HomeMy WebLinkAbout2009-08-18; City Council; 19938; Pavement Management Program UpdateCITY OF CARLSBAD - AGENDA BILL
AB# 19,938
MTG. 8/18/09
DEPT. ENG
APPROVE PROFESSIONAL SERVICES AGREEMENT WITH
INFRASTRUCTURE MANAGEMENT SERVICES FOR THE
PAVEMENT MANAGEMENT PROGRAM UPDATE
PROJECT NO. 6001
DEPT. HEAD y| Pyj
CITY ATTY. ^^"
CITY MGR. f // — "
RECOMMENDED ACTION:
Adopt Resolution No.2009-214 approving a Professional Services Agreement with
Infrastructure Management Services for the Pavement Management Program Update, Project No.
6001.
ITEM EXPLANATION:
As required by Section 2108.1 of the California Streets and Highways Code, the Engineering
Department maintains a Pavement Management Program for maintenance of the City's streets and
highways. A City-wide assessment of the pavement condition was last performed in 2001 and the
data was entered into the pavement management software program at that time. Industry practice
includes updating the pavement condition data every five years. In an effort to update the pavement
database, a City-wide pavement condition assessment of approximately 337 centerline miles (835
lane miles) is required. The assessment will include all new road segments that have been
constructed since 2001 and are not included in the City's existing pavement database.
Since the selection of the current software package in 2001, various advances in pavement
management software have occurred. This project will also evaluate the available pavement
management software packages, determine if migration to different software would be beneficial to
the City, and provide recommendations. If migration is selected by the City, the City's existing
pavement data will be transferred to the new software package and will link the pavement data to the
City's GIS database (ArcGIS). On-site training will be provided so that City staff can utilize the
selected pavement management software.
To select a consultant for this project, staff issued a request for proposals to seven (7) firms with
expertise in the field of pavement management. Three proposals were received and reviewed. The
proposals were evaluated by a Public Works committee in accordance with the procedures listed in
Carlsbad Municipal Code Section 3.28.060. Based on the rankings of the proposals by the selection
committee, staff is recommending that Infrastructure Management Services be selected for the
Pavement Management Program update. Staff has completed negotiations with Infrastructure
Management Services to perform the work and the Professional Services Agreement has been
prepared (see Exhibit 2).
ENVIRONMENTAL IMPACT:
This project is statutorily exempt from the requirements of the California Environmental Quality Act
(CEQA) per Section 15262, Feasibility and Planning Studies, of the CEQA Guidelines and will not have
any adverse impact on the environment.
DEPARTMENT CONTACTS: Jon Schauble 760-602-2762 ion.schauble@carlsbadca.gov
FOR CITY CLERKS USE ONLY
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
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FISCAL IMPACT:
The current financial status of the Pavement Management Program is shown in the table below.
PAVEMENT MANAGEMENT PROGRAM - CIP NO. 6001
TASK DESCRIPTION
Design
Construction, Inspection,
Materials Testing
TOTAL
APPROPRIATION
UPTOFY09-10
$16,698
$9,877,967
$9,894,665
CURRENT YEAR
EXPENDITURES/
ENCUMBRANCES
$3,751
$3,020,003
$3,023,754
REMAINING
BALANCE*
$12,947
$6,857,964
$6,870,911
The remaining balance will be used to pay for the 2010 Slurry Seal Project, 2010 Pavement Overlay Project, the
Pavement Management Program Update, and the resurfacing of College Boulevard.
The estimated costs associated with this project are summarized in the following table.
Professional Services Contract
Project Management and Administration
TOTAL ESTIMATE PROJECT COST
$143,391
$40,000
$183,391
There are sufficient TransNet funds, Gas Tax funds, Non-Jurisdictional Fees, Prop 42 funds, and Prop
1B funds available to complete this project, as shown above. Remaining Pavement Management
Program funds will be used on future pavement rehabilitation and resurfacing projects.
EXHIBITS:
1. Resolution No.2009-214 approving a Professional Services Agreement with
2.
Infrastructure Management Services for the Pavement Management Program Update, Project
No. 6001.
Professional Services Agreement with Infrastructure Management Services for the Pavement
Management Program Update, Project No. 6001.
