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HomeMy WebLinkAbout2021-02-16; City Council; ; Authorization of an Agreement with Infrastructure Management Services, LLC for Citywide Pavement Condition Data Collection and Analysis as Part of the Pavement ManagementMeeting Date: Feb. 16, 2021 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Jonathan Schauble, Senior Engineer jonathan.schauble@carlsbadca.gov, 760-602-2762 Subject: Authorization of an Agreement with Infrastructure Management Services, LLC for Citywide Pavement Condition Data Collection and Analysis as Part of the Pavement Management Program Districts: All Recommended Action Adopt a resolution authorizing execution of a Professional Services Agreement with Infrastructure Management Services, LLC, known as IMS, for citywide pavement condition data collection and analysis as part of the Pavement Management Program, Capital Improvement Program Project No. 6001, in an amount not to exceed $165,700. Executive Summary As part of the ongoing Pavement Management Program, the city plans to contract with IMS to collect pavement condition data for the entire city. Carlsbad Municipal Code Section 3.28.060(D)(5) requires the City Council to award agreements when the value exceeds $100,000 per agreement year. The proposed agreement with IMS is in an amount not to exceed $165,700, which makes this agreement subject to this requirement. Staff recommends executing the agreement with IMS in an amount not to exceed $165,700. Discussion As part of the Pavement Management Program, pavement condition data is collected and analyzed periodically. This information will include quantification of various pavement distresses and deflection testing results. Once analyzed and loaded into the city’s pavement management software program, the data will be used to identify specific streets to be resurfaced, recommended treatment strategies, schedule of resurfacing and budget scenarios. On April 30, 2020, staff advertised a request for proposals on PlanetBids to select a qualified consultant for citywide pavement condition data collection and analysis. On May 29, 2020, staff received one proposal in response. A selection panel comprising city staff reviewed and evaluated the proposal, in keeping with Carlsbad Municipal Code Section 3.28.060. The selection panel determined that IMS is qualified to complete the work. IMS successfully completed similar work for the city in 2016. To complete the selection process, staff negotiated the final scope of work and fees with IMS. Feb. 16, 2021 Item #3 Page 1 of 17 Fiscal Analysis Sufficient Pavement Management Program funds are available to complete the work. Remaining funds will be used to construct future pavement resurfacing projects. The available funds and estimated costs for the project are shown in the following table: Pavement Management Program, Capital Improvement Program Project No. 6001 Total appropriation to date $46,766,980 Total expenditures/encumbrances to date $36,875,000 Current program account balance $9,891,980 Professional services agreement – IMS $165,700 Remaining program balance after project $9,726,280 Additional appropriation needed $0 Next Steps Upon City Council approval and after the agreement is executed, staff will work with IMS to prepare base mapping for the city’s road network and start data collection efforts. Staff anticipates the data collection work will be completed by mid-2021. Environmental Evaluation (CEQA) This action does not constitute a “project” within the meaning of the California Environmental Quality Act under Public Resources Code Section 21065 in that it has no potential to cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment and therefore does not require environmental review. Public Notification Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was available for public viewing and review at least 72 hours before the scheduled meeting date. Exhibit 1. City Council Resolution Feb. 16, 2021 Item #3 Page 2 of 17 RESOLUTION NO. 2021-043 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING EXECUTION OF A PROFESSIONAL SERVICES AGREEMENT WITH INFRASTRUCTURE MANAGEMENT SERVICES, LLC (IMS) FOR CITYWIDE PAVEMENT CONDITION DATA COLLECTION AND ANALYSIS AS PART OF THE PAVEMENT MANAGEMENT PROGRAM, CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT NO. 6001 IN AN AMOUNT NOT TO EXCEED $165,700 WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary, desirable and in the public interest to collect and analyze pavement condition data as part of the city's Pavement Management Program, CIP Project No. 6001 (project); and WHEREAS, per Carlsbad Municipal Code Section 3.28.060, the city solicited proposals from consulting firms to collect and analyze citywide pavement condition data and received one proposal; and WHEREAS, after evaluating the proposal, the selection committee selected IMS as a qualified consultant to provide professional services for the project; and WHEREAS, staff and IMS have negotiated the project scope of work and associated fees in an amount not to exceed $165,700; and WHEREAS, there are sufficient Pavement Management Program funds available to complete the project. 