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TO: Mayor Richard C. Irvin
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: March 24, 2025
SUBJECT:
A Resolution authorizing the execution of an Engineering Agreement with Transmap Corporation in the not to exceed amount of $250,000.00 to update the City’s Pavement Management System and provide a Sign Inventory.
PURPOSE:
To provide the inspection and analysis required to update the City's Pavement Management System (PMS), which will be utilized to develop a maintenance program for the next five years. As part of the inspection, the consultant can extract street sign information, which can then be used by the City's Street's Division and GIS Division to develop a street sign inventory.
BACKGROUND:
The City established the existing PMS in 2010 with the intent of determining the required annual roadway rehabilitation budget and determine the most cost-effective way to utilize those funds to maintain the City’s ~528 miles of roadway and alleys in a condition that is acceptable to the motoring public.
A critical component of the PMS is accurate field data of the existing roadway conditions, also known as the Pavement Condition Index, or PCI. Due to many factors, roadways all deteriorate at different rates, therefore data is generally considered outdated after about five years. For that reason, the roadways were surveyed again in 2014 and 2021. It is recommended to conduct a new condition evaluation in order to update the PMS and use the new data for developing roadway programs for the next five years, including targeted applications for future federal funding opportunities.
DISCUSSION:
Due to the specialized equipment required to obtain and analyze the data, it is more cost effective to utilize an outside vendor for these tasks.
The City published a Request for Proposals (RFP) for the Pavement Evaluation services on December 18, 2024. Staff reviewed the proposals and determined that Transmap Corporation (Transmap) was the most qualified firm. Four (4) firms submitted their proposals and the top 3 firm's scores are attached as Exhibit 'B'. Transmap also completed this work in 2021 for the City.
This partially followed the Request for Qualifications process and is not subject to the local preference policy. The proposals were first reviewed solely based on their qualifications. Firms were also asked to submit a separate price based on their proposed pavement evaluation methodology and software. Thirty percent (30%) of the score was "value" which incorporated the firm's submitted price.
Transmap’s vehicles are equipped with a Pavemetrics Laser Crack Measurement System (LCMS). This system uses laser line projectors, high-speed cameras, an inertial navigation system, and advanced optics to acquire high-resolution 3D profiles of the road. This collection of data will objectively rate pavement condition and determine the PCI for each segment of roadway that the City maintains. The PCI measures pavement condition and provides a number from 0 (worst) to 100 (best). ASTM (American Standard Test Method) has adopted the PCI as standard practice for roadway ratings (D6433).
The results of the pavement evaluation will be analyzed using the MicroPAVER software. MicroPAVER was developed by the Army Corps of Engineers and is an industry-wide recognized non-proprietary software to analyze pavement information. MicroPAVER provides pavement management capabilities to develop and organize pavement inventory, assess the current condition of pavements, develop models to predict future conditions, report on past and future pavement performance, develop scenarios for maintenance & rehabilitation based on budget or condition requirements and plan projects.
The attached Engineering Services Agreement from Transmap Corporation noted as Exhibit 'A' provides the detailed scope of services and proposed price. Task 1, 2, 3 and 5 (and their sub-tasks) are related to the pavement evaluation of the roadways and alleys. Task 4 (and the sub-tasks) are related to the sign inventory. The total value of the tasks in Exhibit 'A' is $200,123.70, but is based on the miles of inspection performed in 2021. City staff is in the process of updating the GIS files for the consultant to drive and inspect, including new roadways that have not fully been incorporated into the City's Pavement Management system yet. Since the exact number of miles that will be driven are unknown, the contract amount of $250,000.00 amount includes some contingency to allow for additional inspection and additional tasks. The City will be invoiced for actual work completed (actual miles driven and actual number of segments inspected) based on the unit prices in the agreement.
Per language in the RFP, the City and selected firm will be mutually allowed to extend the contract (or sign a new contract as mutually agreed) to drive the streets up to 2 additional times, each at an interval of 2-5 years, utilizing the results of the same RFP. The City may also request additional germane services including, but not limited to, annual program updates and additional GIS asset extraction. At this time, City staff only envisions using the 2 additional extensions based on acceptable performance or if there are no substantial changes in staff at Transmap; staff may also decline extensions should there be substantial changes in available technology that might provide better results or the same results at a lower cost.
The 2025 City Budget provides $250,000.00 for this item in account no. 212-4060-431.73-91 with a total budget of $1,570,000 for Neighborhood Street Improvement.
IMPACT STATEMENT:
The motoring public will not be affected during the ongoing field work and there will be no lane closures or other significant delays during that process.
RECOMMENDATIONS:
I recommend this resolution be adopted..
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the execution of an Engineering Agreement with Transmap Corporation in the not to exceed amount of $250,000.00 to update the City’s Pavement Management System and provide a Sign Inventory.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, it is necessary and desirable to have an Engineering Agreement to update the City’s Pavement Management System; and
WHEREAS, it is necessary and desirable to start a Street Sign Inventory; and
WHEREAS, the City published a Request for Proposals (RFP) for the Pavement Evaluation services on December 18, 2024. Staff reviewed the proposals and determined that Transmap Corporation (Transmap) was the most qualified firm; and
WHEREAS, there is a need for an Engineering Agreement with Transmap Corporation, 5030 Transamerica Drive, Columbus, Ohio 43228 in an amount not to exceed $250,000.00, a copy of which agreement is attached hereto and incorporated herein as Exhibit 'A'; and
WHEREAS, the 2025 City Budget provides $250,000.00 for this item in account no. 212-4060-431.73-91.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the City Clerk and Director of Purchasing are hereby authorized to execute the Engineering Agreement with Transmap Corporation. as set forth in Exhibit 'A.