Authorize Execution of a One-Year Contract with Data Transfer Solutions, LLC, in the Amount of $1,613,840.00 Using a Cooperative Contract for the Transportation and Public Works Department for the Collection of Infrastructure Data and Conditions of the City's Infrastructure Networks (ALL COUNCIL DISTRICTS)

It is recommended that the City Council authorize the execution of a one-year contract with Data Transfer Solutions, LLC, in the amount of $1,613,840.00 using the Houston-Galveston Area Council (H-GAC) Contract No. HP07-13 for the Data Collection and Asset Management Project to collect infrastructure data and conditions that will be used to assess the City's infrastructure networks - streets, traffic and stormwater.

This Mayor and Council Communication is to authorize a one-year contract with Data Transfer Solutions, LLC, using the Houston-Galveston Area Council (H-GAC) Contract No. HP07-13 for data collection that will be used to inventory and assess the condition of the City's street, traffic, and stormwater infrastructure.  Through this asset assessment, system wide maintenance applications and programs can be effectively developed and prioritized such that limited financial resources will be strategically programmed.  The inventory and condition assessment will provide information to identify gaps in maintenance activities and in-turn provide recommendations for future funding resources.  Information such as the following will be collected as part of this work effort:

        • Verify the current city street network
        • Video image data of street, traffic and stormwater infrastructure
        • Pavement condition rating-based on type, severity and extent of distress
        • Traffic sign inventory
        • Traffic Signals - type and location
        • Curb and gutter/Bar Ditches - type, location, and condition curb and gutter only
        • Sidewalk and ramp inventory - type, location, and condition
        • Pavement marking inventory - type, location, and condition
        • Street light inventory - type, location, and condition.

Data collection is anticipated to commence on July 6, 2016 and is estimated to be completed by December 30, 2016.

There will be an annual impact on the operating budget in the amount of $199,702.00 to support the continued inventory of assets and maintenance of the software system.

COOPERATIVE PURCHASE - State law provides that a local government purchasing an item or service under a Cooperative Purchasing Agreement satisfies any state law requiring that the local government seek competitive bids for purchase of the item or service.  H-GAC contracts were competitively bid to increase and simplify the purchasing power of government entities.

ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the department and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services from source(s) where subcontracting or supplier opportunities are negligible.

AGREEMENT TERMS - Upon City Council approval, the Agreement shall begin upon execution and expire one year thereafter.  There will be no renewal options.