The URL can be used to link to this page

Home My WebLink About37. Professional Service Agreement 2019 Pavement Condition Survey- AECOM City of W Oshkosh MEMORANDUM TO: Honorable Mayor and Members of the Common Council FROM: John Fitzpatrick, Assistant City Manage DATE: August 8, 2019 RE: Professional Services Agreement for 2019 Pavement Condition Survey/ AECOM Technical Services, Inc. (AECOM) ($35,260) The Wisconsin Department of Transportation requires all local units of government to complete pavement condition surveys bi-annually. The pavement condition survey is conducted utilizing the Pavement Surface Evaluation and Rating (PASER) system to visually assess the condition of pavement surfaces. The PASER system was developed by the University of Wisconsin-Madison Transportation Information Center in order to provide a standard system for rating street surface conditions. The Department of Public Works requested a proposal from AECOM to conduct the bi-annual pavement condition survey. AECOM was selected due to their extensive experience performing these pavement condition assessments and their familiarity with the City of Oshkosh and our needs. The cost of these services is estimated not to exceed $35,260 and will be funded from the Engineering Division Operating Budget. Chapter 12 of the Municipal Code provides that professional services of a specialized nature, including engineering services, may be approved by the City Manager without the use of formal,sealed quotes. In accordance with Section 12-16 of the Code, I am here by submitting this report regarding this professional services agreement. JF/jg l:\Engineering\2019 CONTRACTS\AECOM 2019 PASER\A ECOM-Pavement Cond Sury CC Memo_8-8- Page 1 of 1 19.docx AECOM Imagine it. AECOM �a� Delivered. 558 North Main Street //�� Oshkosh,WI 54901 aecom.com ��(4 Or f / 1j;il July 12, 2019 ei) AECOM Proposa o. 0104 r S OPP-948738 � Mr. Justin Gierach, P.E. _ f Engineering Division Manager/City Engineer City of Oshkosh RECEIVED ID-b/(1) 215 Church Avenue PO Box 1130 Oshkosh,WI 54903 JUL 17 2019 Proposal for 2019 Pavement Condition Survey OSHKOSH w1ruBL1C WORKS H, WISCONSIN Dear Mr. Gierach, AECOM Technical Services, Inc. (AECOM)is pleased to provide you with our proposal for performing a pavement condition survey on all roadway segments in the City of Oshkosh GIS database.The survey will fulfill the Wisconsin Department of Transportation 2019 pavement ratings submittal requirements and provide the City of Oshkosh (City) with an updated pavement condition rating. Background/Project Understanding The City maintains an inventory of pavement assets in a Geographic Information System (GIS)format. The inventory was originally developed to meet the Wisconsin Department of Transportation's (WisDOT) Roadware format. Roadware has migrated to PASERWARE,which is now the basis for the Wisconsin Information System for Local Roads (WISLR). The City continues to use its GIS pavement data for management of City streets. The City's 2017 GIS file included over 1,700 street segments. The current WISLR file is comprised of over 2,700 street records. The City's GIS TAG value is used as the WISLR Local ID connecting the two data sets. The City pavement inventory is used to collect Pavement Surface Evaluation and Rating (PASER)data on manual field forms, which are used to populate the IGIS. In addition to PASER ratings, pavement notes are recorded, as well as curb condition. Pavement notes are used primarily for Capital Improvement Plans(CIP). The City begins CIP work with a review of PASER ratings followed by reviewing select Memo fields for specific segments. Pavement data is then reviewed together with utility/underground data to select projects into the CIP. During pavement condition inspections, a separate log is kept regarding potential un-permitted patches for further research by City staff. Another separate log is kept for items requiring emergency or sustaining maintenance by the Street Division. PASER ratings from field inspection forms are returned to the office where they are entered into GIS. Bi-annually, per WisDOT requirements, the pavement inventory and condition data are entered into the WISLR website. December 15, 2019 is the deadline for the next WISLR report. The purpose of the proposed project is for AECOM to collect the 2019 pavement condition and related data in order to meet City planning and WISLR deadlines. The following sections present the proposed scope tasks, schedule, and fee to achieve the project purpose. Scope of Work The tasks below define AECOM's proposed scope of work broken down by pre-field activities, field work, and post- field activities. Task 1 - Pre-Field Activities AECOM will conduct a review of the City's GIS file and then will prepare materials to complete the field data collection. K.\PROPOSAL\City of Oshkosh\OPP-948738 2019 PASER Rating\OPP-948738_2019 PASER Rating Proposal.docx 1/5 AECOMImagine it. Delivered. AECOM will coordinate with City staff to identify a schedule to optimize field data collection on streets where activity may impact pavement inspections. Issues may include: • 2019 construction(e.g. pavement, underground, adjacent parcel) • Planned 2019 maintenance • Other 2019 closures ASSUMPTIONS The City will provide a current GIS shapefile or geodatabase of the pavement inventory with all required attributes for 2019 field inspection. Once the GIS file is provided to AECOM, further GIS updates done by the City will be complied and delivered to AECOM monthly. It is understood that the TAG field is the unique identifier in the GIS for pavement inventory elements. The City will provide any permits necessary to conduct field inspections. No traffic control will be required to conduct field inspections. Task 2 - Field Work AECOM will provide experienced staff to conduct windshield surveys of the streets in the City's GIS file similar to 2017 pavement inspections performed by