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HomeMy WebLinkAboutCC Resolution 12338 (Pavement Condition Data Collection)RESOLUTION NO. 12 3 3 8
RESOLUTION ACCEPTING A PROPOSAL FROM ADHARA SYSTEMS, INC. TO
PROVIDE PAVEMENT CONDITION DATA COLLECTION AND PAVEMENT
MANAGEMENT SERVICES IN THE AMOUNT OF $34,000 AND AUTHORIZING
THE DIRECTOR OF PUBLIC WORKS TO EXECUTE THE PROFESSIONAL
SERVICES AGREEMENT.
WHEREAS, staff has identified the necessity for a new pavement management
system to facilitate maintenance of the City wide street system in a cost effective manner; and
WHEREAS, Adhara Systems, Inc. is one of P -TAP 8 consultants of MTC; and
WHEREAS, staff finds the content and cost of the proposal to be acceptable and
is included herein as Exhibit "A";
NOW, THEREFORE, IT IS RESOLVED that the City Council of the City of
San Rafael accepts the proposal from Adhara Systems, Inc. to provide Pavement Condition Data
Collection and Pavement Management Services in an amount not to exceed $34,000, and
authorizes the Director of Public Works to execute the Agreement.
BE IT FURTHER RESOLVED, that the Director of Public Works take
any and all such actions and make changes as may be necessary to accomplish the purpose
of this resolution.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby
certify that the foregoing resolution was duly and regularly introduced and adopted at a
regular meeting of the Council of said City on Monday, the 201h day of August, 2007, by
the following vote, to wit:
AYES: COUNCILMENIBERS: Cohen, Heller, Miller, Phillips & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
JE NE M. LEONCINI, City Clerk
File No.: 16.13.06
AGREEMENT
FOR PROFESSIONAL SERVICES
TO PROVIDE PAVEMENT CONDITION DATA COLLECTION AND PAVEMENT MANAGEMENT
SERVICES
This Agreement is made and entered into this 201h day of August, 2007, by and between the CITY
OF SAN RAFAEL (hereinafter "CITY"), and Adhara Systems, Inc. (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, the CITY has determined that professional consulting services are required to
implement the City's Pavement Management System (hereinafter "PROJECT"); and
WHEREAS, the CONTRACTOR has offefed to render certain specialized professional services
in connection with this Project.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. DEFINITIONS.
2. PROJECT COORDINATION
A. CITY. The City Manager shall be the representative of the CITY for all
purposes under this Agreement. The Director of Public Works (Public Works) is hereby designated the
PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the
progress and execution of this Agreement.
B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress and execution of this Agreement for
CONTRACTOR. Ken Kim is hereby designated as the PROJECT DIRECTOR for CONTRACTOR.
Should circumstances or conditions subsequent to the execution of this Agreement require a substitute
PROJECT DIRECTOR for any reason, the CONTRACTOR shall notify the CITY within ten (10)
business days of the substitution.
3. DUTIES OF CONTRACTOR
CONTRACTOR shall perform the duties and/or provide services as follows; the
CONTRACTOR agrees to provide Pavement Condition Data Collection and Pavement Management
Services, as outlined in the Proposal from CONTRACTOR dated August 8, 2007, marked Exhibit "A",
attached hereto, and incorporated herein by this reference. The CONTRACTOR agrees to be available
and perform the work specified in this agreement in the time frame as specified and as shown in Exhibit
"A"
4. DUTIES OF THE CITY
incorporated herein.
CITY shall perform the duties as described in Exhibit "A" attached hereto and
COMPENSATION
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR on a lump sum basis for services rendered in accordance with the deliverables
shown on the schedule as described in Exhibit "A" attached and incorporated herein. The total payment
made for any individual work task will not exceed the amounts shown on the Proposal Budget, set out in
Exhibit "A".
Payment will be made deliverables are submitted to the CITY within 30 days of receipt
by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR.
is complete.
6. TERM OF AGREEMENT
The term of this Agreement shall be from the date of execution until the Project
TERMINATION
A. Discretionary. Either party may terminate this Agreement without cause
upon thirty (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon ten
(10) days written notice mailed or personally delivered to the other party, and the notified party's failure
to cure or correct the cause of the termination notice, to the reasonable satisfaction of the party giving
such notice, within thirty (30) days of the receipt of said notice.
C. Effect of Termination. Upon receipt of notice of termination, neither
party shall incur additional obligations under any provision of this Agreement without the prior written
consent of the other.
D. Return of Documents. Upon termination, any and all CITY documents
or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials
prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY
as soon as possible, but not later than thirty (30) days after termination. Contractor may retain copies
made at its sole expense.
Agreement • 2
8. OWNERSHIP OF DOCUMENTS
The written documents and materials prepared by the CONTRACTOR in
connection with the performance of its duties under this Agreement, shall be the sole property of CITY.
CITY may use said property for any purpose, including projects not contemplated by this Agreement.
City understands that the documents prepared by consultant are specific to the
project named in this Agreement. Therefore, City shall indemnify and hold harmless Consultant from any
liability or financial loss, including attorney's fees and costs, for any damages arising from the reuse of
the documents prepared by Consultant for projects not contemplated by this Agreement.
INSPECTION AND AUDIT
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its
agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection
with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY
or its agent in any such audit or inspection.
10. ASSIGNABILTY
The parties agree that they shall not assign or transfer any interest in this
Agreement nor the performance of any of their respective obligations hereunder, without the prior written
consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations
arising hereunder shall be void and of no effect.
11. INSURANCE
A. During the term of this Agreement, CONTRACTOR, shall maintain, at no expense to
CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of
one million ($1,000,000) dollars per occurrence for death, bodily injury, personal injury, or property
damage;
2. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million ($1,000,000) dollars per occurrence;
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount of one
million ($1,000,000) dollars to cover any claims arising out of the CONTRACTOR's performance of
services under this Agreement.
