07 04 23 Pavement Data Collection Services Generic Spec v1.0

Generic Terms of Reference
Pavement Data Collection Services

Version 1.0 April 23, 2007
East Asia Pacific Transport Unit

The World Bank
Washington, D.C.
The World Bank

East Asia Transport Unit
1818 H Street NW
Washington, D.C. 20433, U.S.A.
Tel: (202) 458-1876
Fax: (202) 522-3573
Email: cbennett2@worldbank.org
Website: www.worldbank.org
A publication of the World Bank East-Asia Transport Unit
sponsored by the Transport and Rural Infrastructure
Services Partnership (TRISP). The TRISP-DFID/World
Bank Partnership has been established for learning and
sharing knowledge.
This specification is a product of the staff of the World
Bank assisted by independent consultants. The findings,
interpretations, and conclusions expressed herein do not
necessarily reflect the views of the Board of Executive
Directors of the World Bank or the governments they
represent.
The World Bank does not guarantee the accuracy of the
data included in this work. The boundaries, colors,
denominations, and other information shown on any map
in this work do not imply any judgment on the part of the
World Bank concerning the legal status of any territory or
the endorsement or acceptance of such boundaries.
Quality Assurance Statement

Report Name:
Prepared by:
Generic Terms of Reference for
R. Mallela
Pavement Data Collection
Reviewed by:
Services
T.Henning, D.Brown, T.Thomsen
Project Manager:
Approved for issue by:
C.R. Bennett
C.R. Bennett
Cbennett2@worldbank.org
23 April, 2007
Revision Schedule
Rev. No
Date
Description
Prepared by
Reviewed
by
Approved
by
Generic TOR for Pavement Data Collection Services
Generic Terms of Reference for Pavement Data Collection Services

This document presents a generic Terms of Reference (TOR) to be used for the procurement
of road and pavement data collection services. It details the requirements for establishing
the location referencing and measuring pavement roughness, rutting, texture, skid
resistance, road geometry and Right of Way (ROW) video.
It is intended that data collected will be used for pavement management and should meet
or exceed the specific requirements as detailed in this document based on the Information
Quality Level concept1.
This generic TOR can be used by any roads agency as a basis for developing a specific data
collection TOR that meet the particular network or survey requirements. The user may
select equipment with all facilities or only those deemed necessary for the particular
network or agency.
This generic TOR contains the minimum specifications required to achieve the level of
accuracy and repeatability for the user to have the necessary confidence in the data
collected to facilitate the on going analysis for network maintenance and upgrading.
Accompanying notes provide some additional background information, discussion, and
typical solutions that may assist the Client in preparation of a detailed TOR for
procurement. The Client may decide to include some of these notes in an actual TOR.
However it is generally considered better to let the Consultant or vendor elaborate on their
understanding and approach in the proposal/bid, and to suggest alternative solutions,
rather than to be too prescriptive in the Specification on the actual solution, approach or
methodology.
This generic TOR does not include details of the Road Management System (RMS) or end
use for the collected data and therefore the client will need to be aware of data format, data
reporting intervals, and requirements for data that a particular RMS may require when
specifying a particular data item.
Much of the background research required to determine what measurements a particular
highway agency should be considering are detailed in the report Data Collection
Technologies for Road Management2 which describes the different types of available
technologies and how to select the most appropriate technology for a given situation.
See Guidelines on Calibration and Adaptation of HDM-4 for a description of the IQL concept.
Available for download from www.road-management.info.
2
1
April 23, 2007 - Version 1.0
Generic TOR for Pavement Data Collection Services
Notes on the Format

1.1
Section / Clause Heading
Ye
s
Text in boxes with blue shading is intended for client staff preparing the
TOR. It includes background explanation on the purpose of the clause, and
additional discussion as appropriate.
Text in gray boxes indicates actual text that may be included in a TOR.
<Text included in italics provides optional
requirements. Select the appropriate option>
selection
depending
on
White boxes are spaces for Client notes while planning the TOR.
client
Pavement Condition Data Collection System Generic Specification
Table of Contents
1
2
OBJECTIVES.......................................................................................................3
1.1
Objectives of the Client..................................................................................3
1.2
Procurement Process.....................................................................................3
COMMON SPECIFICATIONS...................................................................................5
2.1
Terminology.................................................................................................5
2.2
Roles of the Parties to the Contract.................................................................6
2.3
Term of the Contract.....................................................................................6
2.4
Data Requirements.......................................................................................7
2.5
Data to be Collected......................................................................................9
2.6
Survey Network..........................................................................................11
2.7
Special Instructions.....................................................................................13
2.8
Survey Header Data....................................................................................13
2.9
Survey Equipment.......................................................................................14
2.10 Contractor Skills..........................................................................................14
2.11 Survey Procedure........................................................................................15
2.12 Location Referencing System........................................................................16
2.13 Equipment to be Provided by Client...............................................................17
2.14 Equipment to be Provided by Contractor........................................................17
2.15 Data Format...............................................................................................18
DATA COLLECTION SPECIFICATIONS....................................................................19
3.1
Location Referencing...................................................................................19
3.2
GPS Centerline Coordinates..........................................................................21
3.3
Road Inventory...........................................................................................23
3.4
Geometry...................................................................................................26
3.5
Condition...................................................................................................27
3.6
Pavement Structure.....................................................................................32
3.7
Traffic Counting...........................................................................................34
3.8
Right of Way Video......................................................................................35
3.9
Digital Photographs.....................................................................................35
3.10 Cross Drainage Structures............................................................................35
CALIBRATION AND VALIDATION..........................................................................37
4.1
Calibration Methodology.............................................................................37
4.2
Validation Methodology.............................................................................38
4.3
Roughness.................................................................................................40
4.4
Rutting......................................................................................................40
4.5
Texture......................................................................................................41
4.6
Skid Resistance...........................................................................................42
4.7
Road Geometry GPS.................................................................................43
4.8
Right of Way Video......................................................................................44
4.9
Others.......................................................................................................44
4.10 100 km Field Validation................................................................................45
4.11 Acceptance for Survey Certificate..................................................................45
4.12 Contract Termination...................................................................................45
QUALITY CONTROL AND ASSURANCE...................................................................47
5.1
Quality Control and Assurance - General........................................................47
5.2
Quality Management Plan.............................................................................47
5.3
Data Display...............................................................................................48
5.4
Data Backup...............................................................................................49
5.5
On-going Validation.....................................................................................49
Pavement Condition Data Collection System Generic Specification
TRAFFIC MANAGEMENT AND SAFETY....................................................................51

6.1
Traffic Management Plan..............................................................................51
7
DATA PROCESSING AND STORAGE.......................................................................52
7.1
Data Format...............................................................................................52
7.2
Provision of Data.........................................................................................52
7.3
Supplemental Software................................................................................53
7.4
Data Review and Acceptance........................................................................53
8
MONITORING AND REPORTING............................................................................55
8.1
Initial Meeting.............................................................................................55
8.2
Inception Report.........................................................................................55
8.3
Quality Management Plan.............................................................................56
8.4
Calibration and Validation Manual..................................................................56
8.5
Data Management Manual............................................................................56
8.6
Survey Procedures Manual...........................................................................57
8.7
Progress Reports.........................................................................................57
8.8
Final Report................................................................................................58
8.9
Progress Review Meetings............................................................................59
9
KEY DELIVERABLES............................................................................................60
9.1
Deliverables................................................................................................60
9.2
Format.......................................................................................................60
9.3
Intellectual Property....................................................................................61
10
SCHEDULE AND RESOURCES...........................................................................62
10.1 Project Schedule.........................................................................................62
10.2 Data Collection Contractors Personnel...........................................................62
10.3 Services and Facilities Provided by the Client..................................................63
11
BASIS OF PAYMENT........................................................................................65
11.1 Basis of Payment.........................................................................................65
11.2 Payment....................................................................................................65
ii
Pavement Condition Data Collection Generic Specification
OBJECTIVES
1.1 Objectives of the Client
Ye
s
Common objectives of clients obtaining pavement and road condition data

are listed below.
To enforce appropriate and industry standard data collection

procedures.
To ensure appropriate calibration, validation and quality procedures

are followed.
To establish a road and pavement condition database to use with

Road Management Systems.
To establish industry standard systems and processes associated

with pavement inventory and condition data.
To monitor network condition status and perceived benefits from

the maintenance practices.
The data collection services provide a means for the collection of accurate and
repeatable pavement condition data which will assist the Client in defining the true
condition of the road network. The data collected will be used to:
Provide network condition data to facilitate year on year comparisons and to

define and track changes in the network condition.
<Include others as appropriate>
1.2 Procurement Process
Ye
s
This TOR calls for the procurement only to be completed after the data has
been validated (see Section 4). Validation is essential as it ensures that the
data collected fully conforms to the clients specification. The validation
also confirms that the equipment used can measure the required
parameters on the network and under the conditions where it is intended.
The procurement process shall be as follows:
The bids shall be opened and reviewed in accordance with the bid
evaluation process and a notification of award shall be issued.
The Data Collection Contractor (DCC) shall mobilize the team as per the
terms of the contract.
As part of the validation study, 100 km of surveys shall be conducted to

confirm that the data can be processed and entered into the clients
system.
The acceptance for actual survey shall only be issued after successfully
completing the validation study including 100 km field survey.
If the data are not meeting the specifications then the DCC shall be given
30 days <modify to suit> to rectify at the sole discretion of the Client.
If the DCC fails to meet the data specifications and calibration and
validation requirements after the extension the Client shall declare the data
and/or equipment non-comply and terminate the contract without any
further extensions.
In the case of termination Client has the authority to negotiate and/or

award the contract to the next ranked DCC.
<modify to suit>
COMMON SPECIFICATIONS
When measuring a number of different pavement condition parameters there are equipment and
operational specifications common to all measurements. These common specifications are grouped
together here.
2.1
Terminology
Ye
s
It is recommended to define or describe the terminology used in the

specifications. This ensures no ambiguity about the terminology used in
the document.
Automated Data Collection: Fully automatic measurement and storage of

data through electronic or mechanical measurements (e.g. profilometer
measurements).
Semi-Automated Data Collection: Manual observations which are

recorded into a computer as they are recorded (e.g. keyboard rating or
voice recognition of defects).
Manual Data Collection: Manual observations and manual recording on

paper which are later entered into a computer via keypunch operators (e.g.
walk-over manual survey using data entry form and clipboard).
Road Network: A logical system of road links, sections and nodes.
Node: Nodes are used to mark points where traffic or road characteristics
change. These include changes in traffic volume or composition, significant
changes in geometry, road layout, population centres or administration
boundaries. The first step in referencing a road network is to define the
nodes.
Link: Links are a length of road joining two nodes. Typically, links are
assumed to be homogeneous in terms of traffic.
Location Reference Point (LRP): These are intermediate points between

nodes. LRP is a permanent object on or adjacent to the road which has
been accurately located in terms of geo-coordinates and is used as a
reference point for distance measurements.
Segment: A segment is a length of road that is homogeneous in terms of

its physical attributes or other features. It may also be defined for
convenience, for example by breaking down a long link into more
manageable shorter sections. The start and end of a segment is defined
with a node or LRP (location reference point).
Section: A section is a part of a road segment that has been subdivided

into sections based on strong consistency in particular attributes such as
geometry of the road, construction type, traffic and uniform distress.
Accuracy: The ability of the survey equipment to measure the true

condition of the item being surveyed. The aim is to reduce the equipment
related bias or error in measurements if compared to more accurate
measurements that has been taken before or has been taken with
equipment being more accurate to that currently being used.
Measurement Interval: The physical measurement interval used by the

equipment. For example, roughness measurements using the laser
profilometer records and stores the profile at every 25 mm.
Reporting Interval: The minimum specified reporting interval at which the

data is summarised for the Client.
For example, roughness may be
reported at 10 m or 20 m intervals for the same equipment as above.
Dual Carriageway Road: A multi-lane road with or without a barrier or

median separating traffic traveling in opposite directions.
Split Road: A road segment, which on some part and at a particular

location is split from a single carriageway to dual/parallel carriageway.
Surface Area: Total section length multiplied by the carriageway width.

