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R2021-202 2021-09-27 RESOLUTION NO. R2021-202 A Resolution of the City Council of the City of Pearland,Texas,authorizing a contract with P Squared (P2) Emulsion Plants, LLC, as a sole source vendor, for the purchase of emulsified asphalt associated with the recycling and application of asphalt streets, in the estimated amount of $166,840.00, 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 sole source pricing has been obtained for the purchase of emulsified asphalt. Section 2. That the City Manager or his designee is hereby authorized to execute a contract with P Squared (P2) Emulsion Plants, LLC, for the purchase of emulsified asphalt in the estimated amount of$166,840.00. PASSED, APPROVED and ADOPTED this the 27th day of September, A.D., 2021. 50-7-1Y EVIN BOLE MAYOR T EST: OAN, TRMC, CMC ... CI Y SECRETARY do 's =U ` N...**1; 4, 04 ; APPROVED AS TO FORM: / DARRIN M. COKER CITY ATTORNEY Exhibit A Emulsions Date: August 26,2021 To:City of Pearland Subject: P Squared Emulsion Plants LLC Sole Source Products This communication serves as certification that all products listed below are produced in accordance with the State of Texas' Sole Source requirements according to the proprietary formulas and specifications of P Squared Emulsion Plants LLC. Our proprietary products conform to the formal definition of"a confidential formulation usually containing two or more ingredients and about which information is not in the public domain" and as such, P Squared Emulsion Plants LLC is the only manufacturer and distributor of said products. P Squared Emulsion Plants LLC Products; "P2 Stabilizer"(ABS-65) Our P2 Stabilizer is an asphalt emulsion that is incorporated into existing soil or base material to provide increased base strength and stability. P2 Stabilizer eliminates the need for additional material such as aggregates,lime. cement or other additives. The utilization of P2 Stabilizer results in increased base density and hardness without sacrificing the flexibility and waterproof properties of asphalt. "P2 Rejuvenator"(ARE-68) Our P2 Rejuvenator is engineered to rejuvenate old asphalt roads, RAP and other millings with residual asphaltic content. A one-time application will rejuvenate the existing material through softening oxidized pavement materials and re-binding asphalt to revitalize the road base, "P2 ROC" Our P2 ROC is engineered to seal and protect existing road surfaces.Our"Road Over Coat"is a proven sealing solution that locks down loose chip seal aggregate while sealing oxidized and cracked surfaces. ROC is designed to be traffic safe in under an hour resulting in a uniform.black road surface. "CWE-2-No Bleed Chip Seal" Our unique chip seal formula exhibits superior performance when compared to commodity type CRS-2 emulsions. CWE-2 can be applied in a broader range of temperatures(10-20 degrees below other products)and WILL NOT BLEED under extreme summer temperatures. "CWP—Pothole Patch" This emulsion is specifically formulated to work in ALL patch machines,ALL year round with the exact same results. Smooth consistency,no bleed finish and extremely low clog rates differentiate CWP from all other patch materials. "P2 Prime Concentrate" We have several proprietary"ready-to-use"formulas that include prime.tack and dust control products that all derive from our P2 Prime Concentrate. Based on application,customer needs and dilution rates:we have something for literally every road across the state of Texas. ••All P Squared kmuluoa Plants LLC propnew products fulfill the faunal requirements found in?ecss Local (imminent Codes regarding comp purchasing.Section 202.024 7A.(Available upon request) .•All I'Squared f.mut+nvr Flame I LC proprietary products are fully TCEO and EPA compliant All of us at P Squared thank you for the opportunity and we look forward to serving all your emulsion needs! P2Emulsions.com • 516 South McLennan Loop Elm Mott, Texas 76640 254-829-0330 1 •;1 p2 E Emulsions SOLE-SOURCE PURCHASE AFFIDAVIT KNOW ALL MEN BY THESE PRESENTS THAT: Before me, the undersigned authority duly authorized to take acknowledgements and administer oaths on this day personally appeared Seth McGinnis.on sworn oath stated the following: My name is Seth McGinnis and I serve as the Chief Executive Officer of P Squared Emulsions Plants. LLC. I respect the required compliance of the City of Pearland to the competitive bidding requirements outlined under Chapter 262 of the Texas Local Government Code: however, the purchase of an item that can be obtained from only one source is exempted from said statutory