Agreement • 3
B. The insurance coverage required of the CONTRACTOR by Section 11. A., shall
also meet the following requirements:
The insurance shall be primary with respect to any insurance or coverage
maintained by CITY and shall not call upon CITY's insurance or coverage for any contribution;
2. Except for professional liability insurance, the insurance policies shall be
endorsed for contractural liability and personal injury;
3. Except for professional liability insurance and workers compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents,
and employees as additionally named insureds under the policies;
4. CONTRACTOR shall provide to PROJECT MANAGER, (a)
Certificates of Insurance evidencing the insurance coverage required herein, and (b) specific
endorsements naming CITY, its officers, employees, and volunteers as additional insureds under the
policies;
The insurance policies shall provide that the insurance carrier shall not
cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon
thirty (3 0) days written notice to CITY's PROJECT MANAGER, ten (10) days written notice for
nonpayment of premium.
6. If the insurance is written on a Claims Made Form, then, following
termination of this Agreement, said insurance coverage shall survive for a period of not less than five
years;
7. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement;
8. The insurance shall be approved as to form and sufficiency by PROJECT
MANAGER and the City Attorney.
C. If it employs any person, CONTRACTOR shall maintain worker's compensation
and employer's liability insurance, as required by the State Labor Code and other applicable laws and
regulations, and as necessary to protect against all liability for injuries to CONTRACTOR's officers and
employees.
D. Any deductibles or self-insured retentions in CONTRACTOR's insurance
policies must be declared to and approved by the RISK MANAGER and the Agency Attorney. At CITY's
option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
Agreement • 4
CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related
investigations, claims administration, attorney's fees and defense expenses.
12. INDEMNIFICATION
CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its
officers, and employees, against any claim, demand, suit, judgement, loss, liability or expense of any
kind, including attorney's fees, arising out of or resulting in any way, in whole or in part, from any acts or
omissions, intentional or negligent, of CONTRACTOR or CONTRACTOR's officers, agents and
employees in the performance of their duties and obligations under this Agreement, excepting only the
sole active negligence of City.
13. NONDISCRIMINATION
CONTRACTOR shall not discriminate, in any way, against any person on the
basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related
to the performance of its duties and obligations under this Agreement.
14. COMPLIANCE WITH ALL LAWS
CONTRACTOR shall observe and comply with all applicable federal, state and
local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these
laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold
harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines
and all other consequences from any noncompliance or violation of any laws, ordinance, codes or
regulations.
15. NO THIRD PARTY BENEFICIARIES
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to
create in any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
16. NOTICES
All notices and other communications required or permitted to be given under
this Agreement, including any notice of change of address, shall be in writing and given by personal
delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties
intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed,
upon the date of deposit with the United States Postal Service. Notice shall be given as follows:
Agreement • 5
TO CITY: Mr. Andrew L Preston, (Project Manager)
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR: Ken Kim (Project Director)
Adhara Systems, Inc.
1735 North First Street, Suite 200
San Jose, CA 95112
17. INDEPENDENT CONTRACTOR
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its
officers, agents and employees shall act in the capacity of an Independent Contractor, and not as
employees of the CITY OF SAN RAFAEL. CONTRACTOR and CITY OF SAN RAFAEL expressly
intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an
Independent Contractor and not that of an employee of CITY OF SAN RAFAEL.
18. ENTIRE AGREEMENT -- AMENDMENTS
A. The terms and conditions of this Agreement, all exhibits attached, and all
documents expressly incorporated by reference, represent the entire Agreement of the parties with respect
to the subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements,
oral or written, regarding the subject matter between the CONTRACT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the
subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or
modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the terms and conditions of this
Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated
by reference, the terms and conditions of this Agreement shall control.
19. SET-OFF AGAINST DEBTS
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any
Agreement • 6
ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid
checks or other amounts.
20. WAIVERS
The waiver by either party of any breach or violation of any term, covenant or
condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of
any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent
acceptance by either party of any fee, performance, or other consideration which may become due or
owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by
the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or
regulation.
21. COSTS AND ATTORNEY's FEES
The prevailing party in any action brought to enforce the terms and conditions of
this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
22. CITY BUSINESS LICENSE/OTHER TAXES
CONTRACTOR shall obtain and maintain during the duration of this
Agreement, a CITY business license as required by the San Rafael Municipal Code. CONTRACTOR
shall pay any and all state and federal taxes and any other applicable taxes. CONTRACTOR's taxpayer
identification number is 94-2385238, and CONTRACTOR certifies under penalty of perjury that said
taxpayer identification number is correct.
23. APPLICABLE LAW
The laws of the State of California shall govern this Agreement.
Agreement • 7
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
Director of Public W
ATTEST:
�YA .-
City Clerk
CONTRACTOR
Adhara Svstems dnc. �r
By: _'A
Title:
APPROVED AST FORM:
City Atto eY
Agreement • 8
r
August 8,2007
Bill Voigt
Public Works
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
A d r a Systems, 3 n c.
Regarding: Pavement Condition Data Collection and Pavement Management Service
Dear Mr. Voigt,
Adhara Systems, Inc. ("Adhara"), located in San Jose, California, is pleased to submit this
proposal for pavement condition data collection of city's 176 centerline miles (868 segments).
Brief Introduction:
Adhara has extensive experience in performing pavement condition data collection, data analysis,
and project coordination with other agencies.