This width excludes the paved shoulder width.
Mandatory item is an activity/task that is required to be collected during

the course of the project and its cost will be included in the financial
evaluation.
Optional item is an activity/task that is additional/optional and may be

collected during the course of the project and its cost will NOT be included
in the financial evaluation. However, the DCC is expected to provide the
cost details and Client at their own discretion can include some or all of
these items in the data collection.
<modify to suit> and <Include others as appropriate>
2.2 Roles of the Parties to the Contract
Ye
s
A clear role description needs to be specified for each party involved with
the contract. The client needs to specify what data would be supplied, who
is responsible for quality assurance and what outcomes are expected of
the DCC.
Client - the asset owner for whom the data is being collected.
Engineer or Client Representative (if applicable) - representative of the

Client.
Data Collection Contractor (DCC) - normally responsible for data collection,

data processing and quality assurance.
The Client Representative will ensure the Clients expectations in terms of the
Contract are met. This includes ensuring the QA system is adhered to, the data
is provided in the correct format and in accordance with QA requirements.
2.3 Term of the Contract
Ye
s
The terms of the contract specifies the actual duration of the contract, the
frequency at which data has to be collected plus the duration of each
survey round. The term of the contractor needs to reflect the Clients
situation. Condition survey contracts can be from one to five years. The
aspects the Client need to consider are:
Longer term contract gives DCC the opportunity to maximize their

resources for the project and cheaper prices may be obtained.
Furthermore, it is often found that a change in DCC leads to
inconsistencies in the data.
The disadvantage of longer term contracts is normally as a result of

a poor performing DCC. Once it is identified that the DCC cannot
meet the contractual obligations it may be difficult to cancel the
remaining portion of the term.
The best option is to have a hybrid contract that contains a fixed

term, plus additional years for a good performing DCC. For example,
the fixed term could be two years (say) and another two years
could be secured if the DCC performs according to expectations.
The survey frequency will depend on the Clients objectives plus the
nature of the network. For high volume roads (more than 1,000
vehicles per day) an annual survey is recommended. On lower
volume roads a less frequent survey such as bi-annual may be
adequate.
The following aspects need to be specified.
The Contract term is 2 <modify to suit> years plus two one <modify to
suit> year extensions;
The survey frequency for the entire network will be annually <modify to
suit>
If different for different parts of the network, specify the criteria and conditions
required <Include as appropriate>.
2.4 Data Requirements
Ye
s
The purpose and the intended use of the data to be collected shall be
clearly identified prior to finalizing the specifications. The topdown
approach is recommended where the intended use of the data will drive
the data requirements and their accuracy.
The accuracy of the data can be expressed in terms of Information Quality
Levels (IQL) defined in a World Bank Technical Publication by Paterson and
Scullion (1990). IQL allows to structure road management information in
ways that suit the needs of different levels of decision making and the
variety of effort and sophistication of methods for collecting and
processing data.
The precision of the data to be collected shall be based on the World Banks
Information Quality Level (IQL) concept, as shown below.
In road management five levels of data have been identified as given below.
IQL Level
Precision / Detail
Most comprehensive level of detail, such as would be used as a

reference benchmark for other measurement methods and in
fundamental research. Would also be used in detailed field
investigations for an in-depth diagnosis of problems, and for highclass project design. Normally used at project-level in special
cases, and unlikely to be used for network monitoring. Requires
high level of staff skills and institutional resources to support and
utilise collection methods.
A level of detail sufficient for comprehensive programming models

and for standard design methods. For planning, would be used only
on sample coverage. Sufficient to distinguish the performance and
economic returns of different technical options with practical
differences in dimensions or materials. Standard acquisition
methods for project-level data collection. Would usually require
automated acquisition methods for network surveys and use for
network-level programming. Requires reliable institutional support
and resources.
Sufficient detail for planning models and standard programming

models for full network coverage. For project design, would suit
elementary methods such as catalogue-type with meagre data
needs, and low-volume road/bridge design methods. Able to be
collected in network surveys by semi-automated methods or
combined automated and manual methods.
The basic summary statistics of inventory, performance and

utilisation, of interest to providers and users. Suitable for the
simplest planning and programming models, but for projects is
suitable only for standardised designs of very low-volume roads.
The simplest, most basic collection methods, either entirely manual
or entirely semi-automated, provide direct but approximate

measures, and suit small or resource-poor agencies. Alternatively,
the statistics may be computed from more detailed data.
Represents a top level such as key performance indicators, which
typically might combine key attributes from several pieces of
information. Still higher levels can be defined when necessary.
Refer to Guidelines on Calibration and Adaptation, HDM-4 Technical Reference

Series, Volume 5 by Bennett, C.R. and Paterson, W.D.O. (1999) for a complete
discussion of Information Quality Levels (IQL) and their application to road data
collection.
The data precision required is given in Section 2.5.
2.5 Data to be Collected
Yes
The data items required for data collection must be determined before the
specification is prepared. The paper Data Collection Technologies for
Road Management3 published by the World Bank details the types of data
used for road management and the different technologies available to
collect the data. The issues discussed in this report should be fully
understood before developing the procurement specification. Questions
which should be utmost in the mind when preparing specification are:
What is the end use for the data. For example, the data may be
used for reporting purposes to a funding body or, the data is used
to make maintenance planning decisions.
What type of network is being measured.
Is the technology selected applicable to this network.
What do we need to measure.
Among the factors that should be considered are:
Where the network is very rough or is unsealed then laser

technology for measuring roughness is not appropriate.
Where a network is primarily concrete and is less susceptible to

rutting, do you need to measure transverse profile?
Where the network is small, has low volume traffic and the
maximum speed on the network is 50km/h is there a need to
measure skid resistance?
In situations of constrained funding the importance of the data

items needs to be prioritised and selected according the availability
of funding.
From the following list, include only those data types deemed necessary
3
for your particular network. The data to be collected is specified by

pavement type (paved/unpaved) and Client can agency can modify this to
suit to their requirements such as road classification or a combination of
pavement type and road classification.
The following data is required for this contract.

Data Item
Units
Reporting
Interval
Min Accuracy
Level
Paved
Unpaved
0.1%
M/O/NR
M/O/NR
5/10m - horizontal
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
Location Referencing
Location referencing (linear)
GPS Centreline coordinates
5/10/20m
Inventory
Road Inventory
Road Type
Pavement Surface Type
Pavement Width
Shoulder Width
Shoulder Type
Shoulder Elevation
cm
Median Width
Side Ditch Type
Side Ditch Elevation
cm
when change
occurs
when change
occurs
when change
occurs
when change
occurs
when change
occurs
when change
occurs
when change
occurs
when change
occurs
when change
occurs
Road Furniture
Barriers
1%
M/O/NR
M/O/NR
Signs
1%
M/O/NR
M/O/NR
Street Lighting
1%
M/O/NR
M/O/NR
M/O/NR
M/O/NR
M/O/NR
M/O/NR
Land Use Type
when change
occurs
Geometry
Horizontal Alignment
Vertical Alignment
Transverse Gradient
10/20/100/
1000 m
10/20/100/
1000 m
10/20/100/
1000 m
IQL 2/3
M/O/NR
M/O/NR
IQL 2/3
M/O/NR
M/O/NR
IQL 2/3
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
IQL 2/3/4
M/O/NR
M/O/NR
Condition
Pavement Roughness
IRI
Surface Condition Index /

Surface Distress Index / Surface
Integrity Index
num
10m - laser
100m/200m
- BI
100m/200m
Pavement Edge Damage
100m/200m
Other Defects
10
100m/200m
IQL 2/3/4
M/O/NR
M/O/NR
num
100m/200m
IQL 2/3/4
M/O/NR
M/O/NR
100m/200m
IQL 2/3/4
M/O/NR
M/O/NR
100m/200m
IQL 2/3/4
M/O/NR
M/O/NR
100m/200m
IQL 2/3/4
M/O/NR
M/O/NR
100m/200m
IQL 2/3/4
M/O/NR
M/O/NR
Rut Depth
mm
10m/20m
IQL 2/3/4
M/O/NR
M/O/NR
Shoving
mm
10m/20m
IQL 2/3/4
M/O/NR
M/O/NR
Surface Texture
num
10m/20m
IQL 2/3/4
M/O/NR
M/O/NR
Skid Resistance
num
10m/20m
IQL 2/3/4
M/O/NR
M/O/NR
Shoulder Condition
num
100m/200m
IQL 2/3/4
M/O/NR
M/O/NR
Side Drainage Condition
num
100m/200m
IQL 2/3/4
M/O/NR
M/O/NR
ROW Video Logging
5m/10m
800 x 600 pixel
M/O/NR
M/O/NR
Digital Images of LRPs
M/O/NR
M/O/NR
M/O/NR
M/O/NR
200m/500m
M/O/NR
M/O/NR
Layer Modulus
200m/500m
M/O/NR
M/O/NR
Pavement Composition
200m/500m
if NDT
1km/5km if
DCP
M/O/NR
M/O/NR
vpd
M/O/NR
M/O/NR
vpd
M/O/NR
M/O/NR
Cracking
Potholing
Ravelling
Patching
Depressions
Bleeding
Multi Media
Digital Images of Bridges

Pavement Structure
Structural Deflection
mm
Traffic
Manual Traffic Counting
Automated Traffic Counting
Cross Drainage Structures
Location
Overall Condition
IQL 2/3/4
M/O/NR
M/O/NR
Num
IQL 2/3/4
M/O/NR
M/O/NR
M Mandatory; O Optional; NR Not Required; vpd vehicles per day.

<Modify the columns with M/O/NR so that there is only a single entry in each column for each
item>
2.6 Survey Network
Ye
s
This is where a detailed description of the network to be surveyed should

be included. This should list all factors that might influence the data
collection. For example if the network is residential, or has significant
volumes of slow moving traffic (horse drawn carts) then the minimum
survey speed may be a consideration in selecting data collection
equipment. The length of the network should be broken down by surface
type and/or road classification.
It is advised to include information on terrain or topography of the
network.
11
The following is the distribution of the road network by pavement type: <modify to
suit>
Type
Length
(km)
Lane
Configuration
Topography
Bituminous
xx
NA
1 Lane xx km
2 Lane xx km
4 lane xx km
NA
Flat xx%
Rolling xx%
Hilly xx%
<modify to suit>
Portland
Cement
Concrete
xx
NA
1 Lane xx km
2 Lane xx km
4 lane xx km
NA
Flat xx%
Rolling xx%
Hilly xx%
<modify to suit>
Unpaved
xx
NA
1 Lane xx km
2 Lane xx km
4 lane xx km
NA
Flat xx%
Rolling xx%
Hilly xx%
<modify to suit>
TOTAL
xx
NA
1 Lane xx km
2 Lane xx km
4 lane xx km
NA
Flat xx%
Rolling xx%
Hilly xx%
<modify to suit>
In terms of road classes, the following is the distribution of the network: <modify
to suit>
Type
Length
(km)
Lane
Configuration
Topography
Urban
xx
NA
1 Lane xx km
2 Lane xx km
4 lane xx km
NA
Flat xx%
Rolling xx%
Hilly xx%
<modify to suit>
Expressway
xx
NA
1 Lane xx km
2 Lane xx km
4 lane xx km
NA
Flat xx%
Rolling xx%
Hilly xx%
<modify to suit>
Rural
Paved
xx
NA
1 Lane xx km
2 Lane xx km
NA
Flat xx%
Rolling xx%
Hilly xx%
<modify to suit>
Rural
Unpaved
xx
NA
1 Lane xx km
2 Lane xx km
NA
Flat xx%
Rolling xx%
Hilly xx%
<modify to suit>
xx
NA
1 Lane xx km
2 Lane xx km
4 lane xx km
NA
Flat xx%
Rolling xx%
Hilly xx%
<modify to suit>
TOTAL
12
2.7 Special Instructions
Ye
s
Special instructions of the following nature shall be mentioned in the

specifications. Include only those features which influence the schedule
and/or the quality of the project deliverables.
Flooding / snowing seasons;
High temperature requiring special attention in the field work;
Sensitive areas;
Any other feature that is unique to the network such as existence of

Landmines within ROW etc.
Preferred timing of surveys may be specified. For example, if there

is a specific season in which surveys are normally conducted. It is
good policy to specify repeat surveys to be undertaken during the
same time each year.
The following are special issues that require DCCs attention while preparing their
proposal.
Heavy floods/ monsoon season forecasted between June and October;
Summer temperatures can exceed 400C;
Snow fall in December.
<modify to suit> and <include as appropriate>

The above are given for information purpose only and DCC shall source the
information required to prepare their proposal.
2.8 Survey Header Data
Ye
s
The following items must be recorded with or linked to each of the specific
data items detailed in Chapter 3. Include all information necessary to link
collected data.
Survey date (and time of day if possible);
Description of section;
Vehicle ID, Crew ID;
13
Weather conditions;
Run number;
Travel speed;
Direction of survey relative to reference direction (increasing/decreasing);
Lane number or transverse position on road (optional).
<modify to suit>
2.9 Survey Equipment
Ye
s
The equipment specifications are beyond the scope of this document. It is

recommended that the TOR for data collection not specify and/or prefer a
particular type of equipment or manufacturer. The emphasis should be on
the collection of data items to the required precision. However, it is
recommended to enforce DCC using fit for the purpose equipment.
Most survey equipment uses specialized computer algorithms to process
and record data (e.g. calculate IRI from the raw profile). The Client may
not specify these algorithms but for all the relevant equipment the DCC
must disclose what algorithms are used.
The DCC is free to make their own choice of equipment for the data
specified to be collected. However, the equipment selected must be of a
robust design capable of operating under the expected local conditions.
All survey equipment used for data collection should fully be functional at
normal local highway speed on both urban/rural roads and
expressways/highways <modify to suit> included in the network, and be
capable of measuring on both bituminous and concrete pavements where
the predominant pavement type will be bituminous/concrete <modify to
suit> roads.
It is required to use the latest version of the software released by the

equipment manufacturer. All beta or test versions are excluded.
If the DCC choose an earlier version of the software then they must justify
in their technical proposal on why and how no added benefits are perceived
from using the latest version compared to that proposed.
DCC shall disclose the algorithms used for all relevant equipment. For
example profile processing algorithms used by their proposed laser
profilometer for calculating roughness.
2.10 Contractor Skills
Ye
s
The contract specifications should specify that all staff nominated by the
DCC should have relevant experience and training in order to perform the
assigned task for the condition measurements. This will not only ensure a
14
better end product but will also prevent unnecessary rejection of poor
quality work.
Most of the equipment use for automated data collection are specialized
equipment and the staff should as a minimum be skilled to perform:
Knowledge of calibration and daily check of the equipment;
Ability to check the data;
Understand the principle of the measurements such as roughness

and rutting;
Awareness of the importance of items that influence the results

such as events;
Working
knowledge
of
the
equipment
limitations
where
measurement becomes unusable (e.g. weather conditions or
measurement speed).
The DCC must demonstrate that all staff have the required training and
experience using the equipment they are assigned to use.
Only staff members approved by the Client or Client Representative will be

allowed to work on the contract.
Staff are approved during the equipment calibration and validation process.
All DCC staff must be trained or skilled in all policies and work practices
adopted by the Client. (e.g. traffic control requirements etc).
2.11 Survey Procedure
Ye
s
From a data quality point of view it is better if all data is collected in a

single pass using one host vehicle, this minimizes location referencing and
other problems. However the network size and or the time constraints
may necessitate the use of multiple teams and or passes. Where the DCC
chooses to complete the survey in multiple passes or using multiple
vehicles the contractor must demonstrate that data collected using
multiple surveys or equipment can be matched to the road furniture and
road features.
It is recommended that at least one observer from the Client organization
work with the DCC while the survey is being conducted. This provision
should improve identification of roads and reference points, speed data
collection and improve accuracy.
Where semi-automated methods, such as visual inspections, are proposed
by the DCC the consistency between and within multiple survey teams
must also be demonstrated.
Different lateral positioning of the survey vehicle are provided for
measuring single, dual and divided carriageways. The contract should
specify the preferred option. It is also important to maintain consistency
throughout the duration of the contract. I.e. the same location has to be
measured for subsequent surveys.
15
Where the DCC chooses to use two or more survey vehicles or to complete the
surveys in multiple passes then the survey equipment and operators must undergo
additional validation to demonstrate that all data can be matched to the same road
furniture and road features. The proposal shall also include details on how the
surveys will be conducted and the order of surveys.
Unless specified all surveys are to be conducted in the direction of increasing km
post. Irrespective of the survey direction, all data are to be referenced in terms of
increasing km post and chainage.
The standard survey procedures shall be:
On narrow single carriageway roads: the survey vehicle travels in the

