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CR 94-146 Mayor & City Manager Contract For Pavement Management "1 y C' c.. / -- July 28, 1994 0,' Council Report No. 94-146 . P K \ 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 Mayor and city Manager to enter into a contract with Braun Intertec for the development of a Pavement Manaqement Proqram at a cost not to exceed $35.000." Overview. The city Council has reviewed this matter with staff at two previous Council work sessions. The first review was held last fall and it focused mainly on the technical side of the program. The second review was held earlier this year and it focused mainly on the benefits of implementing such a program. Council's reaction after the ~ second review was mixed, and as such, staff determined that it would .., be better postponing any further discussion on this matter so Council would have ample time to think about it. Staff is bringing this matter back for Council's consideration at this time in hopes of getting authorization to proceed on it prior to this fall. It would be staff's intent, after gaining approval, to do the field work this fall and complete the data entry this winter. This timing would allow the street analysis to be completed next spring prior to beginning the budget process for 1996. Primary Issues to Consider o What is the history of pavement management in Hopkins? o What research has been done on pavement management programs? o How will a pavement management program benefit the city of Hopkins? o What is the cost of developing a pavement management program? o How will the cost be funded? o What is the pay back of this investment? . o Are there future costs associated with the program? o will additional staff be needed? supportinq Information o Analysis of Issues ~ 0 Proposal by Braun Intertec r~// ~ ~ /:y I'd "~ Lee Gustafn, pulic Works Director Council Report No. 94-146 Page 2 . Analysis of Issues o What is the history of pavement management in Hopkins? Approximately 7 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 The study served the city well for 3-4 years but became quickly outdated due to condition changes.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 3 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 understanding 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 in 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 repair 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. -- --- --"-- - Council Report No. 94-146 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. o What is the cost of developing a pavement management program? Staff has reviewed the tasks outlined in the proposal by Braun Intertec and strongly recommend the following tasks be performed in order to provide the city with the best possible pavement management program at the least cost. Task Cost 1. 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 o How will the cost be funded? The cost for this program is presently identified in the ClP under project ST-l. The cost is proposed to be funded using funds from the PIR fund which receives funding from general obligation bonds. Funding the program in this manner is how small improvement projects get funded as well as the city's portion in larger projects. o What is the pay back of this investment? The investment 1n a pavement management program could see a pay back of 1-2 years depending on the repair strategies chosen. Conservatively, staff estimates the pavement management investment would be paid back within the first five years of implementing the program. o Are there future costs associated with the program? Beginning in year 3 or 4, after the program is in place, there will be approximately $2,000 per year needed for street reassessment. It would be staff's intent to review one-fourth of the streets each year to keep the street condition up to date. ~ The $2,000 needed for this process each year will naturally be offset by the savings of using the pavement management program. council Report No. 94-146 Page 4 . 0 will additional staff be needed? The paveme:nt management program will be able to be implemented with the current staff. The only outside assistance that will be needed after the initial set up will be for pavement reassessment. This assistance is included in the $2,000 annual cost mentioned above. e . . .. , - .. BRAUN'M Braun InfllrtR Pavement, Inc. 1983 SIOlJn Place 51. Paul, Minne$ollJ 551 17.2004 . I NTE RTEC 612.776.7522 Fo;lt: 776.7201 E.'lg'n~er-s and Scientist3 Serving ! ,'he 3l,ili/ and ,\.JGrL.;(ci E.ivircnmenrs August 31, 1993 Mr. Lee Gustafson Public Works Director City of Hopkins 1010 First Street South Hopkins, MN 55343 Dear Mr. Gustafson: RE: Alternate proposal to the City of Hopkins for an evaluation of their Pavement System. Braun Interrec 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 (FH\VA), Americ.::m Society of Civil Engineers (ASCE), e Federal Aviation Administration (FA..f\) and local authorities such as the Local Road Research Board (LRRB) and lYUnnesora Department of Transportation (lvfn/DOT). W ~ 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 direc:ly integrate industry stJndard sofu:vare such as Autodesk's widely supported AuroCAD 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 cliem 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 po. Current and projected street condition foreClsting based on maintenance strategies po. 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 ye::lfs po 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 . ~ ~ . Many other tasks associated with the effective management of public infrasrniCture can be performed with the system. If you have any questions or require clarification of any item identified in tHe 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, 9,r &,,-,"';"'D-J4~ Darwin A. Dahlgren Director of Management Systems ;dp.J;;]t?-- ~ Erland o. Lukanen, P.E. Vice President Engineering e . -- ---- j . , ~ . . . Proposed S.:ope of Services ( We are presenting various options to the city for the development of a pavement management system. Our 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 sraff. 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 lOc:ltion and condition, etc. All of the pavement inventory condition items identified can be evaluated for inclusion into the data fields of ICON. Evaluate the Condition on Surfaced Streets The next step in the project will be to collect the detailed surface condition data. The pavement condition surve:1 consists of determining the type and amount of pavement dis~ress which is visible to a trained rater walking on the roadway. This information will be entered by . Braun Intertec Pavement, Inc. into ICON which can be used to c:1lculate il Pavement Condition Index (PCl). The pcr is a numeric:ll rating which ranges between 0 and 100. A street with a pel of 100 would be in excellent condition with no cracks or visible distress. A street with a PCI of 0 would have a major portion of its surface covered with load related distresses. This could include distress such as divided slabs and/or comer 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 inra 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 Mode18000E Falling Weight Detlectorneter. 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 surface 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 softw-are, however it is a reliable tool for determining 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 Viden 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 presentations and repons. ICON users can view the street from the office. Digi[al Logging also provides a permanent record in time of a pavement e section and appurtenances. Data Entry, Analysis and Report Preparation Once ail of the above information is quantified, it will be entered into the pavement management program. Develop Pavement Decay Model:; 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 PCl 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 . . . -. . 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 I I, strategies for which the improvement curves will be developed. Once it is determined which distress will be repaired by different types of maintenance, the PO will be recalculated based on these assumptions to determine the improvement in the PO value. Every block of street will be analyzed in this way and the difference between the improved and original PCl 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 se:iling by themselves or in combination with each other. A CDst benefit comparison is made, resulting in the selection of the maintenance which provides the largest pel 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 ma;rimum 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 cost/benefit 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 network. A number of scenarios will be developed so that the City will be abLe to select the optimum budget. Long Range Workplan Braun Intertec 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. , . . 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 MnDot and the LRRB under a research contract by Braun Intertec to be used by ~esota cities and counties. We have used these manuals as training guides for courses we have conducted state-wide to train maintenance personnel. . -- . : . · E .f ~ '" '" ., ~. '" ., " 11 U :::;. 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