Pavement Management Program RFP template Curr.pdf

REQUEST FOR PROPOSALS/QUALIFICATIONS FOR ROAD ASSESSMENT

SERVICES RFP 2024-025

Introduction

Spalding County invites written proposals to provide a pavement inspection and management solution for collecting pavement condition data, sign inventory, processing and analysis of recorded data, visualization and management in a web-based GIS application backed by a geospatial database. This online software shall contain tools that allow Spalding County to actively manage, update, and track its ongoing roadway maintenance program and conditions.

Proposals should distinctly comment on these two areas: 1) the data collection procedures for developing a county-wide numerical equivalent Pavement Condition Index (PCI) and

International Roughness Index (IRI), where each roadway segment will receive a distinct PCI equivalent rating; and IRI rating and 2) software as a service solution to allow Spalding County to manage the overall pavement condition database. Additionally, the bidder should address the ability to collect data on hard objects such as signs, manholes, etc.

Spalding County has an estimated population of 69,000. Spalding County Public Works

Department maintains approximately 470 center-line miles of paved streets and highways.

Instructions to Respondents

All responses to this Request for Qualifications shall be sent to:

Spalding County Board of Commissioners

Attn: Procurement Director

119 E Solomon Street

PO Box 1087

Griffin, Georgia 30224

B. Please place one (1) original and four (4) copies of your response in a sealed envelope and clearly label it in the lower left corner “2024-025 Request for Proposals – Road

Assessment Services, April 30, 2024.” No faxed, emailed, or telephone statements will be accepted.

C. All responses must be received by Tuesday, April 30, 2024 @ 2:00 p.m. ET, at which time they will be opened. It is the responsibility of the respondent to ensure that the RFP is received by Spalding County by the date and time specified above. Late responses will be returned to the respondent unopened. To ensure a fair review and selection process, firms and individual CPA’s submitting qualifications are specifically requested not to make other contacts with Spalding County staff regarding this request.

D. Any questions regarding this Request for Qualifications shall be in writing by email to mcampbell@spaldingcounty.com. No questions shall be received after 5:00 p.m. ET, Friday, April 12, 2024. Responses will be provided in an addendum by 5:00 p.m. ET, Monday, April 15, 2024. No other County Staff or officials associated with this project should be contacted regarding this RFP. DOING SO, MAY RESULT IN DISQUALIFICATION.

E. All addenda, notices, additional information, etc. will be posted to Spalding County’s website at www.spaldingcounty.com under the Purchasing Departments bid opportunities and the Georgia Procurement Registry.

Time Schedule

The following schedule is supplied as a guideline rather than a set of absolute deadlines. The

County reserves the right to modify or alter the schedule as needed.

Event Date & Time

Issue RFP – First Advertisement Saturday, March 30, 2024

Second Advertisement Saturday, April 6, 2024

Third Advertisement Saturday, April 13, 2024, Addendum/Responses to Questions Monday, April 15, 2024, by 5:00pm

Fourth Advertisement Saturday, April 20, 2024

Deadline for submittal of RFP Tuesday, April 30, 2024, 2:00pm ET

Selection of respondent Monday, May 6, 2024, 6:00 pm ET

SCOPE OF SERVICES

Proposals should address all labor, materials, supplies, equipment, software, training, and services necessary to complete the project.

• Project Initiation – Selected Bidder shall meet with Spalding County Staff and review data and street network segmentation provided by the Spalding County They will also review software options and integration with ESRI GIS Products.

• Network Referencing – Selected Bidder will work with Spalding County staff to confirm the linkage of the road segmentation to Spalding County database and GIS file for the approximately 470 centerline miles to be included in this project. The ideal way for road segmentation is intersection to intersection.

• Pavement Condition Data Collection – utilize a LiDAR sensor and image-based data collection platform to automatically collect continuous road surface data. At a minimum, system should utilize the following technologies:

o Surface imaging technology o LiDAR technology o 360° Degree HD Imagery o All systems and data streams should be GPS geotagged.

o All survey work shall be performed on dry pavement and in lighting conditions that assure usable data.

• Data Processing and QA/QC – perform analysis and QA/QC of collected data.

• Maintenance and Rehabilitation Program Development – The vendor shall use an equivalent Pavement Condition Index (PCI) (0-100 scale) to provide recommended pavement maintenance treatment for each road segment with estimated maintenance suggestion cost, which may be based on other factors such as type of road (e.g. residential versus arterial) and benefits to cost ratio. The maintenance and repair data should also be provided as a GIS layer and in tabular format.

