HomeMy WebLinkAbout10/06/2015 2015 Pavement Condition Evaluation ServicesMount
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: ACTING VILLAGE MANAGER DAVID STRAHL
FROM: PROJECT ENGINEER
DATE: SEPTEMBER 22, 2015
SUBJECT: 2015 PAVEMENT CONDITION EVALUATION SERVICES ($39,237)
BACKGROUND
The Village maintains approximately 136 miles of roadway pavement. In order to properly
maintain and protect our pavement investment it is necessary to routinely evaluate a snapshot
or base condition for all of our streets. This snapshot or base condition for all of our streets
allows us to assign a condition ranking for individual street blocks. We can then determine short
range and long range programs for street repairs from that point forward. Our streets were
formally evaluated most recently in 2010. We have determined that we can most efficiently
manage our pavement program with evaluations of our streets every 5 years.
A snapshot evaluation is best performed by a consultant who has specialized equipment which
obtains high quality digital images of the surface of the pavement. This information is
measured, categorized and tabulated according to types of surface deformations. This
information is then entered into specialized software routines that calculate an average
pavement condition number for each street block of pavement. We then can use the pavement
condition numbers as a starting point for ranking our streets. The results of our ranking
procedure allow us to prepare our yearly list of streets that qualify for repair.
PROPOSAL RESULTS
In conjunction with our Pavement Condition Evaluation Services, we requested a statement of
qualifications from three consultants. Two consultants responded.
• Infrastructure Management Services (IMS)
• Mobile Data Solutions Technologies, Inc. (MDS)
Both of the consultants submitted documentation that indicated their ability to perform the
necessary services. Both of the consultants also included references to past work and
qualifications of the personnel who will be evaluating the material samples. We then invited
both consultants to an interview. During the interview process, we questioned the consultants
and discussed:
• Knowledge of our current evaluation software.
• General approach, methods and equipment for pavement evaluation
• Specific Village requirements for pavement evaluation
• Recent experience with projects similar to ours
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2015 Pavement Condition Evaluation Services ($39,237)
September 22, 2015
Based on our evaluation of the statements of qualifications and interviews, we ranked the
consultants and selected to negotiate an agreement with the first ranked consultant, MDS. The
negotiation process produced a final scope and compensation for the required services in the
amount of $35,670.00
DISCUSSION
We have determined that MDS is the most preferred and can perform the necessary services
within the budget limits for the project. MDS has completed pavement condition evaluation
services for municipalities, townships and counties throughout the country and Canada. Locally
MDS has worked with the Village of Buffalo Grove, the Village of Carpentersville and the Village
of Bartlett. MDS performed similar services for the Village in 2010.
Staff recommends including a 10% contingency in the project award to allow for unanticipated
conditions. In this instance, a 10% contingency added to the negotiated cost would result in a
total contract award of $39,237.00 (Base Bid: $35,670 + Contingency: $3,567 = Total
Recommended Award: $39,237).
RECOMMENDATION
I recommend that the proposal from Mobile Data Solutions Technologies, Inc. be accepted at
the October 6, 2015 Village Board meeting in the amount not to exceed $39,237.
Joel Michalik
H:\Engineering\Pavement\Management\PAVER-Testing\2015\MEMO-BOARD-PAVER-2015.docx