean, and how the City compares to
other agencies across the South and the Country.
3.) Explain the budget models and the annual budgets impact on PCI and backlog at several funding
thresholds.
4.) Wrap up with a final recommendation so that Council can then make an educated decision
regarding the level of service they wish to commit in Denton.
The budget presented below is based on the IMS work plan and deliverables as follows:
IMS In, frasirurfurr Management sen-tees Fayetteville Change Order page t
Change Order
Request
City of Fayetteville 2019 Consulting Services
IMS infrastructure Management Services
1820 W Drake Drive, Suite 108. Tempe, AZ 85283
Phone: (480) 8394347 Fax: (480) 8394348
www.ims.mt.com
Taaa Activity Guanilty units Unh Rat* _ Total
a 0naite Council Presentation and Preparation 4 LS S3,500.00 $3,500.00
rotas
f s.sao.00
Change Order Acceptance
To accept this change order and have it included in the contract, please sign two copies of this change
order and return one to IMS.
City of
By:
Printed Name
IMS Infrastructure Management Services, LLC
By 6 &
Mayor
Title
PW4 C r.
Signature `
�i Itoy+ CoAt:S1 S _ I
Printed Name
Date
Title
Date
lMS lnfrastracttrre Management Services Fayerrevillr Change Order page
IMS Contract Amendment
City of Fayetteville Staff Review Form
2019-0275
I.egistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Chris Brown 4/25/2019 ENGINEERING (621)
Submitted By Submitted Date Division / Department
Action Recommendation:
Approval of a contract amendment with IMS for services related to the City Council presentation of final results on
the pavement inventory and analysis effort.
4470, 800.8820-5314.00
Account Number
06035.4100
Project Number
Budgeted Item?
Does item have a cost?
Budget Adjustment Attached?
Yes
Yes
NA
Sales Tax Capital Improvements
Fund
Pavement Analysis and Inventory
Project Title
Current Budget $ 176,808.00
Funds Obligated
$ 157,123,00
Current Balance
$ 190685.00
Item Cost
$ 3,500.00
Budget Adjustment
Remaining Budget
$ 16,185.00
V20160321
Purchase Order Number: 2018-00000749 Previous Ordinance or Resolution # 209-18
Change order Number: 1 Approval Date: 4/30/19
Original Contract Number: 2018-00000040
Comments:
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Don Marr, Chief of Staff
Garner Stoll, Development Services Director
FROM: Chris Brown, City Engineer
STAFF MEMO
DATE: April 25, 2019
SUBJECT: Approval of a contract amendment with Infrastructure Management -
Services, LLC for Pavement Analysis and Inventory Services, per RFQ #18-
09, in the amount of $3,500
RECOMMENDATION:
Staff recommends City Council approval of a contract amendment in the amount of $3,500 with
Infrastructure Management Services, LLC (IMS) for pavement analysis and inventory services.
BACKGROUND:
In July of this year, City staff issued a request for qualifications from firms interested in providing
these services, and IMS was selected as the most qualified of the 5 firms that submitted
statements of qualifications. Since their selection, staff has worked with IMS to finalize the
contract terms and scope of work, which includes:
• Collection of pavement surface condition data
• Structural testing of arterials and collectors
• Inventory and condition assessment of sidewalks and ADA ramps
• Development of pavement rehabilitation recommendations, and development of a 5-year
pavement preservation plan using techniques that are appropriate for the level of
pavement distress
The work products provide to the City will be linked to the City's GIS system and will be used to
develop pavement maintenance and sidewalk improvement plans in future years. Once the
sidewalk inventories are developed, staff will maintain and add to the inventory database as new
sidewalks are constructed. In addition, the City will receive digital images at 25-foot intervals, that
can be used by staff to collect additional inventory items. These images that can also be used to
quickly review existing conditions on design and development review projects, and to provide
better customer service to citizens.
DISCUSSION:
IMS has completed the field work and is nearing completion of the analysis phase. IMS included
a fee of $3,500 in their proposal for presenting the final report to the City Council and staff, but
Mailing Address:
113 W. Mountain Street
Fayetteville, AR 72701
www.fayetteville-ar.gov
this fee was not included in the original contract. Since IMS is more familiar with the software and
reporting documents that they will be provinding, they can better explain the results than staff;
therefore, staff recommends approval of this amendment.
BUDGET/STAFF IMPACT: _
This amendment is funded through remaining Sales Tax Capital Improvement funds in the
Transportation Bond Program project. $15,000 in contingency funds were approved by the City
Council
Attachments:
Contract Amendment
2
Change Order
Reauest
IMS
Us infrastructure Management Services
1820 w Drake Drive. Suite 108, Tempe, AZ 85283
Phone: (480) 839-4347 Fax: (480) 839-4348
WWW.ims-rst.Com
To: Chris Brown, City Engineer Date: April 1, 2019
From: Jeff Myers, MSA, Client Services Project: Fayetteville Change Order
Manager, Central Region
Subject: Request for Change Order . Project No.: 14319
Description
This Change Order Request is for the inclusion of an onsite City Council Presentation.
While any data collection firm can collect some form of pavement condition information, it is imperative
that the data and results be defensible from the.outset and relayed in a manner that can be understood
by the Council and Public alike, Overly technical information can often confuse those participating in the
presentation and distort the intended message. The idea is to simplify the data stream such that Councils
and City Management can easily consume the information presented during this presentation in an effort
to establish future budgets or level of service policies. A
The intent of the council presentation is four -fold;
1.) Educate council on the concepts of pavement management and preventative maintenance. This
includes understanding the network value. PC1, backlog, and how they all relate in the
management of the City's single largest visible asset.
2.) Relay the results of the condition assessment, what they mean, and how the City compares to
other agencies across the South and the Country.
3.) Explain the budget models and the annual budgets impact on PCI and backlog at several funding
thresholds.
4.) Wrap up with a final recommendation so that Council can then make an educated decision
regarding the level of service they wish to commit in Denton.
The budget presented below is based on the IMS work plan and deliverables as follows: _
this infrastructure Management serviers Fapetreville Change "er . page i
Change Order - �. w - -�
IMS Infrastructure Management Services
1820 W Drake Drive. Suite 108. Tempe. AZ 85283
Request Phone: (480) 839.4347 Fax: (480) 8394348 _
www.imS4st.wm
City of Fayetteville 2019 Consulting Services
task Activity Quantity Units Unit state Total
t Onsrts Counul Presentation and Preparation 1 LS $3.500.00 13.500.00
Total {11.S00.00
Change Girder Acceptance
To accept this change order and have it included in the contract, please sign two copies of this change
order and return one to IMS.
City of
By:
Printed Name
IMS Infrastructure 'Management Services, LLC
_T Printed Name
Mayor
Title
PWA C'
' id /1
Date
INS Infrastructure Maaagemeni Services Fayetteville Change Order page 2