request for qualifications pavement analysis services · request for qualifications pavement...

REQUEST FOR QUALIFICATIONS PAVEMENT ANALYSIS SERVICES

RFQ # NCT-2016-14

Issued: March 1, 2016

Submission Deadline: March 24, 2016

NOTICE TO PROPOSER(S): ANY FURTHER INFORMATION OR AMENDMENTS TO THIS SOLICITATION SHALL BE POSTED ON THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS’ WEBSITE AT http://www.nctcog.org/aa/RFQ.asp. AMENDMENTS SHALL NOT BE FAXED, EMAILED OR MAILED. IT IS THE PROPOSER(S)’S RESPONSIBILITY TO CHECK THE WEBSITE FOR ANY SOLICITATION CHANGES DURING THE RFQ RESPONSE TIME.

http://www.nctcog.org/aa/rfp.asp

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TABLE OF CONTENTS Terms……………………………………………………………………………………………………………3 SECTION 1 - Overview .................................................................................................................................... 4 1.01 NCTCOG Overview .................................................................................................................................. 4 1.02 Objectives…………………………………………………………………………………………………4 1.03 Contract Intent ........................................................................................................................................... 6 1.04 Request for Services Process………………………………………………………………………….…..6 1.05 Remuneration…………………………………………………………………………………………..….6 SECTION 2 - Proposal Format ....................................................................................................................... 7 2.01 Administrative Guidance ........................................................................................................................... 7 2.02 Business Plan ............................................................................................................................................. 7 2.03 Cost Proposal ............................................................................................................................................. 9 2.04 RFQ Submission ........................................................................................................................................ 9 2.05 Issuing Office and RFQ Reference Number ............................................................................................ 10 2.06 Solicitation Schedule ….... ……………………………………………………………………………... 10 2.07 Pre-Proposal Conference .......................................................................................................................... 10 2.08 Written Questions .................................................................................................................................... 11 SECTION 3 - Proposals Evaluation and Award .......................................................................................... 12 3.01 Proposals Evaluation Criteria ................................................................................................................... 12 3.02 Evaluation Process.. ................................................................................................................................. 12 3.03 Interviews………………………………………………………………………………………………...13 3.04 Award of the Contract………………………………………………………………………………........13 3.05 Contract Period and Effective Date……………………………………………........................................13 3.06 News Releases…………………………………………………………………………………................13 SECTION 4 - General Terms and Conditions ............................................................................................. 14 Attachment Guide………………………………………………………………………………………..…...17 Attachment I: Instructions for Proposal Compliance and Submittal……….……………………...……..18 Attachment II: Certifications of Offeror ...................................................................................................... 19 Attachment III: Certification Regarding Debarement, Suspension and Other Responsibility Matters 20 Attachment IV: Certification Regarding Lobbying ..................................................................................... 21 Attachment V: Drug-Free Workplace Certification .................................................................................... 22 Attachment VI: Certification Regarding Disclosure of Conflict of Interest .............................................. 23 Attachment VII: Certification of Fair Business Practices ........................................................................... 24 Attachment VIII: Certification of Good Standing Texas Corporate Franchise Tax Certification ......... 25 Attachment IX: HUBs, Minority or Women-Owned or Disadvantaged Business Enterprises ............... 26 Attachment X: Bid Sheet……………………………………………………………………………………..27 Exhibit A: NCTCOG Member Entities and Map………………………………………………..............…29 Exhibit B: Shared Services Initiatives and Participating Entities…………………………………...…….31 Exhibit C: Administrative Fee………………………………………………………………………………..32

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TERMS

Contractor(s) - Qualified firms that have signed a Master Contract for services with the NCTCOG. NCTCOG - North Central Texas Council of Governments. Participant(s) or Participating Entity - A governmental entity that signs an Interlocal Agreement with NCTCOG to receive pavement analysis services from Contractors through a Master Contract with NCTCOG. Proposer(s) - A firm that is submitting a response to this Request for Qualification. Shared Services - A collaboration in the procurement of goods or services for the aid of participants. Pavement Analysis Services - Pavement Analysis Analyses and/or Asset Management Inventory for publicly-maintained roadways, including arterial and collector streets, streets with concrete, asphalt, and/or dirt/gravel, alleyways, as well as surveys of sidewalk networks and ADA ramps.

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SECTION 1 - OVERVIEW 1.01 NCTCOG OVERVIEW The North Central Texas Council of Governments (hereafter NCTCOG) is a

voluntary association of, by, and for local governments and was established to assist local governments in planning for common needs, cooperating for mutual benefit and coordinating for sound regional development. NCTCOG serves a 16-county metropolitan region centered around the two urban centers of Dallas and Fort Worth. Currently the Council has 238 members, including 16 counties, 169 cities, 22 independent school districts, and 31 special districts. The area of the region is approximately 12,800 square miles, which is larger than nine states, and the population of the region is over 6.2 million, which is larger than 35 states. A list of all NCTCOG member entities has been provided as Exhibit A.

NCTCOG's governing structure is as follows: each member government appoints a voting representative from their governing body. These voting representatives make up the General Assembly which annually elects a 15-member Executive Board. The Executive Board is supported by policy development, technical advisory, and study committees, as well as a professional staff. NCTCOG consists of the following departments: Agency Administration, Agency on Aging, Emergency Preparedness, Environment and Development, Public Affairs, Research and Information Services, Transportation, Workforce Development, and 9-1-1. NCTCOG operates a Shared Services Program as a benefit to other governmental entities. Shared Services is a collaboration in the procurement of goods or services for the aid of participants. A summary of NCTCOG’s most popular Shared Services initiatives is included as Exhibit B. NCTCOG intends to make the contract(s) resultant from this procurement available to other governmental entities through its Shared Services Program. Please consider the potential collective purchasing volume when providing pricing.

1.02 OBJECTIVES The objective of this RFQ is to select qualified respondent(s) who can demonstrate they have the resources, experience, and qualifications to perform professional pavement analysis services for participating local government entities in the North Central Texas Council of Governments (NCTCOG) service region. Qualified respondents must be able to conduct, instruct, and/or implement Pavement Analysis Analyses and/or Asset Management Inventory for publicly-maintained roadways, including arterial and collector streets, streets with concrete, asphalt, and/or dirt/gravel, and alleyways. Qualified Respondents must also be able to conduct surveys of sidewalk networks and ADA ramps, if applicable. A Texas Engineering Registration is required. Only firms with actual pavement survey evaluation, analysis, and engineering experience should submit.

Submitted proposals must include the Bid Sheet (Attachment X), to be completed based on the scope of services described below. The awarded Contractor(s) shall provide all necessary field inspectors, vehicles, tools, equipment, and traffic control required to perform this work. The scope of services shall include, but not be limited to, the following:

1. Automatically and continuously measure pavement cracking, texture, rutting and geometrics. Equipment used for rut measurement shall be capable of measuring both wheel track ruts

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simultaneously. 2. Collect pavement surface distress and structural condition information through automated

means for all Participant-owned roadways. The collected data will include the following: a. Pavement Data Load and Supply b. Pavement Analysis c. Roadway Information

3. Provide a customized digital condition rating system to collect user defined severity/extent based pavement distresses and pertinent roadway attributes.

4. Collect dual-wheel path roughness data to International Roughness Index standards. 5. Roadway information that shall be collected and provided to the Participant at a minimum

includes: a. Street Name b. Endpoint One, Endpoint Two, and Segment ID c. Segment Length and Pavement Width d. Inventory Date e. Pavement Type f. Segment Functional Classification g. Pavement condition scored depending on the requirements of local government

Participant(s) (Example: Pavement condition scored as one of the MicroPaver 19 surface distress codes with corresponding unit of measure scored every 100 feet longitudinally)

h. Pavement performance information that includes rutting using a minimum of seven (7) sensors (include pricing for nine (9) sensors as well), fatigue cracking, transverse cracking using a minimum of four sensors, and longitudinal cracking

i. Pavement age (if necessary to develop pavement life curves) 6. Collect digital images at 25-foot intervals of the road surface condition and link to a

geodatabase. 7. Collect additional and/or missing roadway attribute data and create shape (.shp) files for

roadway data for incorporation into the Participant’s GIS system, if applicable. 8. Load assessment data for all Participant-maintained pavements into a pavement management

system required by local government Participant(s), if applicable. (Example: MicroPaver). The assessment data shall include visual observations, photographs and measurements collected by instrumentation.

9. Implement map module so that pavement condition and other data can be integrated, displayed, and accessed through the map interface in a format consistent with the Participant’s horizontal and vertical control network system, if applicable.

10. Provide to the Participant the pavement condition data in a pavement management system database approved by Participant. Coordinate with the Participant’s IT department to provide pavement condition data in a format compatible with the Participant’s Environmental Systems Research Institute (ESRI) GIS database, if applicable.

11. Calculate a Pavement Condition Index (PCI) score for each road segment using an approved pavement management system and in accordance with ASTM D6433. Provide results compatible with the Participant’s GIS database, if applicable.

12. Calculate the International Roughness Index for each road segment in accordance with ASTM E1926. Provide results compatible with the Participant’s GIS database, if applicable.

13. With input from Participant’s staff, devise a weighing system taking into account PCI, IRI, average daily traffic for thoroughfares (traffic count raw data provided by Participant), public safety emergency routes, and apply this 0-100 numeric index to the roadway information

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collected for the entire jurisdiction. Provide results compatible with the Participant’s GIS database, if applicable.

