Title
Consider a memorandum/resolution authorizing a professional service agreement with Transmap Corporation to determine the overall condition of the road network and provide a five (5) year maintenance strategy, in the amount of $242,896.20.
Summary
DATE: October 17, 2023
TO: Kent Cagle, City Manager
FROM: Edwin Revell, Executive Director of Development Services
SUBJECT: Authorize a Professional Service Agreement with Transmap Corporation in the amount of $242,896.20 to determine the overall condition of the road network and provide a five (5) year maintenance strategy.
BACKGROUND AND FINDINGS:
In December 2018, City Council adopted Sec. 25-227 of the Code of Ordinances which mandated that a Street Condition Assessment be conducted every three (3) years. This requirement was removed from the Code in 2021. However, a new assessment is needed to provide the most accurate data that reflects the City streets in order to create a maintenance strategy. The maintenance strategy is done in five (5) year intervals to best predict and model the degradation and aging of the city streets. The first road condition survey contract was approved in March 2014 and the most recent was approved on May 21, 2019.
In preparation for conducting the Street Condition Assessment, as required, staff reviewed the competency and qualifications for a firm to conduct a Street Condition Assessment to determine the overall condition of the road network and provide a five (5) year maintenance strategy. Transmap has successfully completed the first two assessments for the City of Killeen and have demonstrated excellent professionalism, response, and quality. Transmap, being familiar with the City of Killeen’s previous data, can more readily include, and utilize the past data for the required analysis needed with any collected data with this contract.
THE ALTERNATIVES CONSIDERED:
1. Defer the Street Condition Assessment to future fiscal years;
2. Perform the Street Condition Assessment in house with City employees and equipment; or
3. Award a Professional Service/Letter of Agreement contract for the Street Condition Assessment to Transmap Corporation in the amount of $242,896.20.
Which alternative is recommended? Why?
City Staff recommends Alternate 3, award a Professional Service/Letter of Agreement for the Street Condition Assessment to Transmap Corporation in the amount of $242,896.20.
CONFORMITY TO CITY POLICY:
This item conforms to state and local policies and regulations.
Pursuant to Texas Local Government Code section 252.022(a)(4), this item is exempt from the competitive bidding requirements as it is an agreement for the procurement of professional services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Estimated expenditure for this item for the current Fiscal year is $242,896.20.
Is this a one-time or recurring expenditure?
This will be a one-time expenditure.
Is this expenditure budgeted?
Yes, funds are available in the General Fund Transportation account 010-3445-434.47-99.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
City staff recommends that the City Council authorize the City Manager, or designee to enter into a Professional Services Agreement with Transmap Corporation to determine the overall condition of the road network and provide a five (5) year maintenance strategy in the amount of $242,896.20. City staff further recommends that the City Council authorize the City Manager, or designee, to execute any and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Development Services
Public Works
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quote
Agreement
Certificate of Interested Parties
Contract Verification
Certificate of Insurance