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R-23-08VILLAGE OF DEERFIELD RESOLUTION NO. 2023- R-23-08 A RESOLUTION APPROVING AN AGREEMENT IMS INFRASTRUCTURE MANAGEMENT SERVICES, LP OF TEMPE, ARIZONA FOR PAVEMENT CONDITION ASSESSMENT SERVICES WHEREAS, the Village of Deerfield ("Village') is a home rule municipality in accordance with Article VII, Section 6 of the Constitution of the State of Illinois of 1970; and WHEREAS, the Village desires to retain a firm to provide engineering services for Pavement Condition Assessment ("Services'); and WHEREAS, the Village received a proposal from IMS INFRASTRUCTURE MANAGEMENT SERVICES of TEMPE, ARIZONA ("Consultant') to provide the Services; and WHEREAS, the Village and Consultant desire to enter into an agreement for the provision of the Services by Consultant ("Agreement'); and WHEREAS, the Mayor and Board of Trustees have determined that entering into the Agreement with Consultant will serve and be in the best interest of the Village and its residents; NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE BOARD OF DEERFIELD, LAKE AND COOK COUNTIES, ILLINOIS, as follows: SECTION 1: RECITALS. The Village Board hereby adopts the foregoing recitals as its findings, as if fully set forth herein. SECTION 2: APPROVAL OF AGREEMENT. Pursuant to the Village's home rule authority, the Agreement by and between the Village and Consultant is hereby approved in substantially the form attached to this Resolution as Exhibit A, and in a final form and substance acceptable to the Village Manager and the Village Attorney. SECTION 3: AUTHORIZATION TO EXECUTE AGREEMENT. The Mayor and the Village Clerk are hereby authorized and directed to execute and attest, on behalf of the Village, the final Agreement upon receipt by the Village Clerk of at least one original copy of the final Agreement executed by Consultant; provided, however, that if the executed copy of the final Agreement is not received by the Village Clerk within 60 days after the effective date of this Resolution, then this authority to execute and attest will, at the option of the Mayor and Board of Trustees, be null and void. SECTION 4: EFFECTIVE DATE. This Resolution shall be in full force and effect from and after its passage and approval according to law. [SIGNATURE PAGE FOLLOWS] 100124077.11 AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim, Seiden NAYS: None ABSTAIN: None ABSENT: None PASSED: February 6, 2023 APPROVED: February 6, 2023 RESOLUTION NO: R-23-08 Da C. Shapiro, Mayor ATTEST: Kent S. treet, Village 'lerk (00124077.1} EXHIBIT A Agreement {00124077.1) imsanalysis.com Quote for Professional Services 2023 Pavement Condition Assessment January 18, 2023 Tyler Dickinson, PE – Assistant Director of Public Works and Engineering Village of Deerfield 465 Elm St. Deerfield, Illinois 60015 Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 1 Understanding of Responsibilities and Scope of Services IMS has been the Village’s pavement management consultant for nearly 20 years. For each project over the years, IMS mobilized our RST for surface distress data collection and a Dynaflect for structural testing on 70 miles of Village-maintained roads. The Village transitioned from the legacy IMS software, PavePRO, to the Easy Street Analysis (ESA) software during the 2020 project. The pavement condition data is analyzed and loaded to the pavement management software (currently ESA) for the Village staff to develop maintenance and rehabilitation programs. IMS has performed 6 network-level pavement condition assessments. The Village of Deerfield has a pavement network that consists of approximately 70 centerline miles of roadways. For this project, pavement condition data will be collected on all roads in a continuous and linear manner, on days with optimal weather and light conditions using our LCMS-2 system in accordance with modified ASTM D6433 definitions of the distress types. This includes the following common distresses for asphalt and concrete: ASPHALT CONCRETE Alligator (Fatigue) Cracking Corner Breaks Block Cracking Blowup/Buckling Reflection Cracking at Joints Faulting Longitudinal and Transverse Cracking Patching Edge Cracking Punchouts Patching Pumping Rutting Shrinkage Cracking Shoving Spalling Raveling Linear Cracking (Longitudinal, Transverse, and Diagonal) Potholes Weathering Additionally, the Village desires to collect pavement structural data as well. Historically the Village has collected structural data for its road network. IMS has upgraded our structural testing equipment. We have introduced the Fast Falling Weight Deflectometer (FastFWD) to replace the Dynaflect. As with the transition to state-of-the-art surface testing equipment during the 2020 project, the FastFWD will provide superior results on the performance of the base and subgrade. This is critical data that provides an overall pavement condition number that integrates both surface condition data and structural data into its M&R plans. IMS will offer continuity with the data collection protocols and directional testing for the Village. We will mobilize our RST to collect pavement distresses and roughness data and mobilize our FastFWD for structural testing in conjunction with our planned work in Chicagoland. IMS also maintains local calibration sites and has enhanced our Quality Assurance Program since our previous project with the Village. Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 2 Services Provided In-House Semi-Automated Pavement Surveys Using State of the Art Pavement Data Collection Vehicles IMS owns and operates a fleet of eight Road Surface Tester (RST) data collection vehicles, which provides us with two critically important capabilities: project scheduling flexibility and equipment redundancy. We have the staff, equipment, and expertise to successfully complete the project for the Village. The RST is equipped with specialized data collection technology, including a second-generation Pavemetrics Laser Crack Measurement System (LCMS- 2) for collecting downward facing, laser illuminated pavement imagery, a Point Gray Ladybug 5+ 30MP 360° camera for collecting high resolution outward facing right-of-way imagery, and a navigation grade inertial navigation system. Our field operations division prioritizes preventative maintenance and upkeep to ensure the data we collect consistently meets standards. Should an unexpected issue arise, our parts department is well stocked with replacement inventory and our full-time support team is ready to make repairs and maximize our time out on the road collecting data. Nondestructive Structural Testing IMS offers additional pavement testing techniques to enhance decision making and prioritization. IMS performs nondestructive structural testing for agencies where the history of mill and overlays, soil conditions, and other environmental factors require additional information to determine the most cost- effective rehabilitation strategy. IMS added a Fast Falling Weight Deflectometer (FastFWD) to its fleet of pavement testing equipment for objectively, repeatably, and rapidly assessing the structural integrity of pavements. The FastFWD applies a dynamic load to the pavement surface that simulates traffic loading and measures the response (deflection) of the pavement. This information is used to assess the load carrying capacity and remaining service life of the pavement. Testing with the FastFWD is five times faster than with its counterparts. IMS RST equipped with LCMS-2 technology Fast Falling Weight Deflectometer (FastFWD) Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 3 Additional Services Technology Value Added Photo M & R Planning IMS can develop multi-year pavement M&R programs based on practical prioritization techniques and financial optimization, typically in the form of cost of deferral. Right of Way Asset Collection Imagery collected during the RST survey can be used to build ROW asset inventories and condition assessments for signs, signposts, curb and gutter, sidewalks, ramps, striping, and many other assets. A subconsultant will be added to the team if this service is selected. Web-based GIS Visualization Easy-to-use and easy-to- maintain web-based, geocentric story maps and dashboards can be built to serve not only internal staff, but also citizens. These tools provide a dynamic way to present complicated information visually. Friction Testing IMS can deploy a surface friction tester (SFT) to measure the frictional characteristics (skid resistance) of the pavement surface. This type of testing is typically done to evaluate stretches of pavement that may be prone to accidents or may have a mix design that is susceptible to polishing and/or loss of macrotexture. Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 4 Sidewalk Surface Tester (SST) Deployed for capturing sidewalk inventory and condition data, SSTs may also be deployed to collect data for narrow alleys, parking lots, bike paths, and multi-use trails. SST surveys provide agencies with comprehensive sidewalk condition data that may be used in combination with Lidar sidewalk ramp data to develop detailed ADA transition plans. Mobile LiDAR for Sidewalk Ramp Assessments Deployed to supplement right- of-way inventory surveys by creating a three-dimensional point cloud from which measurements can be extracted. The integrated Ladybug5+ camera captures high-resolution spherical imagery at defined intervals. Similar Project