direction of increasing chainage, with the measurements taken in the
normal driven wheelpath. Note where roads are particularly narrow this is
likely to straddle the road centerline. Data processing techniques should
account for instances when the vehicle deviates from the road onto the
shoulder.
On single carriageway, 2-lane roads: The DCC will survey both

increasing and decreasing lanes/ increasing lane only <modify to suit>.
The measurements will be taken in the wheelpaths; where no obvious
wheelpath is visible the measurements will be taken 50 70cm from the
edge of the pavement.
On divided carriageway roads: The DCC will survey both increasing and
decreasing lanes/increasing lane only <modify to suit>. The
measurements will be taken in the wheelpaths; where no obvious
On dual carriageway roads: The DCC will survey all lanes/both

increasing and decreasing lanes/ increasing lane only <modify to suit>.
The measurements will be taken in the wheel paths; where no obvious
Where GPS coordinates are specified the DCC will ensure the coordinates
are offset so that the road centreline is obtained. Note the method chosen
for this offset by the DCC must be agreed by the Client.
<modify to suit>
The collection of inventory, road furniture and surface integrity data (potholes,
cracking, raveling, flushing, patching, and depressions) may be recorded using
semi automated means, however if the DCC chooses this method they shall clearly
elaborate the method and procedures that will be used for the semi automated
visual surveys, if employed. Particular emphasis must be placed on how quality
control will be ensured with these data items and, if separate surveys are used,
how location referencing problems shall be reconciled.
Data collection activities should be restricted when the road surface is wet,
contaminated with debris or when the temperature is outside the specified limits.
16
2.12 Location Referencing System
No
A fixed Location Referencing System (LRS) should be used for all data
collection. The Client should notify the DCC if an LRS already exists or
recommend their preference for the development of a new LRS. An
example is given below for specifying the location referencing system.
The data items will be
Referencing System (LRS):
referenced
using
the
following
Province Number (2 digit character as provided);
Road Number (as provided);
Link suffix (optional 3 digit number)
Km Reference (chainage/distance measurement)
Location
The Client can ask DCC to propose an appropriate LRS either in the
technical proposal or before the survey starts.
There is no general description for the LRS
recommended to review on case by case basis.
and
therefore
it
is
<Include as appropriate>
2.13 Equipment to be Provided by Client
No
Client can provide equipment to DCC for collecting the data specified. This
not only reduces the cost of data collection but also provides a sense of
comfort for the Client that appropriate equipment is used on the project.
Client knows upfront what to expect out of the project.
However, there is a risk that the equipment may be faulty or may become
non-functional during the course of the survey. This will shift the major
risk to Client agency in ensuring the equipment is functional at all times
for the duration of the survey.
It is recommended that Client only provide equipment only when they are
certain and have sufficient support or resources to ensure the equipment
is functional at all times.
There is no general description for the equipment provision and therefore
it is recommended to review on case by case basis.
The client will not provide any survey equipment.
<Include as appropriate>
2.14 Equipment to be Provided by Contractor
Ye
s
17
Client can specify in the TOR for turn over of the equipment or can reserve
the right to negotiate with DCC at the end of the surveys. The latter
provides flexibility to Client agency to assess the equipment used for the
project.
The DCC will provide all equipment needed to complete the survey.
As part of technology transfer and capacity building, the Client reserves the right
to negotiate with DCC for the purchase of one complete set of data capture and
processing equipment with required licensed software, operating manuals, and
clear step-by-step procedural written instructions and/or training videos; including
the vehicle in which the survey equipment will remain mounted.
<modify to suit>
2.15 Data Format
Ye
s
The particular requirements for each road management system (RMS) can
be quite different, and therefore it is best to specify a particular data
format that is compatible with the Agencys system. There may also be
some accumulated result or specific statistical results that are peculiar to
Clients RMS requirements (e.g. data averaged per 100 m) and this is
where these items can be defined.
If possible, the specification should include precise details on the RMS or
database that will be used to store the data. The client may choose to
provide template files to further define the data format and then specify
that data matches these templates. The more information provided, the
easier it will be for the DCC to ensure that they can successfully interface
with your RMS. The Agency must also recognize that, depending on the
RMS in use, it may be necessary for the RMS supplier to modify or update
their system to make use of the data from the equipment.
If the Agency does not have an existing RMS it is useful for the
specification to include the provision of, as a minimum, a simple database
program for storing and using the data. Should the Agency be interested in
a full RMS, reference should be made to the generic Terms of Reference for
the Supply and Installation of a Road Management System available for
download from www.road-management.info.
All data must reflect the standard practice of driving on the left/right
<delete as applicable>.
All data algorithms must be agreed by the Client.
Two levels of data are required Raw Data, and Detailed Data:
Raw data is the record of the individual measurements taken by the

survey equipment and must be provided in ASCII delimited format or
other format agreed by the Client. Raw data detail must be retained
such that the detailed and aggregated data can be recalculated.
Detailed data is processed raw data summarised at 10 to 100 m

intervals formatted so that it can be loaded into the <specify RMS>
<select if agency has an existing RMS> database.
The equipment shall be able to produce export files in an industry
18
standard format e.g. comma separated values, MS Access, MS Excel,

DBF etc <select if agency doesnt have an existing RMS>.
Note a full description of the data reporting interval and format for each data
type is detailed in Chapter 3.
If the Agency has an existing RMS <delete if not required>
The data will be stored in the Agencys road management system (RMS).
This RMS was supplied by <enter the vendors name and contact details>.
The current version of the software is <enter the version number> and
includes the following modules <enter the name of the modules available>.
The software is/is not <select which is appropriate> under a current
maintenance and support agreement with the software vendor.
Data should conform to <specify any particular requirements for data>.
19
DATA COLLECTION SPECIFICATIONS

3.1 Location Referencing
Ye
s
Correct location referencing is considered to be a key element of all road

management systems. Where no location referencing system exists the
DCC will be required to establish and define Location Reference Points.
This may be undertaken as a Location Reference Point (LRP) survey on
project links prior to other surveys. The LRP survey can be collected
simultaneously with a video logging and GPS centerline survey.
Three possible scenarios exist as follows:
Location Referencing data does not exist This is a straight forward

scenario where Client can ask the DCC to establish the location
reference points and collect LR data.
Location Reference data exists, but needs updating This happens

when the available LR data is outdated and needs updating. This
can be achieved by defining a new set of LR data or using the
available LR data and updating where required.
Location Referencing data exists, needs no updating This is again

a straight forward scenario where DCC has to use the LR data made
available to them.
It is advised to mention the likely scenario from the above list. Where
existing LR data needs updating it is recommended that the Client define
which portion needs updating and to what extent.
A general description of the services is given below for three scenarios and
Client shall select the suitable scenario or combination of scenarios by
deleting others.
Location Referencing data does not exist <delete if not required>

Define each road, locate and define the start and end point, establish the nodes and
intermediate Location Reference Points (LRP). The nodes and LRPs must be defined
by both chainage and GPS coordinates. Each road link beginning and end must be
defined as a node and located at a major intersection. Each LRP must be an easily
identifiable permanent reference point in the field, also defined by chainage and
GPS coordinates. In many instances these will be based upon the existing km posts
or, if km posts are missing, other fixed points (Bridges, Culverts) adjacent to the
carriageway. When there are no km posts or LRPs the maximum distance between
LRPs shall be 5 km.
The offset direction and the LRP numbers should increase in terms of increasing km
post numbers. If there are no km posts on a road, the LRPs should be defined as
increasing from the larger city to the smaller city.
The locations will be identified to an accuracy of 1.0 m or better.
20
The DCC must detail their equipment capability and proposed methodology for
defining LRPs.
<modify to suit>
Location Reference data exists, but needs updating <delete if not required>
The existing nodes and LRPs with their offset chainages shall be supplied to DCC
in .dbf/.mdb/text <modify to suit> format. This information must be used when
collecting other specified data items. DCC shall review, update and collect where
missing <modify to suit> location referencing data for paved/unpaved <modify to
suit> roads. It is estimated that 1,000 Km of road length needs LR data updating.
DCC must always reset the chainage to 0 at each LRP.
The DCC must measure the distance and offsets when other data is collected. The
allowable distance measurement error is 0.1%. Therefore two possible scenarios
exist:
Where there is a discrepancy in distance measurement, but it is within the

allowable error limit - The measurements shall be appropriately scaled to
match the total length provided by the Client. This scaling factor shall be
determined for each road section (between two LRPs) <modify to suit> and
this factor shall be used to scale the length within the road section <modify
to suit>.
Where there is a discrepancy in distance measurement and this exceeds the

allowable error, the DCC must re-survey the road/link <modify to suit>. If
the second survey confirms the initial survey, the DCC must notify the
Client immediately. The DCC must confirm the accuracy of the current
distance measuring instrument (DMI) and where this is within tolerance the
DCC may continue the survey. Where the DMI is not within tolerance the
DCC must develop a remedial proposal for agreement with the Client. If the
distance discrepancy remains consistent on other links the Client will
consider establishing a new set of LR data.
The DCC must detail their equipment capability in handling and updating the predefined LR data.
<modify to suit>
Location Referencing data exists, needs no updating <delete if not required>
The existing nodes and LRPs with their offset chainages shall be supplied to DCC
in .dbf/.mdb/text <modify to suit> format. This information must be used when
collecting other specified data items. DCC must always reset the chainage to 0 at
each LRP.
The DCC must measure the distance and offsets when other data is collected. The
allowable distance measurement error is 0.1%. Therefore two possible scenarios
exist:
Where there is a discrepancy in distance measurement, but it is within the

allowable error limit - The measurements shall be appropriately scaled to
match the total length provided by the Client. This scaling factor shall be
determined for each road section (between two LRPs) <modify to suit> and
21
this factor shall be used to scale the length within the section <modify to
suit>.
Where there is a discrepancy in distance measurement and this exceeds the

allowable error, the DCC must re-survey the road/link <modify to suit>. If
the second survey confirms the initial survey, the DCC must notify the
Client immediately. The DCC must confirm the accuracy of the current
distance measuring instrument (DMI) and where this is within tolerance the
DCC may continue the survey. Where the DMI is not within tolerance the
DCC must develop a remedial proposal for agreement with the Client. If the
distance discrepancy remains consistent on other links the Client will
consider establishing a new set of LR data.
The DCC must detail their equipment capability in handling pre-defined LR data.
<modify to suit>
Distance Measurement
The DMI transducer must be installed on the survey vehicle so that the distance
measurement replicates the road centerline (on the wheel nearest to the road
centre) this will minimize the loss of accuracy due to turning movements.
All distances shall be measured using a distance measurement device with an
accuracy of 0.1% or better.
The positions of LRPs and other important marks (e.g. intersections, railway
crossings) shall be expressed as offsets from the previous LRP or node. Chainages
are measured continuously from the start to the end of the link. At each node and
LRP the offset must be reset to 0. Thus, all distances between LRPs are expressed
as the offset from the previous LRP.
<modify to suit>
3.2 GPS Centerline Coordinates
Ye
s
The road centerline is a notional reference line that generalizes and

approximates the true centerline of the road to an accepted and known
accuracy. It is not meant to be a tool for engineering design but rather as
a tool to spatially locate attribute information and graphically represent
the network.
The road centerline is collected by recording the GPS coordinates of the
survey vehicle fitted with a GPS receiver as it is driven along the road. The
data can be offset so that the position recoded approximates the road
centerline. The rate the data is collected and data accuracy is dependant
on the type of receiver used.
Points to note:
Data accuracy is dependant on field and atmospheric conditions and the
location and number of satellites available. Data can be corrected to
minimize this inaccuracy by simultaneously recording coordinate data at a
fixed known reference. This data can then be used to correct the collected
data.
Two options are available:
Uncorrected Data Raw data collected by the GPS receiver.
22
Differentially Corrected Data Raw data which has been corrected

using data collected from a base station. Note this can be corrected
while the data is being collected using a correction data stream
such as Omnistar or post processed in the office.
The main difference in achieving higher accuracy is cost.

