CR 93-190 Mayor and City Manager Authorization
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. October 28, 1993 -m Council Report No. 93-190
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AUTHORIZING THE MAYOR AND CITY MANAGER
TO ENTER INTO A CONTRACT FOR DEVELOPING
A PAVEMENT MANAGEMENT PROGRAM
Proposed Action:
Staff recommends adoption of the following motion: "Move to authorize
the Mavor and city Manager to enter into a contract with Braun
Intertec for the development of a Pavement Management Program at a
cost not to exceed $35.000."
Overview.
At a City Council Work Session held earlier this evening, Council held
a discussion on implementing a pavement management program for the
City of Hopkins. Braun Intertec was in attendance and gave a
presentation on the benefits of pavement management, and also how
their program has assisted many other cities within this area with
. their pavement management needs. Staff also discussed with Council
how they have spent the last two years studying this issue and how
they eventually ended up recommending Braun Intertec.
Primary Issues tc Consider
0 What is the history of pavement management in Hopkins?
0 What research has been done on pavement management programs?
0 How will a pavement management program benefit the city of
Hopkins?
0 What is the cost of developing a pavement management program?
0 How will the cost be funded?
supportinq Information
0 Analysis of Issues
0 proposal by Braun Intertec
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Lee Gusta son, uhlic Works Director
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council Report No. 93-190
Page 2
Analysis of Issues .
o What is the history of pavement management in Hopkins?
Approximately 6 years ago a study was performed on the Hopkins
streets that enabled them to be categorized into a basic; good,
fair, and poor rating system. The study served the city well for
3-4 years but became quickly outdated due to condition changes.
The study unfortunately was not able to do projections or
forecasting which made it's usefulness in budgeting very limited.
The old study will however, be used for comparison purposes if a
new pavement management program is implemented. It will provide
a good indication of how fast some of the streets have
deteriorated over this time period.
o What research has been done on pavement management programs?
Staff has been researching the pavement management philosophy and
potential pavement management vendors for over the last 2 1/2
years. At least 6-8 vendors were considered over this period as
potential providers of a pavement management program. Staff
narrowed the choice down to Braun Intertec due to their program
quality, past performance with other nearby cities, and the fact
that they were a local company and not out of state.
In order to get more familiar with the pavement management .
philosophy and process, Jim Gessele attended a 3 day seminar on
pavement management that was sponsored by the American Public
Works Association. This schooling provided Jim with a detailed
understandir..g of how a successful pavement management program
should be implemented. Jim subsequently shared this information
with the other public works employees that would potentially be
using a pavement management program.
Over the past year staff has been attending a users group
sponsored by Braun Intertec. The users group has allowed staff
to become more familiar with their program, and more importantly
talk to other users of their program. The interaction at this
user group was very valuable in deciding whether or not to use
Braun's pavement management program.
o How will a pavement management program benefit the city of
Hopkins?
The natural benefits of a program are ln giving the city the
necessary information to repair streets in the most cost
effective manner. This program also allows you to create long
range funding and repalr strategies for individual streets that
can be used in large presentations, or in smaller meetings with
neighborhoods. These long range forecasting features can also be
used to create five or twenty year CIP's. ~
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Council Report No. 93-190
Page 3
. One very important feature of a pavement management program is
that it gives staff and the City council the reasons for
preforming road repairs. This information can be used as a basis
for street improvements as well as seal coating, and is done in a
unbiased fashion.
0 What is the cost of developing a pavement management program?
Staff has reviewed the tasks outlined in the proposal by Braun
lntertec and strongly recommend the following tasks be performed
in order to provide the city with the best possible pavement
management program at th~ least cost.
Task Cost
l. Needs Analysis 1,275
2. Pavement Surface Condition Assessment 6,900
3 . Pavement Deflection Testing 10,260
4. Video Logging of Pavement network 1,080
5. Data Entry 1,200
6. Analysis, Budget, Long Range Plan 6,500
7. Presentation 255
8. Pavement Module 4,000
9. Staff Training on Software 2,700
10. Maintenance Agreement 750
. TOTAL 34,920
0 How will the cost be funded?
The cost for this program is presently identified in the elP
under project ST-l. The cost 1.S proposed to be funded using
funds from '-.he FIR fund which receives funding from general
obligation t.Jnds. Funding the program 1.n this manner is how
small improvement projects get funded as well as the city's
portion in larger projects.
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.. Braun Inhlr1'e< Pavement, Inc.
BRAUN\M 1983 Sloan Plac!!
St. Paul, Minne~ato 55117-2004
I NTERTEC 612-776.7522 Fax: 776-7201 .
E"gineers and 5Clenti3t~ 3ervlrrg
Nie 3t.;dt ,~nd ,'JC:I..JTO:' E~vlrcnmenf5
August 31, 1993
Nil-. Lee Gustafson
Public Works Director
City of Hopkins
1010 First Street South
Hopkins, lvfN 55343
Dear Mr. Gustafson:
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RE; Alternate proposal to the City of Hopkins far an evaluation of their Pavement System.