RESOLUTION NO. 2009-214
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, CALIFORNIA, APPROVING PROFESSIONAL
SERVICES AGREEMENT WITH INFRASTRUCTURE
4 MANAGEMENT SERVICES FOR THE PAVEMENT
MANAGEMENT PROGRAM UPDATE. PROJECT NO. 6001
5
WHEREAS, the City's Pavement Management Program is required by the California
6
Streets and Highways Code Section 2108.1; and
7
WHEREAS, the City's Pavement Management Program needs to be updated in order to
8
properly maintain the City's network of streets and highways; and
9
WHEREAS, Engineering Department staff solicited multiple proposals for professional10
engineering services consistent with Carlsbad Municipal Code Section 3.28.060; and
11
WHEREAS, subsequent to the review of the proposals, staff recommends Infrastructure
12 Management Services as the most qualified consultant for the project; and
13 WHEREAS, the City Council of the City of Carlsbad, California, has determined it
14 necessary, desirable, and in the public interest to proceed with the Pavement Management
15 Program Update, Project No. 6001; and
WHEREAS, sufficient funds have been appropriated in the Capital Improvement
Program and are currently available to complete the aforementioned project.
18 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
2. That the Agreement with Infrastructure Management Services in the amount of
22 $143,391 for the Pavement Management Program Update is approved and the Mayor is hereby
authorized and directed to execute said amendment.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 18th day of August 2009, by the following vote to wit:
AYES:
NOES:
ABSENT:
Council Members Lewis, Kulchin, Hall, Packard, Blackburn
None
None
fLAUDE A LEWIS, Mayor"
ATTEST:
ity Clerk
Karen R. Kundtz, Assistant City Clerk
(SEAL)
PWENG698
AGREEMENT FOR PAVEMENT MANAGEMENT PROFESSIONAL SERVICES
(INFRASTRUCTURE MANAGEMENT SERVICES)
THIS AGREEMENT is made and entered into as of the / day of
20<3f. by and between the CITY OF CARLSBAD, a municipal
corporation^ ("City"), and INFRASTRUCTURE MANAGEMENT SERVICES, a Limited
Liability corporation ("Contractor").
RECITALS
A. City requires the professional services of an engineering firm that is
experienced in pavement condition data collection and pavement management software
implementation.
B. Contractor has the necessary experience in providing professional
services and advice related to pavement condition data collection and pavement
management software implementation.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
D. Contractor has submitted a proposal to City and has affirmed its
willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this
reference in accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractor's profession
practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one (1) year from the date
first above written. The City Manager may amend the Agreement to extend it for one (1)
additional one (1) year period or part thereof in an amount not to exceed thirty thousand
dollars ($30,000) per Agreement year. Extensions will be based upon a satisfactory
review of Contractor's performance, City needs, and appropriation of funds by the City
Council. The parties will prepare a written amendment indicating the effective date and
length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
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5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term
will be one hundred forty three thousand three hundred ninety one dollars ($143,391).
No other compensation for the Services will be allowed except for items covered by
subsequent amendments to this Agreement. The City reserves the right to withhold a
ten percent (10%) retention until City has accepted the work and/or Services specified
in Exhibit "A".
Incremental payments shall be made as outlined in attached Exhibit "A" on a time and
materials basis not to exceed the totals listed.
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent
contractor and in pursuit of Contractor's independent calling, and not as an employee of
City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and
complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any
balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval
of City. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to City for the acts and omissions of Contractor's subcontractor and of the
persons either directly or indirectly employed by the subcontractor, as Contractor is for
the acts and omissions of persons directly employed by Contractor. Nothing contained
in this Agreement will create any contractual relationship between any subcontractor of
Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor's work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
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9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses
including attorneys fees arising out of the performance of the work described herein
caused by any negligence, recklessness, or willful misconduct of the Contractor, any
subcontractor, anyone directly or indirectly employed by any of them or anyone for
whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City
incurs or makes to or on behalf of an injured employee under the City's self-
administered workers' compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early
termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property
which may arise out of or in connection with performance of the services by Contractor
or Contractor's agents, representatives, employees or subcontractors. The insurance
will be obtained from an insurance carrier admitted and authorized to do business in the
State of California. The insurance carrier is required to have a current Best's Key Rating
of not less than "A-:VM". OR with a surplus line insurer on the State of California's List of
Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide
of at least "A:X".
10.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below,
unless City Attorney or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor's
indemnification obligations under this Agreement. City, its officers, agents and
employees make no representation that the limits of the insurance specified to be
carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If
Contractor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
10.1.1 Commercial General Liability Insurance. $1.000.000 combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply
separately to the work under this Agreement or the general aggregate will be twice the
required per occurrence limit.
