2026 Pavement Condition Study RFQ 9139 FINAL.pdf

REQUEST FOR QUALIFICATIONS: PAVEMENT CONDITION ASSESSMENT

SCOPE OF WORK

I. Introduction

The City of Denton is seeking sealed qualifications from qualified firms to perform a citywide pavement condition assessment, asset inventory, and data analysis of:

• Approximately 1,700 lane miles of roadway assets (10 million square yards)

• Over 100 acres of parking lots (500,000 square yards)

• Approximately 21 miles of bike lane (4-miles isolated by bollards, 17-miles not isolated)

In addition to the pavement assessment the following additional tasks are being requested:

• Identification and location of associated Right-of-Way (ROW) assets

• Sidewalk Condition Index (SWCI) of approximately 580 miles of sidewalks

• ADA non-compliance survey for approximately 11,200 ADA ramps

II. Scope of Work

The scope of work outlined in this RFQ is preliminary, and a final scope will be negotiated with the selected firm and modified as needed. The selected consultant hereby agrees to perform the services described herein and within the final agreed upon proposal in connection with this project.

The scope of work includes, but not be limited to the following:

The City of Denton is seeking a contractor to complete a pavement condition assessment and analysis including subgrade data and to deliver the condition assessment in a file geodatabase with accompanying written report. The condition data will be uploaded by the contractor either to the City of Denton’s Enterprise Asset Management (EAM) software database or to an ESRI geodatabase, depending on which option is determined to be more feasible and agreed upon during contract negotiations with the selected vendor. The awarded contractor will provide:

1. Data Quality Management Plan (DQMP) including equipment calibration and verification plan

2. Automated measurement of pavement condition data, including:

a. International Roughness Index (IRI) with equipment meeting ASTM E950/E950M-22, ASTM E1926-08, and AASHTO R56 standards

b. Asphalt surfaces: rutting, cracking (transverse, longitudinal, and alligator/pattern), raveling, patching, and potholes

c. Concrete surfaces: faulting, cracking (durability, linear, and corner breaks, etc.), patching, corner spalling, and assessed slab count

d. Total crack length and average crack width must be measured and severities assigned per ASTM D6433 -24

e. PCI must be calculated for the above distresses following ASTM D6433 -24

f. Crack density, Pavement Surface Cracking Metric (PSCM), and Pavement Surface Cracking Index (PSCI) must be calculated per ASTM E3303 -21

3. Crossfall and grade

4. GPS coordinates and date-time associated with all data streams

5. Data summarized and aggregated to block-to-block segments as provided by City of Denton GIS

6. An exception report, listing all the network segments that were not collected, and the reason why collection was not completed. Included in the exception list shall, at a minimum, be indicators of:

a. bridges

b. railway crossings

c. lane deviations

d. construction zones

e. Asset inventory of ROW images

7. A final written report shall be provided with the data describing the methodologies used, condition findings, and pavement management plans with probable repair costs for the following:

a. Deficiencies in a critical category, that is, those requiring action in the next 12 to 24 months (usually presented as backlog of failed condition or expected current year expired life)

b. Future capital renewal (maintenance) projects prioritized for the 10 years

c. Capital projects up to 10 years

8. Project Management to include regular meetings with City of Denton project representatives, schedule management, deliverable acceptance process and documentation, and quality management.

III. Deliverables

1. Quality management plan and calibration report: Report showing accuracy and repeatability specifications have been met based on the DQMP

2. Project management plan with Gantt chart

3. Initial data collection segment dataset: Initial delivery of survey data of 5-10 miles of data collection segments (in both block-to-block segments and approximately 6-foot segments) in the format specified in the Data Dictionary

4. Final data collection segment dataset: Final delivery of survey data in the format specified in the Data Dictionary and meeting all requirements of the scope of work

5. Exception report and log

6. Final delivery of QC results showing any flagged possible data problems

7. Final written report

IV. Preferred Method

1. The pavement survey is preferred to be performed using a Class 1 Profiler and 3D Laser Crack Measurement System (LCMS) with acquisition interval set to no greater than 2-mm for all paved roads maintained by the City of Denton. The LCMS will be capable of collecting rutting (full transverse pavement measurement covering a pavement width of 12 feet), 3D surface profile, pavement roughness, automated crack detection classification and categorization, and automated pothole classification. All measurements shall meet the standards specified in the DQMP.

2. Digital imaging cameras must be calibrated for scale measurement to allow visible assets to be inventoried geospatially from the images now or in the future. Cameras must be High-resolution (minimum 12 MP). Imagery to be integrated with pavement data using the same geolocation system.

3. The City of Denton will provide the selected proposer with a GIS shape file or geodatabase that includes all road segments to be surveyed. All survey data collected shall be delivered in tabular data format, with the GIS ID included (so that it can be related back to the GIS), summarized and aggregated to both block-to-block segments and 6-foot intervals. The start and end points for each record shall include the latitude and longitude coordinates. All location attributes are to be captured according to the Data Dictionary. Differential Global Positioning System (sub-meter accuracy) backed up by inertial system in case of loss of GPS. Distance Measuring Instrument (DMI) accurate to 0.5% of travelled distance.

