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HomeMy WebLinkAboutRES 19-067RESOLUTION NO. 19-067 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be, and he is hereby, authorized to execute a Consultant Services Agreement with Infrastructure Management Services, LLC (IMS), of Tempe Arizona, in the estimated amount of $152,209.00 for street pavement management services. The Agreement is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 19th day of March, 2019. r N CONSULTANT SERVICES AGREEMENT REFERENCE ID: 18 This AGREEMENT, effective this day of 2019, is by and between: City of Beaumont, TX 801 Main St. Beaumont, TX 77701 Hereinafter called CLIENT, and IMS Infrastructure Management Services, L.L.0 1820 W. Drake Drive, Suite 104 Tempe, AZ 85283 Hereinafter called CONSULTANT, who agree as follows: PART I - RECITALS CLIENT desires to engage CONSULTANT to provide professional consulting services to complete a comprehensive pavement condition survey for the City of Beaumont, TX as described in Section II — Scope of Services, and to render its services in the terms and conditions provided in this agreement. Both CLIENT and CONSULTANT agree that execution of this AGREEMENT is a material element of the consideration to execute the Services. Additional terms and conditions may be added or changed only by written amendment to this AGREEMENT signed by both parties. In the event CLIENT uses a purchase order or other form of documentation to administer this AGREEMENT, the use of such form shall be for convenience purposes only and any additional or conflicting terms it contains are stricken. This AGREEMENT shall not be assigned by either party without prior written consent of the other party. In consideration of the rights and obligations hereinafter specified, CLIENT and CONSULTANT agree as follows: PART II - SCOPE OF SERVICES The scope of CONSULTANT's services ("Services") and project deliverables are described in Attachment A — Scope of Services, the contents of which shall be incorporated into this AGREEMENT. PART III - COMPENSATION CLIENT shall pay compensation to CONSULTANT for the Services performed under this agreement according to the fee schedule, or unit rate table, presented in Attachment A — Scope of Services. CONSULTANT may invoice CLIENT at least monthly and payment is governed by Chapter 2251 of the Texas Government Code, unless governed by a different TX State or Federal law. Likewise all claims for interest on outstanding balances, early pay discounts and attorney's fees on disputes relative to payments are governed by the foregoing noted Statutory provisions. The Invoice shall follow the fee schedule and be based on percentage complete or other agreed upon milestones. Documentation in the form of a project status spreadsheet shall be supplied in support of each invoice. CLIENT shall notify CONSULTANT in writing, at the address above, if CLIENT objects to any portion of the charges on the invoice, and shall promptly pay the undisputed portion. IMS Infrastructure Management Services IMS CityoJBeaumont_Contract 2019 Page 1 EXHIBIT "A" PART IV - PROVISIONS 1. PERIOD OF SERVICE - Work shall be initiated upon written authorization from CLIENT or execution of this agreement. The contract shall remain in force until the project is completed and notification of completion is submitted by CONSULTANT to CLIENT or for two calendar years after from the execution date of this agreement — whichever comes first. 2. WARRANTY — CONSULTANT warrants to CLIENT that it will perform the services in a manner consistent with that level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions in the same locale. 3. INDEMNIFICATION — CONSULTANT shall defend, indemnify, and hold harmless CLIENT, their agents, officers, members and employees, from and against legal liability for all claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are caused by CONSULTANT's negligent acts, errors, or omissions. 4. INSURANCE - CONSULTANT represents that it now carries, and will continue to carry the following minimum insurance applicable to the project. Type of Insurance Limits Of Liability Commercial General Liability $1,000,000 (per occurrence) Automobile Liability $1,000,000 Workers Compensation As per applicable state law 5. GOVERNING LAW — The laws of the State of Texas shall govem the interpretation and enforcement of this contract. Any litigation which arises between the parties shall be initiated and pursued in the State or Federal District Court in Jefferson County, TX and no other. The work is located in the City of Beaumont, County of Jefferson. The Consultant shall comply with all ordinances, regulations and other lawful requirements of said City and County and of the State, Federal and other public authorities within their respective jurisdictions governing the work on public property. 