HomeMy WebLinkAboutAgenda Report - May 17, 2000 E-16CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Purchase of Pavement Management Software System for Street Division ($35,230)
MEETING DATE: May 17, 2000
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council adopt the attached resolution authorizing purchase of the
PM+ System pavement management software from CHEC Consultants, Inc., of
Redding, in the amount of $35,230; and appropriate funds in accordance with the
recommendation shown below.
BACKGROUND INFORMATION: Public Works Department Street Division has been using a pavement
management software system for over ten (10) years to assist in managing the
maintenance strategies for the City's 172 miles of streets. The current
investment in our existing street system is over $112,000,000. The current
software is difficult to operate in the Windows environment. It is no longer supported by the supplier and is not Y21K
compliant. Since ISTEA and TEA -21 grant funds require ratings and projections that our current system will not be
capable of providing, we had requested $20,000 as a placeholder in the Capital Improvement Budget.
Staff has evaluated five different software applications and recommends the purchase of the PM+ System designed by
CHEC Consultants, Inc. The City of Lodi has had a long-standing working relationship with CHEC. Their proposal of
$35,230 addresses data conversion from the old PMS, system installation and setup, field data collection training,
system training, and system modifications and customization. CHEC's proposal is attached.
This software program meets Federal and Regional requirements for grant funding. This pavement management
program will be installed in our network system and will be available to the Public Works Department
Engineering Division for use as well. An additional $5,770 above the proposal price is requested for follow-up training
for Engineering Division staff and for additional review of entry of data and rating calibration. It is very important that
our pavement ratings be consistent and properly done in order to obtain the huge benefits of a pavement
management system.
FUNDING: Budgeted:
Requested Appropriation:
Funding Available
bran nelmle, n o.ystems-P
Measure K Funds $20,000
TDA Funds $21,000
$41,000
c, J,k-DM . R,
Vick McAthie, finance Director
,\,
c
Richard C. Prima, Jr.
Public Works Director
Prepared by George M. Bradley, Street Superintendent
RCP/GMB/dsg
Attachments
cc: Randy Hays, City Attorney
Joel Harris, Purchasing Officer
George Bradley, Street Superintendent
APPROVED:
H. D
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CAWIND0WS\TEMP1ccPMS.doc 514100
Pavement/Infrastructure Management Services
tailored to your agency's specific needs.
If you need a system or wish to update
and/or enhance your current system,
(HE( us out!
About Our Services...
Multi -Level Management Systems, plus...
• Dynamic Deflection Testing
• Separate Infrastructure Modules
• GIS Linkage
• User -Set Default Data
• Engineering Design
• Dynamic Segmentation
• Maintenance Consulting
• Work Management Systems
• Staff Training
• Training Seminars
• Flexible Systems
• Windows/Pull-Down Software
• Prediction Modeling
• "What if?" Scenarios
Our list of satisfied clients keeps growing...
A rapidly groN,ving number of clients have benefited fi•om
CHEC's Pavement/Infi-astrlicture Management System.
Here is a small list of ww satisfied clients:
Y O B L I C S E C T O R
Portland, OR • Concord, CA • Hemet, CA • Albany, OR • Jackson County, OR • San Luis Obispo, CA
P R I V A T E S E C T O R
Bank of America • K -baba t • HOAs/PUDs Nationwide
A more detailed client list is available upon request.
Spectrum of
u1,,
Services...idewalks g
-r %Tslrm�-
I.ia9y tments
P
(800) 513-2223
CORPORATE OFFICE:
8796 Airport Road • Redding, CA 96002
Voice (916) 222-2223 • Fax (916) 222-8260
Ancillar
W hile CHEC's Pavement/Infi•astructure Management Services Operation
Yhas
been growing substantially, we also offer the following services:
Services...
• Pavement Engineering, Design and Rehabilitation Recommendations
• Construction Services
• Development of Plans, Specifications, and Estimates (PS & E)
• Disaster Response Services
• Training Seminars
• Maintenance Management
• Asset Management
PM+
• Update/Expansion of Existing Sytems • Total Customization
• User Defined Maintenance/Rehabilitation • Turn -Key Services Available
(HEC List...
