HomeMy WebLinkAbout(0075) M&C 21-0479City of Fort Worth, Texas
Mayor and Council Communication
DATE: 06/22/21 M&C FILE NUMBER: M&C 21-0479
LOG NAME: 13P21-0016 PAVEMENT CONDITION SURVEY & GIS UPDATE CC TPW
SUBJECT
(ALL) Authorize Execution of an Agreement with IMS Infrastructure Management Services, LLC, for a Pavement Condition Survey and Geographic
Information System Update in an Annual Amount Up to $2,383,994.00, with Five One Year Renewal Options for the Same Annual Amount, Adopt
Attached Appropriation Ordinance, and Amend the Fiscal Years 2021-2025 Capital Improvement Program
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize execution of an agreement with IMS Infrastructure Management Services, LLC, for a pavement condition survey and GIS update in an
annual amount up to $2,383,994.00, with five one year renewal options for the same annual amount;
2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Street Rehabilitation Fund, in the amount
of $1,608,429.00, from available funds, for the purpose of funding the Pavement Condition Index Study Project (City Project No. 103068);
3. Adopt the attached appropriation ordinance increasing receipts and appropriations in the General Capital Projects Fund, by decreasing
receipts and appropriations in the Contract Street Maintenance Programmable (City Project P00020) in the amount of $740,000.00, and
increasing receipts and appropriations in the Pavement Condition Index Study project (City Project 103068) by the same amount; and
4. Amend the FY2021-2025 Capital Improvement Program.
DISCUSSION:
The Transportation Public Works (TPW) Department approached the Purchasing Division to procure an agreement for a pavement condition
survey and a Geographic Information System (GIS) update. The City of Fort Worth conducted a citywide street asset condition inventory in 2016
and rolled out the VUEWorks® pavement management system (PMS) in 2017 for internal staff use. The services to be provided by IMS
Infrastructure Management Services, LLC (IMS) will include a PMS update which includes a comprehensive survey of City streets and roadway
system. Specific services will include providing all data collected during the survey in a format compatible with the PMS software. In addition, IMS
will collect asset data for sidewalks, sidewalk ramps, pavement stripping, signs and street lights. In order to procure these services, staff issued a
request for proposals (RFP) seeking qualified bidders for a one year agreement with annual renewal options up to five additional years. The RFP
consisted of detailed specifications regarding the survey and GIS update requirements. The RFP was advertised in the Fort Worth Star -Telegram
on December 16, 2020, December 23, 2020, December 30, 2020, January 6, 2021, January 13, 2021 and January 20, 2021. The City
received nine proposals. Mandli Communications was deemed non -responsive due to not submitting the required RFP cover sheet that provides
the bidder's contact information.
Proposals were evaluated on best value criteria including the proposer's qualifications, capabilities, and project approach. Staff from TPW and
Park and Recreation Departments evaluated the proposals submitted and recommend awarding the contract to IMS. No guarantee was made that
a specific amount of these services will be purchased in any year.
Business Equity: A waiver of the goal for M/WBE subcontracting requirements is approved by the Office Business Diversity, in accordance with the
BIDE Ordinance, because the application of the purchase of good or services is from sources where subcontracting or supplier opportunities are
negligible
In addition, an administrative change order or increase may be made by the City Manager up to the amount allowed by relevant law and the Fort
Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. Upon City Council
approval, this agreement shall begin upon execution.
Approval of Recommendation 3 will adjust appropriations between a programmable project and convert the Pavement Condition Index Study
project into a static capital project. This action is needed as funding for this project is anticipated from other funding sources and the scope of this
project is expanded from that of the current programmable project.
Funding for this project was not included in the FY2021-2025 Capital Improvement Program. The action in this M&C will amend the FY2021-2025
Capital Improvement Program as approved in connection with Ordinance 24446-09-2020.
This project is located in ALL COUNCIL DISTRICTS
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies upon approval of the above recommendations and adoption of the attached appropriation ordinances, funds will
be available in the General Capital Projects and Street Rehabilitation Funds. Prior to an expenditure being incurred, the Transportation & Public
Works Department has the responsibility of verifying the availability of funds.
Submitted for City Manager's Office bT. Jay Chapa 5804
Originating Business Unit Head:
Dana Burghdoff 8018
Reginald Zeno 8517
William Johnson 7801
Additional Information Contact: Cynthia Garcia 8525
Cristina Camarillo 8355