Experience IMS is a licensed Illinois engineering firm, and we bring significant regional experience and expertise to meet the Village’s pavement condition assessment, right-of-way asset, and pavement management needs. As previously mentioned, the IMS technical team is comprised of 10 pavement engineers, six possessing doctoral degrees in pavement engineering and two of whom are licensed professional engineers in Illinois. Together, our team of pavement engineers has 149 years of experience. Our pavement engineering team is supported by our team of 18 trained and experienced pavement technicians. Eight of our technicians are independently certified Pavement Condition Index (PCI) raters, and the majority have experience evaluating pavements in Illinois. Collectively, our team of pavement technicians has more than 200 years of combined experience. Altogether, the IMS team brings nearly 350 years of pavement and asset management experience to the table. Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 5 Proposed Project Approach The IMS project approach for pavement condition and asset inventory projects typically follows the eight steps shown in the graphic below. In this section, we detail the specific tasks and milestones that will be required for the successful completion of this project. IMS assigns seasoned pavement engineers as the project managers for all our projects. We believe it is imperative that the project manager have the requisite technical and domain knowledge – as well as practical project management experience – to lead the team. Our project management process is based on thorough planning, proactive management of schedules, and constant communication. The result of effective project management is higher quality with respect to project deliverables and satisfied stakeholders. Project Initiation & Kickoff Meeting IMS has standardized a project approach based upon our 38 years of pavement management experience and the subsequent lessons learned after performing hundreds of projects. Detailed conversations with our clients allow us to tailor a solution to the specific needs of an individual agency. A prerequisite for a successful project is an initial project meeting with the Village team members and the IMS team. This early communication is critical to ensuring that we are fully aligned with the Village’s overall vision for this project as well as the specific data needs for the Village. Through this project initiation process, we will prepare the project plan for overall implementation. The plan includes: • Contacts and stakeholders • Measurable tasks and milestones • Project approach and specific data collection methods • Allocation of resources, including personnel and equipment • Deliverables and schedule • Performance and schedule risks Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 6 We will ensure that the plan remains current with any further data needs. Our Project Initiation Form and GIS Setup Form are part of our process, where the outcome will include a final project plan and an approved schedule in collaboration with the Village’s staff and stakeholders. This plan is established before any data collection begins. Project requirements are incorporated in the two project success documents. The project success documents ensure transparency and act as a reference point to ensure all stakeholders are accounted for and involved. GIS Survey Mapping & Network Referencing Data collection is unique in every jurisdiction, varying by network complexity, the mix of urban and rural roadways, type of terrain, schedule constraints, and most notably, the analysis and data delivery requirements. To facilitate a standard approach that yields deliverables tailored to our clients’ needs, we have developed our Unify™ Suite of collection, processing, and viewing software. The comprehensive software relies on street centerline GIS data provided by the Village to build all successive processes which include calibration, collection, analysis, and reporting. The Unify Suite™ eliminates the need to use numerous scripts and transformations to produce the geodatabase and tabular deliverables. Our technical team will review the Village’s road network files (expected in an ESRI GIS file format) that define the routes to be collected. The GIS will be reviewed against any existing pavement database street segments and roadways. If discrepancies arise, they will be noted and discussed for resolution with the Village before the start of data collection. The finalized road network will be loaded into the Connect™ software, which defines the pavement network segmentation and attribution to be collected and delivered, minimizing routing problems and location errors. The