R2021-133 2021-09-27 RESOLUTION NO. R2021-133
A Resolution of the City Council of the City of Pearland,Texas,authorizing the
City Manager or his designee to enter into an Interlocal Agreement with
Brazoria County for paving services, for the period of September 27, 2021
through September 26, 2022.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That certain Interlocal Agreement by and between the City of Pearland and
Brazoria County, a copy of which is attached hereto as Exhibit "A" and made a part hereof for all
purposes, is hereby authorized and approved.
Section 2. That the City Manager or his designee is hereby authorized to execute and
the City Secretary to attest an Interlocal Agreement with Brazoria County.
PASSED, APPROVED and ADOPTED this the 27th day of September, A.D., 2021.
EVIN COLE
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TAL ROAN, TRMC, CMC •••,,,""""
CITY SECRETARY o•`Q�PR���O,,``''
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APPROVED AS TO FORM: (P=
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DARRIN M. COKER
CITY ATTORNEY
THE STATE OF TEXAS §
§
COUNTY OF BRAZORIA §
INTERI,OCAL AGREEIVIEN'I'
BETWEEN BRAZORIA COUNTY AND THE CITY OF PEARLAND
IS2:I.-0019
This Agreement is made between BRAZORIA COI)NTY and the CITY OF PEARLAND
hereinafter referred to as the COUNTY and CITY respectively.
RECITA[,S
WHEREAS,the C;I'l'Y wishes to recycle, overlay and provide traffic control on all roads as listed
on Exhibit`B"; and
WHEREAS, the CITY has requested the COUNTY'S assistance to providing labor and
equipment to recycle, overlay and provide traffic control to all roads as listed on Exhibit "B";
and
Wiii'Rl.?AS, the COUNTY has agreed to utilize Brazoria County Road & Bridge equipment and
employees to perform this work pursuant to the authority of Tex. Transp. Code §251.015, and the
Interlocal Cooperation Act, Tex. Gov. Code Sec. 791.001 et. Seq., subject to the conditions and
limitations of this Agreement;
NOW THEREFORE, the CITY and COUNTY.agree as follows:
1.01 COUNTY agrees to supply such equipment as may he necessary together with operators
to recycle, overlay and provide traffic control on all the roads for the CITY as listed on
Exhibit"B"
i .02 The CITY agrees to pay for material needed in the project directly to supplier, and in the
event COUNTY costs in.performing above-described work exceed $10,000.00, the CITY
shall pay, from the point in time that COU.NTY'S costs equal the sum $10,000.00, the
labor costs and the hourly value of equipment used, plus any other costs associated with
the use of the equipment. Though it is contemplated by tl:uis agreement that CITY will
obtained the necessary design and engineering studies required by the project prior to the
commencement of the work, CITY agrees to pay the reasonable cost of any design or
engineering work obtained by COUNTY if it exceeds the sum of$10,000.00. The value
of equipment shall be those hourly rates which have been previously established by the
COUNTY for each item of its equipment, multiplying the same by the number of hours,
such equipment has been utilized in excess of the point in time when COUNTY's costs
equaled the sum of 5I0,000.00. COUNTY equipment utilized on site for the project shall
he charged to CITY on a daily rate for each day it is on-site.
1.03 The parties intend that COUNTY, in performing such services, shall act as an
independent contractor and shall have control of the work and the manner in which it is
performed. COUNTY is not considered an agent or employee of CITY.
1.04 Each party agrees that payments for the performance of governmental functions or
services shall be from current revenues available to the paying party and further that such
payments shall fairly compensate the performing party for the service it supplies provides
for the other party's benefit.
1.05 COUNTY does not warrant the suitability for this project of any material purchased by
CITY from a third party which maintains a continuing contract with COUNTY. Any cost
estimate made connection with this project is only an estimate and is not warranty of the
final cost of the project.
1.06 To the extent permitted by law, CITY agrees to assume the risk of, fully indemnify, hold
harmless and defend COUNTY, its agent, officers and employees from any and all loss,
damage, cost demands and causes of action of any manner from the performance of the
above referenced work.