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 mayor is authorized and directed to execute the Professional Services Agreement with IMS to collect and analyze pavement condition data as part of the city's Pavement Management Program, CIP Project No. 6001, which is attached hereto as Attachment A. Feb. 16, 2021 Item #3 Page 3 of 17 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 16th day of February, 2021, by the following vote, to wit: AYES: Hall, Blackburn, Acosta, Bhat-Patel, Schumacher. NAYS: None. ABSENT: None. MATT HALL, Mayor 4,/vv351(1 kg/Lirr? BARBARA ENGLESON, Cityterk (SEAL) Feb. 16, 2021 Item #3 Page 4 of 17 DocuSign Envelope ID: 9EBFD2A3-5F66-4444-A797-92F9BFDEOFDA PSA21-1372TRAN AGREEMENT FOR PAVEMENT DATA COLLECTION AND ANALYSIS SERVICES IMS INFRASTRUCTURE MANAGEMENT SERVICES, LLC THIS AGREEMENT is made and entered into as of the 16th day of February , 2021, by and between the City of Carlsbad, a municipal corporation, ("City"), and 1MS Infrastructure Management Services, LLC, a limited liability company, ("Contractor"). RECITALS A.City requires the professional services of a consultant that is experienced in pavement management data analysis. B.Contractor has the necessary experience in providing professional services and advice related to pavement management data analysis. C.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 parts thereof. 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. 6. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term shall not exceed one hundred sixty-five thousand seven hundred dollars ($165,700). 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, if applicable, should be made as outlined in attached Exhibit "A". City Attorney Approved Version 6/12/18 Feb. 16, 2021 Item #3 Page 5 of 17 DocuSign Envelope ID: 9EBFD2A3-5F66-4444-A797-92F9BFDEOFDA PSA21-1372TRAN 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. 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 attorney's 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-:VII"; OR with a surplus line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating City Attorney Approved Version 6/12/18 2 Feb. 16, 2021 Item #3 Page 6 of 17 DocuSign Envelope ID: 9EBFD2A3-5F66-4444-A797-92F9BFDEOFDA PSA21-1372TRAN in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report. 10.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractors 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. The full limits available to the named insured shall also be available and applicable to the City as an additional insured. 10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an "occurrence" basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 combined single-limit per accident for bodily injury and property damage. 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 Commercial General Liability which shall provide primary coverage to the City. 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 City Attorney Approved Version 6/12/18 3 Feb. 16, 2021 Item #3 Page 7 of 17 DocuSign Envelope ID: 9EBFD2A3-5F66-4444-A797-92F9BFDEOFDA PSA21-1372TRAN 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 any time, 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 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 notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City For Contractor Name Jonathan Schauble Name Jim Tourek Title Senior Engineer Title Project Manager Department Public Works Address 8380 S Kyrene Rd Suite 101 City of Carlsbad Tempe, AZ 85284 Address 1635 Faraday Ave Phone No. 480-839-4347 Carlsbad, CA 92008 Email jtourek@imsanalysis.com 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. City Attorney Approved Version 6/12/18 4 Feb. 16, 2021 Item #3 Page 8 of 17 DocuSign Envelope ID: 9EBFD2A3-5F66-4444-A797-92F9BFDEOFDA PSA21-1372TRAN 16.CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all categories. Yes El No 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 whose services are 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. 