Data collection rate is also important, for example collecting data at 1
second intervals will give on point every 20m when the survey vehicle is
traveling at 72km/hr. Currently receivers can collect data at up to 10
samples per second, but again the higher the rate the more expensive the
system.
GPS signal can be lost when traveling under trees or near large buildings,
or when the position of the satellite is not favorable.
A GPS Centerline may not be required for all systems but given that most
automated data collections system also include GPS capabilities at little
extra costs, it is advisable to have a GPS Centerline. This will allow
Geospatial display of data once the survey is completed.
The road centerline is a notional reference line that generalizes and approximates
the true centerline to an accepted and known accuracy.
The geo-coordinates of the nodes, LRPs and centerline shall be recorded and
reported in uncorrected/corrected for differential positioning <modify to suit>
format. The data are to be provided in a mapping coordinate system that is agreed
with the Client before the survey commences.
Uncorrected <delete if not required>
The DCC must offer uncorrected, 95% 10.0/20.0/30.0 <modify to suit> meter
horizontal and 95% 10.0/20.0/40.0/60.0 <modify to suit> meter vertical
accuracy, or better GPS data.
Differentially Corrected <delete if not required>
The geo coordinates shall be measured using either real time differentially corrected
Global Positioning System (DGPS) equipment or post processed for differential
correction. The DCC must offer differentially corrected, 95% 1.0/3.0/5.0 <modify
to suit> meter horizontal and 95% 1.0/3.0/5.0 vertical accuracy <modify to
suit>, or better GPS data. DCC must specify the differential correction data source
and methodology used.
The GPS referencing should be made as close to the road centerline as is practical.
The reference for altitude has to be made at the pavement surface. The DCC shall
supply the geo-coordinates continuously at no less than every 5.0/10.0/20.0
<modify to suit> meter, at the road centerline. In the case of a divided
carriageway, the location data shall be that describing the centerline of the
carriageway. All centerlines must have the correct and complete topology (e.g.
intersecting roads must intersect) and a unique centerline shall be provided for
each link.
The DCC shall describe in their technical proposal the methodology proposed to
establish the road centerline. This shall include discussions on, but not be limited
to, how the data will be collected; real-time or post-processed differential correction
method <delete if not required>; correction of data anomalies (e.g. loss of GPS
signal, gyro drift over time, satellite downlink DGPS etc.), data processing and
reconciliation of data with LRP survey co-ordinates.
23
3.3 Road Inventory
Ye
s
Road inventory contains those items which are comparatively static in

nature i.e. they usually dont change with time unless there is some
activity or construction done on them. These data items need only to be
collected once and then checked on a 3 or 5 year basis.
Road inventory data shall comply with IQL-2/IQL-3/IQL-4 <modify to suit> for all
roads, unless otherwise agreed with the Client. These data items shall be reported
when there is a change in the particular attribute.
Road Type <delete if not required>
Every road link must be categorized into one of the five types detailed below or as
agreed by the Client before the survey starts:
Single lane
Intermediate lane
Two lane
Four lane without divided carriageway
Four lane with divided carriageway
<modify to suit>
This data item may be recorded in the field or can be estimated from other data
items collected in the field, such as ROW Video or pavement width.
Pavement Surface Type <delete if not required>
The pavement surface type will be categorized as agreed with the Client before the
survey starts. As a minimum DCC must record using one of the five types given
below:
Asphalt concrete
Surface treatment
Cement concrete
Gravel
Earth
<modify to suit>
It is recommended to record HDM-4 compatible pavement types in the field.
Pavement Width <delete if not required>
The DCC shall indicate how the pavement width data will be acquired and the
accuracy of the measurements. As a minimum, it is required to identify widths in
24
the bands:
< 4.5 m
4.5 m - 6.0 m
6.0 m - 7.5 m
7.5 m - 9.0 m
> 9.0 m
<modify to suit>
The final width bands shall be agreed with the Client before the survey starts.
Shoulder Type <delete if not required>
The shoulder type will be recorded using the codes to be agreed with the Client
before the survey starts. As a minimum it shall be recorded as:
Paved
Gravel
Earth
<modify to suit>
Shoulder Width <delete if not required>
Shoulder width is to be recorded for both the left and right side shoulder using the
following bands:
No shoulder
< 1.0 m
1.0 m - 2.0 m
> 2.0 m
<modify to suit>
Shoulder Elevation <delete if not required>
The DCC is to monitor the difference in elevation between the shoulder and the
pavement edge. The DCC shall define if it is higher, level, or lower than the
pavement edge.
Median Width <delete if not required>
As a minimum, the median width data shall be recorded in the bands:
No median
< 1.0 m
25
1.0 m - 3.0 m
3.0 m - 5.0 m
> 5.0 m
<modify to suit>
Side Ditch Type <delete if not required>
The type of the side ditch is to be recorded for both the left and right side using the
codes to be agreed with the Client before the survey starts.
Side Ditch Elevation <delete if not required>
The side ditch elevation is to be recorded for both the left and right side using the
codes to be agreed with the Client before the survey starts.
Cross Section <delete if not required>
The cross-section of the roadway should indicate whether it is a cut or fill, on
embankment.
Topography <delete if not required>
The DCC shall define or record the topography as agreed with the Client before the
survey starts. As a minimum the topography must be recorded as:
Flat
Rolling
Hilly
<modify to suit>
The topography is recorded in the field/determined from the GPS data <modify to
suit>.
Road Furniture <delete if not required>
The DCC shall record the location and type of the road furniture for urban/rural
<modify to suit> roads. The type of road furniture to be collected shall be agreed
with the Client before the survey starts. As a minimum the following must be
recorded:
Barriers
Signs
Street Lights
The start and end location shall be recorded for street lights.
Land Use Type <delete if not required>
26
The land use type for each road link shall be recorded as agreed with Client before
the survey starts. As a minimum the following must be recorded:
Residential
Commercial
Industrial
Agricultural
Water bodies
Public/community use
Mix land use (with categories)
<modify to suit>
3.4 Geometry
Ye
s
Road Geometry is also comparatively static in nature, and only changes

when the road is reconstructed or realigned. The level of detail required
will dictate the measurement/device type to be used. Automated data
collection devices may be used for IQL-2 accuracy where visual
observations or GPS data, if collected/available can be used for IQL-3
details. General specifications for both IQL-2 and IQL-3 levels are given
below, select as appropriate.
IQL-2 Level <delete if not required>
The specified data are to be measured using automated continuous devices.
Data Type
Parameter
to Report
Units
Accuracy
Reporting Interval
(m)
Horizontal Alignment
Heading
degrees
5%
10/20/100/1000
Radius of
Curvature
m/1/m
5%
10/20/100/1000
Vertical Alignment
Grade
5%
10/20/100/1000
Transverse Gradient
Crossfall
5%
10/20/100/1000
<modify table to suit>

IQL-3 Level <delete if not required>
Visual observations/GPS data <modify to suit> shall be used to define the specified
data items below.
Horizontal Alignment <delete if not required>
The horizontal alignments shall be reported using the 4 classes given below, or as
agreed with the Client before the survey starts:
27
Straight
Fairly straight
Curvy
Winding
<modify to suit>
Vertical Alignment <delete if not required>
The vertical alignments shall be reported using the 4 classes given below, or as
agreed with the Client before the survey starts:
Flat
Rolling
Moderate
Mountainous
<modify to suit>
3.5 Condition
Ye
s
Pavement condition includes those data items which change over time with
or without any work done. These data items are required to be measured at
regular intervals, say on an annual basis to monitor change and to provide
an accurate estimate of the overall condition of the network.
Condition data can be divided into two different types, those collected by
fully automated means, roughness, rutting, texture, skid resistance etc. and
those collected using semi-automated or manual methods, the surface
distress items such as cracking, flushing, potholes etc. A general description
is given below for all possible condition data items. Where a condition data
item can be measured by more than one technique such as roughness both
methods are included and the most appropriate method should be selected
by Client agency. Most commonly used techniques are listed below and it is
advised to include only those items and techniques which are relevant the
network considered.
The laser profilometer requires specialized software algorithms for the
processing of raw data in order to yield IRI. The Client must specify the
method to be used or get DCC to specify it in their Quality System subjected
to approval from the Client.
Two methods are available to determine the surface distresses - A composite
index can be recorded in the field indicating the surface condition, the
composite index can then be converted into individual distresses through a
transfer function. Alternatively individual distresses can be recorded in the
field and a single parameter/indicator can be estimated defining the overall
surface condition using the individual distresses. Finalizing the composite
index may be out of the scope this contract. It is advised to choose and
include one method that is appropriate for the purpose.
28
Pavement Roughness Laser Profilometer <delete if not required>

The DCC should use a Class 2 or better Laser Profilometer to measure longitudinal
profile. The DCC shall record and report the longitudinal profile data and process the
profile data to provide and report International Roughness Index (IRI) in m/km. The
DCC must seek approval from the Client on the profile processing methodology used.
The DCC that offers a system with the ability to measure roughness under Stop and
Go will be given preference. The data shall be recorded as follows:
Wheelpath : one/two <modify to suit>
Profile sampling interval : no more than 25 mm
IRI reporting interval: no less than 10 m
<modify to suit>
Factors which may influence IRI shall be recorded during the survey and the data
corrected accordingly. These include, but are not limited to, traffic congestion,
pavement construction activities, having to travel off the carriageway, etc. There are
some practical operation practices that the operator should avoid such as sudden
acceleration or braking during surveys. Some situations in urban areas may cause
poor data and where survey speeds cannot be maintained the DCC shall notify these
sections with the cause. Client shall suggest DCC the remedial action. Some examples
may include, omitting these streets from the survey or doing a manual assessment of
the roughness.
If road conditions are be found in some areas to be so extremely rough that collection
of roughness data in the above mentioned manner is not practical or safe; the DCC
shall provide a means for estimating pavement roughness for use in such areas,
calibrated by ASTM E 1364-95 or a similarly acceptable standard, and subject to
Client approval.
Pavement Roughness Response Type Roughness Meter <delete if not
required>
The roughness data shall be collected using one/dual <modify to suit> response-type
roughness meters or similar. The instrument shall be calibrated to the International
Roughness Index (IRI) expressed in m/km in accordance with ASTM E 1448-92/98.
The roughness data shall be reported on no more than a 100/200 <modify to suit>
meter interval. The speed shall be recorded during the survey and taken into account
when calculating the IRI from the raw data.
Factors which may influence the IRI shall be recorded during the survey and the data
corrected accordingly. These include, but are not limited to, traffic congestion,
pavement construction activities, having to travel off the carriageway, etc.
If road conditions are be found in some areas to be so extremely rough that collection
of roughness data in the above mentioned manner is not practical or safe; the DCC
shall provide a means for estimating pavement roughness for use in such areas,
calibrated by ASTM E 1364-95 or a similarly acceptable standard, and subject to
Client approval.
Surface Condition <delete if Surface Distresses are included>
The surface condition shall be expressed using an IQL-3 index such as the Surface
Integrity Index (SII)4. The data shall be collected at no more than 100/200 <modify
29
to suit> meter intervals, referenced to the last LRP.

Note: The SII combines assessments of the incidence, severity and modes of distress
in a numeric score from 0 (representing no defects) to 5 (representing obstructive
defects). It is defined in the following table, which is the basis on which the visual
estimation and survey are to be conducted.
Score
Incidence of Minor
Defects
Incidence of Major Defects
None
None
1 to 20 m per 100 m
or
1 occurrence
< 50% of the area
or
2 to 4 occurrences
> 50% of the area
or
< 30% of the area
N/A
30% area, or eroded base on up to

20% of the area
N/A
Eroded base on more than 20% of the

area
The defects are defined for bituminous roads as follows:
Minor Defects: Narrow interconnected cracks (1-2 mm width), any line

cracks, shallow ravelling (<10 mm), slickness (texture depth <1 mm),
bleeding, patches, sealed cracks.
Major Defects: Wide interconnected cracks (3 mm or more), scabbing (>10

mm depth), edge break (>100 mm), rut depth >15 mm, corrugations,
potholes.
Eroded base: Full loss of surfacing and partial loss of base material.
The most prevalent form of distress on the section will be noted by a single code or
word, e.g. CR-cracking; PH-potholes; DF-deformation; DI-disintegration; EB-edge
break; PA-patching.
During data reduction, the SII value can be translated to a general condition class as
follows: 0 and 1 = Good; 2 and 3 = Fair; 4 and 5 = Poor.
To ensure consistency in the visual rating process, the DCC must document their
visual assessment procedure. This shall include definitions of the distresses, how they
are to be measured, and have photographs to guide the raters. This must have Client
approval before data collection can commence.
The DCC shall also prepare transfer functions which will convert the IQL-3 measured
SII into individual distresses. DCC shall also give details on how these functions are
developed.
<modify to suit>
Surface Distresses <delete if SII is included>
The DCC shall collect the following surface distresses at 100/200 <modify to suit>
meter intervals, referenced to the last LRP:
A Standard Surface integrity Index of Pavement Condition: Definition and Measurement Procedure.
Internal Paper. The World Bank, Washington, D.C., Paterson, W.D.O. (1993)
4
30
Cracking in % of the surface area
Ravelling in % of the surface area
Potholes in number
Disintegration in % of the surface area
Depressions in % of the surface area
Bleeding in % of the surface area
Patching in % of the surface area
<modify to suit>
The DCC shall to indicate which of these data items are able to be collected and how
they will be collected in their technical proposal.
To ensure consistency in the visual rating process, the DCC must document their
visual assessment procedure. This shall include definitions of the distresses, how they
are to be measured, and have photographs to guide the raters. This must have Client
approval before data collection can commence.
Pavement Edge Damage <delete if not required>
Pavement edge damage is defined as edge break or kerb damage. The data are to be
described in terms of extent and severity as a percentage of the length damaged. The
data are to be collected over 100/200 <modify to suit> meter intervals.
Rut Depth <delete if not required>
The transverse profile is to be measured using non-contact sensors. The rut depth is
to be expressed as the maximum vertical depth in mm for each wheel path under an
equivalent 1.2/2.0/3.0 <select as appropriate> meter straight edge.
Measuring width no less than 3200 mm
Vertical resolution 0.5 mm
Minimum number of measurements per profile 13
Distance between measurement locations across profile 200 mm to 400 mm
Reporting interval 10/20/100 m
Data to be reported as mean and std deviation of left and right wheelpath rut
depth
<select as appropriate>
The DCC shall describe the configuration of their system in the technical proposal. The
DCC must disclose the data processing algorithm to the Client for approval.
Shoving <delete if not required>
The shoving is to be determined from the transverse profile measured. The shoving is
expressed as the maximum vertical depth in mm for each wheelpath. The data are
reported over 10/20/100 <select as appropriate> meter interval.
31
Surface Texture <delete if not required>

