DEPARTMENT: Transportation and Capital Improvements
DEPARTMENT HEAD: Mike Frisbie
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Contract Award: On-Call Professional Asset Management Services
SUMMARY:
An ordinance authorizing the execution of an On-call Professional Services contract with Data Transfer Solutions, LLC in an amount not to exceed $1,658,834.00 for the provision of consultant services related to the Professional Asset Management Services, to include 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), and the capture of other asset data such as Pavement Guardrails, Pavement Signage, Pavement Striping and Pavement Markings.
BACKGROUND INFORMATION:
The goal of the Street Maintenance Program (SMP) is to facilitate the timely maintenance of the City’s roadway network totaling 4,121miles. The program is driven by data derived from the City’s Pavement Management System (PMS). The PMS has a Pavement Condition Index (PCI) score for every street segment in the network. The last condition assessment of the network was approved on March 13, 2014 through Ordinance 2014-03-13-0158 and each street segment was condition assessed over a three (3) year period (FY 2014, FY 2015 and FY 2016), by Bain Medina Bain, Inc.
The purpose of the new contract with Data Transfer Solutions, LLC is to facilitate the 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 in development of the SMP, providing direction with respect to project selection, prioritization, and identification of the most appropriate maintenance application to be used to either preserve or rehabilitate a roadway segment.
The new contract will also provide for collection of additional assets at the same time that data is collected for the pavement management systems, to include: Pavement Guardrails, Pavement Signage, Pavement Striping and Pavement Markings. These are critical elements that will facilitate the selection and delivery of the Pavement Markings program as well as support ongoing maintenance for roadway safety.
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 requires governmental agencies to 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 assets and meet the GASB 34 requirements.
Procurement of Services
A Request for Qualifications was advertised on the City’s Web site, the Hart Beat, and Texas Comptroller on February 28, 2018. A pre-submittal conference was held on March 9, 2018 and the Statement of Qualifications was due March 29, 2018. An evaluation committee made up of staff from the Transportation and Capital Improvements Department reviewed packages received from six (6) prospective consultants. The committee identified Data Transfer Solutions, LLC, 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 ten (10) evaluation preference points available to certified SBE and M/WBE firm(s) located within the San Antonio Metropolitan Statistical Area. None of the 6 firms that applied were eligible to receive SBEDA points.
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 execution of an on-call professional services contract with Data Transfer Solutions, LLC, in an amount not to exceed $1,658,834.00 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. In addition to pavement condition, the collection of existing infrastructure will also facilitate the development and maintenance of current assets in a more complete street projects.
The following is a summary of the scope of work to be completed each year by the firm:
FY 2019
• Collect pavement condition data and calculate pavement condition index (PCI) score for approximately 27 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 test miles of streets across the City where PCI score will be calculated
• 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 2020
• Collect data and calculate PCI score for approximately 28 percent of the street network
• Incorporate newly collected data into analysis to continue calibrating the pavement deterioration curve for San Antonio
FY 2021
• Collect data and calculate PCI score for approximately 45 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.
ALTERNATIVES:
An alternative, City Council could choose not to award this contract and require staff to re-advertise for these services. However, this will delay the services needed to provide an accurate assessment of the City’s current infrastructure to efficiently plan for future infrastructure improvements.
FISCAL IMPACT:
This ordinance authorizes a contract with Data Transfer Solutions, LLC in an amount not to exceed $1,658,834.00 for the provision of consultant services related to the Professional Asset Management Services. Funding in the amount of $700,000.00 is currently available from TCI’s General Fund budget in FY 2018 and FY 2019, and an additional $700,000.00 is contingent upon City Council approval of TCI’s General Fund budget for FY 2020 & FY 2021.
RECOMMENDATION:
Staff recommends execution of an on-call professional services contract in the total amount of $1,658,834.00 with Data Transfer Solutions, LLC, to provide an automated assessment of pavement conditions and related services for the Professional Asset Management Services. 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.