6. SEVERABILITY — Any provision of the AGREEMENT which may be rendered null and void shall not invalidate the remainder of this AGREEMENT to the extent the AGREEMENT is capable of execution. 7. TERMINATION - Either party may terminate this AGREEMENT or the Services without cause upon giving the other party thirty (30) calendar days' written notice. In such case, CONSULTANT shall be paid costs incurred and fees earned to the date of termination, loss of profit plus reasonable costs of closing the project. a. Upon delivery of such notice by either party to the other party, and upon expiration of the thirty day period, the Consultant shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders or contracts are chargeable to this Agreement. As soon as practicable after receipt of notice of termination, the Consultant shall submit a statement showing in detail the services performed under this agreement to the date of termination. The Client shall then pay the Consultant promptly that proportion of the prescribed charges which the Consultant actually performed under this Agreement that is applicable and useable for this Project, less such payments on account of the charges as have been previously made. Copies of Work prepared under this agreement shall be delivered to the Client when and if this Agreement is terminated. IMS Infrastructure Management Services IMS CityoJBeaumont Contract 2019 Page 2 b. Failure by the Consultant to comply with the submittal of the statement and documents as required above shall constitute a waiver by the Consultant of any and all rights or claims to collect any monies that the Consultant may be rightfully be entitled to for services performed under this Agreement. CONFIDENTIALITY - CLIENT is limited in its ability to agree to confidentiality provisions pursuant to the Texas Public Information Act, Texas Government Code 552.001, et seq. Accordingly, the City does not agree to confidentiality except to the extent allowed by the Texas Public Information Act and, where applicable, the Federal Freedom of Information Act. If a third party seeks information relative to Vendor, and not the contract itself, to the extent required by the Texas Public Information Act, the City will notify Vendor of such request so the Vendor might protect its interests. OWNERSHIP OF DOCUMENTS — Work product and all documents, including the original drawings, estimates, specifications, analyses, calculations, field notes and data, will remain the property of the Consultant as instruments of service. However, it is to be understood that the Client shall have free access to all such information with the right to make and retain copies of drawings and all other documents including field notes and data. Any re -use without specific written verification or adaptation by Consultant will be at Client's sole risk and without liability or legal exposure to the Consultant. 9. SAFETY - Safe practices are to be considered a priority requirement in the performance of this AGREEMENT. CONSULTANT will comply with the provisions of Federal, State and local health and safety requirements. 10. NON-DISCRIMINATION IN EMPLOYMENT - CONSULTANT agrees and hereby certifies that in providing the services hereunder, it shall not discriminate against any employee or applicant because of race, color, religion, age, sex, or national origin. CONSULTANT shall abide by provisions of all applicable governmental regulations pertaining to non-discrimination. 11. NOTICES — All notices hereunder materially changing this AGREEMENT must be in writing to the designated CLIENT contact and CONSULTANT project manager. 12. FORCE MAJEURE — Neither CLIENT nor CONSULTANT shall be considered in default in the performance of its obligations hereunder if such obligations were prevented or delayed by any cause beyond the reasonable control of the party which include, but are not limited to acts of God, labor disputes or civil unrest. 