HomeMy WebLinkAboutPR 20696: SCS ENGINEERS, CONSTRUCTION OF A NEW MODULAR SCALE HOUSE AND PARKING ACCOMMODATIONS City of
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INTEROFFICE MEMORANDUM
Date: February 20, 2019
To: The Honorable Mayor and City Council
Through: Harvey Robinson, Interim City Manager
From: Dr. Hani Tohme,P.E.; Acting Director of Public Works
RE: PR 20696—Execute a professional services contract between the City of Port
Arthur and SCS Engineers of Bedford,Texas pertaining to design services associated
with the construction of a new modular scale house and parking accommodations.
Introduction:
The intent of this Agenda Item is to authorize the City Manager to execute a professional services
contract between the City of Port Arthur and SCS Engineers of Bedford, Texas pertaining to design
services associated with the construction of a new modular scale house and parking accommodations,
in the amount of$39,440.00.
Background:
The City of Port Arthur's Municipal Landfill is in need of accurately measuring wastes received,better
measuring of soil received for daily cover,calculating waste disposal fees for the Texas Commission on
Environmental Quality (TCEQ), and obtain better data for calculating the life of the Landfill. It has
been determined that the installation of scales and relocating the scale house would provide these
essential elements. SCS Engineers has submitted a proposal for design services associated with the
construction of a new relocated modular scale house and parking area to be constructed with the new
scales.
Budget Impact:
Funds are available in Capital Equipment Replacement-Solid Waste Equipment Account No. 625-1801-
533.92-00.
Recommendation:
It is recommended that the City of Port Arthur's City Council authorize the City Manager to approve
PR 20696.
"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. 20696
2/20/2019 mje
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND SCS
ENGINEERS OF BEDFORD, TEXAS, FOR PROFESSIONAL SERVICES
PERTAINING TO BUILDING DESIGN SERVICES ASSOCIATED WITH
THE CONSTRUCTION OF A NEW SCALE HOUSE AND ASSOCIATED
PARKING AT THE CITY OF PORT ARTHUR MUNICIPAL LANDFILL.
FUNDS ARE AVAILABLE IN THE CAPITAL EQUIPMENT
REPLACEMENT SOLID WASTE EQUIPMENT ACCOUNT NO. 625-
1801-533.92-00.
WHEREAS, the City of Port Arthur has determined that the installation of scales
at the Municipal Landfill was needed to accurately measure loads coming into the landfill
for disposal and/or offloading; and,
WHEREAS, the scope of work included the relocation of the existing scale house
to allow for better access to the scales prior to waste disposal; and,
WHEREAS, SCS Engineers of Bedford, Texas has submitted a professional
services contract for the design services for the installation of a new modular scale house,
utilities, water/waste water management and associated parking at the City of Port
Arthur's Municipal Landfill, Exhibit "A"; and,
WHEREAS, the budget impact will be $39,440.00, with funding available in the
Capital Equipment Replacement-Solid Waste Equipment Account No.: 625-1801-533.92-
00.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT, the facts and opinions in the preamble are true and correct; and,
P.R. 20610
2/20/2019 mje
Page 2 of 3
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 SCS Engineers of Bedford, Texas for
the amount of $39,440.00, in substantially the same form as attached hereto as Exhibit
"A"; and,
THAT, funding is available in the Capital Equipment Replacement-Solid Waste
Equipment Account No. 625-1801-533.92-00; 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:
Derrick Ford Freeman
Mayor
Attest:
City Secretary
Sherri Bellard
P.R.20696
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Page 3 of 3
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
ktvaetifio
Valecia Ti eno Harvey Robinson
City Attorney Interim City Manager
APPROVED AS FOR AVAILABILITY OF
FUNDS'
Andrew Vasquez, CPA
Director of Finance
Dr. Hani Tohme, P.E.
Director of Public Works
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dho,„_
Clifton illiams, PPB
Purchasing Manager
EXHIBIT A
Solid Waste Management Consultants 1901 Central Drive, Suite 550
Offices Nationwide Bedford,Texas 76021
www.scsengineers.com
817.571.2288 Main
SCS ENGINEERS
December 18, 2018 Proposal No. 160093216
Dr. Hani Tohme, P.E.
Director of Public Works
City of Port Arthur
444 4th Street
Port Arthur, TX 77640
Subject: Scope of Engineering Services to Provide
Plans, Specifications and Bid Documents for the New Scale House and Parking Area to be
Constructed with the New Scales
at the City of Port Arthur Landfill
Dear Dr. Tohme:
Per your request, SCS Engineers (SCS) is submitting a proposal to include architectural and engineering
services to design a new landfill scale house and associated parking area at a new location per the recent
permit modification. This additional scope of services includes expanded geotechnical testing,
preparation of plans and specifications for the new scale house building with associated utilities and
parking.
