3-1. RFP-319-26 Specifications.pdf

2027 Pavement Management Road Inventory Specifications

Pavement Management Road Inventory Request for Proposals

Technical Specifications and Requirements

1.0 OBJECTIVE

1.1 Boulder County Public Works is seeking an independent evaluation of pavement conditions for most of the County’s 382 miles of paved roads per ASTM D6433. Work shall include:

On-the-ground inventory of the existing surface conditions Delivered data that is structured for and uploaded into our existing OpenGov Asset

Management System Delivered data in an Esri-based GIS format Photographs of the existing paved road system

1.2 Boulder County prefers the above scope items to be completed in 2027 and will score proposals accordingly. Timing of milestones in the contract will be based on the selected vendor’s proposed timeline.

2.0 DATA REQUIREMENTS

2.1 Upload into Existing Asset Management System, OpenGov

Upload, analyze and display automated field survey data in an accessible and meaningful way for Public Works staff utilizing our existing Asset Management System, OpenGov. This includes easy reference for individual segments, roads, or groups of roads on an aggregate basis. Public Works will provide the road segmentation and budget families.

2.2 Section Numbering

Public Works will provide the road segmentation and budget families.

2.3 Street Section Referencing

The County will supply the vendor with GIS data for collection reference. The proposal shall include the data and format requirements for segmented roads in GIS.

Bidders may access a sample of the Boulder County road layer in GIS-form on the county’s open data portal, for reference only:

https://opendata-bouldercounty.hub.arcgis.com/maps/f8292cbf379e4df7b9b8f62e21120ea7

The layer is segmented for pavement survey, with a unique ID for each record in the [Road Segment ID] field.

A map of Boulder County Roads, in PDF format is included with this RFP.

https://opendata-bouldercounty.hub.arcgis.com/maps/f8292cbf379e4df7b9b8f62e21120ea7

The final GIS layer utilized by the selected vendor will be specifically designed for the pavement inventory, as agreed upon between the selected vendor and Public Works GIS Manager.

2.4 Pavement Condition Index (PCI)

The vendor shall provide an indexed PCI for all Boulder County road segments in compliance with ASTM standard # D6433. Please provide methodology on how PCI was calculated, as best suited to the Boulder County road network. Also provide the road deterioration / prediction model methodology.

2.5 Quality Control

The vendor must indicate their proposed quality control procedures.

3.0 PROJECT DELIVERABLES

3.1 Field Survey Data for Asset Management System, OpenGov

The vendor must provide data for integration into the OpenGov Asset Management System and assist Boulder County with loading the data into the AMS.

3.2 Field Survey Data for Esri-based GIS

The vendor must provide data in an Esri-based GIS layer, containing each Boulder County segment, Boulder County [Road Segment ID] and vendor-measured PCI value.

3.3 Acceptance

Data submitted will be subjected to a test of reasonableness by the County. The test of reasonableness shall include:

Processing the data to determine the present condition scoring for the individual pavement condition index.

Reviewing the vendor data against select County collected data and actual field observations.

3.4 Payment

Payment will be based on the actual number of miles accepted by the County. Mobilization and expenses will be paid upon task completion. Payment for the inventory itself will be made once the data has been reviewed and approved by Boulder County Public Works (GIS Manager).

3.5 Base Proposal and Alternates

Base Proposal. Includes all requirements of this RFP and shall include data collection of

382 centerline miles, and software integration as specified in the above requirements.

Ongoing costs of software subscriptions or SaaS costs should be included as a separate item.

Additional Data. Vendor can propose data items in addition to pavement condition that it feels better meet the needs of Boulder County’s Public Works department based on a benefit / cost of data coverages compared to effort of data maintenance.

Additional Mileage. Cost per lane mile in addition to the 382 centerline miles included as a part of the base proposal. All requirements of the RFP apply to the additional mileage.

