DATE: February 28, 2019
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Mark Hilty, Assistant City Administrator
Jonathan Marston, Assistant Director of Engineering
William Banks, Staff Engineer 2
SUBJECT:
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Consideration of a Professional Services Agreement (COF Contract No. 2019-0062) with CIVIL-LINK, LLC for the Pavement Preservation Program, Plan Development and Management, in an Amount Not-to-Exceed $96,000.00 (Deferred from 2/28/19 CIC due to Lack of Quorum).
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Purpose
The purpose of this memo is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning a Professional Services Agreement (PSA) with CIVIL-LINK, LLC for the Plan Development and Management of a City of Franklin Pavement Preservation Program.
Background
The goal of pavement management is to expand the toolbox that public entities use to maintain, preserve and repair their road networks. Pavement Preservation Plans, sometimes called Road Maintenance and Improvements Plans (MIPs), are developed to assist cities and counties to better understand their road network and to be proactive, versus reactive, regarding roadway maintenance and improvements. The approach and methodologies allow for an efficient evaluation of the scope of the road network’s condition and what it will take to keep these roads in good condition.
CIVIL-LINK will coordinate with the Streets Department and Engineering Department to review existing roadway/pavement assessment data to develop a GIS database, mapping, and the projected 5-10-year roadway maintenance needs. In addition, CIVIL-LINK will provide a list of alternative pavement preservation and improvements that may be utilized to maximize the impacts of yearly maintenance investments by the City in the local roadway network. CIVIL-LINK will assist the City in the development of projected long-term costs based on these schematic level maintenance needs and compile this information as part of a Pavement Preservation Plan that will serve as a basis for the development and facilitation of a future maintenance program for all City roadways.
See “Attachment A” to the proposed COF Contract No. 2019-0062 for CIVIL-LINK’s detailed scope of services and compensation fee summary. See “Attachment B” for a sample pavement preservation report.
Financial Impact
Pavement Preservation Program services related to the Roadway Network Evaluation, Pavement Preservation Plan, and Annual Web Hosting of Mapping (Attachment A - Sections A, B, and C) will be provided for a total fixed fee of $72,000.00.
To assist the City with program implementation beyond the initial first year evaluation and report, a yearly 3-day work session and additional on-call program implementation hourly services (Attachment A - Section D) will be provided at a not to exceed cost of $24,000.00.
Per the negotiated scope of services, the professional services agreement total will be a not to exceed total fee of $96,000.00.
Recommendation
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Staff recommends approval of COF Contract No. 2019-0062 with CIVIL-LINK, LLC.