• Free Telephone Support • GIS Compatibility
• On Time and Within Budget • Building Block Approach
• Customized Infrastructure Management Modules
Why
Why Dolt
We would appreciate being placed on your list of approved consultants to
receive RFPs, and are available to meet with you to discuss our services,
You Give
recent work and capabilities. If you wish to set up a meeting, need references,
(HE( a Call?
or want additional information, please call (800) 523-2223.
(800) 513-2223
CORPORATE OFFICE:
8796 Airport Road • Redding, CA 96002
Voice (916) 222-2223 • Fax (916) 222-8260
April 4, 2000
City of Lodi
1331 South Ham Lane
Lodi, CA 95242-3995
Attn.: Mr. George Bradley
Street Maintenance Superintendent
Subject: I -Manage Pavements with Prediction Model
Gentlemen:
Civil Consulting
Pavement Management
Asphalt Technology
Construction Services
Asset Management
Job No. 20152
CHEC Consultants is glad to submit this proposal to assist the City of Lodi in the
implementation of a pavement managements system. This proposal for the
implementation of the I -Manage Pavements System designed by CHEC Engineering
Consultants, Inc. CHEC estimates the entire contract to take three months, with 95% of
the work being completed in the first month. The project will be executed as follows:
TASK 1 - Data conversion from the old PMS
CHEC has received the data file from the City, which is the database from the DOS
PMS system. CHEC estimates the data conversion will at maximum take three weeks.
This task will be completed by one of our Staff Programmers. At this time we estimate
that Mr. Bryan Frerichs from our office will be that person.
Task 2 - System Installation and Set-up
After the data conversion and initial system settings have been entered the I -Manage
Pavements System, CHEC will schedule, with the City, a time to perform the software
installation and training on the system. This will save the City money, and allow the City
staff to become familiar with the system immediately after it has been installed.
Task 3 - Field Data Collection Training
Per the City's request, CHEC will assist in learning the correct data collection procedure
for entry into the PMS. Mr. James B. Curtis will teach a in -class classroom Defect
identification and rating class prior to any field data collection. This task will be in
conjunction to Task 4 of this proposal. After the field personnel have an understanding
CHEC CONSULTANTS INC.. 8796 AIRPORT ROAD . REDDINC, CALIFORNIA 96002
(530) 222-2223 s (800) 523-2223 FAX (530) 222-8260 - Web Page - http://www.chec.net
IfAl
Cost Table
InfraManager I -Manage Pavements System
SUMMARY OF COSTS
City of Lodi, CA
March 2000
HOURS/ COST PER
ITEM DESCRIPTION Items HR/ITEM AMOUNT
Task 1 - Data Conversion from Old System
2 Assistant Manager / Staff Programmer 120 65 $7,800
Task 1 Total $7,800
Task 2 - Software & Installation
1 InfraManager "I -Manage Pavements" 1 $10,000 $10,000
- Site Licence
- 1 Year Technical Support
- Manuals, 4 CD's, and Database Dictionary
- InfoMaker - Custom Report Generator
- 4 seat user database (Sybase SQL)
3 InfraManager "Budget Prediction Model" 1 6,000 6,000
- Site Licence
- 1 Year Technical Support
- Manuals and Database Dictionary
5 Assistant Manager / Staff Programmer 16 65 1,040
6 Assistant Manager / Staff Programmer Travel 8 45 360
7 Per Diem 2 95 190
Task 2 Total $17,590
RKS
City of Lodi
April 4, 2000
Page 2
of the defects and the data entry procedures, CHEC will supply two Sr. Visual Condition
Rating Technicians to accompany the City staff into the field for actual "hands on"
training and data collection. The City shall supply the field laptops for all data collection
performed during this training class.
Task 4 - System Training
This task will instruct the City on screen operation which includes items such as, data
entry (add roads, blocks, and segments), delete roads, blocks and segments, change
the costs, print, sort and filter reports, perform future projections using the five year plan
and the Budget Prediction Model.
During the first two days of training all field and data entry personnel should attend to
fully understand the data entry and modification portion of the system. The third day is
targeted for administration and project managers. Students will learn how to modify the
systems parameters to fit the City's standards and practices. Concurrently, on the third
day, the field personnel will start Task 3 above.