14. Estimate the annual budget required to meet the long term goals regarding desired pavement condition levels.

15. Create a five year and ten year pavement rehabilitation plan with input from Participant’s staff.

16. Recommend the computer hardware and software needed for successful implementation, potentially including licenses of pavement management system software and other geodatabase software as needed.

17. Train Participant staff and provide assistance to the Public Works and IT Department as needed for the use of data collected through the fully automated system.

1.03 CONTRACT INTENT NCTCOG intends to contract with one or more qualified Proposer(s) based upon

the qualifications of the Proposer(s) and the types of services it is able to provide. This will create a pool of Contractor(s) able to provide the necessary pavement management services and assessments, as required. The selected Proposer(s) will enter into a three (3) year Master Contract for services with the NCTCOG. At the end of the initial three (3) year contract, and at the discretion of the NCTCOG, the Master Contract(s) may be extended on an annual basis for up to three (3) one-year additional terms. The total term of the Master Contract(s) shall not exceed six (6) years. Any extension beyond the initial three (3) year period will be subject to NCTCOG approval. Because the resulting contract(s) will be on an as needed basis, there will be no guarantee of any expenditure on any of the resulting Master Contract(s). All work under the Master Contract will be fulfilled utilizing the Request for Services Process detailed in Section 1.04 of this RFQ. All work performed for the NCTCOG will be billed as rendered and approved by NCTCOG. All work performed for a Participant(s) will be billed as rendered and approved by the Participant(s). NCTCOG reserves the right to periodically release this RFQ for pavement analysis services in the future to supplement the pool of Contractor(s), on an as needed basis. Contractor(s) with existing Master Contract(s) will not be required to respond to the RFQ which may occur during the term of their contract.

1.04 REQUEST FOR SERVICES PROCESS When a Participating Entity (hereafter in 1.04 ‘Requestor’) identifies a need to acquire pavement analysis services under the Master Contract, a Request for Services form will be completed by Requestor. This form will detail the specific type of services requested and may include additional information based upon the Shared Services requirements. Upon completion, the Request for Services form will be submitted to the Contractor(s).

1.05 REMUNERATION As previously stated in Section 1.01, NCTCOG intends to make the contract(s)

resultant from this procurement available to other governmental entities through its Shared Services Program. NCTCOG will utilize an administrative fee to be based upon the total contracted value that will apply to this contract, and any addendums, service orders, etc., between the Contractor and NCTCOG or the Contractor and Participating Entity. The administrative fee will be remitted by the Contractor(s) to NCTCOG on a quarterly basis. Proposer(s) must propose a reasonable and fair market administrative fee in Exhibit C.

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SECTION 2 – PROPOSAL FORMAT 2.01 ADMINISTRATIVE GUIDANCE The information provided herein is intended to assist Proposer(s) in

the preparation of proposals necessary to properly respond to this RFQ. The RFQ is designed to provide interested Proposer(s) with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a submission's content or to exclude any relevant or essential data there from. Proposer(s) are at liberty and are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFQ.

2.02 BUSINESS PLAN Business Plans must be concise and in outline format. Pertinent supplemental

information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections:

Tab A LETTER OF TRANSMITTAL. The letter of transmittal must be limited to two pages, and must

contain:

1. Proposer’s name and any assumed names. 2. Physical and mailing address. 3. A brief statement of the Proposer’s understanding of the work to be done and a summary of its

Proposal. 4. The names, titles, addresses, email addresses and telephone numbers of the primary contact

and other individuals authorized to make representations on behalf of the Proposer. 5. A statement that the person signing the transmittal letter is authorized to legally bind the

Proposer. 6. A statement that the Proposal will remain in effect until a contract has been finalized and a

Purchase Order has been issued by NCTCOG to the Awarded Contractor(s). 7. Signature of person(s) authorized to legally bind the Proposer.

Tab B TECHNICAL PROPOSAL. This section should constitute the major portion of the proposal and

must contain a specific response to items identified below and to all requirements detailed in Section 1. Proposer(s) must indicate specific examples of how they can meet each requirement. Failure to provide written response to items indicated will be interpreted by the NCTCOG as an inability by the Proposer(s) to provide the requested service or function.

1. Description of the services for which the Proposer is able to provide. Proposer must follow

industry accepted practices for those same services they are able to provide. 2. Information showing the team's project understanding and approach for each work category

being submitted; the project manager's experience with similar projects in the last five (5) years; similar project-related experience of the task leaders responsible for the major work categories in the last five (5) years; and other pertinent information. For each similar project referenced, identify either the project manager’s or the task leader’s specific role(s) and work contributed.

3. Verification in the form of a statement that the proposed team individuals are currently employed by either the prime provider or a sub provider.

4. Description of the team’s Quality Assurance/Quality Control procedures including what is standard practice for all stages of the project. The Contractor will be responsible for providing a quality control procedure to ensure that the pavement condition data is accurate and reproducible. The QC procedure will also verify that the data is accurately converted to

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shapefile and excel format and organized in a clear and concise manner. 5. A list of pavement assessment collection instrumentation units available to the firm. The list

should show: a. The owner of the units. b. The units the firm recommends using on the project. c. The experience the firm has on the units. d. Testing accreditations related to the units.

6. Description of the availability of key personnel and ability to commit their time throughout the life of the project.

7. Description of the Proposer’s process for responding to Request for Services submissions as outlined in Section 1.04 of this RFQ.

8. Description of any automated systems the Proposer utilizes to facilitate fulfillment of services under this RFQ.

9. Any assumptions made in responding to the requirements. 10. Any exceptions to requirements. If there are no exceptions, Proposer shall explicitly state that

no exceptions are taken to any part of this RFQ. Offer must be in compliance with stated term and conditions unless NCTCOG accepts identified exceptions of the Proposer.

11. Any special features or services the Proposer is proposing in response to the requirements that are included within the pricing provided.

Tab C EXPERIENCE. Proposer(s) must provide information to indicate that it has the experience to provide the products and/or services requested in the RFQ. Specifically, the Proposer is to provide:

1. An overview and brief history of the Proposer, and a description of what uniquely qualifies the

Proposer for this service. 2. Texas and/or other state registrations. Relevant testing accreditations and equipment

certifications. 3. A description of services the Proposer has provided in the past five years that demonstrates the

Proposer’s capability to provide the proposed services. Include the nature of the services provided, scope of activities, and the organization for which the service was provided. Where possible, focus should be placed on relevant experience with governmental entities.

4. A summary listing of judgments or pending lawsuits or actions against; adverse contract actions, including termination(s), suspension, imposition of penalties, or other actions relating to failure to perform or deficiencies in fulfilling contractual obligations against Proposer. If applicable, include an explanation(s). If none, so state.

5. Provide information on any claim submitted by any client against the Proposer within the past two years related to the services provided by the Proposer or its key personnel. For purposes of this request, “claim” means a sum of money in dispute in excess of 5% of the Proposer’s fee for the services provided. If none, so state.

Tab D REFERENCES. Include at least three references for customers who have used services in the past

two years that are similar to those requested by the NCTCOG. Please include the organization’s name, address, phone number and a contact person for each reference. The NCTCOG reserves the right to contact or visit any of the Proposer(s)’s current and/or past customers to evaluate the level of performance and customer satisfaction.

Tab E KEY PERSONNEL. Attach resumes for all project managers, supervisors, and other team

members who will be involved in the management of the delivery of services under this RFQ

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including at least one professional Engineer licensed in the State of Texas with a minimum of five (5) years’ experience in the development, management, and oversight of pavement management. Provide a general explanation which specifies project leadership and reporting responsibilities, and how the team will interface with NCTCOG and Participant(s) project management and team personnel.

Include an organizational chart containing the names, qualifications, office phone, and cell phone

of the prime provider and any sub provider’s key personnel proposed for the team and their contract responsibilities by work category. Designate specific contact person(s) for the following: procurement process, negotiating potential contracts, conducting presentations/interviews and who will be the primary point of contact for receiving Requests for Services from NCTCOG or Participants.

Tab F AFFIRMATIVE ACTION PLAN. Include a copy of your affirmative action plan provided as

(reference) of this RFQ for review (if applicable). Tab G REQUIRED DOCUMENTS. Please include signed copies of the following documents (if

applicable).

1. Instructions for Proposal Compliance and Submittal (Attachment I) 2. Certifications of Offeror (Attachment II) 3. Certification Regarding Debarment, Suspension, and Other Responsibility Matters

(Attachment III) 4. Certification Regarding Lobbying (Attachment IV) 5. Drug-Free Workplace Certification (Attachment V) 6. Certification Regarding Disclosure of Conflict of Interest (Attachment VI) 7. Certification of Fair Business Practices (Attachment VII) 8. Certification of Good Standing- Texas Corporate Franchise Certification (Attachment VIII) 9. Historically Underutilized Businesses, Minority, or Women-Owned or Disadvantages

Business Enterprises (Attachment IX) 10. Bid Sheet (Attachment X)

Tab H MISCELLANEOUS. Miscellaneous additional information and attachments, if any, may be

submitted by the Contractor(s).

2.03 COST PROPOSAL A Cost Proposal for services related to this RFQ shall be completed and submitted in a separate sealed envelope. Proposer(s) may provide a cost proposal that they think best represents what their organization is able to offer. In light of the cooperative nature of this procurement, there is no set number of miles of roadway to evaluate; as the figure is intended to increase or decrease with need. It is recommended that cost proposals reflect this fact and adjust accordingly, such as providing a per mile cost or per unit cost of services. Completed Cost Proposals must include Attachment X, Bid Sheet.

