HomeMy WebLinkAbout8C - Pavement Management Sys
DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
CITY COUNCIL AGENDA REPORT
AUGUST 6, 2001
8C
SUE MCDERMOTT, CITY ENGINEER
CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING TKDA AND
ASSOCIATES, INC. TO PROVIDE CONSULTING SERVICES FOR
DEVELOPMENT OF A PAVEMENT MANAGEMENT SYSTEM.
HISTORY
This item was originally considered at the July 2, 2001 City Council meeting
and was deferred to provide staff time to revise the contract and resolution. A
copy of the original report is attached.
This agenda item seeks Council approval to secure the professional services
necessary to assemble a pavement management system database for year-
to-year street maintenance and asset management purposes for software
already owned by the City.
CURRENT CIRCUMSTANCES
The City currently owns CarteGraph Pavementview Plus software. This
software is used by twenty-three (23) metropolitan area cities including Eden
Prairie, Inver Grove Heights, Cottage Grove, Columbia Heights, Fridley, St.
LoCJis Park, Rosemount, Brooklyn Center, Brooklyn Park, and Crystal. The
software is also used by thirty-four (34) Minnesota counties including
Hennepin and Anoka. Also included with this report is a list of additional
national and international Cartegraph clients.
Once the database is established the City staff will be able to maintain and
update the program. Re-inspection of city streets to update the database
would occur every two to three years. In addition, once the database is
completed, staff will input additional information such as maintenance records,
traffic counts, and photographs with minimum time investment. This is a good
way for the staff to become familiar with ongoing maintenance of the software.
If our experience warrants, in the future additional modules could be
purchased for signs, sewer and water systems. Attached to this report is an
organizational chart which shows where the pavement management system
fits in with future department uses.
Pre200~~~ Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 1
AN EQUAL OPPORTUNITY EMPLOYER
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FISCAL IMPACT:
ALTERNATIVES:
RECOMMENDED
MOTION:
PavementManagement2
ISSUES
Staff recommends utilizing a consulting firm with experience in Cartegraph
software. TKDA is the local firm with this experience. The attached standard
contract requireds completion of the project within 60 days at a fee not to
exceed $19,100.
CONCLUSION
Staff recommends entering into a contract with TKDA in the amount not to
exceed $19,100 to provide the database for implementation of the City's
pavement management system.
Funding for the pavement management system database project is
recommended to be funded at 80% ($15,280) from the Construction Fund and
20% ($3,820) from the Collector Street fund.
There are three alternatives for the City Council to consider:
1. Approve a Resolution authorizing the Mayor and City Manager to enter
into the City's Standard Professional Services Contract with TKDA &
Associates, Inc. to provide pavement management system services in
an amount not to exceed $19,100.
2. Deny this item for a specific reason and provide staff with direction.
3. Table this item until some date in the future.
A motion and second to approve a Resolution authorizing the Mayor and City
Manager to enter into the Standard Professional Services Contract with TKDA
& Associates, Inc. to provide pavement management system services in an
amount not to exceed $19,100.
REVIEWED BY:
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RESOLUTION 01\\
MOTION BY:
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WHEREAS, the City of Prior Lake uses a five-year Capital Improvement Program to plan its
infrastructure improvements, and
WHEREAS, the City has acquired multitask database software; one of the applications allows the
City to assess the condition of street segments throughout the community for
maintenance and reconstruction scheduling purposes, and
WHEREAS, the database software will also help the City to comply with GASB 34 requirements on
public infrastructure assets, and
WHEREAS, the City staff cannot cost effectively complete the initial street inventory and data entry
required to initiate operation of the software, and
WHEREAS, TKDA & Associates, Inc. has substantial experience in this regard and is prepared to
train the staff within the next 60 days.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA,
THAT:
1. The Mayor and City Manager are authorized to enter into a contract with TKDA & Associates,
Inc. is hereby authorized to provide pavement management system services in accordance
with their proposal dated June 21, 2001 in the amount not to exceed $19,100, and
2. Funding for these engineering services will be drawn from the Construction Fund ($15,280)
and the Collector Street Fund ($3,820) and the Mayor and City Manager are authorized to
execute said agreement on behalf of the City.