As of today, Adhara's products and services include:
• Proprietary Data Collection System on vehicle
• Data analysis service and M & R planning utilizing MTC StreetSaver, MicroPAVER, and
uniAMS
• Sectioning, planning and performing survey
• GIS implementation for Asset/Pavement Management System (refer to Appendix AA)
• Maintaining database, PCI calculation and GIS linking
• PMP report
• Services for City Network, Airport
• Asset evaluation and management for GASB34 report
• Sidewalk survey (refer to Appendix A.3)
• Tree survey utilizing leading edge technologies
Adhara has done extensive Ground Truth Evaluation program organized by MTC in 2005 to compare
Adhara's results with MTC's "Ground Truth Value" and have confirmation that Adhara's data is as
accurate as the MTC's expectation. (Refer to Appendix A.2)
Adhara is one of P -TAP 8 consultants of MTC.
The goal of Adhara is to provide our clients with timely, high-quality data collection and analysis
services to meet their specific needs. We have developed the capability to be flexible in our operations
as required to meet the ever-changing circumstances affecting field data collection operations.
1735 N Fust St. Ste 200
San lose CA 95112
Phone: 408 441.0340 FAX 408.441.0343
Exhibit "A"
The City of San Rafael
Page 2
Work Scone Summary
1. DB Review and Verification of Sectioning.
Adhara will review the section inventory DB of StreetSaver Online and verify all sections.
Adhara will provide recommendations of new section definition if necessary and confirm with the
city Engineer. Adhara will need the city's login account information to StreetSaver Online
2. Pavement Condition Survey.
Adhara will perform Pavement Condition Survey project based on MTC's 7 pavement distress
definitions and the company's QA/QC procedures using company's Pavement Evaluation
Equipment. Adhara will analyze collected data.
3. StreetSaver Online Update and Survey Project Report
Adhara will export necessary pavement distress data to StreetSaver Online. Adhara will
calculate PCI and provide a survey project report with the final StreetSaver database. Adhara
manages project to get the best performance and result. If there were maintenances after the last PCI
calculation, Adhara is to enter the maintenance history into StreetSaver Online before calculating
PCI.
4. Submit Budget Option Report and recommended M&R treatment.
If you have any question, please feel free to contact us.
Y ui truly,
Ken Kim,�-4sidntre
Adhara Systems, Inc.
1735 N. First St., Suite #200
San Jose, CA 95112
Phone: (408) 441 — 0340 Fax: (408) 441 -- 0343
The City of San Rafael
Pavement Condition Data Collection Service
for its 176 center -line miles
August 8, 2007
e-
Adhara Systems, Inc.
1735 N. First St. Suite 200
San Jose, CA 95112
TEL: (408) 441 - 0340
FAX: (408) 441 - 0343
www.adhai'asys.com
Privacy and Confidentiality Notice:
The information contained in this document is intended for the City of San
Rafael only. It may contain privileged and confidential information. If you are
not an intended reader of this document, you must not copy, forward, distribute,
or take any action in reliance on it. If you have received this document in error,
please destroy.
TABLE OF CONTENTS
ADHARASYSTEMS, INC..........................................................................................................................................2
1.1 SUNMIARY............................................................................................................................................................2
1.2 PROFILES.............................................................................................................................................................
3
1.3 DATA COLLECTION EQUIPNIENT..........................................................................................................................4
2 DESCRIPTION OF RELEVANCE............................................................................................................................5
2.1 PROJECT PROCEDURE.............................................................................................................................................
2.1.1 Receivables from the City of San Rafael............................................................................................................
5
2.1.2 Project process bvAdhara................................................................................................................................5
2.2 ADHARA SYSTEMS PROJECT APPROACH............................................................................................................6
2.2.1 Potential Challenges and Strategies.................................................................................................................
6
2.2.2 111ethodologv....................................................................................................................................................
7
2.3.3 Survey Paths for Different Ti of Roads ..............................
............................................................................ 8
2.2.4 Field Inspection.............................................................................................................................................10
2.2.5 Distress Identifrcation....................................................................................................................................11
2.3.6 Aligrate collected and anahwed data to StreetSm,er........................................................................................11
2.2.7 Required Calculations from A•1TC StreetSmer Software .................
.................................................................11
2.3 IMAGE ACQUISITION.............................................................................................................................................12
2.4 QUALITY ASSURANCE PROGRAM.......................................................................................................................13
3 QUOTATION WORK SCOPE, SCHEDULE AND PRICING................................................................................15
APPENDIX.........................................................................................................................................................................16
A.1 CURRENT PAVEMENT IMAGE SAMPLES.....................................................................................................................
16
A.2 MTC REVIEW REPORT FOR "GROUND TRUTH" EVALUATION.......................................................................................
17
A.3 SIDEWALK CONDITION SURVEY SAMPLE USING UNIAMS SUITE...................................................................................
18
A.4 GIS IMPLEMENTATION SAMPLE USING UNIAMS SUITE.................................................................................................
19
1 Adhara Systems, Inc.
1.1 Summary
Adhara Systems, Inc. (Adhara), a Systems development and Data Collection Service group, purchased the
rights to the Unified Infrastructure Asset Management System (uniAMS) Suite and related business
from Samsung SDS America.
Adhara's services range from staff training for in-house evaluation and implementation to providing
complete data collection, analysis and management services. Adhara's services are tailored to meet the
specific requirements and individual needs of each client.
Adhara has extensive experience in performing pavement condition data collection, data analysis, and
coordination of activities with agencies. We also have developed long-range data collection schedules,
performed nation-wide data collection activities often under adverse conditions.
x na wa< :ii .)ystens, dnc. is to provide our clients with tlnielyj hi;;li-(�II:idItV data COileciioli
++ <. c + I needs. We have developed the capability to be flexible in
to niee, toneir up i.ia need .
our operations as required to meet the ever-changing circumstances affecting field data collection
operations.
belle It Of 0111' S01t1tIOR1
- Attractive price
- Higher sampling rate, minimum 30%, to increase accuracy
- Pavement images for post analysis and reviewing for QA
- Computerized analysis for consistent result
- Traffic friendly for increased safety
2
1.2 Profiles
In January of 2004, Adhara Systems Inc, an pavement evaluation equipment development and data collection
service group, purchased the rights to the Unified Infrastructure Asset Management System (uniAMS) software
suite from Samsung SDS America. Adhara's goal is to provide agencies with quality services at an attractive price
by enhancing the uniAMS Suite. Adhara maintained the original group of engineers who originally developed the
product.