Braun Intertec is pleased to submit the following proposal for a pavement management system
implementation covering 60 miles of streets for the City of Hopkins.
Braun Intertec is a Minnesota based civil engineering consulting firm with divisions formed
specifically to provide innovative services related to pavements and other infrastructure within the
right-of-way. Braun Intertec is a recognized leader in the field of pavement and related
infrastructure design, evaluation, research and management systems by national agencies such as
the Federal Highway Administration (FHWA), American Society of Civil Engineers (ASCE),
Federal Aviation Administration (FAA) 3lld loc:.U authorities such as the Loc.aJ. Road Research .
Board (LRRB) and wlinnesota Department of Transportation (MnjDOT).
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We are proposing to provide your city with our modular computerized management system called
ICON (Infrastructure Consultant). The programming environment for our pavement management
system was chosen to directly integrate industry standard software such as Amodesk's widely
supported AutoCAD and all major GIS systems for excellent graphic presentation.
Braun Intertec offers the City of Hopkins continuous local support and exceptional system
maintenance and warrantee services. In addition to the Braun Intertec reputation as a stable client
orientated company, we carry over $5 million of professional liability insurance coverage.
The purpose of implementing a pavement and infrastructure management system is to have the
tools to better manage the City's resources. Some of the proposed system features include:
t> Complete inventory and condition assessment for city maintained streets
t> Current and projected street condition forecasting based on maintenance strategies
t> Coordination of other departments
t> Optimize pavement rehabilitation methods and prioritization based on user definable
criteria such as annual funding, pavement rank, structural capacity, traffic data, minimum
selected condition leveL curb type, etc.
t> Projected annual expenditures for up to 30 years
t> Development of a detailed rehabilitation backlog reduction program
t> Track maintenance and repair costs
t> Generate work orders .
t> Store other utility information related to pavement
t> Present the pavement information using color graphics, charts and maps
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. Many other tasks associated with the effective management of public infrastructUre can be
perfonned with the system.
If you have any questions or require clarification of any item identified in die proposaL please do
not hesitate to call We thank you for the opportunity to be of service to you and the City of
Hopkins and to submit this proposal.
Sincerely,
gl,~~D-J-4;d--
Darwin A. Dahlgren
Director of Management Systems
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Erland O. Lukanen, P.E.
Vice President Engineering
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Proposed Scope of Services .
We are presenting various options to the city for the development of a pavement management
system. OUf proposed scope of services for the design and implementation of a pavement
management system for the City of Hopkins is as follows:
Development of the database for condition surveys
The first step in design and implementation of a pavement management program for the City will
be to prepare the database for manual condition surveys. For a manual survey, condition survey
forms must be prepared for each block of street. Maps must be prepared from a list of streets to
be surveyed for the field staff. Also the database must be developed. The development will also
involve an assessment of the types of information to be collected in the field such as curb or
shoulder type and condition, manhole and gate valve condition, sidewalk location and condition, etc.
All of the pavement inventory condition items identified can be evaluated for inclusion into the data
fields of ICON.
Eval1l.:lte the Condition on Surfaced Stre€ts
The next step in the project will be to collect the detailed surface condition data.
The pavement condition survey consists of determining the type and amount of pavement distress
which is visible to a trained rater walking on the roadway. This information will be entered by
Braun Intertec Pavement, Inc. imo ICON which can be used to calculate a Pavement Condition .
Index (PCI). The PCI is J. numerical rating which ranges between 0 and 100. A street with a PCI
of 100 would be in excellent condition with no cracks or visible distress. A street with a PCI of a
would have a major portion of its surface covered with load related distresses. This could include
distress such as divided slabs and/or corner breaks on concrete pavements or alligator cracking
and/ or potholes on bituminous pavements.
Manual Pavement Condition Survey We propose to collect data on 60 miles of street. Each survey
consists of determining the type, severity and amount of pavement distress measured during a
walking survey. Each distress is recorded on a data form and entered into the pavement
management database for inclusion in analysis programs.
Pavement Deflection Testing (Optional)
Braun Intertec has done nondestructive pavement deflection testing on thousands of miles of city
street, county road and state highway. We have two different types of pavement deflection testing
equipment, the ModeL 2000 Road Rater and a Model8000E Falling Weight Deflectometer. These
trailer mounted devices apply a known load to the pavement surface and measure it's deflection
response. The deflection response is measured using sensors offset from the point of loading.
These sensors can measure pavement deflections accurate to 1/10,000 of an inch. The magnitude
and relationship of the sensor measurements can be correlated to several pavement strength
parameters. From these data, we can calculate the in-place subgrade strength in terms of the
Effective Subgrade R-value, the effective pavement strength, in terms of the Effective Granular
Equivalent (E.G.E.) thickness, and the in-place spring load carrying capacity in tons per axle. This .
information can be used to recommend overlay thickness for either 7, 9 or 10 ton design. All of
this information will be loaded into the pavement management database and used when evaluating
the pavement and making specific maintenance recommendations.
