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HomeMy WebLinkAboutPR 22123: AMENDING RES. 21-287 AS IT PERTAINS TO THE ENGINEERING AGREEMENT WITH SOLCO GROUP, LLC City of Port Arthur Transit Department Memorandum To: Ron Burton,City Manager From: Ivan Mitchell,Transit Director Date: August 31,2021 Re: P.R.22123—Amend the Solco Group,LLC's.contract to expand their scope of work Nature of Request: Authorize the City Manager to amend the Solco Group,LLC's.,contract to include engineering and design for reconstruction and drainage repairs on Dallas and Fort Worth Avenues in the amount not to exceed$59,951.00 for a new project amount of$191,235.00. Background: Resolution No.21-249 authorized the City Manager to negotiate a contract with the Solco Group,LLC.,for engineering and design services for Port Arthur Transit's(PAT)parking lot expansion with overhead canopies. The Texas Department of Transportation(TxDOT)awarded PAT funds to construct a 13,000 square foot parking lot to accommodate its growing fleet of transit vehicles. In addition,PAT will construct several overhead canopies to protect the vehicles from the elements as well as install conduit for future electric vehicle charging. Resolution No.21-287 authorized the City Manager to execute a contract with the Solco Group,LLC.,for engineering and design services for Port Arthur Transit's(PAT)parking lot expansion with overhead canopies in the amount not to exceed$131,284.00. PAT was awarded Federal Transit Administration funds in the amount of$904,750.00($723,800 federal/$180,950 local)under the Section 5324 Emergency Relief Program in December 2018. These funds allow PAT to address existing vulnerabilities to its facilities so it can continue operating in an emergency capacity as well as reinstate revenue service when a future storm occurs. PAT has selected the Solco Group,LLC.(TSG)to provide engineering and design services for reconstruction and drainage repairs on Dallas and Fort Worth Avenues which are adjacent to its facilities. This scope adjustment relates to TSG's existing parking lot design scope that connects to Dallas Avenue. Recommendation: It is recommended that the City Council approve proposed P.R.22123 to amend the Solco Group,LLC's.,contract which expands their scope of work to include reconstruction and drainage repairs on Dallas and Fort Worth Avenues in the amount not to exceed$59,951.00 for a new project amount of$191,235.00. Budgetary/Fiscal Effect: Funding to pay for the design and engineering services is available in Transit Capital Account 401-70-530-8525-00-60-000;Project DR1P06. P.R. 22123 9/2/2021 IM RESOLUTION NO. A RESOLUTION AUTHORIZING AN AMENDMENT TO RESOLUTION NO. 21-287 AS IT PERTAINS TO THE PROFESSIONAL ENGINEERING AGREEMENT BETWEEN THE CITY OF PORT ARTHUR AND THE SOLCO GROUP, LLC., OF BEAUMONT, TEXAS TO PROVIDE FOR RECONSTRUCTION AND DRAINAGE REPAIRS ON DALLAS AND FORT WORTH AVENUES FOR A TOTAL PROJECT COST NOT TO EXCEED $191,235.00. FUNDING IS AVAILABLE IN TRANSIT CAPITAL ACCOUNT NO. 401-70-530-8525-00-60-000; PROJECT DR1 P06. WHEREAS, Port Arthur Transit(PAT) has received funding from Tx DOT to design and construct a parking lot at 320 Dallas Ave., Port Arthur, TX; and, WHEREAS PAT issued a Request for Qualifications (RFQ) from engineering firms for engineering and design services for a parking lot as required by state law. As a result, the Solco Group, LLC was selected based on the evaluation of the qualification packages; and, WHEREAS, pursuant to Resolution No. 21-287 the City Manager executed a contract with The Solco Group, LLC., (TSG) for engineering and design services for Port Arthur Transit's (PAT)parking lot expansion; and, WHEREAS Section 12 of the current contract between the City and TSG., states that the City may from time-to-time request changes in the scope of the services of TSG to be performed hereunder, such changes, including any increase or decrease in the amount of TSG's compensation, which are mutually agreed upon by and between the City and the TSG, shall be incorporated in written amendments to this Agreement; and, WHEREAS, the existing roadway surface conditions, pavement cracks, pavement failures, and water ponding problems reveal that there is inadequate drainage at the site. Accordingly, it is necessary to amend the scope of the original contract to provide for reconstruction and drainage improvements at the site; and WHEREAS, in December 2019, PAT was awarded Federal Transit Administration funds in the amount of $904,750.00 ($723,800 federal/$180,950 local) under the Section 5324 Emergency Relief Program; and, WHEREAS the Section 5334 funds have been earmarked for reconstruction and drainage repairs adjacent to TSG's existing project. Therefore, PAT recommends and amendment to the existing contract to provide engineering and design services as it