3.6 GIS Deliverables

All GIS deliverables shall be in feature classes in Esri ArcGIS compatible geodatabase format in the following:

Projected Coordinate System:

NAD_1983_HARN_StatePlane_Colorado_North_FIPS_0501 (WKID 2876) Linear Unit: Foot_US Geographic Coordinate System: GCS_North_American_1983_HARN

All GIS data and images shall be delivered via an online method provided by the vendor.

3.7 Road Survey GIS Linear Feature Class

All road inventory taken from the automated field survey shall be provided in a linear feature class that matches the segmented linear feature class provided by Boulder County.

This includes an indexed measurement of pavement quality / condition (PCI) by individual segment.

Pavement width on a segment-by-segment basis should also be provided:

Measurement unit is feet, rounded to the nearest foot.

Measure value shall be the average Edge of Pavement to Edge of Pavement measurement.

A minimum of one road width measurement per section shall be made.

Width changes of 2 feet or more (1 foot per lane) for a distance of 500 feet or more shall be recorded.

Width should not include turn lanes, acceleration lanes, etc of less than 500 feet.

3.8 Images in a GIS Point Feature Class

Digital images shall be taken at least in 50-foot intervals and geographically correlated to points in an Esri-based GIS feature class. Price submitted shall be per mile with payment based upon mileage collected.

The images shall be:

At least 720 x 480 pixels At least 96 dpi JPEG (or similar) format

3.9 Insurance Requirements

Review the Insurance Requirements (Exhibit A). If awarded, you will be required to obtain and maintain the Insurance Requirements.

4.0 PROPOSAL SUBMISSION REQUIREMENTS

4.1 Proposal Format

Proposals shall be submitted according to the instructions above, under “Invitation to Bid”.

Proposals shall contain the following sections:

Section 1.0 - Introduction / Team Description The vendor shall introduce their project team and describe their project approach in a way that best demonstrates their understanding of the assignment.

Section 2.0 - Pavement Management System and Data Collection Methodology The vendor shall describe their capability to complete this project addressing the technical requirements presented herein as well as a detailed listing of what is required by County staff for successful implementation.

Section 3.0 - Project Approach / Schedule The vendor shall provide a project schedule and discuss potential pros and cons of various alternatives such as on-site hosting or SaaS set up.

Section 4.0 - Fee Schedule The vendor shall provide a fee schedule indicating:

Inventory cost per data mile. Cost proposal should be based upon 382 centerline miles of paved road.

Appendixes Resumes, references, cut-sheets on software, firm profile.

4.2 Schedule

The vendor shall provide a project schedule indicating key project milestones and data collection activities contained in the Submittal Page. The schedule must indicate the proposed data collection production rates including downtime and data processing time.

The vendor must demonstrate how and where the proposed production rates have been accomplished by supplying the agency name and contact of where these rates have been achieved previously.

4.3 Equipment Resources

The vendor must demonstrate sufficient survey equipment and resources to meet the project schedule and scope of services. The vendor shall supply a list of committed projects complete with anticipated duration times and completion dates and the availability of equipment to complete the work.

4.4 Software Resources

The vendor must demonstrate sufficient software capability to collect, edit and upload the data, and complete the data QA/QC. Include a list of projects with successful use of software.

4.5 Staff Resources

The vendor shall demonstrate sufficient staff resources to complete this assignment in a timely fashion and supply a list and organization chart of the proposed project team complete with assigned role, staff profile and resume.

4.6 References for Data Collection and Software Selection

The vendor must provide a minimum of three references from projects of a similar nature.

Two of the references must be for data collection assignments of 382 centerline miles or more and have been completed within the past 2 years, in a similar environment using the equipment proposed for this assignment.

All references must indicate the agency name, contact and phone number, type of survey, and year of completion, miles surveyed, vendor project manager, equipment and software used. Only references containing named team members will be accepted.

4.7 Project Management and Data Collection Methodology

The vendor shall demonstrate their ability to complete this assignment by providing a description of their proposed project management, budget and cost control, communications and data collection methodologies.