TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Department
THROUGH: Terrence R. Moore, ICMA-CM
DATE: December 5, 2023
Title
APPROVAL OF RESOLUTION NO. 225-23 TO AWARD A SOLE SOURCE AGREEMENT WITH ROADWAY MANAGEMENT TECHNOLOGIES, LLC., FOR CITY-WIDE PAVEMENT CONDITION ASSESSMENT, ROADWAY SCANNING AND PAVEMENT MANAGEMENT PROGRAM CONSULTING SERVICES IN THE AMOUNT OF $187,200.
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Recommended Action:
Recommendation
Approve Resolution No. 225-23 to award a sole source agreement with Roadway Management Technologies, LLC., for City-wide pavement condition assessment, roadway scanning and pavement management program consulting services in the amount of $187,200.
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Background:
The Public Works Department (Public Works) is responsible for maintenance of roadways throughout the City of Delray Beach. In recent years, large amounts of private and commercial development have occurred, population and tourism have increased, all resulting in increased wear and tear on roadways and additional strains to existing infrastructure. Public Works is looking for ways to stay ahead of these rapidly changing roadway conditions and to minimize maintenance costs and to keep existing roadways in better condition.
In previous years, the City has hired consultants to perform roadway condition studies and provide reports with a five-year roadway maintenance repairs and replacement plan, but once the study has been completed, there are no updates or reassessments until a new study is performed again. With recent advancements in technology, newer systems of roadway analysis have been developed that utilize enhanced methods of collection. Public Works has coordinated with multiple vendors offering different collection and analysis services, some utilizing traditional technology that has been used in previous studies, some with Artificial Intelligence (AI) systems that utilize cell phone cameras and GPS, and Roadway Management Technologies, LLC (RMT), which utilizes sensors mounted to City vehicles, dashboard cameras for roadside detection, and GPS. Another major consideration was the interval of uploads and updated data from each of the programs. Whereas the camera-based service has updates every few months to a year, RMT has daily updates with weekly dashboard updates which allows more real-time information to be analyzed. RMT has also been the winner of the American Public Works Association (APWA) Top Tech Award for the most recent three years for their innovative asset management system. Public Works has determined that RMT's product will best serve the roadway maintenance program.
On October 3, 2023, Public Works obtained Sole Source Approval for RMT's product.
If approved, this agreement will be valid through January 31, 2028 and may be renewed for up to a one-year renewal, subject to the vendor's designation remaining as a sole source. By entering into this agreement, the City is able to “price-lock” for the next four years. The contract value is as follows:
|
Contract Value |
|
Initial Term |
Effective date - January 31, 2028 |
$187,200 |
|
Renewal Term |
February 2, 2028 - February 1, 2029 |
$46,800 |
|
TOTAL |
$234,000 |
This motion is in accordance with Code of Ordinances Section 36.02 Commission Approval Required.
Attachments:
1. RMT Agreement
2. Resolution No. 225-23
3. Legal Review Checklist
4. Sole Source Approval
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding is available in 377-41-340-541.63-03 (Capital Outlay Roadway Restoration) as was approved in the FY2024 Capital Improvement Program Budget.
Timing of Request:
Timely approval is requested.