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HomeMy WebLinkAboutPR 21150: CONTRACTS WITH STUART CONSULTING GROUP AND ARCENEAUX WILSON & COLE (4) DRAINAGE PROJECTS a City of 40 Texas www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: October 29. 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. 21150 — Authorizing the City Manager to negotiate contracts with Stuart Consulting Group and Arceneaux Wilson&Cole for the Engineering and Design of four (4) Drainage Projects funded by Hazard Mitigation Grant Program (HMGP) and Community Development Block Grant — Disaster Recovery (CDBG-DR) Introduction: The intent of this Agenda is for the City Council to authorize the City Manager to negotiate contracts with Stuart Consulting Group, Inc. (SCG) of Houston, Texas and Arceneaux Wilson and Cole LLC(AWC)of Port Arthur,Texas for the Engineering and Design of four(4)Drainage Projects funded by HMGP and CDBG-DR. Background: The City of Port Arthur applied and was awarded funding for HMGP Phase I (Engineering and Design) for the following drainage projects: (1) El Vista Subdivision, (2) Port Acres Drainage and (3) Lake Arthur Detention. The award for the following CDBG-DR (Engineering and Design)drainage projects: (1) Stonegate Golf Course(Babe Zaharias Golf Course), (2)El Vista Subdivision and (3) Port Acres Drainage and (4) Lake Arthur Detention will follow at a later date. "Remember,we are here to serve the Citizens of Port Arthur" 444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 Budget Impact: HMGP as authorized by section 404 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act is 75% funded with a 25% local match. The 25% match will come from Community Development Block Grant—Disaster Recovery(CDBG-DR). The Babe Zaharias Golf Course is funded with 100% CDBG-DR Recommendation: Approval of P. R. No. 21150 authorizing the City Manager to negotiate contract with SCG and AWC for the Engineering and Design of four (4) Drainage Projects funded by HMGP and CDBG-DR. "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. No. 21150 10-29-19 ace RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO NEGOTIATE CONTRACTS WITH STUART CONSULTING GROUP, INC. (SCG) OF HOUSTON, TEXAS AND ARCENEAUX WILSON AND COLE LLC (AWC) OF PORT ARTHUR, TEXAS FOR THE ENGINEERING AND DESIGN OF FOUR (4) DRAINAGE PROJECTS FUNDED BY THE HAZARD MITIGATION GRANT PROGRAM (HMGP) AND COMMUNITY DEVELOPMENT BLOCK GRANT - DISASTER RECOVERY (CDBG-DR) . WHEREAS, the City of Port Arthur obtained funding from Hazard Mitigation Grant Program (HMGP) and Community Development Block Grant - Disaster Recovery (CDBG-DR) to fund the following four (4) drainage projects : (1) El Vista Subdivision, (2) Port Acres Drainage, (3) Lake Arthur Detention and (4) Stonegate Golf Course (Babe Zaharias Golf Course) ; and WHEREAS, the City advertised for a Request for Qualifications (RFQ) for an Engineer to design four (4) drainage projects on September 24 , 2019 and October 1, 2019 ; and, WHEREAS, the City received six (6) firms; and, WHEREAS, the City staff has reviewed such statements and scoring, each using the published Evaluation Criteria, as delineated in Exhibit "A" ; and, WHEREAS, the City staff finds that Stuart Consulting Group, Inc . (SCG) of Houston, Texas has the highest rating in their evaluation for the Lake Arthur Drive Detention Pond and Stormwater Detention Project at Babe Zaharias Golf Course, as delineated in Exhibit "B", and recommends SCG to perform the engineering and design of Lake Arthur Detention Pond and Stormwater Detention Project at Babe Zaharias Golf Course; and, WHEREAS, the City staff finds that Arceneaux Wilson and Cole LLC (AWC) of Port Arthur, Texas has the highest rating in their evaluation for the Port Acres and El Vista Drainage System Upgrade, as delineated in Exhibit "C", and recommends AWC to perform the engineering and design of Port Acres and El Vista Drainage System Upgrade; and, WHEREAS, the City staff finds it to be in the interest of the citizens of Port Arthur to negotiate contracts for the four (4 ) drainage projects as delineated above. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1 . That the facts and opinions in the preamble are true and correct . Section 2 . That the City Manager is authorized to negotiate contracts with SCG and AWC on behalf of the City of Port Arthur for the Engineering and Design of four (4 ) Drainage Projects being subject to final approval by the City Council as delineated above. their evaluation for the Lake Arthur Drive Detention Pond and Stormwater Detention Project at Babe Zaharias Golf Course, as delineated in Exhibit "B" , and recommends SCG to perform the engineering and design of Lake Arthur Detention Pond and Stormwater Detention Project at Babe Zaharias Golf Course; and, WHEREAS, the City staff finds that Arceneaux Wilson and Cole LLC (AWC) of Port Arthur, Texas has the highest rating in their evaluation for the Port Acres and El Vista Drainage System Upgrade, as delineated in Exhibit "C" , and recommends AWC to perform the engineering and design of Port Acres and El Vista Drainage System Upgrade; and, WHEREAS, the City staff finds it to be in the interest of the citizens of Port Arthur to negotiate contracts for the four (4) drainage projects as delineated above; and, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct . Section 2 . That the City Manager is authorized to negotiate contracts with SCG and AWC on behalf of the City of Port Arthur for the Engineering and Design of four (4) Drainage Projects being subject to