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 City Attorney Approved Version 6/12/18 5 Feb. 16, 2021 Item #3 Page 9 of 17 DocuSign Envelope ID: 9EBFD2A3-5F66-4444-A797-92F9BFDEOFDA PSA21-1372TRAN 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 acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23.JURISDICTION 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 nor 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. III City Attorney Approved Version 6/12/18 6 Feb. 16, 2021 Item #3 Page 10 of 17 DocuSign Envelope ID: 9EBFD2A3-5F66-4444-A797-92F9BFDEOFDA PSA21-1372TRAN 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 IMS INFRASTRUCTURE MANAGEMENT SERVICES, LLC, a limited liability company By: t'uotur (sign here) Derek Turner, Principal/ CEO (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California By: Matt Hall, Mayor ATTEST: By: 7/fla.4. Barbara Engleson City Clerk for (sign here) (print name/title) If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups. Group A Grou B Chairman, Secretary, President, or Assistant Secretary, Vice-President 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: CELIA A. BREWER, City Attorney BY: Assistant City Attorney City Attorney Approved Version 6/12/18 7 Feb. 16, 2021 Item #3 Page 11 of 17 EXHIBIT “A” SCOPE OF SERVICES Feb. 16, 2021 Item #3 Page 12 of 17 To: Jonathan Schauble, P.E., Sr. Engineer Date: January 27, 2021 From: Jim Tourek, Client Services Manager Project: City of Carlsbad, CA Subject: Pavement Management Services Project No: Thank you for taking the time to review the pavement data collection services offered by IMS Infrastructure Management Services. IMS excels in pavement and asset management solutions and can provide a full suite of data collection services. The City of Carlsbad maintains approximately 351 centerline miles of paved roads (including +/- 4 miles of alleyways). For the 2021, project, we are proposing to capture all of the Arterial, Collector and Local network classified roads (2-pass testing the Arterials and Collectors; single pass the Locals) for a project total 446 test miles. Deflection testing using a Dynaflect will consist of 2-pass testing the Major roads only or 190 test miles (IMS will be responsible for any shadow vehicle here). Project Budget:  See full list of Value-added Services from the full Quotation dated 1/08/2021. Task Activity Quant Units Unit Rate Total Project Initiation 1 Project Initiation & Set-up 1 LS $3,000.00 $3,000.00 2 Network Referencing & GIS Linkage 351 CL-Mi $12.00 $4,212.00 3 Network Inventory Checks & Survey Map Development 351 CL-Mi $5.00 $1,755.00 Field Surveys 4 RST Mobilization/Calibration 1 LS $3,000.00 $3,000.00 5 RST Field Data Collection (2-pass Arterials & Collectors; 1-pass Locals)446 T-MI $105.00 $46,830.00 6 Dynaflect Mobilization for Deflection Testing 1 LS $3,000.00 $3,000.00 a. Deflection Testing (2-pass Majors only)190 T-MI $172.00 $32,680.00 b. Safety Vehicle & Operator (IMS to Provide; IMS Est. 120 Hours)120 HR $125.00 $15,000.00 c. Deflection Testing (1-pass Locals: Est. Qauntity by City > Selection TBD)50 T-MI $175.00 $8,750.00 d. Safety Vehicle & Operator (Not Needed)0 HR $125.00 $0.00 Data Management 7 Data QA/QC, Processing, Format 446 T-MI $20.00 $8,920.00 8 Lucity Operating Parameter Update 1 LS $5,500.00 $5,500.00 a. Trend Analysis using '10 & '15 Survey Data (Recalibrate Degradation Curves)Included in Base Activities 9 Draft & Final Pavement Analysis, Model Runs & Report (Includes 3 Hard Copies)1 LS $8,000.00 $8,000.00 a. 2 Additional Hard Copies of the Report (5 Total)2 EA $200.00 $400.00 10 Lucity Pavement Data Load 1 LS $7,950.00 $7,950.00 11 Project Management 1 LS $8,978.00 $8,978.00 12 City Contingency - Needs City Written Authorization 1 LS 7,725.00 $7,725.00 Value-Add Service Items and Activities (see 6c)Deflection Testing (1-pass Minors in Conjunction w/ Majors)256 T-MI $175.00 $44,800.00 a. Safety Vehicle & Operator (Not Needed)0 HR $125.00 $0.00 13 Lucity Software Training (Onsite Training)2 DA $3,250.00 $6,500.00 14 Lucity Software Support (Offsite Training)8 HR $200.00 $1,600.00 15 Garbage Collection Impact Fee Assessment & Report 1 LS $7,000.00 $7,000.00 16 Annual Pavement Management Updates (Btwn. Every 5 Year Surveys: Years 2,3,4)3 EA $10,500.00 $31,500.00 a. Pavement Data Load to Lucity 3 EA $8,000.00 $24,000.00 17 Collection of Digital Images (15' Intervals)446 T-MI $16.00 $7,136.00 Carlsbad, CA: 2020 Pavement Management Program Update Project Total:$165,700.00 Feb. 16, 2021 Item #3 Page 13 of 17 IMS Proposed Scope of Work: Base Service Items and Activities – Task Description Activities Deliverables Project Initiation 1.Project Initiation & Set-Up Conduct kick off meting 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, GIS, existing roadway inventories, historical data, and pavement management data. Identify deficient data and the means to obtain it. Provide data QA plan to the City. Confirm phases of the work and invoicing methodology. Technical memo detailing scope of work, budget and deliverables. 