BACKGROUND

Since 2014, the Village had contracted with Infrastructure Management Services, Inc. (IMS) to provide pavement management services for the entire roadway network which contains approximately 216 miles of pavement. IMS would collect pavement surface data to be incorporated into a pavement management software that would calculate the Pavement Condition Index (PCI) score. Staff would use the calculated PCI score to help determine which streets were of higher priority for rehabilitation and should be included in the annual Street Resurfacing and Street Reconstruction & Rehabilitation programs.

In early 2023, staff was informed that there would be changes to the managerial personnel and changes to the pavement software by IMS. This prompted the staff to set up meetings with four possible vendors that can provide pavement management services. A committee of six staff members attended the virtual presentation by each consultant. The presentations identified their approach to field surveying, deliverables each year to the Village, past experience with interconnecting the pavement software data with Cityworks, and answering any questions from staff members. After carefully reviewing all the information provided, staff contacted Roadway Asset Services, LLC and requested the attached proposal which includes the cost for field surveying and reporting for the full roadway network in 2023.

The requested action would authorize the approval of the attached proposal provided by Roadway Asset Services, LLC. (RAS) for pavement management services in the amount of $79,738. The current budget includes $62,000 in Account No. 101-7101-520050 for Pavement Management Services. There are sufficient funds available in reserves to cover the additional cost.

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