LEGISLATIVE ACTION ITEM
SPONSOR: D.C. Reeves, Mayor
SUBJECT:
title
AWARD COOPERATIVE GSA PURCHASE CONTRACT TO CYCLOMEDIA FOR DATA COLLECTION AND PLAN COMPLETION FOR DESIGN OF THE CITY’S PAVEMENT MANAGEMENT PROGRAM
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RECOMMENDATION:
recommendation
That City Council award this contract to CYCLOMEDIA, the lowest and best responsible bidder, for a base price of $177,040.00 plus 0% contingency in the amount of $0.00 for a total contract price of $177,040.00. Further, that City Council authorize the Mayor to take the actions necessary to execute and administer this contract and complete this work, consistent with the bid, contracting documents, and the Mayor’s Executive Powers as granted in the City Charter. Finally, that City Council approve the transfer of $202,040 from the Pavement Management Program project in LOST IV to the Roger Scott Pool/Bathroom project in LOST IV AND to approve the transfer of $202,040 from the General Fund allocation for the Roger Scott Pool/Bathroom project for the award of the CYCLOMEDIA and Central Square contracts.
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HEARING REQUIRED: No Hearing Required
SUMMARY:
Public Works is implementing a pavement management plan for the previously programmed Pavement Management Program in LOST IV. The plan will incorporate Lidar field data collected by CYCLOMEDIA on existing roadway failures and defects and use that information to provide a rating score for each street in the Pavement Management Program. This information will be used to prioritize which roadway segments can be rehabilitated under LOST versus those which require programming for larger CIP projects. Additionally, this plan is the first step in setting the baseline for Public Work’s new asset management strategy using the City’s work order and asset management software named Lucity.
The City’s software vendor for Lucity, Central Square, will take the data collected by CYCLOMEDIA and enter it into Lucity. The cost for Central Square to enter the data into Lucity will be $24,999.07. Having that data in Lucity will allow Public Works to track the condition of City streets so that each year our paving budgets can be put towards what will provide the most benefit.
To facilitate the award of the contracts to CYCLOMEDIA and Central Square a total of $202,040 will be reallocated from the funding General Fund’s portion of the Roger Scott Pool/Bathroom project for the award of these contracts. A total of $202,040 will also be reallocated from the Pavement Management Program project in LOST IV to the Roger Scott Pool/Bathroom project; so that there is no net change in total funding for either project.
PRIOR ACTION:
January 9, 2023 - City Council allocated $600,000 in General Fund monies as well as $600,000 in LOST IV monies for the Roger Scott Pool/Bathroom project.
September 7, 2022 - City Council tentatively approved the FY2023 budget that included the current year’s allocation in LOST IV for the Pavement Management Program project in the amount of $500,000
September 14, 2022 - City Council finally approved the FY2023 budget that included the current year’s allocation in LOST IV for the Pavement Management Program project in the amount of $500,000
FUNDING:
Budget: $202,040 - General Fund monies reallocated from the Roger Scott Pool/Bathroom project
Actual: $177,040.00 CYCLOMEDIA
$ 24,999.07 Lucity
$202,039.07
FINANCIAL IMPACT:
The City Council has allocated $600,000 in the General Fund and $600,000 in LOST IV monies for the Roger Scott Pool/Bathroom project for a total allocation of $1,200,000. The existing balance appropriated by Council for the Pavement Program in LOST IV is $1,841,101.
If this Council item is approved the total project budget for Roger Scott Pool/Bathrooms will remain $1,200,000 with $397,960 funded from the General Fund and $802,040 funded from LOST IV.
The existing balance in the allocation in LOST IV for the Pavement Management Program will decrease to $1,639,061, and $202,040 in General Fund monies will be used to award the contracts to CYCLOMEDIA and Lucity.
LEGAL REVIEW ONLY BY CITY ATTORNEY: Yes
2/3/2023
STAFF CONTACT:
Kerrith Fiddler, City Administrator
David Forte, Deputy City Administrator
Amy Tootle, Public Works Director
ATTACHMENTS:
1) CYCLOMEDIA Quote City of Pensacola FL ASTM 20230201
2) Central Square Q-123734 Services for EAM Expansion
PRESENTATION: No end