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INTEROFFICE MEMORANDUM
Date: July 7, 2022
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Flozelle C. Roberts, EIT, MEng,MBA, Public Works Director
RE: PR 22667: Authorizing the City Manager to amend the original contract with Fittz &
Shipman, Inc. of Beaumont,Texas by$24,200.00 to the new contract amount of
$135,700.00. Project No. ST1P9O-CON
Introduction:
The intent of this agenda item is to authorize the City Manager to amend the original contract amount
of$111,500.00 by $24,200.00 to the new contract amount of$135,700.00 with Fittz & Shipman, Inc.
of Beaumont, Texas for the modification of drawings on the Sabine Pass S. 1st Avenue Pavement
Improvement Project due to change in scope. Project No. ST1P9O-CON.
Background:
The Sabine Pass Port Authority (SPPA) contacted the City of Port Arthur (City) requesting assistance
in submitting a grant request to the Texas Department of Transportation(TxDOT)for the reconstruction
of S. 1st Avenue from Broadway Avenue to the port entrance gate in Sabine Pass, Texas. These grant
funds were made available to the City by the State of Texas under the General Appropriations Act,Rider
37. To that end, the City advertised for engineering firms to respond to a request for qualifications
(RFQ) for professional services associated with the planning, design, and reconstruction of S. Pt
Avenue. Fittz&Shipman,Inc. of Beaumont,Texas,was selected from the thirteen firms that responded
to the RFQ. Pursuant to Resolution 20-322, the City formally entered into a professional services
agreement with Fittz & Shipman, Inc. of Beaumont,Texas for the amount of$111,500.00.
It was determined that the S. Pt Avenue Project would be scaled down from its original limits of
Broadway Avenue to the SPPA entrance gate. The new scope includes the widening of Mechanic Street
from Dowling Road(Highway 87) to S. 1st Avenue and reconstruction of S. Pt Avenue from Mechanic
Street to the port entrance. Additionally,the intersection of Mechanic Street at Dowling Road(Highway
"Remember,we are here to serve the Citizens of Port Arthur”
444 4h Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
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87) would be expanded to accommodate the turning radii of the trucks ingressing and egressing the
SPPA.
A proposal is being submitted by Fittz & Shipman, Inc. of Beaumont, Texas, to amend the original
contract amount $111,500.00 by$24,200.00 to the new contract amount of$135,700.00.
Budget Impact:
Funding is available is the CIP Street Account 307-21-053-8517-00-10-000; Project No. ST1P90-
CON.
Recommendation:
It is recommended that the City of Port Arthur City Council approve PR 22667 to authorize the City
Manager to amend the original contract amount of $111,500.00 by $24,200.00 to the new contract
amount of$135,700.00 with Fittz&Shipman,Inc. of Beaumont,Texas for the modification of drawings
on the Sabine Pass S. lst Avenue Pavement Improvement Project due to change in scope. Project No.
ST 1 P90-CON.
"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
PR No. 22667
7/6/2022 mje
Page 1 of 4
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND THE
CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND FITTZ &
SHIPMAN, INC. OF BEAUMONT, TEXAS FOR THE S. 1ST AVENUE
PAVEMENT IMPROVEMENT PROJECT IN SABINE PASS BY
$24,200.00 RESULTING IN THE NEW CONTRACT AMOUNT OF
$135,700.00 FOR THE MODIFICATION OF EXISTING DRAWINGS.
FUNDING IS AVAILABLE IN THE CAPITAL IMPROVEMENT ACCOUNT
NUMBER 307-21-053-8517-00-10-000; PROJECT# ST1P9O-CON.
WHEREAS, the Sabine Pass Port Authority (SPPA) secured grant funds from the Texas
Department of Transportation (TxDOT) for the reconstruction of S. 1st Avenue from Broadway
Street to the port entrance; and,
WHEREAS, grant funds were made available to the City of Port Arthur (City) by the State
of Texas under the General Appropriations Act, Rider 37; and,
WHEREAS, the City advertised for engineering firms to respond to a request for
qualifications (RFQ) to plan, design, and manage the S. 1st Avenue Pavement Improvement
Project; and,
WHEREAS, pursuant to Resolution No. 20-322, the City of Port Arthur City Council
awarded the contract for professional services for the Sabine Pass S. 1st Avenue Pavement
Improvement Project to Fittz & Shipman, Inc. of Beaumont, Texas, for the amount of
$111,500.00; and,
WHEREAS, Fittz & Shipman, Inc. called for bids on the project and each contractor bid
received exceeded the $874,177.00 grant funds available from TxDOT for reconstruction of S.
1st Avenue; and,
PR No.22667
7/6/2022 mje
Page 2 of 4
WHEREAS, the scope was scaled down from it original limits to the new scope which re-
routed traffic from Dowling Road to Mechanic Street to S. 1st Avenue; and
WHEREAS, the new scope includes the widening of Mechanic Street from Dowling Road
(Highway 87) to S. 1st Avenue and reconstruction of S. 1st Avenue to the port entrance; and,
WHEREAS, Mechanic Street at Dowling Road intersection would be expanded to
accommodate turning radii for the trucks ingressing and egressing the SPPA; and,
WHEREAS, Fittz & Shipman, Inc. of Beaumont, Texas has submitted a proposal that
seeks to amend the original contract amount of $111,500.00 by $24,200.00 to the new contract
amount of $135,700.00 to modify the original drawings due to the change in the scope of work,
see Exhibit A; and,
WHEREAS, the approval of this proposal submitted by Fittz & Shipman, Inc. of
Beaumont, Texas is herein deemed an appropriate action; 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; and,
THAT, the proposal is herein approved and the City Manager is authorized to amend said
contract between the City of Port Arthur and Fittz & Shipman, Inc. of Beaumont, Texas for the
additional amount of $24,200.00, amending the original contract amount from $111,500.00 to
the new contract amount of $135,700.00; and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
PR No. 22667
7/6/2022 mje
Page 3 of 4
READ, ADOPTED AND APPROVED this the day of , A.D.
