HomeMy WebLinkAboutPR 22680: ENGINERING AND DESIGN SERVICES FOR AN UNDERGROUND POWERLINE DUCT BANK City of Port Arthur
Transit Department
Memorandum
To: Ron Burton,City Manager
From: Ivan Mitchell,Transit Director 1\k
Date: August 12,2022
Re: P.R.22680—Engineering and Design Services for an Underground Powerline Duct Bank
Nature of Request: Authorize the City Manager to execute a contract with the Solco Group, LLC of
Beaumont,Texas for engineering and design of an underground powerline duct bank system in the
alleyway between Dallas and Fort Worth Avenues in the 300 block of Procter Street in the amount not
to exceed$46,100.00.
Background: The City Manager entered a contract with the Solco Group, LLC for engineering and
design services for PAT's parking lot expansion located at 320 Dallas Avenue and for the
reconstruction and repair of stormwater drainage on Dallas and Fort Worth Avenues. The powerlines
in the alleyway between Dallas and Forth Worth Avenues are located within the scope of the two
existing projects.
The existing powerlines in the alleyway between Dallas Avenue and Fort Worth Avenue in the 300
block of Procter Street run adjacent to Port Arthur Transit's(PAT)parking lot and restrict the overall
scope of the Solco Group,LLC's parking lot project. Placing the powerlines underground will
increase PAT's long-term property usage as well as protect the powerlines from harsh or unforeseen
weather conditions. Due to the need for continuity between the parking lot, stormwater, and
underground powerline duct bank system projects,the Solco Group, LLC will perform the design and
engineering services.
Recommendation: It is recommended that the City Council approve proposed P.R. 22680 for the
engineering and design of an underground powerline duct bank system in the alleyway between
Dallas and Forth Worth Avenues in the 300 block of Procter Street in the amount not to exceed
$46,100.00.
Budgetary/Fiscal Effect: Funding to pay for the construction is available in 401-70-530-8512-00-60-
000 TR11430-BUI.
P.R. 22680
8/11/2022
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
CONTRACT WITH THE SOLCO GROUP, LLC OF BEAUMONT, TEXAS FOR
ENGINEERING AND DESIGN SERVICES FOR AN UNDERGROUND POWERLINE
DUCT BANK TO BE PLACED IN THE 300 BLOCK OF PROCTER STREET IN THE
ALLEYWAY BETWEEN DALLAS AND FORT WORTH AVENUES FOR PORT
ARTHUR TRANSIT (PAT) IN THE AMOUNT NOT TO EXCEED $46,100.00.
FUNDING IS AVAILABLE IN ACCOUNT 401-70-530-8512-00-60-000 TR11430-BUI
WHEREAS, Port Arthur Transit(PAT)has received funding from the FTA to design
and construct expansions to its terminal building and parking lot located in the 300 block of
Procter Street, Port Arthur, Texas: and,
WHEREAS,pursuant to Resolution No. 22-265,the City Manager was authorized to
enter in a contract with the Solco Group, LLC for engineering and design services for PAT's
parking lot expansion located at 320 Dallas Avenue and for the reconstruction and repair of
stormwater drainage on Dallas and Fort Worth Avenues; and,
WHEREAS,the existing powerlines in the alleyway between Dallas and Fort Worth
Avenues in the 300 block of Procter Street run adjacent to PAT's parking lot and restrict the
overall scope of the Solco Group, LLC's parking lot project; and,
WHEREAS,the Solco Group, LLC can increase PAT's property usage and protect the
powerlines from harsh conditions by designing underground powerline duct banks in the
alleyway between Dallas and Forth Worth Avenues; and,
WHEREAS,the Solco Group, LLC will work with Entergy to design and engineer the
electrical transmission underground cables system; and,
WHEREAS,the City Manager and PAT have negotiated a contract in the amount not to
exceed $46,100.00, a copy of the contract is attached hereto as Exhibit"A".
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 Manager is hereby authorized to enter a contract with the Solco Group,
LLC of Beaumont, Texas, for engineering and design of an underground powerline duct bank
system in the alleyway between Dallas and Fort Worth Avenues in the 300 block of Procter
Street in the amount not to exceed $46,100.00, in substantially the same for as attached hereto
as Exhibit"A".
