HomeMy WebLinkAboutSpecifications for Pavement Management System
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REQUEST FOR PROPOSAL
PROFESSIONAL SERVICES FOR PAVEMENT MANAGEMENT SYSTEM
INFORMATION TO PROPOSERS
The City of Bozeman, a political subdivision of the State of Montana (hereinafter “COB” or “City”) will receive
proposals from individuals, corporations, partnerships, and other legal entities authorized to do business in the
State of Montana for the purpose of providing PROFESSIONAL SERVICES FOR PAVEMENT MANAGEMENT
SYSTEM as described in this Request for Proposal. The City will select the most qualified proposer for contract
negotiation in accordance with selection procedures required of it under Title 18, Chapter 8, Part 2, Montana
Code Annotated. The final scope of contracted services shall be generally related to the development of
pavement management system.
DEADLINE FOR CLARIFICATION REQUESTS: August 29, 2013 at 5:00 PM MST shall be the deadline to
submit all inquiries, suggestions, or requests concerning interpretation, clarification or additional information
pertaining to this Request for Proposal to the COB. This deadline has been established to maintain fair
treatment for all potential proposers. Clarification requests shall be provided in writing to the following
individuals either by letter or email and the subject line shall read “RFP CLARIFICATION REQUEST”:
Brian Heaston, PE Jon Henderson, GISP
City of Bozeman – Engineering City of Bozeman - GIS
PO Box 1230 AND PO Box 1230
Bozeman, MT 59715-1230 Bozeman, MT 59715-1230
bheaston@bozeman.net jhenderson@bozeman.net
TIME AND DATE DUE: Proposals will be received until September 5, 2012 at 5:00 PM MST at which time
they will be privately retained for COB review. Late proposals shall not be considered and will be returned
unopened to the proposer.
PROPOSAL DELIVERY LOCATION: Proposals shall be hand delivered or shipped to:
City of Bozeman
Engineering Division
20 East Olive Street
Bozeman, MT 59715
If a proposal is shipped, the proposer is responsible for its timely delivery. Proposers are hereby notified that
the USPS will not deliver to the above required physical address.
CRITICAL PATH: Surface Conditions Field Survey item must be completed Fall 2013 prior to permanent
snowfall.
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FORMAT OF PROPOSALS: Proposals shall be individually bound in a neat and orderly fashion. Five copies of
the proposal shall be submitted in one sealed package, clearly and conspicuously marked on the outside
“Proposal for Professional Services for Pavement Management System” along with the legal name, address
and telephone number of the proposer (company, firm, partnership, individual, etc).
APPLICABLE LAWS: Proposer must be authorized to transact business in the State of Montana. All applicable
laws and regulations of the State of Montana and ordinances and regulations of the City of Bozeman will apply
to any resulting agreement.
NON-DISCRIMINATION POLICY: Discrimination in the performance of any contract awarded under this
request for proposal on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual
or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the
hiring and treatment of the awarded entity’s employees and to all subcontracts. Every entity submitting under
this request for proposal must sign and return the attached affirmation statement with their bound response to
this request for proposal.
SCOPE OF SERVICES
The COB is requesting proposals for the development of a Pavement Management System (PMS). This may
include but is not necessarily limited to inventory, data collection, condition assessment, computer data entry,
data modeling, financial planning, and recommendations for optimizing pavement asset management. The
intent of the PMS will be to provide COB staff with a systematic, consistent and reproducible method for
determining priorities and optimal time of improvements for economically managing its roadway assets. The
PMS will provide benefits such as guidance for long-term financial planning for maintenance and repair and to
monitor the effectiveness of roadway improvements.
BACKGROUND INFORMATION: COB Public Works Department is responsible for the asset management of
approximately 226 centerline miles of roadway within City limits. Public roadways falling under private
maintenance, as well as roadways on the Montana Department of Transportation system will be included within
this PMS with exception of Interstate 90.
SCOPE: The following is a general outline of work to be provided and is intended as a guide only. The specific
tasks that comprise the actual scope of work shall be provided in detail by the proposer in their response to this
Request for Proposal. Final scope will ultimately be agreed to upon successful completion of contract
negotiations. The proposer is advised to include any subject, or to modify or eliminate items they believe to be
excessive or extraneous to the scope of any effective PMS. All items added or deleted must be described in the
proposal.
The project consists of evaluating all public roadways within the COB. The interval of evaluation shall be on a
segment basis and segments should be no longer than 1,000 linear feet.