2022 at a 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
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
6/zr,S b_e&kr_
Valecia ' eno Ron Burton
City Att rney City Manager
PR No.22667
7/6/2022 mje
Page 4 of 4
APPROVED AS FOR AVAILABILITY OF
FUNDS:
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Kandy Daniel
Interim Director of Fin nce
6 -
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Director of ublic Wo
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Clifton Wi iams, CPPB
Purchasing Manager
EXHIBIT A
Fittz & Shipman
INC.
Consulting Engineers and Land Surveyors
Ronald D.Fittz,P.E., R.P.L.S.(1948-1987)
Terry G.Shipman,P.E.,Senior Consultant Daniel A.Dotson,P.E.,President
Bernardino D.Tristan, P.E.,Chief Executive Officer Donald R.King,P.E.,Vice President
January 19, 2022
Mr. Ronald Burton
City Manager
City of Port Arthur
City Hall, 444 4th Street
Port Arthur, TX 77460
**ENGAGEMENT LETTER'
RE: South 1st Ave. Plan Modifications & Re-bid
Civil Engineering Proposal
Dear Mr. Burton:
Fittz & Shipman, Inc. is pleased to provide this "Proposal" for providing Civil Engineering
Design services for the plan modifications and re-bid of the South 1st Ave. Street project in
Sabine Pass, Texas per our meeting on Monday, November 29, 2021.
SCOPE OF SERVICES
Civil Engineering Services
Plan Modifications
• Revised the construction plans to reduce the scope of the project to eliminate the
limits of work from approximately station 0+00 to 10+00.
• Revise the quantity estimates on the plan sheets to represent the reduction in
scope
• Revise the unit price bid item sheets and contract documents to include the new
quantities based on the revised scope of work.
• Include in the construction documents all addenda items from the previous bid
documents including the clarification regarding the City of Port Arthur to
coordinate and have the existing gas line relocated by the gas company.
• Submit revised construction documents and bid documents to the City of Port
Arthur for review and comments.
• Make revisions to the construction documents and bid documents based on
comments received by the City.
1405 Cornerstone Court•Beaumont,Texas 77706•(409)832-7238• Fax(409)832-7303
501 Procter Street,Suite 323•Port Arthur,Texas 77640•409-999-6023
Texas Board of Professional Engineers Firm No. 1160•Texas Board of Professional Land Surveyors Firm No. 100186
Mr. Ronald Burton Civil Engineering Services
January 19,2022 South 1st Ave. Plan Modifications&Re-bid
Page 2 Project No.20125
• Submit final signed and sealed construction documents and bid documents to the
City of Port Arthur for bidding.
Re-Bid Phase
• Assist the City or Port Arthur in the advertisement of the project for bids.
• Attend the pre-bid conference.
• Prepare addendums as directed by the City of Port Arthur to clarify any items in
the construction documents.
• Assist the City of Port Arthur in in the opening and tabulation of bids for
construction of the Project and consult with the CITY as the proper action to be
taken, based on the engineering considerations involved.
Scope of Work Qualifications
Services or fees not included in this contract include:
• Re-Design of the roadway layout and/or proposed pavement cross-section;
• Site observation/inspection of construction;
• Coordination and fees associated with construction quality assurance testing (i.e.
subgrade density testing, concrete strength testing, etc.)
Although these services are not authorized, this contract may be amended to provide additional
services at the published standard rates.
COMPENSATION
Fittz & Shipman, Inc. proposes to provide the above outlined Structural Engineering services
on a fixed fee basis based on the building types listed below
Plan Modifications: $19,750,00
Re-Bid Phase: $4,450.00
In the event of efforts beyond the anticipated scope of services, Fittz & Shipman, Inc. shall
notify you regarding the need for amendment of this agreement regarding scope and
compensation. Fittz &Shipman, Inc. shall submit monthly statements for Services rendered
based on percent of task complete and for Reimbursable Expenses incurred. Reimbursable
Expenses mean the actual expenses incurred for Application Fees, and similar Project-related
items. Reimbursable Expenses shall also include the amount billed to Fittz & Shipman, Inc.
by special consultants employed by Fittz & Shipman, Inc., (as authorized by you) for such
consultants' services and Reimbursable Expenses plus a management fee of 15%.
Fittz & Shipman, Inc.
Mr. Ronald Burton Civil Engineering Services
January 19,2022 South 1st Ave. Plan Modifications&Re-bid
Page 3 Project No.20125
SCHEDULE
Fittz & Shipman, Inc. is prepared to begin work immediately upon authorization of this
proposal and anticipates the ability to complete the outlined activities within four to six weeks.
We appreciate your confidence in Fittz & Shipman, Inc. to provide the above Civil
Engineering services. If you wish to discuss our proposed scope of services, scheduling, or
fees, please contact me.
Sincerely, Accepted:
Fittz &Shipman, Inc. City of Port Arthur
Daniel A. Dotson, P.E. By: Ronald Burton
For the Firm
Fittz & Shipman, Inc.