Passed and adopted this 6th day of August, 2001.
YES NO
Mader Mader
Ericson Ericson
Gundlach Gundlach
Petersen Petersen
Zieska Zieska
Frank Boyles
{Seal} City Manager
City of Prior Lake
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245
G:\resolution01 \pavement. DOC
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Carte Graph- Clients
Page 1 of2
CarteGraph
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CarteGraph Clients.
More than 2000 clients have already discovered the benefits of CmieGrap
Software including:
Hennepin County - Minnesota
City of Roswell - Georgia
Clay County - Florida
City of Nashville - Tennessee
Tehama County - California
Floyd County - Georgia
Spartanburg County - South Carolina
Riley County - Kansas
City of West Des Moines - Iowa
City of Philadelphia - Pennsylvania
Bureau of Indian Affairs
Clark County - Nevada
City of Austin - Texas
City of Jolmson City - Tennessee
City of Atlanta - Georgia
South Carolina DOT
City of San Luis Obispo - California
Charleston County - South Carolina
City of Olathe - Kansas
City of Dubuque - Iowa
City of Moreno Valley - California
City of North York - Ontario
Shelby County - Tennessee
Palm Beach County - Florida
Dubuque County - Iowa
Greene County - Missouri
City of Eustis - Florida
Willamette National Forest
Cape Town - South Afi-ica
City of Bremerton - Washington
City of Show Low - Arizona
City of Clemson - South Carolina
http://www.cartegraph.com/cartegraph_clients.htm
7/6/01
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ST ANDARD AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT is made on the 16tl1 day of July, 2001, between the City of Prior Lake,
Minnesota (hereinafter "City"), whose business address is 16200 Eagle Creek Avenue S.E., Prior Lake,
MN 55372-1714, and Toltz, King, Duvall, Anderson, and Associates, Incorporated (TKDA) , a
Minnesota corporation (hereinafter "Consultant") whose business address is 1500 Piper Jaffray Plaza,
444 Cedar St., St. Paul, MN 55101-2104.
PRELThfiNARySTATEMENT
The City has adopted a policy regarding the selection and hiring of consultants to provide a variety of
professional services for City projects. That policy requires that persons, firms or corporations
providing such services enter into written agreements with the City. The purpose of this agreement is to
set forth the terms and conditions for the provision of engineering professional services by Consultant for
a Pavement Management Database hereinafter referred to as the "Work".
The City and Consultant agree as follows:
1. Scope of Work. The Consultant agrees to provide the professional services shown in Exhibit
" A" in connection with the Work.
2. Time for Performance of Services. The Consultant shall perform the serVIces described in
Exhibit A by October 5, 2001 unless otherwise agreed upon in writing.
3. Compensation for Services. City agrees to pay the Consultant on an hourly basis with the cost
not to exceed $19,100.00 for the services as described in Paragraph 1 (and Exhibit A).
A. The City wilL not pay additional compensation for services that do not have prior written
authorization.
B. Special Consultants may be utilized by the Consultant when required by the complex or
specialized nature of the Work and when authorized in writing by the City.
C. City agrees to pay Consultant for extra services beyond those described in Exhibit A by
the Consultant or Special Consultants when authorized in writing by the City.
4. The City agrees to provide the Consultant with the complete information concerning the Scope of
the Work and to perform the following services:
A. Access to the Area. Depending on the nature of the Work, Consultant may from time to
time require access to public and private lands or property. As may be necessary the City
shall obtain access to and make all provisions for the Consultant to enter upon public and
last revised Oct. 2000
1
private lands or property as required for the Consultant to perform such serVIces
necessary to complete the Work.
B. Consideration of the Consultant's Work. The City shall give thorough consideration to
all reports, sketches, estimates, drawings, and other documents presented by the
Consultant, and shall inform the Consultant of all decisions required of City within a
reasonable time so as not to delay the Wark of the Consultant.
