HomeMy WebLinkAboutPR 21089: AWARDING OF PAVEMENT MANAGEMENT CONTRACT TO IMS INFRASTRUCTURE MANAGEMENT SERVICES, LLC IN THE AMOUNT OF $98,500.00 City of
ur1 rtltu��
Teras
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: September 30, 2019
To: The Honorable Mayor and City Council
Through: Ron Burton, Interim City Manager
From: Alberto Elefano, P.E., Public Works Director
RE: P.R. 21089—Awarding of Pavement Management Contract to IMS
Infrastructure Management Services, LLC in the amount of$98,500.00
Introduction:
The intent of this agenda item is for the acceptance of the proposal for pavement management
throughout the City of Port Arthur from IMS Infrastructure Management Services, LLC of
Tempe, Arizona, in the amount of$98,500.00.
Background:
The City of Port Arthur maintains approximately 450 centerline miles of roadway. The current
conditions of the roads throughout the City are not uniformly known and are required to properly
plan and budget for maintenance and future development projects. The City advertised a request
for proposals on August 30, 2019 and September 4, 2019 for pavement management to survey
roadway conditions. IMS Infrastructure Management Services, LLC, a pavement and asset
management consulting firm that has effectively completed similar work throughout the State of
Texas,was the sole respondent to the City's advertised request for proposals.
IMS Infrastructure Management Services, LLC will survey all City streets, analyze the survey,
and develop a five-year rehabilitation plan, which will be used to prioritize and budget street
rehabilitation and maintenance plans. IMS Infrastructure Management Services, LLC proposes
to complete the work for the amount of$98,500.00 for the Traffic Division's management of
City roads.
"Remember,we are here to serve the Citizens of Port Arthur"
444 4a'Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
Budget Impact:
This contract impacts funds in the Capital Streets Account for the pavement evaluation and
analysis, Account No. 307-1601-591.86-00.
Recommendation:
It is recommended that the City of Port Arthur City Council approve PR 21089 authorizing the
City Manager to execute a contract with IMS Infrastructure Management Services, LLC of
Tempe, Arizona, for the not-to-exceed amount of$98,500.00.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R. 21089
09/27/2019 fcr
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO A CONTRACT WITH IMS INFRASTRUCTURE MANAGEMENT
SERVICES, LLC OF TEMPE, ARIZONA, FOR THE SURVEY AND
ANALYSIS OF ALL CITY ROADWAYS AND THE DEVELOPMENT OF A
FIVE-YEAR ROADWAY REHABILITATION PLAN IN THE NOT-TO-
EXCEED AMOUNT OF $98,500.00. FUNDING IS AVAILABLE IN THE
CAPITAL STREETS ACCOUNT NO. 307-1601-591.86-00.
WHEREAS, the City of Port Arthur maintains approximately 450 centerline miles
of roadway; and,
WHEREAS, the roadway conditions throughout the City are not uniformly known
and a survey and an analysis of all city roadways must be done in order that proper
budgeting and planning can occur for maintenance and development projects; and,
WHEREAS, the City advertised the request for proposals for pavement
management to survey roadway conditions on August 30, 2019 and September 4, 2019;
and,
WHEREAS, IMS Infrastructure Management Services, LLC, a pavement and asset
management consulting firm, was the sole respondent to the City's advertised request
for proposals; and,
WHEREAS, IMS Infrastructure Management Services, LLC submitted a proposal
for the survey of all City roadways, analysis of the survey, and development of a five-
year roadway rehabilitation plan in the not to exceed amount of $98,500.00 (See Exhibit
A); now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
P.R. 21089
09/27/2019 fcr
Page 2 of 3
THAT, the facts and opinions in the preamble are true and correct; and,
THAT, the City Manager of the City of Port Arthur is hereby authorized to execute
on behalf of the City of Port Arthur a contract with IMS Infrastructure Management
Services, LLC of Tempe, Arizona, for the survey and analysis of City roadways and for the
development of a five-year prioritization plan for project development and budgeting in
the amount of $98,500.00, in substantially the same form as attached hereto as Exhibit
"A"; and,
THAT, a copy of the caption of this Resolution No. be spread upon the Minutes of
the City Council.
READ, ADOPTED AND APPROVED this the day of , A.D. 2019 at
a meeting of the City of Port Arthur, Texas by the following vote:
Ayes: Mayor:
Councilmembers:
Noes:
Thurman "Bill" Bartle
Mayor
ATTEST:
Sherri Bellard
City Secretary
P.R. 21089
09/27/2019 fcr
Page 3 of 3
APPROVED AS TO FORM: APPROVED Fe,R ADMI IST ION:
411111114,.1%
ale(/l'n, Esq. Ron Burton V
•
City '�orne / Interim City Mana!-r
APPROVED AS FOR AVAILABILITY OF
FUNDS:
Kandy Daniel
Director of Finance
Alberto Elefano, P.E.
Director of Public Works
rl�
Clifto Williams, CPPB
Purchasing Manager
EXHIBIT A
CONTRACT FOR THE PAVEMENT MANAGEMENT OF CITY ROADWAYS
THIS AGREEMENT, made this day of , 2019,
by and between the City of Port Arthur, a municipal corporation organized under the laws
of the State of Texas, hereinafter called "OWNER" or "CITY" and IMS Infrastructure
Management Services, LLC a limited liability company herein acting by and through
hereinafter called "CONTRACTOR".
WITNESSETH: That for and in consideration of the payment terms, conditions
and agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be 100 days from start date on Notice to Proceed.
The City can terminate this contract at its convenience which includes, but is not
limited to, funding not being available in any budget cycle with thirty (30) days
written notice.
2. The Contractor will perform work as stated in the Contract Documents.
3. During the term of this Contract,the Contractor will furnish at his own expense all of
the materials, supplies,tools, equipment, labor and other services necessary to
connection therewith, excepting those supplies specifically not required of Contractor
in the Specifications.
4 The CONTRACTOR agrees to perform all the work described in the specifications
and contract documents and to comply with the terms therein for the sum of
$ 98,500.00.
5. The term "Contract Documents" means and includes the following:
a) Agreement
b) Advertisement for Bid
c) Addendum
d) General Information
e) Specifications
f) Bid
g) Notice of Award
h) Notice to Proceed
6. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
A- 1
7. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed
by their duly authorized officials, this Agreement in (2 copies) each of which shall be
deemed an original on the date first above written.
Signed on the day of 2019.
ATTEST CITY OF PORT ARTHUR
BY
Sherri Bellard Ron Burton
City Secretary Interim City Manager
Signed on the day of 2019.
WITNESS IMS INFRASTRUCTURE
MANAGEMENT SERVICES, LLC
BY
Print Name: Print Name:
Title:
A- 2
CITY OF PORT ARTHUR, TEXAS
ADVERTISEMENT FOR PROPOSALS
Notice is hereby given that sealed bids, addressed to the City of Port Arthur, will be received at
the Office of the City Secretary, City Hall 411 4th Street or P. O. Box 1089, Port Arthur, Texas
77641 no later than 3:00 p.m., Wednesday, September 11, 2019 and all Proposals received
will thereafter be opened and read aloud at 3:15 P.M., on Wednesday, September 11, 2019 in
the City Council Chambers, 5th Floor, City Hall, Port Arthur, Texas for certain services briefly
described as:
REQUEST FOR PROPOSALS
PAVEMENT MANAGEMENT
Bids received after the deadline stated above, regardless of method of delivery, will not be
considered and returned unopened.
Copies of the Specifications and other Contract Documents are on file in the Purchasing Office,
444 4th Street, City of Port Arthur, and are open for public inspection without charge. They can
also be retrieved from the City's website at www.portarthurtx.gov or www.publicpurchase.com.
The City of Port Arthur reserves the right to reject any and all bids and to waive
informalities.
Per Chapter 2 Article VI Sec. 2-262(C) of the City's Code of Ordinance, the City Council shall
not award a contract to a company that is in arrears in its obligations to the City.
<t.„ ,batt,,
Cliftojai.)
Williams, CPPB
Purchasing Manager
FIRST PUBLICATION: August 30, 2019
SECOND PUBLICATION: September 4, 2019
City of CITY OF PORT ARTHUR,TEXAS
sc?-r h`--`-r ADDENDUM NO. ONE (1)
September 10,2019
Bid For: Pavement Management
The following clarifications, amendments,deletions, additions,revision and/or modifications are made a part of
the contract documents and change the original documents only in the manner and to the extent hereinafter
stated and shall be incorporated in the contract documents.
Provisions of this addendum shall take precedence over requirements of the original contract documents and all
BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF
THEIR BID.
Addendum as follows
1. DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central
Standard Time, Wednesday, September 18, 2019. (The clock located in the City Secretary's
office will be the official time.) All bids received will be read aloud at 3:15 p.m. on Wednesday,
September 4,2019 in the City Council Chambers,City Hall, 5th Floor,Port Arthur,TX.
If you have any questions,please contact the Purchasing Division at 409-983-8160.
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID
DOCUMENTS.
C1i Williams,CPPB
Purchasing Manager
9/16/2019
Signature of Proposer Date
THURMAN BILL BARTIE,MAYOR RONALD BURTON
HAROLD DOUCET,SR MAYOR PRO TEM INTERIM CITY MANAGER
COUNCIL MEMBERS: Cin'2f ) SHERRI BELLARD,TRMC
RAYMOND SCOTT,JR. CITY SECRETARY
CAL J.JONES
THOMAS J.KINLAW III „ r ,• VAL TIZENO
CHARLOTTE MOSES � CITY ATTORNEY
KAPRINA FRANK Texas
August 31,2019
REQUEST FOR PROPOSAL
PAVEMENT MANAGEMENT
DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m.,
Central Standard Time, Wednesday, September 11, 2019. (The clock located in the City
Secretary's office will be the official time.) All proposals received will be read aloud at 3:15p.m.
on Wednesday, September 11, 2019 in the City Council Chambers, City Hall, 5th Floor, Port
Arthur, TX. Proposals will be opened in a manner to avoid public disclosure of contents;
however,only the names of proposers will be read aloud.
MARK ENVELOPE: P19-099
DELIVERY ADDRESS: Please submit one (I) oriv,inal and three (3) exact duplicate copies of
your RFP to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY or CITY SECRETARY
P.O. BOX 1089 444 4TH STREET,4th Floor
PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning the Request for Proposal should be directed in writing to:
City of Port Arthur,TX
Clifton Williams, Purchasing Manager
P.O. Box 1089
Port Arthur,TX 77641
clifton.williams@portarthurtx.gov
Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams,CPPB
P.O.Box 10891444 4th Street I Port Arthur,Texas 776411 409.983.8160 1Fax 409.983.8291
The enclosed REQUEST FOR PROPOSAL(RFP) and accompanying General Instructions are for
your convenience in submitting proposals for the enclosed referenced services for the City of Port
Arthur.
Proposals must be signed by a person having authority to bind the firm in a contract. Proposals
shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand
corner of the envelope.
ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE
OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed
RFP submittal arrives at the above location by specified deadline regardless of delivery method
chosen by the firm. Faxed or electronically transmitted RFP submittals will not be accepted.
Cleicta.ip
Clifton Williams,CPPB
Purchasing Manager
Page 2 of 19
REQUESTS FOR PROPOSALS
PAVEMENT MANAGEMENT
(To be Completed ONLY IF YOU DO NOT BID.)
FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY
RESULT IN REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will
be reinstated upon request.
In the event you desire not to submit a bid,we would appreciate your response regarding the
reason(s). Your assistance in completing and returning this form in an envelope marked
with the enclosed bid would be appreciated.
NO BID is submitted: this time only not this commodity/service only
Yes No
Does your company provide this product or services?
Were the specifications clear?
Were the specifications too restrictive?
Does the City pay its bills on time?
Do you desire to remain on the bid list for this product or service?
Does your present work load permit additional work?
Comments/Other Suggestions:
Company Name:
Person Completing Form: Telephone:
Mailing Address: Email:
City, State, Zip Code: Date:
Page 3 of 19
Specifications
for
Pavement Management
Scope of Work:
The City maintains approximately 450 centerline miles of roadway. The Laser Road Surface
Tester (RST) conducts two passes on the major roadways (arterials and collectors) and a single
pass on the residential roadways, resulting in an estimated 540 survey miles.
The data will be collected following the industry standard ASTM D6433 data collection protocols
and longitudinal profile will be reported as the International Roughness Index(IRI). The scope of
services includes the acquisition of objective surface condition data network wide, HD digital
imagery, pavement analysis modeling, implementation of the Easy Street Analysis (ESA)
spreadsheet, and development of a comprehensive 5-year rehabilitation plan that maximizes City
resources through the use of cost benefit practices.
Page 4 of 19
The City of Port Arthur requires comprehensive responses to every section within this RFP.
Conciseness and clarity of content are emphasized and encouraged. Vague and general
proposals will be considered non-responsive and will result in disqualification. To facilitate
the review of the responses, Firms shall follow the described proposal format. The intent of
the proposal format requirements is to expedite review and evaluation. It is not the intent to
constrain proposers with regard to content, but to assure that the specific requirements set
forth in this RFP are addressed in a uniform manner amenable to review and evaluation.
Failure to arrange the proposal as requested may result in the disqualification of the
proposal. It is requested that proposals be limited to no neore than 50 pages, excluding
resumes. All pages of the proposal must be numbered and the proposal must contain an
organized, paginated table of contents corresponding to the sections and pages of the
proposal.
EVALUATION CRITERIA:
The Proposer shall provide the following information:
EXPERIENCE:
1. Proposer's performance in Pavement Management for governmental entities.
Proposer should indicate the number of years of experience the firm has in performing
Pavement with Cities with a minimum comparable size to the City of Port Arthur.
REFERENCES:
Include three (3) business references for which similar services have been provided. Include the
following:
1. The period for which you have provided this service;
2. A brief description of the scope of work; and
3. Contact name,title,address,and telephone number.
The Proposer hereby authorizes and requests any person, firm, corporation and/or government
entity to furnish any information requested by the City in verification of the references provided
and for determining the quality and timeliness of providing the services.
PRICING:
Please submit a rate sheet and total cost to provide this Service.
PROJECT APPROACH
1. Describe your firm's capability to provide all services required. Below are some items that
may be stated. Contractor can discuss other items in the approach.