2.Network Referencing, Update & GIS Linkage Include street number & block order in referencing. Obtain roadway attributes from GIS for functional class, traffic, width, length, pavement type, curb type, etc. Confirm length & width via aerial photography. Create survey maps for use by the RST and monitor production. Survey maps and inventory for use on the project. Inventory spreadsheet containing all assigned GIS ID’s Using the City’s GIS centerline topology, develop a network roadway inventory suitable for use in the Easy Street Analysis (ESA) Pavement Management system. Link each segment to its parent GIS section. Obtain roadway attributes from GIS for functional class, traffic, width, length, pavement type, curb type, etc. Develop exceptions report for lengths that do not match GIS. 3.Network Inventory Checks & Survey Map Development Complete a review of the aerial photography of the City to confirm segment street names widths, lengths, and average slab dimensions. Programmed survey maps and inventory for use on the project. Field Surveys 4.RST Mobilization/ Calibration Mobilize surface distress, roughness testing equipment to project. Demonstrate the equipment to the City. Calibrate equipment. Equipment calibration results. Feb. 16, 2021 Item #3 Page 14 of 17 Task Description Activities Deliverables 5. RST LCMS2 Pavement Condition Data Collection (2-pass Arterials & Collectors; 1- pass Locals)  Complete 2-pass testing on arterials and collectors while single pass testing local roads; collect ASTM distresses and attributes at 100-foot intervals on a block by block basis. IMS will survey approximately 351 centerline miles (446 test miles) of roadway.  Expansion of distresses to a modified ASTM D6433 protocol. Distresses to include longitudinal, transverse, alligator, and block cracking, raveling, bleeding, patches/potholes, rutting, roughness, and distortions.  Laser based RST will incorporate the use of 1mm resolution & 4,000 horizontal lasers and rate gyroscopes, digital images, touch screen event board, and GPS acquisition.  Dual wheel path testing collecting International Roughness Index (IRI) data. Complete 2-passes on major roadways; single on locals. Approximately 446 test miles. 6. a-d Dynaflect Mobilization/ Calibration  Mobilize deflection testing equipment to project.  Demonstrate the equipment to the City.  Calibrate equipment. Equipment calibration results. Deflection Testing: 2-Pass testing of Arterial & Collectors (and City-selected Locals – up to 50 test miles) Only  On all arterials & collector (and some/ selected by the city Local) roads, collect multi-sensor deflection data at an average of 10 tests per mile using a Dynaflect.  Develop structural index for each roadway segment. Structural index (SI) for Majors (approx. 190 test miles). SI for some Locals (approx. 50 test miles) Traffic Control/ Deflection Testing (IMS to provide as needed; none on Locals)  Deflection testing requires a shadow vehicle for traffic control purposes as testing is a stop and go process that will impede traffic.  Testing will take approximately 13-20 miles/day.  City to provided vehicle and driver will supply a trained traffic controller and traffic control vehicle w/mounted flashing lights or an arrow-board. Traffic control services by IMS for the duration of the major roads, as needed (approx. 13-20 miles/day). Data Management 7. Pavement Condition Data QA/QC, Processing & Formatting  For each data stream (surface distress, roughness, GPS, deflection), aggregate and process the data at 100-foot intervals.  Develop individual index scores for surface distress and roughness as appropriate.  Develop structural index for each roadway segment.  Develop a pavement condition score for each section.  Process the same data to the segment level.  Shapefiles of the processed data.  Develop exceptions report: lengths not matching GIS.  Complete QA of data. Excel spreadsheet of the 100 foot, sectional data, and index values containing all assigned GIS ID’s. Shapefiles of the condition data at the 100 foot and segment levels. Feb. 16, 2021 Item #3 Page 15 of 17 Task Description Activities Deliverables 8. 8a. Configure Lucity Operating Parameters & Trend Analysis Develop the Lucity analysis operating parameters (the intelligence that drives rehabilitation and maintenance selection):  Develop deterioration models for load during pavement analysis.  Develop cost of deferment optimization, strength indexes, functional classification, pavement type, and all other weighted criteria used in the prioritization of rehabilitation candidates.  