HomeMy WebLinkAbout7/16/2014 - STAFF REPORTS - 5.A. 40�F ptM sp4
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q<fFORN� City Council Staff Report
DATE: July 16, 2014 NEW BUSINESS
SUBJECT: APPROVE A PURCHASE ORDER TO HARRIS & ASSOCIATES IN AN
AMOUNT NOT TO EXCEED $97,000 TO UPDATE THE PAVEMENT
MANAGEMENT SURVEY AND ESTABLISHING A SIGN INVENTORY
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY:
Approval of this item will approve the proposal and authorize Harris & Associates to
update the City's Pavement Management Survey (PMS) and to establish a regulatory
and warning traffic sign inventory database to comply with the federal mandate.
RECOMMENDATION:
1. Approve a purchase order to Harris & Associates, in an amount not to exceed
$97,000, to update the pavement management survey and establishing a sign
inventory, pursuant to On Call Agreement No. 6444
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
In November 2013, City Council approved Agreement No. 6444 with Harris &
Associates for On-Call Civil Engineering Design Services on an as needed basis. When
design or consultant services are needed, the agreement authorizes staff to seek a
proposal from one of four on-call firms. Council may then approve the proposal, thereby
authorizing staff to prepare a purchase order for the design or consultant services. Staff
sought a proposal to update the City's outdated Pavement Management Survey and
establish a regulatory and warning traffic sign inventory in order to replace needed signs
throughout the City as mandated by the federal government.
The last full survey of street conditions was conducted in 2008 and resulted in a
comprehensive inventory of all paved City streets. The City is currently using the
6-A.rrEM NO.
City Council Staff Report
July 16, 2014 -- Page 2
Approval of Purchase Order for Consultant Services Harris &Associates for Updating PMS and Sign
Inventory
MicroPaver Pavement Management Software to inventory the Pavement Condition
Index (PCI) of all City streets. Now that there are additional funds to use for street repair
and rehabilitation, a new inventory should be conducted to assure that these funds are
being spent as proficiently as possible. Since streets have different volumes of traffic,
vehicle use, and environmental factors (lawn/irrigation overspray, engine oils, blow sand
areas, etc.) a standard deterioration factor cannot be used for Major, Secondary,
Collector and Residential streets alike. The updated Pavement Management Survey will
assist the Public Works Department to prioritize the streets that are in the greatest need
of street rehabilitation as well as taking into consideration proposed bicycle lanes to be
installed. With the cost of petroleum products such as asphalt concrete pavement and
slurry seal, on the rise, it is even more crucial to spend every dollar as efficiently as
possible. Harris & Associates will take the City's existing streets catalogued in
MicroPaver and adjust them accordingly to the true conditions at the time of survey,
review their findings with the Public Works Department, input the data into the City's
MicroPaver database, and use their experience in pavement rehabilitation to make
recommendations based on the latest information.
The Federal Highway Administration (FHWA) standardizes, regulates, and publishes
the Manual on Traffic Control Devices (MUTCD) which puts forth the codes behind
traffic signing to promote the public's safety on public roads. In January of 2008, the
FHWA adopted the MUTCD to require public agencies in charge of public streets and
highways an assessment or management method to maintain traffic sign reflectivity at
or above established thresholds. Agencies had until January 2012 to implement a sign
assessment or management method to comply. The compliance deadline to have all
regulatory and warning signs updated to the new reflectivity standards was extended by
FHWA to January 2015, while the deadline to have overheads signs in compliance was
extended to January 2018. The Public Works Department has adhered to the new
standards as signs need to be replaced; however, there is no comprehensive inventory
of all the traffic signs within the City limits. There is no reliable data on what signs still
need to be replaced and updated to the new standards. A survey of all regulatory,
warning, and overhead signs needs to be conducted and create an all-inclusive
database so that the oldest signs can be replaced first, much like the street survey will
make pavement rehabilitation more efficient. Once the City has an inventory of signs,
MUTCD type code, their current conditions, and locations, the Public Works Department
can implement an assessment and management method that bring the City into
compliance with the language in the MUTCD set by the FHWA. Harris & Associates will
survey all warning and regulatory signs using handheld GPS devices. They will then
download the data into the City's GIS software, GovClarity. This will allow the Streets
Department to use GovClarity to budget and schedule sign replacements on an ongoing
cycle instead of simply replacing randomly as they are knocked down or damaged. This
will put the City back on a path of systematic sign replacement to comply with the
looming 2015 & 2018 deadlines.