2.04 RFQ SUBMISSION Please submit one physical copy and one electronic copy (on compact disk or USB flash drive) of your response no later than 3:00 p.m. CDT, March 24, 2016. Electronic copy of proposal must be one PDF file and not submitted as separate sections. Mark outside envelope “Sealed Proposal –Pavement Analysis Services NCT-2016-14” and send to:

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North Central Texas Council of Governments Agency Administration

Attn: Jessie Shadowens-James 616 Six Flags Drive, CP II Arlington, TX 76011 Faxed, emailed or late proposals will be ineligible and not accepted for consideration. It is the responsibility of the Proposer(s) to ensure that the proposal is received in NCTCOG’s office by

the designated due date and time. NCTCOG assumes no responsibility for delays caused by postage, mail courier deliveries, email delays or any other form of delivery.

Proposal information is restricted and not publicly available until after award of a contract. All documents associated with the RFQ, unless the Proposer indicates a portion of the proposal is proprietary, will be subject to public inspection in accordance with the Public Information Act. All information obtained in the course of this RFQ will become property of the NCTCOG.

2.05 ISSUING OFFICE AND RFQ REFERENCE NUMBER The Agency Administration Department of the

NCTCOG is the issuing office for this RFQ and all subsequent addenda relating to it. The reference number for the RFQ is NCT-2016-14. This number must be referenced on all proposals, correspondence, and documentation relating to the RFQ.

2.06 SOLICITATION SCHEDULE The schedule for the RFQ process and the work is given below. All times

indicated are Central Standard Time (CST). NCTCOG may change this schedule at any time through the addenda process. It is each Proposer’s responsibility to check the website question and answer area for this RFQ for current information regarding this RFQ and its Calendar of Events through award of the Contract. <http://www.nctcog.org/aa/RFQ.asp>

The anticipated schedule is as follows:

RFQ Issued March 1, 2016 Pre-Proposal Conference March 10, 2016 Inquiry Period Ends March 14, 2016 Proposal Due Date March 24, 2016 Anticipated Award May 5, 2016

2.07 PRE-PROPOSAL CONFERENCE NCTCOG will hold a Pre-Proposal Conference at NCTCOG Offices,

616 Six Flags Drive, Arlington, TX 76011, Fred Keithley Conference Room, on March 10, 2016 from 2:00PM – 3:00PM. The purpose of this conference is to discuss the RFQ and the services required with Proposer(s) and to allow them to ask questions arising from their initial review of this RFQ.

During the conference Proposer(s) shall have the opportunity to ask questions. Oral answers will not be binding. Proposer(s) must follow instruction provided in Section 2.08 of this RFQ to submit and receive formal, binding answers to their questions. Attendance at the Pre-Proposal Conference is not a prerequisite to submitting a Proposal.

2.08 WRITTEN QUESTIONS Proposer(s) will have until the date and time outlined in Section 2.06 of this RFQ to submit in writing all questions regarding this RFQ. NCTCOG will answer the questions in a Question and Answer Document posted as an addendum to this RFQ.


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Only answers provided in writing by NCTCOG shall be considered official. Information in any form other than the materials constituting this RFQ, the Question and Answer Document, and any RFQ Addendum, shall not be binding on NCTCOG.

All questions submitted to NCTCOG must be submitted to [email protected] using the following format:

Sender Name/Title: Sender Company: Sender Mailing Address: Sender Phone: Sender Email: Sender Questions Question RFQ Section Paragraph # Line #

mailto:[email protected]

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SECTION 3 – PROPOSALS EVALUATION AND AWARD 3.01 PROPOSALS EVALUATION CRITERIA The criteria to be used to evaluate submissions are as follows:

Criteria Factors

Proposal Section

Description Percent

Business Plan

Section 1.02, Tab B & Consideration of Tab A

Points will be awarded for required components of response for the sections identified, with 35% as a maximum total possible percentage points.

35%

Experience, References, Key Personnel

Tabs C, D and E

Points will be awarded for required components of response for the sections identified, with 35% as a maximum total possible percentage points.

35%

Cost Proposal

Section 2.03 Points will be awarded based upon responses to the Cost Proposal, with 25% as a maximum total possible percentage points. Cost Proposals will be reviewed after consideration of all other requirements.

25%

Overall Quality

Entire Document & Consideration of Tabs F, G and H

Points will be awarded on the basis of the quality of writing, quality of responses to required items, overall proposal presentation, and adherence to Tab G, Required Documents, with 5% as a maximum total possible percentage points. Additional points will be awarded in this section to Historically Underutilized Businesses, Minority, or Women-Owned or Disadvantages Business Enterprises (HUB).

5%

3.02 EVALUATION PROCESS All submissions in response to this RFQ will be evaluated in a manner

consistent with NCTCOG and all applicable rules and policies. First, nonresponsive submissions (those not conforming to RFQ requirements) will be eliminated.

Second, the remaining submissions will be evaluated in a cursory manner to eliminate from further consideration those submissions which, in the judgment of the evaluation committee, fail to offer sufficient and substantive provisions to warrant further consideration. The Cost Proposal review will take place after review of all other requirements outlined in 3.01, Criteria Factors.

Each Proposer bears sole responsibility for the items included or not included in the response submitted

by that Proposer. The NCTCOG reserves the right to disqualify any submission that includes significant deviations or exceptions to the terms, conditions, and/or specifications in this RFQ.

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Finalist Proposer(s) submissions will be selected for detailed review and evaluation, including oral presentations, if necessary. The NCTCOG reserves the right to be the sole judge as to the overall acceptability of any submission or to judge the individual merits of specific provisions within competing offers.

The NCTCOG may award a contract based on initial submissions received without discussion of such

submissions with Proposer(s). Accordingly, each initial submission should include the most favorable price and service available.

NCTCOG also reserves the right to request a best and final offer to the Proposer(s) who provides the best

fit for NCTCOG’s proposal requirements. Preference will be given to those Proposer(s) who are able to provide a wide range of requested services.

3.03 INTERVIEWS The NCTCOG reserves the right to require an interview, including a presentation by the

Proposer(s), to supplement their written submission. These presentations will be scheduled, if required, by Agency Administration after submissions are received and prior to the award of the contract.

3.04 AWARD OF THE CONTRACT Upon completion of the evaluation process, the NCTCOG may award

the contract to the Proposer(s) whose submission(s) is determined to be the most advantageous to the NCTCOG or Participant(s). NCTCOG reserves the right to award in whole and in part, by item or groups of items, by section or geographic area, or make multiple awards, where such action serves NCTCOG or Participant(s) best interests. Multiple awards may be made to Proposer(s) deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the RFQ.

3.05 CONTRACT PERIOD AND EFFECTIVE DATE The contract will become effective immediately upon

execution and will continue until the terms listed in the contract have been satisfied. 3.06 NEWS RELEASES News releases pertaining to the RFQ, submissions, or the Contract will be made only

by the NCTCOG.

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SECTION 4 - GENERAL TERMS AND CONDITIONS A. NCTCOG is exempt from Texas limited sales, federal excise and use tax, nor does NCTCOG pay tax on the purchase,

rental or lease of tangible personal property for the organization’s use. A tax exemption certificate will be issued upon request.

B. NCTCOG reserves the right to accept or reject any and/or all submissions or to cancel this notice at any time. C. A response to this Request for Qualifications (RFQ) does not commit NCTCOG to a purchase Contract, or to pay any

costs incurred in the preparation of such response. D. Unless the Proposer(s) specifies in their proposal, the NCTCOG may award the contract for any items/services or

group of items/services in the RFQ and may increase or decrease the quantity specified. E. NCTCOG reserves the right to hold and accept any proposals received by the submission deadline for a period of

ninety (90) days after the deadline if a determination has not been made for an award. F. NCTCOG reserves the right to negotiate the final terms of any and all purchase Contracts with Proposer(s)

selected and such Contracts negotiated as a result of this RFQ may be re-negotiated and/or amended in order to successfully meet the agency needs.

G. NCTCOG reserve the right to waive any defect in this procurement process or to make changes to this solicitation as

it deems necessary. NCTCOG will provide notifications of such changes to all Proposer(s) recorded in the official record (Distribution Log/Receipts Record) as having received or requested an RFQ.

H. NCTCOG reserve the right to contact any individual, agencies, or employers listed in a submission, to contact others

who may have experience and/or knowledge of the Proposer(s)'s relevant performance and/or qualifications; and to request additional information from any and all Proposer(s).

I. NCTCOG reserves the right to conduct a review of records, systems, procedures, etc., of any entity selected for

funding. This may occur prior to, or subsequent to, the award of a purchase Contract. Misrepresentation of the Proposer(s)'s ability to perform as stated in the qualification submittals may result in cancellation of the purchase Contract award.

J. NCTCOG reserves the right to withdraw or reduce the amount of an award, or to cancel any contract resulting from

this procurement if adequate funding is not available. K. The Proposer(s) shall not sell, assign, transfer, or convey this contract in whole or in part, without the prior written

consent of NCTCOG. L. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description

concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

M. The Proposer(s) agree to indemnify and hold the NCTCOG and participating entities harmless from any claim

involving patent right infringement or copyrights on goods/services supplied. N. Proposer(s) shall not, under penalty of law, offer or provide any gratuities, favors, or anything of monetary value to

any officer, member, employee, or agent of NCTCOG for the purpose of, or having the effect of, influencing favorable disposition toward their own submission or any other submitted hereunder.