13. REJECTING DEFECTIVE/UNSATISFACTORY WORK — The Client shall have authority to disapprove or reject work which the Client believes to be defective or unsatisfactory whether or not the work is completed. ADDITIONAL TERMS - None. PART V - SIGNATURES The parties have caused this AGREEMENT to be executed in duplicate counterparts, each of which shall be considered as an original by their duly authorized offices. IMS Infrastructure Management Services IMS CityoJBeaumont_Contract_2019 Page 3 CLIENT: CITY OF BEAUMONT By: Signature Title Printed Name Date CONSULTANT: IMS RASTRUCTURE MANAGEMENT SERVICES; LLC By: p SnCnQl 1 f GI Signature Idle " Qert:k _ 3 Ila I ISI Printed Name Date IMSIl(mstructure Management Services !MS CityofBeaurnoni Conlracl 2 19 page 4 Attachment A: Scope € :i of Services IMS Infrastructure Management Services 1820 W. Drake Dr. Suite 104. Tempe, AZ 85283 Phone: (480) 839-4347 Fax: (480) 839-4348 www.ims-rst.com To: Dr. Joe Majdalani, PE, Director of Public Works From: Jeff Myers, MSA, Client Services Manager, Central Region Subject: Pavement Management Update Thank you for requesting a quotation for pavement data collection services from IMS Infrastructure Management Services. IMS excels in pavement and asset management solutions and can provide a full suite of data collection services. In addition, IMS retains the same team that completed the 2011 assignment, resulting in a second to none understanding of the Beaumont road conditions and the City's existing pavement management system. This proposal reflects the 2011 competitive pricing, adjusted for current centerline mileage. Date: March 12, 2019 Project: City of Beaumont Project No.: N/A The City of Beaumont currently maintains approximately 675 centerline miles of roadways using the Lucity pavement management system and is considering a move to the CityWorks asset management software in the future. The Laser Road Surface Tester (RST) will complete two passes (once in each direction) on the arterial and collector roadways, resulting in a total survey mileage of 837. IMS collects all data in accordance with the U.S. Army Corps of Engineers data protocols, commonly called ASTM D6433-11, as required by the Lucity software and other 3rd party asset management systems such as CityW orks. This proposal will highlight the following activities: The IMS team's innovative approach to objective ASTM D6433 automated data collection that meets the needs of a diverse road network such as the City of Beaumont. Analysis modeling expertise with the City's existing configuration set up. IMS retains a copy of the pavement management set up files on our servers and stands ready to update the network. Delivery of quality and comprehensive results in industry standard formats such as Excel spreadsheets, Access databases, Personal Geodatabases, shape files, or even Google Earth KMZ files. The idea is to simplify pavement management, not make it needlessly complicated. • Maintaining the continuity of data so that City Staff can accurately assess the health of their paved roadway network. IMS will bring the same team from the 2011 project. Our staff is well equipped with the tools to assure the City of Beaumont receives quality and accurate data in a timely manner. IMS Infrastructure Management Services Beaumont 2019 update rev 2 page I City of Beaumont Texas Performing Objective ASTM D6433 Data Collection The IMS fleet of pavement performance equipment includes four Laser Road Surface Testers, two Dynaflect Devices, and two Sidewalk Surface Testers. For this survey, we propose to use our Laser Road Surface Tester (RST) enhanced with digital imagery and GPS capabilities. The RST, with its Laser Camera Array (LCA) is capable of collecting a full array of pavement condition data complete with high accuracy GPS coordinates and multiple view digital imagery for both rigid and flexible pavements (in real time), as it traverses the roadway. An integrated Digital Direct Condition Rating System (DDCRS) supplements the RST data for additional ASTM D6433 distress data elements, quality assurance and inventory information. Specialized data processing, using GIS as its backbone, allows the pavement data to be quickly checked for completeness and quality. The main components of the enhanced RST are: • A transducer bar with an array of 11 laser cameras, rate gyroscopes, inclinometers and accelerometers to measure pavement roughness, rutting, cracking, and geometrics. • DDCRS that may be customized to collect a variety of roadway attributes and extent -severity based pavement distresses. • Ability to collect dual wheel path roughness to International Roughness Index (IRI) standards. • Up to 7 digital video cameras for forward, pavement, side and rear right-of-way images for QA/QC, virtual drive deliverables, and right-of-way asset extraction. • High accuracy Global Positioning System (GPS) receiver with inertial navigation. • Dual distance measuring instruments to measure linear distances to within +/- 0.5%. Laser