HomeMy WebLinkAboutPR 22965: DESIGN OF PORT ARTHUR TRANSIT'S TERMINAL BUILDING EXPANSION City of Port Arthur
Transit Department
Memorandum
To: Ron Burton,City Manager
From: Ivan Mitchell,Transit Director
Date: February 28,2023
Re: P.R.22965—Design of Port Arthur Transit's Terminal Building Expansion
Nature of Request:Authorize the City Manager to execute a contract with the Solco Group, LLC.,for
the engineering and design of Port Arthur Transit's(PAT)terminal building expansion in the amount
not to exceed$64,540.00.
Background: PAT operates its administrative and operations divisions from a 4,353 square foot
building located at 344 Procter Street. Approximately,25 employees are employed in both divisions.
Recent service expansions have created the need for additional office space due to new employee
hirings. Currently,PAT has a terminal building located at 322 Procter Street that has adjacent land to
expand. PAT has secured funds to construct an expansion of the terminal which would provide the
increased operational and administrative space for employees.
PAT issued a Request for Qualifications(RFQ)from engineering firms for engineering and design
services. Pursuant to Resolution No.22-251,the City Manager was authorized to negotiate a contract
with the Solco Group,LLC. The City Manager and PAT have negotiated a contract in the amount not
to exceed$64,540.00.
Recommendation: It is recommended the City Council approve proposed P.R.22965 for engineering
and design services of Port Arthur Transit's(PAT)terminal building expansion with the Solco Group,
LLC.in the amount not to exceed$64,540.00.
Budgetary/Fiscal Effect: Funding to pay for the engineering and design services is available in
account 401-70-530-8512-00-60-000.Project TR1416.
P.R. 22965
2/28/2023 IM
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
CONTRACT WITH THE SOLCO GROUP, LLC OF PORT ARTHUR, TEXAS FOR
ENGINEERING AND DESIGN SERVICES FOR PORT ARTHUR TRANSIT'S (PAT)
TERMINAL BUILDING EXPANSION LOCATED AT 322 PROCTER STREET, PORT
ARTHUR, TEXAS IN THE AMOUNT NOT TO EXCEED $64,540.00. FUNDING IS
AVAILABLE IN ACCOUNT 401-70-530-8512-00-60-000. PROJECT TR1416
WHEREAS, Port Arthur Transit(PAT)has received funding from the FTA to design
and construct an expansion to the terminal building at 322 Procter Street, Port Arthur, TX; and,
WHEREAS, PAT issued a Request for Qualifications (RFQ) from engineering firms for
engineering and design services for the expansion; and,
WHEREAS, five (5) qualification packages were received, and have been evaluated by
Purchasing, Engineering and PAT; and,
WHEREAS,the Solco Group, LLC was selected based on the evaluation of the
qualification packages; and,
WHEREAS,pursuant to Resolution No. 22-251,the City Manager was authorized to
negotiate a contract with the Solco Group, LLC; and,
WHEREAS,the City Manager and PAT have negotiated a contract in the amount not to
exceed $64,540.00, 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 into a contract with the Solco
Group, LLC of Beaumont, TX for engineering and design services to design PAT's terminal
building expansion in the amount not to exceed$64,540.00, in substantially the same for as
attached hereto 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 March,2023 at a Regular
Meeting of the City of Port Arthur, Texas by the following vote: AYES:
P.R. 229 5
2/28/2023 IM
Mayor:
Councilmembers:
NOES:
Thurman "Bill" Bartie, Mayor
ATTEST:
Sherri Bellard, City Secretary
AP ROVED AS TO FORM:
U `A-P eC4- h Eut
al Tizeno, ity Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY
OF FUNDS:
401-70-530-8512-00-60-000
PROJECT TR1416
Ronald Burton Kandy Daniel
City Manager Director of Finance
e4e4L LAMA
Clifton illiams, CPPB Ivan M tchell
Purchasing Manger Transit Director
P.R. 22965
2/28/2023 IM
Exhibit "A"
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
February 19, 2023
Mr. Ivan Mitchell
City of Port Arthur Transit Department
344 Procter Street
P.O. Box 1089
Port Arthur, TX 77640
Subject: PAT Revised proposed scope of work for architectural and engineering
services for the expansion and new addition of the Transit Terminal Building at the
Port Arthur Transit Station—TSG Project No. 2022-06-1105
Dear Mr. Mitchell (Ivan),
The Solco Group, LLC (TSG) appreciates the opportunity to offer this proposal for
professional project planning, architectural / engineering design, civil site design,
geotechnical coordination, surveying coordination, and program management to develop
construction ready plans and specifications for the expansion of the Port Arthur Transit
Department Terminal Building.
1.0 Scope of Services
This will be a collaborative team design effort with our partner firm, Smith & Company
Architects, of Stafford, Texas. The Solco Group, LLC (TSG) team will provide the
following tasks and deliverables:
• Pre-Design deliverables—Review of the requirements, existing condition
drawing(s),
• Schematic Design deliverables—preliminary site and floor plans, preliminary
interior/exterior concepts,
• Design Development deliverables—drawing set and outline specification
document, and
• Construction Documents deliverables—construction-ready project plans and
specifications.