O. No employee, officer, or agent of NCTCOG shall participate in the selection, award, or administration of a contract if

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a conflict of interest, real or apparent, exists. P. Proposer(s) shall not engage in any activity that will restrict or eliminate competition. Violation of this provision may

cause a Proposer's bid to be rejected. This does not preclude joint ventures or subcontracts. Q. All proposals submitted must be an original work product of the Proposer(s). The copying, paragraphing, or other use

of substantial portions of the work product of others and submitted hereunder, as original work of the Proposer is not permitted. Failure to adhere to this instruction may cause the proposal submission(s) to be rejected.

R. The only purpose of this RFQ is to ensure uniform information in the selection of proposals and procurement of

services. This RFQ is not to be construed as a purchase contract, or as a commitment of any kind, nor does it commit the NCTCOG to pay for costs incurred prior to the execution of a formal contract unless such costs are specifically authorized in writing by NCTCOG.

S. The contents of a successful proposal submission may become a contractual obligation, if selected for award of a

contract. Failure of the Proposer(s) to accept this obligation may result in cancellation of the award. No plea of error or mistake shall be available to successful Proposer(s) as a basis for release of proposed services at stated price/cost. Any damages accruing to the NCTCOG as a result of the Proposer(s)'s failure to contract may be recovered from the Proposer(s).

T. A contract with the selected Proposer may be withheld at sole discretion if issues of contract compliance or

questioned/disallowed costs exist, until such issues are satisfactorily resolved. Award of contract may be withdrawn by NCTCOG if resolution is not satisfactory to NCTCOG.

U. Procurement Dispute Resolution Policy. NCTCOG is the responsible authority for handling complaints or protests

regarding the proposals selection process. This includes, but is not limited to, disputes, claims, protest of award, source evaluation or other matters of a contractual nature. Matters concerning violation of law shall be referred to such authority, as may have proper jurisdiction.

Once NCTCOG has agreed upon selection(s), all Proposer(s) will be notified in writing of the results. Any protest regarding this process must be filed with NCTCOG in accordance with the following procedure. NCTCOG would like to have the opportunity to resolve any dispute prior to the filing of an official complaint by the protester. The protester should contact NCTCOG’s Deputy Executive Director, at (817) 695-9121, P.O. Box 5888, Arlington, Texas 76005-5888, so that arrangements can be made for a conference between NCTCOG and the protester. Copies of the appeal process will be made available to the protester.

V. At all times during the term of this contract, the Contractor(s) shall procure, pay for, and maintain, with approved

insurance carriers, the minimum insurance requirements set forth below, and shall require all contractors and sub-contractors performing work for which the same liabilities may apply under this contract to do likewise. The Contractor(s) may cause the insurance to be effected in whole or in part by the contractors or sub-subcontractors under their contracts. NCTCOG reserves the right to waive or modify insurance requirements at its sole discretion.

1. Workers’ Compensation: Statutory limits and employer’s liability of not less than $100,000 for each

accident.

2. Commercial General Liability: a. Minimum Required Limits:

$1,000,000 per occurrence; $1,000,000 General Aggregate

b. Commercial General Liability policy shall include: (i) Coverage A: Bodily injury and property damage; (ii) Coverage B: Personal and Advertising Injury liability;

16 RFQ # NCT-2016-14

(iii) Coverage C: Medical Payments (iv) Products: Completed Operations (v) Fire Legal Liability

c. Policy coverage must be on an “occurrence” basis using CGL forms as approved by the Texas State Board of Insurance

d. Attachment of Endorsement CG 20 10 - additional insured e. All other endorsements shall require prior approval by the NCTCOG.

3. Comprehensive Automobile/Truck Liability: Coverage shall be provided for all owned, hired and non-owned vehicles. Minimum required Limit: $1,000,000 combined single limit.

4. Professional Liability: a. Minimum Required Limits:

1. $1,000,000 Each Claim 2. $1,000,000 Policy Aggregate

W. Contractor(s) covenants and agrees to indemnify and hold harmless and defend NCTCOG, its officers and employees, from and against any and all suits or claims for damages or injuries, including death, to persons or property, whether real or asserted, arising out of any negligent act or omission on the part of the contractor, its officers, agents, servants, employees, or subcontractors, and the contractor does hereby assume all liability for injuries, claims or suits for damages to persons, property, or whatever kind of character, whether real or asserted, occurring during or arising out of the performance of a contract as a result of any negligent act or omission on the part of the contractor, its officers, agents, servants, employees, or subcontractors to the extent permitted by law.

X. A force majeure event shall be defined to include governmental decrees or restraints, acts of God (except that rain,

wind, flood or other natural phenomena normally expected for the locality, shall not be construed as an act of God), work stoppages due to labor disputes or strikes, fires, explosions, epidemics, riots, war, rebellion, and sabotage. If a delay or failure of performance by either party to this contract results from the occurrence of a force majeure event, the delay shall be excused and the time fixed for completion of the work extended by a period equivalent to the time lost because of the event, if and to the extent that:

1. The delay or failure was beyond the control of the party affected and not due to its fault or negligence; and

the delay or failure was not extended because of the affected party’s failure to use all diligence to overcome the obstacle or to resume performance immediately after the obstacle was overcome. If the failure to perform is caused by the failure of a subcontractor of the Contractor to perform, and if such failure was beyond the control of both the Contractor and the subcontractor, without their fault or negligence, the Contractor(s) shall not be deemed to be in default unless the subcontracted supplies or services were reasonably obtainable from other sources.

No time extension shall be granted under this paragraph unless the party seeking relief has notified the other in writing within a reasonable time after commencement of the event, of the anticipated length and cause of the delay, the measures taken or to be taken to minimize the delay and the timetable by which the Contractor intends to implement these measures. The party seeking relief shall also give written notice of the ending of the event within a reasonable time after the event has ended.

NCTCOG shall be responsible for costs related to a force majeure event, only if the Contractor incurs them after prior written authorization by NCTCOG. Neither NCTCOG nor the Contractor(s) shall have, and both hereby waive, any claim whatsoever for any damages resulting from delays caused by force majeure events.

17 RFQ # NCT-2016-14

ATTACHMENTS GUIDE

Attachment I – Instructions for Proposal Compliance and Submittal

Attachment II – Certifications of Offeror

Attachment III – Certification Regarding Debarment, Suspension, and Other Responsibility Matters

Attachment IV – Certification Regarding Lobbying

Attachment V – Drug-Free Workplace Certification

Attachment VI – Certification Regarding Disclosure of Conflict of Interest

Attachment VII – Certification of Fair Business Practices

Attachment VIII – Certification of Good Standing- Texas Corporate Franchise Certification

Attachment IX – Historically Underutilized Businesses, Minority, or Women-Owned or Disadvantages

Business Enterprises

18 RFQ # NCT-2016-14

ATTACHMENT I: INSTRUCTIONS FOR PROPOSAL COMPLIANCE AND SUBMITTAL

Compliance with the RFQ Submissions must be in strict compliance with this Request for Proposals. Failure to comply with all provisions of the RFQ may result in disqualification.

Acknowledgment of Insurance Requirements By signing its submission, Offeror acknowledges that it has read and understands the insurance requirements for the submission. Offeror also understands that the evidence of required insurance must be submitted within ten (10) working days following notification of its offer being accepted; otherwise, NCTCOG may rescind its acceptance of the Offeror’s proposal. The insurance requirements are outlined in Section 4- General Terms and Conditions.

Name of Organization/Contractor(s): Signature of Authorized Representative: Date:

19 RFQ # NCT-2016-14

ATTACHMENT II: CERTIFICATIONS OF OFFEROR

I hereby certify that the information contained in this proposal and any attachments is true and correct and may be viewed as an accurate representation of proposed services to be provided by this organization. I certify that no employee, board member, or agent of the North Central Texas Council of Governments has assisted in the preparation of this proposal. I acknowledge that I have read and understand the requirements and provisions of the Request for Qualification and that the organization will comply with the regulations and other applicable local, state, and federal regulations and directives in the implementation of this Contract. I also certify that I have read and understood all sections of this Request for Proposals and will comply with all the terms and conditions as stated; and furthermore that I, (typed or printed name) certify that I am the __________________________ (title) of the corporation, partnership, or sole proprietorship, or other eligible entity named as Offeror and Respondent herein and that I am legally authorized to sign this offer and to submit it to the North Central Texas Council of Governments, on behalf of said Offeror by authority of its governing body. Name of Organization/Contractor(s): Signature of Authorized Representative: Date:

20 RFQ # NCT-2016-14

ATTACHMENT III:

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS

This certification is required by the Federal Regulations Implementing Executive Order 12549, Debarment and Suspension, 45 CFR Part 93, Government-wide Debarment and Suspension, for the Department of Agriculture (7 CFR Part 3017), Department of Labor (29 CFR Part 98), Department of Education (34 CFR Parts 85, 668, 682), Department of Health and Human Services (45 CFR Part 76).

The undersigned certifies, to the best of his or her knowledge and belief, that both it and its principals:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded

from participation in this transaction by any federal department or agency;

2. Have not within a three-year period preceding this contract been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or Local) transaction or contract under a public transaction, violation of federal or State antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification, or destruction of records, making false statements, or receiving stolen property;

3. Are not presently indicated for or otherwise criminally or civilly charged by a government entity with

commission of any of the offense enumerated in Paragraph (2) of this certification; and,

4. Have not within a three-year period preceding this contract had one or more public transactions terminated for cause or default.