10.1.2 Automobile Liability (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 combined single-limit per accident for bodily
injury and property damage.
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10.1.3 Workers' Compensation and Employer's Liability. Workers'
Compensation limits as required by the California Labor Code. Workers' Compensation
will not be required if Contractor has no employees and provides, to City's satisfaction, a
declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must
be maintained for a period of five years following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance
required under this Agreement contain, or are endorsed to contain, the following
provisions:
10.2.1 The City will be named as an additional insured on General
Liability.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and
any extensions of it and will not be canceled without thirty (30) days prior written notice
to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution
of this Agreement, Contractor will furnish certificates of insurance and endorsements to
City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these
insurance coverages, then City will have the option to declare Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order to maintain the required coverages. Contractor is responsible for any
payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor
under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at anytime,
complete and certified copies of any or all required insurance policies and
endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of
the Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred
under this Agreement. All records will be clearly identifiable. Contractor will allow a
representative of City during normal business hours to examine, audit, and make
City Attorney Approved Version #05.06.08
transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors
pursuant to this Agreement is the property of City. In the event this Agreement is
terminated, all work product produced by Contractor or its agents, employees and
subcontractors pursuant to this Agreement will be delivered at once to City. Contractor
will have the right to make one (1) copy of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City
and Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of City and on behalf of Contractor under this Agreement.
For City: For Contractor:
Name Jon Schauble Name Zac Thomason
Title Associate Engineer Title Manager of Client Services
Department Public Works Address 1820 W. Drake Dr.. Suite 108
City of Carlsbad Tempe. AZ 85283
Address 1635 Faraday Ave Phone No. 480-839-4347
Carlsbad. CA 92008
Phone No. 760-602-2762
Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required
of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules
specified by City and contained in the Statement of Economic Interests Form 700.
City Attorney Approved Version #05.06.08
Contractor, for Contractor and on behalf of Contractor's agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way
affect the performance of the Services by Contractor. Contractor will at all times observe
and comply with these laws, ordinances, and regulations and will be responsible for the
compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act
of 1986 and will comply with those requirements, including, but not limited to, verifying
the eligibility for employment of all agents, employees, subcontractors and consultants
that the services required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of such
documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City
Manager. The City Manager will consider the facts and solutions recommended by each
party and may then opt to direct a solution to the problem. In such cases, the action of
the City Manager will be binding upon the parties involved, although nothing in this
procedure will prohibit the parties from seeking remedies available to them at law.
City Attorney Approved Version #05.06.08
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services,
City may terminate this Agreement for nonperformance by notifying Contractor by
certified mail of the termination. If City decides to abandon or indefinitely postpone the
work or services contemplated by this Agreement, City may terminate this Agreement
upon written notice to Contractor. Upon notification of termination, Contractor has five
(5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based
upon the work product delivered to City and of the percentage of work that Contractor
has performed which is usable and of worth to City in having the Agreement completed.
Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may
terminate this Agreement. In this event and upon request of City, Contractor will
assemble the work product and put it in order for proper filing and closing and deliver it
to City. Contractor will be paid for work performed to the termination date; however, the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or
person, other than a bona fide employee working for Contractor, to solicit or secure this
Agreement, and that Contractor has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
or any other consideration contingent upon, or resulting from, the award or making of
this Agreement. For breach or violation of this warranty, City will have the right to annul
this Agreement without liability, or, in its discretion, to deduct from the Agreement price
or consideration, or otherwise recover, the full amount of the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to
City must be asserted as part of the Agreement process as set forth in this Agreement
and not in anticipation of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that
California Government Code sections 12650 et seq.. the False Claims Act applies to
this Agreement and, provides for civil penalties where a person knowingly submits a
false claim to a public entity. These provisions include false claims made with deliberate
ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
on any public work or improvement for a period of up to five (5) years. Contractor
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acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
23. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement or any part of it nor
any monies due or to become due under it may be assigned by Contractor without the
prior consent of City, which shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated
by it, along with the purchase order for this Agreement and its provisions, embody the
entire Agreement and understanding between the parties relating to the subject matter
of it. In case of conflict, the terms of the Agreement supersede the purchase order.
Neither this Agreement nor any of its provisions may be amended, modified, waived or
discharged except in a writing signed by both parties.