A. Develop a strategy for establishing a PMS that is compatible with COB’s existing GIS, MicroPAVER
and Cityworks programs. Outline consultant and COB staff responsibilities and expectations, and
identify project milestones, timeline, and budget.
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B. Create a Pavement Network that consists of a Network, Branch, Section, and Sample within
MicroPAVER to link to COB GIS Geodatabase.
C. Create necessary inventory of MicroPAVER based on COB-provided GIS roadway
database. Inventory all roadways by proper pavement management section techniques using one
direction centerline segments on undivided roadways and two direction centerline on divided
roadways. Must deliver a complete MicroPAVER export file of the network and load it on COB
MicroPAVER.
D. Perform all data entry and verify the accuracy and integrity of the data. All data collected must
integrate with City’s GIS centerline base map. All pavement data and PCI must be linked to the
appropriate section in GIS.
E. Complete a Surface Conditions Field Survey and a Pavement Condition Index for the entire roadway
network following ASTM D6433-11 Standard Practice for Pavement Condition Index Surveys. Due to
the relatively high elevation (4,800’) and prevailing weather patterns in the Bozeman area,
proposers are notified that the occurrence of snowfall, or other inclement weather conditions, can
occur at any time after the Autumnal Equinox of September 22, 2013. The Surface Condition Field
Survey shall be completed while weather conditions are conducive and prior to permanent snow
cover.
F. Conduct field quality assurance measures to ensure accuracy and consistency of data collected.
G. Complete a field survey of all surface features located within the public right-of-way using
automated data capture techniques designed to inventory the presence and GPS location of all
other roadway related assets sufficient to populate an asset inventory database of features
including, but not necessarily limited to: sidewalks, curbs, signs, lights, trees, pedestrian ramps, and
pavement markings. Provide data to COB in a format sufficient for it to contract data mining
activities at a future date in order to populate databases of respective asset classes in a manner
compatible with the COB’s existing database systems.
H. Develop a 5-year Pavement Restoration Program (PRP). The PRP shall:
1. Identify the present pavement conditions and projected future performance over the 5-year
period.
2. Identify the conditions of base, sub grade and causes of pavement failures.
3. Recommend rehabilitation strategies based on current condition of roadways. Include
rehabilitation strategies that may be necessary to achieve desired levels of serviceability.
4. Include a priority listing indicating pavements in order of worst-to-best pavement
conditions.
5. Provide a list of priority projects within each year of the 5-year PRP that provide the highest
benefit for the anticipated cost that consider the fiscal realities of each year.
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6. Provide staff training necessary to utilize the tools and/or information provided as well as an
operations manual sufficient to provide direction for COB staff to continue implementation
of the project after the initial 5-year PRP cycle.
I. Produce four copies and one PDF file of a final report that describes findings, methodologies,
current conditions as evaluated, and the affects of funding levels within the current 5-year capital
improvements plan budget for street maintenance and pavement rehabilitation projects. The
report must include the recommended treatment plan and expected performance for all
treatments, resurfacing and/or rehabilitation activities. The report must also include the estimated
cost of such treatments and the Pavement Condition Index (PCI) of each roadway segment before
and after each treatment.
COB RESPONSIBILITY: COB staff will be responsible for the following:
A. Providing a venue for a project kick-off meeting with all appropriate COB staff including Public
Works and IT departments.
B. Provide access to COB roadway GIS, Cityworks and MicroPAVER programs.
C. Review and provide input for ASTM D4633-11 Condition Assessment Criteria used to populate and
produce PCI in MicroPAVER.
D. Provide current maintenance strategies and associated cost currently utilized by COB to estimate
pavement rehabilitation projects.
E. Provide current 5-year capital improvements plan budget for street improvement and pavement
rehabilitation projects.
F. Review and comment on the draft 5-year Pavement Rehabilitation Report.
FORM OF PROPOSAL
This section identifies specific information which must be contained within each proposal. The contents of each
proposal shall be separated and arranged with tabs in a neat and orderly fashion.
The information that proposers provide shall be used to determine the proposer most qualified to perform the
Scope of Services stated in this Request for Proposal. A review with those proposers objectively evaluated as
qualified for award may be conducted for the purposes of clarification of both ability and benefit to the COB in
order to determine most qualified.
PROPOSER INFORMATION: Responses must include the following information.
A. Proposers legal name, address, telephone number, web site (if any), and email address.
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B. Statement of qualifications that includes firm’s professional credentials, experience, and
qualifications in providing the Scope of Services stated in this Request for Proposal.