A. Number of employees to provide this service.
B. The process for this project
C. List of equipment that will be used.
D. Time frame to complete this service.
Page 5 of 19
SELECTION PROCESS:
All applications will be screened by an evaluation committee and those applicants selected for a
short list may be invited to attend an interview, at the applicant's own expense. The City shall not
incur any costs for applicant preparation and/or submittal of qualifications.
The City will evaluate all responses based on the qualifications, past performance and project
approach. The City reserves the right to negotiate the final fee prior to recommending any
business for a contract.
The City's process is as follows:
A. The evaluation committee shall screen and rate all of the responses that are submitted.
Evaluation ratings will be on a 100 point scale and shall be based on the following
criteria:
a. Experience ... 15 points
b. References 20 points
c. Pricing 40 points
d. Project Approach 25 points
B. Staff shall recommend the most qualified business to the City Council and request
authority to enter into a contract.
C. When services and fees are agreed upon, the selected business shall be offered a
contract subject to City Council approval.
D. Should negotiations be unsuccessful, the City of Port Arthur shall enter into
negotiations with the next, highest ranked business. The process shall continue until an
agreement is reached with a qualified business.
E. This RFP does not commit the City of Port Arthur to pay for any direct and/or indirect
costs incurred in the preparation and presentation of a response. All finalist(s) shall
pay their own costs incurred in preparing for,traveling to and attending interviews.
Page 6 of 19
GENERAL INFORMATION:
Proposers are cautioned to read the information contained in this RFP carefully and to
submit a complete response to all requirements and questions as directed.
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and
`Proposal" shall be equivalent.
AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance
with these specifications. The City reserves the right to award on the basis of the Lowest and
Best Offer in accordance with the laws of Texas, to waive any formality or irregularity, and/or to
reject any or all proposals.
ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any
interlineations, alteration, or erasure made before opening time must be initialed by the signer of
the bid, guaranteeing authenticity.
WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting
written request,over the signature of an authorized individual,to the Purchasing Division any time
prior to the submission deadline. The proposer may thereafter submit a new proposal prior to the
deadline. Modification or withdrawal of the proposal in any manner, oral or written, will not be
considered if submitted after the deadline.
CONFLICT OF INTEREST: No public official shall have interest in this contract, in
accordance with Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C,
Chapter 171.
CONFLICT OF INTEREST: Provide a completed copy of the Conflict of Interest Questionnaire
(Form CI(?). The Texas legislature recently enacted House Bill 914 which added Chapter 176 to
the Texas Local Government Code. Chapter 176 mandates the public disclosure of certain
information concerning persons doing business or seeking to do business with the City of Port
Arthur, including affiliations and business and fmancial relationships such persons may have with
City of Port Arthur officers. The form can be can be located at the Texas Ethics Commission
website: https://www.ethics.state.tx.us/fiIinginfo/conflict forms.htm
By doing business or seeking to do business with the City of Port Arthur including submitting a
response to this RFP, you acknowledge that you have been notified of the requirements of Chapter
176 of the Texas Local Government Code and you are representing that you in compliance with
them.
Any information provided by the City of Port Arthur is for information purposes only. If
you have concerns about whether Chapter 176 of the Texas Local Government Code applies
to you or the manner in which you must comply,you should consult an attorney.
ETHICS: Public employees must discharge their duties impartially so as to assure fair,
competitive access to governmental procurement by responsible contractors. Moreover, they
should conduct themselves in such a manner as to foster public confidence in the integrity of the
City of Port Arthur's procurement organization.
Page 7 of 19
Any employee that makes purchases for the City is an agent of the City and is required to follow
the City's Code of Ethics.
MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective
bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the
following requirements:
1. Be able to comply with the required or proposed delivery schedule.
2. Have a satisfactory record of performance.
3. Have a satisfactory record of integrity and ethics.
4. Be otherwise qualified and eligible to receive an award.
5. Be engaged in a full time business and can assume liabilities for any performance or
warranty service required.
6. The City Council shall not award a contract to a company that is in arrears in its
obligations to the City.
7. No payments shall be made to any person of public monies under any contract by
the City with such person until such person has paid all obligations and debts
owed to the City,or has made satisfactory arrangements to pay the same.
ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no
later than 48 hours prior to the date' and time fixed for submission of proposals. Sole issuing
authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City
assumes no responsibility for the proposer's failure to obtain and/or properly submit any
addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be
rejected. It is the vendor's responsibility to check for any addendums that might have been issued
before bid closing date and time. All addenda will be numbered consecutively,beginning with 1.
PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the
City of Port Arthur as its principal place of business must have an official business address(office
location and office personnel) in Port Arthur, the principal storage place or facility for the
equipment shall be in Port Arthur and/or the place of domicile for the principal business owner(s)
shall be in Port Arthur or such other definition or interpretation as is provided by state law.
Contractors outside the City of Port Arthur are allowed to bid.
PRICES: The bidder should show in the proposal both the unit price and total amount, where
required, of each item listed. In the event of error or discrepancy in the mathematics, the unit
price shall prevail.
PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the
successful bidder. The purchase order number must appear on all itemized invoices.
INVOICES: All invoices shall be mailed directly to the(ity of Port Arthur, Attn.: Public Works,
P.O. Box 1089, Port Arthur,Texas 77641.
PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the
goods or services by the City of Port Arthur, in accordance with the State of Texas Prompt
Payment Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e.payment is
due 30 days from the date of the invoice.
Page 8 of 19
SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and
Federal Excise Tax;therefore the proposal shall not include Sales Tax.
VENUE: This agreement will be governed and construed according to the laws of the State of
Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. The City of Port
Arthur may request and rely on advice, decisions, and opinions of the Attorney General of Texas
and the City Attorney concerning any portion of these requirements.
COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws,
ordinances, rules, orders, regulations and codes of the federal, state and local governments relating
to performance of work herein.
INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no
other officer, employee or agent of the City who exercises any functions or responsibilities in
connection with the planning and carrying out of the program, shall have any personal financial
interest, direct or indirect, in this Contract; and, the Contractor shall take appropriate steps to
assure compliance.
DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances
prohibits the City from granting any license, privilege or paying money to any-one owing
delinquent taxes, paving assessments or any money to the City until such debts are paid or until
satisfactory arrangements for payment has been made. Bidders must complete and sign the
AFFIDAVIT included as part of this RFP.
QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically
understood and agreed that these quantities are approximate and any additional quantities will be
paid for at the quoted price. It is further understood that the contractor shall not have any claim
against the City of Port Arthur for quantities less than the estimated amount.
SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX
77640
INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause
required by law to be inserted into the Contract shall be deemed to be enacted herein and the
Contract shall be read and enforced as though each were included herein. If, through mistake or
otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be
amended to make such insertion on application by either party.
CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike
manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities
and means, except as herein otherwise expressly specified, necessary or proper to perform and
complete all the work required by this Contract, in accordance with the provisions of this Contract
and said specifications.
The apparent silence of these specifications as to any detail or to the apparent omission from it of a
detailed description concerning any point shall be regarded as meaning that only the best
commercial practices are to prevail.
Page 9 of 19
While the purpose of the specifications is to indicate minimum requirements in the way of
capability, performance, construction, and other details, its use is not intended to deprive the City
of Port Arthur the option of selecting goods which may be considered more suitable for the
purpose involved.
Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color,
or national origin, be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity receiving Federal financial assistance.
TERMINATION FOR CAUSE: If, through any cause, the Contractor shall fail to fulfill in a
timely and proper manner his obligations under this contract, or if the Contractor shall violate any
of the covenants, agreements or stipulations of this contract, the City shall thereupon have the
right to terminate this contract by giving written notice to the Contractor of such termination and
specifying the effective date thereof, at least fifteen (15) days before the effective date of such
termination. Notwithstanding the above, the Contractor shall not be relieved of liability to the
City for damages sustained by the City by virtue of any breach of the contract by the Contractor,
and the City may withhold any payments to the Contractor for the purpose of set-off until such
time as the exact amount of damages due the City from the Contractor is determined.
TERMINATION FOR CONVENIENCE: The City may terminate this contract at any time
giving at least thirty(30) days notice in writing to the Contractor. If the Contract is terminated by
the City as provided herein, the Contractor will be paid for the service that it has performed up to
the termination date. If this contract is terminated due to fault of the Contractor, the previous
paragraph hereof relative to termination shall apply.
RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require
the Contractor to furnish releases or receipts for any or all persons performing work and supplying
material or service to the Contractor, or any sub-contractors for work under this contract, if this is
deemed necessary to protect its interests.
CARE OF WORK: The Contractor shall be responsible for all damages to person or property
that occurs as a result of his fault or negligence in connection with the work performed until
completion and final acceptance by the City.
SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or
permit any sub-contractor to perform any work included in this Contract until he has received
from the City of Port Arthur written approval of such agreement.
INSURANCE: All insurance must be written by an insurer licensed to conduct business in the
State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense,
purchase, maintain and keep in force insurance that will protect against injury and/or damages
which may arise out of or result from operations under this contract, whether the operations be by
himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or
by anyone for whose acts any of them may be liable, of the following types and limits
1. Standard Worker's Compensation Insurance:
2. Commercial General Liability occurrence type insurance City of Port Arthur, its
officers, agents,and employees must be named as an additional insured):
Page 10 of 19
a. Bodily injury$1,000,000 single limit per occurrence or 51,000,000 each
person/$1,000,000 per occurrence; and,
b. Property Damage$1,000,000 per occurrence regardless of contract amount;and,
c. Professional Liability: $1,000,000.
Contractor shall cause Contractor's insurance company or insurance agent to fill in all information
required (including names of insurance agency, contractor and insurance companies, and policy
numbers, effective dates and expiration dates) and to date and sign and do all other things
necessary to complete and make into valid certificates of insurance and pertaining to the above
listed items, and before commencing any of the work and within the time otherwise specified,
Contractor shall file completed certificates of insurance with the Owner.
None of the provisions in said certificate of insurance should be altered or modified in any respect
except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should
contain a provision that coverage afforded under the policies will not be altered, modified or
canceled unless at least fifteen (15) days prior written notice has been given to the City of Port
Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF
INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as
the Insured. Said completed CERTIFICATE OF INSURANCE Form (s) shall in any event be
filed with the City of Port Arthur not more than ten(10) days after execution of this Contract.
NOTICE TO PROCEED: Notice to Proceed shall be issued within ten (10) days of the
execution of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot
be issued within such period, the time may be extended by mutual agreement between OWNER
and CONTRACTOR.
Page 11 of 19
APPENDICES
RETURN WITH PROPOSAL
A. Letter of Interest Yes
B. Affidavit Yes
C. Non Collusion Affidavit Yes
D. Conflict of Interest Questionnaire If It Applies
E. HB 89 Yes
F. SB 252 Yes
•
1
Page 12 of 19
APPENDIX A
LETTER OF INTEREST
RFP—Pavement Management
Deadline: September 11,2019
The undersigned firm submits the following information (this RFP submittal) in response to the
Request for Proposals (as amended by any Addenda), issued by the City of Port Arthur, TX (City)
to provide Corporate Target Market Branding for the EDC of Port Arthur, TX. Enclosed, and by
this reference incorporated herein and made a part of this RFP, are the following:
❖ Completed RFP Letter of Interest Form
❖ Completed Affidavit
❖ Non Collusion Affidavit
❖ Completed Conflict of Interest Form
❖ HB 89
❖ SB 252
Firm understands that the City is not bound to select any firm for the final pre-qualified list and
may reject any responses submitted.
Firm also understands that all costs and expenses incurred by it in preparing this RFP and
participating in this process will be borne solely by the firm, and that the required materials to be
submitted will become the property of the City and will not be returned.
Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or
incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing
this letter of interest and making the RFP submittal.
This RFP shall be governed by and construed in all respects according to the laws of the State of
Texas.
1\46 nF•-ct c#ce c,-e Mvng47e e7' c ci/5/Zd/9
Firm Name Date
II?2.0 AJ. Om kt ,Or; , S(i r,1Q 10'9 lee p.e //IL/ 8'S'2_R3
Address woe, City/State/Zip
Authorized Signature Title
Dery 7 unnc.r N10) g3?—y3I?
Name(please print) Telephone
QTv�h ec.0.I l 1 S analy,-i t- , co
Email
Page 13 of 19
APPENDIX B
CITY OF PORT ARTHUR,TEXAS
NON-COLLUSION AFFIDAVIT
CITY OF PORT ARTHUR §
STATE OF TEXAS §
By the signature below, the signatory for the bidder certifies that neither he nor the firm,
corporation, partnership or institution represented by the signatory or anyone acting for
the firm bidding this project has violated the antitrust laws of this State, codified at
Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust
laws, nor communicated directly or indirectly the bid made to any competitor or any other
person engaged in the same line of business, nor has the signatory or anyone acting for
the firm, corporation or institution submitting a bid committed any other act of collusion
related to the development and submission of this bid proposal.
Signature:
Printed Name:
v•ece k ,-
Title:
Company:
M,S , 06.12 c7Er 6,16, Mc.. / Se.•. .c ps
Date: /S/ Zo rct
SUBSCRIBED and swo n to before me by the above named 4—/2/e ' �//-A67- on
this the `1``- day of 4ii G"- , 20 /q_.
y; 4F wary POO= ARIZONA Notary Public in and for the
,4•-e,I MARIOOPA ON State of Tsps-jier7
i' a' Cpmmjsygfl N0.506824
,� My Expires 3r31 12020 /���� cl
My commission expires:
Page 14 of 19
APPENDIX C
AFFIDAVIT
All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly
authorized officer of the company whose signature is binding.