GIS files will include attributes such as Road Section ID, Street Name, Street Type, beginning description, ending description, start reference, and end reference for each segment. Our UnifyTM software automatically extracts data from the various sensors on the data collection vehicle and combines it with location information and imagery. The Unify™ workflow provides easy field data collection using the RST and Drive™ software onboard each vehicle, and the data is seamlessly transferred to Connect™ for spatial analysis and processing. Unify™ provides our clients with a perfect Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 7 match between the Village’s existing GIS and the resulting condition data and allows us to configure our data deliverable in many formats that are ready to use by pavement management software (PMS), GIS, and other management systems. Connect™ allows for daily progress tracking, as the field crew uploads the files from the day’s collection for the office staff to match against the network for location and completeness. For larger projects, it is common practice to divide a large network into smaller, more manageable sections, such as council districts or maintenance areas. Sample reporting dashboard showing data collection and processing progress. Pavement Condition Survey Our two-person field crews will collect both outward facing and downward facing pavement imagery, using one of our RSTs equipped with LCMS-2 3D pavement imaging technology. Pavement surface distresses including load cracking, block cracking, rutting, raveling, reflective cracking, loss of section, bleeding, edge distress, and patched areas as well as right-of-way imagery will be collected on a segment-by-segment basis, with each distress being captured by type, extent, and severity. The data and imagery that is collected is then linked to the Village’s existing GIS data. The LCMS-2 system is the highest resolution 3D pavement scanning technology available. Each LCMS-2 system relies on two downward-facing, high-resolution 3D cameras. Combined, the two 3D cameras capture continuous downward imagery for more than a standard lane width. The cameras are coupled with downward-facing lasers that provide constant and consistent illumination of the pavement surface regardless of ambient lighting conditions. The impacts of shadows from trees, buildings, or simply overcast sky conditions are eliminated by the laser illumination. The 3D cameras can detect one-millimeter-wide cracks and full-lane-width rutting, as required by ASTM D6433, on the pavement surface at speeds up to 65 mph. Due to the versatility of the LCMS-2 technology, the automated pavement condition survey will be performed at posted speeds, and traffic control will not be necessary for the data collection effort. Pavement data collection and imagery surveys are expected to progress at a rate of between 30 and 50 miles per day for the Village. Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 8 The IMS team then processes the collected data using a combination of advanced analytical tools and QC/QA checks to determine accurate and repeatable PCI values for each roadway segment. IMS offers a rigorous, manual QC/QA performed by IMS’ certified Pavement Condition Index (PCI) raters to further ensure the data accuracy should the Village opt for it. Furthermore, we deliver our PCI ratings and supporting data (distress information, rutting, and IRI values) in both spreadsheet and GIS formats for easy review. The data that we provide may be used immediately for decision making or be imported into any pavement management system. ASTM D6433 Pavement Condition Data Processing and QC/QA During and following the data collection effort, our team will evaluate all collected pavement imagery and surface measurements to arrive at Pavement Condition Index (PCI) values. This is a six-step process that includes the following tasks: 1. RoadInspect™ Pavement Distress Detection – Cracks, rutting, and other pavement distresses are automatically detected in both the 2D and 3D pavement images. IRI values are also calculated at this time. (Note: The RoadInspect™ software was developed by Pavemetrics, the firm that manufactures the LCMS-2 technology.) 2. IMS Pavement Distress Classification – Pavement distresses detected by the RoadInspect™ software are then classified by type (e.g., alligator cracking, bleeding, edge cracking, etc.) and severity (e.g., low, medium, or high) based on predefined criteria (e.g., ASTM D6433). IMS uses our UnifyTM Suite that includes rule-based algorithms in conjunction with artificial intelligence to accurately classify pavement distresses. 