P.R. 22680
8/11/2022
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 August, 2022 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
AP OVED AS TO FORM:
U/kriA—P 9-71 -e-P/A-9-104F
Val Tizen , City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY
OF FUNDS:
401-70-530-8512-00-60-000 TR11430-BUI
Ronald Burton Kandy Dan i
City Manager Interim Director of Finance
ed it) /
Clifton illiams, CPPB Ivan itchell
Purchasing Manger Transit Director
P.R. 22680
8/11/2022
Exhibit "A"
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING, ENGINEERING, RESEARCH,AND CONSULTING
August 10, 2022
Mr. Ivan Mitchell
City of Port Arthur Transit Department
344 Procter Street
P.O. Box 1089
Port Arthur, TX 77641
Subject: PAT Design services for an underground power line duct bank on the 300
block of Proctor Street alley from Dallas Avenue to Fort Worth Avenue (1 block)—
Proposal No. 2021-08-1087C
Dear Mr. Mitchell (Ivan),
The Solco Group, LLC (TSG) appreciates the opportunity to work with your organization
and with the cooperation of Entergy (Utilities Owner) to design electrical transmission
cables underground system, known as an electrical duct bank. TSG is pleased to submit
this request for the extension of providing professional project planning, engineering
design, and project management services for the City of Port Arthur Transit Department.
1.0 Scope of Services
This will be a collaborative design effort. The Solco Group, LLC (TSG) will continue to
provide professional engineering services, design, and project oversite for the City of Port
Arthur Transit Department. The design effort will have extensive coordination with
Entergy and their design group. We understanding that Entergy will provide the majority
of the electrical design and installation for moving their lines from overhead poles to an
underground duct bank. TSG will provide the PAT the following tasks:
• Port Arthur Transit/Entergy coordination and meeting facilitation
• Coordination with AT&T and Spectrum on behalf of PAT
• Coordination with City Public Utilities, City IT Department, Public Works
• Project planning, research, data collection—define impact of existing utilities
• Project management and coordination
• Surveying for utility corridor—provide adequate and accurate information for the
development of each specific project plan
• Provide design of pull boxes and the duct bank(as agreed with Entergy)
• Provide a cost estimate and phasing with regard to the road drainage
reconstruction project
• Project management and construction management coordination
TSG will coordinate with Entergy to provide:
• Electrical designs and load calculations for Entergy power transmission lines
• Design for the upgrading and replacement of overhead Entergy transformers
• Develop Entergy plans and specs
•TSG,LLC PO Box 22001 Beaumont,Texas 77720 • Office: 817-564-6895•
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
• Determine customer service (PAT) drop (feeder)requirements
• Entergy electrical systems installations
• Testing and acceptance procedures
• All necessary Right of Way (ROW) permits for the relocation of Entergy lines
The Solco Group, LLC will provide the aforementioned design services and project
management in accordance with the City of Port Arthur codes and ordinances. The
proposed cost and fees for this service is $46,100.00.
We will continue to provide, as a minimum, design phase services to include detailed
architectural / engineering project plans and specifications (50%, and 100%) for
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 solicited for
competitive bids. We will also provide professional recommendation of the award for the
construction contract, bidding services support, and development support, and request for
information(RFI) review and responses.
The TSG design team will work closely with the PAT Maintenance Manager and other
PAT staff on all phases of this project from the initial coordination to project completion.
One or more 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 on or before October 31, 2022.
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 offices supplies and basic mobile technologies such a laptop computer and
cell phone. All other necessary equipment and technology needed will be provided by
your organization(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 to provide
the necessary services for this specific project.