1.07 COUNTY executes this Agreement by and through the County Judge acting pursuant to
Order of the Commissioners Court so authorizing, and the CITY executes this Agreement
by and through the President acting pursuant to authorizations of its Board of Trustees.
1.08 Nothing herein shall be constructed to make either party purchaser or consumer of goods
or services from the other.
1.09 Nothing herein shall be constructed to create any rights in third parties.
1.10 Misspelling of one or more words in this agreement shall not void this agreement. Such
misspelled words shall be read so as to have the meaning apparently intended by the
parties.
IN TESTIMONY OF WHICH,witness our signatures on the exec dates herein below.
By: By:
Y OF PEARLAND BRAZORIA COUNTY
MAYOR COUNTY JUDGE
Date signed: i. • O. 1 Date signed: ��
Exhibit A
Asti ofrF :'..
Matt Hanks, J.D., P.E. Clay Forister, P.E., CFM
COUNTY ENGINEER ;� '. ASST,COUNTY ENGINEER
Trey Haskins, P.E., CFM
/\ Karen McKinnon, P.E.
ASST.COUNTY ENGINEER �,, ,� ASST.COUNTY ENGINEER
(979)864-1265 O II'OF H�P�o�' (979)864-1270
Office Fax
Fax
BRAZORIA COUNTY ENGINEERING
451 N VELASCO,SUITE 230
ANGLETON,TEXAS 77515
www.brazoriacountylx.gov
August 13, 2021
City of Pearland
3501 E. Orange St.
Pearland, TX. 77581
ATTN: Mayor of Pearland
RE: NO. IS21-0019—Interlocal Agreement with the City of Pearland
Please find two copies of the above referenced Interlocal Agreement between IIrazoria County and the
City of Pearland, which has been approved by Commissioners' Court and signed by Brazoria County
Judge Sebesta.
Please carefully review the conditions of the agreement, and if acceptable, agreement must be signed by
the Mayor of Pearland.
Please retain a copy for your records and return the second signed copy of the agreement to this
office.
If you have any questioi please contact Mandic Kelly at(979) 864-1265.
Sincere
,• .
Matt Ha , JD, PE
County Engineer
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0�. 4a EXHIBIT "B"
St. itoA •
June 23, 2021
Mr. Matt Hanks, PE
County Engineer
Brazoria County
451 N. Velasco, Suite 230
Angleton, Texas 77515
Re: Interlocal Agreement for Asphalt Paving Program
Mr. Hanks,
Please accept this letter as a formal request to establish this year's (2021) Interlace! Agreement
between the City of Pearland and Brazoria County for asphalt road paving services.
Fiscal year 2020 was impacted immensely by COVID-19. One of those impacts was the delay of
interlocal paving services,which were unable to commence until September 28, 2020 and concluded
in April 2021. As a result of our combined efforts, Harkey and Stone Road(s)received a combination
of recycle and overlay services as listed to in the previous Interlocal Agreement.
For Fiscal Year 2021 the City request a continued combination of paving services from Brazoria
County to include full depth reclamation in site specific locations where necessary, asphalt overlay
and traffic control to the streets listed below.
Street Current FCI limits(To From) length Width Work Description
O'Day 59 City Limits to Broadway 9090 20 Recycle,Overlay&
Traffic Control
Veterans 74 Walnut to Mary's Creek 2990 Varies Recycle,Overlay&
Traffic Control
Old Alvin 55 Mcllard Rd to Hickory Slough 2760 20 Recycle,Overlay&
Traffic Control
Total 2.81 Miles
We at the City of Pearland are truly grateful for our partnership and accomplishments related to
infrastructure improvements. Please let me know if you have any questions or comments. I can be
reached by telephone at 281-824-2352 or email at dprescod(a�pearlandtx.gov.
Sincerely, RECEIVED
Dante Prescocl
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8 June 2021
rt* To: Mayor and City Council members
$+ 4y Update on our Streets&Drainage Division of Engineering&Public
° Works including competed work, upcoming contract awards, and IVI e m o
future planned work.