For data collection service, Adhara uses its own product.
uniAMS Suite - Unified Infrastructure Asset Management System
uniAMS consists of six software modules, uniSURVEY, uniANALYZE, uniPAVEMENT, uniBRIDGE, uniSIDEWALK,
and uniSIGN. uniAMS provides simple, flexible and practical solutions that are user configurable which will meet
the specific requirements of each client.
uniAMS provides easy tools to civil engineers to manage all aspects of asset management, from the
collection of data, to the development of infrastructure asset maintenance strategies by providing access to
the complete asset inventory and latest conditions. These results can be shown on interactive digital maps
uniAMS, by using state -of -the art digital image processing, analyzes the type, the extent and severity of cracking,
which occurs in pavements and bridges. uniAMS also provides features to generate GASB 34 reports either by the
Modified Approach method or the Depreciation method.
uniSURVEY
uniSurvey, a user friendly data survey system software, allows the user to input and categorize
inventory or condition data while the road images are being collected. The compiled data form a
systematic, convenient, informative database.
!lL_�j 11
uniANALYZE
uniANALYZE is a cost-effective digital tool that analyses pavement images easily and accurately. The
ci user has the option to measure the type, extent, and severity of cracks either manually or automatically.
r` It also allows the user to follow the new AASHTO and SHRP-LTPP standards.
uniPAVEMENT
uniPAVEMENT is a GIS -based pavement management system that can determine optimum
maintenance strategies, schedule maintenance, and program long-term budgets. In addition, it helps
the agency for GASB 34 report by maintaining asset valuation and management.
uniPAVEMENT also provides extremely credible estimates of existing and future maintenance needs.
uniS]DEWALK
uniSidewalk, a sidewalk management system, provides a complete inventory and condition
q�i assessment of sidewalks, curbs, bikeway, and pedestrian ramps in the public right-of-way.
uniSIDEWALK is used to record damaged concrete and unsafe conditions located within the sidewalk
network, and to make recommendations on maintenance and budget analysis.
1.3 Data Collection Equipment
Adhara uses uniSURVEY, the Data Collection System of uniAMS Suite, for the pavement evaluation
service. The system is the state of the art integrated data collection computer system including high
resolution and high-speed digital image process board and camera, GPS device, accurate Digital
Measuring Instrument (DMI), programmable keypad, independent power sources and light solution.
4�
...... .......
GPS`H
11 F
Data
Trigger
signal
Captured
image
Strobe
signal
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Key pad device
User +'
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Distance
data lHiagh
resou ion
DMI or
4
Lighting
DMI
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...... .......
GPS`H
11 F
Data
Trigger
signal
Captured
image
Strobe
signal
r
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Key pad device
User +'
survey
input_
Distance
data lHiagh
resou ion
DMI or
4
Lighting
DMI
...... .......
GPS`H
11 F
Data
Trigger
signal
Captured
image
Strobe
signal
r
c vii . -W V
Key pad device
User +'
survey
input_
Distance
data lHiagh
resou ion
DMI or
4
Lighting
DMI
2 Description of Relevance
2.1 PROJECT PROCEDURE
2. 1.1 Receivables from the City of San Rafael
1. Login account information of StreetSaver Online.
2. GIS Map (ArcVIew compatible) including Pavement GIS.
2.1.2 Project process byAdhara
1. Task 1
a. Review section definitions in StreetSaver Online
b. Provide recommendations if necessary
c. Confirm recommendations with the City Engineer
d. Update StreetSaver Online database if necessary
2. Task 2
a. Calibrate pavement condition identification calibration with the City Engineer. (Kick-off
meeting)
b. Migrate section definitions to uniSURVEY
c. Plan work
d. Perform Survey
e. QA/QC for surveyed data
f. Pack surveyed data for StreetSaver Online
3. Task 3
a. Update StreetSaver Online DB by migrating surveyed data
b. Update maintenance history if necessary
c. Calculate PCI
d. Review PCI calculation result and perform QC/QA
e. Generate Survey report including summary of PCI calculation, found distresses, any
survey problem, etc.
f. Draft set of detailed pavement management reports from StreetSaver Online: street section
descriptions report (detailed management units); pavement condition index report on each
management unit; one six (6) year budget needs projection, budget scenarios (actual
budget available); and recommended M&R treatment report. Provide one (1) draft copy of
Budget Options Report.
5
2.2 ADHARA SYSTEMS PROJECT APPROACH
2.2.1 Potential Challenges and Strategies
From the previous project experiences, Adhara found the following facts:
• The bigger sample area, the better accurate results
o One missing alligator crack causes quite different PCI result.
■ Manual survey at busy street is not safe.
■ Bear eye inspection at road with PCI lower than 50 can cover only 5 feet wide area among average
30 feet wide streets, which means that 6 trips for the total area inspection and surveyor may loose
his survey track.
■ Difficult to make it sure if the inspection data is dubious.
■ Inspection results are inconsistent between surveyors.
These findings are obtained during the survey using the traditional method that was recommended by
MTC. Following illustrations show some difficulties in traditional survey.
1. Difficult to measure all if there are many cracks
Which one have
I counted so
far?
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0
0
2. Difficult for QA — difficult even the survey streets are wrong ones.
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Big Bend?
Big Bear?
Big Basin?
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I counted so
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2. Difficult for QA — difficult even the survey streets are wrong ones.