competitive bidding provisions. The authority to purchase P Squared Emulsion Plants, LLC's proprietary products as defined as"Sole-Source" may be found under Texas Local Government Code § 262.024a(7XA). a) A contract for the purchase of any of the following items is exempt from the requirement established by Section 262.023 if the commissioners court by order grants the exemption: (7) an item that can be obtained from only one source, including: (A) items for which competition is precluded because of the existence of patents,copyrights.secret processes- I represent and assert to the Purchasing Department of the City of Pearland and hereby warrant that P Squared Emulsion Plants. LLC is the sole-source manufacturer and supplier of the following item(s): P2 Stabilizer"ABS-65",P2 Rejuvenator"ARE-68",ROC,CWE-2,CWP& all P2 Road Primes. Each of our asphalt emulsion products is manufactured on site to the specifications of our proprietary formulas which are solely owned and manufactured by P Squared Emulsion Plants,LLC. I likewise assert that should P Squared Emulsion Plants. LLC cease to be the sole-source supplier of these proprietary products: I shall immediately make full disclosure in writing of all relevant facts and circumstances. IN WITNESS WHEREOF,the undersigned has executed this Affidavit on the 26th da . of August 2021. •_ Seth McGinnis. C.E.O. (Signature) (Printed Name)(Title) SWORN TO AND SUBSCRIBED before me on August 26,2021 by Seth McGinnis. Ott. LINDA TEAKELL :;4. *,=Notary Public.State of Texas J/ T•V•• .1-1 Comm. Expires 04-30.2024 ,,, ?';,,,•,� Notary ID 124782921 Notary Public,State o Texas ' My Commission expires on April 30,2024 P2Emulsions.com 516 South McLennan Loop Elm Mott, Texas 76640 254-829-0330 Emulsions P Squared Emulsion Plants - November 1 , 2020 Prices subject to change with written notice P2 Salesman - George Tomek Contact Phone - (2541 230-3030 Product Tanker FOB Plant Tanker FOB County Drum/Tate Plant P2 Stabilizer "ABS-65" $2.43 $2.68 S2.63 P2S1 $2.44 $2.69 $2.64 P2 CWE-2 $2.74 $2.99 $2.94 (Chip Seal) P2 CWP $2.74 $2.99 $2.94 (Cold Weather Patch) P2 ROC $2.57 $2.82 S2.77 (Road Over Coat) P2 Rejuvenator "ARE-68" $2.46 $2.71 $2.66 P2 Prime Concentrate $1.79 $2.04 $1.99 P2RTU $1.75 $2.00 $1.95 **All listed prices are per U.S. gallon **Minimum Tanker Delivery: 5,000 Gallons "*Delivery over 250 miles subject to additional charges "*Demurrage (trucking charge): First 2 hours free, $80.00 per hour thereafter **Pump Charge(trucking charge): $80.00 "*Push Charge (trucking charge): $80.00 per hour **Return Loads (trucking charge): Subject to charge from delivering freight line **Smaller Quantities Available, Subject to Freight Differential of$0.25/gal less than 5,000 gal Containers available for smaller product amounts 'Tote"Containers(275 gallons size each)cost$100.00 per container "Drum'Containers(55 gallons size each)cost 535.00 per drum Containers are re-usable and can be rinsed out,brought back and re-filled at customer discretion Containers priced individually and sold only with orders for material Thank you and we look forward to serving all your emulsion needs! P2Emulsions.com 516 South McLennan Loop Elm Mott, Texas 76640 254-829-0330 8 June 2021 c� To: Mayor and City Council members �+ Update on our Streets&Drainage Division of Engineering&Public i7 Works including competed work, upcoming contract awards,and Ft1 e m o l future planned work. X A 3 -Trent f1 1b9� 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 89 7 1000 800 491 600 400 200 0 Total Sidewalk Work Orders In Open Status Sidewalk Work Orders Closed Since July 2020 OUTSTANDING WORK ORDERS BY REPAIR METHOD 491 Zz r?_. 354 120 - 17 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. 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I 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. © = - . ^"' `1 o�3lOM ; - 1 ---r -- __.`-_`1- ss ... � eau-vr,ro -xGe /.irf\. --<.>.,;t‘ — • .� J.1 N z / I -- 11111•1111111•1111,111110EVZ me • 46 1 1 1 mmalgum ....4 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 5'.) City Limits to BroiUwey 9090 20 Recycle,Overlay& Traffic Control Veterans 74 Walnut to Mary',,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 14111 ti t; • ' , t• s • _ - _ommommoitt �; q 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. - _ ,.. -)4041.0. :-.7" " ,,,, ._ _. •VA 7, — 007 ....... - 74.11411#‘ .....1/4, I, 4: 1. ti I r` Ayill . ..,1 1. ,? A .titkot - ...„..,,:,4..- ..,......,;*"1,,iv,..,, ,./..-NO ..,,,I.-.:!....;',i,,\ r ,4, : ,, ru s tad • !. . • • � �+ et 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