TEX AS -Trent
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To: Clay earson
From: Dant Prescod, Rights of Way Superintendent
CC: Tren Epperson, Assistant City Manager
Rob rt Upton, Engineering & Public Works Director
Eric ammond, Assistant Director Public Works
Joh Hines, Distribution & Collections Superintendent
Date: Jul 1, 2021
Re: Pre-Award Memo and Update on Street & Drainage Services
Executive Summary
The intent of this memo is to provide information on several forthcoming contracts which will be
presented at upcoming City Council meetings. In addition, this memorandum is intended to
provide an update of Engineering & Public Works Department, as it relates to advancement in
traditional street & drainage services.
Specifically on July 12, 2021, staff will present a recommendation to City Council for award
of an annual Concrete Sidewalk & Street Repair Contract to Greenscape Six in the
estimated amount of$746,080 and an annual Ditch Maintenance and Excavation Contract
with Texas Drainage in the estimated amount $150,000
Highlights
The City of Pearland manages 649 miles of public sidewalk and 759 lane miles (measured as 2
lane wide road) of concrete street and 221 lane miles of asphalt street infrastructure. In order to
ensure the safety, operation and mobility of this pavement network, the City employees the use
of three maintenance and repair methods for concrete repairs, 1) removal and replacement, 2)
concrete raising and 3) concrete slicing. Removal & replacement of existing concrete streets and
sidewalks being the most heavily implemented method due to its increased longevity and
relatively reduced repair cost over the life of the concrete surface. The method of concrete raising,
which allows for the injection of flowable material under the concrete section that while curing,
raises a sunken panel to a new/level elevation to match the adjacent panels. The third method is
concrete slicing which allows for the grinding of the concrete surface to match adjacent elevations.
Since July of 2020, the Right of Way team has invested a total of$687,429.35 into the sidewalk
infrastructure via these three management methods. To correlate this value of work to a number
of work orders completed, the team has closed a total of 892 sidewalk work orders since July
2020 and have a balance of 491 sidewalk work orders remaining in "open" status
(incomplete). Of these, 354 work orders require the repair method of removal and
replacement while 137 require a combination of raising and slicing services to mitigate
know trip hazards.
Sidewalk Work Orders
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600
400
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Total Sidewalk Work Orders In Open Status
IP Sidewalk Work Orders Closed Since July 2020
OUTSTANDING WORK ORDERS BY REPAIR
METHOD
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/ 120 —
—- 17
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Removal& Concrete Raising Concrete Slicing Total Work Orders
Replace In Open Status
Concrete Streets & Sidewalk Contract Award
The City has maintained a concrete street & sidewalk repair contract, in addition to in-house
concrete repair services, since 2015. The combined approach (in-house and contractor) to
concrete management allows for staff to address mobility safety needs, while balancing the
needs of other competing and traditional street & drainage services. City Council approved
the second and final concrete street and sidewalk repair contract renewal on June 22, 2020
via Resolution R2020-95 which concluded on June 14, 2021. On May 19, 2021, near the end
of that final contract renewal option, the City completed a bid process (RFB 0521-46) to re-
secure a qualified vendor for continued concrete infrastructure management.
Nine bidders participated in that bid process and Greenscape Six provided the lowest
responsible overall bid to the City for concrete repair work. Greenscape Six is the
incumbent for this contract and have provided concrete street and sidewalk repair
services since May 31, 2018. Because of their compliance with the proposal
specification, ability to meet the City's needs and provision of lowest overall pricing,
staff recommends an annual contract with Greenscape Six for concrete street &
sidewalk repair services in the estimated amount of$746,080, for the period of July 13,
2021 through July 12, 2022.
The contract includes a line item for concrete street repair for immediate needs, but the
primary focus of the contract and intention is pedestrian sidewalk repair and maintenance.