We will organize and archive all project data in a manner that will allow for real time
auditing reviews anytime 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 document
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. TSG travel to PAT
offices or travel on your behalf to other designated meetings (if applicable) will originate
•TSG,LLC PO Box 22001 Beaumont,Texas 77720 • Office: 817-564-6895•
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
from the Beaumont / Port Arthur (Southeast Texas) metropolitan area. 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,
Kelvin L. Solco, P.E. MBA
President/CEO
Enclosures:
Contract Pricing Schedules
The Solco Group, LLC Consulting Agreement
•TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office: 817-564-6895•
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING, ENGINEERING, RESEARCH,AND CONSULTING
Contract Pricing Schedule
TSG Billable Fee Schedule - Project No. 2021-06-1087C
Professional/ Civil Engineer Project Planner
Principal (Scoping and Admin Support
Technical Services (Design)
Specifications)
Research existing
Electric, Water,Gas
service, lines,
infrastructure
Entergy coordination
AT&T coordination
Spectrum
coordination
City of Port Arthur
coordination(PATX
PW,PU,IT)
Prepare 50%plans,
specifications,and
preliminary cost
estimate
Coordinate and
evaluate
topographical survey
Demolition and Saw
cutting Plans
Typical Sections and
Paving Details
Paving and Spot
Elevations Plan
Traffic Control
Details
List of Specifications
Develop project cost
estimates
Field investigations
Sub Totals $6,040.00 $3,520.00 $4,330.00 $1,200.00
Prepare 100%plans,
specifications, and
preliminary cost
estimate
Entergy coordination
AT&T coordination
•TSG, LLC PO Box 22001 Beaumont,Texas 77720 • Office: 817-564-6895•
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING, ENGINEERING,RESEARCH,AND CONSULTING
Spectrum
coordination
City of Port Arthur
coordination
Topographic Survey
Duct Bank Layout
and Staking Plan
Demolition and Saw
cutting Plans
Typical Sections and
Paving Details
Paving and Spot
Elevations Plan
Duct Bank Section
Design
Signage and Striping
Plan
Traffic Control
Details
List of Specifications
Project Cost
Estimates
Develop 100%plans
and specifications
PAT Construction
Contract Bidding
Services
Prepare Bidding
Documents
Attend Pre-Bid
Meeting
Review Bid-
Tabulation and
Recommend Low-
Bidder
Construction
Administration and
Project Closeout
Pre-Construction
Meeting
Review Construction
Submittals
Address RFI"s
Engineering Site
Visits(2 Total)
during Construction
Phase
Accumulate field
notes,photographs,
videos
•TSG, LLC PO Box 22001 Beaumont,Texas 77720 • Office: 817-564-6895•
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING, ENGINEERING,RESEARCH,AND CONSULTING
Prepare Record
Drawings
Subtotals $8,740.00 $4,420.00 $5,500.00 $1750.00
Total Professional/ $14,780.00 $7,940.00 $9,830.00 $2950.00
Technical Services
Sub Consulting
services
GBR underground $2,100.00
exploration(alley)
Surveying services $3,000.00
Geotechnical
Services $2,800.00
Electrical Design
Services $2,600.00
Total sub consulting
services $10,600.00
Total civil design and
coordination services $35,500.00
TOTAL DESIGN
COSTS $46,100.00
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 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
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 will be completed
by September 21, 2023, 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. 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
participation in, be denied the benefits of, or be subjected to discrimination under
any program or activity receiving Federal financial assistance.
14. LIMITATION OF LIABILITY - Except for TSG's confidentiality and indemnity
obligations, respectively, and except for actions or claims arising from gross
negligence or intentional or willful misconduct, TSG's total liability to the City of
Port Arthur shall not exceed the greater of(1) the total TSG compensation value
or (2) the amount of recoverable insurance, regardless of whether any action or
claim is based upon contract, warranty, tort (including negligence) or strict
liability.
•TSG,LLC PO Box 22001 Beaumont,Texas 77720 • Office: 817-564-6895•
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
15. ACCURACY OF INFORMATION - The CLIENT agrees that TSG will rely on
information provided by the City of Port Arthur in order to complete the tasks
associated with this agreement. The accuracy of research and the outcome of the
project deliverables provided by TSG will rely on the accuracy and the
availability of information provided by the CLIENT. TSG is not responsible for
nor liable for incorrect or incomplete information provided by the CLIENT.
16. 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.
17. 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: Kelvin L. Solco
(TSG Representative) Signature:
(TSG Representative) Title: President/CEO
(Attest for TSG):
•TSG,LLC PO Box 22001 Beaumont,Texas 77720 •Office: 817-564-68950
THE SOLCO GROUP, LLC
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 , 2022
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: 817-564-68950