final approval by the City Council as delineated above . Section 3 . That a copy of the Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of A. D. , 2019, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES : Mayor: Councilmembers : NOES: Thurman "Bill" Bartie Mayor ATTEST: Sherri Bellard City Secretary APPROVED AS TO FORM: C� rn0 ) Val Tizeno City Attorney APPROVED FOR ADMINISTRATION: Ron Burton Interim City Manager Alberto Elefano, PE Director of Public Works APPROVED AS TO AVALIABILITY OF FUNDS: l/1 64141,44 Kandy Dani 1 Cli ion Williams, CPPB Interim Finance Director Purchasing Manager Exhibit A The City of Port Arthur requires comprehensive responses to every section within this RFQ. To facilitate the review of the responses, Firms shall follow the described qualification format. The intent of the qualification format requirements is to expedite review and evaluation. It is not the intent to constrain Vendors with regard to content, but to assure that the specific requirements set forth in this RFQ are addressed in a uniform manner amenable to review and evaluation. It is requested that qualification packets be limited to no more than 50 pages, excluding resumes. A. EXPERIENCE 1. Provide a profile of experience for the Engineer and all members of the firm. This section shall include, but not be limited to, the following: a. Experience of team with Drainage Projects - number of years in field, number of Registered (Texas) Engineers in firm. Include a brief description of responsibilities and summary resumes of key professional personnel. Include any specialty certification, which demonstrates special qualification. State any federal projects. Indicate any additional personnel your firm would anticipate needing to hire, as required, to take on the work for which this response is requested. b. Experience of firm with Drainage Projects — number of years in existence and number of employees. Include a brief overview of the accomplishments of the firm. Included the number of federal procurement jobs and duties. Provide office location where each phase of this work will be accomplished. Include names, titles, work addresses, and work telephone numbers of the responsible corporate officer(s) in the proposed office location. c. Knowledge of City of Port Arthur Drainage System — Include a brief overview of the Firm's knowledge of the four drainage systems. State any knowledge of the current condition of the systems. State any previous experience with the four drainage systems. State any experience with similar size projects in other areas. B. PAST PERFORMANCE 1. Identify and describe the proposed Team's past experience for providing services that are most related to Drainage Projects within the past ten (10) years. For each project, provide the following information. a. Project name, location, and description b. Initial project and projected time for completion c. Final project cost and time for completion d. The Engineer's name and representative who served as the day-to-day liaison during each phase of the project(include telephone number) 2. Identify and describe the proposed Team's past experience on drainage projects 3. Identify and describe the proposed Team's past experience working with municipalities on federal projects. 4. Identify and describe the proposed Team's past experience working in Port Arthur or surrounding areas. Page 20 of 35 C. PROJECT APPROACH 1. Provide a brief description of the firm's plan for accomplishing the work and services to be provided to the City including,but not limited to: a. Bar schedule of activities for the entire project b. Technical approach to each phase of work. c. Indicate which team member will participate in each area of the work for both the lead firm and any sub-contractors. 2. Briefly describe the firm's approach to anticipating,recognizing and controlling safety risks. 3. Provide any other details regarding special services, products, advantages or other benefits offered to the Owner by your firm. 4. Describe your plan for communicating constructability, phasing, value engineering, and other issues requiring decision-making by the Owner. D. MINORITY BUSINESSES 1. Is there a plan to utilize small and minority businesses, women's business enterprises, and labor surplus area firms. Also should include a method of tracking the use of these firms and supply this to the City. The City would prefer DBE but will accept HUBs if unable to find a DBE. Please submit their certification with bid. Page 21 of 35 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 applicants 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 Firm for a contract. The City's process is as follows: 1. 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(Total) 60 pts a-1. Experience of Firm and Personnel 40 pts • Experience with Drainage systems of this size • Experience with FEMA or federal projects • Knowledge and credentials of the personnel assign to this project • Three Reference of Previous Projects a-2. Knowledge of Port Arthur Drainage System 20 pts • Must show a knowledge of the condition or have experience the four Port Arthur drainage systems b. Project Approach 35 pts c. Minority Businesses 5 pts Total 100 pts 2. City staff shall recommend the most qualified Engineering firm. 3. When services and fees are agreed upon,the selected firm shall be offered a contract subject to City Council approval. 4. This RFQ does not commit the City 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. 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