REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 19, 2023
FROM
BRENDON BIGGS, Director, Department of Public Works - Transportation
SUBJECT
Title
Amendment to Contract with CycloMedia Technology, Inc.
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 1 to Contract No. 20-870 with CycloMedia Technology, Inc., in an increased amount of $392,477, to the original amount of $1,688,644, for the new total contract amount not-to-exceed $2,081,121, and extend the term of the contract for four months, with a new term of September 1, 2020 through December 31, 2025 in order to:
a. Conduct automated Road Surface Analysis within a pilot area to determine the feasibility of moving to automated Pavement Condition Indexing for the County Maintained Road System.
b. Collect Video and Light Detection and Ranging survey data within the Mountain and Rosena Ranch project areas.
c. Perform automated Roadway Asset and Attribution extraction for use within Cartegraph, the County’s Geographic Information Systems, Operations, and Asset Management System.
d. Add provisions for compliance with Executive Order N-6-22 Russia Sanctions and Senate Bill 1439 contractor information reporting.
2. Authorize the Director of the Department of Public Works to accept the work when 100% of the survey and extracted data have been delivered with location accuracy, attribution, and surface analysis validated.
(Presenter: Brendon Biggs, 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) is funded by Gas Tax revenues, fees, and other federal, state, and local funding. Amendment No. 1 to Contract No. 20-870 will add $392,477 and 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 2023-24 Road Operations (6650002000) budget.
BACKGROUND INFORMATION
On August 25, 2020 (Item No. 42), the Board of Supervisors (Board) approved Contract 20-870 with CycloMedia Technology Inc. (Cyclomedia) to provide a 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 Cartegraph, which is the Department’s Operations and Asset Management Software System.
The recent storms that impacted local mountains and the addition of the Rosena Ranch area to the County Maintained Road System have identified opportunities to expand the survey areas and to better manage those roadway assets using Cartegraph.
Amendment No. 1 will amend Contract 20-870 to add an additional Statement of Work that consists of additional services for data collection, extraction, and analysis services for the roadway asset inventory. The Project area will be limited to the land areas within the defined project area’s road right-of-way.
The purpose of the amendment allows the Department to conduct a pilot 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.
Approval of Amendment No. 1 will provide increased funding of $392,477 to the total contract amount for this additional work, and add update the Statement of Work to allow for the additional services related to data collection, extraction, and analysis for the roadway asset inventory. The Project area will be limited to the land areas within the defined Project area’s road right-of-way.
PROCUREMENT
Following a competitive evaluation, the Board approved Contract 20-870 with CycloMedia on August 25, 2020 (Item No. 42). The original contract’s term is from September 1, 2020 through August 31, 2025 and provided for an initial contract amount of $1,688,644 for services as well as a contingency fund of $168,864 for survey services.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on November 20, 2023; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on October 26, 2023; Risk Management (Victor Tordesillas, Director, 386-8623) on November 20, 2023; Finance (Carl Lofton, Administrative Analyst, 387-5404) on November 30, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on December 5, 2023.