C. Standards. The City shall furnish the Consultant with a copy of any standard of criteria,
including but not limited to, design and construction standards they may require in the
preparation of the Work.
D. Owner's Representative. A person shall be appointed to act as the City's representative
with respect to the work to be performed under this Agreement. He or she shall have
complete authority to transmit instructions, receive information, interpret, and define the
City's policy and decisions with respect to the services provided or materials, equipment,
elements and systems pertinent to the work covered by this Agreement.
5. Method of Payment. The Consultant shall submit to the City, on a monthly basis, itemized bills
for professional services performed under Section 3 of this Agreement. Bills submitted shall be
paid in the same manner as other claims made to the City.
A. Progress Payment. For work reimbursed on an hourly basis, the Consultant shall indicate
for each employee, his or her name, job title, the number of hours worked, rate of pay for
each employee, a computation of amounts due for each employee, and the total amount
due for each project task. Consultant shall verify all statement submitted for payment in
compliance with Minnesota Statutes Sections 471.38 and 471.391. For reimbursable
expenses, if permitted in Exhibit A, the Consultant shall provide such documentation as
reasonably required by the City.
B. Abandoned or Suspended Work. If any Work performed by the Consultant is abandoned
or suspended in whole or in part by the City, the Consultant shall be paid for any services
performed on account of it prior to receipt of written notice from the City of such
abandonment or suspension, all as shown on Exhibit A attached hereto and incorporated
herein by reference.
C. Payments for the Consultant's Reimbursable Costs. The Consultant shall be reimbursed
for the work of special consultants, as described in Section 3B, and for other items when
authorized in writing by the City. Such items shall include: transportation of principals
and employees on special trips to the Work site or to other locations, materials and
supplies, and AutoCAD as required to expedite the work, and reproduction of reports.
7. Project Manager and Staffing. The Consultant has designated Michael Malszycki to serve on
the Work. He shall be assisted by other staff members as necessary to facilitate the completion
of the Work in accordance with the terms established herein. Consultant may not remove or
replace Michael Malszycki from the Work without the approval of the City.
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8. Standard of Care. All Work performed pursuant to this Agreement shall be in accordance with
the standard of care in Scott County, Minnesota, for professional services of the like kind.
9. Audit Disclosure. The Consultant shall allow the City or its duly authorized agents reasonable
access to such of the Consultant's books and records as are pertinent to all services provided
under this Agreement. Any reports, information, data, etc. given to, or prepared or assembled
by, the Consultant under this Agreement which the City requests to be kept confidential shall not
be made available to any individual or organization without the City's prior written approval. All
finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs,
and reports prepared by the Consultant shall become the property of the City upon termination of
this Agreement, but Consultant may retain copies of such documents as records of the services
provided.
10. Term. The term of this Agreement shall be from August 6 through October 5, 2001, the date of
signature by the parties notwithstanding. This Agreement may be extended upon the written
mutual consent of the parties for such additional period as they deem appropriate, and upon the
terms and conditions as herein stated.
11. Termination. This Agreement may be terminated by either party by seven (7) days' written
notice delivered to the other party at the address written above. Upon termination under this
provision if there is no fault of the Consultant, the Consultant shall be paid for services rendered
and reimbursable expenses until the effective date of termination. If however, the City terminates
the Agreement because of the Consultant has failed to perform in accordance with this
Agreement, no further payment shall be made to the Consultant, and the City may retain another
contractor to undertake or complete the work identified in Paragraph 1. If as a result, the City
incurs total costs for the work (including payments to both the present contractor and a future
contractor) which exceed a maximum Agreement amount, if any, specified under Paragraph 3,
then the Consultant shall be responsible for the difference between the cost actually incurred and
the Agreement amount.
