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CONTRACT NO. K-1314-3: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND INFRASTRUCTURE MANAGEMENT SERVICES, INC., (IMS) IN AN AMOUNT NOT-TO-EXCEED $48,839 TO DEVELOP A PAVEMENT MANAGEMENT PROGRAM FOR THE CITY OF NORMAN THROUGH JUNE 30, 2014.
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BACKGROUND: On February 27, 2001, the City Council approved Contract No. K-0001-113 with IMS Infrastructure Management Services LLC of Tempe, Arizona to develop a Pavement Management Program for the City of Norman. The City has used this program since that time to plan its street maintenance activities, including the Pavement Rehabilitation Programs funded by the 2005 and 2010 General Obligation Bonds.
This pavement management system allows staff to objectively perform pavement maintenance of the City's extensive network of 750 miles of public streets. The condition of each street is re-evaluated every five (5) years in order to keep the system current and valid.
DISCUSSION: Contract No. K-1314-3 by and between the City of Norman and IMS, Infrastructure Management Services, LLC, provides pavement management system services. These services provide engineering field test data of the City's streets, which is software loaded and computer analyzed for the development of the most cost effective and timely maintenance strategy. One fifth (1/5) of the City's street network, or 150 miles, is re-evaluated by IMS each year. Funding is budgeted in FYE 2014 as follows:
050-9511-431.62-01 Asphalt Pavement Maintenance - SC0560 $12,500
050-9692-431.62-01 Asphalt Paver Patching - SC0563 $12,500
050-9718-431.62-01 Concrete Pavement Maintenance - SC0566 $12,500
050-9696-431.62-01 Rural Roads System Improvement - SC0573 $12,500
IMS Infrastructure Management Services, LLC is the only source of support for the IMS software system. Section 8-204(b)(2) of the Code of the City of Norman authorizes the City Council to waive competitive bidding for the purchase of supplies, materials, equipment, or contractual services which can only be furnished by a single dealer or have a uniform price wherever bought. IMS has submitted a fee schedule to perform updated tests and provide maintenance strategy software to the City in an amount not to exceed $48,839.00. Additionally, competitive bidding is not required by the Code of the City of Norman (Section 8-204(b)(1) where the services do not exceed the minimum amount set by the Public Competitive Bidding Act ($50,000).
The contract will be effective for one year beginning July 1, 2013. It can be renewed for two additional one year periods at the option of the City.
RECOMMENDATION: Staff recommends Contract K-1314-3 with IMS Infrastructure Management Services, LLC be approved and staff authorized to issue a Notice-to-Proceed.