02
City Council Staff Report
July 16, 2014 -- Page 3
Approval of Purchase Order for Consultant Services Harris & Associates for Updating PMS and Sign
Inventory
The final point is that public streets and traffic signs are City assets. These assets
should be measured, catalogued, and valued for proper tax and insurance purposes.
Harris & Associates has proposed completing both street and sign surveys within four
months, much faster than the Public Works Department workforce could complete. The
proposed cost for the update of the Pavement Management Survey and Traffic Sign
inventory is $97,000.
Staff recommends the City Council approve the proposal and authorize Harris &
Associates to update the City's Pavement Management Survey (PMS) and to establish
a Traffic Sign Inventory database to comply with the federal mandate.
FISCAL IMPACT:
Sufficient funds are available in Measure A account No. 134-4498-50312.
SUBMITTED:
Prepared by: Recommended by:
r
Savat khampflou David J. Barakian
Assistant Director of Public Works Director of Public Works/City Engineer
Approved by:
David H. Ready, City M
Attachments:
1. Harris & Associates Proposal, dated July 3, 2014
01
Harris & Associates,.
Shaping the Future One Project at a Time sm
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July 3,2014
Felipe Primera
m Engeermg Assistant
City of Palm Springs Public Works
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Subject: Assist Inventory of Roadways and Signs
Dear Felipe:
The Palm Springs roadway network is the City's largest and most visible asset. The conditions of the
roadways and traffic control measures have a direct impact on public safety and are a reflection of
community pride. The maintenance and rehabilitation of roadways pavement and traffic control measures,
such as road signs,has always posed challenges with limited funds and ever-changing regulations and
requirements. To be eligible for funds and meet federal requirements,agencies are often required to
develop condition assessments of the roadways and street signs within their jurisdiction. Inventory's that
are current and updatable,make it easier to monitor performance, meet deadlines and manage limited
resources wisely.
Our proposal is to perform a condition assessment and develop and update data for the City's roadways
and streets signs. The project also includes developing and updating data and software for the City's
roadways and streets signs and a nighttime field reviews to check signs for retroreflectivity. This proposal
will provide an overview of our understanding and approach to the project and a detailed scope,fee and
schedule for the proposed services.
Please let me know if you have any questions or comments regarding this proposal. Resumes for project
staff are available upon request. We look forward to working with you and providing comprehensive
asset management services.
Sincerely,
Harris & Associates
s �
Randall Bliss, PE Ehab S. Gerges, P.E.,QSD
Senior Project Manager Vice President
Associate
22 Executive Park, Suite 200 Irvine, CA 92614-4705 949,655.3900
PROJECT UNDERSTANDING
Management and maintenance of large publicly owned assets requires understanding the existing
condition and the quantity or scale of the asset. With this basic information, agencies can determine the
overall value of the asset,and develop maintenance and rehabilitation strategies for the future. Finding
funding for the maintenance and repair of these assets is always challenging and is often dependent on
assistance from local, state and federal agencies. Cities are often required to meet minimum reporting
requirements to be eligible for funding. These requirements allow the funding agencies to monitor results
and insure the funding is being used effectively to reduce further costs.