The undersigned offers and agrees to one of the following:
D I hereby certify that I do not have outstanding debts with the City of Port Arthur. I
further agree to pay succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they
become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as
theybecome due. p
IMs .Ln'rict„{r-oc'1�-..t iv.-,r"'At rA� SPiar%11 e/3/2al`l
Firm Name Date
lit 2-0 Drzy k ,o„'y.e _ .ro:A. 101E re.1,o.1 /AZ/g.r 3
Address City/State/Zip
C.:1 .-----
Authorized Signaure Tide
Dee-e. / r,„.,-.-- (c j 2.??—ce 1-7
Name(please print) Telephone
Email
STATE: 4 2
COUNTY: N1 GriCe/ict
SUBSCRIBED AND SWORN to before me by the above named 1.e 7 71/4f"
v� )
on this the `� , : • . - o J�/ iu/" ,20 1 l
Vii. Notary ' .' _ARIZONA --—
i- - •r- MNtICOAA COUNT/ (✓'�--
r ' 3 Commission No.506824
•- t.: MyConvnisaonExpires3r3tr020 No Public
RETURN THIS AFFIDAVIT AS PART OF THE PROPOSAL
Page 15 of 19
APPENDIX D
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor doing business with local governmental entity
This questionnaire reflects changes mads to Al.Pew by H.B.20,84Th Leg.,Regular Setslon. OFFICE USE ONLY
nos grrett yvlal•e.c Wag Ned in.w..trd:oce win Chewer 176,local Government Code,by o rand.who
Icon a 1/1151,1.0s
S.retaeonituo .defiled by Section 179.001(1..;will"a local governmental entry and the onto a«cared
vwvfor moots r:gtnoinants under S.::t..I760061o)
By law ant q.ucnrnn.we m.,t be 11..0•:ne1 It..rte.mdc srtmarisaalor of Ina local goverrvnenral envy net lour
than tte 7th R,.rras de"'after e»4,tv sue rervhr tvx:.r os anon of tock that regvire the eto7mom to be
flied Sw Secaon 178 000,.I:Lxa1 Govete nem Code
A vendor commits an elf nse v the venom knotnngty violates Sector 178 006 Local Government Code An
offense under this Latton is a misdemeanor
I
Name of vendor who hes a business relationship wilt local governmental entity.
-1r/,•L+ .L wg-usb-c^7c/-e /11 wn ye n.r.-7 -�ei?'t/i rR!-
QCheck this boa it you are filing an update to a previously filed questionnaire.i The law requrrvu that you hie an updated
colnpieled questionnaire with the apuropriete limo adlhOtriy not later than the 7th business day alter the date on which
you became dove:o that the or.ginaiy Med questionnaire was in00eptste or netcurate.)
LI Name of local government officer about whom IM information I.being dachoeed.
1V/A
Name Of Officer
.i1 Describe each employment or other butaness relationship with the loots government officer,or a family member of the
officer.es described by Section t76.003(a)(2XA).Also describe any family relationship with the local government officer.
Completesubparts A and 8 for each employment or business retail one hip described.Attach additional pages to this Form
CIO as necessary.
A Is the local government ollice,or a family member at the calmer receiving or likely to reserve taxable income,
other than investment income.horn the vendor?
nYes n No
8 is the venoor receivng or leafy to receive taxable income.otter than.vestment income.trot',or at the direction
of the local government officer or a rarely member of die officer AND the axe income is not received from the
local governmental entay?
vet n Yo
J Describe each employment or business relationship that the vendor named in Section I main ins with a corporation or
other business entity with respect to which the local government officer serves as an officer or director,or holds an
ownership interest Of one percent or more.
J
Check this box It the vendor has given the local government dicer a a tangy memcor 01 the officer one or more gifts
as described In Seaton t 70.003(a)(21(3l excluding gifts described h Section 176003(a-l)
J '
--� 9/572e/g
So.,a• — nondn CO.,...nrr.ts:vnln eu 9-cv.rrwta.rtat.,Cry Dow
Form provided by Texas Erica Cor misoion wwwethics slaw to us R.vleod 11:70:20r5
Page 16 of 19
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Acomplete copy of Chapter 176 of the Local Government Code may be found at http://www.slatutes.legis.statelx.us/
Docs/LGfilm/LG.176.htm.For easy reference,below are some of the sections cited on this form.
Local Government Code§176.001(1-a):'Business relationship'means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A)a transaction that is subject to rate or fee regulation by a federal,state,or local governmental entity or an
agency of a federal,state,or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public;or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by,and reponIng to,that agency.
Local Government Code§176,003(a)(2NA)and(Int
(a)A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
(2) the vendor:
(A) has an ernployment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income,other than investment income, that exceeds$2,500 during the 12-month period
preceding the data that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
cr
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B)has given to the local government officer or a family member of the officer one or more gifts
that have an aggregate value of more than$100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed:or
(Ii) the local governmental entity is considering entering into a contract with the vendor,
Local Government Code 4176.006(a)and(a-11
(a) A vendor shall file a completed conflict of interest questionnaire it the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity,or a family member of the officer,described by Section I76.003(a)(2)(A);
(2) has given a focal government officer of that local governmental entity,or a family member of the
officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any
gift described by Section 176.003(a-1):or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator
not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity;or
(B) submits to the local governmental entity an application,response to a request for proposals
or bids,correspondence,or another writing related to a potential contract with the local
governmental entity;or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer,or a
family member of the officer,described by Subsection(a);
(B) that the vendor has given one or more gifts described by Subsection(a);or
(C) of a family relationship with a local government officer.
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11130.2015
Page 17 of 19
APPENDIX E
House Bill 89 Verification
I, Dere k (Person name), the undersigned representative
(hereafter referred to as "Representative") of l M S -
Tnfrac-4-rrc71vr-c Mcola`y.enseri 71- 520%-^ , .s (company or
business name, hereafter referred to as "Business Entity"), being an adult over the age of
eighteen (18) years of age, after being duly sworn by the undersigned notary, do hereby
depose and affirm the following:
1. That Representative is authorized to execute this verification on behalf of Business
Entity;
2. That Business Entity does not boycott Israel and will not boycott Israel during the
term of any contract that will be entered into between Business Entity and the City of Port
Arthur; and
3. That Representative understands that the term "boycott Israel" is defined by Texas
Government Code Section 2270.001 to mean refusing to deal with, terminating business
activities with, or otherwise taking any action that is intended to penalize, inflict economic
harm on, or limit commercial relations specifically with Israel, or with a person or entity
doing business in Israel or in an Israeli-controlled territory, but does not include an action
made for ordinary business purposes.
SIGNATURE OF REPRESENTATIVE
SUBSCRIpED AND SWORN TO BEFORE ME, the undersigned authority, on this
day of .J-( 7-t I v . 20
y�.,t„Y� Am D Maori�� Notary Public-ARIZONA
MARICOPA COUNTY
• ;' Commis 3111
Commission NO. 24
'��J.�..• My Commission Expires 3�3 t'2020
Notary Public
Page 18 of 19
APPENDIX F
SB 252
CHAPTER 2252 CERTIFICATION
I, Derek rU�,, �. the undersigned and
Representative of I MS 1z -/ -e f1/1Q.7070,+7C°4, r
(Company or Business Name)
being an adult over the age of eighteen (18) years of age, pursuant to Texas
Government Code, Chapter 2252, Section 2252.152 and Section 2252.153,
certify that the company named above is not listed on the website of the
Comptroller of the State of Texas concerning the listing of companies that
are identified under Section 806.051, Section 807.051 or Section 2253.153. I
further certify that should the above-named company enter into a contract
that is on said listing of companies on the website of the Comptroller of the
State of Texas which do business with Iran, Sudan or any Foreign Terrorist
Organization, I will immediately notify the City of Port Arthur Purchasing
Department.
Name of Company Representative (Print)
/
Signature of Company Representative
Date
Page 19 of 19
M
Infrastructure Management Services
IMS Intastructure Management Seruces
1820 W.Drake Dr.Ste. 104.Tempe,AZ85283
Phone:(480)839-43 47 Fax:(480)839-4348
September 16'h, 2019 WWW.imsanak9s.00m
City of Port Arthur
City Secretary
444 4'h Street, 41h Floor
Port Arthur, Texas 77640
Reference: Addendum Acknowledgment
Dear Evaluation Committee:
IMS acknowledges the receipt of the addendum for the City of Port Arthur Pavement Management RFP.
Based on the addendum, IMS does not have any alterations to the proposal that was delivered to the City
on September 10'h, 2019.
The official contact person for any questions regarding the IMS proposal is:
Jeff Myers–Central Regional Manager of Client Services
IMS Infrastructure Management Services, LLC
1820 W. Drake Drive, Suite 104, Tempe, AZ 85283
Phone: (417) 372-7021, Fax: (480) 839-4348
Email:jmvers(aimsanalvsis.com
We want to thank you for the opportunity to assist The City of Port Arthur with its pavement management
needs. Based on careful review of the project scope, we are confident that we can provide the City with the
requested services in a cost effective and time efficient manner that will provide a return of substantial
savings. Thank you for your time and consideration.
Regards,
IMS Infrastructure Management Services
-
Jeff Myers
Central Regional Manager of Client Services
Infrastructure Management and Related Services Cover Letter
IMS
Coy of
CITY OF PORT ARTHUR,TEXAS
to2r��«r ADDENDUM NO. ONE (1)
rSeptember 10, 2019
Bid For: Pavement Management
The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of
the contract documents and change the original documents only in the manner and to the extent hereinafter
stated and shall be incorporated in the contract documents.
Provisions of this addendum shall take precedence over requirements of the original contract documents and all
BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF
THEIR BID.
Addendum as follows
1. DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central
Standard Time, Wednesday, September 18, 2019. (The clock located in the City Secretary's
office will be the official time.) All bids received will be read aloud at 3:15 p.m. on Wednesday,
September 4, 2019 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX.
If you have any questions,please contact the Purchasing Division at 409-983-8160.
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID
DOCUMENTS.
C aid/A.241E4-
Clififedi Williams, CPPB
Purchasing Manager
9/16/2019
Signature of Proposer Date
M
Infrastructure Management Services
IMS Intastructure Management Services
1820 W.Drake Dr.Ste. 104.Tempe,AZ85283
Phone:(480)839.4347 Fax:(480)839-4348
www.imsanalwis.com
September 11th, 2019
City of Port Arthur
City Secretary
444 4th Street, 4th Floor
Port Arthur, Texas 77640
Reference: RFP for Pavement Management
Dear Evaluation Committee Members:
IMS Infrastructure Management Services, LLC is pleased to submit our cost proposal for the City of Port
Arthur project. The following pages document the requested tasks. The fee structure is presented with
unit base costs where necessary along with mileage rates. All pricing is exclusive of any City, State or
Federal taxes, levies or duties. These fees are based on the IMS work plan and deliverables as
presented in our Technical Proposal.
IMS has included our fees in this separate, sealed envelope in case this project is categorized as
Professional Services, thus disallowing fees from being considered per Texas State law.
We want to thank you for considering the IMS team as a viable solution for your pavement management
program. Based on careful review of the intended Port Arthur project scope, we are confident that we can
exceed the City's expectations in a cost effective and time efficient manner that would provide a
substantial savings to each agency. Thank you for your time and consideration.
Sincerely.
IMS Infrastructure Management Services
Jeff Myers
Central Region Client Services Manager
2019 Detailed Fee Schedule, Project Tasks, & Not-To-Exceed Total:
Port Arthur,Texas
2019 Pavement Condition Update
Task Activity _ —- Ouant Units Unit Rate Total
Project Initiation
1 Project Initiation 1 LS $3,000.00 $3.000.00
2 Network Referencing&GIS Linkage 540 T-Mi $15.00 $8.100.00
3 Network inventory Checks&Survey Map Development 540 T-Mi $5.00 $2.700.00
Field Surveys
4 RST MobilaatioNCalibration 1 LS $3.000 00 $3,000.00
5 RST Field Data Collection-Pavements 540 T-Mi $105 00 $56,700.00
Data Management
6 Data QAIQC,Processing,Format,&Supply(Excel.shaven!.KMLW 540 T-Mi $20.00 510,800.00
7 Pavement Analysis.Budget Development.&Final Report 1 LS $8,000.00 $8,000.00
a 'ESA•Easy Street Analysts'Basemen Managemere Spreadsheet Software included in Base ActiNhes
h Customizable Pncnkraeon&Cost-Senora Analysts tickled in Base Activrees
c Oxine ESA Spreadsheet Trattng ra wedEa tckraed in Base AWMtes
8 Project Management 1 LS $6,200.00 $6,200.00
P1 ect'To aI $98,6000.00
Supplemental Activities:
9 Provision of Digital Images at 20-30 foot Intervals(Per Mewl 540 T-MI $14.00 $7,560.00
10 ESA GIS Auto Sync Configuration 1 LS $6,000.00 $6.000.00
11 Functional Class Review 540 T-MI $8.00 $4.320.00
12 Dynaflect Mobilization 1 LS $2,500.00 $2,500.00
a Deflection Testing(Annals&collectors) 180 T-Mi $145.00 $26.100.00
13 GIS Clean-Up Services 12 I#2 $175.00 62,100.00
14 Right-of-Way Asset Data Collection(GPS&ROW imagery) 540 T-Mi $20.00 $10,800.00
a. Pavement Markings&Stripings Database(Linear Features' 540 T-Mi $60.00 $32.400.00
b. Curb&Gutter Database 540 T-Mi $50.00 $27.000.00
c. Signs&Support Database 540 T-Mi $100.00 $54.000.00
d. ADA Ramp&Obstructions Database 540 T-Mi $60.00 $32.400.00
e Street Lights Database 540 T-Mi $50.00 $27.000.00
f Sidewalk&Obstructions Database 540 T-Mi $50.00 527,000.00
15 Council Presentation 1 LS $3,500.00 $3,500.00
16 Web Hosted Digital Image Viewer 1 LS $7,000 00 $7.000.00
17 Additional or Specialty Maps for Reporting'beyond typical z mud 1 EA $175.00 $175.00
18 Additional Hard Copies of the Final Report'Above Typical 2 Sets Included) 1 EA $200.00 $200.00
I MS
1.1/S Port Arthur rthur c Ost Proposal 1'gyral
IMS
IMS Infrastructure Management Services
Consultants 1 Engineers
I
1:. r
� ice__
ir44`
,, {fir :'• ,� '1 ti ' '; 'I
r x ;'
.......-- - gli . , .
