Title
An Ordinance approving the use of a Cooperative Contract between the Houston-Galveston Area Council (HGACbuy) and Roadway Asset Services, LLC. (Contract No. HP08-25), for the evaluation services for the City of Lee’s Summit roadway system and street signage and authorizing the City Manager to execute the same for the City.
Body
Issue/Request:
An Ordinance approving the use of a Cooperative Contract between the Houston-Galveston Area Council (HGACbuy) and Roadway Asset Services, LLC. (Contract No. HP08-25), for the evaluation services for the City of Lee’s Summit roadway system and street signage and authorizing the City Manager to execute the same for the City.
Key Issues:
• The Houston-Galveston Area Council issued a bid for said services and selected Roadway Asset Services, LLC. (RAS) as the lowest and best bid.
• The Houston-Galveston Area Council includes contract provisions that allow other public agencies to "piggyback" on their contracts (i.e. "Cooperative Contract").
• Under the Procurement Policy 6.1 Cooperative Purchasing - the City can "piggyback" on public agency contracts when allowed by the contract to receive the same lowest and best bid pricing.
• The City has a need to inspect the roadway surface condition as a part of the Public Works Pavement Management Plan.
• The City has a need locate, identify and map street signage as part of the Public Works Sign Maintenance Program.
• The Lee’s Summit Public Works Department wishes to use a Cooperative Contract between Roadway Asset Services, LLC and the Houston-Galveston Area Council to inspect the City's roadway system and street signage.
• The total cost of services is $240,900 and funded by the 1/2 Cent Transportation Sales Tax, Pavement Management Program, identified in the adopted FY26 Capital Improvement Plan.
Proposed Committee Motion:
I move for to recommend to the City Council Approval of an Ordinance approving the use of a Cooperative Contract between the Houston-Galveston Area Council (HGACbuy) and Roadway Asset Services, LLC. (Contract No. HP08-25), for the evaluation services for the City of Lee’s Summit roadway system and street signage and authorizing the City Manager to execute the same for the City.
Proposed Committee Motions:
FIRST MOTION: I move for second reading of an Ordinance approving the use of a Cooperative Contract between the Houston-Galveston Area Council (HGACbuy) and Roadway Asset Services, LLC. (Contract No. HP08-25), for the evaluation services for the City of Lee’s Summit roadway system and street signage and authorizing the City Manager to execute the same for the City.
SECOND MOTION: I move for adoption of an Ordinance approving the use of a Cooperative Contract between the Houston-Galveston Area Council (HGACbuy) and Roadway Asset Services, LLC. (Contract No. HP08-25), for the evaluation services for the City of Lee’s Summit roadway system and street signage and authorizing the City Manager to execute the same for the City.
Background:
Previous to this request, Public Works has relied on the Capital Project Inspectors to perform the roadway inspections. Roadway inspections identify pavement conditions and ratings, assess pavement performance, life-cycle, and contribute to the Pavement Management Program as a tool that forecasts pavement improvement priorities. Past inspections performed by Staff have been limited to sampling over longer periods (years) rather than all roadways in the City at a common interval. Significant increases in the street lane miles resulting from new developments, capital projects and expanding workloads have made it no longer feasible for City staff to perform the roadway inspections and condition assessments. Roadway inspections have also advanced, with new technology, to gather information more quickly, accurately, and consistently in the creation of improved asset inventories. In the past, outsourcing these inspections or use of technology was either too expensive or unproven. However, the cost for automated data collection is dropped significantly in the past fifteen years when the City first evaluated the use of contract data collection and pavement condition assessments.
This combination of events has now made it both necessary, and affordable, to hire firms that specialize in data collection for infrastructure asset management. In addition to the roadway inspections, the agreement will also update the City’s curb condition inventory and create an inventory of traffic signs that is rooted in GIS. These inventories will be used to automate updates to the Geographic Information System (GIS) that is the backbone for mapping and tracking the City’s asset management programs. Roadway Asset Services has performed the same work for nearby agencies, including the City of Kansas City, Mo. The inspection will include all roadways in Lee's Summit. The scope of services will be completed as outlined in Exhibit A and other attachments for an amount of $240,900. The work is funded by the 1/2-Cent Transportation Sales Tax, Pavement Management Program, as approved in the FY26 Capital Improvement Plan. The work is directly related to the Pavement Management Program, prioritization of curb replacement, pavement surface seal, mill and overlay, etc.
Impact/Analysis:
The funding of this agreement will be through the FY2026 Transportation Sales Tax (Pavement Management Program). The results will be improved GIS data of pavement condition for improved maintenance strategies, prioritization, and longer pavement life-cycles.
Presenter
Vince Schmoeger, Public Works Project Manager
Recommendation
Staff recommends approval of an Ordinance approving the use of a Cooperative Contract between the Houston-Galveston Area Council (HGACbuy) and Roadway Asset Services, LLC. (Contract No. HP08-25), for the evaluation services for the City of Lee’s Summit roadway system and street signage and authorizing the City Manager to execute the same for the City.