Pavement Management Program (PMP)
California Streets and Highways Code, Section 2108.1 requires local agencies to develop and adopt a
pavement management program to be utilized on local streets or highways that receive funding under the
state transportation improvement programs(STIP). Additionally,in 2003,the Coachella Valley
Association of Governments(CVAG)notified local governments that they were going to begin using the
MicroPAVER pavement management system software to catalogue the pavement condition and
maintenance priorities for the local Measure A funded arterial roadways in the Coachella Valley. CVAG
provided the software and training to all Coachella Valley cities.The City last performed an inventory of
all public streets and updated their PMP in 2008. The existing data is outdated and requires reassessment
and updating.
Harris&Associates(Harris)will provide the necessary services to update the City's PMP for the City's
entire roadway network,including approximately 250 centerline miles of residential and arterial streets
with approximately 1,400 existing pavement management sections. Harris will perform condition
assessments of all existing street segments in the City's database. Existing street lengths and widths will
be verified for accuracy. Existing street segmentation will also be reviewed and adjusted if needed based
on field observations. The PMP will be updated using the MiroPAVER Software V6.5 (as required by
CVAG). Conditions assessments will be performed based on standardized methods and distresses
identified in ASTM Standard D6433-11 and the distress manuals provided with the MiroPAVER
program.
Condition assessments can be performed using several different methods including: windshield surveys;
walking surveys,which include surveying a representative sample of the street segment; and automated
surveys.A windshield survey is proposed for this project and is consistent with inspection methods
performed by the City in the past. In a windshield survey,the inspector travels in a vehicle at slow speeds
and observes the pavement condition from within the vehicle. The entire pavement section is surveyed
and the distress data estimated and recorded.
Condition information is entered in the MircoPAVER program and a Pavement Condition Index(PCI) is
generated for each pavement segment. Once the overall pavement conditions(PCI)are updated,various
Assist Inventory of Roadways and Signs
Page 2 015
"what if'scenarios can be run to assist the City in planning and developing long-term repair and
maintenance programs to most effectively utilize their existing budgets.
Our services will include generating a report summarizing all findings as well as the development of a
pavement condition map,utilizing existing Citywide ACAD maps and GIS files. Each street will be
assigned a color corresponding to its present condition. The maps will serve as powerful tool for
understanding the overall condition of the network and presenting the findings to others.
Roadway Sign Inventory
The Federal Highway Administration(FHWA)regulates and standardizes traffic control measures across
the country. The Manual on Uniform Traffic Control Devices(MUTCD)published by FHWA, sets forth
basic principles of traffic signs: namely to promote safety and efficiency on public roads. Traffic signs are
critical elements of roadways because they communicate the rules,warnings, guidance,and other
roadway information that drivers need to safely and efficiently navigate the roadway network. Well-
maintained signs are mandatory as they assist drivers make good decisions.
Approximately 40,000 people are killed on American roads each year. While only one-quarter of all
travel occurs at night, about half of the traffic fatalities occur during nighttime hours.To address this this
statistical disparity, FHWA has established traffic sign retro reflectivity standards.Nighttime visibility of
traffic control devices is becoming increasingly important as our population ages. By the year 2020,about
one-fifth of the U.S. population will be 65 years of age or older. In general, older individuals have
declining vision and slower reaction times. Signs that are easier to see and read at night can help elderly
drivers drive more safely, retain their freedom of mobility, and remain independent.
FHWA also believes that the selection of a reasonable method for maintaining sign retro reflectivity
might serve to help defend agencies in tort liability claims and litigation. Public agencies that implement
and follow a reasonable method in conformance with the national MUTCD guidelines will be in a better
position to successfully defend tort litigation involving claims of improper sign retro reflectivity.