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Big Bend?
Big Bear?
Big Basin?
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Dangerous at a busy streets without interruption
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We can summarize difficulties, challenges, in traditional survey as follows.
1. It is hard to find common distresses of the segment using the suggested 10% sampling.
2. It is hard to believe that the given representing 10% sample area, either from the random pick or
picked by human intelligence, represents the distresses of the segment.
3. It is expensive to increase a percentage of sampling.
4. It is hard to go back to the segment for a QA procedure.
5. It makes surveyors expose themselves to the live traffic and face to danger.
These difficulties can be reduced by Adhara's approach described in the following sections.
2.2.2 Methodology
Adhara offers longitudinal survey method using the Adhara proprietary vehicle. Following
illustration shows the difference of two methods, Adhara's and the traditional. Customers find that
Adhara method finds better distress samples than the traditional method. This illustration shows three
benefits of Adhara method on top of traditional method.
1. In Adhara method, there is always a sample area within 20 feet from any spot of a
management section, while there may be a not -inspected area which is 900 feet apart from the
nearest sample area in the traditional method. That means Adhara's sampling method
represents better than the traditional one.
2. Adhara method does not ask the surveyor to pick area. It is defined in the survey path as
described in the next section. Instead, traditional method asks surveyor to pick "representing
area of section distresses" that may cause potential human subjectivity or may pick a
sample area that is not representing the common distresses. We normally see rutting distresses
near the traffic light. Most likely, traditional method misses them located near the traffic light.
Traditional method providers explain that after multiple surveys, it will have statistical
meaning. This means that one survey does not mean much- Also typical survey interval of the
residence area is 3 years. To reach 30%, it takes 9 years out of 20 years of typical asphalt life.
At that time, the first 10 percent survey, which is 9 years old, lost its meaning.
3. Minimum sampling of Adhara method is over 25%. Mostly, it provides 300% or higher
sample than traditional method.
ADHARA
SYSTEMS
ti
Rutting
--- A7igator
o \
480 x 36 feet
Sample Road 10% Rutting
MANUAL
.:ss
Alligator
Block
Block
Adhara Sys ' Theirs (B)
Area (480 x 36): 17290t7290
Inspection (Sample) area: • (490 z 12)t - (48. 36)
Distress List:
Rutting Weathering
AIIlgatorCrack "
Weathering" Transverse Crack _--
Longitudinal Crack
Block 1260 L
WeatheringandRavding 1440L
i
Distortion
Rutting
%r
Md
Rutting
Adhara method utilizes a vehicle and pavement images. It will reduce work at the site and gives
better means of QC. 1 :Isr'01 , Sm rz; i I . {'I,, -,i ,-II ; , I ^;I; :� I 0 ;; t1 A�; 1"!
INCRF kSh_ . (Sample pavement image can be found in Appendix A.1.)
2.2.3 Surrey Paths for Different Type d Roads
The Survey Path can be varied depends on what the customer desires. Below is our recommendation
to MTC.
NOTE: For WIDTH, refer to WIDTH definition in 2.2.4 Field Inspection.
1) 2 lane 2 way road
--------------------
100% of length of section
------- \ 1 Segment
Survey one direction lane for one segment.
Inspection Area = WIDTH z Length of Segment
2) Residential 2 wav road without lane strip_
100% of length of section > 1 Segment
Survey one direction for one segment.
Inspection Area = WIDTH x Length of Segment
3) 4 lane 2 way divided road
section 100% of length of se < \
Divider r-------------ction----------- 1 Segment
--- o-------- -----------
10/o / 1 Segment
100 of length of section
>
Survey outside lane in each direction for each segment.
Inspection Area = 2 s WIDTH x Length of Segment
NOTE: It is suggested to split into two segments if there is a divider in between two opposite directions. However, if the current
segment (section) definition does not split, it will be counted as one single segment and will be surveyed as "4 lane undivided
road". If the road is divided into two segments, each segment can be considered as 2 lane one-way road.
4) 4 lane 2 way undivided road
100% of length of section
1 Segment
---------------- --------------
100%
------- —100% of length of section
Survey both outside lane in each direction as one segment
Inspection Area = 2 x WIDTH x Length of Segment
5) 4 lane 2 way undivided road with turning lane
100% of length of section <
------------------------------
Ut to JIM
------------------------------
100% of length of section P.
Survey both outside lane in each direction for one segment
Inspection Area = 2 x WIDTH x Length of Segment
9
1 Segment
6) 3 lane 2way with middle turning lane
100% of length of section
1 Segment
J .r J �
100% of length of section >
Survey one outside lane in direction as one segment
Inspection Area = 2 x WIDTH x Length of Segment
7) One-way streets
- 2 lane 1 way road
1 Segment
100% of length of section > /
Survey one direction lane for one segment.
Inspection Area = WIDTH x Length of Segment
- 3 lane 1 way road
100% of length of section �
----------- -----------
1 Segment
------------------------------
1000/. of 1Pnoth of cPrtinn
Survey outer lane in each direction as one segment
Inspection Area = 2 x WIDTH x Length of Segment
NOTE: When vehicle is on the left most lane, consider clearance of parked cars to the image if any.
2.2.4 Field Inspection
Adhara's database engineer will migrate the street network section/segment inventory data to
uniSURVEY system. If segments are not divided into zones, Adhara defines zones to make the
project visible and productive. With the imported segment information, Adhara will plan a detailed
survey plan before the actual survey, to expedite the survey for different road direction, and plan a
survey that is continuous and sequential. Adhara's trained surveyors will perform the image and
condition collection process using the uniSURVEY data collection system for MTC street network
based on Adhara's survey operation rules
• Sunlight, time of day, and wetness of road affect the surveyor's ability to see distress
conditions. It is recommended that the surveyor to travel in a direction that allows the
distresses to be more apparent for the surveyor. The surveyor should be able to detect
distresses while traveling at 5 to 50 mph up to the speed limit of specific road.