Our proposed scope of services also includes assistance during bidding and construction phases of the
project.
We appreciate the opportunity to be of continued service to the City of Port Arthur. Please call with any
questions or comments.
Sincerely,
Kevin D. Yard, P.E., BCEE Jeffrey Arrington, P.E.
Vice President Project Manager
SCS ENGINEERS SCS ENGINEERS
TBPE Registration No. F-3407
Attachments: Project Approach
Short Form Agreement
cc: Mr. Justin Thomas, City of Port Arthur Landfill
Ms. Jennifer Edwards, Capital Improvements Project Manager, City of Port Arthur
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City of Port Arthur Landfill Engineering Services for Prep of Bid Documents for New Scales
PROJECT APPROACH
ENGINEERING SERVICES FOR PREPARATION
OF BID DOCUMENTS FOR NEW SCALE HOUSE AND PARKING AREA
AT THE
CITY OF PORT ARTHUR LANDFILL
BACKGROUND
SCS has developed the following expanded scope of services to assist the City with the design and
construction of a new scale house and parking area at the Port Arthur Landfill. This scope includes
the preparation construction plans, specifications and bid documents as well as providing technical
support in bidding, award and construction representation.
SCOPE OF SERVICES
Task 1 : Prepare Schematic Design
This task will include preparation of the preliminary plans for the scale house and parking area at
the location selected by the City for these facilities. The purpose of this task is to provide the
preliminary schematic design of the scale house along with preliminary site drawings and costs
estimates for the improvements. This information will be incorporated into the final plans and
specifications after receiving input from the City of Port Arthur. The task includes the following
steps:
• Meet with the City by phone to discuss interior building requirements including office
layout, restrooms and meeting spaces
• Review code requirements for the building improvements
• Accessibility Standards for the project will determined
• Preliminary Design of the Water Tank and Wastewater Holding Tank and associated piping
and pump station
• Other considerations that the City deems appropriate such as types of windows and security
features.
The schematic design package will include the following:
• Preliminary Plans (30%) including architectural and civil plans and elevations for the
building and site improvements
• Summary of building features including building materials, interior features and site utilities.
• Preliminary Opinion of Probable Construction Cost
• Summarizing other applicable requirements
• Roadway improvements and parking layout dimensions
SCS will submit the schematic design to the City of review and comment. As a cost saving
measure, it is assumed that this communication with the City can be managed with a conference
call, at which time comments on the Schematic design can received and incorporated into the final
design.
SCS ENGINEERS
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City of Port Arthur Landfill Services for Prep of Bid Documents for New Scale House
Task 2: Geotechnical Testing of Subsurface for the Design of the Building and
Parking
SCS will subcontract with Science Engineering LTD to perform 4 soil borings up to 25 feet deep at
the proposed location of the scales and scale house building to determine the subsurface conditions
and provide foundation recommendations for the scale platform and structure. An additional
shallow boring will be performed in the area of proposed parking lot. This is an increase over the
original geotechnical design for the scales to account for the parking lot and the scalehouse.
Task 3: Preparation of Plans, Specifications, and Bid Documents for the New
Scale House and Parking Area
SCS will prepare plans, specifications and bid documents for the new scale house and parking area
based on the 30% schematic design completed in Task 1. This task will include the required
structural, mechanical, electrical and plumbing to provide bid documents for the building. Our
assumption is the scale house will be a single story modular office building approximately 2000 SF
or less with a restroom, locker room and required office space to be determined with discussions
with the City. This task also includes preparation of the required civil plans and specifications for
utilities and parking areas which will be prepared by SCS.
This task assumes that we will utilize the concept design of the facilities developed in the previous
task and incorporated into the final bid documents. Major Components of the project include the
following:
• New modular scale house building approximately 2000 sf or less
• Utilities to include potable water storage tank and wastewater holding tank with pump
station to move wastewater from the scale house into the holding tank.
• Parking Area to accommodate employees and visitors. Note: It is understood that the
proposed parking area will be over fill which is not well-documented and subject to
settlement. As such, to allow for settlement,rather than proposing pavement at this time, we
will develop specifications for aggregate material underlain by a geotextile or geogrid.
