Task 1 – Project Management: The selected firm shall assign a Project Manager who shall be responsible for coordinating with the Village. The Project Manager shall maintain project records, budgets, and communications for the duration of the project. The Project Manager shall prepare monthly progress reports for the duration of the project. The progress report shall include a summary of the tasks that have been completed since the previous progress report and state the percent complete of each task. Task 2 – Project Kick-off and Meetings: The Project Manager shall meet with the Village to discuss the process that will be used to develop the Pavement Condition Assessment and discuss the proposed project tasks and schedule. At this meeting, the Project Manager shall identify and request all necessary documents and materials to prepare the Condition Assessment Report and Pavement Condition Assessment. The Project Manager shall prepare and submit to the Village an agenda three (3) working days prior to the Kick-off Meeting. The Consultant shall prepare and submit to the Village meeting minutes no later than five (5) working days after the Kick-off meeting. Meetings with Village staff will be scheduled at key milestones, including project kickoff and pre-final deliverable reviews. Task 3 – Condition Assessment: The consultant will conduct a survey assessing approximately 140 centerline miles of Village-owned roadways. These roadways can be classified as local/residential roads, collector roads, with some being major collectors. Data collection must utilize two distinct methods. Higher priority should be placed on major and minor collectors with higher traffic volumes. A visual method such as Pavement Condition Index (PCI), developed by the United States Army Corps of Engineers, and shall be used to assess the pavement condition. ASTM D6433-20 guidelines shall be followed to determine the pavement distress and rating. This will identify overall pavement condition, type, and include any noticeable systemic defects such as potholes, ruts, longitudinal and transverse cracks, alligator cracking, reflective cracks, pavement patching, depressions/sags, bumps/heaving, and any other significant pavement failures. This shall follow standard PCI numerical rating system (0 = Failed to 100 = Excellent). A structural component for the pavement base must be utilized to accurately determine the condition of the pavement base. The methods are not limited and shall be identified by the consultant in their response. Some examples of structural pavement analysis methods are Ground Penetrating Radar (GPR) and Falling Weight Deflectometer (FWD). Other methods of structural analysis will also be considered. Pavement cores will not be allowed on the Pavement Condition Assessment. The results of the structural analysis of the base must be integrated with PCI and overall pavement management. Areas with large structures, railway crossings, and construction zones can be omitted from the assessment. Optimal conditions must be maintained, with dry pavements free of snow, ice, or standing water. Surveys will cover: • One lane per residential street, in one direction, for a total minimum of one pass. • Two lanes per roadway with four or more lanes, with minimum one in each direction, for a minimum total of two passes. Task 4 – Data Collection and Dissemination: All field data must be compatible with the Village’s existing Geographic Information System (GIS). Upon agreement, the Village will provide the selected firm with access to its existing GIS data. The consultant is responsible for ensuring seamless data integration to support inventory management, condition assessment, maintenance planning, and budget forecasting using GIS software. Geospatial data for streets and sample locations must be compiled in a manner that aligns with PCI and structural data results. This information should be organized to facilitate inventory management, condition assessment, maintenance planning, and budget forecasting within the Village’s GIS system. All required digital files and field notes must be included with the final submittal. The consultant will ensure the accuracy and consistency of the Village’s street centerline ID to facilitate the seamless integration of the scanned road information back into the Village’s GIS. Task 5 – Condition Assessment Report The final Condition Assessment Report shall, at a minimum, include documented methodologies, findings, and recommendations. A draft of the report must be submitted for Village staff review by September 15, 2025, before finalizing the document. • Project summary describing the project purpose, process, and most significant findings. • Survey and analysis methods. • Pavement condition overview, listing of all roads and their PCI and structural condition. • Photographic log of select roads in the worst overall condition. Include photographic evidence of roads in FAIR and GOOD condition as comparison. • Impact of Deferred Maintenance overall. • Prioritized list of improvements using rating system. Prioritization shall consider coordination with the Village’s Capital Improvement Plan. • 5-Year CIP recommendation to reach village-wide Target PCI as determined by the Village. Also show alternatives such as “do nothing,” maintain current PCI, etc. • The Project Manager shall develop a multi-year budget for pavement maintenance improvements with input from Village staff and identify possible funding sources such as grants. • Relevant maps and exhibits.