pertains to the expanded scope of work to address the drainage issues, etc.; and, WHEREAS, the City Manager and PAT have negotiated an amendment to the contract of$59,951.00, bringing the total contract amount to $191,235.00, a copy of the proposed fees and the amended scope is attached hereto as Exhibit"A" P.R. 22123 9/2/2021 I M NOW, THEREFORE, 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. THAT, the City Council hereby authorizes the amendment Resolution 21-287 as it pertains to the contract between the City of Port Arthur and The Solco Group, LLC., providing for additional engineering and design services for reconstruction and drainage repairs on Dallas and Fort Worth Avenues in the amount of$59,951.00 for a new total project cost of$191,235.00, in substantially the same form as Exhibit"A". THAT, a copy of the caption of this Resolution be spread upon the minutes of the City Council. READ, ADOPTED AND APPROVED this day of September 2021 at a Regular Meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: • NOES: Thurman"Bill"Bartie, Mayor ATTEST: Sherri Bellard, City Secretary P.R. 22123 9/2/2021 IM APP OVE P AS TO FORM: Al / t Val Tizeno, City A ,► ey APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: 401-70-530-8525-00-60-000 0 rit i ---,‘--/D Ronald Burton Kandy Daniel City Manager Interim Director of Finance Clifton Williams, CPPB Ivan Mitchell Purchasing Manger Transit Director P.R. 22123 9/2/2021 IM Exhibit "A" THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING September 3,2021 Mr. Ivan Mitchell City of Port Arthur Transit Department 344 Procter Street P.O. Box 1089 Port Arthur, TX 77641 Subject: Proposed fees and scope for the reconstruction and drainage improvements for one block of Dallas Avenue and Fort Worth Avenue in downtown Port Arthur, Texas- Professional Engineering Services -Proposal No.2021-08-1087A Dear Mr. Mitchell (Ivan), We have completed a cursory review of the existing roadway surface conditions, pavement cracks, pavement failures, and water ponding related to inadequate drainage on one block of Dallas Avenue and Fort Worth Avenue, between Proctor Street and Fourth Street in downtown Port Arthur, Texas. The Solco Group, LLC is pleased to submit our proposal for providing professional project engineering design and project management services for this section of pavement and the associated sidewalks. These roadway sections will be designed to drain surface water into to the existing city storm sewer system, to the extend practical. 1.0 Scope of Services The Solco Group, LLC (TSG) will prepare an engineering design package for the repair and reconstruction of one block of Dallas Avenue and one block of Fort Worth Avenue, and associated sidewalks between Proctor Street and Fourth Street. This includes, as a minimum, asphalt demolition, crack repairs, section reconstruction, and asphalt overlays as needed to provide a safe and durable roadway surface. This also includes the placement of one or more storm drain inlets as needed to ensure drainage to the extent practical. The designs will be compliant with all applicable Federal, state, and City of Port Arthur codes and ordinances. The proposed cost and fees for this service is $59,951.00. We will provide, as a minimum, design services to include detailed engineering project plans and specifications in three phases, (50%, 95%, and 100%) to support the construction of the recommended project. Our design efforts will be phased to include all necessary engineering services that will allow the project to be successfully advertised for competitive bids. We will also provide professional recommendations for the award for the construction contract, bidding services support, and request for information (RFI) review and responses. The TSG design team will work closely with the PAT staff and City Engineering staff on all phases of this project from the initial coordination to project completion. One or more •TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office:817-564-6895• THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING of our engineers will be present at the pre-bid meeting and the pre-construction meeting. We will provide engineering design support services during all phases of construction. The final design plans and specifications (100%) will be completed within 9 weeks of NTP issuance by PAT. The rates in this proposal for services rendered by TSG or TSG affiliates are guaranteed for one year. It is also understood that services rendered by TSG can be accomplished with typical office supplies and basic mobile technologies such as a laptop computer and cell phones. All other necessary historical project files, as-built drawings, archived specifications, and other technical documentation needed will be provided by the City of Port Arthur(if applicable). 