Camera Array (LCA) The LCA is an ASTM device capable of collecting automated pavement condition data. The LCA is comprised of gyroscopes, accelerometers and 11 high speed lasers configured to capture roughness data to International Roughness Index (IRI) standards and wheel path rutting measurements. Our 11 -sensor configuration provides greater precision and repeatability of profile data over traditional five sensor configurations because it reduces the impact of vehicle wander in the driving lane. The LCA automatically collects transverse cracking, block cracking, alligator cracking, distortions and texture. The laser camera technology automatically detects cracks and minute variances in the pavement surface. Thus, the LCA greatly diminishes the subjective nature of pavement condition data collection performed by "windshield" and image based field surveys. IMS Infrastructure Management Services Beaumont 2019 update rev 2 page 2 City of Beaumont Texas The following diagram illustrates the full configuration of the RST for ASTM D6433 pavement condition data collection assignments. Laser Camera Array 11 laser sensors that objectively quantify pavement cracking, texture, rutting, roughness, (LCA) cross fall, crown, grade, and radius of curvature. The lasers collect data in a severity and extent format that conforms to ASTM D6433 protocols. %' The Laser RST can be mounted with up to 7 digital cameras depending on each project s Digital Cameras ' ;y unique requirements Digital images are largely used for man} purposes data validation; . virtual dnve deliverables to clients and nght of way asset myeittory development r _j GPS technology is coupled with inertial navigation to enhance the acquisition of accurate GPS Acquisition longitude and latitude coordinates. Municipal agencies are becoming GIS centric and thus all data must be georeferenced for plotting in a GIS environment and linking with the Texas state plane south -zone XI' coordinates. _T _Distance'Measunng 't Dual DMI `pulse transducers that rt accurately collect and repo -,'vehicle distance and speed• << Instrurnegts (DMI) T7ie distance datais mtegrafed with the inventory, GPS data flow, and time code Hardware & Storage The Laser RST is equipped with multiple servers and computers that store the data collected from the lasers, cameras, GPS, and touch -screen event board. The touch screen, event board allows IMSato collect a wide range of'data from�pavement Di ital Direct Condition .. 9 distresses to the validation of pavement attgbutes The touch-screen".event board can be Rating Systemu(DDCRS) configuredin any�uianner we desire and coiiforms^to;;the ASTM severity and eXtent•data,' f collecrion.nrotocols, This is;also used for unique,asset attnbiiteldentificahon. IMS Infrastructure Management Services Beaumont 2019 update rev 2 page 3 City of Beaumont Texas Analysis Configuration Update, Pavement Analysis, & 5 -Year Plan After the field survey's IMS will begin processing the pavement distress severity and extent scores in an effort to develop a Pavement Condition Index (PCI) for each roadway segment. The condition results will then be analyzed by a team of IMS engineers who assist the City in the development of a multi-year pavement management plan that maximizes network benefit while meeting City specific priorities. This section provides a brief summary of the functionality of the analysis configuration in order to emphasize our implementation expertise as well as the abilities and constraints within the software. The IMS analysis has incorporated many of the key facets of pavement management that assist agencies in producing cost effective maintenance programs. By incorporating key components of a cost benefit analysis into the operating parameters, we can develop an analysis that is optimized to meet the needs of the City and maximize every dollar spent. Field Inspection Data and Pavement Condition Index (PCI) The IMS analysis allows you to store information regarding your pavements; including surface types, number of lanes, patching estimates, cross slopes, and sidewalk & curb types with replacement estimates. Pavement condition data including surface distress, roughness, and deflection results can be stored and analyzed. Using the Pavement Manager Setup table, you can develop customized condition elements, distress types (load & non -load), Indices (SDI, RI, & SI), weightings, and overall PCI calculations. In addition to the yearly programs, the net impact each budget scenario has on the expected condition of the road network over time can be determined. This budget impact