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ONE WAY ONLY
...for the new MUTCD regulations'
In January 2008,new requirements were officially adopted into the MUTCD that requires agencies in
charge of streets and highways,to use an assessment or management method to maintain the reflectivity
of traffic signs at or above established thresholds. Agencies had until January 2012 to implement a sign
assessment or management method to comply with the new standard.The compliance date for regulatory
and warning signs is January 22,2015,while overhead guide signs have a January 22, 2018 compliance
date. Although guide signs are included in the minimum retroreflectivity tables shown in the MUTCD,
there is not a specified compliance date for guide signs(including street name signs)to be addressed by
an agency's method. Guide signs are to be added to an agency's management or assessment method as
resources allow. Agencies need to replace any sign they identify as not meeting the established minimum
retroreflectivity levels. Agencies' schedules for replacing signs are based on resources and relative
priorities rather than specific compliance dates.
Assist Inventoryof Roadways and Signs
Page 3
FHWA retroreflectivity standards provide flexibility for agencies to choose a maintenance method(or
methods)that best fits their specific conditions. Agencies do not necessarily need to measure retro
reflectivity levels of all their signs, but do need to implement a program that regularly evaluates and
assesses the nighttime performance of their signs.
Once an agency implements an Assessment or Management Method,they would be in compliance with
the language in the MUTCD even if some individual signs do not meet the minimum retro reflectivity
levels at this point in time. Agencies must implement methods on how to maintain the minimum
retroreflectivity levels.
Per MUTCD, one or more of the following assessment or management methods should be used to
maintain sign retro reflectivity:
A. Visual Nighttime Inspection(Field review and rate)
B. Measured Sign Retro reflectivity (Field measure)
C. Expected Sign Life(Replace based on sign age)
D. Blanket Replacement(Replace all at once)
E. Other methods based on engineering studies.
The methods recommended are broken into two categories: management methods and assessment
methods. Assessment methods involve sending personnel out to examine and assess the retroreflective
performance of signs. Some agencies may find this approach to be more labor intensive and turn to
management methods as an alternative. Management methods may require less field work(or none at all
in some cases)but may also result in replacing some signs that still have useful life left in terms of
retroreflectivity.
Based on the methods outline above and discussions with City staff,the approach for this project will be
based on a combination of both assessment and management methods. An inventory of all warning and
regulatory signs will be performed. The inventory can be used for current and future management of
signs. In addition to the sign inventory, a Visual Nighttime Inspection will be performed is assess the
retroreflectivity of all warning and regulatory signs. The following minimum data will be collected for
each of these regulatory and warning signs:
1) Sign Type and Size(MUTCD designation such as RI-1)
2) Sign Location(Street name and address or coordinates)
3) Date sign was installed(Sticker of back of sign)
4) Overall Condition(Good, Fair, Poor)
5) Nighttime visual inspection and assessment of retroreflectivity
Sign inventory information will be collected using hand held mobile devices such as mobile phones or
tablets. The data will be input in the field and stored using `GIS Cloud' technology. All collected data
will be downloaded and input into the City's preferred digital mapping program `GovClarity'.
Ll DIGITAL MAP
PRODUCTS
l,# GoKlarity
GovClarity is a digital mapping product that the City is already using. City staff is already familiar with
this program, which should allow easy access to the newly developed sign inventory data. Use of this
program will allow the City staff to obtain data on each street sign using the graphical map interface. Staff
Assist Inventory of Roadways and Signs
Page 4 07
will also have the ability to update sign information data in GovClarity as signs are maintained and
replaced.
SCOPE OF WORK
Pavement Management Program (PMP) Scope
Task Pl: Project Orientation
At the start of the program, Harris will meet with the City to discuss the project's goals, field data
collection method, and the project schedule. This meeting will ensure that all parties understand all
aspects of the work before any work begins.
Key components of these discussions will be the extent of the pavement condition survey and the work
completed since the last survey.
At this meeting, Harris will expect to receive the following data or items from the City:
• Current detailed City map showing all public streets and alleys within the City that are to be
surveyed.(Already Provided)
• All existing available data, such as the City's existing pavement management data(in electronic
format), street classification,ADT,etc. (Already Provided)
• Street maintenance history data, including slurry seal and overlay projects.