■ Image coverage: 12 ft width ("WIDTH") x segment length. 12 feet can be adjusted to
narrower width.
The driver is to drive the vehicle to make left edge of the image to be aligned to left side lane
mark, if any, with considering clearance of 12 feet image to parked cars on the right or left.
10
If there is no lane mark, drive through the imaginary line that makes right edge of the image
clears all parked cars on the right.
Surveyor does not look for crack related distresses, Alligator, Block, Transverse, and
Longitudinal.
Surveyor is to look for non -crack related distresses, Rutting, Raveling, Weathering,
Depression, Distortion, and Patch with visual way following MTC definition and enter
findings into the data collection system. Target area is the area where image is being taken.
If necessary, surveyor is to stop vehicle and find distresses from the near distance.
Collected data, distress and images for crack related distresses, are to be migrated to uniANALYZE
for further analysis.
2.2.5 Distress Identification
1) Crack Related Distress Identification
In order to migrate images, Adhara will link collected images to uniANALYZE for each segment
(management section).
UniANALYZE will process images to find distresses.
For QC purpose, defined percentage of sections is to be randomly selected and reviewed to check
quality of image processing.
2) Non -Crack Related Distresses
Collected distress data is kept by uniANALYZE for further process.
2.2.6 Migrate collected and analyzed data to StreetSaver.
Using uniANALYZE's StreetSaver 8.x Export feature, Adhara generates an export file in StreetSaver
8.x format. Then migrate to StreetSaver 8.x.
2.2.7 Required Calculations from MTC StreetSaver Software
After the above data preparation process, the following operation is executed for StreetSaver
calculation and reports.
1. Update PCI (Pavement Condition Index) with new inspection and M & R information using
Calculation function in StreetSaver Software
a. This can be calculated by date, by section, or by all.
b. Another useful reports are:
i. Projected PCI
ii. Streets Certain PCI range
iii. PCI status pie chart
iv. PCI trend line & Bar chart
2. Adhara submits reports with CD containing StreetSaver Database and reports.
2.3 IMAGE ACQUISITION
Pavement images will be
continuously collected along the
inspected lane with a digital
camera, which is mounted on the
back of data collection vehicle
perpendicular to the pavement
surface. The collected pavement
images will be saved to the hard
disk storage in the main control
system in a "JPEG" format. The
image frame resolution captured
by digital camera is 1360 by
2560 pixels per frame. Each
image covers about 12 feet by 23
feet of an actual pavement ;.
surface as shown in Figure 1.
Therefore the size of each pixel.
is approximately 0. 106 inch in
width by 0.108 inch in length.
The size of each image is less W
than a era e 1 MB For exam le
v g p ,
when a 1 -mile street segment is s,•m
surveyed, the 223 images will be
collected, and the size of total
images will be around 230 MB.
This measurement varies
depends on DMI calibration and
the camera height as well as the
complexity of the image. The
image width can be reduced to 8
feet from 12 feet, if necessary.
Figure 1. Sample Image, .vhich covers approximately 12 ft by 23 ft
pavement area.
I2
2.4 QUALITY ASSURANCE PROGRAM
In order to maintain quality of work for this project, Adhara uses previously developed internal
Standard Operating Procedures (SOPS).
■ Incoming QC Procedure
■ Survey Plan Guideline and Framework
■ Quality Survey Procedure
■ Quality Audit Procedure
■ Customer Complaint Procedure
■ Final Report Review Procedure
These procedures were developed to
■ Check the integrity of data received from the city
■ Ensure that the inspection is being done following Adhara guidelines
■ Ensure to have consistent reports
■ Ensure that the customer is satisfied with Adhara's services
Quality Survey Procedure includes as an example
■ Educating surveyors
■ Maintaining the data collection system
■ Listing things to do before survey
■ Showing guideline of survey
■ Guiding the quality control
■ Guiding the quality control report
For procedures those include quality control, correction procedure is also included.
Many of these procedures have been applied to this proposal already. Listing of Receivables and
Deliverables is one example to be sure Adhara receives enough data to work and make sure the
customer's expectation. Planning to have a distress inspection calibration meeting with the city
engineers as a part of kick-off meeting is another example of quality assurance to understand the
city engineer's expectation.
13
Followings are a part of quality assurance program provided by Adhara.
■ Understand the city engineer's expectation in finding distresses through calibration meeting.
Adhara's quality procedure requires two phases of quality monitoring, early quality
monitoring and final results quality monitoring. The early quality monitoring is to make it
sure that the surveyor understands the survey procedure and distress identification method.
The major quality monitoring is to review the final results of inspection. Those two activities
are explained in details below.
For the early quality monitoring, quality reviewer checks the first 10 selected sections. This
is considered as "Pilot" project. For the early quality monitoring, ALL selected sections are
to be evaluated. Reviewer will use two systems. For crack related distresses, reviewer will
check the quality of images then analyze images using uniANALYZE. If reviewer finds
quality issues in images, surveyor will be re-educated and images will be taken again. For
non -crack related distresses, reviewer uses MT C's Manual Distress Data Collection Sheet
to fill in found distresses. Inspection area must be the same as vehicle path with 12 feet
width. Reviewer put analyzed and collected distresses for Pilot segments and calculate PCI
to compare. If PCI difference is more than 5 points from more than 3 sections, reviewer is to
re-educate surveyor prior to further inspections. Bigger than 10 point difference from any
Pilot sections is not allowed. Please note that uniANALYZE has an ability to calculate PCI
value following MTC rule. Reviewer uses uniANALYZE for QC activity. Result of early
quality monitoring will be shared with the city engineers.