The recommended funding breakdown is $522,238 for sidewalk reinvestment and $223,842
for street reinvestment. Staff is in the development phase to procure a contractor for a more
comprehensive street maintenance & repair contract, concrete slicing contract and concrete
raising contract. Staff will be recommending a contract for award for those services in the
coming months.
The Engineering & Public Works Department has completed several key process
improvement steps as they related to the management of concrete street and sidewalk
infrastructure, since combining the Street& Drainage Services with the Right of Way Division.
One of those strategic steps was the completion of the Sidewalk Repair Policy, associated
sidewalk prioritization scorecard and interactive GIS mapping system.
The Sidewalk Repair Policy now provides overarching guidance on how and when to
respond to sidewalk repair requests, and the scorecard provides an objective point
value for staff to determine the potential for risk and priority in which work should be
addressed.
Upon submission of a sidewalk related work order, staff will inspect the site and weigh the
identified issue against the Policy criteria. Upon filling out the electronic score card, via the
web application developed by the City's GIS Division, a priority value is assessed to the work.
The priority of high (> 11), medium (6 — 10) and low (. 5) is then utilized by staff to expend
budgeted and available contract dollars to mitigate the highest to lowest risks systematically
throughout the community. An image has been provided below from this interactive map, to
illustrate the priority assignment for each open work order. (Red is high priority, yellow is
medium priority, green is low priority and grey is complete)
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Ditch Maintenance Contract Award
Staff will be recommending for award at the July 12, 2021 Council Meeting is for an
award of an annual Ditch Maintenance and Excavation Contract with Texas Drainage,
by participating in an interlocal agreement (R2019-114) with the City of Missouri City in
the estimated amount of$150,000.
Similar to the concrete repair contract the City has historically managed the stormwater
infrastructure via a combination of in-house and outsourced services as the public drainage
system is comprised of over 12,200 inlets, 918 culverts, 322 miles of enclosed drainage pipe
(storm sewer) and a total of 145 miles of open drainage ditches. Currently there are 6 staff
members dedicated to maintaining and overseeing the municipal drainage system. Adequate
drainage maintenance and management is a necessary function to our City's current and
growing drainage infrastructure. The maintenance of these conveyance systems is a priority
due to the essential function they provide during extreme rain events, in preventing damage
to residential & public properties, as well as ensuring mobility within the community.
Maintaining the open ditches, culverts and enclosed piping system in a condition that is clear
from silt and blockages using contracts such as this, ensures water movement into receiving
streams and detention sites, as well as prevents ponding, erosion and undermining of
adjacent infrastructure. In order to ensure completion of work orders beyond current staff
resources and allow dedicated staff to continue focusing on other traditional drainage needs,
including the completion of 144 back-logged drainage work orders the contracted services is
paramount.
It should be noted that to continue leveraging technology platforms and prepare for the
implementation of Asset Management, staff worked with the GIS Division to create an
interactive drainage map. The resource is still under construction but allows for the
identification, inventory, systematic inspection, communication and maintenance planning of
all drainage infrastructure within the community. Historically the City has maintained GIS data
for enclosed drainage systems, however, this project includes the identification of all enclosed
drainage (underground piped storm sewer), open (open ditches typically found along the
roadside and connecting drainages to receiving streams/ponds) and hybrid drainage
infrastructure (shallow open ditch with a combination of underground piped storm sewer below
the ditch). The following is an image from the interactive drainage system map that is
currently under construction.
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Brazoria County Asphalt Paving Interlocal
Between September 28, 2020 and April 28,2021, staff successfully completed interlocal
paving operations between Brazoria County and the City of Pearland. Although COVID-19
impacted the City and County's ability to complete FY20 planned work until FY21, it should
be noted that the previous year's interlocal agreement was inclusive of several key
improvements. As mentioned in previous paving memos, those program improvements
included the ceasing of City staff proving necessary base repairs to planned roads in advance
of interlocal paving operations and changing to full depth reclamation of the listed roads by
County services. The modifications to the agreement resulted in higher quality paving
services to Stone and Harkey Road, due to the full depth reclamation to the base
material before pavement was placed. In general, the process also improved the internal
processes by reduction of staff labor through eliminating base repair steps before the County's
mobilization. Unfortunately, due to the City's continued responsibility to provide all traffic
control throughout the interlocal paving program, a majority of street and drainage staff were
pulled from traditional division related responsibilities to support the traffic control needs
through the duration of the paving project (7 months).
