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Home My WebLink About10A Standardized Professional Services Contract for Pavement Degradation AnalysisCITY COUNCIL AGENDA REPORT MEETING DATE: DECEMBER 5, 2011 AGENDA #: 10A PREPARED BY: LARRY POPPLER, CITY ENGINEER/INSPECTIONS DIRECTOR PRESENTER: LARRY POPPLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING EXECUTION OF THE CITY'S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE PAVEMENT DEGRADATION ANALYSIS DISCUSSION: Introduction The purpose of this resolution is to consider proposals and authorize the Mayor and City Manager to execute the City's Standardized Professional Ser- vices Contract for pavement degradation analysis. History As a part of the Capital Improvement Program discussion in the spring of 2011, the City Council agreed that additional pavement degradation analysis be per- formed prior to the 2013 — 2017 Capital Improvement Program discussions. The pavement degradation analysis will help inform decisions regarding future street reconstruction expenditures. One of the key points of discussion in 2011 was whether the City was falling behind in street reconstruction. The analysis would help predict the street conditions into the future and in turn identify the funding levels required to receive the best value for the street maintenance / reconstruction work contemplated. Current Circumstances The City has collected over 5 years of data for our 100 miles of City streets utilizing a software program called "Pavementview ". The data provides a cur- rent condition for all City streets. The City has used that data over the years to help confirm which streets need to be reconstructed, overlaid, or seal coated. Pavement degradation analysis will utilize "Pavementview Plus" and the data collected in "Pavementview" to create pavement degradation curves. The deg- radation curves would be used to predict the street conditions based on fund- ing level scenarios. Funding scenarios can include: Do nothing, maintain cur- rent funding levels, modify funding levels based on several predicted condition levels, and provide Staff recommended funding levels. The City owns the "Pavementview Plus" program, however City Staff have not been trained to utilize this program to perform the analysis. Additionally, the City is currently down one City Staff member and can't currently devote the time to undertake this effort without jeopardizing the design schedule for the Boudins Phase II Reconstruction Project. City Staff have solicited quotes for the completion of the pavement degradation analysis from Bolton & Menk and WSB and Associates. The price for the work is detailed below: Bolton & Menk $ 29,900.00 WSB & Associates $ 40,868.00 ISSUES: A review of the proposed teams has yielded an edge to WSB due to their famil- iarity with the City's GIS and Cartegraph systems and experience in the indus- try. WSB has been utilized by the City to provide Cartegraph and GIS services since 2010. This experience with the City provides a solid foundation of un- derstanding of the City's system and processes. WSB staff have also been leaders within the Cartegraph community often presenting and sharing the work they have performed in other communities. This experience will help the City in properly developing degradation curves and appropriate funding sce- narios that will inform future Capital Improvement Program discussions. State Statute does allow the City Council to award Professional Service Con- tracts considering factors in addition to cost. In this case as set forth above, the staff believes that awarding this work to WSB will be in the best interests of the City for the following reasons: 1) WSB is most familiar with the City's Cartegraph and GIS systems. They have been working with these City systems since 2010. This ex- perience serves as a solid foundation to hit the ground running with the pavement degradation analysis. 2) City Staff are most familiar with WSB personnel proposed for this pro- ject and are most confident with their abilities. 3) City Staff believe that WSB in -house staff experience with Cartegraph and Pavementview is superior to that of Bolton and Menk. The WSB lead staff member has worked with pavement performance during the bulk of his career, most of that time with MNDOT. 4) Bolton and Menk are utilizing 2 members of their team for this proposal that are outside their organization. This may influence the continuity of the information provided as a part of this effort. 5) Utilizing these same programs, WSB recently performed this same analysis for a nearby city. This city is pleased with this effort and has even presented before the "Cartegraph Users Group" showing the ca- pabilities of the software. Conclusion The City Council should determine whether the additional cost of $10k for the WSB proposal is warranted. If the additional cost is not deemed warranted it is appropriate to contract with Bolton & Menk for completion of the pavement analysis. FINANCIAL IM- The funding for the pavement degradation analysis would come from profes- PACT: sional services within the Engineering Department budget. The proposed 2012 budget includes funding for this analysis. The value of the City street system is in the hundreds of millions of dollars. Once completed, the pavement degradation analysis could have long term fi- nancial impact on the Capital Improvement Program and maintenance sched- ule to assist in making the most cost effective long term decisions. ALTERNATIVES: 1) Approve a resolution Authorizing the Mayor and City Manager to execute a Professional Services Contract with WSB. 2) Approve a resolution awarding the work to Bolton & Menk. 3) Provide additional direction to City Staff. RECOMMENDED Alternative No. 1 MOTION: 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 11 -xxx A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR PAVEMENT DEGRADATION ANALYSIS Motion By: Second By: WHEREAS, During the 2012 -2016 Capital Improvement Program discussions, the City Council directed Staff to pursue pavement degradation analysis before the next Capital Improvement cycle to assure that street maintenance, reconstruction and replacement priorities and timelines are based on objective information; and, WHEREAS, The City does not have the in house expertise or resources to perform the analysis; and, WHEREAS, The City solicited proposals for pavement degradation analysis services which are considered a professional service under Minnesota Statutes 471.345 as follows: Consultant: WSB Bolton & Menk Total $40,868.00 $29,900.00 Proposal Rankin 1 2 ; and, WHEREAS, The firm WSB possesses extensive knowledge of the City's software relevant to this project including: GIS, Cartegraph and Pavementview Plus and such expertise will save extensive staff time in familiarizing the consultant with the existing data. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. WSB is hereby authorized to provide professional services for pavement degradation analysis in the amount of $40,868.00. 3. The Mayor and City Manager are authorized to execute the City's Standardized Professional Services Agreement with WSB on behalf of the City. 4. Funding for these engineering services will be drawn from the General Fund Account #101 - 43050 -303. PASSED AND ADOPTED THIS 5th DAY OF DECEMBER 2011. YES NO ser Myser Erickson Erickson Hedberg Hedber Keeney Keene Soukup Souku Frank Boyles, City Manager