The TSG team 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$64,540.00.
We will continue to provide, as a minimum, design phase services to include detailed
architectural / engineering project plans and specifications for construction of the
recommended project. Our design efforts will be phased to include all necessary
architectural / engineering services that will allow the project to be successfully solicited
for competitive bids in the near future. We will also provide professional
recommendations for the award of a construction contract, bidding services support, and
potential Request for Information (RFI)requests.
•TSG,LLC 549 4th St.,Suite 209A,Port Arthur,Texas 77640 • Office: 409-237-0200•
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
The TSG design team will work closely with the PAT Management and PAT staff on all
phases of this project from the initial coordination to project completion. The final design
plans and specifications(100%)will be completed on or before April 28, 2023.
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. 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 documents.
The TSG team 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 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 549 4th St.,Suite 209A,Port Arthur,Texas 77640 •Office:409-237-02000
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
Contract Pricing Schedule
TSG Billable Fee Schedule - Proposal No.2022-06-1105
BASIC SERVICES COSTS/EXPENSES/FEES
Schematic Design Phase(SD)
Administration/Coordination/Meetings/Data Gathering/Quality S 1,500.00
Control
Architecture-Design/Specifications/Drafting/Cost Estimating $4,000.00
Mechanical-Design/Specifications/Drafting/Cost Estimating $2,200.00
Electrical-Design/Specifications/Drafting/Cost Estimating $2,800.00
Structural-Design/Specifications/Drafting/Cost Estimating $2,800.00
Civil-Design/Specifications/Drafting/Cost Estimating $2,800.00
Reimbursables(travel,phone,mail,printing,etc.) $ 180.00
Schematic Design Phase(SD)Total= $16,280.00
Design Development Phase(DD)or Preliminary Design Phase(PD)
Administration/Coordination/Meetings/Data Gathering/Quality $ 1,500.00
Control
Architecture-Design/Specifications/Drafting/Cost Estimating $4,500.00
Mechanical-Design/Specifications/Drafting/Cost Estimating $2,200.00
Electrical-Design/Specifications/Drafting/Cost Estimating $2,400.00
Structural-Design/Specifications/Drafting/Cost Estimating $2,400.00
Civil-Design/Specifications/Drafting/Cost Estimating $2,500.00
Reimbursables(travel,phone,mail,printing,etc.) $ 180.00
Design Development Phase(DD)or Preliminary Design(PD)Total= $15,680.00
Construction Document Phase(CD)
Administration/Coordination/Meetings/Data Gathering/Quality $ 1,500.00
Control
Architecture-Design/Specifications/Drafting/Cost Estimating $6,500.00
Mechanical-Design/Specifications/Drafting/Cost Estimating $4,000.00
Electrical-Design/Specifications/Drafting/Cost Estimating $5,600.00
Structural-Design/Specifications/Drafting/Cost Estimating $2,800.00
Civil-Design/Specifications/Drafting/Cost Estimating $2,500.00
Reimbursables(travel,phone,mail,printing,etc.) $ 180.00
Construction Documents Phase(CD)Total= $23,080.00
Program management and utility companies'coordination(Entergy, $6,500.00
TCEQ,Texas Gas,AT&T,etc.)
Geotechnical Investigation $3,000.00
TOTAL FEE $64,540.00
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 549 4th St.,Suite 209A,Port Arthur,Texas 77640 •Office:409-237-02000
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 549 4th St.,Suite 209A,Port Arthur,Texas 77640 •Office:409-237-02000
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 April 28, 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 delinquent
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
•TSG,LLC 549 4th St.,Suite 209A,Port Arthur,Texas 77640 •Office:409-237-0200•
THE SOLCO GROUP LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
iii. 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.
T is
esponsible for
iv. METHOD OF PAYMENT
as stipulatedrin this agreement.payment of services renderedagreement. All
payments to The Solco Group, LLC for services under this Scope
of Work will be made monthly the percentage
in every case,obe
rk
completed during the preceding month and
supported by a suitable invoice.
v. 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
NT
to TSG, subject to privacy the Port ArthurE will
Solco Group, LLC to useTransit 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.
vi. 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
doc mennd
ts,
data, studies, surveys, drawings, maps, models, photographs,
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.
vii. 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.
•TSG,LLC 549 4th St.,Suite 209A,Port Arthur,Texas 77640 •Office:409-237-0200•
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING, RESEARCH,AND CONSULTING
viii. 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.
ix. 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.
x. 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.
xi. 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.
•TSG,LLC 549 4th St.,Suite 209A, Port Arthur,Texas 77640 •Office:409-237-0200•
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING, RESEARCH,AND CONSULTING
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 549 4th St.,Suite 209A,Port Arthur,Texas 77640 •Office:409-237-02000
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 , 2023
By(Client):
(Client)Print Name:
(Client) Signature:
(Client)Title:
(Attest for Client):
Thank you for allowing us to serve you.
•TSG,LLC 549 4`h St., Suite 209A, Port Arthur,Texas 77640 • Office: 409-237-0200•