HomeMy WebLinkAboutCORRESPONDENCE - RFP - P614 PAVEMENT MANAGEMENT PROGRAM (6)Deighton Pavement Management Software - Exception to Competitive
Process
Budget Amount: $90,000
Purchase Amount: $60,000 average for 5 years
$10,000 this year, $80,000 to $90,000 next year
Background:
The Engineering department is requesting to extend Deighton Associates
Limited, a one year work order ($50,000 maximum per work order)
contract with four renewable years for software support, roadway
condition data collection and pavement management consulting.
In 1997 the City put out an RFP for a pavement management software
program, software support, and roadway condition data collection. Staff
purchased the Deighton software package and entered into five one year
renewable contracts for software support, and roadway condition data
collection and then again in 2003. Over the past ten years Deighton
has been very responsive to our needs for support and has managed the
data collection process incorporating the electronic data into the
Deighton program.
One of the objectives for the Pavement Management Program is to
maintain an overall street condition of a rating of 75-on a 1 to a 100
scale. This target has been adopted by the City Council and in order to
achieve this goal we must have consistency in the measurement of the
condition. If we changed to a different vendor that included new
software and implementation, costs would be around $100,000 to $130,000
and we lose the ability to compare our current condition with previous
years.
This last year, per direction from the City Manager, Applied Pavement
Technology (APT) was hired to review the Pavement Management Program as
a whole. Their findings note the Deighton software is internationally
recognized software that provides the department a great deal of
analytical flexibility not available with other programs. APT also
noted the data collection activities used are state-of-the-art.
We are requesting that Deighton, the developers of the software,
continue to support and maintain the data base and approving this would
allow continuing the program without having to purchase new software.
Deighton provides pavement management software and support for 17 state
DOT's and several counties and municipalities. In Colorado their
client list includes Colorado Department of Transportation, City of
Denver, City of Loveland, Arapahoe County and Douglas County.
2008 funds are budgeted and available.
Upon your approval, a new work order contract will be issued and the
purchase orders will be initiated for $10,000. The department and I
will be happy to answer any questions or provide additional information
you may need. If you have any questions, please let us know.
EXCEPTION TO THE COMPETITIVE BIDDING PROCESS RATIONAL:
Under Section 8 160(d)(1)(b) " Although there exists more than one (1)
responsible source, a competitive process cannot reasonably be used or,
if used, will result in a substantially cost to the city, will
otherwise injure the city's financial interests or will substantially
impede the city's administrative functions or the delivery of service
to the public;" and 8 160(2) of the City Code, exceptions to the
competitive bidding process shall be submitted to the City Manager,
... who shall approve or reject the procurement."
From: Jim O'Neill
To: John Stephen
Date: 12/27/2007 3:34:16 PM
Subject: Re: Deighton Pavement
Competitive Process
Approved. Jim
Management Software Exception to
>>> John Stephen 12/27/2007 3:30:23 PM >>>
Jim, attached is the exception and please let me know if questions. John
CC: Erika Keeton; Rick Richter