Authorize $79,850 agreement for village-wide pavement survey and plan

RESOLUTION NO. 2023-9 A RESOLUTION OF THE VILLAGE OF PINECREST, FLORIDA, AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO AN AGREEMENT WITH STANTEC FOR VILLAGE-WIDE PAVEMENT CONDITION SURVEY AND REHABILITATION & MAINTENANCE PLAN PROJECT; PROVIDING FOR AN EFFECTIVE DATE.

BE IT RESOLVED BY THE VILLAGE COUNCIL OF PINECREST, FLORIDA, AS FOLLOWS: Section 1. That the Village Council hereby authorizes the Village Manager to enter into the attached agreement with Stantec for Village-wide Pavement Condition Survey and Rehabilitation & Maintenance Plan Project. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 12th day of December, 2023. Joseph M. Corradino, Mayor Attest: ____________________________ Priscilla Torres, MMC Village Clerk Approved as to Form and Legal Sufficiency: ____________________________ Mitchell Bierman Village Attorney Consent Agenda DATE: December 4, 2023 TO: The Honorable Mayor and Members of the Village Council FROM: Yocelyn Galiano, ICMA CM, Village Manager RE: Resolution for Agreement for Village-wide Pavement Condition Survey and Rehabilitation & Maintenance Plan ______________________________________________________________________ Attached for your consideration, please find a design proposal dated November 17, 2023 from Stantec to provide data collection, analysis and recommendations. The subject consultant is one of several firms that have been selected by the Village based on an RFQ for Civil Engineering Services. This project will provide a road map to facilitate the rehabilitation and maintenance of all Village roads based on condition and need. It can also be used to help secure grant funding for resurfacing, widening, and or reconstruction. I hereby respectfully recommend the Village Council adopt the attached resolution authorizing the Village Manager to execute an agreement for engineering design services with Stantec in the amount of $79,850.00. Ponce de Leon Boulevard, Suite 900 Coral Gables, Florida 33134 Tel: (305) 445-2900 November 17, 2023 Village of Pinecrest 10800 Red Road Pinecrest, FL 33156 305-669-6916 Attention: Mr. David Mendez, P.E. Public Works Director Reference: Pavement Condition Survey and Rehabilitation & Maintenance Plan Proposal for Engineering Services Dear Mr. Mendez: We are pleased to present this proposal for professional engineering services to assess Village roadways (approximately 105 survey miles) and implement them into a multi-year Rehabilitation and Maintenance (M&R) Plan. The plan will assist with planning, budgeting, and prioritization of needs. Roads will generally be milled and resurfaced but we will incorporate alternative methods into the M&R Plan if requested. SCOPE OF SERVICES: Pavement Assessment Phase 1. Development of project plan including pavement data collection and pavement condition rating methodology. 2. Development of Village GIS map for roadway conditions. Village shall provide GIS base files/layers. 3. Condition assessment of Village of Pinecrest 105 centerline miles of roadways, excluding all roadways under Miami-Dade County or Florida Department of Transportation jurisdiction, to obtain a Pavement Condition Index (PCI) rating. Roads recently rehabilitated will also be excluded from this survey; we estimate this to be approximately 20 miles which would bring the total surveyed mileage to approximately 85 miles. The automated data acquisition shall involve the use of a vehicle with laser scanning technology capable of recording roadway surface profiles for use in identifying and assessing the condition of the pavement. 4. Process and input pavement condition data into Stantec’s RoadMatrix software. Develop a PCI score for each road segment following the ASTM D6433 standard. 5. Develop pavement maintenance and rehabilitation program, including identifying the type of maintenance, rehabilitation, or replacement treatments required for each street segment and the estimated costs for performing those alternative treatments. November 17, 2023 Page 2 of 2 6. Analyze cross slope for all lanes surveyed. Provide a summary of sections with severe cross slope and provide recommendations on how these can be corrected. Cross slope severity levels and a list of feasible treatments will be reviewed with Village staff prior to executing the project. 7. Develop a multi year Maintenance and Rehabilitation Plan for roadway resurfacing/rehabilitation. The number of years as well as treatment lists and unit costs shall be provided by the Village. 8. Final report will include pavement condition data summaries, data collection methodology and a multi year R&M plan. 9. Optional Item: Alleys can be included in the plan. Fees dependent on quantity Terms and Conditions: All terms and conditions shall be per our Professional Services Agreement dated February 12, 2021. Our fees shall be lump sums as follows: Pavement Assessment Phase................................................. $79,850.00 We anticipate requiring 16 weeks to complete this assignment from Notice to Proceed to Final Report. If acceptable to you, we will accept a signed copy of this form as your written authorization to proceed. Thank you, Stantec Consulting Services Inc. Jeffrey Crews, P.E., LEED AP Principal Tel: 305-445-2900 Jeff.Crews@stantec.com Village of Pinecrest Approved by: ____________________ ______________________ ______________ Signature Print Name Date V:\2156\business_development\pinecrest from Sean Compel\Pavement\pinecrest_pavement_condition_survey_proposal_2023_11_17.docx