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Brentwood City Commission Agenda

Meeting Date:	01/25/2021
Resolution 2021-12 - Approval of Competitive Sealed Proposals Process for Procurement of 3rd Party Pavement Condition Ranking Services
Submitted by:	Todd Hoppenstedt, Public Works
Department:	Public Works

Information

Subject

Resolution 2021-12 - Approval of the Use of a Competitive Sealed Proposals Process for the Procurement of Third-Party Pavement Condition Ranking Services

Background

Prior to 2017, all pavement management decisions in Brentwood were made by staff members, who invested a considerable amount of time throughout the year, physically evaluating each road segment and creating a ranked list of roads by condition.

In 2017, the Public Works Department contracted for the first third-party video Pavement Evaluation Ranking Service. These advanced third-party services have been around for a number of years, and have consistently provided an evaluation of pavement networks for thousands of agencies. Most firms have evolved into scanning the roadways with a unique vehicle set up to capture 3D imagery of the roads as well as other important attribute data. These services provide a ranking using Pavement Condition Index (PCI) which is a ranking of 0-100 and classifies the type, extent, and severity of pavement distresses, such as cracking, rutting, and shoving. The International Roughness Index (IRI) can also be provided to score the roads overall smoothness of ride.

The data gained through the 2017 survey has been used for decision-making every year since, however, it is recommended that the pavement assessment be repeated every 3 to 5 years. Therefore, staff has prepared a request for proposals which has been drafted to further improve upon the deliverables expected, and strengthen the use of the ranking data to help us better prioritize our pavement resources.

Staff is requesting City Commission approval to use the competitive sealed proposals procurement process as authorized by state law and the Brentwood Municipal Code. By requesting proposals now, staff will be better prepared for planning and budgeting process. We would recommend funding this survey through the FY 2022 Street Resurfacing Program, and data generated through this survey will guide our pavement management program decisions through FY 2025.

Please direct any questions to the Public Works Director.

Staff Recommendation

Staff recommends approval of the attached resolution.

Previous Commission Action

No previous Commission action on this item.

Fiscal Impact

Amount :	TBD
Source of Funds:	Capital Improvements
Account Number:	121-43120-82640

Fiscal Impact:

The purpose of the RFP is to gain a better understanding of service offerings and costs, while the final selection of a proposal has not occurred yet, we anticipate costs to range from $30,000-$90,000 depending on many factors. It is our belief that we will be able to select a suitable proposal for approximately $60,000.

Assuming that the data obtained through this survey will be used as a pavement management tool over the next three fiscal years, the anticipated $60,000 cost would equal less than 1% of the budgeted $8.1 million street resurfacing budget over the same period.

Attachments
Resolution 2021-12
Signed Resolution