Complete a full review of the available maintenance and rehabilitation strategies, unit rates, and post rehab PCI increase.  Trend Analysis using 2010 & 2015 Survey Data Technical memo of the operating parameters. 9. Pavement Analysis, Model Runs, 5-Year Rehab Plan, & Final Report Following the operating parameter development, complete the following analysis:  Present status and PCI report in Excel format c/w PCI charts and backlog.  Fix all needs analysis and budget.  Steady state (SS), do nothing, unlimited, SS plus 50%, SS minus 50%.  Budget driven analysis ($/ year estimate).  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 Lucity analysis via Excel Spreadsheets. 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 a Zoom meeting 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. Meeting or call with IMS to discuss the analysis methodology and approach to ensure it meets the needs of City staff and management. Draft analysis results. Up to seven (7) models /budget analysis options will be completed. Delivery of draft pavement management report in an electronic file format. City staff will review content and provide feedback or revisions as necessary. Final report development and delivery of 5 hard copy reports. Full size maps will be delivered electronically along with a Personal Geodatabase. Feb. 16, 2021 Item #3 Page 16 of 17 Task Description Activities Deliverables 10. Network Data Formatting & Load into Lucity Software  Assemble data in personal geo-database(s) for loading to software by IMS. Databases of ready to load condition information and analysis parameters. 11. Project Management  Provide client with periodic e-mail updates and reports.  Meetings to be completed on-site & by conference calls  Complete project administration and invoicing. Status reports and invoices 12. City Contingency - Needs City Written Authorization  City Contingency - Needs City Written Authorization As directed by the City Thank you for considering IMS as a viable solution to your pavement management needs and we will strive to remain an asset and extension of the City of Carlsbad’s staff and team. If any questions arise please do not hesitate to contact me at (480) 462-4030 or jtourek@imsanalysis.com. Regards, IMS Infrastructure Management Services, LLC Jim Tourek West Region Client Services Manager Feb. 16, 2021 Item #3 Page 17 of 17 Jonathan Schauble, Senior Engineer Feb. 16, 2021 Authorization of an Agreement with IMS Infrastructure Management Services, LLC for Citywide Pavement Data Collection Recommended Action Adopt a resolution authorizing execution of a Professional Services Agreement with IMS Infrastructure Management Services, LLC for citywide pavement condition data collection and analysis as part of the Pavement Management Program, Capital Improvement Program Project No. 6001, in an amount not to exceed $165,700 2 Background •As part of Pavement Management Program, pavement condition data is collected and analyzed periodically •Pavement condition data collection will include quantification of various pavement distresses and deflection test results •Once analyzed and loaded into the city’s pavement management software program, this data will be used to: –create model runs to identify specific streets to be resurfaced –recommend treatment strategies –run budget scenarios 3 Background •On April 30, 2020, staff advertised a Request for Proposals on PlanetBids to select a qualified consultant •On May 29, 2020, staff received one proposal in response to RFP •A selection panel evaluated the proposal, in keeping with Carlsbad Municipal Code Section 3.28.060 •Selection panel determined that IMS is qualified to complete work •IMS successfully completed similar work for the city in 2016 4 Fiscal Analysis PAVEMENT MANAGEMENT PROGRAM, CIP PROJECT NO. 6001 Total Appropriation to Date $46,766,980 Total Expenditures/Encumbrances to Date $36,875,000 CURRENT PROGRAM ACCOUNT BALANCE $9,891,980 Professional Services Agreement –IMS $165,700 REMAINING PROGRAM BALANCE AFTER PROJECT $9,726,280 ADDITIONAL APPROPRIATION NEEDED $0 5 Next Steps •Upon City Council approval and after the agreement is executed, staff will work with IMS to prepare base mapping for the city’s road network and start data collection efforts •Staff anticipates the data collection work will be completed by mid-2021 6 Recommended Action Adopt a resolution authorizing execution of a Professional Services Agreement with IMS Infrastructure Management Services, LLC for citywide pavement condition data collection and analysis as part of the Pavement Management Program, Capital Improvement Program Project No. 6001, in an amount not to exceed $165,700 7 Thank you 8