Where the prospective recipient of federal assistance funds is unable to certify to any of the statements in this certification, such prospective recipient shall attach an explanation to this certification form. Name of Organization/Contractor(s): Signature of Authorized Representative: Date:

21 RFQ # NCT-2016-14

ATTACHMENT IV: CERTIFICATION REGARDING LOBBYING

The undersigned certifies, to the best of his or her knowledge or belief, that:

1. No federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence

an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an officer or employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal loan, the entering into of any cooperative Contract, and the extension, continuation, renewal, amendment, or modification or any federal contract, grant, loan, or cooperative Contract; and

2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, and or cooperative Contract, the undersigned shall complete and submit Standard Form – LLL, “Disclosure Form to Report Lobbying”, in accordance with the instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers and that all sub-recipients shall certify accordingly.

Name of Organization/Contractor(s): Signature of Authorized Representative: Date:

22 RFQ # NCT-2016-14

ATTACHMENT V:

DRUG-FREE WORKPLACE CERTIFICATION The (company name) will provide a Drug Free Work Place in compliance with the Drug Free Work Place Act of 1988. The unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited on the premises of the (company name) or any of its facilities. Any employee who violates this prohibition will be subject to disciplinary action up to and including termination. All employees, as a condition of employment, will comply with this policy. CERTIFICATION REGARDING DRUG-FREE WORKPLACE This certification is required by the Federal Regulations Implementing Sections 5151-5160 of the Drug-Free Workplace Act, 41 U.S.C. 701, for the Department of Agriculture (7 CFR Part 3017), Department of Labor (29 CFR Part 98), Department of Education (34 CFR Parts 85, 668 and 682), Department of Health and Human Services (45 CFR Part 76).

The undersigned subcontractor certifies it will provide a drug-free workplace by: Publishing a policy statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace and specifying the consequences of any such action by an employee; Establishing an ongoing drug-free awareness program to inform employees of the dangers of drug abuse in the workplace, the subcontractor’s policy of maintaining a drug-free workplace, the availability of counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed on employees for drug violations in the workplace; Providing each employee with a copy of the subcontractor’s policy statement; Notifying the employees in the subcontractor’s policy statement that as a condition of employment under this subcontract, employees shall abide by the terms of the policy statement and notifying the subcontractor in writing within five days after any conviction for a violation by the employee of a criminal drug abuse statue in the workplace; Notifying the Board within ten (10) days of the subcontractor’s receipt of a notice of a conviction of any employee; and, Taking appropriate personnel action against an employee convicted of violating a criminal drug statue or requires such employee to participate in a drug abuse assistance or rehabilitation program. Name of Organization/Contractor(s): Signature of Authorized Representative: Date:

23 RFQ # NCT-2016-14

ATTACHMENT VI: CERTIFICATION REGARDING DISCLOSURE OF CONFLICT OF INTEREST

The undersigned certifies that, to the best of his or her knowledge or belief, that: “No employee of the Contractor, no member of the Contractor’s governing board or body, and no person who exercises any functions or responsibilities in the review or approval of the undertaking or carrying out of this Contract shall participate in any decision relating to this contract which affects his/her personal pecuniary interest. Executives and employees of Contractor shall be particularly aware of the varying degrees of influence that can be exerted by personal friends and associates and, in administering the Contract, shall exercise due diligence to avoid situations which give rise to an assertion that favorable treatment is being granted to friends and associates. When it is in the public interest for the Contractor to conduct business with a friend or associate of an executive or employee of the Contractor, an elected official in the area or a member of the North Central Texas Council of Governments, a permanent record of the transaction shall be retained. Any executive or employee of the Contractor, an elected official in the area or a member of the NCTCOG, shall not solicit or accept money or any other consideration from a third person, for the performance of an act reimbursed in whole or part by Contractor or Department. Supplies, tools, materials, equipment or services purchased with Contract funds shall be used solely for purposes allowed under this Contract. No member of the NCTCOG shall cast a vote on the provision of services by that member (or any organization which that member represents) or vote on any matter which would provide a direct or indirect financial benefit to the member or any business or organization which the member directly represents”. No officer, employee or paid consultant of the Contractor is a member of the NCTCOG. No officer, manager or paid consultant of the Contractor is married to a member of the NCTCOG. No member of NCTCOG directly owns, controls or has interest in the Contractor. The Contractor has disclosed any interest, fact, or circumstance that does or may present a potential conflict of interest. No member of the NCTCOG receives compensation from the Contractor for lobbying activities as defined in Chapter 305 of the Texas Government Code. Should the Contractor fail to abide by the foregoing covenants and affirmations regarding conflict of interest, the Contractor shall not be entitled to the recovery of any costs or expenses incurred in relation to the contract and shall immediately refund to the North Central Texas Council of Governments any fees or expenses that may have been paid under this contract and shall further be liable for any other costs incurred or damages sustained by the NCTCOG as it relates to this contract.

Name of Organization/Contractor(s):

Signature of Authorized Representative: Date:

24 RFQ # NCT-2016-14

ATTACHMENT VII: CERTIFICATION OF FAIR BUSINESS PRACTICES

That the submitter has not been found guilty of unfair business practices in a judicial or state agency administrative proceeding during the preceding year. The submitter further affirms that no officer of the submitter has served as an officer of any company found guilty of unfair business practices in a judicial or state agency administrative during the preceding year. Name of Organization/Contractor(s): Signature of Authorized Representative: Date:

25 RFQ # NCT-2016-14

ATTACHMENT VIII: CERTIFICATION OF GOOD STANDING

TEXAS CORPORATE FRANCHISE TAX CERTIFICATION

Pursuant to Article 2.45, Texas Business Corporation Act, state agencies may not contract with for profit corporations that are delinquent in making state franchise tax payments. The following certification that the corporation entering into this offer is current in its franchise taxes must be signed by the individual authorized on Form 2031, Corporate Board of Directors Resolution, to sign the contract for the corporation. The undersigned authorized representative of the corporation making the offer herein certified that the following indicated statement is true and correct and that the undersigned understands that making a false statement is a material breach of contract and is grounds for contract cancellation. Indicate the certification that applies to your corporation: _____________ The Corporation is a for-profit corporation and certifies that it is not delinquent in its franchise

tax payments to the State of Texas. _____________ The Corporation is a non-profit corporation or is otherwise not subject to payment of franchise

taxes to the State of Texas. Type of Business (if not corporation): Sole Proprietor

Partnership

Other I.R.S.Tax Number: __________________________________________ __________________________________________________________ (Printed/Typed Name and Title of Authorized Representative) __________________________________________________________ Signature Date:

26 RFQ # NCT-2016-14

ATTACHMENT IX: HISTORICALLY UNDERUTILIZED BUSINESSES, MINORITY OR WOMEN-OWNED OR

DISADVANTAGED BUSINESS ENTERPRISES Historically Underutilized Businesses (HUBs), minority or women-owned or disadvantaged businesses enterprises (M/W/DBE) are encouraged to participate in the RFQ process. Representatives from HUB companies should identify themselves and submit a copy of their Certification. NCTCOG recognizes the certifications of both the State of Texas Program and the North Central Texas Regional Certification Agency. Companies seeking information concerning HUB certification are urged to contact:

State of Texas HUB Program Texas Comptroller of Public Accounts Lyndon B. Johnson State Office Building 111 East 17th Street Austin, Texas 78774 (512) 463-6958 http://www.window.state.tx.us/procurement/prog/hub/

Local businesses seeking M/W/DBE certification should contact: North Central Texas Regional Certification Agency 624 Six Flags Drive, Suite 100 Arlington, TX 76011 (817) 640-0606 http://www.nctrca.org/certification.html Submitter must include a copy of its minority certification documentation as part of this RFQ. If your company is already certified, attach a copy of your certification to this form and return with your proposal. Indicate all that apply:

______Minority-Owned Business Enterprise ______Women-Owned Business Enterprise ______Disadvantaged Business Enterprise

ATTEST TO Attachments of Certification: ____________________________________ Authorized Signature _____________________________ ________________________________ Typed Name Date Subscribed and sworn to before me this _______day of ________________ (month), 20__ in ______________________(city), ____________(county), ___________(state). ________________________________ SEAL Notary Public in and for ________________________(County),

State of _________________ Commission expires: ________

27 RFQ # NCT-2016-14

ATTACHMENT X: BID SHEET

Bid Items listing: Pavement Analysis Services RFQ #NCT-2016-14 Issued: March 1, 2016

Item # Description: Unit Unit Cost ($) 1 Automatically and continuously measure pavement cracking, texture,

rutting and geometrics Lane Mile

2 Collect pavement surface distress and structural condition information through automated means for all Participant-owned roadways

Lane Mile

3 Provide a customized digital condition rating system to collect user defined severity/extent based pavement distresses and pertinent roadway attributes

Lump Sum

4 Collect dual-wheel path roughness data to International Roughness Index standards

Lane Mile

5 Roadway information that shall be collected and provided to the Participant at a minimum includes

Lane Mile

6 Collect digital images at 25-foot intervals of the road surface condition and link to a geodatabase

Lane Mile

7 Collect additional and/or missing roadway attribute data and create shape (.shp) files for roadway data for incorporation into the Participant’s GIS system, if applicable

Lane Mile

8 Load assessment data for all Participant-maintained pavements into a pavement management system required by local government Participant(s), if applicable

Each Participant

9 Implement map module so that pavement condition and other data can be integrated, displayed, and accessed through the map interface in a format consistent with the Participant’s horizontal and vertical control network system, if applicable

Each Participant

10 Provide to the Participant the pavement condition data in a pavement management system database approved by Participant. Coordinate with the Participant’s IT department to provide pavement condition data in a format compatible with the Participant’s Environmental Systems Research Institute (ESRI) GIS database, if applicable

Each Participant

11 Calculate a Pavement Condition Index (PCI) score for each road segment using an approved pavement management system and in accordance with ASTM D6433. Provide results compatible with the Participant’s GIS database, if applicable

Lane Mile

12 Calculate the International Roughness Index for each road segment in accordance with ASTM E1926. Provide results compatible with the Participant’s GIS database, if applicable

Lane Mile

13 With input from Participant’s staff, devise a weighing system taking into account PCI, IRI, average daily traffic for thoroughfares (traffic count raw data provided by Participant), public safety emergency routes, and apply this 0-100 numeric index to the roadway information collected for the entire jurisdiction.