2.0 Performance of Work TSG and its subconsultants will perform 100% of the work under this proposal for this specific project. Occasionally we may consult with other affiliates if necessary. We will organize and archive all project data in a manner that will allow for real time auditing reviews throughout the design and construction process, as well as allow the City of Port Arthur Transit Department (PAT) to do post construction and historical audits. At the conclusion of the project, we will deliver USB flash drives to the PAT Manager and PAT maintenance staff members that can be used to retain and archive all project documentation. The Solco Group, LLC (TSG) is a 100% Disadvantaged Business Enterprise (DBE). TSG will provide services to PAT via telephone or in person in PAT offices and with either you or your designated representative for this specific project. All other applicable services and agreements are explained in THE SOLCO GROUP, LLC ADVISORY / CONSULTING AGREEMENT enclosed with this letter. Thank you for your consideration. Respectfully Submitted, i// 7 - Kelvin L. Solco, P.E. MBA President/CEO Enclosures: The Solco Group, LLC Consulting Agreement •TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office: 817-564-6895• THE SOL CO GROUP, LLC TR;1.\;SPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING Not-to-Exceed Contract Pricing Schedule "TSG Billable Fee Schedule Dallas Avenue and Fort Worth Avenue Reconstruction - Civil Engineer Professional/ &Technical Admin Technical Services Task Descriptions Principal Support Support Project formulation, 50%design plans, Field investigation(s) specifications,and and review of city As- cost estimate built drawings General Notes and Summary of Quantities Topographic Survey Reviews or Procurement Project Layout and Staking Plan Preliminary Demolition Plans Typical Sections and Paving Details Typical Sections and Paving Details Grading Plan Initial Paving and Spot Elevations Plan Stormwater and Pollution Prevention Plan(SWPPP) Stormwater and Pollution Prevention Details Striping Plan Traffic Control Details Cross-Sections List of Specifications Cost Estimate Prepare 95%design plans,specifications, Updated Notes and and cost estimate Summary of Quantities Topographic Survey Reviews and design application Project Layout and Staking Plan Updated Demolition •TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office:817-564-6895• THE SOL CO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING Plans Typical Sections and Paving Details Typical Sections and Paving Details Grading Plan Updated Paving and Spot Elevations Plan Stormwater and Pollution Prevention Plan(SWPPP) Stormwater and Pollution Prevention Details Striping Plan Traffic Control Details Cross-Sections Project Specification Updated Cost Estimate Prepare 100%design plans,specifications, and cost estimate Final General Notes and Summary of Quantities Topographic Survey analysis Final Project Layout and Staking Plan Final Demolition Plans Updated Typical Sections and Paving Details Updated Typical Sections and Paving Details Updated Grading plan Final Paving and Spot Elevations Plan Final Stormwater and Pollution Prevention Plan(SWPPP) Final Stormwater and Pollution Prevention Details Final Striping Plan Final Traffic Control Details Final Cross-Section details Final Project Specifications •TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office:817-564-6895• THE SOL CO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING Final Engineer's Cost Estimate Address QAQC Comments Bidding services Prepare Bidding Documents Pre-Bid Meeting Bid-Tabulation and Recommend Low- Bidder Prepare Bidding Documents Pre-Bid Meeting Construction administration and Pre-Construction closeout Meeting Review Construction Submittals Address RFI"s Resident Project Representation(RPR) Support Services Prepare Record Drawings(As-Builts) Special Services Service Description Costs Reproduction Services Plans and Specification reproduction $400.00 Travel Costs Site visits $631.00 MSP Project Information Management $705.00 Geotechnical Investigation Services $5,995.00 Topographic Survey Services $3,500.00 Total Costs and $48,720.00 Fees Professional Technical Services Special Services $11,231.00 Total Contract Fee $59,951.00 Notes: 1. (*)Recommended minimum Not-to-exceed contract amount. 2. (**)Hourly rates for work in excess of 40 hours per week including weekends or nights per the terms of the Advisory/Consulting Agreement. 3. Additional fees for TSG affiliates may be added(if necessary)at rates to be determined. 