3. IMS PCI Calculation – Within the UnifyTM Suite, PCI values are determined for each roadway IMS Road Surface Tester (RST) equipped with Laser Crack Measurement System (LCMS-2) Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 9 segment using a scale from zero (0) to one hundred (100) as defined in ASTM D6433. 4. IMS Quality Control (QC) –The IMS project manager then does a review of the data and works with the QC team lead to address any issues that may be identified. 5. IMS Quality Assurance (QA) – The IMS project QA Manager independently reviews the rated data and works with our Project Manager and QC team to correct any issues observed. 6. Client QA – The IMS Project Manager reviews the findings of the pavement condition data with Village staff before beginning any analysis or reporting activities. IMS will present the pavement condition data in a Client Review Spreadsheet (CRS) along with maps illustrating pavement conditions for the client to independently review. Rutting and Roughness IMS’ LCMS-2 systems detect rutting on asphalt roadways using laser measurements of transverse profiles that are collected continuously as the vans drive at normal traffic speed. With more than 4,000 measurement points collected per transverse profile and sub-millimeter vertical accuracy, the LCMS-2 can define transverse profiles with a high level of precision, accuracy, and repeatability. Once all the transverse profiles are collected for a roadway, IMS uses the Brazilian Method, which is an industry standard method, to determine the rut area and the deepest (or maximum) rut depth for the profiles. These values, as well as width of rut and color coding, can be seen in the LCMS-2 laser image to the right. Red represents high severity rutting, while orange represents moderate severity rutting. The severities are determined based on maximum rut depth thresholds that are specified in ASTM D6433. Pavement roughness is evaluated by measuring the accumulated difference in the vertical displacement of a road surface, independent of chassis response, over a prescribed road length (longitudinal profile). This roughness is typically reported via the International Roughness Index (IRI). IRI data is calculated in real time from continuous longitudinal profile data collected by the LCMS-2’s 3D profile device. To determine the road profile, data is simultaneously obtained from three devices: a pulse transducer-based distance-measuring instrument (DMI), high-speed 3D laser sensors operating at 112 MHz, and an accelerometer in compliance with ASTM E 950. The LCMS-2 unit conforms to a Class I profiling device, and it can also “pause” over non-valid roadway sections such as localized maintenance activities, railroad crossings, speed bumps, and brick inlays and not affect the IRI value. LCMS-2 cracking data in QC/QA review stage. Rut area and severity levels shown on the LCMS-2 composite image. Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 10 Deflection Testing: Fast Falling Weight Deflectometer Subsurface distress investigations are a valuable tool to assess the sub-grade condition of a roadway. IMS will integrate the Structural Index (SI) as a component of each roadway’s final PCI score. In an effort to provide the best data to our clients, new for 2022, IMS will assess the subgrade strength using our Fast Falling Weight Deflectometer (Fast FWD). As with previous surveys with the Dynaflect, the Fast FWD will be utilized for Asphalt and Concrete roadways in accordance with ASTM standards. Deflection testing is typically completed at least once in each direction on every street segment (approx. 500 feet) along the outside lanes of the roadway. Testing shall be altered to an inside lane when it appears to be in a worse condition than the outside lane of the segment based on site observations. IMS will record the readings of a series of geophones for inclusion in the overall pavement condition rating. These readings will then be used to determine the pavement strength, load transfer capabilities, and identify properties of the base and sub-grade. Upon completion of the deflection survey a structural analysis is performed. Fast FWD’s apply a known load to the pavement and measure the pavements response to the load. The structural adequacy of a road is expressed as a 0 to 100 score with several key ranges: roadways with a Structural Index greater than 75 are deemed to be structurally adequate for the loading and may be treated with lightweight surface treatments or thin overlays. Those between 50 and 75 typically reflect roads that require additional pavement thickness; and scores below 50 typically require reconstruction and increased base and pavement thickness. The adjacent graph presents a sample structural adequacy plot of a recent client’s roadway