This task includes compiling the general and technical specifications for the construction. For this
Scope of Services, SCS has assumed that the City will provide the front-end documents that are
applicable and current. The technical specifications will be developed by SCS and McDonald
Architects for the project.
This task includes development of an engineer's cost estimate including performing the necessary
quantity take-offs for line items included in the scope of work for the project. Line items for this
project will include such items as: mobilization/demobilization, building construction, utilities and
pavement, etc. The engineer's estimates of probable cost of construction will be supported by
volume quantity calculations for each line item.
The fee for building design services has been separated into Task 8 described below.
Task 4: Bidding Assistance
This task includes assistance to the City during bidding, including:
SCS s ENGINEER S
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City of Port Arthur Landfill Services for Prep of Bid Documents for New Scale House
• Preparation of bid document packages for distribution to contractors and manufacturers.
• Distribution of bid documents to contractors. For this task, SCS has assumed that the bid
documents can be distributed electronically to contractors and manufacturers that are
interested in bidding the job.
• We have assumed that a pre-bid conference will not be required for the project.
• Receiving written comments and questions from bidders, and coordinating responses with
City staff.
• Review of bidders' qualifications.
• Review and compilation of bids, and submittal of award recommendation to City.
Task 5: Construction Representation
SCS will assist the City during the construction phase to provide coordination with the scale
contractor and interpretation of plans and specifications. Our services during this phase will consist
of the following:
• Attendance by a SCS representative at the pre-construction meeting with City staff and the
selected contractor.
• Review and response to clarification requests or change order requests received from
contractor.
• A construction site visit during critical stage of the construction.
• Review of scale shop drawings.
• SCS will conduct a final walk-through with City and Contractor. If necessary, SCS will
provide the contractor with a punch list of items that need to be addressed prior to final
acceptance by the City.
• Confirmation of final acceptance of the completed project by SCS based upon a final review
by the City.
Task 8: Building Design, Bidding and Construction Phase Services
SCS will engage the services of McDonald Architects, LLC to prepare plans and specifications for
the scale house structure. These services will include the required structural, mechanical, electrical
and plumbing to provide bid documents for the building. Our assumption is the scale house will be
a single story modular office building approximately 2000 SF or less with a restroom, locker room
and required office space to be determined with discussions with the City. McDonald will
participate in the bidding, award and construction phases of the project by attending pre-bid, pre-
construction meetings, and providing general representation during construction.
PROJECT SCHEDULE
We are ready to proceed with the project upon receiving authorization to proceed.
FEE
SCS proposes to provide these services for the additional lump sum fees noted in the following
table. The table includes the original fees approved for Tasks 1-7 as well as the proposed increases
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City of Porf Arthur Landfill Services for Prep of Bid Documents for New Scale House
in Tasks 1-5 and the new Task 8. The services will be initiated upon the City's approval and will be
invoiced on a lump sum. Charges to the Allowance, which will require the City's prior
authorization, will be on a time-and-materials basis using SCS' current Schedule of Fees.
Task Task Description Original Proposed Proposed
Fee(scale) Fee Revised
Increase Fee
1 30% Design' $4.000 $3,000 $7,000
2 Geotechnical Testing of Subsurface for
Design' $2.500 $1,800 $4,300
3 Preparation of Plans, Specs., and Bid
Documents for Improvements' $15,000 $11,000 $26,000
4 Bidding Assistance' $4,000 $2,500 $6,500
5 Construction Representation' $6,500 $4,000 $10,500
6 Preparation of Notice Modification12 $9,000 $9,000
Allowance $3,000 $3,000
7 Review and Notice Preparation $3,000 $3,000
8 Building Design Services (incl. bidding, award
and construction phase)3 $17,140 $17,140
Total Tasks 1 - 8 $47,000 $39,440 $86,440
1. As noted above, Tasks 1, 2, 3, 4, and 5 were initially limited to the scales. With the addition
of the parking lot, scalehouse building,.utilities, and related effort, these tasks have been
expanded in scope and budget.
2. Tasks 6 and 7 were approved by the City on September 6, 2018 to address the required
permit modification for the scalehouse relocation.
3. New task as described above.
This fee and proposed scope of services are based on information available to SCS at this time. If
conditions change, unforeseen circumstances are encountered, or work efforts are redirected, the fee
estimate may require modification. Any costs in excess of the amount authorized by the City would
require City's prior approval.
CLOSING
SCS appreciates this opportunity to continue providing these services at the City of Port Arthur
Landfill. If you have any questions related to this proposal, please feel free to contact Kevin Yard
at (817) 358-6105 or Jeff Arrington at(817) 358-6111.