12. Subcontractor. The Consultant shall not enter into subcontracts for services provided under this
Agreement except as noted in the Scope of Work, without the express written consent of the
City. The Consultant shall pay any subcontractor involved in the performance of this Agreement
within the ten (10) days of the Consultant's receipt of payment by the City for undisputed
services provided by the subcontractor. If the Consultant fails within that time to pay the
subcontractor any undisputed amount for which the Consultant has received payment by the City,
the Consultant shall pay interest to the subcontractor on the unpaid amount at the rate of 1.5
percent per month or any part of a month. The minimum monthly interest penalty payment for
an unpaid balance of $100 or more is $10. For an unpaid balance of less than $100, the
Consultant shall pay the actual interest penalty due to the subcontractor. A subcontractor who
prevails in a civil action to collect interest penalties from the Consultant shall be awarded its costs
and disbursements, including attorney's fees, incurred in bringing the action.
last revised Oct. 2000
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13. Independent Consultant. At all times and for all purposes herein, the Consultant is an
independent contractor and not an employee of the City. No statement herein shall be construed
so as to find the Consultant an employee of the City.
14. Non-Discrimination. During the performance of this Agreement, the Consultant shall not
discriminate against any employee or applicants for employment because of race, color, creed,
religion, national origin, sex, marital status, status with regard to public assistance, disability, or
age. The Consultant shall post in places available to employees and applicants for employment,
notices setting forth the provision of this non-discrimination clause and stating that all qualified
applicants will receive consideration for employment. The Consultant shall incorporate the
foregoing requirements of this paragraph in all of its subcontracts for program work, and will
require all of its subcontractors for such work to incorporate such requirements in all
subcontracts for program work.
15. Assignment. Neither party shall assign this Agreement, nor any interest arising herein, without
the written consent of the other party.
16. Services Not Provided For. No claim for services furnished by the Consultant not specifically
provided for herein shall be honored by the City.
17. Severability. The provisions of this Agreement are severable. If any portion hereof is, for any
reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not
affect the remaining provisions of this Agreement.
18. Entire Agreement. The entire agreement of the parties is contained herein. This Agreement
supersedes all oral agreements and negotiations between the parties relating to the subject matter
hereof as well as any previous agreements presently in effect between the parties relating to the
subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of
this Agreement shall be valid only when expressed in writing and duly signed by the parties,
unless otherwise provided herein.
19. Compliance with Laws and Regulations. In providing services hereunder, the Consultant shall
abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to
be provided. Any violation shall constitute a material breach of this Agreement and entitle the
City to immediately terminate this Agreement.
20. Waiver. Any waiver by either party of a breach of any provisions of this Agreement shall not
affect, in any respect, the validity of the remainder of this Agreement.
21. Indemnification. Consultant agrees to defend, indemnify and hold the City, its officers, and
employees harmless from any liability, claims, damages, costs, judgments, or expenses,
including reasonable attorney's fees, resulting directly or indirectly from an act or omission
(including without limitation professional errors or omissions) of the Consultant, its agents,
employees, or subcontractors in the performance of the services provided by this Agreement and
against all losses by reason of the failure of said Consultant fully to perform, in any respect, all
obligations under this Agreement.
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22. Insurance.
A. General Liabilitv. During the term of this Agreement, Consultant shall maintain a
general liability insurance policy with limits of at least $600,000 for each person, and
each occurrence, for both personal injury and property damage. This policy shall name
the City as an additional insured for the services provided under this Agreement and shall
provide that the Consultant's coverage shall be the primary coverage in the event of a
loss. The policy shall also insure the indemnification obligation contained in Paragraph
No. 21. A certificate of insurance on the City's approved form which verifies the
existence of this insurance coverage must be provided to the City before work under this
Agreement is begun.
B. Worker's Compensation. The Consultant shall secure and maintain such insurance as will
protect Consultant from claims under the Worker's Compensation Acts and from claims
for bodily injury, death, or property damage which may arise from the performance of
Consultant's services under this Agreement.
C. Professional Liability Insurance. The Consultant agrees to provide to the City a
certificate evidencing that they have in effect, with an insurance company in good
standing and authorized to do business in Minnesota, a professional liability insurance
policy. Said policy shall insure payment of damage for legal liability arising out of the
performance of professional services for the City, in the insured's capacity as the
Consultant, if such legal liability is caused by an error, omission, or negligent act of the
insured or any person or organization for whom the insured is legally liable. Said policy
shall provide an aggregate limit of $1 ,000,000.
