CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFP 24-267, Pavement Rating and Evaluation, to Transmap Corporation, for an amount not to exceed $133,191.60 and for a three and one-half year term
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: Jennifer Louden, Director of TED
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City of Naperville has jurisdiction of approximately 475 centerline miles (~ 8.9 million square yards) of streets serving residents, businesses, and the public. Maintaining these streets in a safe, traversable, and cost-effective manner is a core responsibility of the City.
In November 2024, the Transportation, Engineering and Development (TED) Business Group issued RFP 24-267, Pavement Rating and Evaluation, to review the condition of every street in the City’s network, forecast street maintenance activities, and analyze current budgetary needs and scenarios. The selected consulting firm will collect detailed pavement condition data, measurements, and imagery throughout the road network using specialized software tools to develop a pavement rating for each segment. This rating information will assist with planning future annual street maintenance programs and treatments. The vendor will also evaluate the City’s annual street maintenance budget which was last analyzed and updated in 2017.
DISCUSSION:
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Advertisement Date: |
11/18/2024 |
Notices Sent: |
201 |
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Opening Date: |
12/16/2024 |
Planholders: |
23 |
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Proposals Received: |
3 |
Responses were received from the following consulting firms:
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Baxter & Woodman, Inc. |
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IMS Infrastructure Management Services |
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Transmap Corporation |
A selection team comprised of staff from the TED Business Group and the Department of Utilities Water evaluated the responses, which were scored based on the criteria set forth in the RFP:
1. Capability, Capacity and Qualifications of the Respondent (45%)
2. Suitability and Quality of the Approach/Methodology (40%)
3. Milestones and Deliverables (10%)
4. Outcomes to be Achieved (5%)
After reviewing and scoring the written responses, the selection committee invited the three consultants to attend interviews and conduct presentations. Following the completion of the interviews, the selection committee rescored the firms.
After the qualification scores were finalized, staff issued a final scope of services.
The vendors then submitted fee proposals. The fee proposals were opened, and the quality adjusted costs were calculated:
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Vendor |
Proposed Fee |
Qualification Score |
Quality Adjusted Fee |
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Transmap Corporation |
$133,191.60 |
90.75 |
$146,691.36 |
|
IMS Infrastructure Management Services |
$120,450.60 |
77.25 |
$155,923.11 |
|
Baxter & Woodman Inc |
$173,090.00 |
81.00 |
$213,691.36 |
Transmap Corporation, the vendor with the lowest quality-adjusted fee, is recommended for the award. Through their proposal and interview, Transmap demonstrated the most extensive knowledge and experience with pavement ratings and maintenance, a thorough data collection method and sophisticated mapping and analysis software tools.
This project has an initial duration of three and a half years, with a one-time three-year extension option.
FISCAL IMPACT:
CIP #: N/A
Pavement rating and evaluation services are expensed to the Architect and Engineering Services account listed below. TED included $3,642,102 in the 2025 budget for various architect and engineering related expenses. The award requested is within the amount budgeted for this expense in 2025. Staff will ensure that there is proper funding in future budgets for any expenses associated with this award in future years.
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Account Number |
Fund Description |
Total Budget Amount |
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30282200-531301 |
Capital Projects Fund |
$3,642,102 |