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HomeMy WebLinkAboutMDS Technologies/StreetMDS Technologies Street Department - 2011 Appropriation #0043 - 509.00; P.O. #21463 Contract Not To Exceed $33,975.00 ADDITIONAL SERVICES AMENDMENT TO AGREEMENT FOR PURCHASE OF GOODS AND SERVICES ARMOV:1D AS TO FORM BY THIS AMENDMENT TO THE GOODS AND SERVICES AGREEMENT ( "Agreement ") entered into by and between the City of Carmel and MDS Technologies (the "Vendor "), as City Contract #01.20.10.05 shall amend the terms of the Agreement by adding the additional services to be provided by Vendor consistent with the Scope of Work attached hereto and incorporated herein as Exhibit "A ". The terms and conditions of the Agreement shall not otherwise be affected by his Additional Services Amendment and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment as follows: CITY OF CARMEL, INDIANA by and through its Board of Public Works and Safety By: James Braina d, Presiding Officer Date: Ma Date: Lori S. Wats. ember Date: ATTEST: pc( k iana Cordray, IA (, Clerk- Treasurer Date: r -/9—// [Z:\ haral\Prol.sional Swice Good.,SSavicv. Forms\Additional Swift. Goals C Se vice, .doc:l2 /1 5/20 111 1 0:2914M] MDS TECHNOLOGIES, INC. By: Authorized Signature \" V∎tpC , 1•zt Printed Name Title FID/TIN: 71.. O) Q 6 5o S SSN if Sole Proprietor: Date: /Z 1 August 2nd, 2010 Mr. Trevor Triffo MDS Technologies, Inc. 350 S. Norhtwest Highway, Suite 300 Park Ridge, IL. 60068 JAMES BRAINARD, MAYOR RE: Additional Service Amendment #1, P.O # 21463 Dear Trevor, As we discussed, the City of Carmel has a need for additional professional services and pursuant to our current contract with MDS Technologies, Contract 01.20.10.05 dated January 20th, 2010. I have requested and received from you the proposed scope of services and fee estimates for the following work task: Additional Service Amendment #1- Provide updated pavement condition in area #1 approximately 165 center lane miles east of Keystone Avenue. See "Attachment A " Not to Exceed $33,975 Per our contract procedural requirements, I hereby approve this Additional Professional Services estimate, and request the Board of Public Works ratify the above referenced Contract Amendment. PLEASE NOTE Please be advised that "additional Services" performed on City contracts must be billed separately from the original contract and other additional services. More importantly, the invoice must reference the appropriate additional service # and P.O.# shown above. Invoices received without the Additional Service # referenced will be returned for proper identification. Thank you for your continued assistance in providing the City of Carmel with your professional, quality services. If you should have any questions, please give me a call. David W. Huffman Street Commissioner Reviewed and approved by: S.C. Engel ing Director of Administration 3400 \V. 137 sT STREET, AVESTFIELD, IN 46074 OFFICE 317.733.2001 F'Ax `31.7.7'33.2005 CARMEL STREET DEPARTMENT ., , mds technologies, Inc. ''lf11oss August 30, 2010 City of Carmel Street Department 3400 West Main Street Carmel, IN 46074 Attention: Mr. Dave Huffman Re: Proposal to Provide Updated Pavement Condition Data for Update Area 1 in the City's Cartegraph PavementView System Dear Sir: MDS Technologies, Inc. (MDST) is pleased to submit this proposal to provide the above referenced services to the City of Carmel. This work, in which the pavement condition data will be provided in a form suitable for uploading into the City's Cartegraph PavementView database, is very similar to the City-wide pavement evaluation project we performed for the City based on data collected in 2008. Scope of Work The City has invested in a pavement management system to inventory and systematically assess the condition of City- maintained pavements. Since pavement condition deteriorates over time, the pavement condition data needs to be updated periodically to keep the database current and reflective of the pavement conditions in the field. For purposes of maintaining the pavement management system, the City's road network has been divided into three roughly equal areas: Area 1 (eastern area), Area 2 (central area), and Area 3 (western area). One Area will be re- evaluated each year. This project involves updating the pavement condition data for Area 1. This area is comprised of City pavements east of Keystone Parkway. Project Initiation Upon initiation of the project, MDST will work with City staff to review and confirm the road segments to be included in the project. This may include new roads that were not included in the original survey. As part of this task, MDST will also acquire any updated hard copy and electronic maps that will assist us in executing the project. The electronic map data will be loaded