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CONTRACT K-1920-10: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND INFRASTRUCTURE MANAGEMENT SERVICES, INC., (IMS) IN AN AMOUNT NOT-TO-EXCEED $100,620 TO DEVELOP A PAVEMENT MANAGEMENT PROGRAM FOR THE CITY OF NORMAN THROUGH JUNE 30, 2020.
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BACKGROUND: On February 27, 2001, the City Council approved Contract 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, 2010, and 2016 General Obligation Bonds.
This pavement management system allows staff to objectively perform pavement maintenance of the City’s extensive network of approximately 800 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 K-1920-10 by and with 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 160 miles, will be re-evaluated by IMS this year. New and rehabilitated streets will also be tested to get a base line analysis. Funding is available in the Capital Fund budget for FYE 2020 as follows:
Asphalt Pavement Maintenance (050-9511-431.62-01; SC0664) - $10,000;
Asphalt Paver Patching (account 050-9692-431.62-01; project SC0666) - $10,000;
Rural Roads System Improvement (050-9696-431.62-01; SC0677) - $10,000;
Concrete Pavement Maintenance (050-9718-431.62-01; SC0673) - $10,000
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 $39,470.
This CONTRACT shall be effective from July 1, 2019 through June 30, 2020 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 four additional one-year periods at the option of the CITY, contingent upon sufficient appropriations having been made by the Norman City Council for the particular fiscal year for which the renewal is sought. 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.
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 five years.
Either party may terminate this Agreement with (30) days advanced written notice to the other party, with or without cause.
RECOMMENDATION: Staff recommends that Contract K-1920-10 with IMS Infrastructure Management Services, LLC be approved and staff authorized to issue a Notice-to-Proceed.