The texture will be calculated for each wheel path using non-contact sensors. The
macro texture will be presented as the Root Mean Sensor Texture Depth (RMSTD)
and/or the Mean Profile Depth (MPD).
Reporting interval 10/20/100 m intervals.
Vertical resolution 0.01 mm.
Sampling interval no less than 0.5 mm.
The DCC shall be required to provide a method for converting the value to the
Standard Sand Patch/Sand Circle Volumetric Method compatible with ASTM standard
E1845-01 Standard Practice for Calculating Pavement Macrotexture Mean Profile
Depth.
Skid Resistance <delete if not required>
The skid resistance data shall be recorded using a portable, trailer mounted system.
Skid Resistance is recorded simultaneously with pavement texture and road geometry
to enable the International Friction Index (IFI) to be calculated and investigation
levels applied as required.
Measurement type continuous/sampled
Reporting interval 10/20/100 m
Reported Parameter SFC/IFI
<modify to suit>
Measurements are to be undertaken for 1,000 <modify to suit> km on pre-selected
sections of the network where skid resistance is considered to be a problem/on the
entire network <select as appropriate>. The locations will be agreed with the Client
before survey starts.
Shoulder Condition <delete if not required>
The shoulder condition shall be recorded as per requisite IQL for both the left and
right side shoulders. The aim is to identify any unwanted defects which may affect
pavement performance. The shoulder condition data shall be collected over 100/200
<select as appropriate> meter intervals as:
Good
Fair
Bad
Failed or non-functional
<modify to suit>
Side Drainage Condition <delete if not required>
The drainage condition shall be recorded as per the requisite IQL for both the left and
right hand side drains. The aim is to identify any drainage problems which may affect
32
pavement performance. The drainage condition data shall be collected over 100/200
<select as appropriate> meter intervals as:
Good
Fair
Bad
Failed or non-functional
<modify to suit>
It should be noted that this pertains to the ability of the drains to function for their
intended purpose.
3.6 Pavement Structure
Ye
s
Assessment of the pavement structural characteristics is one of the most

important data items for monitoring the pavement deterioration. The
strength and composition provide an indication of the type of remedial
measures required such as maintenance and repair/ rehabilitation.
Non-destructive tests (NDT) are the preferred method to determine the
pavement strength characteristics as the pavement structure and its
integrity is not disturbed.
Static, steady state, and impulse loading tests are available to measure
pavement deflection from which pavement strength is determined.
Impulse loading is the preferred method as it simulates the dynamic load
on the pavement structure.
As an outcome of the pavement testing the Client may require the DCC to
calculate modified structural number SNC according to the World Bank
publications.
Pavement Deflection <delete if not required>

The pavement deflection bowl shape is to be measured as the deflection or rebound
deflection under a certain pre-determined load using an automated method of
measurement. It will be measured using Non Destructive Test (NDT) methods such
as Falling Weight Deflectometer (FWD) or Benkelman Beam Deflection (BBD)
<select as appropriate>. The minimum sampling interval will be 200/500 <select
as appropriate> meter staggered interval.
Falling Weight Deflectometer <delete if BBD selected>
The deflection measurements shall be taken by the Falling Weight Deflectometer
following the Austroads Test Method AG:AM/T006: Pavement Deflection
Measurement with a Falling Weight Deflectomter (FWD).
Unless otherwise specified a target stress of 566Kpa (corresponding with a load of
40KN) shall be used. Actual test loads must be within 10% of the target load level.
The sensors spacing shall be kept at 0, 200, 300, 450, 600, 900 and 1500 mm / 0,
200, 300, 450, 600, 750, 900, 1200 and 1500 mm <select as appropriate>
measured from the centre of the applied load. The load pulse shall be applied
33
through a loading plate of diameter of 300 mm. The loading plate shall have a
rubber pad of at least 5 mm thickness.
The operator must follow the manufacturers instructions for use of the equipment.
The test locations shall be cleaned of loose stones and debris to ensure that the
loading plate and deflection sensors are properly seated. Lower the loading plate
and the sensors and ensure they are resting on a firm and stable surface. Raise the
loading weights to the appropriate height to generate the target load level, and
drop the weight. Record the peak load and resulting peak surface deflections.
Perform two additional load sequences and compare the results of second and third
sequences. If the difference is greater than 5% or 5 micron <modify to suit> for
any sensor, note the variability in the report. The peak load, temperature and
deflection sensor readings resulting from the third drop load constitute the test
results. The pavement surface and ambient temperature shall be measured at each
test location.
The factors affecting the test results shall be recorded in the field. These include
but not limited to deviation from the test lane, surrounding structures
(culvert/bridge) and localized surface contamination etc.
<modify to suit>
Benkelman Beam Deflection <delete if FWD selected>
The rebound deflection shall be measured using a truck or trailer with an axle load
of 8.20 0.15 tonnes <modify to suit> equally distributed on two dual tyred wheels
operating at the inflation pressure necessary to give a tyre contact area of 0.048
0.0002 <modify to suit> m2. The tyres shall preferably be 10.00 x 20, 12 <modify
to suit> ply with tubes and rib treads.
The test points shall be located at 0.7 <modify to suit> m from the edge of the
pavement/lane. The truck shall initially be positioned with the test wheel between
100 and 150 mm to the rear of the test spot. The probe of the beam shall be
inserted between the dual tyres of the test wheel with the toe located on the test
spot. The locking device shall be released and the rear of the beam adjusted so that
the plunger is in contact with the dial gauge. The dial gauge shall be set to read
between 9 and 11 mm (the actual reading need not be recorded) and the vibrator
set in operation. The truck shall be moved forward at creep speed so that the test
wheel passes over the test spot and continues advancing to 2.7 0.1 <modify to
suit> meters beyond the test spot. The starting, intermediate and final readings
shall be recorded.
The tyre pressure shall be checked before the first test and then at intervals not
exceeding three hours. Temperature measurements shall be made 40 mm below
the pavement surface. The pavement rebound deflection at the standard
temperature of 200C <modify to suit> shall be calculated and reported.
<modify to suit>
Layer Modulus <delete if not required>
The DCC shall determine the elastic modulus of the different pavement layers and
subgrade using the measured deflection basin and pavement composition. The
proposed has to be elaborated by the DCC in the technical proposal.
Pavement Composition Non Destructive Method <delete if Destructive
method selected>
34
Pavement layers thicknesses are to be measured using a non-destructive testing

method such as Ground Penetrating Radar (GPR) or equivalent. As a minimum, the
data shall be provided at the same sample points as the deflection basin
measurements or 200/500 <select as appropriate> meter staggered interval.
Optionally, in addition to offering point measurement, the DCC may offer continuous
measurements. Should continuous measurements be made, the data will need to
be extracted from the continuous measurement locations to the deflection basin
measurements or 200/500 <select as appropriate> meter staggered interval.
The data shall consist of the thickness expressed in cm, of asphalt, base and subbase and/or improved subgrade (if distinguishable).
Pavement Composition Destructive Method <delete if Non-destructive
method selected>
Dynamic Cone Penetration (DCP) testing shall be carried out, to a depth ranging
from 700 mm to 1000 mm <modify to suit> below the surface, with intervals
determined based on the materials used in the construction and the soil condition.
In general, DCP tests will provide valuable data regarding the thickness of the
pavement's unbound layers and, under suitable conditions, will give an indication of
their strength. It is considered essential that the tests should be made in the
wheelpaths. The asphalt layer shall be removed with a core drilling machine or
manually first, to avoid damage to the cone and the danger of obtaining a
misleading result.
DCP test shall be carried out at 1/5 <modify to suit> Km interval.
3.7 Traffic Counting
Ye
s
Traffic is most neglected item though one of the critical parameters for the
maintenance planning. Enough quality assurance must be emphasized for
capturing the traffic data as accurate as possible. The type of traffic
counting shall be carefully chosen considering the prevailing traffic on the
road network and its intended use. For example manual methods can
capture all modes including pedestrian traffic if required where as
automated traffic counting can capture certain modes. However,
automated method can provide more accurate data compared to manual
method.
The traffic counting shall be conducted using manual/automated traffic counting

equipment <modify to suit>. The classified traffic volume count shall be carried out
for 3/5/7 <modify to suit> days 12/24 <modify to suit> hours continuous and
direction-wise at the selected survey stations. The vehicle classification system shall
be discussed with Client before the survey starts. As guidance the classification
shall be in line with the FHWA/HDM-4 <modify to suit> classification.
The survey locations shall be discussed and agreed with Client before the surveys
commence. The locations shall be as close as possible to the regular traffic counting
stations. The data shall be provided in electronic format suitable to Client agency
irrespective of the type of counting. The data shall be analyzed and at least the
following shall be submitted:
35
Daily and direction wise traffic;
Daily traffic volume including classification;
Average Daily Traffic (ADT);
Annual Average Daily Traffic (AADT) Client shall provide the seasonal
factors.
Manual Traffic Counting <delete if automated traffic counting selected>

The traffic counting shall be carried out by survey enumerators by entering the
traffic in a pre-defined format. The survey site shall be appropriately designated
and marked such that it provides survey enumerators a safe place for the duration
of the counting. DCC shall exercise appropriate QA procedures for providing quality
data. At their own discretion Client shall choose to undertake a parallel and
independent traffic classification survey for 1/3 <modify to suit> hours to compare
with the data collected by DCC. The DCC shall repeat the traffic surveys for the
specified period in case the data is rejected by the Client. Client shall provide
enough evidence for the rejection.
Automated Traffic Counting <delete if manual traffic counting selected>
Traffic volume shall be captured using a portable type, battery-operated, multi-lane
time interval traffic counter and classifier <modify to suit>. The equipment shall be
capable of collecting valuable traffic data, primarily vehicle count and classification.
The other data that can be captured are gap, headway, speed by axle and speed by
length.
The Automated Traffic Count and Classifier (ATCC) shall be of a modular design,
flexible configuration, high performance cross-talk free digital loop detector,
advanced axle sensor performance tracking, comprehensive system performance
monitoring, detail sensor diagnostics capability, user-friendly set-up and complete
diagnostics, full range of classification algorithms, provision for industry standard
data formats, user-modifiable parameter sets, comprehensive software support.
Data from ATCC shall be able to download onto Laptop, PC, Datahog, or remotely
with a telephone modem.
3.8 Right of Way Video
Ye
s
Video provides a permanent record of the right of way.

Right of Way Video
The visible right-of-way (ROW) is to be directly digitized and stored at 800 x 600
pixel or better. The data may be collected as either continuous or on a time or
frame based system, preference will be given to continuous data. Location
identification information must be superimposed on each frame and a playback
system which facilitates easy review and location of specific road sections must be
included.
3.9 Digital Photographs
Ye
s
36
Digital images provide a permanent record. These can be used to locate the
LRPs or nodes in the future in the event they go missing.
Digital Images of LRPs/Nodes <delete if not required>

Each Node and LRP shall have at least one digital image recorded for it. This shall
show sufficient information to allow reinstatement of the LRP or node. The photo
names shall be stored in a file, and include geo-coordinates to allow the images to
be accessible via hyperlinks in a GIS <delete if not required>.
Digital Images of Bridges <delete if not required>
Each Bridge shall have at least one digital image recorded for it. The photo names
shall be stored in a file along with geo-coordinates to allow the images to be
accessible via hyperlinks in a GIS <delete if not required>.
3.10 Cross Drainage Structures
Ye
s
Very basic data should be included as part of the pavement condition

surveys. The detailed inventory and condition assessment of cross
drainage structures is beyond the scope of this TOR.
Location of Structures <delete if not required>
Major structures such as bridges shall be inventoried as per the specified IQL or as
otherwise directed by the Client, but in not more detail than IQL-3.
Predetermined categories may be established and agreed with the Client for
inventory and condition purposes. The existing bridge identification system shall be
utilized unless otherwise agreed with the Client.
Overall Condition <delete if not required>
The overall condition as a single parameter of the bridges shall be recorded as
agreed with the Client. The DCC is encouraged to describe their methodology of the
condition to be collected.
37
CALIBRATION AND VALIDATION

The terminology for calibration and validation should be clearly
specified in the tender document. For the purposes of the contract
the following definitions must be used:
CALIBRATION refers to the process of determining the relation
between the output (or response) of a measuring instrument and
the value of the input quantity or attribute, a measurement
standard. Calibration refers to the instrument or components of the
system that has to measure to a given standard. For example the
calibration certificate would be a factory or industry standard for a
given device such as a distance meter.
The purpose of the VALIDATION is to confirm the proposed
methodology, the data collection, data processing, and reporting
processes meet the required standard, while maintaining
consistency between different data collection equipment. The
validation process therefore test the system as a whole including
the operator. During validation it is confirmed that the
measurements
are
accurate,
repeatable
and
reproducible.
Furthermore, it also demonstrates that the equipment proposed by
the DCC can operate under the expected conditions of the network.
Therefore in addition to meeting the data specification detailed
above, all equipment must also meet the validation requirements
detailed below.
Both calibration and validation needs to be specified by the
contract.
Calibration of the equipment confirms that measurements

can achieve a measurable/specified tolerance. Calibration
does not confirm that the equipment can measure the
required parameter from a moving vehicle. Data is filtered
and processed to achieve the desired output. The DCC must
provide relevant certificates to fulfil this requirement.
Validation demonstrates that the survey equipment can be

operated by the DCC on roads that are characteristic of the
Clients particular network, and provide meaningful data of
sufficient accuracy to meet its intended use. The results
from the validation process are approved by the Client.
4.1 Calibration Methodology
Yes
Calibration by correlation with

equipment should not be used5.
other
vehicle
mounted
survey
All measuring equipment must have calibration certification to an

international standard.
Calibration certification will confirm individual equipment accuracy as

defined above for the measuring components of the system, the
accelerometers the lasers and the distance measuring system etc.
The exception to this is when the equipment being validated is less accurate than the vehicle
mounted system it is being validated against. For example, a response-type roughness meter can be
validated against a laser profilometer.
5
38
When equipment is replaced at any stage of the contract it must

undergo a calibration process as per the start of the contract.
4.2 Validation Methodology
Yes
Validation of equipment needs to happen at three stages:
Prior to the survey the Client or the Client Representative

needs to approve the DCCs validation results to be according
to the contractual requirements;
Most of the equipment manufacturers specified minimum daily

calibration/validation procedures. The DCC must nominate, in
the Quality Plan, the process of continues calibration and
validation processes that are undertaken during the surveys.
Any outputs/data from these processes must also be provided
to the client;
It is good practice also to specify a post survey validation

process which is exactly the same as the validation prior to
the survey commencement. The post validation survey is
recommended for larger networks (say more than 5,000KM).
Validation should be recognized as separate processes within the

overall objective of obtaining accurate and reproducible roadway
profilers.
A validation program should be carried out prior to acceptance of the

equipment and /or before the start of data collection activities.
Continued measurement validation must be carried out during and at

the completion of data collection activities.
A minimum of 6 sites, each 300 meter long, should be used for

roughness, and 5 sites each 200 meter long for both texture and rut
depth, selected to reflect the full range of operating conditions likely
to be encountered in the surveys.
A post survey validation should be carried out on completion of the

overall survey <delete if not required e.g small networks>
When equipment is replaced at any stage of the contract it must