Technical Proposal
Request for Proposals
For
Pavement Management
I
September 11th, 2019 3:00 PM
City of Port Arthur
City Secretary
444 4th Street, 4th Floor /1
Port Arthur, Texas 77640
consulting
engineering
IMS Office Location
data collection
1820 W Drake Drive, Suite 104 software
Tempe,AZ 85283
(480) 839-4347 ph
(480) 839-4348 fax IMSanalysis.com
I
TABLE OF CONTENTS
1.0 EXPERIENCE 1
1.1 Executive Summary 1
1.2 Company Profile 2
1.3 Roles & Responsibilities 4
1.4 Technical Staff Qualifications 5
1.5 Team Ownership & Collaboration 7
1.6 Regional Experience 8
2.0 REFERENCES 9
3.0 PRICING 10
4.0 APPROACH & METHODOLOGY 11
4.1 Understanding Data Collection in the City of Port Arthur 11
4.2 Objective Distress Identification & Quantification (ASTM D6433) 13
4.3 GIS Integration & Mapping 14
4.4 Cameras & Equipment Configuration 15
4.5 PCI Development, Analysis Configuration, & Five-Year Plan 16
4.6 Developing Logical Projects 19
4.7 Interactive Analysis Spreadsheet— Easy Street Analysis (ESA) 20
4.8 Project Work Plan 22
4.9 Quality Assurance& Control 25
4.10 Anticipated Schedule 28
IMSP19-099 Request for Proposal Pavement Management TOC
1.0 EXPERIENCE
1.1 EXECUTIVE SUMMARY
With over 30 years of direct experience in the pavement data collection and analysis industry, IMS
Infrastructure Management Services (IMS) is the premier pavement and right-of-way (ROW) asset
management firm in the United States. We complete 60 to 70 pavement and asset management
implementations annually, and we stand second to none in our ability to establish cost-effective
maintenance management programs using industry standard deliverable formats such as interactive
Excel spreadsheets, GIS geodatabases, and even simple to use Google Earth KML/KMZ mapping files.
IMS's licensed professional engineers have completed projects across Texas, the U.S., and Canada, in
municipalities such as Pearland, Beaumont, Huntsville, Flower Mound, Celina, Carrollton, Grand Prairie,
Denton, Friendswood, The Colony, Cleburne, Travis County, and many more listed in this proposal.
The primary objective of this Pavement Management project is to provide the City of Port Arthur (City)
with the tools, skills, and information needed to manage their roadway network in a manner that provides
ratepayers with an optimal blend of level of service and annual expenditures. To accomplish this goal,
IMS will conduct automated field surveys that meet and exceed the data collection protocols provided by
ASTM D6433. We will interpret this pavement distress data to apprise the City of the status and needs of
their roadway network. This data will then be utilized to develop comprehensive multiyear street
rehabilitation plans that optimize pavement quality and minimize annual expenditures. Final rehabilitation
plans will be developed using Priority Weighting Factors customized to meet the evolving needs of City
staff and optimized using cost-benefit techniques.
IMS recognizes that not all municipalities have the resources to run a dedicated pavement management
program. Accordingly, IMS has engineered a user-friendly interactive Excel spreadsheet: Easy Street
Analysis (ESA). ESA distills the core metrics of any good pavement management system, including
industry standard performance curves, ASTM D6433 distress protocols, custom prioritization, and cost-
benefit optimization. The ESA data is kept in an industry standard format such that it is easily consumable
by most"Commercial Off-the-Shelf" software applications like CarteGraph, Cityworks, and Lucity.
This proposal will highlight the following activities:
• Implementation of the IMS team's innovative approach to objective automated data collection.
• Delivery of comprehensive results in industry standard formats such as Excel spreadsheets,
Access databases, GIS geodatabases, shape files. or Google Earth KMUKMZ files
• Implementation of an interactive analysis spreadsheet that allows a user to input work completed,
commit projects, develop projects (multiple segments aggregated to form homogenous projects),
group projects into zones, and run budget models without having to become a software expert
• Collaboration with City Staff to guide an iterative analysis process designed to fine-tune the
results to meet the City's specific level of service needs.
• Develop a five-year pavement rehabilitation and maintenance plan that prioritizes the City's
needs and optimizes the rehabilitation plan based on cost-benefit techniques such as "Cost of
Deferral."
'�� P19-099 Request for Proposal Pavement Management Page 1
1.2 COMPANY PROFILE
IMS is a pavement management
consulting firm with over 30 years of
direct experience in the industry, and we
are the premier automated pavement •t
management firm in North America. We ;t
are a professional engineering firm that is
•
100% dedicated to pavement and asset _. f
management, and as such we perform all
work according to our philosophy on '44$
project ownership. Every project is • • T limpai��. .— "'
limmi
assigned a team of dedicated • •
professionals, with the core group
comprised of a Project Principal, Project •"� •
Engineer, and Client Services Manager.
IMS Infrastructure Management Services is based in Tempe, AZ. Since our inception in 1985. IMS has
progressively developed new technologies together with real-world software applications to become a
recognized international leader in the field of pavement and infrastructure management. Our software
solutions provide the tools required to meet the complex challenges within both modern urban and rural
environments
A Brief History of IMS
1983 1985 1997 2000 2004 2012 2014 2019
•Road •IMS formed as a •Terracon •RST capability•Employee •Data •NOMAD •LCMS2 RST:
Surface partnership purchases is expanded purchase of Processing (mobile Added 3 state-
Tester(RST) between Novak IMS—expands with the IMS Capability mappingof-the-art 3D
technology Dempsey, its services addition of •Western expanded application) high-speed
introduced to Swedish and expertise GPS and United States through deployed for canning
s
the North National Roads aanning and
digital camera and Canadian automated all RSTs and pattern
American Authority.and capabilities for presences programs and SSTs recognition
market Deccan.Ltd. asset data expanded routines analysis vans
Since 2004, IMS has completed more than 850 pavement management assignments for government
agencies and private-sector companies throughout North America. IMS's achievements include the
following:
• Certified for ASTM D6433 data collection and participation in ASTM sub-committee E1741 and
TRB subcommittee AFD20 on pavement monitoring and valuation
• Awarded projects by 850 City and county agencies plus 25 large-scale public works departments
• Awarded projects by 10 State agencies, DOTs. MPOs and COGs. and transportation authorities
• Collected data for more than 15 different software platforms, ranging from our own proprietary
systems to third-party programs such as PAVER, Lucity. Cartegraph. and Cityworks. and others.
' P19-099 Request for Proposal Pavement Management Page 2
Equipment Inventory
In addition to providing professional engineering and software services, IMS operates an advanced, state-
of-the-art fleet of data collection units. All equipment is owned and operated by IMS.
Laser RST Vans
The RST is capable of collecting automated pavement condition
data and a full suite of right-of-way asset information in a single
x. pass. The RST incorporates lasers, distance measuring
•
instruments, accelerometers and rate gyroscopes, high-definition
cameras positioned for 360-degree high-resolution video
,.....„ziiii;ii
i� including forward, rear, right-of-way, and side view high-definition
— imagery and video and inertial navigation-based GPS. The RST
is equipped with 11 laser sensors; 7 specifically dedicated to
rutting and 4 high-speed lasers for cracking. IMS can meet
ASTM, FHWA LTPP, PASER, and other standards
2 Dynaflects
.
_�. _ Dynaflects provide nondestructive, multi-sensor dynamic
i— deflection data for pavement structure analysis. Dynaflects have
4WD*" a 30 year history of collecting dependable, repeatable data, and
they may be used on asphalt and concrete roads. Through the
1144-0114 use of load wheels and an oscillating weight, the unit applies a
nondestructive 1,000Ib load to the pavement and measures the
load's deflections through a series of sensors.
kik
4 Sidewalk Surface Testers (SSTs)
The Sidewalk Surface Tester (SST) is a purpose-built field data
a'.,E collection unit designed primarily for surveying municipal
sidewalks, rights-of-way, and parking lots. The SST employs the
NOMAD data collection software that integrates the survey
inventory (GIS), field maps, GPS, and field data collection into a
single platform. NOMAD may be customized for virtually any
type of survey ranging from sidewalk and trail ADA compliance
programs, to parking lot assessments, to full sign surveys.
---- Interactive Easy Street Analysis (ESA)Spreadsheet
j d li i i ,L 1E.JlL`.` l''T 1. IMS has engineered a user-friendly interactive spreadsheet
. �,:�;�, called Easy Street Analysis (ESA). ESA incorporates Priority
J a LI "tall Weighting Factors and cost-benefit techniques to meet the
- _ _ needs of municipalities large and small. This optimization is
- .. a = completed within ESA, and the final projects can then be
programmed back into a third-party software application if
desired. This solution has proven to be a cost-savings measure
for many IMS clients throughout North America.
MSP19-099 Request for Proposal Pavement Management Page 3
1.3 ROLES & RESPONSIBILITIES
The IMS team is built around a core
Prdect Principals/Maneoen
group of key project members who Mark Kramer PE
Stephen Smith.PE
stay with the project from inception
through delivery of the final results. client Services Mareaers
Jeff Myers—Central Region
This core group assesses Zat ThOmason.MBA•Drnctw
decisions, implements them, and
completes follow-up. The corenyvx,NJ
r,
team, led by Mark Kramer, P.E. and
Stephen Smith, P E., (ProjectFkltlManaaer GISManaperlAssetManaaer
Marty Shaeffer PE
John Day
Principals), also includes David ALe.Mourtsen
Butler. P.E. as the Quality
Quality Assurance Menace., Protect Enptneennq
Assurance Manager, Zac c3 RoyBaamen PE
Dave Bretton
Thomason, M.B.A. as the Project
Director, and Jeff Myers as the ! �MS City of Port Arthur,Texas '�Sl
Client Services Manager. Project Organization
The team is structured into two streams that follow the logical work activities and flow of the project. Each
work stream is headed by a specialist in their respective field of practice. For this assignment, activities
relating to the acquisition and quality of field data are undertaken and managed by David Butler, P.E.
David was selected for this role due to his 250,000 miles and over 30 years of technical data
management experience. David also has experience as a Project Manager for the neighboring City of
Beaumont and is familiar with the unique challenges of the area. Marty Shaeffer, P.E. will manage the
GIS linkage and optional activities such as asset inventories and image deliverables. Roy Barkman, P.E.
and David will manage the post-processing routines. pavement condition data formatting, and verification
programs.
We separated the field surveys from the data management and consulting functions in order to ensure
the continual flow of data from the field, through post-processing, and then on to the City. We believe that
the person who collects the data cannot be the same one who validates it.
• The entire team will operate under the direction of Principal Engineers Stephen Smith, P.E. and Mark
Kramer, P.E. This project organization has been intact at IMS for over 15 years, providing a team
approach that is proven and effective in delivering customized pavement management programs. The
IMS team is organized and based on a few mission-critical items:
• Nearly 100 years of combined engineering and project management experience with a focus on
pavement and right-of-way asset data collection projects. IMS staff has experience in roadway
design, construction, municipal engineering and pavement analysis, putting them in a strong
position to develop real-world solutions and budgets.
• IMS staff understands the needs and constraints of the modern public agency. Our knowledge of
industry software modules, and their strengths and weaknesses, will provide the City with a
unique perspective on the implementation of a Pavement Management System.
' P19-099 Request for Proposal Pavement Management Page 4
1.4 TECHNICAL STAFF QUALIFICATIONS
The project roles, qualifications, and responsibilities of the key team members are highlighted in the
following table and summarized below.
Team Member Project Role & Experience
Stephen Smith, P.E. Stephen is responsible for ensuring technical resources are available for
Project Principal the data collection and processing, and he is directly involved with the
pavement analysis and reporting. He ensures that the project remains on
Summary time and that the draft memo and final reports are reviewed with City staff.
19 Years with IMS
Cartegraph Software: Yes • B.S. in civil engineering, over 30 years engineering experience.
Automated Data: Yes • P.E. in Arizona &Delaware and P. Eng. in Alberta.
Pavement Management: Yes • 17 years specializing in pavement and right of way asset
ROW Assets: Yes management for cities and counties.
• In excess of 100 pavement and right-of-way asset management
and implementation projects in the last 5 years. Most involved
development of inventories, GIS integration, analysis and
reporting, and asset management systems.
• in excess of 300,000 miles of data collection and QA/QC using
automated, manual and sampling technologies.
Recent projects: Denton, Friendswood, Huntsville, Hurst, Grapevine,
Euless, Grand Prairie, Flower Mound, Pearland, Denton, Carrollton,
Farmers Branch, Keller, Beaumont, Richardson, Weatherford, Cleburne,
TX; Peoria, Pinal County, Glendale, Paradise Valley. Casa Grande,
Goodyear, Scottsdale, and ADOT AZ.
Zac Thomason Zac is responsible for overall project and client management activities. He
develops the project scope, schedule, team, and ensures the scope is
Director of Client Services adhered to throughout the project.
Summary • B.S. in global business from Arizona State University
13 Years with IMS
• Master's in Business Administration
3`d Party Software: Yes • 9+ years of project management experience in the engineering
Pavement Management: Yes industry.
Automated Data: Yes • Has led over 180 successful pavement management assignments.
ASTM D6433: Yes
Recent projects: Beaumont, Denton, Friendswood, Huntsville, Hurst,
Grapevine, Euless, Grand Prairie, Flower Mound, Pearland, Denton,
Carrollton, Farmers Branch, Keller, Richardson, Weatherford, & Cleburne,
TX; Denver, Longmont, Boulder County, Fort Collins, & Lafayette, CO;
Long Beach, CA.
'�� P19-099 Request for Proposal Pavement Management Page 5
Mark Kramer, P.E. Mark works closely with Stephen to ensure technical resources are
Project Principal&Vice available for the data collection and processing. He is also involved
President of Operations with the analysis and reporting phase of the project. Mark will be
integral throughout the analysis and reporting phase, using his 17
Summary years of pavement management experience to benefit the City.
1 Year with IMS
17 years of Engineering • B.S. and M.S. in Civil Engineering, over 17 years of experience.
Automated Data: Yes • Over 17 years specializing in infrastructure management,
Pavement Management.: Yes software implementation, analysis, and training.
Software Evaluation: Yes • Over 17 years of GIS integration experience in relation to
ROW Assets: Yes infrastructure management.
Software Implementation: Yes Recent projects: Beaumont, TX, Bremerton, Bainbridge Island,
Mason County, Yakima County, WA: Forest Grove, OR.