■ Major quality monitoring activity is to be done at the end of inspection. This procedure
follows the above early quality monitoring activities except 3% of inspected sections are
reviewed and 5 + point of PCI difference is not allowed from more than 10% inspected
sections.
■ If there is the city's complaint about the result of project, root cause will be analyzed and
corrective actions will be offered if necessary.
■ Project will be done upon customer's completion signature.
14
3 Quotation Work Scope, Schedule and Pricing
Work Scope
Estimated
manpower I
1 Kick-off
2 x
meeting
1 X
2 DB migration
I 1 X
Review and
1 X XXX
3 update section
1 XXX
definitions
7
Internal training
3 XX XXX XXX XXX XXX
4
I 3
Approximate 176 center -line miles
Schedule 2007
2 3 4 S 6 7 Remarks
With County staff. The meeting will
serve to discuss requirements,
expectations,
To Adhara system
Project 60 Days after Kick-off Meeting
14 Completion 1
Meeting
$34,001u
15
To StreetSaver Online
Collect NITC defined pavement
distresses using Adhara's survey
method
X
X
XX To StreetSaver Online
Delivers;
Project reports:
XXX Budget Option Report, M&R and
Survey report with PCI
Receives Completion signature
1�i im�nicc 2l)';o of mumu
,11111 W11011111 , fwr (i41L14i
fllectillf,;, ;111'ito attel' "31111e ,
311°iv of ei- final DehAen
after meeting
X
5
Database update I
1 X
6
Survey planning I
1 X XXX
Pavement
7
condition
3 XX XXX XXX XXX XXX
survey
8
QC/QA
I
1 X X X
Update
9
maintenance
history
10
Calculate PCI I
1
Survey
11
Completion
2
Meeting
12
Data Migration
1 X X
Summarize and
present all work
13
Performed in a
2
report to be
submitted to the
county
Project 60 Days after Kick-off Meeting
14 Completion 1
Meeting
$34,001u
15
To StreetSaver Online
Collect NITC defined pavement
distresses using Adhara's survey
method
X
X
XX To StreetSaver Online
Delivers;
Project reports:
XXX Budget Option Report, M&R and
Survey report with PCI
Receives Completion signature
1�i im�nicc 2l)';o of mumu
,11111 W11011111 , fwr (i41L14i
fllectillf,;, ;111'ito attel' "31111e ,
311°iv of ei- final DehAen
Appendix
A.1 Current Pavement IMAGE Samples
16
-_vr
�`v •
•�r,
- -,1
Ihgator
Fk
Crack
16
i f rs;
..i
16
A.2 MTC Review Report for "Ground Truth" Evaluation
w
'Mui. =Ii I ; A'a as al I AI. I "Il
Adhara Minu. Avg manual
V -n l(2)
Visual
be
1. A:Hgator
Mean
275
24.5
1
0 Qaa
Valiance
34.9
28.5
SOD'
2- Block
Mean
20
1.8
PCI Avg Manual
Variance
16 6m
35.
B. Rutting
3. Distortion
Mean
3.6
2.1
I 20 17
17
Valiance
as
B-3
4. Longitudinal
Mean
12.8
13.3
Variance
9.0
11.6
5. AC Patching
Mean
9 6
4.2
Variance
293
8.3
6- Rutting
Mean
4.9
12.:
Variance
86
29
7- R.Wing
Mean
15 5
149
Variance
so
120
4
v1;
'Mui. =Ii I ; A'a as al I AI. I "Il
Adhara Minu. Avg manual
V -n l(2)
Ir 5—Y
be
13 V2'
:50
2. Block
Emu
2 4
0 Qaa
2y 40 60
so Ines
SOD'
-1000
20 19
.,5 00
.20 00 J
PCI Avg Manual
13 0
1"
V -n l(2)
1. Alligator
1�ffl
13 V2'
to
2. Block
Emu
2 4
2
3, Distortion
5 3
2
1-migitudinal
20 19
19
AC Patching
13 0
7
35.
B. Rutting
6 4
4
7. Raveling
I 20 17
17
(1)Numbs fseefimsreporting distress byautomated equipmmt
Vstn7 In both visual and automated survey
(2) Number ofIWFLjf�
J
6'
"... Adhara was SIGNIFICANTLY CORRELATED WITI I GROUND TRUTH both for the
composite index (PCI) and for the individual distresses of alligator and longitudinal
and transverse cracking and AC patching..."
Summary and Conclusion of MTC Pavement Distress Data Collection, Santa Clara
Project, Statistical Analysis, Draft Final Report, dated June 1, 2006
17
A.3 Sidewalk Condition Survey Sample using uniAMS Suite
4 1
<Sidewalk information retrieved from
GIS display>
T- 31 2'-.- 1
<Sidewalk index of a selected
parcel/segment>
,_Sidewalk conditions>
W-1
uzj
<Vicinity Information of a selected
parcel>
r' Eew ©II Q
-17
,_Sidewalk conditions>
W-1
<Sidewalk Inventory List>
Ni. D
il ts�" Mfg] -I
<Asset depreciation Calculation
<Vicinity Information of a selected
parcel>
r' Eew ©II Q
-17
<Sidewalk Inventory List>
Ni. D
il ts�" Mfg] -I
<Asset depreciation Calculation
AA GIS implementation sample using uniAMS Suite
Adhara Systems, Inc. has experience and own technology of GIS. Most of our customer
required Pavement GIS layer to interface the City and County's GIS packages.
1. Inventory information retrieval by selecting segment on GIS display
2. Road image Retrieval of selected streets or segments
3. Colored image by different categories
➢ Construction year
➢ Last treatment
➢ Current PCI
Estimated PCI
Repair plans
ZZ
f ' tj IISI
. • . - t ( d
W 4^ R t C
.3.
