REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
October 8, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Amendment to Contract with CycloMedia Technology, Inc. for a Video and Light Detection and Ranging Data Collection Survey and Automated Road Surface Analysis Pavement Condition Indexing
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 2 to Contract No. 20-870 with CycloMedia Technology, Inc., in an increased amount of $399,000 for an additional scope of work, plus an increase of $3,990 to the contingency amount, for the new total contract amount not-to-exceed $2,484,111, with no change to the period of September 1, 2020 through August 31, 2025, in order to:
a. Collect Video and Light Detection and Ranging survey data within the transportation right-of-way study area of interest.
b. Conduct automated Road Surface Analysis data analytics on the survey data to automate the Pavement Condition Indexing methodology for the County Maintained Road System.
2. Authorize the Director of the Department of Public Works to accept the work when 100% of the survey and data analytics have been delivered with location accuracy and surface analysis methodology validated.
(Presenter: Noel Castillo, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The Department of Public Works (Department) Transportation division is funded by Gas Tax revenues, fees, and other federal, state, and local funding. Amendment No. 2 to Contract No. 20-870 (Contract) with CycloMedia Technology, Inc. (CycloMedia) costs of $399,000, plus a contingency amount of $3,990, will be funded with Gas Tax revenue, administered by the Department, for work performed within the County Maintained Road System (CMRS). Sufficient appropriation and revenue are included in the Department’s 2024-25 Road Operations (6650002000) budget.
BACKGROUND INFORMATION
On August 25, 2020 (Item No. 42), the Board of Supervisors (Board) approved the Contract with CycloMedia for the amount of $1,688,644 for the period of September 1, 2020 through August 31, 2025. The Contract was to provide: 360-degree high-definition video view of roadway assets and condition from the desktop; tools to make near-engineering grade measurements and visualize flood impacts in the road-right-of way; and Roadway Asset features to populate layers in the Department’s Geographic Information Systems (GIS). Asset attribution extracted from the video/Light Detection and Ranging (LiDAR) collected within original survey areas has been integrated through GIS spatial data to the Department’s Operations and Asset Management Software System, OpenGov/Cartegraph.
On December 19, 2023 (Item No. 68), the Board approved Amendment No. 1 to the Contract, which increased the Contract by $392,477 and added an additional Statement of Work that provided for additional data collection in the amended survey area, extraction, and analysis services for the roadway asset inventory. There was no change to the Contract period of September 1, 2020 through August 31, 2025.
Amendment No. 1 allowed the Department to conduct a pilot survey of automated Pavement Condition Index (PCI) data to determine the feasibility of moving to an automated road surface analysis methodology; collect current video and LiDAR data in two study areas not collected previously and re-collect in areas damaged by recent storms, extract roadway asset features from newly captured areas; and amend the database schema for four previously collected asset types to better align with the California Manual on Uniform Traffic Control Devices which will meet operational and capital improvement goals.
The survey of automated PCI data collected during the pilot provided PCI that has been successfully operationalized for the business and regulatory requirements of the County. Approval of Amendment No. 2 will further amend the Contract to add an additional Statement of Work that consists of additional services for collecting current video/LiDAR data in the study area to survey approximately one half, or 1,225 centerline miles, of the CMRS and conduct automated PCI using the survey data.
Approval of the proposed Amendment No. 2 will provide an additional amount of $399,000 plus a $3,990 contingency to the total contract amount for additional survey data and analytics services on the roadway asset inventory. The study area will be limited to the land areas within the defined area’s road right-of-way. All other terms and conditions of the Contract and Amendment No. 1, including the original contract period, will remain unchanged.
PROCUREMENT
N/A
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on September 25, 2024; Purchasing (Jason Cloninger, Lead Buyer, 387-0321) on September 3, 2024; Risk Management (Victor Tordesillas, Director, 386-8623) on September 16, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on September 18, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on September 23, 2024.