• City's GIS street centerline shape file along with the city limits. (Already Provided)
Harris' project manager will submit project update reports and communicate with the City's project
manager as needed to facilitate the project.
Task P2: Field Data Collection
Using the PAVER Distress Identification Manuals developed by the Army Corps of Engineers and
included in the PAVER version 6.5 package, Harris will conduct a field inventory on all streets,
approximately 249 centerline miles, for a total of 1,385 pavement management sections within the City.
The following data will be collected or confirmed in the field:
• Name of the street
• Limits of the pavement segment (from/to) -A description of the limits of each pavement section.
The limits will note the side of the boundary street from which the segment was taken (e.g., "N/S
MAIN ST" refers to the north side of the intersection at Main St). If the limits exist between
intersections, then the description may be an address, post mile marker, or a distance from a
known point of reference(e.g., "500'N/O MAIN ST").
• Measure street length and width—Street lengths will be measured along the street centerline over
the entire length of the street. At intersections the length of two of the intersecting streets will
extend to the center of the intersection and the measurement of the remaining two segments will
be cut short of the intersection by 9z of the intersecting street width(lip of gutter projection of the
intersecting street). This is will insure that the area of the intersections are not counted twice due
to overlaps. Street width will include only the AC or PCC pavement area and typically are
measured from lip of gutter to lip of gutter, face of curb(if no gutter)or edge of pavement.
• Number of travel lanes — The number of travel lanes, excluding parking lanes. This would
include the double left turn lane in the center, if applicable.
Assist Inventory of Roadways and Signs
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• Surface type- such as AC, PCC, gravel, or dirt.
• Field Verify Street Lengths and Widths
• Surface distresses
The governing document in performing condition surveys for the City are the PAVER Distress
Identification Manuals developed by the Army Corps of Engineers. Both asphalt concrete (AC)
and Portland cement concrete (PCC) pavements are included in this protocol. The following
distresses are collected for each pavement type.
Asphalt Concrete(AC) Pavements Portland Cement Concrete(Jointed)
1 Alligator(fatigue) cracking 1 Blowup/buckling
2 Bleeding 2 Corner breaks
3 Block cracking 3 Divided slab
4 Bumps and sags 4 Durability("D") cracking
5 Corrugation 5 Faulting
6 Depression 6 Joint seal damage
7 Edge cracking 7 Lane/shoulder drop off
8 Joint reflection cracking 8 Linear cracking
9 Lane/Shoulder drop off 9 Patching(large) and utility cuts
10 Longitudinal & Transverse cracks 10 Patching(small)
11 Patching and utility cut patching 11 Polished aggregate
12 Polished aggregate 12 Popouts
13 Potholes 13 Pumping
14 Railroad crossing 14 Punchout
15 Rutting 15 Railroad crossing
16 Shoving 16 Scaling and map cracking
17 Slippage cracking 17 Shrinkage cracks
18 Swell 18 Spalling(comer)
19 Weathering 19 Spalling(pint)
20 Raveling
At a minimum the inspectors are primarily concerned with eight distresses: alligator cracking,block
cracking, longitudinal and transverse cracking, patches or utility repairs, potholes and weathering and
raveling.
A visual survey of 100 percent of the surface,performed by driving the street at low speeds, of each
segment will be made and its condition recorded based upon actual surface conditions and physical
characteristics of the segment,based on the field distress manuals. By surveying 100 percent of the
surface area,a more accurate indication of road conditions is generated, thereby generating a more
accurate estimate of maintenance and rehabilitation costs. The specific types of distresses to be measured
will be determined prior to the start of the inventory based upon discussions with City staff during the
project kick-off. Where appropriate, Harris will provide pictures of areas exhibiting extraordinary
distress.
