DEPARTMENT: Transportation and Capital Improvements
DEPARTMENT HEAD: Mike Frisbie
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Professional Services Contract for Pavement Condition Ratings
SUMMARY:
An ordinance authorizing the negotiation and execution of an on-call professional services contract with Bain Medina Bain, Inc., in an amount not to exceed $1,300,000.00 for the provision of consultant services related to the Professional Pavement Management Services Project, including automated pavement condition ratings services necessary to facilitate the development of the Street Maintenance Program (SMP), a major component of the Infrastructure Management Program (IMP).
BACKGROUND INFORMATION:
The goal of the SMP is to facilitate the timely maintenance of the City's roadway network totaling 4,068 miles. The program is driven by data derived from the City's Pavement Management System (PMS). The PMS has the Pavement Condition Index (PCI) score for every street segment in the network. The last condition assessment of the network was approved on September 17, 2009, through Ordinance 2009-09-17-0739 and conducted in FY 2010 and FY 2011 by Fugro Consultants, Inc.
The purpose of the new agreement with Bain Medina Bain, Inc. is to facilitate the provision of consultant services needed to perform an updated pavement condition assessment. The scope of work includes the collection of data related to surface distresses (cracking, raveling, rutting, etc.) as well as ride-ability to calculate the PCI score for each street segment. The PCI is a key factor used in the development of the SMP to drive project selection and prioritization as well as a guideline to identify the most appropriate maintenance application to be used to either preserve or rehabilitate a roadway segment.
In addition to supporting the development of the SMP, the condition assessment also facilitates the City's compliance with the General Accounting Standards Board's Statement No. 34 (GASB 34). This provision was introduced in June 1999 and recommends that governmental agencies report the value of their infrastructure assets in their financial statements. The PMS along with the condition data provides the City with the tools needed to evaluate the City's pavement assets and meet the GASB 34 requirements.
A Request for Qualifications was advertised on the City's Web site on September 20, 2013, with an additional advertisement in The Hart Beat. A pre-submittal conference was held on September 26, 2013, and the Statement of Qualifications was due October 11, 2013. An evaluation committee made up of staff from the Transportation and Capital Improvements Department reviewed packages received from three (3) prospective consultants. Two consulting firms were selected for interviews which took place on November 14, 2013. The committee identified Bain Medina Bain, Inc., as the most qualified candidate.
This contract will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts to be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee applied the Small and Minority/Women-Owned Business Enterprise Prime Contract Program with twenty (20) evaluation preference points available to certified SBE and M/WBE firm(s) located within the San Antonio Metropolitan Statistical Area. Bain Medina Bain, Inc. is certified as SBE and WBE and 20 points were awarded. Additionally, the Goal Setting Committee also set a 10% Small Business Enterprise (SBE) subcontracting goal and Bain Medina Bain, Inc. has committed to 10% SBE subcontractor participation.
This contract was developed utilizing a formal request for qualifications and proposal process. As required by the Ethics Ordinance, a Discretionary Contracts Disclosure Form is attached.
ISSUE:
This ordinance authorizes the negotiation and execution of an on-call professional services contract with Bain Medina Bain, Inc., in an amount not to exceed $1,300,000.00 over a three-year period for the provision of automated pavement condition ratings services necessary to facilitate the development of the Street Maintenance Program (SMP), a major component of the Infrastructure Management Program. Following is a summary of the scope of work to be completed each year by the consultant.
FY 2014
· Collect pavement condition data and calculate pavement condition index (PCI) score for approximately 25 percent of the street network; PCI scores are a standard measurement of street quality and range from 0 to 100 where 100 indicates excellent pavement condition
· Identify 25 miles of streets across the City where PCI score will be calculated every year
· Review and analyze pavement condition data to begin calibrating a pavement deterioration curve for San Antonio; a deterioration curve is needed to increase the ability to determine how pavement deteriorates over time and how this may vary across the City
· Review conditions which currently drive the type of maintenance applied to street projects and provide recommendations for increasing the amount of streets which can be addressed annually as part of the SMP through:
o Increasing the use of additional street maintenance applications which can be utilized in the San Antonio area
o Re-allocating budgets spent fixing streets at various levels of deterioration to obtain the best value for the City
· Provide strategic guidance to the City on how to best utilize any additional funding for the SMP to achieve maximum benefits
FY 2015
· Collect data and calculate PCI score for approximately 38 percent of the street network
· Incorporate newly collected data into analysis to continue calibrating the pavement deterioration curve for San Antonio
FY 2016
· Collect data and calculate PCI score for approximately 37 percent of the street network
· Incorporate newly collected data into analysis to complete calibration of the pavement deterioration curve for San Antonio
· Provide an Executive Summary Report
In addition to the above services, data and Right-of-Way imagery will be provided to the department on an annual basis. Training of City staff on the use of software will also be carried out each year.
ALTERNATIVES:
An alternative is to re-advertise for Request for Qualifications. However, this will delay the professional engineering services needed to increase the efficiency of planning for future infrastructure improvements.
A separate alternative is to continue planning the SMP without award of this agreement. However, this will reduce the effectiveness of planning efforts due to utilization of existing pavement condition ratings which become less reliable over time.
FISCAL IMPACT:
The cost for this project is estimated at $1,300,000.00 over a three-year period which is comparable to the budget associated with previous City contract for similar effort. Staff also contacted peer cities and determined that the estimated budget is in line with comparable efforts through these other entities. Funds in the amount of $900,000.00 are available from the Transportation and Capital Improvement Department's Operating Fund in FY 2014 through FY 2016. The remainder of the project, or $400,000.00, will be funded through the Street Maintenance Program in FY 2014 through FY 2016.
RECOMMENDATION:
Staff recommends the negotiation and execution of an on-call professional services contract with Bain Medina Bain, Inc., to provide an automated assessment of pavement conditions and related services for the Professional Pavement Management Services Project. This will ensure an accurate assessment as well as efficient and effective planning of the Street Maintenance Program, a major component of the Infrastructure Management Program.