undergo a validation process as per the start of the contract.
Validation Approach
The survey equipment must be validated at each site against a reference
measurement. This is done by measuring sections of roads with the reference
instrument, and then the same sections with the survey equipment.
For roughness calibration equipment must be compatible with ASTM standard
E950 (2004) Standard Test Method for Measuring the Longitudinal Profile of
travelled Surfaces with an Accelerometer Established Inertial Profiling
39
Reference, Class I.
The survey equipment must make at least five repeat runs over each of the
validation sections at 4 nominal speeds of 25, 50, 75, and 100 km/hour
<modify to suit> or within the limits specified by the manufacturer. The
results must be averaged to give the profile at each of the nominated speeds.
The line of best fit between the reference measurement and the survey
equipment using least squares regression is then established:
RM = SE x A + B
Where:
RM = The measurement from the reference equipment
SE = The measurement the survey equipment
A = slope of line of best fit
B = intercept of line of best fit (regression offset)
The equipment is considered validated when A and B, and R2 (the coefficient
of determination) are within the specified parameter ranges detailed in Table
1 below for all sites combined.
Repeatability this is the expected standard deviation of measurements
obtained in repeat tests, using the same survey equipment on a single
randomly selected road. The standard deviation of measurement on each
segment must be within the tolerance defined for the different surface types
from the mean for each of the 5 repeat runs.
Assuming a normal distribution then the 95% confidence intervals for the
roughness is given by datat
s
n
Where:
data = the data measured by the instrument (eg IRI m/km, mm rut
depth, etc.)
s = the standard deviation of the data in the same measurement units
n = the number of runs
t = 2.776. This is the critical value for the t Distribution for a Critical t
Confidence Interval of 95%, see Modern Data Analysis - A First Course in
Applied Statistics, Hamilton LC, 1990.
The equipment is considered to be repeatable when it is within the

specified percentage of the mean, refer Table 1 below 6.
Table 1: Validation Limits
Parameter
Roughness
Response
Type
Roughness
Slope
(A)
0.981.02
Intercept
(B)
0.05IRI
Correlation
R2
0.991.00
Acceptance
Limit
< 0.030 IRI
Not
Applicable
0.5IRI
0.931.00
< 0.30 IRI
These levels are designed for roads in good to fair condition (e.g., IRI<5m/km). If the roads are in
poor condition then the tolerances may be relaxed.
6
40
Rutting
0.981.02
0.2mm
0.971.000
< 0.050 RD
Texture
0.981.02
0.05mm
0.981.000
< 0.030 MPD
4.3 Roughness
Yes
Setting Reference Profile The base road surface profile over the validation
sections must be measured using a reference Class 1 profiler. The reference
profiler is used to record the profile of each wheelpath over the full validation
length. Each wheelpath must be measured at least three times. The reference
profile must be taken as the average of the individual readings measured in each
wheelpath.
Spectral Density - The ability of the survey equipment to measure the broad
range of wavelengths that constitute the roads longitudinal profile can be
demonstrated through the equipments frequency response or transfer function
characteristics. It is therefore recommended that the spectral density be measured
and plotted along with the reference site spectral density measured. This is not
applicable for response type roughness measuring systems.
Interrupted Data Collection interrupted data must be validated by:
driving over the validation sections at varying speeds during each run and
achieving the same repeatability when compared to the constant speed
run.
demonstrating the effects of stop and go and the effectiveness of the

equipment for handling survey interruptions (slow traffic etc).
Autospectral density functions can be determined using the Road Ruf Public
Domain Software. This software is available at the UMTRI Road Roughness User
Site at http://www.umich.edu/erd/roughness/
Examples of reference profilers are the ARRB TR Walking Profiler, the
Face Dipstick, the ROMDAS Z-250.
A comparison of the spectral density of the survey profiler and the
reference profiler is used to demonstrate that the profiler can measure
the range of wavelengths that constitute the roads longitudinal profile.
Ideally the two should be identical.
4.4 Rutting
Yes
41
The transverse profile and rutting validation process is undertaken on

sections that are representative of the network and covering the full
range of rutting expected on the survey network. The sections chosen
must as a minimum cover a range of rut depths in both left and right
wheelpaths up to 40 mm.
The validation of the reference profile is the preferred method of
validation, however, this either requires specialized equipment or is very
time consuming. Most validations are therefore done by measuring the rut
depth with a straight-edge and wedge and comparing the surveyed rut
depth with that from the measurement system.
Rut Depth - Is defined as the height between the pavement and a user defined
straight edge placed across the rut, i.e. the distance obtained from the manual
straight edge and wedge method.
Measurement Location Profile and/or Rut Depth <select as appropriate>
measurements are taken at 5 m intervals along each 200 m section.
Using Reference Profiles <delete if not required>
Setting Reference Profile The reference transverse profile on each of the
validation sections must be measured using either a reference profile beam or
surveyor rod and level or other approved method. The method adopted must be
capable of measuring the transverse profile at 100 mm intervals to a vertical
accuracy of 0.25 mm.
Reference Profile Validation - Transverse Profile graphs for both the reference
profile and the survey equipment for each speed must be provided to demonstrate
that the equipment is measuring the true pavement transverse profile.
Using Straight-Edge and Wedge <delete if not required>
Establishing the Reference Rut Depth The rut depth on each of the validation
sections is measured in both left and right wheel paths to an accuracy of 0.5 mm
at 5 m intervals along each 200 m section.
Rut Depth Validation The survey equipment must be validated at each site
against the reference rut depth derived from the straight edge and wedge or,
where a reference profile beam is used, from the rut depth calculated from the
reference profile.
A visual review of the reference and survey profiler transverse profiles is
the easiest way to confirm that the survey profiler is able to define the
pavement transverse profile.
4.5 Texture
Yes
42
The validation of texture depth is often impossible due to the absence of

available equipment for using in the validation process.
The texture validation process is undertaken on pavement sections that
are representative of the survey network. The range of Texture Depth
required for this validation should be determined from the characteristics
of the network. For example, surface treatment sections can have a range
of texture depth from 1 mm to 4 mm, while an asphalt surface may only
have a range of 0.5 to 2 mm.
Setting Reference Profile:

The base road surface profile over the validation sections must be measured using
a reference texture device. Factors to be considered include:
The reference device is used to record the texture profile in each wheel
path over the full validation length. The entire profile length in each wheel
path must be measured at least once.
The ability of the survey equipment to measure the broad range of

wavelengths that constitute the roads texture (0.5 mm to 5 m) can be
demonstrated through the equipments frequency response or transfer
function characteristics. It is therefore recommended that the spectral
density be measured and plotted along with the reference site spectral
density measured by the reference device.
Autospectral density functions can be determined using the Road Ruf Public
Domain Software. This software is available at the UMTRI Road Roughness
User Site at http://www.umich.edu/erd/roughness/
Texture Depth Validation: Texture Depth (MPD) is derived from the raw
texture profile as defined in ISO Standard 13473-1.
The survey equipment must be validated at each site against the reference texture
derived from the reference profiler.
Note: where a reference device is not available the reference texture can be
measured using the manual Sand Patch Method. The texture depth is determined
by spreading a known volume of sand over the test site and measuring the area
covered. Refer ASTM Standard E965.
Examples of texture reference measuring devices are the Swedish Road
Traffic Research Institute (VTI) Stationary Laser Profiler selected as the
reference texture device for the PIARC experiment and the Transit NZ
Stationary Laser profiler or other equivalent reference devices.
4.6 Skid Resistance
Yes
The validation of skid resistance is often impossible due to the absence of

available equipment for using in the validation process. The validation is
therefore limited to ensuring that the measurements are repeatable.
43
Calibration and validation will be undertaken in accordance with the European

Committee for Standardization Technical Committee CEN TC 227. Detailed in
report No. prEN 13036-2. The purpose of this calibration and validation is to
confirm that the measurement of skid resistance is independent of equipment
type.
The skid resistance validation process is undertaken on pavement sections that are
representative of the network to be surveyed, and cover the expected network
range of texture depth and skid resistance. Repeatability and bias will be
determined by driving the survey equipment in normal survey mode over five
calibration sites. A minimum of ten runs at each calibration site will be undertaken
over two days with five runs on each day. The skid resistance of the 20 m values
will be averaged and the standard deviation calculated.
Operational speed dependence will be determined through a series of repeat runs
at three different speeds on at least two of the sites.
Validation will be confirmed when:
The standard deviation for the 10 runs on any one section is less than 3%
of the mean of the ten runs.
The speed characteristics are defined and repeatability is not compromised

by speed variation such that the above limits are not exceeded.
4.7 Road Geometry GPS
Yes
The horizontal curvature and vertical grade should be considered an

optional item for standard centerline surveys. Significant cost savings can
be realized by having the curvature and grade extracted from the GPS
data.
If very accurate curvature and grade data are required, the data should be
collected utilizing an accelerometer/gyro combination. Data can be
corrected through post processing or directly recorded with differential
correction provided in real time. For a vehicle traveling at 75km/h a
sample rate of 10Hz will provide coordinate data every 1m.
Road Centerline
The road centerline should be validated both statically and dynamically.
Static Validation: Static validation is determined by taking stationary

measurements at a location which has been accurately established by
registered surveyors, such as a local datum. A minimum of ten
measurements are taken and compared to the true location.
Dynamic Validation: The survey equipment should be driven at normal

survey speed and survey mode, while recording road centreline coordinate
data through a loop section of not less than 5 km containing at least five of
the ten reference locations. Coordinate data for each reference point
should be flagged as the vehicle passes the reference point and extracted
44
from the data stream. The loop runs should be made over two days at
different times.
The equipment operator must also demonstrate that the inertial system can
compensate for loss of GPS signal.
Validation will be confirmed when:
All static measurements are within 0.5 <modify to suit> meter of the true
location.
All dynamic measurements are within 5 <modify to suit> meter of the true
location.
The equipment must also demonstrate that loss of GPS signal does not
degrade data quality from that specified above.
Repeat loop runs demonstrate that the spread of data is not greater than 5
meter at any one location within the loop.
Horizontal Curvature
Validation sites will be selected as representative of the network to be surveyed,
and validation is undertaken by conducting a normal survey through the selected
sites containing curves of known radii. A minimum of ten sites with radii covering
the expected range of the network and/or the range from 50 to 300 meter should
be selected. Note both right and left hand curves should be selected.
Data from a minimum of five runs at each of three speeds covering the network
speed range or the equipment manufacturer specified range, at each test section
should be collected, and the average curvature for each of the 10 sections
reported. A 30 meter moving average should be applied to the data and equipment
should demonstrate validation acceptance when the average of the five runs at
each section is within 5% of the actual curve radii, and the standard deviation of
the five repeat runs does not exceed 5% of the mean.
Vertical Grade
Validation sites should be selected as representative of the network to be
surveyed, and validation is undertaken by driving the survey equipment over the
selected sites. A minimum of ten sites with grade covering the expected range of
the network and/or the range from zero to a grade of 10%.
Data from a minimum of five runs at each test site for three speeds applicable to
the network or the equipment manufacturer specified range should be collected,
and the average grade for each of the 10 curves reported. A 30 meter moving
average should be applied to the data and equipment will demonstrate validation
acceptance when the average of the five runs at each section is within 5%
<modify to suit> of the actual grade, and the standard deviation of the five repeat
runs does not exceed 5% of the mean. Note grade should be measured using a
reference inclinometer or through standard survey techniques.
4.8 Right of Way Video
Yes
45
Right of way video has no definitive method for validation. Therefore it is

recommended that the client review the system proposed to see if it
meets specific requirements.
The Client will review the quality of the ROW video presented in the 100 Km trial
(Section 4.10) and then confirm acceptance.
4.9 Others
No
No definitive method is readily available for some data items. Therefore it

is recommended that the Client review the system proposed to see if it
meets specific requirements.
Validation procedures and accuracy for the other data items which are not
mentioned above shall be agreed with the Client before the survey starts. DCC is
encouraged to propose an appropriate validation methodology for the remaining
data items which are not covered here.
4.10 100 km Field Validation
Yes
The final validation exercise consists of undertaking an actual survey on

at least 100 km of roads. This will ensure that the equipment is operating
correctly, that the data are able to meet the required accuracy, and that
the data can be used after the survey. It is only upon completion of this
100 km field validation that the Acceptance for Survey Certificate should
be issued.
Upon completion of the calibration and validation, each system shall be used to
execute 100 km of field surveys. These field surveys will cover the full range of
roads and operating conditions that the surveys will be undertaken on. There will
be urban/rural/paved/unpaved roads <select as appropriate> in the field
validation. The field validation shall include the following:
The equipment shall be operated in the same manner as when actual

surveys will be undertaken.
The data from the equipment will be processed to produce the outputs
consistent with the requirements of this specification.
The processed data shall be imported to the Agencys RMS/viewed in the DCCs
data view software/imported to a database <select as appropriate> as per Section
2.15. If the DCC can show that their equipment can export data in a open format
which is consistent with 2.15 and that the problem with entering the data into the
Agencys RMS is due to an RMS problem outside of the control of the DCC (e.g.
cannot be resolved by simple reformatting of an export file) then the Client will
accept that this requirement has been met. The Client will work with the RMS
supplier/DCC to resolve data import problem.
4.11 Acceptance for Survey Certificate
Yes
46
The Acceptance for Survey Certificate is the formal notification to DCC

that the Client accepts that the equipment is performing to specification
and DCC can start the actual data collection.
The Acceptance for Survey Certificate shall be issued within 24 hours <select
appropriate value> once the equipment has been successfully calibrated, validated
and the 100 km field survey data collection trial in Section 4.10 has been
successfully completed. The DCC may, at their own risk, engage in the actual data
collection before the Acceptance for Survey Certificate has been obtained from
the Client.
4.12 Contract Termination
Yes
Client agency can terminate the contract if the DCC cant collect the data
items to the specified accuracy and/or doesnt meet the calibration and
validation procedures. However, Client agency should give every possible
chance to the selected DCC to correct or enhance their proposed
methodology/equipment/systems.
Where the DCC fails to collect the data as specified in Section 4.10 or meet the
required calibration and validation criteria the Acceptance for Survey Certificate
shall not be issued. At the Clients sole discretion the DCC shall be entitled to 30
days <select appropriate value> to make modifications to their proposed
methodology and/or to their equipment to successfully complete the validation
and/or 100km trial. Where the DCC fails to gain Acceptance Certification, the
Client shall be entitled to rule the data or equipment as non-complying and may
terminate the contract without any further extensions. In this event, the Client
reserves the right to negotiate and/or award the contract to the next ranked DCC.
47
QUALITY CONTROL AND ASSURANCE