Marty Shaeffer, P.E. Marty is a professional engineer who has dedicated the last 17 years to
GIS& ROW Manager GIS technology. He is responsible for ensuring accurate linkage of the
IMS data to the City's existing GIS, and he works closely with the
Summary Project Engineer. Marty also facilitates the processing of RST imagery
14 Years with IMS for QA/QC and the development of the database for import to the
3rd Party Software: Yes selected software module.
GIS: Yes • B.S. in civil engineering, 27 years engineering experience.
ROW Assets: Yes • 15+years specializing in GiS mapping.
▪ P.E. in California, New Mexico, &Arizona.
• Registered AutoCAD Developer and member of the ASCE
Recent projects: Denton, Friendswood, Huntsville, Hurst, Grapevine,
Euless, Grand Prairie, Flower Mound, Pearland, Denton, Carrollton,
Farmers Branch, Keller, Beaumont, Richardson, Weatherford, &
Clebume, TX; Denver, Longmont, Boulder County, Fort Collins, &
Lafayette, CO; Long Beach, CA.
Jeff Myers Jeff is responsible for overall project and client management activities.
Central Region Client Services He develops the project scope, schedule, team, and he ensures the
Manager scope is adhered to throughout the project. Jeff works very closely with
the Project Principal, and he is considered a primary point of contact for
Summary our clients.
1Years with IMS • M.S. in accounting, University of Phoenix, 2011
3rdParty Software: Yes • B.S. in economics, Missouri State University
Automated Data: Yes
• C.F.M. (Certified Financial Manager), Regan School of
Pavement Management: Yes Business
ROW Assets: Yes
Recent projects: Beaumont, Celina, Denton, Denton County, TX:
Lincoln County, Sioux Falls, SD; Fayetteville, AR; Andover& Derby, KS.
IMS P19-099 Request for Proposal Pavement Management Page 6
1.5 TEAM OWNERSHIP& COLLABORATION
As a professional engineering firm that is 100% dedicated to
asset management, IMS performs the work hand in hand with
our philosophy of project ownership and collaboration. The
focus of this Pavement Management project is to collect
objective pavement condition data that is captured using
automated technologies and collaborate directly with the City i ._
in the development of a comprehensive and rational s~
Pavement Management System.
This project has been assigned a team of dedicated
professionals, with the core group comprised of Project
Principals Stephen Smith, P.E., and Mark Kramer, P.E.;
Project Engineer Roy Barkman, P.E.; and Project Director,
Zac Thomason, M.B.A. Client Services Manager, Jeff Myers,
M.S.A. Project ownership begins with establishing a cohesive team dynamic. The Project Principals
ensure technical resources are available. They oversee the project in its entirety and lead deliverable
discussions to ensure continuity of services and accurate results. The Project Engineer is the "Doer" of
the group. He is responsible for preparing the survey maps, reviewing GIS linkage, and processing the
condition data. The Client Services Managers, meanwhile, spur the project forward from inception
through completion. Their responsibilities include scope negotiation/development, schedule development,
project administration, and global project management.
The primary benefit of the IMS project ownership philosophy is that all members of the team are points of
contact throughout the entire project. No key staff member is replaced with a "B Team." In fact, this
project ownership has already begun: The assigned Client Services Manager is leading the development
of this proposal. We understand that thoughtful collaboration between IMS and City staff is vital to the
success of this project.
Key Points of Team Collaboration
• Initiation of project kickoff meeting to introduce the IMS team and City staff assigned to this
project. Knowing who retains what information from the onset of the project is the key to success.
IMS plans to coordinate closely with the City's engineering and planning departments.
• Review of the IMS field inventory maps that will be loaded to the RST. The idea is to ensure the
City's comfort with the data coverage and network referencing methodology.
• Demonstration of equipment to City staff during scheduled RST mobilization meeting
• Review of collected segment level condition data and PCI scores with City staff to verify team
comfort with the output If any issues arise from the condition data, QA/QC is conducted with City
staff utilizing the RST HD imagery.
• Iterative analysis and fine-tuning of results to meet the needs of City staff. The City can expect
multiple iterations of the analysis as we dial in on rehabilitation activities, unit rates, the sizes of
projects or neighborhoods, budget burdens/constraints, and mapping of the results.
• Review and comment on the IMS draft report before publishing a final copy
' P19-099 Request for Proposal Pavement Management Page 7
2.0 REFERENCES
The following projects are provided as a testament to our ability to provide quality pavement data
collection services. IMS utilized industry standard ASTM D6433 data collection protocols.
City of Denton,TX(2008, 2009, 2019)
Contact: Jeremy Schultz, Project Manager
Phone: (940) 349-8439
Email: jeremv.schultz( citvofdenton.com
Address: 901-B Texas St, Denton, TX 76209
Since 2008, IMS has been the city's dedicated pavement management consultant. IMS tested
approximately 525 test miles of roadway and completed the upload, configuration, and training for
Cartegraph Navigator. In 2009, IMS also completed a right-of-way asset inventory of curb/gutter,
sidewalks, and barriers complete with three views of GIS-linked images for loading and delivery. The
pavement condition survey also included ground penetrating radar (GPR) testing, roughness survey, and
falling weight deflection (FWD) testing. IMS then completed a Cartegraph PAVEMENTview Plus analysis
and report. IMS is currently performing a network update for the city that will include an updated PMP
report.
City of Beaumont,TX(2009, 2011, 2015, 2019)
Contact: Dr. Joseph Majdalani, PE, Public Works Director
Phone: (409) 880-3725
Email: Joseph.maidalani(c�beaumonttexas.uov
Address: 2610 Concord, Beaumont, TX 77703
In 2015, the City of Beaumont contracted with IMS for a full pavement condition survey, right-of-way asset
inventory, and Lucity software configuration. The RST initially surveyed approximately 800 test miles that
included roadway widths, pavement condition, and the development of a sign database. The second
phase of the project was for the collection of additional ROW assets, including signals and flashers,
sidewalks, ADA ramps, drive pads, curb and gutter, street lights, guard rails, and median & curb drop
inlets. IMS loaded all data into Lucity and completed a five-year CIP plan for the city. The city has recently
signed a contract for an updated 2019 survey as well.
City of Weatherford,TX(2006, 2009, & 2012)
Contact: Manny Palacios, Public Works Director
Phone: (817) 598-4241
Email: mpalacios(o�weatherfordtx.clov
Address: 303 Palo Pinto St, Weatherford, TX 76086
Since 2006, IMS has performed three pavement condition surveys and provided a comprehensive
pavement management analysis and report to the city for each project. IMS has also updated the city's
Cartegraph Navigator software for each cycle. The 2012-13 project included a full network pavement
condition survey, including the development of a sign inventory for loading into Cartegraph
PAVEMENTview and SIGNview modules as well as delivering images at 25-foot increments and a City
Council presentation. The RST surveyed approximately 180 test miles for each of the data collection
assignments. We are currently planning with the City for an update in 2020.
' P19-099 Request for Proposal Pavement Management Page 9
3.0 PRICING
The project will be completed using a combination of unit rate—based activities and lump sum activities.
The spreadsheet presented in a separate sealed envelope is based on the IMS work plan and
deliverables. It represents a realistic budget to complete the work, and we are confident we can maintain
an on-time, on-budget approach to the assignment.
IMSP19-099 Request for Proposal Pavement Management Page 10
4.0 APPROACH & METHODOLOGY
4.1 UNDERSTANDING DATA COLLECTION IN THE CITY OF PORT ARTHUR
Our local experience in Texas and throughout the North America has resulted in an unparalleled level of
in-house pavement management expertise that focuses on exceeding client expectations, not simply
meeting them. Our understanding of this assignment is as follows.
Street Network Inventory & GIS Integration — The City of Port Arthur street network consists of 450
centerline miles of roadway. IMS will perform a linear pavement distress survey on 100% of the paved
roadway network. The Laser RST will survey all travel lanes of the City's network, resulting in
approximately 540 survey miles. Though the Laser RST will validate roadways' lengths in the field, IMS
also validates all segment lengths and widths using aerial photography prior to the field data collection.
IMS uses this method to cross-check all measurements and guarantee accuracy.
IMS will begin the project by developing the City's pavement segmentation from City-provided GIS in an
effort to prepare the survey inventory for field data collection. New roads will be added, and the City's
pavement inventory will be reviewed to ensure it meets pavement management requirements. The IMS
surveys are tightly coupled with the City's existing GIS environment resulting in a seamless transition of
data that is linked to a unique identifier in the City's GIS.
Objective Pavement Distress Survey & Technology — IMS is unique to the industry, as an objective
and repeatable ASTM D6433 data collection effort will be completed. All data will be collected
continuously and recorded in 100-foot intervals in the form of a detailed database complete with GPS
coordinates. The detailed data will then be summarized at the segment level (intersection-to-intersection)
to develop the Pavement Condition Index (PCI)for each roadway segment.
HD Video — IMS can enhance the data collected by utilizing up to seven GPS-referenced HD camera
views (1920x1080) for our QA/QC program, optional ROW asset inventory development, virtual drives,
and/or other supplemental image deliverables. For this project, IMS will utilize a minimum of three HD
cameras that will be proofed out
prior to data collection. The
views will include Cameras 1, 2,
and 5: the Driver Front, Center k-. r
Forward and Rear Downward •
views. respectively; these views �� ` '' _ _ - ' : •
will be utilized by the Project t .
* r t
Engineer during the IMS
QA/QC program Any camera . :_,r:: - _ - I
view can be processed in 20-30 - '� L'
foot intervals and linked to GIS • •
in the form of a Personal •- ,
Geodatabase as an optional
•
service. o
'�� P19-099 Request for Proposal Pavement Management Page
GIS Review&Visual Presentation —With the IMS data linked to the City's GIS, we can deliver the final
data in nearly any format, including GIS, AutoCAD, shape files, geodatabases, SDE, or even Google
Earth KMUKMZ files. Our deliverables are compatible with all ESRI products and most third-party GIS
platforms.
Easy Street Analysis (ESA) — The condition data will be delivered to the City of Port Arthur in a
navigable and interactive Excel spreadsheet complete with graphs and descriptive terms such as
Good/Fair/Poor. The PCI extent and severity distress data are also aggregated into a understandable 0-
10 index to assist in data review. While not a replacement for a comprehensive asset management
system, this spreadsheet is a solution for agencies that simply do not have the staff or resources to run a
dedicated Pavement Management System.
IMS's proprietary ESA spreadsheet retains the core metrics of a comprehensive pavement management
system such as ASTM D6433 data protocol integration, roughness in the form of IRI, subgrade strength
incorporation, environmental attributes, development of logical projects (multiple segments aggregated to
form homogenous projects), prioritization based on Port Arthur-specific priorities, and optimization
through the integration of "Cost of Deferral" techniques. ESA allows the user to input work completed,
modify project lengths, change annual budgets, commit projects, and easily re-run the analysis on the fly,
all while keeping the incorporated graphs current and up to date.
Analysis Configuration — A solid pavement management
larinw CwnF.Co
program will allow the rehabilitation plan to be prioritized '-^—°^�men.K°°—M-^�-
based on City priorities as they relate to functional
classification, pavement type, structural adequacy, and f
potentially districts. The ability to also utilize deflection data g
and/or the sum of load associated surface defects (alligator,
longitudinal, and edge cracking: rutting, distortions, and
patching/potholes) for the development of the structural 111111111
index (SI) is also beneficial. In addition, the deterioration
curves will be modeled for the City of Port Arthur with the
integration of critical set points that catch roadways before they fall into a more expensive treatment
category. This modeling is how we introduce cost of deferment into municipal optimization techniques.
The parameters described above can be completed by the IMS ESA spreadsheet and select pavement
management systems.
Five-Year Pavement Management Report & Optional Council Presentation — With the analysis
complete and approved by City staff, IMS will aggregate the information into a bound report that reviews
the concepts of pavement management, PCI calculations. condition results, network value, operating
parameters of the analysis, budget scenarios, and five-year pavement management reports. The analysis
and report may go through several iterations of review before being finalized and presented to City staff.
As an optional service, IMS can also provide an onsite council presentation/workshop that educates
elected officials on the benefits of pavement management and preventative maintenance. In addition, an
IMS presentation reviews the results of the survey in a comprehensible manner such that all attendees
can follow the logic of the project without having to be an expert. The idea is to simplify pavement
management, not make it needlessly complicated and difficult to understand.
IMS P19-099 Request for Proposal Pavement Management Page 12
4.2 OBJECTIVE DISTRESS IDENTIFICATION &QUANTIFICATION (ASTM D6433)
Distortions, Raveling, Potholes, Scaling, Spalling, & Other ASTM D6433 Distresses - The RST
platform can be configured to collect nearly any pavement distress, attribute, or other associated data
using the Digital Direct Collection Rating System (DDCRS). By means of a touchscreen-based tablet
computer, highly trained IMS technicians input changes in observed distress severities and extents or
identify specific roadway assets or attributes. The DDCRS is integrated into the data flow through time
code, GPS, DMI distance, and inventory control. The DDCRS data is then post-processed in the office to
generate extent quantities for each observed distress severity level throughout every surveyed road
section.
Rutting -Wheel track rutting is calculated in real time from transverse profile data collected by the RST.
Each of our RST units is equipped with 11 laser cameras that fire simultaneously to collect continuous-
transverse profile data at 4-inch intervals at highway speed. This configuration is far superior to other
types of vehicles that utilize three lasers or sonic transducers to calculate "relative rutting." Even five
sensor units are sensitive to driver error since it is essential in that case that the driver keep the data
collection vehicle's wheel exactly in the rutted wheel tracks (assuming that they fit).
The wire method is used to calculate the rut depth in both the right and left wheel track on a continuous
basis. Either the right or deeper of the two wheel path ruts may be used for rut depth calculations with the
average rut depth for that wheel path reported for each section. Rut depth results, quantified by 3-4
seventy thresholds (with break points at user-defined levels such as 0.25, 0.50 and 0.65 inches) and
percentage of section will be provided for every segment.
Cracking, Faulting, & Texture - The RST allows IMS to conduct an objective crack survey, thus
increasing the accuracy of an otherwise subjective
manual survey. High-speed lasers and an on-board
processing computer, accurately measure the "4:c,'",.
surface profile of the road. Included in this profile i .•)
are all cracks and faults as small as 1/8" (2 mm)
wide that pass beneath the lasers. Processing MEN .
software then reduces and filters this information to I lIMe -
determine the total number of cracks, crack width, r-
as well as the crack interval, plus faulting • .
information. From this information, quantified crack
data can be determined at both the survey and
summary intervals.