.f.LLa.......-....--i..�sL. r.�V i?Li�9�.�aI� _-- rA`.!•ldRa�+i
..
. � �-. -� -1
�i.t ...5
� • raw ww..l •- I c _
�
�'�; r ._ . �,�� i
I. �
III
_ _
.j...
Picture image retrieval from GIS display
19
MIMO
MYT
ACORD CERTIFICATE OF LIABILITY INSURANCE OP IDDM DATEI8/29/)
ADHAR-1 08/29/07
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
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Phone: 408-350-5750 Fax: 408-294-4664 INSURERS AFFORDING COVERAGE
INSURED I NSJRERA .t. P. Flt. t K.r L... C
INSURER Axis Surplus Ina Cc
Adhara Systems, Inc. I INSURERC
1735 N'First Street, #200 I LN-RERO
San Jose CA 95112
INSURER E
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INSR ABD'L POLICY EFFECTIVE POLICY EXPIMTION
LTR N5RD TYPE OF INSURANCE POLICY NUMBER DATE IMMRT[IYYI DATE IMWDOIYY)
GENERAL LIABILITY
A X X COMMERCIALDENIER ALLIABILITY VP06304481 07/08/07 07/08/08
CLAIMS MADE FX I OCCUR
GENT AGGREGATE LIMIT APPLIES PER:
LIMITS
EACH OCCURRENCE
—]
n LOC
n
f 1,000, 000
DAMAGE TO RENTED
POLICY ER
PREMISES IE..Fair.—)
f 1,000,000
AUTOMOBILE LIASILITY
S 10,000
PERSONAL SADVWIURY
A ANY AUTO
VP06304481
07/08/07
07/08/08
ALL OWNED AUTOS
PRODUCTS -LO.I.P AGO
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ANYAUTO
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OCCUR ❑ CLAIMS MAGE
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I
F
OTHER THAN
OEOULTIBLE
f
AUTO ONLY:
AGO I
RETENTION f
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f
WORKERS COMPENSATION AND
f
�
EMPLOYERS' LIABILITY
A ANY PROPRIETORIPARTNEN/ERELIITIVE
WVA6315466
07/08/07
07/08/08
OFFICERAIEMBER EXCLUDEDT
If
N T... "—" Ym.,
OR
X ITY ITMITS I
SPECIAL PROVISIONS A.bw
E L. EACH ACCIDENT
I
OTHER
EL DISEASE - EA EMPLOYEE
I
'1000000
B Professional Liab
ECN 628025
01/05/07
01/05/08
DESCRIPTION OF OPERATIONS 1 LOCATIONS I VEHICLES 1 EXCLUSIONS ADDED BY ENDORSEY ENT I SPECIAL PROVISIONS
*10 Days notice for non payment of premium.
Certificate holder is named as additional insured per endorsement attached.
CERTIFICATE HOLDER
City of San Rafael
Department of Public Works
Diane Decicio/Sr Asso Engineer
PO Box 151560
San Rafael CA 94915-1560
NAIC #
I
I
I
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Retention $5,000
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ACORD 25 (2001/08) © ACORD CORPORATION 1988
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f 1,000, 000
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PREMISES IE..Fair.—)
f 1,000,000
MED EXP(MT me"mn)
S 10,000
PERSONAL SADVWIURY
If 1,000,000
GENERAL AGGREGATE
If 2,000,000
PRODUCTS -LO.I.P AGO
I
If 2,000,000
COMBINEDSINGLELIMIT
f 1,000,000
(Ea as vnll
BODILY INJURY
f
(PM p—,,)
BODILY INJURY
f
(Pn.ma.ml
PROP.. -DAMAGE
I f
(PM..dd.N)
AUTO ONLY - EA ACCIDENT
I
F
OTHER THAN
-ACC I
f
AUTO ONLY:
AGO I
f
EACH OCCURRENCE
f
AGGREGATE
f
�
If
If
If
OR
X ITY ITMITS I
IO
ER I
E L. EACH ACCIDENT
I
f 1000000
EL DISEASE - EA EMPLOYEE
I
'1000000
EL.CIMEASE-POLICIIWIT
I
11000000
Limi $1,000,000
Retention $5,000
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ACORD 25 (2001/08)
POLICY CHANGE ENDORSEMENT
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GENERAL LIABILITY
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Described Person Or Organization Endorsement - Additional Protected
Persons
Premium Change Which Is Due Now
Additional premium $0.00
---------------------------------------
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Processing Date: 08/28/07
40704 Ed.5-84 Printed in U.S.A. Endorsement
©St.Paul Fire and Marine Insurance Co. 1984 All Rights Reserved
TMeStPdUl
$0.00
Policy Number
VP06304481
18:16 002
Page 1
TECHNOLOGY VISIONPAK STPAUL
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COVERAGE SUMMARY
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if any, that must have certain information
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Limits Of Coverage
General total limit. $2,000,000
Products and completed
work total limit. $2,000,000
Personal injury
each person limit. $1,000,000
N
Advertising injury
y each person limit. $1,000,000
a
0
q Each event limit. $1,000,000
Premises damage limit. $250,000
Q Medical expenses limit. $10,000
Q
ti
Named Endorsement Table
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`C Important Note: Only endorsements that must have certain information shown for them to
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Described Person or Organization Endorsement - Addl Prot Persons
�Y Person or Organization
City of San Rafael
o Department of Public Works
0
P.O. Box 151560
o San Rafael, CA 94915-1560
v
V
w
L
0>
u
w
0
Name of Insured Policy Number VP06304481 Effective Date 07/08/07
ADHARA SYSTEMS, INC Processing Date 08/28/07 18:16 002
VP034 Ed. 1-02 Coverage Summary
o 2002 The St. Paul Travelers Companies, Inc. All Rights Reserved Page 1 of 2
.y
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