5.1 Quality Control and Assurance - General
Ye
s
The Purpose of the Quality Control is to ensure that the DCC is subject to
regular checks to ensure robust and consistent data. As it is impossible
for the client to check all the data, the DCC must give the client confidence
that sufficient checking is taking place on a regular basis to ensure the
data is reliable.
The most important issues of quality control involve the calibration and
validation processes discussed/specified in Section 4. However,
successful quality control can only occur when DCC uses these processes
correctly in order to check and validate the results. Since it is difficult to
specify the exact and whole Quality Control and Assurance, emphasis
must be placed on the Quality Management Plan.
Quality Control and Assurance involves all stages and processes during
the survey including calibration and validation, daily checks and
calibration, continuous monitoring of equipment and results, correct
processing, storing and securing data.
The methodology for Quality Control and Assurance shall be nominated by

the DCC and will be rated during the technical evaluation of tenders.
<include others as appropriate>
5.2 Quality Management Plan
Yes
The Quality Management Plan contains the processes, procedures and

systems deployed or going to be deployed by the DCC for quality assurance
of the data to be collected.
The DCC shall prepare a detailed Quality Management Plan (QMP). The QMP is
expected to ensure the acquisition of the required data meets the Clients needs and
specification. The QMP has to address, among others, the following issues:
Equipment
Equipment/System design, specification and configuration in order to meet

the Clients needs.
Compliance Monitoring ensuring the equipment is capable of delivering

the outcome according to contract specifications (including calibration and
validation processes).
What are the manufactures recommended spare parts to allow repair of

equipment?
How the DCC will identify and deal with random, operator and systematic
errors.
How the DCC will ensure that all measuring devices are functioning properly
on a regular basis (daily checks and calibration.
48
Survey Procedures
The survey procedure, particularly with regard to the handling of narrow

roads, work zones, and any other unusual conditions.
Restricting conditions for surveys such as weather or traffic conditions.
How slow speed conditions will be handled and what actions will be taken in
the event of data gaps due to the inability of the instruments to record
accurately under these conditions.
How the survey in the order of decreasing chainage will be conducted and
the data reconciled.
How the surveys will ensure correct location referencing, particularly in

handling the case of missing km posts, inaccurate lengths between
consecutive km posts, etc.
What are the operating procedures and data correction for travel on narrow
roads, or pavements with severe distresses (e.g. potholes/corrugations).
Contingency Planning ensuring there are allowance and processes in place

for back-up equipment, system and staff.
Data Processing and Management
What are the data processing procedures and algorithms?
How file corruption, viruses, etc. will be prevented or handled by the

system.
What are the data achieving procedures and media for long-term raw data
and other large data volumes?
Software versions and how to keep track of software changes?
What are the data security measures and systems to ensure data safety,
security, and redundancy in the event of catastrophic failure or destruction
of data storage facilities.
Health and Safety
How health and safety compliance is achieved?
Traffic management and procedures
<modify as appropriate>
5.3 Data Display
Ye
s
Displaying the condition data in real time while it is being collected aids
quality control. The surveyor/operator will over time be able to view the
data and confirm that it is a good reflection of the actual pavement
conditions.
49
Furthermore, when faults or equipment failure occur a visual display of

the data will aid detection of the fault, thus ensuring that the network
survey is stopped as soon as possible.
Some form of data display is required that allows visual monitoring of the
system outputs in real time to ensure data is being collected and that it is
valid.
The computer screen should as a minimum display all processed outputs

as a function of distance, along with recorded events.
5.4 Data Backup
Ye
s
Retaining all raw data so that post processing/reprocessing can be

undertaken if required, necessitates large storage capacity - especially
when video is being captured. Furthermore, regular backup to enforce
data checking and thus avoid data loss due to equipment failure should be
part of the normal Quality Assurance (QA) procedures developed by the
survey team. Therefore it is essential to have a fast robust independent
backup medium for all data.
A DVD-RW/USB Drive/IEEE 1392 Firewire Drive <delete what is not

appropriate> storage device shall be used for the recording and long-term
storage of raw data and processed data.
Data backup and quality control (QC) checking is paramount in surveying.

Extra redundancy, for example by using multiple hard drives which
simultaneously record the data in this area can be invaluable. This can
also provide a means for independent QC of the data in the office.
5.5 On-going Validation
Yes
Regular validation is required to:
Ensure satisfactory
measurements.
repeatability
and
reproducibility
of
the
Provide continuing evidence of measurement stability.
Define any limitations in the equipment operating procedures (e.g.

minimum speeds for reliable results).
DCC shall include repeatability surveys as part of their QA plan. Approximately

every 2/3/4 <modify to suit> weeks the DCC shall re-measure a segment of road
at least 10/20/30 <modify to suit> Km long that was surveyed at least 7/14
<modify to suit> days previously to confirm that the data are consistent. These
data shall be supplied to Client within 5 <modify to suit> days to allow them to
independently confirm that the data are consistent.
It is recommended that when the DCC teams are near the validation sites that
50
they be incorporated into the revalidation above.

At the end of the survey DCC shall repeat their data collection on the validation
sites to allow for confirmation that there have been no major changes in the
measurements. This may not be a full revalidation exercise however need to
demonstrate that the equipment hasnt changed.
51
TRAFFIC MANAGEMENT AND SAFETY

6.1 Traffic Management Plan
Yes
Appropriate traffic management shall be deployed for all field activities. It

is the responsibility of the DCC to ensure safety of survey team and the
traveling public using the network, including pedestrians. It is also
important to ensure that data collection exercises cause minimum
disruption/congestion.
Traffic management shall be provided in accordance with the following documents:
Code of Practice for Temporary Traffic Management
Any other documents
<modify to suit>
The Traffic Management Plan (TMP) establishes the minimum requirements for
traffic management that shall be implemented during the field survey operations.
The process is as follows:
A generic TMP shall be developed by the DCC and agreed by the Client.
This shall cover all aspects of the work (including calibration and validation
and all other field operations). The TMP shall also include work hours,
details of non working days (such as weekends and holidays) etc.
The DCC shall provide Client the TMP at least one week before the start of
the surveys including equipment calibration and validation.
The Client must approve the TMP in writing with their approval or
comments and concerns, if any.
The DCC shall address all concerns and comments received from the Client
before the survey starts. The DCC shall not start any field work unless the
TMP is approved by the Client.
Survey vehicles shall travel as fast as practicable (up to the operating speed of the
road), commensurate with safety and high quality data collection. The DCC shall
maintain a management and safety register. The register shall include incidents,
accidents and comments/issues raised by the community.
It is the responsibility of the DCC to take appropriate measures to keep all field
operations, survey crew and other traffic on the road safe at all times. DCC shall
also
ensure
that
the
data
collection
exercises
cause
minimum
disruption/congestion.
52
DATA PROCESSING AND STORAGE

7.1 Data Format
Yes
To ensure the data is compatible with Client agencys asset management

software it is advisable to provide full details of all data formats for all
collected data. This should include the composition of the data, the
number of characters, whether the data is an integer or a character and
any other information that the DCC may need. The format of the data
should be agreed with DCC before the survey starts.
All data items are to be processed by the DCC and stored in two formats:
Raw data - Individual measurements recorded by the equipment (e.g. the

raw roughness counts). Must be provided in ASCII delimited format or in a
format approved by the Client. The raw data must contain sufficient data
to enable reprocessing to obtain the processed data.
Processed data - Raw data which has been processed and summarised at
the specified reporting interval. The formats of the processed data must be
comma separated values, Text, MS Excel, DBF, MS Access <modify as
appropriate>.
The file format of the data items and mapping coordinate system shall be agreed
with the Client before the start of surveys.
7.2 Provision of Data
Yes
All data items collected shall be submitted by DCC. The data collected are
the property of the Client agency.
The following data are to be provided by the DCC:
Calibration and Validation: All data related to initial and post survey
calibration and validation including 100 Km field validation within 2
<modify as appropriate> weeks from the completion of the calibration and
validation.
On-going Validation: The raw and processed data from the links
resurveyed in the repeatability checks within 5 <modify as appropriate>
calendar days of the survey to allow for quality control checks by the
Client.
Survey Data: Complete raw and processed survey data shall be provided
to Client within 30 <modify as appropriate> days of the final links in the
contract package being surveyed or at least 7 <modify as appropriate>
days before the contract completion.
For each data item, the date of the survey has to be stored in the database file.
During the course of the data collection, data are to be provided on a regular basis
53
to the Client. Data must be provided at provincial <modify as appropriate>

level within 30 days of the completion of each Province <modify as appropriate>.
At least two copies of all data/video are to be provided; one for backup purpose
and the other for general use.
7.3 Supplemental Software
Yes
All software purchased as part of the contract shall be turned over to the
Client as part of deliverables. DCC may use supplemental software for
data viewing and/or data processing. This supplemental software is
necessary for data processing at a later stage by Client.
The DCC shall supply data processing programs for the Client to use to process the
data at a later date if required. The software supplied shall be:
Free from proprietary license or other encumbrances so that executable

versions shall be able to be used by the Client.
Able to be modified or updated by the Client or DCC during the term of this
contract following the Clients requested modification.
Able to be supported or maintained by the respective vendor/manufacturer

for at least 3/5 <modify as appropriate> years from the date of completion
of this contract.
Licensed to the Client.
It is recommended that the software have the following characteristics:
Be capable of operating in a network environment under Windows

2000/XP/Vista <modify as appropriate>.
Have data in reasonably sized files which are easy to locate and
systematically referenced.
Provide an ability to select displacement range within a selected length and

then produce a listing of all or selected data items.
All software purchased under the project for purposes of satisfactorily complying
with the tasks and requirements of these services shall have licenses transferred
to the Client upon demobilization.
7.4 Data Review and Acceptance
Yes
Client shall review all data submitted by DCC and provide their comments
or concerns if any. Timely review of the data by Client can enhance the
data quality and minimizes the delays in contract completion.
Upon receiving the data from DCC, the Client or Client Representative shall
undertake a data audit and verification. If the data audit reveals discrepancies or
54
other problems the DCC shall take appropriate action to rectify the problem. This
includes but not limited to corrections to the data processing routine or a resurvey
of the road.
The Client will endeavor to review all data supplied and issue a Data Acceptance
Certificate in less than 30 <modify as appropriate> calendar days provided no
discrepancy or issue is found with the supplied data.
If a resurvey request is made, due to the data discrepancy within 30 <modify as
appropriate> calendar days of the data being supplied no additional payment for
the resurvey will be made unless the DCC can show that any perceived data error
was incorrect.
Where it is deemed necessary for the Client to recheck data that has been
resubmitted, all costs to the Client will be charged to DCC, and will be deducted
from the payments due to the DCC under this contract based on the following
rates:
Senior Engineer : USD 100/hr <modify as appropriate>
Junior Engineer : USD 75/hr <modify as appropriate>
Payments shall not be made for the rejected data.
The final payment shall not be paid and the contract is not completed until the
Data Acceptance Certificate is obtained from the Client.
55
MONITORING AND REPORTING

8.1 Initial Meeting
Yes
The initial meeting provides a chance to introduce the team members to

Client agency. This also provides a platform to discuss on issues if any from
both sides and agree upon the project schedule.
An initial meeting shall be held as soon as the mobilization of the staff is completed
but before any field activity initiated. This meeting includes, but not limited to:
Introduction of DCC team members.
Introduction of the Project Manager and Client Representative from Client.
Brief overview of the Inception report, if any.
Finalisation of the survey and personnel schedules.
Overview of the Quality Management Plan and Traffic Management Plan and
its requirements.
8.2 Inception Report
Yes
Inception report shall be considered for larger assignments as this requires

considerable resources. Most of these items can be discussed in the initial
meeting without requiring inception report stage.
Inception report shall be submitted within 3 <modify as appropriate> weeks from

the mobilization. The report shall confirm the:
equipment to be used.
calibration certificates and validation methodology.
short list of validation sections.
final survey methodology.
resources and schedules.
The purpose of the inception report is to fine tune the proposed methodology
specific to the project conditions which were not possible to identify and/or quantify
at the time of the proposal. However, DCC shall not reduce the scope of work
and/or resources specified in their proposal.
56
8.3 Quality Management Plan
Yes
Section 5.2 discusses the Quality Management Plan. During the onset of
the contract the Client and the DCC shall finalize the Quality Management
Plan subject to approval by the Client.
Throughout the duration of the contract, the DCC shall report on steps and
processes as set out in the Quality Management Plan. Any incidents and
corrective actions taken should also be highlighted
Report on quality control and assurance procedures adopted refer Section