City Attorney Approved Version #05.06.08
8
26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf
of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
INFRASTRUCTURE
MANAGEMENT SERVICES,
a Limited LJabilit
*By:
CITY OF.
corpora
LSBAD, a
the State of
mu
*• or Mayor
ATTEST:
(e-mail address)
*By:
(sign here)LO
City Clerk
(print name/title)
(e-mail address)
If required by City, proper notarial acknowledgment of
must be attached. If a Corporation. Agreement must be signed
officer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice-President
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or
assistant secretary under corporate seal empowering the officer(s) signing to bind the
corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
By:_
Deputy City Attorney
City Attorney Approved Version #05.06.08
Notarial Acknowledgement
State of Arizona
County of /Ma
This instrument was acknowledged before me on the 3/^dav of s^
2003, by Stephen Smith as a Member/Manager of IMS Infrastructure Management
Services, LLC .
ignatureof notarial official)
seal
My commission expires:
EXHIBIT A
SCOPE OF WORK
PAVEMENT MANAGEMENT PROGRAM UPDATE
Task Description Activities Deliverables
Project Initiation
2. Software Review and
Selection
3. Network Referencing
Conduct kick off meeting confirming scope, extent
and content of surveys, set milestones and
deliverables.
Confirm key contacts, roles and responsibilities and
project documentation.
Identify location of key data elements such as traffic
data, CIS, existing roadway inventories, historical
data, and pavement management data.
Identify deficient data and the means to obtain it.
Provide data QA plan to City.
Confirm phases of the work and invoicing
methodology.
Identify users of PM software and recipients of
downstream information and their needs.
Confirm necessary number of seats/licenses.
Determine methodology of integration with the City's
CIS Database through MAPdirectorfor ArcGIS.
Confirm requirements for integration with other City
management applications.
Identify pavement management applications suitable
for use by the City including: GBA, Hanson,
Cartegraph, Micropaver, Streetsaver, and PavePro.
Identify evaluation criteria based on the City's needs
including: CIS compatibility, cost, user-friendliness,
analytical tools, etc.
Evaluate pavement management applications using
criteria identified and agreed upon previously.
Develop distress protocols to be used in the
collection of condition data being loaded into the
selected software.
Using the City's GIS centerline database, develop a
network-wide roadway inventory suitable for use in
the selected PM system.
Include new street segments which may not be
included in current pavement database but will be in
City's current GIS centerline database.
Include street
referencing.
number and block order in
Link each segment to its parent GIS section.
Obtain roadway attributes from GIS for functional
class, traffic, width, length, pavement type, curb
Technical memo detailing
scope of work, budget and
deliverables.
Technical memo of
software evaluation and
recommendation.
Estimated costs of software
purchase and operation.
Survey maps and inventory
for use on the project.
IMS Infrastructure Management Services Carlsbad Scope of Work Doc. doc page 1
EXHIBIT A
SCOPE OF WORK
PAVEMENT MANAGEMENT PROGRAM UPDATE
type, etc.
them.
If not available, devise plan to obtain
GIS Linkage
Mobilization/Calibration
RST Field Data Collection
Create survey maps for use by the RST and client
review.
Create the linkage of all roadway segments and
elements to the City's existing GIS.
QA/QC the inventory and all condition data
Mobilize surface distress, roughness and rutting
testing equipment to project
Demonstrate the equipment to the City
Calibrate equipment.
On all arterials and collectors, complete 2 pass
testing collecting up to 9 distresses and attributes at
100-foot intervals on a block by block basis. Local
roadways will receive a single pass.
Collect/confirm attributes such as FunCL, pavetype,
Inventory spreadsheet
containing all assigned GIS
ID's.
Equipment calibration
results
2-pass on arterial &
collector surface distress
extent and severity data.
Single pass testing on
locals. Exceptions report.
Data QA/QC, Processing,
& Format
Pavement Analysis, Budget
Development, & Report
Develop exceptions report for lengths that do not
match GIS.
For each data stream (surface distress, roughness,
rutting, GPS), aggregate and process the data at
100-foot intervals.
Develop individual index scores for surface distress,
and roughness structure as appropriate.
Develop an overall condition score for each section
Process the same data to the block level.
Shape files of the processed data.
Complete QA of data.
Present status and PCI report in Excel format c/w
PCI charts and backlog.
Run 3 scenarios predicting the City's overall average
PCI given current funding levels (3, 5, and 10 years).
Run 3 scenarios to determine what funding is
required to maintain and average citywide PCI of 75,
80, and 85.
Run 'Fix All' and 'Do Nothing' scenarios
Finalize draft analysis and budgets.