4. Payment term will be Net(30)Thirty from the date of the invoice. •TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office:817-564-6895• THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING THE SOLCO GROUP, LLC TRANSPORTATION PROFESSIONAL SERVICES / CONSULTING AGREEMENT THE SOLCO GROUP, LLC appreciates the opportunity to work with you and provide professional advice regarding your specific airport project. To ensure a mutual understanding, we set forth the following pertinent information about our services. THE SOLCO GROUP, LLC (hereafter referred to as TSG), and the City of Port Arthur Transit Department(CLIENT) acknowledge and agree to the following. 1. CLIENT CONTACT - The CLIENT is free to contact TSG to discuss the specific airport project immediately after the execution of this agreement. 2. TO BE PROVIDED BY THE SOLCO GROUP, LLC — TSG agrees to provide the following: a. The services of all professional and technical personnel required for the performance of the services described under Scope of Work. b. Up to three physical copies and one electronic file copy of the construction plans and specifications for the project. c. Project consultation throughout the project from initiation to project closeout. 3. ACCESSIBILITY - The CLIENT acknowledges all work performed by TSG or affiliates will occur within the standard business hours of 7:00 AM to 7:00 PM Monday through Saturday. TSG has limited accessibility on Sundays and accessibility will need to be scheduled in advance. If scheduling conflicts occur on any day of the week TSG will return the CLIENT's phone calls as soon as possible and attend meetings as soon as mutual schedules permit. 4. TO BE PROVIDED BY PORT ARTHUR TRANSIT (CLIENT) —The CLIENT agrees to provide the following: a. All available pertinent information that it may have in its possession or to which it may have access. b. A representative to whom Engineer will report and from whom Engineer shall receive instruction and authorization. c. Right of access to all properties as required during the execution of the work. d. All necessary resident engineering services. e. Services of an independent testing laboratory to perform all materials testing necessary for control of the project during the construction phase. f. Documentation and property description information work necessary for easement or property boundaries description. •TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office:817-564-6895• THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING 5. TIME OF PERFORMANCE - The services of The Solco Group, LLC are to commence upon the signing of the contract. a. The estimated project duration for the design services is approximately nine (9) weeks, subject to change upon the CLIENT request or mutual agreement(s). b. The final contract plans and documents will be available and ready per the agreed project schedule. 6. OWNERSHIP OF DOCUMENTS - All drawings, specifications, records, photographs, videos, and other project related documents prepared by TSG, its employees, subcontractors and agents in the performance of this Agreement shall be the property of Port Arthur Transit. These items will be delivered to the CLIENT upon the completion and/or termination of this Agreement. TSG reserves the right to retain copies of the documents, photographs, and other records for filing purposes, TSG archives, and for historical reference. 7. COMMUNICATIONS - All communication and information between the CLIENT and TSG are considered privileged and confidential if desired and requested. TSG will provide disclosure to others only when authorized by the CLIENT in writing. CLIENT authorization may be needed when TSG needs to assign work to its affiliates. However, TSG may use the name, logo, or authorized image of the CLIENT in TSG marketing materials. 8. PAYMENTS AND COMPENSATION - Payments to TSG shall be made promptly, and shall not be contingent upon funding anticipated by the CLIENT. The CLIENT understands that TSG will invoice immediately upon the execution of this agreement, and then monthly, or more frequently if requested. The CLIENT understands the TSG invoice terms are due upon receipt. All fees shall be paid promptly. Invoices will be faxed or sent by e-mail unless the original is requested. Once TSG submits an invoice for services provided, Port Arthur Transit and the City of Port Arthur agrees to pay such invoices within thirty (30) days after the date of the applicable invoice Any balance outstanding for more than thirty (30) days of the invoice shall be deemed delinquent and subject to late payment fees, penalty fees, and/or interest charges. a. The Port Arthur Transit and the City of Port Arthur will compensate The Solco Group, LLC for all work and services described in the Scope of Services. The CLIENT also agrees to the following: i. The scope and cost of said services will be reviewed and approved by the Port Arthur Transit and the Port Arthur City Council prior to any authorization to proceed. ii. This cost shall constitute complete compensation for all direct labor, payroll burden, general and administrative overhead, profit, travel, equipment, and materials necessary to complete the tasks as set forth in the Scope of Work. •TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office:817-564-68950 THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING 9. METHOD OF PAYMENT—The CLIENT is responsible for payment of services rendered as stipulated in this agreement. All payment to The Solco Group, LLC for services under this Scope of Work will be made monthly based on the percentage of work completed during the preceding month and will, in every case, be supported by a suitable invoice. 