Lane Mile

28 RFQ # NCT-2016-14

14 Estimate the annual budget required to meet the long term goals regarding desired pavement condition levels

Each Participant

15 Create a five year and ten year pavement rehabilitation plan with input from Participant’s staff

Each Participant

16 Recommend the computer hardware and software needed for successful implementation, potentially including licenses of pavement management system software and other geodatabase software as needed

Each Participant

17 Train Participant staff and provide assistance to the Public Works and IT Department as needed for the use of data collected through the fully automated system

Each Participant

29 RFQ # NCT-2016-14

EXHIBIT A: NCTCOG MEMBER ENTITIES AND MAP*

(*This is not an exhaustive list of potential Participants.)

30 RFQ # NCT-2016-14

31 RFQ # NCT-2016-14

EXHIBIT B: SHARED SERVICES INITIATIVES AND PARTICIPATING ENTITIES

Below is a representative list of past services coordinated by NCTCOG’s Shared Services Program and the approximate number of governmental agencies participating in each.

1. Dallas Morning News (est. 2008) – 25 Texas Cities NCTCOG’s Shared Services program that allows participating entities to benefit from the collective purchase of recruitment advertising.

2. Other Post-Employment Benefits (est. 2008) – 109 Texas Clients (32 Counties, 70 Cities, 7 Other

Governmental Entities) NCTCOG’s Shared Services program that provides access to a firm that delivers actuarial and consulting expertise necessary to meet the requirements of Governmental Accounting Standards Board statements 43 and 45.

3. Water and Sewer Line Warranty Program (est. 2010) – 24 Texas Cities NCTCOG’s Shared Services program that assists cities in providing their residents with protection against the cost of broken or leaking utility lines.

4. Electronic Warrant Payments (est. 2012) – 16 Texas Jurisdictions NCTCOG’s Shared Services program that allows cities to accept electronic warrant payments on behalf of other participating cities.

32 RFQ # NCT-2016-14

EXHIBIT C: ADMINISTRATIVE FEE

Remuneration

Description Proposed Administrative Fee Rate (%)

Provide a reasonable and fair market Administrative Fee, to be based upon the total contracted value that will apply to this contract, and any addendums, service orders, etc., between the Contractor(s) and NCTCOG or the Contractor(s) and Participating Entities. The Administrative Fee will be remitted by the awarded Contractor(s) to NCTCOG on a quarterly basis.

North Central Texas Council of Governments

Addendum #1

March 9, 2016

RFQ # NCT-2016-14

Request for Qualifications for Pavement Analysis Services


Proposal Deadline: March 24, 2016

NCTCOG Offices 616 Six Flags Drive (Centerpoint Two)

Arlington, TX 76011

Contact: Jessie Shadowens-James, Special Projects Supervisor

The following items have been changed for the purpose of this RFP. The changes are underlined in italics.

• CLASSIFICATION (Page 1) The present classification for this notification is a Request for Quote. From this point forward, the classification shall be Bid Proposal.

• OBJECTIVES, Item 1.02 (Page 4) The objective of this Bid Proposal is to select qualified respondent(s) who can demonstrate they have the resources, experience, and qualifications to perform professional pavement analysis services for participating local government entities in the North Central Texas Council of Governments (NCTCOG) service region. Qualified respondents must be able to conduct, instruct, and/or implement Pavement Analysis Analyses and/or Asset Management Inventory for publicly-maintained roadways, including arterial and collector streets, streets with concrete, asphalt, and/or dirt/gravel, and alleyways. Qualified Respondents must also be able to conduct surveys of sidewalk networks and ADA ramps, if applicable. Only firms with actual pavement survey evaluation and analysis experience should submit. We are not seeking engineering services as part of this proposal.

• OBJECTIVES, Item 1.02, Entry #3 (Page 5) 3. Provide a digital condition rating system to collect user defined severity/extent based

pavement distresses and pertinent roadway attributes to accommodate a standardized approach to collecting data.

• BUSINESS PLAN, Item 2.02, TAB A. Letter of Transmittal (Page 7) 1. Proposer’s name and any assumed names. 2. Physical and mailing address. 3. A brief statement of the Proposer’s understanding of the work to be done and a

summary of its Proposal. 4. A statement that the proposer does or does not have an engineer on staff available,

for the communities to negotiate with separately and outside of this contract, for providing analysis of the data and recommendations.

5. The names, titles, addresses, email addresses and telephone numbers of the primary contact and other individuals authorized to make representations on behalf of the Proposer.

6. A statement that the person signing the transmittal letter is authorized to legally bind the Proposer.

7. A statement that the Proposal will remain in effect until a contract has been finalized and a Purchase Order has been issued by NCTCOG to the Awarded Contractor(s).

8. Signature of person(s) authorized to legally bind the Proposer.

• BUSINESS PLAN, Item 2.02, TAB E. Key Personnel (Page 8-9) Attach resumes for all project managers, supervisors, and other team members who will be involved in the management of the delivery of services under this Bid Proposal with a minimum of five (5) years’ experience in the development, management, and oversight of pavement management. Provide a general explanation which specifies project leadership and reporting responsibilities, and how the team will interface with NCTCOG and Participant(s) project management and team personnel. Include an organizational chart containing the names, qualifications, office phone, and cell phone of the prime provider and any sub provider’s key personnel proposed for the team and their contract responsibilities by work category. Designate specific contact person(s) for the following: procurement process, negotiating potential contracts, conducting presentations/interviews and who will be the primary point of contact for receiving Requests for Services from NCTCOG or Participants.

• ATTACHMENT X, Item 3. Bid Sheet (Page 27) 3. Provide a digital condition rating system to collect user defined severity/extent based pavement distresses and pertinent roadway attributes to accommodate a standardized approach to collecting data.

• ATTACHMENT X, Item 5. Bid Sheet (Page 27) 5. Roadway Information that shall be collected and provided to the Participant at a minimum includes those items a. through i., as listed under item #5 under section 1.02 “Objectives”.


Addendum #2

March 16, 2016

RFQ # NCT-2016-14



Proposal Deadline: April 19, 2016


Arlington, TX 76011


The following items have been changed for the purpose of this Bid Proposal. The changes are underlined in italics.

• PROPOSAL DEADLINE (Page 1)

The due date for submission of bids has been extended to April 19, 2016.

• 2.04 RFQ SUBMISSION, (Page 9) Please submit one physical copy and one electronic copy (on compact disk or USB flash drive) of your response no later than 3:00 p.m CDT, April 19, 2016. Electronic copy of proposal must be one PDF file and not submitted as separate sections. Mark outside envelope “Sealed Proposal – Pavement Analysis Services NCT-2016-14” and send to: North Central Texas Council of Governments Agency Administration Attn: Jessie Shadowens-James 616 Six Flags Drive, CP II Arlington, TX 76011 Faxed, emailed or late proposals will be ineligible and not accepted for consideration.

It is the responsibility of the Proposer(s) to ensure that the proposal is received in

NCTCOG’s office by the designated due date and time. NCTCOG assumes no responsibility for delays caused by postage, mail courier deliveries, email delays or any other form of delivery.

Proposal information is restricted and not publicly available until after award of a contract. All documents associated with the RFQ, unless the Proposer indicates a portion of the proposal is proprietary, will be subject to public inspection in accordance with the Public Information Act. All information obtained in the course of this RFQ will become property of the NCTCOG.

• 2.04 SOLICITATION SCHEDULE, (Page 10) The schedule for the RFQ process and the work is given below. All times indicated are Central Standard Time (CST). NCTCOG may change this schedule at any time through the addenda process. It is each Proposer’s responsibility to check the website question and answer area for this RFQ for current information regarding this RFQ and its Calendar of Events through award of the Contract. <http://www.nctcog.org/aa/RFQ.asp> The anticipated schedule is as follows:

RFQ Issued March 1, 2016 Pre-Proposal Conference March 10, 2016 Inquiry Period Ends March 14, 2016 Proposal Due Date April 19, 2016 Anticipated Award May 5, 2016

Note: An additional addendum consisting of questions and answers from the pre-proposal meeting will be posted soon.



Addendum #3

April 1, 2016

RFQ # NCT-2016-14





Arlington, TX 76011


The following items have been changed for the purpose of this Bid Proposal. The changes are underlined in italics.

• PROPOSAL DEADLINE (Page 1)

The original due date of March 24, 2016 will be replaced with a new due date of April 19, 2016.

• 1.02 OBJECTIVES, NUMBER 5, ITEM H (Page 5)

The following change has been made to this item: Roadway information shall be collected and provided to the Participant at a minimum includes: h. Pavement performance information that includes rutting using a minimum of seven (7) sensors (include pricing for nine (9) sensors as well), fatigue cracking, transverse cracking and longitudinal cracking.