Roughness (Enhanced Measurement) - Dual wheel path International Roughness Index (IRI) data is
calculated in real time from continuous longitudinal profile data collected by the RST. Data is
simultaneously obtained from three devices to determine the road profile: a pulse transducer-based
distance-measuring instrument (DMI), laser sensors operating at 32 kHz, and an accelerometer in
conformance with ASTM E 950. Each of our RST units conform to a Class I profiling device and are
equipped with laser sensors and accelerometers in both wheel paths so that 1/4 car IRI calculations can be
performed for each wheel path. The RST can also 'pause" over non-valid roadway sections such as
localized maintenance activities or brick inlays and not affect the overall IRI value
' P19-099 Request for Proposal Pavement Management Page 13
4.3 GIS INTEGRATION& MAPPING
The role of GIS in pavement management
cannot be overstated. It is a powerful tool that
provides the ability to handle vast amounts of
data in an efficient manner. Not only does GIS
allow an agency to visually plot textural data, it
also establishes an easy access portal to the
data through an efficient integration with many
third-party pavement management
applications.
IMS kicks off every project by completing a
review of the City's GIS environment to assess
suitability for network referencing, survey map
preparation, and pavement management
purposes. Our team will consume the City's
existing GIS centerline files and pavement
management inventory. While IMS will process
all data on a block-to-block and/or intersection-
to-intersection basis, the final data can be rolled up to match the existing segment limits or new projects
can be developed.
The data collected by IMS is linked to the existing GIS environment and is supplied as a personal
geodatabase, spatial database engine, AutoCAD files, or a series of shape files. IMS collects XY
coordinates for all data elements using GPS technology coupled with inertial navigation and integrates
with most third-party GIS applications, including ESRI.
At a minimum, the GIS supplied by the City should have an ownership attribute, Segment IDs, functional
classifications, and contiguous line work, and it should be in a digital format such as shape files and/or
personal/file geodatabases. As a supplemental task, IMS also offers full service "GIS Clean-Up" and
"Functional Class Review" activities for agencies that require additional GIS development above and
beyond standard network referencing activities.
For this assignment, GIS will be used in four key areas of work:
1. GIS will be used to verify the streets to be surveyed and to create the routing maps for use during
the field surveys.
2. The survey productivity will be tracked through the plotting of the GPS data collected during the
field surveys. This plotting will allow IMS to review all streets that have been covered, identify
anomalies in the referencing, and spot missed streets.
3. GIS will be used in processing the distress and inventory data. By plotting the data, we can QA
the data and identify data exceptions in addition to proofing out the GIS.
4. Personal geodatabases, spatial database engines, shape and/or KML/KMZ files can be created
for the visual presentation of condition data and analysis results.
'�� P19-099 Request for Proposal Pavement Management Page 14
4.4 CAMERAS & EQUIPMENT CONFIGURATION
IMS can mount up to seven high definition
cameras on the RST platform depending on the
scope of the project and the inclusion of image a�*+!"-�•
deliverables. Based on our understanding of this '•` * :^ E
assignment, IMS proposes a minimum .
configuration of three cameras as depicted (in
blue) in the RST image below for internal QA/QC
purposes. If requested, IMS can supply a center- Ft
2018/0 S1262019:58
forward view from the field surveys, spaced at 20-
30 foot intervals. As an example of the camera
configuration for similar data collection projects, the image above illustrates the center-forward view
(Camera 2 below). At a minimum, IMS will utilize the high-definition video as a part of a comprehensive
processing QA program and could potentially use the HD video for right-of-way asset inventory
development if requested by City staff.
Prior to commencing the field surveys, our team will confirm the requested views for collection and
delivery. If the City desires image deliverables, the camera angles should be proofed out at the calibration
stage, as it may be desirable to relocate or change the orientation of a camera. If image deliverables are
selected, each image would be linked with the PCI data and to the City's existing GIS. This is provided via
a personal geodatabase with image hyperlinks. Rather than simply housing the data as a layer in GIS,
IMS can also load the imagery to a third-party asset management application and/or a lightweight
browser-based data viewing tool such as IMSvue.
Our experience has been that not all roads require two-pass testing as residential roads can be passed in
one direction. On select roads, sufficient information may be collected in a single pass with a rear-facing
camera. This rear-facing camera, orientated to collect information on the face of signs in the other
direction, is also sufficient for collection of markings and striping, sidewalks, shoulders and other features.
Proposed Camera Configuration for This Project
Camera 1: Left-front view offering a forward-facing view that is
angled toward the centerline of the roadway
Camera 2: Center-forward offering a panoramic pavement width and
right-of-way view(illustrated above) 1141 *
Camera 3: Right-front view used for 180-degree forward view and
for right-of-way asset data extraction. Camera is oriented
to capture most signs and not too much horizon
Camera 4: Oriented to capture ditch, shoulder, and sidewalk
imagery or elevated to collect building fronts
Camera 5: Oriented in a downward direction to collect video of the
pavement distresses I
Camera 6: Left-rear view oriented to collect reverse-facing signs and es-
markings images
Camera 7: A driver's side angle for an enhanced ROW view multi Camera HO Imagery
' P19-099 Request for Proposal Pavement Management Page 15
4.5 PCI DEVELOPMENT,ANALYSIS CONFIGURATION, &FIVE-YEAR PLAN
Immediately following the completion of the field surveys, 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 are analyzed by a team of IMS engineers, who then develop the
City of Port Arthur five-year pavement rehabilitation and maintenance plans. This section provides a brief
summary of the functionality of the IMS enhanced analysis in order to emphasize our implementation
expertise as well as the abilities and constraints within a pavement analysis.
The purpose of pavement management is to produce cost-effective maintenance programs that maximize
available resources and roadway life. By incorporating key components of a cost-benefit analysis into the
analysis operating parameters, we can develop a game plan that is optimized to meet the needs of the
City of Port Arthur. In addition, the analysis operating parameters described within this section will be
delivered in an Excel spreadsheet including the segment PCI data, pavement deterioration curves,
triggers (Priority Weighting Factors), and the prioritized rehabilitation and maintenance plans. The end
result is an optimized pavement management plan that is programmed to maximize the current availability
of funds and improve the efficiency of the decision-making process.
Field Inspection Data& Pavement Condition Index (PCI)
The IMS analysis allows the City to store information regarding their pavements, including surface types,
number of lanes, patching estimates, cross slopes, and sidewalk and curb types with replacement
estimates. Pavement condition data, including surface distress, roughness, and deflection results, can be
stored and analyzed. Using an in-house Pavement Manager Setup module, we can develop customized
condition elements, distress types (load & non-load), Indices (SDI, RCI, & SAI), 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 or decrease in the average network PCI score, PCI distribution, or % Backlog of roads
that were not selected by the budgets. IMS converts the complicated ASTM D6433 data to a 0-10 distress
rating scale with distress weighted factors (DWF), where DWF={Area under D6433 deduct curves/3000}.
Modeling & Performance Curves
With an IMS analysis, the City can forecast various budget •
Counnol l.P..Co
scenarios to help determine an ideal maintenance and "
rehabilitation schedule. The IMS approach will help the City
decide what rehabilitation activities should be performed, 1- r�—
when and where to perform them, and an ideal budget for L 1. 1\ \'.;
their system to maintain it at a specific level of service. •
L
IMS engineers use pavement deterioration models that can `� r
be customized to reflect the climatic conditions and l —__
structural characteristics of the City of Port Arthur's road
network. As a result, performance curves can be developed on factors such as functional class,
pavement type, and subgrade strength.
'�� P19-099 Request for Proposal Pavement Management Page 16
Set Points& 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 potential rehab selection process that may be
incorporated for the City Each dot represents the outcome of a pavement condition assessment on each
segment in the road network. The X-axis is the pavement distress scores while the Y-axis is a Structural
Index (developed with the sum of load associated distresses). 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 ideal 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 are 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
one. City staff. management, and Councils can easily understand, follow. and potentially modify the
results with confidence.
100 _.___ __
—r- -1 1 .
.0 .
. I i _
Pavement Condition Index MCI)Rehab Priority Chart
so . _ r
Naiadi
g 70 PRI
• \ Moderate Pavements Weals Pav Ns
MI
a ..--' •'.. . '• I id-R Modj
LI
ell
m w Rol run ,s•▪ • °ni 111.111
Li
Ricca '. •, pot Ihklt • i33)Thin
- -r-: �
cr
o .7.o ••••• 4. • Oley 3rd Priority
o .
_ �`t•m 1,'n,Sup 4th/Sm Priority`
C � ♦•• 2.0 ✓ .- I �I
7 0 I )hki ie'_
I aur• • A.••-..�.•� 001 min • 1
• •
I RR?
'---•r'+♦• Oh 4 • r (l%Mum/
[-Strong Pavements 1 Rit2 J . • 1. :'-' ---:•••
10 OMThin i761 su•t .•••4 •••.'
O1 7• innmt• '•'-' .
RIO HH1 1161 Sud 1 • .
_....—.___. 'limn! •i::'T.
limn! . ..
0 .. .• - y .. .L
0 10 20 4, 10 `.4.1 60 70 au "kJ 100
Pavement Condition Index(PCI)
IMS P19-099 Request for Proposal Pavement Management Page 17
Rehabilitation Analysis
An unlimited number of
pavement maintenance and City of Durango
Annual Pavement Condition Index IPCI)by Year
rehabilitation strategies can
be defined within our
system. An analysis is then
run, incorporating the b. r:°... .....
fG -s L w.on,.r 1,41.
performance curves, set g
a
points, filter criteria, and
u° woe so.r1
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-by-
year for the next 5 to 10
years.
,
Year .
The IMS approach allows
the City to input any number of"what-if" budget scenarios and produce an unlimited number of prioritized
yearly rehabilitation programs. Typical budget scenarios include Budget $/Year, Unlimited Budget $, "Do
Nothing" Budget, and a Target PCI Budget.
What is included in an IMS analysis &report?
• Road ownership and inventory/attribute report
• Present condition ranking—detailed and summary condition data, including Good/Fair/Poor, Load
Associated Distresses (LAD), Non-LAD, and segment reviews of each road in the network, as
well as the network as a whole.
• Fix-all budget analysis—identifies the upper limit of spending by rehabilitating all roads assuming
unlimited funding
• Do nothing analysis—identifies the effects of not performing roadway rehabilitation projects
• Steady state rehabilitation life cycle analysis—identifies the minimum amount of rehabilitation that
must be completed in order to maintain the existing level of service over 3, 5, 10, or 20 years
• PCi &funding levels—what funding will be necessary to maintain a PCI of 65, 70, 75, &80
• 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 five-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 P19-099 Request for Proposal Pavement Management Page 18
4.6 DEVELOPING LOGICAL PROJECTS
While the condition data will be collected continuously level and summarized at the block/segment level
for GIS linking purposes, the pavement analysis will be completed at the project level. The IMS team in
conjunction with City staff will develop projects (multiple segments aggregated to form a logical project)
that meet the needs of City staff and available funding sources. Developing projects is completed using a
series of constraints that include similar PCI tolerances, pavement type, and a project length upset limit
that is largely based upon available funding and typical City project sizes.
In our experience, there are four types of projects that can be developed as a part of this assignment:
1. Block to Block-The rehabilitation plan is developed on a block-by-block basis. This method is
inefficient in terms of cohesiveness of approach, and it generally ends up looking like a paint
splatter against the map. This methodology, unfortunately, is typically relied upon by extremely
underfunded agencies. It is used as a last resort and not very popular. However, if done correctly,
it can be made to work to buy time until an agency's budget improves.
2. On-Street-The rehabilitation plan is created by aggregating „...,-„-41f-7-47,
W670N R.-- ..
like segments to form a homogeneous project, typically 1/:to 1 I ,°'-=„
'/% miles in length. All projects stay on a single street and do ,._.
not cross a major roadway. The shortest length is a single tri , ; CI. i
block if it is different from all adjacent ones, the longest would "`A- t3 L i l I
. y,,u.rua
be 8 to 10 blocks. The length would also be governed by , t "'r4. 'Rf' ..
condition - The better the score, the longer the project can ”
be. No single project should soak up more than 25% of the ,s, ".�;;;' 4
annual budget. Ii " � t -
3. On-Street/Side Street - Similar to the on-street plan, this
option also picks up smaller side streets as the project passes by them. This is the most popular
method is the most popular and often the most cost-efficient through the combination of functional
classes: for example, a small, local cul-de-sac would be picked up with a collector. The idea is to
prevent orphaned segments being left alone and forgotten. However, projects are selected by
need instead of geography. So, within a neighborhood, one project could get selected and
another deferred. This approach can also be used to "knit" together the patchwork quilt nature of
pavements into a more homogeneous blend.
4. Neighborhood-Based - This method primarily serves fully funded agencies. Under this option,
all streets within a defined geographical boundary (a neighborhood or some other similar
definition) may be blended together to form a single project. With the neighborhood-based
approach, all streets must be of the same functional classification and condition -otherwise the
analysis fails as there is too wide of a range of conditions for a one-size-fits-all approach.
The IMS approach has a feature that allows projects to be"linked" together in zones, such that when one
project is selected, all projects that are"linked" to it also get selected in the same year. The benefit of this
approach is that projects within a linked group receive the rehabilitation appropriate for their conditions
and functional classes - thus allowing a whole neighborhood or zone to be completed in a single year.
The downside is there will be a loss of efficiency as some projects will be selected before their need year.
IRAS P19-099 Request for Proposal Pavement Management Page 19
4.7 INTERACTIVE ANALYSIS SPREADSHEET—EASY STREET ANALYSIS(ESA)
It is imperative that City staff have direct access to the pavement condition and analysis results without
having to become software experts. While the results of the survey will certainly be documented and
bound into a final report that illustrates the findings of the survey, those results will remain static. To
provide interactive results that enhance our final report, we have engineered a simple and easy-to-use
Excel spreadsheet called Easy Street Analysis (ESA). ESA utilizes the core metrics of any great
pavement management system, such as the ability to prioritize and optimize the multiyear plans, and ESA
can be consulted independently or integrated into third-party pavement management applications.