network against its average pavement condition. The diagonal blue line separates roadways that are performing above expectations (above the line), from those that are not, (below the line). The small number of roadways falling below the diagonal line indicates this client has a low percentage of roadways that are structurally inadequate for their design load. Structurally inadequate roadways are typically the result of insufficient base and structural materials during the original construction, or the application of overlays that were too thin during the lifetime of the roadway. Fast Falling Weight Deflectometer Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 11 Quality Management Based on discussions with the Village during the project initiation and kickoff meetings, we will develop a project-specific version of our Quality Management Plan (QMP) for this project. The plan will address the following: • how the data collection equipment will be calibrated and certified • what data quality control measures will be conducted before data collection begins and periodically during data collection • how data will be sampled, reviewed, and checked for quality • what error resolution procedures will be followed • how data will be accepted Prior to data collection beginning, we will submit a customized QMP for approval by the Village. Calibration and Verification Sites Prior to the start of data collection, a set of calibration and verification sites will be selected to cover the range of pavement types and road conditions present within the Village. Reference data will be collected including setting the “known values” or benchmark values for the sites: roughness, rutting, cracking (alligator, longitudinal, and transverse), potholes, and patching. The automated survey equipment measurements on at least five repeat runs will be compared to these benchmarks to ensure that the resolution, accuracy, and repeatability requirements in the QMP are met. The calibration process will be run once before data collection begins, and the verification process will be run monthly and at the end of data collection. Data Quality Monitoring During the collection and processing workflow, data discrepancies are detected in three ways: 1. During data collection by means of real-time health monitoring systems onboard the data collection vehicle. 2. During data processing in Connect’s data import module by means of data quality checks which include data completeness and data synchronization validation, and 3. During data reporting in Connect’s report generation module by means of sensibility and range checks. These processes are run on 100% of the collected and processed data. Any road sections with data discrepancies arising from sensors, systems, or processing that exceed the defined thresholds will be recollected and/or reprocessed, as necessary. Image Sample Checking and Distance/Location Verification Connect™ will facilitate the quality control process by allowing for a review of a random sample of pavement images to confirm the accuracy of reported distress data. The detailed distress data for each image, including both cracking and the classified and rated distresses, are shown superimposed on the pavement image. They are also shown in a table. This allows a user to efficiently review and confirm that the condition of the road has been surveyed accurately. IMS’ standard Quality Management Plan (QMP) document that is customized for each project Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 12 Connect™ with Distress Data Review Our Connect™ software also shows the vehicle GPS traces (collection polylines) overlaid on a street view map or an aerial image. They are shown together with the GIS shapefile polylines provided by the Village, so that it can quickly be verified that the correct sections were driven, that section limits are correctly identified, and that the vehicle GPS is accurate. This all-in-one processing software makes location errors and misplaced sections things of the past, and the transparency improves client confidence in the delivered data. Connect™ with shapefile and GPS trace Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 13 Semi-Automated QC/QA IMS has developed a unique approach to pavement condition assessments by coupling manual review of distress data with automated algorithms. This more rigorous QC/QA process ensures that the automated distress detection and classification algorithms that we use work correctly. Our Pavement Engineering team fully understands the capabilities and limitations of the state-of-the-art LCMS-2 technologies and sophisticated algorithms that we employ, and our QC/QA steps are extremely important in ensuring the success