• 1.02 OBJECTIVES, NUMBER 8 (Page 5)

The following change has been made to this item: Load assessment data for all Participant-maintained pavements into a pavement management software system required by local government Participant(s), if applicable. Cost includes base cost plus lane mile unit cost.

• 2.02 BUSINESS PLAN, Tab F (Page 9)

The following requirement has been removed from the bid request. AFFIRMATIVE ACTION PLAN. Include a copy of your affirmative action plan prove as (reference) of this RFQ for review.

• ATTACHMENT X, BID SHEET (Pages 27-30)

For Attachment X, #8,9,10,14, and 15, the current unit “Each Participant” shall be quantified with a base cost that will be added with a lane mile unit cost for a total. See Revised Attachment X, attached, and posted as Addendum 4.

QUESTIONS AND ANSWERS (Pre-proposal and Formally Submitted Questions) 1. Will one vendor or multiple vendors be selected? It is not known at this time whether one vendor or multiple vendors will be selected. If the program is able to garner enough participation, there may be a need for multiple vendors to complete the requests for service in a timely manner. A final determination will be made at a later date. 2. Based on the addendum, there are no engineering services. Is NCTCOG going to modify the items that are suggestive of engineering services? Specifically Item #13 of Attachment X. Addendum 1 specified that COG is not requesting engineering services through this proposal. Item 13 does not require the services of an engineer. 3. The requirement for an engineer to be on staff is no longer necessary? Yes, it has been removed via Addendum 1. 4. On page 28 of the RFQ, the items 14-17 refer to “each participant”. What is COG’s definition of participant- is it each city? Participants are defined on page 3: “A governmental entity that signs an Interlocal Agreement with NCTCOG to receive pavement analysis services from Contractors through a Master contract with NCTCOG”. 5. Will this project be required to adhere to certain standards (such as TxDOT standards)? Will a different system of standards be created? North Texas SHARE is intending to provide Pavement Analysis Service to our member governments and is not specifically utilizing TxDot standards or measures. No new system of standards will be created. 6. Other elements are included in addition to pavement, such as sidewalks, ADA ramps, street signs, fire hydrants and water valves. Will these be line-item purchases? Yes, these will be line-item. Please reference the updated Attachment X. 7. What sorts of attributes would be the focus of the other elements just mentioned? For signs, water valves, fire hydrants, it would include attributes such as GPS coordinates, condition ratings. Please reference the updated Attachment X. 8. Is the award of the contract dependent upon HUB status? No, you do not have to have HUB status to be awarded a contract. However, HUB certified vendors are awarded additional points in the evaluation, per section 3.01 (pg 12). 9. How many communities does NCTCOG anticipate to sign on once the award has been issued? As with our other SHARE programs, the NCTCOG cannot speak to the number of participants that will decide to utilize these services. However, with 200+ NCTCOG members, and based on conversations with our Public Works Council, we have determined there is enough interest in the procurement to release a bid on behalf of our members. 10. Regarding Attachments I-IX, are secondary firms also required to sign or just the primary responding firm? Only the primary firm responding to the bid is required to sign Attachment I-IX. The primary firm is the firm that will receive payment for services and with whom the Master Services Agreement will be signed. 11. Would it be more precise to calculate units by lane-miles rather than splitting out each unit? One could simply add columns for ranges. This has been addressed through the revised Attachment X.

12. Is there a size preference in mind for lane miles? Please refer to the revised Attachment X for size categories. 13. Will any software be provided? Is there any standardized software among participants? There is no standardized software used throughout the region; therefore, no software will be provided. Based on interest meetings held in advance of this bid being issued, there isn’t a desire among members to have a consistency in software.

REGARDING ATTACHMENT X, BID SHEET 14. Item #6. Will front and back imagery be required for the vehicles? Also, item #6 is worded in such a way that is referred to as “Right-of-way” imaging, which is associated with forward facing cameras. Downward facing cameras are continuous, and are measured in lane-miles. Forward facing will be mandatory, as it goes along with the 25 foot intervals, while the other two methods will be considered as well. Please refer to the revised Attachment X. 15. Item #16. Are vendors expected to provide these items? No. The vendors are only asked to recommend what hardware and software to participants that the vendor believes to be best for the project. 16. Item #17. Is there a set time for training? Would it be ‘per-day’ of training, ‘per-person’ of training, or hourly? Please use a price per participant/per day. Assume 20 attendees per training maximum. See Attachment X for more information. 17. Can support staff be included to address the differences in software/hardware among agencies? Yes. There can be a pricing per hour support staff inclusion. 18. How soon after the award is issued will work begin? The date for work to commence is dependent on several factors. Once a vendor(s) is chosen, the contract will be taken to NCTCOG’s Board for approval. After approval, it is dependent on how many/which participants sign on for the service and the availability of funding. 19. Some vendors will be creating a GIS database for participants as part of the pavement management service. Will this database be shared with other participants and/or NCTCOG/North Texas SHARE? The database information will be provided only to the requesting participant. Each database becomes property of the respective participant and will not be accessible by others. 20. How rigid are these contracts? How much can a vendor negotiate in the micro level based on irregularities on member entity projects? Different requestors will have varying quality levels to their current data. Will we be able to add items to this bid sheet? An additional line item has been added to Attachment X, which includes the ability to add in non-standard items, not to exceed 15% of the total price. 21. Will interviews be included as part of the bid process? NCTCOG reserves the right to conduct interviews as part of the procurement process. The need for interviews will be determined by the selection committee. 22. Is the chosen vendor determined by pricing alone? Award will be made based on best value provided. Cost will be only a portion of the consideration. Services provided and demonstrated ability to meet the requirements of the contract are also factors in the selection process. Please refer to section 3.01 – Evaluation criteria. 23. If North Texas SHARE decides to contract with multiple vendors, how will work be divided between the vendors? North Texas SHARE has not determined how work will be divided if multiple vendors receive contracts. One option would be to have a primary vendor with a secondary vendor to take on any projects that cannot be accommodated by the primary in a reasonable timeframe. However, there has been no official determination of this arrangement.

24. What is expected on the 5 and 10 year work plans? Is simply output from the pavement management software required or are project level groupings requiring planning necessary? Please describe the level of detail required for these reports. The 5 and 10 year pavement rehabilitation plans should include, at a minimum, a prioritized list of recommended pavement treatments by roadway segment during the planning horizon. This item should be coordinated with item number 14 to produce an estimated annual budget to meet long term goals regarding desired pavement condition levels set by the Participant. 25. As this is now a bid instead of an RFQ, is pricing still required in a separate envelope or can everything be submitted in a single document? Yes, the bid sheet should be placed in a separate envelope. 26. Is there a DBE requirement? There is no DBE requirement; however, please complete and submit Attachment IX if applicable. 27. Can information be provided on what data elements are required for sidewalk networks and ADA ramps? Are both inventory and condition inspection required? If so, separate line items for inventory and condition inspection should be included in Attachment X. The revised bid sheet (Attachment X) includes separate items for sidewalks, ADA ramps, etc. Both inventory and condition are required for both. 28. Potentially unpaved roadways or alleyways are to be included in the survey. This often requires utilizing a different data collection vehicle or windshield type survey than those used on paved roads. We suggest making a line item for “unpaved roadways” in Attachment X. Many times agencies exclude unpaved roads or survey them utilizing a separate method than the paved roads. This service is not anticipated to be used for unpaved roads. 29. Please clarify what is required for “structural” condition. Does this include Ground Penetrating Radar (GPR) and Falling Weight Deflectometer (FWD) testing? Recommend a per day rate for FWD and a per mile rate for GPR. Surface condition is the main concern. GPR and FWD are not required, unless specifically requested by an entity. Items 23 – 25 of the Revised Bid Sheet detail optional structural measures, to include GPR and FWD.

30. The Pavement Analysis Services definition includes surveys of sidewalk networks and ADA ramps. In considering pricing per lane mile on right-of-way (ROW) assets such as sidewalks and ADA ramps, would it be advantageous for NCTCOG to identify standard lists of attributes as a starting point for pricing for these assets similar to the following? Sidewalks

• Asset ID • Location (line representing sidewalk location) • Location (name of street on which the asset is located) • Photo image link • Physical condition rating (Good, Fair, Poor)

ADA Ramps • Asset ID • Location (x,y) • Location (name of street on which the asset is located) • Photo image link • Physical condition rating (Good, Fair, Poor) • Presence of truncated dome • Comments

Yes. Please refer to Attachment X to find these items. 31. Other right-of-way assets that are commonly inventoried and evaluated during automated data collection include traffic signs, signals, guardrails, pavement markings, light poles, curb and gutter, etc. Is NCTCOG considering itemizing these assets with standard lists of base attributes as well? Only curbs and gutters are to be itemized. These will be measured by linear feet. Refer to Item 11 on the Revised Bid Sheet. 32. Attachment X (Bid Sheet) does not currently include any provision for price escalation. Are responses to include prices by year or a single price for each of the bid items for the entire 3 to 6 year period? After a 3 year period rates can be renegotiated. Prices provided are valid for the initial 3 year term of the agreement. Pricing can then be discounted prior to the extension being executed. 33. What are typical remuneration fees (%s) that NCTCOG has used on past contracts of similar size and is this information available on the website where it can be accessed if not directly provided? 1 percent (1%) is a typical remuneration fee.