ESA will be programmed to develop a multi-year maintenance and rehabilitation plan using "cost of
deferral" as a rehabilitation candidate selection constraint in an effort to introduce cost-benefit techniques
into the City's pavement management plan. In addition, ESA will have referenced deterioration curves for
each functional classification, pavement type, and even pavement strength rating. Storing the data in this
open architecture empowers the City to utilize third-party software in the future if desired. ESA will also
contain a full suite of maintenance and rehabilitation techniques, unit rates, and associated PCI resets.
The parameters of the analysis (Priority Weighting Factors) can also be modified and reprioritized
whenever required. This flexibility will allow the City's data to evolve with the priorities of elected officials
and department staff. Programmed Priority Weighting Factors include functional classification, pavement
type, and pavement strength, while actual candidate selection is based on the incremental cost of
deferral.
As demonstrated in the image below, the analysis data in the spreadsheet is supplemented with many
cells highlighted in yellow. The yellow highlighted cells indicate that they are "HOT" and can be modified
by the end user. Two of the yellow cells shown below represent the Annual Budget and the Project ID.
The Annual Budget cell can be modified with a new budget, and the five-year plan will automatically re-
prioritize. Although IMS will have already aggregated the City's segments (intersection-to-intersection)
into viable projects (multiple segments strung together to form a logical project), the user has the ability to
aggregate additional segments into a project or even remove a segment from a project without having to
become a software expert.
— e _
mos I
Il , t i { ;
-- _Li t , i _i 1 I /I 1 I !
r.MSS P19-099 Request for Proposal Pavement Management Page 20
ESA also allows an agency to refresh the five-year plan by entering the maintenance and rehabilitation
work completed. As seen in the image below, ESA contains "PCI Override" functionality. When work has
been completed on a particular segment the user inserts the override PCI value along with a date. ESA
then removes the segment from the five-year plan and updates all referenced network PCI averages.
Pavement Condition Summary
Today: 3/30/2015
PCI: 76 Current Network PCI: 74
CI)
...
U
c
Ux c m
ER' c y 8
0x
mrnm m C
2 iz c
co 0 c uO
N W U co U Q m15 m
13
m y
av mc c E E
d C E ° 0 >
0m •_ < oJQ 0�. Cl) c a 0 0 t ao a � - ? a dt0 ad U 0 .. Z
0
74 53 67 6/1/2014 MOD Good 0 0 66
55 63 57 6/1/2014 MOD Fair 27 18 55
70 63 68 6/1/2014 MOD Good 19 10 66
Additional Features of the IMS Easy Street Analysis Spreadsheet
• Red triangle tips that trigger a dialogue box explaining cell contents
• Ability to spontaneously add new road segments and attributes
• Modifiable distress indices for City field inspections
• Input work completed and override segment level PCI scores
• Prioritize by neighborhoods, zones, or districts
• Ability to modify project lengths-includes aggregating and splits
• Commit projects and force"Must Do's"or"Must Never Do"
• Program-varying annual budgets over a five-year horizon
• Commit a percentage of the budget to surface treatments if desired
• Automated rehabilitation plan prioritization and optimization
• Macros that automatically sort and filter simple rehabilitation and inventory lists
• Ability to sync the spreadsheet with the Data Viewer though a .CSV file export
Although the spreadsheet is not meant to replace pavement management systems, it serves as an
alternative for agencies that do not have the resources or staff to maintain a dedicated application. If a
dedicated system is still desired, IMS can assess other alternatives if the application is not meeting the
needs of City staff.
IMSP19-099 Request for Proposal Pavement Management Page 21
4.8 PROJECT WORK PLAN
Over the course of implementing and collecting roadway performance data for over 850 transportation
and municipal agencies, IMS has developed a logical sequence of activities to maximize efficiency for
each project. IMS has 54 employees, all of which are dedicated to the field of pavement management.
IMS will use a series of Task Activities to define a work plan and then assign appropriate resources to
fulfill the contractual requirements, schedule, and budget. The tasks are used to monitor performance and
productivity and link them directly to a contract unit of measure. For this assignment we have developed
three tasks, each with activities
and deliverables within them
Project Initiation
renew pro)ect deliverables optional actmtias team rales
` documentation requirements evadable data.GIS and schedule
•
Task 1: Project Initiation — I
This task will set the tone for scopes Data ir
Iresw esoftware setup Easy Street Anaiys s c
the overall assignment, as well , \ GIS distresses confirm data formats
Routings List I 3
as document the scope, roadway nnentory naps , • 7C
&routing Survey Protocols
deliverables, and formats. ` confirm p ocedures for
` data collection&transfer
•
•
Task 2: Field Surveys — This ' Confirmed Scope3
task is the heart of the project, database Quantities approach
` protocols&detnerables I
and as such it encompasses 1
all activities relatingto the fieldr____7:( Mob&Calibrations
iii
equipment mobilization
surveys. Starting with the , calibration a ralydon x
ai
Routing Inventory o
equipment calibration, the field update and nag imentory
charges and segment lengths Pavement Surveys Optional HD image Survey s
`
surveys have been designed to parem.nt acv..s cps and Complete 3camera HO image s
nbine surveys(ACP PCC suck) survey for sternal QA processes up
collect the most data in the 1 . andRovdassetdevelopment - C
most efficient manner possible. 'Field Quality Assurance' I
,nitrate Q:JQC process
Field surveys will also be used . and data MAI*
I
to undertake quality assurance I 1
activities that relate to a Optional Deflection Testing • ' Pavement Data
•
IMS can mobilize a Dynadect deuce process distress rut IRI
coverage (making sure all to assess the subgrade of the Towns GPS condition a image data
roads are surveyed) and gena roadway network ' 1
it
:r
sl
sensor validation (making sure , Data Quality assurance o
integrate a QA data format data• '
the data was collected and •
I
r
recorded). ' Data Formatting a Data Load 3
prepare PCI and inventory data for loading Data mil be formatted and segmented to ■
the Cit of Pon Arthur
Task 3: Data Management — . y specs Process my options data eternities
at
This is the task that takes the e
Multi-year Pavement Analysis and Report
De.elop me mute-rear pavement anat,sis with oudget sc.nanos ma dols
raw information collected in the PCI factcrs costol deferral and doorre:alon The finalr.pon will oe
` incrust.*of snape d*geodata ases.andg42 !
field and processes it into a
series of deliverables.
The task will also complete the quality assurance process, formatting, and delivery of the pavement
condition data on a segment-by-segment basis. Upon completion of the distress data processing, IMS will
begin a detailed pavement analysis whereby we identify the steady-state PCI and backlog (full and partial
recon) requirements network wide. During this analysis, the five-year rehabilitation plan is developed and
the final report is drafted for City review and comment.
IMS P19-099 Request for Proposal Pavement Management Page 22
Task 1 — This task will be used to set the working environment for the project and finalize the project
scope and schedule. The task will also be used to allow City of Port Arthur team members to become
more familiar with the IMS approach, data collection, QA process, and proposed analysis.
Project Kickoff Meeting
IMS will schedule a meeting with City staff to discuss the following task activities:
• Introduce the project team, roles, and relationships; confirm goals and objectives.
• Review project documentation, including insurance requirements, permits, safety, Project
Information Form, and any other City documentation.
• Conduct an introductory information seminar with key project participants.
• Review existing pavement data, level of implementation, current configuration, and user skill set.
• Review quality assurance plan with City staff.
• Identify and confirm existing database quality.
• Confirm preferred delivery methodology and deliverable format for the City.
• Confirm roadways to be surveyed, as well as referencing, length and directional issues.
• Work with City staff so they are comfortable with the overall project and data collection.
Deliverables
• Kickoff meeting and scope confirmation
• Roads list and roadway inventory maps
Task 2—The object of this task is to complete a field data collection program for acquiring representative
pavement condition, inventory and attribute data and imagery, and initiate the QA/QC process.
Roadway Attributes
• Assign unique segment identifications (SegID) with station zero set at lowest address value and
at a minimum from intersection to intersection or intersection to road end
• Define route name, from —to description, test section length (and any variation from published
values), direction &survey lane
• Update the road inventory—include attributes such as pavement type, width, & length
• Identify surface type(and any changes within a section)and date
• Measure length—Collect and confirm length via distance measurements and GPS coordinates
• Conduct GPS Survey—Collect and distribute GPS data (used for data processing and QA/QC)
Roadway Distresses
• All distresses are rated as per ASTM D6433 protocols.
• Cracking — Identify alligator, map, longitudinal, transverse, and edge cracking: divided/shattered
slab, corner break, and joint spelling. Quantify them by extent& severity through the LCA.
• Rutting—Continuously measure the depth of wheel path rutting.
• Roughness Survey—Calculate International Roughness Index at defined intervals.
• Pavement distresses — Quantify distresses such as raveling, patching and potholes, bleeding,
distortions, faulting, polished aggregate, and scaling by severity and extent.
• Optional Element — Measure cross slope, radius of curvature, and grade with a patented road
geometric instrumentation system (US 5,440,923)that is integrated with the RST system.
' P19-099 Request for Proposal Pavement Management Page 23
Deliverables
• Completion of network data collection effort.
Task 3 — The main components to this task are assembly, processing, and verification of the network
segmentation and pavement condition data for the development of the final analysis and report
Quality Control, Data Processing, and Delivery—Data Management Functions
• Complete project QA/QC program.
• Update the roads inventory to add new roads. Ensure the link between all roads and GIS is
correct. Provide an exceptions report of roads that do not link up.
• Take the electronic, digital and inventory data outputs from the RST and make them ready for
processing (remove skips, repeats, invalid data, etc. —Do not delete any data in the field).
• Process the detailed and aggregated data to develop the condition scores on a section-by-section
basis following the existing and updated road network definition.
• Provide and record to one decimal place one score per segment for each of the following
parameters: RCI, SDI, SAI and PCI.
• Prepare the data for delivery and uploading; complete the uploading and systems tests.
• Finalize the PCI report: supply electronic files in Excel, PDF, KML/KMZ, and DWG file formats.
Pavement Analysis, Reporting, Five-Year Plan
After calculating the segment level PCI scores, begin a comprehensive analysis that will also incorporate
roadway roughness (IRI). Develop logical projects by aggregating multiple like-segments throughout the
network and perform a prioritization that assesses the cost of deferral for each identified project. The end
deliverable is a five-year plan that identifies appropriate rehabilitation and maintenance candidates.
• Develop pavement analysis operating parameters (Priority Weighting Factors such as functional
class, pavement type, and strength) and performance curves.
• Develop reference guide for the PCI and sidewalk condition scales
• Develop homogenous projects by aggregating multiple segments of similar conditions and
pavement types. The types of projects to be developed will be discussed with City staff.
• Develop prioritization and critical set points and begin running analysis routines.
• Run multiple budget scenarios and deliver results of analysis to City staff.
• Optimize the five-year plan through "cost of deferral"analysis routines.
• After selecting a target annual budget, develop a five-year maintenance and rehabilitation plan.
• Summarize the analysis in a draft report for City review.
• Finalize report and supply electronic files in PDF. KMLJKMZ, and shape file format.
Deliverables
• Quantified surface distresses, rut, and roughness data delivered to City in DWG files,
Excel spreadsheets, GIS geodatabases, shape files, KMLIKMZ and data loading (Excel).
• Draft Pavement Analysis and meeting with City
• Final Pavement Analysis and comprehensive five-year road maintenance and capital
improvement program completely specific to the City of Port Arthur, including an overall
ranking of the road network as a whole and a reference guide for the PCI scales
• Easy Street Analysis Spreadsheet formatted and delivered
' P19-099 Request for Proposal Pavement Management Page 24
4.9 QUALITY ASSURANCE&CONTROL
The strength of the RST platform is best demonstrated by its ability to collect and verify a wide array of
pavement distresses, HD digital images, and GPS coordinates in a single pass. Through the integration
of the LCA, DDCRS, and the GPS system, the RST can collect the required data elements with one
sensor and then often check the validity of the data with another. The QA/QC review process chart on the
following page summarizes how each data element is collected, quantified, and verified. All data will be
verified—in multiple QA/QC stages—before data delivery commences.
At the Start of the Survey
• A Project Information Form (PIF)that details the survey scope and data to be collected is created.
• The project protocols is documented and approved.
• The PIF is compared against the RST setup and the data collection protocols.
• Equipment is calibrated.
• Field crew meets with the City to review the maps and overall project.
On a Daily Basis
• Equipment is calibrated and daily reports completed.
• All sensors are continually monitored to ensure they are receiving data in specification.
• The RST operator also manually monitors the laser, HD digital images, GPS, and DDCRS data.
• Production is tracked and records of coverage are taken — Each roadway is noted on the
inventory and map, as well as through GPS and assignment of the RST Number.
• A select roadway section (control) is re-surveyed to ensure image quality and repeatability.
• A precision verification plan and corrective action plan is also followed as necessary.
• All data is backed up and sent for processing.
At the End of the Survey
• Field crew meets with the City again to review the maps and overall project.
• Data production and coverage is reviewed to ensure all roadways have been captured.
• Field verification survey is conducted.
After Data Collection
• The data is scrubbed and processed for anomaly reduction.
• The data is verified by the Project Engineer.
• The detailed 30m data is aggregated into the approved segmentation for client review.
• The data will be run through a"PCI Calculator"and"Index"aggregator for City review purposes.
• The final deliverable format is populated and QA'd by the Project Principal.
Calibrations& Demo: All digital camera, GPS, DMI units, laser-camera arrays and switch-input keys. are
calibrated prior to data collection and then daily during the project. A similar routine is completed for the
camera angle setup.
Daily Survey Control: Each day, selected roadway sections will be re-tested to confirm repeatability of
the data. Camera and video quality assurance checks are performed.
' P19-099 Request for Proposal Pavement Management Page 25
Validations: Range limits and data validation routines are integrated in the on-board processors and
post-processing routines Validation checking routines monitor "out-of-range" data, extraneous data, and
missing data.