of the project. The IMS QC/QA process is comprehensive and makes use of field observations, automated data processing tools, manual data review by our QC team, independent review by our QA manager, and lastly, final review by the Village. There are QC/QA checks at each stage of the project to ensure data quality before the data is moved into the next steps. Machine learning and artificial intelligence have made leaps and bounds in speeding up distress identification. And when supplemented with trained pavement raters, field staff, and expert engineers, they establish high data confidence and integrity. The final quality assurance performed by Village personnel will ensure that the Village has confidence in and takes ownership of the condition data. ESA: Pavement Management Spreadsheet Update ESA will be updated to develop a multi-year maintenance and rehabilitation plan using “cost of deferral” as a rehabilitation candidate selection constraint to introduce cost-benefit techniques into the Village’s Pavement Management Plan. In addition, IMS will be able to update the deterioration curves for each functional classification, pavement type, and even pavement strength rating. Storing the data in this open architecture empowers the Village to utilize third-party software in the future if desired. ESA will also contain a full suite of maintenance and rehabilitation techniques, unit rates, and associated PCI resets. The parameters of the analysis (Priority Weighting Factors) can also be modified and reprioritized whenever required. This flexibility will allow the data to evolve with the priorities of elected officials and department staff. Programmed Priority Weighting Factors include functional class, pavement type, and strength, while candidate selection is based on the incremental cost of deferral. IMS' rigorous, multi-step approach to QC/QA of pavement condition data to ensure ASTM D6433 compliant data. Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 14 M&R Program Development and 5-Year Analysis Once the QC/QA process has been completed, our project team can build the Village’s multi-year pavement management plan. Our multi-year pavement M&R programs are built around practical prioritization techniques and financial optimization, typically in the form of cost of deferral. IMS incorporates pavement management principles that assist agencies in producing cost effective maintenance programs. Localized construction costs, customized deterioration models that reflect local pavement performance, and other environmental and local construction practices are considered in developing our M&R analyses and recommendations. Our approach to establishing overall prioritization of M&R recommendations is flexible and can account for non-engineering factors. Our engineering team has recent experience using pavement management systems to develop equitable M&R plans that consider funding distribution based on technical and non-technical considerations that impact local communities. We look forward to collaborating with the Village staff to ensure that the pavement management program addresses the needs and priorities of the stakeholders involved. Pavement Management Report The following list highlights the key components in the analysis and hard copy final report. • Executive summary – The Summary will include an overview of the 5-year maintenance and rehabilitation schedule that is more thoroughly reviewed in the full Report. • Principles of pavement management – Detailed look into how network quality and backlog are evaluated, review of pavement preservation methods, and the economic impacts of maintenance and rehabilitation. • Road ownership and inventory and attribute report • Present condition ranking – detailed and summary condition data including Good/Fair/Poor, Load Associated Distresses (LAD), Non-LAD, Structural condition (if deflection testing is added) and Project reviews of each road in the network, as well as the entire network. • “Fix all” budget analysis – this identifies the upper limit of spending by rehabilitating all roads assuming unlimited funding. • “Do nothing” analysis – this assesses the impact of not performing any roadway rehabilitation. • Steady state rehabilitation life cycle analysis – this identifies the minimum amount of rehabilitation needed to maintain the existing level of service over 3, 5, or 10 years. • Integration of capital projects and master plans – ongoing and proposed projects that affect roadway rehabilitation planning will be incorporated into the analysis. • Five-year rehabilitation and prioritized paving plans – based on need, available budget and level of service constraints; a minimum of seven budget runs will be completed. • GIS-based