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SCS Project No.:
AGREEMENT BETWEEN SCS AND CLIENT
FOR PROFESSIONAL SERVICES
This Agreement is made by and between the City of Port Arthur(hereafter"Client"), and Stearns,
Conrad and Schmidt Consulting Engineers, Inc. dba SCS Engineers and/or SCS Field Services(hereafter
"SCS").
WITNESSETH
That for the considerations set forth below,the parties agree as follows:
1. Scope of Services: SCS shall provide professional services(hereafter"Services")for the
project(hereafter Project")as set forth in SCS' 12/18/18 letter(attached) in accordance with the terms and
conditions of this Agreement.
2. Basis of Compensation: see SCS' 12/18/18 letter(attached)
3. Method of Invoicing: see SCS' 12/18/18 letter(attached)
4. Professional Retainer: N/A
5. Other Terms: none
6. General Conditions:
a. Payments for invoices prepared by SCS are due and payable upon receipt.Payments due
SCS under this Agreement shall be subject to a service charge of one and one-half(1-1/2)percent per month
for invoices not paid within thirty(30)days after the date of receipt of invoice.
b. Client agrees to pay all costs and expenses of SCS, including reasonable attorney fees,
arising out of or in connection with collecting amounts for which Client is responsible pursuant to this
Agreement
c. This Agreement may be terminated by either party upon 15 days' written notice to the
other party. Upon termination, SCS shall be paid for all Services rendered to the date of termination together
with any termination expenses incurred.
d. Any work in addition to that described in Article 1 above performed at the request of the
Client shall be compensated on a time-and-materials basis at the rates contained in SCS' Standard Fee
Schedule in effect at the time of performance of the Services. Unless expressly stated therein,the scope of
work does not include testimony or responding to subpoenas or other legal orders requiring production of
records or testimony. In the event SCS receives a subpoena or other legal order for the production of project
records or testimony, SCS will be compensated by client at current Fee Schedule rates.
e. The parties hereto shall each maintain in full force and effect Commercial General
Liability insurance with coverage limits which are reasonable in light of the Services to be undertaken,and
Workers' Compensation Insurance as required by law.
SCS SF_SHORT
(Rev.December 2009)
f. Any drawings, specifications, reports, data and notes developed pursuant to this
Agreement are instruments of service, and as such the original documents,tracings, and field notes are and
remain the property of SCS.
g. Neither party shall delegate its duties under this Agreement without the written consent of
the other party.Each party binds itself to the successors,administrators and assigns of the other party in respect
of all covenants of this Agreement.
h. The parties agree that the total liability of SCS under this Agreement and for the Project
shall be limited to Fifty Thousand Dollars($50,000) or the amount of SCS'total fees hereunder(whichever is
greater),unless Client pays for the assumption of additional liability by SCS as a separate line item in Article 2
above.
i. Unless otherwise expressly stated in the Scope of Services, SCS shall have no
responsibility for site health and safety,except with respect to the activities of SCS and its subcontractors. In
no event shall SCS be responsible for the means,methods or manner of performance of any persons other than
SCS and SCS' subcontractors.
j. Client agrees that SCS will not be responsible for liability caused by the presence or
release of hazardous substances or contaminants at the site,unless the release results from the sole negligence
of SCS or its subcontractors. The Client will either make others responsible for liabilities due to such
conditions, or will indemnify, defend and save harmless SCS from such liabilities. At no time shall title to
hazardous substances,solid wastes,petroleum contaminated soil or other regulated substances pass to SCS,nor
shall any provision of this Agreement be interpreted to permit or obligate SCS to assume the status of a
"generator,""owner,""operator,""transporter,""arranger"or"treatment,storage or disposal facility"under
state or federal law. The provisions of this Article 6j shall survive any termination of this Agreement.
k. SCS shall be entitled to rely on information provided by Client. SCS shall be entitled to
an equitable adjustment in the price and schedule if conditions differ materially from information provided by
Client,or differ from what could reasonably be anticipated given the nature of the Services.
7. Parties to Agreement. For the purposes of this Agreement,the term"SCS Engineers"shall
mean Stearns,Conrad and Schmidt Consulting Engineers, Inc.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly
authorized representatives as of the last date written below.
SCS ENGINEERS: CLIENT:
yam
BY: BY:
PRINT NAME: Kevin D. Yard,P.E.,BCEE NAME:
TITLE: Vice President TITLE:
DATE: 12/18/18 DATE:
SCS SF_SHORT 2
(Rev.December 2009)