AECOM's staff. AECOM will manually populate new columns in the field forms with the following data: • 2019 PASER rating • 2019 Curb rating • AECOM Memo fields — Atypical distress — Construction notes — Maintenance notes Where the pavement inventory encountered varies from that provided in the GIS,AECOM will provide an exceptions log for resolution by City staff. Pavement inventory variances may include apparent differences in age, material, or estimated length. Following City inventory re-definition,AECOM will complete the field survey on those segments. Contents of the curb rating and maintenance notes will be coordinated with City staff to follow a process similar to that performed in previous years. AECOM will record two separate field logs—one for potential un-permitted patches and one for severe pavement distress for potential City maintenance action. ASSUMPTIONS The proposed project comprises a planning-level inspection using a windshield survey method. Therefore, the intent is not to capture every occurrence within the City of the pavement distress needing maintenance. Parked cars, traffic, etc. can impact visualization of these items. The City will resolve pavement inventory variances identified by AECOM in time to allow completion of the pavement inspection by the WISLR deadline. DELIVERABLES AECOM will deliver an MS Excel file for variances of field inventory versus GIS inventory. K:\PROPOSAL\City of Oshkosh\OPP-948738_2019 PASER Rating\OPP-948738_2019 PASER Rating Proposal.docx 2/5 AECOMImagine it. Delivered. Task 3 - Post-Field Activities AECOM will convert the manual field data collection forms to a digital file for the City to use in updating the City's GIS data via the TAG link. AECOM will format the two separate field logs(unpermitted patches and potential maintenance)as Excel spreadsheets with the TAG field to facilitate City action. AECOM will enter PASER ratings and year using the WISLR website or alternate approved methods. Where WISLR physical inventory definitions are not reconcilable with the field inspection records,AECOM will create a list of TAGs requiring City resolution. ASSUMPTIONS The City will grant WISLR update privileges for up to three AECOM staff who have existing WisDOT accounts. The City will have updated physical attribute data in WISLR prior to AECOM PASER data entry. DELIVERABLES AECOM will deliver an Excel file of the pavement inspection field sheets upon completion of all field inspections. AECOM will deliver an Excel file for the two separate field logs(potential un-permitted patches and potential City maintenance action). AECOM will confer with the City to establish a final format for delivery depending on the number of items encountered. AECOM will update WISLR with the PASER rating by November 30, 2019. AECOM will provide a MS Excel spreadsheet showing City GIS TAGS that are incompatible with WISLR records. Task 4 — Project Management AECOM will conduct project management services consistent with previous projects that AECOM has conducted for the City. Project Management services include communications, quality control, meetings, and invoicing. Schedule The project schedule is driven by the WISLR deadline of December 15, 2019. The following schedule identifies milestones for the tasks defined in the scope of work above. Task Start Date Completion Date Task 1 — Pre-Field Activities August 1,2019 August 15, 2019 Task 2— Field Activities August 15, 2019 September 30, 2019 Task 3—Post-Field Activities November 1, 2019 November 30, 2019 Task 4—Project Management August 1, 2019 December 31, 2019 Fees AECOM will perform the above-described scope of services on a time-and-materials fee of not-to-exceed$35,260 in accordance with the negotiated terms and conditions dated April 2009, and 2019 approved fee schedule between AECOM Technical Services, Inc. and the City of Oshkosh. Closing AECOM looks forward to working with you on this project. You may authorize AECOM to proceed by signing in the space provided on the attached Authorization page, and emailing a signed copy of this proposal to the attention of Jeremy Thomas at Jeremy thornas@aecom corn. K:\PROPOSAL\City of Oshkosh\OPP-948738_2019 PASER Rating\OPP-948738_2019 PASER Rating Pioposal.docx 3/5 �1�A_COM Imagine it. Delivered. If you have questions or require additional information regarding this proposal please call Mr. Jeremy Thomas at 920.236.6724 or contact him via email. You s sincerely, EC M Technical Services, c. _ -10/4)(UW1 kt..)\ttAi �� Je y T as, .E. Kevin Brehm, P.E. (WI) fly" g sloci Associate Vice President losures: Authorization K:\PROPOSAL\City of Oshkosh\OPP-948738_2019 PASER Rating\OPP-945738_2019 PASER Rating Proposal.docx 4/5 AECOM Imagine it. /"l Delivered. 558 N Main Street Oshkosh,Wisconson 54901 920.236.6710 Authorization July 12, 2019 I hereby certify that the necessary provisions have been made to pay the liability which will accrue under this contract. I hereby authorize AECOM to proceed with the scope of work for the 2019 Pavement Condition Survey in Oshkosh, Wisconsin as described in AECOM's proposal number OPP-948738 dated July 12, 2019, with a budget authorization of$35,260 under the general terms and conditions specified in the proposal. Signature Date Mark A Rohloff Print Name City Manager Title/Organization Signature Date Pamela R. Ubrig Print Name City Clerk Title/Organization Signature Date Lynn A. Lorenson Print Name City Attorney Title/Organization Signature Date Trena Larson Print Name Director of Finance Title/Organization K:\PROPOSAL\City of Oshkosh\OPP-948738_2019 PASER Rating\OPP-948738 2019 PASER Rating Proposal.docx 5/5 Signed for and in behalf of the City of Oshkosh Mark A. Rohloff, City Manager J25Y11 Pamela R. Ubrig, City Cl rk L renson, City Attorney Russ Van Gompel, Int m Director of Finance I hereby certify that the necessary provisions have been made to pay the liability which will accrue under this contract. 5A