ATTACHMENT X: BID SHEET (REVISED)

Bid Items listing: Pavement Analysis Services RFQ #NCT-2016-14 Issued: March 1, 2016 PROVIDE PRICE PER TIERED GROUP

Item # Description: Unit

Unit Base Cost ($)

Unit Cost ($)

0-200 Lane Miles

Unit Cost ($)

201-700 Lane Miles

Unit Cost ($)

701+ Lane Miles

1 Automatically and continuously measure pavement cracking, texture, rutting, width, and pavement type

Lane Mile1

2 Collect pavement surface distress through automated means Lane Mile1

3 Provide a digital condition rating system to collect user defined severity/extent based pavement distresses and pertinent roadway attributes to accommodate a standardized approach to collecting data

Lump Sum


Lane Mile1

5 Roadway information that shall be collected and provided to the Participant at a minimum includes items a. through i. in Section 5 of the Overview in this bid. (Page 5)

Lane Mile1

6 Collect digital images at 25-foot intervals of the road surface condition and link to a geodatabase (minimum forward facing imagery)

Lane Mile1

7 Collect sidewalk data to include location, length, width and condition and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable

Lane Mile1

8

Collect sidewalk ADA ramp data to include location, configuration, presence of truncated domes or other detectable warning feature, and condition and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable.

Each



Unit Base Cost ($)

Unit Cost ($)

0-200 Lane Miles

Unit Cost ($)

201-700 Lane Miles

Unit Cost ($)

701+ Lane Miles

9 Collect roadway sign data to include type and location and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable

Each

10 Collect photos of ADA ramps, sidewalks, and/or roadway signs inventoried under items 7, 8, and 9 above. Each

11 Collect location of curb and gutter and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable

Linear Feet

12 Collect location and type of visible in-pavement features such as valves, manhole covers, etc. and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable

Each

13

Load assessment data for all Participant-maintained pavements into a pavement management software system required by local government Participant(s), if applicable. Cost includes base cost plus lane mile unit cost.

Each Participant

14

Implement map module so that pavement condition and other data can be integrated, displayed, and accessed through the map interface in a format consistent with the Participant’s horizontal and vertical control network system, if applicable. Cost includes base cost plus lane mile unit cost.

Each Participant

15

Provide to the Participant the pavement condition data in a pavement management system database approved by Participant. Coordinate with the Participant’s IT department to provide pavement condition data in a format compatible with the Participant’s Environmental Systems Research Institute (ESRI) GIS database, if applicable. Cost includes base cost plus lane mile unit cost.

Each Participant



Unit Base Cost ($)

Unit Cost ($)

0-200 Lane Miles

Unit Cost ($)

201-700 Lane Miles

Unit Cost ($)

701+ Lane Miles

16

Calculate a Pavement Condition Index (PCI) score for each road segment using an approved pavement management system and in accordance with ASTM D6433. Provide results compatible with the Participant’s GIS database, if applicable

Lane Mile1


Lane Mile1

18

With input from Participant’s staff, devise a weighing system taking into account PCI, IRI, average daily traffic for thoroughfares (traffic count raw data provided by Participant), and public safety emergency routes; and apply this 0-100 numeric index to the roadway information collected for the entire jurisdiction. Cost includes base cost plus lane mile unit cost.

Lane Mile1

19 Estimate the annual budget required to meet the long term goals regarding desired pavement condition levels. Cost includes base cost plus lane mile unit cost.

Each Participant

20 Create a five year and ten year pavement rehabilitation plan with input from Participant’s staff. Cost includes base cost plus lane mile unit cost.

Each Participant

21

Recommend the computer hardware and software needed for successful implementation, potentially including recommendations for licenses of pavement management system software and other geodatabase software as needed

Each Participant

22 Train Participant staff and provide assistance to the Public Works and IT Department as needed for the use of data collected through the fully automated system (20 person maximum per class)

Day



Unit Base Cost ($)

Unit Cost ($)

0-200 Lane Miles

Unit Cost ($)

201-700 Lane Miles

Unit Cost ($)

701+ Lane Miles

23 Collect and analyze pavement structural condition information through the use of a falling weight deflectometer in accordance with industry standards on designated participant-owned roadways

**

24 Collect and analyze pavement structural condition information through the use of Ground Penetrating Radar (GPR) in accordance with industry standards on designated participant-owned roadways

**

25 Collect and analyze pavement structural condition information through the use of pavement cores in accordance with industry standards on designated participant-owned roadways (traffic control included)2

**

26 Additional miscellaneous services, selected by Participant, not to exceed 15% of total bid.

1Lane mile is to be defined as a mile traveled as

1. A single pass on alleyways 2. A centered single pass on residential streets 3. Includes the outside lane in each direction for collectors and arterials (2 total).

2Spacing for pavement cores to be negotiated with each participant.

Services to be negotiated with each community when requested. These items may require the service of an engineer, either provided by the client or contracted by the vendor.


Addendum #4 Revised Bid Sheet

April 1, 2016

RFQ # NCT-2016-14





Arlington, TX 76011


ATTACHMENT X: BID SHEET (REVISED)



Unit Base Cost ($)

Unit Cost ($)

0-200 Lane Miles

Unit Cost ($)

201-700 Lane Miles

Unit Cost ($)

701+ Lane Miles

1 Automatically and continuously measure pavement cracking, texture, rutting, width, and pavement type

Lane Mile1

2 Collect pavement surface distress through automated means Lane Mile1

3 Provide a digital condition rating system to collect user defined severity/extent based pavement distresses and pertinent roadway attributes to accommodate a standardized approach to collecting data

Lump Sum


Lane Mile1

5 Roadway information that shall be collected and provided to the Participant at a minimum includes items a. through i. in Section 5 of the Overview in this bid. (Page 5)

Lane Mile1

6 Collect digital images at 25-foot intervals of the road surface condition and link to a geodatabase (minimum forward facing imagery)

Lane Mile1

7 Collect sidewalk data to include location, length, width and condition and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable

Lane Mile1

8

Collect sidewalk ADA ramp data to include location, configuration, presence of truncated domes or other detectable warning feature, and condition and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable.

Each



Unit Base Cost ($)

Unit Cost ($)

0-200 Lane Miles

Unit Cost ($)

201-700 Lane Miles

Unit Cost ($)

701+ Lane Miles

9 Collect roadway sign data to include type and location and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable

Each

10 Collect photos of ADA ramps, sidewalks, and/or roadway signs inventoried under items 7, 8, and 9 above. Each

11 Collect location of curb and gutter and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable

Linear Feet

12 Collect location and type of visible in-pavement features such as valves, manhole covers, etc. and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable

Each

13

Load assessment data for all Participant-maintained pavements into a pavement management software system required by local government Participant(s), if applicable. Cost includes base cost plus lane mile unit cost.

Each Participant

14

Implement map module so that pavement condition and other data can be integrated, displayed, and accessed through the map interface in a format consistent with the Participant’s horizontal and vertical control network system, if applicable. Cost includes base cost plus lane mile unit cost.

Each Participant

15

Provide to the Participant the pavement condition data in a pavement management system database approved by Participant. Coordinate with the Participant’s IT department to provide pavement condition data in a format compatible with the Participant’s Environmental Systems Research Institute (ESRI) GIS database, if applicable. Cost includes base cost plus lane mile unit cost.

Each Participant



Unit Base Cost ($)

Unit Cost ($)

0-200 Lane Miles

Unit Cost ($)

201-700 Lane Miles

Unit Cost ($)

701+ Lane Miles

16

Calculate a Pavement Condition Index (PCI) score for each road segment using an approved pavement management system and in accordance with ASTM D6433. Provide results compatible with the Participant’s GIS database, if applicable

Lane Mile1


Lane Mile1

18

With input from Participant’s staff, devise a weighing system taking into account PCI, IRI, average daily traffic for thoroughfares (traffic count raw data provided by Participant), and public safety emergency routes; and apply this 0-100 numeric index to the roadway information collected for the entire jurisdiction. Cost includes base cost plus lane mile unit cost.

Lane Mile1

19 Estimate the annual budget required to meet the long term goals regarding desired pavement condition levels. Cost includes base cost plus lane mile unit cost.

Each Participant

20 Create a five year and ten year pavement rehabilitation plan with input from Participant’s staff. Cost includes base cost plus lane mile unit cost.

Each Participant

21

Recommend the computer hardware and software needed for successful implementation, potentially including recommendations for licenses of pavement management system software and other geodatabase software as needed

Each Participant

22 Train Participant staff and provide assistance to the Public Works and IT Department as needed for the use of data collected through the fully automated system (20 person maximum per class)

Day



Unit Base Cost ($)

Unit Cost ($)

0-200 Lane Miles

Unit Cost ($)

201-700 Lane Miles

Unit Cost ($)

701+ Lane Miles

23 Collect and analyze pavement structural condition information through the use of a falling weight deflectometer in accordance with industry standards on designated participant-owned roadways

**

24 Collect and analyze pavement structural condition information through the use of Ground Penetrating Radar (GPR) in accordance with industry standards on designated participant-owned roadways

**

25 Collect and analyze pavement structural condition information through the use of pavement cores in accordance with industry standards on designated participant-owned roadways (traffic control included)2

**

26 Additional miscellaneous services, selected by Participant, not to exceed 15% of total bid.

1Lane mile is to be defined as a mile traveled as

1. A single pass on alleyways 2. A centered single pass on residential streets 3. Includes the outside lane in each direction for collectors and arterials (2 total).

2Spacing for pavement cores to be negotiated with each participant.

Services to be negotiated with each community when requested. These items may require the service of an engineer, either provided by the client or contracted by the vendor.