Task P3: Pavement Management System Data Entry
Harris proposes to continue using the APWA Micro PAVER software for the Cit 's PMP project. A
p p g Y P J
large number of Southern California agencies currently use this software. As the City may be aware,this
software package is Windows based and provides the following features:
Assist Inventory of Roadways and Signs
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• Fast database operations
• The ability to store scanned or digital images
• Built-in field inspection capability
• Pavement inventory including limits, features,and geometry of the segments
• Allows the City to manage its pavement network by tracking street conditions, identify cost-
effective maintenance strategies, developing capital improvement budgets,and tracking historical
work-loads on each street segment within the City.
Micro PAVER has the capability of:
• Defining maintenance strategies, unit costs,and deterioration curves.
• Developing budget and cost information which can be readily changed to reflect annual changes
in fiscal requirements, and to reflect multi-year budgeting needs(i.e., "what if' budget analyses
comparing the impact on maintenance programs and service levels based on various funding
levels and cost benefit analysis.
• Demonstrating graphically(i.e.,pie charts, bar charts,etc),and in tabular format,the overall
condition levels for the entire street network based on the above-mentioned codes.
• Analyzing pavement condition and developing priority lists.
• Entering and storing completed maintenance projects to keep an archive of all work-related
activities relative to each pavement section.
• Identifying improvement strategies for each pavement section.
Harris will enter all data collected into the Micro PAVER pavement management database. A Pavement
Condition Index(PCI)will be calculated for each street surveyed after the data entry has been completed.
Upon completion of the data entry, a condition report will be generated showing each street section and
its current PCI. The PCI is presented using a scale of 0 to 100, where 0 is the worst condition and 100 is
the best condition.
The condition report from the database results, in Excel format, will be transmitted to the City for review
and discussion.
An electronic copy of the updated Micro PAVER database will be provided to the City.
During this data entry phase additional user defined data fields can be added so the data can be sorted or
evaluated in different groupings. The City has requested that Neighborhood Organizations (N.O.) fields
be added to the existing street segment data. The addition of the Neighborhood Organizations will be
added to the existing MicroPAVER data.
Task P4: Define Repair/Rehabilitation Strategies
Following review of the pavement condition inventory data,the various repair/rehabilitation strategies
will be discussed. Harris will review the City's existing repair and rehabilitation strategies, and assist the
City with development of the most cost effective preventative maintenance, repair,and rehabilitation
strategies.
The strategies will be developed based on road class,type of surface,and specific needs of the City. This
will confirm that the recommended strategies are based upon the selection of appropriate activities, unit
costs,and life cycles for the City.
Task P5: Develop 5-Year Capital Improvement Plan
Once the repair/rehabilitation strategies have been defined, Harris will identify the recommended
maintenance and rehabilitation projects for each street over a 5-year period. The recommended projects
Assist Inventory of Roadways and Signs
Page 7 10
would be identified on the basis of several criteria: cost/benefit analysis, present pavement conditions,
current and unconstrained funding levels, future routine and major maintenance needs based on projected
deterioration rates, and desired levels of service.
The primary emphasis of this task is to maximize the programming of street maintenance projects using
the most cost-effective maintenance strategies available, and taking into account a life cycle cost analysis
of each strategy recommended. Following this analysis, project lists would be generated for three(3)
funding levels:
• Unconstrained funding level
• Zero funding level;and
• City's current projected funding level
In this way, if available funding is less than required for completion of recommended projects within a
given year, it will be easy to determine which projects can be deferred with the least impact on current
pavement condition and future rehabilitation cost, in addition to showing the total backlog of street
maintenance work.
The funding scenarios will be re-run twice(2), based on the City's comments on the Draft Report.
Task P6: Final PMP Report
Harris will prepare an executive summary report that will summarize: the objectives for a sound
pavement management program,the field data collection techniques and data necessary to generate a
reliable pavement management program,the assessment and evaluation results, and present condition of
streets evaluated and rehabilitation and maintenance strategies proposed. Harris will also provide our
conclusions and recommendations within the executive summary.
