HomeMy WebLinkAboutAECOM Pavement Condition SurveyAugust 23, 2017
Mr. James Rabe, P.E., CPESC
Director of Public Works
City of Oshkosh
215 Church Avenue
P.O. Box 1130
Oshkosh, W 154903
AECOM
558 North Main Street
Oshkosh, Wisconsin 53901
920.235.0270 tel
920.235.0321 fax
RECEIVED
AUG � 5 2017
DEPT OF PUBLIC WORKS
OSHKOSII, WISCONSIN
Subject: Proposal for Pavement Condition Survey for the City of Oshkosh,
Wisconsin AECOM Proposal no. OPP-699830
Dear Mr. Rabe,
Per our project meeting on July 31, 2017, this letter provides you with our proposal for
performing a pavement condition surrey. The survey will satisfy the Wisconsin Department
of Transportation 2017 pavement ratings submittal requirements and will provide current
data for the City's GIS pavement layer.
Thank you for the opportunity to provide this proposal.
Yours sincerely,
femyU'homas, P.E.
eject Manager
remy.Thomas@aecom.com
PASER Proposal Final 08-23-2017
Mark Drollinger
Project Lead
Mark.Drollinger@aecom.com
AECOM
PROPOSAL
August 23, 2017
Pavement Condition Survey
City of Oshkosh, WI
Background/Project Understanding
The proposed project involves municipal asset management for The City of Oshkosh
(CITY). Asset management programs normally include a four step process:
Inventory — What do we own, what is our stewardship responsibility?
Condition — What is the current condition/life of each asset?
Alternatives —What are the costs/benefits of various Capital/Maintenance actions?
Plan & Program — What projects will we execute at what time?
The proposed project is limited to tasks related to the first two elements, and is primarily
focused on pavement condition evaluation.
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 current GIS file includes over 1,700 street segments. The current WISLR file is
comprised of over 2,800 street records. The City's GIS TAG value is used as the Local ID
connecting the two data sets.
The City pavement inventory is used to collect PASER (Pavement Surface Evaluation and
Rating) data on manual field forms which are used to populate the GIS. In addition to
PASER ratings, pavement notes are recorded as well as curb condition. Pavement notes
are used primarily for Capital Improvement Program (CIP) planning. CIP work begins 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 Streets Division of the Department
of Public Works.
PASER ratings from field inspection forms are returned to the office where they are
entered into GIS. Bi -annually, per WISLR requirements, the pavement inventory and
condition data is entered into the WISLR website. December 15, 2017 is the deadline for
the next WISLR report.
AECOM
The purpose of the proposed project is for AECOM to collect the 2017 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, post -field activities, and optional services.
Task 1 - Pre -Field Activities/Project Management
AECOM will conduct a review of the City's GIS file to become familiar with data format and
values. AECOM will then prepare materials to control the field data collection.
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:
Current construction (e.g. pavement, underground, adjacent parcel)
Planned 2017 maintenance
Parade routes or other closures
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.
ASSUMPTIONS:
The City will provide a current GIS shapefile or geodatabase of the pavement inventory
with all required attributes for 2017 field inspection including the north side versus south
side delineation. It is understood that the TAG field is the unique identifier in the GIS for
pavement inventory elements.
The City will provide any permits and pay any fees necessary to conduct field inspections.
No traffic control will be required to conduct field inspections.
AECOM DELIVERABLES: None
AECOM
Task 2 - Field Work
AECOM will provide experienced staff to conduct windshield surveys of the streets in the
City's GIS file similar to previous year's pavement inspections by City staff.
AECOM will manually populate new columns in the field forms with the following data:
2017 PASER rating
2017 Curb rating
AECOM Memo fields
Atypical distress
Construction notes
Maintenance notes
Where the pavement inventory encountered in the field varies from that provided from 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. The City
will review the exceptions log and correct/adjust the GIS inventory. Following City
inventory adjustment, 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 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 items
maintenance items above. Parked cars, traffic, etc. can impact visualization of these
items.
The City will provide the field engineer who has collected the pavement data in past years
for a one-half day field orientation with AECOM to calibrate data collection.
The City will resolve pavement inventory variances identified by AECOM in time to allow
completion of the pavement inspection by the WISLR deadline.
AECOM DELIVERABLES:
AECOM will deliver an MS Excel file for variances of field inventory versus GIS inventory.
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.
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AECOM will format the two separate field logs 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.
It is understood that the City has already updated WISLR with physical attribute data (e.g.
construction year, material) so that WISLR physical data matches the City GIS physical
attribute data. The City will update physical attribute data in WISLR for the segments in
the field -defined GIS exception log prior to AECOM PASER data entry. It is assumed that
only minor amount of WISLR physical attribute update may be needed based on the
assumption that WISLR and GIS were synchronized at the last WISLR delivery in 2015.
