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
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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".
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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
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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
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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.
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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
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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
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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
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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
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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
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