The Pavement Management Program Report will provide a summary of the findings from the condition
survey with the corresponding recommendations for the implementation of the most cost effective
maintenance program.
The report will be prepared in a format that will utilize the information gathered and analyses performed
by Harris during the course of the project. The report will provide the City with information on:
• Current pavement conditions shown in tabular format(best to worst condition)for all street
classifications and surface types.
• Recommended maintenance and rehabilitation strategies.
• Project schedules and associated budgets (i.e., adjusted for inflation within the software based on
user selected inflation factors)for the entire network,as well as each street segment,for each
fiscal year over the seven year period.
• Priority projects that should be scheduled for immediate maintenance,based
on existing conditions.
• An analysis that allows the City to measure and understand the impact on
and cost of deferred maintenance for the City street network.
Task P7: PMP Segmentation and PCI Map Generation
Harris will produce a pavement condition map for the PMP from existing GIS street centerline shape file.
The map will show the condition of each street in the roadway system. The segmented PMP shape file
will match with the existing street section definitions from the Agency's pavement management program.
Currently the City's PAVER inventory has 1,385 PMP sections(249 centerline miles of street network).
Further discussions about the condition map requirements will be discussed at the kickoff meeting.
Assist Inventory of Roadways and Signs
Page 8 1 1
City Responsibilities
1. Provide access to historical budgets, work reports, bid sheets,and unit costs related to
pavement maintenance within City.
2. Provide maps in ACAD or GISbase map file with City limits file.
Sign Inventory Scope
Task Sl: Data Collection
One of the challenges in providing a scope of services for a sign inventory is estimating the potential
number of signs that will require inspection. For the purposes of this proposal some assumptions need to
be made and stated to establish a basis for this effort. The following was assumed:
1) Each arterial segment typically has 3 to 4 warning or regulatory signs per half mile segment.
2) There are approximately 120 arterial segments;therefore there are approximately 350 to 500
signs on arterial streets.
3) There are approximately 1,400 street segments in the PMP. If 120 of these are arterial segments
than approximately 1,300 are residential streets.
4) It is assumed that half the residential segments have stop signs for a total of approximately 600
signs in residential areas.
5) It is assumed that approximately 1,100 signs will need to be inventoried.
Data collection will be performed using hand held mobile devices such as smart phones or tablets. Data
will be entered in the field using pull down menus for the various sign types and attributes. At a
minimum, is it assumed the following attributes will be collected during the field inventory:
I) Assign a unique ID for each sign inventoried
2) Sign Type and Size (MUTCD Designation)
3) Sign condition(Visual-Good,Fair, Poor)
4) Sign location(By GPS locating or by street address)
5) Sign installation date(Date on back of sign)
6) Take a Goetag photo of each sign
Data will be entered in the field and stored using the `GIS Cloud' mobile data collection platform.
Advantages include;data can be accessed by staff in the office as it is being collected in the field and also
minimizes the need for a data storage device in the field.
Task S2: Data Management and GovClarity Graphical Interface
Sign data collected in the field can be exported via a comma-separated values(CSV)file and imported
directly into the City's existing version of GovClarity(using one of the City's existing licenses). Once
the data is delivered to the City,City staff will have the ability to use and enhance the data via the
GovClarity platform in the future.
Task S3: Summary Report of Sign Inventory Findings
A report will be prepared summarizing the findings of the field inventory. Information will include basic
tables and charts illustrating the total number and types or signs. Average sign age and condition will be
provided. The total estimated replacement value will be provided as well as cost needed to replace
deficient or damaged signs.
Assist Inventory of Roadways and Signs
Page 9 L2
Task S4: Retroreflectivity Assessment
Visual nighttime inspection is a common method for maintaining traffic sign retro reflectivity.The
method is simple and requires a trained or experienced inspector to view traffic signs from a moving
vehicle during nighttime conditions. The inspector subjectively concludes if a given sign passes or fails.