On June 23, 2021 staff sent the FY21 interlocal paving plan request to Brazoria County, staff
is awaiting the draft interlocal from Brazoria County. Because of lessons learned from the
previous year on Stone and Harkey Road, which was roughly seven (7) months of traffic-
controlled focus, staff again modified the language of the interlocal agreement. This time
requesting Brazoria County to provide the traffic control services and allow City staff to focus
on other local drainage, street and sidewalk related needs.
As it is proposed within the FY21 interlocal paving plan, City staff will provide paving materials
for interlocal activities and design traffic control plans for road closures and detours only. The
County will then oversee all full-depth milling in site specific locations where needed, schedule
material delivery, provide traffic control and conduct all paving operations on O'Day,Veterans
and Old Alvin Roads. Staff intends to present the FY21 interlocal paving agreement
(attached) to City Council in July for approval, following partial execution by Brazoria
County.
FY21 Interlocal Paving Plan
Street Current PCI limits(To From) length Width Work Description
O'Day 59 City Limits to Broadway 9090 20 Recycle,Overlay&
Traffic Control
Veterans 74 Walnut to Mary's Creek 2990 Varies Recycle,Overlay&
Traffic Control
Old Alvin 55 McHard Rd to Hickory Slough 2760 20 Recycle,Overlay&
Traffic Control
Total 2.81 Miles
Interlocal Paving Traffic Control Photos
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Lastly to maximize and invest budgeted & available funds into the street network, staff
developed and will soon bid the first comprehensive line-item street maintenance and
repair contract within the City. This contract is similar to the concrete street and sidewalk
agreement by providing a unit cost approach for the repairs necessary in maintaining 980
miles of roadway within the City limits (759 miles of concrete & 221 miles of asphalt streets).
To differentiate between the two contracts, the Concrete Street & Sidewalk Contract is
predominantly focused on sidewalk repair and maintenance with minimal allowance for
concrete street panel replacements. However, the forthcoming Street Maintenance Contract
that is being bid is predominately focused on repair road surfaces both concrete and asphalt.
Based on the City's pavement condition index (PCI) which establishes a point value for road
surfaces, as well as work order history and staff inspection, the Engineering & Public Works
Department is tasked with maintaining the average PCI at 70. In order to continue investing
in this critical infrastructure, City Council has approved a streets infrastructure reinvestment
budget of $1,815,972.00 in FY21 and will be asked to consider a FY22 budget request of
$2.5M.
In an effort to invest these dollars and maintain the transportation network, staff developed a
street maintenance and repair contract, which is intended to be bid in July. Following staff
review and evaluation of the forthcoming bids, staff will make a recommendation to City
Council for award of this contract and improve the City's ability to react, respond, plan and
invest in necessary street repair services. It should be noted that once proposals are received,
staff will be able to conduct an evaluation of in-house paving services versus outsourced
services.
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Suggested Action Items
On July 12, 2021, staff will present a recommendation to City Council for award of an annual
Concrete Sidewalk & Street Repair Contract to Greenscape Six in the estimated amount of
$746,080 and an annual Ditch Maintenance and Excavation Contract with Texas Drainage in the
estimated amount$150,000.
Future items will include approval of the FY21 Interlocal Agreement with Brazoria County to
provide County paving services on Veterans, O'Day and Old Alvin Roads and upon completion
of the bid posting and review processes, award of a comprehensive street maintenance and repair
contract in the coming months.
Links to Relevant Memos
Right of Way Division of Public Works Update&June 22, 2020 City Council Questions/Comments
Memo
Right of Way Management Division Accomplishments Memo
O'Day Road Paving Update Memo