Confirm pavement distress
Inventory & GIS Review: All protocols&procedures&
data is plotted and compared
Cairbrate RST and Dynadect
to the City's GIS. This compete equipment demo
comparison will identify new Adrysl RSTiDyna settings Adjust survey
roadways, missed roadways, and recatxate e_ vs.-•. protocols accoromgiy _
duplicates, and non-City
roadways. Conduct field surveys
Length Reviews: All section
lengths are compared against Ongoing FWD results Ongoing RST systems RST operator mondonng
monitoring redo suspect tests momtonng data production GIS review
published values to identify
survey under/over runs.
Identify data errors and Daily data edd.review back up , Adjust distress protocols
Test of Reasonableness: reprocess or re-collect &make ready for processing f� ac cordmgly
RST data and digital image Day,aldahon of surrey control
secton production reports
data are processed and
compared at specified Client status&productmty meetings
locate mussing sectrons&renew maps
reporting intervals. Individual
distress and overall condition 1
ratings are compared, and GPS data processing Inventory data processing
length re'news,corrections
non-compatible data locations
are identified and _ Locate survey over or under Surface distress.rut rile
runs update streets fist defection&image processing
reprocessed accordingly. Site
visits to select sections will
also be part of the test of Plot distress data shape fle(sl
compete data an trend analysis
reasonableness.
Quality Assurance R
Reports
Format data complete data QA test of
reasonableness Isdeiimage review)
A series of Quality Control
reports are generated by both Fy aue ant,'"da.,ct
field and office personnel on °° ° protocols
a regular basis to ensure a ( "
quality product is produced. Load end accept data
The following QA/QC reports are produced for each project:
• Equipment Calibration Report—documents calibration results
• Vehicle Condition Report—records vehicle, camera, and sensor configuration and condition
• Set List Report—documents data collection set points for crack widths, rut depths, tolerance, etc.
• Field Surveys Daily Activity Report—documents survey progress and any problems encountered
• Data Processing Quality Checklist—results of QA/QC process
' P19-099 Request for Proposal Pavement Management Page 26
Quality Assurance—Field Data Collection
In addition to the QA procedures discussed herein, specific survey protocols are followed:
• Pavements are only surveyed when there is sufficient daylight and they are dry and free of debris.
• Pavements are surveyed in a single lane to provide true, consistent data. Lane changes are
made only when absolutely necessary, and the location of the lane change is noted.
• Every effort is made to collect data during off-peak times on heavily traveled roadways to
minimize variations in speed. Sun angle is also considered during the field surveys.
• Re-inspections will be performed randomly.
• IMS condition data is unaffected by shadows and thus does not require artificial lighting. The RST
is equipped with high-speed lasers that measure cracking, roughness, and rutting regardless of
lighting conditions as they measure the physical texture of the pavement.
• Images will only be utilized to verify distress identification as a part of the QA process. Distress
identification is a semi-automated approach conducted using time-tested high-speed lasers and
an integrated touch screen event board in the RST.
• Index calculation is an automated process that is conducted during the post-processing phase of
the assignment. No conclusions are drawn in the field as the focus is the acquisition of objective
performance data. Indexes can be calculated using pavement management software or even an
in-house calculator that adheres to industry standard practices.
• Downward-facing HD digital video is captured on all roadways and is incorporated in the IMS data
processing and QA/QC to validate the distress extent and severity measurements. The downward
video can be processed at nearly any interval (e.g. 20-30 foot intervals) and can also be delivered
on a hard drive as a raw video file with playback functionality.
•
•
•
- ••
j l
" l r
•
t� 1 t ktr
•
,' MM ti a•`' RDE000IM5
rr' ..�. ..
2016;34115 17;40:17
'�� P19-099 Request for Proposal Pavement Management Page 27
4.10 ANTICIPATED SCHEDULE
Currently, IMS has the survey capacity for approximately 2,500 miles/month, so we will be able to
complete the City of Port Arthur surveys in a timely fashion. Field surveys are expected to progress at a
rate of 40 to 60 miles per day and are expected to proceed at 6 days per week depending on weather.
Elapsed time for the City of Port Arthur field surveys is estimated at 12-15 days for the pavement distress
data collection survey. IMS has the available staff, equipment, and resources to manage a timely project
for the City of Port Arthur.
In general, it is not the time spend conducting surveys but rather the time spent handling the data that can
derail project schedules. On all projects, three rate-determining functions are most critical in maintaining
the proposed project schedule:
1. Finalizing the inventory and maps to be used for the field surveys—The potential for delay in this
step stems from unexpected issues encountered while obtaining the maps or GIS topology,
confirming the streets list, and then validating the limits of the surveys. To mitigate such issues
and proceed with the survey on time, IMS will confirm the available resources with the City during
the project kickoff meeting.
2. Reviewing the field data and exceptions reports delivered to the City — As part of the QA/QC
process, only quality data can pass through to the analysis. Thus, it is critical that once the data
passes through the IMS QA/QC process, it is accepted and signed off by the City.
3. Obtaining feedback and acceptance of the final format and load—No matter how much planning
work goes into a schedule, the bottom line is that the project must be able to conform to the City
Council's schedule.
Task Activity J"�s
I 2 3 .1 5 6 .4 _ 13
Project Initiation
Scope Confirmation&Contract Execution.
Notice to Proceed&Project Initiation
GIS Review&Validation
Survey Routing&Mapping
Field Surveys
RST Mobir¢ation&Calibration
RST Field Data Collection
Data Management
Data DA/OC,Processing.&Format
Data Supply&Client Review
Pavement&ESA Data Load
1
Pavement Analysis&Reporting
Ongoing Pavement Management Consulting
IMS P19-099 Request for Proposal Pavement Management Page 28
APPENDIX A
LETTER OF INTEREST
RFP—Pavement Management
Deadline: September 11,2019
The undersigned firm submits the following information (this RFP submittal) in response to the
Request for Proposals(as amended by any Addenda), issued by the City of Port Arthur, TX (City)
to provide Corporate Target Market Branding for the EDC of Port Arthur, TX. Enclosed, and by
this reference incorporated herein and made a part of this RFP, are the following:
❖ Completed RFP Letter of Interest Form
❖ Completed Affidavit
❖ Non Collusion Affidavit
❖ Completed Conflict of Interest Form
❖ HB 89
• SB 252
Firm understands that the City is not bound to select any firm for the final pre-qualified list and
may reject any responses submitted.
Firm also understands that all costs and expenses incurred by it in preparing this RFP and
participating in this process will be borne solely by the firm, and that the required materials to be
submitted will become the property of the City and will not be returned.
Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or
incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing
this letter of interest and making the RFP submittal.
This RFP shall be governed by and construed in all respects according to the laws of the State of
Texas.
.�
MS I ne.-a.s ce'/&,e ManQ/ll'eon ei/ - .Se,-&.'re c (//S/20/9
Firm Name Date
1g 2,0 till. Dra,Ec ,p,-,'C-Y . so;)le io4i Teinoe /4Z./ 8szg3
Address 4400, City/State/Zip
L. ,'v{ £J'r c o 1)6 r 0 ,'Cea,--
Authorized Signature Title
Der4 k, rumen N*0 ) 8,3ceCR.,7
Name(please print) Telephone
D Tor„er 0.1 I S anafyP`c , Com
Email
Page 13 of 19
APPENDIX B
CITY OF PORT ARTHUR,TEXAS
NON-COLLUSION AFFIDAVIT
CITY OF PORT ARTHUR §
STATE OF TEXAS §
By the signature below, the signatory for the bidder certifies that neither he nor the firm,
corporation, partnership or institution represented by the signatory or anyone acting for
the firm bidding this project has violated the antitrust laws of this State, codified at
Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust
laws, nor communicated directly or indirectly the bid made to any competitor or any other
person engaged in the same line of business, nor has the signatory or anyone acting for
the firm, corporation or institution submitting a bid committed any other act of collusion
related to the development and submission of this bid proposal.
Signature:
Ale 'PI- -
Printed Name:
Dere TUrnQr
Title: Cly;cf Er.ecb¢;‘,.e o,c'e-r.
Company:
N1S Kea(7<" 74b-rr Ma447P7 « 7` Sir.- !t-
Date: 9 lS! Zo!et
SUBSCRIBED and swo n to before me by the above named /e 71;i,e/ on
this the .�f`' day of .ki G°.- 20 /9 .
��" Mabry a PubMc-11�RIIZn
� ONA Notary Public in and for the
�►i.
;* I,OPkCOUNTY State of Texas-//', ..—
i , a' Commission No.506824
My Common Expires 36112020 :VP/Aid
My commission expires:
Page 14 of 19
APPENDIX C
AFFIDAVIT
All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly
authorized officer of the company whose signature is binding.
The undersigned offers and agrees to one of the following:
DT I hereby certify that I do not have outstanding debts with the City of Port Arthur. I
further agree to pay succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they
become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as
they become due.
TMS Ic MrAvVA, r,,f SPiv:r j 41/5/2dl et
Firm Name Date
(no CV- (),-,y A ,-,v, . rG.74 JOgF /AZ/8S-2,e3
Address City/State/Zip
C�� f C,1�,re 4{iSne,-
Authorized Signa ure Title
/ ere (4Bd..) F.3?—'431-7
Name(please print) Telephone
TV,-/he,- Z/Y1S a- comer
Email
STATE: 14- Z
COUNTY: MO1•icpfig
SUBSCRIBED AND SWORN to before me by the above named l rci 7/://4-o"
on this the I I oye ,1//y /" . 20 11 •
Wiwi
4� ARIZONA L/
r• • MAR COPA COUNTY
canmi�sion No.508824 s
J , . my commssbn Expires 3r7�'202o No��Pu blic
RETURN THIS AFFIDAVIT AS PART OF THE PROPOSAL
Page 15 of 19
APPENDIX D
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor doing business with local governmental entity
?Ns questionnaire reflects changes mads to the les by H.B.7.3,64th Leg.,Regular Session, OFRCE USE ONLY
firs wrecaavtnuo is being pod i1 accordance will Chapter 176.Local Government Coda.by a vendee who oane wecerred
has a business reLlbonsiuo as detned by Sexton 176001(1.o)with a local governmental entity and the
vseske moats reanomanho under Sextet I76.006(a)
®y law ass cssesitannare mixt be hind with tie nee.ordc.c@ulniswaror of Old local governmental entry eel inter
than ew 7th(.smote day altar the doer the vendor beccvrres aware el tecta that require the elotornwm to be
fled See Section 178 Mete,I;Local Government Cade.
A vendor commits an aeons d the vendor knowingly violates Season 176 006.Local Government Code An
oeense under Cts section is a misdemeanor
!J Nome of vendor who hes a business relationship with local governmental entity.
-!./Q.\ .1,07.4"CISArc,e 7 o,_ 1144,0s9tty yr/ ri c�as
QCheek this box if you are filing an update eoapreviously filed questionnaire.Inv law requires that you file in u(XW1Bd
completed questionnaire with the apploIriate tiling atonally not later than the 7th business day aIle,tile date on which
you became aware that the originally filed questionnaire was Incomplete or inaccurate.)
?I Name of local government officer about whom IN.lnlorrnalion I.being sdo..d.
!V/,¢
Name of°nicer
I Describe each employn int or other business relationship with the local government officer,or a lamily member of the
officer,as described by Section 176.003(aX2XA).Alio describe any family relationship with the local government officer.
Complete subpart.A and B lot each employment or business roletlonehip described.Attach additional pages to this Form
CIQ as necessary.
A Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other leen investment name.from the vendor?
QYes n No
ti Is the vendor receiving or likely to receive taxable income.other than investment Income.from or at the direction
of the local government officer or a faintly member of the oflice,AND the taxable income is not received tram the
local governmental entity?
OYes n No
J Describe each employment or business relationship that the vendor named In Election 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director,or holds an
ownership interest of one percent or more.
^
I I Check this box It the vendor has given the local government officer era family member of the olllcer one or more gifts
as described in Section 176.1:103(a)l2)(B).excluding gilts described In Section 176003(a-1)
J
/s/Zd/q
aw vend«dam t,oness earn ow 3.rv.wnmwrtd entity Dale
Fant presided by Texos Ethics Cwrmissiat www.ethics state 1x uv Revised 11!70.2015
•
Page 16 of 19
APPENDIX E
House Bill 89 Verification
i, Dere k (Person name), the undersigned representative
(hereafter referred to as "Representative") of .L M S
Tn rizc71-e-vciore Mcioq: .emSer2f- e. /c-es (company or
business name, hereafter referred to as "Business Entity"), being an adult over the age of
eighteen (18) years of age, after being duly sworn by the undersigned notary, do hereby
depose and affirm the following:
1. That Representative is authorized to execute this verification on behalf of Business
Entity;
2. That Business Entity does not boycott Israel and will not boycott Israel during the
term of any contract that will be entered into between Business Entity and the City of Port
Arthur; and
3. That Representative understands that the term "boycott Israel" is defined by Texas
Government Code Section 2270.001 to mean refusing to deal with, terminating business
activities with, or otherwise taking any action that is intended to penalize, inflict economic
harm on, or limit commercial relations specifically with Israel, or with a person or entity
doing business in Israel or in an Israeli-controlled territory, but does not include an action
made for ordinary business purposes.
SIGNATURE OF REPRESENTATIVE
e SUBSCRIAJD ED AI SWORN TO BEFORE ME, the undersigned authority, on this
day of ,J-c7l- IIP✓ , 20/4 .
NohAmy l Bu-ARIZOnion
ry ublic NA
MARICOPA COUNTY
r- ' Commission No.508824
'`.." " My Commission Expires 3r31'2020
Notary Public
Page 18 of 19
APPENDIX F
SB 252
CHAPTER 2252 CERTIFICATION
Dere k rU/A the undersigned and
Representative of 1 MS .2/-,,�,-0M,,n, „�r�,�
(Company or Business Name)
being an adult over the age of eighteen (18) years of age, pursuant to Texas
Government Code, Chapter 2252, Section 2252.152 and Section 2252.153,
certify that the company named above is not listed on the website of the
Comptroller of the State of Texas concerning the listing of companies that
are identified under Section 806.051, Section 807.051 or Section 2253.153. I
further certify that should the above-named company enter into a contract
that is on said listing of companies on the website of the Comptroller of the
State of Texas which do business with Iran, Sudan or any Foreign Terrorist
Organization. I will immediately notify the City of Port Arthur Purchasing
Department.
Name of Company Representative (Print)
Signature of Compa itepresentative
Date
Page 19 of 19