Visual nighttime inspection can be performed with one individual, but is more effective with two;a
dedicated inspector monitoring and recording sign failures and a focused driver following a
predetermined inspection route. The following procedure will be included in nighttime assessments and
are based in part on recommendations* outlined by FHWA:
1) The visual inspection will take place during typical nighttime conditions and that viewing not be
affected by adverse or inclement weather such as fog or rain.
2) Sign failures and noteworthy comments will be documented in a standardized procedure.
3) Inspector will be at least 60 years old*
4) A sport utility vehicle,model 2000 or newer will be used*
The inspector will document the evaluations by means of the `GIS Cloud' solution and standardized
forms. The duration of a nighttime inspection session will be limited so inspectors do not become fatigue.
Inspections will be consistent with agency procedures and be able to document when the nighttime sign
inspections have been completed.
SCHEDULE AND FEE
The following is the proposed schedule for both project elements. We have staff available now and
can begin this project upon receiving a formal notice to proceed. Fees will be at the not-to-exceed
lump sum cost shown below. Harris reserves the right to negotiate mutually acceptable contract
language.
SCHEDULE
Task Description Estimated Calendar Weeks
Dtuation 1 2 3 4 51 6 11 8 9 1011 12 13 14 15 16
Task Pl Pro ct Orientation I Da
Task P2 Field Review and Inventcry 8 Weeks
Task P3 PMP Data Entry and PCI Calculations 8 Days
Task P4 Define Repair/Rehabilitation Svate s 2 Days
Task P5 Develop 7-Year Capital Im vement Plan 3 Days
Task 2Final Re 4 Days
Task P7 GIS Se emotion and PCI ma eneration 2+Weeks
Sign In entory Schedule Duration
Task Description Estimated Caldar Weeks
Donation 1 2 3en 4 5 6 7 8 O Meetings
Task Sl Data Collection 2 Weeks
Task S2 Data Management and GovClarity Interface 3 es A Deliverable
Task S3 Sunanary Report of Sign Inventory Fm
Task S4 I Retroreflecti Assessment 2 Weeks ■ City Review
Assist Inventory of Roadways and Signs 13
Page 10
FEE
Task Description Project Engineering Total by
Manager Technician Task
$185/hr $85/hr
Pmement NlanagententSersices
Task PI Project Orientation 3 8 $1,235
Task P2 Field Revicw and Inventory 24 295 $29,515
Task P3 PMP Data Entry and PCI Calculations 4 72 $6,860
TaskP4 Define Repair/Rehabilitation Strategies 16 4 $3,300
"task PS Devclo 7-Year Capital I rovement Plan 8 16 $2,840
TaskP6 Final Report 12 24 $4260
Task P7 GIS Segmentation and PC[map generation 8 98 $9,81
PMP Sub-Total= 557,82
Sign Inwid
Task Sl Data Collection 24 140 $16,340
Task S2 Data Management and WvClari Caa hical Interface 32 24 $7,960
Task S3 Sui=ary Report of Sign Invento Findings 1 24 8 $5,120
Task S4 Renoreflectivity Assessment 1 16 80 $9,760
Sign Invento Sub-Total= $39,180
!Total Hours perStaf 155 689
Total Fee: $28,675 i $58,565 ' $97,000
Total Lump Sum Not-to-Exceed Cost $97,000
Assumptions:
1. A total of249 centerline miles of Agency's streets will be surveyed.
2. The above fee includes direct labor and overhead costs including transportation, living expenses,
communication and materials.
3. Assumed 1,100 Signs will be inventoried.
4. Indirect expenses(such as mileage, duplicating, and postage)are included in the totals shown above.
5. Hours and fees are subject to adjustment during initial scoping session with Agency or subsequent
directives from the Agency.
Assist Inventory of Roadways and Signs 14
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