5.2.
8.4 Calibration and Validation Manual
Yes
Calibration and validation manual is produced as part of the equipment

validation process as discussed in Chapter 4.
The purpose of the calibration and validation manual is to summarize the calibration
and validation procedures adopted on this contract and their results. The manual
shall include:
Description of calibration procedures adopted.
Summary of calibration surveys and their results.
Description of validation procedures adopted.
Details of validation sites so that these sites are located easily in the future.
Summary of validation surveys and their results.
Summary of 100 Km field validation.
This manual shall be submitted within 14 <modify as appropriate> days of the
completion of the 100 Km field validation or as they may be called for.
8.5 Data Management Manual
Yes
Data management manual is intended for the office staff that are
responsible for receiving the field data and post processing survey data as
required.
The purpose of the data management manual is to provide precise, clear and
consistent instructions to the data management staff. The manual shall include:
Procedures for audit of survey log and field notes.
57
Procedures for receiving data from field teams including data backup and
data archiving.
Procedures for the audit of raw data and for its completeness.
Procedures for data processing.
Procedures for validating processed data.
The data management manual shall be submitted
appropriate> days from the start of the actual surveys.
within
30
<modify as
8.6 Survey Procedures Manual
Yes
Survey procedures manual is one of the critical documents that dictate the
quality of the surveys. This shall include the instructions for survey team
which will enable them to undertake consistent and appropriate field work.
This document is necessary for all data collection contracts.
The purpose of the survey procedures manual is to provide precise, clear and
consistent instructions to field teams. The manual should at least include:
Description of the system installation, operation and maintenance.
Description of the field data to be collected.
Definition of the data, distresses and other terms used.
Visual images of the pavement distresses to be recorded and their

classification.
Contingency measures including data back up and daily post survey data
processing.
Daily or weekly validation checks as required by this Contract.
Format of field notes and instructions to complete field notes.
The survey procedures manual shall be submitted at least 7 <modify as
appropriate> days before the start of the actual surveys for Client approval.
8.7 Progress Reports
Yes
These reports indicate the overall progress of the contract and likely
contract completion. The Client agency shall study these reports
thoroughly and assist, advise and guide DCC as necessary.
Progress reports shall briefly outline the progress to date and give an updated
58
survey program at the end of each month. The reports must be submitted within
seven days <modify as appropriate> of the end of the month.
The Client shall request for the progress as deemed necessary at any other time.
The DCC shall submit the progress to date within 2 <modify as appropriate>
working days from receiving the request.
The progress reports shall include at least the following:
Road links surveyed during the month.
Major survey equipment or vehicle breakdowns, including procedures to

ensure data quality after repair.
Details of on-going validation surveys completed during the month.
Major issues faced on field operation, and accidents or incidents that

occurred, health and safety issues and traffic management and remedial
measures taken to resolve these issues.
Quality Control and Assurance (See 8.3)
Overall progress including bar charts etc.
8.8 Final Report
Yes
The final report summarizes all tasks undertaken as part of the contract.
This report shall contain the lessons learnt and recommendation for future
data collection contracts. This report shall include a brief summary with
outputs for distributing to wider community.
The final report shall include the overall summary of the project tasks including:
Details on calibration and validation.
Field surveys and data backup and archives taken.
Overall survey statistics including survey downtime.
Major problems and issues faced and their remedial measures taken.
Data statistics such as daily survey lengths, in terms of bar charts etc.
Lessons learnt and recommendation for future data collection contracts.
The final report shall be submitted at least 7 <modify as appropriate> days before
the contract completion. The final report shall be revised and resubmitted after
addressing the Clients comments on the final report.
The final report shall also include a separate Executive Summary of the project with
brief overview of the project activities, outputs and achievements for distributing to
59
wider audience.
8.9 Progress Review Meetings
Yes
The purpose of the progress review meeting is to discuss the issues that
have arisen and remedial measures taken. This provides a platform for DCC
to update and discuss with Client agency on the issues which may impact
on the contract schedule.
The progress review meetings shall be held at the end of every two months
<modify as appropriate> or as deemed necessary by the Client. The DCC Team
Leader or Project Manager must attend all review meetings with sufficient
information on project progress. The DCC shall highlight the problems/issues that
they have faced and likely situations of importance which may impact the overall
contract completion.
60
KEY DELIVERABLES
9.1 Deliverables
Yes
The contract deliverables including their number of copies shall be clearly

identified and specified in the TOR. All deliverables shall be thoroughly
reviewed and appropriately commented within the time frame.
The following shall be submitted as per the schedule specified elsewhere in the
document:
Survey Data including Video files
Raw Data: 2 <modify as appropriate> copies
Processed Data: 2 <modify as appropriate> copies
Manuals and Plans
Traffic Management Plan: 3 <modify as appropriate> copies
Quality Management Plan: 3 <modify as appropriate> copies
Calibration and Validation Manual: 3 <modify as appropriate> copies
Survey Procedures Manual: 3 <modify as appropriate> copies
Data Management Manual: 3 <modify as appropriate> copies
Reports
Inception Report: 5 <modify as appropriate> copies
Progress Reports: 5 <modify as appropriate> copies
Final Report: 5 <modify as appropriate> copies
The Client may request additional documents or reports to be provided and/or

presented for discussion, provided they are related to the project. The DCC shall be
obliged to undertake such requests from the Client, and provide the necessary
information within the specified and agreed time.
<modify to suit>
9.2 Format
Yes
The Client agency shall ask for a copy of the all deliverables and documents
to be submitted in electronic format.
All deliverables shall be submitted in both written and electronic format except for
the survey data which shall be submitted in the electronic format unless otherwise
specified.
Electronic copies of all documents and reports shall be provided in MS Word or any
61
other agreed format.

<modify to suit>
9.3 Intellectual Property
Yes
The project reports including data, maps and other information developed
in the project belong to the Client. Any specific procedures developed and
paid by the Client shall also be considered the property of the Client.
However, DCC can make use of this information with Client agencys
written consent.
All data, reports, plans, manuals, processes specific to the project and all
documents or reports prepared or developed as part of the project shall be the
property of the Client. The intellectual property of such documents belongs to
Client. DCC can make use of or refer to such documents for marketing and/or other
project purposes after obtaining written consent from Client. The Client shall issue
the consent to all reasonable requests.
Other documents including data, maps and reports supplied to the DCC by Client or
other organizations to assist with the study shall be returned to Client at the end of
the project.
62
10 SCHEDULE AND RESOURCES

10.1 Project Schedule
Yes
The project schedule should be detailed in the TOR. Client agency shall
estimate the likely project commencement data and duration as
realistically as possible considering the procedures involved in the process.
It is anticipated that mobilization may occur by July 2007 <modify as appropriate>.

Commencement: <include as appropriate>
Completion: <include as appropriate>
Duration : <include as appropriate>
10.2 Data Collection Contractors Personnel
Yes
The focus for the Client agency shall be to execute contract successful. The
DCC can be given freedom to choose their own team to carry out the
project. Client may provide some indication of the resources required or
budget available if applicable.
The DCC is expected to have the following relevant experience:
Handling of large road databases.
Application of location referencing and road/traffic surveys.
Experience in a similar environment.
The preparation of survey guidelines and maps.
The human resources required are estimated below:

The composition of skills and experience in the team shall be proposed in relation to
the tasks outlined. As a general indication it is expected that this project will
require approximately 70 <modify to suit> person-months of which 30 <modify to
suit> person-months will comprise specialists with international experience. The
actual requirements shall depend on the skills mix selected, the survey
methodology and the deployment of staff. The following is provided as an indicative
guide to the make-up of the key professional staff. However, the DCC has the
freedom to propose the team they consider to be the most suitable for carrying out
the Project.
Position
Minimum Qualification
Team Leader /
Project Manager
Experience in road, bridge and traffic data collection

with particular reference to similar conditions. The
desirable qualification is Master in Transportation
with at least 12 years experience <modify to suit>.
Experience in highway engineering project including
road and pavement condition data collection systems
and associated data collection. The desirable
qualification is Bachelor in Civil Engineering with at
Data Collection
Specialist
63
Traffic Engineer
Quality Assurance
Specialist
Data Processing
Specialist
GIS/Mapping
Specialist
Computer
Programmer
(Optional)
least 10 years experience <modify to suit>.

Experience in traffic engineering project including
traffic surveys and associated equipment. The
desirable qualification is Bachelor in Civil Engineering
Experience in quality assurance of traffic, road and
pavement condition data collection. The desirable
qualification is Bachelor with at least 10 years
experience <modify to suit>.
Experience in data processing of road, traffic and
pavement inventory and condition data including
location referencing with particular reference to
automated data acquisition systems in similar
conditions. The desirable qualification is Bachelor
Experience in data processing and conduct assurance
of GPS surveys and GIS based road management
systems. The desirable qualification is Bachelor with
at least 8 years experience <modify to suit>.
Experience in developing computer programs for
processing road and traffic survey data with
particular reference to similar conditions. The
desirable qualification is Bachelor with at least 6
years experience <modify to suit>.
An appropriately qualified person may serve in one or more positions; however

each position will be rated according to that persons requisite ability.
The key staff mentioned above shall represent the core team that will be based in
<specify the City/town>. Only their CVs will be used for the technical proposal
evaluation. The CVs for the field team members carrying out the field operations are
not required; however, the required survey positions shall be identified and included
in the overall project team in the technical proposal for evaluation.
<modify to suit>.
10.3 Services and Facilities Provided by the Client
Yes
It is recommended that the Client provide office space and other basic
facilities to the DCC and if possible within the same office building. This has
proven to be very effective in the past in not only managing the project but
also ensuring effective technology transfer.
Where possible the Client should consider providing counterpart staff to
work with DCC during the course of the project. This will ensure the
technology transfer and provides a platform for better communication
between Client and DCC. This has in the past proven to be very effective in
resolving the issues if any, as soon as possible.
The Client shall designate a Project Manager (PM) and a Clients Representative
(CR) for the project. The PM deals principally with the financial aspects of the
project. The CR will coordinate the day-to-day technical management of the project
on behalf of the Client and will be the first point of contact for the DCC for nonfinancial issues.
Two counterpart staff shall be provided by the Client to ensure the process of
technology transfer and to help the DCC execute the project. The Client may at the
request of the DCC provide office space, electrical power, lighting and air
conditioning as and when needed <modify as appropriate>.
64
The DCC with the help of the CR will coordinate and consult whenever necessary
with the relevant government agencies and others. The Client will provide the DCC
with all relevant maps, data, reports and other required information that are readily
available with various government agencies. All maps, data, reports, and etc.
supplied to the DCC shall be returned to the Client at the end of the project.
65
11 BASIS OF PAYMENT
11.1 Basis of Payment
Yes
The road length provided in this TOR is only an estimate. The Client may increase or
reduce survey length based on the available budget. However, the DCC should plan
on surveying a minimum of 10,000 <modify as appropriate> Km of road network.
The project is to be treated as output based contract and the DCC must prepare
their proposal accordingly. To that end:
All equipment required for the project must be procured by the DCC.
The equipment shall not be turned over to the Client at the end of the
project <modify to suit>. Refer Section 2.14.
The payments shall be paid on pro-rata (survey completed for number of

km or stations) basis using the unit rates supplied.
Lumpsum payments will be made after every milestone such as acceptance

certificate etc.
There shall be no mobilization and demobilization payment.
The payment schedule shall be as follows:

Activity
Payment Type
Basis
Acceptance for survey certificate
lump-sum
10%
Data collection
pro rata
per km or number
Data processing
pro rata
per km or number
Acceptance of final report
lump-sum
15%
Per km or per number unit rates shall be used for additional network.
The monthly remuneration for the key staff and field staff shall be provided by the
DCC in their financial proposal. However, staff remuneration is considered only for
providing additional services. The bulk of their costs shall be included in the lumpsum or unit rate costs covering data collection and data processing.
<modify to suit>
11.2 Payment
Yes
Invoices shall be submitted as per the payment schedule or at the end of every
month <select as appropriate>. The respective time sheets for the key staff and the
field staff shall accompany all invoices. The invoices shall be audited by the Client
and all reasonable costs shall be paid within 10 <modify to suit> working days from
the receipt of the invoice.
66
The time spent by the staff shall be compared with the time schedule agreed in the
contract. The actual time spent by the key staff on the project shall only be paid at
all times, to the maximum of the agreed schedule in the contract and any less time
than the contract schedule shall be deducted from the final payment or any other
intermittent payment <modify to suit>.
67

07 04 23 Pavement Data Collection Services Generic Spec v1.0

Caricato da

Informazioni sul documento

Copyright

Formati disponibili

Condividi questo documento

Condividi o incorpora il documento

Opzioni di condivisione

Hai trovato utile questo documento?

Questo contenuto è inappropriato?

Copyright:

Formati disponibili

07 04 23 Pavement Data Collection Services Generic Spec v1.0

Caricato da

Copyright:

Formati disponibili

Generic Terms of Reference

Pavement Data Collection Services

East Asia Pacific Transport Unit

The World Bank

Quality Assurance Statement

Generic TOR for Pavement Data Collection Services

Generic Terms of Reference for Pavement Data Collection Services

April 23, 2007 - Version 1.0

Generic TOR for Pavement Data Collection Services

Notes on the Format

Section / Clause Heading

April 23, 2007 - Version 1.0

Pavement Condition Data Collection System Generic Specification

April 23, 2007 - Version 1.0

Pavement Condition Data Collection System Generic Specification

TRAFFIC MANAGEMENT AND SAFETY....................................................................51

April 23, 2007 - Version 1.0

Pavement Condition Data Collection Generic Specification

Common objectives of clients obtaining pavement and road condition data

To enforce appropriate and industry standard data collection

To ensure appropriate calibration, validation and quality procedures

To establish a road and pavement condition database to use with

To establish industry standard systems and processes associated

To monitor network condition status and perceived benefits from

Provide network condition data to facilitate year on year comparisons and to

<Include others as appropriate>

1.2 Procurement Process

The procurement process shall be as follows:

April 23, 2007 - Version 1.0

Pavement Condition Data Collection Generic Specification

As part of the validation study, 100 km of surveys shall be conducted to

In the case of termination Client has the authority to negotiate and/or

April 23, 2007 - Version 1.0

Pavement Condition Data Collection Generic Specification

It is recommended to define or describe the terminology used in the

Automated Data Collection: Fully automatic measurement and storage of

Semi-Automated Data Collection: Manual observations which are

Manual Data Collection: Manual observations and manual recording on

Road Network: A logical system of road links, sections and nodes.

Location Reference Point (LRP): These are intermediate points between

Segment: A segment is a length of road that is homogeneous in terms of

Section: A section is a part of a road segment that has been subdivided

Accuracy: The ability of the survey equipment to measure the true

April 23, 2007 - Version 1.0

Pavement Condition Data Collection Generic Specification

equipment being more accurate to that currently being used.

Measurement Interval: The physical measurement interval used by the

Reporting Interval: The minimum specified reporting interval at which the

Dual Carriageway Road: A multi-lane road with or without a barrier or

Split Road: A road segment, which on some part and at a particular

Surface Area: Total section length multiplied by the carriageway width.

Mandatory item is an activity/task that is required to be collected during

Optional item is an activity/task that is additional/optional and may be

<modify to suit> and <Include others as appropriate>

2.2 Roles of the Parties to the Contract

Engineer or Client Representative (if applicable) - representative of the

Data Collection Contractor (DCC) - normally responsible for data collection,

2.3 Term of the Contract

April 23, 2007 - Version 1.0

Pavement Condition Data Collection Generic Specification

Longer term contract gives DCC the opportunity to maximize their

The disadvantage of longer term contracts is normally as a result of

The best option is to have a hybrid contract that contains a fixed

The following aspects need to be specified.