Title
CONTRACT NO. K-1213-5: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND INFRASTRUCTURE MANAGEMENT SERVICES, INC., (IMS) IN AN AMOUNT NOT-TO-EXCEED $39,934 TO DEVELOP A PAVEMENT MANAGEMENT PROGRAM FOR THE CITY OF NORMAN THROUGH JUNE 30, 2013.
ACTION NEEDED: Motion to approve or reject Contract No. K-1213-5 with IMS in an amount not-to-exceed $39,934; and, if approved, authorize the execution thereof.
ACTION TAKEN:_____________________________________
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BACKGROUND: On February 27, 2001, the City Council approved Contract No. K-0001-113 with Infrastructure Management Services, Inc. (IMS) 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. The 2010 Pavement Management Report was previously distributed in Council's agenda packet for review.
DISCUSSION: Contract No. K-1213-5 by and between the City of Norman and IMS, Infrastructure Management Services, Inc., 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 2013 as follows:
050-9511-431.62-01 - Asphalt Pavement Maintenance - SC 0542 - $ 10,000
050-9692-431.62-01 - Asphalt Paver Patching - SC 0546 - $ 10,000
050-9718-431.62-01 - Concrete Pavement Maintenance - SC 0549 - $ 10,000
050-9696-431.62-01 - Rural Roads System Improvements - SC 0555 - $9,934.00
Infrastructure Management Services, Inc. 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 $39,934.00. The proposed fee is consistent with the fee paid by the City to IMS in 2012 and 2011.
The terms of the contract area as follows:
TERM/RENEWAL
This CONTRACT shall be effective from July 01, 2012 through June 30, 2013 when it shall terminate automatically, unless terminated by either party as set forth in section (1) (B) of this Agreement. This CONTRACT may be renewable for two additional one-year periods at the option of the CITY. Should the CITY desire to renew the CONTRACT, a written preliminary notice will be furnished to the CONTRACTOR prior to the expiration date of the CONTRACT. Such preliminary notice shall not be considered to be a commitment to contract with the CONTRACTOR as all contracts must be approved by the Norman City Council and sufficient appropriations shall have been made for the particular fiscal year for which the renewal is sought. Should the CITY exercise this option for renewal, the CONTRACT as renewed shall be deemed to include this option provision except that the total duration of this CONTRACT, including any renewals, shall not exceed three years. Either party may terminate this Agreement with (30) days advanced written notice to the other party, with or without cause.
RECOMMENDATION: Staff recommends approval of Contract K-1213-5 with IMS, Infrastructure Management Services, Inc. be approved and staff authorized to issue a Notice to Proceed.