DELIVERABLES:
AECOM will deliver a digital file (MS Excel or Access) of the pavement inspection field
sheets upon completion of all field inspections.
AECOM will deliver a digital file (MS Excel or Access or PDF) 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, 2017.
AECOM will provide a MS Excel spreadsheet showing City GIS TAGS that are
incompatible with WISLR records.
Task 4 - Optional Services
During preliminary review of the City's GIS format and data, AECOM recognized some
potential data issues. These issues may be related to AECOM's incomplete
understanding of each field's usage. However, a comprehensive review of City data is
suggested to provide confidence in asset data used in planning and project development.
AECOM will hold a preliminary meeting with City Engineering and GIS staff to develop a
comprehensive understanding of the GIS data format and usage. AECOM will then
prepare an Exceptions Report based on a series of queries against the GIS data file
identifying null values, orphan records, multiples, reasonable value usage, and
relationships between fields.
AECOM
ASSUMPTIONS:
s
The City will resolve any data issues identified and update GIS. The saved database
queries used to identify the original exceptions will be valid for use by the City when
pointed at a new snapshot of GIS data after issue resolution.
AECOM DELIVERABLES:
AECOM will deliver an MS Access database based on a snapshot captured from the GIS
file. The Access database will include a series of queries that investigate potential data
validation issues.
Schedule
The project schedule is driven by the WISLR deadline of December 15, 2017. 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/Project Management 9/01/2017 12/31/2017
Task 2 — Field Activities 9/15/2017 11/15/2017
Task 3 — Post -Field Activities 11/01/2017 11/30/2017
Optional Task
Task 4 — Optional Services 9/01/2017 12/31/2017
GIS data validation can be conducted either before beginning Task 1 or following Task 3 in
the proposed project schedule.
Fee
The fee for the Proposed Scope and Schedule above will be on a Time and Material Not -
to -Exceed basis. The following is the project estimate:
Task
Fee
Task 1 — Pre -Field Activities/Project Management
$10,535.00
Task 2 — Field Activities
$24,580.00
Task 3 — Post -Field Activities
$17,860.00
Optional
Task 4 — Optional Services
$2,570.00
Total Project Fees $55,545.00
AECOM
Terms and Conditions
If services to be provided under this proposal require the agents, employees, or contractors of
AECOM to enter onto the Project site, Client shall provide right -of -access to the site to AECOM, its
employees, agents, and contractors, to conduct the planned field observations or services. The
services described in this proposal will be provided on a time -and -material basis. AECOM will not
exceed the above estimate without your authorization and approval. The services provided will be
performed in accordance with the 2017 Negotiated Fee schedule and with the conditions of the
2009 City of Oshkosh Negotiated General Conditions of Service, which are expressly incorporated
into, and are an integral part of, our contract for professional services.
To initiate this work, please sign the attached Authorization to the AECOM Oshkosh, Wisconsin
office. Our understanding is that the City of Oshkosh will also issue a Purchase Order for all
approved tasks. Please reference the AECOM proposal number, OPP-699830, in the Purchase
Order that is forwarded to the AECOM Oshkosh Office. We are looking forward to working with you
and providing assistance with this project. If you have any questions or need to clarify a point,
please call any of the undersigned at 920-235-0270.
Sincerely yours,
Attachments: Authorization
0 ! .1- -A / iI-
Michaell Preboske P.E.
Transportation Manager
AECOM AECOM Technical Services, Inc. 414.225.5100 tel
1555 N RiverCenter Drive, Suite 214 414.225.5111 fax
Milwaukee, Wisconsin 53212
August 23, 2017
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 Pavement
Condition Survey during 2017 Calendar Year as described in AECOM's proposal OPP-699830
dated, August 23, 2017 with a budget authorization of $55,545.00 under the general terms and
conditions specified in the proposal.
����--------- ----
Sign ture
Mark A Rohloff
Print Name
Date
City Manager
Title/Organization
� vJ ('
Signature Date
Pamela R. Ubrig
Print Name
City Clerk
Title rganization
R) �1 -
Si a re Date
Lynn A. Lorenson
Print Name
City Attorney
Title/Organization
SignatureZja:&W 001-1
Date
Trena Larson
Print Name
Director of Finance
Title/Organization
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Proposal Final 08-23-2017.docx
AECOM
I agree to accept invoices from AECOM via e-mail and not postal mail:
Yes
Signature:
E-mail address:
Recipient Mr/Ms:
Return to:
Name: Paul Timm
Address: 558 N. Main Street, Oshkosh, W 154901
Phone: 920-236-6718
E-mail: Paul.Timm@aecom.com
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23-2017.docx