can be illustrated both in terms of the yearly increase and in terms of decrease in the average network PCI score, PCI distribution, or % Backlog of roads that were not selected by the budgets. IMS converts the difficult to understand ASTM D6433 data to a 0-10 distress rating scale with distress weighted factors (DWF), where DWF = {Area under D6433 deduct curves/3000}. Modeling and Performance Curves With an IMS analyis, you can forecast various 100 budget scenarios to help you determine your 90 ideal maintenance and rehabilitation schedule. The analysis will help you decide what rehab 11 TO activities should be performed, when and 6 where to perform them, and an ideal budget sa. for your system to maintain it at a specific o level of of service. a IMS uses pavement deterioration models that MIOLIIMMMqqq can be customized to reflect the climatic 10 SOM conditions and structural characteristics of the ° 0 5. 10 15 20 25 30 35 40. 45. 50 City of Beaumont road network. As a result, T'°'°newo performance curves can be developed on factors such as functional class, pavement type and sub -grade strength. IMS Infrastructure Management Services Beaumont 2019 update rev 2 page 4 OMMO_,` ®--.- 1 wOMaMMONOMM LWOM"M -` `M... IMS uses pavement deterioration models that MIOLIIMMMqqq can be customized to reflect the climatic 10 SOM conditions and structural characteristics of the ° 0 5. 10 15 20 25 30 35 40. 45. 50 City of Beaumont road network. As a result, T'°'°newo performance curves can be developed on factors such as functional class, pavement type and sub -grade strength. IMS Infrastructure Management Services Beaumont 2019 update rev 2 page 4 City of Beaumont Texas Set Points and Operating Parameters One of the most important aspects of the IMS approach is determining the `set points' or thresholds of the performance curves and other factors. In general, these set points determine what type of treatment will be selected given the current or predicted condition of a road segment over time. For example, the scatter plot displayed below illustrates a rehab selection process that will be updated during the 2017 Beaumont analysis. Each dot represents the outcome of a pavement condition assessment on each segment in the road network. The X-axis is the pavement condition score while the Y-axis is a sum of load associated distress deducts. The boundaries created by the intersection of the vertical green lines and horizontal dashed black lines represent the potential rehabilitation strategy for those given conditions. Each maintenance and rehabilitation strategy is programmed to take place in the most optimal year for each roadway segment. The color bands are also an effective way of illustrating the activity priorities through an analysis that takes into account critical PCI drops, also known as "cost of deferral." The IMS analysis specifically targets "critical segments", which is defined as segments that will drop into a more expensive treatment category if they are not selected now. By presenting the rehab strategies in a visual format such as this, the user, City staff, management, and Councils can easily understand, follow and potentially modify the results with confidence. 100 90 so n g 70 w M 60 n M 50 N Q 40. .J 30 20' 10 0 :3rd Prlarfj/- 0 10 20 30 40 so 60 70 so 90 30o Pavement Condition Index (KI) IMS Infrastructure Management Services Beaumont 2019 update rev 2 page 5 City of Beaumont Texas Rehabilitation Analysis An unlimited number of pavement maintenance and rehabilitation strategies can be defined within the IMS analysis. An analysis is then run, incorporating the performance curves, set points, filter criteria and rehab alternatives to identify the overall need in terms of rehab strategies and costs for the City's road network, for today as well as year on year for the next 5 to 10 years. The IMS approach allows you to input any number of "what if' budget scenarios and produce prioritized yearly rehab programs City of Beaumont Five Year Cost Rehab PC] versus Annual Budget a Ekft PG 0 615 ae<ge,.sa.sb 0o sa ,a ea ao tao u.o Ann" Budget Each Year Por 5 Years (SMS) based on those funding levels over a 5 - year analysis period. Typical budget scenarios include Budget $/Year, Unlimited Budget $, "Do Nothing" Budget, and a Target PCI Budget. What is included in an IMS analysis & report? • Street ownership and inventory/attribute report • Present condition ranking — detailed and summary condition data including; Good/Fair/Poor, Load Associated Distresses (LAD), Non -LAD, and Project reviews of each street in the network, as well as the