. Project Level Testing Project level testing is normally used after a pavement's surlace condition has
been assessed. Those pavements that fall into an overlay or reconstruction category are candidates
for this type of testing. The testing interval is typically 100 feet. Deflection testing is not needed
for developing the Pavement Condition Index (PCl), or in a budget analysis within the pavement
management software, however it is a reliable tool for detenninif'~; reconstruction design or overlay
thickness needs once the pavement management program has identified those streets needing more
than routine maintenance. We therefore recommend project level deflection testing to supplement
and complement the condition surveys once those problem streets are identified.
Pavement Video Logging (Optional)
Video Logging involves filming of the roadway to collect inventory information not associated with
pavement condition such as signs, manholes, boulevard condition, ect. Video Logging consists of
one or two cameras mounted on.a vehicle that records desired information as the vehicle drives
throughout the city. Information collected will be entered into the city's ICON program. Video
Logging also provides a permanent record in time of a pavement section and appurtenances.
Pavement Digital Logging (Optional)
Digital Logging involves filming of the street system for direct inclusion into ICON. Pictures of the
street are then available for ICON's use in pres''':'ltatians and reports. ICON users can view the
street from the office. Digital Logging also provides a permanent record in time of a pavement
. section and appurtenances.
Data Entry, Analysis and Report Preparation
Once all of the above information is quantified, it will be entered into the pavement management
program.
Develop Pavement Decay Models
In order to determine the PCl value for the ensuing years and predict remaining service life it is
necessary to analyze the current age of the streets versus their respective PCI values. Curves need
to be developed based on actual data from the City of Hopkins so that they represent the way the
bituminous and overlaid bituminous pavements are likely to decay in the future. These curves will
be incorporated into ICON to be used to predict future pavement condition.
All of the curves will be derived by performing a mathematical regression to obtain the best fit
curve through the pavement age and condition data. The number of decay curves developed will
depend on the number of different pavement types in the city as well other factors such as traffic
loadings, soil type and deflection testing results. The more information the city has available, the
more accurate the decay curves will be.
Determine Maintenance Improvement Curves
. Our next step in analyzing the City's pavement condition information will be to determine what
impact different types of maintenance will likely have on city streets. For example, crack sealing
will reduce medium and high severity cracks to low severity. Likewise, patching will replace the
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equivalent amount of load related distress such as potholes or alligator cracking with a low severity .
patch. This information will be discussed with City staff prior to developing the maintenance
strategies for which the improvement curves will be developed.
Once it is determined which distress will be repaired by different types of maintenance, the PCI will
be recalculated based on these assumptions to determine the improvement in the PCl value. Every
block of street will be analyzed in this way and the difference between the improved and original
pcr is a measure of the effectiveness of that particular type of maintenance. Mathematical
regressions will then be performed to determine a best fit curve through all of the data based on
maintenance type.
When determining what type of routine maintenance is required for a pavement, the program
attempts to find the optimal combination. This may range from seal coating. patching or crack
sealing by themselves or in combination with each other. A cost benefit comparison is made,
resulting in the selection of the maintenance which provides the largest PCl increase at the least
cost.
The optimal combination of maintenance is the one that provides maximum benefit for the least
cost. In most cases, the maximum benefit will be provided by some combination of maintenance
procedures as opposed to using one type of maintenance alone. The cost of performing each type
of maintenance is divided by the calculated benefit to determine the costjbenefit ratio of each
alternative.
Budget Analysis .
A budget analysis will be performed for the City to determine the impact of various budgets on the
pavement nerwork A number of scenarios will be developed so that the City will be able to select
the optimum budget.
Long Range Workplan
Braun Inrertec will prepare a five year workplan based on the results of the budget analysis. The
plan will list pavement sections that require maintenance, major repair and reconstruction for each
year of the plan.
Report and Presentation
This information will be contained in a written report presented to the City at the conclusion of the
project.
Training
Because awareness and ownership of a management system is important we suggest training the
maintenance staff on pavement distress identification. The importance of this is two-fold:
- provides the maintenance staff more insight to how the pavements are deteriorating
and how this should be appropriately rehabiliated. .
- allows the City's staff to reduce external expense and conduct annual pavement
condition surveys for input into the management systems database.
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. Weare experienced in training personnel on the collection of pavement surface distress
information. The definitions and severity levels for each distress that we will use are found in the
Minnesota Local Road Research Board (LRRB) Distress Identification Manuals. These manuals
were developed for .Monot and the LRRB under a research contract by Braun Intertec to be used
by Minnesota cities and counties. We have used these manuals as training guides for courses we
have conducted state-wide to train maintenance personnel.
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