Final report and make 3-copies of report plus
electronic files.
Create shape files of results
Excel spreadsheet of the
sectional data and index
values.
Shape files of the condition
data and overall condition
score at the 100 foot and
block levels.
Draft analysis and report.
Eight models/budget
analysis scenarios will be
completed.
Final report and shape files
- both hard copy and
electronic.
Project Management and
Meetings
Provide client with periodic e-mail updates and
reports.
Status reports and invoices
IMS Infrastructure Management Services Carlsbad Scope of Work Doc. doc page 2
EXHIBIT A
SCOPE OF WORK
PAVEMENT MANAGEMENT PROGRAM UPDATE
10.Pavement Management
Software
11.Data Load to selected
software
Meetings to be completed on-site and by conference
calls.
Complete project administration and invoicing.
All final reports will be signed by California PE.
Confirm software, GIS modules, and number of Software purchase and
seats to be purchased. installation.
Purchase of the selected PM software and
installation.
Ensure licenses are in the name of the City.
Create GIS linkage per Tasks 3 and 4.
Assemble and load data in the City's selected PMS Software data load.
software. The data will also be delivered in excel or
access.
Transfer existing pavement management data to
new pavement database.
12. PMS Software Training 3 full days of onsite software training will be provided On-site training by an IMS
for small group of City staff by IMS or software or software provider
provider representative. Training facility provided by representative. User
the City. Manual to be provided to
the City.
13. Ground Penetrating Radar
(GPR)
On selected arterials and collectors, complete 2
pass Ground Penetrating Radar surveys. Develop
layer thickness information on a sectional basis.
Layer thickness information
added to City's GIS
centerline database
14. Digital Image and GPS
Coordinate Data Collection
On all arterials and collectors, complete 2 pass GPS
and multiview digital images data collection at 25-
foot intervals. Locals will receive 1 pass.
2-pass GPS coordinate
data and digital images on
arterials and collectors. 1-
pass on locals.
IMS Infrastructure Management Services Carlsbad Scope of Work Doc.doc page3
City of Carlsbad
Infrastructure Management Services
Scope of Work Fee Schedule
Task Activity Quant Units Unit Rate Total
A. Project Initiation
1 Project Initiation
2 Software Review, Evaluation and Life Cycle Costing
3 Network Referencing
4 GIS Linkage
B. Field Surveys
5 Mobilization/Calibration
6 RST Field Data Collection
C. Data Management
7 Data QA/QC, Processing, Format
8 Pavement Analysis, Budget Development and Report
9 Project Management (all tasks)
D. Software Supply and Implementation
10 Pavement Management Software & GIS Module Purchase and Installation1
11 Load Pavement Condition Data to Software1'
12 Pavement Management Software Training3
13 Ground Penetrating Radar (GPR)
14 Provision of Digital Images Complete with GPS Coordinates @25 ft Intervals
15 Supplemental Services Allowance4
1 LS
1 LS
423 Ml
423 Ml
1
423
1
40
30
50
423
1
LS
Ml
423 Ml
1 LS
1 LS
LS
Mrs
Mrs
Ml
Ml
LS
$3,000
$7,500
$10
$20
$3,500
$110
$20
$8,500
$10,000
$10,000
$175
$225
$130
$7
$10,000
$3,000
$7,500
$4,230
$8,460
$3,500
$46,530
$8,460
$8,500
$10,000
$10,000
$7,000
$6,750
$6,500
$2,961
$10,000
Notes
Project Total:
1. Software supply is based on providing a system similar to the GBAMS, Cartegraph, Micropaver, Streetsaver or PavePro
pavement management program. Should another application be selected that exceeds the budget plus IMS mark up,
supplemental services may be used on an approved time and materials basis. Assumes one seat (additional seats $4,000
each)
2. Data load is based on selecting a program similar to GBAMS, Cartegraph, Micropaver, Streetsaver, or PavePro. Should
an alternate program be selected and data loading exceeds 40 hours, supplemental services may be used on an approved
time and materials basis. Hourly rate includes incidental expenses.
3. Training is based on providing three on-site days plus travel time. Addition time may be acquired through supplemental
services. Client is responsible to provide access to City network and training facilities.
4. Supplemental services may only be used with written authorization from the City and be based on time and materials
charges plus IMS mark up.
$143,391
IMS Infrastructure Management Services Carlsbad CA Budget 2009 Rev1 .xls, Budget, 7/10/2009