network as a whole. • Fix all budget analysis — this identifies the upper limit of spending by rehabilitating all streets assuming unlimited funding. • Do nothing analysis — this identifies the effects of not performing roadway rehabilitation projects. • Steady state rehabilitation life cycle analysis — this identifies the minimum amount of rehabilitation that must be completed in order to maintain the existing level of service over 3, 5, or 10 years. • PCI & funding levels — what funding will be necessary to maintain a PCI of 75, 80, & 85. • Plus or minus 50% and other additional runs — additional budget runs are completed at rates of +50% and -50% of the suggested steady state analysis. Up to 10 budget scenarios will be run. • Integration of capital projects and Master Plans — ongoing and proposed projects that affect roadway rehabilitation planning will be incorporated into the analysis. • Draft 5 -year rehabilitation and prioritized paving plans — based on need, available budget and level of service constraints; a minimum of three budget runs will be completed. • Final prioritized paving plan — incorporating feedback from stakeholder departments and utilities, complete with budget and level of service constraints. IMS Infrastructure Management Services Beaumont 2019 update rev 2 page 6 City of Beaumont Texas 2017 City of Beaumont Pavement Management Budget The project will be completed using a combination of unit rate and lump sum based activities. The spreadsheets presented on the following page is based on the IMS work plan and deliverables. It represents a realistic budget to complete the roadway update, and we are confident we can maintain an on-time, on -budget approach to the assignment. In addition, IMS has applied a project discount in an effort to extend the competitive 2011 unit rates to this assignment. Thank you for considering IMS as a viable solution to your pavement management and we will strive to become an asset and extension of the City of Beaumont staff and team. If any questions arise please do not hesitate to call. Sincerely, IMS Infrastructure Management Services �11004 Jeff Myers, MSA Client Services Manager, Central Region IMS Infrastructure Management Services Beaumont 2019 update rev 2 page 7 City of Beaumont Texas IMS 2019 Roadway Network Update Task Activity Project Initiation Quantity Units Unit Rate Total 1 Project Initiation 1 2 Network Referencing Update & Field Routing Set Up 837 3 Survey Protocol Review & Confirmation 1 4 Pavement Width Measurements/Validation (Aerial Photography) 837 Field Data Collection 5 Laser RST Mobilization and Calibration 1 6 Field Data Collection - Surface Condition & Pavement Attributes 837 Data Management 7 Data QA/QC, Processing, and Formatting - Surface Condition 837 8 Process Forward View Images at 20 - 25 foot Intervals - 1 view 837 9 Lucity SuperSegment Development & Analysis Operating Parameter Update/Configurati 1 10 Five Year Pavement Management Plan & Final Report 1 11 Network Functional Classification Review 19 12 Project Management 1 SubTotal For Network Update $6,500.00 13 Extension of 2011 Competitive Rates Discount 15.25 Supplemental Activities: 14 Lucity Data Load & Import 15 Mobilization and Dynaflect Calibration a. Arterial & Major Collector Deflection Data Collection b. Data QA/QC, Processing, and Formatting - Subgrade Analysis 16 Council Presentation 17 Web Hosted Digital Image Viewer 18 Right -of -Way Asset Data Collection (GPS & ROW Imagery) a. Sidewalk & Obstructions Database b. Curb & Gutter Database c. Signs & Support Database d. ADA Ramp & Obstructions Database e. Pavement Markings & Stripings Database (Linear Features) f. Street Lights Database LS $6,000.00 $6,000.00 T -MI $15.00 $12,555.00 LS $1,500.00 $1,500.00 T -MI $9.00 $7,533.00 LS $3,500.00 $3,500.00 T -MI $115.00 $96,255.00 T -MI $18.00 $8,000.00 $15,066.00 $8,000.00 T -MI $11.00 $2,500.00 $9,207.00 $2,500.00 LS $6,500.00 $145.00 $6,500.00 $46,980.00 LS $7,500.00 $7.50 $7,500.00 $2,430.00 HR $120.00 $3,500.00 $2,300.00 $3,500.00 LS $11,681.00 $7,000.00 $11,681.00 $7,000.00 837 T -Mi $20.00 $179,597.00 $16,740.00 % 427,388.00 $50.00 -$27,388.00 Project Total: $152,209.00 1 LS $8,000.00 $8,000.00 1 LS $2,500.00 $2,500.00 324 T -M1 $145.00 $46,980.00 324 T -MI $7.50 $2,430.00 1 LS $3,500.00 $3,500.00 1 LS $7,000.00 $7,000.00 837 T -Mi $20.00 $16,740.00 837 T -Mi $50.00 $41,850.00 837 T -Mi $50.00 $41,850.00 837 T -MI $100.00 $83,700.00 837 T -Mi $60.00 $50,220.00 837 T -M1 $60.00 $50,220.00 837 T -Mi $50.00 $41,850.00 IMS Infrastructure Management Services Beaumont 2019 update rev 2 page 8