.
C. Identify each principal of the firm and other key personnel who will be professionally associated
with the COB. Describe their respective areas of expertise. Include personalized resumes which
identify the qualifications, training and experience of each key personnel.
D. A description of the firm’s current work activities and how these would be coordinated with the
project, as well as specific current workloads of the project team members.
E. The proposed general time schedule, including start and completion dates of key project tasks, and
identification of other project tasks involved that may not specifically be stated within the Scope of
Services.
F. A list of any subconsultants or subcontractors including information required in parts C and D above.
G. Project management and organizational chart of key personnel assigned to the project including any
subcontractors or subconsultants that may be used.
H. A description of three similar projects completed of similar scope and whether the projects were
completed on time and within budget and why. Including primary client contact information for
each in order to facilitate reference checks.
SPECIALIZED EQUIPMENT: Provide detailed descriptions of any specialized equipment to be employed to
complete the Scope of Services stated in this Request for Proposals and the benefits of utilizing said equipment
in delivering a pavement management system on-time and within budget. Quality control and quality assurance
measures used to ensure correct functionality of the specialized equipment shall be generally described, as well
as any specialized credentials of the equipment operators.
ADDITIONAL INFORMATION NOT REQUESTED: Submit any other additional information which would
assist the COB in the evaluation of the proposal. The COB reserves the right to make any investigation and
solicit additional information or submittals as it deems necessary to determine the ability of any proposer to
perform the Scope of Services stated within this Request for Proposal within the critical timelines identified.
SELECTION
Evaluation of proposals will be conducted by an evaluation committee. The committee will identify the proposal
most qualified to perform the Scope of Services stated with this Request for Proposals. The identity of
committee members will not be released prior to review of the proposals.
EVALUATION FACTORS: Proposers will be evaluated according to the following criteria.
A. The qualifications of professional personnel assigned to the project.
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B. Capability to meet time and budget requirements.
C. Location of the firm.
D. Present and projected workloads.
E. Related experience on similar projects
F. Recent and current work for the COB.
RELATIVE IMPORTANCE OF EVALUATION CRITERIA: No weight has been assigned to the Evaluation
Factors stated above.
PRELIMINARY RANKING: The evaluation committee shall determine from the responses to this Request for
Proposals, and any subsequent investigation as necessary, the proposer most qualified to be selected to
negotiate a Professional Services Agreement.
TIME FOR EXAMINATION: The evaluation committee will cause their examination of proposals to occur in
an expedited fashion. The COB endeavors by September 13, 2013 to select the most qualified proposer to begin
immediate contract negotiations with.
NEGOTIATION OF THE AGREEMENT
The Scope of Services stated in this Request for Proposal serves as the basis for beginning negotiations
concerning the eventual form of the contractually agreed scope. The selected proposer agrees to negotiate in
good-faith to develop a scope of tasks sufficient to produce a pavement management system for the COB.
TIME FOR CONTRACT NEGOTIATION: Proposers are hereby notified that the COB aims to complete good-
faith contract negotiations by October 4, 2013 and to have a fully executed contract for professional services in
place by this date.
DATA OWNERSHIP: The proposer shall understand that all data acquired to develop a pavement
management system as stated in the agreed scope of services shall be delivered to and owned by the COB.
AGREEMENT FORM: The COB’s standard Professional Services Agreement shall serve as the template for the
agreement. The PSA form is available upon request.
NEGOTIATION TERMINATION: If the COB is unable to negotiate a satisfactory contract with the firm initially
selected as most qualified at a price the COB deems to be fair and reasonable, negotiations with that firm will be
formally terminated and the COB shall select another firm in accordance with Title 18, Chapter 8, Part 2,
Montana Code Annotated and continue until an agreement is reached or the process is terminated.
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ATTACHMENT A: NON-DISCRIMINATION AFFIRMATION FORM
[name of entity proposing] hereby affirms it will not
discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of
actual or perceived sexual orientation, gender identity, or disability in the performance of work performed for
the City of Bozeman, if a contract is awarded to it, and also recognizes the eventual contract, if awarded, will
contain a provision prohibiting discrimination as described above and that this prohibition shall apply to the
hiring and treatment of the [name of entity proposing] employees
and to all subcontracts it enters into in the performance of the agreement with the City of Bozeman.
Signature of Proposer:
Person authorized to sign on behalf of the proposer