4. Exceptions to data collection shall be noted and logged.

5. Software access to view and export survey data, including synchronized pavement and ROW imagery through a data viewer application that allows users to navigate through collected data and view the distresses on the road surface, individual images, as well as summarized data and output graphs.

a. If detailed downward pavement imagery data and ROW imagery are not exportable from the software, imagery should be delivered on one or more hard drives for possible later use.

b. The software should allow the user to specify the location to be viewed using both the map interface (point and click) or by selecting neighborhoods, council districts, road names, and other locator attributes present in the Agency GIS.

c. Data must be hosted externally with no need to install software.

d. Software access should be provided for the duration of the contract. Proposer should provide licensing terms for all software.

6. Recorded information must have the necessary resolution and accuracy to allow post-processing to extract additional inventory or condition later.

7. Proposer must format data for compatibility with existing agency pavement/asset management software (if applicable) or propose a pavement management program/tool that produces the following scenarios and analysis parameters to enable an effective five-year pavement management plan:

Key Scenario Requirements:

a. Annual funding required to maintain current pavement conditions.

b. Annual funding required to maintain the current network backlog.

c. Funding projections needed to achieve and sustain a target OCI over the next five years.

d. Funding projections needed to achieve and sustain a target backlog over the next five years.

e. Minimum funding level required to avoid falling below control OCI limit.

f. Minimum funding level required to avoid falling below control backlog limit.

g. Future network performance predictions, including the network average OCI and segment level OCI, if current funding levels remain unchanged over five years.

h. Strategic rehabilitation recommendations for pavement treatments based on the current budget.

i. The program must be capable of analyzing data according to logical project groupings (pavement type, condition, functional class, proximity, etc.).

j. When structural data is collected, the program shall be capable of using the structural index to automatically adjust deterioration curves based on the structural health of the segments. Additionally, for segments with structural testing, the program shall be able to apply a different decision tree that integrates both the surface condition index and the pavement structural index to generate a robust pavement management plan.

Key Parameter Inputs for Analysis Requirements:

a. Road maintenance budget

b. Rehabilitation types and unit rates

c. Completed work (rehabilitation type and date for any work done after survey but before analysis start date)

d. Planned work (rehabilitation type and date for any work to be done after analysis start date; e.g., CIP, future work etc.)

e. Project groupings by proximity, functional classes, pavement types, and similar conditions (OCI spread of 20 and OCI below 40)

V. Quality Management

Both quality control (QC) and quality assurance (QA) are important to ensure that collected pavement condition data is accurate and repeatable. The proposer will be responsible for QC and QA of the data and will be required to deliver an initial calibration verification report according to the Proposer’s DQMP prior to being allowed to proceed with the main data collection. Proposers should include a sample Quality Management Plan with their proposal. Data shall be collected in accordance with the DQMP with possible bad data flagged.

VI. Qualification Submittal Requirements

Technical Competence and Experience of Firm: The proposer shall demonstrate experience in pavement asset and condition data collection and analysis, proficiency using geodatabase files, high-resolution imagery, and asset location mapping. The proposer shall demonstrate advanced knowledge of pavement types and their degradation cycles corresponding to OCI bands, with accompanying predictive scenarios for pavement management.

Project Approach: The proposer shall demonstrate project management methodology that prioritizes systematic project completion with quality control and planned communication through meetings, reports, or other recommended methods. The proposer shall include a sample schedule with milestones and communication plan to maintain staff engagement.

Past Experience: The proposer will include relevant past project experience completed within the last 5 years, the proposed project team for this engagement and their current availability for this project. Include biographies with relevant past project experience and relevant qualifications for key staff. The proposed staff shall include a licensed professional engineer who will analyze pavement condition index (PCI) data toward the production of OCI scores.

Quality Management: Proposer to provide documented quality management methodologies including sample data quality management plan (DQMP).

Documented ability to apply quality management methodology throughout the project lifecycle shown through example scenarios or data from past projects.

Key Personnel:

• Qualifications and previous related work of key project personnel, particularly regarding working with municipalities of similar size, government structure, complexity and issues.

• Include an organizational chart of the project team.

• Indicate each team member’s name, title, license (if applicable), and years of experience necessary for the engagement.

• Describe the qualifications of each team member as it relates to the scope of work.

• Include descriptions of relevant previous projects that key project staff have played a central role in developing.

VII. Evaluation Criteria

Technical Competence and Experience: 30%

Ability to meet the requirements outlined in the proposed scope using industry standard technology included subgrade data, data analysis and scenario planning with pavement management recommendations.

Quality Management: 20%

Documented quality management methodologies including sample data quality management plan (DQMP). Documented ability to apply quality management methodology throughout the project lifecycle shown through example scenarios or data from past projects.

Personnel and Firm Qualifications: 15%

Availability of qualified technicians, project managers, and licensed engineer experienced in PCI and OCI analysis, who have completed similar projects in municipalities comparable to the size and roadway network composition of the City of Denton.

Past Performance: 15%

Documented successful completion of relevant projects in municipalities comparable to the size and roadway network composition of the City of Denton with documentation of quality work, budget and schedule adherence, and outcomes via client references.

Project Approach: 20%

Evaluation of the proposer’s project management methodology and proposed project plan including schedule and milestones with communication planning to ensure successful project completion.