Task 5 - System Modifications and Customization
Because the City will be performing their own data collection, CHEC will return at a later
date to help fine tune the systems. This will include adding any necessary treatments,
or designs the City would like. There will be a field walk to verify data, preliminary field
designs and make any modifications to the system. For more complex functions, or
system modifications, I have included staff programmer time that can be used as
needed. This task will be completed two to three months after the initial installation.
The total cost for all tasks above is $35,230 and will be completed three to four months
from the notice to proceed. Some tasks above depend on the City and the schedule
may be accelerated based on the speed of the data collection personnel.
City of Lodi
April 4, 2000
Page 3
If you have any questions or need mor information please feel free to call me at (800)
523-2223. We look forward to working with the City on this and any other engineering
project the City may have.
Yours for better pavements,
CH EERING CONSULTANTS, INC.
B. Curtis
uter Services Manager
r
Cost Table
InfraManager I -Manage Pavements System
SUMMARY OF COSTS
City of Lodi, CA
(Cont')
HOURS/ COST PER
ITEM DESCRIPTION Items HR/ITEM AMOUNT
Task 3 - Staff Training - Data Collection ( 3 day Class)
1 Project Manager
4
$90
$360
2 Sr., Visual Condition Rating Technician
24
65
1,560
2 Technician Travel
8
45
360
3 Vehicle Mobilization
L.S.
350
350
Task 3 Total $2,630
Task 4 - System Start-up and Training
1 Project Manager 24 $90 $2,160
2 Assistant Manager / Staff Programmer 8 65 520
3 Project Manager Travel 8 50 400
5 Per Diem 4 95 380
Task 4 Total $3,460
Task 5 - Project Meetings/System Modifications - After Data Collection Completed
1 Project Manager
2 Staff Programmer
20 $90 $1,800
30 65 1,950
Task 5 Total $3,750
C1 ►•,,
PM+ Proposal Summary
Data Conversion (three weeks) $7,800
PM+ System ( Includes all site licences for CHEC Software) 17,590
- all licences are one time charges
Training Data Collection & System Operation 6,090
System Modifications and Alterations (2 months after install) 3,750
Total Package $35,230
RESOLUTION NO. 2000-83
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING
PURCHASE OF PAVEMENT MANAGEMENT SOFTWARE SYSTEM
FOR PUBLIC WORKS STREET DIVISION
--------------------------------------------------------------------------------
--------------------------------------------------------------------------------
WHEREAS, Lodi Municipal Code, §3.20.070, authorizes dispensing with bids for purchases of
supplies, services or equipment when it is in the best interest of the City to do so; and
WHEREAS, the Public Works Department Street Division has been using a pavement
management software system for over ten years to assist in managing the maintenance strategies for
the City's 172 miles of streets, and the current software is difficult to operate in the Windows
environment and is no longer supported by the supplier and is not Y2K compliant; and
WHEREAS, the ISTEA and TEA -21 grant funds require ratings and projections that our current
system will not be capable of providing, and the Public Works Department had requested $20,000.00 as
a placeholder in the Capital Improvement Budget; and
WHEREAS, staff has evaluated five different software applications and recommends the
purchase of the PM+ System designed by CHEC Consultants, Inc.; and
WHEREAS, the City of Lodi has had a long-standing relationship with CHEC, and their proposal
of $35,230.00 addresses data conversion from the old Pavement Maintenance Software, system
installation and setup, field data collection training, system training, and system modifications and
customization; and
WHEREAS, this software program meets Federal and Regional requirements for grant funding,
and this system will be installed in our network system and will be available to the Public Works
Department Engineering Division as well; and
WHEREAS, an additional S5,770.00 is requested in addition to the proposal price for follow-up
training for Engineering Division staff and for additional review of entry and rating calibration.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council hereby approves the
purchase of the Pavement Management Software System for the Street Division from CHEC
Consultants, Inc., of Redding, California, in the amount of $35,230.00 (which includes the cost of follow-
up training for Engineering Division staff and for additional review of entry and rating calibration).
Dated: May 17, 2000
I hereby certify that Resolution No. 2000-83 was passed and adopted by the City Council of the
City of Lodi in a regular meeting held May 17, 2000, by the following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Land, Pennino and Mann (Mayor
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Nakanishi
ABSTAIN: COUNCIL MEMBERS — None
lJ ClriCity
LINE AYLJ
In Cle
2000-83