onto the onboard computers in the MDST data collection vehicle for reference during the fieldwork phase of the project. Pavement Management Systems • Right of Way Asset Management Systems • Mobile Mapping • GIS 350 S. Northwest Highway, Suite 300, Park Ridge, IL 60068 Tel: 847.656.5385 • Web: www.mdstechnologies.com • Fax: 847.656.5201 Mr. Dave Huffman City of Carmel Street Department Proposal to Provide Updated Pavement Condition Data for Update Area 1 Page 2 Prepare for Fieldwork MDST plans to mobilize our data collection equipment to Carmel in October. We assume that we will be able to store our data collection vehicle overnight in an unobtrusive area of the fenced public works yard as we have done in the past. Field Work Geo- referenced digital images of the City- maintained roads in Area 1 will be captured using MDST's vehicle based technology. The City maintains approximately 494 centerline miles of roads in total, so Area 1 contains about 165 centerline miles of roads. Our standard approach is to collect digital imagery of two -lane roads in one direction and four -lane roads in both direction of travel so that the entire surface of all roads can be evaluated. Taking this into consideration, we expect to capture data on 177 test miles of roads in Area 1. A two camera system will be used. A forward looking camera mounted on the roof of the vehicle will capture pavement condition as part of a general streetscape view. The second camera, mounted on the roof at the rear of the vehicle, will provide a downward view capturing detailed pavement related data. This imagery will be captured at approximately 15 -foot intervals. Pavement Condition Evaluation The digital imagery will be viewed in an office environment to assess the condition of each road segment. A specially designed software application is used to play back the images and display their location on a map. A trained technician views the images frame by frame and assesses the severity and extent of various distresses that occur on each road segment. Upload Data and Calculate Distress Index /Overall Condition Index Score Once acquired, the pavement condition data will be formatted for upload into the City's PavementView database. MDST will upload the data into a copy of the City's PavementView database in our office to confirm that the upload works as intended. The PavementView system will be used to calculate a Distress Index and Overall Condition Index (OCI) score for each road segment. As part of our quality checking procedure, these scores will be compared to the previous scores for each segment. Any unusually large changes in these scores will trigger a further review of the data to determine if any modifications need to be made. Review and Provide Data to the City The data will be forwarded to the City after the data has been successfully uploaded to our copy of the database and checked for quality and completeness. The Cartegraph Import/Export Data feature will be used to import the data in a manner very similar to previous projects performed by MDST for the City. We will provide telephone support to City staff during the upload process as required to address any issues that may arise. MDS Technologies, Inc. Mobile Data Solutions dac/ Mr. Dave Huffman City of Carmel Street Department Proposal to Provide Updated Pavement Condition Data for Update Area 1 Page 3 Project Schedule MDST is prepared to perform this project over a period of approximately four (4) months. We are planning to perform the fieldwork in October. The field operation is expected to be complete within approximately two weeks, barring a significant weather delay. The data can be available to the City by February 1, 2011 so that it can be used by City staff to develop the 2011 paving plan. Other schedules can be considered to meet the needs of the City if desired. Fee Schedule MDST's lump sum fee to provide these services is shown below. The figures exclude any duties, levies, taxes, or other fees that may be imposed on MDST by a government entity to provide the services. MDST will submit invoices to the City on a monthly cycle. Invoiced amounts will be pro -rated based on percent complete by Task. Payment terms are Net Thirty (30) days. This proposal is valid for ninety (90) days. Project Fee Schedule Task Fee Core Services: Project Initiation $750 Prepare for Fieldwork $1,800 Field Work $11,500 Pavement Condition Evaluation $14,900 Upload Data and Calculate DI /OCI Score $4,500 Review and Provide Data to the City $525 Total: $33,975 Closing Please contact me with any questions you may have about this proposal. We look forward to working with the City on this project. Sincerely, MDS Technologies, Inc. Trevor T. Triffo Trevor T. Triffo Principal MDS Technologies, Inc. Mobile Data Solutions