23. Records Access. The Consultant shall provide the City access to any books, documents, papers,
and records which are directly pertinent to the specific contract, for the purpose of making audit,
examination, excerpts, and transcriptions, for three years after final payments and all other
pending matters related to this contract are closed.
24. Ownership of Documents. All plans, diagrams, analyses, reports, and information generated in
connection with performance of the Agreement shall become the property of the City. The City
may use the information for its purposes. Such use by the City shall not relieve any liability on
the part of the Consultant.
25. Governing Law. This Agreement shall be controlled by the laws of the State of Minnesota.
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Executed as of the day and year first written above.
Reviewed for form:
City Engineer
last revised Oct. 2000
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CITY OF PRIOR LAKE
City Manager
Mayor
TOLTZ, KING, DUVALL, ANDERSON AND
ASSOCIATES, INCORPORATED
By:
Its:
By:
Its:
6
JUL-13-2001 15:08
TVDA
551 292 0083 P.08/0S
EXHIBIT A
TKDA
TOL TZ, KING, DUVALL, ANDERSON
AND ASSOCIATES, INCORPORATED
ENGINEERS. ARCHITECTS. PLANNERS
1 ~I)O PIPER JAFFFlAY PUlZA
~44 CEDAR STREET
SAINT PAUL, MINNESOTA 56101':'140
PHONE: 651/282.4400 FAX: 6511292.0083
July 13, 2001
Ms. Susan J. McDermott, P.E.
City Engineer
16200 Eagle Creek Avenue SE
Prior Lake, Minnesota 55372-1787
Re: Fixed Asset Management
p A VEMENTview\l9 Plus
City of Prior Lake. Minnesota
Dear Ms. McDermott:
As a follow-up to our training session with you and members of your staff 0 n January 12, 2001,
we want to thank you for the opportunity to meet with your staff. We are available to the City of
Prior Lake for other types of seIVices with CarteGraph.
As the City progresses with establishing a pavement management database, we would like to
make you aware of other services that TKDA can provide. TKDA personnel have long provided
pavement ratings for iIs client cities and now, with CarteGraph's PA VEMENTview@Plus
module, this task can be compiled within the program using our notebook computers and then
the completed data can be transferred to the City's computer system.
Annual inspections can also be accomplished by TKDA or, if the City desired. City staff can rake
over the yearly inspections. TKDA would, if asked, provide follow-up support with installation
of periodic updates (patches) as they become available, and further train City personnel in the
P A YEMENTview@ Plus capabilities of reporting and planning scenarios.
For your consideration, we have estimated the cost to provide a completed database of the
approximately 360 road segments that we have idcnrified within the City of Prior Lake. This
cost estimate includes the process of inplllting the road segments into the database, identifying
key information the City should be collecting wirhin the application, rating tbe pavement over
those 360 road segments, and installing the completed project on the City's desktop computer
system. This project could be substantially completed within 60 days. It is estimated that the
segmentation and data collection process would take about 30 days, and the remaining 30 days
would be used for follow-up data collection, assistance in customizing a database form, and
installation ofthe database on the City's computer system.
An Equal Opportunity Employsr
JUL-13-2001 15:09
Tf<DA
551 292 0083 P.09/09
Ms. Susan McDermott
July 13.2001
Page 2
EXHIBIT A
We estimate that the cost to complete this work will not exceed $19,100 and the hours are
summarized as follows:
Meetings with Staff
Develop Road Segments in CarteGraph
Pavement Inspection
20 hours
10 hours
150 hours
Total
180 hours
This results in a total of 180 hours for all 360 segments, or about two road segments per hour.
Mike Malszycki of OUf staff will coordinate this work.
We appreciate this opportunity to serve the City of Prior Lake: If you have any questions, please
call John Powell at 651-292-4433.
I~~a~
~ A. Boyer, P.E.
Senior Vice President
7i,~
10 M. P ell, P.E.
rector 0 Municipal Engineering
RAB:JMP:adh
TOTAL P.09
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