• Pavement Repair Analysis: The Asset Management software should address current and long-term pavement management goals to determine the best management strategy based on the PCI and IRI value ranges and specific distress type and severity level. The technology vendor will work with Spalding County to configure the software for the specific practice and procedures currently in use. The configuration will reflect Spalding

County’s Road repair and maintenance program’s policies and practices. The subtasks will include:

o Configure the system to reflect the rehabilitation alternatives and repair methods used by Spalding County o Configure the system to reflect the current and local costs for the repair methods.

o Configure the system to reflect the preferred repair method and critical PCI and IRI thresholds.

o Acquire multi-year budget information from the technology and provide a draft multi-year rehabilitation program for review by Spalding County staff.

o Run the automated repair recommendation program and produce a list of repair/rehabilitation candidates in a dashboard style format.

o Work with Spalding County staff to review the rehabilitation program and modify analysis parameters iteratively to produce the final repair program required.

o Software should have the ability to prioritize the top streets needing reconstruction or major rehabilitation.

• Asset Management Software- all results from the vendor should be provided in a GIS application. Software provided to Spalding County should have as a minimum the following capabilities:

o Web-based – Spalding County should have easy access to records of road condition from anywhere via the internet.

o Unlimited licenses – Spalding County should be able to grant access to this software to as many users as Spalding County desires.

o Zero-installation – Spalding County should not be required to install any software to load the asset management software.

o Imagery – For every 20 ft of the road, images of the pavement should be available in the software.

o Configurable – System should be configurable based on Spalding County’s repair methods, budget, and management goals.

o Data Exporting – Software should support the ability to export data.

o Network Segmentation/PCI and IRI Reporting – Software should support the ability to report PCI and IRI on customer-based road segmentation.

o Visualization – The PCI and IRI data including pavement imagery, and distress data should be visualized in the software’s GIS environment.

o Repair Planning and Prioritization – Spalding County should be able to use the software to get repair recommendations and cost estimates for each road segment.

Additionally, Software should prioritize repair projects in Spalding County, or a specific area of Spalding County based on PCI and IRI, configurable distress metrics, regional demographics, and available budget.

o Budget Analysis – Users should be able to run different pavement management scenarios using different budgets. Software should support the ability to download these scenarios in addition to adding them to the software as additional layers for further scrutiny. Should have the ability to break down analysis by commissioner district.

o Additional Assets – Software should support the capability of adding and managing other Right of Way Assets Spalding County might want to add, including but not limited to traffic signs, and pavement markings, Streetlights, etc.

• Reporting – Using the software, Spalding County will be able to generate budgetary analysis, funding scenarios, and final reports, including PCI reports, maintenance and rehabilitation reports, maintenance and rehabilitation distribution, budgetary needs, budget scenario reports and maintenance backlog summaries to include dividing into commissioner districts.

• Deliverables: (digital file)

ESRI Geodatabase which includes (at a minimum)

• PCI

• The following attributes:

o Spalding County’s Street Segment ID numbering system (provided by

Spalding County) o Cross reference Street Name, From and To designation (provided by

Spalding County) o Functional Classification (provided by Spalding County) o Surface Type (provided by Spalding County) o Length, Width, Area (provided by Spalding County)

• Georeferenced imagery

• Georeferenced distresses

Access to software including Storymap summarizing Spalding County’s Road Network

Condition and Findings:

o Recommended Repair o Cost Estimate To Repair o Cumulative Cost Estimate to Repair o Repair Priority (based on approved criteria)

• Delivery meeting outlining collection and presenting findings to Spalding

County

• Software Training

• Report capability shall have the ability to be presented in dashboard formats.

This written Request for Proposals/Qualifications outlines the proposed scope of services required, and also states Spalding County requirements and specifies the general rules for preparing the proposal.

- All data shall be stored in the cloud.

- All data collected shall remain property of Spalding County.

INSURANCE:

Bidders shall maintain the following insurance (a) comprehensive general liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000.00 per occurrence, and property damage with limits of no less than $1,000,000.00 per occurrence; and

(b) commercial automobile liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000.00 per occurrence, and property damage with limits of no less than $1,000,000.00 per accident (c) statutory worker's compensation insurance, including

$1,000,000.00 employer's liability insurance. (d) Employee dishonesty and/or crimes coverage with respect to personnel of Contractor having access to County buildings, with limits of no less than $50,000.00 per occurrence. All insurance shall be provided by an insurer(s) acceptable to the County and shall provide thirty (30) days prior notice of cancellation to the County. Upon request, Contractor shall deliver to the County a certificate or policy of insurance evidencing

Contractor’s compliance with this paragraph naming the Spalding County Board of

Commissioners as additional insured. Contractor shall abide by all terms and conditions of the insurance and shall do nothing to impair or invalidate the coverage.

Bid submission shall include:

- Per center line mile price for data collecting (to include 1st year software cost)

- Per center line mile item price for collection of sign data per each sign.

- Per item price for collection of other items identified in the roadway (le: manholes, drop inlets, etc.)

- Price per annual renewal of software continuation

- Price per hourly rate for a GIS specialist if needed.

- Provide pricing based on a 5-year, 2 road scan program.

Proposals should also include:

- Company background

- Response to functional requirements and explanation of services.

- Client references should provide 3 references of like size center line miles.

- Schedule for completion and implementation. Include start and end dates.

- Name of company, contact person and company information.