10. BRANDING AND IMAGES - The CLIENT acknowledges the use of a The Solco Group, LLC name, branding, and images in any manner is not authorized unless this signed agreement is returned to TSG, subject to privacy laws. The CLIENT will also allow The Solco Group, LLC to use the Port Arthur Transit and City of Port Arthur name, branding, logos or similar images for use in developing the project plans and specifications and for TSG marketing purposes. 11. TERMINATION - If, through circumstances of unforeseen cause, TSG fails to fulfill in a timely and proper manner the obligations under this Agreement, the City of Port Arthur shall thereupon have the right to terminate this Contract by giving written notice to the Engineer of such termination and specifying the effective date thereof, at least fourteen (14) days before the effective date of such termination. In such event, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by TSG under this Contract shall become the property of TSG and TSG shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder. The City of Port Arthur may terminate this Agreement at any time by giving at least twenty-one (21) days- notice in writing to the TSG. If the Agreement is terminated by the City of Port Arthur as provided herein, then TSG will be paid for the time provided and expenses incurred up to the actual termination date. 12. CHANGES - The CLIENT may, from time to time, request changes in the scope of the services of TSG to be performed hereunder. Such changes, including any increase or decrease in the amount of the TSG's compensation, which are mutually agreed upon by and between the City and the TSG, shall be incorporated in written amendments to this Agreement. 13. STANDARD ARBITRATION AGREEMENT - Any dispute, controversy or claim arising out of or relating in any way to Agreement including without limitation any dispute concerning the design, construction, validity, interpretation, enforceability or breach of the agreement, shall be exclusively resolved by binding arbitration upon a Party's submission of the dispute to arbitration. In the event of a dispute,controversy or claim arising out of or relating in any way to the Agreement, the complaining Party shall notify the other Party in writing thereof. Within thirty (30) days of such notice, both Parties shall meet at an agreed location to attempt to resolve the dispute in good faith. 14. CIVIL RIGHTS ACT OF 1964 - Under Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race,color,or national origin, be excluded from •TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office:817-564-6895• THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. 15. INSURANCE — The Solco Group, LLC will maintain the following insurance coverages for the duration of this project. a. Commercial General Liability of $1,000,000 each occurrence and $2,000,000 aggregate b. Professional Liability (Errors and Omissions) of $1,000,000 each occurrence and$1,000,000 aggregate. 16. SPECIAL CONDITIONS - This contract is subject to and incorporates the provisions attached hereto as Exhibit A, if applicable, and necessary per the US Department of Transportation — Federal Transit Administration Federal Contract Provisions. All applicable Federal Contract Provisions are added to this agreement for the CLIENT's review and approval. ADDITIONAL SPECIAL CONDITIONS: Anticipated Start Date: This agreement is acceptable to The Solco Group, LLC, as indicated by the authorized representative signature(s)below: (TSG Representative) Print Name: (TSG Representative) Signature: (TSG Representative)Title: (Attest for TSG): •TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office:817-564-6895• THE SOL CO GROUP, LL C TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING ACCEPTANCE - If this contract meets with the approval of Port Arthur Transit and the City of Port Arthur, please indicate CLIENT acceptance by signing this proposal and returning one signed copy to The Solco Group, LLC PO Box 22001 Beaumont, Texas 77720. Agreed to this day of , 2021 By (Client): (Client) Print Name: (Client) Signature: (Client)Title: (Attest for Client): Thank you for allowing us to serve you. •TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office:817-564-6895•