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Home My WebLink About#24 Street Inventory-Condition Assessments AGENDA ITEM_updated cb MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: October 4, 2016 REGULAR ITEM # 24 AGENDA ITEM: Street Inventory and Condition Assessments – Authorize Contract for Street Condition Rating and Inventory SUBMITTED BY: Jack Griffin, City Engineer THROUGH: Kristina Handt, City Administrator REVIEWED BY: Rob Weldon, Public Works Director Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS: - Introduction of Item .................................................................................. City Engineer - Report/Presentation………………………………………… .................. City Engineer - Questions from Council to Staff ............................................. Mayor Facilitates - Public Input, if Appropriate………………………………….Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering/Public Works. FISCAL IMPACT: $21,195 in Street Maintenance expense in the General Fund. The street maintenance expenses are currently projected to be $10k over budget in 2016. This is a non-budgeted expense and if approved this would need to be funded from excess reserves in the General Fund. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving a Street Inventory and Pavement Condition Rating Proposal with GoodPointe Technology for the local street network in Lake Elmo. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The City last completed a pavement rating survey in 2005 with a partial update in 2010. The city street inventory data has been compiled over the years through various sources and methods making the information inconsistent in its accuracy. At this time the street condition rating data and inventory is aged and unreliable and needs to be updated to provide staff the information needed to objectively and strategically program ongoing street maintenance and reconstruction projects. City Council Meeting [Regular Agenda Item 24] October 4, 2016 -- page 2 -- The key to strategic maintenance planning is in knowing the current condition of the various elements of the street network and understanding how it is changing with time and in response to our ongoing maintenance, repair, and rehabilitation efforts. To better ensure that the City is investing its maintenance and reconstruction dollars more strategically for extending the serviceable life of these streets, staff is recommending that the pavement condition survey and inventory update be completed to provide a reliable street inventory and renew the city’s rating data. The citywide pavement condition assessment and digital image collection will be completed using a data collection van with 6-camera configuration. Data is captured for pavement distress rating, roadway pavement width, curb and gutter or shoulder/width inventory, and digital images of the street and boulevard. The data will be provided electronically with geo-referencing to allow all information to be uploaded for use in the City’s Beehive Asset Management System. Completing this rating/inventory all at one time will provide the city with a current and accurate street inventory and condition assessment that will be accessible to Public Works and Engineering for ongoing updates. RECOMMENDATION: Staff is recommending that the City Council approve a Street Inventory and Pavement Condition Rating Proposal with GoodPointe Technology for the local street network in Lake Elmo. The recommended motion for the action is as follows: “Move to approve the Street Inventory and Condition Rating Proposal with GoodPointe Technology in an amount not to exceed $21,195.” ATTACHMENT(S): 1. Street Inventory and Condition Rating Proposal from GoodPointe Technology. Fee Schedule September 1, 2016 Asset Management Consultation Services for Lake Elmo, Minnesota Exhibit A.1 Task Description Units Quantity Rate Optional Estimated Cost 1. Citywide Pavement Condition Assessment & Digital Image Collection Centerline Miles 70 $250 $17,500 Discount 1 -$3,500 -$3,500 Centerline Miles 70 $10 $700 Centerline Miles 70 $25 $1,750 1,750$ $14,700 2. ICON Software License ICON Pavement Management (Pavement) Module 5 CAL License 1 $2,995 $2,995 Subtotal:-$ 2,995 3. ICON Standard Support Agreement ICON Pavement Management (Pavement) Module Support Year 1 $1,750 $1,750 Cost to Authorize Additional Users to Recive Technical Support (per user/per module/per year)User 1 $250 Subtotal:-$ $1,750 4. ICON Premium Consulting Agreement Options: Per Hour TBD $125 10 Hour Package 10 $99 $990 20 Hour Package 20 $86 $1,720 40 Hour Package 40 $68 $2,720 80 Hour Package 80 $49 $3,920 Subtotal:$0 Option 1. PCI Survey (no ICON software):$18,200 Option 2. PCI Survey and ICON Software-Year 1 (2016 Cost): $17,695 Option 2. ICON Standard Support-Year 2 (2017 Cost): $1,750 Option 2. Total Cost (2016 and 2017): $19,445 Option to include delivery of geo-referenced digital images: $1,750 Twenty (20) Hour Agreement to cover value-added services (training, etc.) Forty (40) Hour Agreement to cover value-added services (training, etc.) Eighty (80) Hour Agreement to cover value-added services (training, etc.) ASTM Pavement Condition Index (PCI) Survey ICON Implementation Network Survey Discount Extract street width and curb type/presence Digital Image Option: Delivery of geo-referenced JPG images hotlinked to ArcGIS shapefile Provide value-added consulting services on an hourly, cost-plus basis Ten (10) Hour Agreement to cover value-added services (training, etc.)