Maps – the IMS GIS team will produce various maps for the report including 5-year plans (year and rehab type), class, need year, budget scenarios, PCI, etc. • Summary review of past data – including previous surveys, past PMS reports, and impacts of previous M&R. Figure 1 - ESA graph showing pavement condition based on various budget scenarios Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 15 Proposed Project Budget The detailed budget presented below represents the services covered herein and is a realistic budget to complete the work. The budget is based on a Spring of 2023 mobilization in conjunction with IMS’ planned work in Chicagoland. In appreciation of this flexibility with the schedule, IMS has offered a reduced mobilization fee in the budget. We are confident we can maintain an on-time, on-budget approach to the assignment. Note: IMS has included a contingency in this proposal in case the need arises for traffic control as a function of the deflection surveys. These funds will not be required if the Village provides a shadow vehicle on major roadways as requested by the crew. Traffic control is typically not required for residential roads. Task Activity Qty Units Unit Rate Total Project Initiation 1 Project Initiation & Virtual Kickoff Meeting 1 LS $2,500.00 $2,500.00 2 Network Referencing & GIS Linkage 70 Mi $30.00 $2,100.00 Field Surveys 3 LCMS-2 RST Mobilization/Calibration 1 LS $1,500.00 $1,500.00 4 LCMS-2 RST Pavement Data Collection 70 Mi $170.00 $11,900.00 5 Fast FWD Mobilization 1 LS $2,000.00 $2,000.00 6 Fast FWD Deflection Testing & Analysis 70 Mi $150.00 $10,500.00 Data Management 7 Pavement Data Processing (Automated Distress Identification)70 Mi $10.00 $700.00 8 Comprehensive ASTM D6433 QC/QA (Field Observations and Manual Review of Automated Data)70 Mi $20.00 $1,400.00 9 Structural Data Analysis and QC/QA 70 Mi $20.00 $1,400.00 10 Delivery of GIS-linked HD Images at 15-Foot Intervals 70 Mi $10.00 $700.00 11 ESA Spreadsheet Update and Data Import 1 LS $1,500.00 $1,500.00 12 5-Year Analysis, Draft & Final Pavement Management Report 1 LS $5,000.00 $5,000.00 13 Administration, Virtual Meetings & Progress Reports 1 LS $3,090.00 $3,090.00 Contingency 14 Traffic Control for Deflection Surveys (Estimated Hours)16 Hr $170.00 $2,720.00 2023 Pavement Management Program Update Sub-Total:$44,290.00 2023 Pavement Management Program Update Contingency:$2,720.00 Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 16 Thank you for considering IMS as a viable solution to your pavement management needs and we will strive to remain an asset and extension of the Village of Deerfield staff and team. If any questions arise, lease do not hesitate to contact me at (847) 481-6322 or dwhite@imsanalysis.com. Regards, IMS Infrastructure Management Services Dan White, MBA Client Services Manager Task Activity Qty Units Unit Rate Total 15 Sign and Support Inventory & Condition Database 70 Mi $100.00 $7,000.00 16 Pavement Marking-Striping Inventory & Condition Database 70 Mi $60.00 $4,200.00 17 Street Lights Inventory & Condition Database 70 Mi $50.00 $3,500.00 18 Sidewalk Inventory & Condition Database 70 Mi $50.00 $3,500.00 19 Pedestrian Curb Ramp Inventory & Condition Database 70 Mi $60.00 $4,200.00 20 Curb and Gutter Inventory & Condition Database 70 Mi $50.00 $3,500.00 21 Street Furniture Inventory & Condition Database 70 Mi $45.00 $3,150.00 22 Traffic Signals and Cabinets Inventory & Condition Database 70 Mi $40.00 $2,800.00 Task Activity Qty Units Unit Rate Total 23 Council Meeting/Workshop/Presentation 1 EA $2,500.00 $2,500.00 24 ArGIS Online Dashboard or Storymap 1 LS $7,000.00 $7,000.00 25 Enhanced Sidewalk Condition Assessment (SST Survey)Special Quote 26 Enhanced Pedestrian Curb Ramps Assessment (Lidar Survey)Special Quote 27 Sign Retroreflectivity Survey: Nighttime Windshield Survey 70 Mi $95.00 $6,650.00 Asset Inventory Options: GIS Deliverable (Point and Linear Assets) Supplemental Services Deerfield, Illinois January 18, 2023 IMS Infrastructure Management Services, LP 17 PROJECT APPROVAL Village of Deerfield: 2023 Pavement Management Program Update This proposal is submitted in duplicate with each copy being considered as an original. Acceptance is constituted by signing and returning one copy to our office with the resulting Purchase Order assigned by the Village. IMS Infrastructure Management Services, LP 8380 S Kyrene Rd, Suite 101 Tempe, AZ 85284 Approved Services (please check selected service) 2023 Pavement Management Program Update $44,290.00 Contingency Funds for Shadow Vehicle $2,720.00 ACCEPTED: IMS Infrastructure Management Services, LP By: Title: Date: Village of Deerfield, IL By: Title: Date: Asst Director of PW & Eng 3/6/2023